Galgotias College of Engineering and Technology

1, Knowledge Park II, Greater Noida – 201 306 (UP) India

Soft Skills (BAS-105)

Unit-3-Notes
Reading and Writing Skills

CO3: The students will learn the use of correct body language and tone of voice to enhance
communication.

Contents:
Reading style: Skimming; Scanning; Churning & Assimilation, Effective writing tools and
methods: Inductive Deductive; Exposition; Linear; Interrupted; Spatial & and Chronological etc,
Official and Business Letter writing, Agenda, Notices, Minutes of meeting,

Reading Skills:
Reading involves an active participation of the reader in understanding the message the writer
has conveyed through the written text. Thus, it would be wrong to assume that the reader's role is
passive at the time of reading. Reading involves skimming, scanning, extensive reading/ reading
for pleasure / reading longer texts for fluency, intensive reading/ reading for detail and / reading
shorter texts for accuracy. Reading Style: Reading is a process that involves recognizing words,
leading to the development of comprehension. According to research, reading is a process that
negotiates the meaning between the text and its reader. There are four basic ways to read a text:
Methods of Reading:

● Skimming

● Scanning

● Intensive Reading

● Extensive Reading

● Churning

● Assimilation

Skimming:
Skimming is sometimes referred to as gist reading. Read only selected parts of the text.
Skimming may help in order to know what the text is about at its most basic level. You might
typically do this with a magazine or newspaper and would help you mentally and quickly
shortlist those articles which you might consider for a deeper read. You might typically skim to
search for a name in a telephone directory. You can reach a speed count of even 700 words per
minute if you train yourself well in this particular method.
Skimming is a type of reading when one goes through the text in order to get its gist or central
idea. One doesn’t read through the text completely. It is a technique that involves quick glancing
through a text to understand its general content. This is done by reading the topic sentences of
each paragraph and the concluding sentence in the last paragraph.
Skimming is used to get the main idea of the text, or find a particular piece of information
quickly. For example when you read a newspaper you usually read through the article to get
what you want and not reading it word by word. Skimming is done at a speed, three to four times
faster than normal reading. People often use skimming skill when they have lots of material to
read in a limited amount of time. While skimming you make a distinction between main points
and sub points, facts versus opinions, relevant and irrelevant, explicit and implicit. Skim the
material:

● Try to pick out the main idea of the piece you are reading. Often you can find it in the
title or the first paragraph

● Try to determine the organization method. What is the rhetorical strategy used? Is it
cause and effect? Compare and contrast, narration, etc .

● Look for the definitions and difficult words that you must understand if you are to
understand what follows

● Skim all the sub headings. They will give you an overview of the material

● Read the first sentence of every paragraph and also the last sentence which would help
you to provide the context

● If something confuses you, try to figure it out. Read two or three times. If you are still
unable to understand, move on

● Underline the main ideas, list supporting details and write an outline. After this write the
summary.
Scanning:
Picture yourself visiting a historical city, guide book in hand. You would most probably just scan
the guide book to see which site you might want to visit. Scanning involves getting your eyes to
quickly scuttle across sentence and is used to get just a simple piece of information.
Interestingly, research has concluded that reading off a computer screen actually inhibits the
pathways to effective scanning and thus, reading of paper is far more conducive to speedy
comprehension of texts.
Something students sometimes do not give enough importance to is illustrations. These should be
included in your scanning. Pay special attention to the introduction and the conclusion.
Churning:
Churning means interpretation and inference. Churning stands for interpretation and inference
where interpretation means getting the summary of all the important points on a topic and
inference is meant for reading between the lines understanding facts that are not stated openly.
Interpretation: Depending on the question, we need to decide what angle we are going to take to
interpret a text. Generally, a text contains discussion on more than one keyword you have to
collect information on the specific keyword that is asked in the question
Example: This method draws its significance from the actual curd-churning method. Many f us
belonging to villages must have seen our mothers or grandmothers churn curd; churning it for
long with patience. When churning is over, and butter ball floats on the whey, they collect it. In
the same way, in this method we interpret the topic with different perspectives and finally gather
the overall gist of the given text or document.
Assimilation: When we attempt to make a mental map of the entire passage that we have read is
called assimilating. When we say we have understood a concept after reading a chapter, we have
actually done assimilation.
Steps to Do Assimilation

● Make available the information.

● Convert the information into an idea.

● Think about it at a personal level.

● Look for pictures, videos and other texts related to the topic to get better knowledge.

● Discuss with peers to get their viewpoints as well.

