SUBJECT: Foundation English

UNIT- 3 Basic Grammar

PARTS OF SPEECH:
1.Noun is defined as a word referring to the names of persons, places, things, feeling or
idea. The noun is that can be classified into both singular & plural forms.
Types of Nouns:
Nouns can be broadly classified into:
1. Proper Nouns: Nouns that are used to name a person, place or thing specifically are called
a proper noun. Proper nouns always begin with a capital letter.
Examples
• My name is Rose. (Name of a particular person)
• This is my dog, Bruno. (Name of a specific pet animal owned by someone)
• David came back from Minsk. (Name of a specific place)
• Louis Philippe is a famous brand of men’s clothing. (Name of a particular clothing
brand)
Ram , Kanchan, Delhi, Sunday, October etc…
2. Common nouns: Common nouns are those nouns that refer to a generic item, group or
place. This means that, unlike proper nouns, they are not used to identify specific people,
places or objects. Common nouns are not capitalised unless they appear at the beginning of
a sentence.
Examples:
• I bought a pen yesterday. (Common object)
• I am going to school. (Common place)
• Only ten employees showed up to work today. (Common group)
• The car is out of fuel. (Common items)
Man, women, teacher, car, dog, love etc…
3. Plural nouns: Plural nouns refer to a number of people, places, animals or things. Nouns
are made plural by adding an ‘s’ or ‘es’ or ‘ies’ or ‘ves’ to the existing root word. Nouns that
end with an ‘s’ remain the same. Some nouns remain the same in both their singular and
plural forms, and some others have totally different spelling.
1. Examples:
• I need some apples.
• Did you find the boxes you were looking for?
• I bought mangoes from the market.
• We took photos of some deer on our way.
4. Countable nouns are those nouns that can be counted or measured.
Examples:
• Tom brought ten packets of lays for the trip. (specific number – ten)
• Mom asked me to buy a dozen eggs. (specific – dozen means twelve)
• I saw an aeroplane around seven in the morning. (specific – an means one)
Book, cup, buildings, glass, coins etc…
5. Uncountable nouns are those nouns that cannot be counted. This category of nouns
includes both concrete and abstract nouns.
Examples:
• I have a lot of homework to do. (Not specific)
• I have a cup of tea. (Cannot count)
• We are facing terrible weather today. (Cannot count)
Sugar, salt, water, air, money, happiness etc….
6. Collective Nouns: A collective noun is a naming word that is used to denote a group of
objects, animals or people.
Examples:
• Collective nouns for groups of animals
• A pride of lions
• A flock of sheep
• A swarm of bees
• A herd of elephants
• Collective nouns for groups of people
• A band of musicians
• A board of directors
• A crew of sailors
• A company of actors
• Collective nouns for a number of things/objects
• A pair of shoes
• A chain of mountains
• A fleet of ships
• A bunch of grapes
7. Concrete Nouns: Physical things that you can touch.
Examples:
 • The book is on the table.
• I had a cup of coffee.
• Sharon opened the windows.
• Hardy goes to school by bus.
Ram, sugar, furniture, marker, cat, car etc…

8. Abstract Nouns: Any entity that cannot be perceived by the five senses of the human
body are called an abstract noun. (Things that you cannot touch)
Examples:
• Love is a strong emotion.
• Honesty is the best policy.
• It takes a lot of courage to raise your voice and stand up against injustice.
• You should not misuse the freedom you are given.
Truth, love, honesty, happiness, danger, hope etc…

2. PRONOUN:

What is a pronoun?
A pronoun is a word that is used instead of a noun or noun
phrase. Pronouns refer to either a noun that has already been
mentioned or to a noun that does not need to be named
specifically.

Types of Pronouns with Examples

Pronouns can be classified into different types based on their functions. Given below are the
various types of pronouns. Go through the examples carefully to have a clear understanding of
each type of pronoun and its function.

• Relative Pronouns are pronouns that are used to relate one part of the sentence to
another. Some examples of relative pronouns are that, which, where, when, why, what,
whom and whose.
• Possessive Pronouns are pronouns that are used to show possession. Some examples
of possessive pronouns are mine, yours, his, hers, theirs and its.
• Reflexive Pronouns are pronouns that are used to refer back to the subject in the
sentence. Some examples of reflexive pronouns are myself, yourself, herself, himself,
oneself, itself, ourselves, themselves and yourselves.
• Demonstrative Pronouns are pronouns that are used to point to specific objects. Some
examples of demonstrative pronouns are this, that, these and those.
• Interrogative Pronouns are pronouns that are used to ask questions. Some examples of
interrogative pronouns are who, what, when, why and where.
 • Indefinite Pronouns are pronouns that do not refer to any particular person, place or
thing. Some examples of indefinite pronouns are someone, somebody, somewhere,
something, anyone, anybody, anywhere, anything, no one, nobody, nowhere, everyone,
everybody, everywhere, everything, each, none, few, and many.
• Personal Pronouns are simple pronouns that are used to substitute proper names. Some
examples of personal pronouns are I, you, he, she, we, they, him, her, he, she, us and
them.
• Reciprocal Pronouns are pronouns that are used to express a mutual relationship. Some
examples of reciprocal pronouns are each other and one another.
• Intensive Pronouns are the same as reflexive pronouns, with the only difference being
that you can remove the intensive pronoun from the sentence, and the sentence would
still make sense.

Test Your Understanding of Pronouns

1. I am going home today evening. Personal Pronoun/Subject Pronoun

2. Her aunt will be vacating next week. Possessive Pronoun
3. She is the girl I was talking to you about. Personal Pronoun
4. This is the place where I found my missing bag. Relative Pronoun
5. Did you do it yourself? Personal Pronoun, Intensive Pronoun
6. It was a time when I was so happy. Relative Pronoun
7. We always help each other out. Reciprocal Pronoun
8. Has everyone completed the work that was assigned for today? Indefinite Pronoun
9. That dog down the street is his. Possessive Pronoun
10. All my friends are coming home for my parents’ 25th wedding anniversary
celebration. Possessive Pronoun

3.Verbs are words that denote an action that is being performed by the
noun or the subject in a sentence. They are also called action words. Some
examples of verbs are read, sit, run, pick, garnish, come, pitch, etc.
Examples of verbs used in sentences:

1.
1.
• She plays cricket every day.
• Darshana and Arul are going to the movies.
• My friends visited me last week.
• Did you have your breakfast?

• My name is Meenakshi Kishore.

4. Adverbs: are words that are used to provide more information about
verbs, adjectives and other adverbs used in a sentence. There are five
main types of adverbs namely, adverbs of manner, adverbs of degree, adverbs of
frequency, adverbs of time and adverbs of place. Some examples of adverbs are
today, quickly, randomly, early, 10 a.m. etc.
Examples of adverbs used in sentences:

• Did you come here to buy an umbrella? (Adverb of place)

 • I did not go to school yesterday as I was sick. (Adverb of time)
• Savio reads the newspaper everyday. (Adverb of frequency)
• Can you please come quickly? (Adverb of manner)
• Tony was so sleepy that he could hardly keep his eyes open during the
meeting. (Adverb of degree)
5. Adjectives: are words that are used to describe or provide more information about
the noun or the subject in a sentence. Some examples of adjectives include good, ugly, quick,
beautiful, late, etc.
Examples of adjectives used in sentences:

• The place we visited yesterday was serene.

• Did you see how big that dog was?
• The weather is pleasant today.
• The red dress you wore on your birthday was lovely.
• My brother had only one chapati for breakfast.

6. Prepositions are words that are used to link one part of the sentence to another.
Prepositions show the position of the object or subject in a sentence. Some examples of
prepositions are in, out, besides, in front of, below, opposite, etc.
Examples of prepositions used in sentences:

• The teacher asked the students to draw lines on the paper so that they
could write in straight lines.
• The child hid his birthday presents under his bed.
• Mom asked me to go to the store near my school.
• The thieves jumped over the wall and escaped before we could reach
home.
7. Conjunctions are a part of speech that is used to connect two different parts of a
sentence, phrases and clauses. Some examples of conjunctions are and, or, for, yet, although,
because, not only, etc.
Examples of conjunctions used in sentences:

• Meera and Jasmine had come to my birthday party.

