1) Introduction

People aren’t always interested in seeing things from other people’s perspectives. The writer
may get an edge-over the audience by using first-person letters (“we”). Customers enjoy it,
and the firm benefits as well. You must first earn a customer’s trust before you can create a
relationship with them.
When writing a formal business letter, put yourself in the reader’s shoes. It is essential to
examine person’s life experiences, emotions, and behaviour. Your point of view should
sparked the reader’s curiosity.

Application and concept:

1. You Attitude:

If your message is complicated, then the message communicated by you may be

understood in different ways. You should be able to effectively communicate with the
audience. The You-Attitude denotes that the audience are not concerned about the
communicator’s needs, wants, because the are more bothered of their own. It is better to
follow the five guidelines to follow the You-Attitude

• Establish a good, respectful relationship with your readers by addressing them directly.
writing in the active voice and using the second person (you, your, and yours), not just
the first (I, me, mine, we, us, and ours).

• However, it is also important to note that by writing 15 to 20 times YOU, one can
offend the audience. Hence it is always better to put into their shoe and write the letter/
mail. If it is required to be addressed to a senior then it is better to put ourself into such
position. Ask yourself: what do they want, what do they need to know, and what's in it
for them?

• It is better to focus on your product, your service offered or yourself and point out how
the readers see benefit from the message

• Its important to check if mentioning You every time in the letter is write or wrong.
Because culture or policies of the organisation matters a lot. It can be inappropriate to
point of one person’s success as it may be achieved by the entire team. In such cases it
is better to use the words We, Ours.

Don’t Dos
The company will benefit with our strategy Our pricing strategy will benefit your
company
This item is available at a 10% discount Your efforts will result in a 10% reduction in
costs
 Don’t Dos
Our collaboration will be appreciated We appreciate your willingness to collaborate
with us.
You must submit all the assignments by All the assignments must be submitted by
today today

2. Maintaining Standards of Etiquette

Good etiquette indicates respect to the audience and helps in encouraging more successful
environment for communication by minimising negative reaction:

Don’t Dos
Once again, you’ve managed to bring down Let’s review the last website update to explore
the website through your incomplete ways to improve the process
programming
You’ve been working on our orders since Our schedule depends on timely delivery of
one week and we need it now parts, but we have not yet received the order
scheduled one week before. Please reach out
to us today with a commitment

At few instances it requires more diplomacy than others. If audience well-known to you then,
less formal approach will be appropriate. However, when you are communicating with
people who are unknown or with outside the organisation the, an additional level of respect is
required. Written communication and digital communication in general requires more tact
than oral communication does.

3. Emphasising Positivity:
Positive emphasis is a way we look at things. For example - the bottle is half empty can be
called as half full. With such usage one can create positive emphasis of word, information
and organisation. Below are the points to be noted while creating polite emphasis

• Avoid negative words and connotation: If you find any negative words it must be
substituted with positive ones. By getting rid of negative words, it makes the reader
understand easier because sentence with multiple negative words can be harder to
understand.

Example - We have failed to finish taking inventory. This can be modified and written
as “We will be finished taking inventory by tomorrow.”

Always try to remove negative words. Words that are opposite are rarely accurate.
Instead, be honest by using specifics.
 Example - Customers under 40 are not eligible for special discounts. It can be written
as If you’re 40 or older, you can save 10% on all your purchases.

• Focus what the audience can do rather on limitations: If you are trying to convince
the audience to buy the product, make sure to provide importance on what’s there for
them.

Example - You will not qualify for the library membership rate of 1500 a year unless
you are a full-time student. This can be written as You get the benefits of membership
for 1500 only a year if you’re a full-time student.

• Justify negative information by giving proper reason: Always try to avoid certain
words that may offend or hurt people. Always try to use words or phrases that
expresses gently.

For example - referring people as old aged person can hurt them. It is better to refer
them as Senior Citizens.

4. Using Bias free Language: This terms refers to avoid or ignore certain words that are not
ethical, unfair which categorises people into groups of gender, race, age, disability etc., In
order to maintain good relationship with your audience, you must also appear to be fair.

• Gender: Usage of words which are masculine in nature should be avoided. If it reflects
the gender of the person described then such words must be avoided. Using alternatives
words where the importance towards gender is not given is better. For example,
chairperson or chair instead of chairman, or sales person instead of salesman can be used

• Race and Ethnicity: Using words which describes race or ethnicity can be used only if
it is relevant to the information presented. Racial and Ethic labels often change and
Selecting which one is right can be difficult.

• Disability: Physical, mental, emotional disability should never be mentioned in business

messages unless they are directly related to the subject. If at all you are referring to
someone’s disability, then first put the person and put disability second.

