SBI PO Descriptive Test Reference Guide

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Quick Reference Guide for SBI PO Descriptive Test
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riends, the Descriptive Test is very crucial for SBI PO Exam. It is of 50marks.
You should qualify in this test by securing passing marks (around 20 to 23). So
here we are giving you the detailed study material of SBI PO Descriptive Test.
This material not only helps you to get the clear idea on the concepts but also helps you
write on your own. We tried our best to make this pdf file simple and precise. We hope
this will help you in your preparation.

Before going into details, lets have a look at some important points you should keep in
mind while writing Descriptive Test.

Important points to keep in mind

Don't use difficult terminology unless and until you know the proper meaning and
usage of the term.
Dont use chatting language (dis, dat, tuk, plz, c u etc.,).
Check your spellings and grammar.
Spend some time on reading what you have written.
Make sure each sentence has a subject.
Make sure your subjects and verbs agree with each other.
Check the verb tenses of each sentence.
Make sure that each sentence makes sense.
Dont disclose your address and other contact details. You can write some random
details or simply put (xxxxx)
Take care of your handwriting. It doesnt have to be beautiful, but it should be
readable at least.
Be concise and keep to the point, but don't leave out any important information.

According to the SBI PO 2014 notification, The Descriptive Test consists of the
following topics,
Prcis Writing
Letter Writing
Essay Writing
Comprehension

Now lets see the topic wise study material and tips.

Pr cis Wr it ing

Introduction :

Origin of the word Prcis :
The word prcis (not Prcis, but we actually got used to type it in this way.. so no
issues....you should pronounce it as pray-see) is cognate to the word prcise coming
F

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from a Latin word meaning to cut. It has been variously referred to as abbreviation,
subtraction, abstract, summary, and condensation. A prcis, then, is a cut version
of the original, retaining the main ideas and omitting all or most of the examples and
secondary ideas.

What is Prcis Writing ?
Prcis writing shortcut tips as we discussed in the above paragraph we can simply say, A
prcis is a Short Summary. It is not a paraphrase, which merely says in different and
simpler words exactly what the passage being paraphrased has to say. A paraphrase may
be as long as the passage itself whereas a prcis rarely is more than one-third the length
of the original selection and may be only one-fourth as long (for bank exams' descriptive
section, its advisable to limit your prcis to the 1/3rd of the given paragraph.

A prcis gives only the "heart" of a passage. It omits repetition and such details as
examples, illustrations and adjectives unless they are of unusual importance.

A prcis is written entirely in the words of the person writing it, not in the words of the
original selection. Avoid the temptation of lifting long phrases and whole sentences from
the original. It wont help you. And in fact it may lessen your good impression and may
lead to less score in the exam.

As we've already mentioned above, a prcis is written from the point of the author whose
work is being summarized. Don't begin with such expressions as "The paragraph means"
or "The author says".. etc... Just begin as though you were summarizing your own
writing. Now lets see some important tips on How to write good precise for SBI PO
Exams.

In writing a prcis just proceed as follows :

Read Carefully, sentence by sentence, the passage to be summarized. Try to grasp
the writer's main point. Spotting the topic sentence will help. As you read, take
brief notes to be used in your writing.
When you have finally decided what the author's main point is, write it out in
your own words. Do not use the wording of the original except for certain key
words which you may find indispensable. If you cant translate the idea into your
own language, you do not understand them very well. Be especially careful not to
rely too much on the topic sentence. Do not add add any ideas or opinions of your
own.
Revise your writing until you are sure that you have given an accurate summary.
Usually you will find your prcis is too long, if it is more than one-third the length
of the original. Continue your revision until you have reduced the prcis to the
proper length. In this careful revision lies the principal value of the prcis as a
composition exercise.
A prcis should reduce the lenght of the original passage by at least two - thirds.

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Every important idea must be retained, preferably in the order in which it appears
in the original.
Unimportant points, including details, illustrations and anecdotes, should be
discarded.
A first draft of the prcis should be written, then checked to see that it contains
the main ideas of the passage.
Although you should be as brief as possible, guard against being so condensed
that you obscure the point of passage.
Try to capture the tone or feeling of the original, particularly if it is deliberately
humorous ironic or biased.
Check the draft for expression errors, repetition or vague phrasing; then write a
smoother final version.