This will help you plant a mental map of the information you have read.
Actually this method originates from the manner a camel tucks in fodder, chews it and digests it.
So this whole process from tucking in to digesting is called assimilation. In the same way, when
one reads a text, one need to pick up main ideas from it, then contemplates and finally absorbs
them into ones being. Thus this whole process, in context for paragraph reading staring from
picking up to absorption is called assimilation.
Intensive Reading
You need to have your aims clear in mind when undertaking intensive reading. Remember this is
going to be far more time consuming than scanning or skimming. If you need to list the
chronology of events in a long passage, you will need to read it intensively. This type of reading
has indeed beneficial to language learners as it helps them understand vocabulary by deducing
the meaning of words in context.
It moreover, helps with retention of information for long periods of time and knowledge
resulting from intensive reading persists in your long term memory. This is one reason why
reading huge amounts of information just before an exam does not work very well. Students tend
to do this, and they undertake neither type of reading process effectively, especially neglecting
intensive reading. They may remember the answers in an exam but will likely forget everything
soon afterwards.
Extensive reading
Extensive reading involves reading for pleasure. Because there is an element of enjoyment in
extensive reading it is unlikely that students will undertake extensive reading of a text they do
not like. It also requires a fluid decoding and assimilation of the text and content in front of you.
If the text is difficult and you stop every few minutes to figure out what is being said or to look
up new words in the dictionary, you are breaking your concentration and diverting your thoughts.
Extensive reading or reading for fluency involves reading of longer texts for pleasure. It is not
done for finding our minute details. Students should develop the habit of reading outside the
classroom also. Class time is short and not much of reading can be done inside the classroom.
Teachers should encourage students to do a lot of extensive reading on varied subjects. Extensive
reading can play a vital role in second language learning. Students can do selective reading and
decide when to read and where to read.
Generally, students find their text books uninteresting and demotivating. Hence, it is imperative
that materials for extensive reading are easy, appealing and varied. The texts should be similar to
those the students come across in daily life and which they will want to read after they go out of
their educational institutions. The selection of texts depends on the level of linguistic competence
the students have reached at a particular point of time. Independent silent reading requires a
sufficient, and of language to comprehend the message in the text.
Reading involves not only reading for understanding the gist of the text or looking for some
specific piece of information but also comprehending the intended message, ideas, style etc., of
its writer. The right kind of skills and strategies are to be developed in students for this purpose.
Skimming, scanning, intensive reading and extensive reading are the main skills that can be
developed in students so that they become efficient readers. An efficient reader is a reader who
can read a text-familiar or unfamiliar-silently with understanding and without help.
Though reading, like all other skills, needs constant practice, a teacher can help his students
increase their capacity of reading efficiently by using modern gadgets and sophisticated
machines like tachistoscopes, pacers etc., that force the learner to read at a given rate without
regressions by exposing the text briefly. Students find that there is always too much to read. It is
important that students select the most appropriate source for their needs. To do this, students
must have a clear purpose for their reading and they must be able to predict which source will
help them most to meet that purpose.
Methods/tools  of  Effective Writing

● Deductive Method

● Inductive Method
 ● Exposition Method

● Chronological Method

● Spatial Method

● Linear Method

● Interrupted Method

Deductive Method
When the purpose is to defend an idea by providing evidence, we write the paragraph in
deductive method. The writer moves from general statements to the particular ones. He first
provides evidences then he finally gives his submission.
The topic sentence comes at the beginning. It states a fact. The supporting sentences come after
it, and give evidence that the fact is true.
Deductive Write-up: An Example
Wisdom is power. This is because even a strong person resorts to defeat and even sometimes to
death by a weak person if the latter is wise. This happens when a rabbit causes a lion to meet an
end. The lion all the animals of the forest were scared of. Once the rabbit calls for the general
meeting of all the animals, and says, “It is enough to get prey to the brutal animal, Lion any
longer. Let’s find out the solution.” The rabbit takes this task to teach the lion lesson. He goes to
the den where the beast lived. He deliberately gets late. When asked the reason of being late, he
says to lion, “On the way he encounters with another lion who claimed to be the king. Somehow
I managed to come here. On listening to this, the lion gets furious and orders the rabbit to take
him to the place. The rabbit takes the lion to the water well and asks him to look his enemy into
there. The lion roars into the well and gets his own echo in double volume. He jumps into the
well to kill his enemy and dies. So this is proven as earlier stated, “Wisdom is power”.
Inductive Method
The purpose of this method is to make out of an inference. When we put together clues to reach a
conclusion, we make an inference. When we want to make any inference, we use inductive
method of paragraph writing. The topic sentence comes in the end as a conclusion. The
supporting sentences come at the beginning as clues that lead to the conclusion.
Once the rabbit calls for the general meeting of all the animals, and says, “It is enough to get
prey to the brutal animal, Lion any longer. Let’s find out the solution.” The rabbit takes this task
to teach the lion lesson. He goes to the den where the beast lived. He deliberately gets late. When
asked the reason of being late, he says to lion, “On the way he encounters with another lion who
claimed to be the king. Somehow I managed to come here. On listening to this, the lion gets
furious and orders the rabbit to take him to the place. The rabbit takes the lion to the water well
and asks him to look his enemy into there. The lion roars into the well and gets his own echo in
double volume. He jumps into the well to kill his enemy and dies. So this is proven, “Wisdom is
power”.
Expository Method
The purpose is to explain a concept. When we have to explain a concept to a person, we make a
lot of effort to do so through examples, through comparing and contrasting with other concepts
and through clear-cut description of how it looks / feels. Such explaining is called the expository
method. It is also called informative or explanatory method of writing. The text written in this
method contains information and examples or illustrations to support that information.
Expository Method: An Example
It is all about preparing an advisory which contains all rules and regulations. An advisory to a
new employee instructs him or her how to proceed with the new assignments given on daily
basis. This explains the fellow when to take up the particular task, where to report, what to do in
next hour, many more things to  accomplish as per the rules,  and norms mentioned in the
advisory. The document prepared in such way is supposed to be written in Expository method.
Chronological Method
Purpose of this method is giving background information. Sometimes we have to give
background information of a person or event. For example, medical history; tracing the
development of a country, a thing, and action down the ages. In this situation, we use
chronological method. The topic sentence is written in the beginning. The supporting sentences
give a history, with the oldest dates first.
Chronological Method: An Example
Going   to   cinema    halls    now-a-days    for    watching    movies    has    become    redundant
in the 90’s. People went to movie halls to watch movies only. Those were the times of television
and VCRs. By the 20th century, people started having their personal computers. So movies were
watched in DVDs. Now with the advent of Android phones and 4G connectivity people can
watch movies on their mobile phones.

