1.

Formal Letter Writing:

Definition:
A formal letter is one, written in formal language, in the stipulated format, for official purpose. ... Formal
letters are written for official or professional communication. 

When to use a formal letter format:

If you're planning on sending business correspondence, it's best to use a formal letter format to guide
your writing. This ensures a professional tone and lays a solid foundation for building a professional
relationship with the receiver of your correspondence.

If you're applying for a job, you should draft a formal letter that displays sophistication and uses
appropriate language. If you're addressing an authority or another professional contact, you should also
use this type of format.

If you're still unsure as to whether a formal letter is appropriate, consider your recipient and how you'd
interact with them in person. This can help you determine if you should be using a formal letter format or
something more casual.

Types of formal letters

There are various types of formal letters depending on their purpose. For a business letter, there are two
main types: block style and Administrative Management Style. Outside of business letters, there are
several types of formal letters. Here are some examples:

1. Sales letter: Sales letters are formal letters that aim to promote a company's product or service. It
typically details why they should be purchased and includes a call to action.
2. Acceptance letter: This type of formal letter is used when accepting an honor, resignation, job or
other formality.
3. Inquiry letter: An inquiry letter is used when you want more information about a product. A similar
letter to this would be a reply to an inquiry letter.
4. Apology letter: Apology letters are used when making a formal apology for a mistake.
5. Making a claim letter: If you're unsatisfied with a product or service, you could send a claim letter
to the product or service's company or manufacturer. It would detail your dissatisfaction and what
you want the company or manufacturer to do to reimburse you.
6. Cover letter: A cover letter is often sent to hiring managers by prospective job candidates with
their resume. It details your qualifications for a particular job and expands on certain things
mentioned in your resume.
How to write a formal letter
To write an appropriate formal letter, you'll need to include certain elements throughout. The more you
follow the proper format for a formal letter, the more effective it will be, the more your recipient will
understand you and the better reception you'll receive. Follow these steps when writing a block or AMS
formal letter:

1. Write your name and contact information.

2. Include the date.
3. Include the recipient's name and contact information.
4. Write a subject line for AMS style.
5. Write a salutation for block style.
6. Write the body of the letter.
7. Include a sign-off.
8. Proofread your letter.

Tips for writing a formal letter

When you write a formal letter, it's important to keep several things in mind to ensure the quality of the
letter. Here are some tips to consider:

 Be clear and concise. The introduction of your letter should clearly state the purpose of your
correspondence. Make sure to keep it short and to the point.
 Proofread. Before sending your formal letter, read it over for spelling and grammar errors. A letter
free from error will come across as more professional.
 Use the right tone. Keep in mind that a formal letter will require a more formal and professional
tone than your average letter. Consider your audience and the language you're using. Avoid any
slang and make sure you're being respectful.
 Use the right format. When you write a formal letter, make sure to include all the proper
elements, including the recipient's address, name, your signature and more.

2.Common mistakes rule, rules of

Grammar:
The English language is well known for being the language of international communication in the modern world
– and wherever you originate from, and whatever native tongue you speak, it’s likely that learning English will
be invaluable in both your personal and professional lives. Of course, the English language frequently
frustrates new learners with various grammatical hurdles and stumbling blocks.

1) Present and Past Tense 

Present tenses in English are used to talk about the present, the future and to summarise a book, film or play
when telling a story in the present tense. 
There are four present tense forms in the English language. 
Present Simple: I Work 
Present Continuous: I am Working 
Present Perfect: I have worked 
Present perfect continuous: I have been working 
Rules: 
You can use the past tense to talk about events or situations that have finished. You can also use past tense in
English to talk about long-standing events and situations that have already happened in the past. 
For example: When I was a young child, I lived in the countryside. Here are some frequently used examples of
verbs in past simple: are, was, were and went. 
 
 
2) Your/You’re 
These words are also troublesome homophones that cause many problems. 
Rules: 
“Your” indicates a possession – and defines that something belongs to you. 
“You’re” is short for “You are”. 
Here is how not to use these words: 
Your beautiful. 
Do you know when your going? 
Can I have you’re coat? 
How to get it right: 
You’re beautiful. 
Do you know when you’re going? 
Can I have your coat? 
 
3) Misplacing Apostrophes 
You find apostrophes a little tricky, but once you follow the rules, it will become easy. Putting an apostrophe in
the wrong place is a common mistake. 
Rules: 
Apostrophes indicate something belongs to something or is owned by someone else. 
To show that something belongs to one person, place the apostrophe before the letter ‘S.’ 
For example – “The girl’s sheep”. 
To show that something belongs to more than one person, you need to place the apostrophe after the letter
‘S’. 
For example – “The girls’ sheep”. 
Apostrophes are also used in contracted words such as “Can’t”  to indicate that the ‘O’ is missing from
“Cannot.” 
Apostrophes should never be used to make a word plural. 
 
