Showing posts with label Reading and Writing Skills. Show all posts
Showing posts with label Reading and Writing Skills. Show all posts

Reading Skills

INTRODUCTION

The ability to read is one of the characteristics of civilized society and one of the factors that separates man from other animals. The level of reading ability and skill in reading also help us to gauge levels of civilization and industrialization. Experts suggest that in order to pass from an agricultural society to an industrialized society at least 45 per cent of the adults should know how to read and write.

At the individual level, the ability to read places a person above his illiterate companions, and among those who know how to read, the one who can grasp complex ideas ;or legal and technical ideas enjoys a higher status than his friend, who can only read newspapers, magazines or story books.

Even in the field of literature, the emphasis has now shifted from the writer to the reader. Thus if one read all the novels of Charles Dickens, one would come to know how his mind worked at different periods of his life. Today we think differently, and are more concerned with the impact that writing has on the mind of the reader. What an author writes will be just markings on a paper unless the reader is able to understand and absorb what is written.

THE READING PROCESS

The mental process of understanding a writer’s message is known as reading. The message may be in the form of written or printed words or symbols. Reading is not merely ‘seeing letters, words and figures but also involves understanding, interpreting and responding or reacting. The reader must be able to recognize the words and symbols, he must know their meaning, must feel the tone and mood that the writer is trying to convey. At a more advanced level he should be able to judge the accuracy and correctness of the writer’s thoughts and also know how to apply or use them. 

How a person reads :

We do not read with our eyes but with our mind. In order to understand and interpret the words and phrases our mind should be alert and attentive. The ability to read well does not depend so much on the sharpness of one’s vision as the clarity and richness of one’s mind.

According to an expert there are three types of readers :

a)  motor readers 

b) auditory readers 

c) visual readers

Motor readers are those who move their lips while reading, and not only their lips but also their tongues, vocal chords and larynx. Reading for such persons is a painfully slow process and the reading is usually of a poor quality. Auditory readers are those who need to hear the sound of the word in their minds in order to understand the meaning of words, even if they may not actually be using their lips and larynx. Again the speed and quality of reading needs much to be desired. Visual readers can be very efficient readers, though, it must be admitted, all are not. Visual readers are able to understand words, phrases and entire sentences without having to ‘say’ or ‘hear1 the words. For visual readers the eye is merely an extension of the mind to which the message of the written words, sentences, paragraphs, goes directly. Most readers tend to be oral readers while adults who have received a good education tend to be silent readers. In the early days of the development of the English language there were more oral readers as books were few and expensive and the man who know how to read was expected to read aloud to those who did not know. Also in earlier centuries the English language was more phonetic, making the task of oral reading easier.

Whether a language is phonetic or symbolic has a direct bearing on silent or oral reading. In a phonetic language each letter of the alphabet has only one sound and when voiced the word becomes a combination of the individual sounds. In English many letters have more than two sounds and are sounded differently in different words. Thus the letter V is differently voiced in words like ‘god’ and ‘more’.

THE SPEED AND PURPOSE OF READING

As a general rule one can say that silent reading is quicker than oral reading, otherwise the speed at which an adult reads depends upon the difficulty of the written material and the purpose for which it is being read. An interesting and well written novel can be read at a speed of about 300 words per minute. If however one is reading an article on physics or economics, the significance of every sentence has to be digested and, hence, the speed of reading slows down to about 200 words per minute. In the case of technical or legal writing the speed may go down to just about 100 words per minute. The purpose of reading can be any one of the following and sometimes even two or more purposes can be fulfilled by the same reading: 1) for information, 2) for education 3) for acquiring physical skill 4) for instruction 5) for interest 6) for pleasure or entertainment 7) for acquiring better taste and refinement.

Reading with Fluency and Speed - Skimming and Scanning

Inefficient readers read slowly and understand less of what they read than efficient readers. Skimming and Scanning are the favorite tools of the efficient reader. To skim means to take matter from the surface and scan means to look at all parts quickly. Almost all written material can be skimmed. Understood at the simplest level skimming would involve the ignoring of unimportant linking words like the, a, it, to, on, therefore, etc and concentrating on key important words. Since skimming and scanning go together the efficient reader is able to understand the general import of a paragraph while being able to concentrate on the one or two important ideas that it contains. Being able to get at the essence of written material by a judicious and selective skipping of inessentials makes for faster reading with greater fluency.

