Writing letters and e-mails

The art of letter writing is considered to be the traditional way of communicating one’s thought and
it has taken a backseat due to the emergence of E-mails, SMS, and other means of communication
have become the norm. Letter writing is still used for a lot of our communication, especially in
official communication. Letters are still an important means of communication, whether it’s a
cover letter for a job, a bank reminder, or a college acceptance letter. So, it is necessary to
understand letter writing.

Letter Writing Format

Letter Writing has been deemed as one of the most useful forms of communication and is used for
various reasons. There are various kinds of letters, each of which has its own form and style. Here
are the general guidelines for letter writing:

1. Sender’s address: To start, write the sender’s complete address in the upper left- hand
corner, including your entire name, street address, city, state, and pin code.

2. Dateline: The Date should be specified by skipping a line.

3. Recipient’s address: Place the recipient’s entire address after skipping a line. The firm
name, the recipient’s name and title, and the postal address must all be included in a letter.

4. Greeting/Salutation: To put the welcome, skip one more line. This is called a salutation. In a
formal letter, you should write “Dear Mr./Ms./Mrs. Last Name:” After the greeting, the colon mark
should be used in informal letters, whereas informal ones demand a comma.

5. Body of letter: After skipping a line you should start the body of the letter. Separate your
thoughts into different paragraphs in the body of your letter so that your letter writing is
presentable. Leave a blank line between paragraphs

6. Subscription: To incorporate a subscription, skip one of your final lines. “Sincerely,”

“Yours faithfully,” “Regards,” or something similar can be used as a closure. Whether the letter is
official or casual, a comma should always follow the word or phrase you choose to close it.

7. Signature text: After Skip three lines (where your handwritten signature will be inserted)
and input your entire name. On the next line of a formal letter, you should also add your job title.

Different Types of Letters

Letters can vary widely based on their purpose and audience. Some of them are Formal
letters, Informal letters, Semi-Formal letters, Official letters, and Academic letters. Each type of
letter follows specific conventions and formats suited to its purpose and audience. Here we have
the two main type of them.

Formal Letters- Also known as Business Letters, include Letters of Application, Letters to Higher
Authorities, and Letters to Newspapers.

Informal Letters- Also known as Social Letters, include Friendly Letters and Notes of Invitations.
 Formal Letter Informal Letter

It is written for professional or business purposes

It is usually drafted for personal purposes

A completely formal writing tone is used The Casual and emotional writing style is
common in this type of letter writing

It should be precise and to the point Informal letters can be lengthy

Examples- Clients, colleges, etc. Examples- Relatives, Friends, etc.

Tips to Remember for Letter Writing

Good Letter writing must ensure that you pass the right information to people. For every
letter, the method changes. But there are a few things you must remember while letter writing-

• Purpose: Be clear about the purpose of your letter. Is it formal or informal? Is it for business,
personal, or official communication.

• Format: For Formal letters, follow a standard format that includes your address, date, recipient's
address, salutation, body, closing, and signature. Whereas Informal letters can be more relaxed but
should still be organized.

• Salutation: Use appropriate salutations based on the relationship with the recipient [e.g., “Dear
Mr. Sekar,” “Hi John,”].

• Tone and Language: Match the tone to the purpose of the letter. Keep it professional for business
communication and more personal for friends or family.

• Body: Start with a brief intro explaining the reason for writing. Provide details in a logical
sequence. Keep paragraphs short and focused on a single idea. Conclude with a summary or a call
to action, if appropriate.

• Closing: Use an appropriate closing based on the formality of the letter [e.g., “Sincerely,” “Best
regards,” “Yours truly.”

Informal Letters

Letter to a friend in reply to her about planning a get-together.

Letter to an uncle who lives in Dubai expressing your desire to visit the city.
Formal Letters

Letter of Application for the post of sales officer in a MNC.

Letter to the Editor about a road that needs repair.

Example: Formal letter

J. Kumar,

21/43A, Blue Heaven Apartment,

Vadasery,

Nagercoil – 629001.

Date: June 11,2023.

The Editor,

Daily News,

Nagercoil- 629001.

Subject: Potholes in our locality is causing difficulties.

Dear sir/ Madam

With due respect, I would like to inform you that due to potholes in roads we are facing a lot of
difficulties in our area. Monsoon season Has already started a few days ago and is increasing our
problems. There is a risk that people might get hurt while driving on the roads having potholes
especially with the children who play outside. Even for pedestrians it has become quite difficult to
walk through the road.

Therefore, I wish to draw the attention of the concerned authorities with the help of your
newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this
matter at the earliest.

Thanking You,

Yours sincerely

Kumar
Example

Informal Letter

96, Gandhi Street, Salem.

September 27, 2023

Dear Abi,

I am so excited to know that you have topped your board examinations. It's been a long time
since we met. I wish I could congratulate you in person.

Your result has proved how much effort, hard work, and dedication you have given to your
exams. I am not shocked by this news because I have known since we were in class 2. You have
always been a sincere and hardworking girl. I knew that you are a bit nervous but then I was sure
that you will score brilliantly. The only thing I regret is that I couldn't be there with you at the
celebration party because I was having my exams then.

Hope to meet you as soon as possible. May parents and grandparents have congratulated you on
your success.

With lots of love.

Yours lovingly
Paul
Exercise:

1. Write a formal letter accepting a job offer.

2. Write a formal complaint letter to a company.
3. Write a formal letter of recommendation for transfer.
4. Write a formal letter requesting a leave of absence.
5. Write a formal letter of apology to a

principal.
 6. Write an informal Letter to a friend inviting her for a party.
7. Write an informal letter to a aunt describing a recent trip.
8. Write an informal Letter to a family member sharing news about your new job.
9. Write an informal Letter to a friend congratulating them on their graduation.
10. Write an informal letter to a friend describing a new hobby or interest.