4) There / Their /They’re 
You may find that these pesky homophones, a little bit of a headache. 
Rules: 
Use “There” to refer to a place that isn’t here, for example, “Over there.” 
Use “Their” to refer to how owns something – showing that something belongs to that person. 
Use “They’re” is a shortened version of “They are”. 
 
Here is how not to use these words: 
Their going to be here soon. 
We should contact they’re friend. 
Can we use there house? 
They’re is is an argument that says. 
 
Here is how you use these words correctly: 
They’re going to be here soon. 
We should contact their friend. 
Can we use their house? 
There is an argument that says. 
 
5) Confusing similar spellings and words
The English language is quite rich in words which sound similar, or are spelled similarly, but which have
different meanings and need to be used in different contexts.
Perhaps the most common stumbling block experienced by people who are learning English as a second
language is making sure to use the right word in the right context, rather than a similar but improper one.
The only way to avoid this issue is to learn which words fit in which context, on a case-by-case basis.
Here are some words people often mix up:
 
“Two,” “too,” and “to” 
“Here” and “hear”
“Your” and “you’re”
“Weather” and “whether”
 
6) Getting adjectives and adverbs confused
Confusing your adjectives and adverbs often results in speech or writing that comes off as very informal, and
even uneducated – and it’s a great way of infuriating many English teachers.
Often, you’ll notice this issue happening with words that end in “-ly.”
Here are a couple of grammatically incorrect examples:
“It was a real nice day today.”
“I ran quick to the bus stop.”
And here’s how these two examples would look if they were made grammatically correct:
“It was a really nice day today.”
“I ran quickly to the bus stop.”
 
7) Misplacing your modifiers
 
Language would be pretty dull without words to add a bit of extra flavour to sentences and descriptive speech.
This is exactly where modifiers come in.
With modifiers, “the tiger” can become “the fearsome tiger,” “the sunrise,” can become “the beautiful
sunrise,” and so on.
The issue is that these modifiers need to be placed very close to the word they’re modifying, or else the
meaning falls apart.
“Misplacing your modifiers” means that you are putting these modifiers too far away from the terms they are
meant to be modifying, in your sentence.
The result is confusion.
In fact, misplaced modifiers can even completely change the meaning of your sentence in unintended ways.
Here’s an example of a misplaced modifier:
“He almost walked for the entire day.”
And here’s how this example would read with the modifier in the right place:
“He walked for almost the entire day.”
In the example with the misplaced modifier, it is not clear if he “crawled”, “ran slowly”, or simply “thought about
walking” for the entire day.
In the correct example, the meaning is clear.
 
8) Falling into pronoun disagreement
 
A common grammatical mistake for English learners is for their pronouns and nouns to disagree, when dealing
with singular and plural examples.
The straightforward rule is that singular pronouns must go with singular nouns, and plural pronouns must go
with plural nouns.
So, for example:
“Every boy must sign in when they arrive” is incorrect. “Boy” is singular, and “they” is plural.
The correct phrasing here would be:
“Every boy must sign in when he arrives.”
Grammar and punctuation are essential in the English language and gaining confidence in how to avoid any
grammatical errors is a valuable part of your learning journey.
9)Sentence Fragments:

A proper sentence has a subject, a finite verb that is linked to that subject, and it presents a complete
thought. Thus it can stand alone. While a sentence fragment might include a subject and a verb, it
invariably fails to present a complete thought and cannot stand alone. Its full meaning is usually
dependent on another sentence, usually the preceding one. Below are three examples of sentence
fragments. These are underlined. Notice how the full meaning of each fragment is dependent on the
preceding sentence. This preceding sentence can be described as the ‘context sentence’ because it
provides the context in which the fragment can be fully understood. John is selling his house. Because
he wants to move to Brisbane. Avondale is a privately-owned tertiary college. In the Cooranbong area.
I will do well in the exam. Unless there is a question on bio-ethics. Sentence fragments are usually
resolved by linking them directly with the ‘context sentence’ as follows: John is selling his house
because he wants to move to Brisbane. Avondale is a privately-owned tertiary college in the
Cooranbong area. I will do well in the exam unless there is a question on bio-ethics. Unless there is a
question on bio-ethics, I will do well in the exam.