• Jane did not go to work as she was sick.
• Unless you work hard, you cannot score good marks.
• I have not finished my project, yet I went out with my friends.
8. Interjections are words that are used to convey strong emotions or feelings. Some
examples of interjections are oh, wow, alas, yippee, etc. It is always followed by an exclamation
mark.
Examples of interjections used in sentences:

• Wow! What a wonderful work of art.

• Alas! That is really sad.
• Yippee! We won the match.
Sentence Examples for the 8 Parts of Speech:
1. Noun – Tom lives in New York.
2. Pronoun – Did she find the book she was looking for?
3. Verb – I reached home.
4. Adverb – The tea is too hot.
5. Adjective – The movie was amazing.
6. Preposition – The candle was kept under the table.
7. Conjunction – I was at home all day, but I am feeling very tired.
8. Interjection – Oh! I forgot to turn off the stove.

❖ Go through the following sentences and identify the part of speech of the
underlined words:

1. Namita is not coming today.

2. My mom will be leaving to Bangalore tomorrow.
3. The teacher asked the students to stand.
4. He is my brother.
5. There is a cat under the table.
6. The clothes did not dry as it was raining all night.
7. Sheena and her sister dance well.
8. I am wearing a green dress for the party.
9. Oh! That is really sad.
10. She is coming with me.

Answers
1. Noun
2. Verb, adverb
3. Noun
4. Pronoun
5. Preposition
6. Conjunction 7. Conjunction, adverb 8. Adjective 9.Interjection 10.Preposition

Fill in the blanks with appropriate prepositions:

My best friend lives __on____ Boretz Road.

2. I'll be ready to leave __in__ about twenty minutes.
3. Since he met his new girlfriend, Juan never seems to be __at____ home.
4. The child responded to his mother's demands __by____ throwing a tantrum.
5. I think she spent the entire afternoon _on_____ the phone.
6. I will wait __until___ 6:30, but then I'm going home.
7. The police caught the thief __at___ the corner of Cascade and Plum Streets.
8. My fingers were injured so my sister had to write the note __for___ me.
9. I am not interested __in___ buying a new car now.
10. What are the main ingredients __of____ this casserole?
11. My best friend, John, is named __after____ his great-grandfather.
12. Grandpa stayed up __until____ two in the morning.
13. My parents have been married __for____ forty-nine years.
14. He usually travels to Philadelphia ___by____ train.
15. You frequently see this kind of violence _on___ television.
16. I told Mom we'd be home __in____ an hour or so.
17. I was visiting my best friend ___in__ the hospital.
18. The professor __from_____ South Africa amazed the American students
with her stories.
19. I'll see you __at__ home when I get there.
20. It's been snowing __since______ Christmas morning.

❖TENSES
Different Tenses in English
In English grammar, there are three main tenses, and they are each further classified into four
different forms, which sum up to twelve tenses in total. The three tenses in English are:

• Present Tense
• Past Tense
• Future Tense
The four different forms are:

• Simple Tense Form

 • Continuous Tense Form
• Perfect Tense Form
• Perfect Continuous Tense Form
So, the twelve tenses in English are as follows:

• Simple Present Tense

• Present Continuous Tense
• Present Perfect Tense
• Present Perfect Continuous Tense
• Simple Past Tense
• Past Continuous Tense
• Past Perfect Tense
• Past Perfect Continuous Tense
• Simple Future Tense
• Future Continuous Tense
• Future Perfect Tense

❖ Below is the table of the examples of tenses-

Tense Forms Examples

Simple Present Tense He drives a car

Present Perfect Tense He is driving a car

Present Tense
Present Continuous Tense He has driven a car

Present Perfect Continuous Tense He has been driving a car since morning

Simple Past Tense He drove a car

Past Perfect Tense He was driving a car

Past Tense
Past Continuous Tense He had driven a car

Past Perfect Continuous Tense He had been driving the car since 7 am

Simple Future Tense He will drive a car

Future Perfect Tense He will be driving a car

Future Tense
Future Continuous Tense He will have driven a car

Future Perfect Continuous Tense He will have been driving the car at 6 am tomorrow
 Tense Chart with Rules and Examples :

Tense Chart

Tenses Rules and Formula Examples

Subject + Verb in the base form/third person plural form + Rajesh eats bread and butter before going
Simple Present Tense
the rest of the sentence to school.

Present Continuous Subject + Helping Verb(am/is/are) + Main verb + ing + the

Students are going to school.
Tense rest of the sentence

Subject + Helping Verb (have/has) + Past participle of the

Present Perfect Tense She has lived here all her life.
main verb + the rest of the sentence along with the time frame

Present Perfect Subject + Have/Has + Been + Verb+ ing + the rest of the I have been working on this project for a
Continuous Tense sentence week.

Subject + Verb + ed / verb in the past tense + the rest of the

Simple Past Tense Nupur went to the supermarket yesterday.
sentence

Past Continuous Subject + Helping Verb(was/were) + Main verb + ing + the

It was snowing today.
Tense rest of the sentence

Subject + Helping Verb (had) + Past participle of the main

Past Perfect Tense She had met him before the party.
verb + the rest of the sentence along with the time frame.

Past Perfect He had been drinking milk out the carton

Subject + Had + Been + Verb + ing + the rest of the sentence
Continuous Tense when Mom walked into the kitchen.

Simple Future Tense Subject + will/shall + V1 + Object I will write articles on different topics.

Future Continuous I will have been waiting here for three

Subject + will be/shall be + V1 + ing + Object
Tense hours by six o'clock.

I will have dressed up by the time you

Future Perfect Tense Subject + will have/shall have + V3 + Object
reach home.

Future Perfect I will have been waiting here for three

Subject + will have been + V1 + ing + Object
Continuous Tense hours by six o'clock.

❖ Subject–Verb Agreement Rules

Key: subject = yellow, bold; verb = green, underline

Subjects and verbs must agree in number.

Subject—Verb Agreement.
1. If the subject is singular, the verb must be singular too.

Example: She writes every day.

Exception: When using the singular "they," use plural verb forms.
Example: The participant expressed satisfaction with their job. They are currently
in a managerial role at the organization.

2. If the subject is plural, the verb must also be plural.

Example: They write every day.

Sometimes, however, it seems a bit more complicated than this.

3. When the subject of the sentence is composed of two or more nouns or pronouns
connected by and, use a plural verb.

Example: The doctoral student and the committee members write every day.
Example: The percentage of employees who called in sick and the number
of employees who left their jobs within 2 years are reflective of the level of job
satisfaction.

4. When there is one subject and more than one verb, the verbs throughout the
sentence must agree with the subject.

Example: Interviews are one way to collect data and allow researchers to gain
an in-depth understanding of participants.
Example: An assumption is something that is generally accepted as
true and is an important consideration when conducting a doctoral study.

5. When a phrase comes between the subject and the verb, remember that the verb
still agrees with the subject, not the noun or pronoun in the phrase following the
subject of the sentence.

Example: The student, as well as the committee members, is excited.

Example: The student with all the master’s degrees is very motivated.
Example: Strategies that the teacher uses to encourage classroom
participation include using small groups and clarifying expectations.
Example: The focus of the interviews was nine purposively selected
participants.

6. When two or more singular nouns or pronouns are connected by "or" or "nor,"
use a singular verb.

Example: The chairperson or the CEO approves the proposal before

proceeding.
7. When a compound subject contains both a singular and a plural noun or pronoun
joined by "or" or "nor," the verb should agree with the part of the subject that is
closest to the verb. This is also called the rule of proximity.

Example: The student or the committee members write every day.

Example: The committee members or the student writes every day.