Email Writing

Email stands for electronic mail and is a method of sending, receiving, and producing
information over the Internet through an electronic communication system. Emails are
generally used to communicate for official purposes. It is the most popular mode of
communication since it is the cheapest and it takes less time.

Format of Email Writing

Email writing is an effective way of professional communication. It is not necessary to get

people to respond to your emails if they do not feel interested in your message or proposal.
This is exactly the reason why you should learn email writing should be good. Be specific.
The best email communication is the one that is easy and straightforward.

1. Email Address- Make sure you type in the exact email id of the receiver to whom you
are sending. Always cross-check before sending because even an unwanted full stop can land
your email at the wrong address.

2. Subject Line- The Subject line is the next most essential factor that should be
considered because that is the first thing anyone receiving the email would see. It is also the
determining factor if the receiver would want to open the mail.

3. Salutation- See that your Salutation or Greeting is suitable for the receivers.

4. Body- The Body of the email states what the email is all about. Be very clear with
what you want your receiver to know. Make sure you jotted down everything you want to
convey drafted in simple terms. It should very simple, short, and easy.

5. Sign off the email on a humble note. You can write ‘Thanks & Regards’ or ‘Warm
Regards’. The closing should be good and hopeful so that the receiver wants to respond.

Email writing template

Tips for email writing

• Stay updated and avoid using old letter writing formats. There is no requirement for
mentioning dates when practicing electronic modes of communication.

• Formal emails can have indirect questions instead of direct ones.

• Always hold your tone politely.

• Formal complaints should be eloquent but without losing the nature of

professionalism.

Email Writing Format Samples

Here are some sample emails to make your understanding better of how to write an email in
the best possible way.

Sample 1: Informal Email Writing Format

Topic- An email expressing your appreciation

To- Recipient’s email address

Subject: Congratulations! Dear (Name),

My heartfelt congratulations to you. I was glad to see your name on the merit list. All your
hard work was definitely not in vain. I bet everyone at home is so proud of you.

You have truly made the family proud, and I am happy that you would get to take up the
course in architecture that you were dreaming of. I am waiting to meet you in person to
convey all my love and appreciation.

Convey my regards to my uncle, aunt, and grandpa. Regards,

Your name

Topic- Email about your trip To- Recipient’s mail id Subject: About my trip

My dear (Name),

I am very excited to write to you about the long tour which we are planning along with my
parents. We will be leaving on the 29th of this month.

We will be away for three months. We are going to Chennai for an official meeting which my
father has to attend. We would then be traveling to Bangalore to visit our cousins. We would
stay there for a month. After that, we would be going to Hyderabad. It has always

been my dream to visit Char Minar in Hyderabad at least once in my lifetime, and my
parents have finally agreed to take me there. I will definitely write to you all about my trip

– all the different places we visit, the variety of food we eat and the people we meet.

It would have been even more special if you had come along with me. We will make sure we
plan out a trip once I am back home.

With best wishes, Your name

Sample 2: Formal Email Writing Format

Topic- Email on seeking information regarding course details

To- Recipient’s mail id

Subject: Regarding Course Details

Dear Sir,

I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to
have a course in Computer Science and would like to know the details of the courses taught
at your institution. Could you please send me a copy of your brochure?

Yours faithfully,

Your name

Topic- Email on introducing a new employee to your team

To- Recipient’s mail id

Subject: Meet the New Customer Service Representative

Dear Team,

I am pleased to introduce you to (Name), who is starting today as our Customer Service
Representative. She will be providing technical support and assistance to our users and
making sure they enjoy the best experience with our products.

Feel free to greet (Name) in person and congratulate her on the new role! Best regards,

Your name Designation

Topic- Email on official intimation of your resignation

To- Recipient’s mail id Subject: Resignation Dear Sir/Ma’am,

I am planning to pursue my higher studies in the coming academic year, and hence I would
like to inform you of my intention to resign from the post of (Designation) at (Name of the
Institution), effective three months from now.

I appreciate the opportunities for growth and development you have provided during my
association with (Name of the Institution). It was indeed a privilege working here, and it was
a valuable work experience, which has helped me grow personally and professionally to a
great extent.

Please accept this letter as the formal intimation of my resignation. Thank you for your
guidance and support.

Yours sincerely, Your name

Topic- Email Writing Format for Resignation

To- Recipient email id Cc:

Bcc:

Subject: Resignation Letter Dear Sir,

I’m sending you this email to let you know that I’m quitting the company. According to
business policy, I must provide a month’s notice before leaving. I’m hoping you’ll be able to
find a suitable candidate for this position within this time frame. I am grateful for the

chances you have provided for me to grow. Best wishes for the future for you and the
organization.

Please let me know what to expect in terms of my final work schedule and employee benefits.
It would be an honour to assist with the foregoing.

Waiting for your response.

Thanks and Regards (Your name) (Designation name)

Sample 3: Email Writing for Students

Topic- Email to inform your classmates regarding the intra-college quiz competition.

To: (email id of recipient) Cc:

Bcc:

Subject: Intra-college Quiz Competition.

Hello Everyone! This is to notify you all that an intra-college quiz competition is going to be
conducted in our college on Jan 25 from 11:00 am in Auditorium – 01. Everyone is therefore
invited to take part in the competition so that our department can win.

For further inquiries, feel free to contact me. Thanks,

(Your name)

Class representative
 Writing and Messaging in Social Media Platforms (Blogs, Twitter, Instagram,
Facebook)

In the digital age, effective communication is vital for businesses and individuals
alike. Writing is a powerful tool to convey messages, engage audiences, and build
relationships. However, not all platforms are created equal, and tailoring your writing style
and content to different platforms can greatly impact your message's reception and
effectiveness.

