UNIT 4 RESPONDING TO

ADVERTISEMENTS
Structure
4.0 Objectives
4.1 Warm Up – Writing a CV and Letter
of Application
4.2 Reading Comprehension: What is a
CV?
4.3 Vocabulary: Sub-heads in a CV
4.4 Writing: Writing Your Own CV
4.5 Writing Applications
4.6 Accepting an Offer
4.7 Declining an Offer
4.8 Grammar: Simple Past Tense
4.9 Warm Up – Responding to Advertisements
4.10 Listening Comprehension
4.11 Reading Comprehension
4.12 Speaking
4.13 Writing
4.14 Let Us Sum Up
4.15 Answers

4.0 OBJECTIVES
If you are looking for a job, or wish to change your job, you will probably have to
write a number of letters, particularly letters of application that you will send along
with your curriculum vitae (CV). The other types of letters may be requests for
references, follow-up letters when you receive no reply to an application, and letters
accepting or rejecting an offer of a job. In this section we shall discuss some of these
letters, but shall pay the most attention to the letter of application. This letter requires
a special effort, as you have to convince your reader that you deserve to be called for
an interview.

In this unit you will learn how to respond to various types of advertisement that job
seekers may be interested in. You will also learn:

• about the contents you need to included in your response;

• the essential features of a good and satisfactory response; and

• different techniques of writing your response.

And, while learning all these, you will also be getting training and practice in all the
four skills of English language viz. Listening, Speaking, Reading, and Writing
including note-making/note-taking, vocabulary and grammar.

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 Responding to
Advertisements
4.1 WARM UP – WRITING A CV AND LETTER
OF APPLICATION
Activity 1
Imagine that you are the manager of a fast food outlet in Delhi. You are looking for a
young person to take orders at the customer counter. You have received many CVs in
response to your job advertisement.

Put a tick against the personal information necessary to select the right candidate:
• Name • Sister’s name
• Date of birth • Favourite food
• Contact address • Email
• Passport number

4.2 READING COMPREHENSION: WHAT IS A

CV?
Read the following passage on what a CV is and how it should be written.

Your curriculum vitae (CV) is your most important weapon when it comes to job
hunting. With your CV or resume you will be able to promote yourself.

A prospective employer will often make a snap judgment as soon as they read it.
Even the most qualified people on the planet can find themselves rejected if the
resume fails to come up to scratch. So how can your CV catch the attention of an
employer?

Avoid making it too fancy and complicated. You only have about five seconds to
grab the attention – if it is too clever and unreadable it will go in the bin. Don't try to
make jokes and never criticize previous employers.

CV length

There are no set rules governing the length of your CV – this will be decided on the
basis of your career history, education and achievements. If possible, try to keep it to
one page, but if this looks too crowded then spread it out over two sheets. If you write
more than this, the employer has too much to read.

Everyone has a different theory when it comes to the design of a CV. Don't make
your design very complicated; just make sure everything is clearly marked. Include
your career, progress, education and achievements prominently so your prospective
employer doesn't have to search.

Here is a basic format:

• Start off with your name, address and contact details clearly listed at the top of
the page.
• Follow this with a profile of yourself which should include an outline of your
skills, experience and immediate career goals.
• After this you can put in your career history – in reverse chronological order over
the past 10 years – with brief descriptions of your responsibilities and
achievements.

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Business Social Skills and
• Then comes education, interests/personal details and references.
the Recruitment Process Remember to include:
• Career history
• Skills and strengths
• Awards and achievements
• Contact details

Stick to the truth always

Make sure your CV is printed on good quality A4 size paper and never attach extra
documents, letters or certificates. You can take these along for the interview. Read
and re-read your CV, and then ask a friend or family member to read it as well. Make
sure there are no spelling errors or coffee stains on the CV as these will give an
extremely bad impression. It is important to be truthful. Never try to smudge dates
and jobs to hide periods of unemployment. A basic check will expose your deceit and
ruin any chance of getting the job.

Follow all instructions on the job advertisement. If they want four copies of your CV,
then you should send four. It is also important send it on time. Once again, remember
your CV is the first impression that an employer has of you.

Check Your Progress 1

Now answer the following questions:
1) How does a CV help in job hunting?
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
2) Why is it important to keep your CV simple and readable?
…………………………………………………………………………………….
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…………………………………………………………………………………….
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3) How long should your CV be?
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
4) In which section will you include your career goals?
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….

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5) What do you need to keep in mind while describing your career history? Responding to
Advertisements
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6) How can a friend help by reading your CV?
…………………………………………………………………………………….
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…………………………………………………………………………………….
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7) Should you hide that you were unemployed for six months?
…………………………………………………………………………………….
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…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….

4.3 VOCABULARY: SUB-HEADS IN A CV

Although a CV can be organized in many different ways. Most prospective employers

would expect to see the following headings.

