English Conversation - Writing Letters

English Conversation - Writing Letter
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Ranjan’s job with Technical sales involves answering a number of letters every day. “Technical Sales” had advertised for students to join a course that the company is going to run for management trainees.

Ranjan Niren, what are you doing this morning?
Niren I am drafting a letter to be written to all the dealers.
Ranjan I was wondering whether you could help me out with answering some of these letters that I’ve been receiving for our Management Training Course.
Niren Whats the problem? Are there too many queries for you to deal with?

Ranjan It isn’t only the number of letters that have to be answered that worries me, what is a greater nuisance is trying to find out who has written the letter, which department it pertains to, and what exactly the letter writer wants. It wastes so much of my time.

Niren Yes I know. So many people seem to think they have to tell us their lifr story and all the worries of the world in addition to all their achievements, while writing a business letter.

Ranjan I have a good mind to make out a model form of an inquiry letter and post it to all those who want admission or are asking for details of the course. Have a look at this.

Niren (Reading from Ranjan’s draft letter).

(1) Please state your full name, address and date on the top right hand corner of the letter paper.
(2) Below that, on the left hand side, please state to whom the letter is addressed the designation of the person concerned and his address. For instance. “Director of Courses” or “sales Executive “; Technical Sales, New Delhi.
(3) After the customary form of greeting, “Dear Sir”, please add a line as to the subject of the letter and underline it, before continuing with writing the letter. For instance, course for management trainees 1978 or spares for brand N lighting systems.

Ranjan You see. If all this information was given in an orderly manner, it would be much easier for me to handle the correspondence with efficiency and ease.

Niren Moreover, applicants and writers of official or business letters should be advised to keep to the point and write concise letter. All the news about the weather, family health and the state of mind of the writer should be kept out of business letters.

Ranjan Yes. quite right. Personal information should be included only in private letters written to persons with whom one in intimately acquainted.

Niren Is that to say that if a person is seeking a rebate in fees charged for the course on the ground that his father is ill and his mother is the only earning member of family, such information should not be included informal letter?

Ranjan That is not what I mean. If a person is seeking a concession, the grounds for the request should be stated briefly. A long involved story is not going to help the writer more than a simple statement and verification of the facts.

Niren How about the aspiring candidate mentioning his qualifications?

Ranjan In case the candidate has a doubt in his mind about whether his qualification are suitable or adequate in respect of the requirements of the course, he could make a direct inquiry and also state his present academic status. But he should not try to convince us that though his educational qualifications are not up to the required standard, yet he feels confident that he would stand first in the course.

Niren Have you made out a sample letter?
Ranjan Yes, It reads like this.
RAKESH SAKSENA,
B 24/76, Hauz Khas,
New Delhi-110021,
7th Jan. 1990.

To
The Director of Admissions,
Management Training Course,
Technical Sales,
New Delhi.
Dear Sir,
Admission for the Management Training Course 1990.
This refers to your advertisement in the Times of
India, dated 1st Jan. 1990. I wish to enroll for your
Management Training Course. Please send me the
forms for admission and any other relevant
information. Enters space My father’s income is below Rs.1000 a
month. I will be grateful if I could be given some
concession in the fees charged.
I have done my graduation, but the college I
attended is not recognized by the University. Please
let me know whether I would be eligible for joining
your course for management trainees.

Thanking you,
Yours faithfully,
Rakesh Saxena

Niren I think that’s fine. Go ahead and get copies of the model letter cyclostyled and send them off.

(B) VOCABULARY

address duration
correspondence abbreviation

Phrases

apply for wish to join
correspondence interested in
course at your earliest
in export management convenience
details of admission and fees charged

Meanings

to draft a letter to make a rough copy of
queries inquiries
pertain relate to
designation description of rank
customary usual
correspondence communication by letter writing
concise brief, short
concession grant, allowance

(C) Study the following responses:

A letter written by a retailer
BAHRI SALES,
4, Khan Market,
New Delhi
Jan 5, 1990

To
The Sales Manager,
Technical Sales,
New Delhi.
Dear Sir,
Catalogue and Price List of Household Appliances
We will be grateful if you could very kindly send us
a catalogue and price list of household appliances
which are manufactured by your company. Your
terms for dealer’s discount and allied information may
also be included.

Thank you, Yours faithfully
NARINDER BAHRI
(Manager)


(D) Make suitable responses:
1 Write a letter to DIMS requesting for a prospectus for an English Conversation course.
Responses ________________________________
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2. If a company wishes to make an inquiry about the varieties of bulbs manufactured by Technical Sales, and also wishes to place an order for 500 fluorescent tubes should both the topics be included in the same letter?
Responses ________________________________
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