In the 21st century, it is evident that the usage of social media for writers is inevitable.
Today, if we writers want to find an audience who would appreciate our piece of writing and
continue to expect more of it, we have to use social media as a stage for catering to our
audience. Also, we as a writer learn and grow at a high pace when our writing is revealed to
the public via different platforms social media has. From learning more extensively about our
niche to making a living from it, social media has a crucial role in this journey.

As a writer, whatever you want to write and put your ideas out and whatever your
forte is, social media can play an indispensable role in it. Whether you want writing to opt as
a profession or just as a part-time activity, social media has a place for you. You can access
the best content for ideas and inspiration and the place where your content deserves to be
served simultaneously. With the help of social media, you can make it possible in the comfort
of your place. From being an amateur to becoming a veteran in the writing world, social
media with its different platforms can help you make it possible.

In order to perform best in this journey, it is required to perform consistently and

write in regular intervals so that people will recognize you as a writer and can bring your
work to make the world know about it.

The writers need social media at different stages of writing as they need in-depth
research around a topic, different factors for analyzing it, finding a perspective, writing in an
engaging manner, showcasing it, and then promoting it to reach the written content to its
audience who need it. If your content has relevance and an easy way for it to be
communicated to the masses, social media will prove to be the best medium. As a writer, if
you want to show your piece of work to the world, you are required to know how social
media works and find out which platform will cater your work as best expected and make you
meet a stream of admirers of your work.

For those admirers to be loyal and come back every time to evidence your written
content, you would again need social media to get updated about what a reader wants further.

The reader sometimes needs inspiration, information, in-depth knowledge, and sometimes
needs only fun or entertainment. Also, as a writer, you also need to keep in mind that the
readers should not feel like wasting their time while consuming your content.

Social Media: The Art of Conciseness

Social media platforms like Twitter, Facebook, and Instagram thrive on concise and
attention-grabbing content. Writing for social media requires a different approach:
1. Brevity Is Key: Due to character limits on platforms like Twitter, brevity is crucial. Craft
succinct messages that capture attention quickly. Use hashtags to increase discoverability.
2. Visual Appeal: Visual content reigns on social media. Pair your text with eye-catching
images or videos to stand out in crowded feeds.
3. Know Your Audience: Different platforms attract different demographics. Tailor your
content and tone to resonate with your target audience on each platform.
4. Engagement: Encourage interaction through questions, polls, or calls to action. Social
media thrives on engagement, so foster discussions and respond to comments promptly.
5. Consistency: Maintain a consistent posting schedule to keep your audience engaged and
informed. Consistency builds brand trust and loyalty.
Added to that, each major social network has continued to diverge both in how they are set up
and what your audiences expect on each one. Each different platform also has its own set of
character limits, best times to post, ideal image sizes and more. The way to get the most
engagement on Instagram is very different than Twitter for example, – even for the same
exact article or topic!
Let us now move further and find out what all different platforms are active in social
media for writers which can be used to deliver the written content and how to use them to get
traffic that ends up meeting your content and remain there forever.
The Social Media Platforms:
1. Facebook:
Serving masses across the globe since 2004, Facebook is unarguably the best and easy
platform of social media for writers to cater your content as a writer. Facebook not only helps
you to promote your written content but also allows you to run advertisements to market it to
grab more attention towards your content.
Just for people to know that you exist, creating a profile is what includes in this journey as
the foremost activity, and following desired writers and authors groups in order to start a
networking web to grab the attention of the masses and get desired jobs is the ultimate goal to
be accomplished.
In order to start using social media for writers, Facebook needs to be the first where a full-
fledged author profile must be created and day-to-day writing activities must be involved.
The writing staff must meet a particular niche that could help your work be identified by the
audience who needs it.
Also, Facebook as a platform serves you best when you work in a group of writers who relate
to each other’s writings and can add value to them. Facebook helps you as a creator to learn
and evolve together in a group of people who can advise which is best suited for you to
improve your content.
Also, it will fetch you some writing jobs as well, which will add to your status as a writer. By
doing so, you as a writer learn and grow fast and can get a kick start for your career in
writing. Further in the journey, Facebook ads prove to be an add-on, when it comes to
promoting your written content and directing traffic towards it.

2. Instagram:
After Facebook, Instagram is another platform of social media for writers that is
popular among all content creators. Instagram was introduced in the year 2010. Initially, it
was not that popular due to its interface. Instagram has changed from time to time the way it
is used.
The features of Instagram now are more convenient and acceptable for creators to share their
pieces of work. Instagram allows a writer to market and promotes their content through
Instagram posts which can consist of photos and videos.
Also, Instagram allows you to share your message to the public via instant stories. You can
add many videos in stories for the people to know that you are up to something. After some
more research and seeing the need of the creators, Instagram allowed its users to share their
work via short stories called reels.
Through short reels, you can advertise your piece of content. If your writing style consists of
short poems and sayings, reels will prove to be the most helpful feature. Instagram has the
power to drive traffic and target audiences to a particular set of content if pursued on a
regular basis and keep people engaged with something new and fresh every time.
As a writer, using Instagram to its fullest needs you to post regularly and draw the attention
of your reader. For further engagement, you need to spare some time to communicate with
the readers after knowing their suggestions and expectations through their comments on your
posts. Also, using #hashtags will help you to know the ongoing trend about your respective
niche.
3. Twitter:
For a writer, having a Twitter profile is a great way to uplift your writing journey.
Twitter as a platform helps in engaging with potential clients and target audiences. A
platform to interact with other writers and readers as well. Having a Twitter account with the
proper name and bio further requires for a writer to tweet regularly about their writing, and
for a particular niche. This consistent action will help in making your work a credible and
trustworthy source and further enhance your viewership. Aspiring writers also need to be
updated with the latest trends to rank their tweets on social media platforms and the use of
relevant hashtags is crucial as well.

