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# 17 The Luncheon Somerset Maugham ## About the Author Somerset Maugham was a novelist, a dramatist, and a short story writer. He was born in Paris on January 25, 1874, and spent his early years in a French-speaking society. He was educated at King's School, Canterbury, and at Heidelberg Universit...

# 17 The Luncheon Somerset Maugham ## About the Author Somerset Maugham was a novelist, a dramatist, and a short story writer. He was born in Paris on January 25, 1874, and spent his early years in a French-speaking society. He was educated at King's School, Canterbury, and at Heidelberg University, West Germany. He wrote his first novel, *Liza of Lambeth*, in 1897. He wrote numerous novels, plays and stories including: *Of Human Bondage, The Moon and Sixpence, Cakes and Ale, and The Razor's Edge*. He died in 1965. ## Introduction to the Story The word 'luncheon' is a formal lunch or an afternoon party where a light meal is served. The narrator describes an unforgettable lunch with a woman she had met years before. The narrator was young and struggling financially and could hardly afford a meal when he invited the woman to lunch. He was surprised to see her choose a very expensive restaurant. She chose a very expensive meal that he could not afford The narrator was embarrassed and felt that he had to pay for the bill with the little money he had to live for a whole month. ## The Luncheon The narrator caught sight of the woman at a play and went over to sit with her during the intermission. He hardly recognized her. The woman reminded him of their first meeting when she had invited him to lunch. The narrator remembers his encounter with this woman. He was living in Paris and could hardly afford to live. She read one of his books and wrote to him saying that she would like to have a chat with him. The woman invited him to lunch at Foyot's which was a restaurant for French Senators. The narrator knew that he could not afford to eat there but he was flattered and did not know how to say no. He had only eighty francs to last the rest of the month. He agreed to meet her at Foyot's on Thursday at half-past twelve. The narrator remembers that the woman, a charming woman of forty, had an imposing appearance than attractive. The woman said that she never eats anything for luncheon. She did not order an expensive meat but opted for a salmon. The narrator ordered a mutton chop for himself but the woman criticized him for eating meat because it was too heavy and would affect his work. He ordered the most expensive item on the menu- giant asparagus. The woman said that this was only because he was having a conversation and that she could not possibly eat anything more because she had eaten a *snack*. At last she finished with an ice-cream and coffee. The narrator was shocked when he realized the bill was much higher than what he had expected. He was left with nothing in his pocket. The woman told him to follow her example and never eat more than one thing for luncheon. The narrator got his revenge when he saw the woman twenty-one stones. ## Summary and Analysis The title of the text, *The Luncheon*, is quite ironic. The author uses irony and humor to show how easily people can be fooled by appearances. Maugham's story is about the importance of understanding that appearances are not always what they seem. # 18 How Much Land Does A Man Need? Count Leo Tolstoy ## About the Author Leo Tolstoy was born in Russia into a wealthy and powerful family. He established a new religion called Tolstoyism that was based on the idea that resisting evil is not the right choice. He is regarded as one of the greatest novelists, short story writers, religious philosophers, and social reformers of this century. He wrote *War and Peace* and *Anna Karenina*. He died in 1910. ## Introduction to the Story The theme of the story is that greed is a very dangerous temptation. Tolstoy tells that greed starts with a desire for the possessions of others. Tolstoy tells the story of a man named Pahom who wished that he had plenty of land. He was encouraged by the Devil to wish that he had plenty of land. Pahom's greed got him into trouble with his neighbors. He ended up wanting more land because he was scared of these disagreements and wanted to move to a larger plot of land where there were less conflicts. Pahom sought out to find a new plot of land and he traveled to a place where he was told that the peasants had plenty of land. He sold all his possessions to move to that new location. Pahom was told by the Bashkirs that he could own all the land that he could go around in a day. Pahom was excited by the offer but he had a terrifying dream that he was dead, and he awoke horror-struck. When the morning came, Pahom started walking and he kept thinking of how much land he could gain. He walked for a whole day and was so exhausted that he died. The Baskiks had to bury him and six feet from his head to heels was all the land he needed. ## Summary