Q. What are the Seven. Cs which relate to effective writing? Ans.

Following are the seven Cs which relate to effective writing: 1. Correctness:- To have all the information accurate and timely, Use the correct level of language, include only facts words and figures, maintain acceptable writing mechanics, double- check your spelling, punctuation and grammar. Proof read it before you send it. 2. Conciseness :- Business executives are dead-busy. They dont have time to go through unnecessarily lengthy messages. The writer is also a loser if he writes wordy messages because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible. For this, eliminate wordy Expressions, Include only relevant material, avoid unnecessary repetition. 3. Clarity :- Clarity demands the use the right level of language, proper punctuation which makes the writing clear. Also check the accuracy of facts, figures and words. 4. Completeness :- includes all the necessary facts and background informationto support the message you are communicating.. The message should be complete to bring desirable results. It should include everything the reader needs for the reaction you desire. It should provide all the necessary information, answer all questions asked 5. Concreteness :- The business writing should be specific definite unambiguous and vivid rather than vague and general. There should be use of specific facts and figures. action verbs, and vivid image building words. 6. Consideration :- Consideration refers to you attitude sympathy the human touch and understanding of human nature. Consideration means the message with the receiver in mind. You should try to visualize your readers their desires, problems emotions circumstances and possible reaction to your request. Focus on you instead I & We show reader benefit or interest in reader and emphasize it.

7. Courtesy :- Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous message strengthen present relations and make new friends. It is a goodwill building. For this, answer your mail promptly; be sincere, tactful, thoughtful and appreciative. Use expressions that show respect.

Q. Define memorandum. Ans. Memorandum or memo literally means to help the memory. Tt is a brief written record or communication, used in an office, whether business, government, education institution or legal office. Memos are frequently exchanged between the officers and the subordinate staff and also between the officers of the equal rank.

Q. What is difference between Solicited and unsolicited proposal? Ans. A solicited proposal, is when the customer asks for a proposal, an unsolicited proposal is when you send them a proposal they havent even asked for. Solicited proposals are usually sent to customers who issue a Request for Proposal or RFP. When a customer wants something that is too complicated to pick up at the store or order from a vendor, they often write down a description of it and issue it as an RFP. A solicited proposal provides you with a description of what the customer wants. Many also provide you with formatting instructions for your proposal and the evaluation criteria that will be used to make a selection. An unsolicited proposal is sent to a customer who has not requested it. Unsolicited proposals must be especially convincing since the customer has not anticipated, planned, or budgeted for the proposal. With an unsolicited proposal you run the risk that the customer wont even bother to read it, since they didnt ask for it.

Q. Technical Proposal.

Ans. It refers to the proposal with an objective to modify or create something requiring technical knowledge and skills. It is a written offer to undertake a project for designing, crafting something new or for changing or modifying an existing procedure, method, system or structure within a specified period of time. It aims at getting the approval or acceptance of what one wants to do.

Q. Explain Solicited and Unsolicited letter. Ans. There are two types of Letters of inquiry. We write a solicited letter when a business or agency advertises its products or services. For example, if a software manufacturer advertises some new package it has developed and you cant inspect it locally, write a solicited letter to that manufacturer asking specific questions. letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry. For example, if you read an article by an expert, you may have further questions or want more information. You seek help from these people in a slightly different form of inquiry letter. You must construct the unsolicited .type more carefully, because recipients of unsolicited letters of inquiry are not ordinarily prepared to handle such inquiries.

Q. What is fog index? Ans. The Fog Index is a proven method of analyzing written material to see how easy it is to read and understand. The steps you can use to calculate the Fog Index are outlined below. The numbers in the right column are based on this paragraph. When using these steps to analyze your writing, choose a sample that contains at least one hundred words. The ideal Fog Index level is 7 or 8. A level above 12 indicates the writing sample is too hard for most people to read. Suppose the sample material of 6 sentences having 88 numbers. 1. Count the number of words in the sample 88 2. Count the number of sentences 6 3. Count the number of big words (3 or more syllables) 6 4. Calculate the average sentence length. Divide the number of sentences into the number of words 88/6 14 5. Calculate the percentage of big words Divide the number of words into the number of big words 6/88 = 7%

6. Add the average sentence length to the % of big words 7 + 14 = 21 7. Multiply the result by .4 21 x .4 = Fog Index 8.4

Q. Salutation. Ans. Salutation is a greeting, in particular a formal greeting used in a letter. This is placed below the inside address. It is usually followed by a comma (,). Various forms of salutation are: Sir/Madam: For official and formal correspondence Dear Sir/Madam: For addressing an individual Dear Sirs/Dear Madam: For addressing a firm or company.

Q. Index Ans. In a long report an index may be required. The index refers to crossreferences key items of information that the reader may want to find.

Q Importance of clarity and Brevity. Ans. Clarity in the text implies ideas in a logical order will facilitate the same kind of thinking. Make each sentence follows from the previous one, building an argument piece by piece. Group related sentences into paragraphs, and group paragraphs into the sections. Create a a flow from beginning to end. Clarity makes the task of the readers comprehension easy. Brevity is to condense your thoughts, get straight to the point and deliver a memorable message. We should have right choice of words. Words unnecessary should be avoided. The text should be brief but not at the cost of clarity. Brevity implies to avoid superfluous words, phrases. Write short sentences as short sentences bring clarity.

Q. Appendix and how it adds value to the report. Ans. Appendices are not required in every thesis but may be included if required to provide supplemental material. The appendices may be separated from the preceding material by a cover sheet with a heading APPENDICES (or APPENDIX if there is only one). Each appendix must begin on a new page, with the heading APPENDIX (or APPENDIX A, APPENDIX B, etc.). Appendix provides a convenient means of relieving the text of digressions. It contains material which is not of interest of every reader. So it provides smooth flow of thought to the main body.

Q. Courtesy in Business Correspondence Ans. Courtesy wins the heart of the reader. It is token of strength in business writing. Courtesy makes friends and in business too friendship is necessity. Courtesy creates an ideal atmosphere for a good relationship. Writing in conversational tone, emphasizing the readers viewpoint will generate courtesy. In business letters, courtesy can be shown/ expressed by using words like please, thank you, etc.

Q. What is cliches ? Why should it be avoided in a report? Ans. Cliches are routine or stereotypical forms that are found in many areas of life. e.g. art, thought, behaviour, visual images or urban architecture. It is a group of words that have lost their effectiveness because of overuse. In language, the use of fixed expressions is often criticized under the term of cliche by those who write about good English, who claim that people do not think when they use expressions like acid test, leave no stone unturned etc. Cliches are often used unconsciously in casual speech. They usually suggest mental laziness or the lack of original thought. They should be avoided in writing. Cliches circulate in the spoken language very readily, because they save people having to think.

