GOEC (English) V.

IMP QUESTIONS
Short Answer Questions (Unit I and II)
1) What is a formal letter?
A formal letter is a type of communication that is written in a respectful and professional tone. It is
commonly used for official matters like job applications, business dealings, complaints, or requests. This
type of letter follows a specific format and uses polite language. It maintains a serious tone, avoiding
casual or personal language. Formal letters are usually directed towards people in positions of authority or
professional connections. It is important to maintain a clear and well-organized structure in such letters to
ensure the message is conveyed properly.

2) What is the purpose of a circular, and when is it typically used?

A circular is a formal document used to share the same information with a large group of people in an
organization or institution. It is commonly used to announce policy changes, provide event details like
meetings or celebrations, issue instructions or reminders, and inform about new rules or regulations.
Circulars are short, clear, and designed to convey the message effectively to everyone at the same time.

3)What is the format of a formal letter?

A formal letter follows this structure:
1. Sender's Address: Your address at the top left.
2. Date: Mentioned below the sender's address.
3. Receiver's Address: Address of the recipient.
4. Subject: A one-line statement of the letter's purpose.
5. Salutation: A respectful greeting (e.g., Dear Sir/Madam).
6. Body: The main message, written in paragraphs.
7. Closing: A polite conclusion (e.g., Yours sincerely/faithfully).

4) What is the difference between a memo and a circular?

The main differences between a memo and a circular are:
 Audience: A memo is addressed to a specific individual or group, while a circular is meant for a
larger audience, often the whole organization.
 Purpose: Memos focus on internal communication about tasks, instructions, or updates. Circulars
share general information or policies with everyone.
 Tone: Memos can be more personal and task-oriented, whereas circulars are formal and general
in tone.

5) How does the tone of a formal letter differ from an informal letter?
A formal letter maintains a respectful, professional, and well-organized tone, using appropriate
salutations and refined language while avoiding slang or casual expressions. On the other hand, an
informal letter adopts a warm, conversational style, incorporating personal language, contractions, and
emotions, making it more relaxed and engaging.
Long Answer Questions (Unit I and II)
1) You are the principal of Lal Bahadur Shastri Girls High School. Write a circular of hundred
words to be sent to parents. The circular could concern the proposed reforms in the internal
examination system.
Lal Bahadur Shastri Girls High School
Circular
Date: 12th June 2024
Dear Parents,
We are pleased to inform you that the school is planning significant reforms in the internal examination
system to enhance learning and reduce stress among students. The new system will focus on continuous
assessment through regular quizzes, assignments, and projects, which will provide a more holistic
evaluation of students' progress.
We request your support in encouraging your children to participate actively in these assessments. A
detailed schedule and guidelines will be shared soon.
We hope these reforms will improve the overall academic experience for our students.
Thank you for your cooperation.

2)Imagine you are a resident of a housing complex. You pay a hefty maintenance fee every month
but the association does not take adequate measures to keep the common premises clean. Write a
letter of complaint to the President of the Association to voice your concern. Remember to include
how it affects your life daily (littering, spread of germs and diseases, inadequate hygiene, risk of
snakes and worms due to dense grass growth around building, etc.) please take care to write in a
polite tone.

Sanjay Patil
A-101, Sunshine Apartments
Green Meadows Complex
Rainbow Road, New City

12th December 2024

The President
Residents' Association
Green Meadows Complex
Rainbow Road, New City

Subject: Request to Improve Cleanliness in Common Areas

Dear Sir/Madam,

I hope you are doing well. I am writing to share my concern about the lack of cleanliness in our
complex's common areas.
Even though we pay a high maintenance fee every month, the common spaces are not being
maintained properly. There is often litter lying around, and the grass near the buildings has grown
 too long. This makes the area look messy and has also increased the chances of insects, worms,
and even snakes appearing.
This lack of hygiene is also making it easier for germs and diseases to spread, which is a serious
issue, especially for families with kids and elderly members. Walking through the area has
become unpleasant because of the smell and scattered trash.
I kindly request the Association to take quick steps to improve the situation. Regular cleaning and
proper maintenance would make the complex cleaner, safer, and more enjoyable for everyone.
I trust the Association cares about the residents' well-being and will act on this matter soon.
Please let me know if I can assist further in any way.
Thank you for your time and understanding.

