UNIT –I DRESS IN COMMUNICATION Earnest Hemingway

 

UNIT –I

 

DRESS IN COMMUNICATION

• Earnest Hemingway

Turn yourself into to a well dressed literary genius and learn how to rock it Ernest Hemingway style. When you think about Ernest Hemingway’s style the first thing that comes to mind is his style of writing.

 

Dress is considered an aspect of non-verbalcommunication and has social significance for the audience. Dress also includes the things that people wear such as jewelry, ties, handbags, hats and glasses. Clothing conveys nonverbal clues about a speaker’s personality, background and financial status. Ernest Hemingway’s style generally falls in one of three categories:

sportsman, casual and casual formal.

 

Earnest says that when people first meet, they immediately judge about each other based on appearances. Moreover, your dress conveys about your personality, education and credibility which break down barriers to launch careers or hamper careers.

The author further says that there is a mode of dress in our society which helps us to identify their profession. He also says that the dress code will not only conveys credibility but also self-confidence.

 

Earnest says  Clothing textures and lines also transmit silent messages. Soft texture in attire tend to invite contact and closeness, crisp textures indicate the efficiency of the person and the lines conveys the rigidness of the personality.

 

The author in his last passage says that the dressing sense of the person reveals a message for ourselves which inspire us to gain confidence in our abilities and lift the self-esteem.

 

Hemingway was a genius whose literary style has been imitated and studied for decades.  Ernest Hemingway’s style is a classic, simple style; it consists of clean lines that flatter the body and are durable enough to survive a safari.

 

UNIT II LS.6 THE HAPPY PRINCE BY OSCAR WILDE (BBA & BHM SEM 2 B.U)

UNIT II

THE HAPPY PRINCE 

                                BY OSCAR WILDE

The Happy Prince, by Oscar Wilde, is a wonderful allegory, typical of 19th century English fiction.

The story “The Happy Prince” has three themes. The first theme of the story is that outward beauty is nothing. It is just a show. The real beauties are love and sacrifices. The second theme is that there is great gap between the rich and the poor, the rulers and the masses.

When the happy prince was alive, he lived in a palace where sorrow is not allowed to enter. He lived a life of happiness. However, when he died his courtiers set up his statue on a tall column.

When he saw people in trouble, he wanted to help them. A swallow stays at the feet of the statue of the happy prince for the night. On happy prince request, he prolongs his stay and helps the poor with the ruby and the sapphires. When the happy prince cannot see any more, the swallow decided to stay with the gold covering of the happy prince. At the end, he dies frost. The heart of the happy prince also breaks.

The mayor and the town councilors passed by the statue of the happy prince. They were shocked to see the ugly looking happy prince. They pulled it down and decide to make another statue. The heart of the happy prince didn’t melt in the furnace and the workers throw it on the dust heap where the dead swallow was already lying. An angel came and takes both the heart and the dead swallow to God as two precious things.

The story “The Happy Prince”  a fairy tale and the end of a fairy tale is always happy. The swallow and the Happy Prince has sacrificed their lives to help the poor and the needy. So God was happy with their sacrifices. Therefore, God rewards them and orders that the swallow will sing in the garden of paradise and the Happy Prince will praise him.

The theme of the story “The Happy Prince”

The story “The Happy Prince” has at least three themes. The first theme of the story is that outward beauty is nothing it is just a show. The real beauty is the love and sacrifice. The end of the story gives this idea.

The Happy Prince has a lead heart, but this heart is full of sympathies for the poor and the needy. He sacrifices his eyes and beauty just to help them. He gives away his gold covering bit by bit to the poor. Now without his eyes and gold covering, he looks so ugly that he is sent to furnace to melt. He has lost outward beauty, but with sacrifice and love, he has achieved spiritual beauty. God is pleased with him. After his death, he is taken to the city of gold where he will praise God forever.

The same happens with the Swallow. He sacrifices his life for the love of the Happy Prince. Nevertheless, he also achieves spiritual beauty. He will sing for evermore in God’s garden of Paradise.

The second theme is that love and sacrifice are two saving forces. This world is full of poverty, hypocrisy, and exploitation. If there were no love and sacrifice, the world could not go on its axis. It is because of love and sacrifice that this life is going on. Therefore, it is true that love and sacrifice are two saving forces.

The third theme of the story is that there is great gap between the rich and the poor, the rulers and the masses. The Happy Prince did not know about the poor and their problems when he was alive. Therefore, it means that the rulers at that time did not know about the problems and the difficulties of the masses.

UNIT II LS. 7 A SPEECH BY N. R. Narayana Murthy (bba & bhm sem 2 B.U)

UNIT II

1. 7 A SPEECH BY N. R. Narayana Murthy

This was an inspirational speech delivered by Narayan Murthy at the New York University. It taught us a lot of valuable lessons which leads to success. He shared with us some of his real life experiences which helped him to become the man he is today. He narrates those experiences which drove him into the field of computer science; about how he changed from a confused leftist to a determined compassionate capitalist and finally about the success story of Infosys. He said that each experience was a lesson to him, which made him move forward with even more determination and courage.

Some of the valuable lessons that he learnt were:

1. You can learn from each experience in life. It doesn’t matter where u start; what matters is how and what u learn. It is more difficult to learn from success than from failure as you can be less careful, if u succeeds in every attempt in life.            .
2. Sometimes an unexpected event can turn out to be the most crucial point in life. So we should value each and every chance that comes our way.
3. Your attitude towards work is also very important. You should look at your capabilities as a result of hard work and not as something inherent.
4. Self knowledge weighs more than any other knowledge. You should know your capabilities, your limitations etc.A strong belief in oneself is the first step to any great achievement.

The major point of the speech is that we should have a few role models to go by and should cultivate a growth-oriented mindset and that we should take advantage of all opportunities to learn from experience. We should make the best use of the power of the chance events in our life and be able to develop self-knowledge for self-advancement. He also gives expression to his philosophy of compassion by stating that we are only the temporary custodians of the wealth we earn and we should share it with the have-nots and the less fortunate

Best way to learn and succeed in life is to learn from past experience. Our mind should always be ready to grow and open to negative feedback. How we respond to the crucial situation plays an important role in success of a person. And above all believe in yourself. Finally the best use of all your wealth is to share it with those less fortunate.

UNIT I LS 1. A DAY’S WAIT -ERNEST HEMINGWAY (BBA & BHM SEM-2 B.U)

UNIT I

LS 1. A DAY’S WAIT

-ERNEST HEMINGWAY

“A Day’s Wait” deals with the familiar Hemingway theme of heroic fatalism or fatalistic heroism, namely courage in the face of certain death.

The story opens as a father discovers that his 9-year-old boy, Schatz, has a fever. The father sends for the doctor and he diagnoses a mild case of influenza. As long as the fever doesn’t go above 104 degrees, the doctor says, the boy will be fine, and he leaves three different types of medication for the father to administer with instructions for each.

Schatz’s temperature is determined to be 102 degrees.When the doctor leaves, the father reads to Schatz a book about pirates, but the boy is not paying attention and is staring fixedly at the foot of the bed. His father suggests he try to get some sleep, but Schatz says he would rather be awake. He also says that his father needn’t stay in the room with him if he is bothered.

His father says he isn’t bothered, and after giving him his 11 o’clock dose of medication, the father goes outside. It is a wintry day with sleet frozen onto the countryside, and the father takes the family’s Irish setter out hunting along a frozen creek bed.  Both man and dog fall more than once on the ice before they find a covey of quail and kill two. The father, pleased with his exploits, returns to the house.

Upon returning home, he finds that Schatz has refused to let anyone into his room because he doesn’t want anyone else to catch the flu.  The father enters anyway and finds the boy still staring at the foot of the bed. He takes Schatz’s temperature and finds it 102, as before. He tells Schatz his temperature is fine, and not to worry. Schatz says he’s not worrying, but he is thinking.

When the father gives Schatz his medication, Schatz asks if he thinks the medication will help, and the father answers affirmatively. After attempting to interest Schatz in the pirate book and failing, the father pauses, whereupon Schatz asks him when the father thinks Schatz will die.

It emerges that Schatz has heard at school in France that no one can live with a temperature above 44, so Schatz thinks he is sure to die with a temperature of 102. He has been waiting to die all day.

After the father explains the difference between Fahrenheit and Celsius, Schatz relaxes, letting go of his iron self-control and the next day he allows himself to get upset over little things.

CONCLUSION

At the end of the story when the boy knows that he will not die he becomes his old self again: he starts to complain about little things that are of no importance just like before he thought he would die.

This shows how death lets things appear in a different way, everything that seemed to be important before is not important anymore.
It becomes clear that especially children need the help of adults to understand what death and illness means.

We learn that we have to help children to grow up and that we have to help them to understand the world around them, because as we can see in this story without the help they worry too much about things that they do not have to worry about.

Unit II LS. 8 COCKROACH – KEVIN HALLIGAN (bba & bhm sem 2 B.U)

Unit II

1. 8 COCKROACH   

–    KEVIN HALLIGAN

Kelvin Halligan is a Canadian poet. He was born in 1964 in Canada but spent most of his time in the England. He travelled a lot and wrote the poem ‘The Cockroach’, on one of his jaunts to Asia.

The poem cockroach is part of his collection which is called: “Blossom Street,” to which ‘The Cockroach’ received the most recognition. There is not much information on his personal life and he describes his own life in the poem.

The theme of this poem is Person vs. Self as the character has a problem deciding what to do in the situation.

To be specific, in this poem the character (cockroach) has a problem deciding what to do in his situation when he has finally reached his ‘destination’ at the top of the shelf – but then, he hesitates as he does not know what to do.

It is an extended metaphor of the persona (the poet himself) or human beings as a whole. This is first hinted by the fact that the cockroach is ‘giant’ – is it large for its species, or large to the point it is the size of a human?

He gives the cockroach human characteristics such as: ‘jog’, ‘trace’, ‘circle’ which are more of what a human being would do than that a cockroach would.

The poet further describes the frantic actions of a human being: How we are content with our situations (at first he seemed quite satisfied to trace) And then after a while, he gets bored (but soon he turned to jog in crooked rings) He is then struck by a case of restlessness, but then finally finds something exciting, new – the open shelf

When he reached the open shelf, he begin to question himself of whether what he’d come for was worth it.

In the last two lines, the writer shows the turn (solution to the problem) and the cockroach personifies the character of the poet/human being as he asked: ‘A former life had led to? I don’t know, Except I thought I recognised myself.’

UNIT I Ls. 4 THE JUSTICE OF PEACE – HILAIRE BELLOC (bba & bhm B.U)

UNIT I

Ls. 4 THE JUSTICE OF PEACE

–      HILAIRE BELLOC

The poem “the justice of peace” is written by Hilaire Belloc. In this poem the poet talks about the kind of thinking that people are protesting about at the moment: a complete and fervent belief that property rights are handed down from on high and that it’s a natural right that the state will protect your possessions, let you keep your squillion dollars and your penthouse and your yacht.

And how dare anybody question your right to that squillion dollars, question your assertion that you earned it by working hard, as though the things that other people do to keep a roof over their head and food in their belly and shoes on their feet (and books on their shelves and wine in the fridge and the heating as high as they want and a trip to the beach in the summer if they feel like it) aren’t hard work and don’t have value.

We sneer at Working For Families and middle-class welfare and do not question the underlying reason behind it: that, actually, people who are on the average wage in New Zealand would have difficulty supporting a family on that and paying the usual rates of tax.

We judge beneficiaries for still having cars; for having cell phones and computers in their home; for faithfully buying a lotto ticket once a week; for having a beer with dinner, or two, or three – as though our society thinks being poor should mean suffering all the time, not spending your money on anything you want, not having choices and not having the opportunity to make short-sighted ones from time to time because, fuck it, it’s a lovely day – doesn’t a glass of wine on the patio sound nice?

And we don’t question that, that earning the minimum wage if you’re working full-time in New Zealand means you probably can’t afford to rent a whole house if you’re living in a city, not without extra government assistance.

We talk instead about how jobs might be lost, as though employers hire people out of the goodness of their hearts and would pay more if only they could afford to, by gum. We talk about that fucking microeconomic graph, the one that says that labor is price elastic and assumes that’s true both ways or that it’s in any way realistic to talk about a labor market as a whole, as though demand for checkout chicks at the local New World is in any way comparable with the hiring of neurosurgeons, as though the negotiating process works the same way when you’re a sixteen year old girl as it does for a sixty-year old grey-haired businessman in a suit worth a month’s wages.

We let the entire conversation be overtaken by smirking fools talking earnestly about how hard they worked to get where they are, and who let the subtext run through the conversation like a lead-weighted punch to the face: if you’re poor it’s because you deserve it. If you’re breaking your back cleaning other people’s floors and bagging their groceries and typing their memos and organising their offices and driving their taxis and educating their children and – and you’re not wearing thousand-dollar shoes and driving a late-model import, it’s because you don’t deserve any better.

Except that they of course are poor because they made poor choices, and they’re staying poor because they — because — because New Zealand is a land of milk and honey and what’s with all the pessimism anyway?

“The Justice of the Peace” in which the speaker chides his tenant, “I do not envy you your hat, your shoe./Why should you envy me my small estate?/It’s fearfully illogical of you/To fight with economic force and fate.” We laughed sadly at the irony of the poem describing a world in which the rich get richer and the poor get poorer.

Unit IV SPEECHESVOCATIONAL DEVELOPMENT AND PRESENTATION

Unit IV

SPEECHESVOCATIONAL DEVELOPMENT AND PRESENTATION

1) SPEECHES: Drafting a Speech

Stage presence and personality.

2) DESCRIBING A PROCESS.

3) DESCRIBING AN OBJECT.

4) ARGUING AND EXPRESSING ONESELF.

5) WRITING PARAGRAPH.

 VOCATIONAL DEVELOPMENT AND PRESENTATION:

1. THINKING OF A  CAREER
2. RESUME WRITING
3. INTERVIEW TECHNIQUES
4. INFORMAL INTERVIEWING
5. ORAL PRESENTATION HINTS
6. PRESENTATION ANXIETY- GROUP DISCUSSION

1. SPEECHES:

The acquisition of oral presentation skills (or giving speeches) is essential in a profession. The speech is of different forms according to the situation and purpose. Such as a Debate elocution, Seminar, Conference, Group Discussions etc..

Adequate planning and presentation in using one’s voice, body language and visual aids s imperative for achieving the desired results in an oral communication situation.

Drafting of speeches requires almost similar skills as that of essay writing. The speeches may have to be drafted for several occasions such as opening of a sports meet, annual day function etc.. Heretoo, your ability to express relevant ideas clearly and precisely will be tested . However, the speeches must be in first person singular. Draft the speeches as though you actually singularly addressing the audience from a platform.

A GUIDE TO WRITING SPEECHES: DRAFTING A SPEECH

There is no one perfect way to draft a speech. All speeches are different; all speakers have their o

wn preferences and their own speaking style. But there are easy rules for all speech drafting, which apply from the most humble to the most exalted.

If you remember nothing else, the obvious point is that a speech is written to be spoken – so it must be sayable, clear, interesting and easy to follow.

Don t write like you write or read – write like you speak. Keep it direct.

1. Establish a clear structure

A speech needs to lead the listeners (and readers) through the story the speaker is trying to tell. The material and argument must be organised in a logical structure.

