Professional Documents
Culture Documents
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³we-attitude´, in which the writer views every matter from his
or her own (or the organization's) standpoint rather than from
the reader's:
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Focus on "You" instead of "I" and "We´
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You-Attitude
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÷ e ³we-attitude´ department store
message, letter 1 below-
xay I take this opportunity to express my thanks for the
account you recently opened with our store.
We are pleased to furnish a wide variety of products for the
home or individual customers.
We want you to take full advantage of our store services, for
we have the largest stock in the city.
Also we make deliveries of our customers' purchases free of
charge within 30 miles of our store««««.so on««.
The last paragraph is -We welcome you to Kiran¶s. If we can
be of additional service in any manner, please call on us.
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In contrast, letter 1-rewritten for more
³you-attitude´--
Thank you for the account you recently opened at Kiran's.
Serving you with your needs for clothing and home furnishings is a pleasure.
You can satisfy all your shopping needs when you visit any of Kiran's 12 well-
stocked departments.
Our courteous, skilled salesclerks are ready to assist you in selecting the
merchandise that best meets your requirements.
If you prefer to shop within the comfort of your home, instead of coming to the
store, you need only telephone 555-8888.
A Personal Shopper will gladly take your order, answer your questions and see
that the goods you order reach you by store delivery within a few days.
When you shop at Kiran's downtown store, you are invited to use the free
customer parking privilege provided just across the street.
You are always welcome at Kirann's.
Please call on us whenever you need additional services.
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Ô ow Reader Benefit or Interest in Reader
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To the remaining half of its policyholders the firm sent
the same request-- reworded to show reader benefit:
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xerely inserting the word you do not ensure
you-attitude, as shown in this sentence:
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The revised sentence includes reader benefit:
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In some situations it is advisable not to use "you" if those
sentences are insulting, sarcastic, tactless, or untrue accusations
and threats against the debtor like -
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Paragraph Writing
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Basic Paragrap Ôtructure
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÷ e ÷opic Ôentence
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or example, suppose that you want to write a paragraph about
the natural landmarks of your hometown. The first part of your
paragraph might look like this:
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Here are some examples of sentences that cannot be used as
topic sentences. Can you figure out why they are
inappropriate?
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Ôupporting Ôentences
W en a reader reads a topic sentence, suc as x
a question s ould usually appear in t e reader's mind.
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jt minimum, you s ould a e at least fi e to se en
sentences in your paragrap .
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|ffecti e Ôentence Ôtructure
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Avoid used Sentences :
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Ôentence |mp asis
It is essential to place important words in the emphatic
positions in order to make the sentence more effective.
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Ôecond and third paragraphs
se a few short paragraphs to go into greater detail
about your main point.
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We regret to inform you...
It is with great sadness that we...
After careful consideration we have decided...
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inal paragraph
Your last paragraph should include requests, reminders, and notes on
enclosures.
If necessary, your contact information should also be in this paragraph. Here
are some common phrases used when closing a business letter:
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Closing
se a comma between the closing and your handwritten
name (or typed in an email).
If you do not use a comma or colon in your salutation,
leave out the comma after the closing phrase:
Yours truly,
Yours sincerely,
Sincerely,
Sincerely yours
Thank you,
Best wishes
All the best,
Best of luck
Warm regards,
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ariting Tips
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Proofreading a Business Letter
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Business Letter ormats
There are certain standards for formatting a business letter, though some
variations are acceptable (for example between European and North
American business letters). Here are some basic guidelines:
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oouble space between paragraphs
oouble space between last sentence and closing (Sincerely, Best
wishes)
Leave three to fives spaces for a handwritten signature
cc: (meaning "copies to") comes after the typed name (if
necessary)
enc: (meaning "enclosure") comes next (if necessary)
old in three (horizontally) before placing in the envelope
se right ragged formatting (not justified on right side)
Block format is the most common format used in business today.
With this format, nothing is centered. The sender's address, the
recipient's address, the date and all new paragraphs begin at the
left margin, like this:
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Î Y Z Co. Ltd SENoER'S AooRESS
22 Subhash Road may be printed company logo and address
oelhi-11006
orthcoming Exhibition
SBJECT
irst paragraph...
Second paragraph...
Third paragraph... BOoY O LETTER
Sincerely, CLOSING
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Formal letters
use standard business expressions (I am enquiring if it would be possible...)
are written to people the writer does not know
do not have a personal tone
üeutral letters
can be written to your boss, work colleagues and external clients can be
written to people the writer knows a little can have a personal tone
Informal letters
can be written to friends and work colleagues you know well
have a personal tone
are written in a conversational style
do not always have complete sentences
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Formal üeutral
If you are ever in oelhi please do not hesitate to contact me. If you come to oelhi please let me know
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Inquiries - jsking for Information
These letters are often written in response to an advertisement that we have seen in
the paper, a magazine etc.and we are interested in purchasing a product, but would
like more information before making a decision.
Remember to place your or your company's address at the top of the letter (or use
your company's letterhead) followed by the address of the company you are writing
to.
The date can either be placed double spaced down or to the right.
Important Language to Remember
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jn |xample Letter
Gupta Brothers
xanagement Book House
456 Shivalik Road
oehradun-250071
xarch12, 2010
With reference to your advertisement in yesterday's Times of India, could you please send me a
copy of your latest catalogue? I would also like to know if it is possible to make purchases online.
Yours faithfully
(Signature)
Rashmi Tomar (Lecturer)
oepartment of English
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|ffecti e Ôentence Ôtructure
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Avoid used Sentences :
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|xample Letter
Gupta Brothers
xanagement Book House`
456 Shivalik Road oehradun-250071
Yours sincerely
(Signature)
Alok Gupta
xarketing oirector
Gupta Brothers
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