Spatial Method
Purpose of the spatial method is to describe objects in a place. When we have to give exact
description of a place so that people have clear idea of where things are kept, we use spatial
method of paragraph writing. The topic sentence comes at the beginning, telling the name of the
place. The supporting sentences give details of things positioned in that place.
In this method, an object, a place, or an event or anything is described in respect of place. If
somebody is asked to reach a particular place, definitely he or she would be provided with clear
information about the location of that place. For example if a person is coming from Agra and
ask somebody where Galgotia College of Engineering is. The person directing this fellow will
advise him to board on roadways or some private bus or any vehicle commuting between Agra
and Delhi or Noida on Yamuna expressway. This fellow will be advised to get down on the Pari
Chowk where from he will hire an auto to this college. Reaching on the gate no 1, he can be
assisted by the security guards to reach the right place on the campus of the college. So the
method used in this description is special method.
Linear Method
The purpose of linear method is step by step description of a process. Often we have to write
description of a process in manuals. We have to write every step, from starting point to the inish.
In this condition, we use linear method. In linear method, one line logically leads to the other.
Linear Method: An Example
Installing a program needs a few, simple steps. First go to the start menu. Then go to the control
panel to step next, click uninstall a program. Then select the program you want to remove.
Finally click uninstall at the top of the page.
Interrupted Method
The purpose of interrupted method is narrating an experience in a dramatic way.
In chronological method, we narrate event like a diary entry. But often, in order to sound more
dramatic and interesting, we break the strict chronology. We talk about present then go back to
the past, and then start talking about future. This is called interrupted method. They show the
interrupted way of thoughts.
Interrupted Method: An Example
I am a fan of movies of superheroes from Baahubali, Spider-Man etc. I love them all. When I
was a child, I had obsession for Shaktimaan. I even tried jumping off a terrace, but was luckily
saved. Now I just use jackets and T-shirts to show my obsession. Someday I dream of creating a
superhero series on TV myself.

Business Writing:
Business writing takes many forms each suited to a specific purpose. All business writing must
be clear and concise with simple, straightforward language. In the business world, poorly written
writing is unacceptable. Every letter, memorandum, report, or announcement must be composed
for maximum effect and to suit both the purpose and the intended audience.
Forms of Business Writing:
Business letters: official letters, reports, technical proposals, notice, agenda, minutes of meeting
Business letters:  letter of purchase, letter of sales
Official letters: Demi official letters, government letters, letters to authorities etc
Steps to Successful Business Writing:

● Revise Add / Delete Information

● Draft Write First Copy From Outline

● Proofread Polish Final Copy

● Arrange Create Order, Structure, Layout, Design

 ● Prepare Define Purpose, Audience, Scope, Medium

The Topic Sentence:

A topic sentence introduces the main idea of a paragraph and may include a brief comment about
that idea. A paragraph should consist of only one topic, and should develop that topic through the
sentences that follow. The Topic Sentence = main idea + elaboration; Examples: effective
topic sentences:
E.g., The collective effort of all employees was the reason for our company’s success this year.
So, topic sentence = collective effort + company’s success (The developing sentences would
elaborate on the efforts and the success.)
Note: Unify the paragraph by making sure each sentence in the paragraph relates to the main
idea. A rephrased (not a repeated) topic sentence may be included at the end of a paragraph for
emphasis and to reinforce the main idea.
Organizing ideas: A paragraph or a section of a document is coherent when its elements blend
making it easy for the reader to follow the main idea. Coherence also means consistency in tone
and subject.