Education Referees Personal Details Profile

Additional Skills Interests Professional Experience

Activity 2
Tarini Sharma is compiling her CV. She has collected the relevant details. Now she
has to organize them. Look at the following points and decide which heading Tarini
should put them under. First one is done for you.
i) Fluent in English = Additional skills
• Interests
• Additional skills
• Education

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Business Social Skills and
ii) Pop music and dancing
the Recruitment Process • Interests
• Additional skills
• Personal details
iii) Prof. D. Solanki, University of Delhi
• Personal details
• Profile
• Referees
iv) Able to work well in a team
• Profile
• Personal details
• Interests

v) Responsible for supply chain management

• Additional skills
• Interests
• Professional experience

vi) Thomas Cook Travels – Assistant Project Manager (2009 – to date)

• Personal details
• Interests
• Professional experience

vii) Computer literate

• Interests
• Professional experience
• Additional skills

viii) Date of birth – 4 May, 1987

• Personal details
• Profile
• Professional experience

4.4 WRITING: WRITING YOUR OWN CV

Using all the information you’ve gathered on writing CVs in this unit, write a good
CV for yourself. Keep in mind the ideal job that you’re looking for, perhaps as a
Sales Manager in an organization. Before you actually start writing, organize the
points under the various headings of a good CV.

If you are writing a CV for the first time, include any work experience that you have.
This could be unpaid, voluntary, summer job(s), internship or extra-curricular
activity. You can use the following template to write your CV. Feel free to make
changes to the template according to your needs.

78
Curriculum Vitae Responding to
Advertisements
_________________________
_________________________
_________________________

Tel: _____________________
Email: ___________________

Profile

Education

Professional
experience

Additional skills

Interests

References

4.5 WRITING: APPLICATIONS

Whenever you send a copy of your curriculum vitae to an organization where you are
looking for a job, you should also send a personal covering letter, which is known as
the letter of application. The two are sent together, and you should consider them
inseparable, even if you are answering an advertisement that asks for only the
curriculum vitae. This letter supplements your curriculum vitae in that it provides
information that is not usually included in the curriculum vitae, or cannot be fitted in
it for lack of space. A letter of application, therefore, is an elaboration and an
explanation of the facts that you list in your curriculum vitae.

There is an important difference between a letter of application and a CV. The CV is

a straightforward, factual presentation of the facts relating to your education, work
experience and other qualifications. In the covering letter you have a chance to
interpret these facts, and show how they are particularly relevant to the position you
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Business Social Skills and
are applying for. So your letter goes beyond merely saying that you have certain
the Recruitment Process qualifications; it shows that your qualifications are appropriate to a specific job and
organization. And your aim in the letter should be to offer your reader several
convincing reasons why s/he should talk to you in person in connection with your
application. Therefore, your letter and curriculum vitae together explain your
qualifications. They also provide an evidence of your ability to select appropriate
information and organize it for a reader. An effective presentation can easily make
even average qualifications appear quite impressive. A poor presentation can just as
easily make excellent qualifications look ordinary.

Your letter of application must attempt to do three things:

i) catch your reader’s attention favourably,
ii) convince your reader that you are qualified for the position,
iii) ask for an interview.
You should try to achieve the three objectives in a one-page letter.

If you are applying for a specific job which has been advertised, identify the job by
title, and state where you came to know about it. Remember that an organization may
have advertised for several jobs on the same day, in the same newspaper or
professional journal. If you do not specify which job it is that you are applying for, it
will confuse your reader, and give him/her sufficient reason to move on the next
application. Some of the ways you could begin are:

I am interested in applying for the post of ………. which was advertised in The Times
Hindu on 21 June, 2….

In answer to your advertisement in The India Times of 21 June, 2…., I wish to apply
for the post of ……… in your organization.

Your advertisement in The Times Hindu of 21 June, 2…..for a production manager

interested me because your requirements closely parallel my work experience.

There may be occasions when you may be exploring the possibility of a suitable job
in different organizations. Then, you should explain that you are seeking a particular
kind of job and are writing to inquire whether the organization has any openings for
such a job.

Example:

I am looking for a responsible position in the sales department, where my training

in marketing and experience in selling consumer goods may prove useful. I
would be interested in exploring the possibility of obtaining such a position in
your firm.

Once you have begun your letter (i.e. stated the title of the job and indicated where
you came to know of it), your aim should be to convince your reader that you are
suitable for the job. You, therefore, need to explain how your experience and skills
qualify you for the job.

In your curriculum vitae, you would have listed the basic facts relating to your
education, experience and special skills. In your letter, you will have to show your
reader what these facts mean by placing them in the specific context of the job you
are applying for. For instance, if you are applying for a sales job, indicate that your
previous job has taught you to present a product line effectively. If you are applying
for a job as an office manager, indicate any supervisory experience you may have

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had. However, if you are applying for your first job, highlight how your education Responding to
matches the job and show your capacity for hard work and taking initiative. Example: Advertisements

In answer to an advertisement for the job of T.V. service mechanic in a private

organization:

I have experience of precisely the kind of work that the post you advertised entails. I
have a diploma in T.V. Repair from I.T.I. After taking the diploma I was an
apprentice with Alfa Televisions for six months, where I was given responsibility of
repairing and selling T.V. sets. During this period I also repaired many DVD players.

You may want to enter into an entirely new field in which you lack experience. In
that case you should frankly admit that you are inexperienced. At the same time you
should give persuasive reasons why you wish to change your job, and show your keen
interest in the new area that you wish to enter. Example:

At the moment I am working as a clerk in a government office. I do not find the work
particularly interesting, and wish to make a career in sales.