and Analysis Tolstoy's story shows us that it is not easy being a man in this world. The story stresses that it is important to look beyond the material and consider the needs that we have in a worldly sense and also the needs that we have when considering our spiritual world. # 19 The Night Train at Deoli Ruskin Bond ## About The Author Ruskin Bond is an Indian author. He was born in Kasauli, British Indian Ocean Territory on May 19, 1934. He is considered to be an icon among Indian writers and children's authors. He first wrote *The Room on the Roof*, a novel, when he was 17 years old. He has written numerous short stories, novels, essays, poems and more. He won the Sahitya Akademi award in 1992 and the Padma Bhushan award in 1999. ## Introduction to the Story The Night Train at Deoli is a story of young-age attraction towards the other gender. The author very deftly presents the story with great sensitivity. The story takes place at a train station called Deoli, a small station about thirty miles from Dehra. The narrator describes the small train station in vivid detail. The train would only stop for ten minutes to allow passengers to get off of or get on to the train and then it would continue through the forests. The narrator remembers meeting a girl with dark smoldering eyes. The narrator is instantly attracted to the girl. He hardly knows her but he felt a tenderness for her that he never felt before. The narrator is determined to find her but even though he goes back to Deoli, he never gets off the train. He is afraid to find out what happened to her. He hopes and dreams that he will see her again. ## Summary and Analysis This is a simple story but the narrator's feelings for the girl are complex and touching. It explores the idea that sometimes it is better to keep believing in the possibility of love than to find out the truth. # 20 No Men are Foreign James Kirkup ## About the Poet James Kirkup was born in South Shields, England in 1919. He wrote autobiographies, novels, and plays but he is best known for his poetry. His poems are noted for their vividness. He was elected a Fellow of the Royal Society of Literature. He died in 2009. ## Introduction to the Poem James Kirkup's poem, *No Men Are Foreign*, is an example of the poetry of instruction and moral inspiration. It aims to preach the message of universal brotherhood of God and brotherhood of man. He emphasizes that people of different nations are alike in every respect: in fate, in times of joy and sorrow, and in their times of happiness. He encourages us not to consider anyone strange, to not think of anyone as 'foreign'. He emphasizes that we are all children of God and we should not desecrate our Earth by waging wars. ## Text Remember, no men are strange, no countries foreign Beneath all uniforms, a single body breathes Like ours: the land our brothers walk upon Is earth like this, in which we all shall lie They, too, aware of sun and air and water, Are fed by peaceful harvests, by war's long winter starv'd. Their hands are ours, and in their lines we read A labour not different from our own. Remember they have eyes like ours that wake Or sleep, and strength that can be won By love. In every land is common life That all can recognise and understand. Let us remember, whenever we are told To hate our brothers, it is ourselves That we shall dispossess, betray, condemn. Remember, we who take arms against each other It is the human earth that we defile. Our hells of fire and dust outrage the innocence Of air that is everywhere our own, Remember, no men are foreign, and no countries strange. ## Summary and Analysis The poem stresses the fact that men might belong to different races, nations, but are basically bound by a common bond; they all feel pain when hurt and shed tears on the loss of someone close. The poem further says that wars should not break this common bondage. In destroying another country we are destroying our own Earth. It underlines the fact that the people of different countries have the same physical and emotional experiences. The poem is clearly a strong message for universal brotherhood. # 21 If Rudyard Kipling ## About the Poet Rudyard Kipling was a poet, essayist, novelist, journalist, and short story writer. He won the Nobel Prize for literature in 1907. He was born in Mumbai, India, at the end of the year 1865. He died in 1936. ## Introduction to the Poem If is perhaps Kipling's most famous poem. The poem is structured into four rhymed stanzas and has a total of thirty-two lines. The poem is conceived as a fatherly address and contains a set of 'rules' for living. The poem is both inspirational and motivational. It provides the imaginary son that the poet addresses with a set of norms -expressed as advice that one must adhere to in life. The themes include integrity and self-development during adulthood. ## Text If you can keep your head when all about you Are losing theirs and blaming it on you; If you can trust yourself when all men doubt you, But make