Business Communication PDF

Business Communication 1 Module I: Business Communication Notes...

Business Communication 1 Module I: Business Communication Notes e Course Contents: in To provide students with an understanding of English and communication skills Enable learners to communicate effectively for professional purposes nl Develop the ability to demonstrate essential competency, in various work areas that would be necessary for professional success O Key Learning Objectives: At the end of this module, you will be able to: ity 1. Acquire skills required for office communication. 2. Learn the significance of meetings and presentation skills for easy working at workplace Structure: s Unit 1.1: Essential English Grammar er 1.1.1 Tenses 1.1.2 Subject-verb Agreement 1.1.3 Punctuation v 1.1.4 Sentence Structure ni 1.1.5 Common Errors in English 1.1.6 Foreign Words U Unit 1.2: Written English Communication 1.2.1 Essay Writing 1.2.2 Précis Writing ity 1.2.3 Summarizing 1.2.4 Paraphrasing Unit 1.3: Concept and Nature of Communication, Listening and Non-Verbal Communication m 1.3.1 What is COmmunication? 1.3.2 Stages of Communication: IDeation, Encoding, Transmission, Decoding )A and Response, Channels of Communication: Downward, Upward, Horizontal and Diagonal 1.3.3 Communication in Organizational Settings: Internal and External 1.3.4 Barriers to Effective Communication & Guidelines to OVercome (c Communication Barriers Amity Directorate of Distance & Online Education  2 Business Communication 1.3.5 The Listening Process, LISTening with a Purpose, Barriers to Listening, Notes e Effective Listening Strategies 1.3.6 Defining Non-Verbal Communication, Functions of Non-Verbal in Communication, Gesture Cluster, Acoustic Features Unit 1.4: Effective Presentation, Writing for the Web and Correspondence 1.4.1 Pre-Presentation Jitters: Preparation and Practice, Delivering the Presentation nl 1.4.2 Qualities of a Skillful Presenter; Capturing and Maintaining Attention, Handling Questions O 1.4.3 Power-Point Presentation, Netiquette, Professional Profiles, Blogs, Letters, Emails, Memo, Notices Unit 1.5: Reports and Employment Communication ity 1.5.1 Functions of Report, Types of Report; The Report/Proposal Process, Organizing the Report/Proposal 1.5.2 Resume Writing 1.5.3 Group Discussion: Qualities/Skills Assessed in Group Discussion, Do’s and s Don’ts’ in a Group Discussion, Effective Participation in Group Discussion, Mock GD Session er Learning Map: v ni Key Learning at wh Objectives n ai pl Start with Ex U Unit and Provides an Introduction overview of sub-units Are summarised by Will be covered ity in Other to meet the ted Sub-units ula apit Summary ec Unit Outcomes er Ar m Recall Session Activities and Illustrations Are evaluated by )A Assess Your Understanding and Check Your Understanding (c Amity Directorate of Distance & Online Education  Business Communication 3 Unit-1.1: Essential English Grammar Notes e 1.1.1 Introduction: Tenses in Tense is that form of verb which not only shows the time of actions, but also the state of an action or event. Tense word is derived from a Latin word tempus, which nl means time. However, tense and time are different concepts. Time is natural concept and tense is grammatical concept. Tense is associated with English Grammar. There are three types of tenses: O Present Tense Past Tense ity Future Tense Present Tense s According to the state of action, Present Tense can be divided into four parts: Present Indefinite er Present Continuous Present Perfect v Present Perfect Continuous ni Read the following. 1. He plays. U 2. He is playing. 3. He has played. ity 4. He has been playing for three hours. Sentence (1) is in Simple Present or Present Indefinite Sentence (2) is in Present Continuous m Sentence (3) is in Present Perfect Sentence (4) is in Present Perfect Continuous )A Present Indefinite Present Indefinite Tense can be defined as an action that is either happening right now or which takes place happens regularly. To translate Present Indefinite Tense in English, the below sentence structure is used. (c Subject + V-I (s or es) + Object Amity Directorate of Distance & Online Education  4 Business Communication Some important points to remember Notes e When the subject is singular number or in third person then s or es is attached with the verb. in If the last letter of verb is ss, o, z, x, ch, sh, then es will be added to the verb. In the rest of the cases, will be used. nl ○○ I go-He goes. ○○ We search- he searches. ○○ I Quiz- He quizzes. O ○○ We play- He plays. ○○ I Pray- He prays. ity ○○ I Pay- He pays. When the last letter of the verb ends with y and the preceding word is a consonant, then with subject- singular number- third person and in Simple Present the y turns into ies. s ○○ They fly kites- He flies kites. er ○○ Girls cry- Suman cries. ○○ I verify- She verifies. Negative and Interrogative Sentences v Below is structure of negative and interrogative sentences ni Negative = Subject + Do/Does not + V-I + Object Interrogative = Do/Does+ Subject + V-I + Object? U Affirmative Negative Interrogative I play chess. I do not play chess. Do I play chess? ity He goes to office. He does not go to office. Does he go to office? They write a lesson. The do not write a lesson. Do they write a lesson? It rains. It does not rain. Does it rain? We sing a song. We do not sing a song. Do we sing a song? m Use of Present Indefinite Tens in Various Situations )A Based on eternal truths ○○ The sun rises in the east. ○○ Birds fly. ○○ The earth revolves around the Sun. (c Based on day to day activities Amity Directorate of Distance & Online Education  Business Communication 5 ○○ I get up early in the morning. Notes e ○○ My mother goes to temple every day. ○○ He plays football daily. in When in direct narration, reporting verb in Simple Present Tense, then there is no change in tenses of reported speech nl ○○ Ram tells that Shyam was playing cricket. ○○ He says that it will rain tomorrow. When doing commentary on radio and television only Simple Present Tense is used O ○○ Raju passes the ball to Saluja, Saluja passes it to Sonu, who heads it passes