DETAILED LECTURE NOTES

1. Feedback is important in communication? Justify.

 Feedback in communication is the response, reaction, or information given by
the recipient of a message to the sender. Ineffective communication can lead
misunderstandings, conflicts and missed opportunities. Feedback serves as a
valuable tool in effective communication by bridging the gap between sender
and receiver. It allows for the clarification of messages, fosters understanding
and paves the way for a more productive and meaningful exchange.

2. Define technical writing and its process?

 Donald Murray once said, “Writing is rewriting”. The writing process approach
about planning and revising, rearranging and deleting text, before producing
final document for publishing.

 Writing process:

Plan Structure Write Review Publish

3. Highlight the relevant factors considering common professional email closing?

 Formal Email closings:

i. Sincerely,
ii. Best regards,
iii. Yours faithfully,
iv. Yours sincerely,

 Informal Email closings:

i. Best,
ii. Warm regards,
iii. Take care,

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4. State the three approaches to build the resume?

 Tailor your resume to each new job.
 Put your work experience before your education.
 Use positive and action words to describe yourself.
 Channel the personal objective statement.

5. Mention the parts of the report?

i. Title page
ii. Preface
iii. Letter of transmitter
iv. Acknowledgements
v. Table of contents
vi. List of illustrations
vii. Abstract
viii. Introduction
ix. Methodology
x. Discussion
xi. Conclusion
xii. Recommendation
xiii. Appendix
xiv. Differences and Bibliography

6. Examine the 40-20-40 writing procedure?

 40-20-40 writing process, which suggests that you should break up the
amount of time you spend on the writing task into three distinct stages
of planning, drafting and revising, and give each one a specific percentage
the time you have available.

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i. Stage 1 – Planning: spend 40% of your time planning your document (task analysis,
thinking, discussing, free-writing, researching, brainstorming, concept mapping, focusin
ideas, outlining, etc.)
ii. Stage 2 – Drafting: spend 20% of your time writing a rough draft (quickly getting all you
ideas down in print, in more or less complete sentences and paragraphs, in more or less
right order, without agonizing over style or grammar choices)
iii. Stage 3 – Revising: spend 40% of your time revising, editing, and proofreading (polishin
your draft, making sure the content is complete and well supported, ideas flow logically
formatting meets expectations, expression is grammatically correct and has the appropr
tone and vocabulary).

7. Shed the light on the various techniques of proof reading?

 Proofreading is a critical step in the writing process, ensuring that written conte
is free from errors and effectively communicates the intended message. Here ar
various techniques commonly employed in proofreading:

i. Read aloud:- Reading the text aloud can help identify awkward phrasing,
grammatical errors, and typos that might be missed when reading silently

ii. Read backwards:- Start from the end of the document and work your way
backward word by word. This technique helps to focus on individual word
and can catch spelling mistakes and typos more effectively.

iii. Use spell checkers and grammar checkers:- spell checkers and grammar
checkers can help catch obvious errors and provide suggestions for
corrections. However, don't solely rely on them, as they might miss contex
specific errors.

iv. Focus on one type of an error at a time:- Instead of trying to catch all error
once, focus on specific types of mistakes during each pass. For example, yo

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v. might first focus on spelling errors, then grammar, punctuation, formattin

etc.

vi. Print and Proof:- Sometimes, errors are easier to spot on paper than on a
screen. Printing out the document and proofreading it on paper can help y
notice errors that you might have missed on the screen.

8. What are the three stages involved in minutes of meeting? Describe.

 The three stages involved in drafting minutes of a meeting are:

i. Preparation before the meeting:-

 Prior to the meeting, it's crucial to understand the agenda and objective
The person responsible for taking minutes should familiarize themselves
with the topics to be discussed.
 If possible, obtain a copy of the meeting agenda or any relevant docume
in advance.
 Prepare a template for the minutes which includes sections such as
attendees, agenda items, discussion points, decisions made, action items
and deadlines.

ii. During the meeting:-

 Record the names of attendees, noting any guests or absent members.
 As the meeting progresses, the person responsible for taking minutes
should actively listen and take notes. It's important to capture key point
decisions, action items, and any other relevant information discussed
during the meeting.
 Clearly mark any decisions or action items to ensure they are easily
identifiable later.

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iii. After the meeting:-

 Soon after the meeting concludes, organize and expand upon the notes
taken during the meeting. This involves fleshing out shorthand or
abbreviated notes into complete sentences and paragraphs.
 Review your outline and check to ensure all that all actions, decisions an
motions are clearly noted.
 Summarize the major arguments given by the participants in the meetin
 Organize and write your notes in logical manner to be sent to the memb
of the meeting.

9. Distinguish between CV and Resume with suitable examples?



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10. Explain letter writing and give example of business letter format?
 A letter is a written message that is transferred via post. It is a written conversati
between two parties.
 Though e-mails, text messages and other such forms have become popular for
communication, yet even today a lot of our communication, especially the form
kind is done through letters.

 Types Of Letters :-

 There are mainly two types of letters i.e. formal letters and informal letters. But
there are also a few types of letters based on their content, formalities, the
purpose of letter writing, etc.
 Formal Letter: These letters follow certain rules, patterns and formality. They
directly come to the point and are strictly professional in nature. Business letter
complaint letters, sales letters etc.

 Business Letter :-

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  These letters are written by businessmen to clients, stakeholders or vice versa. T
contain commercial information like orders, complaints, claims, quotations etc.

 A business letter can do things like give requested information, make inquiries,
make proposals, accompany invoices, address concerns, or convey intention.

 These communications usually follow standardized formats and include expecte

elements like formal salutations, signatures, contact information, and a body of
focusing on one specific business purpose

DETAILED
LECTURE NOTE
 Busines
Letter
Format

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11. Evaluate the different components of a formal proposal?

 A formal proposal includes the following parts:
 Title page
 Table of contents
 List of figures
 Abstract of summary
 Methodology
 Introduction
 Statement of the problem
 Proposed plan and schedule advantages/disadvantages
 Recommendations
 Conclusions
 Appendices

1) Title Page:- The title page of a proposal contains the title of the proposal, the
name of the person or organization to whom the proposal is being submitted,
name of the proposal writer, and the date.

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2) Table of contents:- This section provides the reader with an overal veiw of
the proposal by listing the main heading and the sub-headings ni hte proposal
with their page numbers.

3) List of figures:- This section includes a list of tables, graphs, figures and
charts used in the proposal with page numbers.

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4) Abstract or summary:- An abstract or summary is a condensed version of
the proposal as it summarizes and highlights its major points. It is more
specialized and technical than executive summary.

5) Methodology:- It summarizes the proposed methods of data collection and

the procedure for investigating the situation or problem.

6) Introduction:- This section introduces readers to the proposal. It highlights

the background, states the purpose and discusses the scope of the proposal. It
may also try to persuade readers by highlighting the major advantages and
justifying the proposed course of action.

7) Statement of the problem:- This section contains an objective description of

the problem of the situation that the proposal intends to address. As it links the
proposed course of action to the needs of the reader and the requirements of
the situation, it gives credibility to the proposal and makes ti convincing and
acceptable.

8) Proposed plan and schedule:- This section presents a schedule of activities

highlighting the main course of action.

9) Advantages/Disadvantages:- This section reinforces that the proposal has

more advantages than disadvantages by making realistic comparisons. It links
benefits to the needs of the situation.

10) Appendices:- Secondary materials are put in appendices in a proposal. This

maintains continuity of logical progression and avoids distractions.

11) Conclusion:- This section presents the final summary of the proposal and
focuses on the main points.

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