8. The words and phrases "each," "each one," "either," "neither," "everyone,"
"everybody," "anyone," "anybody," "nobody," "somebody," "someone," and "no
one" are singular and require a singular verb.

Example: Each of the participants was willing to be recorded.

Example: Neither alternative hypothesis was accepted.
Example: I will offer a $5 gift card to everybody who participates in the study.
Example: No one was available to meet with me at the preferred times.

9. Noncount nouns take a singular verb.

Example: Education is the key to success.

Example: Diabetes affects many people around the world.
Example: The information obtained from the business owners was relevant to
include in the study.
Example: The research I found on the topic was limited.

10. Some countable nouns in English such as earnings, goods, odds, surroundings,
proceeds, contents, and valuables only have a plural form and take a plural verb.

Example: The earnings for this quarter exceed expectations.

Example: The proceeds from the sale go to support the homeless population in
the city.
Example: Locally produced goods have the advantage of shorter supply
chains.

11. In sentences beginning with "there is" or "there are," the subject follows the verb.
Since "there" is not the subject, the verb agrees with what follows the verb.

Example: There is little administrative support.

Example: There are many factors affecting teacher retention.

12. Collective nouns are words that imply more than one person but are considered
singular and take a singular verb. Some examples are "group," "team,"
"committee," "family," and "class."

Example: The group meets every week.

Example: The committee agrees on the quality of the writing.
 However, the plural verb is used if the focus is on the individuals in the group.
This is much less common.
Example: The committee participate in various volunteer activities in their
private lives.

❖ Definition of a Preposition:
A preposition is defined as “a word that connects a noun, a noun phrase, or a pronoun to
another word, esp. to a verb, another noun, or an adjective” …words, such as in, from, to,
out of and on behalf of, used before a noun or pronoun to show place, position, time or method.

Uses of Prepositions
Prepositions are seen to show some key characteristics and perform some vital functions when
used in sentences. Let us look at the various uses of prepositions in English.

• They are used to show the direction of something.

• They can refer to the time of something happening.
• They can be used to denote the position or location of an object in the sentence.
• They are also used to represent spatial relationships.
• Prepositional phrases, in particular, can be used to do all of these when used in
sentences.

Types of Prepositions
Based on the different uses and functions of prepositions, they can be divided into four main
types. They are as follows:

• Prepositions of Time – used to show when something is happening.

For example:
•
• We will be meeting on Friday.
• The supermarket will be closed from 9 p.m. to 9 a.m.
• Can you come after some time?
• We have been asked to work from home until the end of May.
• The whole country was asked to stay home during the pandemic to ensure safety
and well-being.

• Prepositions of Place – indicate the place or position of something.

For example:
•
• I have kept the book I borrowed from you on the table.
• Henry hid behind the door.
• The dog jumped over the fence.
• Can you place the red roses in between the white daisies?
• He was waiting in front of the EB office.
 • Prepositions of Direction – used to denote the direction in which something travels or
moves.
For example:
•
• The girl ran toward her father the moment she saw him.
• Jerry jumped into the river to help his sister.
• Veena passed the book to Priya.
• When will Salvia be returning from London?
• Neena lives across the street.
• Prepositions of Location – employed to denote the location of a particular object.
For example:
•
• Kenny would be staying at his cousin’s place for the weekend.
• Make sure you keep all the toys back in its place after you play.
• I lay on the floor for a really long time.
• Prepositions of Spatial Relationship – used to denote an object’s movement away from
the source and towards a source.
For example:
•
• Navya sat leaning against the wall.
• The circus was stationed opposite the children’s park.
• Lakshmi sat beneath the trees.
• Shankar sat beside the stairs.
• We spent the evening walking around the lake.
• Prepositional Phrase – a combination of a preposition and a noun(the object it is
affecting).
For example:
•
• See to it that you reach the venue on time.
• The medicines you asked for are out of stock.
• Why don’t we try taking classes outside for a change.
• Make sure you fill in all the forms at once.
• Salmaan was able to finish it only with the help of his friends.

Examples of Prepositions Used in Sentences

To know how exactly prepositions can be used in sentences, check out the following sentences.

• I will be going to church in the morning.

• She placed the plates on the dining table.
• Baskar found the cat hiding under the bed.
• Will you be with Raimy or Mazeeka?
• I love sitting on the beach at night.
• Rachel met Phoebe by the lake.
 • Finn stood opposite Lisa.
• The grocery store is right in front of the bus stop.
• My brother climbed onto the roof.
• It feels great to sit beneath the trees and read.

Definition of an Article
An article, according to the Merriam-Webster Dictionary, is defined as “any of a small set of
words or affixes (such as a, an, and the) used with nouns to limit or give definiteness to the
application.”

Types of Articles
There are three articles in English – ‘a’, ‘an’ and ‘the’. These articles are divided into two types
namely:

• Definite Article
• Indefinite Article

Definite Article
Among the three articles, ‘the’ is said to be the definite article. A definite article is used to
determine something that is specific or particular. It is also used before plural nouns and to
indicate the superlative degree of comparison. Furthermore, it can be used before collective
nouns as well.
For example:

• The Sun sets in the west.

In the above sentence, the nouns ‘Sun’ and ‘west’ are proper nouns and are specific and so the
definite article has to be used.

• The children are playing cricket.

In the above sentence, the definite article is used to determine the plural noun, ‘children’.

• This is the world’s longest river.

In the above sentence, the definite article is used to denote the superlative degree of
comparison.

• The crowd sang along with the band.

In the above sentence, the definite article is used before the collective nouns, ‘crowd’ and ‘band’.

Indefinite Article
The articles ‘an’ and ‘an’ are termed as indefinite articles. An indefinite article, as the name
suggests, is used to indicate something that is not definite or specific. It can also be used
before singular nouns.
Among the indefinite articles, ‘an’ is used before singular nouns that start with vowel sounds and
‘a’ is used before singular nouns that begin with consonant sounds.
For example:
 • I had an apple for breakfast.
• Do you have an eraser?
• I saw an aeroplane.
• She has a pet dog.
• My father is a doctor.
• My brother gave me a calculator.

Usage and Exceptions – Points to be Remembered When Using

Articles
Articles are used extensively by English language users, and for this very reason, it is important
to know where and where not to use them. In order to have a thorough knowledge of how to use
the right articles in the right places, have a look at the following.

A or An?
The article ‘an’ is normally used before words that begin with vowel sounds. However, this is
often confused with the idea that it can be used before words that start with a vowel. Look at the
examples given below to understand how this works.
•
• I have an umbrella.
• This is an orange.
• An elephant was crossing the road.
If you see here, the words ‘university’ and ‘unique’ start with a vowel. However, it does not have a
vowel sound but a consonant sound ‘yu’ in the beginning. It is because of this reason that the
indefinite article, ‘a’ is used instead of ‘an’.
•
• Studying in a university will give you a lot of exposure.
• This is a unique way of communicating with birds.
In the examples given below, ‘an’ is used before ‘MBA’ and ‘hour’ though they are words starting
with consonants. This is because the word ‘MBA’ starts with ‘m’ which has a vowel sound (em) in
the beginning. Likewise, the ‘h’ in the word ‘hour’ is silent, thus having a vowel sound in the
beginning.
•
• I have completed an MBA degree.
• It took an hour to reach the airport.

Exceptions
Words starting with a vowel, but use ‘a’ instead of ‘an’:

• One
• University
• Unique
• Uniform
• Unit
• Eucalyptus
 • Utensil
• Euro
• UFO
Words starting with a consonant, but use ‘an’ instead of ‘a’.

• Hour
• Honest
• Hourly
• MBA
• MBBS
• MA
• MSc
• MMR
• MCom
• MLA

The Four Different Types of Sentences

There are four different kinds of sentences are as follows:

• Declarative or Assertive Sentence – A declarative or assertive sentence is a

sentence that is informative and ends with a period or a full stop.
Examples:

• I like fantasy novels.