Although I lack previous experience, I think I have the necessary personal qualities to
be successful in this field. I enjoy traveling and meeting people. My academic record
is good. Moreover, the officer under whom I work at present will be able to testify to
my willingness to learn and work hard. In order to make myself more efficient in this
field, I have completed a Distance Education course in marketing…..

The final part of your letter is to ask your reader to do something for you. In a letter
of application this is the place to request for an interview. Now, it is obvious that the
aim of your letter is to ask for an interview. Therefore, the important thing is not
what you ask for, but how you do it. The point is to do it tactfully, without appearing
to beg or demand.

Don’t write in any of the following ways:

- I hope that my letter receives your kind favour and you will give me a chance to
appear for an interview.

- I am sure that when you have reviewed all the applications for this position, you
will see that I am the best qualified for this job.

Try to be polite but direct; ask for what you want like this:

I will appreciate an opportunity to talk to you in person about the position of….in your
company and will be available for an interview at your convenience.

If my application is considered, I shall be available at any time to suit your

convenience, though I would need a little notice in order to make travel arrangements.

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Business Social Skills and
The last paragraph of your letter is also the place to state any restrictions on when you
the Recruitment Process will be available for an interview, or special instructions about how to contact you.
Examples:

I will be happy to meet you at your convenience and provide any additional
information you may need. You can contact me either at my home address or at 033-
2324643 during regular business hours.

Could you fix an interview to discuss my qualifications in more detail? With a week’s
notice I can arrange to travel to Mumbai at your convenience.

You must make sure that you type your letter and avoid all errors.

Check Your Progress 2

1) Given below are sentences taken from an application for the post of a sales
officer. Rearrange the sentences in the correct order, and organize them into
separate paragraphs.

i) My present job requires me not only to sell goods but also to keep an
account of the sales.
ii) I am twenty-seven years old and have a diploma in marketing.
iii) I am interested in applying for the post of a Sales Officer which was
advertised in Express India on 21 June, 2…..
iv) I enclose my curriculum Vitae, and will be happy to give you any further
information that you require.
v) You can contact me either at my home address or at 984112341 during
regular business hours.
vi) The reason I wish to leave this job is that I find the office routine too
monotonous for me.
vii) I have been working in a department store for the last three years, where I
have often been sole in charge of the shop.
viii) Since the job advertised involves traveling and meeting people, it would
suit my abilities and temperament better.
…..…………………………………………………………………
……………………………………………………………………...
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2) Given below is a letter of application for the post of Secretarial-Assistant in a Responding to
commercial organization. The beginning and the end of the letter are missing. Advertisements
Complete the letter by filling in the gaps.

16, Wazirpur,
Khelgaon,
Lucknow-226004
The Personnel Manager,
Chand Book House,
Lucknow-226 006.

Dear Sir,

……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………

……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………

I am twenty-three years of age, and have recently graduated from Indira Gandhi
National Open University with an A Grade. I have also completed a two-year
secretarial course at the Institute of Vocational Studies, where I studied Business
Writing, Business English, Shorthand and Typing. I may add that I also took a
special course in Computer Application offered by the Institute, and am quite
proficient in the use of MS Office and Windows.

……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
……………………..……………………………………..…..……………………
Yours sincerely,

(Anita Sinha)

3) Here is an advertisement that appeared in India Times on 7 July, 2... Keeping in

mind the format discussed in this unit write an answer to the advertisement.

MARKETING MANAGER - PHARMACEUTICALS

A new pharmaceutical unit requires a dynamic marketing manager. The

incumbent shall have full responsibility for sales promotion and will be required
to formulate and implement marketing strategies.

Applicants should have 3-5 years’ relevant experience.

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Business Social Skills and
Attractive salary and perks will be offered. Applications giving full bio-data and
the Recruitment Process past record may be sent within 10 days to:

Dhana Pharmaceuticals Pvt. Ltd.

47/G-5, Boundary Road,
Civil Lines, Meerut city, India
[email protected]
……………………..……………………………………..…..……………………
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……………………..……………………………………..…..……………………

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4.6 ACCEPTING AN OFFER

If you are offered a job that you would like to take up, you must write a brief letter of
acceptance as soon as possible, certainly within a week. The format of the letter is
simple.

• Begin by thanking the person for giving you the job. Then, accept the job that
you have been offered. Take care to identify the job by title.
• In the second paragraph you should specify when you would like to take up the
post.
• Conclude the letter with a statement that you look forward to working for your
new employer.
Some of the ways in which you could begin a letter of acceptance are:

Thank you for your email of 6th May, 2…….offering me the post of Storekeeper in
your company, which I am glad to accept.

Thank you for your offer for the post of ……… in your …………. I have great
pleasure in accepting the offer.

Some of the ways in which you could conclude your letter are:

• I look forward to what I am sure will be a rewarding future with Exact Time
Watches.
• I am looking forward to working with your company.
• I feel very happy to have obtained this appointment and assure you that I shall do
my best to make a success of my work.
Check Your Progress 3

Imagine a situation where you have received a letter from General Television saying
that you have been selected for the job you applied for. Given below is the main part
of the letter. Write a letter accepting the offer.

84
 GENERAL TELEVISION PVT. LIMITED Responding to
Advertisements
64, Asaf Ali Road,
New Delhi-110 002
India
May 16, 2….
Dear Mr. Hussain
I am pleased to be able to offer you the post of a Technical Supervisor in our
company.

