UNIT 2: PDCS

Letter writing refers to the act of composing a written message that is intended to be sent to
someone, usually via mail or email. It is a form of communication that has been used for centuries
to convey thoughts, ideas, news, and emotions from one person to another.

Letter writing can take many forms, including personal letters, business letters, formal letters, and
informal letters. Personal letters are often used to communicate with family and friends, while
business letters are used for professional purposes such as job applications, contracts, and official
correspondence. Formal letters are usually written to express official or serious matters, while
informal letters are written in a more casual tone to convey personal thoughts and feelings.

Letter writing has become less common in recent years due to the rise of digital communication,
but it remains an important skill that can be used to express oneself effectively and meaningfully.

Here are some important points to keep in mind when writing a letter:

1. Format: The letter should follow a formal format, including a clear heading, the date, the
recipient's address, a formal salutation, the body of the letter, a formal closing, and your
signature.
2. Purpose: Determine the purpose of your letter and make sure it is clear to the recipient.
Whether you are requesting information, making an inquiry, or submitting an application,
your purpose should be stated clearly and concisely.
3. Audience: Consider your audience and tailor your language and tone accordingly. If you
are writing to a professor, for example, you should use a more formal tone than if you were
writing to a friend.
4. Clarity: Use clear and concise language to communicate your message effectively. Avoid
using jargon or technical terms that may not be familiar to the recipient.
5. Structure: Organize your letter in a logical manner, with a clear introduction, body, and
conclusion. Use paragraphs to break up your ideas and make the letter easier to read.
6. Proofread: Before sending your letter, proofread it carefully for grammar, spelling, and
punctuation errors. Ask a friend or family member to read it over as well to catch any
mistakes you may have missed.

There are several types of letters/notes that are commonly used in business communication. Some
of the most common ones are:

1. Business Letter: A formal letter that is used for official communication between two
organizations or individuals. It is typically used for conveying important information,
making requests, or giving orders.
2. Memorandum (Memo): An internal communication tool used within an organization to
communicate important information to employees. Memos are typically short and to the
point.
 3. Email: A digital letter that is sent via email. It is a quick and convenient way to
communicate with colleagues, clients, and customers.
4. Thank-You Note: A letter expressing gratitude for something. It is typically sent after a job
interview, a meeting, or a business transaction.
5. Cover Letter: A letter that is sent along with a resume when applying for a job. It is used
to introduce yourself and explain why you are the right person for the job.
6. Sales Letter: A letter that is used to promote a product or service. It is typically sent to
potential customers and is designed to persuade them to buy the product or service.
7. Inquiry Letter: A letter that is used to ask for information about a product or service. It is
typically sent to a company or organization and is designed to gather information.
8. Complaint Letter: A letter that is used to express dissatisfaction with a product or service.
It is typically sent to a company or organization and is designed to request a resolution to
the problem.
9. Recommendation Letter: A letter that is used to recommend someone for a job or academic
program. It is typically written by someone who knows the person well and can vouch for
their abilities.
10. Resignation Letter: A letter that is used to inform an employer that you are resigning from
your job. It is typically a formal letter that is used to provide notice of your departure and
to express gratitude for the opportunity to work for the company.

BUSINESS LETTER
A business letter is a formal document used in business transactions, written to convey
information, requests, or proposals between organizations or individuals. It is usually typed on
company letterhead or professional stationery and follows a specific format and structure.

The purpose of a business letter may vary, but it typically aims to achieve a specific business
objective, such as requesting information, making an inquiry, placing an order, introducing a new
product or service, confirming an appointment or agreement, or addressing a complaint or issue.

Business letters should be clear, concise, and professional in tone, and should include relevant
information and details to facilitate effective communication and business dealings. They may also
include attachments, such as invoices, contracts, or product specifications, as necessary.

ESSENTIALS WHILE WRITING A BUSINESS LETTER

When writing a business letter, there are a few key elements that should be included to ensure it is
effective and professional. Here are some points to write a successful business letter:

1. Start with a professional salutation: Begin your letter with a formal greeting, such as "Dear
[recipient's name]" or "To whom it may concern."
2. State the purpose of the letter: In the opening paragraph, clearly state the reason for your
letter. This should be brief and to the point.
3. Provide details: In the body of the letter, provide any necessary details or information to
support your purpose. Use clear and concise language and avoid using overly technical or
complex language that may be difficult for the recipient to understand.
 4. Be specific: If you are making a request or proposing a specific action, be sure to clearly
state what you are asking for and provide any necessary details or information to support
your request.
5. End with a call to action: Close your letter with a clear call to action, such as "I look forward
to hearing from you soon" or "Please let me know if you have any questions or need
additional information."
6. Use a professional closing: End your letter with a professional closing, such as "Sincerely"
or "Best regards."
7. Include contact information: Include your contact information, such as your name, phone
number, and email address, so the recipient can easily get in touch with you if necessary.
8. Proofread and edit: Before sending your letter, be sure to proofread and edit it carefully to
ensure it is free from errors and effectively conveys your message.

Remember that a business letter is a formal communication, so it's important to use professional
language and tone throughout. Keep your letter concise and to the point, and focus on providing
the information or request that is necessary to achieve your goal.

SAMPLE OF A BUSINESS LETTER

ILLUSTRATION 1:

Dear [Recipient],

I am writing to you on behalf of [Company Name], to express our interest in collaborating with
your esteemed organization. We believe that our businesses can benefit from each other's expertise
and resources, and we would like to explore opportunities for a potential partnership.