Methods of Writing:
Chronological Order: In a chronological order, information is presented in sequence in terms of
time. Though a technique typically used in narrative writing, chronological order might be used
in business writing to clarify a specific order of events or to explain a process: for instance, the
sequence of events leading up to a business deal.
Spatial Order: Frequently used in descriptive writing, spatial order, like a camera moving
around a room, finds a starting point and then moves around focusing on details or key points as
they appear.
Logical Order: This technique is particularly suited to business writing as it arranges
information to suit logical associations. It also allows the freedom to present illustrations,
explanations, cause and effect relationships, and problem-solving action. Two arrangements of
presenting ideas lie within this category:
✦ general-to-specific
✦ specific-to-general
In a general-to-specific arrangement, the topic sentence presents a general idea that requires
elaboration or explanation. The sentences that follow, expand on the topic sentence. In a
specific-to-general arrangement, the topic sentence states the controlling idea of the paragraph
and the supporting information the paragraph will give.
A topic sentence does two things:
Introduces the main (controlling) idea of a paragraph
Restricts the paragraph to a single (controlling) idea
Principles of Business Writing:
Characteristics: Irrespective of the business writing categories as discussed above, all business
writings, have some common characteristics as given below:
Purpose: A business writing is always focused towards its purpose, which is: -
To inform: To provide information without expecting any action on the part of the reader.
To instruct: To provide information in the form of directions, instructions, procedures, so that
readers are able to do something
To solve problems: To suggest a solution for a specific problem.
To recommend: To help choose an option based on alternative possibilities that have been
evaluated:
To guide: To guide readers to take appropriate action, to change their habits or behaviors based
on expert opinions and evidence.
Audience centric: Business writing is always for a specific audience so the nature of the
audience determines the level of business detail, the amount of `context/background' information
provided, and the organization of the document. Since the main goal of business writing is the
Information transfer, what is said and how it is said depends on the audience.
It is important to know who is to read the document so that the information conveyed is
transferred effectively.
Only a small proportion of business writing is actually aimed at the general audience. Businesses
and organizations deliver vast amounts of business writing to explain internal procedures, design
and produce products, implement processes, sell products and services to other businesses, or
define policies.
Thus, for a writer of a business document, it is crucial to have an awareness of the reader's
knowledge, ability level, and interest in the information being conveyed.
Consideration / Conversational (Your attitude)
Try to visualize your reader’s circumstances, problems, emotions, their desires etc. and indicate
that you understand these by using your words with care. If you are writing a sales letter, show
the recipient how the product would be beneficial for them. When you write with consideration,
you generate goodwill.
Courtesy (Be courteous)
Be courteous and polite. Avoid making negative statements and an accusatory tone accusing the
recipient. eg. Instead of writing, “You did not send the cheque”, use “The cheque wasn’t
enclosed.” Even if you are writing a complaint letter, your tone must be polite and courteous at
all times.
Clarity (Be clear)
One has to be clear and specific in their letter. The words used should be unambiguous and not
vague. Avoid giving abstract information.
Eg. Instead of ‘visualize’, use ‘see’. Instead of ‘at the present time’, write ‘now’. Instead of using
‘the website is now fully operational with the e-commerce functionality setup’, write ‘the
company has launched its website’.
Concreteness (Be convincing)
A good business letter always provides concrete information (specific information).
Eg. Instead of saying,”I expect the consignment/order to reach me at the earliest”, use “I expect
the order to be delivered to me by the 21st of March 2013.
Correctness
While writing a business letter, the principle of correctness should be followed. The writer must
ensure correctness in his tone, format and information that he provides in the letter. The facts
mentioned must be true and correct. Grammatical structures and spellings should be correct.
Conciseness
Use only necessary details and short sentences. Be direct and avoid long redundant expressions.
Use the “Keep it short and simple” formula.
Completeness
Provide complete information in the letter and try to keep it as brief as possible.

Business Correspondence: Difference between Formal and Informal Letters

It is a means to keep oneself in touch with those who are separated by Distance. It is a peace of
conversation by post. It is an art as well as the science. It isa science because it follows some set
formats. It is an art because if it follows some aesthetic rules.
Difference between Formal & Informal Letters
Formal, business, official, corporate, or impersonal letters
Primary Aim to get a set purpose as
Sales of Product
Making an enquiry
Seeking Information
Creating good will
Informal, social, unofficial or personal letters
     
Secondary aim to retain a personal relationship
 Primary Aim to fix a personal contact
It is frank, intimate, lively and interesting.
It bears brand of man's character & personality
BUSINESS LETTERS

 Sales and Credit letters

 Letter of Enquiry

 Letter of Quotation

 Order

 Claim and Adjustment Letter

 Job application and Resumes

OFFICIAL LETTERS

 D.O. Letters

 Govt. Letters

 Letters to Authorities etc

Q : What do you understand by Business Correspondence? Tell difference

between formal and informal letters.

Answer

It is a means to keep oneself in touch with those who are separated by Distance. It is a
peace of conversation by post. It is an art as well as the science. It isa science because it
follows some set formats. It is an art because if it follows some aesthetic rules.

Difference between Formal & Informal Letters Formal,

business, official, corporate, or impersonal letters
Primary Aim to get a set purpose as
● Sales of Product

● Making an enquiry
● Seeking Information

● Creating good will

Informal, social, unofficial or personal letters

 Primary Aim to fix a personal contact

 Secondary aim to retain a personal relationship

 It is frank, intimate, lively and interesting.