the goalkeeper and scores! In sentence that start with here and there along with an exclamatory mark, in ity Simple Present Tense ○○ There she lives! ○○ There goes the ball! s ○○ Here comes the train! er The headlines of a newspaper are also used in Simple Present Tense ○○ Thief escapes; Cricket match draws, peace talk fail. For planned future action Present Indefinite Tense can be used. v ○○ Our college opens in the month of July. ni ○○ He reaches here tomorrow. ○○ Mr. Sharma retires on 31st December. Simple Present Tense is used with whenever and when. U ○○ Whenever it rains, the roof leaks. ○○ Whenever he comes, he stays here for a day. ity ○○ When he comes here, he brings fruits. Simple Present Tense is used in quotations. ○○ Our teacher says “The Sun rises in the East.” ○○ Shakespeare says, “Birds fly and fish swim.” m Present Continuous Tense )A Present Continuous Tense is also known as Present Progressive Tense. Read the following sentences I am teaching. He is reading. (c We are going to market. Amity Directorate of Distance & Online Education  6 Business Communication Ram is playing. Notes e We are singing. in The children are making noise. When any action is in happening in a continuous form, sentence formed in that case is defined as Present Continuous Tense. The below sentence structure is used to form nl Present Continuous Tense. Subject + is/am/are + V-I + ing + object O Normal rule: In the sentences of Present Continuous Tense, subject is used with helping verb, is/am/are + verb I form +ing (IV form/V-4) is used. ity Negative and Interrogative Sentences Negative and interrogative sentences in Present Continuous Tense are formed with below structure s Negative = Subject + is/are/am + not + V-IV + object Interrogative = Is/are/am + Subject + V-IV + Object? er Affirmative Negative Interrogative v I am writing. I am not writing. Am I writing? They are playing. They are not playing. Are they playing? ni He is watching T. V. He is not watching T. V. Is he watching T.V? I am reading. I am not reading. Am I reading. U Use of Present Continuous Tense in various situations The actions, which are continuous (at the time of speaking) ity ○○ He is writing a letter. ○○ He is playing basketball. ○○ Mahesh is reading a magazine. Present continuous tense is also used when actions are in regular process m ○○ He is writing a book nowadays ○○ I am serving in this office )A ○○ Meera is learning English nowadays Present Continuous Tense is used when the actions planned which are going to be completed in near future. ○○ They are going to London tomorrow. (c ○○ We are meeting early in the evening. Amity Directorate of Distance & Online Education  Business Communication 7 ○○ He is coming day after tomorrow. Notes e Sentences with always, continually, constantly, forever use Present Continuous Tense. in ○○ She is always cribbing. ○○ They are constantly bothering us. nl ○○ You are forever finding faults in us. Stative and dynamic verbs: Some verbs are not used normally in continuous form; verbs like these are known as Stative verbs. Stative means fixed. It is also known O as Non- Conclusive Verbs. Stative verbs are further classified in five parts. Verbs of Perception: see, hear, smell, taste, Feel etc. ity Verbs of appearance: look, resemble, seem, appear etc. Verbs of Emotions: want, desire, wish, hate, hope, like, refuse, believe etc. Verbs of thinking: think, agree, suppose, trust etc. s Verbs of possessions: belong, owe, own, contain, have etc. er Please see below sentences Incorrect Correct v We are seeing with our eyes. We see with our eyes. Are you hearing a strange noise. Do you hear a strange noise? ni We are smelling with our nose. We smell with our nose. The water is feeling cold. The water feels cold. U I am having a car. I have a car. The book belonging to me. The books belong to me. Dynamic Verb: It means functional. Dynamic is opposite to Stative. For e.g. He is ity swimming, Ram is driving, she is walking etc. Present Perfect tense The action, which indicates completion in present, Present perfect tense, is used for m the same. Read the following sentences. )A He has gone. I have taken a bath. She has slept. (c Suresh has just arrived. It has just struck seven. Amity Directorate of Distance & Online Education  8 Business Communication Present Perfect Tense is used in sentences in which the actions will take place in Notes e present. Below is the structure used for sentence creation in Present Perfect Tense. in Subject has/have + V-III + Object ‘Has’ is a helping verb which is used with Singular subect and third person. For e.g. He, she, it, name, my father, my sister. Whereas, ‘Have’ is used with I, You, we or any nl plural subject. Negative and Interrogative Sentences O Below is structure used for negative and interrogative sentence in present perfect tense. ity Negative = Subject + has/have+not + V-III + Object Interrogative = Has/Have + Subject + V-III + Object? Affirmative Negative Interrogative s I have taken dinner. erI have not taken dinner. Have I taken dinner? He has gone. He has not gone. Has he gone? Meera has arrived. Meera has not arrived. Has Meera arrived? v Rules: In negative sentences not, is used after helping verb has/have. No other changes in ni rest of the sentence. In interrogative sentences helping verb have/has is used before the subject. U Use of Present Perfect Tense in Various Situations When any actions have taken place in past and still continuous in present, then ity Present Perfect Tense is used. For e.g. ○○ He has lived in the house for 10 years. ○○ She has been ill since Saturday. ○○ I have known him for 5 years. m All the above sentences show that all the actions, which took place in past, still continues in present. )A Present Perfect Tense is used in sentences where there is no definite time to complete the actions and if actions are completed yet for e.g. ○○ Have you read ‘Hamlet’? ○○ He has gone to Russia. (c ○○ He has been to Russia. ○○ I have never known him to accept bribe. Amity Directorate of Distance & Online Education  Business Communication 9 (See the difference between second and third sentence above: He