Chapter no 1

Introduction to Managerial communication

o What is communication?

o Importance of communication

o Process of communication

o Factors of communication

o Non verbal communication

Q: What is communication?
As the term communication is derived from Latin word communice which
means common
i.e. common background to understand the ideas.
Communication is the two way process of exchanging the ideas. The
process of transmitting the ideas from one person to another person. It may be defined as
the process by which message evoke response
In this definition two points arises
At the first communication take place when message evoke response that means when
there is no any reply or response from audience side then there is no any re
communication,
Second communication takes place when message is received by an other person, if its
not received there will be no any response so no communication take place.
FOR EXAMPLE OF COMMUNICATION
MR. Faraz is teaching students he is transmitting him ideas, thoughts to the students..
So we can say its a communication because what ever in the mind of teacher he is
exchanging to the student, and student listening as well as understanding the ideas which
shared by Mr. faraz. So we can say that communication is a two way process.
FOR EXAMPLE OF NOT COMMUNICATION:
A chines come to Pakistan and he went to market for purchasing the clothes, but when he
talk with shopkeeper so shopkeeper does not understand the language of chines in this
case we can say that there is no communication b/w people. Because chines does not
exchange idea to the shopkeeper, and also shopkeeper does not exchange idea to the
chines
FOR EXAMPLE:
o Two people talk about Pakistan economics
o A person writes a letter to his friend
In this two example we can see when two people sharing the ideas to each other so its
communication
When his friend received and read a letter so we can say communication take place.

IMPORTANCE OF COMMUNICATION
Communication is very important b/c its a fundamental truth of universe, because if no
body able to listen or express him or her purpose means if every body deaf and dumb and
not be able to exchanging ideas so what the existence of universe..
IMPORTANCE OF COMMUNICATION IS CATOGRISED IN TWO WAYS
Its a life blood of an organization
Its help in career and personal life
ITS A LIFE BLOOD OF AN ORGANIZATION
From the sentences we can say that the blood circulate with in human body, so
the communication circulate with in an organization, as the blood is necessary for the
human being as similar communication is necessary for organization. as blood comes
from upward to downward as communication has been receive from senior officer junior
officer, As blood comes from down ward to upward as communication comes from junior
to senior.
As we say communication comes from senior to junior these communication are mostly
about the organization policies, product goals, administrative matters etc
As communication say junior to senior is about the work and progress report because
senior officer want to know that target have been achieved or not and how much remain
to be done. The senior officers have also listened to the opinion, suggestion and problem
of the subordinates.
ITS HELP IN CAREER AND PERSONEL LIFE
In that statement we can say that if there are job of accountant and 100
applications are received in that 10 are rejected and 90 are fulfilled the job requirement.
So organization conduct interview that how person is communicating and giving the
answer of question. The person who take interview he will see the body language and
communication ways. If there was 90 people who came for interview so they will give the
answer in 90 communicating ways. So organization selected only the person which has
emotional, confident. Body language is perfect. So we can say that the communication
help in career..
If we talk about there was no interview and just was written test so communication is
taken place in written communication in form of essay writing, application.

Promotion
Ability to hard work with confidence also help a people who do job and he can get easily
promotion through his good performance and good performance come from good
communication skills. So we also can say good communication help in for getting
promotion
For example
There is 2 person Mr. faraz and Mr. sherez work in same organization Mr. faraz has
good communicating skills he is also well dressed well mannered and hard working he
also well worked when manager give to write letter so he write good letter with neatness
cleanness and always speak in well mannered in an organization. When we taking about
the Mr. Sheraz he is also hard working but he has no good communication skills when
meting conduct so he mostly confuse not take part in English meeting and also not come
with well dressed so in this case we can say Mr. faraz is getting promotion b/c of he has
good communication skills and has very much confidence
PERSONAL OBJECTIVES:
Through out we communicate form own life in house, business, friends so there
must be some purpose when there is some purpose so we talk or write, listen or speak
So talking, writing, speaking, listening is a source of communication.
As a teacher communicate help him teach effectively because of communication skill,
when any person given answer of any question so through communication skill we easily
knows that communication is very important in our daily life.

FACTORS OF COMMUNCIATION
There are five communication factors
Sender
Message
Medium
Receiver
Feed back
SENDER
A person who sent the message then he called as sender or also called as encoder.
It can be the speaker, writer depending on whether the message oral or written.
A person who sends the ideas emotion demotion thought to the receiver.
For example:
Pervaiz musharuf addressing to the nation
Mr. Faraz is writing a letter to Mr. Azmat
Nazir gopal sir is teaching as managerial communication.
In three examples we can easily see all to sending ideas, thought or what ever in mind of
each they are send so we can also say that sender is first person.
MESSAGE
Message is the core idea communicates. The main thing is that you must decided
what the main point of your message is and what other information should be include.
Message can be oral or written. Its based on nature of message.
Sender use not bad words in message like (fault, blame, and mistake) that breaks the
feeling of the receiver.

MEDIUM:
Actually medium means for doing something. Its depend on the relationship b/w
sender and receiver and also on nature of message.
EXAMPLE OF RELATION SHIP B/W SENDER AND RECEIVER
If two person meet and talk so they will be oral communication used not written
because he and she friends or any one else.
If there is an agreement b/w two parties so they will used written communication
b/c of they dont trust.
If a person buy goods and sellers sale him on account and said that you can give
me when you have money because they are friend in this case oral communication
is used because buyer was a trustee person.
EXAMPLE ON NATURE AND ALSO RELATION OF MESSAGE.
A person said to him brother that said to papa send 3000 rupees because of fees paid to
institute and this amount send me through my friend.
A person write a letter and give him friend and says please give to my father in this letter
he write same words which he told to him brother about 3000 but he write letter because
his friend not a family member and his brother was a family member due to which he
told him oral
So in this we can say medium depends upon relationship as well as nature of message.
RECEIVER
The message receiver is may be reader or listen may of your message have more
than one decoder. We also can say the receiver is second person.
FOR EXAMPLE
Person who listening news
Person who read a news paper
Person who read a letter
In three case news casters are sender and a person who listening news called receiver
As a person write a letter is a sender and a person who read a letter called receiver.

FEED BACK
Its response relation showing by receiver. It can either desired response because
of clear understanding or undesirable response because of miss communication. It can
be oral or written sender actually needs feed back in order to determine the success/
failure of the communication.
Response can be positive, negative and responser can say wait.

Sender

Message

Medium

Receiver

Feed
back

MR Shaneel

Hello

Oral

MR. Don

HI

Through this we can easily understand that who is sender? What is message? Which
medium is using? And who is called the receiver? And what can be the feed back of
receiver...

NON VERBAL COMMUNICATION

The communication which is expressed by some action in which there is no any use of
words that is called non verbal communication
This type of communication use internationally various books suggested that from
60% to 90% of message effect from non verbal communication
Its presented by following terms.