Our company specializes in [brief description of products/services], and we have a strong track
record of success in this field. We have been in operation for [number of years], and have
established a reputation for delivering high-quality products/services to our customers.

We have studied your organization and have identified areas where we believe we can provide
value through a partnership. Specifically, we feel that our [specific product/service] could
complement your existing offerings and help you to better meet the needs of your customers.

We would appreciate the opportunity to discuss this further with you, and are available to meet at
your convenience. Please let us know if this is something that you would be interested in pursuing.

Thank you for your time, and we look forward to hearing from you soon.

Sincerely,

[Your Name]

[Your Title]
[Company Name]

ILLUSTRATION 2:

Dear [Recipient's Name],

I am writing to follow up on our recent meeting regarding [insert topic of discussion]. During our
meeting, we discussed [insert key points of the discussion]. I would like to reiterate my
appreciation for the opportunity to discuss these matters with you and your team.

As discussed, I am pleased to offer my services to your company in [insert service or product

offered]. Our team is committed to providing high-quality solutions that are tailored to your
specific needs. We believe that our expertise and experience will be of great value to your
organization.

I would be happy to discuss further how our services can benefit your company. Please do not
hesitate to contact me at your convenience. Thank you again for your time and consideration.

Sincerely,

[Your Name]

MEMORANDUM
A memorandum, also known as a memo, is a written document used for communication within a
business or organization. It is typically used to convey information about a specific topic or issue
to individuals within the organization.

Memos are usually concise and to the point, and they are often used to communicate important
information quickly and efficiently. They can be used for a variety of purposes, such as announcing
a new policy, requesting information, providing instructions, or summarizing a meeting.

A typical memo includes the date, the subject of the memo, and the names of the recipients. The
body of the memo includes a brief explanation of the topic, followed by any necessary details or
instructions. Memos may also include attachments or reference materials as needed.

Memos are an important tool for communication within businesses and organizations because they
provide a written record of information that can be referred to later. They are also an efficient way
to communicate with multiple people at once, without the need for a face-to-face meeting or
lengthy email correspondence.
SAMPLE OF MEMORANDUM
ILLUSTRATION 1:

To: All Employees From: [Your Name], Communications Manager Date: [Date]

Subject: Business Communication Seminar

I am pleased to announce that our company will be holding a business communication seminar on
[Date]. The seminar will be held at [Location] from [Time] to [Time].

The seminar is designed to improve our employees' communication skills, both verbal and written.
The seminar will cover topics such as effective business writing, email etiquette, public speaking,
and interpersonal communication.

We have invited several guest speakers who are experts in the field of business communication.
They will share their insights and strategies to help us improve our communication skills.

The seminar is open to all employees, and attendance is highly encouraged. It is an excellent
opportunity for us to learn new skills, share our experiences, and network with our colleagues.

Please mark your calendars and make sure to attend this important event. Further details and
instructions on how to register will be sent out via email shortly.

Thank you.

[Your Name]

ILLUSTRATION 2:

MEMORANDUM

To: All employees of XYZ Corporation

From: Jeethalal Gada, CEO

Subject: Business Communication Training

Date: April 2, 2023

I am pleased to announce that we will be conducting a Business Communication Training program

for all employees of XYZ Corporation. This training program is designed to enhance our
communication skills and help us become more effective in our day-to-day interactions with
clients, colleagues, and stakeholders.
The training program will cover various aspects of business communication, such as effective
writing, public speaking, active listening, and nonverbal communication. The program will be
conducted by experienced trainers who specialize in business communication and have a proven
track record of delivering successful training programs.

The training sessions will be held on April 16th and 17th, 2023, from 9:00 AM to 4:00 PM at our
company's conference room. Attendance to both sessions is mandatory for all employees,
regardless of their position or department.

Please note that the training program is fully funded by the company and there will be no cost to
employees for attending the training sessions. We strongly encourage all employees to take
advantage of this opportunity to improve their communication skills and contribute to the success
of our company.

If you have any questions or concerns regarding the training program, please do not hesitate to
contact our Human Resources Department.

Thank you for your cooperation.

Sincerely,

JEETHALAL GADA

CEO, XYZ Corporation

E-MAIL
Email (short for electronic mail) is a digital communication method that allows individuals to send
and receive messages and files over the internet. Email has become an essential tool for businesses
because it allows for quick and efficient communication between team members, clients, and other
stakeholders.

Here are some key features and benefits of using email for business communication:

1. Speed and efficiency: Email is a fast and efficient way to communicate with others.
Messages can be sent and received instantly, allowing for quick decision-making and
problem-solving.
2. Record keeping: Email provides a written record of all communication, making it easy to
refer back to previous messages and keep track of important information.
3. Accessibility: Email can be accessed from anywhere with an internet connection, allowing
for communication with team members and clients regardless of location.
4. Attachment capabilities: Emails can include attachments such as documents, images, and
videos, making it easy to share information with others.
5. Professionalism: Using email for business communication helps to maintain a professional
image and can help establish credibility with clients and stakeholders.
However, it's important to keep in mind that email can also have its drawbacks, such as the
potential for miscommunication or overload of messages. Therefore, it's important to use email
effectively by keeping messages clear and concise, using appropriate tone and language, and
limiting the use of email when other forms of communication may be more appropriate.

