report on communication english

Articles in this report are collected from various resources as instructed by teacher for

completing the report

TRIBHUVAN UNIVERSITY

Report on

Communication English

Prepared By:

Satyan Shrestha

067 / DME / 621

4 Mar 2013

THAPATHALI ENGINEERING CAMPUS

Department of Mechanical Engineering

Kathmandu, Nepal



CONTENT

Notice

Job Application

Business Letter

Writing Skill

Interview



NOTICE WRITING

A notice is a formal means of communication. The purpose of a notice is to announce or

display information to a specific group of people. Notices are generally meant to be pinned up

on specific display boards whether in schools or in public places. Notices issued by the

government appear in newspapers. Format: A notice should be written in the following format:

• the name of the organisation issuing the notice

• the title ‘NOTICE’

• a heading to introduce the subject of the notice

• the date

• the body of the notice

• the writer’s signature, name (in block letters) and designation

Name of organisation/office issuing the notice

Date Notice

Heading

Body of letter

Signature

Name

Designation Points to remember:

• A well-written notice must inform the readers about the 5 Ws: — What is going to happen, (that is, the event) — Where it will take place — When it will take place (that is, the date and time) — Who can apply or is eligible for it — Whom to contact or apply to (that is, the issuing authority)

• Only the most important points should be written.

• A.O.D. – that is, any other detail given in the question. • One is free to add any relevant information not included in the

question. • The sentences should be short and grammatically accurate.

They should be in the passive voice as far as possible.

• The notice should be presented within a box.

• The word limit for a notice is 40–50 words (only the words in the

body of the notice are counted). • Information given in a notice must be clear and should not cause any

misunderstanding or confusion. • A notice must be catchy and appealing – it should attract the reader’s

attention at once. • Increase the visual appeal of your notice by using bold letters, catchy

slogans, striking words and phrases, etc.



• Standard abbreviations are allowed.

Articles in this report are collected from various resources as instructed by teacher for completing the

report

Sample notices:

Delhi Public School, New Delhi Notice

13 April 2007

Meeting of Science Society

On the occasion of National Science and Technology Day, the school has decided

to organise a fair. All office bearers are requested to attend a meeting in the School

Library on 16 April 2005 at 10 am to discuss the arrangements for the fair.

Vikram Vikram

Singh (Secretary, Science Society)

Delhi Public School, New Delhi Notice

13 April 2007

Meeting of Science Society

On the occasion of National Science and Technology Day, the school has decided

to organise a fair. All office bearers are requested to attend a meeting in the School

Library on 16 April 2005 at 10 am to discuss the arrangements for the fair.

Vikram Vikram

Singh (Secretary, Science Society)


report

Job Application Format

Name

Address

City, State, Zip Code

Phone Number

Email Address

Date

Employer Contact Information (if you have it)

Name

Title

Company

Address


Salutation

Dear Mr./Ms. Last Name, (leave out if you don't have a contact)

Body of Application Letter

The body of your application letter lets the employer know what position you are applying for, why the employer should select you for an

interview, and how you will follow-up.

First Paragraph

The first paragraph of your letter should include information on why you are writing. Mention the job you are applying for and where you

found the job listing. Include the name of a mutual contact, if you have one.

Middle Paragraph(s)

The next section of your application letter should describe what you have to offer the employer. Mention specifically how your qualifications

match the job you are applying for. Remember, you are interpreting your resume, not repeating it.

Final Paragraph

Conclude your application letter by thanking the employer for considering you for the position. Include information on how you will follow-up.

Complimentary Close

Sincerely,


report

Signature

Samples Of Job Application Letter

For chief accountant

527 West Ave.

Elmswood, CT 23865

October 28, 2004

Mr. Michael Black

Director of Human Resources

Global Answers

6542 Sioux Falls, NY

Dear Mr. Black:

It is with great interest that I am applying for the position of chief accountant. When I read the job

description of your ad in the New York Times on August 12th, I felt that it was an ideal match

with my career aspirations. I have always wanted to work for an oustanding company in the

Fortune 500 such as Global Answers.

I believe that I am the ideal candidate for the position due to my extensive experience as an

auditor for KPMG. At my current position at KPMG, I perform all of the same tasks that are

described in your ad for the chief accountant position. In addition to that I have a reputation for

being a hard worker who makes sure the job is done right the first time. My reports are always

completed well ahead of the deadline.

Feel free to contact me and setup an interview at your earliest convenience. You can reach me by

way of e-mail at [email protected] or by way of phone at (555) 555-5555. I look forward to

discussing with you my future with Global Answers. Thanks for your time and consideration.