• There is a white house around the corner.
• Imperative Sentence – An imperative sentence is a sentence that expresses a
command, an order, or a request.
Examples:

• Please pick up the notes when you come.

• Close the door.
• Interrogative Sentence – An interrogative sentence is one that is used to question
something and it ends with a question mark.
Examples:

• What is the name of the movie you were watching?

• Can I come with you to the book fair?
• Exclamatory Sentence – An exclamatory sentence is one which is used to
express sudden and strong emotions, and it ends with an exclamation mark. You
can also use interjections to form exclamatory sentences.
Examples:

• Wow, how good this is!

• That was a great match!
❖ TYPES OF SENTENCES ON THE BASIS OF PURPOSE:
What are the types of sentences in English?
The different types of sentences in English are:

• Declarative Sentence
• Imperative Sentence
• Interrogative Sentence
• Exclamatory Sentence

Give some examples of the different types of sentences.

Given below are a few examples of the different types of sentences.

• Declarative Sentence – This is my house.

-They are my parents.

• Imperative Sentence – Come home as soon as you finish the dance practice.
-Please lend me a pen.

• Interrogative Sentence – When are you going to the park?

-Where is the attendance register?

• Exclamatory Sentence – Oh, what a beautiful dress!

-What a wonderful day!

The 4 Types of Sentence Structure:

The four types of sentence structure.

Simple Sentence Structure

A simple sentence consists of one independent clause. (An independent
clause contains a subject and verb and expresses a complete thought.)

• I like coffee.
• Mary likes tea.
• The earth goes round the sun.
• Mary did not go to the party.

Compound Sentence Structure

A compound sentence is two (or more) independent clauses joined by a
conjunction or semicolon. Each of these clauses could form a sentence
alone.

• I like coffee and Mary likes tea.

• Mary went to work but John went to the party.
• Our car broke down; we came last.

There are seven coordinating conjunctions:

• and, but, or, nor, for, yet, so

Complex Sentence Structure

A complex sentence consists of an independent clause plus a dependent
clause. (A dependent clause starts with a subordinating conjunction or a
relative pronoun, and contains a subject and verb, but does not express a
complete thought.)

• We missed our plane because we were late.

 • Our dog barks when she hears a noise.
• He left in a hurry after he got a phone call.
• Do you know the man who is talking to Mary?

Here are some common subordinating conjunctions:

• after, although, as, because, before, how, if, once, since, than, that,
though, till, until, when, where, whether, while

Here are the five basic relative pronouns:

• that, which, who, whom, whose

Compound-Complex Sentence Structure

A compound-complex sentence consists of at least two independent
clauses and one or more dependent clauses.

• John didn't come because he was ill so Mary was not happy.
• He left in a hurry after he got a phone call but he came back five
minutes later.

_______________________

UNIT 4
 UNIT:4

BUSINESS LETTERS:
What is a Business Letter? (Definition)
A business letter is a professional, formal letter that is sent by one
company to another. These letters can be used for professional
correspondence between business clients, employees, stakeholders as
well as individuals.

Whether you need to tell a potential client about your product, collaborate
with another company, convince someone to attend your event, or give a
thank you note – a well-written business letter can stand out.

Business Letters implies any written communication that plays the role of
the company’s representative. Hence, a good business letter is
characterized by courtesy, convincing ability, knowledge and politeness.
Further, a business letter starts with a salutation and ends with a signature.
Its contents are professional.
Principles of Business Correspondence

⚫ Courtesy

⚫ You Attitude

⚫ Conciseness

⚫ Preciseness

⚫ Directness

⚫ Clarity

⚫ Correctness/Accuracy of facts

⚫ Use of simple and plain language

⚫ Avoiding jargon

⚫ Avoiding ambiguity
⚫ Completeness

The use of a business letter is to communicate a number of purposes

which may cover:

BUSINESS CORRESPONDENCE
Business Letters

A letter is an important channel of communication used to send information outside the organization.
As it helps to reinforce professional and business relations, it is a positive instrument of professional
exchange of ideas, opinions, and information. Everyday business dealings and ordinary activities of
business would not be possible without letters.

Business correspondence or commercial correspondence is an important part of business

communications. Business letters help the businessman to build new relations and maintain the
existing relations. A businessman writes letters to its customers and maintains the existing relations.
A businessman writes letters to its customers, employees, other firms, associate concerns, credit
agencies, government departments etc. The aim of these letters is to achieve a definite purpose e.g.,
selling a product, making an enquiry, seeking information or advice, creating goodwill etc.

PURPOSE:

According to Gortside there are 4 main reasons for writing business letters:

1. To provide a convenient and inexpensive means of communication without personal contact,

2. To give or seek information,
3. To furnish evidence of transactions entered into, and
4. To provide a record for future reference.
IMPORTANT FEATURES OF AN EFFECTIVE BUSINESS LETTER OR FIVE C’S OF LETTER WRITING
• Clarity
• Completeness
• Correctness
• Conciseness
• Courtesy (You Attitude or You Psychology)

❖ Parts of a Business Letter:

The standard format of any business letter:

(Header) Address Line 1

Address Line 2

Date (Month Day, Year)

Reference No.( Optional)

Attention Line (Optional)

Mr./Mrs./Ms./Dr. Full name of recipient.

Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Subject: Title of Subject (Optional)

Dear Ms./Mrs./Mr. Last Name:

Subject: Title of Subject (Optional)

Body Paragraph 1. ( Purpose). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

............................................................... .............
.......................

Body Paragraph 2 ( Justify the purpose). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

............................................................... .............
.................................

Body Paragraph 3( What you expect from the reader) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

............................................................................
.............................................

Complementary Closure (Sincerely...),

Long Hand Signature

Your Name (Printed)

Your Title

Enclosures
Identification symbol
Parts or Layout of a Business Letter
Header/ heading

This is the writer’s full address. Business letters usually have preprinted letterhead stationery which
contains this information. An address heading is optional for informal letters. The letterhead includes
the essential particulars of the sender. For eg. his name, designation, address of correspondence,
telephone numbers, telegraphic address. Sometimes the writer writes on the firm’s own letterhead.
In that, the name and the designation along with the department is written below towards the left
margin.

Date
Every official document must be dated. The date provides an important point of reference in further
correspondence and in following up the issues dealt with in the future. It includes the month, day and
year that the letter is written on.

Reference

It appears on the left on level with the date. This is an optional element and may be placed below the
dateline. It gives the letter number, file number and other filing details to make it easy to locate the
file related to the issue. The writer’s reference number as well as the reference number of the
recipient should be mentioned.

Inside Address

The recipient’s full name and address is given as it appears on the envelope. It is followed by his or
her designation and the firm address of the person. Generally, informal letters do not include an inside
address

Attention
With formal letters, the "Attention: [full name of recipient]" is placed two spaces below the inside
address.

Salutation

This is a formal greeting to the receiver. It is the introductory phrase, “Dear Sir/Madam’ or the name
of recipient. It should match with the first line of the inside address.

Subject
A word or phrase to indicate the main subject of the letter, which is preceded by the word “Subject:”
or “Re:” (Latin for “matter”). Subject lines may be emphasized by underlining, using bold font, or all
capital letters. They can be alternatively located directly after the "inside address," before the
"greeting." Informal or social letters rarely include a subject line. It gives a brief indication of the
subject of the letter. It is an optional element.

Body
it is the principal part of a letter; it consists the message. It is also called the text of the letter.

The first paragraph is the introductory part, which sometimes opens with reference to earlier
correspondence. It prepares the reader’s mind to receive the message with interest.
The main message is in the second paragraph, which is the heart of the letter containing the main and
supporting ideas of the subject matter. It provides every relevant detail and all queries in the reader’s
mind.

Closing paragraph indicates writer’s expectations and intentions. The state of action must be clearly
mentioned. Finishing touch should be hopeful and should wish for a positive response.

Complimentary Closure

In includes the phrase ‘sincerely yours/faithfully yours’. The ending should be courteous and polite. It
should be consistent with the salutation.