As we discussed during our talk with you, your initial salary will be in the scale of
Rs. 20,000-40,000. You will also be entitled to the regular perks that we give to our
employees.

If you accept this offer, please let us know how soon you can join our office.

With best wishes,

Sincerely yours,
R.N. Saxena
(Personnel Manager)
………………………………………………………………………………..….……
…………………………………………….……………………….………….………
………………………………………..…………………………………….…………
…………………………………..…………………………………..…...……………
…………………………………………………………………..……………………

4.7 DECLINING AN OFFER

While searching for a job, you may have applied to several organizations and may as
a result receive more than one offer. You will then have to select the job which is
most attractive to you, and write your letter of acceptance. To the other employers,
you must write a letter of refusal immediately.

When writing such a letter, begin by giving a thought to your readers. Remember
that they have invested some time and effort in you, compared you with other
applicants, and found you the best person for the job. They may have counted on
your accepting the job. If you refuse the offer they will have to do some of their work
over again.

Therefore, in your letter of refusal, you must be tactful and courteous. Try to give
honest and sincere reasons for your refusal. If you have accepted another offer, say
so, and explain why. Do everything to ensure that you and your readers part company
as friends.

You may begin the letter by first thanking them for offering you the post. Then make
a reasonable excuse for not accepting the offer. Examples:

Thank you for your letter of ……….. offering me the post of ………… in your
organization. I am sorry I am unable to accept this offer as ……

Thank you for your offer for the post of …….. in your ……….. I am afraid I am
unable to accept your offer as ……………….
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Business Social Skills and
A more unconventional but equally polite way of rejecting an offer is as follows:
the Recruitment Process
I enjoyed talking with you about your opening for …….…. and was gratified to
receive your offer. Although I have given the offer serious thought, I have decided
…………..

One of the ways in which you can conclude your letter is:

I appreciate your offer and I am sure I would have enjoyed working for your
company, however…….

Check Your Progress 4

Read the letter given in the exercise under Check your Progress 3 offering you the job
of a Technical supervisor. Write a letter in reply, refusing the offer.
………………………………………………………………………………..….……
………………………………………………………………………………..….……
………………………………………………………………………………..….……
………………………………………………………………………………..….……
………………………………………………………………………………..….……

4.8 GRAMMAR: SIMPLE PAST TENSE

Activity 3

Tick the sentences which are correct. Say why the others are wrong.

i) Before the wheel was invented, people have traveled long distances on the backs
of animals.
ii) I go to a very interesting presentation last week.
iii) Yesterday, a fire broke out in a cloth shop.
iv) The fire has destroyed all the other shops in the market.
v) The door opened suddenly and armed men rushed in.
vi) Did you checked the figure?

Form: The Simple past (positive) is formed by using the past tense form. Regular
verbs add –d or –ed to the bare infinitive to form the past tense. For negatives
and questions we use the auxiliary did and the infinitive.

I/you/he/she/it/we/they worked / did not (didn’t) work.

Did I/you/he/she/it/we/they work? (Yes, I/you/etc. did./No, I/you/etc.
didn’t.)

The verb to be follows a different pattern.

I/he/she/it was/was not (wasn’t)…
We/you/they were/were not (weren’t)…
Was I/he/she/it …? (Yes, I/he/she/it was. / No, I/he/she/it wasn’t.)
Were we/you/they …? (Yes, we/you/they were. /No, we/you/they weren’t.)

86
Functions: Responding to
Advertisements
We use the Simple Past Tense for an action or an event that occurred at a definite
time in the past and is over at the time of speaking. Adverbs of time are commonly
used:

Yesterday on Monday last week in the 1960s

at 6:30 in January a few days ago

Example:

1) Your advertisement in The Times Hindustan of 21 June, 2… for a production

manager interested me because your requirements closely parallel my work
experience.

2) First meeting of the MD and the Managers of all Departments held on Tuesday
29th January, 2…

We use the simple past to refer to an action which took place over a period of time in
the past, or which took place regularly and repeatedly, but is over now.

• Manager (Sales) reported that the figures of the last quarter had been delayed…
• William (Bill) H. Gates was the Chairman of Microsoft Corporation.
• During this period I also repaired many DVD players.

Activity 4

1) Use the verbs in the box to complete the sentences. Some of the sentences are
positive statements, some are negatives and some are questions. You may use
some of the verbs more than once.

eat be visit start go

realize accept complain place ring

i) ________ you ________ the Red Fort when you went to Delhi?
ii) On Monday, last week, the tenth class students ___________ their
board examination.
iii) I ________ her up yesterday, but she _____________ at home.
iv) I am writing with reference to the order I _____________ with you
last month.
v) Last week a number of customers _____________ about the tardy
service.
vi) Oh I am sorry. I _____________________ you had visitors.
vii) When _____________ they ____________ the new company?
viii) When _________ you ____________ abroad last year?
ix) She _____________________ the job because the timings didn’t suit
her.
x) We _____ ___________ the food as it had gone bad.

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Business Social Skills and
2) Write a short paragraph of about 10 lines about your father’s career, giving dates
the Recruitment Process where possible.

For example:

My father’s name is Shri Virender Sahgal. He went to University in 1973, where

he studied Architecture. He graduated in 1978 and started his own architecture
firm.

