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.


Homonyms and Homophones

HOMONYMS & HOMOPHONES

Homonyms are two or more words, which have same or similar pronunciation as another but with different meaning and origin and usually a different spelling.

Homophones are two or more letters or groups of letters representing the same speech sound.

The following is a list of some words commonly confused and misused:

1.            Accept, except, expect

Accept means to agree to,

Except to spare something out of a group Expect means hoping for

2.            Access, Excess

Access means provision

Excess something in abnormal quantity or abundance

3.            Adapt, Adopt

Adapt is to adjust or to make fit Adopt to receive or to accept

4.            Advice, Advise

Advice means opinion Advise means to give advice

5.            Affect, Effect

Affect means to influence

Effect means to carryout or produce

6.            Affection, Affectation

Affection means feelings and emotions of attachment Affectation means false display or artificial show of emotions

7.            Ascent, Assent

Ascent means a sense of going up Assent is to agree

8.            Assure, Ensure, Insure

Assure means to assure life, the future 

Ensure means to ensure a person against or from risk Insure means a formal contract to protect against risks


9.            Bare, Bear

Bare means uncovered

Bear means to sustain or suffer

10.         Berth, Birth

Berth means sleeping place in a train or ship Birth bringing forth or put to life

11.         Break, Brake

Break means to put apart

Brake a device used to check the speed of a moving vehicle

12.         Bridal, Bridle

Bridal is something related to wedding Bridle is a device to control a horse

13.         Calendar, Calender

Calendar means a table or chart showing months and days of years Calender means to press clothes or paper

14.         Consensus, Census

Consensus is a moment when all the members of a meeting or group reach a common decision

Census means counting for eg., of population

15.         Chord, Cord

Chord means a string or a wire of a musical instrument Cord means a thin rope

16.         Collision, Collusion

Collision means a violent encounter of two vehicles Collusion means fraudulent secret understanding

17.         Sailor, Seller, Cellar

Sailor is one who sails a boat

Seller is one who sells goods or merchandise Cellar means an underground room

18.         Coma, Comma

Coma is a state of unconsciousness Comma is a punctuation mark

19.         Compliment, complement

Compliment is an expression of admiration or civility Complement is which fills the gap or completes something

20.         Continual, Continuous

Continual means not coming to an end, though there may be breaks in the action Continuous means no breaks between and end

English  / 60


21.         Council, Counsel

Council means a body of people deliberately organized for some purpose Counsel means advice or legal advisor

22.         Elicit, Illicit

Elicit is a verb which means to draw out or to reveal Illicit means unlawful

23.         Eligible, Illegible

Eligible means qualified enough for the post or fit to be chosen Illegible means something which cannot be read

Check your Progress 

Write homonyms of the Following

1)   Affect

2)   Calendar

3)    Council

LIST OF COMMONLY USED SYNONYMS

LIST OF COMMONLY USED SYNONYMS 

1.          Continual, perpetual, continuous, eternal

2.          Give, confer, grant

3.          Idle, Lazy, indolent, negligent

4.          Leave, quit, forsake, relinquish, abandon

5.          Liberal, generous, charitable

6.          Pain, grief, ache, agony, anguish

7.          Timid, cowardly

8.          Enormous, vast, huge, big, immense

9.          Glad, happy, delighted

10.       Silly, foolish, stupid

11.       Understand, grasp, comprehend

12.       Utility, usefulness

13.       Security, safety

14.       Secret, hidden, concealed

15.       Praise, admire

16.       Shun, avoid, elude

17.       Teach, instruct, educate

18.       Help, aid, assistance

19.       Disaster, calamity, catastrophe

20.       Only, solely, merely, simply

21.       Pity, sympathy, compassion

22.       Pleasant, pleasing

23.       Fruitless, useless, waste, vain

24.       Enemy, opponent

25.       Durable, lasting

26.       Satisfaction, contentment

27.       Cruel, barbarous, inhuman, savage

28.       Deceit, fraud, deception

29.       Confess, acknowledge, admit

30.       Calm, tranquil, quiet

31.       Attachment, affection, love, liking

32.       Anger, displeasure, resentment

33.       Reject, refuse

34.       Mislead, delude

35.       Graceful, elegant.

Common Errors in Grammar

Common Errors in Grammar


*         The Agreement of the verb with its Subject

A verb must agree with its Subject in number & person.

