written communication_group 6

8/12/2019 Written Communication_Group 6

1/103


2/103

WHAT IS WRITTEN COMMUNICATION?

The ability to express ourselves effectively when we

write, and it is recognized as being a vital business skill.

Such as letters, circulars, notes, manuals, house

magazines, etc.

Scope of written communication has been widen up with

the invention of Internet.


3/103

IMPORTANCE OF WRITTEN

COMMUNICATION

Public and private sector organizations

communicating with customers, shareholders andstakeholders

writing proposals for contracts and tendering for

business

developing and sustaining partnerships and

alliances


4/103

IMPORTANCE OF WRITTEN

COMMUNICATION (Contd)

Individuals

Writing application letters Prcis and Summaries helps to get a short

description of a matter.


5/103

WHY IS IT USED?

Comprehensive

Communication to distance places

Proof for future reference


6/103

WHILE WRITING, REMEMBER!!

Cost

Format and Formalities

Secrecy


7/103


8/103


9/103

MERITS OF WRITTEN COMMUNICATION

It ensures transmission of information in uniform manner.

It provides a permanent record of communication for

future reference.

It is an idealistic way of conveying long messages.

It ensures little risk of unauthorized alteration in the

message.


10/103

It tends to be comprehensive, obvious and accurate.

It is well suited to express messages to a large number of

persons at the same time.

It can be quoted as legal evidence in case of any disputes.


11/103

DEMERITS OF WRITTEN

COMMUNICATION

It is costly and time consuming.

It becomes difficult to maintain privacy about written

communication.

It is rigid and doesnt provide any scope for making

changes for inaccuracies that might have crept in.


12/103

It is very formal and lacks personal touch.

It boosts red-tapism and involves so many formalities.

It may be represented in a different way by different

people.


13/103

DOCUMENT DESIGN

Usenomorethan5fonts andcolors.

Use glossy paper.

Use white space.

Use templates.

Avoid double emphasis.


14/103

COMMON PROBLEMS WHILE WRITING

Insufficient structure and sign-posting

Poor use of language

Spelling, punctuation and grammar mistakes Rambling

Writing too much

Mood Dependent


15/103

MAKING MESSAGES EFFECTIVE

Clear

Complete

Correct

Save readers time


16/103

LETTERS Letters are one of the most widely used

form of written communication. They are

used mostly for external communication.

A letter has a complex layout which has tobe carefully followed as each part of the

layout has a purpose and is needed for

reference.

It is typed/printed on the companys

letterhead. It may be sent by mail, speed

post, courier or hand delivery. Letters can

also be faxed or sent by email.


17/103

TYPES OF LETTERS Formal Letters

A business letter is a letter written in formal language,usually used when writing from one business organizationto another, or for correspondence between such

organizations and their customers, clients and otherexternal parties.

Informal LettersLetters that are written to our relatives, friends etc. for not

a professional or to the point reason.


18/103

DIFFERENT TYPES OF LETTERS

Application Letters

Curriculum Vitae(CV)

Recommendation Letters Inquiry Letters

Appreciation Letters

Persuasive Letters

Sales Letters


19/103

ADVANTAGES OF LETTERS

Proof of Communication

Courtesy and Language

Personal

No special device needed.


20/103

FORMAT OF LETTER


21/103

EXAMPLE OF A BUSINESS LETTER


22/103

DISADVANTAGES OF LETTERS

Time

Sending a letter through the regular mail takes time; a

letter can even be lost, damaged or destroyed in transit.

Business phone calls, video conferences and emails are

quick, almost instant ways to communicate with a client,

and business moves along faster.

Space

While business letters can be filed away, they also take

up a lot of space. The physical nature of the letter ends

up being a disadvantage when it comes to storage.


23/103


24/103

WHAT DOES COMPREHENSION MEAN?In general usage and more specifically in

reference to education and psychology, it

roughly has the same meaning as

understanding.