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4.9 RESPONDING TO ADVERTISEMENTS

1) Where might you read the following words and phrases? Who do you think might
have put it and where? Why do you think the person has put it there? What do
you think the person is like? Say as much as you can about this person.

WANTED ONE-ROOM SET

2) In which of the following ads. do you think young students and/or job seekers
would be interested? Why? Why not? Justify your answer.
- Wanted Wife
- Situations Vacant
- Part-Time Job Available
- Study Abroad
- Wanted Room Mate
- Passport Services Rendered
- Available Paying Guest Accommodation
- Sanitary and Hardware Fittings

4.10 LISTENING COMPREHENSION

Activity 4
1) Read the following questions that you have to answer while you are listening to
the conversation (tape script-1).
i) Why does Preeti arrive late for the class?
…………………………………………………………………………….
…………………………………………………………………………….
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88
 ii) What sort of help does Preeti seek from her class teacher? Responding to
Advertisements
……………………………………………………………………………
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ix) How many bedrooms are there in the flat advertised?
……………………………………………………………………………
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x) In which area of the town is the accommodation located?
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xi) Who suggests the ideas and their organization for drafting the letter?
……………………………………………………………………………
……………………………………………………………………………
……………………………………………………………………………
2) Now listen to the conversation carefully and tick the most suitable answer from
the options given below:-
i) Preeti arrived late for the class because:
a) She was reading ads in the newspaper in the reading room.
b) Preeti lost her watch in the reading room.
c) She was talking to her friends about an ad in the newspaper.
ii) Preeti seeks help from her class teacher in:
a) finding a suitable accommodation.
b) helping her to locate the advertiser’s address.
c) drafting a suitable response to the ad.
iii) The flat advertised has:
a) Three bedrooms on the ground floor.
b) Two bedrooms on the first floor.
c) Four bedrooms with two toilets.
iv) The accommodation is located:
a) Near The India Times.
b) Near the University area.
c) In the most modern area of the town.
v) The content and organization for drafting the letter are:
a) elicited by the teacher from the class.
b) written on the board by the class teacher.
c) taken from a letter-writing book.

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 Re
Business Social Skills and 4.11 READING COMPREHENSION ad
the Recruitment Process
Read the text given below and answer the questions that follow. (Read fast; do not
stop at words/phrases you do not understand. Keep reading, guessing the meanings of
difficult words/phrases from their shape, form, and context and try to get the gist of
what the writer has to say).

1) There are various types of advertisements and they appear in varied forms and at
various places. There are advertisements for jobs, accommodation, study abroad,
passport and immigrations services, hobby classes and so on, and these can
appear in newspapers, journals; on notice boards, internet and others. Some of
these advertisements can be of interest to young students and job seekers and they
may want to respond to these. But before one responds one also checks out if
s/he is eligible to apply with regard to qualifications, experience, age and other
terms and other conditions laid down by the advertiser and it is only then that one
thinks of responding to the ad.

2) Responding to an advertisement is a form of communication with the absent

advertiser and hence it ought to meet all the essential requirements of such a
communication which according to Dell Hymes are dictated by the following
elements of communication:-

The
Addresser

The Setting The

Addressee

Other means of
code: signs, Elements of
Communication The Channel
symbols, charts,
graphs, body
language, etc.

The Code The Message

Form
The Topic or
the Message

i) The Addresser: The person who originates the message; the sender of the
communication

ii) The Addressee: The person to whom the message is addressed; the
receiver of the communication

iii) The Channel: The medium through which the message travels. For
example, we can write or speak out our message. We can write a letter,
send an email, or make a telephone call, or talk face-to-face in person.
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 iv) The Message Form: By message form we mean the selection of particular Responding to
words and structures of the message. Advertisements

v) The Topic or the Message: the content of the message; what is being
communicated.
vi) The Code: This word ‘code’ refers to the language or dialect of the
message. This code could be any of the natural languages – French, Hindi,
English or any other natural language.
vii) In addition to code (language), we can also use other means of
communication as, for example, signs, symbols, charts and graphs; and
body language that human beings use in order to interact with others,
particularly in face-to-face communication.
viii) The Setting: This term refers to the social and physical setting in which
the interaction takes place, i.e. who is communicating with whom, when
and where.
3) These elements of communication make certain demands on the respondent – one
who is responding to the advertisement given by an advertiser, who is not in front
of him. In the following paragraphs we will talk in some detail what these
demands and obligations are. These are essential features not just of responses to
ads but of any kind of writing task you are required to do completely and
satisfactorily.

4) All advertisements impose upon the respondent certain tasks to be completed if

s/he wants to respond and hence one must read the advertisement carefully to
identify these tasks and achieve them fully and satisfactorily. Under ‘Task
Coverage’ we keep three sub-points in mind to be taken care of.

The first is the format of the communication. The topic and the channel of
communication are important. The advertiser may seek some specific information
and this may have to be conveyed in a certain format. S/he may also desire the
content of the response in a certain form/lay out for which s/he may even
prescribe a form available at a price or free of cost. But format does not mean just
the layout; more appropriately it means the text-type that is whether it is a letter,
essay, warning, advice and so on.

The next under this head would be task fulfillment that is the respondent must
cover all that s/he needs to say. Some advertisers may also want the candidates to
attach with their application a 200-or so words written piece justifying their
suitability or may ask for names and addresses of referees and so on.

