Compulsory english all unit

• Learn essential telephone skills such as making and answering business calls; sending and reporting telephone messages.. 1.1 Introduction The objective of this unit is to make the stu

Unit-1 Business Communication-I

CONTENTS

1.0 Objectives

1.1 Introduction

1.2 Presentation of subject matter

1.2.1 Section 1 – Option A : Telephonic Communication

Check your progress

1.2.2 Section 2 – Option B : Using fax machine for sending messages Check your progress

1.2.3 Section 3 – Option C : Writing E-mails

Check your progress

After studying this unit you will be able to :

• Understand how English is used in formal business communication

• Learn essential telephone skills such as making and answering business calls; sending and reporting telephone messages

• Understand when and how fax and emails are sent in business communication

• Learn the etiquettes of professional communication

• Learn how to send and receive fax and e-mails

• Understand the features and technical aspects of fax and e-mails

• Explain the difference between business letters and fax

1.1 Introduction

The objective of this unit is to make the student familiar with the formal English used in the predominant forms of business communication such as telephonic communication, fax messages and e-mails The student will be able to learn the polite expressions and pleasantries used in such communication As effective communication is key to successful business; acquisition of communication skills is indispensable In order to work with competence and confidence either as superior or subordinate, you need to possess some basic skills of professional communication You should be able to communicate on phone clearly, distinctively, confidently and pleasantly You should be able to send and receive fax messages and e-mails You should also know the technical aspects of phone calls, of receiving and reporting messages and sending fax and e-mails on computer

Here are the do’s and dont’s of effective telephonic communication

1.2 Presentation of subject matter

1.2.1 Section-1

Option A – Telephonic Communication

Means of communication have changed drastically over the years, with the introduction of a modern telecommunications such as faxes and e- mails, but still widely used business communication tool is the telephone It is one of the commonest and fastest ways of contacting persons This is because it is a simple, handy and economical device and a very powerful means within business environment Its hard to imagine a business operating efficiently without a telephone

It has become the integral part of business communication

Although it is the most commonly used, it is the difficult form of communication as there is no advantage of body language We can not see the facial expressions and gestures of the caller and there is no eye- contact between the caller and person called There fore it is necessary to acquire professional telephone skills

I) Listening, questioning and speaking are the three key telephone skills To focus on these three skills, following guidelines can help us in the acquisiton of telephone technique

While making and answering a professional call –

When you are communicating on phone for business purpose, remember you are representing your business organization You make the first impression of your company To develop a positive image of your company, in the mind of the caller, you should speak confidently, efficiently and clearly This will inspire confidence in the caller This is a responsibility and a challenge too But this can be met by practicing telephone skills You have to cultivate a cheerful and friendly tone As the caller can’t see you, he will judge you with your tone So speak in a pleasant, relaxed and warm tone Exchange pleasantries and make a few polite enquires, if you are well acquainted with the person in formal communication polite and courteous language should be used all the time Take care that you don’t sound hurried or impatient Speaking fast or mumbling may create confusion So speak clearly and distinctly

Pre call preparation :-

Prepare beforehand the questions or the points, you would like to discuss Go by sequence, it makes the person called, easier to respond Always keep a notepad and a pen or pencil handy to note down essential information or message

If you write down main points, you want to cover and prepare the list of the people you want to speak to, it would help you a lot to be on a track

Introduce yourself and offer service –

It is customary to identify yourself or your firm, in professional communication when you are making external professional call, give the details like your name, name of your organization and purpose of your call Similarly, while receiving the call, ask the caller name and number Use his name during the conversation It creates friendly familiarity Study the following examples-

Good Health Centre, Good morning, how may I help you?

Good Morning, I D B I Bank, this is Ram Desai

Hello, can I speak to Mr Dixit, P R O from H R Department?

While attending the call :-

Listen to the caller attentively You can respond to the questions and important information on the spot Give undivided attention and acknowledge a comment every now and then Write down important information on a notepad and confirm by repeating As far as possible soften negative responses Instead of saying “You should” or “You need to” use phrases like, “I suggest”, “I recommend” sound friendly and professional Never eat or chew or tap a pen while talking If the message is long, keep saying, ‘yes’ or ‘ok’ to reassure that you are listening If the information is not readily available, promise to ring back and keep the promise Placing the caller on hold :-

As a receptionist, you have to handle multiple calls and you need to place the caller on hold It may be because the person, the caller has requested to speak to, is

on another call or may be the caller needs an information and you need a moment to take a file In such situation, make sure whether the caller wishes to hold or prefers to leave a message In case you place the caller on hold, it should not be more than 30 seconds Apologize for keeping on hold and thank the caller for waiting Study the following examples

“Please connect me to Mr Wagle?”