You need more structure than you think. You are familiar with the material and arguments. But your listeners (generally) are not. They will not have the text of the speech in front of them. So make them follow the argument, and remember it when they leave the room, you need.a lively, logical, step-by-step structure. The speaker may be a non-expert – so a clear structure helps her/him too.

2. Opening and Closing

The beginning and -end are key. You need to get off to a good start and end with a flourish.

A strong opening wakes the audience up. They see that. they are, not wasting their time: the speaker is worth listening to. So avoid a dull opening paragraph which thanks the organisers, praises the venue and the sponsoring organisation, and expresses general delight at being there. The speaker needs to do those things – but get a big message in first.

An example of an opening

Thank you for that kind introduction.

Use opening lines such as       “Good Morning, Ladies & Gentlemen”

” Good Evening, Friends”

” Ladies & Gentlemen”

” Hello Friends”, etc..

suitable according to               1) the audience,

2) time of the event

3) the situation.

First let me say how delighted I am to be here at……….

The last paragraph is just as important. It reinforces your key message. Tell the audience it’s coming: “let me leave you with this thought” or reiterate the “Ladies and Gentlemen, Distinguished Guests” with which you started. Or spell it out: “I know that most of you were hoping that I would speak for six hours like     :… But I am going to disappoint you! So let me leave you with my basic message today”

This is the conclusion part of your speech. If possible, conclude every speech with a message, a direction for the audience. If you speak about some problems about the subject in the body part, try to give solutions or suggestions from your side to the same problems you mentioned. Only then the  conclusion part of your speech will be effective that makes the audience to remember your speech.

2) Organising the body of the speech

What about the middle? There are many ways to organise the body of the speech. The crucial point is be ordered, clear, coherent way – only then can the audience follow your argument. A few ideas, which can be combined:

Past-Present-Future

Set the scene with historical context; then the current problem/issue; then what we should do about it.

Analysis-Prescription

Analyse the problem, then say what you think we should do about it. A speech is meant to explain, convince,- or rouse to action. So speeches should move from the descriptive (passive) to the prescriptive (active), and not the other way round. And finally give answers-to a questions.

Use clear and striking examples

Þ    Find killer facts which support your argument. Killer facts must (a) be true; (b) cony from a creditable source; and (c) make your case.

Þ    Think about dealing with the killer facts of those who oppose your argument. If done well it shows that the speaker is thinking about all angles of the issue; not simply pushing his/her own viewpoint.

Þ    Use practical and humorous examples to illustrate technical points.

Þ    Make figures real and comprehensible. Use “doubled”, “halved” etc. rather than percentages. Say “AIDS kills one person every x minutes” or “foreign investment contributes y for every person in Britain”. “India and China between them have almost 2 billion people” is OK; but better is “between them, India and China count a third of the world’s population” – it’s clear from that just how big and important they are.

4. Keep sentences short

Þ    Long sentences which contain several subordinate clauses or which try to work in too many separate thoughts cause a great number of problems for the eventual speaker since, in striving for effects that are intellectually elaborate, they tend to lead the audience away from the main point if not baffle them completely, (53 words). Worse, the speaker has no option but to read them out word for word, or risk losing the thread completely.

Þ    But short sentences make points quickly. Effectively: The speaker knows where she is. She can run sentences together as she speaks. 4. Be active; cut out the flab

Active drafting presents an active policy.

So avoid passive sentences (“the mat was sat on by the cat”). Passive sentences are favoured in bureaucratic drafting.. They convey (usually spurious) detachment, objectivity and caution. But they waste words and are out of place in a speech.

No-one talks like this: “What is now needed is an agreement on how this process is to be managed, in the light of international treaty obligations, so that deterrence will be enhanced not undermined, and radical reductions in strategic weapons can at the same time be pursued.” (43 words).

Five passive constructions in an over-long sentence. Bring it to life:

“We need to manage this process in the light of international treaty obligations. This enhances deterrence, not undermines it. At the same time we can aim radically to reduce strategic weapons.”‘ (31 words).

Þ    Use the indicative not the conditional – “can”, “will”, not “could”, “would”. Don’t say “if this could be achieved then “- say-“,if we achieve this, ”

Þ    Use verbs not nouns. No normal person talks of “obstacles to the achievement of success”., or “the observance of human rights”. They say “we won’t let these obstacles stop us” or “human rights must be respected” – or better, “North Korea must respect human rights”.

Þ    Replace “is capable of with “can”; “our goals are” with-“we want”;-“in our endeavours to”. with. “we intend-to-7 or “we will”, and So on.

Þ    Avoid every phrase ending in that: “I believe that”, “I am utterly convinced that”, “I , cannot underline too strongly that” and so on. They detract from the impact. “I think that I love you” or “I am convinced that there is no God but Allah” are far less powerful than the simple alternatives. Underline key sentences if you want the speaker to highlight them through tone of voice or physical gestures.

5.Use quotations sparingly.

Speakers’ appetites for quotations vary. Quotations illustrate a point well and introduce a touch of wit. But they need to be sensible for the speaker and the occasion. So:

• use quotations sparingly. Don’t conclude with one – the speaker must reach a strong conclusion, not subcontract it to someone else

• avoid over-familiar quotations unless you make them topical and witty
• Remember your audience: to quote someone whom your audience respects and admires (e.g.. a great writer of their country).

6: Rhetorical tricks    .

Here are a few tricks to enliven a speech – but don’t overdo them:

• Rhetorical questions focus the audience on the point, or denote a natural transition in the argument (“Where do we go from here?”). And they allow the speaker to deflect counter­ arguments elegantly:
• repetitions bang a point home: “Of course we want peace; of course we want security; of course we want to see trade improve “
• alliteration (repeating initial letters) and assonance (repeating vowel sounds).. “The ballot  box will defeat the bullet and the bomb.”
• threefold lists work best. “Government of the people, by the people and for the people”; “faith, hope and charity”; “safe, just and prosperous”.
• simple contrasts: “If our young people play together as children, they may more easily live and work together as adults.” This may sound – and indeed is – corny. But it is easy to , understand and remember.

7. Read it out

Read your draft aloud – preferably to one or two colleagues.

This painful discipline focuses the drafter on what has worked and what hasn’t: It:

• eliminates unsayable words such as “inevitability” or “incalculable”; and highlights any unintentional rhymes, which can otherwise make your speaker sound like Eminem
• gets rhythm right (a good balance of short and less short sentences and paragraphs)
• ensures that linking sentences between section/themes are convincing.

8 Format

Whichever format is used. the speech in its final version must be easy to read off the page. So

• no sentence/paragraph should run over a page
• all paragraphs should be short – three or at most four sentences in each.
• start a new idea on a new page

9. Be lively – but not weird

A draft speech needs to be lively. But there is a thin line between vivid language and weirdness or everuciating banality.

Follow ABCDs of public speaking

A – ATTENTION: Grab the attention of the audience using the initial sentences which has some punch and impact. Make every one divert their attention to your speech using Quotations, proverbs, paunchiness.

B – BRIDGE: Connect the audience attention to the main part of your speech . Maintain the same style and allow the concentration of the audience continue.

C – CONTENT: This is the main part of the speech or body of the speech. All the details and description about the topic will be included in this part. Don’t deviate from the main theme of the subject : You can use related information, ideas and view points, but cannot talk about a different subject. You can include examples, real incidents, stories, experiences, etc. in the section.

D – DIRECTION: This is the conclusion part of your speech. If possible, conclude every speech with a message, ‘a Direction for the audience. If you speak about some problems about the subject in the body part, try to give solutions or suggestions from your side to the same problems you mentioned. Only then the conclusion part of your speech will be effective that makes the audience to remember your speech.

STAGE PRESENCE AND PERSONALITY (BODY LANGUAGE)

In a face to face interaction (such as Speech) a person does not communicate only through words.                                    His whole personality

His attitude

His facial expression,

His posture and gestures

is involved in the process. A neatly dressed man with a pleasant expression will rind it easier to establish a rapport with others.

To maintain very good stage presence and personality, you should take care of your body Language as it leaves a lasting impression on the audience.

Erect posture, pleasant facial expression, a smile sometimes, hand gestures, etc. are important aspects of a stage presence and reflecting your personality.

In body language, following two points are very important to remember.

Posture: Your appearance on the stake or inf: ont of a group.

1) Walk with your head erect and stand at ease at the podium. .

2) Be relaxed, both physically and’ mentally. Do not worry if you are little tense. It will be there only for a few. minutes ire the beginning of the speech.

3) If you carry note cards with you, keep them on the podium, and your hands on. the sides.

4) If you are not carrying any note cards or papers, and there is. no podium, just cross your palms, right palm above the left palm, keep it near to the navel.

5) Use your hands to make appropriate gestures while speaking. Hand gestures should match with the words you are saying.

6) If a microphone is being used, keep yourself eight to ten inches away from the microphone.

Eye Contact : You will Look more confident

1. Look at your audience and pause for a while before you say anything.
2. Make use of frequent and slight pauses during the speech.
3. Maintain eye contact, looking from one pair of eyes to another around the room.
4. If its too difficult for you to look into their eyes, at least look at their face portion only.
5. Do not look above the head or below the neck of the audience.
6. Do not look at windows, walls, ceiling. Listeners will feel that you are ignoring them.
7. Move your neck around the room, from left to right and vice versa, while speaking.
8. Do not look only at one section of the. audience, try to look at every one as much as possbile.

1. DESCRIBING A PROCESS :

1. a) Describing a process is the explanation of an activity or some kind of action taken  place.
2. b) It is the expression of different events that have occurred. in a step by step manner.
3. c) It should be described in an order of the occurrence, and also to emphasize the importance of the development of the process at different stages.
4. d) We should explain about the changes taken place at every stage, its progress and also how the process is being concluded.

For eg:

Preparation of Tea:

1) Ingredients Required.

2) Items required for preparation

3) General Process

4) End Result.

III. DESCRIBING AN OBJECT:

• Describing an object is the explanation of an item or a thing.
• We should start with its basic definition and explain what exactly the product is.
• Explain the application of the product and its function, for what purpose it is made.
• Then explain briefly its feature, specifications, size, quality and the overall physical attributes of the object.
• Describing its importance, its usage and its benefits for the user is also very important.

For Eg:

Computer:

1) Physical Components,

2) Technology,

3) Benefits.

1. ARGUING AND EXPRESSING ONESELF.

Argument is one form of conversation that mostly occurs when there are different and conflicting-opinions about the same topic-the speakers are involved. It can be only between two individuals or among a group of people. Generally, every one takes a particular stand for the topic they are speaking, either in informal situations like a friends group, or any other formal and professional situation like a team in the companies.

WRITING PARAGRAPH.

1. What is a paragraph?
2. How long should a paragraph be?
3. What are the various functions of paragraphs?           
   4. What are the ways in which paragraphs can be organized?
4. How can I know when to start a new paragraph?
5. How can I make my paragraphs most effective?

1. What is a paragraph?

Paragraphs are clusters of information supporting an essay’s main point (or advancing a story’s action). Aim for paragraphs that are clearly focused,  well developed, organized, coherent, and neither too long nor too short for easy reading.

Usually a group of related sentences unified by a single idea but occasionally as brief as a single sentence (or even a single word or phrase). The central, or controlling, idea of a paragraph is  often explicitly stated in a topic sentence. A paragraph is physically defined by the indentation of its first line.

First a paragraph should ordinarily be unified around a single thought. If the function of paragraphing is to help point out a writer’s main ideas, then it follows logically that separate ideas should be developed in separate paragraphs. Second, if the reader is to make sense of the text, all the paragraphs in a given piece of writing must be related to one another in some clear way.

Most paragraphs, though, include a number of sentences that develop and clarify one idea. A distinct section or subdivision of a chapter, letter, etc.., usually dealing with a particular point; it is begun on a new line, often indented.

The purpose of paragraphing is to give the reader a rest. The writer is saying to him: `Have „

you got that? If so, I’ll go on to the next point.’ There can be no general rule about the most

suitable length for a paragraph; a succession of very short ones is as irritating as very long ones are ; wearisome. The paragraph is essentially a unit of thought, not of length: it must be homogeneous in subject-matter and sequential in treatment. If a single sequence of treatment of a single subject means an unreasonably long paragraph, it may be divided into more than one. But passages that have not this unity must not be combined into one, even though each by itself may seem to make an unduly short paragraph.

Paragraphing is also a matter of the eye. A reader will address himself more readily to his task if he sees from the start that he will have breathing-spaces from time to time than if what is before him looks like a marathon course.

In summary, paragraph is a group of sentences focused on a single main idea and identified physically by indenting or beginning a new line.

2. How long should a paragraph be?

A paragraph is a unified unit of thought that can be of any length, that its sentences must be arranged m logical sequence, and that the end of a paragraph provides the reader a place to rest an absorb what he has just read.

There is no preferred length for a paragraph. It depends completely on the length of your thought. If you think in long, deep thoughts, you will produce long, deep paragraphs. If you think  in short, sharp bullets, your paragraphs will be like that, too.

In practice, lengths of paragraphs also depend on factors such as the style of the material,

its intended audience, and the width of the column in which it is to be printed. In general, the more sophisticated the style of writing, the longer the paragraphs. Whereas belletristic and highly technical paragraphs may extend to 200 to 400 words and 10 to 20 sentences, paragraphs for less- r formal writings may comprise only 100 words-or fewer (three to five sentences).

Paragraphs in newspapers commonly contain only one or two sentences and 30 to 50 words. Editors also say that one of the primary determiners of lengths of paragraphs is the need for white space, or breaks in the solid text that are provided by the indentations, of paragraphs.

The breaks can be inserted as frequently as every few lines (in newspapers with multiple columns) or as infrequently as every 10-20 lines (in serious books with single columns). I think,

though, that paragraphs in newspapers me short mainly because their thoughts are short.

The lengths of paragraphs divide into two groups. The shortest are for newspaper stories and editorials (l.1-1.3 and 3.2 sentences per paragraph, respectively), the longest for trade books and scientific articles (roughly 4 to 8 sentences per paragraph). This quick survey suggests that paragraphs in current scientific writing are similar in length to those in much other current writing, with averages of 3-8 sentences per paragraph. Paragraphs this short cannot have detailed

tures.

It wasn’t always so. Anyone who a glance at writings from a century or more ago sees that paragraphs were two or three times longer then. Why? Perhaps today’s shorter paragraphs are just reflecting our faster-paced lives and the pressure to read greater and greater amounts of material. Maybe we just don’t have the time to sit by the fire and luxuriate in paragraphs any more. Worse, maybe we no longer want to take the time.

3. What are the various functions of paragraphs?

Traditional textbooks on writing frequently confuse the function of a paragraph with its pattern of organization. Among the traditional “types” of paragraphs, which usually means functions rather than patterns of organization, are no less than eighteen:

1. Description
2. Details
3. Examples and illustrations
4. Chronological (narration)
5. Spatial
6. Process
7. Definition
8. Classification and division
9. Order of importance
10. Comparison and contrast
11. Topic-restriction—illustration
12. Topic-restriction-illustration-topic
13. Analogy
14. Question and answer
15. Cause and effect
16. Problem and solution
17. Deductive progression (from general to specific)
18. Inductive progression (from specific to general)

Thus the classical view is that you can do eighteen different things with paragraphs. But you can really do only sixteen, for the last two “functions,” inductive and deductive progressions are patterns of organization instead.