(1) Appearance

Written message

Spoken message

APPEARANCE
Appearance also communicate it also effects receivers attitude before they read and hear.
It can be effects on written message as well as on spoken message.
APPEARANCE ON WRITTEN MESSAGE
The format of and neatness of written message communicate non verbally
FOR EXAMPLE
Envelop colors, size, weight; postage may impress the reader before he read.
The neatness and cleanness of letter, font size, also impress the reader.
APPEARANCE ON SPOKEN MESSAGE
Actually spoken message is in verbal form, but the appearance of speakers also
communicates.
FOR EXAMPLE:
The appearance of speaker also as dress of speaker, hair style, neatness, jewelry
and cosmetic also impress before listen the message

(2) BODY
LANGUAGE

Facial
expression

Smell

Touch

Posture and
gesture

Body language includes facial expression, smell, touch, posture and gesture, and Para
language.
FACIAL EXPRESSION
Its means your eyes and face is helpful of communicating non verbally. They can
reveal hidden emotions, including anger confusion, fear joy and other expression.
So we can say there are two factors eyes and face.
FOR EXAMPLE
When some body smile we easily understand he is happy.
SMELL
Various order and fragrance also communicate it some time also effect the
reaction of receiver especially it the receiver is sensitive to sent
It communication show about the situation.
FOR EXAMPLE
Mr. Azmat and Mr Ashab stand on the bus stand and waiting of bus for coming to
institute, when they was stand one person went into the motorcycle and they inspire the
person perfume so we can say that its a communication without any words.

Para
language

TOUCH
Its also communicate at different places and times, by the touch some may show
undesirable feelings (anger) or some may show (desirable) feeling such as may not mind.
FOR EXAMPLE OF TIMING
Mr.Umair meeting with BUSH during the meeting Mr Umair friend come and
touches him. Then mr.umair angry on him friend.
FOR EXAMPLE OF PLACE
Mr Umair doing work in a class room his friends come and touch him so mr
Umair not mind.
So we can say that some time touch show anger and some time not mind. And we can say
it does depend upon place and time.
POSTURE AND GESTURE
Some times action speaks louder the words.
FOR EXAMPLE:
Deaf and dumb people communicate through a language composed of
hand figure and eye movement.
Traffic police is communicating through hand so we can say that its a
communication which is not expressed by words.
PARA LANGUAGE:
When we talking about Para language so it shows the different of what is
said and what is means.
In this speaker said those words which meaning opposite from words which is said by
speaker.
FOR EXAMPLE:
A person comes late in the meeting room, almost meeting on finished, Manager
said him why are you come early.
In this sense Manager Words are not show the meaning of why you come early to listener
but it shows the why you come late, so we can say its a Para language.

(3) Silence

Sound

Time

SILENCE
It communicate serious feelings, it can be for the two factors such as when you
have made a mistake or when you want confirm your statement thinking in silence.
FOR EXAMPLE:
Teacher lecture to the student so in this lecture a student may be silent in case
either he understands all Lecture or either not. In this case non verbal communication is
from student side not sir side because sir is on verbal communication.
Silence is dividing into two forms.
SOUND
There are two categories of sound such that human sound or non human sound,
FOR EXAMPLE:
Human sound crying of person, laughing of person include in human sound.
Non human sound as fore of gun, voice of bell etc.
TIME:
There are also two ways such that timing for short notice and for long notice,
If there is punctuality of time then its also communicate the receiver non verbally
FOR EXAMPLE OF SHORT TIME
Short time show emergence, ig Mr Rashid call friend and said please come house
my Grand mother has some serious illness so its show the short notice to listener that he
must to reached on time.
FOR EXAMPLE OF LONG TIME OR NOTICE
Long notice show the interest if Mr faraz does not want sell the share of P.I.A for
at least 5 months so in this case An agent through which he doing transaction of buying
and selling understand that mr faraz interest for long time.

COMPONENTS OF COMMUNICATION

Communication
Internal communication
Vertical communication

External communication

Horizontal communication

Upward communication
Downward communication

INTERNAL COMMUNICATION
The communication which circulates with in the organization is called internal
communication.
Its divide into,
Vertical communication
Horizontal communication
VERTICAL COMMUNICATION
Communication among different ranks of people with an organization is called vertical
communication.
FOR EXAMPLE
Communication b/w senior to junior
Its divide into two parts.
Upward communication
Down ward communication

UPWARD COMMUNICATION
Its a communication from bottom to top its from employees to employers,
in which information are impacted from junior to senior.
Q: HOW UPWARD COMMUNICATION IS IMPORTANCE AND WHY ITS TAKE
PLACE?
Actually we think that why junior want to communication with senior because if
junior problem in work place so they communicate from senior. If senior know the
problem and fulfill problem so junior gives him more output and only worker or junior is
a person who well know about the what problem is and how it can be solved,
DOWN WARD COMMUNICATION:
Its a communication from top to bottom and its from employers to employees in
which information are impacted from senior to junior.
Q: HOW DOWN WARD COMMUNICATION IS IMPORTANCE AND WHY ITS
TAKE PLACE?
These communication mostly about the organization policies products goals
administrative matter etc.
In this communication juniors wants to know that over goals are achieved or not?
Because of if organization does not achieved goals so employee think that organization
go into profit so he satisfy with job if loss so he think about switch, if they satisfy they
perform more and more because they satisfy that with job.
HORIZANTAL COMMUNCIATION
This communication between equal ranks of people.
Top mgt:
Middle mgt:
Lower mgt:

Top mgt:
middle mgt:
lower mgt:

If there is a problem and all members are suffering from that problem so we getting ideas
from all mgt: they sit together and draw conclusion.
EXTERNAL COMMUNICATION
The communication outside the organization called external communication. Its
very much important because of value of good will and reputation is depending upon
external communication. If customer has no good external communication we can say

there will be no customer your letter win and loss customer who can increase revenue
and profitability.

Ch: 2

THE SEVEN CS OF EFFECTIVE COMMUNICATION.

o Completeness
o Conciseness
o Consideration
o Concreteness
o Clarity
o Courtesy
o Correctness

The message in the letter is complete when it contains all facts the reader or
listener needs for the reaction you desire.
Completeness offers numerous benefits. First complete message are more likely to bring
the desired results without the expense of additional messages.
Second they can do a better job of building goodwill of the organization.
Third complete messages can help avert costly lawsuits that may result if important
information is missing.
For complete message keep the following in the mind.
Provide all necessary information
Answer all questions asked.
Give something extra when desirable.
PROVIDE ALL NECESSARY INFORMATION
Provide all necessary information which reader needs. One way to help make
your message complete is to answer the five w questions who what when where why and
any other essential is how. The five question method is especially useful when youre
write request announcements or other informative messages.
FOR EXAMPLE:
To order merchandise make clear what you want, when you need it, to whom and
where it is to be sent and how payment will be made.
ANSWER ALL QUESTION ASKED.
Whenever you reply try to answer all questions. If you will not give the answer of
all questions is gives unfavorable customers reaction. The customer will think that the
respondent is careless or is trying to conceal weak points of the organization.
If you are answering the question and you have not information about any particular
question so you can say so clearly.
GIVE SOME THING EXTRA, WHEN DESIRABLE
Some time you must do more than answer the customers specific questions. They
may not know what they need or their question may be inadequate.
FOR EXAMPLE:
Incomplete question:
Please fax me in return the departures from Pakistan to England on the 8th
In responsibility to the above you would have to

