Communication Skills in English - I Notes PDF

FYBAF/BMS/BFM Semester I Communication Skills in English – I [AEC] [Course Code: UC-FFM-105] UNIT I: Letters 1. Job Application Letter with Resume 2. Statement of Purpose 3. Letters to the Editor 4. Sales/Promotion Letters UNIT II: Data Interpretation Students will learn to read and interpret maps, pie charts, tables, line and bar graphs, and flow charts and express the same in a paragraph form. (Note: Other important forms of visual communication may also be introduced to students. However, they will be tested only on the above forms in the examination.) UNIT III: Essay 1. Reflective 2. Analytical 3. Persuasive/Argumentative Reference Books Bansal, R.K. and J.B. Harrison, Spoken English: A Manual of Speech and Phonetics New Delhi:Orient Black Swan, 4th edn, 2013). Bellare, Nirmala. Reading Strategies. Vols. 1 and 2. New Delhi. Oxford University Press, 1998.Bhasker, W. W. S & Prabhu, N. S.: English through Reading, Vols. 1 and 2. Macmillan, 1975. Brown, Ralph: Making Business Writing Happen: A Simple and Effective Guide to Writing Well. Sydney: Allen and Unwin, 2004. Dev, Anjana Neira (2009). Creative Writing: A Beginner’s Manual. Pearson, Delhi, 2009. Doff, Adrian and Christopher Jones. Language in Use (Intermediate and Upper Intermediate). Cambridge: CUP, 2004. Doughty, P. P., Thornton, J. G. Language in Use. London: Edward Arrold, 1973.Eastwood, John. (2005) Oxford Practice Grammar. Oxford, OUP Freeman, Sarah. Written Communication. New Delhi: Orient Longman, 1977. Glendinning, Eric H. and Beverley Holmstrom. Second edition. Study Reading: A Course in Reading Skills for Academic Purposes. Cambridge: CUP, 2004 Grellet, F. Developing Reading Skills, Cambridge: Cambridge University Press, 1981. Hamp-Lyons, Liz and Ben Heasiey. Second edition. Study Writing: A Course in Writing Skills for Academic Purposes. Cambridge: CUP, 2006 Jakeman, Vanessa and Clare McDowell. Cambridge Practice Test for IELTS 1. Cambridge: CUP,1996. Maley, Alan and Alan Duff. Second Edition. Drama Techniques in Language Learning Cambridge: CUP, 1983. Mohan Krishna & Banerji, Meera: Developing Communication Skills. New Delhi: Macmillan India, 1990. Mohan Krishna & Singh, N. P. Speaking English Effectively. New Delhi: Macmillan India,1995. Morley, David. The Cambridge Introduction to Creative Writing. Cambridge, New York, 2007. Narayanaswami, V. R. Organized Writing, Book 2. New Delhi: Orient Longman. Reading & Thinking in English, Four volumes The British Council Oxford University Press, 1979-1981. Lesikar, R.V. & Flatley, M.E.; Basic Business Communication Skills for Empowering the Internet Generation, Tata McGraw Hill Publishing Company Ltd. New Delhi. Ludlow, R. & Panton, F.; The Essence of Effective Communications, Prentice Hall of India Pvt. Ltd., New Delhi. Sasikumar, V., Kiranmai Dutt and Geetha Rajeevan. A Course in Listening and Speaking I &II. New Delhi: Foundation Books, Cambridge House, 2006. Savage, Alice, et al. Effective Academic Writing. Oxford: OUP, 2005. Wallace, Michael. Study Skills. Cambridge: CUP, 2004. Widdowson, H. G.: English in Focus. English for Social Sciences. Oxford University Press Webliography: 1. http://www.onestopenglish.com 2. 2. www.britishcouncil.org/learning-learn-english.htm 3. 3. http://www.teachingeng1ish.org.uk 4. 4. http://www.usingenglish.com? 5. 5. Technical writing PDF (David McMurrey) 6. 6. http://www.bbc.co.uk/ 7. 7. http://www.pearsoned.co.uk/AboutUs/ELT/ 8. 8. http://www.howisay.com/ 9. 9. http://www.thefreedictionary.com/ 10. 10.https://www.merriam-webster.com/games 11. 11.https://www.nytimes.com/puzzles/letter-boxed 12. 12. Jon Ingold - Sparkling Dialogue: A Masterclass.” YouTube, 1 Dec. 13. 2018,www.youtube.com/watch?v=_vRfNtvFVRo. Summative Assessment: QUESTION PAPER PATTERN Duration: 1 hour Marks: 30 Q.1 Letters (1 out of 2) [Unit I] (10 marks) Q.2 Data Interpretation (150 words) [Unit II] (10 marks) (Students will present a summary of the visual data given) Q.3 Essay (1 out of 2) (200-250 words) [Unit III] (10 marks) Total Marks: 50 i) Summative Assessment: 30 marks Duration: 1 hour Pattern: 3 Questions of 10 marks each ii) Formative Assessment: 20 marks UNIT I: LETTERS Introduction to Written Communication - Need and Importance of Business Correspondence: Good business letter convinces reader to act upon the message. Good layout creates good impression. Written communication is precise and clear. Written correspondence can be filed for future reference – legal matters, settling complaints of customers. Letter is an economical means of communication. Good business letter creates goodwill. Letters facilitate settlement such as complaint letters and adjustment letters. Letter can convince and persuade receiver to respond positively and promptly. Parts of Business Letter: Letterhead – Name, address, telephone number Date – Date, month and year (eg. 19th October, 2020) Reference Number – Reference number of letter regarding dues collection – DC/JN(party)/213/20(letter number sent in 2020) Inside Address – Name and address of receiver/addressee Salutation – Greeting the addressee – Sir, Sirs, Madam, Dear Sir(s), Dear Mr/Ms…, Respected Sir Subject Line – Helps receiver to know purpose of letter – Subject Line for complaint letter – “Complaint against defective goods” Body of Letter – Subject matter Complimentary Close – Signifies regards writer wants to convey to the reader. Respected Sir, Sir, Dear Sir – Yours faithfully Dear Ms/Mr… - Yours sincerely Signature – Reveals identity of sender – Name and designation to be written below signature – Person signing on behalf of someone, ‘for’ or ‘Per Pro’ to be written before signature Postscript – Additional matter inserted after completion of letter – indicated as P.S. Enclosures – Documents sent along with letter Structure of Business Letter: Structure/Layout – Layout means arrangement of different parts of business letter. Layout should be simple, pleasing and appealing to the reader. Proper margins and proper spacing should be used, and Paragraphs should be kept short. Types of Layouts: Full Block Form Semi-Block Form Modified Block Form Full Block Form: In a full block business letter, every component of the letter – head address, inside address, salutation, body, signature and enclosure, is aligned to the left First sentences of paragraphs are not indented With new paragraphs, a line can be skipped, instead of indenting Open punctuation is usually used with the fully blocked layout, that is, no punctuation marks are necessary in the reference, date, inside address, salutation and complimentary close Full Block form and Modified Block form use open punctuation, whereas, Semi Block form uses closed punctuation. Reference: https://www.bepublishing.com/_resources/documents/Formatting_Business_Docs_Lo ok_Inside_Preview.pdf Principles of Effective Letter Writing: Seven Cs of Communication: Completeness Conciseness Consideration Concreteness Clarity Courtesy Correctness You Attitude: ‘You Attitude’ is both a writing style and a philosophy. It places the reader’s interests foremost in writing. It is business letter with positive attitude towards the receiver. Writer should consider receiver’s viewpoint. Writer should visualize the receiver’s problems and possible reactions to the letter. You Attitude is especially important in letters such as reminder to pay dues. You Attitude may help writer write letter in a decent manner. The letter should not upset, irritate or insult the receiver. The letter should be worded in such a way that the receiver realises his/her mistake of not paying the dues on time. Clear Writing: Use short and familiar words Use concrete words Use strong words Use single words Use precise words Avoid technical words Use active words Proper Sentence Construction: Avoid long sentences Avoid unnecessary words/ phrases Avoid roundabout construction Maintain sentence unity Follow rules of Grammar Avoid unnecessary repetition (redundancies) Paragraph Design of Letter: Avoid long paragraphs Remove unnecessary information Make paragraph move forward Make effective use of topic sentence Aim at Unity Job Application Letter and Resume/Bio-data Types of Job Application Letter: Solicited Letter – When job application letters are written in response to an advertisement by the employer in a newspaper or periodical, it is called solicited letter. Unsolicited Letter – When the job-seeker gets information of a vacancy through an indirect source, that is, when he/she comes to know from a reliable person of an opening in a firm, the letter of application is called unsolicited letter. There are two main forms of writing a letter of application: Single letter form is used when the qualifications and experience of the applicant are few. This form is suitable for clerical jobs like that of typists, salesmen, etc. Short covering letter with resume/bio-data – The covering letter includes the applicant’s name, his/her most significant qualifications, his/her attitudes and a request for an interview. The resume/bio-data is a summary of all qualifications of the applicant, experience and personal background. [Note: For exam only Solicited Job Application letter with resume/bio-data will be asked] Specimen 1 ABC Head Address (Current Date) Manager Human Resources Telemarketing Corporation 121, Western Highway Road Andheri Mumbai Dear Sir Sub: Application for the post of Customer Service Manager I am applying for the position of Customer Service Manager, as advertised in The Times of India, dated-------(full date). With over five years’ experience in customer service and a strong educational background in human resources management, I am confident I have the skills and qualifications you are seeking. As an example of my most recent accomplishments, I designed and implemented an incentive program that significantly increased productivity among customer service employees. This, in turn, significantly raised the level of customer satisfaction with the service provided. Because employee productivity and customer satisfaction are key components of a successful customer service operation, I believe that my expertise in these areas would be of particular value in meeting the challenges of this position. The enclosed resume summarizes the full range of my skills and qualifications. I would appreciate the opportunity for a personal interview to discuss this position and my qualifications in more detail and look forward to hearing from you at your earliest convenience. Thank you for your consideration. Yours faithfully ABC Encl: Resume Specimen 2 XYZ Head Address 10 March, 2018 Personnel Manager UNILEVER Vikhroli Mumbai Dear Sir Sub: Application for the post of Junior Sales Manager I was very interested in your advertisement in The Times of India, dated, (Full date) for the post of junior sales manager. I feel that I would be an excellent candidate for this position, and would like to apply. Through my work as marketing assistant for Glycom Armenia, I have built a strong record of significant achievement in progressively more responsible sales and office management position during my short career. My six months management placement experience with Palmolive in Thane provided me with intensive experience planning, developing and implementing sales of body care products. In addition to this I performed management responsibilities including the supervision of a staff of five. Having recently completed a Master’s degree in Economics at the H R College, I have an excellent command of both written and spoken English, as well as a clear understanding of market forces. I have worked extensively with Microsoft Word and Excel both in a work environment and in my recent studies, and am conversant with the most popular Internet software. A position with Unilever, would offer me the opportunity to further develop my experience in the area of sales and marketing, a field of work which I find stimulating and fulfilling, within the framework