Bachelor of Computer Application

School of Computer Science

Darshan University, Rajkot

Unit 5 – Corporate
Communication

Syllabus of Unit 5 – Corporate Communication

Business Letters
Email Writing
Soft Skills Memo Writing
Report Writing
Job Application
1. Business Letter

⇒ (5.1.1) Introduction
Letter writing is an important part of official work of business. Even in the
time of modern technologies like email, mobile etc., the importance of letter
has not decreased. Even the conversations are often confirmed in the form of
letters. The letters are important documents that preserve official matters,
business deals or contracts. Therefore, unlike social letters, official letters
need to be written with proper care. Writing letter is a skill and is more
difficult than face-to-face conversation.

Language plays an important role in formal writing. A person richer in terms

of language can easily and briefly communicate the matter without any
chance of misinterpretation. But the writer who is not so adept in the use of
language may fail to receive expected result. It often turns into a lengthy and
ambiguous letter if the matter is not described in proper words. Official
letters must be short and clear with simple language. Therefore, a good
vocabulary is necessary. Repetition of words or phrase should be avoided
except where the exact meaning of word/phrase does not allow any change.
The beginning of the letter should be attractive, so that it can catch the
reader’s attention. All the points should be described appropriately and
should also be in proper order.

In official letters, social issues must be avoided. Even personal relations

should not be mentioned or reflected in writing. Therefore, the words like
lovingly and obediently and the casual words like wannabe, hello, come on
dear etc., are avoided. The essential parts of official letter are as below.

⇒ (5.1.2) Essential Parts/ Layout

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1. Letter Heading:

Normally, when a letter is written by an individual, the name, address and

date are written at the right hand top corner of the letter. But if the letter is
written on behalf of an office, firm or company, an office letter pad is used in
which letter head is printed on the top of the letter. It is printed in attractive
design to attract the reader’s attention and also to lay good impression on
the reader. The letter heading includes the name of the office/firm, address
and contact details like telephone numbers, fax, email and website. Here is
an example of letter heading…

Bigbite Computer Agency

401, Aum Commercial Complex,
Sangeet Cinema Cross Roads,
New Delhi – 110 001
Tel: 011 2373456 Fax: 011 2373457 Email: [email protected]
Website: www.bigbiteagency.com

2. Reference:

Reference is mentioned in two ways in a letter.

(1) Reference is normally printed on the same line as the date, but on left-
hand side. Reference gives details of the file and date on the writer’s side
which is also registered in their outward register. This helps the sender
easily find the letter written by his office some days/months back. For
example-

Letter Heading

Ref: Audit/20/2015-17 Date:

(2) Reference is also mentioned below inside address and above/below

subject line. This makes clear that the present letter is written in response to
the sender’s previous letter. This reference is mentioned only when the
previous communication has taken place. For example-

Inside address

Ref: Your letter No. PO/246/2020-21 dated 12 May 2021.

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Sub:

Sir/Madam,

3. Date:

Date is very important part of official letter from legal and official point of
view. A letter without date is not considered valid. Date is written below the
letter heading and on right-hand side of the letter. Date is written in two
different styles as illustrated below.

20 June 2021
June 20, 2021
4. Inside Address:

The inside address contains the name and the address of the person or the
office/firm to whom the letter is written. It is typed on left side, close to the
margin. See the examples…

Letter Heading

Ref: Date:

Mr Ajay K. Pandya
Bigbite Computer Agency
401, Aum Commercial Complex,
New Delhi – 110 001

Letter Heading

Ref: Date:

The Sales Manager,

Bigbite Computer Agency
401, Aum Commercial Complex,
New Delhi – 110 001

5. Subject:

Subject line gives brief idea about the detailed description in the letter. It
should be written in phrase and not in a full sentence. It is written below the
inside address with double margin. Subject line is helpful in filing the letter
and also to know quickly the purpose of the letter. Like inside address, it

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helps to hand over the letter to the concerned person in case the office is
very big and a number of persons are working and managing different works.
For example-

Letter Heading

Ref: Date:

Bigbite Computer Agency

401, Aum Commercial Complex,
New Delhi – 110 001

Sub: An order for the purchase of computers.

Other examples…

Sub: An invitation to be the chief guest in the function

Sub: A leave report
Sub: About sending the quotations of glass-wares.
6. Salutation:

The salutation is written/typed below subject line and before the body of the
letter. It is typed close to the margin. The preferred salutation in official
letter is Dear Sir, or Dear Madam (if the sender knows that the recipient is a
woman) sometimes Dear Sir/Madam is also written when the sender does not
know whether the recipient is a man or a woman. When a letter is addressed
by name instead of the designation of the recipient, Dear Mr Krishnan, Dear
Ms Kavita, Dear Mrs Patil, or Dear Miss Anita is also written. In the recent
years Ms is preferred instead of Mrs or Miss for woman recipient.