has gone to Notes e Russia indicates that he is in Russia at the moment or on the way. Whereas, He has been to Russia indicates that once he visited Russia). in Present Perfect Tense is used in which actions are completed in present. For e.g. ○○ It just has struck nine. nl ○○ He has just gone out. ○○ The cat just had kittens. Present Perfect Tense is used when the actions have taken place in past, but the O effect is felt in present. For e.g. ○○ The lift has broken down. ○○ He has eaten all the fruits. ity ○○ I have completed my work. Yet, always, never, already, uptonow, today, often, several times, lately, recently, so far, ever is used in Present Perfect Tense. For e.g. s ○○ Have the children gone to school yet? ○○ Has Ramesh left yet? er ○○ I have already seen the film. ○○ Have you ever fallen off horse? v ○○ I have never been late for work. With ‘Its is’ Present Perfect Tense is used in sentence structure ni ○○ It is five years since I have seen her. ○○ It is three months since I have smoked cigarette. U Any actions which has taken place in past, but to start a conversation regarding the same, Present Perfect Tense should be used. For e.g. ○○ Where have you been? I have been to the cinema ity ○○ What have you bought? I have bought one t shirt only Present Perfect Continuous Tense Actions, which are already in moment, but are not completed yet. Present perfect m continuous tense is used in those sentences. Read the following sentences )A He has been playing from two hours Shyam has been waiting for you since morning It has been raining for a long time (c Arti has been dancing for two hours To create sentences in present perfect continuous tense, below structure is used Amity Directorate of Distance & Online Education  10 Business Communication Notes Subject + Has/have been + V-IV + Object + Since/for+……. e in Points to remember For/Since: To indicate time in Present Perfect Continuous, for, since is used. For e.g. for two hours, for 20 days, for a long time etc. nl Has been is used with singular number, third person (He, She, It, Name, My mother, my father etc.) O Negative and Interrogative sentences Below structure is used to create negative and interrogative sentences in present perfect continuous tense. ity Negative = Subject + has/have + not + been + V-IV + object + since/for +…… Interrogative = Has/Have + Subject + been+V-IV + Object + since/for +…….? s Read the following sentenceser Affirmative Negative Interrogative I have been writing for I have not been writing for Have I been writing for two hours. two hours. two hours? v He has been eating since He has not been eating He has been eating since morning. since morning. morning? ni It has been raining since It has not been since Has it been raining since morning. morning. morning They have been dancing They have not been Have they been dancing U since afternoon. dancing since afternoon. since afternoon? Use of Present Perfect Continuous Tense in Various Situations ity Any action which has taken place in past and still taking place continuously in present, in that case Present Perfect Continuous is used. For e.g. ○○ He has been writing for two hours ○○ He has been living with Ram for two months m ○○ He has been sleeping for two days Please note: there is no clear line of division between the use of the present )A perfect and the Present perfect progressive, but the examples and the notes to them may give some guidelines. Past Tense (c As per actions past tense is divided unto for parts Past Indefinite Amity Directorate of Distance & Online Education  Business Communication 11 Past Continuous Notes e Past Perfect in Past Perfect Continuous Past Indefinite Tense nl All actions, which have taken place and completed in past, in that case Past Indefinite or Past Simple Tense is used. Read the following sentences O Sita wrote a letter to Ram I wrote a book ity I helped her Raja donated two thousand rupees Negative and Interrogative Sentences s Below structure is used to create negative and interrogative sentences in Simple er Past Tense. Negative = Subject + did not + V-I + Object Interrogative = Did + Subject + V-I + Object? v ni Affirmative Negative Interrogative He wrote. He did not write. Did he write? She went. She did not go. Did she go? U They played. The did not play. Did they play? Use of Past Indefinite Tense in Various Situations ity Any action, which has taken place in past, normally in sentences, the time of the actions are indicated and are definite. For e.g. ○○ An accident took place yesterday. m ○○ He came last night. ○○ I wrote a letter day before yesterday. Actions which are completed in past. )A ○○ He went to the market. ○○ Ramesh bought a pen. To express any habit of past, Simple past is used. (c ○○ He always carried the bag. ○○ He never missed the train. Amity Directorate of Distance & Online Education  12 Business Communication ○○ Ram is always on time. Notes e Please note to indicate habits of past ‘used to’ is used. Past Indefinite Tense is used in conditional sentences with an ‘if’. For e.g. in ○○ If I had a map, I would give it to her. ○○ If he tries to tease me, I would inform you. nl When two incidents take place together, in that case Past Indefinite Tense is used. For e.g. ○○ When the queen entered the hall, orchestra played the National Anthem. O ○○ When C.M entered the meeting room, all congratulated him. With wish and if only, Simple Past Tense is used while indicating an unreal past which clarifies the present situation. For e.g. ity ○○ I wish I were a millionaire. ○○ I wish I knew him. ○○ If only she allowed to deliver a lecture. s Past Continuous Tense er Actions, which were continuous in past, Past Continuous Tense, is used for the same. Read the following sentences. v Ramesh was writing a letter. ni She was sleeping. It was raining. U I was playing. We were going to park. ity The below structure is used for sentences to be formed for Pas continuous tense Subject + was/were + V-IV + Object m Negative and Interrogative sentences Below is the structure of negative and interrogative sentences formed under past )A continuous. Negative = Subject + was/were + Not + V-1V + Object Interrogative = Was/were + subject + V-IV + Object? (c Amity Directorate of Distance & Online Education  Business Communication 13 Affirmative Negative Interrogative Notes e He was writing. He was not writing. Was he writing? in They were smoking. They were not smoking. Were they smoking? Rita was cooking. Rita was not cooking. Was Rita cooking? I was reading. I was not reading. Was I reading? nl Use of Past Continuous Tense in Various Situations Actions, which were continuous in past tense O ○○ He was playing cricket. ○○ She was swimming in the swimming pool. ity ○○ Rahim was repairing the car. Actions, which indicates a person’s past continuous habits. For e.g. ○○ He was always making fun of others. s ○○ There were continually bullying us. ○○ She was always grumbling. er Any situations, where an action took place and anther action is already taking place. For e.g. ○○ When he arrived, his wife was cooking food v ○○ The boy was hit by the car, when he crossing the road ni ○○ Where were you standing, when the explosion happened? Two actions happening at the same time, in that case also Past Continuous Tense is used. For e.g. U ○○ While she was washing clothes, I was cooking. ○○ While they were playing, I was watching Television. ity Past Perfect Tense Past Perfect Tense is used when actions are completed in past. When two actions are completed in past, past perfect will be used for the first action completed and past indefinite for the second action completed. For e.g. m The train had departed before I reached the station Sita came after you had gone )A The patient died before the doctor came Below structure is used to form sentences under past perfect tense (c Subject + had + V-III + (before/after) +…. (Past Indefinite) +… Amity Directorate of Distance & Online Education  14 Business Communication Please note it is not compulsory that Past Perfect tense is only used when two Notes e incidents are taking place together. in Negative and Interrogative Sentences Below structure is used for negative and interrogative sentence for past perfect nl Negative = Subject + had + not + V-III + Object Interrogative = Had + Subject + V-III + Object? O Affirmative Negative Interrogative She had not written a She had written a book. Had she written a book? book. ity Meera had not gone to Meera had gone to Agra. Had Meera gone to Agra? Agra. She had not advised She had advised Kanika. Had she advised Kanika? Kanika. s She had warned you. She had not warned you. Had she warned you? er Use of Past Perfect Tense in Various Situations Past perfect are used in similar situations as given below. Sentences like these are not divided into two parts, but while reading the sentence it becomes clear that the v action has been completed before present. For e.g. ○○ He had already informed me. ni ○○ I already warned him. ○○ I had never been Agra before. U Past perfect is used for verbs like hope, expect, think, intent, want, suppose, all the hopes related with past. For e.g. ○○ We had hoped that you would cooperate with us (but you did not cooperate) ity ○○ They had wanted to donate some money, but none was present there (so they could not donate any money) Past perfect can be used for actions with since/for/always, at the time of speaking, it started in past. For e.g. m ○○ Shyam had been a doctor for ten years. ○○ Shyam had been a soldier since he was twenty-one. )A Past perfect tense is also used in Conditional sentences. For e.g. ○○ If he had met me, I would have helped him. ○○ If he had informed me, I would have gone there positively. ○○ If she had come to me, I would have given her a gift. (c This is an important structure, you must understand this carefully. Amity Directorate of Distance & Online Education  Business Communication 15 If + Subject + had + V-III +…+would have + V-III +… Notes e Please note the Past Perfect is also the past equivalent of the simple past tense, in and is used when the narrator or subject looks back on earlier action from a certain time in the past. Past Perfect Continuous Tense nl Past Perfect Continuous Tense is used for actions which at the time of speaking is already happening in past. O Read the following Gita had been watching T.V for two hours. Jakob had been living in the cottage since 1997. ity Nisha had been waiting for me since 11 o clock in the morning. The below structure is used to form sentences. s Subject + Had been + V-IV +……. + Since/for +…... er With subject had been and IV form of verb is used. Negative and Interrogative Sentences v Below is the structure for negative and interrogative sentence for Past Perfect Continuous. ni Negative = Subject + had + not + been + V-IV + Object? Interrogative = Had + Subject + been + V-IV + Object? U Affirmative Negative Interrogative He had been waiting for He had not been waiting Had he been waiting for her since morning. for her since morning. her since morning? ity Meera has been laughing Meera had not been Had Meera been laughing since morning. laughing since morning. since morning? She had been writing blog She had not been writing Had she been writing for two hours. blog for two hours. blogs for two hours? m Use of Past Perfect Continuous Tense in Various Situations Past Perfect Continuous is used for actions of past which were continuous. For e.g. )A ○○ He had been working since night. ○○ We had been playing chess for three hours. Repeated actions of Past Perfect, can also be used as Past Perfect Continuous. (c ○○ He had tried so many times to contact her (Past perfect). ○○ He has been trying to contact her (Past perfect continuous). Amity Directorate of Distance & Online Education  16 Business Communication ○○ He had tried many times to get the job there (Past perfect). Notes e ○○ He had been trying to get the job there (Past perfect continuous). ○○ Please note: An action in the Past perfect can sometimes be expressed as in continuous action in the Past perfect. Future Tense nl According to actions, future tense is further classified in four parts. Future Indefinite. O Future Continuous. Future Perfect. ity Future Perfect Continuous. Future Indefinite Tense The actions which take place