of a company with an established international reputation. Please find enclosed a copy of my resume, with details of references as requested. Should you have any further questions, you may reach me at the above address or phone number. I look forward to hearing from you to discuss your organization and how my experience can contribute to its success. Yours faithfully XYZ Encl: Resume Resume/Bio-data There are 2 types of resumes: Chronological/Traditional, Functional Chronological resume lists job experience in a linear manner, either beginning with the first job and ending with the present or vice-versa. Specimen Chronological Resume: Bio-data Name: Address: Date of Birth: Educational Qualifications: Work Experience: Interests: References: Dr. K P Kapur Principal H R College Churchgate, Mumbai – 400 042. Mr. V R Shah Gen. Manager, Birla Software, Worli, Mumbai – 400 018. Specimen Functional Resume: Name E mail: Mobile: Objective: To provide total satisfaction to challenging clients as the manager (Sales) and to increase the clientele base to generate profit for the company. Skills and Abilities: Marketing Skills: ------- Communication Skills: ----- Management Skills: ----- Education: Core Competencies: Professional Experience: Work History: [Note: For examination you can follow any one of these types of resumes] Exercise: “Wanted experienced computer programmers for a company based in Mumbai. The applicant should be a graduate with adequate knowledge in computer programming.” Apply with bio-data to The Times of India, Box No. 29, Mumbai – 400001[Use the Full Block Form of layout] 2.2 Statement of Purpose (SoP): The Statement of Purpose (SoP) is a very important part of the application form for higher studies, especially in Universities/Institutions abroad. Most institutions require applicants to submit a SoP or a Letter of Intent along with their application form. SoP is a personal statement written by the applicant which includes – his/her choice of a particular course and institution, experiences, achievements, strengths, weaknesses, ideas and goals. The application form consists of the candidate’s personal data, academic achievements and related information, whereas, the SoP is a more detailed presentation by the applicant about himself/herself. It provides the reader (the Admission/Selection Panel) more information to evaluate the applicant. In Sop, the Selection Committee will look for the applicant’s – Interest in the particular field and the institution Expectations regarding the course Experiences Achievements Areas of Interest Personal uniqueness Writing ability Level of clarity, focus and depth of thinking The applicant’s justification about the choice of field and of institution will tell the reader whether the applicant has seriously thought about the course to pursue. The clarity of thought of the applicant will be evident from the research he/she has done about the course and the institution. His/her experience at work, during a course, internship or research is an added asset especially when related to the course of study. The applicant should explain what skills or knowledge was acquired during the experience. An applicant’s areas of interests and achievements will give an insight into his/her personality. his/her involvement in various activities will show whether he/she can work in a team, take up responsibilities, handle a crisis, etc. The SoP also displays the applicant’s writing skill, focus and clarity of thoughts and ideas and analytical skills. The SoP must be impressive as it could help the institution assess the applicant’s suitability for the course of the study. While drafting the SoP: Be clear about the facts to be discussed in the essay (SoP) Decide on the order to present the facts/information Write about one’s interests Begin the essay either with an attractive quote, statement, question or anecdote Include specific examples from one’s life to make the essay distinct Conclude the essay with a reference to the beginning and re-state the main point Avoid errors – grammatical, spelling, etc. Read, revise, edit and reorganise (if needed) the essay few times Write clearly Avoid beginnings like “I was born on…/My name is…” Avoid trying to impress the reader with one’s vocabulary Pointers to draft SoP: (Answer each question in 50-60 words) Describe your main academic interests, academic strengths and limitations Explain why you wish to study for this course in this particular field Explain why you have chosen a particular University/Institution Specify what you intend to achieve during your study in that University/Institution Outline draft of SoP: Iam applying for admission to ---------program (graduation/post-graduation/PhD) in------- (core subject) because ………. In particular, I am interested in--------(areas of study). In order to gain expertise in these areas, it is essential for me to have a strong grounding in------- -(the topic of one’s choice). As this institute--------, I desire to pursue the --------program here. I hope that the admission committee finds my background and strengths are in line with the requirements of the program. Introduction of SOP: 1st Paragraph Discuss your long-term goal and connect it with your idea of pursuing the course you are applying to Present your understanding of the chosen field and write how you want to contribute to that field Explain your background in 2-3 lines and connect it with your future goals Write about an anecdote that helped you realise your professional interest in the chosen field SOP 2nd and 3rd Paragraphs: Academic Background and Professional Experience This comprises of your academic background: what you have done so far, what you are currently pursuing, your academic strengths and projects, industrial exposure you have attained, etc. If you have any professional experience it should be discussed in the upcoming paragraphs. SOP 4th Paragraph: Why This Course? In this paragraph, you should discuss why you want to join a course. It should also cover the skills you would acquire in this duration along with the exposure that would help in developing the skills desired to realise your goals. SOP 5th Paragraph: Career Goals Here, discuss your short and long-term goals. Your immediate goal would be where you would want to work right after completing this course. You should be able to name some companies within India along with the designation you see yourself working at. This should explain the kind of job profile you would be working on. Then comes your long-term goal, wherein you should mention where you see yourself from 10-12 or 15 years down the line. This may include your desire of working on CEO/CFO/CTO level or maybe establishing a firm that you own. It may also include your dream of expanding your existing family business overseas. You may also be interested in further studies like a PhD which can be included here. In this paragraph, your desire of becoming a professor or researcher too may be included. In any case, it is suggested that you discuss your business aim, principles, and core values or how you would influence the young aspirants of this industry. You should be able to portray 'how you wish to make a difference in the industry keeping in mind the current industrial scenarios and emerging trends'. SOP 6th Paragraph: Why This University? Here, you can convince a university as to how they are suitable for your profile and you are an ideal candidate for their university. You should discuss the course curriculum, research work, faculty names, as well as the university-specific activities that would help you in enhancing your profile. Closing Paragraph of SOP This paragraph should conclude your desire and readiness towards joining the chosen course. Since this is the closing paragraph, you should sound focussed and prepared for all the challenges that came your way. It should also show that you have the zest in you to succeed and with the help of the chosen course and university you will definitely make a difference in the industry on a global perspective. Specimen SOP (MBA) A sample SOP for MBA written by a BBA graduate ABC (Name of Applicant) Post-Graduation Program I desire to pursue a post-graduation program in Princeton University as it offers the flexibility desired for a thorough understanding of the vast and rapidly changing field of Business. Since childhood, I was studious and was able to secure 80 to 85% marks in my exams. I have studied my 6th to 8th standard in South Korea as my father, CEO of a multinational company, was posted there with family, thereby, exposing me to international education at a very young age. I did my high school from Delhi Public School with 92% Marks and XII in Commerce stream. I did my graduation, in Bachelor’s in Business Administration, from Delhi University with 90% marks in 2019. During my internship with Nestle India limited, they offered me the position of management trainee after finishing my studies to be absorbed as Senior Manager after three months of training and I accepted that offer. Currently, I am working with the company as a Senior Manager. During my work, I got an opportunity to work and interact with many foreign delegates and associates of the company. Going through real-life working I realized that to have a cutting edge in the career it is essential to have a world-class master's degree and considering the difference in the methodology of teaching in India and abroad, I decided to look for an institution outside India. I am able to quickly end my search at [Chosen Institution’s Name] as the subject matter, location, financial requirements and academic requirements all are suitable for me. My parents agreed to fund my education and I have the academic record according to the requirements. The course requires one year of work experience and by the time I will be getting ready to receive my offer, I would have completed that. I checked with the admission counsellor and the mail written by her accepting this as the fulfilment of eligibility criteria is enclosed with my application. The academic and co-scholastic achievement record, the standardized test report forms, the reference letters, the Letter from the Employer, and my sponsors along with other relevant documents are all enclosed with this application. A master’s degree in business administration will open the doors of many opportunities for me as we have many multinationals putting up their bases in India and want to hire the most competent manpower that understands the world economy and world markets. With practical knowledge and experience, it is possible for an individual to be an entrepreneur as ‘Make in India’, and SMEs get great support from the government too. This master's degree is a life-changing and career-making opportunity for me and I hope to get a positive reply from your esteemed institution. Sample Statement of Purpose (SOP) for Accounting: XYZ (Applicant’s Name) Post-Graduation (Accounting) In recent years, my native country, India, has adapted to the trend of globalization and transformed from a low-tech manufacturing base into a technology-based economy. Growing up in such a dynamic and quickly developing economy has given me a strong interest in taking part in the business world of the future. With this longstanding interest in business, I am very eager to begin engaging in advanced business studies. I believe that further study in the UK is an important first step on the path to my career goals. I believe UK is the ideal setting for refining my expertise in Accounting and Management while also acquiring a broader, international viewpoint. I majored in Accounting at ABC University in India, a school with a reputation for excellence in terms of its business programs. Although the rigorous academic environment presented certain challenges, I achieved a great deal and built a strong foundation of knowledge and experience. During my time at ABC University, I developed my analytical skills