-Wikipedia


25/103

INTRODUCTION

Comprehension is a two folded process which requiresunderstanding of what is presented and reproducing it as

comprehended.

The comprehension process involves speedy reading, quick

understanding and precise reproduction of the passage.

SPEED POOR READER GOOD READER

STUDYREADING

90-125 WPM80-90 %

200-300 WPM80-90 %

AVERAGEREADING

150-180 WPM70%

250-500 WPM70%

SKIMMING CANNOT SKIM 50 %COMPREHENSI

ON


26/103

TYPES OF PASSAGES Descriptive

Describes a particular incident, event, etc.

Narrative

Author is narrating something. It is in present tense.

Factual

Passage is about a fact. Example: a natural disaster, a

significant national/international event, etc.


27/103

TYPES OF QUESTIONS

1) Factual:

To give information: How many children were there?

State or list: List advantages of To read for details or find evidence: How did the man

escape


28/103

TYPES OF QUESTIONS Cont

2) Vocabulary:

Word replacement

Word or phraseexplanation

Word identification:

Find a word or phrase

which means.


29/103

TYPES OF QUESTIONS Cont

3) Inferential:

To read what the writer implies but is not stated

explicitly: What does the writer feel about his job?

4)Evaluative:

To give your opinion or options: Do you agree with the

topic? Give reasons.


30/103

STEPS TO FOLLOW WHILE READING AND

ANSWERING A COMPREHENSION

PASSAGE Read the passage fairly quickly to get the general idea.

Read again, a little slowly, so as to know the details.

Study the questions thoroughly. Turn to the relevant

portion of the passage read them again, and then rewrite

them in your own words, neatly and precisely.



31/103


ANSWERING A COMPREHENSION

PASSAGE Cont Use complete sentences.

If you are asked to give the meaning of any words orphrases , you should express the idea as clearly as

possible in your own words.

Certain words require the kind of definition that is givenin dictionary. Take care to frame the definition in

conformity with the part of the speech.


32/103

DIAGRAMMATIC REPRESENTATION


33/103

EXAMPLE PASSAGE


34/103

Q. What message does this passage give us? (Authors Purpose)

The passage tells us that good manners are essential part of oneslife.

Q. In what manner should we speak? (factual)

We should speak clearly distinctly and loudly for the person tohear.

Q. How can you develop good manners in you? (factual) We can develop good manners by talking politely with others,

showing respect to elders, helping our parents, obeying ourteachers and allowing sympathy towards our friends.

Q. Good manners are also important when you are with yourfriends.(identify clause and name them) (Grammar)

Good manners are also important-Main clause

When you are with your friendssubordinate adverb clause oftime


35/103

EXAMPLE PASSAGELong years ago we made a tryst with destiny, and now the time comes

when we shall redeem our pledge, not wholly or in full measure, but very

substantially.At the stroke of the midnight hour, when the world sleeps, India

will awake to life and freedom. A moment comes, which comes but rarely in

history, when we step out from the old to the new, when an age ends, and

when the soul of a nation, long suppressed, finds utterance. It is fitting that at

this solemn moment we take the pledge of dedication to the service of India

and her people and to the still larger cause of humanity.

At the dawn of historyIndia started on her unending quest, and trackless

centuries are filled with her striving and the grandeur of her success and her

failures. Through good and ill fortune alike she has never lost sight of that

quest or forgotten the ideals which gave her strength. We end today a periodof ill fortune and India discovers herself again. The achievement we celebrate

today is but a step, an opening of opportunity, to the greater triumphs and

achievements that await us. Are we brave enough and wise enough to gasp this

opportunity and accept the challenge of the future?


36/103

Freedom and power bring responsibility. That responsibility rests upon this

Assembly, a sovereign body representing the sovereign people of India. Before

the birth of freedom we have endured all the pains of labor and our hearts are

heavy with the memory of this sorrow. Some of those pains continue even now.