4. Blogging: The Art of In-Depth Engagement

Blogs are long-form platforms where writers can delve deep into topics, providing
comprehensive information and insights. Here, quality content reigns supreme, and writers
often have more space to explore complex subjects. Let's examine the key considerations
when writing for blogs:

1. In-Depth Content: Blogs offer ample room for in-depth exploration of topics. Readers
come to blogs seeking valuable insights, so provide comprehensive information, research,
and analysis. Break down complex concepts into digestible chunks for a fulfilling reading
experience.

2. Clear Structure: Organize your blog with a clear structure that includes headings,
subheadings, and bullet points. This aids readability and helps readers navigate through your
content easily.

3. SEO Optimization: Utilize relevant keywords to optimize your blog for search engines.
This enhances discoverability, ensuring your content reaches a broader audience.

4. Visual Appeal: Incorporate visuals like images, infographics, and videos to break up text
and make your content more engaging.

5. Authentic Voice: Blogs allow for a more personal and authentic tone. Share anecdotes,
personal experiences, or opinions to connect with your audience on a deeper level.

6. Call to Action: End your blog with a clear call to action (CTA) that encourages readers to
engage further, such as subscribing to your newsletter or exploring related content.

Frequently Asked Questions

1. How do writers make readers follow them on social media platforms?

In order to make readers follow you on social media platforms, you need to first create a
proper account with a perfect bio. It is required for people to identify you and your existence.
Further, you need to be updated on the current trend going on and present your content at
regular intervals. Apart from this, a regular engagement with readers and the audience is
helpful to know your community.
 2. Which is the most used platform of social media for writers and why?

Facebook is the most used platform of social media for writers because it is the easiest and
convenient platform to use for writing. Facebook allows you to connect with the community
of your choice who further guides you on your craft by regular feedback and helps you find a
job. It also allows you to run ads so that you can promote your work.
3. What is the best social media for writers who are freelancers?

LinkedIn is currently the best social media platform for freelance writers. LinkedIn is a
platform of sheer professionals who are serious about their craft and want to learn and grow
as a community. If a freelance writer wants to start their journey on social media, LinkedIn is
the great place for the same.

Learning etiquette

Learning etiquette involves understanding and practicing socially accepted behaviors and
manners in various situations. Here are some key points:

General Etiquette

 Greetings: Greet people politely with a smile and a handshake. Use appropriate titles
and names.
 Please and Thank You: Use these phrases frequently to show respect and
appreciation.
 Listening: Pay attention when others are speaking. Do not interrupt.
 Body Language: Maintain good posture, make eye contact, and avoid fidgeting.

Dining Etiquette

 Table Setting: Familiarize yourself with the placement of utensils, plates, and
glasses.
 Napkin Use: Place your napkin on your lap before eating. Use it to dab your mouth,
not wipe.
 Eating Pace: Eat slowly and don’t talk with your mouth full.
 Passing Food: Pass dishes to the right and take part in serving others.
 Finishing: When finished, place your knife and fork parallel on the plate.

Business Etiquette

 Punctuality: Always be on time for meetings and appointments.

 Dress Code: Follow the appropriate dress code for your workplace.
 Email: Use a professional tone, clear subject lines, and proper salutations in emails.
 Meetings: Be prepared, stay on topic, and respect the opinions of others.

Social Etiquette

 Introductions: Introduce people with relevant information to facilitate conversation.

 Phone Use: Avoid using your phone in social settings. If necessary, excuse yourself.
 Personal Space: Respect others’ personal space and avoid intrusive behavior.
 RSVP: Respond to invitations promptly and honor your commitments.

Travel Etiquette
  Public Transport: Offer your seat to those in need, keep noise levels down, and
respect personal space.
 Air Travel: Be considerate with reclining your seat, and follow the airline’s rules and
instructions.
 Cultural Sensitivity: Research and respect the customs and traditions of the places
you visit.

Digital Etiquette

 Social Media: Be mindful of what you post and respect others' privacy.
 Texting: Use proper grammar and punctuation, and avoid excessive abbreviations.
 Online Meetings: Dress appropriately, mute yourself when not speaking, and pay
attention.

Learning and practicing these etiquettes can help you navigate social and professional
situations with confidence and respect.

Here is an example scenario to illustrate how one can learn and apply etiquette in a
social setting:

1st Example - Scenario: Attending a Dinner Party

Step-by-Step Guide:

1. Receiving the Invitation

 Respond Promptly: Reply to the invitation as soon as possible, whether you can
attend or not.
o Example Response: "Thank you for inviting me to your dinner party on
Saturday. I am delighted to attend and look forward to it."

2. Preparing for the Event

 Dress Appropriately: Follow the dress code mentioned in the invitation or ask the
host if unsure.
 Bring a Host Gift: A small gift like flowers, a bottle of wine, or chocolates is a nice
gesture.

3. Arrival

 Be Punctual: Arrive on time, but not too early. Being 5-10 minutes late is generally
acceptable.
 Greet the Host: Upon arrival, greet the host warmly and thank them for the
invitation.
o Example Greeting: "Thank you so much for having me. Your home is lovely!"