The secret of efficient reading, involving skimming and scanning is the ability to fixate on key words and phrases rather than on each word in slow progression. An extremely poor reader will concentrate (fixate) on each word painfully and even after doing so may fail to grasp the idea or message of the writer. The efficient reader, on the other hand, quickly scans a paragraph or a page and is able to grasp the main ideas of the writer.

How to Read Efficiently

a)                 Get rid of bad habits that may have built up over the years, like reading with only half attention, listening to the radio while reading, reading in bad light or while lying down.

b)                 Test your reading speed and also your powers of comprehension and then set about improving both.

c)                 Read more, you must make time for reading

d)                 Learn to read for main ideas by resorting to skimming and scanning

e)                 Challenge your own comprehension. You will never become an efficient reader if you restrict yourself to reading easy-to-digest material in magazines and novels. Read books of non-fiction and occasionally legal documents or technical or philosophical books.

f)                   Train your mind for immediate concentration. This calls for a degree of mental aggression on the part of the reader.

g)                 Improve your vocabulary. Only persons with a large vocabulary make efficient readers as the words they come across, being familiar become quick conveyors of thought.

h)                 Learn to fixate. Fixation is the technical term for the brief moment during which your eyes focus on a word, phrase or a section of the line of print. During fixation the eye pauses or stops and then again flies along the printed line.

i)                    Get in tune with the writer’s mind. Efficient readers know how to think along with an author so that they are able to follow the central theme of the written material. At the same time they should not be carried away by the flood tide but should be able to critically evaluate what has been written and it is always helpful to retain a sense of healthy skepticism about what has been written.

Acquiring Reading Skills

A.           Pinpointing Arguments and Providing Logical Sequence

The student who wishes to acquire communication skills must be able to pinpoint an argument and provide a logical sequence to an argument. Pinpoint an argument means being able to pick out the main topic or argument from a given passage (whether oral or written), while providing a logical sequence means being able to give further arguments, conclusions or examples in line with the main argument.

Pinpointing an argument is only possible when the passage is not of a purely descriptive or narrative nature. In purely narrative or descriptive passages the writer tells us what happened in order to time or tells us about an object, event or scene, piece by piece and hence it is not possible to pick out the main argument. When a passage consists of more than one paragraph the student should train himself to pick out the main argument or topic of each paragraph and write it down in a sentence of his own. In a good piece of composition the student will find that the main point is usually expressed in the form of a general statement and that this statement is supported by facts, figures, examples and illustrations.

B.           How to Read and Listen Critically

In this section we shall briefly consider how a student can cultivate the habit of reading and listening critically. He should know not only how to be logical himself, but should be able to spot out the illogical approach of others. Logic is the science of reasoning, ie., the science of arriving conclusions with the help of thought. We are not concerned with the study of this science but will only touch upon a few aspects of it which play an important part in developing the communication of the student.

1.            Logical inclusion and exclusion, ie., categorization and classification

A category is a division in a complete system or grouping and to categorize means to place in a category. For eg., one may say that books are of three kinds i) those that provide information, ii) those that entertain iii) those that both entertain and provide information. On the basis of this we can go further and say that a book on General Knowledge comes in the first category, a detective novel in the second and a historical novel or travelogue comes in the third category.

The process of arranging into different classes is known as classification. Thus, in a library, books are arranged on shelves or mentioned in the catalogue according to the subject to which they pertain or according to the name of the author.

2.            Re-ordering Information

In oral and written composition there has to be logical order. By logical order we mean the way in which things are placed in relation to each other, ie., in order of time, importance, cause-effect or by passing from the general to the particular. When things are arranged in proper logical order there will be no room for inconsistencies or contradictions. Local implication means that on the basis of logic something is suggested or hinted at even if it is not plainly expressed. Often writers do not present relevant information in a proper logical order. The efficient reader will have to do this himself in order to get to the correct message or to get to the facts that the writer is trying to put across.