Important Techniques to Compress the Given Data for Prcis Writing

A good prcis is without all superfluities. This is not quite easy to achieve and requires a
lot of patience, hard work and practice. Certain devices, like one word substitution, help
to reduce words in a prcis and assists in compressing it.

Something a single word is sufficient fro many. Hence the more one-words you know,
the better for you. This requires vocabulary development which extensive reading and
god dictionaries and other sources can provide.

For clear understanding, have a look at the following examples.
One who is not professional Amateur
An assembly of hearers Audience
A battle or match in which neither party wins Drawn
Fit to be eaten Edible
That which cannot be conquered - Invincible

Sentences can be compressed in two ways
1. by removing redundancies and ornamental expressions, and
2. by combining a number of sentences into one sentence.

Examples :
When sorrows come, they do not come alone but in battalions
o you can compress the above sentence and simplify it as Misfortunes
never come alone
The thunder-storm continued unabated and did not cease until after it was dawn
o you can compress the above sentence and simplify it as The thunder-
storm continued till dawn
I was standing at the gate. it was the time of sunset. At that time a carriage drew
up. The carriage contained a gentleman. The gentleman was middle aged.
o You can compress the above sentence and simplify it as While I was
standing at the gate at sunset, a carriage containing a middle-aged
gentleman drew up.

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A paragraph consists of a number of sentences dealing with a single topic or idea. It has
thus a unity of purpose and is quite easy to summarize. The first sentence generally states
the theme. Each sentence develops the subject in a logical manner. All sentences which
elaborate or explain the main idea are omitted while writing a prcis. We deal only with
the crux of the paragraph.

Now let's have a look at a sample prcis.

Trees give shade for the benefit of others, and while they themselves stand in the sun and
endure the scorching heat, they produce the fruit of which others profit. The character of
good men is like that of trees. What is the use of this perishable body if no use is made of
it for the benefit of mankind ? Sandalwood, the more it is rubbed, the more scent does it
yield. Sugarcane, the more it is peeled and cut up into pieces, the more juice does it
produce. The men who are noble at heart do not lose their qualities even in losing their
lives. What matters whether men praise them or not? What difference does it make
whether they die at this moment or whether lives are prolonged? Happen what may, those
who is unprofitable to a man who does not live for others. To live for the mere sake of
living one's life is to live the life or dog and crows. Those who lay down their lives for
the sake of others will assuredly dwell forever in a world of bliss.

Now they will ask you to make a prcis out of the above paragraph and put a suitable title
for it. Make it the habit of reading twice before going to write prcis. First read little
slowly because you are new to this para. Later read lil faster and try to pick important
points mentioned in the paragraph.

What will be the suitable title for our prcis ?

Life of trees? Smell of Sandal wood? Death of good men? or Juice of Sugar Cane? See,
don't confuse with the lines. Try to pick the soul of the paragraph. About what they are
talking of. Now just think of a suitable name for the above para .

Appropriate title would be : Good Men Live for Others

And now you should write prcis... Remember all the points we've discussed in our
earlier prcis writing tips. Just pick important points from the given para and write them
on your own. All the best.

Prcis (The final Answer) : The character of good men is like that of trees. They live for
others and do not lose their qualities even in losing their lives. They always follow the
right path. Praise is immaterial to them. To live for one's own sake is to lead the life of
beasts. Only those who lay down their lives for others will live forever in a world of bliss.

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Summary : Important Rules of Prcis writing for SBI PO