4. What are the ways in which paragraphs can be organized?

Paragraphs must meet the needs and expectations of their. readers, which are depend on the way we read and process the printer word.

Reading is like swallowing. As words are scanned by the eye, they enter a temporary repository in the brain (a mental “holding tank,” the analog of the mouth) where they accumulate until they can form a complete thought.

The brain then latches onto that thought (“understands” it) and dump it into a longer-term part of the brain along with others on the same subject (“swallows” it). This longer-term memory is also holding thoughts for later, larger-scale processing (acting as a sort of “supermouth”).

When enough thoughts have been accumulated, the brain “coinprehends” them as a group and dumps the higher-level thought up to the next level, and so forth.

These mental holding tanks have limited capacities that can easily be exceeded. when the brain is forced to hold too much information in its active memory (much like a computer’s RAM), it tires and begins to lose track of its contents.

Thus it is very important not to require the brain to hold too much information in suspension, as it were, before telling the brain what to do with it, i.e.., before signaling which part of the next level to dump it up to.

In paragraphs, the way to do this is to offer the reader as early as. possible a sense of where the paragraph is going. Of course, the degree of need for early orientation depends on factors such as the complexity of the material and the familiarity of the reader with the material.

The harder it is for the reader to process the material of a paragraph, the more important it is for that paragraph to provide good orientation near its beginning.

Of course, the same basic principles apply to the body of the paragraph as well. Because readers are constantly scanning, processing, and mapping, they need to know where they are at all times.

Thus, effective paragraphs will be laced with cues to their internal structure, much like road maps for the brain. The longer the paragraphs and the more difficult or unfamiliar its material, the more important these signposts become.

Large-scale structures of long paragraphs.

A common way to orient the reader to the content of a paragraph is to have the first sentence introduce the idea or give the conclusion. This so-called topic sentence produces a very effective two-part structure composed of introduction and development.

The introduction sets out the main idea of the paragraph; the rest of the paragraph develops it. Textbooks on composition commonly recommend this approach.

Topic sentences can also be placed at other locations, provided the reason is good enough. If placed as the second or third sentence, they can provide a transition from an introductory section to the discussion.

If placed at the end of the paragraph, they can inductively sum up that paragraph by helping the reader to “discover” the higher-level principle that explains everything (the answer). An inductive topic sentence can also be used to introduce subsequent paragraphs.

In longer paragraphs, the introduction may routinely be composed of more than one sentence. The remaining several sentences he calls .the discussion.

The sentence that appears at the end of the introductory section and that summarizes the thrust of the entire paragraph he calls the point sentence, or the point for short. Inductive paragraphs, with the point sentence last, he calls the point-last structure.

It is enlightening to examine the large-scale structures of actual classical

VOCATIONAL DEVELOPMENT AND 

PRESENTATION

1. INTERVIEW

Interviews play a very important role in the modern world. It is the

main source through which an applicants’ skills are known. In a tradi-

tional setup. interviews were just used to fill in a vacancy. A ‘Wanted

Board’ was enough to make interested people aware of the vacancy. Sal-

ary. locality. recommendations and reservations played a key role in se-

lecting the candidate. rather than their skill. potential and suitability for

the job.

In the modern world. a wide range of advertisements and resources are

used to select the most suitable candidate. Modern interviews are scientific

processes. Selection depends on various factors. from personality and ap-

pearance to skills. qualifications and experience. The process is quite cos-

mopolitan in nature. Based on the situation. nature and purpose. interviews

are broadly divided into two categories. They are:

(i) Formal interview

(ii) Informal interview

1) Be confident about your capabilities. 1) Be dissuaded.

2) Sit comfortably and in an assertive 2) Relax and throw your body.

position. which would hamper your concentration.

3) Listen to the question clearly and 3) Be in a hurry to answer completely.

4) Note down the question. 4) Depend on your memory alone.

1. S) Analyse the question and give an apt answer.

6) Be very clear and audible.

7) Modulate your voice to a moderate pitch. 9) Frame the answer in your mind

1. IO) Make sure all the information you provide is true.  10) Donot blufl to impress the interviewer.

A clear conscience.  Aptness and spontaneity are the fundamental requirements of a telephonic interview. Informal interviews are conducted based on situation and purpose. It is an informal chat aimed at getting to know the candidate closely. Celebrity interviews and television chat shows fall under this category. Formal interviews are comparatively more serious. One type of formal interview is conducted to select the right candidate for a position in an organization. The purpose of this type of interview is to select the most skilled applicant for the job.

The following are the three popular kinds of interviews conducted to select a candidate:

Structured Interviews

In the case of structured interviews, a set of standard questions are asked. All candidates go through the same pattern. The obvious advantage is that the interviewer can easily compare candidates. since everyone is asked the same basic questions. On the other hand, it deprives the interview of spontaneity and tends to make all interviews alike.

Stress Interviews

Some interviewers deliberately employ techniques that place the candidate under pressure. One common technique employed is to counter question the candidate on the basis of earlier replies until the candidate gives up. Another tactic is to ask the candidate unexpected questions. This interview reveals how well the candidate performs in pressure situations.

Depth Interviews

Here, all questions that crop up in the interview are explored thoroughly. The interviewer will not be content with superficial responses. Each response is further probed to explore inconsistencies. weakness in argument. lack of complete understanding of the subject matter. etc.

Telephonle Interviews

the increased number of call centres make many business companies depend on the telephone. Many companies use telephones to interview their applicants. Contacting the applicants over the telephone for pre-interview or for an interview session has become commonplace.  Idft is used to narrow down the pool of applicants and to select desirable and suitable candidates to TELEPHONE INTERVIEWS

TELEPHONE INTERVIEWS

1. Always plan what you want to talk about.
2. Concentrate on the voice pattern.
3. Speak in a clear voice.
4. Avoid long pauses.
5. Respond simply. directly and enthusiastically.
6. Always keep a glass of water handy.
7. Maintain the highest level of concentration.
8. Move into a peaceful place.
9. Be relaxed.
10. Smile through the phone.
11. Keep the conversation interesting and easy to follow.
12. Always keep a paper and a pen within reach.
13. Keep a list of key words and a copy of your resume on desk.
14. Role play practice may help in the telephone interview.
15. Always end on a positive note.

Useful Phrases

1. I’m calling from…
2. I would like to make an appointment with…

Interview Skills

iii. Would it be possible to make an appointment with…

1. When will she be available?

HOW TO PREPARE FOR A FACE-TO-FACE INTERVIEW

The candidate must be physically, mentally and psychologically prepared

for the interview. Pre-interview preparation techniques include self-analysis. subject revision. company analysis. analysing your background.  identifying your achievements and accomplishments. identifying your special interests and hobbies and  analyzing your skills.The candidate must know his strengths and weaknesses so as to project himself successfully.

Self-analysis is the first step towards effective planning for a job interview.

self- introduction clearly and briefly is very important for the candidate to get the attention of the interviewer. You should be able to narrate it within a minute or two. It includes name, father’s name, home town, age, career objective,  family background, strength and hobbies.

Analyse Your Background

If the candidate has the right educational and professional background. He should highlight this during the interview. He should be able to present it in at least two minutes in a polite manner.

Identifying Your Accomplishments and Achievements. Accomplishments reflect special skills, whereas your achievements are academic and professional successes.

Identifying Your Special Interests and Hobbies You should be able to present your hobbies, as stated in your curriculum vitae, during the course of the interview.

Analyse Your Skills

Every job has a set of functions and also requires certain skills to perform. Analysing your skills relating to the position offered by the interviewer is essential during the interview.

Body Language

While choosing candidates for different jobs. the interviewer also looks for certain other qualities, such as:

       Appearance

A person’s general appearance depends on several things.  The most important factors that contribute to appearance are grooming and personal hygiene, Care of skin, nails, feet, and hair is also necessary.

2. Dress

The right dress makes you look smart during the interview. Comb your hair well. Men should remember to shave. and women should wear a dress they are comfortable in. Shoes should also be well-polished.

3. Personality Projection

The interviewer focuses mainly on personality projection. i.e. whether the candidate’s personality suits the job or not.

4. Posture

It is the way we stand or sit that reflects our feelings. thoughts, attitudes and health. A stiff posture shows tension. while comfortably leaning back  conveys are laxedmood. A graceful posture is a great asset in any interview.

5. Facial Expression

Sometimes the interviewer may judge the listener’s reaction by his/her facial expressions.  which can act as instant feedback.

6. Eye Contact

it is a very important communicative factor. Eye contact between the interviewer and an interviewee is essential for indicating that both are interested in the interaction.

7. Gestures

The interviewee should be observant about his own movements. i.e. he should ensure that he does not move while answering. and end up appearing stiff and mechanical. Movements are closely related to one’s personality. as no two persons make exactly the same gestures.

8. Paralanguage

Non-verbal aspects of the spoken word are known as paralanguage. Which includes the quality of your voice as well as the sounds we make without altering the words. Tone (quality of the voice).  volume (loudness). pitch (high note on the scale). accent (the way a person pronouncesthe sounds of the language) and intonation (up and down of the voice) are all part of paralanguage. Hence. it is very important for the candidate to speak with clarity.

9. Probing Questions

Reflective Questions

These are intended to confirm the statements given by the candidates. For

example:     That means you want reservations banned.

That means you are against the freedom of the press.

loaded Questions

Loaded questions are asked to judge the candidates’ ability to handle sensitive and difficult situations.

For example:   You don’t have the typing skills. How do you justify that?

Questions Commonly Asked in Interviews

Tell me something about yourself.

What do you know about ouroompany?

Why should we hire you?

What according to you, are your strengths and weaknesses?

Which is more important to you? Status or salary?

What are your latest achievements?

Why do you want to leave your present job?

How long do you anticipate staying with our company?

Can you work well under pressure and tight deadlines?

1. Be firm regarding your opinions.
2. Be confident-a prerequisite to great achievements.
3. Be mature in answering and behaviour.
4. Be dressed in clean. well-ironed and comfortable clothes.
5. Be careful regarding shoes-leather and well-polished.
6. Be aware regarding your hair; keep it well-trimmed.
7. Be dressed in dark-coloured trousers and a light-coloured full-sleeve shirt.
8. Make sure you shave well.
9. Be in sari-blouse/salwar-kameez.
10. Put on simple jewellery and make-up.
11. Be cool and relaxed.
12. Keep your answers to the point.
13. Be sure to read the morning newspaper.
14. Be sure to reach the venue before time. Allow some extra time for traffic jams on the way.
15. Wish the interviewers pleasantly after entering the room.
16. Be a good listener. so that you know what is being asked.
17. If invited to ask a question. you may ask a question or two regarding the job.
18. While asking. do keep your questions short.
19. After the interview is over. get up and thank the interviewer(s).
20. Say ‘Good day!‘. while leaving the room.
21. Be polite.
22. After a day or two. you could write a polite and a formal letter thanking them.

1. Be guided by emotions and external impressions.
2. Have nagging selfodoubts.
3. Be immature in answering and in your behaviour.
4. Be in shabby. informal. ill-fitting clothes.
5. Wear sports shoes/chappal.
6. Let your hair fall over collar or ears.
7. Wear bright. gaudy or excessively patterned dresses.
8. Be in jeans. T-shirts or short skirts.
9. Apply excessive make up or wear excessive jewellery.
10. Be too tense.

PRESENTATION SKILLS

Presenting information clearly and effectively is a key skill to get your message or opinion across and, today, presentation skills are required in almost every field.

Whether you are a student, administrator or executive, if you wish to start up your own business, apply for a grant or stand for an elected position, you may very well be asked to make a presentation. This can be a very daunting prospect. Our guide is designed to help.

If, in this position, the first thing you do is open up PowerPoint, then you should probably first spend some time developing your presentation skills.  Delivering an inspirational or captivating presentation requires a lot of preparation and work, and you may not even need PowerPoint at all!

Many people feel terrified when asked to make their first public talk, but these initial fears can be reduced by good preparation which will also lay the groundwork for making an effective presentation.

Quick Guide to Effective Presentations

If you really need to learn quickly, then a really good place to start is with our Top Tips for Effective Presentations.

This will give you some ‘quick wins’ that will help you improve your presentations, and if you’re already an experienced presenter, hopefully take them from good to great.

Our tips include general ideas about connecting with your audience, through information about the importance of voice and body language, to detailed tips about preparing slide-shows.

But the most important tip of all?

It’s all about your audience.

Keep that in mind, and your presentation skills will almost instantly improve.

If you have more time to develop your presentation skills…

…then the Presentation Skills section of SkillsYouNeed is designed to help.

Our Presentation Skills section is split into two parts.

The first gives you a step-by-step guide to making a professional and effective presentation.

The second provides more detailed information about presenting and communicating in particular circumstances.

Our step-by-step guide includes the following areas:

What is a Presentation?

A presentation is a means of communication which can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team. To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered.

Preparing a Presentation

Preparation is the most important part of making a successful presentation.  This is the crucial foundation and there should be no short-cuts.

See Preparing A Presentation.

Organising the Presentation Material

Irrespective of whether the occasion is formal or informal, you should always aim to give a clear, well-structured delivery.

You should know exactly what you want to say and the order in which you want to say it.  Clarity of ideas and good organisation should result in a lively, logical and compelling message.

See Organising the Material.

Writing Your Presentation

Before you write your presentation, you should already have started to prepare by developing your ideas and selecting the main points to include.

Deciding the Presentation Method

Once you have decided on your key messages, and thought about organising your material, you next need to think about how you will present. Presentations range from the formal to the informal, and your choice of presentation method will depend on many factors, including the audience, the venue, the facilities, and your own preferences.

Managing your Presentation Notes

Few people are able to give a presentation without notes. You will need to know your own abilities and decide how best to make the presentation. You might manage your talk by using full text, notes on cue cards, keywords on cue cards, or mind maps.

Working with Visual Aids

Most visual aids will need advance preparation and should be operated with efficiency.

Only use visual aids if they are necessary to maintain interest and assist comprehension: do not use them just to demonstrate your technological prowess. If visual aids are used well, they will enhance a presentation by adding impact and strengthening audience involvement, but if not, they can ruin a presentation.

Presenting Data

There are times when using data in a presentation can really help you to tell the story better. But it’s important not to blind your audience with statistics, and also to remember that many people find numbers difficult to understand.

Managing the Event

The practicalities of how you manage your presentation can make a significant difference to its success, and to your nerves! Learn how to cope, and also about managing sound systems, audio-visual equipment and lecterns.

Coping with Presentation Nerves

It is entirely natural to feel nervous before making a presentation.

Fortunately, there are some tried and tested strategies and techniques to manage your nerves so that you can concentrate on delivering an effective and engaging presentation.

Dealing with Questions

Decide in advance how and when you wish to handle questions. Some speakers prefer questions to be raised as they arise during the presentation whilst others prefer to deal with questions at the end. At the start of your presentation, you should make clear your preferences to the audience.

Self-Presentation in Presentations

Finally, how you present yourself can affect how your audience responds to your presentation.

You need to fit with your audience’s expectations if they are not going to spend quite a large chunk of your presentation dealing with the differences between expectations and reality.