and learned to communicate with others effectively. I believe that my experience at this school has prepared me well for the demands of studying in the UK. After graduating from ABC University, I continued my further studies in Excellent Academy’s Language Training Centre, where I have been honing my English skills in preparation for studying in UK. I am currently studying in the Foundation programme at the University of England, where I have gained considerable knowledge of the fundamental business concepts. I have grown especially interested in the subject of Accounting, and I hope to continue my education in UK in this area. My time studying in UK has thus far exceeded my expectations. Every day I am here, I am inspired and motivated by the demanding and invigorating academic environment, and I looking forward to pursuing master’s level studies in such a setting. I first developed an interest in studying in the UK when my family travelled to London when I was in high school. In addition, I am attracted to the prestigious British education system, which produces global business leaders prepared for future challenges. Growing up in India, where the effects of globalization and international business were always apparent, I realised that it is important for me to possess strong English abilities in order to diversify my future options and have a competitive advantage amongst my peers. Having lived in England for a period of time already, I have begun to feel quite at home with the everyday life and culture, and it would be a true honour to continue my education on to a higher level in this country. In my view, acquiring knowledge of accounting and management will not only be extremely useful, but also personally rewarding and enjoyable. It is a fascinating area of study and one that I will certainly be able to apply to my future work. I am well-prepared to face the challenge of studying in your university, and I have the determination to realise my goals and complete my studies successfully. Equipped with the specialist knowledge I will gain from your university’s course, as well as the cross-cultural understanding that living in the UK provides me, I expect to be able to progress smoothly into a career in the international business world when I graduate. As for my future plans, I hope to acquire the expertise in business, and especially accounting, that will enable me to work as a professional in a multinational company. I hope to develop the language skills, leadership and organizational abilities, cultural understanding and professional expertise that will make me an effective and successful business person. Exercise: Smitha/Suraj is seeking admission to Princeton University. She/he has passed B. Com with distinction and has finished her/his MBA. She/he loves travelling. Draft an SOP for her/him. Letters to the Editor A Letter to the Editor is a formal comprehensive letter, addressed to the Editor of a certain publication/magazine/newspaper with the intent of complementing, critiquing, informing, or communicating a certain piece of information. This letter is generally short, with a citizen raising some concern in front of the Editor of a big organization, hoping it gets highlighted in the papers. A letter to the editor, thus, is a written way of talking to a newspaper, magazine, or other regularly printed publication. They can take a position for or against an issue, or simply inform, or both. They can convince readers by using emotions, or facts, or emotions and facts combined. Letters to the editor are usually short and tight, rarely longer than 300 words. Letters to the editor are among the most widely read features in any newspaper or magazine. They allow one to reach a large audience. Some general reasons for writing to the editor are: One is angry about something, and wants others to know it One thinks that an issue is so important that one has to speak out Part of one's group's strategy is to persuade others to take a specific action Other reasons for writing to the editor could be: Suggest an idea to others Influence public opinion Educate the general public on a specific matter Influence policy-makers or elected officials directly or indirectly Publicize the work of one's group and attract participants Letters to the editor can be written any time one wants to shape public opinion, tell others how one feels about people, programs, or ideas, or just inform the public on a certain issue. They are a great way to increase awareness of the issues that oneself or one's organization are working for, as well as to advocate for one's cause. Letters to the editor can also be used to start a community conversation about an issue important to oneself. A planned series of letters to the editor can stimulate public interest and media coverage. How to write letter to editor? OPEN THE LETTER WITH A SIMPLE SALUTATION. Open the letter with a simple "To the Editor of the Daily Sun," or just “To the Editor:” (Editor's name need not be mentioned). If one has the editor's name, however, one should use it to increase the possibilities of the letter being read. GRAB THE READER'S ATTENTION. The opening sentence is very important and it should tell readers what one is writing about, and make them want to read more. EXPLAIN WHAT THE LETTER IS ABOUT AT THE START. Throughout the letter, one should be quick and concise. One should not make the editor or the general public wait to find out what one wants to say. One should convey one's key point at the beginning. EXPLAIN WHY THE ISSUE IS IMPORTANT. One should explain the issue in the letter and its importance in simple terms. One should use plain language that most people will understand. GIVE EVIDENCE FOR ANY PRAISE OR CRITICISM. If one is writing a letter discussing a past or pending action, one should clearly show why this will have good or bad results. STATE one's OPINION ABOUT WHAT SHOULD BE DONE. A letter to the editor can be written just to ''vent," or to support or criticize a certain action or policy, but one may also have suggestions about what could be done to improve the situation. If so, be sure to add these as well. Be specific. And the better reasons one can give to back up one's suggestions, the better it would be. KEEP IT BRIEF. Generally, shorter letters have a better chance of being published. So one should try to condense one's letter. SIGN THE LETTER. One should write one's full name (and title, if relevant) and include one's address, phone number, and e-mail address. Newspapers generally does not print anonymous letters, though in some cases they may withhold the writer's name on request. CHECK the LETTER TO ENSURE it is CLEAR AND TO THE POINT. A newspaper may not print every letter it receives, but clear, well-written letters are likely to be given more serious consideration. A Letter to Editor is considered to be a formal letter that expresses one’s concern over particular issues or highlight core issues in society. Such letters are usually written to the editors of newspapers or magazines. Letter to Editor is written in the format of a formal letter. Sender’s address – Here, the complete address of the sender has to be written Date – Dateline is written after the sender’s address Receiver’s address – The recipient’s address is stated here, who would be the editor of a newspaper/magazine Subject line – This states the main purpose of the letter. Salutation – Sir, Madam, Respected Sir, Respected Madam, etc., are used. Body of the letter – It should explain the purpose of the letter. It should also introduce oneself and provide all details of the matter being discussed. Complimentary close – Thanking you, Yours sincerely is used. End – End the letter with signature, name and designation, if any A Letter to Editor should be short and stick to the subject matter of the letter. Specimen 2 - Letter to Editor to highlight the effects of Air Pollution Priya Bansal Aerial Mansion, Andheri, Mumbai. 26 September, 2023. The Editor The Times of India, M G Road Mumbai – 400 020. Respected Sir/ Madam, Sub: Increase in air pollution in Andheri I am Priya Bansal, a member of NGO – Clean Mumbai. This letter is an attempt to bring to your notice the increasing effect of air pollution in our locality and in the surrounding areas. Andheri has witnessed a rapid increase in the use of private transportation and the number of industrial sectors that have come up in recent years. This has increased the risks of serious health hazards such as breathing problems, fatigue, damage of lungs, etc. the hospitals around the area have already seen an unexpected rise in the number of patients with symptoms of chronic illnesses. It is the need of the hour to make people and government authorities aware of this precarious situation at the earliest. Considering the seriousness of the situation, I request you to kindly highlight the issue so that appropriate action can be taken to curb the effect of air pollution and decrease the risk of people being victims of it. Thanking you Yours sincerely, Signature Priya Bansal Member of NGO ‘Clean Mumbai’ Write a letter to the Editor of The Times Newspaper, highlighting increasing technological addiction among the youth. 24D, Block 4 Defense Society New Delhi. 26th September 2023 The Editor The Times of India, Mumbai Sub: An appeal against rising tech addiction among the youth Sir, With great admiration and belief in the columns of your newspaper, I seek to bring to your kind notice the fast-growing menace of tech addiction and resultant health scares among the youth of our country. Today, we are able to enjoy some of the most convenient gadgets to have ever existed, which offer more information and sources of entertainment than any other. As a result, the upcoming generation has been becoming increasingly information-heavy. The number of hours an average person spends in gaining new information, whether wanted or unwanted, is fast increasing, with a screen in front of our eyes showing us new wonders every minute. And on top of that, the wonders are as per choice and preferences. All this temptation often leads young children to spend much more time on these gadgets than what’s healthy. And even though we may not realize it instantly, it levies a huge load of tiredness on our brains and eyes, often leading to inexplicable stress and irritability. Hence, through the pages of your esteemed newspaper, I would like to appeal to the youth worldwide to maintain a balance of all spheres of life to fully enjoy it. Thanking you in anticipation Yours Sincerely ABC Write a letter to the editor of a daily newspaper to make people aware of how stray animals can be COVID-19 carriers and hence they must avoid direct contact. 22/A Royale Street Mumbai. 26th September 2023 The Editor The Times of India, Mumbai. Subject: An appeal to not neglect stray animals during the Covid19 pandemic Sir/Madam, With great admiration and belief in the columns of your newspaper, I seek to bring to your kind notice that in the current pandemic situation in the country and the world, stray animals, especially dogs and cats which stay in the streets around us are suffering due to lack of people who feed them. Today, we are amidst a terrible pandemic, where many of us are without jobs or working from home and going out seems like a taboo. Due to this, many of us who would usually feed stray animals in our neighborhood have stopped doing so, especially due to the spread of fake news that covid can spread through animals. As a result, many of these strays are dying from a lack of food, and the continuing pandemic may witness more such deaths if we do not do anything about it. Hence, through the pages of your esteemed newspaper, I would like to appeal to the people of our country and the world, to help these animals survive this unfavorable situation by stepping up to make sure that they are fed. Thanking you in anticipation Yours Sincerely ABC Given the recent increase in road accidents and mis happenings, you are concerned about road safety. Write a letter to the editor of a popular magazine to highlight the same. New Mehrauli Enclave M G Road, Mumbai. 