Signature
The signed name of the writer. Formal or business letters include the full name of the writer printed
below the signed name and most often include the writer’s title and/or professional designations.

Enclosures

(“enclosure”) Indicates that some other documents accompanying the letter are attached.

Identification Symbol

It indicates that a person typed or even composed a letter on behalf of someone else. For example S.J.
/ r.m.The capitalized initials are those of the author of the letter (Samuel Johnson). The lower-case
initials are those of the person who typed or composed the letter (Rachel McDonald). The most
common use for this notation is for situations where an administrative assistant composed and/or
typed the final version of a letter that was dictated by his/her boss.

Copy Notation

If copies are sent to anyone else, it is shown after the list of the enclosure.

❖ Spacing and Font Formats

Proper business letter line spacing and presentation are important when it comes to
conveying professionalism in a business letter. So, what’s the proper form for a business
letter? The rule of thumb here is that utility and readability trump individuality. You’re
not sending a letter to an old college friend—you’re doing business. What is the correct
spacing for a business letter? Here are the spacing and font rules that one generally sees
in a business letter:

Alignment. All proper business letter styles are left-aligned. The common wisdom over
the decades is that such alignment is best for readability.
Spacing. Letters should be single-spaced between sentences in order to maximize space
on the page. Include four line breaks between the letter’s closing sentence or paragraph
and your printed name to leave space for your signature.

Font. The standard font style is Times New Roman, size 12, though other commonly
used fonts such as Arial and Helvetica are acceptable. Readability is crucial when it
comes to fonts, so avoid getting creative and using hard-to-read gothic or cursive fonts.
If your letter’s body is running out of space on a single page, it’s better to cut it down
than reduce font size.

Margins. What are the best margins for a business letter? Most experts agree that 1″
margins are the best because they maximize space, though you may have to make room
for a letterhead if you’re using it.

❖FORMAT OF BUSINESS LETTER:

To indent or not to indent? That is the question. This is really a matter of how formal
you want the letter to look. For example, you might want a block format to convey
formality if you’re complaining about something, but a semi-block might communicate a
nice, “formal light” look in a thank you letter, especially if it’s someone you already
know. There are three main styles of business
letter: block, modified block, and semi-block styles. Each is
written in much the same way, including the same information,
but the layout varies slightly for each one.

The three styles generally used are block, modified block and semi-block.
Here’s how her letter would look in each of the three formats: block formatting,
modified block formatting, and semi-block formatting:

1. BLOCK FORMATTING STYLE:

Sample Block Style Letter

Sender's address
Sender's phone number
Today's date
RE: what the letter is about
(drop down 4 lines)

Recipient's name
Recipient's company name
Recipient's address
(1 space)
Attention: person it's going to
(1 space)
Dear Name:
(1 space)
In this type of block letter, all the paragraphs line up at the left
margin. There is no indenting of the paragraphs. The margins
should be set to 1-1.5" all the way around the page. If you are
using company letterhead, you will need to account for that in
figuring the margin where the letterhead is placed on the page.
(1 line space)
You only need to single-space between sentences. Leave an extra
open line between paragraphs. Keep in mind that these sample
letters are a guideline. People often customize to meet their
preferred style.
(1 line space)
Some people choose to center the above sender information.
(1 line space)
Sincerely,

(space down four lines)

Signature here

add name,
add title

[Identification initials]

Enclosures:

cc: Name

Name

-------------------------------------------------------------------------

EXAMPLE:
Block Formatting

Ms. Tanya Smith, CEO

Acme Corp.
12345 Acme Ave.
Minneapolis, MN 55410
(612) 555-2368

June 1, 2018

Mr. Oscar Wilde, VP of Sales

NewTech
9876 NewTech Way
San Jose, CA 95113

Dear Mr. Wilde:

I would like a free consultation about NewTech’s cloud-based sales management
software. Acme Corp. is a fast-growing manufacturer (20% annual revenue growth over
the past five years). We want to continue to grow, and NewTech’s software seems like a
product that might take our sales team to the next level. I want to explore with you
whether NewTech software is a good fit for Acme.

I look forward to speaking with you at your earliest convenience.

Sincerely,

Tanya Smith, CEO

Enclosures: Acme Corp. brochure

Note that this is a more formal type of business letter: no indentations and everything is on
the left. If you’re questioning how formal the letter should appear, it’s probably best to
play it safe and go with a block format.

2. Modified Block Formatting

Modified Block Formatting

EXAMPLE:
Ms. Tanya Smith, CEO
Acme Corp.
12345 Acme Ave.
Minneapolis, MN 55410
(612) 555-2368
June 1, 2018

Mr. Oscar Wilde, VP of Sales

NewTech
9876 NewTech Way
San Jose, CA 95113

Dear Mr. Wilde:

I would like a free consultation about NewTech’s cloud-based sales management

software. Acme Corp. is a fast-growing manufacturer (20% annual revenue growth over
the past five years). We want to continue to grow, and NewTech’s software seems like a
product that might take our sales team to the next level. I want to explore with you
whether NewTech software is a good fit for Acme.

I look forward to speaking with you at your earliest convenience.

Sincerely,

Tanya Smith, CEO

Enclosures: Acme Corp. brochure

Note that there are still no indentations, but everything doesn’t line up on the left. It’s just
a bit less formal. Smith might be wiser to stick with the block format in this case, but she
might switch to modified block once she has a working relationship with Wilde.
Sample Modified Block Style Letter

Sender's name
Sender's address

(1 space)
Today's date

(drop down four lines)

Recipient's business name

Attention: person it's going to

Recipient's address

(drop down two lines)

Dear Name:

In this type of modified block letter, all the paragraphs line up at the left
margin. You do not need to indent at all. The margins should be set to 1-
1.5" all the way around the page. If you are using company letterhead,
you will need to account for that in figuring the margin where the
letterhead is placed on the page.

You only need to single-space between sentences. Leave an extra open

line between paragraphs.

Sincerely,

(drop down four lines)

Signature here
Add name,
Add title

[Identification initials]

Enclosures:

cc: Name

Name

3. Semi-block Formatting

EXAMPLE:
Ms. Tanya Smith, CEO
Acme Corp.
12345 Acme Ave.
Minneapolis, MN 55410
(612) 555-2368
June 1, 2018
Mr. Oscar Wilde, VP of Sales
NewTech
9876 NewTech Way
San Jose, CA 95113

Dear Mr. Wilde:

I would like a free consultation about NewTech’s cloud-based sales management

software. Acme Corp. is a fast-growing manufacturer (20% annual revenue growth over
the past five years). We want to continue to grow, and NewTech’s software seems like a
product that might take our sales team to the next level. I want to explore with you
whether NewTech software is a good fit for Acme.

I look forward to speaking with you at your earliest convenience.

Sincerely,

Tanya Smith, CEO

Enclosures: Acme Corp. brochure

Note that this is pretty much a block format, but the paragraphs have indentations. If
you’re debating whether to use block or modified block format (or simply hate looking at
paragraphs without indentations), semi-block is a nice compromise.

Sample Modified Semi-Block Style Letter

Today's date

(drop down four lines)

Recipient's business name

Attention: person it's going to
Recipient's address
(1 line space)
Dear Name:
(1 line space)
In this type of semi-modified block letter, all the paragraphs line
up at the left margin. However, the first word in each paragraph
is indented. The margins should be set to 1-1.5" all the way
around the page. If you are using company letterhead, you will
need to account for that in figuring the margin where the
letterhead is placed on the page.
(1 line space)
You only need to single-space between sentences. Leave an extra
open line between paragraphs. Keep in mind that these sample
letters are a guideline. People often customize to meet their
preferred style.

Sincerely,
Want to learn more? Take an online course in Business Writing.