4. During the Dinner

 Introduce Yourself: If you don’t know everyone, introduce yourself politely to the
other guests.
o Example Introduction: "Hi, I'm [Your Name]. It's nice to meet you."
 Table Manners:
 o Wait for Everyone: Wait for everyone to be seated and for the host to start or
signal the beginning of the meal.
o Napkin Use: Place your napkin on your lap before eating.
o Utensils: Use utensils from the outside in. Start with the outermost fork and
work your way in with each course.
o Eating Pace: Eat slowly, and take small bites. Engage in conversation
between bites.
o Compliment the Food: Offer compliments to the host on the meal.
 Example Compliment: "This dish is fantastic. Did you use a special
recipe?"

5. Engaging in Conversation

 Participate Actively: Engage in polite and inclusive conversation with those around
you.
 Avoid Controversial Topics: Steer clear of divisive subjects like politics or religion.
 Listen Actively: Show interest in others’ conversations and avoid interrupting.

6. Ending the Evening

 Thank the Host: Before leaving, thank the host again for the evening.
o Example Thanks: "Thank you for a wonderful evening. I had a great time."
 Offer Help: Offer to help clean up or clear the table.
 Departure: When leaving, say goodbye to the host and other guests.

7. Follow-Up

 Send a Thank-You Note: Within a day or two, send a thank-you note or email to the
host.
o Example Note: "Dear [Host's Name], thank you so much for the lovely dinner
party. I enjoyed the delicious food and wonderful company. Looking forward
to seeing you again soon. Best regards, [Your Name]."

By following these steps, you demonstrate good etiquette, showing respect and appreciation
to your host and other guests, creating a pleasant and memorable experience for everyone
involved.

2nd Example- Scenario: Attending a Business Networking Event

Step-by-Step Guide:

1. Preparing for the Event

 Research: Learn about the event's purpose, attendees, and key participants.
 Business Cards: Ensure you have updated business cards to exchange with contacts.
 Elevator Pitch: Prepare a concise introduction highlighting your expertise and
interests.

2. Arrival

 Punctuality: Arrive on time to maximize networking opportunities.

 Greeting: Approach the host or organizer to introduce yourself and express
appreciation for the invitation.
 o Example Greeting: "Hello, I'm [Your Name]. Thank you for organizing this
event."

3. Engaging in Conversations

 Introduction: Introduce yourself confidently and inquire about others' professional

backgrounds.
 Active Listening: Listen attentively and ask relevant questions to show interest.
 Exchange Business Cards: Offer your business card and ask for theirs in return.
o Example Exchange: "Here's my card. I'd love to stay in touch. May I have
yours?"

4. Networking Etiquette

 Respect Personal Space: Maintain appropriate physical distance and avoid

interrupting ongoing conversations.
 Diverse Interactions: Engage with a diverse group of attendees to broaden your
network.
 Follow-Up: Note key contacts and follow up with personalized emails or LinkedIn
connections after the event.

5. Exiting Gracefully

 Closing Conversations: Politely excuse yourself from conversations to mingle with

other attendees.
 Thanking Hosts: Before leaving, thank the hosts or organizers for hosting the event.
o Example Thanks: "Thank you for organizing such a productive networking
event."

6. Follow-Up

 Follow-Up Emails: Send personalized follow-up emails to contacts you connected

with, referencing your conversation and expressing interest in future collaborations.
o Example Email: "Dear [Contact's Name], it was a pleasure meeting you at
[Event Name]. I enjoyed our conversation about [topic]. Let's stay in touch.
Best regards, [Your Name]."

By following these steps, you demonstrate professional etiquette in a business networking

context, fostering meaningful connections and opportunities for professional growth.

3rd Example- Scenario: Attending a Seminar

Step-by-Step Guide:

1. Preparing for the Seminar

 Review the Agenda: Familiarize yourself with the seminar's agenda and topics to be
covered.
 Dress Appropriately: Choose attire that is professional and appropriate for the
seminar setting.

2. Arrival and Registration

  Arrive Early: Aim to arrive at least 15 minutes before the seminar starts to register
and find a seat.
 Registration: Follow the registration process, sign in if required, and collect any
materials provided.

3. Engaging During the Seminar

 Seating: Choose a seat that allows you to see and hear the presenter clearly.
 Active Listening: Listen attentively to the speaker and take notes as necessary.
 Respect: Avoid distracting behavior such as talking, using your phone, or leaving and
re-entering the room frequently.

4. Asking Questions

 Opportunity: Take advantage of designated Q&A sessions or breaks to ask relevant

questions.
 Clarity: Phrase questions clearly and concisely to facilitate a productive discussion.

5. Networking Opportunities

 Breaks and Networking: Use breaks and networking sessions to connect with other
attendees.
 Introductions: Introduce yourself politely, exchange business cards if appropriate,
and engage in meaningful conversations.

6. Post-Seminar Follow-Up

 Reflection: Reflect on the seminar content and how it applies to your work or
interests.
 Thank You: If possible, send a thank-you email to the organizers or presenters for
the informative seminar.

7. Professionalism

 Respect Others: Respect the speaker and fellow attendees by being attentive and
courteous throughout the seminar.
 Feedback: If feedback is requested, provide constructive feedback on the seminar
content or organization.

By following these steps, you can make the most of attending a seminar, demonstrate good
etiquette, and engage effectively with speakers and fellow attendees.

Email etiquette

Email etiquette is essential for clear, professional, and respectful communication. Here are
some key guidelines:

General Guidelines

 Use a Professional Email Address: Use an email address that includes your name or
the name of your business.
 Subject Line: Make it clear and concise, summarizing the main topic of the email.
  Greeting: Start with a polite salutation, using the recipient’s name if known (e.g.,
"Dear Mr. Smith," "Hi Jane,").
 Clarity and Brevity: Be clear and to the point. Avoid lengthy paragraphs; use bullet
points if necessary.
 Professional Tone: Maintain a polite and professional tone, even if the subject matter
is casual.