26th September 2023. The Editor The Times New Delhi Subject: An appeal to raise a concern about reckless driving Sir/Madam, With great admiration and belief in the columns of your newspaper, I seek to bring to your kind notice that road accidents have become an everyday occurrence in our city, as also in cities all over the country. Reckless driving is a serious issue, which takes away many innocent lives in the country every year. A large number of accidents are caused by people driving recklessly after being drunk, as also by people who fail to follow traffic rules, either deliberately or otherwise. I was a witness to one such accident a few weeks ago, where a lady crossing the road was hit by a car. Although she survived the accident, she was grievously injured. Unfortunately, such episodes happen every day. Hence, through the pages of your esteemed newspaper, I would like to appeal to the people of our country to refrain from engaging in reckless driving and urge them to diligently follow traffic rules. This can help save a lot of innocent lives. Thanking you in anticipation! Yours Sincerely ABC Letter to the Editor - People have adapted to wearing face masks as a ‘new normal. But most of them do not know how to dispose of them properly. Spread awareness regarding the disposal of protective masks by writing a letter to an editor of a popular newspaper. New Mehrauli Enclave M G Road, Mumbai. 26th September 2023 The Editor The Times of India, Mumbai. Subject: An appeal to raise a concern about the improper disposal of protective masks Sir/Madam, With great admiration and belief in the columns of your newspaper, I seek to bring to your kind notice that face masks, which are used extensively for individual protection against Covid-19, are being disposed of in improper places by a section of people. With the concerns surrounding the spread of Covid-19 along with the extensive efforts of the government to create awareness about the necessity of protective measures, face masks are being used by more and more people to protect themselves from the disease. While this is a good thing, the problem arises with the careless throwing of these masks in places such as roadsides, water bodies etc. by people ignorant of the harm it can cause. Hence, through the pages of your esteemed newspaper, I would like to appeal to the people of our country to refrain from carelessly throwing their used masks since it increases the chances of people being infected by unintentionally coming into contact with it. Instead, masks should be disposed of in designated places with proper safety measures. Thanking You Yours Sincerely ABC Letter to the Editor - As a responsible citizen, you are concerned about the condition of Marine Lines. People have littered the entire place with plastic, masks and garbage. Write a letter to the editor of a leading daily to spread awareness on the matter. New Link Road Andheri, Mumbai. 26th September, 2023 The Editor The Times of India, Mumbai. Subject: An appeal to raise a concern about the litter at Marine Lines Sir,/Madam, I’m XYZ, a resident of Mumbai, and have seen the unfortunate condition of Marine Lines. People have littered the place with plastic and masks which has caused waves of garbage scattered on the shore. It would be beneficial if you lent a column to highlight this issue and ask people to join campaigns that work towards cleaning the sea. People must also be appealed to refrain from throwing any waste on the benches and use the bins provided at several intervals. Hope you will inscribe the above. Thank you, Yours Sincerely XYZ. Letter to the Editor - Your university is not providing proper curriculum and guidance to the students because of which students are unable to learn. Write a letter to the editor of a student magazine to highlight this issue. S.V. Road Santacruz, Mumbai. 23rd January 2023 The Editor India Today Mumbai. Subject: To highlight the problems faced by students at XYZ university Sir/Madam, I’m a resident of Mumbai, studying at XYZ university. The past few months have caused a lot of ruckuses between the department and students due to a lack of clarity about our curriculum. Students are not informed about various important dates which increase pressure on them. It would be great if you acknowledged this issue in one of your columns to increase efficiency in the staff and the department. It would also help students in the future who want to study at XYZ university. Hope you will inscribe the above. Thank you, Yours Sincerely ABC. Letter to the Editor - You are Kritika. Your school’s Yoga Club hosted a workshop called “Art of Living for Students.” Write a letter to the editor of the local daily newspaper in roughly 100-120 words giving your thoughts on the matter. 82 Civil Lines New Delhi 9th November 2023 The Editor The Times of India New Delhi Subject: Art of Living for Students Sir, I would want to share my thoughts on the benefits of “Art of Living for Students” in your prestigious newspaper’s column. Students will benefit greatly from this program. I was able to attend one of the yoga club’s programs, which was organized by the school. I realized that it teaches time management strategies. Additionally, learners were taught how to cope with academic pressure. In a nutshell, every student, in my opinion, should attend this course. Students should be informed about such programs, and the authorities should offer information. I trust you will act in the best interests of the children. Thanking you Yours Truly Kritika Letter to the Editor - You are Bharat/Bharti of Safdarjung Development Area, New Delhi. You are deeply saddened by the attacks on elderly persons who live alone. Write a letter to the editor of ‘The New India News’ with 100-120 words making people aware of the authorities to guarantee that such attacks do not occur. 13, Safdar Development Area Mumbai. 2 April, 2023 The Editor New India News, Mumbai. Subject: Attacks on Old People Sir, Through the columns of your esteemed newspaper, I’d like to raise awareness regarding attacks on the elderly. Physically, the elderly people are often frail. As a result, they can’t defeat the rogues in the muscle battle, who usually come to pillage them. Any pushback from the elderly can be dangerous to their health. Many incidences of theft, snatching, and horrific attacks on the elderly have already occurred in the Safdarganj Area. It is the government’s responsibility to safeguard the lives of senior persons. As a result, all safety measures should be taken to save the elderly. Despite numerous inquiries to the appropriate authorities, no progress has been made. Perhaps the phrases in your illustrious publication will awaken the authorities from their slumber. Thanking you Yours Truly Bharat Letter to the Editor - While riding the Metro, you may have seen that, despite increased surveillance, people attempt to deface Metro trains and stations. Write a letter to the editor of an evening newspaper urging DMRC, Delhi, to begin school-based awareness programmes in collaboration with the Directorate of Education, describing how such programmes could assist to improve people’s attitudes. You are Sudhir/Sweety of 3-B DDA Flats, Punjabi Bagh, New Delhi. 3-B Dominique Flats, Punjabi Bagh, Mumbai. 26th September 2023. The Editor India Today, Mumbai. Subject: Awareness to Keep Metro Clean Sir, First and foremost, I would want to express my gratitude to the Delhi Metro Rail Corporation (DMRC) for making commuting so convenient for Delhi residents. I use the Metro frequently and find it to be quite convenient. During my travels, I’ve noted that despite increased surveillance, people continue to deface Metro trains and stations. I believe that if the Delhi DMRC partners with the Directorate of Education and performs awareness programmes in schools, we will be able to reach a wider audience and propagate the message. This has worked in the past, such as with the pollution- free Diwali campaign. If you handle this issue on a routine basis, you may do a great service to the city. Thanking you Yours Truly Sweety Letter to the Editor of a Newspaper - You are Rishi, the president of the Aakash society, Pitampura. As the Covid-19 lockdown is announced in Delhi, you want to convey to your local newspaper about people still roaming around, especially without masks or social distancing in your locality. Write a letter to the editor raising concerns about the same and asking to bring more strict rules about lockdown by highlighting this issue in their column. Pitampura Mumbai 2nd February 2023 The Editor The Hindu New Delhi Subject: An appeal to raise awareness around the lack of rules during lockdown Respected Editor, Over the past few months, the cases of the novel coronavirus have increased dramatically. This is a direct result of the lack of strict rules regarding the pandemic. A set of people in my own locality have consistently failed to adhere to the rules and instructions to curtail the spread of this deadly disease in our city and country. I am writing this letter to you in hopes that you can help spread awareness about the lack of rules and restrictions in heavily populated localities like Pitampura. Hopefully, you will address this grave issue in your next column and people will understand how important it is to wear masks and follow the rules set by the government to combat this ongoing virus. Thank you Yours Sincerely Rishi Useful Tips for Writing a Letter to the Editor: Try to keep formal compositions precise and to the point. Be respectful in the language and salutation you choose to use. Do not make extremely polarized, discriminant or biased personal comments. Giving recognition to the organization is a feature of a good formal letter. Avoid using long sentences while composing a letter. It may get confusing and increases the chances of errors. Letter to the Editor Practice Questions: 1. You are Radhika, a member of NGO Rahat which mainly works in spreading environmental awareness about conservation and clean water resources. Write a letter to the editor of your local newspaper raising awareness about cleaning the Yamuna River. 2. Write a letter to the editor about the open garbage area situated in your locality and how it’s harmful to everyone including stray animals, the greener parks as well as schools and residential societies situated around it. 3. You are Harry, the president of Samaj Society, Rishi Nagar. There is a shortage of water and infrequent availability of water for the last three weeks which is causing issues for the residents. Write a letter to the editor of your local newspaper voicing the problems and issues faced by the residents of your society. 4. You are Christy, a resident of Palm Hill Society. Due to the breakdown of a mobile tower in your area, the internet connection has been impacted. Most of the residents in your society are working from home and children are studying online due to the lockdown in Delhi the infrequent internet connection is causing many issues. Write a letter to the editor of your local newspaper asking him/her to raise this issue in their daily newspaper. 5. You are Lakshmi, a student of P.D Public School, Delhi. You are concerned about the red-listing of India by popular countries and how this could affect your study-abroad plans. Write a letter to the editor of a newspaper highlighting the need to enforce a comprehensive plan for Indian students aspiring to go abroad for higher studies. 6. You are Amit, a student of Modern Public School, Mumbai. You are concerned about the lack of awareness around animal rights. Write a letter to the editor about the need to raise awareness about animal rights in schools and colleges in India. 