in future, for the same Future Indefinite is used. s Read the following sentences. er He will go to London. They will play basketball. I shall study. v Let her go. ni Let us go to mall. Please remember, which is neither present, nor past that is future. In sentences, try U to understand the use of may, can, must. These verbs indicate whatever actions has to take place will take place in future. The below structure is used. ity Subject + will/shall/can/may etc + V-I Negative and Interrogative Sentences m Negative and Interrogative sentences as future indefinite us the below structure Negative = Subject + will/shall + not + V-I + Object )A Interrogative = Will/shall + Subject + V-I + Object? (c Amity Directorate of Distance & Online Education  Business Communication 17 Affirmative Negative Interrogative Notes e I shall buy a T. V. I shall not buy a T. V. Shall I buy a T.V? in Shyam will play. Shyam will not play. Will Shyam play? We will not attend the We will attend the party. Will we attend the party. party. nl They will not come They will come tomorrow. Will the come tomorrow? tomorrow. Will not can be written as Won’t and Shall not can be written as Shan’t O Use of Future Indefinite Tense in Various Situations When actions are completed in future, in that case Simple Future Tnese can be used. Shall to be used with first person and will to be used with second and third ity person. For. e.g. ○○ I shall write a book. ○○ She will buy a pen. s Future Indefinite can be used in sentences with clause of conditions and clause of time. For e.g. er ○○ I shall go to market, if it rains. ○○ I shall go to Jaipur in case she asks me. Will be/Shall be are used in below format. v ○○ Tomorrow will be Sunday. ni ○○ I shall be thirty next year. Simple future is also used for future actions which will come time and again. For e.g. U ○○ Winter will come again. ○○ People will make plans. ity Future Continuous Tense All the actions which will be continuous in future, in that case Future Continuous Tense will be used. m Read the following sentences. I shall be writing the hypothesis in the evening. )A She will be washing off the dishes. I shall be going to London tomorrow. Mohan will be staying here next month. (c The below sentence structure is used to form sentences for Future Continuous Tense. Amity Directorate of Distance & Online Education  18 Business Communication Notes Subject + will/shall be + V-IV + Object e Difference between Present Continuous and Future Continuous in (Showing some future time event) I am seeing the principal tomorrow (Present Continuous) nl I will be seeing the principal tomorrow (Future Continuous) O Negative and Interrogative Sentences Below is the structure for Negative and Interrogative sentences formed under Future Continuous Tense ity Negative = Subject + Will/shall + Not + Be+ V-IV + Object Interrogative = Will/Shall + Subject + Be + V-IV + Object? s Affirmative Negative Interrogative I shall not going to the I shall be going to market. Shall I going to mall? er market. Ram will be playing Ram will be not playing Will Ram be playing football. football. football? She will be washing the She will not be washing Will she be washing the v dishes. the dishes. dishes? ni Future Perfect Tense When the actions which surely be completed in said time or before completion of U any other action. Read the following sentences. He will have completed the book by next year. ity The patient will have died before the doctor reaches here. He will have completed his studies by the year 2005. The below structure is used for structuring the sentence. m Subject + will/shall + have + V-III + Object )A Negative and Interrogative Sentences Negative and Interrogative sentences have the below structure for Future Perfect Negative = Subject + Shall/will + not + have + V-III + Object (c Interrogative = Shall/Will + Subject + Have + V-III = Object? Amity Directorate of Distance & Online Education  Business Communication 19 Affirmative Negative Interrogative Notes e She will not have She will have completed Will she have completed completed her work by her work by tomorrow. her work by tomorrow? in tomorrow. They will have reached They will not have Will they have reached here by 7 P.M. reached there by 7 P.M. here by 7 P.M.? nl I shall have written a book I shall not have written a Shall I have written a by next month. book by next month. book by next month. Use of Future Perfect Tense in Various Situations O Actions that are completed in future in given time, in that case future perfect tense are used. For e.g. ity ○○ I shall have graduated by next year. ○○ By the end of this year I shall receive INR 1 lac. The actions that we think we know before hand. For e.g. ○○ You will have heard about Mother Teresa. s ○○ He will have read the newspaper so far. er Future Perfect Continuous Future perfect continuous is used for actions, which will be continuous in future v also. For e.g. They will have been playing for two hours by 7 o clock. ni She will have been working in this office for four years by the next month. Rahul will have been teaching in this college for three years. U The below sentence structure is used to create sentences in Future Perfect Continuous. ity Subject will/shall + have been + Object + Since/For +… Negative and Interrogative Sentences m Below is the structure used for negative and interrogative sentence to form under Future Perfect Continuous. )A Negative = Subject shall/will + not + have been + V-IV +… Interrogative = Shall/will + Subject + have been + V-IV…..? (c Amity Directorate of Distance & Online Education  20 Business Communication Affirmative Negative Interrogative Notes e I shall have been playing I shall have not been Shall I have been playing cricket. playing cricket. football? in They will have been They will not have been Will they have been working. working. working. Will/shall is used with have been to create sentences in Future Perfect Continuous. nl 1.1.2 Subject-verb Agreement O Syntax: Subject Verb Agreement Syntax means sentence structure, it has two important parts ity 1. Concord or Agreement: By Concord is meant formal agreement in person, number, gender or tenses between various parts of sentence. 