1. Read the given passage carefully and understand it thoroughly.
2. Underline or jot down all the essential ideas in the passage. This requires the skill
of understanding what is essential and what is inessential. Details, elaborations,
explanations, repetitions and such inessential items should be excluded. Only the
essential points should be jotted down.
3. Find out the central idea of the passage and use it as the title of the prcis. The
title should not be long. A sentence should never be used as a title. The title of a
prcis must be always a phrase. If suitable, a single word may be used as a title. It
is essential that you should give a title to the prcis.
4. Using the essential idea which you have underlined or jotted down, write out a
rough draft.
5. Observe the following principles while writing the prcis.
a. Never repeat any idea in the summary.
b. Do not add any new idea to the summary.
c. Do not omit any essential idea.
d. See that there is logicality in your summary.
e. There should be continuity of thought in your summary.
f. Your summary must have unity. That means, it must have completeness.
g. Whatever may be the number of paragraphs in the given passage, your
prcis must comprise only one paragraph.
h. Do not reproduce sentences from the original passage. You must write
your prcis in your own English.
6. Your prcis must be one-third of the given passage. This is the normal limit.
7. Your prcis must be written in simple, effective and idiomatic English.
8. Your prcis must be free from errors of grammar, spelling, structure, usage etc.
9. If the passage is in the first person, you may retain the first person if do not know
who the author of the passage is. If you know who the author is, you can use the
third person in your prcis.
10. The direct speech found in the prcis may be retained if it conduces to brevity; if
not put it in indirect speech.
11. Do not add any critical comments to your prcis.
12. If there is a phrase or a sentence which can be replaced by a single word, use that
word in the place of the phrase or the sentence.
The most important thing is that your prcis must be a summary of the original passage
written in your own words.
Use the proper punctuation marks wherever necessary.
Write out a fair draft of the prcis, after you are satisfied that the rough draft is correct
in every aspect.
The prcis must retain the tone and the spirit of the original passage.

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Reading Compr ehension

How to Get Good Marks in Reading Comprehension ?

Now a days, almost every competitive exam asking reading comprehension questions. In
these type of questions, they will give you a passage / comprehension and will ask you to
read that and answer the questions followed by that passage. Actually this Reading
Comprehension section is designed to test the ability of the student to read a passage and
understand its contents and his ability to draw inferences on the basis of what is read. In
simple words, the student's ability to grasp the contents of the passage in a relatively
short span of time is what is being tested.

The Student is expected to read the given passage, understand its contents well and
answer the questions given at the end of the passage. All this to be completed in the
limited time that is given.

There are two important skills you should develop to do well in reading comprehension.
Those are,
1. Reading Rate
2. Understanding of the Passage

Lets have a look at each of them individually to get a clear understanding, before we get
into the techniques of attempting Reading Comprehension.

The reading skill cant be evaluated on a number of words per minute scale, but reading
rate can definitely be measured. A person who can read faster can answer more
number of questions in the given time than a person with slower reading speed,
Other things remaining the same. It is this reading rate or your speed of reading that you
have to aim at improving. There is no overnight solution to this. Constant and extensive
reading will improve your reading rate. Check your reading speed today (take any
passage, count the number of words, clock the time taken by you to read it and calculate
the speed in words per minute) and keep a record of it. Then, keep checking your speed
regularly and tabulate the same. Check whether your speed has increased over time with
practice. However, do not become complacent if your speed has increased.

This brings us to the second point.. i.e., understanding of the passage. A person may be
able to read the passage much faster than others but if he is not able to answer the
questions pertaining to the passage, then the speed is of no use at all. it is very essential to
grasp the meaning of the passage while reading. While you are reading, you should
constantly think, evaluate, reason out, judge and co relate with what has already been
read. A good vocabulary would enable you understand the nuances and grasp the
meaning of various issues discussed in the passage. While an attempt can be made at
pointing out various categories of questions that may be asked and give a variety of tips,
you will basically have to draw on the resources built by wide and extensive reading and
rely on your own vocabulary. No training will possible regarding understanding and

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analyzing the problem. However, we are going to take you through an extensive set of
tests followed by this article to ensure that you get thorough practice in Comprehension
Reading.

In addition to good vocabulary, also needed is the ability to zero in on the central theme
of the passage. This can be developed with extensive reading practice as well as proper
concentration at the time of reading the passage. You should also consciously develop
the habit of correlating each new sentence read with the part of the passage already read
and mentally form a linkage of all ideas expressed in the passage while simultaneously
weeding out redundant statements.

The passage given in competitive exams (especially for bank exams) do not conform to
any standards as regards the subject matter or the length of the passage. While the
subjects covered can be as wide ranging as Economy, Sciences (like Botony, Zoology,
Chemistry, Physics, Astornomy), Social Sciences (like Pshycology, History, Politics,
Sociology), Humanities (like Literature, Art, Music) or Current Topics (Social, Political,
Economical), the student is not expected to have any prior knowledge of the topics
given.

The passages will sometimes be very complex in nature while others will be simple in
nature and easy to understand.

The questions themselves can pertain either to parts directly contained in the passage or
related to implications and inferences. Sometimes you may be asked to comment on the
tone of the passage or to choose a title for the passage or to identify the main idea in the
passage but you are hardly ever asked for your opinion on the passage.