Structure

1. Opening: A brief introduction or acknowledgment (e.g., "I hope you are well,"
"Thank you for your email").
2. Body: The main content of the email, broken into clear, concise sections.
3. Closing: A polite closing statement (e.g., "Thank you for your time," "Looking
forward to your response").
4. Signature: Include your full name, position, company (if applicable), and contact
information.

Attachments

 Mention Attachments: Refer to any attachments in the body of the email (e.g.,
"Please find the report attached").
 File Names: Use clear and descriptive file names for attachments.
 Size: Keep attachment sizes reasonable; consider using file-sharing services for large
files.

Replying

 Timeliness: Respond to emails within 24-48 hours if possible.

 Acknowledge Receipt: If you need more time to respond in full, acknowledge receipt
and indicate when you will reply.
 Quoting: Include relevant portions of the original email in your reply for context.
 Reply All: Use "Reply All" sparingly and only when necessary for the entire group.

Formatting

 Font and Size: Use a standard, readable font (e.g., Arial, Times New Roman) in a
size that's easy to read.
 Avoid Excessive Formatting: Minimize the use of bold, italics, and different colors.
 Spacing: Use paragraphs and spacing to make your email easy to read.

Additional Tips

 Proofread: Always proofread your email for spelling and grammar errors before
sending.
 Avoid Jargon: Use clear, simple language and avoid industry jargon unless you are
sure the recipient understands it.
 Use CC and BCC Appropriately: Use CC (carbon copy) for secondary recipients
and BCC (blind carbon copy) to protect privacy or if sending to a large group.
 Email Signature: Include a professional email signature with your contact
information.

By following these guidelines, you can ensure your emails are professional, clear, and
effective.
1st Example - Scenario: Requesting a Meeting with a Client

Subject: Meeting Request: Discussing Upcoming Project

Dear Mr. Thompson,

I hope this message finds you well.

I am writing to request a meeting to discuss the details of our upcoming project. We would
like to go over the project scope, timelines, and deliverables to ensure we are aligned with
your expectations.

Proposed Meeting Details:

 Date: Wednesday, July 12th

 Time: 10:00 AM - 11:00 AM
 Location: Your office or via Zoom (whichever is more convenient for you)

Please let me know if this date and time work for you or if you would prefer another time.

Thank you for considering this meeting request. I look forward to our discussion and to
working together on this project.

Best regards,

Sarah Johnson
Project Manager
XYZ Solutions
sarah.johnson@xyzsolutions.com
(555) 123-4567

2nd Example - Project Proposal

Subject: Follow-Up on Project Proposal

Dear Mr. Thompson,

I hope this message finds you well.

I am writing to follow up on the project proposal I submitted last week regarding the new
marketing strategy for Q3. I wanted to confirm if you had any questions or needed further
information.

Key Points of the Proposal:

 Objective: Increase brand visibility and engagement.

 Target Audience: Millennials and Gen Z.
 Tactics: Social media campaigns, influencer partnerships, and targeted email
marketing.

Please let me know if there is any additional data or details you would like to discuss. I am
happy to schedule a meeting at your convenience.
Thank you for your time and consideration. I look forward to your feedback.

Best regards,

Sarah Mitchell
Marketing Specialist
XYZ Company
sarah.mitchell@xyzcompany.com
(123) 456-7890

Key Points Illustrated:

 Subject Line: Clear and specific, indicating the purpose of the email.
 Greeting: Polite and addressed by name.
 Opening: Friendly and acknowledges previous communication.
 Body: Clearly structured with a brief summary of key points.
 Closing: Polite closing statement.
 Signature: Professional email signature with contact information.

By following these guidelines, this email remains professional, clear, and respectful, ensuring
effective communication and a prompt response.

3rd Example - Thanking a Colleague for Assistance

Subject: Thank You for Your Assistance with the Client Presentation

Dear Sarah,

I hope this email finds you well.

I wanted to take a moment to thank you for your invaluable assistance with the client
presentation yesterday. Your insights and the data you provided were crucial in addressing
the client's concerns and helped us deliver a comprehensive and compelling presentation.

Highlights:

 Data Analysis: Your analysis of the market trends was particularly well-received.
 Client Feedback: The client appreciated the detailed responses to their questions,
which were made possible by your thorough preparation.

Your hard work and dedication are greatly appreciated. I look forward to collaborating with
you on future projects.

Thank you once again!

Best regards,

John Doe
Senior Account Manager
XYZ Corporation
john.doe@xyzcorp.com
(123) 456-7890
Key Points Illustrated:

 Subject Line: Clear and specific, indicating the purpose of the email.
 Greeting: Polite and addressed by name.
 Opening: Friendly and acknowledges the recipient’s well-being.
 Body: Clearly structured, expressing gratitude and highlighting specific contributions.
 Closing: Polite closing statement.
 Signature: Professional email signature with contact information.

By following this format, the email maintains a professional tone, effectively conveys
gratitude, and acknowledges the recipient's efforts in a respectful and clear manner.
Data Interpretation

Chart
The chart below shows the proportions of graduates from Brighton University in 2019
entering different employment sectors. Observe the pie chart carefully and answer the
questions below.