2. Order (position): Word order (position in a sentence), will discuss about preposition, adverb, conjunction etc. in brief format. s “The verb must agree with its subject in number and person’- Nesfield. er I am playing. He is playing. We are playing. v They are playing. ni First two sentences have singular subject, i.e. verbs ‘am’, ‘is’ have singular and the last two sentences have plural subjects. U Subject- Verb agreement v/s Rules of correct use of verbs Exceptions of the rule: The verb must agree with its subject in number and person. ity Rule 1: There are some sentences, which have singular subject but ue plural verbs. When an imaginary sentiment is presented in a sentence. For e.g. m ○○ I wish I were the Prime Minister. ○○ Were she an eagle, she would fly to me. When in sentences verbs like bless, save, help, live are used to show emotion of )A desire, wish or blessings, then with singular subject plural form of bless, save, help etc. is used. (Meaning blesses, saves, helps or lives) ○○ Long Live the king ○○ Gold bless you with a good job (c When in sentences verbs like dare and need are used like modals, despite subject being singular, dare and need will stay the same and not become Dares or Needs. Amity Directorate of Distance & Online Education  Business Communication 21 ○○ He need not to go there (Needs shouldn’t be used. Notes e ○○ She dare not oppose your views (Dare shouldn’t be dares. in Rule 2: If two different nouns, are used for same person object, then Verb- Singular is used. For e.g. The poet and painter has died. nl The clerk and counselor were present in the meeting. O Rule 3: When two nouns, present the same meaning and is used to increase each other’s value, then also Verb- Singular is used. For e.g. The scheme and plan of my life differs from that of yours. ity Her authority and command is indeed great. Rule 4: Two nouns, which are not same, but are used as phrase then also Verb- Singular is used. Actually, these two nouns present the same idea. s Bread and butter is a good breakfast. Slow and steady wins the race. er Rule 5: When two or more than two singular nouns is joined with or, either, neither, nor then also Verb Singular is used. v No man or woman was present there. ni Either Ramesh or Kamla was present in the party. Rule 6: When two or more than two nouns are if different number, which U means one of them is singular or plural, then the verb will be used plural noun and the verb should be plural. Neither the Director nor the film stars were present at the function. ity Ramesh or his friends are abusing him. Rule 7: If two or more than two subjects, are joined with either…. or, neither… nor or it is of different persons, the verb is used for the near person. For e.g. m You and Ramesh is responsible for the loss. He or I am to go there. )A Rule 8: When a plural noun indicates definite quantity or amount or unit, then Verb Singular is used. The Parliament has passed the bill. (c The fleet has reached the port. Amity Directorate of Distance & Online Education  22 Business Communication Rule 9: Some nouns look plural, but in meaning are singular. Verb singular is Notes e used with those nouns. Nouns are mentioned below. Physics, Mathematics, Economics, News, Gallows, Billiards, Innings, Wages etc. in No news is good news. First innings was spoiled due to heavy rain. nl Rule 10: Verb Singular is used with singular noun, which are used with noun like each and every. O Each boy and girl have to attend the function. Each minute and each second is precious. ity Rule 11: When two subjects, are used with not only………but also, then in that case verb is used which is near the subject. For e.g. Not only the principal but also the teachers were playing the match. s Not only the students but also the class teacher was also involved in the discussion. er Rule 12: The poor, the rich, the disabled, the young, the old, the English, the French etc. denotes the whole class, with these nouns verbs are used. For e.g. The poor was trustworthy. v The rich are dealing with an important issue. ni Rule 13: Hair is used in singular and singular verb is used, but if hair-counting calculation is done then Verb Plural is used. U His hair is black. Five hairs of the horse are needed by them. ity Rule 14: if in a sentence after a countable noun, most of is used then please remember it will be plural and the verb used will also be plural, but if the noun is uncountable then Verb-singular is used. About half of the students were present there. m Half of the food was spoiled. Half of the land was cultivated, half of it was uncultivated. )A Rule 15: Some nouns like furniture, luggage, information, advice, work, knowledge, equipment, behavior, scenery, traffic, fruit, electricity, music, progress etc. are uncountable noun. These cannot be pluralized, meaning furniture cannot be furniture, and information cannot be information. A/an – (c article cannot be used with them; only Singular verb can be used. Work is worship. Amity Directorate of Distance & Online Education  Business Communication 23 His behaviours was not proper. Notes e Knowledge is power. in Rule 16: To write as follow instead of as follows is wrong. In English, as follows is used. For e.g. The main points are as follows (not as follow). nl The details are as follows (not as follow). O Rule 17: The following and the undersigned if used for singular subject then Verb- Singular is used, otherwise verb-plural will be used. For e.g. The following are the news prices of the items. ity Undersigned has taken the decision. N.K Kumar. The following is the summary of the discussion held in the meeting. Rule 18: In lot of sentences, repetition of singular noun is used after s preposition. In sentences like these, Singular verb is used. er Man after man was coming there. He begs from door to door. v Rule 19: Some nouns are plural, are made in two parts already: Scissors, pants, trousers, binoculars, tongs, spectacles, shoes, glasses, goggles etc. With ni them, Plural verb is used. For e.g. My shoes are dirty, U His pants are tight, A pair of scissors