Nevertheless, the past is over and it is the future that belongs to us now. That

future is not one of ease or resting but of incessant striving so that we may

fulfill the pledges we have so often taken and the one we shall take today. The

service of India means the service of millions who suffer. It means the endingof poverty and ignorance and disease and inequality of opportunity. The

ambition of the greatest man of our generation has been to wipe every tear

from every eye. That may be beyond us, but as long as there are tears and

suffering, so long our work will not be over.

-Jawaharlal Nehru


37/103

Express in your own words:

a) We made a tryst with destiny

b) At the stroke of the midnight hour

c) At the dawn of history

d) India discovers herself again

e) With memory of sorrow

In what does service of India consist, according to theauthor?

What are the ideals which India has never forgotten?

Quote a line that has direct reference to Mahatma Gandhi.

ANSWER THE FOLLOWING QUESTIONS

WITH RESPECT TO THE PASSAGE


38/103


39/103

SUMMARY WRITING A summaryis condensed version of a larger reading

A summary is not a rewrite of the original piece and does not haveto be long nor should it be long

To write a summary, use your own words to express briefly themain idea and relevant details of the piece you have read

Your purpose in writing the summary is to give the basic ideas of theoriginal reading

While reading the original work, take note of what or who is thefocus and ask the usual questions that reporters use:

Who? What? When? Where? Why? How?


40/103

CHARACTERISTICS Proper Citation

The summary begins by citing the title, author, source, and, inthe case of a magazine or journal article, the date of publicationand the text

Thesis Statement

The overall thesis of the text selection is the authors centraltheme.

It comprises two parts:

a) the topic or general subject matter of the text, andb) the authors major assertion, comment, or position on the topic

The thesis statement does not contain specific details discussedin the text

The thesis statement is stated at the beginning of the summary


41/103

Supporting Ideas

The author supports his/her thesis with supportingideas

Use the following basic guidelines when summarizing

supporting ideas:

Cover all of the authors major supporting ideas Show the relationships among these ideas

Omit specifics, such as illustrations, descriptions, and detailed

explanations

Indicate the authors purpose in writing whether to inform, topersuade, or to entertain

Omit all personal opinions, ideas, and inferences

Let the reader know that you are reporting the authors ideas


42/103

Grammar and the Mechanics of Writing

Grammar and related concerns ensure that, as a writer, you

communicate clearly to your reader

The following are particularly important:

Restate the ideas in your own words as much as possible(Avoid

direct quotations)

Use transitional words for a smooth and logical flow of ideas

Edit and re-write your work

Check your grammar, punctuation, and spelling

Length

The length of a summary depends on how long the original

document is


43/103

STEPS IN WRITING A SUMMARY

Initially, summary writing can seem like a challenging

task

It requires careful reading and reflective thinking

about the article

Most of us, however, tend to skim read withoutfocused reflection, but with time and effort, the steps

listed here can help you become an effective

summary writer


44/103

The Steps are:

Read and Reread the article

Write One-Sentence summaries

Formulate the Thesis Statement Write Your First Draft

Edit Your Draft

Write Your Final Draft


45/103

Read and Reread the article

Divide the article into segments or sections of ideas. Eachsegment deals with one aspect of the central theme.

A segment can comprise one or more paragraphs

Label each segment. Use a general phrase that captures

the subject matter of the segment

Write the label in the margin next to the segment

Highlight or underline the main points and key phrases


46/103

Write One-Sentence summaries

Write a one-sentence summary for each segment of

thought on a separate sheet of paper

Formulate the Thesis Statement

Formulate a central theme that weaves the one-sentence

segment summaries together. This is your thesis statement

In many articles, the author will state this directly. You may

wish to take his direct statement of the thesis and restate it

in your own words

In other articles, you may have to write your own one-sentence thesis statement that summarizes this central

theme


47/103

Write Your First Draft

Begin with a proper citation of the title, author, source, anddate of publication of the article summarized

Combine the thesis statement and your one-sentence

segment summaries into a one-to-two-paragraph summary

Eliminate all unnecessary words and repetitions

Eliminate all personal ideas and inferences

Use transitions for a smooth and logical

flow of ideas

Conclude with a summing up

sentence by stating what can be

learned from reading the article


48/103

Edit Your Draft

Check your summary by asking the followingquestions :

Have I answered the who, what, when, why, and how

questions?