 It bears brand of man's character & personality

 Q : Write a short note on the following-

▪ BLOCK FORMAT

▪ FULL BLOCK
FORMAT

Answer:

Block Format: - In this format, except date, complementary closing and name &
signature with designation of the sender, we align all other elements to the left margin.
We have shown the proper place of these elements in the format giving below-

Heading/Letter Head
============
Date
===============
Reference

===============
Inside address
===============
Attention Line
===============
Salutation

===============
Subject
===============
Main Body
===============
Complementary Closing
====================

Name & Signature with Designation

==========================
Identification Marks
================
Enclosures- 1, 2, 3 etc

=================
Full Block Format- In this format, we align all elements of a business letter with left
margin. We maintain double space between every two elements. We have shown the
proper places of these elements in the diagram given below.

Heading/Letter head
=================
Date

=============
Reference
=============
Inside address
===============
Attention Line

==============
Salutation
==============

Subject
============
Main body

============
Complimentary Closing
===============
Name & Signature with Designation
================
Identification Mark

=============
Enclosures
============
Definition of Business Letters
1 Letter of Sales

2 Complaint Letter
3 Adjustment Letter
4 Resume/Job Application Letter
5 Enquiry Letter
6 Quotation Letter
7 Appointment Letter

8 Resignation Letter
9 Letter of Order
10 Letter of Credit

Letter of sales:

1. The primary purpose of this letter is to introduce a new product in a

known territory.

2. The secondary purpose of such letter is to introduce current product in an

unknown territory.

3. It is a part of publicity and advertisement.

4. Its aim may be to educate, persuade and convince a customer to buy a

particular product or service.

Complaint Letter: It is an expression of a customer's dissatisfaction. The

causes of dissatisfaction may be –

● Poor quality of the product

● Inaccurate quality of product

● Defective packaging

● Delivery of broken product

● Untimely delivery

● Missing of the product during transportation

● Misbehavior with customer

● •Guaranty and warranty problem

● Faulty billings
Adjustment Letter: It is a polite reply to a customer's complaint.

Resume/Job application Letter:

1. It is a kind of personal letter because it has details about the candidature.

2. It is a kind of sales letter because an applicant seeks to sell his service. The main
purpose of this letter is to get an interview letter.

3. It has detailed information about personal qualities, education, experience etc. of

the applicant.

Enquiry Letter: The main purpose of this letter is to get information about quantity,
quality, price, availability, variety, guarantee, warranty and terms and condition of the
goods and services.

Quotation Letter: It is a specific offer for sale of goods and services.

1. It is a response to an enquiry from a customer or an organization.

2. It keeps detailed information about goods and services, their quantity,

quality, availability, variety, guarantee/warranty and terms & conditions.

Appointment Letter:
1 It informs the candidate about his appointment.

2 The employer offers it to the candidate selected in interview for the job.

3 In includes pay scale, diet allowances and terms & conditions.

4 It is pleasing, informative, polite and interesting.

Resignation Letter:
1 It is a symbol of self-respect.

2 The employee to his employer submits it. Reason to resign the job may be
as (a) Dissatisfaction with the job, (b) Good opportunity.
Letter of Order:
1. It is placed after enquiry.

2. A customer to a seller places it.

Letter of Credit:
 1. It is means to purchase and sell goods and services without case payment.

2. Its main motive is to promote both sales and purchases without case payment.

Q: You are the distributor of electrical appliances such as generators, water pumps
etc. You have purchased some water-pumps from Honda SIEl Power Products
Limited, Greater Noida two weeks back. Some of these water pumps are found
defective. Draft a courteous complaint letter to the Manager Sales of the company to
replace the defective water pumps immediately?. Invent Necessary Details.
Answer:

ELECTRICAL APPLIANCES DISTRIBUTER

Shop no. 125, Jagat Farm,

Gamma-I, Greater Noida,
G.B. Nagar (U.P) 201308
Contact no. 0120-2345688/89

Mob: 9812131499

20 July 2022

Your Reference- SD/15/22

Our Reference- Dtrs/Jp/19/22

Honda Siel Power Products Ltd.

Surajpur - Kasna Road

Industrial Development Area

Sec-41, Greater Noida
G. B. Nagar
U.P 201308

Contact No- 0120-2465780/81 Attention Line - The

Manager Sales Subject- Replacement of Defective Water
Pumps
Dear Sir,

With reference to the delivery of hundred water pumps received on date 21July, 2009, I
want to inform you about some defective water pumps 10 out of 100 water pumps are
defective. It is the first time that we have received defective electrical appliances from
your company. It is a humble request to you that you may please replace these defective
pumps without any delay.

We have been corresponding with you since long time. We wish to maintain our
corporate relationship with you. It is only possible, if you regard our feelings and trade
with us sincerely and favourably.

With a hope immediate replacement!