“Mr Wagle is talking on another line, would you care to wait, or may I have him return your call?”

“Mr Sharma from Partyline speaking, Can I speak to Mr Chopra?”

“Mr Sharma, Mr Chopra is working with another client at the moment would you like to hold or would you prefer to leave message? I am not sure, how long he will

be, but it may take some time.”

Use the expressions like ‘Will you please hold on” “Thank you for holding.” “I apologize for keeping you waiting.”

Transferring calls :-

Often it happens that the caller needs to speak to someone else and by mistake

he reaches you In such situation, you have to transfer the call Before transferring

the call, explain what you are able to do and get the callers permission Study the following expression

“Mr Mohan Joshi is in Accounts Department I would like to transfer you to his line

Is that all right with you?”

Ending a call :-

You should end the business call at appropriate time and when you have completed the purpose

When you are receiving the call, don’t keep the receiver before the caller hangs

up When you are pressed for time, you can end the call saying something like “I am late for the meeting” or “I have an appointment.”

End the call as pleasantly as you begin

Use the closing comments like –

“It was nice talking to you” “ I will look forward to your call.”, “ I will see you

on Monday.” “Good Bye” instead of “Bye bye.”

II) Sending & Reporting Message :-

A telephone message comes in the picture when the person called is not available A good telephone message enables you to take an appropriate business action in response to the call The message becomes a link between the person called and the caller A message form is an excellent guide to collect the right information Sending and reporting messages involves, taking complete messages, writing the details on the message from and reporting it to the right person at right time Messages are nothing but the details about who, when, why, how etc

Telephone messages can be left on answering machine too

Taking a message :-

Could I speak to Ram please?

I’ m sorry Ram is out of station Could I take the message please?

Please tell Ram, Mohan called Its regarding building plan, he requested

Your number please?

My phone number is 2266239 I am calling from Vishwa Karma Constructions I will call back tomorrow

Thank you, I will give him the message

The message can be reported by filling in the details on message form

Here are two sample message forms Examine them carefully

Sample No 1

Messages Date :

Call Taken by :

You might have seen that the forms are simple and clear When you receive the message fill the blanks completely and correctly and be sure the right person gets the message The basic questions who, what, when, why, where, and how apply to taking messages

Read the following telephone conversation and fill in the details in the message form You can use one of the samples

: Hello, can I speak to Mr Siddarth Kapoor please ?

: I am sorry Mr Siddharth Kapoor is with client right now Could I take your ménage?

: Its Amol calling from Superfast Advertising Agency Its regarding the advertisement for the newly launched product

: May I know your number Mr Amol?

: Sure Its 9810253520 I will call back after an hour

: Thank you I will give him the message

III) Leaving a message on answering machine In big offices a recording device

Please note that Jitu has left a short message, He gave his name, contact number and reason for calling So that if Mohan wants to return his call, he can get the essential information Jitu requested a call back in a polite manner The message left

on answering machine should be concise and it should contain all the necessary information

Read the following message on answering machine

Hi this is Meena I am not in right now But if you leave the message, I will return to you

The message

Hi, this is Leena from Partyline If you let me know the details of Friday’s party,

I would really appreciate it My number is 9820567821 Thanks

Thus we have learned that while taking message on message form and while leaving a message on answering machine –

• How to take a complete message

• Leave a concise message on an answering machine

• Ensure that the message contains all the necessary information

IV) Reporting message :-

As a secretary you have to receive phone calls for your boss in his absence and have to note down the message to report to him when he arrives Study the following telephone conversations and how they can be reported Study the language used A: Hello, good morning, Paranjape Builders

B: Good morning Can I speak to Mr Paranjape, please?

A: I am sorry, Mr Paranjape is out of station Will be back tomorrow Can I take your message?

B : Yes, please Tell him Mr Gavade called from Patel Enterprize Its about the payment of the order No 2250 delivered on 15th Oct

A : May I know your number please?