Yours sincerely,
Sanjay Patil
A-101, Sunshine Apartments

3) Your class is planning a study trip to Delhi. Write a letter to the principal of your college, seeking
permission and help in making necessary arrangements.

Rahul Sharma
Sandipani Hostel,
Pune – 411001

16th December 2024

The Principal,
Vivekanand Arts and Commerce College,
Pune – 411002

Subject: Permission Request for Study Trip to Delhi

Respected Principal Sir,

I am writing this letter on behalf of my class to request your permission for organizing a study
trip to Delhi. This trip will be very useful for us as Delhi has many historical, cultural, and
academic places that are relevant to our studies.
We also request your guidance and help in arranging transportation and completing any
official formalities needed for the trip. We promise to follow all rules and maintain discipline
throughout.
Your support will motivate us to learn beyond the classroom. Kindly let us know the next
steps to proceed with this plan.
Thank you for your time and consideration.
 Yours faithfully,
Rahul Sharma
Class Representative, B.Com. First Year

4)As a state football teams coach, write a memo to the players informing them of the venue and
dates of a forthcoming training camp. Ask the players to collect their gear and tickets from you and
report to the team manager at the camp venue by the afternoon of the day before the training
program begins.
Memorandum

To: All Football Team Players

From: Coach John Arnold
Date: 14th December 2024
Subject: Training Camp Venue and Dates

Dear Team,

I hope you are all doing well. This is to inform you that the upcoming football training camp will be held
at Birsa Munda Football Stadium from 01/01/2025 to 25/01/2025.
Please make sure to collect your gear and tickets from me before the camp. I will be available at
the canteen for distribution. Also, kindly report to the team manager at the camp venue by the afternoon
of 31/12/2024, which is the day before the training begins.
This training camp will be crucial for our preparation, so please ensure to be on time and bring all
necessary equipment.
Looking forward to seeing you all there!

Best regards,
John Arnold

5) As Usha Rajmohan, writes a letter to the principal of your college requesting him/her to allow
you five days’ leave. Remember to mention clearly the dates on which you need leave and your
reasons for wanting it.

Usha Rajmohan
Anand Vihar,
Near Bus stand,
Nashik.

10/10/2024

The Principal
Gandhi Arts and Commerce College,
Ganpati Nagar,
Jalgaon Road,
 Nashik.

Subject: Request for Leave of Absence

Respected Sir/Madam,

I am writing to formally request leave for a period of five days, from 15/10/2024 to 20/10/2024,
due to an urgent personal matter that requires my presence, I will be unable to attend college
during this time. I assure you that I will make every effort to complete any missed coursework
and assignments promptly.
I kindly request you to grant me leave for the mentioned period. I would be grateful for your
understanding and approval of my request.
Thank you for your time and consideration. I look forward to your positive response.

Yours sincerely,
Usha Rajmohan

Short Answer Questions (Unit III and IV)

1) How do you start a formal email?
A formal email starts with a polite greeting, like "Respected Sir/Madam" or "Dear (Recipient’s Name)."
Then, include a subject line that clearly explains the purpose of the email. The introduction should be
brief and directly mention why you are writing the email.

2) What are the key components of a formal email?

A formal email includes a subject line, a salutation, an introduction, the main body with necessary details,
a polite closing statement, and a formal signature with the sender’s name and designation. Proper
grammar, professional tone, and clear structure are essential.

3) How should you conclude a formal email?

A formal email should end with a polite closing, like "Thank you for your time." Use sign-offs such as
"Yours sincerely" or "Best regards," and then include your name, position, and contact details if needed.

4) What is an agenda in a meeting?