7. Main Body:

The body contains the primary message and starts a double space below the
salutation/subject. The lines are singled spaced with double spaces between
paragraphs. In block letter style the body starts with a double space below
the subject line. Main content of the Letter occupies the maximum amount of
space. One should use Bulleted list, italics, and bold font because it would be
convenient for reader to gather the information quickly and easily.

8. The complimentary close:

The complimentary close is typed below the text of the letter. Traditionally it
is typed on the right side of the letter, but in modern times it is typed on the
left side, close to the margin also. We often find it on left side because in
computer the default alignment is left side. In official letters, generally Yours

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truly or Yours faithfully or Yours sincerely is used as the complimentary

close.

Yours truly,

Signature
(S.
Swaminathan)
Senior
Clerk

Yours truly

Signature
(S. Swaminathan)
Senior Clerk

9. Signature:

The complimentary close is followed by the signature of the sender below it.
And below the signature the name of signatory and his/her designation is
typed. It is not necessary to type the name of the company/office/firm when
the letter is typed on the printed letter-pad because the name of the
company/office/firm is printed in the letter head. But if the letter is typed on
a blank paper, then, the designation of the signatory and the name of the
company are typed as illustrated in the figure below. Normally a rubber
stamp containing all these details is also used.

(Dr Ravi Sharma)

Principal
G. M. Highschool
Surat

10. Enclosure:

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The enclosure is the list of the documents you send or attach with the letter.
It is typed on the left side below the signature.

Yours truly,
Signature
(Anil Bhatt)

Encl: (1) Copy of Marksheet

(2) Copy of Leaving Certi.

Let us study some examples of business letters...

⇒ (5.1.3) Letter of Inquiry

 Sarjan Charitable Trust needs to buy some fans for its newly
constructed office. On behalf of the Trust write a letter to Vidyut
Electricals, Rajkot asking them to send the price of fans for your
office.

Sarjan Charitable Trust

11, Sangeet Cinema Cross Roads, Porbandar.
Contact: 9012345678 Email: [email protected]

Ref: 12/PUR/2020-21 Date: 15 th March

2021

To,
Vidyut Electricals
Dr Yagnik Road,
Rajkot

Sub: Inquiry for the purchase of electric fans.

Dear Sir/Madam,

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We intend to purchase electric fans for our office. We shall

be highly obliged, if you could send us your latest price list. We
wish to have prices inclusive of transportation cost. If we find
your prices reasonable, we shall place a large order of fans.

Yours faithfully,

(Amit Patel)
For S.C.T.

⇒ (5.1.5) Letter of Purchase/Order

 In response to the letter from Jay Electronics quoting price for
electronics instruments, write a letter on behalf of Shubham Lab to
Jay Electronics, Baroda, placing an order for the instruments for your
lab.

Shubham Laboratory
Tagore Road, Rajkot
Contact: 012344321 Email: [email protected]

Ref: PUR/112/2020-21 Date: 24 th June

2021

To,
Jay Electronics
M. G. Road,
Baroda
Ref: Your letter No. 203 dated 20th June 2021.

Sub: Purchase of Instruments.

Dear Sir,

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Thank you for your letter No. 203 of June 20, 2013, quoting
prices for the supply of instruments. We have found your prices
reasonable and would like to place an order for the following items.

No Item Item Quantit Unit Amount

. Code y price in
Rs.

1 Microsco CE 12 20 1500 30000/-

pe
2 Voltmeter CT 03 25 600 15000/-
3 Ampere CT 05 25 600 15000/-
meter
Total = 60000/-

Less Trade discount @ 10% = 6000/-

Net Amount = 54000/-

Please send the goods by Sorath Transport on carriage paid basis.

We request you to acknowledge receipt of the order by return post.

Thank you.

Yours truly,

(Jagdish
Patel)
Subham
Lab

⇒ (5.1.6) Letter of Complaint

 Pushpak Lab has purchased 12 weighing machines from ABC
Electronics Ahmedabad. 3 of them are not working properly. Write a
letter to ABC Electronics complaining about the faulty machines.

Pushpak Laboratory
Motibaug, Vanthali Road, Junagadh.
Contact: 1145892534 Email: [email protected]
Ref: CL/03/2012 Date: 12 th May 2012

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To,
ABC Electronics
Ahmedabad

Ref: Our order dated 20th April 2012.

Sub: Complaint about defective instruments

Dear Sir/Madam,

With respect to above mentioned subject and reference, we

have received 12 electric weighing machines from you. While
checking them, we found that 3 machines are not working
properly. We would be grateful if you could replace the said items.
Enclosed herewith are the guarantee card and a copy of our order.

Thanking you.

Yours faithfully,

(B. R. Mehta)

Encl.: (1) Copy of Guarantee card

(2) Copy of order

⇒ (5.1.7) Persuasive Letter

 Bhavani Electronics, Jamnagar has not placed any order for
electronics items for several months to Vandan Electronics,
Ahmedabad. Write a letter to persuade them to continue buying
electronics items from them.