3.            Tautology

When in an oral or written composition, the same thing is said again and again, in a slightly different manner, without making the meaning clearer, is called tautology. In other words it means needless repetition. This should not be confused with deliberate repetition which is used by good speakers and writers in order to emphasize what they have been speaking or writing about. The chief characteristic of tautology is that it does not make the meaning clearer but performs a kind of verbal ‘merry-go- round’. A large number of redundant phrases are used. When tautology occurs in a long passage it is a clear indication of an untidy, mind.

4.            Two Other Common Mistakes

a)     The mistake of the ‘non sequitur’, this is a kind of wrong or mistaken reasoning. In this we come to a conclusion which does not tightly follow from the first statement.

For eg.,

i)          He plays golf; he must be a gentleman.

ii)          He reads many books; he must be wise.

In the sentences given above the second half is made to depend on the first when, in fact, there is no proper connection. A man who plays could be a ruffian and there are many gentlemen who do not play golf.

b)           Sometimes trying to be very logical in a literal or mathematical sense can also lead us to ridiculous conclusions. In the examples given below the mathematical application of reasoning leads to absurd conclusions :

Statement: Jagdish’s father ate dal and chapattis every day. He lived till the age of 100 Conclusion : To live till an old age one should eat dal and chapattis every day.

A)         Understanding Complex Sentence Structures

The student is often frightened by a long and complex sentence and he sometimes reads it twice or thrice without being able to understand it. If however, he goes about reading the sentence by breaking it up into parts (analyse) he will be able to understand it quite well.

For eg., Sita has a book.

This is a simple sentence with a subject, verb and object. Now if we add some, more words or phrases to tell the reader something more about Sita and the book, we are giving more information to the reader but the main sentence remains the same. So we may add:

‘Sita, the girl who lives next door to me, has a blue coloured book on botany which formerly belonged to my sister’.

In this much longer sentence we tell the reader something more about Sita-. and also something more about the book. The original simple sentence thus becomes a complex sentence with the main clause remaining the same.

A complex sentence is therefore a sentence with one or more main clauses (called co-coordinating clauses) and one or more subordinate clauses which tell something more about words in the main clause or in other parts of the sentence).

When two or more main clauses are joined together by words like ‘but’ ‘and’ ‘yet’ the sentence is known as a Compound Sentence.

D.           Isolating Facts From Opinions

Good or bad writers often mix their facts and opinions. Bad writers do this because they cannot help it, and good writers sometimes do this deliberately in a skilful attempt to persuade readers to look at things from their point of view. While it is always easy to separate facts from opinions in bad writing, it requires considerably more skill and discernment on the part of the reader to do so in the case of good writers. Writers like GB. Shaw and Salman Rushdie have to be read with care for they have messages to deliver and the line between fact and fiction often gets blurred.

On a daily basis the problem of isolating facts from opinions arises when we read newspapers. According to journalistic theory, the newspaper report is supposed to deal exclusively with facts while the editor’s opinions appear on the editorial page. But, in an age when newspapers are in stiff competition with each other and sensationalism has to be resorted to by the best of papers, this never really happens.

E.            Multi-levelled Readings

A piece of written communication is to be understood at many levels. First is the meaning of the words themselves and their meaning in the context of other words within the sentence and the paragraph. Next, the reader has to try to understand the nature of the situation being described, the point of view of the writer, his personal philosophy or outlook (optimistic, pessimistic, neutral or critical) and the writer’s vision of life. And most important, the reader should be able to understand the tone of the passage; whether it is humorous, sarcastic, ironic, thought-provoking, dramatic or poetic.

F.            Recognition of Register

When you read a passage of prose or poetry you should be able to make out if the style is appropriate to the situation or not. Let us begin with words. A dictionary contains thousands of words, but all of these are not to be used on every occasion. There is an active vocabulary and a passive vocabulary. Words and phrases of the active vocabulary can be used by us on every occasion without doubt or hesitation. Words and phrases of the passive vocabulary must be known and studied but need not be used at all except on very special occasions.

