Module 3: Writing Communication

Email Writing
• Email is the lifeblood of professional communication, so email writing skill is crucial today.
 Highlights of Email Drafting:
1. Clear Subject Line: This should concisely indicate the email's content. Think of it as the headline of your message
.
2. Formal Greeting: Use a proper salutation like “Dear Sir/Mam/[Recipient’s Name],” especially in professional set
tings.
3. Purpose: State the reason for your email early on. Don't make the reader stride through irrelevant info to understan
d why you're writing email.
4. Body: Keep it clear and concise. Use short paragraphs and bullet points if necessary.
5. Call to Action: Specify what you want the recipient to do, if applicable.
6. Closing: Sign o with a formal closing like “Best regards,” “Sincerely,” etc., followed by your name.
7. Signature: Include your professional signature with contact information.
8. Proofread: Always double-check for typos and grammatical errors before hitting send.
Email Writing
Do’s:
 Be concise and to the point: Long emails can be overwhelming and are often skimmed rather than read
thoroughly.

 Use a professional tone: Even if you’re familiar with the recipient, maintain a level of professionalism.

 Proofread: Spelling and grammar errors can undermine your credibility.

 Use clear formatting: Break your email into paragraphs and use bullet points for easy readability.

 Reply promptly: Respond to emails in a timely manner to show professionalism and respect.

 Don’ts:
 Don’t use slang or jargon: It can be confusing and unprofessional.

 Don’t overuse exclamation marks or emojis: They can make your email seem too casual.

 Don’t CC everyone unnecessarily: Only include those who need to be in the loop.

 Don’t write in ALL CAPS: It looks like you’re shouting and is hard to read.

 Don’t send emails without a clear purpose: Every email should have a clear reason for being sent.
 Subject: Meeting Request: Project Update on XYZ

Dear Mr. Sharma,

I hope this email finds you well. I am writing to request a meeting to discuss the current status of the XYZ project.

Meeting Details:
- Date: 10th October 2024
- Time: 2:00 PM - 3:00 PM
- Location: Conference Room B

During the meeting, we will cover the project’s progress, upcoming milestones, and any potential challenges we may
face. Your insights and feedback will be invaluable.

Please confirm your availability for the meeting. If the suggested time does not work for you, kindly let me know your
availability, and we can reschedule accordingly.

Thank you for your time and consideration.

Best regards,
Jay Kumar
Project Manager
XYZ Corporation
Email: jay@xyzcorp.com
Phone: 123-456-7890
Business Letters
• It is a letter written in formal language, used when writing from
one business organization to another, for correspondence
between such organizations and their customers, clients and
other external parties.

• They are used for different purposes; like placing orders, making
inquiries, making credit card request, requesting claims and
adjustments etc.
• Even today, they are very useful because it produces a
permanent record, they are confidential, formal and delivers
persuasive, well-considered message.
Types of Business Letters
• Inquiry
• Order
• Refusal
• Acceptance
• Quotation
• Follow up of Cancelation
• Complaint, Claims, Adjustments
• Sales Letters
Components of Business Letters
• The letter Head/ Sender’s Address
• Reference: e.g. IIITBhopal/Scholarship/2024-25/114
• Date
• Receiver’s Name and Address
• Salutation
• Body
• The Signature and Designation of the Sender
• Enclosures
• Copy Notations
Business Letters
Application to the bank Manager
To
The Bank Manager
Bank of Baroda
Meerut
Subject :To avail SMS facility.
Sir,
With due respect I would like to appeal that I want to avail SMS alert on my registered mobile Being a working professional it is
impossible for me to visit branch every time. To check my transaction, SMS alert will help me a lot. My registered mobile no. is
9922992 XXX.

Thanking You

Applicant : S. Jain
Address: Jagriti Vihar , Meerut
A/C No.: 31090xxxxxxx
Phone No.: 9927XXXXXX
Business Letters
• We are/I am writing
• To inform you that…
Starting • To request….
• To enquire about…
• To confirm…
• Thank you for your letter of March 15.
• Thank you for contacting us.
Referring to previous • Thank you for your letter regarding ……
contact • With reference to our telephonic conversation yesterday….
• It was a pleasure meeting you in Delhi last month…..
• We would appreciate it if you would……
• In addition, I would like to receive….
• It would be helpful if you could send us….
Making a request • I am interested in (obtaining/ receiving)…..
• Please let me know what action you propose to take regarding…….
Business Letters
• Would you like us to….?
• We would be happy to….
Offering help
• We are quite willing to…..
• Our company would be pleased to…..
• We are pleased to announce that….
Giving good news • I am delighted in inform you that…..
• You will be happy to learn that….
• We regret to inform you that….
Giving bad news
• I’m afraid it would not be possible to….
• After Careful consideration we have decided to (not ) to….
• I am writing to express my dissatisfaction with….
• Please note that that goods we ordered on (date) have not yet
arrived.
Complaining • We regret to inform you that our order no…..is now considerably
overdue.
• I would like to query the transport charges which seems unusually
high.
Business Letters
• Features of Business Correspondence
(1) Precision Business: Correspondence should be brief, concise,
crisp, to the point, upto the mark. The writer should not use too
many words, because too many words divert the attention of the
reader from the central point.