B : My number is 2622639 please tell him to ring me as soon as he arrives

B : Please tell him Its urgent Good Bye

he said that its urgent

Study the following examples :

A : Hello, K P T Pvt Ltd Good morning

B : Good morning can I speak to Mrs Prabha Kulkarni?

A : I am afraid, she is busy in the meeting with clients

B : Will you please give my message to her?

A : O sure, may I know your name please?

B : Tell her Mr Dixit called from Kolhapur Its about the audit statement

A : May I know your number please?

B : Yes, my number is 9881107836 Tell her, I will be reaching her office at 4 o’ clock

A : I’ll Good Bye

Study how the above telephone message can be reported

Madam, Mr Dixit had called from Kolhapur He is arriving here at 4 o’ clock to discuss about audit statement, he wants you to contact him on the number

9881107836

Study the following reported telephone massages

1 Sir Mr Dixit has called He wants you to sign the contract tomorrow morning

by 10 ‘O’clock

2 Sir Mr Rane, had called He wants to know if you’re available tomorrow at 1

‘O’ clock

3 Sir, there was a call from lawyers office You have to go to the court tomorrow for hearing

Section – 1 (A) Check your progress

1 Choose the correct alternative and rewrite the following statements

i) Speak ………… when answering the telephone

a) gently b) clearly c) softly

ii) When calling a company, you should state……

a) your impressions about the company

b) the purpose of your call

c) the time you require for the phone call

iii) In telephone communication while the other person is speaking, you should

………

a) keep pin drop silence

b) interrupt with new information

c) keep on saying “hmm” and “okay”

iv) Begin and end a business telephone call ………

a) hurriedly b) pleasantly c) sadly

v) A perfect telephone message contains ………

a) the name of the caller

b) the purpose of the call

c) all the essential details

vi) Which of the following is the acceptable way of answering the telephone at

a) End a call when both callers have accomplished their purpose or one is pressed for time

b) Wait till you’ve accomplished your purpose even if the other person is pressed for time

c) Make up a story to avoid talking to the other person

viii) When a person is not available, you would say,

a) I m sorry Mr Sawant is not available at the moment, May I take the message please ?

b) I am sorry Mr Sawant is not available at the moment please call back

in 10 minutes c) Can you call back later ? He is not in

ix) Choose the best of these three messages

a) Hi this is Rajan from Zenith Computers, Please give me a call when you get in

b) Hi this is Rajan from Zenith Computers, I am calling to find out how the computers we provided are working

c) Hi this is Rajan from Zenith Computers, I guess you are not in, I’ll call back later

1.2.2 Section – 2 Option B - Using Fax messages for sending messages Fax also known as facsimile has become a regular part of business communication It is the telephonic transmission of written documents to a telephone number via fax machine Although e-mail is replacing fax, fax is useful to send the documents especially signed ones which can’t be sent by e-mail Fax is fast and easy way of exchanging information and documents at a critical time Through fax you can send maps, diagrams and photographs along with the written message to the distant places Nowdays business letters are converted into fax messages and fax messages are also sent through computers

Traditional Fax :-

The traditional way of sending fax is using fax machine attached to a phoneline

It transmits data via telephone line to a recipient i.,e to another fax machine This fax machine transforms the message into images and prints them on paper

Sending fax message

In most fax machines, you need to do the following

1 Turn on the fax machine

2 Take the document you want to fax and put it into the document feeder The icon on the machine displays how to do it

3 Dial the fax number you want to fax to

4 Press the “send” button

5 Wait for the fax to transmit

6 Take the confirmation page or any other information that prints out

Receiving a fax :-

1 Turn on the fax machine

2 The phoneline rings when your fax machine receives the fax

3 The fax machine receives and prints off the fax

4 If the machine is configured to receive the faxes manually, hit the “answer” button when phone line rings to receive the fax

5 If your machine is configured to receive faxes automatically, the fax machine will answer and receive the fax

Sending fax using a computer :-

Traditional fax machines are becoming outdated Online fax services are replacing the traditional method of sending a fax The benefit of this type of faxing is that you are able to store your documents electronically and send and receive cleaner and cleaner copies For sending a fax using computer, you have to –

1 Sign up for an online fax service

2 Find the icon for creating new fax

3 Type in the recipient’s name, fax number, phone number Type your full name, your phone number, and total number of pages of the document you are sending