Cliches present a temptation, because they often seem to be just what is required to make an effect. They do the trick. They hit the nail on the head. They are just what the doctor ordered. A vogue word is very close to the cliche. This is an item of vocabulary whose meaning is becoming blurred, distorted, or inflated [that is, emptied] through over-use. The term vogue implies that the word is currently fashionable. Thats a fantastic dress! *very nice+ Were in a war situation. *at war+ Its a brilliant novel. *interesting] Shell get paranoid about it. *become worried+ What a fabulous car! *remarkable+ Other Examples of clich are : Deader than a doornail Flat as a pancake Up a creek without a paddle Tall, dark and handsome They are not appropriate for effective style because report writing is always formal. We cannot use colloquial language and cliches in formal style.

Q. What is Informational report? Ans. Informational report finds out the truth of the matter on which there are different opinions. For example, there are holes in the ozone layers of the earths atmosphere. The holes in ozone cover may lead to entrance of harmful cosmic rays on the earth. There are Scientists who are continuously keeping watch on the ozone cover of the earth and are mapping it throughout the year. So time to time they publish informational reports on this area of cosmic physics.

Q. What is formal language? Ans. When writing or speaking, we choose the words which seem most suitable to the purpose and audience. In academic writing we use formal language signaled by complex, complete sentences, impersonality, and a consistent

preference for learned words, often derived from Latin, avoiding the use of slang and colloquial language. Official or serious situations are often signaled by the use of formal language. Formal language, even when spoken, is often associated with the conventions expected of written Standard English.

Q. Difference between Abstract and executive summary. Ans. An Abstract is an abbreviated summary of a research article, thesis, review, conference proceeding or any in-depth analysis of a particular subject or discipline, and is often used to help the reader quickly ascertain the papers purpose. When used, an abstract always appears at the beginning of a manuscript, acting as the point-of-entry for any given scientific paper or patent application. An Executive Summary is, basically, anything but a product presentation, and nothing but a persuasive sales pitch. Far more than an abstract merely presenting the rest of the document, its your unique opportunity to convince the reader that your proposal provides the best value proposition: the best benefit at the lowest cost. The more technical your proposal, the more critical the executive summary is likely to be, because, unlike the abstract, the executive summary forbids technicalities to instead concentrate on substantiating the benefits for the customer.

Q. Ten approaches followed in business writing. Ans. Ten approaches are appropriateness, courtesy, tact, persuasion, brevity, clarity, promptness, positive attitude, preciseness, and conciseness.

Q. What is the importance of Business correspondence? Ans. Now-a-days business operations are not restricted to any locality, state or nation. Today production takes place in one area but consumption takes place everywhere. Since the businessmen as well as customers live in far off places they

dont have sufficient time to contact each other personally. Thus, there arises the need for writing letters. In the past the situation was not so. Business letters were not essential in olden days. But now the importance of letters has increased because of vast expansion of business, increase in demand as well as supply of goods. Let us learn about the importance of business letters. (i) Help in maintaining proper relationship : Now-a-days business activities are not confined to any one area or locality. The businessmen as well as customers are scattered throughout the country. Thus, there is a need to maintain proper relationship among them by using appropriate means of communication. Here business letters play an important role. The customers can write letters to the businessman seeking information about products and businessmen also supply various information to customers. This helps them to carry on business on national and international basis. (ii) Inexpensive and convenient mode Though there are other modes of communication like telephone, telex, fax, etc. but business information can be provided and obtained economically and conveniently through letters. (iii) Create and maintain goodwill :Sometimes business letters are written to create and enhance goodwill. Businessmen at times send letters to enquire about complaints and suggestions of their customers. They also send letters to inform the customers about the availability of a new product, clearance sale etc. All this results in cordial relations with the customers, which enhances the goodwill of the business. (iv) Serves as evidence: We cannot expect a trader to memorzie all facts and figures in a conversation that normally takes place among businessmen. Through letters, he can keep a record of all facts. Thus, letters can serve as evidence in case of dispute between two parties. (v) Help in expansion of business : Business requires information regarding competing products, prevailing prices, promotion, market activities, etc. If the trader has to run from place to place to get information, he will end up doing nothing. It will simply result in loss of time. But through business letters, he can

make all enquiries about the products and the markets. He can also receive orders from different countries and, thus enhance sales.

Q. What are the essential qualities of a good business letter? Ans. A letter should serve the purpose for which it is written, If a businessman writes a letter to the supplier for purchase of goods, the letter should contain all the relevant information relating to the product, mode of payment, packaging, transportation of goods, etc. clearly and specifically. Otherwise, there will be confusion that may cause delay in getting the goods. Again the quality of paper used in the letter, its size, colour etc. also need special attention, because it creats a positive impression in the mind of the receiver. We may classify the qualities of a good business letter as: (a) Inner Qualities (b) Outer Qualities (a) Inner Qualities - The inner qualities of a good business letter refer to the quality of language, its presentation, etc. These facilitate quick processing of the request and that leads to prompt action. Let us discuss the various inner qualities of a good business letter. Simplicity - Simple and easy language should be used for writing business letters. Difficult words should be strictly avoided, as one cannot expect the reader to refer to the dictionary every time while reading letter. Clarity - The language should be clear, so that the receiver will understand the message immediately, easily and correctly. Ambiguous language creates confusion. The letter will serve the purpose if the receiver understands it in the same manner in which it is intended by the sender. Accuracy - The statements written in the letter should be accurate to, the best of the senders knowledge. Accuracy demands that there are no errors in the usage of language - in grammar, spellings, punctuations etc. An accurate letter is always appreciated. Completeness - A complete letter is one that provides all necessary information to the users. For example, while sending an order we should mention the desirable features of the goods, i.e., their quality, shape, colour, design, quantity, date of delivery, mode of transportation, etc.

 Relevance - The letter should contain only essential information. Irrelevant information should not be mentioned while sending any business correspondence. Courtesy - Courtesy wins the heart of the reader. In business letters, courtesy can be expressed by using words like please, thank you, etc. Neatness - A neat letter is always impressive. A letter either handwritten or typed should be neat and attractive in appearance. Overwriting and cuttings should be avoided. (b) Outer Qualities - The outer qualities of a good business letter refers to the appearance of the letter. It includes the quality of paper used, colour of the paper, size of the paper etc. Good quality paper gives a favourable impression in the mind of the reader. It also helps in documenting the letters properly. Let us discuss the various outer qualities of a good business letter. Quality of paper - The paper used should be in accordance with the economic status of the firm. Now-a-days the cost of the paper is very high. Therefore, good paper should be used for original copy and ordinary paper may be used for duplicate copy. Colour of the Paper - It is better to use different colours for different types of letters, so that the receiver will identify the letters quickly and prompt action can be taken. Size of the paper - Standard size paper (A4) should be used while writing business letters. The size of the paper should be in accordance with the envelopes available in the market. Envelope - The size and quality of the envelope also need special attention. The size of the letter should fit the size of the letters. The business firms use different types of envelopes i.e., ordinary envelope, window envelope, laminated envelope etc. In window envelope there is no need to write the address of the receiver separately on the envelope. It is clearly visible through the transparent part on the face of the envelope, which may be called as window. In laminated envelope a thin plastic sheet or cloth is pasted on the inner side that gives extra protection to letters from being damaged during transit.