Often, by what is called the Error of proximity”, the verb is made to agree in number as with a noun near it instead of with its proper Subject. This should be avoided as shown in the following examples.

•   The quality of the mangoes was not good.

•   His knowledge of Indian vernaculars is for beyond the common?

•   If it were possible to get near when one of the volcanic eruptions takes place we should see a grand sight.


*            Two or more singular nouns or pronouns joined by and require a plural verb: as

•   Gold and Silver are precious metals.

•   Fire and water do not agree

•   In ‘him, were centered their love and their ambition

•   He and I were playing


*            If the nouns suggest one idea to the mind or refer to the same person or thing, the verb is singular as,

•   Time and tide waits for no man

•   The horse and carriage is at the door

•   Bread and butter is his only food

•   The novelist and poet is dead.


*            When the subjects joined by or, OR nor, are of different persons, the verb agrees with the nearer; as,

•   Either you or I am mistaken.

•   Either you or he is mistaken.

•   Neither you nor he is to blame.

•   Neither my friend nor I am to blame.


*    But it is better to avoid these constructions and to use the following.

•   He is mistaken or else I am.

•   You are mistaken or else he is.

•   He is not to blame, nor are you.

•   My friend is not to blame nor am I.


EXERCISE:

In each of the following sentences supply a verb in agreement with its subject.

•   To take pay and then not do work  ___  dishonest.

•  The cost of all these articles        risen.

Phrasal Verbs

INTRODUCTION

Definition : When certain prepositions are put after verbs, their meaning is drastically changed and they acquire an idiomatic sense. These are called Phrasal Verbs.

The major difference in phrasal verbs and idioms is that these are essentially associated with verbs while idioms may not be.

The use of phrases also makes the language more impressive.

When certain prepositions are put after verbs their meaning is drastically changed and they acquire an idiomatic sense, these are called Phrasal Verbs. Sometimes these verbs act as adverbs.

PHRASES ✍️✍️


Act

Act upon: You will not pass, as you did not act upon (to work on) the suggestion of your teacher.

Act for:            In his absence I acted (to work in someone’s place) for him.

 

Bear

Bear down : The dictator bore down (smash) all the requests of opposition in no time. Bear with: I cannot bear with (tolerate) with you any longer.

 

Break

Break out : The fire broke out (to spread wildly) in the village yesterday. Break with : I have broken with (to end a relation) my friend Hari.

 

Bring

Bring up :        She brought up (to educate) all her children.

Bring forward : The proposal she brought forward (to propose for discussion) seemed a foolish one.

Bring about: A good tree brings forth (to produce) good fruit.

Bring to light: His investigation brought to light (reveal) the whole story.

 

Call

Call in : Call in (summon) a doctor immediately. Call up: He could not call up (recall) past events.

Call off: The strike has been called off (withdraw) at the appeal of the Managing Director.

Call at : I called at (pay a visit) at Pandey’s last night.

 

Come:

Come across: I came across (meet unexpectedly) my old friend in the market yesterday. Come off: The tournament will come off (take place) tomorrow.

 

Carry:

Carry on : His son carried on (continue) on his business in his absence. Carry out: She carried out (execute) the plan in every detail.

 

Do:

Do up : Having walked ten miles he is quite done up (exhausted). Done with: I have done with (to make an end to) with scheming.

Do the trick: My last hit did the trick (to achieve one’s object).

 

Draw :

Draw the line: We must draw the line (fix the limit) in relations with him.

 

Fall

Fall into : Your brother has fallen into (landed in) bad company.

Fall off: Generally attendance falls off (reduce) on every Saturday in every school.

Get

Get through : He has got through (succeed) the examination.

Get under: The man could get the fire under (bring under control) by throwing water and sand.

Give

Gave away: The Governor gave away (distribute) the prizes. Give in: When pushed hard the door finally gave in (yield). Give up: I have given up (surrender) smoking.

 

Go:

Go off: The concert went off (succeed) very well.

Go in for: Nobody else is going in for it (in support with) I believe, except the mover.