7. You are Rahul, a student from Kendriya Vidyalaya. You are concerned about the large political rallies carried by popular parties for elections. Write a letter to the editor of a newspaper raising concern about the grave impact of large gatherings amidst the pandemic. 8. Every day you are late for school by fifteen minutes. Your school bus is stuck in a traffic jam near the Chintpumi Temple crossing. Along with your own ideas, write a letter to the editor of a newspaper highlighting this problem and suggesting some remedy for it. 9. You recently visited a significant historical site. You were astounded to discover it in such a condition of disrepair. Using the clues from the unit ‘Travel and Tourism,’ as well as your own thoughts, compose a letter to the editor of a major newspaper noting the terrible condition of significant archaeological and historical sites. Highlight the lack of vital services, the poor condition of upkeep, and people’s abuse of it. Make suggestions about how to improve the issue. 10. You are Rishi/Rishita of C–105, Janak Puri, New Delhi. You are extremely disturbed by reading about attacks on old people living alone. Write a letter to the Editor of “The New Indian Express” sensitizing people and drawing attention to this problem. Ways to get one’s letter accepted by the editor: Keep the letter under 300 words. State the most important points in the first paragraph. Refer to a recent article – make a connection and make it relevant. Use local statistics and personal stories to better illustrate one's point. Ensure that one includes one's title as well as one's name – it adds credibility, especially if it is relevant to the topic being discussed. Sales/Promotion Letters Writing a sales letter is a way to directly reach consumers. Sales letters require certain elements that help convince a customer to invest in a product or service. They should be personal and informal in their tone to invite readers to discover more about an offer. A sales letter is a written to attract potential customers to a product or service. The sales letter aims to show a customer how one's business will benefit them. When a consumer thinks about meeting their needs, they are less focused on the idea of a business transaction, which can lead to a sale. Businesses use sales letters in both online and print formats. Sales letters are a form of direct marketing that can be effective if they are composed using persuasive techniques and strong content. They allow businesses to make a personal connection with current or prospective customers. Format of Sales Letter - The format of a sales letter in business communication includes the key elements that should be included in the letter to make it effective in achieving its goals. 1. Heading: The heading of the sales letter should be attention-grabbing and informative. 2. Introduction: The introduction should be brief and should highlight the main purpose of the sales letter. 3. Body: The body of the sales letter should include the details of the product or service, its benefits, and its unique features. 4. Testimonials: Including testimonials from satisfied customers can help to build trust and credibility. Incorporating genuine testimonials from actual customers is crucial. 5. Call to action: The call to action is the most important part of the sales letter. It should be clear, concise, and compelling. 6. Closing: The closing should be brief and should summarize the main points of the sales letter. It should also thank the reader for their time and consideration. 7. Signature: The sales letter should be signed by the person who is responsible for the product or service being offered. The signature should be followed by the person’s name, title, and contact information. Ways to draft a Sales Letter: 1. Write a catchy headline that grabs the attention of the customer - Tell potential customers what they need briefly. 2. Hook the reader by identifying what they need and why - Addressing the unspoken needs of the sales prospect will connect the readers to one's product. One should explain why this product or service will benefit them, so that the potential customer will pay more attention to one's words. 3. Include bullet points with key information - A bulleted list will help readers see the information one wants to highlight. 4. Use testimonials or statistics - A sales letter should show readers the value of one's product. Include testimonials and statistics in bullet points so readers who scan can quickly see valuable information that helps sell one's product. 5. Give readers a call to action. -The readers need to be motivated to move beyond the page and do something to act on one's offer. Assist them by presenting a clear, actionable step in the letter. If one is using email, a direct link or action button should be included. In print marketing, use graphics and font to draw attention to the action. 6. Offer something to the customer that is limited in time or quantity - An effective sales technique is to heighten the immediacy or make the need feel greater for a potential customer by introducing a timeline for a deal. This technique is also used by limiting the number of items available for the offer. Giving the consumer a timeframe to take action is more motivating in this type of sales pitch. 7. Use a postscript to add a guarantee or personal address - Using a postscript is another way to connect with customers and make one's letter feel more personal. Ways to write effective sales letter: Use informal language - Brief, clear sentences and short paragraphs should be used. A natural tone will help customers connect to one's message. Keep the customer in mind - Write with the mindset of what one as a customer would like to hear. Ensure that one's words answer the question: "What's in it for me?" Organize the content - Ensure that one's ideas flow from beginning to end. The format of the letter should include an introduction, a body and a conclusion. Include exciting visuals - Graphic design is an important feature of the letter besides the written content. Designs used should be simple and relevant to current trends. Four As of Successful Sales Letter - 1. Attention: The first and most important ‘A’ of a successful sales letter is grabbing the reader’s attention. One can capture the reader’s attention and encourage them to continue reading by using an attractive headline or opening sentence. 2. Appeal: After capturing the reader’s attention, it is important to focus on their interests and needs. This involves emphasizing the advantages of the product or service and demonstrating how it can resolve the reader’s issues or enhance their life. 3. Application: Once the reader’s interest is captured, it is important to showcase how one’s product or service operates in practical scenarios. This can be accomplished by presenting case studies, customer feedback, or instances of happy clients. 4. Action: Finally, one should provide a clear call to action that tells the reader what to do next. This could be anything from placing an order to signing up for a free trial, but it should be specific and easy to follow. Sales Letter: Purpose - To persuade the recipient to buy a product or service. Target Audience - Typically addresses a broad audience, including potential customers who may not have expressed prior interest. Tone - Persuasive and enthusiastic. Style - May use storytelling, emotional appeals, and marketing techniques to create a desire for the product or service. Content - Product or service features and benefits, call to action. Examples - Direct mail marketing, email marketing, online ads. Sales Letter Formats – From, _______________ _______________ _______________. Date: ____________. (Date on which letter is written) To, ______________ ______________ ______________. Subject: _____________. (Main purpose of writing the letter) Dear ____________, (Sir/ Madam/ Name of the recipient) We are glad to inform you about _________ (introduction of business or your product). We are looking forward for ____________ (purpose of the letter). We have introduced ___________ (details, quality, features and benefits of your business/ product). The price that has been quoted___________ (introduce the price quotes). We are hoping for _________ (restate purpose for letter). Thank you for giving you valuable time. Hope for a better business. Warm regards, _____________ (Name and signature of the sender) _____________. (Name of the organization) -------------------------------------------------------------------------------------------------------------------------------------- From, __________ __________ __________ __________ Date: _____ (Date on Which Letter is Written) To, __________ __________ __________ __________ Subject: _________________ Dear _____(Sir or Madam), We are glad to inform you about the result of _____________ (Name of the Company)’s new product. You are one of our invaluable customers and we have a chance here to better the relationship much further. We have introduced a new ______________ (Product in which you deal) and are glad to provide you with the details regarding ___________ (Details). We have introduced a new brand ______________ (Name of the brand) for the _____________ (Details of the product). They are __________ (Explain the product). The price rates will be same as preponderating in the market. Early birds will also get a discount of ____ (Percentage of discount). You are our valuable customer, and we want to introduce you to our new venture also. We can send some samples to your firm and further can discuss the other details. Thank you for giving your valuable time. Hope for a better business. Yours Sincerely, Name and Signature. Sales Letter Specimen I From, RMV Production Ltd., Mankhurd, Mumbai. Sept 10, 2023 To, Mary Philip, M G Road, Mumbai. Sub: Sales letter Dear Ms. Mary, We are pleased to inform you about the launch of our new product. You are one of our valuable and important customers, and we are glad to introduce this to you. We have launched a new brand of watches for both men and women. These watches are of high quality and are very durable and are water resistant. The battery of these watches never expires, they get charged up in the light. The designs are very elegantly which gives them a royal touch. The price is very affordable. You are our essential customer, and we want to initiate you in our new venture also. We are sending you the images of the watches along with their specifications. If you are interested in our product, we can send some sample watches to your firm and can further talk about the contract. Thank you for giving your valuable time. Hope for a better business and a positive response from your side. Sincerely, Kate George, Sales Manager, RMV Production LTD. Sales Letter Specimen II – From, Mr. Ratnadeep B, Arial Technologies Ltd., Sales & Marketing Manager, Mumbai. Date: 07th September 2013 To, Subhash Ratnakar, 44 Lama Road, Mumbai. Sub: Sales Letter. Dear Mr. Subhash, We are glad to inform you about the result of Arial’s new product. You are one of our invaluable customers, and we have a chance here to better the relationship much further. We have introduced a new software program and are glad to provide you with the details regarding the same. We have introduced a new brand of software called the Multi Ling for the customers who want to know more about other countries. The price rates will be the same as the preponderating in the market. Early birds will also get a discount of 30%. You are our valued customer, and we want to introduce you to our new venture also. We can send some samples to your firm and further can discuss the other details. Thank you for giving your valuable time. Hope for a better business. Yours Sincerely, Ratnadeep B. Sales Letter Specimen III – From, Mr. Raj Sen, Associate Manager, Recovery department, ART Ltd, Gujarat. Date To, Shyam Mittal, KBC Ltd., Rajkot, Gujarat. Sub: Sales Letter Dear Mr. Mittal, We, at ART Ltd, are glad to introduce you to our new range of printers. ART Ltd is a renowned