1. What is the main focus of the pie chart?

A) Graduates' favourite university
B) Career choices of 2019 Brighton University graduates
C) Popular sectors in Brighton
2. Which sector attracted the highest percentage of Brighton graduates?
A) Politics and public service
- B) Industry
C) Science and technology
3. How many students went into the service industries after graduation?
A) Almost half
B) Almost a third
C) Almost a fifth
4. What percentage of graduates entered jobs in manufacturing?
A) 33.0%
B) 16.3%
C) 5.6%
5. Which of the following is NOT mentioned as a significant career choice?
 A) Education
B) Charitable sector
C) Transportation and warehousing
6. What percentage of graduates chose careers in education?
A) 7.8%
B) 12%
C) 15%
7. Which sector had the least popularity among Brighton graduates?
A) Charitable sector
B) Science and technology
C) Transportation and warehousing
8. How many graduates went into politics, according to the chart?
A) Just over 12%
B) Almost a fifth
C) Almost half
Answers:
1. B) Career choices of 2019 Brighton University graduates
2. B) Industry
3. B) Almost a third
4. B) 16.3%
5. B) Charitable sector
6. C) 15%
7. A) Charitable sector
8. A) Just over 12%
 1. The graph shows data on the manufacture of passenger cars in 2015. Observe the pie
chart carefully and answer the questions below.

1. What is the main focus of the data presented in the pie chart?
a) Total global car production
b) Percentage of passenger cars manufactured in different regions
c) Distribution of cars by brand
2. Which region leads in the manufacture of passenger cars according to the data?
a) Middle East
b) Greater China
c) North America
3. What percentage of passenger cars is produced in Europe?
a) 2%
b) 25%
c) 19%
4. How much of the world's passenger car production comes from the Middle East and Africa
combined?
a) 26%
b) 4%
c) 2%
5. What is the percentage of passenger car production in South America?
a) 19%
b) 4%
c) 25%
6. According to the data, what is the combined percentage of passenger car production in
Japan and Korea?
a) 16%
b) 2%
c) 19%
7. Which part of the Americas has a higher percentage of passenger car production?
a) South America
b) North America
c) Both have the same percentage
8. What is the main contrast observed in passenger car production between North America
and South America?
a) North America produces more cars
b) South America produces more cars
c) Both regions have the same production levels

Answers:
1. b) Percentage of passenger cars manufactured in different regions
2. b) Greater China
3. b) 25%
4. c) 2%
5. b) 4%
6. a) 16%
7. b) North America
8. a) North America produces more cars
Observe the following data and read the passage given. Answer the multiple-choice
questions.

Based on your understanding of the above passage, answer the given questions by choosing
the most appropriate option:

1) Which age group has the highest consumption of soft drinks?

(i) Ages 13-17 (ii) Ages 2-5
(iii) Ages 6-12 (iv) All the age groups mentioned above
Ans: Ages 13-17
2) Which beverage is the least popular among teenagers?
(i) Coffee (ii) Tea (iii) Soft drinks (iv) Energy drinks
Ans: Energy Drinks
3) Which age group of children, as per the data, has the best habits concerning
beverages?
(i) Ages 13-17 (ii) Ages 2-5 (iii) Ages 6-12 (iv) None of the above
Ans: None of the above.
4) d) Which beverage contains the most amount of caffeine?
(i) Coffee (ii) Tea (iii) Energy drinks (iv) Soft drinks
Ans: Energy Drinks
5) Which beverage is least popular among the age group 6-12?
(i) Tea (ii) Coffee (iii) Soft drinks (iv) Energy drinks
Ans: Energy Drinks
6) Which beverage is most popular among all the age groups put together?
(i) Tea (ii) Coffee (iii) Soft drinks (iv) Energy drinks
Ans: Soft Drinks
7) Which of the following doesn’t influence the caffeine content in a beverage?
(i) Processing time. (ii) Brewing time. (iii) The shelf life. (iv) None of the above.
Ans: Brewing Time
8) Which is the least consumed beverage among the age group of 6-12?
(i) Coffee (ii) Tea (iii) Soft drinks (iv) Energy drinks
Ans: Energy Drinks.

Observe the Graph ‘A’. It gives information about the number of students who are late
to the class on the working days. Based on your observation answer the questions given
below.
 Graph ‘A’

Questions:

1. The same number of students are late on two days. Which days are they?

Ans: On Tuesday and Thursday

2. How many students are late on Monday?
Ans: 30 students were late on Monday
3. How many students are late on Friday?

Ans: Fifteen students were late on Friday.

4. On which days do the least number of students come late to college?

Ans: Tuesday and Thursday.

5. How many students are late on Thursday?
Ans: 10 students were late on Thursday.
6. Which day has the highest number of latecomers?

Ans: Most of the students are late on Monday.

Look at the pie chart and answer the following questions

 l. What does this pie chart tell you?
The Pie chart talks about the usage of water in Melbourne.
2. How much water do people use in the bathroom?
People use 26% of the water in the bathroom.
3.Where do people use more water in the kitchen or laundry?
People use more water for laundry.
4.What is the percentage of the water used in the garden?
People use 35% of the water in the garden.
5.Why do you think people use that much water for the garden?
People use more water for watering the plants
6. List out a few simple things you can do to reduce your water
usage bill.
i) Recycling of water
ii) Check for leakages in pipes.
iii) Effective usage of water
iv) Collection of rainwater
7. How much percentage of water is used in the kitchen?
5% of water is used in the kitchen.
8. How much percentage of water is used in the toilet?
19% of water is used in the toilet.