An agenda is a list of topics to be discussed or decided on in a meeting. It helps everyone stay organized
and makes sure all important points are addressed. The agenda is usually given to participants before the
meeting so they can prepare.
5) What are minutes of a meeting?
Minutes of a meeting are a written summary of what was discussed, decided, and done during the
meeting. They highlight the main points, agreements, and tasks to be followed up on, serving as an
official record for future use or action.

Long Answer Questions (Unit III and IV)

1) Write an email to the manufacturer of your television complaining about the picture
quality. Give specific details.

From: rajeshkumar18@yahoo.com

To: support@electronicsbrand.com
CC: customer_service@electronicsbrand.com

Subject: Complaint Regarding Poor Picture Quality of Television

Dear Sir/Madam,

I hope this email finds you well. I am writing to express my dissatisfaction with the picture quality of the
television I recently purchased from your company. The details of the product are as follows:

Model: XYZ1234
Purchase Date: 1st December 2024
Invoice Number: 56789

The television's picture quality is extremely poor. The image appears blurry, and the colors are not as
vibrant as expected. Despite adjusting the settings for brightness and contrast, the problem persists. I have
also tried multiple input sources, but the issue remains the same.
I kindly request you to look into this matter and provide a solution. I would appreciate it if you
could guide me on the steps for either repairing the television or replacing it with a functional unit.
I am attaching the purchase invoice and a few pictures showing the issue for your reference.
Thank you for your attention to this matter. I look forward to your prompt response.

Best regards,
Rajesh

2)Write an email to your professor asking for an extension on the deadline to submit your mid-term
assignment. Give reasons or why you have not been able to complete the assignment on time.
From : shankarpandey07@gmail.com
To: Professor Ram Gupta
CC: Sanjyrathod12@yahoo.com
Subject: Request for Extension on Mid-Term Assignment Submission Deadline

Dear Professor Gupta,

I hope this email finds you well. I am writing to request an extension on the deadline for submitting my
mid-term assignment. Due to unforeseen circumstances, I have not been able to complete the assignment
on time.
Over the past few days, I have been dealing with personal health issues which have significantly
impacted my ability to focus on my coursework. I have been trying to manage my time, but unfortunately,
I am unable to meet the current deadline.
I kindly request an extension of eight days to submit the assignment. I assure you that I will
complete it as soon as possible and submit it by the new deadline.
Thank you for your understanding and consideration. Please let me know if you need any further
information.

Sincerely,
Shankar Pandey

3)You are the Secretary of the Ekta Sports Club in your town. The meeting of the office-bearers of
the club is scheduled for the 15th of next month prepare an agenda for the meeting.

AGENDA
Ekta Sports Club
Meeting of the Office-Bearers
Date: 15th January 2024
Time: 10:00 a.m.
Venue: Clubhouse Hall, Ekta Sports Club

10:00 a.m. – Call to order

10:15 a.m. – Presentation of the minutes of the previous meeting for approval by the office-bearers
10:30 a.m. – Secretary’s report on club activities since the last meeting
11:00 a.m. – Treasurer’s financial report
12:00 p.m. – Discussion and planning for the upcoming Annual Sports Meet
1:00 p.m. – Allocation of responsibilities for event management
1:30 p.m. – Discussion on new membership drives and engagement strategies
2:00 p.m. – Adjournment
4) Imagine you took the minutes of a meeting of the sales division of page computer spare parts, SD
Road, Chennai, held on 5th September 2024. Write the minutes of the meeting and action taken
report, which had the following agenda.