Important Tips for Reading Comprehension

What to read first? The given Passage or Questions?
There are people belonging to both schools of thought. But it is preferable to read the
passage first to get a grasp of the broad ideas the author is trying to communicate and
then take up the questions one by one. In the process of going through the passage
initially, underline key words and phrases as well as some important points in the passage
(for online exam you cant mark anything so better keep important words in your mind
instead of writing anywhere). Then, when you go through each question, get back to the
relevant portion of the passage, read it more thoroughly this time and then answer the
question.

As mentioned in our previous post, the following are the major categories of questions
that are asked :

1. Main idea of the passage / title for the passage
2. Specific details basically reproducing what is given in the passage
3. Drawing inferences / implications

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4. Determining the meaning of words / phrases as used in the passage or by the
author
5. Application of the ideas expressed in the passage to other situations

Where you have to choose a title for the passage or identify the main them of the
passage, check the opening and closing sentences of each paragraph particularly the
opening sentence of the first paragraph and the last sentence of the last paragraph. At the
same time, be wary about too specific or too broad choices in the multiple choices given.

We are planning to give you a number of practice tests on Reading Comprehension as
this is one of the crucial area of Competitive Exams. We hope these tests may enable you
to get sufficient practice in this important area. Please remember that in this area, unlike
in other areas like Maths or Reasoning where you will be able to assess for yourself how
much of new knowledge you have added on and how much of improvement in speed you
have achieved, there will not be such clear indicators. However, performance in reading
comprehension will improve only with practice and that requires a lot of effort and
determination on your part.

In addition to the online tests you take from this blog, you will have to put in at least 45
minutes of reading practice per day to improve your reading speed and comprehension.
You need to take up serious reading material for practice - News Papers Editorials,
editorials in general magazines like India Today or Business Magazines like Business
India or other articles in such magazines, general books on a wide variety of subjects like
Psychology, Sociology, Technology, etc. For each article or part of a book that you are
reading , go through the process of reading, writing down from memory a few important
points from what you have just read and then checking back with the text whether any
important points got left out. This exercise done regularly over a period of time will
certainly help you improve your reading speed as well as your ability to understand and
retain what you read. But, as already mentioned, only regular practice can help you in this
regard. All The Best...

That's all for now friends. In our next post we shall discuss some more practical
techniques to improve your reading speed. Happy reading :)

Essay Wr it ing

Choosing the topic:
you will be given 3 or more topics and you have to chose one among them. If you
observe the previous questions of SBI PO Descriptive test, then you will notice that, One
of them will be related to Economy / Financial issues or something very close to it which
we can attempt only if we have proper idea / knowledge on it. The second one will be
related to social causes like Dowry, Unemployment, Women empowerment e.t.c. The

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third one will be very very general topic like role of youth in politics, impacts of
globalization or urbanization e.t.c (no need to be in the same order).

Important points to Note :
Personally we suggest you NOT TO chose the topic which involves numbers,
dates, bunch of technical details and names in it, unless and until you have good
command over them.
Introduction and Conclusion : These are the very important parts of any essay.
You can get full marks if you can properly manage these two parts of your essay.
Your introduction should be to the point and should not more than three lines.
Starting introduction with a related quote is always a plus point. It not only makes
your essay bit lengthier but also gives a good impression about your essay writing
skills. And conclusion must be very clear, prcise and it must be related to what
you have stated in the whole essay.
Make few questions on your topic (based on the topic) like its history / present
usage / causes / reasons / advantages / disadvantages / analysis of the issue on
society point of view / your perception on it etc.
Your body of essay should be minimum 2 paragraphs, 3 is preferable.
Pick a key term and define it. Often, definitions are combined with classification
or other forms of organization in the essay. You need to give a careful definition
of the key term before going on to discuss different types or examples.

There are 3 parts in an Essay. Those are,
1. Introduction :
2. Supporting Paragraphs :
3. Summary Paragraph :

Introduction

What is an introduction paragraph?
The introduction paragraph is the first paragraph of your essay.

What does it do?
It introduces the main idea of your essay. A good opening paragraph captures the interest
of your reader and tells why your topic is important.