Tables
Figure: 1 - Table: Student Grades

Student Math Science English

Alice 85 90 88
Bob 92 88 95
Charlie 78 85 80
Denise 95 92 88
Eric 88 78 82

Questions:

1. What is Alice's grade in Math?

Answer: 85
2. Who scored the highest in science?
Answer: Bob
3. What is the average grade in English for all students?
Answer: 87
4. What is Charlie’s total grade in all the three subjects?
Answer: 243
5. Who scored the highest in Maths?
Answer: Denise

Figure: 2 - Table: Research Data

Participant Age GPA Hours of Study Research Score

Sarah 22 3.5 20 78
James 25 3.8 30 92
Maya 20 3.2 15 68
Robert 23 3.6 25 85
Emily 21 3.9 35 95

Questions:

1. What is the average age of the participants?

a) 22.2 b) 23.8 c) 24.2 d) 25.2
Answer: b) 23.8
2. Who has the highest GPA?
a) James b) Emily c) Robert d) Sarah
Answer: b) Emily
3. If the minimum research score required for a project is 80, who is eligible?
a) Sarah and Maya b) Robert and Emily
c) James and Emily d) Robert and James
Answer: c) James and Emily
4. If a participant has a GPA of 3.6, what is their research score?
a) 78 b) 82 c) 85 d) 92
Answer: c) 85
5. How old is Maya?
a) 20 b) 21 c) 22 d) 23
Answer: a) 20
Figure: 3 - Table: India's Tourism Statistics (Hypothetical Data)

Ye Foreign Tourist Domestic Tourist Revenue from Tourism Popular

ar Arrivals Arrivals (in billions USD) Destinations
201
9 10 million 800 million 28 Taj Mahal, Goa
202
0 5 million 500 million 12 Kerala, Jaipur
202 Agra, Himachal
1 8 million 600 million 20 Pradesh
202
2 12 million 900 million 35 Rajasthan, Kerala
202
3 15 million 1 billion 40 Goa, Uttarakhand

Questions:

1. In which year did India experience the highest number of foreign tourist arrivals?
a) 2019 b) 2020 c) 2021 d) 2023
Answer: d) 2023
2. Which destination consistently appears among the popular destinations in every year?
a) Goa b) Kerala c) Taj Mahal d) Rajasthan
Answer: c) Taj Mahal
3. Calculate the average annual domestic tourist arrivals from 2019 to 2023.
a) 700 million b) 780 million c) 860 million d) 920 million
Answer: b) 780 million
4. What is the total revenue from tourism for the year 2022?
a) 12 billion USD
b) 20 billion USD
c) 35 billion USD
d) 40 billion USD
Answer: c) 35 billion USD
5. What are the popular destinations in the year 2022?
a) Rajasthan, Kerala
b) Taj Mahal, Goa
c) Kerala, Jaipur
d) Goa, Uttarakhand
Answer: Rajasthan, Kerala

Graphs

Answer the questions based on the given figure below.

As shown in the bar graph a baseline is created wherein the positive values are shown above
the line while the negative values are shown below the line.

Q. Out of the given years, in how many did the export was more than 10% as compared to the
import?
A. 1 B. 2 C. 3 D. 4

Answer: In the year 2000, exports were 60 while the imports were 50. So 10% of 50 is 5.
And thus the total will be 55. Here 60 > 55. Similarly in 2001, 110 = 10% of 100.
In 2002, 120 < 130. For 2003, 120 > 10% of 100. For 2004, 150 < 10 % of 140.
In 2005, 190 < 10 % of 180. So there are years i.e. 2000 and 2003 where exports were 10 %
greater than the imports. So the correct answer is B.

Q. For all the years mentioned what is the average of the exports?
A. 110 B. 120 C. 125 D. 130

Answer: Here from the figure the average of the exports will be: (60 + 110 + 120 + 120 + 150
+ 190)/ 6 = 125. So the correct answer is C.

Q. From the numbers given in the figure below, what will be the average annual growth for
the imports done from 2001 to 2005?
A. 11 B. 12.5 C. 13.5 D. 14.5

Answer: Imports done in 2001 = 110

Imports done in 2005 = 190
So, the annual growth = (190 – 110)/110 * 100 = 72.72%
Now, the average growth will be 72.72/ 5 = 14.5. So the correct answer is D.

Q. From 2000 to 2005 in which was the growth in imports as compared to the previous years
was the highest?
A. 2001 B. 2002 C. 2004 D. 2005

Answer: From the figure, we can determine that imports grew only in 2001, 2002, 2004, and
2005.
For 2001, (50 * 100) / 60 = 83.33
For 2002, (10 * 100) / 110 = 9.09
For 2004, (30 * 100) / 120 = 25
For 2005, (40 * 100) / 150 = 26.66
Thus the correct answer is A. This type of questions can be solved quickly if you compare the
base for every year. Here for 2001, the base value is 60 and thus chances are high the growth
in 2002 must have been higher. You can look for this in the exams and start by solving 2002.
This will save a lot of your time.

Q. In how many years does the export as well as import increases as compared to the
previous years. And among them, in how many years was the percentage increase in export
was greater than the percentage increase in imports
A. 0 B. 1 C. 2 D. 4

Answer: Out of all the years given in the figure, the imports and exports as compared to the
previous are increased in every year except 2000 and 2003. Out of the four in which imports
and exports have increased, in no year does the percentage increase in export is greater than
the percentage increase in imports. Thus the correct answer is A.

Weather Report
.
Read the sentences and have a look at the two maps, one for the morning and the other one
for the afternoon. Decide which sentences are True and which are False.
1. True/ False There will be some rain in the Southwest in the afternoon.
2. True/ False The maximum temperature will be around 18 degrees Celsius.
3. True/ False It will rain all day in the southwest.
4. True/ False There will be a lot of rain in Wales in the morning.
5. True/ False There will be thunderstorms in Wales in the morning.
6. True/ False It will stay dry in the Southeast the whole day.
7. True/ False The temperature in the afternoon will be higher than in the morning.
8. True/ False The highest temperature will be reached in Scotland.
9. True/ False It will clear up in Scotland in the afternoon.
10. True/ False The morning will be sunny in all parts of Britain.
Answer key:
True, True, False, True, False, True, True, False, True, False