SAMPLE OF E-MAIL
ILLUSTRATION 1:
Subject: Invitation to Attend Seminar on Business Communication

Dear [Student's Name],

I hope this email finds you well. I am writing to extend an invitation to you to attend a seminar on
Business Communication, which is scheduled for [Date] at [Time]. The seminar will take place in
[Venue], and it will last for approximately [Duration].

As a student of Business Communication, this seminar is an excellent opportunity for you to

expand your knowledge and skills in the field. The seminar will cover various topics, including
effective communication in the workplace, professional writing, public speaking, and business
etiquette.

Our guest speakers are industry experts in the field of Business Communication, and they will
share their insights and experiences with you. The seminar will also provide an opportunity for
you to network with other students and professionals in the field.

Attendance at this seminar is compulsory for all students enrolled in the Business Communication
subject. Please make sure to arrive on time and bring a pen and paper to take notes.

If you have any questions or concerns, please do not hesitate to contact me. I look forward to
seeing you at the seminar.

Best regards,

[Your Name]

ILLUSTRATION 2:
Subject: Request for Salary Increment

Dear [Manager's Name],

I hope this email finds you well. I am writing to request a salary increment based on my
performance and contributions to the company. As you may be aware, I have been with the
company for [insert number of years] years and have consistently exceeded my targets and
delivered exceptional results.

I am proud of the work I have done and the value I have added to the company. However, I believe
that my current salary does not reflect my accomplishments and the responsibilities I have taken
on. Therefore, I am requesting a salary increment of [insert amount or percentage].

I understand that the company may have financial constraints, and I am willing to discuss a realistic
timeline for the salary increment. I also want to assure you that my dedication to the company and
my job will not waver, regardless of the outcome of this request.

Thank you for considering my request. I am looking forward to discussing this matter with you.

Sincerely,

[Your Name]

COVER LETTER
A cover letter is a formal document that accompanies a job application or proposal. It is usually
addressed to the hiring manager, recruiter, or potential client, and serves as an introduction to your
application or proposal.

The purpose of a cover letter is to highlight your skills and experiences that are relevant to the job
or project you are applying for, and to convince the recipient that you are the best candidate for
the position or that your proposal is the best solution to their problem. It is also an opportunity to
express your enthusiasm for the job or project and to demonstrate your professionalism and
attention to detail.

A good cover letter should be personalized for each job or project you are applying for, and should
be tailored to the needs and requirements of the employer or client. It should also be concise, clear,
and well-organized, with no spelling or grammatical errors.

In addition to introducing yourself and highlighting your qualifications, a cover letter can also be
used to explain any gaps in your employment history, to address any concerns or questions the
employer or client may have, and to express your willingness to learn and grow in the position.

ESSENTIALS OF A COVER LETTER

Here are some essential elements that should be included in a cover letter:

1. Header: Include your name, address, email, and phone number at the top of the letter.
 2. Greeting: Address the letter to the hiring manager or recruiter by name, if possible. If you
are not sure who to address the letter to, use a generic greeting like "Dear Hiring Manager"
or "To Whom It May Concern."
3. Introduction: Start by introducing yourself and stating the position you are applying for.
Mention how you heard about the job opening and why you are interested in it.
4. Body: This is the main part of the letter where you can highlight your skills, qualifications,
and experience that make you a strong candidate for the position. Use specific examples to
demonstrate how you have used your skills and experience in the past.
5. Closing: Thank the employer for considering your application and express your interest in
further discussing your qualifications for the position. Include your contact information
and invite the employer to contact you to schedule an interview.
6. Signature: End the letter with a professional closing, such as "Sincerely," followed by your
name and signature.

ILLUSTRATION 1:

Dear [Hiring Manager],

I am writing to express my interest in the [Position] role at [Company]. As a recent graduate with
a degree in Business Communication, I am excited to apply my skills and knowledge to a dynamic
and growing company like yours.

Throughout my academic career, I have honed my communication skills through coursework in

business writing, public speaking, and interpersonal communication. In addition, I gained hands-
on experience in a business setting through internships where I assisted in developing and
executing communication plans for various clients. These experiences have equipped me with the
ability to communicate effectively, both in writing and verbally, and to adapt my communication
style to different audiences and contexts.

In my previous roles, I have demonstrated my ability to collaborate with teams and stakeholders
to achieve project goals. I have also leveraged my analytical skills to identify areas for
improvement and develop effective solutions. I am confident that I can bring this same level of
dedication and problem-solving to the [Position] role at [Company].

I am excited about the prospect of joining [Company] and contributing to its continued success.
Thank you for considering my application. I look forward to the opportunity to discuss my
qualifications further.

Sincerely, [Your Name]

ILLUSTRATION 2:

Dear [Hiring Manager],

I am writing to express my interest in the [Job Title] position that is currently available at
[Company Name]. As an experienced [Your Profession], I believe that my skills and experience
align with the requirements of this role.

Throughout my career, I have developed a strong track record of delivering high-quality work and
exceeding expectations. In my current role at [Current Company], I have successfully [specific
achievement related to the job you are applying for]. This experience has equipped me with the
skills and knowledge necessary to excel in this role.

I am particularly drawn to [Company Name] because of its [specific aspect of the company that
interests you]. I am excited about the opportunity to contribute to the growth and success of the
company while also furthering my own professional development.

In addition to my professional experience, I have [relevant skill or certification that sets you apart].
I am confident that my combination of experience and skills make me a strong candidate for this
position.

Thank you for considering my application. I am excited about the possibility of joining the team
at [Company Name] and contributing to the company’s continued success. Please do not hesitate
to contact me if you require any further information.