How do I write it ?
1. Write the thesis statement. The main idea of the essay is stated in a single
sentence called the thesis statement. You must limit your entire essay to the topic
you have introduced in your thesis statement.
2. Provide some background information about your topic. You can use interesting
facts, quotations, or definitions of important terms you will use later in the essay.
Example:
Hockey has been a part of life in Canada for over 120 years. It has evolved into an
extremely popular sport watched and played by millions of Canadians. The game has
gone through several changes since hockey was first played in Canada.

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Supporting Paragraphs
What are supporting paragraphs?
Supporting paragraphs make up the main body of your essay.

What do they do?
They develop the main idea of your essay.

How do I write them?
1. List the points that develop the main idea of your essay.
2. Place each supporting point in its own paragraph.
3. Develop each supporting point with facts, details, and examples.
To connect your supporting paragraphs, you should use special transition words.
Transition words link your paragraphs together and make your essay easier to read. Use
them at the beginning and end of your paragraphs.

Examples of transition words that can help you to link your paragraphs together:
For listing different points
o First
o Second
o Third
For counter examples
o However
o Even though
o On the other hand
o Nevertheless
For additional ideas
o Another
o In addition to
o Related to
o Furthermore
o Also
To show cause and effect
o Therefore
o Thus
o As a result of
o Consequently

Like all good paragraphs, each supporting paragraph should have a topic sentence,
supporting sentences, and a summary sentence.

Summary Paragraph

What is a summary paragraph?
The summary paragraph comes at the end of your essay after you have finished
developing your ideas. The summary paragraph is often called a "conclusion."

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What does it do?
It summarizes or restates the main idea of the essay. You want to leave the reader with a
sense that your essay is complete.

How do I write one?
1. Restate the strongest points of your essay that support your main idea.
2. Conclude your essay by restating the main idea in different words.
3. Give your personal opinion or suggest a plan for action.

Example :
Overall, the changes that occurred in hockey have helped to improve the game. Hockey is
faster and more exciting as a result of changes in the past 120 years. For these reasons,
modern hockey is a better game than hockey in the 1890s.

Now having outlined your ideas as mentioned in above, you are now well equipped for
writing the essay. You have to execute your plan through paragraphs. Each paragraph
normally deals with one key point and the supporting information or ideas as pointed out
earlier. As long as you observe this principle, your sentences will be automatically linked
to each other. A few paragraphs and an appropriate introduction and conclusion make a
good essay. Lets see some classic examples now

a. Paragraph Writing : Each paragraph will have a beginning, a middle and an end.
Generally you should begin a paragraph with a topic sentence. Supporting information or
ideas can be given in the succeeding sentences either in a parallel manner or linked to
each other in a chained manner.

Read the following Paragraphs

1. 'Road accidents are common in India. Recently, 50 people were killed in an
accident on Pune - Bangalore highway. Last year a bus collided into a truck
taking the life of 30 passengers. In 1996 a bus carrying 60 passengers plunged
into a river leaving nobody alive. Thus, road accidents are fatal'. Look at the
arrangement of sentences. The main idea or key point is stated in the first
sentence. The remaining sentences give an example each illustrating the topic.
Though the examples are not related to each other, they are linked in a parallel
manner to the topic sentence.
2. Road accidents are common in India. Indian Roads are mostly responsible for
accidents. Accidents take place due to bad roads and reckless driving. Drivers are
normally less paid and some have bad habits. Drinking is one of the major causes
of accidents. Whatever the reasons, road accidents are fatal.

Look at the last and the first words of each sentence in this paragraph. The repetition of
words helps establish a link between the sentences. It also indicates that the same idea is
continued or extended in the succeeding sentence. This kind of linkage is called chaining.

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b. Introduction and Conclusion : Introduction is one of the most challenging sections to
write. It has to catch the attention of the reader, establish a relationship with him / her,
introduce the topic, set the tone and, by doing that, control the reader's expectations. Let
us consider a few examples.

The essay entitled 'An Ascendancy of Man' written by Paul R. Ehrlich begins with the
following sentence : "The most starting terrestrial event in the two-billion year history
of life on the earth has been the rise of the species 'homo sapiens' to its present position
of global pre-eminence...'
J ane Austen begins her books Pride and Prejudice with the following sentence : "It is a
truth universally acknowledged, that a single man in a possession of a good fortune, must
be in want of a wife".

Both the introductions not only catch the attention of readers, but also state the topic.
Apart from being statements of irrefutable facts, they are put in carefully selected words
Each one of these beginnings very effectively indicates what is going to follow.