allowance for their doubting too; If you can wait and not be tired by waiting, Or, being lied about, don't deal in lies, Or, being hated, don't give way to hating, And yet don't look too good, nor talk too wise; If you can dream - and not make dreams your master; If you can think - and not make thoughts your aim; If you can meet with triumph and disaster And treat those two imposters just the same; If you can bear to hear the truth you've spoken Twisted by knaves to make a trap for fools, Or watch the things you gave your life to broken, And stoop and build 'em up with wornout tools; If you can make one heap of all your winnings And risk it on one turn of pitch-and-toss, And lose, and start again at your beginnings And never breath a word about your loss; If you can force your heart and nerve and sinew To serve your turn long after they are gone, And so hold on when there is nothing in you Except the Will which says to them: "Hold on"; If you can talk with crowds and keep your virtue, Or walk with kings -nor lose the common touch; If neither foes nor loving friends can hurt you; If all men count with you, but none too much; If you can fill the unforgiving minute With sixty seconds' worth of distance run Yours is the Earth and everything that's in it, And - which is more - you'll be a Man my son! ## Summary and Analysis The poem is touching in its sincerity and is full of humility and warmth. It is a classic of English literature since it was first written in 1895. The poem deals with moral lessons and conduct. The advice that the father gives to his son is about how to grow to be a better person and a true man. The father reminds his son that he will be a man if he can stick to his values and not be carried away by others. # 22 Where the Mind is Without Fear Rabindranath Tagore ## About the Poet Rabindranath Tagore was the youngest son of the Debendranath Tagore, who was a leader of the Brahmo Samaj, a new religious sect in the 19th century. He was educated at home but did not finish his studies when he went to England for formal schooling. He managed the family's estates and started a school at Shantiniketan. He also participated in the nationalist movement in India. He was knighted by the British in 1915 but he resigned the honor in protest against British policies in India. He is best known as a poet. He won the Nobel Prize for Literature in 1913 for his book of poems, *Gitanjali*. He died in 1941. ## Introduction to the Poem "Where the Mind is Without Fear" by Rabindranath Tagore is one of his most famous and widely read poems. It was originally composed in Bengali in 1900 and it appeared in the volume called *Naibedya* in 1901. He translated the poem into English in 1911. The poem is written in the form of a prayer to the God. It is in the voice of someone who is yearning for a true freedom for their country. ## Text Where the mind is without fear and the head is held high; Where knowledge is free; Where the world has not been broken up into fragments by narrow domestic walls; Where words come out from the depth of truth; Where tireless striving stretches its arms towards perfection; Where the clear stream of reason has not lost its way into the dreary desert sand of dead habit; Where the mind is led forward by thee into ever- widening thought and action......... Into the heaven of freedom, my Father, let my country awake. ## Summary and Analysis In this poem, Tagore calls on God to help his country to awaken to a heaven of freedom. He wants a country where people are fearless and free. He wants a nation where people are truthful and where the pursuit of knowledge is encouraged. The poem expresses the desire for a country that is united and where narrow domestic walls- that is prejudice and superstition- don't divide the population into groups. ## 23 Job Application and Curriculum Vitae Writing The objective is to prepare for an interview and find ways to get a job call. There are two steps: writing a job application letter and a resume. ### Job Application The job application letter is a formal document that is attached to a resume. It is short and only about three paragraphs. The purpose is to pique the interest of the recruiter so they will read the resume. The job application letter has three sections: - The introductory paragraph should be attention-grabbing and highlight the candidate's strengths. - The body paragraph should highlight the candidate's strengths, experiences, qualifications, and skills. - The conclusion should express the candidate's eagerness for an interview. The candidate should be flexible regarding the time and date of the interview. They should also make it clear how to reach them. ### Resume The resume is a document that describes your past achievements and your future expectations. It includes information about your education, work experience, skills, accolades, and any special skills that you may have,. A resume should be well-written and organized. ### Tips for Writing a Resume - **Analyze Yourself**: Before writing a resume, evaluate yourself in regard to education, work experience, skills, and personal traits. - **Frame the Resume around Your Strengths**: Highlight your best strengths. - **Organize your resume**: Divide the resume in to segments (education, experience, skills...) and organize them accordingly. - **Start your Resume with Personal Information**: Include your name, address, phone number, and email address in the top center or top right corner of the resume. - **Objective Statement**: The objective should be a brief summary of your area of expertise and career interests. ### Tips for Writing an Effective Resume - **Use a Professional Font. ** - **Be Consistent.