For more about aspects of self-presentation, see our page on Self-Presentation in Presentations.

Presenting Under Particular Circumstances

You may find that you need to give a presentation under certain circumstances, where your previous experience is less helpful.

Circumstances that may be new to you include:

• Presentations in Interviews
• Presenting to Large Groups and Conferences
• Giving Lectures and Seminars
• Giving a Speech

One particular special case is attending public consultation meetings.

Finally, how you present yourself can affect how your audience responds to your presentation.

You need to fit with your audience’s expectations if they are not going to spend quite a large chunk of your presentation dealing with the differences between expectations and reality.

For more about aspects of self-presentation, see our page on Self-Presentation in Presentations.

Presenting Under Particular Circumstances

You may find that you need to give a presentation under certain circumstances, where your previous experience is less helpful.

Circumstances that may be new to you include:

• Presentations in Interviews
• Presenting to Large Groups and Conferences
• Giving Lectures and Seminars
• Giving a Speech

One particular special case is attending public consultation meetings.

GROUP DISCUSSION

1) It is a formal situation.

2) Where several members comprising a group will have an argumentative conversation on a specific topic.

3) A group discussion is not Pre-planned: it is a spontaneous exchange of views on a given topic or a subject.

4) The topic of discussion usually is controversial in nature such as to lead individual members of the group to hold different often conflicting opinions.

5) The members of the group discussion should remember the following tips:

1. a) Take the initiative and start the discussion.
2. b) Talk to the point.
3. c) Be specific to the topic. Do not deviate from the main subject. d) Do not shout. Just keep your voice audible to all.
4. e) Do not become emotional depending on the opinions of the other members.
5. f) ever allow cross talks. Control the crowd if there is so much confusion and noise
6. g) Allow non-speakers to speak. Invite them into the discussion.
7. h) You can counter ‘attack the opinions of the members, but never attack them on a

personal-level,

1. i) Body Language is also important. Maintain eye contact with all in the group.
2. J) Do not change your original opinion.
3. k) Do not lose your temper. Do not use rough Langauge:
4. l) Speak in a friendly tone. Use phrases such as “Excuse me”, “My Friend”, “Thank You” m) Sit in a confident posture. Keep a pleasant face expression. Do not show your anger.

6) If you have taken the initiative and started the discussion, then you must take the responsibility of summarizing the discussion and concluding it.

7) Generally a resolution is also passed at the end according to the opinion of the majority.

UNIT -III COMMUNICATION BY LETTERS

UNIT -III

COMMUNICATION  BY LETTERS

 

• Layout and format.
• Drafting effective letters.
• What to avoid?
• A letter Writers check list.
• Business letters:

• Enquiries/Replies
• Requests/Replies
• Letters of Complaints
• Placement of an order.

 

1. Layout and Format:

 

Physical layout of letter.

 

The physical appearance of a letter consists of the paper and the envelope.

 

The first thing a recipient sees is the envelope. It is essential that it is of suitable quality with the name and address spelt correctly. Quality envelopes and paper suggest a professional company.

 

It is wise to make sure the envelope matches the size of the paper. While you will use 81/2 x 11 inches(A4 size) sized paper for the majority of letters – a 4 x 6 inches(A5) can be used for specific shorter letters. But insist that correctly sized envelopes are used for this AS size paper, allowing you maintain and convey an coordinated image.

Technical layout of letter:

The following elements will constitute the formal outlay.

 

• Letterhead
• Name and address
• Date
• Reference
• Salutation
• Subject matter
• Communication
• Signature
• Enclosures

 

The Block Form

 

1) When you use the block form to write a business letter, all the informationist typed flush left, with one-inch margins all around.

2) First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of to whom the letter is addressed

3) If you are using letterhead already provides your address, do not retype that information; just begin with the date.

4) For formal letters, avoid abbreviations where possible.

5) Skip another line before the salutation, which should be followed by a colon.

6) Then write the body of your letter.

7) After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type’ your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name.

5,Hill Street

 

Madison, Wisconsin 53700

 

March 15, 2005

 

Ms. Helen Jones

President

Jones, Jones & Jones

123 International Lane Boston,

Massachusetts 01234

 

Dear Ms. Jones:

 

 

Sincerely,

John Doe

Administrative Assistant

 

Indented Form

 

1) If you are using the indented form, place your address at the top, with the left edge of the address aligned with the, center of the page.

2) Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left;

3) The salutation should be followed by a colon.

4) For formal letters, avoid abbreviations.

5) Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

6) instead of placing the closing and signature lines

flush left, type them in the center, even with the address and date above, as illustrated here:

5 Hill Street

Madison, Wisconsin 53700

 

15. March 2005

 

Ms. Helen Jones

President

Jones, Jones & Jones

123 International Lane

Boston, Massachusetts 01234

 

Dear Ms. Jones:

 

 

Sincerely,

John Doe

 

 

A note about format and font

 

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Another widely utilized format is known as modified block format. In this type,. the body of the letter is left justified and single-spaced. However, the date and closing are in alignment in the center of the page. The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

 

The following table shows examples of the different formats

 

March 16, 2001 Ernie English 1234 Writing Lab Lane Write City, IN 12345   Dear Mr. English   The first paragraph of a typical ‘business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail.   Beginning with the second paragraph, state the supporting I details to justify your purpose. These may take the form of background information; statistics­ or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.   Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing With gratitude for the reader’s time.   Sincerely, Lucy Letter 123 Winner’s Road New Employee Town, PA 12345     Block Format

March 16, 2001   Ernie English 1234 Writing Lab Lane Write City, IN 12345   Dear Mr. English   The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of  sentences to explain the purpose, but do not go in to detail until the next paragraph.   Beginning with the second paragraph, state the supporting I details to justify your purpose. These may take the form of background information; statistics­ or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.   Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing With gratitude for the reader’s time.   Sincerely, Lucy Letter 123 Winner’s Road New Employee Town, PA 12345   Modified Block Format

March 16, 2001   Ernie English 1234 Writing Lab Lane Write City, IN 12345   Dear Mr. English   The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening  then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in     Beginning with the second paragraph, state the supporting I details to justify your purpose. These may take the form of background information; statistics­ or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.   Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing With gratitude for the reader’s time.   Sincerely, Lucy Letter 123 Winner’s Road New Employee Town, PA 12345     Semi- Block Format

 

2. Drafting Effective Letter:

 

How to -writing–an Effective

Business Letter.

 

Writing an effective business letter is an important skill for every manager and business owner. In this brief overview we will examine the five main: steps in creating an effective business letter. With this knowledge you can quickly amend and personalize business letters.

 

Main Steps:

 

1) Identify your aims

2) Establish the facts

3) Know recipient of the letter

4) Create sample Copy

5) Decide on Physical layout of letter.

 

Identify your Aims:

Clearly establish what you want to achieve from the letter- whether it is to win back a dissatisfied customer or to reprimand an employee. Whatever the aim, create your letter from these goals.

Establish the facts:

Make sure you have the relevant accurate facts available. For a late payer, this might include relevant invoices, complaint forms, talks with your sales department and any previous correspondence from the customer.

 

Know the recipient of the letter:

Write in the language of your recipient. Try to put yourself in the position of the recipient. Read it from his. point of view. Is the letter clear or open to misinterpretation.

If you know the recipient, use this knowledge to phrase the letter to generate your desired response.

Create a sample Copy:

Having established your aims, amassed the relevant facts with a conscious view of the recipient write down the main points of your letter.

Decide on Physical layout of letter:

The physical appearance of a letter consists of the paper and the envelope

 

Parts of a Business Letter

 

Date: The date line is used to indicate the date the letter was written. However, if your letter is completed over a r.-am Per of days, use the date it was finished in the date line.When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a-.date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or center it horizontally.

 

Sender’s Address: Including the address of the sender is optional. If you choose to include,­ it, place the address one line below the date. Do not write the sender’s name or title, as it is included in the letter’s closing. Include only the street address, city and zip code. Another option is to include the sender’s address . directly after the closing signature.

 

Inside Address: The inside address is the recipient’s address. It is always best to write to a, specific individual at the firm to which you are writing. If you do not have the person’s name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman’s preference in being addressed as Miss, Mrs:or Ms. If you are unsure of a woman’s preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the       , US. Post Office Format. For international addresses, type the name of the country in all­ capital letters on the last line. The inside address begins one line below the sender’s address or one inch below the date. It should be left justified, no matter which format you  are using.

 

Salutation : followed by a colon Use the same-name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e.., Dear Lucy:). In all other cases, however, use the personal title and full name. Leave one line blank after the salutation.

If you don’t know a reader’s gender, use a nonsexist salutation, such as “To Whom it May Concern.” It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris’s gender.

 

Body: For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

 

Closing : The closing begins at the same horizontal point as your date and one line after the last body paragraph. Capitalize the first word only (i.e.., Thank you) and leave four lines between the closing and the sender’s name for a signature. ?f a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

 

Enclosures :If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to insure that the recipient is aware of each document, it may be a good idea to list the names.

Typist Initials : Typist initials are used to indicate the person who typed the letter. If you the letter yourself, omit the typist initials.

There are a few simple rules:

 

1. Always be polite. This rule is essential and invariable. Your aim is to help a prisoner, not to relieve your own feelings. Governments don’t respond to abusive or condemnatory letters (however well deserved).
2. Always write your letters on the basis that the government concerned is open to reason and <: discussion.
3. It is important where possible to stress a country’s reputation for moderation and justice, to show respect for its constitution and judicial procedures, and to demonstrate an understanding of current difficulties. This will give more scope to point out ways in which the human rights situation can be improved.
4. Follow strictly the instructions given by Amnesty International in the case in question. For instance if the World `’Vide Appeal asks you to appeal for medical treatment for a prisoner, sure that you request this, and not a speedy trial or release which might be appropriate in another, case.
5. Never use political jargon. Don’t give the impression that you are writing because you are ideologically or politically opposed to the government in question. It is far more effective to stress the fact that your concern for human rights is not politically based in any way, but in keeping with basic principles of international law.
6. If appropriate, please explain who you are and what you .do. This indicates that the letter is genuine, and also shows that people from varying walks of life. are following events in the country concerned.
7. If you have any special interest or link with the country, it is a good idea to mention this in your letter. For instance, you may have visited it or studied its history. (See sample letter H.) BE BRIEF. A simple; one-line letter is adequate (see sample letters A and B) and is certainly better than no letter at all. Sample letters C and D might be considered the standard length to aim at where you have nothing special to add. A good rule is not to write more than one page (i.e. one side).

3) What to avoid ?

 

1) Do not delay. It will cause inconvenience to the reader.

2) No repetition of ideas. The reader will get bored.

3) Do not use unnecessary and difficult words.

4) Do not use harsh and impassionate words.

5) Do not make the letter lengthy: Limit as per the subject demands.

6) Do not make too many corrections if it is handwritten.

7) Do not make more than 2 folds of the paper.

8) Do not write without leaving space for margins.

9) Do not underline or highlight the words at many places.

10) Do not close the letter without your signature.

4) Letter. writing – checklist

When you write a business letter, use this checklist to remind you of the key principles of effective letter writing.

Keep it Short

 

• Cut needless words and needless information.
• Cut stale phrases and redundant statements.
• Cut the first paragraph if it refers to previous correspondence.
• Cut the last paragraph if it asks for future correspondence.

 

Keep it Simple

 

• Use familiar words, short sentences and short paragraphs.
• Keep your subject matter as simple as possible.
• Keep related information together.
• Use a conversational style.

Keep it Strong

 

• Answer the reader’s question in the first paragraph.
• Give your answer and then explain why.
• Use concrete words and examples.
• Keep to the subject. .

Keep it Sincere

 

• Answer promptly. L
• Be human and as friendly as possible.
• Write as if you were talking to

 

BUSINESS LETTER WRITING: ENQUIRIES – ASKING FOR INFORMATION

 

We write an enquiry, when we want to ask for more information concerning a product, service or other information about a product or service that interests us. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when 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

 

The Start: Dear Sir or Madam

 

To Whom It May Concern -(very formal as you do not know the person to whom you are writing).

Giving Reference: With reference to your advertisement (ad) in… Regarding your advertisement (ad) in …

Requesting a Catalogue, Brochure, Etc..: After the reference, add a comma and continue … , would (Could) you please send me …

Requesting Further Information: 1 would also like to know… Could you tell me whether …

Signature: Yours faithfully – (very formal as you do not know the, person to whom you are writing)

An example letter

 

Kenneth Beare

2520 Visita Avenue

Olympia, WA 98501

 

Jackson Brothers

3487 23rd Street

New York, NY 12009

 

September 12, 2000

 

To Whom It May Concern:

 

With reference to your advertisement in yesterday’s New York Times; 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)

 

Replies to enquiries and requests

 

It is very important to make a good impression when responding to enquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response.

 

Remember to place your or your company’s address at the top of the letter (or use your company 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. You can also include a reference number for

correspondence.

 

Important Language to Remember

 

The Start:

Dear Mr, Ms (Mrs, Miss VERY IMPORTANT us: Ms for women unless asked to use Mrs :

or Miss)

Thanking the Potential Customer for His/Her Interest: Thank you for your letter of … enquiring (asking for information) about … We would like to thank you for your letter of … enquiring (asking for information) about …

Providing Requested Materials

We are pleased to enclose …

Enclosed you will find …

We enclose..

 

Providing Additional Information.

We would also like to inform you …

Regarding your question about …

In answer to your question (enquiry) about…

Closing a Letter Hoping for Future Business: We look forward to … hearing from you /

receiving your order / welcoming you as our client (customer).

 

Signature: Yours sincerely (remember use yours faithfully  when you don’t know the name of the person you are writing and ‘Yours sincerely’ when you do.

 

An Example Letter

 

Jackson Brothers

3487 23rd Street

New York, NY 12009

 

Kenneth Beare

Administrative Director

English Learners & Company

2520 Visita Avenue

Olympia, WA 98501

 

September 12, 2000

 

Dear Mr Beare

Thank you for your enquiry of 12 September asking for the latest edition of our catalogue.

We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at hrip:\\jacksonbros.com.

 

We look forward to welcoming you as our customer.

Yours sincerely

(Signature)

 

Dennis Jackson

Marketing Director

Jackson Brothers

Placement of an order:

 

Sample Letter

 

Here is a sample letter using some of these forms:

 

Ken’s Cheese House

34 Chatley Avenue Seattle, WA 98765 Tel:

Fax:

E-mail: kenny@cheese.com

 

October 23, 2006

 

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

 

Dear Mr Flintstone:

 

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

 

The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

 

Yours sincerely,

 

Kenneth Beare

Director of Ken’s Cheese House

 

GUIDE TO BASIC BUSINESS LETTERS

 

The Start

 

Dear Personnel Director,

Dear Sir or Madam: (use if you don’t know who you are writing to)

Dear Dr. Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with. – VERY IMPORTANT use Ms for women unless asked to use Mrs. Or Mr)

Dear Frank: (use if the person is a close business contact or friend)

 

The Reference

 

With reference to your advertisement in the Times, your letter of 23 ‘d March, your phone call. today,

 

Thank you for your letter of March 5^th.

 

The Reason for Writing

 

I am writing to inquire about

apologize for

confirm

 

Requesting

 

Could you possibly?