10) Overloaded Sentences:

An overloaded sentence is a sentence that tries to cover too much ground and, as a result, staggers
along under a load of confusing detail. A good sentence focuses on a single idea and comes directly to
the point without wandering all over the place. Below are two examples of overloaded sentences.
Teachers need to realise that the education of a child is a critical undertaking and should be carried out
with care and consistency so that the child can gain maximum benefit from each educational episode
in order to set a solid foundation for any follow-up teaching, especially during the early years of primary
school. The preparation and delivery of God-filled sermons are arguably the two most important tasks
of Christian ministry and these cannot be adequately undertaken unless the minister is fully committed
to his or her role as a minister, and at the same time enjoys a rich and fulfilling communion with Christ in
order to maintain a vital connection to the very source of truth that should underpin that ministry.
Overloaded sentences can be resolved by re-writing them as two or more sentences, and by being more
direct.

3. Understanding Business Communications

The word “Communication” has come from the Latin

word “communis”, which means common. Thus, communication signifies sharing of

ideas in common. The dictionary meaning of communication is to convey or exchange

information and share ideas.

It is a process through which two or more persons transmit or exchange thoughts and ideas

among themselves. According to W. H. Newman and C. F. Summer,  “Communication

is an exchange of facts, ideas, opinions or emotions by two

or more persons.”
Business communication is the process of sharing information between people within and
outside a company. Effective business communication is how employees and management
interact to reach organizational goals. Its purpose is to improve organizational practices and
reduce errors.

The importance of business communication also lies in:

 Presenting options/new business ideas

 Making plans and proposals (business writing)
 Executing decisions
 Reaching agreements
 Sending and fulfilling orders
 Successful selling
 Effective meetings

 Types of Business Communication

we have internal business communication.

Internal business communication can be:

 Upward communication: any communication that comes from a subordinate to a

manager. Or from another person up the organizational hierarchy.
 Downward communication/Managerial communication: anything that comes from a
superior to a subordinate.
 Lateral communication/Technical communication: internal or cross-departmental
communication between coworkers
  Then, there is external business communication.
External business communication is any messaging that leaves your office and internal
staff. It involves dealing with customers, vendors, or anything that impacts your brand.
You can sort all communication in this spectrum into four types of business
communication.

1. Getting and receiving instructions and assignments both upward and

downward. This includes an effective delegation from one person to another. Most
problems in business begin with unclear communications in this area.
2. Sharing and discussing information, including information sharing that goes on in
meetings. When communication fails in this area, it causes tasks to be done improperly
or not at all.
3. Giving feedback, correction, and discipline to people who report to you so that
they can have the knowledge and the tools that they need to do their jobs
better. Giving great, actionable feedback is a key skill for anyone in a leadership
position. Non-verbal communication and body language also play a role here.
4. Problem-solving and decision-making meetings and discussions. These are
considered among the most important discussions for any organization. This involves
higher critical thinking and better communication technology.

 Methods of Business Communication

 When business communication actually happens, it’s either verbal or written.

 Furthermore, communication takes place either in person/face-to-face or remotely.

 Neither of these are better or worse for your company on their own and entirely
depends on the context.
Written communication is great for keeping a paper trail of decisions and actions made
as well as for putting together strategies and plans in place. Verbal interactions enable
instantaneous idea generation and a more open flow of thoughts.
1) Web-based communication
2) Telephone meetings
3) Video conferencing
4) Face-to-face meetings
5) Reports and official documents
6) Presentations
7) Forum boards and FAQs
8) Surveys
9) Customer management activities

 Problems That Effective Business Communication

Can Solve
Clear and effective business communication is critical for teams, employees, managers,
and executives to perform their jobs and fulfill their responsibilities.Without the right
processes and tools in place, the flow of information is interrupted and people are left in
the dark. This can lead to serious consequences for the company, from unsatisfied
employees and customers to lost profits.

1) Email overload and lack of everyday productivity and clarity

2) Horizontal and vertical communication silos
3) Poor communication with remote employees
4) Employee turnover/Low employee engagement
5) Poor customer service

 5 Steps to Set Up Your Business Communication

Process
A solid business communication process is essential for the happiness of your
employees and customers. Ultimately, this leads to financial stability. Here are the steps
you can follow to ensure a successful business communication process.

1) Audit your current state of business communication and set

goals

these might be some of the reasons your communication needs revisiting:

 Low employee satisfaction or high turnover

 Lower than expected outputs across the company
 Fast growth which leads to losing track of information
 Lack of information transparency due to remote work

You might experience more than one of these, or a completely different scenario.
Identify it and set goals for your business communication process based on it. For
example, your goals can include:

 A specific employee turnover or satisfaction rate

 Customer satisfaction rate
 Number of projects completed
 Number of interactions between departments

2) Identify core groups in your organization and their

relationships with each other

Look into the structure of your organization and all the groups involved in its ability to
function.