4 Type a brief message in the box explaining the document contents

5 Attach the document you want to fax, preferably a PDF document

6 Click “send” to transmit documents

Through fax you can send orders, price quotations, contracts, resumes, financial reports and so on E-fax is replacing traditional fax, yet some documents need a signature for legal purpose, hence you require a traditional fax machine

A fax message should be professional in appearance and content So make sure that the coversheet and documents include all the information you want to send and that everything is correct, professional, legible and complete

Cover sheet :-

The fax message usually has a cover page containing the following information

Name and fax number and other contact information of the recipient

Name and fax number and the telephone number of the sender

Date

Number of pages including cover sheet

A short message describing the documents being faxed

Fax messages can be sent between branches of the same company or to external business associates Instead of business letters today fax and e-mails are used for business communication

Here is a sample business fax Study it closely

Mahindra & Mahindra

120, Kandivali (West) Mumbai

No of pages : 3 (including this page)

Enclosed is the order for automobile spare parts we require Please send them at the earliest Make a phone call if any queries

Hoping for prompt action

Thank you

Dinesh Agarwal

You can see how business letters are converted into fax messages Let us see how this fax can be answered

Bharat Machine Tools

No of pages : 2 pages (including this page)

We value our customers and make it our duty to understand their needs and requirements so that we can help them to make their business work even better We have dispatched your order today itself by VRL transportation Please find enclosed the invoice of the goods ordered by you

Thank you for doing business with us, we hope the same in future

Mahesh Thakur

You might have noted that there is no salutation or greeting in the beginning of the message At the end there can be ‘Thank you’ or ‘Best Regards’ or just

‘Regards’

Read the following fax message and its reply

ICICI Bank Head Office, Banglore

Thank you

Sharad Chavan

Study the reply to above fax

I C I C I Bank Kolhapur Branch Tel : 0231 220404 Fax : 0231 220405

a pleasant stay

Thank you

Kiran Desai

Section-2 (B) Check your progress

1 Rewrite choosing the best alternative

i) There is no ……….and ……… in the beginning of the fax message

a) name and address of the receiver

b) name and address of the sender

ii) Instead of business letters today ……… and ………… are used for business communication

a) mobile messages and phone calls

b) fax messages and e-mails

c) meetings and get-togethers

iii) In business, fax is useful to send ……… and ………… at critical time

a) information and signed documents

b) Bio-Data and certificates

c) personal letters and invitations

1.2.3 Section-3 Option C – Writing E-mails

Electronic mail or E-mail has become a predominant form of business communication Fax messages and e-mails are replacing business letters now a days Billions of e-mails are sent world wide everyday This is because of their high speed, ability to reach many people at distant places at a time and the provision of attaching important files along with the message Moreover, it is quick, effective and economical Alike fax messages, e-mails are sent within the business organization and outside the business organizations In both the situations, e-mails should be formal Another advantage of e-mails is that they can be stored and can be referred

to, any time you want

Now-a-days, almost all levels of staff in every department and in almost all types of companies write e-mails The days of traditional secretary and massive paper work have gone As we all know, effective communication is the key of the success of any business; and e-mails being an integral part of corporate communication, it is advisable to understand how to write e-mails To maintain quality and standard, it is essential to follow e-mail etiquettes while sending business e-mails

Here are some e-mail etiquettes If you follow them your recipients will get the necessary information and they will act accordingly

1 Write a meaningful subjectline :-

If your subject line accurately describes the content of your e-mail, your recipient will read it with interest If the subject line is vague, it will fail to motivate the busy recipient to take it as worth while Subjectline should catch the attention and the recipient should know what the mail is about at a glance Following are the examples of bad subjectline

Subject :- Blank

Subject :- Meeting

Subject :- Read immediately or Urgent

Subject :- The file you wanted

Here is the more specific, informative subjectline

Subject : Reminder of 10 a.m meeting on 5th Oct 2012 on promoting a new product

2 Make one point per e-mail

As for as possible send one and only point or message per e-mail In case your e-mail contains many points give numbers to your points or consider writing a separate e-mail on each subject If you want to put several points as they relate to the same project, present each point in separate paragraph This makes each point stand out significantly You would make your recipient focus on your message and can reply to each one individually