I would be grateful if you could

 

Agreeing to Requests

 

I would be delighted to

 

Giving Bad News

 

Unfortunately

I am afraid that

 

Enclosing Documents

 

I am enclosing

Please find enclosed

Enclosed you will find

 

Closing Remarks

 

Thank you for your help Please contact us

there are any problems.

you have any questions.

 

Reference to Future Contact

 

I look forward to …

hearing from you soon.

meeting you next Tuesday.

seeing you next Thursday.

 

The Finish

 

Yours faithfully, (If you don’t know the name of the person you’re writing to)

Yours sincerely, (If you know the name of the person you’re writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

 

UNIT II COMMUNICATION NETWORKING

 

UNIT II

COMMUNICATION NETWORKING

1. Group Communication – Seminar, Conferences etc..
2. Public Relations- Face to face conversations.
3. Meetings and Greetings-First Names, handshakes.

4.Introduction – How to introduce, When not to introduce.

5. Some polite expressions -Remarks/ Apologies/agreements/disagreements.
6. Etiquette and manners.

What is communication network?

It is the route through which communication flows from the communicator to the receiver is called communication network .A number of such networks exist in any organisation.

Three types of networks are shown below:

COMMUNICATION NETWORK

WHEEL NETWORK             CIRCULAR NETWORK      FREE FLOW NETWORK

1. I) In the wheel network, four persons can communicate cate with only a central fifthperson

2) In the circular Network, each person can communicate with his , two neighbours only.

3) In the Free-flow or all channel communication network, every person is allowed to

communicate with others.

1)      Group Communication

Group communication refers to the interactions among individuals in communal settings, and it may involve the exchange of verbal and nonverbal communication. Group communication is generally as effective as those involved make it. A group that is organized and gives group members equal opportunities to express opinions and convey ideas is significantly more productive than a group that contains distracted individuals or put some participants at a disadvantage.

Group communication is a mode of communication in an organization, between employers and employees, and employees in teams/groups. Group communication can further be looked from an marketing perspective as communicating to a group of people or target customers in order to market a product.

Small group communications can be looked at as groups of size 3 to 20. And larger groups looked can be of sizes 100 to 200 in size. Group communication can be effective, when there is a specific purpose to the communication, a proper means of communication, and content of the communication suitable to the target audience, and a proper communicator who can drive the initiative and process.

—  Members of an organization communicate in groups to achieve any of the purposes listed below:

—  to share and exchange information and ideas

—  to collect information or feedback on any project/policy/scheme

—  to arrive at a decision on important matters

—  to solve a problem which is of concern to the organization as a whole

—  to discuss the issues related to a particular topic in relation to the group itself or for the benefit of a larger audience

—  to elaborate upon any work undertaken or research done in order to obtain feedback.

Depending upon the purpose and structure, group communication takes various names, such as
—  meeting,
—  seminar,
—  group discussion,
—  symposium,
—  panel discussion,
—  conference,
—  convention, etc.

Though all these forms fall under the category of group communication, they differ slightly in terms of their purpose, structure, characteristics, and procedure (Table). All these forms of group communication are oral. They require effective oral communication skills, which would enable the members to present and discuss the matter and also to persuade and convince the other members of the group.

TIPS FOR SUCCESS IN GROUP DISCUSSIONS

—

Be thorough with current issues.

— Always enter the room with a piece of paper and a pen.

— Listen to the topic carefully.

— Jot down as many ideas as you can in the first few minutes.
— Try to dissect the topic and go into the underlying causes or consequences.
— Organize your ideas before speaking.
— Speak first only if you have something sensible to say. Speaking first is a high-risk, high-return strategy
— Try to contribute meaningfully and substantially every time you speak.
— Don’t speak just for the sake of saying something.
— Identify your supporters and opponents and allow your supporters to augment your ideas.
— Keep track of time and share time fairly.
— Have an open mind and listen to others’ views.
— Maintain eye contact while speaking and listening.
— Do not indulge in parallel conversations.
— Use tact, humour, and wit.

— Display a spirit of cooperation and an accommodative nature.

— Draw out the silent members and encourage them to speak.
— If things get chaotic, take the initiative to restore order by providing a fresh direction to the discussion.
— Attempt to arrive at a consensus though your ultimate aim is to reach a conclusion.
— Within the specified time, your group may not be able to arrive at a consensus.
— But working towards consensus will reveal your capability and inclination towards being a good team player.

Group Communication Process:

1. Members   __ Anything that interferes with or inhibits communication

1. Messages   __ Ideas, information, opinions,     feelings

1. Channels    __ Media used to share messages

1. Feedback   __ Recognized and accepted as belonging to a group

1. Context       __ Response or reaction to a message

1. Noise         __ The physical and psychological environment

BASIC TYPES OF GROUPS

l  Primary Groups

l  Social Groups

l  Self-Help Groups

l  Learning Groups

l  Service Groups

l  Civic Groups

l  Work Groups

l  Public Groups

SEMINAR

WHAT IS A SEMINAR?

MEANING:

A seminar is a group meeting led by an expert that focuses on a specific topic or discipline, such as business, job searches or a university field such as literature. Seminars typically take place over the course of a few days and involve cooperative discussion, multiple speakers and opportunities to share perspectives and issues related to the topic. Attending a seminar has numerous benefits, including improving communication skills, gaining expert knowledge, networking with others and renewing motivation and confidence.

DEFENATION:

A seminar may be defined as a gathering of people for the purpose of discussing a stated topic. Such gatherings are usually interactive sessions where the participants engage in discussions about the delineated topic. The sessions are usually headed or led by one or two presenters who serve to steer the discussion along the desired path.

PURPOSE OF A SEMINAR

A seminar may have several purposes or just one purpose. For instance, a seminar may be for the purpose of education, such as a lecture, where the participants engage in the discussion of an academic subject for the aim of gaining a better insight into the subject. Other forms of educational seminars might be held to impart some skills or knowledge to the participants. Examples of such seminars include personal finance, web marketing, real estate, investing or other types of seminars where the participants gain knowledge or tips about the topic of discussion.

Of course, a seminar can be motivational, in which case the purpose is usually to inspire the attendees to become better people, or to work towards implementing the skills they might have learned from the seminar. For instance, a business seminar with a financial theme could be for the purpose of teaching small business owners how to pitch to investors or to write a solid business plan, and to motivate them to get started right away.

Sometimes, seminars are simply a way for businessmen and women, or other like-minded people, to network and meet other attendees with similar interests. Such seminars provide opportunities for the attendees to make some potentially valuable contacts that can help them move to the next level in their careers or endeavors.

A trade seminar brings a wide cross-section of the community together, such as government officials, businessmen and women and the general public. Such seminars often consist of workshops and the presentation of white papers. They are usually held for the purpose of networking with various vendors and making new connections.

PLANNING A SEMINAR

1. The first step towards planning an effective seminar is to determine what the purpose of the seminar will be.
2. Think about the target audience who will participate and what they stand to gain from attending the seminar.
3. Every seminar must have an agenda, so determine what the agenda will be.
4. Set a budget for the seminar and work within this budget, and don’t get too carried away with the selection of venue and other considerations that could potentially cost money.

TYPES OF SEMINARS

Live Seminars

Live seminars are presentations in various areas of practice with actual presenters following a published schedule.  Live seminars provide opportunities for interaction with the faculty members considered experts in the subject area, and time for Q & A is generally built into the seminar schedule.  Live seminars are most often conducted at the Phoenix Convention Center in downtown Phoenix.

Video Replay

A video replay is a scheduled replay of a live presentation.  For each scheduled replay there is a live moderator that is present for part of or the entire seminar to make the replay eligible for interactive CLE credit.

Live Webcast

Live webcasts are presentations in various areas of practice with actual presenters in a live studio setting.  Attendees participate via a web portal on their computer.  These seminars are presented live at the scheduled time, and provide an opportunity through a link to submit questions to the presenter/s.  CLE West webcasts are usually 5-7 hours in length and are a great way to get your CLE credits without having to leave your desk.

Before you participate in a webcast, it is important that you make sure you have the proper software and hardware requirements.

Webinar

Live webinars are presentations in various areas of practice with actual presenters in a live studio setting that are offered online only.  Attendees participate via a web portal on their computer.  These seminars are presented live at the scheduled time, and provide an opportunity through a link to submit questions to the presenter/s.  CLE West webcasts are usually 1-3 hours in length and are a great way to get your CLE credits without having to leave your desk.

Before you participate in a webinar, it is important that you make sure you have the proper software and hardware requirements.

On Demand

On-demand seminars are recorded presentations of live webcasts, webinars, and seminars that you can watch at your leisure.  Resource materials typically accompany these programs.  On-demand seminars do have viewing expiration dates, so be sure to take not of the date of purchase of any on-demand program.  The State Bar of Arizona does grant interactive CLE credit for on-demand programs and Arizona attorneys may earn up to 15 credits per reporting period by viewing on-demand seminars, as defined by the MCLE rules and regulations.

CONFERENCES

MEANING AND DEFINATION:

—  A conference also is a type of business meeting. The level of formality of a meeting varies according to its size and purpose. When one or two people gather in an office to discuss a project, the meeting style will be much less formal than when 30—40 people assemble to learn about a new government ruling.

—  In general, the level of formality increases with the size of the group. However, the level of formality also is an indication of the objective and climate of the meetings. When a serious matter is being discussed by a small group, the meeting will be very formal. In a large meeting, called to announce record profits and thank all the employees, the atmosphere would be fairly informal.

—  The purpose of a conference is to confer with people having similar interests and to pool their resources, i.e., experiences and opinions. In this collaborative thinking process, discussion generally results in a set of suggestions or recommendations on the topic/theme of the conference. The number of participants is greater and the spectrum of subject matter wider than those of a seminar or symposium. There may be a wide range of activities such as formal lectures, exhibitions, and audio-visual presentations organized on the occasion of a conference.

SIGNIFICANCE

—  Conferences play a significant role in developing an analytical and questioning attitude among the participants.

—  The participants in a conference make an attempt to define the issue and to ascertain its depth, scope, and related critical factors. They discuss all the factors

—  and offer suggestions at the end of their deliberations.

—  Since all the speakers are experts in their field, they suggest alternative solutions, which lead to the best decision.

—  Conferences have educational value in business and also in other fields where negotiation, collaboration, and collective thinking are essential. A corporate manager who participates in or leads a conference can develop his ability not only to define, analyse, and discuss a problem, but also to arrive at various solutions and take apt and sound decisions.

—  Within organizations, conferences are held to give training to employees.

—  Conferences can also be used for modifying attitudes, opinions, and feelings of participants.

—  A conference within a business organization can provide necessary information on the policies, procedures, customs, traditions, and objectives of the organization to the conferees.

—  New employees can share the practical knowledge and experience of seniors and superiors through conferences.

—  The management can use conference tactfully to correct mistakes and misunderstandings among groups though not to warn or reprimand the individual participants.

—  An employee who attends an in-house conference starts thinking in terms of the company as a whole. In a well-planned conference the employee observes that information is collected, facts are assembled and studied, problems are defined and analysed, all the advantages and disadvantages of the alternative solutions are discussed, and then attempts are made to arrive at the best decision. This demonstration of the problem-solving approach is bound to have a positive effect on the employee who attends the conference. His participation in the conference raises his morale and strengthens his confidence. He tends to give more thought to the coordinated activities of the organization.

—  Conferences lead employees to think more effectively and more often about the objectives and challenges of the organization as a whole. For example, a weekly conference of the sales department can help salesmen to develop an effective sales strategy for the next month. In addition, the sharing of each other’s views and experiences helps them to improve their performance.

PLANNING AND PREPARATION OF CONFERENCE

—  Organizing a conference is a challenging task. It requires meticulous planning and systematic preparation. The following are a few guidelines to help you in conference planning:

—  Decide on a broad area and then narrow it down to a specific theme after consulting other members of your organisation.

—  After deciding on the conference theme, identify related issues which have adequate scope for deliberations.

—  Identify and prepare a list of prospective conferees.

—  Decide the date.

—  Identify the chief guest and get his consent.

—  Work out the topics for various sessions and identify the chairperson, vice chairperson, and lead speaker.

—  Prepare a list of invitees.

—  Estimate the budget for each session and fix the registration fee.
—  the theme of the conference;—  name of the sponsor/s, dates;

—  Prepare a brochure containing the following details:

—  an introduction to the theme and to the host organization;

—  related issues on which papers can be presented;
—  travel accommodator;—  registration form, deadline for submission of abstracts of papers; and   address (both postal as well as e-mail) of the conference coordinator.
—
Prepare the format for a covering letter to be sent along with the brochure giving all necessary details.

—  Form an organizing committee and an advisory committee.

—  Allocate work to individual task groups of the organizing committee so that responsibilities are shared.

—  Plan well ahead (at least three months in advance) so as to give adequate time to the conferees to prepare.

—  Meet the committee members frequently to learn the latest developments and to share any other information.

—  Prepare a conference evaluation form.

—  As the convener of the conference it would be your duty to ensure that the required information reaches all the prospective conferees and invitees.

—
After receiving replies from the participants, get the relevant information tabulated, and make necessary arrangements for the following:

—  Transport & Accommodation

—   Reception & Seating

—  Projection facilities

—  Identifying volunteers

—  Timings and duration of the sessions

—  Lunch and tea breaks

—  Preparation of a souvenir containing

—  Invitations for inaugural and concluding sessions

—  Abstracts of all papers to              be presented

—  Production of required materials to be distributed

—  Venue

 

II. PUBLIC RELATIONS

Public relations (PR) is the practice of managing the spread of information between an individual or an organization (such as a business, government agency, or a nonprofit organization) and the public. Public relations may include an organization or individual gaining exposure to their audiences using topics of public interest and news items that do not require direct payment. This differentiates it from advertising as a form of marketing communications. Public relations is the idea of creating coverage for clients for free, rather than marketing or advertising.

Public relations specialists establish and maintain relationships with an organization’s target audience, the media and other opinion leaders. Common responsibilities include designing communications campaigns, writing news releases and other content for news, working with the press, arranging interviews for company spokespeople, writing speeches for company leaders, acting as organization’s spokesperson, preparing clients for press conferences, media interviews and speeches, writing website and social media content, managing company reputation (crisis management), managing internal communications, and marketing activities like brand awareness and event management Success in the field of public relations requires a deep understanding of the interests and concerns of each of the client’s many publics. The public relations professional must know how to effectively address those concerns using the most powerful tool of the public relations trade, which is publicity.

DEFINITION

According to Edward Bernays, the public relations counsel is the agent working with both modern media of communications and group formations of society in order to provide ideas to the public’s consciousness. Furthermore, he is also concerned with ideologies and courses of actions as well as material goods and services and public utilities and industrial associations and large trade groups for which it secures popular support. In August 1978, the World Assembly of Public Relations Associations defined the field as

“the art and social science of analyzing trends, predicting their consequences, counseling organizational leaders and implementing planned programs of action, which will serve both the organization and the public interest.”

Public Relations Society of America, a professional trade association, defined public relations in 1982 as:

“Public relations helps an organization and its publics adapt mutually to each other.”

In 2011 and 2012, the PRSA developed a crowd-sourced definition:

“Public relations is a strategic communication process that builds mutually beneficial relationships between organizations and their publics.”