Q. What are the main elements of a business letter ?

Ans. Business letters have the following elements : -, Heading

The heading is also the return address to which the recipient will refer when sending a response. The writers name is not included in the heading, as it is appears in the complimentary close at the end of the letter. It should include only the street, city, state and zip code of the letter writer. The state name can be either spelled out or abbreviated in upper case letters according to U.S. Postal Service guidelines. Date The date is normally written on the right hand side corner after the heading as the day, month and years. Some examples are 28th Feb., 2003 or Feb. 28, 2003.

Reference- It indicates letter number and the department from where the letter is being sent and the year. It helps in future reference. This reference number is given on the left hand corner after the heading. For example, we can write reference number as AB/ FADept./ 2003/27. Inside address - This includes the name and full address of the person or the firm to whom the letter is to be sent. This is written on the left hand side of the sheet below the reference number. Letters should be addressed to the responsible head e.g., the Secretary, the Principal, the Chairman, the Manager etc. Example: The Chief Manager, State Bank of India Utkal University Campus Bhubaneswar, Orissa- 751007 Subject - It is a statement in brief, that indicates the matter to which the letter relates. It attracts the attention of the receiver immediately and helps him to know quickly what the letter is about. For example, Subject: Your order No. C317/8 dated 12th March 2008.

Subject: Enquiry about Samsung television Subject Fire Insurance policy Salutation - This is placed below the inside address. It is usually followed by a comma (,). Various forms of salutation are: Sir/Madam: For official and formal correspondence Dear Sir/Madam: For addressing an individual Dear Sirs/Dear Madam: For addressing a firm or company. Body of the letter- This comes after salutation. This is the main part of the letter and it contains the actual message of the sender. It is divided into three parts. (a) Opening part - It is the introductory part of the letter. In this part, attention of the reader should be drawn to the previous correspondence, if any. For examplewith reference to your letter no. 326 dated. 12th March 2008, I would like to draw your attention towards the new brand of television. (b) Main part - This part usually contains the subject matter of the letter. It should be precise and written in clear words. (c) Concluding Part - It contains a statement the of senders intentions, hopes or expectations concerning the next step to be taken. Further, the sender should always look forward to getting a positive response. At the end, terms like Thanking you, With regards, With warm regards may be used. Complimentary close - It is merely a polite way of ending a letter. It must be in accordance with the salutation. For example: Salutation Complementary close Dear Sir! Dear Madam Yours faithfully Dear Mr. Raj Yours sincerely Signature- Below the compliment close,, write your full name. The signature should be legible. The name of the writer should be typed immediately below the signature. The designation is given below the typed name. Where no letterhead is in use, the name of the company too could be included below the designation of the writer For

example: Yours faithfully For MIS Acron Electricals (Signature) SUNIL KUMAR Partner Enclosures - This is required when some documents like cheque, draft, bills, receipts, lists, invoices etc. are attached with the letter. These enclosures are listed one by one in serial numbers. For example End : (i) The list of goods received. Copy circulation - This is required when copies of the letter are also sent to persons apart of the addressee. It is denoted as C.C. For example, C.C. i. The Chairman, Electric Supply Corporation ii. The Director, Electric Supply Corporation iii. The Secretary, Electric Supply Corporation b.c.c. blind carbon copies is written on the copies when you dont want the named recipient to know that other people have received copies. Per prof p.p.-.Secretaries sometimes use p.p. when signing letters on behalf of their bosses. When signing on behalf of your company, it is useful to write your position in the firm in the signature Post script - This is required when the writer wants to add something, which is not included in the body of. the letter. It is expressed as P.S. For example, P.S. - In our offer, we provide two years warranty.

Q. Proposal writing is a form of Persuasive Communication. It tries to persuade the audience to agree to a particular course of action. Discuss. Ans. Of the modes of persuasion furnished by the spoken word there are three kinds. The first kind depends on the personal character of the speaker; the second on putting the audience into a certain frame of mind; the third on the proof,

provided by the words of the speech itself. A Rephrasing of Aristotles Rhetoric A proposal is a persuasive document that attempts to convince the reader to adopt or purchase a service or product. A proposal is a form of persuasive writing with a very specific goal to inspire the reader to take action by making a monetary donation. For example, the sales and marketing staff might write formal proposals to sell products or services to customers. The training staff might write a proposal to adopt a training program for employees. Technicians might write to purchase a new piece of equipment. There are four basic fundamentals to keep in mind when preparing a proposal: solid research, knowledge of your key messages, a compelling ask and good writing. Other Fundamentals are: understanding the needs and Interests of the receiver: The communicator must confirm that the course of action which he is going to suggest to the receiver is in favour of him. The receiver should not feel that the suggested alternative is based on the selfish motives of the communicator. Preparing the Receiver to be Open-minded: The close-minded and headstrong persons are very difficult to be persuaded because they are either deeply prejudiced or self-opinionated persons. It is essential to make tactful appeal to them so that they develop adaptability and open-mindedness. If your ideas run contrary to the views and beliefs of the receiver, it is better to start with the points which are agreeable to the receiver. When the receiver is prepared to open his mind and accept some of your ideas, you can gradually convince him the other points. Presenting the Proposal : The proposal of persuasion is likely to be effective and successful if the ideas are put forth step by step in a forceful and courteous manner. The choice of words :is one of the key components of persuasive communication. In marketing, advertising, grant- or project proposal writing, or in most other interactions, we attempt to influence someones mind about an idea or a product.

A proposal is no different than any other piece of writing. It must be crisp, clear and to the point. The writing must be active, jargon-free and compelling. Motivating the receiver to Act: The communicator is successful in persuading the receiver when the latter is convinced that the proposed suggestions bring him gains and no losses. The rewards, gains, security and fulfillment of primary and secondary needs are the motivating factors for prompting the receiver of the message to act.