Is my grammar, punctuation, and spelling correct?

Have I left out my personal views and ideas?

Does my summary hang together?

Does it flow when I read it aloud?

Have someone else read it.

Does the summary give them the

central ideas of the article?


49/103

Write Your Final Draft

Your summary is ready for submission


50/103


51/103

PRECIS WRITING

Prcis:(pronounced pray-see) A concise summary of essentialpoints, statements, or facts.

-Webster Dictionary

The prcis is a shortening, in your own words, of a text ofwritten work , the basic thought of a passage is reproduced inminiature, retaining the mood and tone of the original.

The prcis should be written from the original authorspointof view, without editing.

A prcis is a condensed restatement of an article, roughly the length of the original or less.


52/103

WRITING A PRECIS

The meaning ,idea and the tone of the original article must not bechanged.

The name of the Prcis is ideally to be written in italics.

The name of the author ,the article and source (if any) then must bementioned .

The statements written in the prcis must be a fact .You shouldmake no statements unsupported by the text.

Another difficulty is putting the material into yourown words.

Picking out those details that are ofgreatest significance.


53/103

DOs AND DONTs

Start your prcis by creating context (setting)

and stating the main idea of the piece.

Always state the name of the article/document, the authorand the source.

Titles of texts should be put in italics OR underlined.

RUN A SPELL CHECK!!!

Before writing all these first count the total number of all thewords in that paragraph and divide it by 3.


54/103


55/103

3000 million people

2000

were evenly distributed

cities each with millions

scientistsdiscover new ways to produce more

strains of paddy and wheat have been developed


56/103

World Population and Food Production

During the last fifty years, the world population hasincreased from 2000 to 3000 million. It is unevenly distributedwith millions of people living in a few big cities. Scientists inIndia and abroad are, therefore, busy with agriculture research

to find out new methods of increased food production to feedthem all and they have already developed many new strains ofpaddy and wheat.

(65 words)


57/103


58/103

ABSTRACT WRITING

Noun: A summary or statement of the contents of a book,article, or formal speech.

-Webster Dictionary

An abstract is a condensed version of a longer piece of writingthat highlights the major points covered, concisely describesthe content and scope of the writing, and reviews the writing'scontents in abbreviated form.

Abstracts are of two types

1. Descriptive Abstracts

2. Informative Abstracts


59/103

DESCRIPTIVE ABSTRACT Tell readers what information the report, article, or paper

contains.

Include the purpose, methods, and scope of the report,article, or paper

Do notprovide results, conclusions, or recommendations.

Are always very short, usually under 100 words.

Introduce the subject to readers, who must then read thereport, article, or paper to find out the author's results,conclusions, or recommendations.


60/103

INFORMATIVE ABSTRACT Communicate specific information from the report, article, or

paper..

Include the purpose, methods, and scope of the report, article, or

paper. Provide the report, article, or paper's results, conclusions, and

recommendations.

Are short -- from a paragraph to a page or two, depending upon the

length of the original work being abstracted. Usually informativeabstracts are 10% or less of the length of the original piece.

Allow readers to decide whether they want to read the report,

article, or paper..


61/103

HOW TO WRITE ABSTRACT

To write an effective abstract, follow these steps:

Look specifically for these main parts of the article, paper, or report:purpose, methods, scope, conclusions, and recommendation.