Yours truly,

X.Y. Kumar
Distributors, G. Noida
Q: You have come across the vacancies issued by an M N C published in the
Accent of the Times of India for the post of the Chief Engineer in the Dept.
of Electrical and Electronics Engineering. Attach your Curriculum Vitae
along with the application/covering letter. Invent Necessary Details.

Answer:

X Y Singh
S/O Mr. Y Z Singh
A-257, Alpha-I
Greater Noida G.B Nagar, (U.P ) 201308

Contact no. 0120-2345678/90

20 March 2022

L G Electronics Pvt. Ltd.

Plot No.-51, Udyog Vihar,

Surajpur- Kasna Road, Gr. Noida, G.B Nagar (U.P) 201310

Contact no. 0120-2775678/98

Attention: HR Department

Subject: Application for the post of Chief Engineer, Dept. of EC.

Sir,

With reference to your advertisement for the vacancy in different Departments

advertised in the Accent of the Times of India dated 18 March 2009, I wish to apply for
the post of the Chief Engineer in the dept. of Electronics and Communication.

I have attached my CV along with the application.

I hope to get an interview call from your goodness.

Yours Sincerely

(X. Y. Singh)
Q: Daft your C.V. candidly.
Answer:

CURRICULUM VITAE

Correspondence Address

A-140, BETA-I,
Greater
Recent Noda, G.B.Nagar
Photograph (U.P.)
Contact No:
9412345234
E-mail:
[email protected]

Objective: To infuse my all energies to magnify the good-will of the organization.

My Qualification:

 HSC/ 10TH Class passed with 1st Div with 64% from Kendrya Vidyalaya,
Greater Noida, G.B.Nagar (U.P.) in 2000.

 SSC/ 12TH Class passed with 1st Div with 68% from Kendrya Vidyalaya,
Greater,Noida, G.B.Nagar (U.P.) in 2002.

 B.Tech (IT) Passed with 1st Div with 76% from XIMT affiliated with
UPTU,Lucknow, Greater Noida, G.B.Nagar (U.P.) in 2006.
  M.Tech (IT) Passed with 1st Div with 75% from XIMT affiliated with
UPTU,Lucknow, Greater Noida, G.B.Nagar (U.P.) in 2008.

Industrial Experience:

 Worked as a chief Engineer in INFOSYSTEMS, Noida from November 2008

to March 2009.
Personal Details

My Name :

Father’s Name :

Mother’s Name :

Date of Birth :

Nationality :

Marital Status :

Height/ Weight :

Languages Known :

Strengths :

Weaknesses :

Hobbies :

I hereby declare that all above given facts are true to the best of knowledge.

Place :

Dare : Name & Signature

Q: Draft a suitable adjustment letter from the Sales Manager of Honda
SIEL Power Products Ltd Greater Noida to the Electrical Appliances
distribution for the complaint. They have made against the defective
supply of water pumps some days back.

Answer:

HONDA SIEL POWER PRODUCTS LTD

Surajpur-Kasana Road, Industrial Area

Sector –41 Greater Noida G.B.Nagar, U.P.

201310 Contact No: 0120-2321453

21 March 2022

Electrical Appliances Distributors

Shop No-125, Jagat Farm Greater Noida

G.B.Nagar (U.P.) 201310
Contact No 0120-2456567

Attention Line: Distributor

Subject: Regret for the Delivery of Defective Water Pumps

Dear Sir,

With response to your letter posted on 20 March 2009 about the delivery of defective
water pumps, we regret for the inconvenience.

We are informed that 10 out of 100 water pumps are defective. We can send you a
technician for the repairing of the pumps. We hope you will be satisfied, if not, we
can replace the same.

You are our very precious customer and we would never like to displease you.
Nonetheless we are very sorry for all that. Besides we are giving you Rs1000/= as
compensation for each pump.

We wish our relationship long run forever.

Yours sincerely
Name & Signature

Date :

Place :
Q: What do you mean by a Sales Letter? Suppose you are the Manager
Sales of your company that manufactures Electrical Power Products. Draft
an attractive Sales letter to your customers to relate them with the quality,
low price, long durability, guarantee/ warrantee and other terms and
conditions of power generator
Answer:

HONDA SIEL POWER PRODUCTS LTD.

Surajpur-Kasana Road
Industrial Development Area
Sector 41, Greater Noida
G.B.Nagar (U.P.) 201310
Contacts: 0120-2465780/ 81

23 March 2022

Mr. V.N. Malhotra

C-32 Gamma-II, Greater Noida, G.B.Nagar (U.P.) 201310
Contacts: 0120-2340185

Subject: Promotion of Electrical Power Generators

Dear Customer

With reference to the above subject, we want to draw your kind attention towards the
salient features of our new and innovative Electrical Power Generator. Its features are
as follows-

•It is a homely appliance of 5KWA

•It can run 5 fans, 1 T.V., 1 Fridge, 1 A.C. and 1 Washing Machine at a time
•It is cheaper than the power generators of other companies.
•It consumes 1-liter oil per hour.
•It has long durability at least for 10 years.