For example - I met few epileptic at a business meet today. Instead it can said as I met
people with epilepsy at business meet today

Conclusion
Through audience analysis, a speech may be tailored to the audience’s unique knowledge,
beliefs, and attitudes. Before presenting a presentation, it’s vital to understand your audience.
Its hard to predict how your audience will react to certain topic. To develop an effective
message, you must first understand who you’re reaching-out. Never undervalue your
accomplishments. When writing a business letter, make sure you don’t come out as arrogant
or overconfident. It is necessary to grasp of most often used terms and concepts. Throughout
the design process, your ability to answer the demands of your target audience is crucial.

2) Introduction
A letter of recommendation can act as a back up. Such letter may be the greatest alternative if
an applicant requires additional reference. This letter may is used to highlight applicant’s
qualifications and demonstrate their trustworthiness as a candidate for a particular position or
institution. Providing outstanding references is an excellent way to increase your job
prospects. Such reference letter can help in making the decision based on the knowledge
provided by the recommendation.
A professional, relevant, and personal reference letter is requested in addition to the
application.The candidate’s academic or professional achievements is required to be
highlighted in letter. Hiring managers and college admissions officers may use this letter to
assess a candidate’s qualifications for a position. When applying for a job, such letters may
be useful. Executive, Senior managers, and workers who have received letter of
recommendation may be able to stand out from the crowd.

When writing professional communication, it is critical to follow the set rules.

• In a brief, express your appreciation for the applicant’s time and consideration.
• What distinguishes you as the best candidate? Make your argument clear.
• To safeguard your signature, use a well-known seal.
• Make sure that the document is free of grammatical and spelling errors.

A reference letter from a previous employer should not be used. Your personal information
will be shown in the top left-hand corner of the page. Begin the letter by addressing the
recipient by name. If the candidate’s last name is unknown, use Mr., Mrs., or Miss. First and
foremost, be thankful to people who have recommended you. You may improve your chances
of getting employed by catching the recruiter’s attention. Don’t only focus on your
accomplishments while drafting your cover letter. The recipient’s accomplishments, talents,
and education should be highlighted in recommendation letters.

Application and concept:

Emphasise a candidate’s most outstanding talents by using real-world examples and statistics.
Strong and particular adjectives should be used instead of generalisations and clichés.
Consider what the message’s recipient is eager to learn. Submitting a résumé or application
that lacks all of the required information is baseless. Recommendation letters should include
information about the person being recommended. A positive attitude is necessary for
happiness. It’s best not to write in a conversational tone or as if you’re talking to yourself.
For a business letter, Arial or Times New Roman typefaces in 12-point size can be used. Use
the firm letterhead wherever feasible in your correspondence. Given the likelihood that the
recipient has already received multiple letters, yours should be succinct and respectful.

Your application will contain letter of recommendation. On your behalf, your teacher, will
write recommendation letters. Anyone you know and trust can write a letter of
recommendation for you. Entrance into professional institutions is determined by the quality
of your letters of recommendation. These pointers can be used throughout the recruiting
process. Data must be correct before making suggestions. Only one professor can write a
letter of reference for a student at a time.

Letter of recommendation:
Address:
1191, Airport road
Tata Colony, TX 10138

12 May 2022

Respected
Professor Jack Mathew
International School of Business
Geneva

Dear Professor Mathew,

I have been working with ABC Ltd in Finance for the last 3 years. My ambition is to obtain a
post graduate degree in management from a reputable institution. As a part of the university’s
documentation, I am required to submit a letter of recommendation from one of the professor
and your name came to my mind.

As you know that, I have attended your Accounts and Taxation lectures during 2011 and each
of which has taught me something new. I was attracted they way this subject was thought to
on how one can save taxes and to study the accounting entries so that misrepresentation of
account can be avoided. Since then I had decided to upgrade my skills and pursue a career in
Finance.

I am attaching my resume which provides details of my qualifications, certification courses

and other activities. I have been one of the star performer in my company. I would also like to
add that I have assisted my friends in calculating taxes to be paid and rectified their
accounting errors. These have provided me an edge over others at my company.

As per the university list of mandatory documents, it requires a letter by 30 May 2022.
Request your support in providing letter of recommendation, if possible. I have attached a
stamped envelope for your ease of convenience.
I truly appreciate your time and effort in writing letter on behalf of me. I will also keep you
informed of my progress in my student and professional life

Thank you for your consideration in this subject.

Sincerely,

(signature on hardcopy of letter)

Teresa

Conclusion
Inform the hiring manager about the candidate’s skills and contributions. Include specific
examples of the candidate’s abilities in your letter. Throughout the letter, you convey your
thanks and well wishes to the individual to whom you are writing. The cover letter should
look more appealing to admissions officers, potential employers, and anybody else who
might read it.