Give some thing extra

As to times of day, airlines flying that route, cost, and departure and arrival times.
C

Conciseness is saying what you have to say in the fewest possible words without
sacrificing the other C qualities.
A concise message saves time and expense for both sender and receiver. Its is contributes
to emphasis by eliminating unnecessary words
To achieve conciseness observe the following suggestions.
Eliminate wordy expressions
Include only relevant material
Avoid un-necessary repletion.
(A) ELIMINATE WORDY EXPRESSION:
1) Use single word substitutes instead of phrases whenever possible without changing
meanings.
Wordy
Concise

at this time
now

Wordy
Concise

due to this fact that

because

Wordy
Concise

have need for

need

Wordy
Concise

in due course
soon

2) Omit unnecessary expressions.

Omit all the un-necessary expression through which message is become lengthy
one.
Wordy:
Concise:

please be advised that your admission statement was received.

your admission statement has been received.

Wordy:
Concise:

Allow me to say how helpful your response was

your last response was helpful.

3) Replace wordy conventional statements with concise versions.

Wordy:
Concise:

please find attached the list you requested

the list you requested is attached.

Wordy:
such refreshing comments are few and far between.
Concise
such refreshing comments are scarce.
4) Avoid overusing empty phrases.
Wordy:
Concise

it was known by Mr Faraz that we must reduce inventory.

Mr Faraz knew we must reduce inventory.

Wordy
Concise

there are four rules that should be observed.

four rules should be observed.

5) omit which and that clauses whenever possible.

Wordy
Concise

she bough desks that are of the executive type

she bought executive type desk.

Wordy
Concise

the receipt that is enclosed documents your purchase

the enclosed receipt documents your purchase.

6) Eliminate un-necessary prepositional phrases.

Wordy
Concise

the issue of most relevance is teamwork,

the most relevant issue is teamwork.

Wordy
Concise

in most cases the date of the policy is indicated in the upper right, corner,
the policy date is in the upper right corner.

7) Limit use of passive voice

Wordy
Concise

the total balance due will be found on page 2 of this report.

the balance due is on page 2 of this report.

Wordy

the reports are to be submitted by employees prior to 5:00 at which time

they will be received by MR Jones.

Concise

please submit your reports to Mr John by 5:00.

(B) INCLUDE ONLY RELEVANT MATERIAL

The effective message should omit not only un-necessary information wordy expression
but also irrelevant statements. Just include only relevant facts observe the following
suggestions.
1 sticks to the purpose of the message

2 delete irrelevant words and rambling sentences.

3 omit information oblivious to the receiver dont repeat at length what that person has
already told you. If you feel its important to remind the audience of known information,
subordinate the familiar information.
4 Avoid long introduction un-necessary explanations, excessive adjectives and
prepositions,
5 Get to the important point tactfully and concisely
Wordy
Concise

we hereby wish to let you know that our company is pleased with the
confidence you have reposed in us
we appreciate your confidence.

(C) AVOID UNNECESSARY REPITATION

Sometimes repetition is necessary for emphasis. But when the same thing is said two or
three times without reason, the message becomes wordy and boring, here are three ways
to eliminate unnecessary repetition.
1) Use a shorter name after you have mentioned the long one once.
For example
If you write once quaid-e-azam Muhammad Ali jinna
So after once you write quaid-e-azma.
2) Use pronouns or initials rather than repeat long name.
For example:
If you write once quaid-e-azam Muhammad Ali jinna
Than again name comes of quaid-e-Azam you write HE
3) Cut out all needless repetition of phrases and sentences.

Consideration means preparing every message with the message receivers in mind. Try to
put your self in their place.
These specific ways to indicate consideration are:
(*) FOCUS ON YOU ATTITUDE INSTEAD OF I OR WE
To create consideration in your message you keep on the place of reader or listener.
Think that if you read this message so what you want from sender, either you attitude or I
attitude.
For example:
We attitude

I am delighted to announce that we will be extending our hours to make

shopping more convenient.

You attitude

you will be able to shop evenings with the extended hours.

We attitude
we are sure you must be frustrated by the length of time it has taken to
ship your order for polish gargoyles.
You attitude

the polish gargoyles you ordered will reach you with in a week.

But when the situation is negative so avoid the you

For Example
You attitude
Consideration
Consideration

you failed to enclose your check in the envelop.

the check was not enclosed.
the envelop we received did not have a check in it.

(**) SHOW AUDIENCE BENEFIT OR INTEREST IN THE RECEIVER.

Whenever possible and true show how your receivers will benefit from whatever the
message asks or announces. Benefits must meet recipients needs. Address theire concern
or offer them rewards.
(***) EMPHASIZE POSITIVE, PLEASANT FACTS.
A third way to show consideration for your receivers is to accent the positive,

This means stressing what can be done instead of what cant be done and focusing on
words your recipients can consider favorably.
For Example
Neagative UN pleasant

its impossible to open an account for you today,

Positive pleasant

As soon as your signature card reached will gladly open

your account.

As a final note true consideration is a result of integrity and ethics in communication.

Communication concretely means being specific, definite and vivid rather than vague
and general.
The following guidelines should help you composed concrete, convincing message.
Use specific facts and figures
Put action in your verbs
Choose vivid, image building words.
(1) USE SPECIFIC FACTS AND FIGURES
Whenever possible, use an exact, precise statement or a figure in place of general
word to make your message more concrete.
FOR EXAMPLE
Vague, general indefinite
Concrete, precise

student GMAT scored are higher

in 1996 the GMAT scores averaged 600 by 1997 they had
risen to 610.

She is brain;

her grade point average in 1996 was 3.9 on a four point

scale.

(2) PUT ACTION IN YOUR VERBS.

Verbs can be activate other words and help make your sentences alive, more
vigorous. That is to have dynamic sentences.

Use active rather than passive

Put action in you verb.
(a) Use active rather than passive.
When the subject perform the action described by the verb, the verb is said to be
in the active voice,
For example
Passive
Active

The tests were administered by the professor.

professors administered the tests.

Passive
Active

grades of students will be sent to you by the school

the school will send students their grades.

(b) Put action in verbs.

Seven verbs-be, give ,have ,hold ,make ,put , and take in any sentences might be
designated as deadly when the action they introduced is hidden in a quite
noun the example below show how each deadly verb with the noun and
preposition can be changed into action verb that shortens the sentences.
Action hiding in quite noun

the function of this office is the collection of

payments and the compilation of statements.