company providing business in the field for the last ten years. We have an excellent market reputation and value. Our printers are of the best quality and are available at reasonable prices. In addition to it, our printers have an additional warranty period of 2 years. You will be satisfied with the quality of the products. We are providing an exclusive offer of 10% discount on Market price for our first 50 customers. We will be glad if it is you since we are in a business relationship for the last four years. You already know everything about the prompt service and customer satisfaction. For more details about our product, you can visit us on our company’s website www.art.com or feel free to call us. We are hoping for a good business deal. Yours sincerely, Mr. Raj Sen. Sales Letter Email Format – [This format is not for exam] The following is the email format to be followed for Sales Letter Template. Dear ____________, (Madam/ Sir/ Name of the recipient) We heard from you that you are having problems with our product that you purchased last month. We, _______________, (name of the company) always offer good quality products with good service life. As our product caused inconvenience, our company offers you a free service to make sure that everything is working in order and you are satisfied with it. Soon, an officer will be at your doors to take care of our product. For additional information, you can call us at our customer service desk or visit our website. Thanking you, Yours truly, ______________ (Name and signature of the sender) ______________. (Name of the organization) UNIT 2 – DATA INTERPRETATION Visual communication is nothing but using visuals like charts, graphs, diagrams to represent information. Graphs or charts help people understand data quickly. Whether you want to make a comparison, show a relationship, or highlight a trend, they help your audience “see” what you are talking about. Pie Chart Pie charts are different types of data presentation. This data is presented in the form of a circle. There are segments and sectors into which a pie chart is being divided and each of these segments and sectors forms a certain portion of the total (in terms of percentage). In the pie-chart, the total of all the data is equal to 360 degrees. The degree of angles that are used to represent different items are calculated in the form of proportionality. In pie charts, the entire diagram looks like a pie and the components in it resembles the various slices cut from the pie. The pie-chart is thus used to show the break-up of one continuous variable into its component parts. For, the example, the following pie chart shows the distribution of sales of the laptop industry between five companies: Bar graph - A bar graph is a pictorial representation of data in the form of bars. They are used for representing various types of data. The bar graph is one of the frequent methods used to present various types of data. It is usually asked in the data interpretation section of the competitive exams. In data interpretation, it is the representation of data where the vertical bars are placed at equal distance from each other. The value of the data represented is given by the height and length of the bars. The width here is not important it is only used so that the presentation is clear. They are plotted against the horizontal axis known as the x-axis. The value can be shown by coloured or shaded vertical bars of equal width. In a horizontal bar graph, the values are plotted against the vertical axis called the y-axis. They are commonly used as the data can be easily analysed. Types of Graphs- There are various types of bar graphs used to represent the data. They are as follows. 1. Simple bar graph 2. Composite bar graph 3. Stacked bar chart 4. Bar charts to show deviation Simple Bar Chart Simple bar chart is the simplest bar graph of all. It is used to describe one continuous variable along with the one discrete value. The figure below shows the proper representation of a simple bar chart. Composite Bar Chart Composite bar chart is used to show two or more than two continuous variables on the same graph. This is the figure below that describes how a composite bar-chart looks like. Stacked Bar Chart - Stacked bar charts are used to represent the break-up of the content for continuous variables. It is very convenient to use it for comparing different sets of data. It can be used to represent factors such as revenues, profits, losses over a period of couple years. The figure below describes the same. Bar Charts to Show Deviation - Mostly bar charts are used to show the deviation. And that is why the bar charts that are used to show the deviation are very common. Deviation charts can show the deficit as well as the surplus, imports, and exports, etc. It is usually required to represent the positive as well as negative values of the continuous variables. As shown in the figure a baseline is created wherein the positive values are shown above the line while the negative values are shown below the line. Line Chart - The line chart an upgraded version of a bar chart. It is formed by connecting the uppermost point of the bars to have a line. By repeating this following process, with other bars as well one will get a line chart. Exercise – Convert the following data in textual form – In the given figure number of laptops prepared by two different companies is given from 2004 to 2009. Tabular Form – One of the simplest methods used to analyse the data and to display the data is in tabular form. In the tabular form, there is a systematic arrangement of rows and columns. The first column is used to indicate the titles and the first row is also used to indicate the same. It is very accurate as well as an easy method to display the data. Although this is a simple method, it can be time-consuming as well. The table below shows the number of the mobile phones that were sold by the showroom in the years from 2006 to 2010. Years / Showroom A B C D E F 2006 183 123 277 167 178 237 2007 178 272 269 95 379 198 2008 133 161 226 176 239 277 2009 264 107 237 225 282 237 2010 278 272 213 284 293 196 Marks of 7 different students are given. All the marks given are out of 100. Student Finance Maketing Operations Accounts Analytics Eco Abhi 90 50 90 60 70 80 Bharat 100 80 80 40 80 70 Charu 80 60 70 70 90 70 Dhara 80 65 80 80 60 60 Elvin 80 65 85 95 50 90 Farhan 70 75 65 85 40 60 Ganga 65 35 50 77 80 80 Advantages of Visual Communication – Visual communication makes the aesthetics of a presentation better. They not only are easier to read, but they also make the information more attractive to look at. Charts, graphs, tables, etc are colour coded making them easier to perceive. Imagine numbers thrown on a sheet vs numbers visually arranged on the sheet using shapes that are easier to comprehend. A human brain can only take in limited information and that should definitely not go into making sense of information. That should go into why the information is being presented to them in the first place. Visual communication supports the audio mostly. The aim of an ideal visual communication should be to not need any other communication at all. This way it is optimized well. But Visual communication goes hand in hand with verbal communication to explain what inferences are to be drawn from it. Popular graph types include line graphs, bar graphs, pie charts, scatter plots and histograms. Graphs are a great way to visualize data and display statistics. For example, a bar graph or chart is used to display numerical data that is independent of one another. Incorporating data visualization into projects is essential when working with numbers statistics. Regardless of what one is creating, having visuals to represent one's data can greatly help the audience understand one's point. Types of Graphs and Charts Marketing Line Graphs Line charts, or line graphs, are powerful visual tools that illustrate trends in data over a period of time or a particular correlation. For example, one axis of the graph might represent a variable value, while the other axis often displays a timeline. Each value is plotted on the chart, then the points are connected to display a trend over the compared time span. Multiple trends can be compared by plotting lines of various colors. For example, the interest of digital marketing over time can be visually shown with ease through the use of a line graph. Simply plot each number of searches along the timeline to view the trend. Bar Graphs The simplest and most straightforward way to compare various categories is the classic bar graph. The universally-recognized graph features a series of bars of varying lengths. One axis of a bar graph features the categories being compared, while the other axis represents the value of each. The length of each bar is proportionate to the numerical value or percentage that it represents. Bar graphs work great for visually presenting nearly any type of data, but they hold particular power in the marketing industry. The graphs are ideal for comparing any sort of numeric value, including group sizes, inventories, ratings and survey responses. Pie Charts Pie charts are the simplest and most efficient visual tool for comparing parts of a whole. For example, a pie chart can quickly and effectively compare various budget allocations, population segments or market-research question responses. Marketing content designers frequently rely on pie charts to compare the size of market segments. For example, a simple pie graph can clearly illustrate how the most popular mobile-phone manufacturers compare based on the sizes of their user-bases. Audiences are able to quickly understand that stock photography is the most- used visual in marketing. Mosaic or Mekko Charts - Basic line, bar and pie charts are excellent tools for comparing one or two variables in few categories, but if one needs to compare multiple variables or multiple categories at the same time, a mosaic or Mekko chart plot might be useful. For instance, perhaps a market analyst wants to compare more than the size of various mobile-phone markets. What if, instead, he or she needs to compare the size of the user bases, as well as the age groups within each group? A mosaic chart would allow the said marketer to illustrate all the variables in a clear and straightforward manner. In the above example, one axis of the chart represents the categories being compared – mobile phone manufacturers – while the other axis lists various age ranges. The size and color of each cross-section of the chart corresponds with the market segment it represents, as depicted in the chart's legend. Population Pyramids Market segments are often divided based on age and gender, and a population pyramid is an ideal visual representation of the two groups. The graph classically takes on the shape of a pyramid when a population is healthy and growing -- the largest groups are the youngest, and each gender dwindles somewhat equally as the population ages, leaving the smallest groups at the top of the graph. A population pyramid that veers away from its classic shape might indicate an irregularity in a population during a particular period, such as a famine or an economic boom that led to an increase in deaths or births. Of course, population pyramids aren’t always used to compare populations by age, and therefore don’t always take on the graph’s namesake shape. A marketer, for example, might use the design to compare a population by income, weight or IQ, in which the smallest groups will often be at both the top and bottom. Regardless, the graph clearly depicts population trends, while it compares the sizes of two related groups. Spider Charts The chart usually consists of a series of radii, each representing a different category, that splay out from a center point like spokes. The length of each “spoke” is proportionate to the value being compared. For each category, the spokes are then