 Horizontal classification, i.e. departments (operations, marketing, design, human

resources, sales, customer support, finance, and more)
 Vertical classification: professionals in teams, team leaders, department managers,
executives
 External groups: customers, suppliers, partners, and more

3) Define methods of communication

Next, choose the methods of communication that align with your business
communication goals, as well as the interactions between core groups in your
company.Review the list of methods of communication we discussed earlier and make
sure to add any unique to your company:
  Web-based communication
 Telephone meetings
 Video conferencing
 Face-to-face meetings
 Reports and official documents
 Presentations
 Forum boards and FAQs
 Surveys
 Customer management activities

4) Choose the right tools

 Use cloud storage to preserve important documents and other data. Enable automatic
sync and backup to avoid human error and forgetting to manually save information to it.
 Use a single platform for emails and calendars.
 Use a single tool for chat messaging. For example, if some people are using Slack and
others Hangouts in their Gmail, it will create friction and slow down communication.
 Implement an easy-to-use, reliable business VoIP phone system if many of your
meetings happen remotely.
 Develop brand and editorial guidelines that detail the tone of voice and use of brand
elements. This way, all communication is unified, internally and externally.

5) Document the process

The document will also help newly on-boarded employees easily grasp all the tools and
best communication practices.

You can create a recurring calendar reminder for yourself and your team to revisit the
document once a quarter. This way, you will ensure the plan is still serving its best
purpose and update it if necessary.

 Understanding the Nature of

Business
The nature of business is a statement about a company's offering to its clients, its
industry, legal structure, or any other distinctive qualities of the business. For
example, if you say a company in the “private sector”, you evaluate the nature of the
company based on its nature to earn profits.
What is Nature of Business
The nature of business is a phrase referring to the overall purpose and existence of a
company within a market sector or industry.When we say nature of a business, we are
alluding to:

What type of products and services are sold by a company

The industry in which the company operations
Its overall mission and purpose 
Other distinctive characteristics of the business
For example, to understand the nature of business, we can classify the “nature”
into different categories:

 By product or service
By organizational setup
By organizational structure
By business type 

Nature of Business Definition

The definition of “nature of business” can vary from one person to another.
The nature of business is a statement about a company’s offering to its clients, its
industry, legal structure, or any other distinctive qualities of the business.
 For example, if you say a company in the “private sector”, you evaluate the
nature of the company based on its nature to earn profits.
 If you say that a company is the “manufacturing sector”, you refer to a company
primarily concerned with manufacturing operations.
 If you refer to a company as a “corporation”, you are qualifying the nature of the
company by assessing its legal structure.
 Let’s look at different categories in which you can classify the nature of different
businesses.

Nature of Business Categories

To better illustrate the concept, we have put together a list of different ways you can
view or consider the nature of your business.
Nature of business types 
The nature of business can be considered as business types.
A business type refers to the market sector in which the company operations, such as:

 Government sector
 Military sector
 International sector
 Private sector
 Technology sector
 Merchandising sector
 Service sector
 Manufacturing sector
 Non-profit sector
 Public sector 
Within each of these sectors, you may have subcategories .

Organization Type
Within our nature of business list, the nature of company can be viewed as the manner
the company has been structured.
A company’s organizational setup can be:

 A corporation
 A partnership
 A sole proprietorship 
 A limited liability company 
 A limited liability partnership 
The legal manner of how the business entity formed is an angle to describe the nature
of your business.

Nature of Business Examples

Let’s look at a nature of business example by type of business to complete our
illustration of this notion.
Service Business
A service business is a type of business that provides intangible products to its clients.
For example, the service business can be subdivided into:
 Law firms
 Accounting firms
 Public relations firms
 Medical practitioners
  Software consultants
 Marketing consultants
 Banks 
 Salons
 Repair shops

Merchandising Business
A merchandising business is a type of business that buys products wholesale and sells
them at the retail price.
Their overall objective is to sell products at a price point higher than what it cost them.
Examples of merchandising companies can be:

 Grocery stores
 Convenience stores
 Distributors
 Resellers 
Manufacturing Business
A manufacturing business is a type of business that purchases products to combine
them into something new.
They transform existing products (such as raw material or other material), into
manufactured goods sold to customers.
For example, a manufacturing company may purchase nuts or grains as raw
commodities and produce consumer-friendly goods.

 Nature of Business
 Nature of business means how you classify or categorize a business depending
on a distinctive characteristic 
 Examples of nature of business can be by organizational setup (corporation vs
LLC), by what it sells (goods vs services), by the nature of its operations
(manufacturing vs merchandising) or other (profit vs nonprofit)
 Said differently, the nature of business is a statement about a company’s main
focus, legal structure or type of business