Vandan Electronics
M. G. Road, Moti Bazar, Dariyapur, Ahmedabad.
Phone: 91234 56789 Email: [email protected]
15th September 2015

To,
Pravin Mistri
Bhavani Electronics,
Jamnagar

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Sub: Introducing new products

Dear sir,

We value our business relationship with our customers. We have

always enjoyed supplying electronics items to you for last ten years.
Our record shows that we have not received any order from you for
last six months. We are worried if there is any grievance against us. If
we have offended you in any way, we sincerely apologize and want to
regain your trust and good will. We would be happy if you could tell
us how to serve you better.

With this, we have enclosed brochures of our products introduced

very recently. Since we have served you for such a long time, we
would like to offer you special discount on newly introduced items.
We are hopeful that both our new and standard products will meet
your needs in every way. We hope to hear from you soon.

Truly yours,

Sanjay Gohel

⇒ (5.1.8) Sales Letters

 Draft a sales letter introducing the new model of bike.

Unicorn PVT Ltd

Gajanan shopping Zone
Mumbai
[email protected]
12th October 2021

To,
Shree Ram Auto
Para Bazar
Rajkot

Sub: Introducing New Model of Bike

Dear sir,

With the increasing price of fuel, bike has become a liability. But

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what if we give you a bike with 80 k.m. per litre efficiency!!!!!!!

Don’t believe. It seems just tall claim? You are reading a fact. We
have manufactured a bike that can run more with less fuel. With
continuous efforts our scientists and engineers, we could achieve
this miracle.

DVCC Fury starts with 55,000/- and the top variant is priced at
62,000/- . Powering the DVCC Fury is 159.7 cc single cylinder air –
colled oversquare engine, peak torque at 6500rpm. It has the speed
of 80 kmph. On the launch day, we are to give three exclusive
schemes.

Insurance free

3 services free

1000/- gift voucher

Don’t wait anymore, register your name for the fastest bike
ever on the road and grab the attention of the people around you.
To register your bike log on to www.dvccfury.co.in

Yours faithfully,

Tapan Dixit
For Unicorn PVT.
LTD.

2. Email Writing

⇒ (5.2.1) Introduction
Email means electronic mail. It is an advance technology of sending letters
and other information by computer-internet. Earlier only letters in hard
copies were sent and other information such as photograph, map, form etc.
were also sent but there were chances of being damaged or lost. But in
Email, one can send the text message along with colour photographs, maps
and other documents without getting damaged or lost. Email is not only
cheap compare to traditional post, but also very fast. With the click of SEND
button, the receiver receives the message. For this, internet facility is

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inevitable. For email, it is not necessary to know the residential address or

location of the receiver and at the same time, it is not necessary for the
receiver to remain present on the other hand to receive the email. Email is
saved in INBOX of the receiver and he can open or download it at his
convenience.

⇒ (5.2.2) Uses of Email:

1 Text, Document, Audio and Video: Email combines written as well as
speaking feature in it. One can send short video or audio message easily.
And it is very easy to manage all these.

2 Email to Multiple Receivers: One can send a message to more than one
receiver at a time. For this he has to add the email address of the
receivers in address box. This saves a lot of time and money as it does not
require getting multiple copies of documents.

3 Password Protection: Email is very safe and protected with password. It

is person and no one else can receive the message and read it.

4 Anytime Communication: With the internet facility, one can send or

receive message from his friends or relatives anytime. One does not need
to take prior appointment of the receiver and he does not need to remain
present at a fixed place. One can communicate from anywhere in the
world, no matter if he is travelling.

5 Informal Approach: Generally, the correspondence by email does not

need to observe formalities. Many of them are the urgent messages that
are intended to inform the receiver immediately. The receiver does not
save it and remove it after reading the message.

⇒ (5.2.5) Advantages of Email:

 Message is transmitted by email with the click of button. Therefore, it is
one of the fastest modes of communication.
 Email does not require the receiver to remain present to receive email. It
is automatically saved in the computer system. It can be preserved in the
electronic form permanently without being damaged.
 It is very easy and convenient to send message to many at a time; and can
be produced multiple copies of the message in a moment in the electronic
form.

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 Email is cheaper than fax. Except internet charge, email is almost free.
With the advent of smart-phone it has become even more convenient and
cheaper.
 Distance is not an issue to send email. One can send email to any corner
of the world in a moment.
 By attachment facility, we can send any kind of document like photo, map,
chart, diagram etc. in colour along with audio and video files.
 Its auditing is easy as it automatically keeps record of time and date of
the message.
 As email is sent from computer or smart phone, it is portable and
convenient to send message any time anywhere.
 It has facility to form a group of friends, relatives or co-workers.
Therefore, one can send message to all the group members at one click.

⇒ (5.2.6) Disadvantages of Email:

 The biggest disadvantage of email in modern time is the threat of hacking.
Without your notice, one can use your email ID and steal important data
from it.
 Because of multiple software, sometimes, the format of message is
distorted. The font size, line spacing is changed automatically and
sentences are often cut short and dropped to the next line. Such
unwanted changes sometimes create difficulties in reading it.
 Emails are not secure. Many business firm and organization keep watch
on their employee’s emails. Thus, it is risky to send confidential
information unless precautions are taken.
 It requires certain suggested version of software and internet speed. It
requires electricity, computer and internet together.
 While writing a message, one engages in double activities – thinking and
typing. Therefore, he is likely to make mistakes that may be sometimes
very serious. However, auto-correction facility reduces the possibility to
some extent.