connected with a line of a designated pattern or color, forming a star-like shape with points equal to the number of categories. The result is a graphic representation that can reveal trends and compare categories all at the same time. Stock Charts One of the most vital of all financial graphs, stock charts help investors track the markets to determine profits and loss, as well as make buying and selling decisions. While a variety of graphs are used to represent market changes, the most common is likely the basic line graph turned histogram. The lines simply track changes in a particular stock’s or overall market’s value over a period of time. Multiple stocks can be tracked and compared at the same time by transforming the line graph into a stacked area chart or simply using multiple lines of various colours Flow Charts Often in business, as well as other industries, a process need to be diagrammed. A flow chart allows a process to be sequenced step-by-step, from beginning to end, for the purpose of analysing, designing, documenting or managing it. These flow charts can even feature multiple beginnings and ends, with countless pathways and journeys in between. While a simple flow chart can document a basic process from A to B to C, the diagrams are more frequently used to illustrate more complex sequences with multiple decisions or conditions along the way. Gantt Charts Gantt charts are special types of bar graphs used to diagram projects and schedules. The use of coloured bars of varying lengths reflect not only a project’s start and end dates, but also important events, tasks, milestones and their timeframes. Modern Gantt charts can also illustrate activities’ dependency relationships. If Team 3’s completion of task C, for example, is dependent upon the prior completion of task B by Team 2, the chart can not only reflect that relationship, but the scheduled dates and deadlines for each. Control Charts Also known as a process-behavior chart, a control chart helps determine if a data set falls within a mean or predetermined control range. Frequently used in quality control processes, a typical control chart consists of points plotted on two axes, representing sample measurements. The mean of each point is calculated, and a center line across the graph at the mean value. Then, a standard deviation from the mean is calculated using each sample. Finally, upper and lower control limits are determined and diagrammed to reflect the points at which deviation is beyond the expected standard. Waterfall Charts Waterfall charts, particularly useful in accounting and qualitative analysis, illustrate how an initial value is affected positively and negatively by various factors. For example, a waterfall chart could clearly and efficiently communicate how an opening balance changes month by month over the course of a year. Because they often appear as though bars are floating throughout the graph, waterfall charts are sometimes referred to as floating bricks or Mario charts. Hierarchy Diagrams Hierarchical diagram, also known as an organizational chart or an organigram, illustrates the structure of an organization, as well as the relationships within it. A typical company organigram, for example, lists the CEO at the top, followed by presidents, vice presidents, managers and so on. An organizational chart can illustrate the chain of command from any employee all the way to the top. Hierarchy diagrams are similarly used to represent pedigrees, scientific classifications, demographics and any data set with a similar breakdown. Take the above diagram as an example, where a project team is organized in an organizational hierarchy chart so that everyone knows who their supervisor is in a project. Engineering and Technology Scatter Plots Also known as a scattergram, the graph consists of two axes, each representing a set of data. For example, one axis might represent the numbers of miles driven by a vehicle, while the second axis displays the total gallons of gas used. For each vehicle sampled, its miles-per-gallon average is represented by a dot plotted onto the graph. Once multiple dots are plotted, trends can be spotted and samples can be compared, depending on how many colours are featured in the chart. Trellis Plots Sometimes a statistician will need to compare more data sets than can be represented by a single graph. What if, for example, a graph needs to compare not only miles driven and gallons used, but also the number of gears and cylinders contained in each vehicle sample? A trellis plot, also called a lattice graph or plot, can display and compare all of those variables. While the above example uses a series of scatter charts, trellis plots commonly feature series of bar or line graphs, as well. Sometimes a statistician will need to compare more data sets than can be represented by a single graph. What if, for example, a graph needs to compare not only miles driven and gallons used, but also the number of gears and cylinders contained in each vehicle sample? A trellis plot, also called a lattice graph or plot, can display and compare all of those variables. While the above example uses a series of scatter charts, trellis plots commonly feature series of bar or line graphs, as well. Function Plots Mathematicians, engineers and statisticians often need to determine the value of an equation by graphing its result. The graph of a function is the set of all points whose coordinates satisfy the equation. Therefore, the function of an equation with variables of x and y would be drawn on a graph with an x and y axis. Likewise, an equation that also included a variable of z would need to be drawn on a three-dimensional graph with a third axis. Function graphs of common shapes are visually associated with their corresponding algebraic formulas. Binary Decision Diagrams A binary decision is a choice between two alternatives, so a binary-decision diagram illustrates the path from one decision to another. In computer science, binary decisions make up the Boolean data type, in which two values are associated with different actions within a process flow. Outside of computer science, a binary-decision diagram can still be used to illustrate any process by which actions are based on a decision between two values, whether those conditions be yes or no, true or false, 1 or 0 or any other opposing choices. Ultimately, the path taken will diagram how the process flowed, from beginning to end. Circuit Diagrams A circuit diagram is a visual representation of an electrical circuit. Using simple shapes and images, the diagram illustrates the components and interconnections of a circuit, from start to finish. While the pathways and connections are accurate, the diagram does not necessarily represent a proportionate spatial construction of the circuit. In computer science, circuit diagrams are useful in depicting data related to both hardware and software. The graphics not only visualize the pathways of a circuit in the literal sense, but they are also closely related to the aforementioned binary-decision diagram -- both are used to diagram programming process flows. History Timelines A timeline tracks data over a time period. Significant dates and events are highlighted at the point at which they appear on a chronological scale. Timelines can be used alone or in conjunction with other visualizations. Tree Diagrams A form of hierarchical diagram, a genealogical tree illustrates the structure of a family. It can either begin with an ancestor, then diagram his or her descendants, their siblings, marriages and children, and so on. A pedigree chart, on the other hand, begins with an individual and charts their ancestry, from parents to grandparents, and continues up. Sunburst Charts A type of multi-level pie chart, a sunburst chart is used to illustrate hierarchical data using concentric circles. Each ring of the “sunburst” represents a level in the hierarchy, with the root node represented by the centre circle, and the hierarchy moving outward. While a sunburst chart can be used to illustrate a familiar or company hierarchy, it can also break data down by time periods, creating a historical hierarchy. Various branches of an organization can be represented by designated hues, with different levels often taking on varying shades of the same colour family. Rings can also be divided further to represent multiple divisions within the same organizational level. In fact, a traditional, complex colour wheel, such as that used by paint stores, is another form of sunburst chart. Line Graphs Stacked Area Charts Stacked area charts are frequently used to diagram changes of multiple variables across time. Multiple lines can be drawn, for example, to track the population changes of various states across time. The area below each line can be colored a different hue to represent the state it signifies, resulting in a graph that clearly represents population trends, while at the same time displaying each state’s data in order from least to most populous. Political Science and Sociology Stacked Bar Graphs When studying groups of people, it is common to compare multiple variables at once. It is more useful to examine racial backgrounds, ages and gender in addition to total population. A stacked bar graph combines elements of the traditional bar graph and the pie graph to communicate totals, trends and proportions in a single illustration. Rather than simply illustrating changes in global population over time with a traditional column bar graph, a stacked bar graph can also represent the racial makeup of the population during each year and how those proportions have changed during the same period. Multi-level Pie Charts In a pie chart, multiple layers of data can be presented without the need for multiple images or a trellis design. A multi-level pie chart, for example, consists of tiers, with each layer representing a separate set of data, and can be the perfect solution. So while it would take three traditional pie graphs to illustrate the various sources of recorded words for three different decades, a multi-level pie graph can not only take the place of all three, but it also offers a clearer visual comparison of each year’s results. Mathematics/Computer Science Venn Diagrams The classic Venn diagram, also known as a logic diagram, illustrates all possible logical relationships between a designated collection of sets. For example, the overlap of two or more circles – in this case there are three – visually represents the similarities and differences between the social, economical and environmental areas of sustainable development. The more circles used, the more logical conclusions that can be represented by their overlap. The combined set of all data in the diagram is known as the union, while the areas that overlap are called intersections. A Venn diagram in which the relative size and area of each shape is proportional to the size of the group it represents is known as an area- proportional or scaled Venn diagram. Spherical Contour Graphs Plotting planetary conditions on a basic two-axis graph can pose a problem. The Earth, after all, is a sphere. Instead, data can be plotted on a three-axis field using variables of x, y and z. The resulting plot, if completed, will take the form of a sphere. A spherical plot can, for example, reveal global temperature or rainfall trends by assigning each value range with a particular colour, then plotting the data with points of the corresponding hue. Health and Wellness Multi-Line Graphs - Just as medical symptoms are rarely isolated, neither is the analysis of biometric data. After all, rarely does one statistic paint the entire medical picture. Line graphs can reflect multiple data sets with lines of varying patterns or colour. For example, a multi-line graph can illustrate changes in life expectancies of not just the population in general, but for each gender and multiple racial backgrounds. Stacked Bar Graphs Stacked bar