If you're writing an abstract about another person's article, paper, orreport, the introduction and the summary are good places to begin.

After you've finished rereading the article, paper, or report, write arough draft

Don't merely copy key sentences from the article, paper, orreport:summarize information in a new way.

correct weaknesses in organization. drop unnecessary information & add important information you left

out.

fix errors in grammar, spelling, and punctuation


62/103

QUALITIES OF ABSTRACT

An effective abstract has the following qualities:

uses one or more well developed paragraphs: these areunified, coherent, concise, and able to stand alone.

uses an introduction/body/conclusion structure whichpresents the article, paper, or report's purpose, results,conclusions, and recommendations in that order.

follows strictly the chronology of the article, paper, or report.

provides logical connections (or transitions) between theinformation included.

adds nonew information, but simply summarizes the report.

is understandable to a wide audience.


63/103


64/103

WHAT IS AN EXECUTIVE SUMMARY??

An executive summary, also known

as a management summary, is a

short document or section of a

document, produced for businesspurposes, that summarizes a longer

report or proposal or a group of

related reports, in such a way that

readers can rapidly become

acquainted with a large body of

material without having to read it

all.

- Wikipedia


65/103

It usually contains a brief statement of the problem or

proposal covered in the major document(s), background

information, concise analysis and main conclusions.

It is intended as an aid to decision making by managersand

has been described as possibly the most important part of a

business plan.


66/103

IMPORTANCE OF EXECUTIVE SUMMARY The importance of executive summary as a communication

tool is frequently stressed in guides, aimed at both academicsand business people.

An executive summary is an initial interaction between thewriters of the report and their target readers: decision makers,potential customers, and/or peers.

(Texas A&M University)

A business leaders decision to continue reading acertain report often depends on the impressionthe executive summary gives.

TYPICAL STRUCTURE OF EXECUTIVE


67/103

TYPICAL STRUCTURE OF EXECUTIVE

SUMMARY There is wide general agreement on the structure of a

"typical" executive summary. Typically, an executivesummary will :

be possibly 10% or so of the length of the main report.

be written in language appropriate for the target audience.

consist of short and concise paragraphs.

be written in the same order as the main report.


68/103

only include material present in the main report.

make recommendations.

provide a justification.

have a conclusion.

be able to be read separately from the main report.

sometimes summarize more than one document.

EXECUTIVE SUMMARY INCLUDES


69/103

EXECUTIVE SUMMARY INCLUDES...

For a standard business plan, the first paragraph of the executivesummary should generally include: Business name Business location What product or service you sell Purpose of the plan

Another paragraph should highlight important points, such asprojected sales and profits, unit sales, profitability and keys tosuccess.

Include the news you dont want anyone to miss. This is a goodplace to put a pie chart, a bar chart that shows sales, gross margin,and profits before interest and taxes for the next subsequent years.

Numbers in the text must also be cited and explained.


70/103

LENGTH OF AN EXECUTIVE SUMMARY

Experts differ on how long an executive summary should be.

Some insist that it takes just a page or two, others recommend a

more detailed summary, taking as much as ten pages, coveringenough information to substitute for the plan itself.

Although 50+ page business plan used to be common, investors andlenders these days expect a concise, focused plan.

The best length for an executive summary is a single page.

Emphasize the main points of your plan and keep it brief.


71/103

KEY POINTS (TIPS & WARNINGS)An executive summary previews the main points of an in-depth report; it is written for nontechnical people who don'thave time to read the main report. The executive reportcontains enough information for a reader to get familiarizedwith what is discussed in the full report without having toread it.

Plan to create a summary each time you write a businessreport exceeding four pages.

Write the summary after the main report has been written,and make sure it is no more than one-tenth the length of themain report.


72/103


73/103

Read the summary slowly and critically, making

sure it conveys the purpose, message and key

recommendations.

Check for errors of style, spelling, grammar and

punctuation. Ask a fellow writer to proofread and

edit the document.