The use of slang and colloquial words poses another problem. Slang and colloquial words and phrases go out of fashion very soon.-It is frequently found that the older and younger generations use a different set of slang phrases.

Spoken and written English can be formal or informal in tone and style. The modern trend is towards informal writing. In formal writing the tone and style is impersonal and stiff and use is made of what is called the ‘them-language’ - or writing in the third person even when the communication is directly between two persons. Government notifications, letters and circulars are usually found to be in this formal style. Thus a government department will write a letter to a tax payer and inform him: ‘the assessed is required to note that interest at 12% per annum will be charged on late payment. Perhaps the most glaring example of the excessive use of formality is in business letters where, out of habit, the businessman continues to use ‘commercial jargon’.

Rapid developments in science and technology have led to a different style of writing which one can come across in technical books or journals. When scientists are communicating with each other the language tends to be full of technical words and phrases. Gradually this development has begun to influence language in general as more and more people have started reading popular science magazines and science fiction.

Journalistic writing has a distinctive style of its own. As space is money the journalist writes in terse and condensed style. It has a special style and approach for the presentation of news.

The purpose of literary writing and speech is to create an effect by itself. It is the beauty of language, the turn or felicity of phrase that catches the eye and engrosses the attention. While commercial correspondence, scientific writing and formal communication use style in a functional manner to convey the meaning clearly and quickly, in literature the reader is expected to derive pleasure from the style itself. For the literary man, how he says a thing is more important than what he says, while for a technical man, what he says is more important than the way he says.

G.           Figures of Speech

Figures of speech are rarely used in everyday spoken and written English. When used, they make the language flowery, bombastic and sometimes unnatural. Poetry, however, makes frequent use of these figures and so does a certain type of poetic prose. Accordingly the student should be able to recognize the commonly used figures of speech.

 

SUMMARY

Reading can be defined as the mental process of understanding a writer’s message. The message may be in the form of written, printed words or symbols.

There are three types of readers - Motor readers. they move their lips, tongue, vocal cords and larynx. Auditory readers. They hear the sound of word in their minds to understand it. Visual Readers. They understand the matter without having to say or hear the words. The speed and purpose of reading varies in different cases. Acquiring reading skills. To do this, the following things need to be kept in mind.

A]         Pinpointing arguments and providing logical sequence.

B]         Reading and Listening critically develop the reasoning skills.

C]         Understanding complex sentence structures and simplifying them in your mind. D] Isolating facts from opinions from your own perspective.

E] Multi-Level readings - Levels indicate words - phrases - sentences - paragraphs. F] Recognizing the Register. This becomes easy when the vocabulary skills of the reader are developed. Also if the reader is exposed to various styles and forms of writing, reading becomes interesting.

G] Grasping the meaning of figures of speech.

 

CHECK YOUR PROGRESS - ANSWERS

1.  Reading 2. Logic 3. Fixation 4. Skimming and Scanning.

 

QUESTION FOR SELF - STUDY

1.            Define Reading and explain the concepts.

2.            Describe the different types of readers.

3.            Define Tautology.

4.            Explain the steps essential for critical listening and reading.

5.            Name and explain the skills essential to develop reading.


SUGGESTED READINGS

1.            Developing Reading Skills by Grellet, F.

2.            High School English Grammar and Composition - P. C. Wren, H. Martin (Edited by N.D.V. Prasada Rao)

 

Writing Skills

INTRODUCTION

This section focuses on meaning and tools of written communication through writing letters, applications and reports. Much of the formal communication in any organization is written communication. Advantage of written communication is creating records for future reference. Organizations use some type of documents to communicate with the outside world and other type of documents to communicate within the organization itself. It includes writing letters, letters for official correspondence, Business events, Social Events, Interpersonal idea exchanges and Commercial Correspondence.

Human beings need to keep communicating with each other, as humans are social animals. In the olden days when people were not so literate so news passed from one person to another through mouth (oral communication). Later we developed different forms of communication. Now the world is flooded with different modes from basic letters to faxes and e-mails. But the basic method remains the same. We need to convey messages to each other, and these should be as clean and accurate as possible.