Action in verbs

this office collects payments and compiles

statements.

Action hiding in quite noun: professor H.will gives consideration to the report.
Action in verbs

professor h. will consider the report.

(3) CHOOSE VIVID, IMAGE BUILDING WORDS.

Among the devices you can use to make the message forceful, vivid and specific are
sensory appeals, comparison, figurative language, concrete nouns, and well chosen
adjectives and adverbs.
(a) sensory Appeal:
Concrete language often evokes a sensory response in people. It appeals to one or
more of the five senses. Such language tends to be more descriptive than
conventional business language. for example instead of saying it was hot in
factory, you might appeals to both sigh and touch by saying sweat trickled down
the arms of the line workers or the secretarys face was wrinkled after squinting
into the computer the entire day

(b) comparisons:
Comparisons can make and unclear idea clear or make an idea more vivid.
For example
Bland image
More vivid

this is a long letter.

this letter is three times as long as you said it would be.

(c) Figurative language:

Use figure of speech with caution. When used sparingly they do make and idea
More vivid.
For Example
Literal (dull)
Vivid (f.l)
C

her work in groups was exemplary.

she could be called the spark plug of the group
R

Getting the meaning of your head into the head of your reader,accurately is the
purpose of clarity. Of course its not simple we all carry around our own unique
interpretations, ideas experiences associated with words.
The following guidelines should help you composed concrete, convincing message..
Choose precise, concrete and familiar words.
Construct effective sentences and paragraphs.
(a)

CHOOSE PRECISE, CONCRETE AND FAMILIAR WORDS.

Clarity is achieved in part through a balance b/w prcise language and
familiar language,. When you use precise or concrete language, you select exactly the
right word to convey your meaning.precise words need not be pretentious. When you
use familiar language you select a word that is part of your personal repertoire,
familiar to the adudience and appropriate to the situation.
When you have a choise b/w a long word and a short one, use the short familiar word
that your reader or listener will quickly understand,
For Example
Familiar word
Pretentious word

about after
cirea subsequent

home
domicile

for example
e.g

pay
remuneration

Unfamiliar

after our perusal of pertinent data, the conclusion is that a

lucrative market exists for the subject property.

Familiar

the data we studies show that your property is profitable and in

high demand.

(c) CONSTRUCT EFFECTIVE SENTENCES AND PARAGRAPHS.

At the core of clarity is the sentence. This grammatical statement. When
clearly expressed, moves thoughts within a paragraph, important
characteristics to consider are lengthy, unity, coherence, and emphasis.
C

True courtesy involves being aware not only of the perspective of others, but alos their
feelings, courtesy stems from a sincere you attitude, it is not merely politeness with
mechanical insertion of please and thank you, although applying socially
accepted manners is a form of courtesy.
In addition the following the guideline discussed as under
Be sincerely tactful, thought full and appreciative.
Use expressions that show respect.
Choose nondiscriminatory expressions.
BE SINCERELY TACTFUL, THOUGHTFUL AND APPRECIATIVE.
Though few people are intentionally adrup or blunt, these negative traits are a
common cause of discourtesy. Sometime they stem from a mistaken idea of conciseness,
some times form negative personal attitudes, sometimes from not knowing th culture of a
country.
For Example:
Tactless, blunt
More tactful

clearly, you did not read my latest fax.

sometimes my wording is not precise let me try again.

Thoughtfulness and appreciation

Writers who send cordial courteous messages of deserved congratulations and
appreciation to persons both inside and outside of the firm it help to build goodwill,the
value of goodwill or public esteem for the firm may be worth thousands for millions of
Rupees,

USE EXPRESSION THAT SHOW RESPECT

No reader wants to receive messages that offend such expressions are discussed
in two groups, so please omit irritating expression and questionable humor.
Irritation expression:
Following is a consensus list that is it includes a list of expressions many people
find irritating. Avoid these expressions particularly used with you or your
FOR EXAMPLE
I dont agree with you
I am sure you must realize
Irresponsible
Surely you dont expect etc
Omit questionable humor
Laughter to one person is disgust for another each of us has different sense of
humor; a flippant attitude can be in poor taste.
CHOOSE NONDISCRIMINATORY EXPRESSIONS.
Another requirement for courtesy is the use of nondiscriminatory language that
reflects equal treatment of people regardless of gender, race ethnic origin and physical
features, the

At the core of correctness is proper grammar, punctuation and spelling,

The term correctness as applied to business messages also means the following three
characteristics,
Use the right level of language
Check accuracy of figures facts and words
Maintain acceptable writing mechanics.
USE THE RIGHT LEVEL OF LANGUAGE
There are three level of languages, formal informal and substandard, take a quck
guess what kind of writing is associated with each level what is the style f each
Formal writing is often associated with scholarly writing doctoral dissertation
scholarly articles legal documents top level government, agreement and other
materials where formality in style is demanded.
Informal writing is more characteristic of business writing, here you use words that
are short well known, and conversational, as this comparison list
More formal
Less formal

deem utilize interrogate

think use
question.

Substandard language should be avoid using incorrect words, incorrect grammar faulty
pronunciation all suggest an inability ot use good English, some example follow.
Substandard
More acceptable

aint
isnt

cantt hardly brung

can hardly
brought

should of
should have.

CHECK ACCURACY OF FIGURE, FACTS AND WORDS.

Its impossible to convey meaning precisely, through words, from the head of the
sender to a receiver, our goal is to be as precise as possible, which means checking and
double checking to ensure that the figures, facts and words you use are correct,
Figure and facts
Verify statistical data
Double check your totals.
Avoid guessing at laws that have an impact on you, the sender and your
message receiver,
Have someone else read your message if the topic involves data,
Determine whether a fact has changed over time

Words that confuse

Our English language is constantly changing in fact even dictionaries cannot
keep up with the rapid change in our language, but the dictionary is still a major
source for locating correct words and their intended meanings,
The following list includes only a sample of the many of the words that confused,
For example
A, an, accept, except, between, among, counsel, council

MAINTAIN ACCEPTABLE WRITING MECHANICS.

All above discussed material is related to mechanics, word processing, and appearance
of business messages is relevant here, with the various packages available for
computers, both grammar checks and spell checks have made your editing tasks easier,
yet we recommend careful attention to the mechanical part of every well written
document,.

Ch: 3

planning the communication

Steps of planning the communication
o Knowing the purpose
o Visualizing the reader
o Choose the ideas
o Getting all the facts
o Outlining and organizing the messages.
Four organization plane
o
o
o
o

Good news plane

Direct request plane
Bad news plane
Persuasive request plane.

Direct approach
Direct approach
Indirect approach
Indirect approach

PLANNING THE COMMUNICATIN

Its a most important for management or manager, in planning the manager
setting objectives today for achieving in future, or we can say today planning
communication for achieving on tomorrow,
There are 5 steps of planning the communication

Knowing the purpose

Visualizing the reader
Choose the idea
Getting all the facts
Outlining and organizing the messages.