Sincerely, [Your Name]

SALES LETTER
A sales letter is a type of business communication that is written to persuade potential customers
to purchase a product or service. It is a marketing tool used by businesses to promote their products
and services to existing and potential customers.

The purpose of a sales letter is to grab the attention of the reader, create interest in the product or
service, and motivate the reader to take action, such as making a purchase or contacting the
business for more information.

Some key components of a sales letter include a strong headline that catches the reader's attention,
a clear and concise message that highlights the benefits of the product or service, and a call to
action that encourages the reader to take the desired action, such as making a purchase or
contacting the business for more information.

A well-written sales letter should be persuasive, engaging, and tailored to the needs and interests
of the target audience. It should also be clear, concise, and easy to read, with a tone that is friendly,
professional, and approachable.
Overall, sales letters are an important tool in the arsenal of businesses looking to promote their
products and services and build relationships with customers. Effective sales letters can help
businesses increase sales, build brand awareness, and generate leads for future business
opportunities.

ESSENTIALS OF A SALES LETTER

To make a sales letter effective, it should include the following essentials:

1. Attention-grabbing headline: The headline should grab the reader's attention and create interest
in the product or service being offered.
2. Introduction: The introduction should build on the headline and make the reader want to
continue reading. It should highlight the key benefits of the product or service and demonstrate
how it can solve the reader's problem.
3. Body: The body of the sales letter should provide more detailed information about the product
or service. It should explain how it works, its features and benefits, and why it is better than
competing products.
4. Testimonials: Including testimonials from satisfied customers can help to build trust and
credibility with the reader.
5. Call to action: The call to action is a crucial part of the sales letter. It should clearly tell the
reader what action to take, such as making a purchase, filling out a form, or contacting the
company for more information.

Overall, a sales letter should be clear, concise, and persuasive, with a focus on the reader's needs
and how the product or service can benefit them.

SAMPLE OF SALES LETTER

ILLUSTRATION 1:

Dear [Customer],

We are excited to introduce you to our latest product offerings. At [Company Name], we pride
ourselves on providing high-quality and innovative products to our customers. Our team has been
hard at work developing new products that we believe will exceed your expectations.

Our new products feature the latest technology and materials, ensuring that they are durable and
functional. We have carefully selected each component to ensure that they work seamlessly
together and deliver exceptional performance.

In addition to our new products, we are also offering exclusive promotions for our loyal customers.
We understand that you have many options when it comes to purchasing products, and we want to
thank you for choosing [Company Name] as your preferred provider.
We also want to remind you that our customer service team is available to assist you with any
questions or concerns you may have. Our team is knowledgeable and friendly, and we are
dedicated to ensuring that you have a positive experience with our company.

We invite you to browse our new products and take advantage of our special promotions. We are
confident that you will be impressed with our products and our commitment to customer
satisfaction.

Thank you for your continued support of [Company Name].

Sincerely,

[Your Name]

[Your Title]

[Company Name]

ILLUSTRATION 2:

Dear [Recipient],

We at [Your Company] are excited to introduce our new line of products that are sure to make a
lasting impression on your business. As a leading provider of [Type of Product], we have always
strived to deliver the best quality products to our customers. Our latest line is no exception.

Our new line of products includes [Product 1], [Product 2], and [Product 3]. Each of these products
has been designed with the latest technology to ensure optimal performance and reliability. We are
confident that they will exceed your expectations and help you take your business to the next level.

At [Your Company], we understand that every business has unique needs. That's why we offer
customization options that can be tailored to your specific requirements. Whether you need a
specific feature or a custom color, we can make it happen.

In addition to our quality products, we are committed to providing excellent customer service. Our
team of experts is always available to answer any questions you may have and provide you with
the support you need to get the most out of our products.

We would love the opportunity to demonstrate our products and discuss how they can benefit your
business. Please don't hesitate to contact us to schedule a meeting or request a quote.

Thank you for considering [Your Company] as your preferred provider of [Type of Product]. We
look forward to working with you and helping your business succeed.

Best regards,
[Your Name] [Your Company]

RECOMMENDATION LETTER
A recommendation letter is a document written by someone who is familiar with your skills,
qualifications, and character, and is used to support your application for a job, internship, or
academic program.

The purpose of a recommendation letter is to provide additional information about you that is not
included in your resume or application. The letter should highlight your strengths, achievements,
and personal qualities, and should provide specific examples that demonstrate your abilities.

When requesting a recommendation letter, it's important to choose someone who knows you well
and can provide a positive and detailed assessment of your abilities. This could be a former
employer, professor, or mentor. You should also provide them with any relevant information about
the position or program you are applying for, as well as any specific requirements for the letter.

It's important to thank the person who wrote the recommendation letter and keep them updated on
the status of your application. A well-written recommendation letter can be a valuable asset in your
job or academic pursuits, so it's important to take the process seriously and choose your references
wisely.

SAMPLE OF RECOMMENDATION LETTER

ILLUSTRATION 1:

[Your Name]

[Your Address]

[City, State ZIP Code]

[Your Email]

[Date]

[Employer’s Name]

[Company Name]

[Address]

[City, State ZIP Code]

Dear [Employer’s Name],

I am writing to recommend [Name of the Applicant] for the position of [Job Position] at your
esteemed organization. I have had the privilege of working with [Name of the Applicant] at
[Company Name] for [Duration of Employment] years and I can confidently say that [he/she] is a
diligent and skilled employee who will be a valuable addition to your team.