3. Memo Writing

⇒ (5.3.1) Introduction
Memorandum is a formal letter to take decisions or give instruction to the
officials in an organization. It is the most commonly used form of
communication within an institute/organization. It is generally used among
the persons who work together and closely connected. It is a record of day-
to-day work, assignments, events, business transactions etc. There are
various types of Memorandum based on the content of it such as
confirmation memo, request memo, purchase memo etc. Memorandum helps
in fixing accountability of the employee.

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The plural of the word ‘memorandum’ is ‘memoranda’ or ‘memorandums’.

Memorandum is commonly known as memo. The format of Memo is different
from the letter. Since memo is generally used for internal communication i.e.
in the organization itself, it is compulsory to write the name of the sender
and the receiver with designation. The date and reference number are also
put in the memo for the record and further action. The common formant of
the memo is given here.

The memo is written in direct style. It does not contain salutation and
complimentary close due to its nature. Mostly, memo can be found on the
misconduct or carelessness in the work by the employee. In such condition it
should be kept in mind that memo should follow the following sequence.

1. It should state the subject (Misconduct/ Carelessness) found or reported

to (Name & Designation of the official) by (Whom).
2. It should explain the seriousness of the mistake and its repetition by the
employee (If done frequently)
3. Ask for the written explanation and state the disciplinary action for
negligence in future.

⇒ (5.3.2) Lay out of a Memo

Letter Head

To:
From:
Sub:
Date:

Description

Signature
(Name & Designation)

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Exhibit 3.1: A Memo to the employee warning him for being late to
the job frequently.

Rajendra & Sons Co.

Ahmedabad

To: Gaurav Doshi

From: Sanjay Soni, Managing Director
Ref. No. M.D./23
Date: February 20, 2018

Subject: Late coming to the office

If work is not completed in time, the value of the work is

nothing. A person, who does not value time, will never be able
to achieve desired goal in life.

Your attendance record shows that for last one month, you were
late for the office by more than half an hour. In a month, you
have been found late for 6 different days. This is very serious
matter.

You are holding a very important post in the office. Your non-
punctuality would harm the image of the office and provide bad
example to the subordinates.

I have been also told that many oral warning had been given to
you, but you did not take them seriously. I hope this would be
the first and last mistake from your side or else I will have to
take strict actions.

Sanjay Soni
(M.D.)

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Exhibit 3.2: A memorandum against two members who are habitually

late for the office.

Zeel Marketing
Near Post Office, Ahmedabad

To: Ajay Sata & Divyesh Danger

Date: March 17, 2018
From: Sandeep Mishra, Director
Ref. No. K.G. /65

Subject: Late coming to the office.

I have been sent the names of the employees who are late to
the office. The record shows that you both were late to the
office frequently in the last month. This is very serious issue.

Furthermore, I have been informed that you have been given

oral warning but you did not concern to it. It shows complete
unprofessionalism and lack of discipline.

Your answer to this memo should reach me within week after

receipt of the memo. In case no written explanation is
received, we will consider you are disinterested in the job and
will take disciplinary action against you. We are afraid that
you might have to lose your job too.

Sandeep Mishra

Director

Exhibit 3.3: Memo on Purchase of Stationery

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Navjeevan Education Trust, Junagadh.

Interoffice Memorandum

To: The Secretary

From: Senior Clerk
Ref: ABC/12/2015-16
Date: 15th February 2016

Sub: Purchase of Stationery

The office faces shortage of various stationery items. We need 10

packets of A4 size paper, 10 pc box files and 25 pc regular files. It
is difficult to get copies of important documents and also to send
the same to the concerned departments. Therefore, I request you
to approve the purchase of above said items worth RS. 3000 appx.

Manoj Dave

4. Report Writing

⇒ (5.4.1) Meaning & Definition

The employees working in a big firm or government office need to write
report on various subjects such as health, literacy rate, quality of education,
fall in business etc. It aims to find out causes behind the problems that have
emerged and suggest possible solutions to them. It also aims to introduce
major change in the policy of a business firm. A report is a kind of
investigation or analysis of an issue based on evidence. Proper analysis of
data, penetrative study and logical description of a report help in major
changes of policy of a company/department.

Writing a report is not an easy task and there is no easy method of writing it.
Its length and content depends on the issue of investigation/analysis.
Generally, the task of writing a Report is given to high rank officers. A report
means a statement or description of what has been said, seen, done etc. It is
a description containing facts, figures, information, analysis, opinions,
suggestions, pictures, graphs, tables etc.