Ask a nontechnical person to read the document. If

it confuses or bores them, the summary probably

will have the same effect on other nontechnical

readers.

Keep the main points in mind as you write the

executive summary. No need to include every

point in the summary, but ensure that the major

ideas are covered.


74/103

DIFFERENT PLAN REQUIRES DIFFERENT

EXECUTIVE SUMMARY An internal plan, such as an annual plan or strategic plan,

doesnt have to be as formal with its executive summary.

Make the purpose of the plan clear, and make sure the

highlights are covered, but no need to repeat the location,

product/service description, or other details.

Never waste words in a summary.


75/103

If youre looking for investment, say so in the executive

summary, and specify the investment amount required. Some

highlights of the management team and competitive edge

must also be added.

If seeking for a loan, say so in the executive summary, and

specify the amount required. Leave loan details out of the

summary.


76/103

EXECUTIVE SUMMARY ABSTRACT

ABSTRACT EXECUTIVE SUMMARY

NATURE Abbreviated summary Unique selling point (USP)


77/103

NATURE Abbreviated summary. Unique selling point (USP).

AUDIENCE Specialized (researchers), or merereaders.

Decision makers,

e.g. corporate managers.

SCOPE Informational, academic, administrative,and other general documents (thesis,

articles, patents).

Solicited or unsolicited sales proposals and bids

(P&B).

PURPOSE Give information.Ascertain the purpose of the whole

document, give an overview or preview of

its content.

Call for action.

Persuade readers to buy on the recommended

solution addressing the problem, namely, make

your unique sel l ing point(USP).

LENGTH Short.Shorter than the executive summary.

Short.

Longer than the abstract.

STYLE Technical, static, and more academic. Managerial, dynamic, and more enthusiastic.


78/103

EXAMPLEEconomic Impact: Tomatoes in Florida

This report is the first of a series of reports that will be issued as part of

the Tomato Project to assess the purchasing power of the wages and

benefits paid by each of the growers supplying tomatoes to

McDonalds. In this Tomato Project, CREA is examining all the data

relevant to understanding the wages earnable by worker-employees

working for each of these growers during 2005 and, as the harvesting

season progresses, throughout 2006. Each report will provide the

results for specific growers, recognizing that the wages and benefits

provided by the growers vary.

In addition, in this report, CREA also provides its assessment of and

recommendations for two sets of standards that have been created to

address agricultural supply chain issues: S.A.F.E. and the McDonalds

Growers Standards.

To really understand the methodology we used as well as the results


79/103

EXAMPLEwe present, readers are asked to read the entire report, including

examining the photos, in order to understand the complexities of thetomato supply chain that brings tomatoes from seed to field and finally to

each of us, the consumers. We are all part of the system.

The report includes the following:

1. An explanation of the tomato supply chain .2. An assessment of the wages and benefits provided to worker- employees

of Grower #1, including the wages for harvesting, field work, etc.

Calculations for the slowest (lowest earning) and fastest (highest earning)

workers are provided.

3. In addition, an assessment of the purchasing power provided to workersby the housing (plus electricity and water costs).

4. The results of the independent interviews conducted with workers by our

colleague from Central America.

5. An assessment of the S.A.F.E. (Socially Accountable Farm Employers)

Standards and recommendations for strengthening these standards.


80/103

EXAMPLE6. An assessment of the McDonalds Growers Standards and

recommendations for strengthening these standards.7. The results of our assessment of the purchasing power accruing to worker-

employees by the wage and benefit policies and practices for Grower #1.

This assessment provides the data for concluding that Grower #1 provides

wages and benefits equal to or exceeding the financial benefit of the

proposed penny a pound increase.

Readers are reminded that there will be a separate analysis of the policies

and practices of each grower.