In [his/her] role as [Previous Job Title], [Name of the Applicant] consistently demonstrated a
strong work ethic and a commitment to excellence. [He/She] possesses excellent communication
skills, both written and verbal, and is able to work effectively with individuals at all levels of the
organization. [His/Her] ability to analyze complex problems and develop effective solutions has
been instrumental in the success of several key projects.

During [his/her] tenure at [Company Name], [Name of the Applicant] has taken on several
additional responsibilities, including [List of Responsibilities]. [He/She] has also demonstrated a
willingness to go above and beyond in order to ensure the success of the team and the organization
as a whole. [His/Her] positive attitude and ability to work collaboratively with others have made
[him/her] a valuable asset to the team.

I am confident that [Name of the Applicant] will bring the same level of commitment and
dedication to [Job Position] at your organization. [He/She] has a proven track record of success
and an unwavering commitment to excellence that will make [him/her] an excellent candidate for
the position.

I strongly recommend [Name of the Applicant] for the position of [Job Position] and am confident
that [he/she] will be an asset to your team. Please do not hesitate to contact me if you require any
further information.

Sincerely,

[Your Name]

ILLUSTRATION 2:

To Whom It May Concern,

I am writing this letter to highly recommend [Name] for [position] in your esteemed organization.
I have had the pleasure of working with [Name] for [duration] at [company/school/institution]
where [he/she] served as [position].

During [his/her] tenure at our organization, [Name] has consistently demonstrated a strong work
ethic, exceptional skills, and a dedication to achieving the goals of the organization. [He/She] was
responsible for [major responsibilities], and [he/she] carried out [his/her] duties with great
professionalism and efficiency.
[Name] is a team player who works effectively with colleagues and always goes the extra mile to
ensure that the team's objectives are met. [He/She] is always willing to take on new challenges and
is quick to learn and adapt to new situations. [His/Her] excellent communication skills make
[him/her] an asset to any team and [he/she] is always willing to offer guidance and support to
colleagues when needed.

[Name] possesses excellent analytical and problem-solving skills, and [he/she] is able to think
outside the box to come up with creative solutions to complex issues. [His/Her] attention to detail
and ability to manage time effectively ensure that projects are completed on time and to the highest
standard.

I strongly recommend [Name] for the [position] role. [He/She] is an exceptional candidate who
possesses the skills, experience, and dedication required to succeed in the role. Please do not
hesitate to contact me if you require any further information.

Sincerely,

[Your Name] [Your Position] [Your Organization]

COMPLAINT LETTER
A complaint letter is a formal written document addressed to a person, organization or business to
express dissatisfaction about a product, service or situation. The purpose of a complaint letter is to
convey the sender's grievances in a clear and concise manner, and to request a specific resolution
or action to rectify the problem.

A well-written complaint letter typically includes details about the issue, such as dates, times, and
specific incidents, and may include supporting evidence or documentation. It should also state
clearly the desired outcome or resolution, such as a refund, replacement, or apology.

Complaint letters are usually written in a formal tone and should be respectful and polite, but firm
in expressing the sender's dissatisfaction. The sender should also provide contact information so
that the recipient can respond to the complaint in a timely manner.

ILLUSTRATION 1:

[Your Name]

[Your Address]

[City, State ZIP Code]

[Your Phone Number]

[Your Email Address] [Date]

[Name of Recipient]

[Title]

[Company Name] [

Address]

[City, State ZIP Code]

Dear [Recipient’s Name],

I am writing to express my dissatisfaction with [product/service] that I recently purchased/received

from your company. [Explain the problem you encountered, including specific details such as the
date of purchase, the product/service in question, and the nature of the problem.]

I believe that this issue is unacceptable and would like to request that [list specific actions you
want the company to take to resolve the issue, such as a refund, a replacement product, or
compensation for any damages or inconvenience caused].

I have been a loyal customer of your company for [length of time], and I am disappointed that this
issue has not been addressed promptly or effectively. I hope that you will take swift action to
rectify this situation and ensure that such problems do not arise in the future.

Please let me know how you plan to address this issue by [date]. I can be reached at [your phone
number] or [your email address] if you need to contact me further.

Thank you for your attention to this matter.

Sincerely,

[Your Name]

ILLUSTRATION 2:

[Your Name]

[Your Address]

[City, State ZIP Code]

[Your Email Address]

[Today’s Date]

[Recipient’s Name]

[Recipient’s Address]

[City, State ZIP Code]

Dear [Recipient’s Name],

I am writing to express my disappointment with the service I received from your company on [date
of incident]. I had [describe the nature of the service you received]. Unfortunately, the service I
received fell well below my expectations and has left me feeling frustrated and dissatisfied.

Specifically, [detail the specific issues you experienced, including any relevant dates, names of
staff members involved, and any other relevant information]. I believe these issues are
unacceptable and have resulted in a great deal of inconvenience and expense for me.

I would appreciate it if you could rectify the situation by [describe the steps you would like the
company to take, such as a refund, compensation, or a replacement of the product or service]. I
look forward to hearing from you within [set a reasonable time frame for a response, such as 10
business days] regarding the steps you will take to address my concerns.

Thank you for taking the time to read my letter. I hope we can resolve this issue to our mutual
satisfaction.