KNOWING THE PURPOSE

In planning the communication we want to know what is the purpose of
communication for which we plane the communication,
There are two purpose for which we planning the communication
General purpose
Specific purpose
General purpose
General purpose means for all customers or for all person,
For example:
Mr faraz open an account in ABC bank, Bank gave him welcome letter so we can
that its general purpose because when every body who want to operate an account in
bank, bank gave him welcome letter.
Timing of the bank for all the customer as well as all the person so we can
its communicate us for general purpose
The manager of ABC Company advertised the product for all the people of
the country so we can say its communicating general purpose.
Specific purpose
Communication not for all just for selected person or selected customer we can
say that its for specific purpose.
For example:
Stock holder want to see annual business report so that manager give it for all
share holder we can say that its for general purpose and said that we did not achieve
100% profit but we achieved a profit of 95% then manager identify the problem that

why he did not attain 100% profit and make planning for complete 100% in this case
we can say the planning communication for specific purpose.
ANALYZING YOUR AUDIENCE
See your message from your receivers point of view, their needs, interest,
attitudes, even their culture,
If you are sending a message to one person try to see that person as member of a
group, such as business or professional person or laborer, superior , colleagure or
subordinate, woman or man , new or longtime customer, young middle age or elder,
Finally consider your message decide whether your readers or listeners are informed
or uniformed on the subject and whether they will react positively or negatively, with
interest or disinterest,
CHOOSE THE IDEAS
Manager choosing the ideas among lots of ideas to keeping view that what the
purpose is and to whom we will communicating tomorrow.
Choosing the ideas according to the purpose or reader if readerchange so idea will be
change.
GETTING ALL THE FACTS
Before planning communication for tomorrow manger should get all the fact of
the customer ofor which he wil communicate in tomorrow.
Facts means name of customer, address of customer, we get all facts today because we
communicate them in tomorrow.
For example
Mr Ashab introduce new product so he will write a letter to customer, that our
company introduce a new product, suppose Mr Ashab has not a facts and figure of the
of the customer so how he can communicate from him.
So in this case we can say that in planning communication get all facts and figure to
whom we want to communicate.
ORGANIZE YOUR MESSAGE:
Before you write or speak organize your message (outline mentally or paper)
The order in which you present your ideas is as important as the ideas them selves.

BASIC ORGANIZATION PLANS

There are 4 basic organization plans.
Direct request,
Good news
Bad news

Persuasive request

DIRECTR REQUEST PLAN AND GOOD NEWS PLAN (DEDUCTIVE

APPROACH)
When you thing your reader or listener will have a favorable or neutral reactions
to your message, you can use the direct approach. You begin with the main idea, or best
news. After the opening you include all necessary explanatory details in one or several
paragraphs and end with an appropriate friendly close.

DIRECT REQUEST
PLANE

GOOD NEWS PLANE

MAIN IDEA
(a) request, main statement,
assertion,
recommendation
question
(b) reasons, if desirable

GOOD NEWS PLAN

Best news or main idea.

2 EXPLANATION
(a) all necessary and
desirable details and data
(b) numbered questions, if
helpful
(c) Easy reading devices.

2 EXPLANATION
a) all necessary and desirable details
and
data
(b) resale material
( c)
educational material
(c) sale promotion material

3 COURTEOUS CLOSE
WITH MOTIVATION
(a) clear statement of action
desired
(b) easy action, dated when
desirable
( c) appreciation and
goodwill

3 POSITIVE FRIENDLY CLOSE

INCLUDING IF APPROPRIATE
(a) appreciation
(b) clear statement of action
( c) appreciation and desired, if any
( d) easy action, dated when desirable
(e ) offer of further help, reader benefits,

BAD NEWS PLAN AND PERSUASIVE PLANE (INDUCTIVE APPROACH)

If you think your reader or listeners might react negatively to your message,
generally you should not present the main idea in the first paragraph. Instead consider
beginning with a buffer, a relevant pleasant, neutral or receiver benefit statement, then
give and explanation before you introduce your idea.
BAD NEWS PLAN

PERSUASIVE REQUEST PLAN

BUFFER

ATTENTION
(a) reader benefit
(b) reader interest theme

2 EXPLANATION

2 EXPLANATION/ INTEREST

(a)
(b)
(c)
(d)

necessary data
pertinent favorable
unfavorable acts
reader benefit reasons

(a) descriptive details and data

(b) psychological appeals
(c) Reader benefits.

3 DECISION ALONG WITH

SUGGESTION

3 DESIRE
(a) statement of request
(b) Supporting data to help create readers
Desire to grant request,

4 POSITIVE, FRIENDLY CLOSE

(a) appreciation
(b) invitation to future action
Desired
(c ) easy action, dated when
desirable.
(d) willingness to help further
(e) reader benefit and goodwill

4 ACTION
(a) clearly statement of action
(b) easy action, dated when desirable
(c ) special inducement
(d) Reader benefit.

Ch: 4

Appearance of business letter

o Mechanical detail
o General appearance
o Parts
o Layout
o Indention
o punctuation

ESSENTIAL PARTS OF THE LETTER.

Heading
Date
Inside address
Salutation
Body
Complimentary close
Signature
Initial.
HEADING
The heading consists of the name of the firm and its full address. Most business
companies use printed letterheads on which the essential details of the address are
given, many letter head contain additional heading such as telephone number, cable
cod, telegram address.
THE DATE
The date is usually typed after two spaces bellow the last line of the heading, the
date should be written in full as November 04,1985 dated written in figures only as
16/8/1985.
THE INSIDE ADDRESS
Always blocked at the left-hand margin, the inside address includes the name and
address of the individual, group, or organization to whom your are writing
Order of items
Courtesy title
Name
Executive or professional title
If any .all parts are typed single spaced,
COURTESY TITLE AND NAME
If the addressee has no professional title, such as doctor professor, the traditional
courtesy titles are MR. Mrs., miss or MS, when in doubt about a womans preference,
use Ms, plus her own first name and surname, current trends suggest ms, as the
courtesy title for all business and professional women regardless of their marital status
unless they have a professional title that takes precedence,

After the courtesy title include your addressees full first names or two initials and
surname. When you dont know whether the initials are for a man or a woman you can
use Mr. Ms. For the courtesy title or omit the courtesy title altogether,

SALUTATION
The salutation is typed on the second line below the inside address, two lines
above the body, and even with the left margin, both traditional and comparatively
recent salutations are include in the following list,
For men
Sir
My dear sir
My dear Dr.khurram

for women
madam
my dear madam
my dear Mrs. Khan

Use a comma or colon after salutation does not use the dash or a semi colon.
BODY
The body of the letter contains the message, its should begin two spaces below the
salutation, if the subject line is also written then it should be written two spaces below
the salutation.
COMPLIMENTARY CLOSE
The complimentary close is a kind of a goodbye line. It is directly related to the
alteration, and the same degree of formality should be used in it as is used in the
salutation,
Your is always included in the complimentary closing of business letters, the
complimentary close is used at least two spaces below the last line, it may begin at the
center of the page and, if the signature line is a long one it may even begin from the left
of the center.
For example
Sincerely yours, very truly yours etc.
SIGNATURE
The position of the signature is two spaces below the closing, if the signers name
is to be typed below the signature, leave four spaces, between the closing and the type
written name.
For example
DON AND COMPANY
Syed faraz Ali warsi