** - **Pay attention to spelling and grammar.** - **Choose strong action verbs.** - **Keep it short and to the point.** - **Include an objective statement.** - **Provide an accurate work history.** ### Sample Job Application This is an example of a job application letter to a Management (HR) at ABCs Consulting. **The Manage (HR)** ** ABCs Consulting IT Park, Chandigarh. Dear Sir, 05 January 2017 The job requirements for application architect advertised by your company in *The Hindu*, dated 25 December, 2016 tempts me to apply for this position. I feel confident as I fulfill the criterion mentioned in the advertisement. During my first year B. Tech. in Rajasthan Technical University (Kota), I got highly fascinated by the real life application of computer programming techniques. Their implementation to provide ingenious cyber solution attracted me more. Pursuing my interest, I opted for three core-elective courses which specialized in application-based programming skills. It would really be a learning and working experience to apply my skills in your esteemed organization. I hope to get an interview call so that I can prove my suitability for this post. Yours faithfully, Swati Verma** ### Sample Curriculum Vitae This is an example of a curriculum vitae: **Pawan Dubey C-63, Vivekanand Hostel, University College of Engineering Rajasthan Technical University Kota (Rajasthan) Contact: 09123456789 e-mail: [email protected] Career Objectives To work in a professionally managed corporate environment where I will have the opportunity for learning and growth, and my competence will get the enhancement to increase the productivity and effectiveness of the organization. Academic Credentials ✓ B. Tech. Electrical and Electronics from RTU, Kota in 2012. ✓ Senior Secondary examination (CBSE) in 2008 with an aggregate marks of 91.2% ✓ Higher Secondary examination (CBSE) in 2006 with an aggregate marks of 94.4% Achievements and Projects ✓ Represented the team to Techfest 2010 (technical festival of IIT, Bombay) in a programming competition named 'Code maestors' and came seventh in the final. ✓ Submitted a project titled 'Electro Vault' in Impulse 2010 (technical festival of RTU, Kota) ✓ Won first prize in a programming competition named 'Code Bust' in my first year during Impulse 2009 ✓ Awarded Certificate of Merit from CBSE for being among the top 0.1% students in Mathematics. ✓ Awarded a Certificate of Merit for being placed in National Top 1% in Physics Olympiad in 2008. ✓ Received merit certificate in Hindi in 10th standard from Hindi Academy, Delhi. Computer Skills Six month diploma in Computer Hardware with first division in 2005. Being a computer engg, I have working knowledge of many software, and am passionate about using and exploring new software. ✓ Operating Systems worked on: Windows (from Win-95 up to Vista), Linux. ✓ Computer Language: C, C++, Java, Visual Basic, MATLAB. Personal Details ✓ FATHER'S NAME Mr. Rakesh Dubey ✓ DATE of BIRTH 20 September 1990 ✓ MARITAL STATUS Single ✓ LANGUAGE Hindi, English ✓ NATIONALITY Indian ✓ HOBBIES Playing football, computer games, listening to music, surfing and chatting. ✓ PERSONALITY TRAITS Analytical, hardworking with good learning power. (Pawan Dubey)** ## 24 Business Letter Writing Business letter writing is a key skill in the world of work Business letters are written for a variety of reasons from a formal complaint to a request for an account to placing an order. They are both personal and professional. A successful business letter is well-organized, polite, and to the point. A standard business letter typically has the following parts: - **Return Address:** Include your address in the top left corner. - **Date:** Put the date in Month Day Year format on the right side of the page. - **Inside Address:** Includes the name, title and address of the recipient. - **Salutation** Begin with the salutation that is appropriate for the letter. - **Subject Line:** Keep it simple and brief. It should be written as **Subject: *Title of Subject.