(http://www.creainc.org/pdf_files/Executive%20Summary%20Report%201.pdf)


81/103


82/103

COLLECTIVE NOUN

A collective noun is a word that refers to a group or collection of

persons or things, eg.committee, government, jury, faculty.

The committee were unable to agree on the proposal.

(members of the committee)

The jury are in complete disagreement on this issue.

(members of the jury)

The committeehas submitted its report. (as single verb)

Thejuryhas given its verdict. (as single verb)


83/103

INDEFINITE PRONOUN

Pronoun which do not refer to a particular

person or thing , take singular verbs. Some of

commonly listed pronouns are listed below :

1) Anybody 2) Everybody

3) Nobody 4) None

5) Either 6) Each

7) Somebody 8) Neither

9) Another 10) Someone


84/103

INDEFINITE PRONOUN

Examples-

Everybodyis entitled to one months salary as bonus .

Nobodyknows what the future has in store for him .

Nonewants a change in the working hours.

Eitherof the proposals is acceptable to me .

Eachof us is required to attend the meeting .

Onedoesnt like to have his word doubted .

If anybodywants this , he can have it .

Somebodycalled the police .


85/103

RELATIVE PRONOUN

The relative pronouns in English are which, that, who,whom,and whose. Whoand whomrefer only to people.

Whichrefers to things, qualities, and ideas--never to

people. Thatand whoserefer to people, things, qualities,

and ideas . Eg

It is Hari whohas written this report .

Hari is one of those students who think they can obtain

good grades without doing their homework .

"How can you govern a country whichhas

246 varieties of cheese?"

(Charles De Gaulle)


86/103

COMPOUND SUBJECTS

When a verb has two or more subjects, you can say that the verb

has a compound subject.

At the local Dairy Queen, Jenny and Marsha gasped at the sight of

pickle slices on their banana splits.

Jenny, Marsha = compoundsubject; gasped = verb.

Neither a tall man nor a short man lives in that house.

Either Kevin or Brian playsthe lead solo every week .


87/103

PART/PORTION/AMOUNT

Some words occur as part of a phrase which acts as a subject, and

indicate a part or portion .

The number of the verb is determined by the complete subject. Eg.

Half thejobwascompleted within two days .

Half thejobs werecompleted within two days.

Words that indicate amount :

Ten thousand rupees isa lot of money (singular verb) Three miles a day isa good walk . (singular verb )

Hundreds of people werepresent at the meeting (plural verb )


88/103


89/103

SEQUENCE OF TENSES

There are certain rules that regulate the tense of the verb in the

subordinate clause .These rules are usually referred to as rules of

sequences of tenses.

There are 2 main rules of sequence of tenses :

Rule 1: If the finite verb in theprincipal clauseis in the past, the verb(s)

in the subordinate clause(s)must also be in the past.

He told me(Principal / Independent clause)

that he was ready for the meeting . ( Subordinate clause ) John typed faster( Principal clause )

than I expected .( Subordinate Clause )


90/103

SEQUENCE OF TENSES

If however ,the subordinate clause expresses a universal truth or states ahabitual fact, its verb is usually in thepresent tense even if the verb of

principal clause is in the past.

The teacher told us(Principal Clause )

That the earth movesaround the sun. ( Subordinate Clause )

A subordinate adjective clause may have any tense according to the

meaning one wants to convey.

1. Avasthi contacted the gentleman(Principal Clause )

who willpreside at tomorrows meeting. (Subordinate clause )

2. I introduced him to Satish(Principal Clause )

whojoinedour firm . ( Subordinate Clause )


91/103

SEQUENCE OF TENSES

A subordinate adverbial clause showing comparison may have

a present tenseeven if the verb of the principal clause is in the

past.

1. They workedharder( Principal Clause )

than I do( Subordinate Clause )

2. He was richer(Principal Clause )

than Mohan is(Subordinate Clause )


92/103

SEQUENCE OF TENSES

Rule 2: If the finite verb in the principal clause is in thepresent or

futuretense ,the verb of the subordinate clause may have any

tense.