5 Dinstinguish between formal and informal situations:

Although business e-mails are less formal than business letters, formal approach

is expected all the time So write according to situation It is important to keep your business e-mails short and clear The specific action you except from the recipient should be directly stated Avoid using abbreviations like – He’s, He’d “Dear Mr XYZ” is preferred rather than “Hallo”

You can use abbreviations and non-standard punctuations and spellings when you are writing e-mail to your friend or collegue

6 Specify the response you want :

If you expect specific action such as phone call or appointment from your recipient, make sure to include it in your message Your contact information will make your recipient easier to respond

7 Using EOM headlines :

When you have a very short message to convey, you can use EOM or End Of Message technique This is possible when you can put all the relevant information in the subjectline, followed by the letters, “EOM” This helps the recipient know that all the information is in the subjectline

8 Be a Good correspondent :

Check your inbox regularly and reply the e-mails you have received promptly This is the act of courtesy and it encourages others to reply It is professional and courteous to make yourself available online, evenif your message is “sorry, I am too busy to help you now.”

In short, a good layout, easy-to-read font, use of paragraphs for new point, clear and concise sentences, clearly stated purpose in the first paragraph, pertinent information in the body of the e-mail are the qualities of professional e-mail to ensure positive impression With friends and co-workers you can be casual but with customers and clients stick to formal set up and style

If you see the format of e-mail on computer screen, you will find that the contents “To”, “From”, “CC”, “Subject”, “Date”, “Time” appear automatically

Dear Mr Balwant Singh,

We are sorry to inform you that the tomato sauce bottles delivered by you against our order No 150 have been found damaged We are rejecting all the 200 bottles We request you to replace them at the earliest

Check your progress

1 Rewrite choosing correct alternative

i) In an e-mail subjectline should be ………… and ………

a) vague and long

b) specific and informative

c) catchy and casual

ii) In e-mails ‘cc’ stands for

a) casual communication

b) complimentary close

iii) Business fax and e-mails should have ……… set up

a) informal b) formal c) impressive

iv) EOM technique is used in ………

1.3 Summary

In this unit you have learnt how telephone, fax messages and e-mails are predominant forms of business communication and how quick, clear and effective communication leads you to success in business You might have realized that the massive secretarial paper work has been replaced by fax and e-mails As an employee of any business firm, in any department, in any position you need to communicate with your superiors, subordinates, clients and business associates After studying this unit you will be able to face the challenges in your career confidently The professional skills introduced in this unit will enable you to communicate clearly and effectively Various aspects, features and do’s and don’ts related to telephone calls, fax messages and e-mails provide you theoretical knowledge which will be useful while actually practicing them in future

1.4 Terms to remember :

Caller - persons who makes the phone call

Person called - person who receives the phone call

Acquisition - something acquired

Cultivate - develop, improve

Pleasantries - courteous or polite remarks made in conversation

Place the caller on hold - request the caller to hold on

Hang up - end the call

Press for time - in a hurry

To look forward to - to wait eagerly

Distinctly - clear, understandable

Predominant - main element

Drastically - far reaching effect

Gesture - movement of body to express feelings

1 Complete the following conversations

A : Hello, Kesari Travels Good Moring, how may I help you ?

B : Good Morning, could I ……… Ram please

A : I’m ……… Ram is ……… Station could you

A : Thank you I’ll ……… message

2

A : Hello, Sanjivani Health Centre How ………….?

B : Will you please ………… ?

A : Hello, HDFC bank, how ………?

B : Mr Deshmukh from Sangli calling What are your working hours ?

A : We are ……… from 9 to 6 from Monday to Friday On

Saturday from 9 to 3

B : O.K Thank you

4 Suppose you are Anil Murthi Write a fax to your business associate in Delhi to receive you at the airport and to arrange for your accommodation in Delhi for two days Inform about your flight and time of arrival Imagine necessary details

5 Suppose you are manager of company Send fax to your sales manager asking him to send the details of sales during the last six months Imagine necessary details

6 Write an e-mail to travel company requesting to send the proposed plans of Europe tour in Diwali vacation Imagine necessary details

7 Write an e-mail to your supplier asking him to send the latest price quotation of cell phones and schemes of Diwali offer Imagine necessary details

8 Write an e-mail to university authorities to send you the prospectus of a degree course in food technology Imagine necessary details

Unit-2 Business Communication-II Writing Notices, Office Orders and Circular Letters