(2) Clarity: Clarity is the essential element of business

correspondence. It should be as clear as crystal. There should not
be any ambiguity or hidden expression. Meaning should be clear
and transparent at first reading.
 Business Letters
(3) Complete: Business document should be complete in all respects.
• There should be a complete description of all the particulars items size, color model,
rate, date, time, venue etc.
• Precision should not be achieved at the stake of completion.

(4) Courtesy: Business letter should be written in polite, soft and tender Tone.
• To maintain courtesy, some polite tactics may be adopted such as use of
thank you, please, kindly etc.
Business Letters
(5) You Attitude: You attitude is must for business correspondence.
• Your attitude means to make the reader feel
• How much important and valuable he is...

For example:
I am inviting you to attend fresher's Unite.( )
You are cordially invited to attend the Fresher's Unite.( )
 Technical Letters: Precis Writing
• The word 'precis' is derived from French word which means 'exact ' or ' terse'. It is also
known as epitome.
• A precis may be defined as a shortened and condensed form of the original passage.
• On an average, a precis should be one-third of the original passage.

Qualities of a Good Precis-

• It should be complete in all the respects. No important details should be missed out.
Essential data, facts, figures and statistics should not be manipulated in any way.
• A precis should express the meaning of the original passage clearly. It should be free
from all ambiguities and redundancies.
• A precis must be brief and precise. But brevity must not be achieved at the cost of
completion.
• A precis must have a heading or title.
 Precis Writing
Do's of Precis - (Tips of preparing precis)-
• Use your own language as far as possible.
• keep the events, ideas, arguments, etc. in the same sequence as is maintained in
the original passage.
• Give maximum information within the required limit.
• Use indirect speech and the third person.

Don’ts of Precis-
• Avoid copying from the original.
• Do not divide your precis into paragraphs unless the original passage is extra long.
• Do not change any facts.
• Do not make any comments on the form and content of the original passage.
 Summary Writing
Summary-
a way of expressing all the important information in a reading text,
in a short and clear manner.

• Summarizing allows you to have important information on hand for

easy reference without having to memorize long and complex
passages.

• Summarizing also allows the information to stay in the mind longer.

• In other words, a Summary is a brief Statement, in your own words, of

the main ideas and supporting details used in a reading text.
 Summary Writing
In Summary writing, you are required to display your ability to do the
following:

 to understand the requirements of the task

to understand large quantities of information
 to identify and select the important points
 to combine and organize the information in a logical order
 to paraphrase or rewrite the ideas in your own words and to
present them in short, clear sentences
to use grammatically correct and appropriate language
to use correct mechanics such as correct spelling and proper
punctuation
 Summary Writing
How to identify the main Idea from Passage/Paragraph?

Paragraph
A paragraph is made up of related sentences that develop a MAIN IDEA.
The sentences in a paragraph should provide evidence for the main idea of the
paragraph.

• Find out
• What is the MAIN IDEA of a paragraph?
• This is the Overall Point of the paragraph.

The main idea can be obtained by asking questions such as:

 What is the writer trying to say?
 What is the passage about?
 What is the main idea of the passage?

The answers to the above questions often lead you to the main point of the given
passage.
 Summary Writing
Paraphrasing:
It means restating in your own words whatever the written or
said.
• In other words, paraphrasing is the ability to write your own version
of the essential information without changing the meaning and
facts of the original text.

• It is an essential skill for summarizing.

• You can paraphrase by changing the word forms or using
synonyms and changing the clause or phrase structure.
• A paraphrased sentence must have all of the original ideas.
 Summary Writing
Tips for Writing Summary:
1. You must read the passage multiple times to get a general idea of what the
passage is about.
2. Underline the keywords in the passage. It will help you to write summary.
3. Finally read the passage and jot down the summary of the given passage by
rephrasing the sentences in your own words without missing the main
points and other relevant information.
4. Avoid the irrelevant examples, illustrations, explanations, repetitions, direct
speech, quotations, and figurative speeches.
5. Do not add your own information/opinions.
6. Use Linker such as ‘first’, ‘next’, ‘whereas’, ‘moreover’ to show logical
sequence and cohesion in your summary.
7. After writing the first draft, read it through and do the necessary changes.
8. Proofread your summary. Check for grammar, spelling and punctuation
errors.
9. Count the number of words used in summary. Do not exceed the word limit.
 Summary Writing
Example:
Original Passage-
Skipping the breakfast might seem like an easy way for dieters to cut
calories. However, new research finds that the majority of people who
are successful at loosing weight and keeping it o eat breakfast
everyday.
(36 words)
Summarized Paragraph:
Research shows that people who wish to lose weight do not skip
breakfast.
(12 words)