Everyone needs to write letter of some type, and may have to face the problem of writing an important letter that will greatly affect his interest in life. The art of letter writing is, therefore no more ornamental accomplishment, but something that every educated must acquire for routine.

1. FORMAL LETTERS

Structure of a formal letter

Letters are messages, and certain structures of a formal letter have been developed by experience and custom. These structures act as principles or guidelines to be followed, for neglect of them may reflect ignorance and carelessness. Letters may be of different types such as Friendly letters, business, official letters etc. But each of them has its own particular basic structure. There are few main parts of a letter which apply to all types of letter. 

1.  Heading

2.  Salutation

3.  Message

4.  Conclusion

5.  Signature

6.  Superscription

1.            Heading :

After setting the layout of the letter, a reasonable amount of margins on all sides i.e., top, bottom, left and right. Once the margins are set as per the type of the letter, put the heading. The heading contains the name and address of the party being written to and the date. This way heading works as when of a letter. Next to it come name and address. But if one is writing on a firm’s is not necessary.

2.            Salutation

The letter of the person he is writing to may be abbreviated as, Dr. or as Prof. Dr. . In the case of a lady it is always Ms.. The form of salutation and subscription depends a lot on the relation in which you stand to the person to whom the letter is written to.

4.            Message :

First part – Here first one identifies himself if you are not known to the reader of the letter or greet him/her if known to you

Middle part – This is the main part of the letter. Here you must explicitly express the main reason for the letter and if it a reply of an earlier letter one must follow up the matter discussed previously. Here are some important tips to be taken care of:

*            Divide your letter into paragraphs (unless it is very short).

*            Use simple and direct language and short sentences

*            Try to be complete

*            Mind your punctuation

Concluding part – here you sum up the letter, ending with final greetings or personal messages. Finish the letter and do not leave anything midway.

5.            Conclusion :

This part deals with actual ending. To give it a proper conclusion some points are to be taken care of:

With very kind regards With best wishes Thanking you

The signature or name of the writer


2. BUSINESS LETTERS

With remarkable improvements in the opening of new markets, the progress of human knowledge, there has been a relative increase in the importance of commercial correspondence. Many formal phrases and clauses have been discarded without losing any weight and value of the argument put for advertising or convincing a customer to buy a certain commodity.

Direct and simple approach to the customer’s desire and its fulfillment saves time and expense both to the seller and the buyer. Although personal solicit action may be preferred to that by letter, still the time factor has its own importance and that is why orders are frequently given or cancelled by emails or telegram.

To conform to the requirements of commercial usage, transitions should always be embodied in writing, so that possible disputes in the future may be avoided and business can assume a fixed or permanent form. The terms and conditions mutually agreed upon, and obligations entered into give the business letter the appearance of formal declaration, which may serve as evidence in a court of law. As the business correspondence entails great responsibility, utmost care is needed in its execution and preservation, for a period of several years. The preliminary requirements for a good commercial correspondent are general knowledge and experience of business, a thorough conception of subject matter in hand, a high degree of care, knowledge of style and a proper acquaintance with the rules of language.


3. ESSENTIALS OF EFFECTIVE LETTER WRITING

The qualities which are essential for a good letter are correctness, clarity, conciseness and courtesy and other related qualities are completeness, coherence, compactness, confidence, consideration, friendliness, directness and vigour.


Correctness

A letter must be correct in every respect:

Firstly, in spelling, grammar and use of language. Incorrect language spoils the message, distracts the reader’s attention and creates a poor impression of the sender, it may also convey a wrong meaning.

Secondly, in appearance and form of layout. Poor and untidy appearance, with correctness made in link or carelessness in the layout, creates a poor impression of the company.

Thirdly, wrong and incomplete information is the most harmful thing in a letter, it leads to waste of time in making corrections and can lead to loss of goodwill and loss of business. Correctness depends on completeness.

Fourthly, in tone, formality and style. The tone of every letter must be appropriate to the occasion, the content and the relationship between the writer and the reader.