1. Rahim issaying( Principal Clause )

that he was not able to attendthe meeting .(Subordinate Clause)

2. He willsoon forget(Principal Clause )

what he was taught( Subordinate Clause )


93/103

USE OF MODIFIERS

Words and phrases that change or restrict the meaning of otherwords are called modifiers.

A modifier is generally placed nearest to the word or phrase itmodifies.

Its position in the sentence should be such that it clearlyindicates what it modifies .

Let us classify such modifiers into 4 categories : adverbs ,prepositional phrases , participial phrases and infinitivephrases.


94/103

USE OF MODIFIERS

Adverbsmost likely to be placed in the wrong place are : only,

even , rarely , almost, nearly etc.

1. Hari did not evenanswer my letter .

EvenHari did not answer my letter .

2.OnlyRahul has been granted leave for two days.

Rahul has been granted leave for onlytwo days


95/103

USE OF MODIFIERS

Like Adverbs , Prepositionalphrasesshould be placed near

the word(s) they modify.

1 . She was dressed and ready to speak withinhalfanhour

withinhalfanhourshe was dressed and ready to speak.

2.The old man in the office withalongbeardhas just married.

The old man withalongbeardin the office has just married.


96/103

USE OF MODIFIERS

A Participal phrase should clearly modify or refer to

something in the sentence and should be related to subject of

the main clause.

1. After deliveringthe goods, the other jobs were done.

After deliveringthe goods, wedid the other jobs .

2.Drivinghome yesterday, the road seemed endless.

Drivinghome yesterday, shethought the road was endless.


97/103

USE OF MODIFIERS

Infinitivephrasesshould also be used with the same condition

as the other modifiers i.e. it must be related to the subject of

the main clause .

1. To succeed as a speaker, the preparation must be thorough.

To succeed as a speaker ,you must prepare thoroughly.

2. To get good grades , the assignment must be done regularly.

To get good grades , students should do the assignments

regularly.


98/103

WORD ERRORS !!!

#1: Loose for loseNo: I always loosethe product key.

Yes: I always losethe product key.

#2: Lay for lieNo: I got dizzy and had to laydown.

Yes: I got dizzy and had to liedown

#3: Double negativesNo: We didnt see no owlsYes: We didnt see anyowls


99/103

WORD ERRORS!!!

#4: Advice , Advise- The adviceof a legal expert is required in this case (valuedopinion, noun)

- He advisedme to seek your opinion(give advice, verb)

#5: Affect , Effect- My throat is quickly affectedby cold.(change, good

or bad)

- After a long discussion, a settlement of the dispute

has been effected.(achieve, accomplish)


100/103

WORD ERRORS!!!

#6: All together , Altogether- By working all together we can do the job well in time.(in agroup)-I think his story is altogetherfalse (entirely)

#7: Already , All ready-The mail has already been delivered.(by this time)-He is all ready for the journey.(entirely prepared )

#8: Beside, Besides- His house is beside the factory( close to, near)-Besides helping me with money ,he gave me advice(inaddition, moreover)


101/103

WORD ERRORS!!!

#9: Personal, Personnel- This is my personal information. (individual)- Only authorized personnel allowed. (group of people)

#10: Stationary , Stationery-The Sun is stationary body and the Earth revolves round it.

(not moving, fixed)- Save 50% on all office stationery.(paper related materials )

#11: Aid , Aide- I have known sorrow and learned to aid the wretched. (help

or assistance)-General McChrystal and his aides told the unvarnished truth.(helper or assistant)


102/103

WORD ERRORS!!!

Husband messages to his wife.

Husband: what are you doing darling?

Wife: I am dying

Husband:(jumps with joy but types)Oh dear how can I live

without you..

Wife: You idiot I am dyingmy hair.

Husband: BLOODY English !!!


103/103

written communication_group 6

Documents