Go back on: He gave me a definite promise and he is not likely to go back (fail to keep) his word.

Go through: This was their playing and I think they mean to go through it (to carry determinedly to a finish).

Hold:

Hold out: The strikers will not be able to hold out (to offer resistance) for long. Hold back: He held back the secret of his parents.

 

Keep:

Keep up: The husband and wife kept up (carry on) the discussion. Keep on: She kept on (continue) talking all the night.

Keep back: I shall keep back (conceal) nothing from you.

 

Lay

Lay up: He was laid up (confined) with fever.

Lay by: She resolves to lay by (store for future use) a part of her income.


Look

Look after: You must look after (take care) your old parents. Look into: I will look into (investigate) the matter.

Look up:       Look up (search) the word in the dictionary.

 

Make:

Make out:         You have failed to make out (prove) your case.

Make up: The train is much late, but I may make up (compensate). Make off: He has made off (escape) with my tools.

 

Put

Put in:              I have put in (forwarded) my claim for the arrears.

Put by: He did not put by (spare or put aside) anything for old age. Put up at: We put up at (stay) adjust with a hotel for the night.

Put up with:         We have to put up with (remove) inconvenience.

Put off:         The traveler has put off (remove) his clothes because of hot weather.

Run:

Run after:         The policemen are running after (chase) the thief.

Run out:         The enemy will surrender soon as his supply has run out (lack).

Set:

Set upon:         The robbers set upon (attack) the defenseless camp.

 

Turn:

Turn up:     Seven students did not turn up (report or appear) in the examination.

Turn down: The Principal turned down (refuse or reject) the request of students to postpone the examination.

Work

Work out: I worked out (to solve) the problem in fifteen minutes. Work up: I worked him up (excite or invoke) into a great patience.

Work upon: He worked upon (to influence) the religious feelings of the poor ignorant ones.


LIST OF COMMONLY USED IDIOMS

INTRODUCTION

Idioms and phrases are a group of words used for more effective use of language.

These words are not interpreted by their literal meaning but by their indicative meaning. Idioms and phrases are expressions peculiar to the language.

Their effective use brings the command over the language.

Idioms are expressions peculiar to a language. They play an important role in all languages. The English language is rich in phrases and idioms. Nouns and Verbs in English combination with Prepositions, Adverbs and other parts of speech, constantly makes phrases and idioms by means of which finest shades of meanings can be expressed. The more it is increasingly used the better will be one’s command over the language.

Distinction between Idioms and Phrases is not made clear. Add the following line to the sub-topic.

Sometimes a group of words does the work of an Adjective, such a group is called Adjective Phrase, e.g. 1) He lived in a stone house. (Stone=adjective) 2) He lived in a house built of stone (built of stone = adjectival phrase).

LIST OF COMMONLY USED IDIOMS

Bear

1.            Satish bore away (won) many prizes at the school sports.

2.            In his misfortune God gave him strength to bear up (to keep up spirits, not to despair).

3.            The new leader has been able to bear down (overthrow, crush) all oppositions.

4.            A religious hope bears up (supports) a man in his trials.

5.            I trust you will bear with (have patience with, show forbearance) me few minutes more.

Break

1.            He broke down (failed) in the middle of his speech. 

2.            He broke off (stopped suddenly) in the middle of his story.

3.            I gave him no cause to break with (quarrel with) me.

4.            The burglars broke into (entered by force) the house.

Bring

1.            His folly has brought about (caused) his ruin.

2.            Idleness and luxury bring forth (produce, cause) poverty and want.

3.            The building brings in (yields as rent) Rs.7000 a month.

4.            She brought up (reared) the orphan as her own child.

5.            The teacher often tells us a story to bring out (show) the meaning of a lesson.

Call

1.            His master called for (demanded) an explanation of his conduct.

2.            New responsibilities often call out (draw forth) virtues and abilities unsuspected before.

3.            Call in (summon, send for) a doctor immediately.

4.            He called on me (paid me a visit) yesterday.

5.            The old man could not call up (recollect) past events.

Carry

1.            He agreed to carry out (execute) my orders.

2.            His passion carried him away (deprived him of self-control).

3.            His son carried on (managed) his business in his absence.

4.            Many persons were carried off (killed) by plague.

Cast

1.            The ship was cast away (wrecked) on the coast of Africa.

2.            He was much cast down (depressed) by his loss.

Come

1.            How did these things come about (happen)?

2.            How did you come by (get) his purse?

3.            At last the truth has come out (transpired)?

4.            The taxes come to (amount to) a large sum.

5.            The question came up (was mooted or raised for discussion) before the Municipal Corporation last week.

6.            I hope he will come round (agree) to our views.

Cry

1.            Men of dissolute lives cry down (depreciate) religion, because they would not be under the restraints of it.