* ** - **Body:** Divide the body into the opening, middle and closing segments. The opening should be a friendly greeting that introduces the purpose of the letter. The middle segment should provide details supporting the purpose of the letter. The closing segment restates the purpose and may include a call to action. - **Closing:** Formal closings include **"Sincerely,"** or **"Sincerely yours,"**. The closing is followed by the writer's signature. - **Signature:** Include your handwritten signature followed by your printed name, and in some cases, the name of the company or organization. - **Enclosure:** If there are any enclosures, include the word "Enclosure" at the end of the letter. If there are multiple enclosures, you would use the word "Enclosures (#)" The number indicates the number of documents enclosed. ## Modified Block Format This is another format for writing business letters. The difference is that the body of the letter is flush left and single-space even though the paragraphs are separate. ### Sample Modified Block Format **Return Address Line 1 Return Address Line 2 Date (Month Day, Year) Mr/Mrs/Ms/Dr Full name of recipient. Title/Position of Recipient Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name Subject: Title of Subject Body Paragraph 1. Body Paragraph 2. Body Paragraph 3 Closing (Sincerely...) Signature Your Name (Printed) Your Title (Optional) Enclosures (2)** ### Addressing an Envelope - **Return Address:** Include your name and address in the upper left corner. - **Recipient's Address:** Include the recipient's name and address in the middle-center of the envelope. - **Stamp:** Place postage stamp in the upper right corner. ## Complaint Letter A complaint letter is an expression of dissatisfaction; it expresses disappointment about a product, service, or other occurrence. It is important to stick with facts, avoid putting emotions into the letter. ### Sample Complaint Letter This is a complaint letter to The General Manager of the Dhanbad Telecom District. **July 5, 2017 The General Manager Dhanbad Telecom District Bharat Sanchar Nigam Lid Dhanbad Dear Sir, I would like to point out a billing error in my May and July telephone bills. According to the May bill (see copy attached), I had to pay an arrear of Rs, 4391/-for January and March bills. As these bills were already paid in April 2012, I pointed out the error to the accounts officer (TR), Dhanbad, and he assured me that the error would be corrected. However, in my July bill (copy attached), the same arrear has appeared again. Moreover, my telephone number 2203821 has been disconnected because your computer claims that I have not paid the telephone bill for more than three months. Please correct this error and instruct the concerned department to reconnect my telephone without any reconnection charge. I have enclosed the receipts for all the bills paid by me since April 2012. I appreciate your cooperation in this matter. Sincerely, Dulal Chakarvarthy 14, Luby Circular Road Dhanbad-826004** ## Writing an Inquiry Letter Inquiry letters are used to request information or clarifications. It is important to write the purpose of the letter clearly and concisely. ### Sample Inquiry Letter This is an example of a letter of inquiry that is being written by the Training Manager of Apex Corporate Training to Jadeja Tours and Travels. **June 17, 2017 Mr. Shiv Kumar Training Manager Apex Corporate Training Pvt. Ltd. C-28, Ajmal Road, Delhi-110052 Dear Mr. Kumar, Please provide information regarding training courses for field staff involved in aggressive selling of tour packages. We presently have 24 sales trainees who need intensive training in sales and marketing skills. Kindly send us the following information to enable us to choose the right course for them. 1. List of the courses best suitable for sales staff 2. Duration of each course 3. Course content 4. Fee structure We would be glad if you could send us the information before July 25. We look forward to hearing from you. Sincerely Sd/- RK Verma General Manager** ## Replies to Inquiry Letters A reply to a letter of inquiry is a letter giving the information requested. **Sample Positive Response Letter:** *This is an example of a positive response letter that is being written by the Sales Manager of A.K. Computers to Abhay Trading Corporation. * **July 9, 2017 Dinesh Jain Purchase Manager Abhay Trading Corporation Court Lane, Civil Lines, Delhi Dear Mr. Jain, As you requested, we are sending you detailed information about the HP Scan jet 3200c model, and our business terms, in the enclosed booklet. We are main dealers of HP scanners in South India and would be privileged to do business with reputed companies like yours. You could also visit our website www.akcomputers.com to receive more information about our company and a list of our customers. We hope that the enclosed information will help you make your decision. Just send us an e-mail if you need any other information. We look forward to receiving a purchase order form you. Sincerely, Sd/- Mr. Aakash Gupta Sales Manager** **Sample Negative Response Letter:** *This is an example of a negative response letter that is being written by the Training Manager of RS Consultants to Sheena Bhaskar. * **March 10, 2017 Ms. Sheena Bhaskar C-25, M.G. Road, Ernakulam-307958 Dear