(space down four lines)

Signature here

Add name,
Add title

[Identification initials]

Enclosures:

cc: Name

Name
TYPES OF BUSINESS LETTERS:
1.Sales letters

The purpose of a sales letter is to introduce a service or product to a client or

customer. Sales professionals often use these letters when contacting
prospective buyers or strengthening relationships with longtime clients. Sales
letters help you personally connect to clients. Components of a sales letter
include:

• Product description
• Cost
• Invitation to purchase or try a product

2.Letters of resignation

A letter of resignation informs your employer of your intent to resign. While you
may verbally notify your coworkers and employer of your plans to leave, many
organisations prefer an official letter to file. Employers may request multiple
copies of this letter to file with managers and human resources. Components of
a resignation letter include:

• Declaration of resignation
• Reason for resigning
• Last day
• Thank you note

3.Acknowledgment letters are a professional courtesy, meant

to acknowledge the receipt of something, or to acknowledge a
fact or an error. It usually entails a short detail of the day
something arrived and a note of thanks.

4.LETTERS OF ENQUIRY
Everyday business transactions consist of writing enquiry letters. We may need to write enquiry
letters to individuals, firms, organizations, or institutions because we need some information.
Letters of enquiry request information from another company. It is customary that for the purpose
of finding the cheapest and best source of supply of required goods, the potential customers
inquire and invite quotations from possible sellers. For this enquiry letters are written for asking
information about product, price, terms and conditions of sales, etc. It is one of the most popular
business letters. Enquiries may be of two types:
 Solicited enquiry: Solicited enquiry means an enquiry made in response to the advertisement of
the seller.

Unsolicited enquiry: Unsolicited enquiry means the enquiry made by the buyer at his own
initiative. He enquires about the goods he wants to purchase. The unsolicited enquiry has a wider
scope.

A letter of enquiry should be organized into the following parts.

5.QUOTATION AND TENDER

A letter written in reply to a trade inquiry is called ‘quotation’. A quotation is an offer for sale sent
to a limited and known class of customers. It may be sent even without a trade enquiry to new
customers also. Quotations keep old and new customers informed of prices and latest items available
with suppliers. They act as medium of advertisements also. There are two kinds of quotation letters.
Inviting quotation letter is written by buyer and sending quotation letter is written by seller

Quotations should be written in impressive language because these are the medium of getting orders
from prospective customers. Quotation letters must specify the following things.

a.) Name of the item

b.) Its quality’
c.) Quantity
d.) Method of packing
e.) Terms of sale
f.) Mode of payment
g.) Price etc.

TENDER - A tender is an offer to do or perform an act or a job which the party offering, is bound to
perform to the party to whom the offer is made.

A tender may be of money or of specific articles; these will be separately considered.

The organizations have devised standard forms for inviting and submitting tenders with the terms and
conditions set out in full details.

The organizations inviting tenders must include the following particulars:

1. The qualification of the people submitting tenders.

2. Time and date by which tenders must be submitted.
3. Earnest money to be deposited.
4. Exact nature of the job.
5. Cost of tender
6. The authority and address at which tender has to be submitted.
7. The time when tenders will be opened.
8. Payment terms.

The person submitting tender should give tender in a sealed cover. It should be submitted within
specified time and with earnest money.
6.ORDER LETTER
Orders are the request for the supply of goods or te rendering of services. The quotations are the
‘offers’ made by the seller, and the orders by the buyer are the ‘acceptance’ of the offer. This
acceptance which is in the form of an order is the link which establishes a legal relation between the
seller and the buyer. Letters of order should be:

1. Be thankful for the quotation letter

2. Refer to the date and ref number of the quotation letter.
3. Give details of the goods very clearly: mention the catalogue number, quality, size, color,
style, design etc.
4. Give full description of the date of delivery and mode of transportation.
5. Give special instruction, if any, for packing, insurance etc.
6. Confirm the settled terms and conditions regarding the payment.
7. Confirm the after sales services.

7.LETTER OF COMPLAINT

In the first paragraph you should identify what the issue is and any relevant
information that you believe is important. Be sure to include the following
information if it's applicable to the situation: the date/time of the issue, location,
name of person on duty, name of product, what the problem was, your account
number, model number, price, warranty information and reference number. Be
sure to stick with the facts and avoid putting emotions into your letter.

The next paragraph should state what you would like done to resolve the
situation. If you received poor service, you could request an apology. If a product
malfunctioned, you could request that you could exchange the product for a
new one or request a refund.

The last paragraph should thank the reader for the time. You can also throw in
some compliments about something you liked about their company's product
or service.

Complaint letters are meant to bring to notice an error or a

defect. They could be applicable to a company or an individual,
and they typically seek a redress or adjustment. They are
generally descriptive with a formal tone that should express
displeasure, but the tone should not be overtly angry. You should
address the problem, and try to offer a solution to rectify the
situation. See the example complaint letter below.
Sample Complaint Letter

Sender's address

Your phone number

(1 line space)
Today's date
(1 line space)

Big C Paper Company

Attention: Lisa Loopie

Recipient's address

(1 line space)
Dear Ms. Loopie:
(1 line space)
I wanted to write you a letter to address a problem we have encountered
with your order department on the last two occasions we have purchased
from you. Both of our last two orders with your company were not
completed in full. They were both missing one ream of paper, totaling
1,000 sheets of paper in all. While one oversight is acceptable, I am
hoping this is not becoming a pattern.
(1 line space)

I would like for this situation to kindly be rectified by the two reams of
paper being replaced and sent to my attention. We have enjoyed doing
business with your company over the years and look forward to this
situation being addressed so we can move forward and continue to do so.
Please feel free to contact me if you have any questions regarding this
matter.

(1 line space)
Sincerely,

(space down four lines)

Signature here

Patty Paper Chaser,

Quality Control Supervisor

Enclosures: copy of both recent packing slips and orders

cc: Accounting department

Paper pusher department

8.LETTER OF ADJUSTMENT
Adjustment letters are written in response to claim/complaint letters. Their purpose is to restore
customer’s confidence in the organization and its products. Following points should be considered
while writing the adjustment letter:

1. Acknowledge the complaint letter with thanks for pinpointing the area where the fault is.
2. If the fault is on your side, acknowledge it frankly without any excuse.
3. Apologize for the inconvenience caused and explain the possible reasons behind the problem.
4. If feasible, grant the request; otherwise be polite and diplomatic in informing your decision.
5. The tone should be courteous.
6. Assure that the similar mistakes will not be repeated.

9.JOB APPLICATION LETTER

Application letters are written when someone needs a job. Since the applicant seeks to sell his
services, an application letter is a kind of sales letter; and all the guidelines of writing a sales letter are
applicable here. The first objective of an application is to obtain an interview. So the letter must be
distinguished enough to attract attention. It must convince the prospective employer that he can
profit from the talents and services that the writer offers.

Types:

1. Solicited application: written in response to an advertisement

2. Unsolicited Application: written on writer’s initiative

In both the cases, a resume is enclosed. If the resume is given separately, the letter that is written
along with it is also called a COVER LETTER. A covering letter is a letter of introduction to an employer
which is used to formally submit a résumé for employer’s review.
10.Response letters: These are in response to a received letter.
They generally list the fulfilling of a request or detail steps taken
to fulfill a request made by someone.

11.Congratulatory letters: These are "good news" letters and

are fairly easy to write. Such letters are used to encourage or
reward an employee, business associate, or a consumer. Such
letters are a goodwill-building exercise and are written to build or
strengthen any business relationship. When you write a
congratulatory letter, do it as soon as possible after a good event
has taken place. At the outset, mention what the event is that has
motivated you to write the letter; follow it up with approval or
praise for the accomplishment; and, finally, keep it concise and
honest. A congratulatory letter should be a one-page document,
and it should not sound fake or mocking.

12.Memos: The other most common form of business

communication is memorandums, or memos. Though they
provide information similar to a letter, they are very different in
their format. Here are the key differences:

• They are almost always meant for circulation within the

organization.
• They are direct in style, and very to the point.
• They do not have salutations.
• They do not have a complimentary closing.
• They are used to convey communication that is not
sensitive.
• They have a format distinct from a letter.