2.            He cried out against (protested against) such injustice.

5. That young author is cried up (extolled) by his friends.

Cut

1.            He was cut off (died) in the prime of life.

2.            He is cut out for (specially fit to be) a sailor.

3.            You must cut down (reduce) your expenditure.

Do

1 I am done for ruined.

2. Having walked twenty miles, he is quite done up (fatigued, exhausted).

Fall

1.            At last the rioters fell back (retreated, yielded).

2.            The scheme has fallen through (failed for) want of support. 

3.            I am told the two brothers have fallen out (quarreled).

4.            It is said that the standard of efficiency in public service has recently fallen off (deteriorated).

Get

1.            His friends expected that he would get off (escape) with a fine.

2.            It is hard to get on with (agree or live socially with) a suspicious man.

3.            The thief got away (escaped) with my cash-box.

4.            The dog tried to get at (attack) me.

5.            He has got through (passed) his examination.

6.            They were lucky to get out of (escape from) his clutches.

Give

1.            We are credibly informed that the murderer has given himself up (surrendered himself) to the police.

2.            The doctors have given up (have no) hope of his recovery.

3.            The fire gave off (emitted) a dense smoke.

4.            The strikers seem determined, and are not likely to give in (submit, yield).

5.            It was given out (published, proclaimed) that he was a bankrupt.

6.            The rope gave way (broke, snapped) while the workmen were hauling up the iron pillar.

7.            Give over (abandon) this foolish attempt.

Go

1.            You cannot always go by (judge from) appearance.

2.            It is a good rule to go by (to be guided by).

3.            He promised to go into (examine, investigate) the matter.

4.            The concert went off well.

5.            I must first go through the accounts.

6.            The auditor went over the balance sheet.

Hold

1.            The rebels held out for about a month.

2.            He holds out no promise of future prospects.

3.            They were held up by robbers.

4.            The subject is held over till next meeting.

Keep

1.            A few boys were kept in after school-hours.

2.            I was kept in by a bad cold.

3.            They kept up a long conversation.

4.            Little disputes and quarrels are chiefly kept up by those who have nothing else to do.

5.            He is trying his best to keep up the reputation of his family.

6.            She kept on talking.

Knock

1.            He has knocked about the world a great deal.

2.            The dressing table was knocked down for fifty rupees.

3.            We were greatly knocked up after our steep climb.

Lay

1.            The rebels laid down their arms.

2.            He had laid out a large sum in railway shares. 

3.            Foolish people, who do not lay out their money carefully, soon come to grief.

4.            He is laid up with fever.

Let

1.            I was let into her secret.

2.            This being his first offence, he was let off with a fine.

Look

1.            His uncle looks after (takes care of) him.

2.            He looks down upon (despises) his poor cousins.

3.            Look up (search for) the word in the dictionary.

4.            The old man is looking forward to (expecting with pleasure) the visit of his grandchildren.

5.            I will look into (investigate) the matter.

6.            I look on (regard) him as my son.

7.            Some look on (rely on) legislation to hasten the progress of social reforms.

8.            Look to (be careful about) your manners.

9.            Things are looking up (improving).

Make

1.            Contentment makes for (conduces to) happiness.

2.            I cannot make out (discover) the meaning of this verse.

3.            You have failed to make out (decipher, read) your case.

4.            Some time ago the two brothers quarreled, but they have now made it up (become reconciled).

Pass

1.            He generally passed by (overlooked) the faults of his subordinates.

2.            The crew of the boat passed through (underwent) terrible sufferings.

3.            He passed himself off as (pretended to be) a nobleman.

4.            He passes for (is regarded as) a great Sanskritist.

 