A Confirmation of the minutes of the last meeting

B Report of the sales of the company
C Proposal for increasing the number of delivery staff at Nagpur
D Complaint regarding damage of consignment at Pune.
E Any other matter with the permission of the chair

MINUTES

Meeting of the Sales Division of Page Computer Spare Parts

Date: 5th September 2024
Time: 10:00 a.m.
Venue: SD Road, Chennai
Present
 Mr. Rajesh Sharma, Chairperson
 Mr. Anil Verma, Sales Manager
 Ms. Pooja Singh, Secretary
 Mr. Ravi Kumar, Logistics Head

1. Call to Order
Mr. Rajesh Sharma, Chairperson, called the meeting to order at 10:00 a.m.
2. Confirmation of the Minutes of the Last Meeting
Ms. Pooja Singh, Secretary, presented the minutes of the previous meeting held on 5th August
2024. The minutes were unanimously approved.
3. Report of the Sales of the Company
Mr. Anil Verma presented the sales report for August 2024, highlighting a 15% increase in sales
compared to the previous month. The board approved the report and commended the team for
their efforts.
4. Proposal for Increasing the Number of Delivery Staff at Nagpur
Mr. Ravi Kumar proposed hiring additional delivery staff at the Nagpur branch to handle the
growing demand. After discussion, the board approved the proposal to recruit five additional staff
members, subject to a detailed cost analysis.
5. Complaint Regarding Damage of Consignment at Pune
The board reviewed a complaint regarding a damaged consignment delivered to Pune. It was
decided to investigate the matter thoroughly and replace the damaged items at no extra cost to the
customer. Mr. Ravi Kumar was tasked with ensuring the quality check process is reinforced to
prevent future issues.
6. Any Other Matter with the Permission of the Chair
o Ms. Pooja Singh proposed conducting a customer feedback survey to gather insights for
further improving service quality. The board approved this proposal, with implementation
scheduled for October 2024.
7. Adjournment
As there was no further business, the meeting was adjourned at 11:30 a.m.

Prepared by:
Ms. Pooja Singh
Secretary to the Sales Division
 ACTION TAKEN REPORT
Meeting of the Sales Division of Page Computer Spare Parts
Date: 5th September 2024
Time: 10:00 a.m.
Venue: SD Road, Chennai
1. Call to Order
Action Taken: The meeting was called to order by Mr. Rajesh Sharma, Chairperson.
2. Confirmation of the Minutes of the Last Meeting
Action Taken: The minutes of the last meeting were presented and approved.
3. Report of the Sales of the Company
Action Taken: The sales report for August 2024 was presented by Mr. Anil Verma and
unanimously approved.
4. Proposal for Increasing the Number of Delivery Staff at Nagpur
Action Taken: The proposal to recruit five additional delivery staff members at Nagpur was
approved, with further cost analysis pending.
5. Complaint Regarding Damage of Consignment at Pune
Action Taken: The board resolved to replace the damaged consignment for the customer at no
cost and to strengthen the quality check process.
6. Any Other Matter with the Permission of the Chair
Action Taken: A customer feedback survey proposal was approved for implementation in
October 2024.
7. Adjournment
Action Taken: The meeting was adjourned by the Chairperson.

Prepared by:
Ms. Pooja Singh
Secretary to the Sales Division

5) You are the principal of the Arya College of Arts and Science, Lucknow. The meeting has been
called to discuss the venue, date, time, the events and the budget for the annual literary festival.
Prepare an agenda and minutes for meeting with the head of the English department, and the
secretary and treasurer of the college’s literary association.

Arya College of Arts and Science, Lucknow

Meeting of the Organizing Committee for Annual Literary Festival
Date: 10th February 2025
Time: 11:00 a.m.
Venue: Conference Room, Arya College of Arts and Science

11:00 a.m. – Call to order

11:15 a.m. – Presentation of the minutes of the previous meeting for approval by the committee members
11:30 a.m. – Discussion on the venue for the Literary Festival
12:00 p.m. – Finalization of the date and time for the event
12:30 p.m. – Review and selection of events for the Literary Festival
1:00 p.m. – Budget presentation by the Treasurer
1:30 p.m. – Allocation of responsibilities for event management
2:00 p.m. – Discussion on promotional activities for the festival
2:30 p.m. – Final discussion and approval of the event plan
3:00 p.m. – Adjournment