Q. 23. What is Testimonial? Ans. Testimonial is a statement in support of a particular truth, fact, or claim or it is a written affirmation of anothers character or worth; a personal recommendation. Testimonials are often used to certify the value of a particular product in its advertising. Testimonials provide credibility. Today testimonials and endorsements appear most commonly in television advertising, particularly in infomercials For example, a smiling upper-middle class mother may demonstrate her excitement about laundry soap and describe the benefits that she receives from using it Marketers feel that the use of testimonials adds a personal touch to their appeal and also portrays a populist image The value of testimonials Testimonials appeal via the emotions rather than directly to logic. Testimonials provide in general very weak justifications for purchasing or for taking some action. Even if the writers of testimonials genuinely and spontaneously advocate a product or a service, their statements may mislead.

Q. 24. Will hard copy letters diminish in importance as email continues to grow ? Become obsolete ? Vanish? Discuss reasons for e-mails phenomena growth? Ans.

Email is a system of sending and receiving messages electronically. It is a mode of communication in which a computer user can compose a message at one terminal and would be received by the recipient when they check their account. The message can be in the form of the text entered from the keyboard or the electronic files, which have been stored on the storage media. In todays electronic world, email is critical to any business being competitive. In most cases it now forms the backbone of most organizations day-to-day activities, and its use will continue to grow because Sending an email is more efficient than writing and sending a normal physical letter, for its fast and inexpensive. Email is preferred over the physical letter written on the paper because Email provides enhanced features; such as file attachments, Rich Text Format, and delivery confirmation etc., which is otherwise not possible when sending a normal letter. It is time-saving and more efficient. Email can be sent to more than one person at a time, and can be received as an information, that has been mailed to more than one person. Email has lots of advantages but it has disadvantages too. Since its so easy to use, people seriously over-use it, generating tons of crap message that do nothing but waste time and resources. Unfortunately, email is abused by people who spread viruses through attachments and send unsolicited messages, commonly known as spam; these are the two biggest problems we face with email today. Email publishing and hoaxes are another drawbacks. Publishing is the practice of using email to convince people that the message is legitimate and to disclose personal information. Often official company logos are added to the message to persuade people into following an embedded link, which seems to be pointing to a legitimate site for the company. Once there, a webpage, again looking very legitimate, usually asks for the person to update their account and credit card information. Though e-mail continues to grow, but importance of hard copy letters will not diminish.

It is important to remember the virtues that traditional written communication has to offer: the opportunity to shape a piece of writing into something worth saving and the chance to move a reader by the careful arrangement of words for their cumulative effect. A formal occasion like an important business communication, a job application, or a serious personal letter has its own special writing requirements, whether you send it as a hard copy in the mail or as a series of blips over a cable. The informal chatter we like so much is not really suitable for every message we might send by E mail. Everything has its limits. E-mail is no exception.

Q. 25. Discuss the comment: Long involved sentences tend to be difficult to understand. Therefore, the shorter the sentence, the better Ans.

Long sentences are the most common problem when writing plain English. Simply by using shorter sentences, writing becomes easier to understand and more direct. If sentences are too long theres a danger of losing the intended meaning and losing your audience. Extending sentences by using the word also, including long lists of buzzwords, and using needless sub-clauses all create long-winded sentences. Sentences should be kept short and simple and should not contain more than one idea. Dont put several ideas into one sentence when you can break it up. Reduce adjectives and adverbs in your writing.

I was happy.I was very happy.

The very in the second sentence doesnt add anything. It doesnt give any new information.

If you want to demonstrate that you were more than just happy use the word ecstatic, enthusiastic, or gushing. Sentences are getting shorter. Average shrinkage of sentences in English prose from Elizabethan times to 1900 was from one- half to two-thirds. The trend continues, although more slowly. The length of a sentence affects the pace of the writing. So a series of six-word sentences will come across as very fast and too jumpy. But writing that has extremely long sentences will have the opposite effect. It will seem slow. Sentences must vary in length to avoid boring your reader. But the average length should be short. Shorter sentences are easier to understand. . Sentences are getting shorter. Average shrinkage of sentences in English prose from Elizabethan times to 1900 was from one-half to two-thirds. The trend continues, although more slowly. Short sentences are not enough by themselves. Long sentences are not the chief cause of foggy writing. Fuzzy words block clarity. Trim the fat from your writing. Fuzzy words, along with unnecessary ones, make your writing difficult to read and understand. Control sentence length by noticing the number of lines in each sentence. A typewritten line, or a line in average handwriting, averages 10 to 12 words.

Q. 26. State the qualities of a good report. What is included in terminal part? What is an annexure? What material is included in it? Ans. A good report should contain the following qualities: A report is a formal account; hence avoid informal expressions (colloquialisms, contractions and interjections) in a report. A report is functional. It gives information and suggestions to those who can take decision on the matter. Hence it should not have digressions of personal letters or essays. A good report should be arranged in such a way that a reader can pick out quickly the facts he/she needs. A good report should be brief, concise and precise. It should give its findings without ambiguity. Objective of the report should be clearly formulated vis-a vis the terms of reference of the report.

 A good report should be limited to the terms of reference which implies the instructions received from the appointing authority for the commission which is going to investigate a particular problem and then submit its report. The presentation of the report should be logical. The terminal part of the report includes summary, if report has simply gathered data; conclusion if advice has been sought; some reports contain recommendations. Along with it, the terminal part should contain appendices, references and index according to the requirement. An annexure should be used where information (which would normally make sense in the main body of the document) is placed at the end of the document for reasons of clarity.

Q. 27. What is difference between abstract and summary? Ans.

A summary is a report, proposal, or portfolio, etc in miniature (usually one page or shorter). That is, the summary contains enough information for the readers to become acquainted with the full document without reading it. Usually, it contains a statement of the problem, some background information, a description of any alternatives, and the major conclusions. Someone reading a summary should get a good idea of main points of the document without becoming bogged down with details. A summary differs from an abstract in that an abstract is usually only about six to eight lines long. Its purpose is to inform the reader of the points to be covered in the report without any attempt to tell what is said about them. Covering no more than a page in length, the executive summary is longer and is a highly condensed version of the most important information the full document contains. Both the summary and the abstract are independent elements rather than a part of the body of the document. Both are placed at the beginning of the document Since the summary is a condensation, when creating it, you omit any preliminaries, details, and illustrative examples.

You do include the main ideas, the facts, and the necessary background to understand the problem, the alternatives, and the major conclusions. Brevity and conciseness are the keys to a well-written summary. Do not take a few sentences from key sections of the document and string them together. Rather, go over the entire document and make notes of the elements you consider important. Finally, ensure that your summary is accurate and representative of your full document. It should not be misleading, but it should give readers the same impression as if they had read the entire report.