3a) Introduction
Refunds and other types of reparation are often necessary when a situation is clearly unfair.
The complaint letter direct impact on the company’s reputation. People will make decisions
based on what they already know as a consequence. The complaint should be filed as soon as
possible so that the problem can be resolved. Concise, detailed, and non-threatening claim
letters are effective. These letters should be error-free. An individual can file a formal
complaint about a specific product or service if they are unsatisfied with it.

Application and concept:

In writing, professional tone is utilised to convey a message in order to maintain a
professionalism to the request. The term “tone” is frequently used to describe the author’s
point of view. Furthermore, letter must include the complaint with the assumption that the
request will be granted upon receipt. Claim must be written accurately and tactfully, and it is
better to "avoid threats, accusations, or veiled hints about what you will do if the matter isn't
solved shortly.

The following will be seen in the majority of claim letters:

This information relates to items or services that are faulty or inadequate. Describe the issue
in full. Providing detailed information to support the need for additional research. The
verification procedure has also been streamlined.
Add other details to the order, such as the model’s name and the delivery date.
Was this a mistake or an oversight? You must confirm if any of the items were faulty or
whether the contract’s terms and conditions were broken. The agony of buying gold thread
just to discover it’s actually ochre is unbearable! Isn’t the yellow thread the one that bothers
you the most?

How to Write a Claim Letter:

Remember to include any pertinent business data. The letter should be delivered as soon as
possible to the department head. Include your phone number and email address so that they
may reach you.

Provide your order number in the subject line of your email message.

The letter should be started with pleasant greeting followed by stating that you are filing a
claim and mention about your problem clearly.

The body of the letter should never contain unhelpful status which puts the reader to
defensive state also the tone must not be emotional. However, the body of letter must contain
complete detail of your problem, reason for your return along with purchase and return date.
The conversation with customer care etc., Damage claims can be discussed in further depth in
the following paragraphs.

The letter must be closed by requesting for an appropriate action, and sharing your correct
contact details so that Flipkart can reach out to you. This makes the reader to understand your
concern and take appropriate action. In case there is no clear request or contain irrelevant
information, then the letter of claim shall fail.

Conclusion:
Before you start writing, think about your intended audience and the letter’s aim. When
speaking with readers, the volume and tone of voice should be considered. Keep your
intended audience and the project’s details in mind when writing. In the field of customer
service, it's best to appeal to the recipient by describing how the problem has affected you
personally rather than threatening to boycott the company or defame it. There's no excuse to
be uncivil when accidents and blunders occur.

3b)Introduction
A formal complaint must be lodged if there is an issue. Depending on who or what governs
them, they may have their own set of rules. Any concern can be addressed in a complaint
letter. Customers can use one of these letters to request for claim settlement for items that
have been defective. These letters can be used to voice dissatisfaction with a product or a
societal issue.

Application and concept:

Complaint Filing Methodologies:
Include details on the items or services you received, as well as the events that led to your
disappointment and your contact information. On the subject of the letter, include the serial
number as well as the names of the manufacturer and distributor. Verify the correctness of
your information and keep track of all contacts.
Make a clear statement about what you want and how long you’re ready to wait for it. It’s
critical to maintain your composure under duress.
Threats, animosity, and toxic remarks should be avoided as we must write in a professional
tone. It’s impossible to estimate how the receiver will react to the message.
Include any questions you might have regarding the vendor or the event. The original
documents must be kept safely.

Subject: Flipkart - Letter of Complaint Concerning Faulty Product

Respected Sir
I had received KitchenAid mixer from Flipkart on 01 January 2022. The cost was Rs 40,000.
A copy of my receipt is included for your convenience. A flaw in the product was discovered.
Despite the fact that I followed the instructions several times, the product looked to be
malfunctioning. As this product was under 40-day money-back offer, I had returned it on 05
January 2022 due mixer’s malfunctioning.

Every week, I make a call to your customer representative to request a refund for the mixer’s
purchase price as well as shipping and handling expenses. Your customer executive had
assured me for such refund. However, on 15 March 2022 the credit for mixer, its shipping
and handling charges did not appear on my account.

I understand that you provide valuable service to your customer and I would be glad if you
could get back to me by this week. You can reach out to me on my registered mobile +91
9610059898. I look forward to hearing from you

Thanks and Regards

Javvy Jass

Conclusion
You can write a letter to a corporation to convey your dissatisfaction with a product, service,
or item. Complaint letters are an effective way to express dissatisfaction with a company’s
behaviour. This letter can be used to express anger or discontent with a recent occurrence.
The filing of a complaint is the initial step in collecting compensation for any type of
infraction.