Concluding an essay is equally challenging. It has to appropriately summarize the essay
or highlight the main points. At the same time it is advisable to make the conclusion
interesting. An essay can also be concluded with a moral or a striking contrast with
something that has gone before in the essay. Look at some examples given below.

1. The essay 'All About a Dog' by A. G. Gardiner portrays the character of an ill-
mannered bus conductor, Being a witness to his rude behavior, the author gives
him a piece of advice, and the essay is concluded as follows " "He took it very
well, and when I got off the bus he said 'Good night' quite amiably".
2. Violet Markham in ' Women in Our Changing Society' writes about the
emancipation of women and mentions, in this connection, different milestones /
landmarks in history. She sums up this essay as follows : 'One after another the
barriers about her had fallen. Today she is a free agent as never before'.

Both these conclusions adequately summarize the essays. In almost a scientific manner, a
cause and effect relationship is established. We seen the conclusion as a natural outcome
of whatever happened before.

Let t er Wr it ing

People have been writing letters for centuries. Before the telephone and the Internet,
sending a letter (by messenger, and later by post) was the only way to communicate with
someone who was geographically distant. Even with all our modern technology, letters
havent become obsolete. Most of us will write many letters during our business life :
perhaps including a covering letter to accompany our resume, a letter to be sent to
customers of the bank (being a manager), or a thank you letter after an interview or other
opportunity.

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You will get one question on letter writing in SBI PO Descriptive test. So now, we will
take you through the formats and common types of letters that youre likely to encounter
in the exam.

Formal and I nformal Letters Formats

The letters can be broadly classified into two types. Those are
1. Formal Letters (Business Letters) and
2. Informal Letters (Personal Letters).

Personal / Informal Letters
An informal / personal letter has six parts, besides the address on the envelope. These six
parts are :
1. The address of the sender
2. The date
3. The salutation or greeting
4. The body of the letter (communication)
5. The subscription or complimentary close
6. The signature

Here is the format of a letter

1) The address of the sender
2) Date
3) The salutation
4) The body of the letter
5) The subscription
6) The signature

Now let us discuss these parts one by one

1. The address of the sender : As shown in the format, this is to be written on the top
right-hand corner of the page. The punctuation mark (i.e., the comma) is essential at the
end of each line. At the end of the last line of the address, put a full stop.

For example :

Gr8AmbitionZ
South Ambazari Road,
Nagpur - 44 00 22

2. The date : The date is written just below the sender's address :

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Example :

Gr8AmbitionZ
South Ambazari Road,
Nagpur - 44 00 22
* 5th June 2014

Put a full stop after writing the date.
There are two important ways of writing the date.
June 5, 2014 and 5th June, 2014.

3. The salutation : This will depend on the relation in which you stand to the person to
whom you are writing.

When writing to a friend, address him / her by name : e.g : Dear Shivani

If you are writing to the members of your family, you can write : Dear Dad, Dear
Mumma, etc..

The position of the salutation or the greeting is at the left-hand of the first page, on the
next line after the date.

4. The body of the letter : This being the most important part of the letter, must be simple
and pleasant to read.

The tone of the letter must be personal, you should write as you would speak to the
person.

Let us discuss some important aspects of letter-writing :
To mark the changes of subject matter, divide your letter into paragraphs.
Say directly and clearly whatever you want to say. Use short and simple
sentences.
Put down your ideas in logical order.
Write in a clean, neat and tidy writing, (legible) as your correspondent must
understand what you want to say.
Be careful of your punctuation, as incorrect punctuation marks may change the
whole meaning of a sentence.

5. The subscription : The subscription or complimentary close must be written below the
last words of the letter, and to the right-hand side of the page.

The most common form of closing the letter to both friends and relatives is : (use any of
the following)

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Yours affectionately,
Ever sincerely,
Yours,
Love,

The common form of closing a letter to friends is :
Yours sincerely,
Your sincere friend,

To parent is :
Your loving son / daughter,

Use a comma after the subscription. Note that there is no apostrophe in yours.

6. The Signature : This must come below the subscription and more to the right : For
example

Yours faithfully,

Note that the first letter of the first word of the address, salutation, body of the letter,
subscription and signature must begin with capital.

The address on the envelope though exactly not a part of the letter, is also to be written
neatly.