C. A. Brown defines a report as “a communication from someone, who has to

inform someone who wants to use that information. It describes the events
or individuals to someone who requires it.”
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⇒ (5.4.2) Layout of the Report

Format of a report can be divided into three parts:

[A] Preliminary Section

[B] Text or Body of the report
[C] Supplementary Section.
[A] Preliminary Section:

1. Cover: to protect the report containing title of the report, name of the
author, year and month etc.
2. Flyleaf: a blank page at the beginning of the report.
3. Title Page: contains title of the report, the name of author or the group,
the year and month etc.
4. Authorization or Assignment: a letter that authorizes the person or group
to prepare the report. It also contains terms and condition, time limit and
financial assistance.
5. Acceptance Letter: a letter that is written to accepts the authorization or
assignment.
6. Preface: It contains brief introduction, limitation and disclaimer of the
report.
7. Acknowledgement: it expresses gratitude to the persons involved or those
who have helped in the preparation of the report.
8. Content Page: it gives heading and sub heading of text with page number.
Sometimes the list of the tables, pictures, charts or other documents is
attached separately at the end of the report and is also mentioned in the
content page.
9. List of abbreviation: a page that explains the full form of abbreviations
used in the text.

[B] Text or Body of the Report:

1. Introduction: It gives idea about the historical background, scope of the

study, methodology, definition of problem etc.
2. Body of the Report: The main part of the report contains description and
analysis of the case based on the evidences available.
3. Abstract: It is a summary or brief note of the text in approximately 500 to
1000 words. It is different from introduction.
4. Findings: The pages or paragraphs that contain major findings of the
report. Findings are the life-blood of the report as they lead to fulfilment
of the aim of the report.
5. Conclusion: It contains the concluding part or opinion of the report
writer/s based on the findings, analysis and observation.

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6. Suggestions or Recommendation: a number of statements which have

implications for the policy and decision making.
7. Signature: signature of the report writer/s confirms the complete
knowledge of the content in the report and also confirms his/their
responsibility about it.

[C] Supplementary Section:

1. List of References: It contains the list of the books, other reports,

websites that are referred for the present study. It is in chronological
order with number or in alphabetical order.
2. Appendix: a section where related documents such as questionnaire,
mathematical derivation, maps, photographs, letters, newspaper cuttings
etc.
3. Glossary: a list of technical words used in the report.
4. Index: Normally index is found in lengthy reports. It gives list of certain
terms or the name of authors mentioned in the report on various pages. It
is always in alphabetical order. Index is very useful in referring certain
part of the report.
5. Bibliography: a list of books, journals, websites that are referred. It is
different from references.

⇒ (5.4.3) Business Report

 Write a report on the selection of site for the establishment of the
new factory in the rural area.

Report on the Selection of Site for a New Factory

From: Rakesh Sinha

To: Prabhu Das, MD
Date: 15th January 2014

Investigation:

I have visited villages near to the city for finding the availability of
the place for establishing the factory.

The prime objective was to find out the place with the water and
electricity facility so, to do away with the basic needs of the
factory. I have also taken into consideration that the place chosen

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should be near to highway as we have to import and export the

goods from the factory frequently.

Furthermore, I have tried to see the availability of the workers

from the nearby village for our factory.

I have found suitable site in the Ranpur Village near Bhesan Tehsil,
in Junagadh district.

Finding:

The place is 5 K.M. away from the Bhesan tehsil and 35 K.M. away
from Junagadh district. The village is well connected with national
highway so; we would not have any problem regarding the
transportation.

The power supply from the state government plant is already there.
We need to get the connection according to our requirement. The
place has abundant water resources for the factory. We can even
put the submersible pump to draw water from the well just
attached to the site.

As we would be in the need of labourers for the manual work, I

have sought in this regard too and found that the site has been
surrounded by 5 small villages and our factory would be boon for
them as we can provide them work and our demand of the workers
would also be satisfied.

I have already talked with the owner of the site Mr. Brijesh Kevat
for establishing the factory, he is willing to sell or give it on rent
the site though we will have to discuss the terms and conditions on
paper.

Recommendation:

 I personally feel that the site is appropriate as per our requirement

and suggest to have one visit before we finalize the matter.
 As all the basic need such as water, electricity, labour etc. are
easily available. I opt to consider the site as the right choice.
 I recommend that we should hire the site for three years’ period
and after looking to the convenience, we should purchase the site.

Yours truly,

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Rakesh Sinha

⇒ (5.4.4) Academic Report

 Write a report on the high dropout rate in the schools of rural area of
Rajkot District and suggest corrective steps for it.

From: Sanjiv Seth

School Inspector

To,
The DEO,
Rajkot District,
Rajkot

Date: 15the March 2015.

Sub: Report of the School Inspector on the causes of High Dropout

rate in rural area of Rajkot District.

I visited fifty schools across Rajkot District during the last six
months. I held meetings with the Headmasters, teachers, students,
parents and members of local panchayat of the villages. I had
discussions on various aspects of the education of the schools. On
the basis of findings, I am of the opinion that the main causes of high
dropout rate in these schools are as below.

Causes:

1. The parents of these students are uneducated and do not

understand the importance of education. For them, helping their
parents in the farm and doing some odd job is more important.