INITIAL
Your initials as the composer of the message along with those of your typist
usually appear at the left margin on the same line with the last line of the signature
area.
OPTIONAL PARTS
Enclosure notation
Attention line
Subject line
Copy notation
Reference number
Mailing notation
ENCLOSURE NOTATION
An enclosure or attachment notation is included to remind your reader to check
for additional pages of information.
COPY NOTATION
When persons other than the addressee will receive a copy of your message you
note by writing c cc followed by the names of these persons just below the
reference initials or the enclosure notation.
SUBJECT LINE
Considered part of he body of the letter, the subject line helps tell your reader at a
glance what your letter is about, it also help in filing,
ATTENTION LINE:
This line is written below the inside address only when this address is an
impersonal one. It contains neither a name, nor an office position. If for example
The inside address is Modern crockery manufactures,201 Dhani ram road, Lahore, the
attention line will appear this
Modern crockery manufactures
201 Dhani Ram Road
Lahore
Attention line
Mr.A.B.A Haleem
REFERENCE NUMBER
To aid in filing and quick retrieval for both the senders and readers company.
Some firms require that file or account number be typed above the body of the letter.
MAILING NOTATION
Mailing notation words such as special delivery, certified or registered mail,
when applicable may be typed a double space below the date lien and at least a double
space before the inside address,

INDENTED OF THE APPEARANCE OF LETTER

The indented form is practically obsolete; the styles used by businessmen nowadays are
these
Full block form
Modified block form
Modified with paragraph indention
AMS (Administrative society of America))
FULL BLOCK FORM

The office devices company

Anarkali,2008 main street
Hyderabad
April,07,2008
The office superintendent
Elite luxury garments company

HEADING

DATE
INSIDE ADDRESS

Dear Mr. scorpion( king)

SALUTATION
BODY
Please my friends be hard work and get the maximum number and achieved
your goals which our parents want. I want say to all I m your friend and I
hope that you will be like my notes if no body like so sorry idiots,
And I want say some quotation to you please keep in mind,
Good judgment comes from experience and Experience comes from lots of
experience
every thing is possible if you think positive
Very much thank you

COMPLIMENTARY CLOSE

Syed faraz ali

SIGNATURE
INITIAL

As you seen in the letter each and every parts of the letter we write in left margin side so
we can easily understand and also say that its a Full block form letter.

MODIFIED BLOCK FORM OF LETTER

The office devices company

Anarkali,2008 main street
Hyderabad
january,01,2008
The office superintendent
Elite luxury garments company
Dear Mr. scorpion( king)
As you very much emotional in first letter so I decided to write an other letter
To my all stupid idiot sweet and innocent friends..
My friend Rashid dont upset Ashab and I will teach you accounting and
statistics youre to much upset so when you have a problem then we will be
there.
INSHA ALLAH our group ( seven star) got positin in MBA but is possible when
we will leave always together, and I hope INSHA ALLAH we will leave together.
Very much thank you
Syed faraz ali
Initial

In this letter date, complimentary close and signature are on right hand side and other
parts of the letter are left and head of the letter in the middle.

MODIFIED WITH PARAGRAPH INDENTATION

The office devices company

Anarkali,2008 main street
Hyderabad

July,29,2007
The office superintendent
Elite luxury garments company
Dear Mr. scorpion( king)
Are you people purchase me for writing a letter, now laughing
You on me .great friends no body comes for help me; I know I am (scorpion)
king. It does not mean that all too all work done by me.
I know you people laugh on me idiots friends, now mr umair
you are the creative person so going on.. Ash you always smile its good habit,
shaneel dont look the you know what I means.
Azmat so very innocent person so I dont want to say to him
single words, Rashid you have a ability to work so please dont upset and
always you always help me, sale man( hamid) idiot I said to you many time
that please give me a candy landy paket but you did not give me so I am angry
on you but I love you all to all.

Very much thank you

Syed faraz ali
Initial

This is complete like as the modified but you see is change is paragraph so see first line
of paragraph that from where its start.
AMDMINISTRATIVE MANGEMENT SOCIETY

The office devices company

Anarkali,2008 main street
Hyderabad
July,29,2007
kings house
latifabad Hyderabad
In last I want to tell you about the some rules of passing the life
Don t break the heart of any one because he/ she has a heart as you know that iALLAH
live in heart.
One thing is clear to me. You cant know everything youd like to know. You cant do
everything youd like to do. You cant read everything youd like to read. You must hold
onto some things and let go of others. Learning to make that choice is one of the big
lessons of this life.
You dont have to specialize do everything that you love and then, at some time, the
future will come together for you in some form.

Syed faraz ali

Initial

In this letter there is no salutation and complimentary close because if you dont know
about to whom you writing a letter either he is he or she. So American administrative
society introduced that letter.

PUNCTUATION:
In the letter we can use three form of punctuation

Open punctuation
Mixed punctuation
Closed punctuation
OPEN PUNCUATION
In open punctuation, no line of any letter part ( except the body) has any
punctuation at the end unless an abbreviation requires a period,
MIXED PUNCTUATION
If you have used a little amount of punctuation it will be called mixed punctuation
style, in it we use comma and full stop only.
In this a colon follows the salutation; a comma follows the complimentary close.
CLOSED PUNCTUATION
Where you have taken care of every word for the use of comma, full stop, and sign
of exclamation and so on, it will be called closed punctuation
GENERAL APPEARANCE
In general appearance of letter you must to see following things,
Stationary
Typing
Envelop
STATIONARY
Good company stationary is most often at least 25% cotton content, 20 pound weight,
and white cream or light gray in color,
TYPING:
Used good font and letter should be neat and clean.
ENVELOP
Return addresses of the senders, often printed like the letterhead. If necessary,
typewritten, should be in the upper left corner of the envelop. The addressees address,
which is the inside address of the letter, should be placed on the envelope.