Q. 28. Write a brief note on the characteristic features of technical proposal? Ans.

A proposal is a persuasive document that attempts to convince the reader to adopt or purchase a service or product. For example, the sales and marketing staff might write formal proposals to sell products or services to customers. The training staff might write a proposal to adopt a training programme for employees. Technicians might write proposal to purchase a new piece of equipment. Proposal varies in size and length, usually becoming longer and more formal as the cost of the product or service increases. The decision-maker could be a committee or someone in upper management. The writer must take care to define technical terms and describe technical concepts.

Proposals can be: External (written to other companies), such as when proposing to sell your service or product to another company. Internal (written within your own company), such as when proposing a new service or product for your department to your manager. Unsolicited (sent without being requested), such as when your company wants to develop new customers.

 Solicited (requested by a department or company), such as when responding to customer inquiries, grants, or requests for proposals.

Q. 29. Discuss in detail the various formal or business letters? Ans. Broadly letters are divided into two types 1) informal letters and 2) formal letters. All the personal letters are informal and the rest of the types are formal letters. FORMAL OR BUSINESS LETTERS Sales letters These are very selective form of advertising. They aim to sell a companys goods or services, or they persuade readers to take up special offers. Sales letters must: arouse interest create a desire encourage action Sound convincing Example 1 A sales letter offer V.S. TEXTILES 62, Sahadra Market New Delhi May 10,2008 Mr. M. Swami, 20, Model Town, Mall Road, Mumbai-13. Dear M.Swami, Here is splendid opportuniy for you to purchase V.S;Textiles at exclusive prices. Every man dreams to look different and smart. Our textiles are made for those special persons who have desire to look handsome and elegant. V.S;Textiles are made of fine material. We have launched different textiles made from fine velvet material. As you are our regular customer, we would like to tell

you about our new materials with amazingly low prices. They are really a splendid value for your money. The stock of velvet textile is limited. We are offering them only to our regular customers and giving a special discount of fifteen percent for you until 22 feb. So dont delay and place your order today Yours faithfully, S.K.Verma Sales Manager V.S.Textiles

Example 2: Saffola Oil Industries Ltd. Sadar Bazaar Mumbai 9th May,2008 Mrs. Geeta Sharma, 18, Mahavir Marg, Calcutta-22. Dear Madam, You must be aware that these days cholesterol is increasing in human beings. It is due to the cooking oils which contain this constituent. Many diseases related to heart are caused by cholesterol You can switch to Saffola refined Oil, the oil that gives you both good taste and good health. Saffola is made from fresh, nutritious sunflower seeds. It has low saturated fats and is light. It controls and reduces cholesterol too! Use Sunflower because it is healthy oil and is for healthy people. Yours faithfully, Ram Sharnam Sales Manager Saffola Oil Industries Ltd.

2. Business Inquiry Letter Among the types of letters most frequently received in business is the letter of inquiry. Sometimes prospective buyers want to know the details of the goods which they want to buy, like quality, quantity, price of certain product, mode of delivery and payment, etc. They may also ask for a sample. The letter written to sellers with one or more of the above purposes is known as Inquiry letter. Specimen of Business Enquiry Letter Shipra Travel Agency Connaught Place New Delhi 14 jan 20 Shivam Manufacturing Co. 5, Narmada Point Mumbai Dear Sir, Before the end of the financial year we want to buy an electric typewriter. Kindly let us know about thedifferent models which you manufacture. Also provide us the technical details like which types it has, how many words can be stored in its memory etc. Also let us know about the net prices of each model and time you would take to deliver it. We would also like to know about your warranty and maintenance servie. We hope you inform us soon. Sincerely yours, Ram lal (office in charge) Khaitan Electrical Appliances Civil Complex Hyderabad Industrial Estate Hyderabad - 500032 E-mail: khaitan@google.co.in

Tel. 508632-35 Fax. 508600

Ref.- PR/F/2002/27 Messer Acron Electricals 22/c, Main Road Daira Ganj, New Delhi-2 Subject: Enquiry about prices of electrical appliances. Dear Sir, We are dealing in retail trade of electrical appliances. We would be interested in selling your product, Khaitan Appliances through our retail showroom. Could you, therefore, send us your quotations and let us know the terms and conditions of payment. Thanking you, Yours faithfully, For Messers Acron Electricals Sd/-(Arun Singh) Partner.

Inquiry letters are of two types depending upon whether the writer takes the initiative in making the inquiry, without any suggestion from the person or firm to whom he writes, or whether the initiative comes from advertising and similar sources suggesting that he write for more detailed information. The Solicited Letter of inquiry is in response to an advertisement inviting the reader to write in for further information to a certain department or division. It should be very brief, and should state definitely what is wanted.

For Example: M/s Bharat Fans Bharat Complex Hyderabad Industrial Estate

Hyderabad - 500032 E-mail: bh@fan.vsnl.net.in Tel. 508632-35 Sample 2 Dated: August 10,2002 MFS Electric Company Regent Park New Delhi Gentlemen, Kindly send me information about the various models and prices of Electric Water Coolers and about your 1 year gurantee and service protection agreement which you advertised in the Sunday Tribune dated 18 May, 2008. Sincerely Yours Mr. Ram Singla The Manager

The Unsolicited Letter of inquiry is that in which the writer takes initiative in asking for information. It is more complex and much more detailed. Since the writer is asking a favour, he should strive beyond all else to make his inquiry easy to answer. This can be done by making the question as direct and specific as possible, or if the inquiry is lengthy, by tabulating the questions or by an arrangement in which they may be answered by yes or no. No writer of an unsolicited letter should expect complete stranger to spend several hours answering questions of a general nature. The well planned unsolicited letter of inquiry usually contains:

A clear statement of the information desired or of the problem involved. This should include: (a) What is wanted (b) Who wants it V

(c) Why it is wanted A tabulation, of questions or a reference to an enclosed questionnaire. An expression of appreciation. Points to be kept in mind while writing letters of enquiry 1. Letters of enquiry should clearly state the information required, which may be asking for a price list or a sample. 2. Write specifically about the design, size, quantity, quality, etc. about the product or service in which the buyer is interested. 3. The period or the date, till which information is required, may also be mentioned. 3. Quotation Letter After receiving the letter of enquiry from a prospective buyer, the sellers supply the relevant information by writing a letter that is called quotation letter. These letters are written keeping in view the information asked for like price list, mode of payment, Dear Sir, Thank you for your letter of enquiry. We would be glad to meet your requirements of selling our fan in your retail showroom. Our quotations are given in the price list enclosed. We offer 10% discount on order above Rs.50,000. Besides, we allow a grace period of 45 days for payment of dues to our regular customers. We are confident that you will find our prices competitive and our terms and conditions reasonable. We look forward to meeting your requirements. Thanking you, Yours faithfully, For M/s Bharat Fans Sd/-(Des Gupta) Sales Manager End: Price List & Terms and Conditions