Sincerely,

[Your Name]

RESIGNATION LETTER
A resignation letter is a formal document that an employee writes to their employer to formally
announce their intention to leave their job. It usually includes the reason for leaving, the date of
departure, and any other relevant details or requests. Resignation letters can vary in tone, from
grateful and appreciative to formal and straightforward, depending on the circumstances of the
departure and the relationship between the employee and employer. Resignation letters are
typically required as part of an employee's contractual obligations or company policy, and they are
an important part of the process of leaving a job on good terms.

SAMPLE OF RESIGNATION LETTER

ILLUSTRATION 1:
Dear [Manager's Name],

I am writing to inform you of my resignation from my position as [Your Job Title] at [Company
Name]. My last day of work will be [Date of Last Day].

I would like to express my sincere gratitude for the opportunities that I have had during my time
at [Company Name]. I have learned a great deal from my colleagues and have enjoyed being part
of such a dynamic and forward-thinking organization.

While it was a difficult decision for me to make, I have decided to pursue other career opportunities
that align more closely with my personal and professional goals. I am confident that the skills and
experience that I have gained at [Company Name] will serve me well in my future endeavors.

In the meantime, I will work with my colleagues to ensure a smooth transition of my

responsibilities. Please let me know how I can be of assistance during this time.

Thank you again for everything, and I wish the company continued success.

Sincerely,

[Your Name]

ILLUSTRATION 2:
Dear [Manager's Name],

I am writing to inform you that I am resigning from my position as [Job Title] at [Company Name],
effective [Date of Resignation]. I have thoroughly enjoyed my time working with this organization,
and it was not an easy decision to make.

I have learned a lot during my time at [Company Name], and I am grateful for the opportunities
that were given to me. However, after careful consideration, I have decided to pursue other career
options that align more with my personal and professional goals.

I want to thank you and the rest of the team for all the support, guidance, and valuable experiences
that I have gained during my tenure at [Company Name]. I will work hard to ensure a smooth
transition during my notice period and will do everything in my power to complete any pending
work before I leave.

Please let me know if there is anything else that I can do to assist in the transition process. It has
been an absolute pleasure working with such an amazing team, and I will always remember my
time here fondly.

Sincerely,
[Your Name]

NOTICE
A notice is a written or printed communication used to inform people about an event, meeting,
announcement, or any other important information. Writing a notice requires a clear and concise
message to ensure that the reader understands the purpose and the intended action.

Here are some essentials to keep in mind while writing a notice:

1. Heading: Begin with the heading "NOTICE" in bold letters at the center of the page.
2. Date: Mention the date on which the notice is being issued.
3. Title: Provide a clear and precise title that accurately reflects the purpose of the notice.
4. Body: The body of the notice should be written in a simple and direct language. Provide
all the essential information in a logical sequence.
5. Signature: The name and designation of the person issuing the notice should be mentioned
at the bottom of the notice.
6. Contact Information: In case of any queries or concerns, provide contact information such
as phone number, email address, or office address.
7. Length: The length of the notice should be brief and to the point.
8. Tone: The tone of the notice should be formal, polite, and professional.

By following these essentials, you can create a well-structured and effective notice that conveys
the intended message to the reader.

SAMPLE OF NOTICE
ILLUSTRATION 1:
Dear Students,

I am writing to inform you about the upcoming semester examinations, which will commence on
May 1st, 2023. As you all know, the semester exams are a crucial part of your academic journey
and play a significant role in determining your progress.

The exam schedule, along with the list of subjects, will be uploaded on our official website shortly.
Please keep a close eye on the website to stay updated about any changes or updates.

I wish you all the best of luck for your upcoming semester examinations. Stay focused, stay
motivated, and give it your best shot.

Sincerely,

[Principal's Name]
ILLUSTRATION 2:
Dear Students, Parents, and Staff,

I am pleased to announce that our school's Annual Day Celebration is just around the corner, and
it gives me immense pleasure to invite all of you to be a part of this joyous occasion.

This event is a culmination of the hard work and dedication of our students and teachers throughout
the year. Our students have been preparing diligently for various cultural events, dances, and plays
that they will be presenting on this day.

The Annual Day Celebration will be held on Saturday, 15th April 2023, in our school auditorium.
The program will commence at 9:00 AM sharp and will continue until 12:00 PM. We have an
exciting line-up of performances that we are sure you will enjoy.

We extend a warm welcome to all parents, family members, and well-wishers to join us on this
special day and witness the remarkable performances by our students. Your presence will not only
motivate our students but also show your support for our school's efforts.

Looking forward to your presence at the Annual Day Celebration.

Warm regards, [Principal's Name]

ILLUSTRATION 3:
Dear Students,

It has come to our attention that some of you have been consistently absent from classes, resulting
in low attendance records. As you are aware, attendance is a crucial component of academic
success and is mandatory for all students.

I urge you to take this matter seriously and make a conscious effort to attend all your classes.
Please note that failing to improve your attendance may result in consequences such as being
barred from appearing in exams or other disciplinary actions.

Sincerely,

[Principal's Name]

REPORT WRITING
Report writing refers to the process of creating a structured and formal document that presents
information, analysis, findings, and recommendations on a particular topic or issue. Reports are
often written in response to a specific problem, project, or research question, and are intended to
inform decision-makers or other stakeholders about the results of the investigation.

Report writing typically involves conducting research, gathering and analyzing data, and
synthesizing the findings into a cohesive and logical narrative. Reports may be written in various
formats and styles, depending on the purpose, audience, and subject matter. They can be technical
or non-technical, descriptive or analytical, formal or informal.