Appearance of letter
Mechanical details
Parts

General appearance

Lay out

Essential
Non essential

Lay out

Indention

FULL
BLOCK
FORM

MODIFIED
BLOCK
FORM

Punctuation

MODIFIED
WITH
PARAGRAP
H

AMS

General
appearance

Stationary

Typing

Envelope

OPEN

Closed

Mixed

Ch: 5

SALE & SALE PROMOTION LETTER

o Definition of sale letter

o Kinds of sale letter

o Structure of sale letter

o Specie man of sale letter

o Definition of sale promotion letter
o Uses of sales promotion letter
o Differentiate b/w sale and sale promotion letter

DEFINITION OF SALE LETTER

Sale goods and service to the customer through letter is called sale letter...
Or
A sales letter is the one written to sell goods or services,
KINDS OF SALE LETTER
There are two kinds of sale letter.
Solicited
Unsolicited
SOLICITED:
The organization is invited to respond to sale messages.
UNSOLICITED:
The organization sends out an uninvited message to sell a product or service,
STRUCTURE OF SALE LETTER
The main structure of sale letter is based on following guidelines
1 Attract the attention
2 Allowance the interest
3 create desire
4 convince the reader
5 simulate action
ATTRACTIN THE ATTENTION
The opening paragraph in such a way that it would attract sufficient attention of
its reader and would carry him through the rest of the letter. If the opening paragraph
fails to arouse interest, the whole sales letter fails, the method of attracting the reader
attentions is a pertinent question which gas the quality of being direct and of arousing
the readers curiosity to read further in order to find the answer.
For example:
Were you born in September?
Are you satisfied with the amount of money you save?
Did you sleep well last nigh?
You dont like road accident to happen to you, do you?

AROUSE THE INTERESTS

The arouse the interest by give the advantages of the product, quality of the
product.
CREATE DESIRE:
Create a desire that how much product is necessary for you.
For example:
To save time, to protect family, to avoid effort, to be popular, to avoid trouble
CONVINCE THE READER:
If customer is still thinking that he/she buy goods or not so convince the reader
that dont hesitate his desire must be satisfied after buy our product,
STIMULATING ACTION
This is the final paragraph of the letter, it should offer a specific suggestion
concerning the action the reader should talked and point out how he will benefit by
taking this action. The easier it is for the reader to take this action, the more effective the
sales message will be, hence stamped and addressed envelop, or the uneconomical
business replay envelops which are prepaid, are frequently enclosed. Whether these
devices are economically feasible depends largely upon the product being sold, but a
sales letter must perform this function. Other wise the sale correspondent will fail,
For example:
The enclosed car requires only your signature to bring you 52 issues full of news,
information and entertainment,
PROMOTION SALE LETTER:
It is not a sales letter though it is closely related to it because it ultimate aim is to
promote the sale of goods and services. The different is that a business promotion letter
does not immediately sell anything; its chief aim is to established or strengthens
relations, and to build goodwill, therefore, the sales promotion are called good will letter,
Sales promotion letters are often written on special occasions. An anniversary, the
arrival of new merchandise, and event, a holiday or some other circumstances, are fit
occasion to write this letter,
USES
Maintaining contact
Awakening inactive accounts
Welcome new customer
Inviting from new sources
MAINTAINING CONTACT

As you know that the sale promotion is written on some occasion, so when we
write it on some occasion to our customer so we maintain contact,
For example:
We write congratulation letter on borne of children to our customer,
We EID wishes letter
AWAKENING INACTIVE ACCOUNT
In this heading we can say that the if our customer is not buying the goods or
services from us, so we write letter that why your not buying form us what the problem is,
so through this letter we awakening inactive customer
For example
If Mr. Faraz is not buy goods from us since 5 months so we write a letter that why
youre not purchasing what the problem is that you are not purchasing the goods from us
since 5 months so this awakening the inactive account by witting sale promotion letter,
WELCOME NEW CUSTOMER
By the uses of this letter we welcome new customer
For example:
This is to welcome you as you become our newest client at the depositors bank,

DIFFERENTIATE SALE AND SALES PROMOTION LETTER

Sale letter

Sales promotion letter

Aim is selling the goods and

services,

Aim is creating good relation

It should be write in formal

style of writing

It is write in informal style

General issues in series

system

Its issued on special occasion

Its use to convince the

customer

Its used to suggested the customer

Its motivate the customer

Its used for create desire

SPECIE MAN OF SALES LETTER

Syed faraz ali

IMSA
Hyderabad
01 june,2008
The royal house
House no 206
Hyderabad
Dear Mr, Azmat
You must have heard a lot about quality, read a lot about economy, but let us
explain what exactly these words means when you buy a pair of our NAWAB
Shoes.
These words mean that, in addition to the finest material and workmanship,
the most authentic style, and the most comfortable fitting, they give you a long
wearing time of almost of two pairs.
This is the reason why our NAWAB shah shoes cost less, why our customer
keep coming back year after year, why we have successfully built one of the
largest and the most repudiated business in the whole country.
This winter, we are going to display the widest variety of shoes for all ages,
fashion and style, in the history of our company. the enclosed booklet shoes
only a few of scores of equally smart and fashionable style, wont you come
and see them for your self?
Your very trusty
Syed faraz ali
initial

Q: write a sales letter to grocery stores about a new silver polish which you want ot
introduce. Its is called shine well here are some of its characteristics
Does not scratch surface
Cleans all metal surface
Can be applied with soft cloth
Has pleasant odor
Polish will keep indefinitely
Comes in three sizes,
Q: suppose you write a sales letter for a well known manufacture of typewriter. Write a
sales letter for a study typewriter to the principals of commercial institutes where large
numbers of typewriters are used in classes,
Q: suppose you are a member of the editorial board of your college magazine; write a
letter asking local businessmen to advertise in your magazine. Write a full letter, what
inducements will you give?

Ch: 6

Order and inquiry letter

Definition

Information contain order letter

Specie man of order letter

Definition of inquiry letter

Specie man of inquiry letter

DEFINITION:
A letter containing a formal request for the supply of goods or services is called
an order letter.
INFORMATION CONTAINING ORDER LETTER
1

Name of the goods order

Quantity

Size, color, design, style, or brand etc

Quality mentioned the specific quality of the article, and price list number

Time of delivery of goods or services,

Mode of transport

Method of payment

Instruction about packing insurance, customs duty

SPECIE MAN OF ORDER LETTER

Ashab company
IMSA
Hyderabad
01 june,2008
Stationary & printing company
64,banglow
Karachi
Dear sirs
Thank you for you samples and the letter of 17 may. We accept
your quotation of charsadda white paper and will appreciate if
you send us the following by 10 June or earlier,
1 3000 reams of white mechanical @ Rs 75.00 per ream
2 6000 reams of white newsprint @ Rs 57.00 per ream
The delivery, as you say, will be free, As for the cost of paper, you
may draw upon us through our bankers Messrs . HABIB bank, ltd ,
central branch, Hyderabad, after seven day from the date of your
invoice
Your truly
Ashab

Q: send an order to a firm for the supply of 25 dish antennas of medium size, the supply
must reach you within a week?
Q: write an order letter to a firm for the supply of 16 personal computers which should
be pack the computer in strong cases and all information which contain order letter?
Ch: 7 IN

QU

IRY

LE

TT

ER

DEFINITION OF INQUIRY LETTER

The letter in which we get information for price, products and about services and
specification, they need to get technical information to buy goods to order products and
so on,
SPECIE MAN OF INQUIRY LETTER
Azmat Ali khan
IMSA
Hyderabad
02 June, 2008
Abc company
Gulcenter
Dear sir
We wish to buy about six dozen of your atlas cycles, as we have
depleted our stocks, could you please sends us you minimum
quotations and your usual terms for transports, discounts etc,