•We promise guarantee for one year and warrantee for 3 years.

THINK NOT, JUST DECIDE TO PURCHASE IT! OFFER LIMITED FOR

THREE DAYS!

Yours truly,
Name & Signature

Date :
Place :
Q: What do you understand by a letter of enquiry? You are a
customer. Ask the Sales Manager of a company to provide you with all
details of Electric Meters.
Answer:

X. Prasad Bose
E-160 BETA-I, Greater Noida
G.B.Nagar ( U.P.) 201310
Contact No: 0120- 2358733/ 673
Mob: 9718764534

23 March, 2022

ACCURATE METERS LTD

A2, Sector –10, Noida
G.B.Nagar (U.P.) 201306
Contact No: 0120-2345367/ 9

E-mail: [email protected]

Attention: The Sales Manager

Subject: Enquiry for the details of Electric Meters

Dear Sir,

With reference to the above subject, kindly provide us the details of Electric Meters as
soon as possible.

Hope for an early response

Yours truly

X. Prasad Bose

Date :

Place :
Q: What is a letter of order? As a big distributor, place a polite letter of
order to the Sales Manager of a company and ask him to deliver the
requirement goods as early as possible Answer:

SAI BABA DISTRIBUTORS AND RETAILERS

Shop No –12, Jagat Farm, Gamma-I

Greater Noida, G.B.Nagar (U.P.) 201310
Contact No: 0120-3456565/ 7
Mob: 9023232345

23 March 2022

L.G.Electronics India Ltd.

Udyog Vihar Surajpur-Kasana Road
Greater Noida, G.B.Nagar (U.P.) 201310
Contact No: 0120-2563434

Attention: The Sales Manager

Subject: A purchase order for 500 Computers

Dear Sir,

With reference to the above subject, we have heard a lot about quality products of your
company. That is why we desire to place you a purchase Order for 500 computer
systems.

It is kind enough if you deliver the products as early as possible.

Thanking you

Yours truly

For SAI BABA DISTRIBUTORS AND RETAILERS

Notice:
A notice is a written or printed announcement (Example - a notice for sale). It is
written in order to inform a large number of people about something that has
happened or is about to happen. It could be an upcoming event, competition, Lost and
found notice or just a piece of information to be delivered to the targeted audience. It
is generally written in a formal tone. Notices are factual and to-the-point. The
language used is simple and formal, not flowery. They are put up on display boards in
schools or at public places.

Points to be followed in notice writing:

● A Notice must cover the following points –

● Title – A notice should have an appropriate title.

● It should give information what the event is about.

● A notice should tell when the event will be held.

● The venue of the event should be disclosed in the notice.

● It should carry the name and designation of the issuer of the notice.

● A notice should also mention the date on which it is issued.

● It has to be written within the given word limit.

An Agenda:
An agenda is a list of activities to be done in an ordered sequence. In meetings,
business agenda refers to the activities and topics that need to be discussed or
performed at a particular time or the things to achieve during a meeting. The agenda is
also used to determine the goal of a meeting. It also serves as a planning tool for
participants and a control tool for the leader. With the meeting objectives clearly
defined, an agenda can be developed, keeping the following guidelines in mind:

● Limit the number of agenda items.

● Focus on a few critical items-three to six is a good rule of thump.

Separate the need to know from the nice to know and include only
the former.
 ● Do not dwell on the past.

● If a meeting is to be productive, it must focus on actions and decisions

that will affect the future.
● Present opportunities not problems.

● Instead of focusing on problems recast them as opportunities.

● Allocate ample time.

● Allocate some extra time for questions, creative discussion, etc.

● Include sufficient detail.

● Include the following details on an agenda: name of the

organization, department, committee, day, date, time, venue &
items to be discussed.
1. If possible email the agenda along with the meeting notice to
participants a week before the meeting.
2. If the agenda has less number of items, it can be included in the meeting notice
itself.
Otherwise the agenda has to be circulated separately.

Purpose of an Agenda:
The main purpose of an agenda is to give the participants a clear understanding of the
meeting or subject at hand and logically guide the participants with the whole process.
It also makes the participant be familiarized with the topics to be discussed. Things to
be included in an agenda are as follow:
Almost all business follows a similar format of an agenda to run their meeting
effectively and ensure that it stays on time. To make your meeting as effective as
them, include these things in your agenda or download our printable agenda here to
make everything easy for you.

● The title of the agenda. The titles are important in any agenda example as it
can be used as identification.
● The objective of the meeting. The objective of the meeting should also be
included in the meeting to remind the participants about what the meeting is
all about and what it hopes to achieve.
● The topics and/or activities. The agenda should list all the topics or activities
to be addressed in a meeting.
 ● The time allocation. Every topic and/or activities must have a time
allocation so that it will be followed accordingly.
● Call to action. The agenda should have a call to action that signifies the
start and end of the meeting.