Discount to be allowed etc. Businessman should reply to the inquiries carefully and promptly. We can say that Letter written in response to business enquiry letter is called Quotation letter. Specimen of Quotation Letter M/s Bharat Fans Bharat Complex Hyderabad Industrial Estate Hyderabad - 500032 E-mail: bh@fan.vsnl.net.in Tel. 508632-35 Fax. 508600 Ref.-SL/F/2002/12 Dated: August 10,2002 M/ s Acron Electricals 22/c, Main Road Darya Ganj, New Delhi-2 Subject: Your letter No. PR/F/2002/27 dated July 27, 2002 4. Order Letter] The prospective buyer after receiving the reply to his enquiry letter(quotation) may decide to place on order with that business house which offers goods at minimum price and at favourable terms and conditions. Letters written by a buyer to the seller giving the order to purchase the goods is called order letter. Specimen of Order Letter Example: Sample 1 Sheela Emporium 2-Model Town Market Hoshiarpur Elegant Furniture, Ambika Road, Kartarpur.

Dear Sir, From your catalogue we selected item no.8, model no. 050 for purchase. We need 20 chairs of wood, whose specification are given in your catalogue as 050 model. The total cost of the chairs after deducting 2% discount will be Rs. 49000/I would like the chairs to be transported at the address given above with applicable sales tax and handling cost. The total amount will be given to your delivery man. Please issue a receipt for the amount. Sincerely yours Nita Walia (office incharge) Dated:l2th feb. 20.... Sample 2 M/s Acron Electricals 22/c, Main Road Darya Ganj, New Delhi-2 Tel. 3241053 V Fax. 3244155 E-mail: elc@acr.vsnl.net.jn Ref. PR/F/ 2002/ 32 Dated: August 22,2002 M/s Bharat Fans Bharat Complex Hyderabad Industrial Estate Hyderabad-500032 Subject: Your letter of quotation No. SL/F/2002/12 dated August 10, 2002 Dear Sir, Many thanks for your prompt reply to our enquiry letter of July 27, 2002. As we find your prices and terms quite reasonable, we wish to place a trial order as per the list enclosed. As pointed out in our enquiry letter, quality is important. Should the good meet our expectations, substantial orders will follow. Payment will be made within the time limit prescribed in your quotation letter.

Thanking You, Yours faithfully, For M/ s Acron Electrical Sd/-(A.B.Kumar) End: Order List. Partner

5. Complaint Letter

A complaint letter is written when the purchaser does not find the goods up to his satisfaction. It is normally written by the purchaser when he receives wrong, defective or damaged goods or receives incorrect quantity of goods. It can also be written directly to the transit authority when the goods are damaged in transit. Thus, we may define a letter of complaint as the letter that draws the attention of the supplier or any other party on account of supply of defective or damaged goods

Specimen of Complaint Letter M/s Acron Electricals 22/c, Main Road Darya Ganj, New Delhi-2 Website: http://www.acronelc.com Tel. 0183- 3241053 Fax. 3244155 Ref. PR/F/2002/27 Dated: September 5, 2002 M/s Bharat Fans Bharat Complex Hyderabad Industrial Estate Hyderabad 500032 Subject: Complaint regarding fans Dear Sir,

I would like to draw your attention to the fact that some fans are found missing in the parcel, dispatched by you, which I received today. It appears that the following items were not included. Bharat fan super quality 3 (Three) Bharat fan standard 2 (Two) We will appreciate if the above fans are sent to us or the amount credited to our account. Yours faithfully For M/s Acron Electrical Sd/-(A.13.Kumar) Partner

6. Recovery Letter

The letter written by the seller for collection of money for the goods supplied to the buyer is called recovery letter. The aim of recovery letter is to collect money without annoying the customers. The letter should include information regarding the amount of arrears, argument for payment, and last date for payment. The language of recovery letter should be polite, so that the customer is not offended and future transactions with him are not adversely affected.

Specimen of Recovery letter M/s Bharat Fans Bharat Complex Hyderabad Industrial Estate Hyderabad - 500032 E-mail: bh@fan.vsnl.net.in Tel. 508632-35 Fax. 508600 Ref.-SL/ F/ 2002/12 Dated: December 10,2002 M/s Acron Electricals 22/c, Main Road

Darya Ganj, New Delhi-2 Subject: Recovery of dues Dear Sir, We believe that the payment of our bill No. 1713 dated September 2,2002 must have escaped your attention. As the payment is due since long, we would appreciate if you send us your cheque immediately. Please let us know whether payment is being withheld for some special reasons. Thanking you, Yours faithfully, For M/s Bharat Fans Sd/-(Des Gupta) Sales Manager

7. Letters of Goodwill

The letters with a goodwill touch should be brief and to the point. Businessman always take the opportunity to build goodwill by sending letters of congratulations, thanks, appreciation, greetings on festive occasions like Diwali, Christmas etc. The writer wants to build a good personl relationship or to mark success in a particular field.

Features 1. It is a you-attitude letter. The receiver is the most important person or entity for the writer. 2. It is generally direct in its approach, short and sincere. 3. It should be free from ulterior sales motive. The goodwill-building part comes first. However hope for future business may be expressed but indirectly.

Example Solvi Restaurant Mall Road Chandigarh Dear MS. Singh, We are obliged to you for patronizing and encouraging us. We have read your comments and noted the contents. We hope that on your next visit we can satisfy and please you better. We hope you will continue to patronize us and keep providing your invaluable comments which are needed by us to help you serve better all the time. We have added Chinese, sea foods, Muglai delicacies. Yours Sincerely V.V. Sinha Manager 34/2,B-Block, 17-Sector Chandigarh

Q. 30. What are the different layouts of business letters? Ans. There are several styles which are used for writing business letters, But these days tendency is to adopt a friendly style. In busIness world, a proper layout is set by the particular organization in order to avoid inconvenience, confusion, wastage of time. Moreover it also gives the letter a clarity and fOrmal look. The styles used by business organizations include the following: 1. Block Format It is known as Modified Block Format in U.S.A. In this, except date, complimentary close and signature sections which are placed at the right hand margin; all other

parts begin at the left margin. It employs open punctuation i.e. a complete absence of punctuation marks through out the letter. For Example: Stars Electronics 9-Connaught Place New Delhi-110001 Compaq India Feb 4, 2008 Yeshwantpur Bangalore-560022 Sir, Sub: Order for ten Computers Star Electronics is a seventy year old company dealing with computers since 1997. Now we have the reputation of being one of the largest outlets of computers in North India. We have gone through various brochures concerning your products sent by you. We would kike to be a dealer of your Quality computers with 56.6 kbps modem, 38cms Colour Monitor. Initially, we would like to have true input unit and credit period not extending 50 days. Yours Faithfully Purchase Manager