Public relations can also be defined as the practice of managing communication between an organization and its publics

FACE-TO-FACE CONVERSATION

Meaning of face-to-face conversation:

Conversation means the informal discussion among the people. When one person discusses his views, opinion to another person and exchanges their views in the presence of both then it is called face to face conversation. It also includes the face-to-face discussion on a particular issue. In this method both the information receiver and sender can exchange their views freely and fairly.

So, face-to-face conversation is an informal discussion through spoken language and words on a particular issue among the people to exchange their views freely and fairly weighs each other.

What is Face to Face Communication

So, “when a small group of people or only two persons involve them in informal talking when they come to face to face, it is called face to face Communication.”

In other word, “when two or more persons talk to each other and see each other physically, it can be termed as face to face Communication. It is one kind of two-way oral communication as both the parties are involved here in conversation.” Business Communication

Hence, all the informal talks that place when people come to face to face are considered as face to face conversations. However, telephone conversation cannot be termed as face to face conversation, though it is an oral communication.

Characteristics of Face to Face Communication

Face to face communication is an informal oral communication technique. It has some unique characteristics that are not found in other communication methods. The important characteristics of face- to- face conversation are discussed below-

• Straight Communication: The important feature of Face to face communication is that it is very much direct or straight. The parties involved in Face to face communication exchange message directly without using any media. No other communication technique is as direct as it is.

• Informal: Face to face communication is very informal. Under this method the sender and the receiver exchange message freely and openly. No formalities are maintained here.

• Mutual Relation: Face to face communication depends on the mutual relationship between the sender and receiver of the message. Nobody can interfere in such type of communication.

• No Cost Communication: Face to face communication is a no cost communication in nature as it does not require any instrumental arrangements.

• Widely Used: In most of the cases, communication takes place in the form of face to face conversation. Because of its inherent nature, it is widely used in every sphere of life.

• Word of Mouth Effect: Another important characteristic ofFace to face communication is that it produces huge word of mouth effect. It helps to spread the negative and positive news about anything of the message.

• No Legal Base: Face to face communication or communication does not have any legal acceptability as it is not written. Face to face communication is almost like invisible communication.
• Spread of Rumor: Face to face communication often helps to spread rumor that may create negative image of the organization.

• Effect of Facial Expression: Another important characteristic of Face to face communication or communication is that here the facial expression of the sender and the receiver has immense effect of the entire communication or conversation process.

• Instant Feedback: An important nature of face to face communication is that it produces instant and quick feedback.

From the above discussion we find that Face to face communication is an important mode of communication.

Advantages of face-to-face conversation:

In modern society, with the rapid development of technology, people have more choices ways to communicate each other such as face-to-face, letters, emails or telephones. However, I believe that face-to-face communication is much better than other types of communication, such as a letter, email or telephone calls. The advantages of face-to-face communication are described as below:

1. Responses immediately: When people communicate each other in person, they can get a response immediately without misunderstanding. During the conversation, people can not only hear a response from others, also see how they are feeling; people can guest what will take place next, how the conversation is about, which is very important to have a successful talk.

2. Express of feelings: Using face-to-face communication helps people express their feelings, ideas much better. Instead of using words only when people choose letters, emails or phone forcommunication, people can use eye contact, verbal language in order to show their opinions. Scientists show that more than seventy percent people use body or verbal language in communicating; thus, it’s very important for people use actions to express views.

3. Suitable for respect: Face-to-face communication enjoys yet another distracts advantage, the message being communicated also gets the assistance of facial expressions and gestures

.

4. Suitable for discussion: Face-to-face communication is particularly suitable for discussion, for there is immediate feedback from the listener. Face-to-face communication provides the speaker with a much better opportunity for adjustment. A twist of the lips, a frown on the forehead, a contraction of the facial muscles point out that the message is not welcomed, then changes of tone or sympathetically looking is to be needed. These adjustments are possible only in face-to-face communication.

5. Conversation to learn: We learn a great deal via conversation, including conversations with ourselves. We learn highly valuable life lessons.

6. Conversation to coordinate: Coordinating our action in ways that are mutually beneficial. Anytime we negotiate one favor for another, we use conversation to reach an agreement to transact.

7. Collaborate: Coordination of action assumes relatively clear goals, but many times social interaction involves the negotiation of goals. Conversation is a requisite for agreeing on goals, as well as for agreeing upon and coordinating our actions.

Disadvantages of face-to-face conversation:

The limitations of face-to-face communication are given below:

1. Difficult to practice in large-sized organization: Face-to-face communication is extremely difficult to practice in large-sized organizations, particularly if their various units or departments are situated at different places.

2. Not effective in large gatherings: It is very difficult to get a message across to large gatherings. Even though the speaker is addressing them face-to-face, the vital personal touch is missing. In the absence of a satisfactory feedback, his speech lapse into a monologue.

 

3. Ineffective if the listener is not attentive: A limitation which the face-to-face communication shares with oral communication is that its effectiveness is closely linked with the listener’s attentiveness. Since human beings can listen to grasp the message faster than the speed at which they are delivered, they will easily get delivered thus making communication ineffective.

MEETINGS AND GREETINGS

GREETINGS

• something that is said or done to show people that you are happy to meet or see them
• a message that expresses good wishes to someone

• a salutation at meeting
• an expression of good wishes

General greetings (Formal)

These greetings can be used in any formal situation, such as a business meeting or meeting someone’s parents, and they can also be used in informal situations as well.

• Hello
• How are you? or How’re you?
• How are you doing? or How ya doin’?

This is different than “What are you doing.” “How are you doing?” means “How are you?” whereas “What are you doing?” is asking what action you are currently doing.

• How is everything?
• How’s everything going?

Greeting a person you haven’t seen for a long time (Formal)

• It has been a long time.
• It’s been too long.
• What have you been up to all these years?
• It’s always a pleasure to see you.
• How long has it been?
• What’s new?

Greeting a person you haven’t seen for a long time (Informal)

• Long time no see.

This is the most common.

• Where have you been hiding?

This is a playful way of greeting someone.

• It’s been ages (since I’ve seen you).
• How’ve you been?

Saying Goodbye!

• Goodbye!
• Farewell!
• Have a good day!
• Take care!
• Bye!
• Bye bye!
• See you soon!
• Later!
• See you later!
• Talk to you later!
• Catch you later!
• Ciao!
• See you tonight!
• It was great to catch up!
• It’s been lovely to see you.
• See you!

CHARACTERISTICS OF A GREETING.

1. First 10 seconds – Studies have shown that the first 10 seconds once customers enter the store can be a deciding factor if they will continue shopping at your store or step out in the next 10 seconds. Customers want to be acknowledged and greeted within the first 10 seconds. When customers are ignored, there’s a high probability that they will take their business to a competitor where they will be attended to immediately.

1. Eye Contact – Employees who greet customers while doing something might as well not do it. This is a very disrespectful behavior. Unless you’re assisting another customer, drop what you are doing, look the customer in the eye, and greet the customer.

1. Smile – A smile with a greeting may work in some extent, but a greeting without a smile only sends a message to your customers that it’s just a requirement. But a greeting with a smile is a prefect pair. However, you have to be careful because, believe it or not, customers can see through fake greetings and smiles. It’s no brainer that greetings and smiles are fueled by our emotions. The same emotions are felt by the recipient.

1. Use their name – People love to hear their names mentioned in businesses establishments. This doesn’t just make them feel special, but it also gives them a sense of “belonging”. Make an effort to note down customer names and their usual purchases. By doing so, your customers will feel that you care enough and value them to know something about them. Greeting customers by name develops a more personal store-customer relationship. If you do not know the name of the customer yet or forgot it, you can get away from it for now, but make the customer feel that you recognize him/her by saying something like, “Hi, it’s nice to see you again.” or “Hi, welcome back.”

1. Personalize – Don’t use the same canned greeting for each customer. Be observant. Use any visual, verbal, or olfactory cues from the customer to personalize your greeting. A customer who steps in your store who looks tired, panting, and sweaty will not appreciate a simple, “Good day, how can I help you?” It’s quite obvious that this customer is not having a good day and is feeling uncomfortable. A better greeting would be, “It’s indeed hot outside. Would you want to take a seat for a moment and a glass of water?” This skill is may be difficult to attain, but with enough experience and proper training, it can become 2^ndnature.

1. Introduce yourself – Though not a necessity especially if employees wear name tags, it never hurts for employees to introduce themselves especially for new customers. This further makes the conversation more personal.

1. Give space – Never go past the personal space of the customer. This will make them Uncomfortable. Stop when you’re at least three feet away from the customer.

1. Be genuine and Sincere – Being genuine and sincere when you greet customers can either positively enhance the customer’s experience or turn them off. Being genuine and sincere is what makes a greeting warm and heartfelt. Just like fake smiles and greetings, customers can also feel if you are genuine and sincere with your greeting. This is a decision. This is either a Yes or No. It is either you’re genuine and sincere or not. There’s no in between.

When customers perceive your store have a friendly environment that makes them feel special, important, valued, and gives them a sense of belonging, expect these customers always wanting to come back to your store.

3. Successful Meeting and Greeting –

 Ten Strategies for Getting Off to a Good Start

A day in the life of every businessperson is made up of a series of meetings and greetings. Whether you are making the initial contact with a client or a colleague, you want to get off on the right foot. Doing so will make the first encounter and subsequent ones go smoothly and easily. Getting off on the wrong foot can make for a ” difficult recovery. Save your -energy for later and use these simple strategies for a successful start

1. Stand up when you meet someone.

This allows you to engage the person on an equal level -eye to eye. By remaining seated, you send a message that you don’t think the other person is import warrant the effort it takes to stand. If you find yourself in a position where stand up (such as being trapped behind a potted plant) offer an apology and an explanation. You might say something like, “Please excuse me for not getting up. I can’t seem to get around the foliage.”

2. Smile.

Your facial expression says more than your words. Look as if you are pleased to meet the other person regardless of what is on your mind. Put a-smile on. your face for the person standing before you.

3. Make eye contact.

Looking at the people you meet says you are focused and interested in them. If you are, staring off somewhere else, you may appear to be looking for someone more to your liking to come along.

4. Introduce yourself immediately.

As soon as you approach people you don’t know or are approached by them, say who you are. Don’t stand around as if someone else is in charge of introductions.

5. Include a statement about who you are when necessary.

It is not always enough to say, “Hello, I’m Mary Jones.” Give more information. “Hello, I’m Mary Jones. I work for XYZ Corporation.”

6. Offer a firm handshake.

Extend your hand as you give your greeting. The person who puts a hand out first comes across as confident and at ease. Make sure that-this physical part of your greeting is professional: Don’t offer bone-crushing grips or wimpy limp-wristed shakes. If you are confuted about men and women shaking hands, don’t. be. There once was. a time when women didn’t shake hands with men. We are past that. Everyone in business shakes hands with everyone else.

7. Learn how to make smooth introductions.

In business you always introduce less important people to more important people. The way to do this is to say the name of the more important person first, followed by the words “I’d like to introduce…” and then give the other person’s name. Be sure to add something about each person so they will know why they are being introduced and will have some information with which to start a conversation.

8. Know who the more important person is.

The client or the business prospect is more important than your boss. Just hope your boss agrees.

9. Pay attention to names when you meet people.

It is all too common to be thinking about. what you are going to say next and not focus on the other person: If you concentrate-and repeat the name as soon as you hear it, you stand a better chance of remembering it later.

10. Use first names of people whom you have just met only after they give you permission.

Not everyone wants to be addressed informally on the initial encounter. It is better to errside of formality than to offend the other person right off the bat.

 

Your goal within the first few minutes of meeting other people is to make them feel comfortable and to put them ease so they will want to do business with you. When you are confident of the rules for those critical initial encounters, you will have a solid start for

long-term profitable relationships.

INTRODUCTION

FACE-TO-FACE CONVERSATION

Meaning of face-to-face conversation:

Conversation means the informal discussion among the people. When one person discusses his views, opinion to another person and exchanges their views in the presence of both then it is called face to face conversation. It also includes the face-to-face discussion on a particular issue. In this method both the information receiver and sender can exchange their views freely and fairly.

So, face-to-face conversation is an informal discussion through spoken language and words on a particular issue among the people to exchange their views freely and fairly weighs each other.

What is Face to Face Communication

So, “when a small group of people or only two persons involve them in informal talking when they come to face to face, it is called face to face Communication.”

In other word, “when two or more persons talk to each other and see each other physically, it can be termed as face to face Communication. It is one kind of two-way oral communication as both the parties are involved here in conversation.” Business Communication

Hence, all the informal talks that place when people come to face to face are considered as face to face conversations. However, telephone conversation cannot be termed as face to face conversation, though it is an oral communication.

Characteristics of Face to Face Communication

Face to face communication is an informal oral communication technique. It has some unique characteristics that are not found in other communication methods. The important characteristics of face- to- face conversation are discussed below-

• Straight Communication: The important feature of Face to face communication is that it is very much direct or straight. The parties involved in Face to face communication exchange message directly without using any media. No other communication technique is as direct as it is.

• Informal: Face to face communication is very informal. Under this method the sender and the receiver exchange message freely and openly. No formalities are maintained here.

• Mutual Relation: Face to face communication depends on the mutual relationship between the sender and receiver of the message. Nobody can interfere in such type of communication.

• No Cost Communication: Face to face communication is a no cost communication in nature as it does not require any instrumental arrangements.

• Widely Used: In most of the cases, communication takes place in the form of face to face conversation. Because of its inherent nature, it is widely used in every sphere of life.

• Word of Mouth Effect: Another important characteristic ofFace to face communication is that it produces huge word of mouth effect. It helps to spread the negative and positive news about anything of the message.

• No Legal Base: Face to face communication or communication does not have any legal acceptability as it is not written. Face to face communication is almost like invisible communication.
• Spread of Rumor: Face to face communication often helps to spread rumor that may create negative image of the organization.

• Effect of Facial Expression: Another important characteristic of Face to face communication or communication is that here the facial expression of the sender and the receiver has immense effect of the entire communication or conversation process.

• Instant Feedback: An important nature of face to face communication is that it produces instant and quick feedback.

From the above discussion we find that Face to face communication is an important mode of communication.

Advantages of face-to-face conversation:

In modern society, with the rapid development of technology, people have more choices ways to communicate each other such as face-to-face, letters, emails or telephones. However, I believe that face-to-face communication is much better than other types of communication, such as a letter, email or telephone calls. The advantages of face-to-face communication are described as below:

1. Responses immediately: When people communicate each other in person, they can get a response immediately without misunderstanding. During the conversation, people can not only hear a response from others, also see how they are feeling; people can guest what will take place next, how the conversation is about, which is very important to have a successful talk.

2. Express of feelings: Using face-to-face communication helps people express their feelings, ideas much better. Instead of using words only when people choose letters, emails or phone forcommunication, people can use eye contact, verbal language in order to show their opinions. Scientists show that more than seventy percent people use body or verbal language in communicating; thus, it’s very important for people use actions to express views.

3. Suitable for respect: Face-to-face communication enjoys yet another distracts advantage, the message being communicated also gets the assistance of facial expressions and gestures

.