were purchased by me, Rule 20: If in a sentence, infinitive, gerund, phrase or a clause is used as a ity subject, and then singular verb is used. For e.g. Swimming is a good exercise (Gerund), How to start is a big question (Infinitive), m That she is rich is known to me (Clause), Rule 21: If more than is used with a noun then Verb-Singular will be used. For )A e.g. More than one worker was absent. More than one gangster was killed. (c Amity Directorate of Distance & Online Education  24 Business Communication Rule 22: In some sentences, more is used like below Notes e More books than one have been purchased by her. in More boys than one were present in the lecture. More employees than one is not traceable. nl Rule 23: In some sentences, prepositions come after noun then once again noun comes. For e.g. The quality if these good is well known. O The color of this shirt is liked by all. The smell of these flowers is liked by all. ity Your views on the matter are supported by all. Rule 24: If in a sentence a number or the number is used, and then please remember with the number Singular verb will be used. Plural verb is always used s with A number. A number means many; in that case Plural verb is used. er The number of students opted English in Administrative Services is generally small. A number of essential books is always available in library. v There were number of people waiting for their turn. ni Rule 25: With None, usually Singular verb is used, but in Modern English plural verb is used with none. In this context, there is a lot of thought difference in grammarians. U None but the brave deserves the reward (Singular). None were injured (Plural). ity Rule 26: When in a sentence nothing but is used, then verb used will always be Singular, even if noun coming after is singular or plural. For e.g. Nothing but hill is seen. m Nothing but birds is seen. Nothing but students is there. )A Rule 27: If ‘no’ is used before singular nouns, then verb-singular is used. For e.g. No boy and no girl was present in the party. No man and no woman was dancing at that time. (c Amity Directorate of Distance & Online Education  Business Communication 25 Rule 28: When countable figures are used with and, then verb singular is Notes e used, plural can also be used. Four and four is eight. in Four and four are eight. Please not the saying of Norman Lewis in this context “Five and Five is ten: Right- nl But don’t jump to the conclusion that ‘five and five are ten’ is wrong both verbs are equally accepted. Usually, singular verb is used. O Rule 29: Everyone, everybody, nobody, somebody, no one, each one, someone is sued with Singular verb. For e.g. Everyone was happy to get the news. ity Each one was given a gift. Someone was there in the room. Somebody is going there. s Rule 30: ‘As’ is always used after some verbs. These verbs are: regard, er describe, represent, portray, depict, mention, define etc. You ought to have him registered as your sister. You should have treated him as your younger brother. v He portrayed himself as a typical businessman. ni Rule 31: ‘As’ is not used after some verbs. These verbs are: name, call, term, think, consider, nominate, appoint. U Ram called him a fool, a rogue and a crook. I consider is badly managed organization. ity 1.1.3 Punctuation Punctuation word is derived from the Latin word punctum, a point which means the right use of putting in Points or Stops in writing. The following are the principal stops. m Full stop. Comma , )A Semicolon ; Colon : Question mark ? Exclamation mark ! (c Amity Directorate of Distance & Online Education  26 Business Communication A. The full stop represents the greatest pause and separation. It is used to mark the Notes e end of declarative or an imperative sentence; as, Dear patient, gentle, noble Nell was dead. in The Full stop can use in abbreviations, but they are often omitted in modern style. M.A. or MA nl M.P or MP U.N.O or UNO O Please note that in current English Mr. and Mrs. occur without a full stop, as these have come to be regarded as full spellings. B. The Comma represents the shortest pause, and is used: ity ○○ To separate a series of words in the same construction; as, England, France and Italy formed an alliance. Note: A comma is generally not placed before the word preceded by and. s ○○ To separate each pair of words connected by and; as, er We should be devout and humble, cheerful and serene. ○○ After a nominative absolute; as, This done, she returned to the old man with a lovely smile on her face v ○○ To mark off a Noun or Phrase in Apposition; as. ni Milton, the great English poet was blind. ○○ To mark off words used in addressing people. How are you Mohan? U But when the words are emphatic, we ought to use the Note of Exclamation as, Monster! By thee my child’s devoured! ity ○○ To mark off two or more Adverbs or Adverbial phrases coming together; as, Then, at length, tardy justice was done to the memory of Oliver. ○○ Before and after a Participial phrase, provided that the phrase might be expanded into a sentence and is not used in a merely qualifying sense; as m Caesar, having conquered his enemies, returned to Rome. ○○ To indicate the omission of a word, especially a verb; as, )A Rama received a Parker pen; Hari, a watch. ○○ To separate short co-ordinate clauses of a Compound sentence; as, The rain descended, and the floods came. I came, I saw, I conquered. (c ○○ To mark off a direct quotation from the rest of the sentence; as, Amity Directorate of Distance & Online Education  Business Communication 27 He said to his disciples, “ Watch and pray.” Notes e ○○ Before certain co-coordinative conjunctions; as, To act thus is not wisdom, but folly. in ○○ To separate a Noun clause- whether subject or object- preceding the verb; as, Whatever is, is right. nl ○○ To separate an Adverbial clause from its Principal clause; as, When I was a bachelor, I lived by myself. O When the adverbial clause follows the Principal clause the comma is frequently omitted; as, Seek to please if thou wouldn’t be happy. ity C. The Semicolon represents a pause of greater importance than that shown by the comma. It is