2. Complete Block or Full Block Format In this Format all parts of the letter, except the letter head, are aligned with the left margin. There are no indentations involved in any part. So it saves time. It employs open punctuation. For Example Mrs. Clara Winters

12187 S. Polo Dr. Fairfax, VA 22030 May 9,2008 The Tiny Tots Toy Company 15 Pyramid Way College Park, New Delhi Dear Customer Service Representative I recently purchased one of your Tiny Tents (Model # 47485) for my three-year old. Unfortunately, after viewing the components that came with the product, I discovered that four of the parts were missing. Also, the instructions that came with the tent are incomplete. Both of these situations have resulted in the tent remaining unassembled and unacceptable as a toy for my daughter. I am writing to request replacements for the missing parts, and a copy of the full set of assembly directions for the model I purchased. If reasonable arrangements are not made within ten business days, I will return the tent to the store I purchased it from and expect a full refund. To assist you in processing my request, I am including a copy of my sales receipt and a list of the missing parts. I have purchased other toys manufactured by your company in the past, and have always been impressed with the quality and selection Tiny Tots has made available to its customers. I sincerely hope this is a one-time incident, and that any future purchases I make will live up to the standard my family has come to expect from your company. Sincerely, Mrs. Clara Winters

3 Semi Block Format In this format, mixed punctuation i.e. a comma after the salutation and complimentary close is used. This is similar to block format except that the paragraphs of the letter are indented. Thus each paragraph looks distinct and is clear to read. For Example:

Sons and Brothers Model Town Chandigarh Shiv Ram Furnitures March 2, 2008 Sadar Bazar Ambala Cantt. Dear Sir, Sub: Regarding the complaint of defected furniture With reference to our order no. 43 dated Feb 1, 2008, we regret to say that we have rechecked twenty chairs and fifteen tables out of fifty tables and chairs in damaged condition. They cannot be used in our restaurant. I shall be grateful if you will kindly look into the matter and make necessary adjustments in the bill or provide us with replacement. Yours Faithfully, Ram Lal Sons and Brothers Chandigarh

4 Indented Format This is the oldest form of a business letter It is usually prevalent in personal letters In this each new element is indented two or four spaces Dateline is aligned along the right hand margin. The complimentary close and signature section are typed towards the right hand margin. Close punctuation is involved on this format i.e.a free use of commas after salutation and complimentary close and after the name and address For Example: 1400 Main Street Springfield, Kansas-22465 Ms. Anna Brown, Feb 2, 2008 Department of Linguistics, Oxford University,

1415 University Drive, England. Dear Ms. Brown, I want you to know you have an exceptional employee, Dorry Richards, in your support division. Her calm, patient manner was a great help to me when my frustration was at an all-time high. Her knowledge of the software and her remarkable problem- solving abilities are rare indeed. If the quality of a firms employees is an indication of future success, then Richards Corporation has a very bright future. Sincerely, John Richards Advisor. 5. Hanging Indented Format This style is like block style except that the first line of each paragraph is aligned with the left margin whereas all other lines in each paragraph are indented four or five spaces. Mixed punctuation is involved in this style. It consumes lot of time and looks awkward. Therefore this style was never popular in the business world. For example: Ramji Lal and Sons Model Town Chandigarh The Purchase Officer Jan.l, 2008 Raj Exporters 48- Shastri Market Jalandhar Dear Sir, We hope by now you have gone through our catalogue of toys we sent you on 28 dec.,2007. As you have seen number of new toys which are being made for this year in our catalogue. These are meant not only to delight but also to instruct children by demanding the use of a high degree of intelligence even while the

pla. We specially draw you are attention to the items on pages 2 and 4. These are likely to become popular in the countries to which you have been exporting. Kindly order us the items which you require. We shall send them to you on last years terms and conditions. Yours Faithfully, Ram Singh Manager(Marketing)

6. AMS(Administrative Management Society)Simplified Format The Normal Simplified Format or Style It resembles the full block style except that the salutation and complimentary close are omitted. The term subject is omitted, the subject line is written in capitals and is typed where the salutation is placed. The senders printed or type written name below his/her signatures at the closing is in capitals. Though this style is gaining popularity, yet some people avoid its usage on account of its being mechanical and impersonal. For Example: Raman Electronics Connaught Place New Delhi Feb 6,2008 Pritam and Sons Shastri Nagar Jalandhar REFUSAL TO EXTEND CREDIT We are pleased to receive your order of Jan 30,2008 for a further supply of electronic goods. However, owing to the current difficult conditions we have had to try and ensure that our many customers keep their accounts within reasonable limits. Only in this way we can meet our own commitments. At present the balance of your account stands at over Rs. 20000. We ensure that you will be able to nil the balance before we grant credit for further supplies.

We should be grateful to you if you will send us the cheque and could arrange to supply the goods now requested. Sawan Malhotra SAWAN MALHOTRA THE MANAGER

The structure, layout and form of a business letter reflects the character of an organization. Each element of structure performs a specific function and its presentation and layout are determined by years of use. One should follow what is in vogue in the world of business. Full Block Format is most common these days and it is advisable to use this format for writing business letters.

Q. 31. Define memorandum? Describe the format of memorandum? Ans. Business memos are a piece of interoffice correspondence sent between employees in the company to transmit ideas, decisions, requests or announcements. It is an efficient and effective way to convey information within an organization, including members of department, upper management, employees at another company location, etc. They are more private and more formal than e-mails but less formal than letters. They can also be compared to reports. Each memo should be about a single idea or subject. Format A memorandum is written using a specific format accepted by the office. The usual structure for a memorandum includes:

MEMORANDUM To: The person receiving the memorandum. From: The person writing the memorandum. Date: A formal manner of writing the date, e.g. April 20th, 2008 Subject: A short title descriptive of the topic in discussion in the memorandum. Introduction: explaining why the memo has been written and what topic is to be discussed. Body: discussing the topic in detail. Conclusion : Explaining what will happen or should happen next, when the followup will occur and why the date is important. Use an objective writing style: Memos are formal pieces of writing in which you should never include statements that are based purely on your own opinion. You should avoid writing I believe, I think, or I feel in your arguments and remain as objective and unemotional as possible. Consider the following: Subjective: I have looked at the three options of the training programs, and I feel that the employees would like the first one the most. Objective: A careful examination of the three training programs shows that the first would be the most beneficial and effective for employees. Example of Memo Memo requesting for Information To: Faculty, Business Education Department From: Mr. S.K. Sharma, Chairman, Business Education Department Date: May 5, 2008, Subject: Film Catalogs for Faculty Use In order to reduce the time it takes to screen and select appropriate films we are putting together a catalogs of those films which have been used effectively in Business