4. Suitable for discussion: Face-to-face communication is particularly suitable for discussion, for there is immediate feedback from the listener. Face-to-face communication provides the speaker with a much better opportunity for adjustment. A twist of the lips, a frown on the forehead, a contraction of the facial muscles point out that the message is not welcomed, then changes of tone or sympathetically looking is to be needed. These adjustments are possible only in face-to-face communication.

5. Conversation to learn: We learn a great deal via conversation, including conversations with ourselves. We learn highly valuable life lessons.

6. Conversation to coordinate: Coordinating our action in ways that are mutually beneficial. Anytime we negotiate one favor for another, we use conversation to reach an agreement to transact.

7. Collaborate: Coordination of action assumes relatively clear goals, but many times social interaction involves the negotiation of goals. Conversation is a requisite for agreeing on goals, as well as for agreeing upon and coordinating our actions.

Disadvantages of face-to-face conversation:

The limitations of face-to-face communication are given below:

1. Difficult to practice in large-sized organization: Face-to-face communication is extremely difficult to practice in large-sized organizations, particularly if their various units or departments are situated at different places.

2. Not effective in large gatherings: It is very difficult to get a message across to large gatherings. Even though the speaker is addressing them face-to-face, the vital personal touch is missing. In the absence of a satisfactory feedback, his speech lapse into a monologue.

 

3. Ineffective if the listener is not attentive: A limitation which the face-to-face communication shares with oral communication is that its effectiveness is closely linked with the listener’s attentiveness. Since human beings can listen to grasp the message faster than the speed at which they are delivered, they will easily get delivered thus making communication ineffective.

MEETINGS AND GREETINGS

GREETINGS

• something that is said or done to show people that you are happy to meet or see them
• a message that expresses good wishes to someone

• a salutation at meeting
• an expression of good wishes

General greetings (Formal)

These greetings can be used in any formal situation, such as a business meeting or meeting someone’s parents, and they can also be used in informal situations as well.

• Hello
• How are you? or How’re you?
• How are you doing? or How ya doin’?

This is different than “What are you doing.” “How are you doing?” means “How are you?” whereas “What are you doing?” is asking what action you are currently doing.

• How is everything?
• How’s everything going?

Greeting a person you haven’t seen for a long time (Formal)

• It has been a long time.
• It’s been too long.
• What have you been up to all these years?
• It’s always a pleasure to see you.
• How long has it been?
• What’s new?

Greeting a person you haven’t seen for a long time (Informal)

• Long time no see.

This is the most common.

• Where have you been hiding?

This is a playful way of greeting someone.

• It’s been ages (since I’ve seen you).
• How’ve you been?

Saying Goodbye!

• Goodbye!
• Farewell!
• Have a good day!
• Take care!
• Bye!
• Bye bye!
• See you soon!
• Later!
• See you later!
• Talk to you later!
• Catch you later!
• Ciao!
• See you tonight!
• It was great to catch up!
• It’s been lovely to see you.
• See you!

CHARACTERISTICS OF A GREETING.

1. First 10 seconds – Studies have shown that the first 10 seconds once customers enter the store can be a deciding factor if they will continue shopping at your store or step out in the next 10 seconds. Customers want to be acknowledged and greeted within the first 10 seconds. When customers are ignored, there’s a high probability that they will take their business to a competitor where they will be attended to immediately.

1. Eye Contact – Employees who greet customers while doing something might as well not do it. This is a very disrespectful behavior. Unless you’re assisting another customer, drop what you are doing, look the customer in the eye, and greet the customer.

1. Smile – A smile with a greeting may work in some extent, but a greeting without a smile only sends a message to your customers that it’s just a requirement. But a greeting with a smile is a prefect pair. However, you have to be careful because, believe it or not, customers can see through fake greetings and smiles. It’s no brainer that greetings and smiles are fueled by our emotions. The same emotions are felt by the recipient.

1. Use their name – People love to hear their names mentioned in businesses establishments. This doesn’t just make them feel special, but it also gives them a sense of “belonging”. Make an effort to note down customer names and their usual purchases. By doing so, your customers will feel that you care enough and value them to know something about them. Greeting customers by name develops a more personal store-customer relationship. If you do not know the name of the customer yet or forgot it, you can get away from it for now, but make the customer feel that you recognize him/her by saying something like, “Hi, it’s nice to see you again.” or “Hi, welcome back.”

1. Personalize – Don’t use the same canned greeting for each customer. Be observant. Use any visual, verbal, or olfactory cues from the customer to personalize your greeting. A customer who steps in your store who looks tired, panting, and sweaty will not appreciate a simple, “Good day, how can I help you?” It’s quite obvious that this customer is not having a good day and is feeling uncomfortable. A better greeting would be, “It’s indeed hot outside. Would you want to take a seat for a moment and a glass of water?” This skill is may be difficult to attain, but with enough experience and proper training, it can become 2^ndnature.

1. Introduce yourself – Though not a necessity especially if employees wear name tags, it never hurts for employees to introduce themselves especially for new customers. This further makes the conversation more personal.

1. Give space – Never go past the personal space of the customer. This will make them Uncomfortable. Stop when you’re at least three feet away from the customer.

1. Be genuine and Sincere – Being genuine and sincere when you greet customers can either positively enhance the customer’s experience or turn them off. Being genuine and sincere is what makes a greeting warm and heartfelt. Just like fake smiles and greetings, customers can also feel if you are genuine and sincere with your greeting. This is a decision. This is either a Yes or No. It is either you’re genuine and sincere or not. There’s no in between.

When customers perceive your store have a friendly environment that makes them feel special, important, valued, and gives them a sense of belonging, expect these customers always wanting to come back to your store.

3. Successful Meeting and Greeting –

 Ten Strategies for Getting Off to a Good Start

A day in the life of every businessperson is made up of a series of meetings and greetings. Whether you are making the initial contact with a client or a colleague, you want to get off on the right foot. Doing so will make the first encounter and subsequent ones go smoothly and easily. Getting off on the wrong foot can make for a ” difficult recovery. Save your -energy for later and use these simple strategies for a successful start

1. Stand up when you meet someone.

This allows you to engage the person on an equal level -eye to eye. By remaining seated, you send a message that you don’t think the other person is import warrant the effort it takes to stand. If you find yourself in a position where stand up (such as being trapped behind a potted plant) offer an apology and an explanation. You might say something like, “Please excuse me for not getting up. I can’t seem to get around the foliage.”

2. Smile.

Your facial expression says more than your words. Look as if you are pleased to meet the other person regardless of what is on your mind. Put a-smile on. your face for the person standing before you.

3. Make eye contact.

Looking at the people you meet says you are focused and interested in them. If you are, staring off somewhere else, you may appear to be looking for someone more to your liking to come along.

4. Introduce yourself immediately.

As soon as you approach people you don’t know or are approached by them, say who you are. Don’t stand around as if someone else is in charge of introductions.

5. Include a statement about who you are when necessary.

It is not always enough to say, “Hello, I’m Mary Jones.” Give more information. “Hello, I’m Mary Jones. I work for XYZ Corporation.”

6. Offer a firm handshake.

Extend your hand as you give your greeting. The person who puts a hand out first comes across as confident and at ease. Make sure that-this physical part of your greeting is professional: Don’t offer bone-crushing grips or wimpy limp-wristed shakes. If you are confuted about men and women shaking hands, don’t. be. There once was. a time when women didn’t shake hands with men. We are past that. Everyone in business shakes hands with everyone else.

7. Learn how to make smooth introductions.

In business you always introduce less important people to more important people. The way to do this is to say the name of the more important person first, followed by the words “I’d like to introduce…” and then give the other person’s name. Be sure to add something about each person so they will know why they are being introduced and will have some information with which to start a conversation.

8. Know who the more important person is.

The client or the business prospect is more important than your boss. Just hope your boss agrees.

9. Pay attention to names when you meet people.

It is all too common to be thinking about. what you are going to say next and not focus on the other person: If you concentrate-and repeat the name as soon as you hear it, you stand a better chance of remembering it later.

10. Use first names of people whom you have just met only after they give you permission.

Not everyone wants to be addressed informally on the initial encounter. It is better to errside of formality than to offend the other person right off the bat.

 

Your goal within the first few minutes of meeting other people is to make them feel comfortable and to put them ease so they will want to do business with you. When you are confident of the rules for those critical initial encounters, you will have a solid start for

long-term profitable relationships.

INTRODUCTION

 

Method1

      Introducing Yourself in Any Social Situation

Make eye contact. Eye contact shows that you’re engaged in the interaction. Eye contact is one way to connect with another human and show that the other person has your attention. When you make eye contact, it shows that you are open and engaged.

 

• If you’re not comfortable looking straight into someone’s eyes, stare at the point between the eyebrows; she won’t notice the difference.
• If you’re in a group setting, make periodic eye contact with those around you.
• 
•  Smile. It is important to keep a genuine, bright smile when you meet a new person. Be genuinely happy to meet someone new and to share a positive experience and it will help create a genuine smile. Including the upper part of your face in your smile creates a more genuine and less fabricated smile.
• 
• Use appropriate body language. Your body language should communicate that you are confident and at ease. Stand with your head high and your back straight, being careful not to slouch. Mirror the body language of people around you. Also mirror the pace of speech and tone of speech of those near you to built rapport.

• Method2

  Introducing Yourself to an Individual

• 
•   Exchange names. If the introduction is formal, say “Hello, I’m [first name][last name].” If it’s informal, say “Hi, I’m [first name]. Immediately after you’ve stated your name, ask for the other person’s name by saying “What’s your name?” in a pleasant tone. When you learn the other person’s name, repeat it by saying “It’s a pleasure to meet you, Pedro” or “Nice to meet you, Caroline.”
  • Repeating the person’s name will help you remember it, and give the introduction a more personal touch.
• 
•     Offer a handshake or other culturally appropriate greeting. Most cultures have a form of physical contact to accompany a greeting. In the United States, it is often a handshake. Be sure to keep the handshake brief and not to loose (floppy) or firm (bone-breaking).

  o    Be aware of cultural differences. For instance, it is considered rude to firmly shake hands in China.

  o    It is often appropriate to greet with a hug, especially if you’re meeting a friend of a friend or an in-law. Hugs show more openness than a handshake. Women more often than men may prefer a hug to a handshake.

  o    In many cultures, it is culturally appropriate to greet with a kiss. In South America, for instance, all women are greeted with one kiss, and in France, women are greeted with one kiss on each cheek. If you are unsure of the appropriate greeting, follow the other person’s lead or watch how other people greet around you.

• 
• Ask questions. It’s important to show interest in the other person. Ask where she is from, what she does for a living, or ask about any common bonds you may have. Ask about what she loves to do and the passions she has in life. Show that you are engaged and interested in what she has to say.
  • You may tell a little bit of your background in order to engage conversation and share about yourself. Telling someone where you work or that you love rock climbing is appropriate and may lead to more conversation topics.
  • Don’t take the opportunity to talk only about yourself. You will come across as selfish or uninteresting .

Close the conversation. After you’ve met someone for the first time, you should end the conversation by restating that you enjoyed meeting. If the interaction was formal, say something like “Mrs. Castro, I’m delighted to have met you. I hope we can talk again soon.” If your conversation was informal, you can say “It was great meeting you, Harold. Hope to see you around.”

Method3

Introducing Yourself Before Giving a Speech

 

Greet the audience and state your name. If you’re giving a speech, it’s important to state your first and last name. As you say hello and give your name, remember to speak clearly and confidently.

1. Say, “Good morning, I’m Chelle Arnold” or “How is everyone doing today? My name is Lisa Carroll”.

Share some relevant information about yourself. After you provide your name, share why you and the speech are relevant, making sure you provide your credibility. The sort of information you share will depend on the audience and the subject you’ll be talking about. If you’re giving a speech about the importance of eating organic foods, tell people that you’re a scientist, chef, or environmental professional. If you’re giving a speech about child development, be sure to include that you are a child psychologist.

• Provide any other relevant information. For instance, you can provide a brief background of your credible experience. “My name is Erica Lafaurie and I am a professor of environmental science at Berkeley. After I conducted my research in the Amazon rainforest, I realized how important it is to share ways to protect this land.”

Communicate effectively. From the very start, make sure your voice is loud enough for everyone to hear you. Avoid mumbling by enunciating your consonants crisply. You can even ask the audience if you are speaking loudly enough for all to hear. People will not be able to understand you or respect what you are sharing if they cannot hear you.

Move your body. Stand with good posture, and move freely while you speak. Stand up tall, move your shoulders back instead of slouching, and keep your hands free, using them to gesture when necessary. If you don’t have to stand behind a podium, then walk around to show the crowd how comfortable you are and to make yourself look less stiff.

Method4

 

Introducing Yourself at a Professional Event

1.    Say your full name. Make sure you provide your full name so that the person can remember your name. You can say, “Hi, my name is Mark Salazar,” or “Hello, I’m Angela Grace,” and they’ll be more likely to remember you.

Give a one-sentence description of what you do. If you’re at a networking event, then it’s likely that you’ll be talking about what you do to a variety of people. So, what do you say when a new connection asks, “What is it that you do?” Do you launch into a ten-minute story about your career path? Do you reel off a list of your accomplishments in your field? Absolutely not. Unless you’re having a more lengthy conversation, you should be prepared to give a one-sentence description of what you do that gives the following information:^[5]

• Who are you, professionally? Are you a teacher, a project manager, or a health care professional?
• Who do you work with? Do you work with children, cross-cultural project teams, or micro-finance organizations?
• What do you do? Do you help second-grade children develop their writing skills, do you help cross-cultural teams meet complete their goals while keeping their budgets, or do you help microfinance organizations expand their market base in developing countries?
• Now, put your sentence together. State who you are, who you work with, and what you do.

Respect people’s space. If you have items, don’t place them on recruiter’s or presenter’s tables. Respect their space and don’t overwhelm them. You can also disrupt their materials, such as knocking over a poster or messing up pamphlets. Wait to be asked to exchange business cards, resumes, etc.

Follow up with a question. If the person has asked you what you do first, don’t just walk away and praise yourself for a job well done. Instead, ask the person what he or she does in return. This is not only polite, but shows that you have a real interest in this person’s career path and want to build a meaningful connection.

Say goodbye like a professional. Don’t just wave and say, “Nice meeting you” and walk away from the person. Anyone you meet at a networking event can have the potential to help you in the future, so make sure that you make eye contact, repeat the person’s name, and exchange business cards or any other pieces of relevant information before you walk away.

^{some polite expressions- remarks/apologies/agreements/disagreements}

Agreement, partial agreement and disagreement

The way people agree or disagree in an argument or discussion varies in different languages.

Agreement:

It is worthwhile saying that silence is not understood as agreement. If you agree with an opinion or an idea, you are expected to say so.

Expressions

There is no doubt about it that…
I completely / absolutely agree with you.
I agree with you entirely.
I totally agree with you.
I simply must agree with that.
I am of the same opinion.
I am of the same opinion.
That’s exactly what I think.

Disagreement:

Expressing disagreement is always respected as honest, and sometimes as courageous.

Expressions

I don’t agree with you.
I’m sorry, but I disagree.
I’m afraid, I can’t agree with you.
The problem is that…
I (very much) doubt whether…
This is in complete contradiction to…
With all due respect,…
I am of a different opinion because …
I cannot share this / that / the view.
I cannot agree with this idea.
What I object to is…
I have my own thoughts about that.