2. Due to poverty, they are forced to increase their income by getting

jobs in the industries.

3. In some of the small villages, there are no schools and hence they
need to commute to nearby villages. This simply adds the hardship
of education.

4. Lack of interest of the teachers is also one of the major causes.

They are often irregular and do not work with honesty. As a result,
children do not learn elementary mathematics and reading-
writing. Eventually they lose interest in education.

5. The schools are not having instruments of sports and other

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extracurricular activities. Therefore, schools lost their attraction.

Recommendations:

 The problems are difficult to solve in a short time, yet they are not
insoluble. By organizing awareness programmers and making
regular contact with parents, their attitude can be changed.
 The syllabus should be redesigned in such a way that it should be
activity based.
 Along with some basic facilities, instruments of sports, music and
other activities need to be supplied immediately.
Sanjiv Seth

School Inspector.
Rajkot District

5. Job Application

⇒ (5.5.1) Introduction
After completing your studies, when you decide to take up a job that suits
your qualifications, the first thing that you will be required to do is to write
an application for a job. But getting a job that suits you takes more than just
sending out a few application letters.
First of all, you need to know what skills you have to offer and what
your expectations are from your work. Then on the basis of this, you can
identify the employers who may be in search of a person with the skills that
you possess for the kind of job profile that interests you.
The letter of application is also called the letter of transmittal (a brief
letter or note sent with a document or parcel to explain the contents). It is
written when you get to know a specific job opening, and you want to apply
for it directly. It is usually accompanied by a resume/ curriculum vitae (CV).
Thus, the letter of job application can be divided into two parts, the covering
letter and the resume/CV.

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The Covering letter should introduce you and give details about the
qualifications and skills that may not be apparent in your resume. So, ideally,
a resume should be sent along with a covering letter. Remember that you
should mention only the qualification, skills and experience that are relevant
to the job that you are applying for.

⇒ (5.5.2) Form & Contents of an Application Letter

An application letter may be written in two formats: the complete –block
format (the latest and preferred American format) or the semi-block format
(the traditional British format). In the complete-block format (also known as
the full-block format), every line is left aligned, that is, it starts at that left
margin and nothing is indented. Whereas, in the semi-block format, the
sender’s address, date and the complimentary close are indented. Even the
paragraphs may be indented.

An application letter has the following parts:

1. Sender’s address and the date
In the semi-block format, these are written at the top right corner of the
letter. In contrast, in the complete-block format, the sender’s address and
date are written at the top left corner of the letter.
Leave one space between the address and the date. Also, the
applicant’s address and date should be written with open punctuation (that
is, a without end punctuation).

2. Inside Address

The inside address or receiver’s/ employer’s address should also be

written with open punctuation. It should be two or three spaces below the
date. It should always be left-aligned.
If it is a solicited application, the inside address will begin with
designation and not the name of the person to whom it is to be addressed.

Example:

(To)
The Manager
Aditya Birla Group
New Delhi

If the name of the person to whom the application is to be addressed or

the identity of the advertiser is not disclosed in the job advertisement, and if

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only the post box or a newspaper box number to which the application to be
sent is given, then the inside address will be written as:
(To)
The advertiser
Post box No. 2509
Times of India
Vadodara, 390004

3. Subject and Reference

Leave one or two spaces after the inside address and state in one line
the purpose of the application letter (that is, the subject).
Leave one more space and write the reference, that is, if someone
(official reference) has recommended you for the post, then you may mention
his/her name and designation. Writing the reference is optional.

4. Salutation
‘Dear Sir, Madame’ is the most common salutation used in application
letters. But you may try some of the following the ways to open a letter
depending on the context in which you are communicating. However, you
should be careful in selecting an appropriate salutation.

5. Body of the Letter

The body of the letter is often divided into three parts:

a) The opening/introductory paragraph

This gives details about why you are writing the application letter and which
position or type of work you are seeking. It also makes it clear whether it is
a solicited application or an unsolicited one.
The opening paragraph should catch the reader’s attention and create
interest in your resume. In a solicited letter, you may use a simple opening
as you have been invited to apply and your focus therefor is not so much on
capturing the reader’s attention. You may open your letter in of the following
ways.
- Summary opening
Mention your most relevant qualifications and/ or experience and explain
how it can benefit the organization.
Example: ‘With my three years’ experience has assistant advertising
manager at mudra communication Pvt. Ltd. ‘I feel confided that I can ably

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perform the duties of an advertising manager, the post advertised in The

Hindustan Times dated...’

b) Middle paragraph
This gives specific examples of why you are perfect for the job. With an
effective introductory paragraph, half the work is done as you would have
already succeeded in exciting the employer’s interest.
The next step is to show how you are the one that the employer is
looking for. For this, you should explain in detail the important points that
you mentioned in the opening paragraph. Give evidence in support of your
claims of ability. Avoid exaggerating.

c) Closing/Concluding paragraph
In the last paragraph, make a request to your prospective employer to grant
you an interview. Do not demand it. Do not try to gain the reader’s
sympathy. Avoid closing lines like, ‘Please be kind enough to give me an
opportunity to serve in your reputed institution.’
Be simple and direct in asking for an interview. Here are a few ways to
do it effectively:
‘I hope to hear from you soon’
‘I will be glad/grateful if my application for the said post is
considered
favourably.’
‘I hope that my qualifications would merit your consideration.’
‘I look forward to a favourable response.’
‘May I look forward to an interview with you at your convenience?’

