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English-302, , Chapter-27B, Writing memos and letters, Summary, , Important points from the text:, • Memos and letters are a very important part of written communication in offices and formal, organisations., Memo, A memo is used to communicate something of immediate importance to people within a business or, organisation. A memo is generally used for communicating policies, procedures or related official, business within an organisation. Office memos are instructional and give information., Steps for writing a memo:, • State the subject clearly, • Get to the main point directly
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• Make sentences direct, short and simple., • Include pointers in your memo., • Make your memo as brief as possible., , • Formal letter, A formal letter is a letter drafted to other organisations. Letters of complaint are important to state, complaints clearly and politely. Letters of enquiry are important to probe and to make clear that the, matter is urgent and needs special attention., Letter of complaint, Examination Branch, Sector-21,Noida, January 21, 2021, The director, Oxford Publishing House, London, Subject- Complaint regarding receipt of wrong set of books., Sir/Madam
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On January1, 2021 our organisation bought a book set (Order No. 00033566) to be delivered to, Noida Sector-21., To my distress, I have not received the set I ordered for and have instead, received the wrong book, set. I am highly disappointed., To resolve the problem, I would appreciate it if you could replace the wrong book set with the one, originally ordered. Please let me know as soon as possible what action you propose to take.I look, forward to hearing from you within the next 5 days., Yours Sincerely,, Sumit Joshi, DD- Examination branch, Noida, Letter of enquiry, 76 D, MG Road,, New Delhi 110063, 23 July 2020, The Director, National Institute of Open Schooling, Sector 62, Noida, Dear Sir/Ma’am, Subject: Inquiry regarding course in Yoga, In reference to your advertisement regarding the courses in yoga offered by your reputable, institute, I want to state that I am currently in X class and preparing for my final exam. I am very, much interested in yoga asanas and want to take it as a career. Kindly send me the prospectus and, the application form. I would be highly grateful if you could provide me with information related to, yoga and meditation., Yours sincerely, Nisha Ahuja, Student of NIOS, Enrollment number:11006785343, For writing an effective formal letter, the following headings should be kept in mind:, • Sender’s address, • Date, • Receiver’s address, • Subject, • Salutation - sir/ma’am, • Introduction, • Body
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• Conclusion, • Closing - yours truly, sincerely, • Signature, Name and details., Important words from the text:, • Communication: imparting and exchanging of information, • Implementation: the process of putting a plan into effect., • Brief: short duration/ short lived, • Replacement: the action of process of replacing someone or thing., , Evaluate Yourself:, 1. You are the office manager and want to remind everyone to clean up after lunch in the, lunchroom themselves. There was recently an infestation of rats. The building has since been, fumigated but the cooperation of staff to prevent a re-infestation is still required. State the, purpose of the memo, the reasons for sending it (i.e. the kind of behaviour you have noticed), and what actions you want to be taken., 2. You are Suman of 133, Paschim Nagar, New Delhi. A number of scooters and cars have been, stolen from your locality. Write a letter to the local Secretary of the Resident’s Association, complaining against this problem., 3. You are Surya living in Delhi. You and your family are planning a holiday and you come across, an advertisement from’ Make my Trip’ regarding tour packages. Select a destination of your, choice. Write a letter making necessary enquiries from the tour company before you make your, final decision.