The third sub-point under task coverage is imposed by who the sender and the
receiver are and the social setting in which they are communicating, and the
channel of communication. In other words, what the relationship between the
sender and the receiver of the communication is, and what would be the channel
of communication i.e. how the communication would be made – verbally or in
writing.

We can write a letter, send an email, or make a telephone call, or talk face-to-face
in person. These details will help us decide the tone and style of communication.
Some advertisements, as for example advertisements for paying guest
accommodation, may require the applicant to write a letter or make a phone call
or meet personally.

Some times a covering letter may also have to be sent along with one’s
curriculum vitae. In such cases the purpose of the letter ought to be clearly stated
and its tone must also be consistent and appropriate for the purpose.

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Business Social Skills and
5) Thus under ‘task coverage’ we will pay special attention to achieve three things:
the Recruitment Process appropriate format, task completion, and also appropriate tone particularly if we
are responding through a letter or on the telephone or in face-to-face interaction.

6) Another important quality of a good response is the organization and

presentation of the response. This is also called cohesion and coherence –
coherence at the paragraph level and cohesion at sentence level. A well-written
piece of writing, for example a letter or a descriptive/discursive piece, will show a
logical development of ideas from the beginning to the end of the communication
both at sentence level as well as at paragraph level using adequate paragraphing
at appropriate places in the organization. Organization will necessitate use of
appropriate cohesive and linking devices to indicate a logical relationship
between ideas and sentences.

7) Beside the organization of the content, the respondent must also pay attention to
the language of the response. Appropriateness of lexical resources and spelling,
grammar and range and complexity of structures and use of important
punctuation marks are also important for effective response including the type of
paper used particularly for making applications for jobs required.

8) Finally, when the response is ready we would want to send it to the advertiser.
The advertiser may have given instructions about the mode of response, that is
how the response ought to be sent: by ordinary or registered/speed post, by
courier, or using e-communication or walk-in with application or through, what is
called, the proper channel. The advertiser may also ask for certain documents to
be attached with the application e.g. application fee, copies of certificates,
degrees and testimonials, self-addressed envelope and others. Only when you
carry out all these instructions and complete all formalities can you say that you
have made a full and satisfactory response.

Check Your Progress 5

1) Tick the most suitable title for this reading passage:

a) Various types of advertisement

b) Mode of delivery of responses to advertisements
c) Features of a good response to advertisements
d) Importance of language, grammar and punctuation
Read the text once again, slowly this time and answer the following question:

2) According to the writer while responding to advertisements the respondents must

keep three main things in mind. What are these three things?

…………………………………………………………………………………….

…………………………………………………………………………………….

…………………………………………………………………………………….

…………………………………………………………………………………….

…………………………………………………………………………………….

…………………………………………………………………………………….

…………………………………………………………………………………….

…………………………………………………………………………………….
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3) Complete the blanks in the following on the basis of your reading of this passage: Responding to
Advertisements
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….
…………………………………………………………………………………….

Read the ad
Interested?

no yes

Eligible?

no yes

Wish to respond?

No yes

Attend to

Task coverage 1 Language Dispatch

Task completion Cohesion & 4 referencing, Grammar & Structures

2 3
Substitution & Vocabulary, 6
5 &
7

4) Does this Reading Text answer the question Preeti asked during the listening
activity in the last class? Discuss with your partner/others in your group/someone
at your home.

4.12 SPEAKING
Activity 5

Speak for about 2 minutes describing the essential features of a good response to an
advertisement for the job you are seeking. You can make notes, if you want to, and
you will have two minutes for making notes before you begin speaking. (Speak in
front of mirror/to someone at home or a friend) and then at your study centre.

4.13 WRITING
Activity 6
1) During the Listening Comprehension activity, you were asked to write a
response on behalf of Preeti. Show your draft to your partner/others in your
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Business Social Skills and
group/someone at home and seek his/her/their comments. Revise your draft, if
the Recruitment Process you want to do so, in the light of the comments received. (You can choose a
partner/friend and exchange your draft/comments through e-communication as
well).

2) Respond to the following ad:

Wanted two young boys/girls from 4.00 to 8.00 p.m. for a popular bookshop in
Connaught Place New Delhi. Six days working. Students preferred. Meet Mr.
Krishna Swami personally along with applications within next 3 days between 4
– 8 p.m. at………………….
……………………………………………………………………………..
……………………………………………………………………………..
……………………………………………………………………………..
……………………………………………………………………………..
……………………………………………………………………………..
……………………………………………………………………………..
……………………………………………………………………………..
……………………………………………………………………………..

4.14 LET US SUM UP

In this unit you have learnt about the steps one ought to take in order to get ready for
the job market. You have also learnt the importance of work in our lives and the
different types of work-related activities we ought to do in life. You have gained
insight into when and how students start preparing for the job market and what are the
different sources for one to look for a job. You have also been given insight into the
various ways that companies use to recruit prospective employees. We have also
given you some of the common competencies and skills that you are required to have
when applying for jobs these days.

We have also told you about different types of advertisement students and job seekers
may be interested in and how to write responses to these ads. We have also tried to
give you different techniques of drafting your responses. And, while learning all
these, you have also received training and practice in all the four skills of English
language viz. Listening, Speaking, and Reading comprehension and Writing.