6. Complimentary Close and Signature line

The complimentary close is placed one or two spaces below the last line of
the body of the letter. Some of the most commonly used complimentary
closes include yours faithfully, Sincerely, Best regards, Best wishes, Yours
truly, Warm regards, Sincerely yours, With many thanks, etc.

Example:
Yours sincerely,
(Sign here)
Kirty Kochar

7. Enclosures
List the number and nature of the documents that you are sending along
with the letter of application. If the list is too long, attach a separate sheet.

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Leave one to three spaces after the signature line and write, ‘Encl.: See list
attached.’ OR ‘Name of attached documents.’

⇒ (5.5.3) Contents of a Resume

Your resume should emphasize your strongest, most impressive
qualifications and achievements. It should convey the desired impression by
focusing on your strengths, but you must take care not to distort facts. Avoid
exaggeration. Do not claim skills you don’t have. However, make sure that
you downplay (de-emphasize) your weakness at the same time.

1. Heading

A resume heading must show at a glance who you are, how you can be
contacted and what kind of job you are seeking. Most resume headings often
consist of name, address, phone number and e-mail id, center-aligned at the
top of the page.
But if you have a specific job in mind, use a heading which indicates that.
Examples:
a. Profile of Patel Parth for Senior Legal Associate.

b. Madhu Bose’s Qualification for the Position/Post of English Teacher in

Delhi Public School.

2. Career Objective
You should try to state in one sentence the kind of position you are
interested in, the skills you have, the experience and / or background you
would bring it, and the environment in which you wish to work. Be as
specific as possible about your career goal.
Example:
‘Seeking entry-level position in Human Resource Management requiring
international experience’

3. Education & Training

If you are fresh graduate and do not have much or any work experience, then
education is probably your strongest selling point. So, list it first, discuss it
thoroughly and highlight it visually.
List all relevant schooling and training high school, then the most
recent first (that is, in reverse chronological order).

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List any other related educational or training experiences, such as job-

related seminars or workshop that you have attended, certificates you have
obtained, you can also tabulate this date.
Example:

Class
S. Examination Year of Instituti and
Subjects
No. Passed Passing on Percent
Note: age
This
is suggestive format/Layout, some things can be added and omitted.
But once you have worked in your selected field for a year or more, then
education is usually given less emphasis in a resume. So, if work experience
is your strongest qualification, then you should put the section on your
employment history first and emphasis your achievements at work, and
provide only the essential details about your academic credentials.

4. Work Experience
This section should list all relevant work experience. The details you provide
here help the employer/s to evaluate whether you have the necessary
qualifications and decide if you are competent enough for the job.
Therefore, your description of your work experience should highlight
the relationship between your previous jobs and the position you are
seeking. Lay a special emphasis on the skills you have developed while
handling those responsibilities. If you achieved something significant while
performing your job duties, then you must mention it.
Example: ‘Devised a new procedure in marketing research which
accelerated the process of data collection and analysis.
List your job in reverse chronology order: If you are already employed
at the time of applying for a new job, then mention joining date and use the
phrase ‘to present’ to indicate the period of employment with the following
details.
1. Name and location of the employer
2. What the organization does (if not clear from its name)
3. Your designation in particular organization (E.g. Sales Executive)
4. How long you worked there (Period of employment)
5. Your Duties and responsibilities
6. Your significant achievements or contribution

5. Relevant skills

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In this section, you should describe other miscellaneous facts that relate to
your career objective, such as languages that you are proficient in, your
knowledge of computers and other related technical position. You could
include a special section titled ‘Language Skills’ or ‘Computer Skills’ and
place it below your ‘Education or ‘Work Experience’ sections.

6. Activities & Achievements

In this section, describe any volunteer activities that you participated in and
that demonstrated your abilities or work-related skills like leadership,
teamwork and communication skills.
You may group your activities and/or achievements under
different headings like ‘College Activities’, ‘Community Service’,
‘Professional Associations’, ‘Seminar and Workshops’ and ‘Achievements,
Awards and Honours’.

7. Personal Data (Optional, as per job title)

This section helps present you as a well-rounded personality and enables the
employer to know you as a ‘person’.
The details that you mention here can be used to initiate
conversation during an interview. Thus, list job-related interest and hobbies,
especially those indicating stamina, strength, sociability, etc., that can help
you gain an edge over your competitors.
Mention your hobbies, travel experience or personal
characteristics, particularly if they suggest qualities that relate to your
career goals.