Tips for Writing an Agenda:

● Create the agenda three or more days or even weeks before the actual
meeting. It gives you more time in preparing the agenda and gives enough
time to cover all the important information.
● Set up a standard meeting agenda. The meeting agenda includes progress
updates, upcoming milestones, and a list of people who will not be around in
the next few weeks.
● Consult the team. Get input from the team about what needs to be
addressed and discussed.
● Write all the important information. The topics, activities, updates and
time must all be present in the free agenda.
● Follow a standard and well-structured agenda. The agenda must be
understood by everyone who will read it.

● Distribute it before the actual meeting. So that the participants are

informed and notified beforehand.

Meetings:
Meetings are an important facet of corporate life. A group of people performing
different functions in an organization may come together during a meeting to work on
a specific project. Major projects demand that knowledge and expertise from several
sources be pooled for successful implementation. Meetings also serve as vehicles foe
individual advancement and organizational achievement. Meetings, if effectively
managed can become a potentially powerful tool for transforming the organization.

Purpose:
Every meeting is called for a specific purpose and it is this purpose that decides the
form of the meeting. In general the purpose of the meeting is either informational or
decision making. Examples of meetings for informal purposes:
lllllllllllllllllllllllllllllllllll. To communicate important or sensitive information

● To explore new ideas and concepts

 ● To provide feedback

● To present a report

● To gain support for an idea or project

Decision making meetings are mainly concerned with persuasion, analysis and
problem solving. Examples of meetings for decision making purposes:
● To reach a group decision

● To solve a problem

● To reconcile a conflict

● To negotiate an agreement

● To win acceptance for a new idea or system

If there is a clear need for a group of people to assemble a meeting is called for.
Preparation:
Before to call a meeting the following preparation should be done:

Time- carefully consider the timing of a meeting because it can have a significant
impact on the outcome.
● Choose a time during which participants are at their best.

● Do not call a meeting on Monday morning or Friday afternoon when

participants are likely to have little motivation.
● Start at an unusual time and at natural break point.

● If you select an unusual starting time, participants are more likely to show up
punctually, especially if the meeting is scheduled to end at a natural break
point, such as lunch or the close of the workday.
● Allow ample time for preparation.

● Make sure that participants have sufficient time to prepare.

● Avoid surprise meetings.

Nobody appreciate a surprise meeting.

Duration:
The appropriate length for a meeting depends on the type of meeting and on the
number, complexity and sensitivity of the agenda items. The greater the number of
participants, the shorter the meeting should be. In a small meeting, a higher level of
interaction is possible. In a large meeting interaction is restricted, and it is more
difficult to maintain interest.
Meeting notice and agenda:
It is important to inform the participants well in advance about the meeting so
that they can attend contribute significantly to the meeting. This can be done by
the following:
● Circulating a printed notice

● Information participants over telephone

● Sending an email

Any notice needs to include the following details-

● Date on which the notice is sent

● Details regarding the purpose date, day, time & venue of the meeting

● List of agenda items

● Signature

● Recipients

Minutes of the Meeting:

After the meeting gets over a fair copy of the minutes of the minutes is prepared with
the contents arranged in an appropriate format. This is then circulated among the
attendees in order to receive any comment. Minutes of the meeting are used as the
first item of the agenda for the next meeting.
Formal minutes Informal minutes
Minimal bullet point list
Medium table format
Verbatim narrative report
Minimal: the bare minimum of information such as when and where the meeting
was held and the decision arrived at.
Medium: a precise of what was said at the meeting in the form of a structured report.
Verbatim: a word for word account of what was said.
Similarly, informal minutes contain the following
details:
● A bullet point list of the decision taken and the work progress to date.

● A list in tabular format giving the topic the decisions made or

progress to date and subsequent action items.
● A narrative report of a conversation that took place between several people.

Conducting Meeting:
There are a few points which a chairperson should do while conducting an effective meeting:

● Keep the meeting on track: if a chairperson finds some slowness in the

presentation he provides opportunity to others to participate in discussion.
● Follow parliamentary procedure: to increase the productivity
of a meeting parliamentary procedure should be use.
● Encourage participation: only one or two members of the team should be
not allowed to dominate all discussion.
● Close effectively: at the conclusion of the meeting the chairperson has to
review what decisions have been taken and how they are going to be
accomplished.

Role of Participants:
A few things which they are bound to pay attention to are:

● Read the agenda carefully and participate actively in discussion. Don’t sit silently.

● Supply information relevant to discussion at a meeting.

● Like a good listener listen to other’s views patiently.

● Display positive attitude and co-operate with others participant.

● Be helpful to the chairperson and support him in the successful conduct of the meeting.

Tips of Preparing Minutes of the Meetings:

While writing the minutes of the meeting these things should be kept in the mind:
● Minutes should be written in the third person and in the past tense.

● While preparing the minutes agenda of the meeting should be closely followed.

● In the final draft of the minutes names of the contributors need not be mentioned.

● The minutes should cover not the entire discussion held in the meeting it
should include the outcome of the discussion of each matter.
● All decisions, taken during the course of discussion in the meeting
should be clearly stated.
● The names of the participants and their respective responsibilities as
decided in the meeting should be clearly listed.