Art of Condensation and Letter Writing

Major Forms of Condensation
Précis
Summary
Abstract
Synopsis
© Oxford University Press 2011

Précis
Most commonly required to be read and written
Short and concise account of some text
Gives all important points but no details
Follows and maintains the view of the author
Records in minimum words the central idea

Summary
Written and included in the reports prepared by

professionals
Presents the entire matter in a nutshell
Quite useful as it presents the entire matter in a nutshell
Shorn of examples and illustrations
Emphasizes the main arguments and conclusions of the

original

Abstract
Shorter than a summary
Highlight the purpose, scope, and significance of a work
Preferred to summary in technical and specialized forms of

communication.

Synopsis
Condensed and shortened version of an article,
research paper, a chapter of the book, a report, or a
book itself
Highlights in brief all the essential features
Required to be submitted to universities
Highlight the purpose, scope, and significance of the
research
Includes a reference to the methods adopted
Provides the general plan of the entire work
Tries to establish its importance in the relevant field.

Art of Condensation—Some
Working Principles
Be brief Be
and precise complete
Be choosy Be original
Be
Be clear
coherent
Seven-Step Ladder to Writing an
Effective Précis
Read and comprehend
Prepare a skeleton of the main ideas
Assimilate the essentials
Think of a title
Prepare the first draft
Review and compare
Edit and revise

BUSINESS LETTERS
 Business letters are the messengers of an organization

 So they ought to be written in a style that is clear, cordial, warm, reader-
oriented, and professionally appropriate
 For composing different types of business letters, different strategies are

adopted so that the letter serves the intended purpose and is not misunderstood.
Elements of Structure
 Standard Elements  Additional Elements

 Addressee notation
 Letterhead and date  Attention line
 Inside address  Subject line
 Reference initials
 Salutation
 Enclosure notation
 The body  Copy notation
  Mailing notation
Complementary close
 Postscript
 Signature block
Checklist for a Business Letter
 Is the letter written in a courteous, polite, and warm manner?

 Does it have all the information required by the prospective reader for taking the desired
action?
 Does it have a proper reference no., date, and subject line?
 Does the letter begin with a proper salutation?
 Does the letter have an appropriate tone suited to the occasion and subject matter?
 Does the letter end on an appropriate complimentary close?
 Does the layout of the letter consistently maintain the block, semi-block, or fully block form?
 Is the letter divided in different paragraphs for taking up different ideas with the reader?
 Does the letter give the complete information about the company’s name, address, contact
numbers, website, etc., in its header at the top?
Types of Business Letters
 Acknowledgement letter
 Goodwill letter
 Letter of recommendation
 Credit and collection letter
 Appreciation letter
 Inquiry letter
 Sales letter
 Claim letter
 Request letter
 Adjustment letter
Business Letters - Elements of Style
 Don’t talk like a machine

 Display a ‘You’ approach
 Be courteous and considerate
 Don’t blame the reader
 Avoid being negative
 Be natural and precise
 Be simple and specific
 Carefully distinguish between ‘I’ and ‘We’
 Judiciously use the active and passive voice
 Avoid using clichés, slangs & jargon
Checklist for a Business Letter
 Is the letter written in a courteous, polite, and warm manner?

 Does it have all the information required by the prospective reader for taking the desired
action?
 Does it have a proper reference no., date, and subject line?
 Does the letter begin with a proper salutation?
 Does the letter have an appropriate tone suited to the occasion and subject matter?
 Does the letter end on an appropriate complimentary close?
 Does the layout of the letter consistently maintain the block, semi-block, or fully block form?
 Is the letter divided in different paragraphs for taking up different ideas with the reader?
 Does the letter give the complete information about the company’s name, address, contact
numbers, website, etc., in its header at the top?
Business Reports
Reports are written to
1. analyse a situation
2. offer an alternative method of operation
3. study the growth rate of a company
4. observe the trend in socio-political-psychological changes happening around us in all
walks of life .
Business Reports Defined
 A business report is a formal communication written for a specific purpose, conveying

authentic information to a well-defined audience in a completely impartial and
objective manner. Written in a conventional or usable form, it describes the procedures
followed in the collection and examination of data, analyses the facts collected, derives
conclusions from them, and gives recommendations, if necessary.
 A formal piece of writing
 A factual account
 Written with a specific purpose
 Written in an organized manner
 Written for a specific audience
 Includes only relevant information
 Written in an objective manner .
Significance
. Reports help professionals plan, acquire, execute, organize, coordinate, manage, and
evaluate business activities in an effective way.
2. Reports facilitate the flow of information to ensure smooth execution of tasks so as to
meet the challenges successfully.
3. Sometimes it serves as a record of facts where information is organised and recorded
for the readers’ benefit. Thus, reports also serve as a repository of information.
4. Reports enable the authorities to take timely decisions. They may also be used for
further analysis.
5. They can be helpful in creating awareness among shareholders and other investors
when reports are sent to them regarding the market position of the company from time
to time.
Formal Reports
1. Routine/Periodic Reports
2. Informational Reports
3. Interpretive Reports
Routine/Periodic Reports
Progress Report
Inspection Report
Annual Confidential Report
Laboratory Report
Inventory Report on Employees

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Major Forms of Condensation

© Oxford University Press 2011

Most commonly required to be read and written

Short and concise account of some text

Gives all important points but no details

Follows and maintains the view of the author

Records in minimum words the central idea

© Oxford University Press 2011

Written and included in the reports prepared by

Presents the entire matter in a nutshell

Quite useful as it presents the entire matter in a nutshell

Shorn of examples and illustrations

Emphasizes the main arguments and conclusions of the

© Oxford University Press 2011

Shorter than a summary

Highlight the purpose, scope, and significance of a work

Preferred to summary in technical and specialized forms of

© Oxford University Press 2011

© Oxford University Press 2011

Prepare a skeleton of the main ideas

Assimilate the essentials

Prepare the first draft

Review and compare

Edit and revise

 Business letters are the messengers of an organization

 For composing different types of business letters, different strategies are

 Standard Elements  Additional Elements

 Is the letter written in a courteous, polite, and warm manner?

 Don’t talk like a machine

 Is the letter written in a courteous, polite, and warm manner?

Reports are written to

 A business report is a formal communication written for a specific purpose, conveying

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