Clarity

The message of the letter must be clear at the first reading, people appreciate a letter that takes very little time to read and understand, clearly written messages avoid misunderstanding and save time. Clarity depends on these factors:

1.            Simple, common everyday words which everyone can understand there should be no technical terms unless absolutely necessary and it is better to use concrete words with a definite meaning or to give concrete examples and description.

2.            Short and simple sentences with an average length of 15 to 20 words keep the writing clear.

3.            Proper punctuation helps to provide pauses and stops and to break up groups of words into sensible units. A sentence can often be made easy to follow by using a punctuation mark.

4.            Giving definite and concrete details with figures and names.

5.            Following a logical sequence of ideas. Making a clear plan for the letter ensures that the ideas are in logical order; coherence that is logical connection of ideas makes any composition easy to read.

6.            Consistency in the use of numbers, dates, units of measure, technical terms, abbreviations, hyphens, grammar, spelling, punctuation and capitalization and style of writing the date vary. So whatever is decided should be maintained consistently throughout the document.

 

Conciseness

It means expressing much in a few words; in business writing it means keeping to the point, using as few words as possible without sacrificing clarity or courtesy. It does not necessarily mean being brief, but making every word count. Conciseness can be achieved by:

1.  Leaving out unnecessary modifiers

2.  Reducing less important ideas to phrases or single words

3.  Making sure that only the necessary and relevant details are included

 Courtesy

Courtesy is consideration for other people’s feelings, it is seen in an individual’s behavior with others. A well-mannered and courteous person shows consideration and thought for others. In a letter, the style, the manner and the choice of words reflect the courtesy of the writer. Some simple rules for courtesy are:

—   Use the courtesy words please, thank you and sorry as the situation requires

—   Express appropriate feeling according to the situation Make the other person feel comfortable

—   Be attentive and prompt in responding

—   The tone, choice of words and the style of the message reflect consideration for the feelings and needs of the reader.


Language of Business Writing :

Modern business language is simple, easy to understand, friendly and courteous. Personal relations with customers can be cultivated by writing friendly letters in a natural and informal style. Old fashioned business language is not suitable for modern business methods and practice.

Letters convey messages, they must also build goodwill and create positive and pleasant feelings. It should convey a favorable emotional response from the reader. The brief contact with the reader which a letter makes, must be pleasant and memorable.

Avoiding Business Jargon

Jargon means the vocabulary and phrases peculiar to a particular trade or profession. Business jargon or commercialize refers to the words and phrases which businessmen used in the old days of writing. Letters, memos and notes and reports are written in modern, simple style which is easy to understand.

Dealing with Technical Terms

The use of technical terms is not a problem if the letter is being written to a person who is in a related profession. If the technical terms are absolutely unavoidable in describing a product, the meaning should be given in plain terms. As far as possible the language should be adapted to lay persons; it should not have any technical terms which the non-professional or non-technical person would not understand.

Meanings and Associations of Words

Words do not have just dictionary meaning; but most words acquire associations and implications. Some words get additional meaning or power of suggestion because of being associated with certain ideas or activities. One must develop the skill of using the language so that the letter would never be offensive to the reader.

Taking the Reader’s Point of View

Looking at a situation from the reader’s point of view helps one to frame the message in a pleasant and acceptable way. Presenting ideas, suggestions, proposals in such a way that the reader sees how it is advantageous to himself, is called as the ‘You’ attitude.

One must show understanding of the reader’s needs and desires, what the reader expects from the letter. Usually a letter proposes that the reader should take an action, and the reader’s action will ultimately benefit the writer in some way, but the writer’s benefit should not be the main point of the letter. The main point and emphasis should be on the advantage of the reader.

In business transactions many difficult situations arise which need the cooperation of both, the supplier and the buyer, the debtor and the creditor, the employer and the employee. Cooperation is crucial, messages must be an effort to exchange views and share understanding in order to cooperate. In every communication, there are two points of view and therefore, two sets of ideas; one that interests the recipient and one that interests the sender; messages can be conveyed with the recipient’s interest in mind.