The main purpose of report writing is to communicate information effectively and clearly, and to
provide a basis for informed decision-making. Reports can be used in various fields such as
business, science, engineering, education, healthcare, and government.

ESSENTIALS OF REPORT WRITING

Here are some essentials of report writing:

1. Purpose: The first essential of report writing is to clearly understand the purpose of the
report. This will help you to determine what information to include and how to present it.
2. Audience: Knowing your audience is crucial in report writing. The tone and style of the
report should be tailored to the audience. This includes language, technical terminology,
and level of detail.
3. Structure: The report should have a clear and logical structure. This includes an
introduction, main body, and conclusion. Headings and subheadings can be used to break
up the report into sections and make it easier to read.
4. Clarity: The language used in the report should be clear and concise. Avoid using jargon
or technical terms that the audience may not understand. Use simple and easy-to-
understand language to convey your message.
5. Accuracy: Ensure that the information presented in the report is accurate and supported by
evidence. If you use statistics or data, make sure that they are from reliable sources and are
presented in a clear and understandable way.
6. Formatting: The formatting of the report should be consistent and professional. Use
appropriate font sizes, styles, and colors. Include tables, graphs, and diagrams where
appropriate to make the report more visually appealing.
7. Conclusion: The conclusion should summarize the main points of the report and provide
recommendations or solutions if necessary. It should be clear and concise and leave a
lasting impression on the reader.

Overall, effective report writing requires careful planning, attention to detail, and good
communication skills. By following these essentials, you can create a report that is clear, concise,
and easy to understand.

FORMAT OF REPORT WRITING

Here is a general outline of the format for a typical business report:
 1. Title Page: The first page of the report should include the title, the name of the author, the
name of the intended audience, and the date of submission.
2. Table of Contents: A table of contents lists the major sections and subsections of the report,
along with the page numbers where they can be found.
3. Executive Summary: The executive summary provides an overview of the entire report,
including the main findings, conclusions, and recommendations. It should be concise,
informative, and well-structured.
4. Introduction: The introduction provides background information on the topic of the report,
explains the purpose of the report, and outlines the scope and limitations of the
investigation.
5. Methodology: This section explains the research methods used to gather data and the
procedures followed to analyze the data.
6. Findings: This section presents the results of the investigation, including any statistical
data, charts, or graphs that support the findings.
7. Analysis: The analysis section interprets the findings, explains their significance, and
identifies any patterns or trends that were observed.
8. Conclusions: This section summarizes the main findings of the report and draws
conclusions based on those findings.
9. Recommendations: This section suggests practical solutions or strategies based on the
conclusions of the report, and explains how they can be implemented.
10. References: This section provides a list of all the sources cited in the report, using the
appropriate citation format.
11. Appendices: The appendices include any additional information that is relevant to the
report, such as raw data, survey questions, or detailed calculations.

It is important to note that the specific content and format of a business report may vary depending
on the type of report, the audience, and the purpose of the report. It is always a good idea to review
any guidelines or requirements provided by the organization or the intended audience before
beginning to write the report.

SAMPLE OF REPORT WRITING

ILLUSTRATION 1:
REPORT ON CUSTOMER SATISFACTION SURVEY

Introduction:

This report provides a summary of the results of a customer satisfaction survey conducted by XYZ
Company in February 2023. The purpose of the survey was to evaluate the level of satisfaction
among our customers with our products and services, and to identify areas where improvements
can be made. A total of 500 customers participated in the survey, with a response rate of 70%.

Key Findings:
Overall, the survey revealed that customers are generally satisfied with our products and services,
with an average satisfaction rating of 8.5 out of 10. However, there were some areas where
improvements can be made. The key findings of the survey are:

1. Product Quality: Customers expressed a high level of satisfaction with the quality of our
products, with an average rating of 9 out of 10.
2. Customer Service: The majority of customers (65%) reported a positive experience with
our customer service, with an average rating of 7 out of 10. However, some customers
(15%) reported poor customer service experiences, with an average rating of 3 out of 10.
3. Delivery and Shipping: Customers were generally satisfied with our delivery and shipping
services, with an average rating of 8 out of 10. However, some customers (10%) reported
delayed deliveries and poor packaging, with an average rating of 5 out of 10.
4. Pricing: The majority of customers (60%) reported that our pricing was reasonable and
competitive, with an average rating of 7 out of 10. However, some customers (20%) felt
that our prices were too high, with an average rating of 4 out of 10.

Recommendations:

Based on the survey findings, the following recommendations are made:

1. Customer Service Training: We recommend that our customer service team be provided
with additional training to improve their skills and ensure that customers have a positive
experience when interacting with them.
2. Delivery and Shipping Improvements: We recommend that our delivery and shipping
processes be reviewed to ensure that they are efficient and timely, and that our packaging
is of high quality.
3. Pricing Review: We recommend that our pricing strategy be reviewed to ensure that our
prices are competitive and meet the expectations of our customers.

Conclusion:

In conclusion, the customer satisfaction survey conducted by XYZ Company has provided
valuable insights into the level of satisfaction among our customers. While the survey revealed
that customers are generally satisfied with our products and services, there are areas where
improvements can be made. By implementing the recommended actions, we can ensure that our
customers are satisfied and remain loyal to our brand.