graphs aren’t useful only in illustrating parts of a whole. They can also be used to display additional variables. While a basic bar graph could represent what portion of a population is classified as overweight over a designated time period, a stacked bar graph can also track how much of the total is obese. Flow Charts Flow charts are frequently used by hospitals, clinics and other medical facilities to ensure proper procedures are uniformly followed. Pictograms In a pictogram, or pictograph, images and symbols are used to illustrate data. For example, a basic pictogram might use an image of the sun to signify each fair-weather day in a month and a rain cloud to symbolize each stormy day. Because images are known to hold more emotional power than raw data, pictograms are often used to present medical data. An illustration that shades five of 20 person symbols to represent a 20-percent death rate carries a more powerful message, for example, than a bar, line or pie that illustrates the same data. Anatomical Diagrams Medical diagrams are often used to illustrate anatomy, treatments or disease pathology in order to explain treatments for patients and others without an extensive biomedical background. While medical diagrams are considered a combination of science and art, they can be just as technical as any other quantitative graph. And no matter how detailed the drawing, anatomical diagrams are designed to clearly and efficiently present data. And just as with a complex contour diagram, the diagrams focus on key information, even if it was selected from voluminous amounts of medical or scientific data. Multi-Pie Charts Just as in the cases of multi-level pie graphs, stacked bar graphs and trellis plots, multi-pie graphs paint a more detailed portrait of the data set it illustrates. While a single pie chart can display what portion of the total population has a particular condition, a multi-pie graph can break those statistics down to illustrate not only the portion of men and the portion of women, but also how the two groups compare. Heat Maps A type of contour graph, a heat map specifically charts varying temperatures at different geographical points. While the graph’s two axes are a map’s latitude and longitude, the third variable – temperature – is represented by a spectrum of colour. While most commonly used to illustrate weather, heat maps also can represent web traffic, financial indicators and almost any other three-dimensional data. Scatter-Line Combo By combining a line graph with a scatter plot, meteorologists and other statisticians can illustrate the relationship between two data sets. For example, the high and low temperatures of each day in a month can be displayed in a scatter plot, then a line graph can be added to plot the historic average high and low temperatures over the same period. The resulting combination graph clearly displays how the temperature range each day compares to the historic average, and it even indicates how those measurements trend over the examined time period. 3D Graphs Technology now allows statisticians to display multi-dimensional data sets in true form. Three-dimensional graphs created with specialized software reflect the relationship between three variables plotted across three axes. A meteorologist can, for example, graph the wind field of a hurricane. Histograms A histogram is a special type of vertical bar graph that presents numeric data and its frequency distribution. As its name suggests, the distribution is often illustrated across time, but the data could also be plotted based on any chronological scale, such temperature, elevation or monetary value. While histograms are typically a form of bar graph, the concept can also be applied to line graphs and other designs relying on plotting two axes. -------------------------------------------------------------------------------------------- Bar Graph Bar graphs are the pictorial representation of grouped data in vertical or horizontal rectangular bars, where the length of bars is proportional to the measure of data. The chart’s horizontal axis represents categorical data, whereas the chart’s vertical axis defines discrete data. Line Graph A graph that utilizes points and lines to represent change over time is defined as a line graph. In other words, it is a chart that shows a line joining several points or a line that shows the relation between the points. The diagram depicts quantitative data between two changing variables with a straight line or curve that joins a series of successive data points. Linear charts compare these two variables on a vertical and horizontal axis. Histogram A histogram chart displays the frequency of discrete and continuous data in a dataset using connected rectangular bars. Here, the number of observations that fall into a predefined class interval represented by a rectangular bar. Pie Chart A pie chart used to represent the numerical proportions of a dataset. This graph involves dividing a circle into various sectors, where each sector represents the proportion of a particular element as a whole. This is also called a circle chart or circle graph. Exponential Graphs Exponential graphs are the representation of exponential functions using the table of values and plotting the points on a graph paper. It should be noted that the exponential functions are the inverse of logarithmic functions. In the case of exponential charts, the graph can be an increasing or decreasing type of curve based on the function. An example is given below, which will help to understand the concept of graphing exponential function easily. For example, the graph of y = 3x is an increasing one while the graph of y = 3- x is a decreasing one. Graph of y = 3x: Graph of y = 3-x Logarithmic Graphs Logarithmic functions are inverse of exponential functions and the methods of plotting them are similar. To plot logarithmic graphs, it is required to make a table of values and then plot the points accordingly on a graph paper. The graph of any log function will be the inverse of an exponential function. An example is given below for better understanding. For example, the inverse graph of y = 3x will be y = log3 {x} which will be as follows: Trigonometric Graphs Trigonometry graphs are plotted below for the 6 trigonometric functions, which include sine function, cosine function, tangent function, cotangent function, cosec function, and sec function. Visit trigonometry graphs to learn the graphs of each of the functions in detail along with their maximum and minimum values and solved examples. Frequency Distribution Graph A frequency distribution graph is used to show the frequency of the outcomes in a particular sample. For frequency distribution graphs, the table of values made by placing the outcomes in one column and the number of times they appear (i.e., frequency) in the other column. This table is known as the frequency distribution table from which the cumulative frequency graph or ogive can be plotted. Bar Graphs Bar graphs are used to compare categories. The x-axis (the horizontal line at the bottom of a graph) is usually used to show the categories: in the following figure, countries with universal healthcare expenses for 2015. The y-axis (the vertical line) shows dollars spent in millions. The taller the bar, the more dollars were spent. This chart clearly shows that the United States spends more on health care per citizen than other countries. This is clearly identified on this chart with bars in contrasting colours. Line Graphs Like bar graphs, line graphs compare categories, but they are often used to show trends. With the x-axis frequently showing the passage of time, the graphed data points will show an upward or downward trend of the categories in question. The line graph above illustrates social media traffic trends. Each social media organization is represented by a different coloured line. The x-axis shows the passage of time, and the y-axis shows the percentage of media traffic each organization is capturing. The graph shows that Facebook traffic is trending up, while Pinterest has experienced some ups and downs. Third-place Twitter traffic is relatively flat. Pie Charts Pie charts show the composition of data, or the pieces of a whole. It can be as simple as “the team here is composed of 50 percent men and 50 percent women” or “Our sales are made up of 30 percent fiction books and 70 percent non-fiction.” In the above figure, the whole pie (the whole circle) represents the total products sold at a store; the pieces of that pie show the percentage of sales each department made. A chart like this makes it very easy to see that the clothing and accessory departments make up the largest section of sales, and fragrances the smallest. Stacked Comparison Charts The categories in the following chart are represented by bars, but the bars themselves are composition charts. Each bar is valued at 100%, and the coloured blocks represent different levels of pet ownership within the population. Similarly, the line graph below is “stacked” to show the level of sales based on product type. Non-Numerical Data Charts The charts above are very handy when the data is numeric. But there are charts for other types of data. The most common types of non-numerical charts are- Venn diagrams Flow charts Gantt charts Organizational charts Pictographs Infographics Venn Diagrams A Venn diagram shows a comparison of two different categories and the items they have in common. The diagram below shows the different types of image types that can be safely shared on the Internet. Wherever the circles overlap represents a shared characteristic. For example, JPG and PNG files both have a large colour palette, so they overlap in that area. “Web safe” is a characteristic shared by all three, so it is in the middle where all the circles overlap. Areas of each circle that do not overlap represent characteristics unique to each file type—something they do not share with any other file type represented. Flow Charts Flow charts show a process. Flow charts document a sequence of events from start to finish so that the process can be documented, followed, and managed. The flow chart in the following figure shows the process of how theories are created, spread, and accepted. It can be seen that at the top there is an idea that leads to an experiment, and then the results determine which path is taken. If the experiment is successful or unsuccessful, then different paths will be chosen. Along the path of the flow chart, all alternatives are presented and choices are made between them. Gantt Chart A Gantt chart is a timeline. Multiple projects can be added to the timeline with start and finish dates, and milestones and deadlines are also reflected. This chart is used to determine how long a project will take, the resources needed, and the order in which tasks need to be completed. In the above figure, there are two different teams running one project. The Market Team (red) completes the market research and defines specifications by the week of July 23rd (the date of the first milestone). Then, the Planning Team (blue) takes over with the overall architecture and project planning and is responsible for hitting that second milestone on August 6th. It can be seen that the Market and Planning Teams have additional work to contribute even after their milestones are hit, and the project is not complete until the end of November. Organizational Charts Organizational charts, also called hierarchy charts show the people in an organization and their reporting relationships. Usually, the organizational chart will have a chairman or CEO at the top, followed by a team of presidents and vice presidents, and then their direct reports, and so on. An organizational chart is usually created and maintained by human resource professionals who want a visual view of their organization’s structure and reporting relationshi

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