used: ○○ To separate the clauses of compound sentence, when they contain a comma; as, s He was a brave, large-hearted man; and we all honored him. ○○ To separate a series of loosely related clauses; as, er Her court was pure; her life serene; D. The Colon marks a still more complete pause than that expressed by Semicolon. It v is used (some-times with a dash after it) ○○ To introduce a quotation; as, ni Bacon says: reading makes a full man, writing an exact man, speaking a ready man.” U ○○ Before enumeration, examples, etc.; as, The limitation of armaments, the acceptance of arbitration as the natural solvent of international disputes, the relegation of wars of ambition and aggression to the categories of obsolete follies: these will be milestones, which ity mark the stages of the road. ○○ Between sentences grammatically independent but connected in sense; as, Study to acquire a habit of thinking: no study is more important. m E. The Question Mark is used, instead of the full stop, after a direct question; as Have you written your exercise? But the question mark is not used after an indirect question. )A F. The Exclamation Mark is used after Interjections and after Phrases and Sentences expressing sudden emotions or wish; as, Alas! Oh Dear! (c What a terrible fire is this! Amity Directorate of Distance & Online Education  28 Business Communication G. Inverted Commas are used to enclose the exact words of a speaker or a quotation; Notes e as, “ I would rather die,” he exclaimed, “than join the oppressors of my country.” in H. The Dash is used: ○○ To indicate an abrupt stop or change of thought; as, nl If my husband were alive-but why lament the past? ○○ To resume a scattered subject; as, O Friends, companions, relatives- all deserted him. I. The Hyphen- a shorter line than dash- is sued to connect the parts of compound word; as, ity Passer-by, man-of-war, jack- of-all-trades. J. Parentheses or double dashes are used to separate from the main part of sentence or clause, which does not grammatically belong to it. K. The Apostrophe is used s ○○ To show the omission of a letter or letters. er ○○ In the Genitive case of nouns. ○○ To form the plural of letters and figures. v 1.1.4 Sentence Structure What is sentence? Two or more than two words written to create meaning in an ni order is known as a sentence. She goes to the market is a sentence. The above sentences hold a meaning. If this would have been meaningless, it will not be called as sentence. U Sentences are of four kinds. 1. Those which make statements or assertions; as, She sat on a wall. ity 2. Those which ask questions; as, Where do you work? 3. Those which express commands, requests or entreaties; as Have mercy upon us, be silent. 4. Those that express strong feeling as, how cold the night is! What a shame! m A sentence that makes a statement or assertion is called Declarative or Assertive Sentence. )A A sentence that asks a question is called Interrogative sentence. A sentence that expresses command is called Imperative sentence. A sentence that expresses strong feeling is called exclamatory sentence. (c Amity Directorate of Distance & Online Education  Business Communication 29 Sentence types: One approach to order sentences is by the conditions they Notes e contain. (A condition is an aspect of a sentence containing a subject and a predicate.) Here are the 4 sentence types: in Simple: Contains a solitary, free provision. I don’t care for dogs. nl Our school basketball team lost their last round of the period 75-68. The old inn inverse the bus stop in the focal point of the town is most likely going to O be wrecked toward the finish of one year from now. Compound: Contains two free provisions that are joined by an organizing combination. (The most widely recognized planning conjunctions are: be that as ity it may, or, and, so. Keep in mind: boas.) I don’t care for dogs and my sister doesn’t care for cats. You can compose on paper, or you can utilize a PC. s A tree fell onto the school rooftop in a tempest, yet none of the understudies was harmed. er Complex: Contains an autonomous condition in addition to at least one ward provisions. (A reliant proviso begins with a subjecting combination. Models: that, v on the grounds that, while, in spite of the fact that, where, if.) I don’t care for dogs that bark at me when I go past. ni She got my work done, while her dad prepared supper. You can compose on paper, albeit a PC is better on the off chance that you need to U address botches without any problem. Note: A needy provision remaining solitary without an autonomous condition is known as a piece sentence - see beneath. ity Compound-complex: Contains at least three provisos (of which at any rate two are autonomous and one is reliant). I don’t care for dogs, and my sister doesn’t care for felines since they make her m wheeze. You can compose on paper, yet utilizing a PC is better as you can without much of a stretch right your slip-ups. )A A tree fell onto the school rooftop in a tempest, however none of the understudies was harmed, albeit a large number of them were in homerooms at the head of the structure. (c General advice: Writing that contains generally short, straightforward sentences can be uninteresting or in any event, aggravating to peruse. Composing that comprises Amity Directorate of Distance & Online Education  30 Business Communication of generally long, complex sentences is typically hard to peruse. Great journalists, Notes e thusly, utilize an assortment of sentence types. They likewise periodically start mind boggling (or compound-complex) sentences with the needy proviso and not the autonomous condition. in In spite of the fact that it was pouring, we chose to go fishing. In the event that it doesn’t rain soon, the waterway will dry out. nl Since the street was frigid and the driver was going excessively quick, he couldn’t slow down in time when a fox ran into the street before him. O Note: Sentences can likewise be arranged by their capacity. Note: Independent provisions are additionally called fundamental conditions. Subordinate provisos are additionally called subordinate statements.