Ms. Sheena, We appreciate your efforts to improve the professional knowledge and skills of your sales staff, and would be privileged to arrange training courses for reputed companies like yours. We are privileged to arrange training courses for big companies to organize training programmes for their sales staff. However, we conduct only ten sales training courses in a year. We have already finalized the list of the companies for whom we are going to conduct the courses during 2017-2018. Therefore, we are not in a position to give you the course details, and other related information for this year. We thank you for your interest in our organisation and its training packages. If you wish, we would be glad to include your name in the list of companies for the session 2018-2019. With best wishes, Your sincerely, Sd/- Samar Singh Chauhan Training Manager** ## Writing- Placing an Order This is a straight-forward letter that orders goods, services, or merchandise. ### Sample Placing Order Letter *This is an example of a letter placing an order from Shree Trading Corporation to A.K. Computers* **May 21, 2017 Mr. Manish Saxena Sales Manager A.K. Computers Ajmer Road, Jaipur-302006 Dear Mr. Saxena, Please send the following items on the business terms agreed upon: Catalogue No. Item Description Quantity 128 HP Pavilion T2501 Desktop 05 236 HP ScanJet 3200C 05 We would be grateful if you could send the items duly insured. The insurance charge may be included in the bill. We would appreciate receiving the items by June 15, 2017. As desired, we would make the payment by crossed bank draft.. Sincerely, Sd/- Ramesh Khatri Purchase Manager** ## Writing Sales Letters Sales letters are persuasive messages that try to persuade the reader to believe the sender. They are used in mail marketing, involving the sale of goods and services. They can also be used to introduce a new product or idea. ### Sample Sales Letter *This is an example of a sales letter from BHFC to a Chartered Accountant. * **July 5, 2017 Mr. Somnath Pan Chartered Accountant 9, Cama Street, Kolkata Dear Mr. Pan: You want to own dream house and visit a bank. The loan officer tells you about the loan formalities, preconditions, payment modules, and so on. You have so many questions, doubts, queries but the man goes on talking. Well, visit our office. Our expert loan counsellors have a unique way of giving you advice. They listen. At BHFC, before we offer you advice, we listen to your concerns. After all, we understand that buying a home is the single largest investment for you. Our counsellors offer you expert advice on all your home loan issues. Our Personalized Loan Counselling includes: * Advice on property related queries and title of documents. * Structuring EMIs for to tax benefits. * Guidance on your entitlements for larger loan amounts. * Options for moving to a larger home. Talk to us today. Call PLD Home Loan. Ph. No. 2321 5060. We are here for you. Sincerely, Vivek Srivastava Manager, PLD** ## Claim Letters Claim letters are used to make claims due to unsatisfactory work or products. They are used when companies have made contracts with another party and the party was not satisfied because the work was not up to standard. ### Sample Claim Letter *This is a sample claim letter to the General Manager of Dhanbad Telecom District. * **July 5, 2017 The General Manager Dhanbad Telecom District Bharat Sanchar Nigam Lid Dhanbad Dear Sir, I would like to point out a billing error in my May and July telephone bills. According to the May bill (see copy attached), I had to pay an arrear of Rs. 4391/-for January and March bills. As these bills were already paid in April 2012, I pointed out the error to the accounts officer (TR), Dhanbad, and he assured me that the error would be corrected. However, in my July bill (copy attached), the same arrear has appeared again. Moreover, my telephone number 2203821 has been disconnected because your computer claims that I have not paid the telephone bill for more than three months. Please correct this error and instruct the concerned department to reconnect my telephone without any reconnection charge. I have enclosed the receipts for all the bills paid by me since April 2012. I appreciate your cooperation in this matter. Sincerely, Dulal Chakarvarthy 14, Luby Circular Road Dhanbad-826004** ## Paragraph Writing A paragraph is a cluster of related sentences which develop a single idea. It is essential that the paragraph is unified and well-organized. There should be a smooth flow from one sentence to the next. The main ideas of a paragraph are typically presented in a topic sentence. This sentence could be at the beginning, in the middle, or at the end of paragraph. The other sentences should either expand, illustrate, explain, support, or strengthen the topic sentence. The length of a paragraph can vary according to the type of composition but it should be between 2 - 10 lines. ### Principles of Paragraph Writing * **Purposeful:** Make sure that the paragraph serves a