Education classes. Please submit to the office the following information: 1. Film title and approximate length. 2. One-paragraph description of the main points made in the film. 3. one-paragraph description of how the film relates to the course in which it was used. Please provide this information by May 25,2008. Shortly, thereafter you will receive your copy of the completed catalogs. Through the cooperation of all faculty members in this project, all of us will benefit. Example 2 TO: All representatives FROM: Sue Button, Sales Representative DATE: 18 November, 1997 SUBJECT: Ordering recycled paper from Browns All representatives should be using recycled paper by now. It is available through the usual ordering system, but must be filled out on special order forms (sample attached). Be careful when filling in the form to complete the following information: Indicate the number of pages, rather than the number of packets. Discounts apply if you order one month in advance. Postage and freight must be added to every order. All representatives can choose the colours of the paper they want to use. Once you choose your colours, please stick with your choice.

Q. 32. What is the difference between Memo and Letter or A memo is in the nature of letter and yet not a letter. Explain. Ans. Memos and letters are the two most common types of business communication. Memos resemble letters in that they communicate information and are commonly used in the world of business writing. However, memos differ from letters in several important ways: Memos are almost always used within an organization, including members of your department, upper management, employees at another branch of your company in another city, etc. Memos are usually unceremonious in style

 Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction) Memos are short and to-the-point Memos have a direct style Memos do not have a salutation Memos do not have a complimentary closing Memos have a specific format that is very different from a business letter

Q. 33. You are Public Relations officer of Eve Formulations Pvt. Limited. You have been asked to draft a memorandum to the office staff about the companys annual business conference. Include relevant Information. Ans. Eve Formulations Pvt. Ltd. New Delhi Ref. No. DKB/56/08 To: Staff Members of company From: R.K.Gupta, Public Relations officer Date: 5th May, 2008 Subject: Information regarding Annual Business Conference This is for the information of all the staff members that our company is organizing annual business conference on May 182008 at Conference Hall. Staff members of various departments are requested to complete their files and prepare annual reports regarding production, sales and profits earned by the company. Mr. Shyam Banerjee, G.M. will read the annual report of the company and will give us instructions for the further development of the company. Staff members are requested to occupy their seats at 2.30p.m. sharp on that day R.K.Gupta Public Relations officer.

Q. 34. Define Notice. What is to be included in Agenda?

Ans. Notice is the formal invitation to shareholders, directors, and other members entitled to attend the meeting. It specifies the date, time, place and purpose of the meeting. Notice should be circulated to all the members within reasonable time before the start of the meeting. A notice must mention the items of the business to be conducted at the meeting. The company secretary should look to the following points regarding the notice: It should specify the nature of the meeting whether it is annual meeting, board meeting etc. It should clearly state the day, time and place of the meeting. It should be sent within time through post to all the persons entitled to attend the meeting. It must be absolute and unconditional. AGENDA The programme of business to be dealt with at a meeting, usually in the form of a numbered list of items. The agenda is a statement of business to be discussed and transacted at a meeting. It consists of a list of things to be done or a summary of points and questions to be discussed or considered at a meeting. It is prepared by the Secretary in consultation with the Chairman. At the meeting, the business is normally conducted in the order in which it is listed in the agenda. It may be drafted on a loose sheet of paper and can be given as n annexure to a notice or circulated separately. Elements of an Agenda Following are the elements of an Agenda: 1. Name of the organization/group and the date of circulation 2. The day, date, time and place of meeting 3. The name of meeting, indicating its purpose. 4. To read agreed minutes of the previous meeting. 5. Matters arising from other minutes. 6. Items in the main part of the meeting. 7. The venue, date and time of the meeting. 8. Signature of the Secretary.

It is a bare statement enumerating the items and headings of business to be done at the meeting. e.g. 1. Approval of minutes 2. Cash position of company 3. Confirmation Of cheque drawn 4. To fill up casual vacancy 5. Companys investments 6. Transfers,etc.

Q 35 Write a notice with a detailed agenda for the meeting of staff members of the college regarding the preparation for the Annual Function. Ans. DAVIET, Jalandhar Febl5,2008 Notice Notice is hereby given that the meeting of cultural committee along with the Cultural Head will be held in Conference hail on Feb18, 2008 at 1.30 p.m. Following agenda has been approved by the Principal for circulation among the members of the cultural meeting. Agenda 1. Confirmation of the minutes of the previous meeting. 2. Formation of in-charges of different cultural items. 3. Allocation of duties. 4. Chalking out of rehearsal schedule. 5. Fixing of final date of Function. J.S.Singh To All the Members of Cultural Committee Secretary

Q. 36. Define Minutes. What are the different types of Minutes? Ans. The official record of the proceeding and decision of a meeting

Minutes are essentially records of decisions of meetings set out in the form of resolutions. Usually, it is the Secretary who takes the minutes during the meeting of what is said and decided. If there is no secretary, the Chairman must assign the task to one of the participants, preferably a volunteer. In order to allow for the minutes-taker to pay the best attention possible, he or she should not be a participant in the meeting their sole responsibility should be that of taking the minutes. The minutes-taker should sit as close as possible to the Chairperson. It will make easier for that person to clarify any points that might have been made. The minutes-taker should have a list of all attendees .at the meeting and a copy of the Agenda. For the record, it should be noted if any of the attendees arrives late or leaves early Minutes become final only when they have been read at the next meeting, approved by the members and signed by the Chairman. These are circulated among all members who attended the meeting, to members who should have been there but were not, so that they should know what happened and what was decided at the meeting. Types of minutes: (a) Verbatim minutes These are used primarily in court reporting where everything needs to be recorded word for word. (b) Minutes of Narration these include concise summary of all the discussions that took place and important details. This style of minutes is considered a legal document. (c) Minutes of Resolution The main conclusions which are reached at the meeting are recorded. These are usually used for minutes of AGMs and other statutory meetings. It is important to note the exact wording of any resolutions passed.

Q. 37. At the second meeting of Staff members of Cultural Committee of DAVIET, Jalandhar. The following business was transacted : Minutes of last meeting, Special Classes for training students for cultural activities, formation of special stage for students, providing refreshment to students. Assume that you

are Secretary of Committee, write the minutes of last meeting and invent the necessary details. Ans. DAVIET, Jalandhar Minutes of the second meeting of the staff Cultural Committee held at 1.30 p.m on Saturday, Feb 9,2008.