Your truly
Azmat ali khan

Q: write a letter of inquiry to messrs jameel and sons asking them to quote their prices
of Rani television sets fo 18 and 20 sizes?
Ch: 8 CO

MP

LA

INT

LE

TT

ER

DEFINITION OF COMPLAINT LETTER

In business, the variety of mistakes committed in routine transactions is large:
the shipment may be sent incompletely; the goods may be damaged; and employee may
behave rudely with a customer; misunderstanding; may arise over bills, discounts or
credit terms, the letter written to bring these errors to the attention of company
executives are called LETTER OF COMPLAINT.
BASIC PRINCIPLES OF COMPLAIN LETTER
1

Explain carefully and tactfully what is wrong

Include any details necessary to identify your claims, dates catalogue numbers,
styles, order number and the like

Indicate the loss or inconvenience you have suffered, but dont exaggerate

Explain in general what you believe the company should do about your claim; but
dont be unreasonable in your request

Avoid negative accusations or threats, such as I demand I must insist etc.

SPECIE MAN OF COMPLAIN LETTER

Rashid
IMSA
Hyderabad
03 June,
2008
Abc company
Gulcenter
Dear sir
This morning I received your statement regarding my purchases from
march 15 to 12. I note that I was not given credit for the 12 fountain
pens that I returned on march 01.
I assumed that there was no question about these pens; they were all
leaking. I gave them to your salesman when he was here on march 16.
and he left me a receipt for them, there has never been any difficulty in
the past when I returned unsatisfactory goods in this manner.
I am sending you my cheque for Rs. 367.00. You will note that I have
deducted the amount of the 21 fountain pens that were returned. If you
need my further explanation, I know you will write me
These pens were good if they did not leak! I may order a new supply
next months
Your truly
RASHID

Ch: 9 CO

LL

EC

TI

ON

LE

TT

ER

Definition of collection letter:

If every one paid his bills promptly then there would be no letters of collections,
but unfortunately, people buy more than they should, and so they get bills which they
cannot immediately pay, the result is that the letters of collection becomes indispensable,
these letters written by businessmen to their customers for collecting overdue accounts
are called collection or dunning letters
The series of letters of collection may be divided into three classes
(a) the first reminders
(b) the second reminders, and personal letter
(c) the letters threatening legal action
FIRST REMINDER LETTER
DCC company
Hyderabad
04 june,2008
Abc company
Gulcenter
Dear MR faraz
This is the only to remind you that the amount of 333.00. was over dues
last months
We know that reminders like this are annoying and we certainly dont like
to send them. But we cannot function efficiently unless our account books
are kept up to date. We hope you understand. And we hope there will be a
cheque from you in the mail for the full amount in a day or two
Sincerely yours
Ashab
initial

LETTER NO 2

DCC company
Hyderabad
25 july,2008
Abc company
Gulcenter
Dear MR Faraz
Last month we sent a statement of your accounts which is now
overdue for one 5 weeks. Since we have not heard from you, we
are enclosing a duplicate copy of your accounts, may we hope to
have your account cleared as soon as possible.
You truly
Ashab
initial

LETTER NO 3

DCC company
Hyderabad
15 August ,2008
Abc company
Gulcenter
Dear MR Faraz
We have still not heard from you although your account is now
overdue for more than a month, this is not being fair to us. How
would you feel if you were in our place and we in yours. What
surprises us is your complete silence and ignoring of our request,
Dont you think it is really time for us now to request you urgently
to send us your cheque within one week?
You truly
Ashab
initial

LETTER NO 4

DCC company
Hyderabad
15 September ,2008
Abc company
Gulcenter
Dear MR Faraz
We sent you two cards, three letters along with your statements of
account but you have still not favored us with reply.
With reluctance, we have now decided to send your papers to our
lawyers. We realize that it is a very drastic measures but unfortunately
there is a no other alternative left to us except to request our lawyers
to take whatever step thy might think suitable for the clearance of
your overdue account. However, you cheque, if received by us within
three days after your receipt of this letter, may save you and our
lawyers the trouble of going to a court of law,
You truly
Ashab
initial

Q:messrs, NAZEER and sons had purchased goods from your store worth RS 20,000 on a
credit of 2 weeks, now one months has passed but they have not yet cleared their account,
write them a letter of collection requesting them to make payment as soon as possible.

CH: 10

JOB

LETTER

Definition
An application letter is very important letter, it is also called sale letter.
The writer of an application sells (or want to sell) his knowledge, services, skills,
experience and training. It is obvious that it must be written very carefully as a sales
letter is written, the writer should try to arouse the attention and interest of the man
whom application is addressed. He should state his merits clearly and fully.
JOB LETTER

Dear sir
I hope my qualification and experience is will fit the position of an
ACCOUNTANT which you advertised in yesterdays newspaper
I passed my matriculation examination from Alis English high school, latifabad
Hyderabad with 70%.
In my intermediate examination I secured a 635 marks out of 1100 and get high
marks in Mathematics
As far my extra curricular activities, I was also an active member of the cricket
eleven o fmy college and participated twice in college tournament,
I am 22 year old, and enjoy a good and healthy and athletic body.
I would be great full if I am called for an interview so that I could tell you more
about my self. My telephone number is 0331(123456).
Thank you
Your truly

COVERING LETTER

House no 512,block F
Unit no 7 latifabad
Hyderabad
6 june,2008
Director general
IBA
Karachi
Dear sir,
From the evening news of 5 June 2008, I understand
that you are looking for and energetic young graduate in commerce
for office and field work, May I request you to consider me a
candidate for this position,
My enclosed bio data will show my experience.
May I have an interview at your convenience? I need only fifteen
minutes to convince you that I am man you are looking for.
Your truly
Syed Faraz ali

BIO DATA SHEET

SYED FARAZ ALI

House # 525 Block F
Unit # 7 Latifabad Hyderabad
Res:022 -546625
Cell: - 0331-123456

OBJECTIVES:
To seek a Challenging Position in a growing organization this provides me
Opportunities for utilizing my entrepreneurial skills and achieve career growth
in line with corporate value and objectives.

Qualification
MBA

Continue

Institute of Modern Science & Arts.

Bachelors of Commerce (B.com)

(2006)

From University of sindh, Jamshoro

Intermediate (Science)

(2003)

From Alfalah College

Matriculation (science)
From Alis English High School

Computer Skills
Operating system
Windows- 95/98,
Windows-Me/Xp

Packages
Ms Office 2000

(2001)

Personal Bio Data

Fathers Name

SYED AFTAB ALI

Date of Birth

04-Nov-1985

Marital Status

Single

Nationality

Pakistani

Domicile

Hyderabad (urban)

Interest
1
2

Reading books
Play game

Reference
1

Available on Request