CONTENTS

2.0 Objectives

2.1 Introduction

2.2 Presentation of Subject Matter

2.2.1 Content I: Writing Notices

Self check I & II 2.2.2 Content II: Writing Office Orders

Self check III 2.2.3 Content III: Circular Letters

Self check IV 2.3 Key to Self – Check Exercises

2.4 Summary

2.5 Exercises

2.6 Project Work

2.0 Objectives:-

After studying this unit, you will be able to :

 understand how to write notices, office orders and circular letters

 How to draft the notices of the registered bodies

 Understand the difference between the notices on college notice board and the notices of registered bodies

 Learn, how to handle official correspondence in English like writing

 To inform the readers with the facts and information about the firm, its policy and cause of a circular letter

2.1 Introduction:

In the first part of Business Communication you have studied how external communication is carried on by making use of devices like telephonic communication, Fax and E-mails You have also practiced the skills of formal and informal telephonic conversation, reporting messages, and drafting E-mails

In this part of Business Communication you are going to study how to write:

A Notices and Office Orders

B Circular letters

which are used frequently for written communication among the different departmental heads and the other officials on the official matters in the big business organization

In big companies and institutions there is a mechanism for sending written or oral instructions and information to the employees It uses a certain pattern for its activities and communication The Board of Directors is an apex authority that takes major policy decisions The Managing Director or Chief Executive Officer(CEO) is entrusted to implement the policy decisions and pass on necessary information to the subordinates i.e departmental managers who in turn give instructions to the supervisors They pass on these instructions to administrative and operative staff Internal communication includes sending and receiving information within a business organisation Such communication is of two types:- Formal and Informal Formal communication includes notices, office orders and a circular letter Formal communication is of two types: vertical and horizontal Vertical communication flows downward i.e from superior to subordinates or upward i.e from subordinates

to superiors and horizontal communication takes place between employees of equal rank, for example, a communication from supervisor to another supervisor

This unit deals with some tools of business communication like: 1 Notices 2 Office Orders and 3 Circular Letters

2.2 Presentation of Subject Matter

2.2.1 Content I : I Writing Notices:

Notice is a useful means of communication when many people within the institute or company have to be informed about new instructions, changes and other important matters The tone of the notice is always in the form of request instead of a command The important components of a notice are: day, date, and place of a meeting, the purpose of the notice and designation of the person concerned Generally, notices are displayed on a notice board or written on a blackboard in the company or institute in order to have easy access to all concerned

Notices in the College:

Often we come across notices on the college notice board These notices inform students and other stakeholders what will happen and what has happened They give information that is useful for you to do something or not to do something The following are some specimen of how they are written:

NOTICE

20th October 2012 The following students of B.Com I

should see the office superintendant Shri

R.S Pawar between 11.30 am to 12.30

pm in connection with their compliance

for the Shivaji University Merit

Scholarship on or before Monday, 25th

of a notice They are written precisely due to shortage of space The details such as who should see whom, by what date and time, the reason and other necessary details are given Note the use

of the modal verb ‘should’ It is used to show obligation, duty or similar idea The verb ‘see’ means ‘meet’

While writing time we use a.m and p.m

a.m.= ante meridian i.e the time from midnight to noon

p.m.= post meridian i.e the time from noon to midnight

Since notices are official, impersonal

and applicable to all concerned, we use

passive voice in writing them Passive

voice is used when what is done is to be

made prominent Note the structure ‘are

required’ and the omission of a

preposition phrase beginning with agent

‘by’ Note also the expression ‘failing

which’ or ‘failing this’ which means ‘if

you fail to return the books’ It is a kind

2013 Failing this they will not get their clearance certificate from the library

Librarian

See one more example of college notice:

NOTICE

4th February 2013 All the students of B.A I and B.Com I

are hereby informed that their

compulsory practical examination in the

subject Physical Education will be

conducted in the last week of February,

2013 The detailed schedule of the exam

will be displayed shortly

Director,

Department of Sports

This notice is about the practical examination which is compulsory for all the students in the subject Physical Education Note the verb phrases in the passive form, ‘are informed’, ‘will be collected’ and ‘will be displayed’

Active Passive informs are informed will display will be displayed will collect will be collected

You can see here that when there are modal verbs such as will, shall, can, may, etc., you have to make use of BE + past participle for passive Modal verbs are used

to express possibility, probability, certainty, uncertainty, compulsion, obligation, etc For example:

Passive : A letter will be written

With the help of a teacher, practice more such examples in the class

Suppose there is a change in the office hours, as a Registrar of the college, you will write a notice to inform this to students Let us see how such notice is written:

NOTICE

13th March 2013 The college office will remain open between 10.00 a.m to 6.00 p.m instead of 8.00 am To 4.00 p.m from Monday, 18th March 2013 every day except on holidays due to University examinations

Registrar Principal

This notice is concerned with faculty, non-teaching staff and students of the college Note the details given like new office hours along with the old timings and reason The day and date of commencement of new working hours are also mentioned Both the registrar and the principal have signed this notice as they are administrative heads of the college

Self-Check I:

Draft the following notices:

A As a Librarian of the college, write a notice informing students about the change

in the reading room hours during examination time

B NSS Programme Officer of the college convenes a meeting of volunteers regarding NSS special camp in the adopted village

C Literary Association in your college is organizing an essay competition on

“Global Warming” Give details such as length of the essay, medium (Marathi, English, Hindi), last date of submission, whom to be submitted, etc

II Notices of Registered Bodies:

Cooperative Societies and Companies registered under Company Act, clubs and organizations governed under their bye-laws are required to call meetings of their members, office-bearers, and shareholders Notices for these meetings are different than simple notices displayed on the college notice-board A notice for the general meeting should be sent to the members 15 days in advance, that is, before the date of the meeting

Here is a specimen notice for such a meeting

Nature Care Club

……… Nature View Sadar Bazar Satara 415 001

… The second meeting of the members of the

… Club will be held at 4-00 p.m on Monday,

…… 28th March 2013 in the hall of the club

………… All the members are requested to attend the meeting

……… Secretary Copy to:

…… All the members

Study the format of the notice carefully The numbers given are explained below:

1 The name of the organization and its full address

2 Date of the issue of the notice – 12 March 2012

3 Serial number of the meeting – second

4 Time of the meeting - 4.00 p.m

6 Place of the meeting – hall of the club

7 Request to the members

8 Secretary - a person authorized to issue the notice

9 Copy to all the members

Sometimes a meeting of all the members especially of club or some social organization is called for one specific purpose See for example:

Rotary Club, Karad

A meeting of all the members of the Club will be held

at 5-00 p.m on Tuesday, 29th Jan 2013 in the Assembly

Hall of the club to plan and conduct a blood donation

camp on the occasion of birth centenary of Yashwntrao

Chavan

All the members are requested to be present

14th January 2013 Secretary

Postponement and Cancellation of a Meeting:

A secretary of an organization may have to send a notice if the meeting is postponed or cancelled Such notices may be sent by post or by hand If too many people are involved, such a notice may appear in a newspaper

Youth Welfare Association Near Telephone Exchange, Tarabai Park, Kolhapur-3

13th August 2012 Members of the Association are hereby informed that the

General Body Meeting scheduled to be held at Chandvani

Hall, Tarabai Park, Kolhapur on 25th August, 2012 at 5-00

p.m has been cancelled due to unavoidable circumstances

The new date will be intimated shortly

Secretary

Note the expressions:

scheduled to be held

due to unavoidable circumstances

Here is another example of a cancellation of a cricket match organized by Satara Sports Council, Satara:

SATARA SPORTS COUNCIL, SATARA

Near General Post – Office Satara 415 002

10th Oct 2012 The Satara Sports Council, Satara regrets to inform that the Special T20 Cricket match between S.C Railway, Miraj and Satara Sports Club teams which was to be held this morning, has been cancelled due to heavy rains over the days Members and the public who have bought ticket for the match can claim their money from the club’s office between 9.00 a.m and 3.00 p.m on 11th Oct., 2012

Honorary Secretary

This is a notice for the public and is normally sent to the newspaper or displayed outside the playground on a notice board Note the details such as the reason for postponement, arrangement made to pay back the money of the public, etc

Self Check II :

Draft a notice for each of the following:

a) Lions Club, Satara has postponed its annual meeting for the members

b) Women's Welfare Association, Satara wants to call a meeting of its members to plan a music and dance competition

c) Women's Welfare Association, Satara has cancelled its Dandiya Competition d) The Gymkhana Department of your college has changed the venue of cricket and hockey matches