4.15 ANSWERS
Check Your Progress 1
1) A CV helps in job hunting by giving a first overall impression of ones’
achievements.
2) If a CV is not clear and readable it will get rejected. Most employers spend very
little time on a CV.
3) A CV should not be more than one or two pages. We must choose the
information that will go into the CV.
4) I will include my career goals in my profile.
5) My career history should be in reverse chronological order. This is because an
employer will be most interested in my latest job.
6) By reading through my CV, a friend can help me make sure that I’ve made no
mistakes.
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7) No, one should not lie in the CV. Most employers will check on the basic details. Responding to
A lie will ruin all chances of getting the job. Advertisements

Activity 2
i- Additional skills, ii- Interests, iii- Referees, iv- Personal details,
v- Professional experience, vi- Professional experience, vii- Additional skills, viii-
Personal details
Check Your Progress 2
1) Paragraph 1: Sentence (iii)
Paragraph 2: Sentences (ii), (vii), (i)
Paragraph 3: Sentences (vi), (viii)
Paragraph 4: Sentences (iv), (v)

2) The beginning of the letter:

I would like to apply for the post of secretarial-assistant that was advertised in
India Times on 15th July, 2…

The conclusion of the letter:

I enclose my curriculum vitae, and would appreciate an opportunity of being
interviewed. I would, then, be able to give you a better idea of my abilities.
3) Shanti Building 2,
19 Peddar Road,
Faridabad
7th May, 2….
Dhana Pharmaceuticals Pvt. Ltd.
47/G-5, Boundary Road,
Civil Lines
Meerut City

Dear Sir/Madam,
I am interested in the job of Marketing Manager advertised by your company
in India Times on July 7, 2….

I have a diploma in Marketing and four years’ experience in a pharmaceutical

company. In such a short period, I have risen from the position of a salesman
to a sales supervisor.

In my present job I assist the manager in planning marketing strategies,

monitoring sales realization, and organizing sales promotion contests among
the sales staff.

I am looking for a challenging position where I am given a free hand in

formulating and implementing marketing strategies for a new organization.I
enclose my curriculum vitae, and will be happy to meet you at your
convenience to provide any additional information. I would however need a
little notice in order to make travel arrangements.

Sincerely,
Ravinder Singh

Encl: Curriculum Vitae

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Business Social Skills and
Check Your Progress 3
the Recruitment Process
May 20, 2……
Dear Sir,
Thank you for your letter of 16th May, 2… offering me the post of Technical
Supervisor in your company.
I am happy to accept your offer and be a part of your team. I look forward to working
in the organization to the best of my ability.
I will be able to join in two weeks’ time.

Thank you,

Yours faithfully
Hussain

Check Your Progress 4

Dear Sir,

Thank you for your letter of 7th March offering me the post of Technical Supervisor
in your company.
I am afraid I shall not be able to accept your offer because of certain personal reasons.
I appreciate your consideration and am sure I would have enjoyed working for your
company.

Activity 3
i) Wrong .... people traveled…. ii) Wrong. …….went to ……
iii) Correct iv) Wrong. … fire destroyed …
v) Correct vi) Wrong. … check ……

Activity 4
Missing words are given in bold.
i) Did ….visit, ii- started, iii) rang ... was not, iv) placed, v) complained,
vi) didn’t realize, vii) did …start, viii) did …go, ix) didn’t accept, x) didn’t eat
4.10 Listening Comprehension (Tape script-1)
(A girl student appears at the door of the classroom; she is late for the class.)
Preeti: May I come in, sir?
Teacher: Yes Preeti, come in. Why are you late for the class today, Preeti?
Preeti: Sorry sir. I was sitting in the reading room browsing through
advertisements in the newspaper and lost track of time.
Teacher: What was so interesting about the advertisements?
Preeti: Nothing so special about ads. For some time I, and three of my friends,
have been looking for a house to rent and an advertisement in today’s
paper caught my attention; seems it would suit us. Sir, can you help me
respond to this ad?
Teacher: Yes, sure. In fact today my plan is to take up this topic: how to respond to
ads. Preeti, do you have the cutting of the ad?
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Preeti: Yes, sir. Here it is. Responding to
Advertisements
Teacher: Preeti please read the ad aloud and I will write it on the board so that
everyone can see it. (He writes on the board as Preeti reads it):

Available on rent 2 BR flat 1st floor

near univ.; modern constn. & fittings
fully furnished with modern kitchen.
Contact Hamsa Dattani Box No. ND 3552
The India Times New Delhi – 110 002