Write it in the centre, towards the lower-half of the envelope. The first must give the
name of your correspondent, then begins the address. Write the pin code number. The
titles "Mr", "Mrs", and "Miss" are to be used before the names.

Formal or Business Letter Format

A business letter differs from the personal letter in two ways. Firstly in form, and
secondly in the language.

A business letter is written for a specific purpose. It's aim is to transact some particular
business. Hence you have to be very precise and to the point in writing a business letter.

A business letter has 7 parts. Those are
1. Sender's address.
2. The date.
3. The inside address.
4. The salutation.

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5. The body of the letter.
6. The subscription.
7. The signature.

1. The Sender's address : This part corresponds to the sender's address in a personal
letter.

2. The date : It is to be written in the same order as the personal letter; below the
sender's address.

3. The inside address : This is an addition. The position of the address is on the left, two
or three lines below the line of the date.

Example :

Sender's address,
Date :

To
The Administrator,
Gr8AmbitionZ,
South Ambazari road,
Nagpur - 44 00 22.

4. Salutation : It should be written off the next line after the side address is completed :

The Administrator,
Gr8AmbitionZ,
South Ambazari road,
Nagpur - 44 00 22.

Sir,

Put a comma after Sir, (salutation). If the letter is addressed to a woman, the form is :

Madam, - (Never write Dear madam)
If you know the person to whom you write the letter, then use,

Dear Mr. Reddy, or Dear Mrs. Sharma,

The title Mr., Mrs., or Miss, is placed before the name only.

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5. The body of the letter : This is unlike the personal letter. Make your letter clear, to
the point and courteous. Do not write any unnecessary and unwanted details. It must also
be complete. All the information that is required must be given.

6. The subscription : The most common forms are :
Yours faithfully,
Yours truly,

If you have used a personal name in the salutation, the form of the subscription should be
:
Yours sincerely,

7. The Signature : In a formal letter, sign your name in full - not just the initials. Below
the signature. Write the date. Below it, write the name of the sender into brackets in
capital letters. If necessary, write the position of the sender.

For example,
Yours faithfully,
(Shivani Sharma)
Asstt. Manager,
SBI

Till now weve discussed about various letter formats. Now lets see the types of letters
along with some useful writing tips. We shall start with business letters first, then
mention some tips for personal letters too.

Business Let ter w riting Tips

The standard format of a business letter varies from country to country, and
standards often arent set in stone. No need to be too humble in writing any of these
letters. Avoid the terms like Respected sir and yours obediently as they teach us in
our school days, no matter how respectful you are towards the receiver. Just use the terms
Dear Sir and yours truly / yours sincerely / yours faithfully.

Job Applications
When writing a letter as part of a job application, remember that it will give the
employer their first impression of you. Always :
Ensure that you have provided all the information requested.
Your qualification should be similar to the job requirement. Even if you are an
engineering graduate, you should mention your qualification as MBBS if you are
asked to write a job application for the post of junior surgeon. Imagine how
awkward it will be, if you mention your qualification as M.Tech from NIT
Nagpur for the above post??? ;)
Mention any enclosures (usually your resume and perhaps an application form) in
a separate paragraph.

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Address the letter to Mr Sharma or Mrs Rao, rather than using their first
name. Later you can add the details of their organization.

Heres an example of the start of an application letter:

Dear Mr Sharma:

Application for the Junior Manager Role, ref: 123A

I am writing to apply for the position of Junior Manager, as advertised on your website.
Please find my resume enclosed.

I believe that I would be an ideal fit for this role, as I meet all of the requirements on the
job specification. In particular, my spoken communication skills are outstanding (as you
can see from my resume, I captained the debating team at my college).

Business Thank You Letters
In a business context, thank you letters are often appropriate and expected. When
you got a job offer via email, it is considered polite to send a thank you. You might also
send a thank you letter when someone has given you their time and advice.

In general, you should:
Make it very clear that youre writing to thank the recipient.
Mention a specific detail of how they helped you.
Express your gratitude for the time or effort they spent.
Dont over react like those T.V. serial actors. Dont put emotional lines like your
letter made me cry or you are going to feed my entire family etc..