Pick

1.            The Committee picked out (selected) the best players for the team.

2.            He lost twenty pounds in sickness, but is now picking up (regaining or recovering health).

Pull

1.            Unless we pull together (cooperate, work together in harmony) we cannot succeed.

2.            My cousin pulled through (passed with difficulty) the examination.

3.            The doctor says the patient will pull through (recover from his illness).

4.            It is easier to pull down (demolish) than to build up.

Put

1.            He puts on (assumes) an air of dignity.

2.            Please put out (extinguish) the light.

3.            He was put out (vexed, annoyed) when I refused his request for a loan.

4.            He tried to put me off (evade me, satisfy me) with promises.

5.            While traveling I had to put up with (endure) a good deal of discomfort.

6.            I cannot put up with (tolerate) his insolence.

7.            I am sorry to put you to (give you) so much trouble.

8.            The measure was put through (passed) without opposition. 

Run

1.            He always runs down (disparages) his rivals.

2.            The lease of our premises has run out (expired, come to an end).

3.            He has run through (squandered away) his fortune.

4.            He has run into (incurred) debt.

5.            While turning corner I ran against (chanced to meet) an old friend).

See

1.            I saw through (detected) the trick.

2.            It is hard to see into (discern) his motive.

3.            His friends were present at the station to see him off (witness his departure).

Set

1.            The High Court set aside (annulled) the decree of the lower court).

2.            He immediately set about (took steps towards) organizing the department.

3.            He set off (started) for Peshwar early this morning.

4.            He has set up (started business) as a banker.

5.            I have enough capital to set me up (establish myself) in trade.

6.            Who set you on (instigated you) to do it?

7.            Winter in England sets in (begins) about December.

Speak

1.            In Mumbai there is no free library to speak of (worth mentioning).

2.            I was determined to speak out (express my opinion freely).

Stand

1.            They are determined to stand up for (vindicate, maintain) their rights.

2.            Let this matter stand over (be deferred or postponed) for the present.

3.            He is always standing up for (championing the cause of) the weak and oppressed.

4.            We shall be formidable if we stand by (support) one another.

Strike

1.            He is struck down with (attacked by) paralysis.

2.            The Medical Council struck off (removed) his name from the register of medical practitioners.

3.            While we were planning a family picnic, my sister struck in (interrupted) with the suggestion that we invite our neighbor’s children as well.

Take

1.            The piano takes up (occupies) too much room.

2.            He takes after (resembles) his father.

3.            At present I am reading the Essays of Bacon, but it is sometimes difficult to take in (comprehend, understand) his meaning.

3. Recently he has taken to (become addicted to) opium eating.

Talk

1.            We talked over (discussed) the matter for an hour.

2.            I hope to talk him over (convince him by talking) to our view.

Tell

1.            I am afraid your antecedents will tell against you (ie., prove unfavorable to you).

2.            The strain is telling upon (affecting) his health.

Throw

1.            My advice was thrown away (wasted) upon him, because he ignored it.

2.            The bill was thrown out (rejected) by the Assembly.

3.            When he became rich he threw over (abandoned or deserted) all his old friends.

Turn

1.            The factory turns out (produces, manufactures) 20,000 lbs of cloth a day.

2.            If he’s lazy, why don’t you turn him off (dismiss him).

3.            He turned out (proved) to be a sharper.

4.            His very friends turned against (became hostile to) him.

5.            He promised to come, but never turned up (appeared).

Work

1.            We tempted him with many promises, but nothing would work on (influence) him.

2.            He worked out (solved) the problem in a few minutes.

3.            He is sure to work out (excite) the mob.

4.            He worked upon (influenced) the ignorant villagers.

SUMMARY

Idioms thus prove to be extremely useful in a more effective way. Memorising idioms, learning to use them at the right place requires practice.

Slight change in the phrase, often changer the meaning of the idiom. eg. take up means occupy, take after indicates resembles. While take to indicates becoming addicted to.

Thus study of idioms is an altogether different perspective of English Language.


QUESTIONS FOR SELF - STUDY

1.            What are idioms?

2.            Write any 5 idioms with their meanings.

 

SUGGESTED READINGS

1.            English in Context - Idioms by Betty Kirk Partrick

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