8. References
Employers often ask for academic transcripts, sample of your or letters of
recommendation prior to or after an interview. Be ready to provide these
documents as they increase chances of getting the job.
Many potential employers prefer to have actual references on the
resume, whom they can contact in order to verify the details that you have
provided or to get more information about you as a person/ an employee.
Provide a minimum of two and maximum of four references. Give
their details either at the end of your resume or prepare a separate sheet for
their details under the head ‘References’. You may insert a line at the end of
your resume offering to supply the names of references on request.

Example: ‘References available on request’.

While drafting the list of references, keep the following points in mind:
 Supply names of academic and professional associates – but not relatives.

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 Provide a name, a title, an address, and a telephone number and email

address for each reference.
 Do not list a name as a references unless you have that person’s permission
to do so.
 Exclude your present employer if you do
 If you don’t want the firm to know you are seeking another position, or add
‘Resume submitted in confidence’ at the top or bottom of the resume.
Suggestive Format
CURRICULUM VITAE KARAN
RATHOD

RATHOD KARAN MUKESHBHAI

205/B, Rajpark
B/H Victoria Bridge,
Jamnagar-361008
Phone: (M)+91 9999999999
(R) +91 9999999999
Email: [email protected]

CAREER OBJECTIVE:

 To utilize my knowledge and potential at its best for the development of

students’ Language fluency and literature sensibility.

EXPERIENCE:
I. At present serving at V.M Mehta Muni Arts & Commerce
College – Jamnagar as Visiting Lecturer.

II. Working as Lecture at B.C.A Faculty in H.J. Doshi Info. Tech

Inst. – Jamnagar.
EXPERIENCE
III. As a Visiting Faculty at Government Arts and Commerce
College, Lalpur – Jamnagar from August, 2018 to June, 2020.

IV. As a Faculty at D.K.V Arts and Science College – Jamnagar

from June, 2017 to July, 2017.

EDUCATIONAL DETAILS:

Grade /
Qualification Year of Passing Board / University
Percentage
Bhakta Kavi Narsinh
Ph.D. (DOCTOR OF Mehta University/
Pursuing -
PHILOSOPHY) Department of English

M.A. ENGLISH 2017 59.50% Saurashtra University/

Department of English &
Comparative Literary

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Studies

Saurashtra University/
B.A. ENGLISH 2015 60.00% D.K.V Arts and Science
College

H.S.C. 2012 65.00% G.S.E.B / Brilliant School

S.S.C 2010 67.20% G.S.E.B/ Brilliant School

COMPUTER SKILLS:

PACKAGE CCC From Inner Voice Foundation, Graphic Designing.

AREAS OF SPECIALIZATION

ENGLISH
Translation Studies, Travelogue, Comparative Literature,
LANGUAGE &
Communication Skills
LITERATURE

I. Completed 3-Week Intensive Training Program on Research

Methodology in Translation Studies organized by the National
Translation Mission in CIIL, Mysore. Karnataka.

II. Participated in One Day National Level Workshop on Human

Rights & Duties Education Organized by Department of
Human Rights, Saurashtra University. Rajkot.
PARTICIPATION
III. Participated in the International Seminar on “William
Shakespeare World Wide” Organized by Department of
English and CLS, Saurashtra University. Rajkot.

IV. Participated in V Certificate Course In General Semantics

jointly organized by Balvant Parekh Center and Department of
English and CLS, Saurashtra University, Rajkot.

CERTIFICATION AND ACCREDITATIONS:

I. Presented a Paper on “Trans-creation of Shakespeare’s

‘Othello’ into ‘Grahan’” at International Conference on The
Journey of Indian Languages: Perspectives on Culture and
RESEARCH PAPER Society’ Jointly Organized by BAUO & IGNOU, Ahmedabad.
PRESENTATION
II. Presented a Paper on ‘A Tale of Two Cities: Representation of
French Revolution’ at One Day National Seminar on Language
and Literary Trend in the Nineteenth and Twentieth Centuries
organized by Dept. of English, Christ College. Rajkot

DISSERTATION I. Translated ‘A Little Book of Language’ Chapter 26 to 30 as

part of M.A Dissertation in Department of English and CLS,
Saurashtra University, Rajkot.

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I. Rathod, Karan. “Trans-creation of Shakespeare’s ‘Othello’ into

‘Grahan’”. “The Journey of Indian Languages: Perpectives on
PUBLICATION
Culture and Society”. Volume 2. 2019: 248 -254.

PERSONAL PROFILE:

NAME Rathod Karan Mukeshbhai

DATE OF BIRTH May 5, 1994

GENDER Male

NATIONALITY Indian

MARITAL STATUS Single

KNOWN
Hindi, Gujarati, English.
LANGUAGES
HOBBIES Computing, Driving, Teaching, Reading

I. Dr. K.G Rathod, H.O.D, Department of English, D.K.V Arts &

Science College, Jamnagar - Contact: 999999999
REFERENCES II. Prof. Kamal Mehta, Former H.O.D, Department of English &
CLS, Saurashtra University, Rajkot. - Contact: 9999999999

III. Dr. Ashish Chudasama, I/C Principal, Government Arts and

Commerce College, Lalpur. - Contact: 999999999

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