Some times they may ask you to write a thank you letter to seek another help. In those
type of cases, you can follow the below pattern

Thank you for giving me your time on Friday 18th, when you kindly showed me around
the factory. It was fascinating to see how the widgets are manufactured, and I now feel
confident that I want to pursue a career in the widget manufacturing field. Ive attached
my resume and wonder if youd be kind enough to keep it on file, in case any future
positions arise that I might be suitable for?

Letters of Complaint

If you have received poor service or have been dissatisfied with a product, you can write
to the company involved to make a complaint. To get the result you want, such as a
refund or proper service
Let them know exactly what youre complaining about, without using emotional
or abusive language. No need to show your anger. Dont ever react in typical
Indian style (like Kuttey, Kameney.. mein tera khoon peejaunga). No matter how
serious the issue is you should start your letter with Dear Sir / Madam

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Explain clearly who you are in relation to the company / organization (eg. I am
an XYZ customer).
Give specific location, time and date if appropriate.
Make it clear what you would like them to do in response.

You might also want to include a warning, such as If this is not resolved, I will be forced
to take my business elsewhere.

Throughout your letter of complaint, your tone should be polite but assertive. Dont
make ridiculous threats or demand an unreasonable compensation but also dont be
afraid to tell them about the inconvenience or financial loss that youve suffered.

Use the example below as a model:
I recently ordered several party platters of food from your store in Bandra, including one
platter of seafood. The food was delivered two hours late, and the seafood platter was
missing. I had to spend Rs.4000/- to purchase extra food at short notice for my party.
This was very inconvenient, as I had to drive to the store when I had planned to be with
my guests.

I have never used your party platter service in the past, and regret to say that I very much
doubt I will be doing so again unless you can assure me that this was an isolated
incident. Although I was not charged for the seafood platter, I would be grateful for
compensation in view of the inconvenience and cost of buying replacement food at
such short notice.

Personal Let ter w riting Tips

A thoughtful letter from a friend can brighten anyones day. Here are a couple of
types of personal letter that youll want to familiarize yourself with:

Letter of Condolence
A letter of condolence or letter of sympathy is one which you send to someone who
has been bereaved.
Some tips to bear in mind are:
Acknowledge the loss dont gloss over it.
Express your sympathy.
Offer a brief anecdote or recollection of the deceased, mentioning the role s/he
played in your life.
Mention that your thoughts (and, if appropriate for you and the recipient, your
prayers) are with the bereaved and their family.
Note that if youre writing to someone elderly, use the words like I pray to god or treat
me as your own son/ daughter etc.

All letters of condolence will be unique, but you might like to use this example as a
general guide:

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I was so sorry to hear that Neelima had passed away. My sympathies are with you at this
time: I know it must be very difficult for you.

Neelima was so good to me when I first came to Chennai I remember how she
welcomed me into your place and made me feel completely at home. Ill miss her very
much.

My thoughts and prayers are with you, and with Suman and Radha..

Personal Thank You Letters
When someone has given you a gift or done you a particular favor, its polite to send
them a thank you note or letter. Thank you letters are required is in response to
wedding gifts. As well as saying thank you for the gift, its often nice to acknowledge
the particular role that a person played in your wedding (or any other occasion according
to the given details) even if thats just saying We were so pleased that you could come
and be with us on the day.

Other times when you could send a thank you letter include:
For birthday and Christmas gifts.
When youve stayed as a house guest somewhere (this is sometimes called a
bread-and-butter letter).
After someone has treated you to a meal, a theater trip, a vacation or similar.
To your parents, grandparents or other relatives who have helped you out with a
big purchase or a college degree.

Your thank you letter doesnt need to be long. In many cases, a few lines is plenty:

Thank you for the gorgeous sweater just the thing for the cold Canadian winter! Ill be
thinking of you every time I wrap myself up in it. Were going to be traveling over
Christmas, but hope to pop down and see everyone during the new year. Thanks again!

Tip : As you may not get enough points for these type of letters, you can expand the
letter by stating that you are sending so and so gift as a note of thank you. You can
describe the gift and tell them why you are sending that. People are always delighted and
touched by being thanked in this way.

Some Important Points to note :
Always proofread your letter after writing it, check for sentence structure,
grammar, spelling mistakes...
Keep the recipient in mind, change the writing style according to them.
Don't use abbreviated dates, e.g. use June 5, 2014 or 5
th
June 2014, but not
06/05/2014.
Be respectful when you write, even if you are writing a letter of complaint. Dont
use slang words.
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