ILLUSTRATION 2:
Executive Summary:

The purpose of this report is to analyze the current state of our company’s sales and revenue growth
and provide recommendations for improving our performance. The report begins with an overview
of our financial performance over the past year, followed by an analysis of our sales and revenue
trends. The report concludes with actionable recommendations for increasing sales and revenue
growth.
Financial Overview:

Our company’s total revenue for the past year was $10 million, which represents a 5% increase
from the previous year. However, our net income decreased by 2%, which is a cause for concern.
Our operating expenses increased by 6%, largely due to increased marketing and advertising costs.
While these expenses have helped to increase revenue, they have also impacted our profitability.

Sales and Revenue Analysis:

Our sales performance over the past year has been mixed. While some products have performed
well, others have not met our expectations. We have also experienced a decline in customer
retention rates, which has contributed to a decrease in revenue growth.

Recommendations:

To improve our sales and revenue growth, we recommend the following:

1. Focus on product diversification: We need to expand our product offerings to attract a

wider customer base and reduce our reliance on a few core products.
2. Improve customer retention: We should implement customer retention programs to
improve our retention rates and increase repeat business.
3. Optimize marketing and advertising spend: We need to evaluate our marketing and
advertising campaigns to ensure that they are generating a positive return on investment.
4. Invest in technology: We should explore new technologies that can help us better
understand our customers’ needs and preferences.

Conclusion:

In conclusion, while our company has experienced some growth in revenue, our profitability has
decreased. By focusing on product diversification, customer retention, marketing optimization,
and technology investment, we can improve our sales and revenue growth and ensure long-term
success.

ILLUSTRATION 3:

To: [Top Management]

From: [HR Department]

Subject: HR Report for [Month/Quarter/Year]

Dear [Top Management],

I am pleased to present the HR report for the period [Month/Quarter/Year]. The purpose of this
report is to provide an overview of the HR department's activities and accomplishments during the
specified period.

Recruitment: During the reporting period, the HR department processed [number] of job
applications and successfully recruited [number] new employees across various departments. We
also conducted [number] of interviews, and [number] of job fairs to expand our pool of potential
candidates. We continue to focus on recruiting top talent to ensure the company has the best
workforce possible.

Training and Development: The HR department organized [number] of training and development
programs during the reporting period. These programs were designed to equip our employees with
the necessary skills to perform their jobs efficiently and effectively. The department also facilitated
[number] of mentorship programs for our new employees.

Employee Retention: Employee retention remains a top priority for the HR department. We
conducted [number] of employee engagement surveys to gauge employee satisfaction and identify
areas of improvement. Based on the results of these surveys, we implemented several initiatives,
including an employee recognition program and a flexible work schedule, to enhance the overall
employee experience.

Compliance: The HR department ensured the company's compliance with all federal and state
labor laws and regulations. We conducted [number] of audits and reviews to identify areas of non-
compliance and implemented corrective actions where necessary.

Conclusion: In conclusion, the HR department continues to play a crucial role in the success of the
company. We remain committed to recruiting top talent, providing training and development
opportunities, enhancing the employee experience, and ensuring compliance with all labor laws
and regulations. We look forward to continuing to serve the company in achieving its strategic
objectives.

Sincerely,

[HR Department]

Resume writing

Resume writing is the process of creating a document that summarizes an individual's

education, work experience, skills, and accomplishments in a clear and concise manner.
The purpose of a resume is to provide potential employers with an overview of the
applicant's qualifications and suitability for a specific job.

A well-written resume should highlight the candidate's relevant experience and

qualifications, demonstrate their skills and achievements, and grab the attention of
potential employers. A resume should typically include a summary statement, education
and work experience, skills, and any relevant accomplishments or achievements.
Additionally, it should be tailored to the specific job for which the applicant is applying.

Effective resume writing requires attention to detail, strong writing and communication
skills, and an understanding of industry-specific requirements and expectations. It is an
essential component of the job search process and can significantly impact an
applicant's chances of securing an interview and ultimately, a job offer.

RESUME WRITING
CV is an abbreviation for "curriculum vitae," which is a Latin phrase that roughly translates to
"course of life." A CV is a document that provides a detailed summary of a person's education,
work experience, skills, achievements, and other relevant information. It is commonly used in
academic and professional contexts to apply for jobs, internships, academic programs, and
research positions. A CV is typically longer and more detailed than a resume, which is a shorter
summary of a person's work experience and skills. A CV may include sections such as education,
work experience, research experience, publications, awards and honors, presentations,
professional memberships, and references.

Here are the general guidelines for creating a standard resume:

1. Contact Information: Start with your full name, phone number, email address, and
mailing address. Make sure that your contact information is accurate and up-to-
date.
2. Professional Summary/Objective Statement: This section should be a brief
summary of your career goals, relevant experience, and skills. It should be
tailored to the specific job you're applying for.
3. Education: List your educational qualifications in reverse chronological order,
starting with the most recent one first. Include the name of the institution, degree
earned, and date of graduation.
4. Work Experience: List your work experience in reverse chronological order,
starting with the most recent job first. For each job, include the job title, name of
the company, dates of employment, and key responsibilities and
accomplishments.
5. Skills: List any relevant skills you have that are required for the job. These can
include technical skills, language proficiency, or other special abilities.
6. Certifications and Licenses: List any relevant certifications or licenses you hold
that are required for the job.
 7. Awards and Honors: List any awards or honors you have received that are
relevant to the job.
8. References: Include a list of professional references, with their names, titles, and
contact information.

When creating your resume, make sure to keep it concise, clear, and easy to read. Use
bullet points and avoid lengthy paragraphs. Make sure to proofread your resume
multiple times to avoid any grammatical or spelling errors.