When formatting a memo, one should be aware of the strict

format that memos stick to. Memos always begin with a bottom-
line statement, or the statement of the exact purpose. Memos are
extremely crisp, to the point, and use a businesslike tone. Memos
usually are short bits of information that get to the point quickly
and inform, announce, or request something. The terms "memo"
and "memorandum" can be used interchangeably. There is no
need for a signature line or any of the other formal endings or
closings that letters require. Sometimes the person whom the
 memo is from will initial next to the name on the memo to
indicate she or he has read and approved it before it has been
distributed or posted. Think of a memo as being similar to making
a company announcement on a loudspeaker to those in your
office. You would be direct and to the point and let people know
the information you need to share.

Sample Memo

MEMORANDUM

To: All Staff

From: Lisa Number, Accounting

Date: April 15, 2018

Re: Tax form updates

Tax time is once again upon us. It is important that each staff member
stop by the accounting department within the next 10 days to sign the
new deduction forms. Each employee is required to update the form we
have on file, so this will need to be done. To update your form, you will
need to bring the following with you:

· Driver's license

· Social security card

· Employee badge
 EMAIL WRITING
Emails are written communications, and their purpose, generally, is to send information. Email
has changed the way we work – allowing us to communicate cheaply and quickly with
colleagues, suppliers and other contacts around the world. They are widely used as a form of
inexpensive yet highly effective business communication tool. Emails are rarely taken print-outs of,
and are used as soft copies because it is easy to archive and retrieve emails.

Addressing an email
• To – this is where you type the email address of the person you are writing to.
• CC (courtesy copy) – this is for the email addresses of other people who need to see the
information in your email.
• BCC (blind courtesy copy) – addresses that you put in this field are 'hidden' from the
other people who receive the message. For example, if you wrote an email to your
insurance company but wanted a solicitor to read it for reference without the insurers
knowing, you would use this field for the solicitor's address.
What is email etiquette?
Email etiquette means the principles that guide our behavior when sending and
receiving emails. This code of conduct includes guidelines regarding appropriate
language, spelling, grammar, and manners. The proper etiquette depends on whom
you are emailing. In the workplace, it's always safer to err on the formal side of these
conventions.

. Familiarizing yourself with professional email etiquette will help you communicate
respectfully with others and succeed in your career.

1. Write a clear subject line

As many of us are constantly buried in our inboxes, the subject line can have a
significant impact on whether your email gets opened or not.

To adhere to email etiquetteAim for a clear and short subject line that describes what
your email is about in a couple of words or a concise sentence. Use identifiers such
as "proposal" and "application" that immediately tell the recipient explicitly what to
expect from your email. Subject lines that provide utility are more likely to get read,
so keep it practical.

Whatever you do, never send an email without a subject line. It's a clear violation of
proper email etiquette. Seeing the "No subject" almost guarantees that the recipient
will move your message straight to the trash as it seems suspicious.

2. Start with a professional greeting

The best way to greet a person in an email always depends on your relationship with
them and the subject matter. The appropriate way to start an email
professionally varies from formal to casual, but you should never come across
informal.

Some of the most common greetings include:

• Dear Ms./Mrs./Mr. <Last name>,

 • Hello <First name>,
• Hi <First name>,
The list of informal greetings that count as bad email etiquette ranges from "Heya"
and "Yo" to just the recipient's name – and trust us, you don't want to make this
email etiquette mistake.

3. Don't forget to introduce yourself

You shouldn't ever assume that the recipient knows who you are. Especially if you
contact someone you don't know for the first time, it's part of email etiquette to start
your email's body with a brief introduction – a short line or two covering relevant
information will do. If you know the recipient but you're not quite sure whether your
name rings a bell to them, find a way to mention the last time you talked or remind
them how you know each other.

4. Keep it short
As an average office worker receives well over 100 emails a day, no one has time to
read lengthy messages.

The worst thing you can do is make the recipient skim through the whole email to
find out what your message is even about. Instead, you should be upfront about your
email's purpose by stating it in the very beginning. Make your point fast, don't be
wordy, and use short sentences that read well. Ideally, your email only has one goal,
but if you need to cover different topics, consider condense them to bullet points.

When you think you are done, take time to edit your message to ensure it's clear and
delete all the unnecessary words. If you still think it's too long, consider if there's a
better channel than email to communicate about the topic.

5. Refrain from humor

Without the right tone and expression to accompany them, even the most hilarious
punchlines can land miles away from their target.

That's why humor often gets lost in translation in an email. Sarcasm is especially
dangerous in written format, as the reader can literally interpret you meaning the
opposite you just said. Unless you are really tight with the recipient, you should shy
away from joking in a professional email.
It's not even about the risk of being misunderstood – what you find funny is not
necessarily funny to the recipient.

6. Structure the email properly

A professional email should include a subject line, greeting, body, sign-off, and
signature. Streeting away from this structure can be considered as a violation of
email etiquette. You should always separate these parts with paragraph breaks to
make your message easily digestible.

Aim to deliver your message so that the email body is no longer than three
paragraphs. As people tend to "scan" emails looking for something interesting to dive
into instead of reading them word-by-word, start each paragraph by highlighting the
most important thing. Remember also to leave an empty line between the
paragraphs to improve readability.

In case you feel the risk of information overload, consider using bullet point or
numbered lists to bring more structure to your writing, break up wordy sections. If
you use bold to highlight what's most important, never use it for more than one word
or phrase per email.

7. Use sentence case

Using a sentence case means capitalizing the first letter of the first word in a
sentence and any proper nouns.

To

[email protected]

Hi Pete,

It was great talking to you. I'm looking forward to learning more about Corpod's pricing plans soon.
Using capital letters in a conventional way is part of business email etiquette, so you
shouldn't foray from it. Remember that writing in all caps at work is also considered a
faux pas.

8. Watch your tone

It's not just what you say but how you say it.

Be intentional with your word choices and always consider how the recipient might
interpret them. As you can't rely on facial expressions and intonation to deliver the
message, make an extra effort to come across as positive.

In addition to refraining from humor, don't use negative words and adjectives that
can make you seem more emotional than you actually are.

💡
Flowrite can help you deliver the message in a way you intended to – choose the tone
for your email, and let our AI-powered writing tool take care of the rest.

9. Write like nothing is confidential

Keep away from discussing sensitive topics or confidential information over email as
they can get into the wrong hands notoriously easily. No matter who the recipient is,
you shouldn't trust that they're the only person who'll see your email as a leak can be
just a matter of accidental forward or CC. It's always better to be safe than sorry, so
a good guideline for business email etiquette is not to write an email you wouldn't
want the whole world to read.

10. Spare the exclamation points!!!

You surely don't shout that often at work, right? That's why you should be mindful
when using exclamation points in business emails. The only real reason to use one
is to express excitement – and that never requires more than an exclamation point.
Using more than one per email can make you appear unprofessional, not even to
mention ending a sentence with a number of them.

11. Be aware of cultural differences

Miscommunication can easily happen due to cultural differences.

The risk is even greater in written words as there's no body language to accompany
the message. That's why you should try to familiarize yourself with the recipient's
culture when you are emailing someone abroad. Accommodating their preferences
will help you to build stronger relationships with them.

In some countries, it's preferred to go straight to the point. In contrast, in others, it's
customary to get to know the new business associate first. You can start to master
these nuances of business email etiquette by reading this article by BBC.

12. Don't use emojis

Even though emojis play a big role in our daily communications when it comes to
instant messaging, they don't belong to professional emails. Why might you
ask? The research found that using smileys can make you seem less competent, not
to mention that everyone interprets them differently. Unless the recipient has used
emojis while emailing you before, you should steer clear of them

13. Shorten the URLs

Pasting long URLs into your email is a surefire way to make it look messy. In
addition to making your message harder to read, they take up valuable real estate.
What you should do is to use a URL shortener such as bit.ly or insert a hyperlink
instead.