It is important that the emotional response of one’s reader should be favourable to him. A sales letter may convince an executive of the value of computerizing the office work, but he may feel emotionally inclined to go to a competing firm. The test of the effectiveness of a company’s letters is the number of customers it retains even after collecting dues and refusing credit terms.

Planning the Letter

Careful planning is the basis of success in most tasks. Thinking, reasoning and planning before writing a letter has many advantages. It enables one to compose the letter in a logical order and in the style most suited to the needs of the reader. It is a good method to separate the two elements of communication: planning the content and choosing the language/style for presentation. This involves thinking about why one wants to communicate (the purpose), to whom the message is to be sent (the receiver), and what is to be achieved by the communication (the desired receiver-response). One should make sure that all the information is included, and number the points in the logical order in which one wants to use. A letter is a short composition and it is easy to arrange the collected notes in the structure of a letter.

Composing the Letter

The first and the concluding paragraphs are important places, which are to be used both to the maximum effect. It should not begin by repeating what is said in the subject line or end by making a flat or useless statement, each of them has a definite function. Showing interest in the reader’s needs and paying attention to his feelings and desires creates goodwill at the beginning of the letter.

If there is no subject line, the opening sentence has to indicate the subject of the letter; and it may have to refer to any previous communication on the subject, like telephone talk or letter or visit. But if there is a subject line, the opening sentence should not repeat it.

Congratulation, appreciation, etc, are good ideas for either the opening or the closing but not for both in the same letter. If it has been expressed in the opening it should not be repeated in the closing sentence. Clarity, goodwill, courtesy, self-respect are most important in the last paragraph.

The last sentence has two functions: firstly to tell what is the next action to be taken and who is to take it, the writer or the reader, secondly, to win a favorable response for whatever has been said in the letter, thirdly if the matter has been finally settled, and no further action or communication is to follow, a goodwill message is a suitable ending.

In letters which try to persuade the reader, the last sentence can add to or take away from the effect of the arguments stated. A firm, persuasive and convincing argument can be spoilt by a weak ending line and a confident and lively ending has a better chance of getting action. The last sentence leaves the final impression on the reader’s mind, and can be used to remind him about the last date for taking action or impressing upon him the advantage offered or for leaving a pleasant memory.

4. SUMMARY

Being a social animal, human being has always required the need to communicate. Of the different modes of communication, written communication has its own significance.

In this mode, letter writing, commercial correspondence, emails are of the various types. Like any other mode, writing too requires certain skills to be effective.

Formal & Business Letter :

Letters have a basic structure or framework that needs to be followed, One has to be specific about each aspect of the structure as it is significant in business.

Essentials of effective writing :

This is a very broad topic. However in a nustshell, completeness, coherence, compactness, confidence, consideration, friendliness and vigoute could be summarised as the skills of effective writing.

5. QUESTION FOR SELF - STUDY

I.           Write short paragraphs (Paragraph writing)

1)  A Rainy Day, 2) A walk. 3) The Cow,

4) Anger, 5) Boating, 6) A fire

II.          Write short letters -

1)                 To your cousin, requesting the loan of a Camera during your holidays.

2)                 From a student staying in a hostel to his mother who is keeping poor health.

3)                 To your younger brother, scolding him for having neglected his studies.

4)                 Reply to the above.

5)                 To a friend, who has failed to take his defeat well.

6)                 To a friend, giving a brief description of a holiday tour you intend to make.

7)                 To a friend, describing a pleasant dream.

Business Letters

1)                 Write the house agent’s reply.

2)                 Write a letter to the Manager of a factory, asking permission for a party to visit the factory.

Official letters :

1)                 To the Commissioner of Police, about the grant of license to Stating reasons.

2)                 To The Inspector-General of Police, applying for the post of Sub-Inspector.

3)                 To the Editor of a newspaper, on reckless driving. 4) To a newspaper protesting against street noises.

6. SUGGESTED READINGS

1.            Organised Writing Book by Saraswati V.

2.            Letter writing, Precis Writing & Comprehension Minerva by Dean M.