purpose. * **Unity:** All sentences should relate to the main topic of the paragraph. * **Coherence:** The sentences should flow smoothly and logically. * **Proper Length:** Use a range of 2-10 lines for each paragraph. * **Variety and Emphasis:** Vary the length of the sentences to create a more interesting read. It is also important to use emphasis by utilizing different sentence structures. # 16 Report Writing A report is a detailed description of a topic, findings from an investigation, an analysis of a problem, or recommendations. Reports are often written in the business world to communicate findings or recommendations to a higher authority . They may be in the form of a letter, a memorandum, or a formal report. ## The Main Features of Reports - They should be clear, concise, and accurate. - They should use a formal, professional tone. - They should use a logical structure. - They should cite all sources. - They should usually include recommendations. - They should be free from errors in grammar and spelling. ### The Different Types of Reports - **Informative and Analytical Reports** Present data or facts and analyze them. - **Periodic reports** Are written at regular intervals. - **Oral Reports** Are delivered in person. - **Written Reports** Are in the form of letters, memorandums or formal reports. ## Types of Reports: - **Informal Reports:** Informal reports are written as letters or memos, often for internal communication. - **Formal Reports:** Formal reports are written following a standard format. - **Statutory Reports**: These are reports that are required by law. - **Non-Statutory Reports:** These reports are not required by law but are prepared to aid in decision-making. - **Routine Reports:** Are prepared at regular scheduled intervals to give information about business. - **Special Reports:** Are prepared for specific situations such as a report on a new product or a report on a crisis. - **Fact-finding Reports:** Present data - **Problem-Determining Reports:** Present data and analyze the causes of the problems. - **Technical Reports:** Present data on a specific technical topic. - **Individual Reports:** Are written by a single person. - **Committee Reports:** Are written by a group of people. ## Importance of Reports Reports are very important to organizations and in helping businesses run efficiently. There are many reasons why reports are important: - They help to make better decisions. - They help to communicate information effectively. - They help to identify problems and areas for improvement - They help to ensure that everyone in the organization is aligned on strategy. - They help to track progress and measure success. ## Principles of Report Writing - **Purpose**: The report should have a clear purpose, - **Organization:** The report should be well-organized and follow a logical structure, - **Clarity:** The report should be written in clear and concise language. - **Brevity:** The report should be brief and to the point. - **Scheduling:** The report should be prepared on a schedule so it can be communicated in a timely manner. - **Cost:** The cost of preparing and printing the report should be reasonable. ## The Process of Report Writing 1. **Collect the Material:** Gather all relevant information, notes, documents, etc. about the topic. 2. **Plan the Report:** Determine the purpose of the report, who will be reading it, and what kinds of information are needed. 3. **Draft the Report:** Start drafting the introduction. Include the purpose of the report, the heading, and the summary. Then draft the body of the report and end it with the conclusion and recommendations. 4. **Edit the Report:** Carefully examine the report for grammar, spelling, punctuation and other errors. 5. **Formalize the Report:** Finalize the report by ensuring that the report includes all the required information, the title, the terms of reference, the body, a conclusion, and recommendation, and citations. ## Sample Official Report This is an example of an official report from the Chief Medical and Health Officer to the Director of Medical and Health Services in Rajasthan. **From: Dr. Sanjay Chawla Chief Medical and Health Officer Medical and Health Services District: Jhalawar (Raj.) Date: 20 September 2016 To: Dr. Rashmi Agrwal Director Medical and Health Services Jaipur (Rajasthan) Title: Deaths due to malaria fever. Terms of reference: As instructed by the Minister of State (Medial and Health Services, Jaipur) a survey was conducted to look into the matter of about ten deaths due to malaria fever in three villages in Jhalawar district. Findings: The writer visited the three villages of Jhalra Patan, Asnawar and Eklera to confirm the above reports and study the present situation. The findings of the study are as follow: a. According to the records of the Government Primary Health Centres and private nursing homes, the number of patients diagnosed with malaria fever was 3 in Jhalra Patan, 4 in Asnawar and 2 in Eklera. b. While 3 patients suffered