To

[email protected]

Hi Pete,

It was great talking to you. I'm looking forward to learning more about Corpod's pricing plans soon.
P.S. Check this out: https://www.flowrite.com/blog/how-to-introduce-two-people-over-email

14. Stick to standard fonts

You always want your emails to be easy to read, right? It all starts with a clean font.
As a cardinal rule, use the standard font of your email client.

Some of the best fonts for email include:

• Arial
• Helvetica
• Calibri
• Courier
• Times New Roman
When it comes to the colour of the font, black is the only choice. The right size is
either 10-point or 12-point, depending on the length of your email. In case you copy
and paste text to your email, remember to clear the formatting, or it might appear
different than the rest of the message.

15. Use a professional sign-off

The best way to sign off an email always depends on your relationship with the
recipient and your email's purpose. You should match the sign-off with the greeting
and the rest of your message to maintain a consistent tone. You want always to be
polite, but do you want to write a formal email or come off as friendly?

Some of the most popular professional email closings include:

• Sincerely,
• Kind regards,
• Regards,
• Best,
• Thank you,
It's important to get the sign-off right. It's the last thing that the recipient reads and
can leave a lasting impression similar to the conclusion of a meeting or the end of a
phone call.
16. Include a signature
Less is more when it comes to email signatures.

Professional signature includes your full name, title, company name, company
website, and phone number to reach you. You can consider throwing in company
LinkedIn and street addresses if those play a role in your business. The company
logo or your picture also passes the business email etiquette. However, make sure
that the design is responsive.

Include a signature automatically at the end of each email – it's easier to delete it
from a message than to add it manually.

17. Always double-check the

recipient's name
Nothing makes a first impression like misspelling a person's name – or addressing
them by the wrong name altogether.

It will literally take seconds, and you've no excuse for getting it wrong. In addition to
avoiding these careless errors, make sure not to shorten the name unless you are
sure that Robert from the legal department really prefers to go by "Rob".

If there are any doubts about this topic, look at how they have signed off their
previous emails to you, check their LinkedIn profile or internal communications
channels.

There's no excuses – getting the email recipient's name wrong is one of the worst
email etiquette mistakes (especially when emailing a professor).

18. Never send an email without

proofreading it
This email etiquette tip can't be stressed enough as misspellings, and grammatical
errors will inevitably reflect poorly on you. After you've finished writing, go through
the email body and the subject line at least twice to catch any mistakes. You can
also try reading your email out loud to notice mistakes your eyes didn't catch.
19. Be mindful with attachments
One of the most important email etiquette rules regarding attachments is that you
shouldn't attach large files to your emails. The best way to send, for example, a
presentation or video is to upload the file to a cloud service like Google Drive or
Dropbox and provide the recipient with a link that allows them to access it.

If that's not possible, make sure to compress the file before attaching it so that it'll
take less space in their inbox. Remember also to mention the attachment in your
email body to make sure that the recipient notices it.

20. BCC appropriately

BCC stands for blind carbon copy, and it allows you to conceal the person or people
entered in the BCC field from the other recipients.

Using BCC is good email etiquette when you email several people who don't know
each other as it allows you to protect their privacy. It's also used to remove someone
politely from a thread, for example, after they've introduced you to someone else
over email. It can also come in handy when you need to confirm to someone that
you've sent an important email without including the person in the following thread.

Blind carbon copy can also be abused, and using it for the wrong reasons is
considered deceptive and bad manners.

21. Give timely responses

Email can be a huge time suck for any professional, but responding to your emails
promptly helps keep everyone's work on schedule.

The appropriate response window depends on the sender and subject matter. As a
rule of thumb, you should respond to your teammates during the same day, other
colleagues within 24 hours, and for people outside your organization by the end of
the workweek unless it's urgent.

Especially if you work in a customer-facing role, you should know that your long
response time can send an unintentional message as nearly a third of people expect
businesses to respond to emails in one hour or less.
22. Use "Reply all" only when
necessary
As an average office worker receives around 121 emails a day, you don't want to
bother people with anything unnecessary. So, the next time you're about to press
"Reply all" stop to consider whether everyone in the email chain needs to receive
your answer. If the answer is no, use "Reply" and save casualties from yet another
distracting notification.

23. Respond to all your emails

Despite the flooding inbox and hectic schedule, it's good email etiquette to respond
to every email addressed to you. Ignoring an email from someone within your
organization or business associate is rude and will likely have consequences. If
someone cold emails you, spare a second to give them an answer even if it would be
a polite "no", as it will leave a good impression. If you don't it will likely lead you to
receive a series of follow-up emails. If they weren't considerate enough to do their
homework, don't feel obligated to answer.

24. Think twice before forwarding

Remember what we wrote earlier about sensitive topics and confidential information
when it comes to email etiquette? You should always consider if the email is meant
to be forwarded and proceed with caution. Also, consider if the message actually
creates any value to the recipient. When you do decide to forward an email, it's
important to summarize what's been discussed and let the recipient know what's
needed from them. You should also edit anything unnecessary out of the email, such
as forwarding signs, other email addresses, subject lines, and previous
commentary.

25. Remember to set out-of-office

replies
If you are unavailable to answer your emails for extended periods of time, you
should set up an automated out-of-office message that lets people know you can't
respond to them. Typical situations include holidays and conferences. It's important
to include a specific date when you'll be back so that they can proceed accordingly.
You should also provide the contact information of a person the sender can reach
out if their matter is urgent. It's best practice to include the "Out of Office" or
"identifier in the subject line along with the date of your return.

To

[email protected]

Out of Office until March 30

Hi,

Thank you for you email.

I will be out of the office March 23-30. For urgent matters, you can contact my colleague Kim Williams
at [email protected]. Otherwise, I'll respond to your email as soon as possible after my return.

Kind regards,
Pete

We hope you found this blog post on email etiquette helpful. We sincerely believe
that by knowing the most important rules business email etiquette every professional
is able to make communications at the workplace more effective. If you think we
missed out on an important tip, please let us know!

Tips for Creating a Business Email

• Formal style. Formal style aims to reach an agreement, that is necessary for
business. Be concise, accurate, and avoid clichés.
• Language. International business emails should be written in a global
language (English). If business communication is held within the same
country, your national language should be used.
• Subject line. It must be formulated in a short, clear, and precise style as
people get lots of emails every day and don’t have unlimited time. Don’t
write long compound sentences. Make sure that the subject line will be
readily understood, especially in case the language you use is not a native
one for a recipient. If your email is critical, use a word URGENT at the
beginning of the subject line.
With these tips in mind, you'll communicate correctly. To put these tasks on
autopilot, make use of email services. They provide pre-designed templates and
personalization instruments.
Email opening

If you write to a person you are not acquainted with, use the following phrases:

• Dear Sir/Madam,
• Dear Mr/Miss/Mrs (surname),
• To whom it may concern.
If you email a person you know, use these greetings:

• Dear (name),
• Hello (name),
After that, specify the purpose of your email:

• I am writing to you regarding…

 • My name is …, I am (position held) at (company), and I am writing to you
concerning…
State the purpose clearly, accurately, value your recipient’s time.

If you are answering an email, be polite, and give thanks to the recipient before
stating the purpose:

• Thank you for your reply

• Thank you for contacting (company name)

Body
• Paragraphing. Use paragraphs to make the text easy-to-read, place accents
on essential points, ideas.
• Questions and essential information. If you want to ask something,
make your question visible. Write it close to the beginning, as nobody will
scan your email.
• Don’t use contracted forms. They are not appropriate in business
communications. For example, NO I’m – I am, NO won’t – will not.
• Be official. Don’t try to joke, as some of your jokes may not be understood
correctly in different countries.

Email closing
Be polite and accentuate that you a looking for the answer or thank the recipient for
attention:

• I am looking forward to hearing from you soon

• Don’t hesitate to contact me if you have any questions
• Thank you for your time and attention

Useful phrases
• Best regards
• Best wishes
• Sincerely yours

_______________________________END_______________________________________