2.2.2 Content II : Writing Office Orders:

Office order is a form of downward communication i.e it travels from higher authority to subordinates Office of the management may find it necessary to send orders to employees on the occasions like appointment, confirmation, transfer, promotion, suspension, dismissal, etc Being a sensitive form of communication, its drafting should be clear, precise and specific in contents and language It is generally issued by the CEO/ Personnel Manager/ Managing Director on the letter head of the company

Appointment order states the following facts:

1) pleasure of the management in appointing employee

2) The date and time for the candidate to join duties

3) Post for which he is appointed along with terms and conditions

4) The details of a salary, allowances and perquisites

Specimen Order

MAHARASHTRA SCOOTERS LTD., SATARA

Office Order Ref No./ 1244 /2012 15th December 2012

To,

Shri L.A Chavan

945 Ramlila,

Saraswati Colony

Karad Dist Satara 415124

With reference to your application dated 15th November, 2012 and subsequent interview, I am pleased to inform you that you are appointed Junior Clerk in the Department of Marketing w e f 1st January, 2013 in the Scale of Rs 5200-20000

Your appointment is on probation for a period of six months after which

your services will be confirmed if found satisfactory

You will be eligible to get all allowances applicable as per the rules and regulations of the company

Sd/

Personnel Manager Copy to :

1 Accounts Department

2 Department of Marketing

The specimen given above shows the essential components of order of appointment: a) Name and address of the company on a letterhead

b) Reference number and date of issuing order

c) Name of the employee and designation

d) Pay scale and nature of appointment

e) Signing authority/officer

f) Copy of the order to

Also note abbreviation w e f means ‘with effect from’

After completing probation period satisfactorily, the company or management sends order of confirmation to the employee stating that his job has been confirmed

Specimen Order

MAHARASHTRA SCOOTERS LTD., SATARA

Office Order Ref No./ 1122 /2013-14 17th June 2013

To,

Shri L.A Chavan

945 Ramlila,

Saraswati Colony

Karad Dist Satara 415124

I am pleased to inform you that as per the resolution passed in the meeting

of the management your service as a Junior Clerk has been confirmed with effect from 1st July, 2013

You will be entitled to the benefits of medical bills, provident fund, gratuity and pension as per the rules and guidelines of the company

Sd/

Personnel Manager Copy to :

1 Accounts Department

2 Department of Marketing

Self - Check III :-

1) Draft an office order regarding the appointment of an employee as a Sales Executive in the head office of a company Imagine name of a company and other relevant details

2) Insert necessary details in the following office orders:

A)

-

-

Ref - / - -

Office Order

Mr Jaywant Patil, Accounts Assistant, is promoted as Senior Accountant with effect from … He will draw a scale of Rs 6000-100-6500-125-7500 and other allowances admissible as per the rules of the company

Sd/

Copy to : - - B)

- -

Ref - / - -

Office Order

In appreciation of the excellent performance of Mr Saurabh Thorat in the sales promotion campaign during the month of June-July 20 - the management is pleased to grant him a special incentive of Rs ……… effective from 1.8.20…

Copy to : - Sd/

- 2.2.3 Content III : WRITING CIRCULAR LETTERS

Circular letters are circulated by business concerned to a large number of its customers or suppliers They convey the same message to all those for whom they are meant They are letters produced for mass circulation They are, in fact, like announcement intended for general circulation Since they are not directed to specific customers, they are likely to go unread unless they are attractive, catchy and colourful A circular letter is intended for general circulation to customers while an

office circular circulates information to all those working in an office It informs official matters to organizational members like changes in working schedules, inviting suggestions from employees, etc

A circular letter has the following features:

(1) It is an information giving letter intended for general or mass circulation (2) It conveys the same message to all concerned

(3) It must be simple, precise and accurate A badly designed circular will circulate bad information It will negatively affect the interests of the company

(4) It does not contain any inside address as it is not meant for specific customers

(5) It has to be persuasive and convincing to attract its readers' attention Most

of the circulars are likely to go unread and unnoticed

Circular letters are written in the following situations:

(1) Setting up of a new business

(2) Introducing a new product

(3) Extension of existing business

(4) Transfer of existing business

(5) Opening of a new branch

(6) Admission or retirement of a partner, that is, change in constitution of the firm

(7) Change in prices (increase or decrease) or announcing a sale

(8) Dissolution of business