Teacher: Ok boys and girls. If you were Preeti, how would you respond to this ad?
Anand: Sir we would contact this advertiser.
Teacher: Rehana, what do you think about Anand’s suggestion?
Rehana: Sir I agree with Anand. But how to contact the advertiser? S/he has not
given her/his telephone number!
Teacher: So what should we do? Meena what do you say?
Meena: We ought to write a letter. But the person has not given any address!
Anand: S/he has; ‘Box No. ….’ is also like postal address.
Teacher: Yes, Anand is right. It is as good as his postal address to response to this
ad. I’ll explain later how these words function as the address of the
advertiser. For the present let us continue with our task. So Meena can
you tell us what we should write in our letter.
Meena: We should ask some questions about the accommodation.
Preeti: Should we not begin the letter by stating the purpose of writing the letter?
Teacher: What do have others to say?
Mohan: Sir I think we should begin our letter by explaining who we are and why
we are writing this letter to him/her. Only then should we ask questions
about the accommodation.
Teacher: Do you all agree to what Mohan has just said about our response to this
ad?
All: Yes sir.
Teacher: Let me then sum up what we ought to do. Preeti would write a letter to
the advertiser and in this letter she would:
Describe who she is and why she is writing this letter.
Explain why she is interested in taking this house on rent.
Ask some questions about the accommodation.
Now boys and girls you have got the content – that is what to write and
the order in which to write the content of your letter. For your next class
draft a letter of at least 150 words on behalf of Preeti.
The class: Okay Sir.
Preeti: Sir, I’ve a question. This method of writing our response to an ad is all
right when we are in the class and you as teacher are there to guide us.
But what should we do when we are alone and there is no body to guide
us?
Teacher: I’ll deal with that in the next class.
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Business Social Skills and
Activity 5
the Recruitment Process 2) i- a; ii- c; iii- b; iv- b; v- a.

Check Your Progress 5

1) c
2) Task Completion; Task Organization; Language: Grammar
3) 1-Organization; 2-Format; 3-Tone; 4-Coherence; 5-Paragraphing
6-Spelling; 7-Punctuation.
4) No. It only describes the qualities of a good response to a writing task.

Activity 6
Good Morning/Afternoon everybody. The essential features of writing a satisfactory
response include making notes of as many ideas that come to one’s mind to respond
to a given task. One can compare these ideas with one’s friends and make changes, if
necessary. Next, one should rearrange these ideas in the order in which one would
like to write them. The ideas can be expanded to make them self-explanatory. The
draft should then be edited keeping in mind the language elements such as the
grammar, structures, vocabulary, spelling and important punctuation marks. Once the
draft is ready one can show it to others for feedback. The draft can then be revised
based on the feedback. One can then write the fair draft. Now the material is ready to
be sent.

Activity 7
1) Response on behalf of Preeti:
12th September, 2….

To
Ms. Hamsa Dattani
Box No. ND 3552
The India Times
New Delhi-110002

Sub: Seeing clarification regarding ad for flat for rent

Dear Ms. Hamsa

I am Preeti Damle, a Ph. D. scholar in the School of Humanities, IGNOU. I am
writing to you with regard to the advertisement in The India Times dated 10th
September, 2….
I have been looking for an apartment in the university area for a few weeks. I plan
to move out of the university hostel accommodation as my mother is coming to
stay with me. A furnished flat would be very convenient. Besides it being on the
first floor would be an advantage for my mother as she need not climb too many
stairs.
I would like to see the flat at the earliest. I would also like to know the monthly
rent and whether it is inclusive of the electricity and water charges. What is the
security amount that needs to be deposited? I would also like to know whether it
has easy access to a shopping center, the metro as well as other modes of public
transport. Does it have adequate security arrangements?

98
 Looking forward to hearing from you soon. My email id is Responding to
[email protected] and cellphone number is: 9999237481. Advertisements

Thank you
Regards,
Preeti Damle
2) Part-time jobs are a good option for students to take up while pursuing their
course of studies. It gives them a sense of independence as well as responsibility.
Besides acquiring skills in multi-tasking the students also learn effective time
management. A stint at the world of work would familiarize the students with
work etiquette. This would be an eye-opener for them and help them be well
prepared when they take up permanent jobs later. A part-time job gives a sense of
economic independence while inculcating in the youngsters a value for money.
They will learn to manage their finances. It would also give the student an
insight into his/her strengths and weaknesses. The students can then concentrate
on honing those strengths and use it to his/her advantage.

At the same time the students should not get carried away by the independence
part-time jobs offer. They should not compromise on their academics. The part-
time job should not eat into the time that is to be devoted to academics.

Overall the advantages of a part time job are many. If one can maintain a balance
between work and studies then this experience can be an enriching one.

3) Response to ad:

12th September, 2….

To
Mr. Krishna Swami
XYZ Books
Connaught Place
New Delhi

Sir,

Sub: Clarification regarding advertisement for part time job at XYZ Books

I am Sonali Kapoor, a second year B.A. Literature student of Jesus and Mary
College, Delhi. I am writing to you with regard to the advertisement in the ABC
newspaper dated 12th September, 2….

As an avid lover of books, a bookshop seems to be an exciting place to work.

XYZ Books is a favorite among us students and the chance to do a part time there
is very appealing.

I would like to know my job profile. Sir, I also want to clarify whether the six day
working week implies that Sunday is a holiday or we have the option to take any
one day off.

Looking forward to hearing from you soon. My email id is

[email protected]

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Business Social Skills and
Thank you
the Recruitment Process
Regards,
Sonali Kapoor
Room No:22, JMC Hostel
Chanakyapuri, New Delhi.

Activity 7
To signal logical relationships
Cause therefore, so, accordingly, consequently, as a result, hence,
thus, that’s why
Condition If, then, whether, in that case
Contradiction In fact, as a matter of fact
Contrast (see unit)
To signal textual relationships
Addition (see unit)
Equivalence In other words, namely, that is to say
Exemplification For example, for instance, such as, namely
Stating the obvious Obviously, of course, clearly, surely

100