Partial agreement:

You can also agree but with reservation especially when there is a doubt or feeling of not being able to accept something completely

Expressions

It is only partly true that…
That’s true, but…
I can agree with that only with reservations.
That seems obvious, but…
That is not necessarily so.
It is not as simple as it seems.
I agree with you in principle, but…
I agree with you in part, but…
Well, you could be right.

POLITE AND DIPLOMATIC IN YOUR SPEAKING. 

If you’re too direct when you speak you can come across as aggressive and this might put people off. This is true in business meetings and negotiations, but also in many other day to day situations.  Here are 5 ways you can make your English more polite, indirect and diplomatic. Follow these tips and you should make the right impression when you talk to people.

1. Listen and be understanding

If you show other people that you are listening to them, and that you understand them, they will be more willing to listen to you and accept your opinion. Don’t just say “I disagree“, show them that you are listening and that you understand them before you explain your opinion.

You can do this by using statements like:

Yes, but…

I see what you mean, but…

I agree up to a point, but

For example:
I think we should wait until a better opportunity comes along.

Yes, but we might not get another opportunity like this for a while.

I think we should ask for a 20% discount because it will show them that we are serious.

I see what you mean, but I think 20% might be a bit too much. It might put them off.

2. Avoid negative words – instead use positive words in a negative form

People react to positive sounding words, even if they are used with a negative auxiliary.

Don’t say: I think that’s a bad idea.

Say: I don’t think that’s such a good idea.
Let’s go for a good cop, bad cop approach in this negotiation!

I don’t think that’s such a good idea. They might see through it.

3. Say the magic word: Sorry

This word can be used in many ways: to interrupt, to apologise, to show you don’t understand, to disagree. It diffuses tension and it allows you to start a statement more comfortably.

Sorry, but can I just say something here

Sorry, but I don’t really agree

Sorry, but I think that’s out of the question

4. Use little words to soften your statements

Break down negative sentences with some softeners.

Don’t say: I don’t like it

Say: I don’t really like it I’m afraid

Don’t say: Can I say something?

Say: Can I just say something here?

Don’t say: I didn’t catch that

Say: Sorry, I didn’t quite catch that

5. Avoid ‘finger pointing’ statements with the word ‘you’

This is aggressive and too direct. Try to avoid saying ‘you’ and put the focus on ‘I’ or ‘we’.

Don’t say: You don’t understand me.

Say: Perhaps I’m not making myself clear.

Don’t say:You didn’t explain this point.

Say: I didn’t understand this point.

Don’t say: You need to give us a better price.

Say: We’re looking for a better price.

So, those are my 5 pieces of advice for being polite and diplomatic. Try to use them when you speaking and you will become a more effective communicator in English.

Apology words and phrases for letters

Apologizing

To apologize is to tell someone that you are sorry for having done something that has caused him inconvenience or unhappiness:

Examples:

I must apologize to Isabel for my late arrival.

I’d like to apologize for my trouble making.

Trains may be subject to delay on the northern line. We apologize for any inconvenience caused.

Here are some expressions you can use to make and respond to apologies

Making apologies:

• I do apologize for…
• I must apologize for…
• I apologize for…
• I’d like to apologize for…
• I am so sorry for…
• I shouldn’t have…
• It’s all my fault.
• I’m ashamed of…
• Please, forgive me for…
• Excuse me for …
• I’m terribly sorry for…
• Pardon me for this…
• Please, forgive me for my….
• Please, accept my apologies for…

Accepting apologies:

• That’s all right.
• Never mind.
• Don’t apologize.
• It doesn’t matter.
• Don’t worry about it.
• Don’t mention it.
• That’s OK.
• I quite understand.
• You couldn’t help it.
• Forget about it.
• Don’t worry about it.
• No harm done.

Remember:

“I’d like to apologize” is the short form of “I would like to apologize”

How to break the bad news

The first step is normally to show that something bad has happened. The two key words and phrases help you explain something bad has happened for which you need to apologise are

Unfortunately,

I’m afraid that

Another nice phrase for more informal letters is

I’ve got some bad news to break/tell you

A simple apology

If it is a small problem you may just need to say sorry. You should see though that you need to think about whether you want to use but/that/for

I’m sorry but  – “I’m sorry but I won’t be able to come to the party”

I’m sorry that – “I’m sorry that I broke you mug“

I’m sorry for – “I’m sorry for not having replied sooner“

A stronger apology

These are phrases that work when there is a bigger mistake

I do apologise for – “I do apologise for failing to meet you at the station”

I must apologise for – “I really must apologise for 

I sincerely apologise for – “I sincerely apologise for the trouble this has caused you”

 Being more informal

If you are writing to a friend you may choose to use a more informal phrase:

I’m ever so sorry – “I’m ever so sorry that we won’t see each other next week

I’m really sorry – “I’m really sorry that I’ve lost that book you lent me”

Being more formal

Again, if you’re writing to someone you don’t know that well you want  a more formal phrase. Typically, we use either the verb apologise or the noun apology.

I would like to apologise – “I would like to apologise for missing my appointment with you“

Please accept my apologies for – “Please accept my apologies for the disturbance caused”

 Thinking about the consequences

Something else you may need to do is to apologise for any difficulty. These phrases should help:

I’m sorry if this puts you out – an idiom appropriate for informal letters

I do apologise for any inconvenience caused – a more formal variation

I hope that this does not cause you any problems – a more neutral variation

Guidelines for writing-apologies:

Þ    Write as soon as possible after the incident. Apologize, but do not go overboard by saying, “I am very, very, very sorry.” Keep it simple and to the poi, it. Summarize what you are apologizing for, and apologize only for the particular situation or problem: Be brief. Apologize cheerfully and sincerely. Do not express feelings of guilt.

Þ    Explain what you will do to correct the mistake or situation. Assure the person that this will not happen again.   ‘

Þ    Do not put blame on another person and do not blame problems on computer errors or carelessness.

Þ     Thank the person for bringing the problem to your attention if you were unaware of the situation.

Þ     Reread the-letter to check your grammar, spelling and tone.

A gift can be many things: a physical item, a good job someone has done for you at work or at home, and an invitation to a party or meal. In business it’s the perfect time–before the end-of-the-year rush–to send clients, customers, vendors, and suppliers your note of appreciation for their business and service.

A personal, handwritten thank-you note, is the finest form of expressing gratitude. It takes the effort and time and is the most tangible evidence of our genuine appreciation of the person to whom it is addressed.

Thanks giving, . A Perfect time for Thank – you notes

Here is a simple guide for thank-you notes for both business and personal use:

1. Ideally, send thank-you notes within 24 to 48 hours of receiving the gift. The sooner you send it, the greater the impact it will have. However, it is never too late to send a note. Use this month of “thanks” to catch up on your “thank-yous, U no matter how much time has gone by.
2. To save time and stress, keep a supply of note cards and stationery, plus postage stamps to have ready at all times.
3. Write all your notes by hand. Take your time, regardless of how impaired you think your handwriting looks.
4. Pay attention to how the card faces when opened. I can’t tell you how many times I receive cards written on the wrong side or in the wrong direction.

Þ    For vertical, left-creased cards: Begin writing on the inner, right side of the folded card.

Þ    For horizontal, top-creased cards: Begin writing on the inner, lower side of the folded card.

Þ    Some cards are difficult to tell which way it is intended to face. Be sure to look at the back side of the card for guidance in this area.

5. Begin the,-note-based on-your -relationship with-the receiver.

Þ    For personal correspondence where you are accustomed to calling the person by their first name: Dear John and Mary, (first name followed by a”comma.”) is correct.

Þ    For business notes, stick to formal salutations until you are invited to address the person by the first name: Dear Ms Smith: (an honorific and last name, followed by a “colon.”) is proper.

Þ    For informal business notes, addressed to someone with whom you want to address by their first name: Dear John: (first name and a colon) is also appropriate.

6. Be specific in your thanks. When thanking someone for inviting you to a meal or event, mention how happy you were to share in the experience, mention a person you enjoyed meeting, or a food item you particularly liked. When thanking someone for performing a favor for you, explain how important their gift of time for you. For physical gifts, name the item, along with something nice and complimentary about it.  .

Þ    Rather than say: “Dear Aunt Sarah, Thank you for the lovely gift. I really like

1. Love, Syndi.”

Þ    Do say: “Dear Aunt Sarah, Thank you very much for the beautiful black sweater for my birthday. It’s Just the perfect item to wear at an evening occasion, where I want to stay warm, yet still look dressy. Your loving niece,: Syndi Seid”.

7. Sign your first-and last name clearly at the end of your note. An exception may be to an immediate family member who knows who you are by your handwriting.

8. Addressthe envelope using the person’s full name and appropriate honorific. Include your name and return address. Use a regular postage stamp rather than metered postage to send your note.

6. Etiquette and manners.

 

Good manners and proper etiquette are at the very core of how we communicate with on

another. We need to develop and reinforce those essential courtesies that make our relationships strong, valuable and long-lasting. the following etiquette tips, which are easy to incorporate into everyday life

1. Turn the cell phone off completely — during a luncheon meeting, social function, or on public transportation.
2. Hold the door — whether male or female; hold open a door you .have just passed through for the person behind you.
3. Bring a gift for the. hostess — preferably one that doesn’t require her to drop every thing she is doing.

4. Keep to the right — on the sidewalk, in stairwells.

5. Say please and thank- you — to- waiters; flight attendants, store clerks, cab drivers — the little things go a long way.
6. Circulate at a party or social gathering — whether hostess. or guest, the people, nott the food or drink, should be your main focus.
7. Keep food or drink, briefcases or files in your left hand — keep your right hand free for handshakes.
8. Stamp and address thank you notes in advance — when you know they will be needed,’ then fill them out and drop them in the mail after attending an event or receiving a gift or favor and you’ll be done.
9. Make eye contact and offer a warm smile — in every situation, this sets people at ease.
10. Be perceptive — survey a situation and always use your best judgment.

“Now, more than ever, people need to live graciously,” says Dinyon. “Having good manners is always in style:.”

Ettiquette

Etiquette – proper behavior in various situations – has concerned humans through the ages. A search on- Goggle turns up references to early telephone manners, proper Medieval-era knightly behavior, and how shells and, sharp stones became today’s knives and forks and, of course, which hand to hold them in Just as civilization accommodated the new technologies of the automobile and telephone with widespread common usages such as stopping for red lights and answering telephones with “Hello,” new online technologies have created the need for corresponding innovations in manners. Called Netiquette (Net + etiquette), these new manners are really just the application of old manners in a new setting. Since going online may seem like traveling to a foreign country, pointing out a few guidelines may be useful.

Suggestions are:

Þ    DON’T USE ALL CAPITAL LETTERS (it’s hard to read and is considered shouting);

Þ    Be brief;

Þ    Use meaningful subject lines;

Þ    Quote just enough from what you’re answering to provide useful context; Don’t forward to everyone you know jokes, rumors, hoaxes, chain letters, charity appeals, and such, even if the arriving note tells you to do so;

Þ    Don’t. send “Me too” notes to discussion lists;

Þ    Don’t send attachments without getting the recipient’s permission;

Þ    Send plain text e-mail unless all your addressees prefer HTML format; and,

Þ    Accept and cheerfully answer questions asked by people newly online – remember that

we all started with the basics.

Sample letters:

Sample letter A

Dear Prime Minister,

I write to appeal to you, on humanitarian grounds, to release……….

Yours truly,

 

Sample letter B

Your Excellency,

I write to appeal to you, on humanitarian grounds, to spare the life of……. presently under sentence of death.

Yours sincerely,

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Sample letter C

Dear Sir or Madam,

I am writing to you, in the spirit of friendship that has always existed between your country and

mine, about the plight of………who I understand has been detained for nearly three years under the ‘1 Internal Security Act without any reason being given. If this information is correct, this would appear to violate Article 9 of the Universal Declaration of Human Rights, which says “No one shall be subject to arbitrary arrest, detention or exile”. I therefore appeal to you to look into this case urgently, with a view to releasing

Yours respectfully,

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Sample letter D

Dear Minister,

I write this letter as a Board Member of the Moravian Friendship Association to appeal to you to ensure that Professor………, a prisoner held in……..State Prison, is given the medical treatment she requires and an adequate diet. In view of the seriousness of this case, I would ask you to make inquiries to satisfy yourself personally that the conditions under which she is kept in prison are in keeping with the basic standards expected today by all members of the international community. I would like to add that our Association, whose function it is to promote friendship and goodwill between the peoples of our two countries, has every confidence that the human rights enshrined in your Constitution are fully observed in your country.

Yours sincerely,

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Sample letter E

Your Excellency,

I am a clerk in government service in Sri Lanka, and I also work in a voluntary Buddhist social service organization. I am deeply concerned at the news that………has been sentenced to 10 years’ imprisonment in your country for publishing an article critical of the government. If this is true, it w,:-.Pears to be a harsh and unjust punishment. I appeal to you on humanitarian grounds, and in furtherance of the principle of freedom of expression enshrined in the Universal Declaration of Human Rights, to review this case with a view to releasing

Yours sincerely,

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Sample letter F

Your Excellency,

In my capacity as President of the Women’s Institute of Toronto, I am writing to you on the subject of the recent arrest of           who is, I understand, in detention under the regulations for the Suppression of Rebellion.

In view of the information available to me concerning this case,       is deprived of her freedom in violation of the Universal Declaration of Human Rights. May I take the liberty of drawing to your attention the specific violations of the Declaration apparently involved in her case. Her arrest under the regulations for the Suppression of Rebellion constitutes a violation of Article 9 of the Declaration. She has been held since her arrest without charge (at least as far as is publicly known) and without trial, which constitutes a violation of Articles 9 and 10 of the Declaration.

The only reason which has been given for the arrest of……  is her role in the legal and legitimate opposition in the public life of your country, not only as a parliamentarian, but as a political worker conducting actions guaranteed the full protection of your Constitution. It therefore appears that the rights proclaimed in Articles 18 and 19 of the Declaration have also been violated.

Motivated solely by respect for human rights, I appeal to you to intervene personally in this case to secure the immediate release of……..from detention or to grant her the right to an early, fair and open trial.

Please accept, Your Excellency, the assurance of my highest consideration,

Yours sincerely,

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Sample letter G

Your Honour,

I am an engineer, and I worked on an irrigation project at     where the dam was constructed

with the expert assistance of technicians from your country. This was truly a memorable experience. The dedication of your engineers, both to the irrigation project and to the development  of your country, was really inspiring. Many misconceptions about your country were dispelled, and we became good friends too. It was therefore with special concern that I came to hear of the case of………

I understand that he was arrested in November for publishing a book critical of some aspects of the government, and has been held since then without charge or trial in contravention of the Universal Declaration of Human Rights. This matter has been the subject of discussion among my colleagues. If the facts are incorrect, please let me know and I will see that the true version is explained. If, however, they are true, I appeal to you to look into this case with a view to releasing

Yours sincerely,

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Sample letter H

Your Excellency,

Some time ago I wrote to you about the case of prisoner of conscience………………..

I was delighted to learn that   has been released and is now happily reunited with her four young  children. I do appreciate very much this act of compassion and humanity on your part.

 

Yours sincerely,