Sincerely,

Signature

Ken Jacobs


report

Enclosure: resume

For Web Content Specialist

Title

Company Name

Address


Dear Contact Person:

I'm writing to express my interest in the Web Content Specialist position listed on

Monster.com. I have experience building large, consumer-focused health-based content

sites. While much of my experience has been in the business world, I understand the

social value of the non-profit sector and my business experience will be an asset to your

organization.

My responsibilities included the development and management of the site's editorial voice

and style, the editorial calendar, and the daily content programming and production of the

web site. I worked closely with health care professionals and medical editors to help them

provide the best possible information to a consumer audience of patients. In addition, I

helped physicians learn to utilize their medical content to write user-friendly, readily

comprehensible text.

Experience has taught me how to build strong relationships with all departments at an

organization. I have the ability to work within a team as well as cross-team. I can work

with web engineers to resolve technical issues and implement technical enhancements,

work with the development department to implement design and functional

enhancements, and monitor site statistics and conduct search engine optimization.

Thank you for your consideration.

Signature

FirstName LastName


report

Business Letter Format

Mr./Mrs./Ms./Dr. Full name of recipient. 3

Title/Position of Recipient.

Company Name

Address Line 1

Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . .

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . 6

Enclosures (2) 10

Typist Initials. 11

Return Address Line 1 1

Return Address Line 2

Date (Month Day, Year) 2

Closing (Sincerely...), 7

Signature 8

Your Name (Printed) 9

Your Title

Your Address 1 The return address of the sender so the recipient can easily find out where to send

a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)

Date 2 Put the date on which the letter was written in the format Month Day Year i.e.


report

August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).

Inside Address 3

The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human

Resources". Skip a line between the date and the salutation.

Salutation 4 Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It

May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.

Subject Line (optional) 5

Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.

Body 6 The body is where you write the content of the letter; the paragraphs should be

single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.

Closing 7

Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after

the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.

Signature 8

Your signature will go in this section, usually signed in black or blue ink with a pen.

Printed Name 9 The printed version of your name, and if desired you can put your title or position

on the line underneath it. Skip a line between the printed name and the enclosure.

Enclosure 10 If letter contains other document other than the letter itself your letter will include

the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.

Reference Initials 11

If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format;

AG/gs or AG:gs.


report

Samples Of Business Letters:

3519 Front Street

Mount Celebres, CA 65286

October 5, 2004

Ms. Betty Johnson

Accounts Payable

The Cooking Store

765 Berliner Plaza

Industrial Point, CA 68534

Dear Ms. Johnson:

It has come to my attention that your company, The Cooking Store has been late with paying their

invoices for the past three months.

In order to encourage our customers to pay for their invoices before the due date, we have

implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days

of receiving the invoice.

I hope that everything is going well for you and your company. You are one of our biggest customers,

and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-

5555.

Sincerely,

Signature

Bob Powers

Accounts Receivable


report

Symphony of Sound 12 Main Street, Arrington, Tennessee, 37014 Tel: (615) 395-8765

November 21st, 20--

Alicia Hathoway

14 Sparks Rd Arrington, Tennessee, 37014

Dear Ms. Hathoway:

Forthcoming Price Change

Season tickets for this year's symphony are going on sale next month and we wanted you to be among the first to know.

As you probably know, rental prices have skyrocketed throughout Tennessee

this year. Due to our increase in rent at the Arrington Forum, we are finding it necessary to raise the price of our season tickets from $228 to $275. Single viewing tickets will also be subject to a price increase.

We hope that you will consider purchasing season tickets for next year

despite this change. The Arrington Symphony has been together for 23 years, and relies on season-ticket holders to fill 25% of the seating at each event. Without your support the Arrington Symphony could be forced into

retirement before its 25th anniversary.

To purchase tickets for the 20-- season, please visit our website at www.arringtonsymphony.net, or call the ticket agent representative at (615) 395-8750.

We look forward to having you in our audience again next year.

Yours truly,

Colin Fairchild

Colin Fairchild


report

Promotional Director

Sample of Writing Skills

Following papers are responses to the writing assignment and the reading text: “Hype,” by Kalle Lasn in

Signs of Life in the USA

Paper #1

I was hooked from the opening sentence of this passage, and as I finished, I couldn’t resist

a small internal cheer. I believe most of us would agree with the author’s sentiments, in

that advertisements (ads) are truly the “most…toxic of the mental pollutants” *line 1+’ Who

doesn’t fly through the channels when there is a break in your program, and the endless

commercials, and infomercial begin? Today, our lives are saturated with ads occupying

every square inch of viewing space. It is enough to make one scream!

The statistics the author quotes are staggering. To imagine that “12 billion display ads, 3

million radio commercials, and over 200,000 TV commercials” air each day, and this is in

North America alone. By my count that adds up to 12,003,200,000 types of ads each day.

Or, on a more personal note, each of us is exposed to more than 2,000

advertisements/some form of marketing message each day! The author’s view is easily

apart from the description of this (utterly ridiculous) amount of advertising as “pollution

flooding the brain,” “dumped into our environment.” 12,003,200,000. A ludicrous number.

It means that our minds are continually bombarded, assaulted with a message of

consumerism, courtesy of corporate America. Another outstanding factor is the variety

these ads take.

The author mentions buses, billboards, stadiums, gas nozzles, even shopping carts!

Anywhere you look you can find ads. It actually reminded me of a fantasy novel by Michael

Crichton. Unfortunately, the name escapes me at this point, but what I found remarkable

was that in the Protagonist’s world, “bio‐ads” were the norm.

Advertisements were placed onto living organisms such as fish, coral reefs, birds, etc. ,

through genetic manipulation. Thus turning beautiful and majestic living creatures into

cheap advertisements. Imagine, if you will, a dolphin with Chrysler emblazoned onto its

side, or a Golden Eagle with the Lockheed‐Martin symbol upon its plumage. While we may

laugh at such a ridiculous mental image, it should also make us pause for thought. I just

described a novel, a work of fiction, but is today’s world really so different? As we learned

from the article “Hype,” advertisements are found EVERYWHERE, on our own clothes, on


report

cereal boxes, on buses and taxis, maybe it’s only a matter of time before the natural beauty

we so admire is exploited as well. To return to the novel, entire species were licensed by

certain companies, all sanctioned in an effort to preserve them. The thinking being that

businesses would protect their “advertisements.” Effective, true, but what a sad state for

the world to be in, a world corrupted by advertising.

I’ll stay with the prevalence of advertising for just a little longer, simply because when I

think about it, the author is completely right – nowhere to run and hide. I remember when

I first came to America a year ago (I’m originally from Barbados), one of the first things I

wanted to do, was visit Times Square. Why? Because every movie, or television program, I

had seen about, or set in, New York had a scene with the huge building‐sized ads of Times

Square in it. An article I was reading in the IEEE journal recently dealt with a company

seeking governmental permission to place ads on the moon. That article in turn reminded

me of another I had read previously. When subliminal messaging was first being

researched, several companies paid movie theatres to flash their ads on the screen during

the showing. The ad would flash so quickly, that the conscious mind would be unable to

register it. They just wanted to see if they could subconsciously cause individuals to crave

their product, (I believe it was the Coca‐Cola company). To return to my own experiences,

one of the most novel things to me when I first arrived, was the bus stop ads which actually

change every few minutes. I would never have dreamed of such an approach.

I suppose I’ve written all of this to show, as the author points out, how advertising

permeates our entire society. There’s a chemical term which I think would apply to this, the

Point of Saturation. Basically, when you have mixed so much solute (e.g. sugar) into a

solvent (e.g. water) to the point that the solvent can hold no more of the solute (In my

example, any further sugar crystals would just drop to the bottom), it had reached its P.O.S.

Somehow, I think this aptly describes our minds when it comes to advertising. I wonder if

we can take much more without any adverse effects. The author starts to delve into this

when they mention how children watch ads in the classroom, and in the last sentence [kid

singing the … song+. Actually, most advertisements target children. They want children to

see the ads, desire the product, and then beg their parents to buy it. As an additional

bonus, this constant message of consumerism at such a young age will ensure that many

children wanting (overspending) all sorts of products into adulthood.

To illustrate, one study found that Polish families spend the most family time when

shopping together. Maybe facts like this, and the rising number of families in perpetual

credit card debt, can be taken as evidence of the adverse effects of advertising.

All things considered, we suffer. We are victims of a malady known as overabundant

advertising. Maybe one day, a commission will be formed to limit the amount, and location

of advertisements companies can use. But until then, one thing is certain. It is only a matter

of time before we all begin hearing that Oscar Meyer song in our heads.


report

Paper #2

Advertisements have been influencing the American lifestyle and regulating what

we buy, eat, or even do. Over the years, these companies have grown larger and figured

out more ways to put advertisements into our every day life. In “Hype,” Lasn states “There

is nowhere to run. No one is exempt and no one will be spared.”

This tells us that no matter where you are, there is going to be some form of advertisement

trying to influence you. I agree with Lasn that advertisements are toxic to our way of

thinking and decision making.

Everywhere I go, I see a form of advertisement trying to influence me to try or buy

something. According to Lasn, there’s an estimated 12 billion display ads, million radio

commercials and over 200,000 T.V. commercials, all of which are trying to influence me.

Sometimes it is necessary to get a break from these ads because it can be like taunting you

everywhere you go. There are times where I can just read about the product description

and decide for myself if I’m going to purchase it or not, without having any type of pressure

or influence to it.

Too much of anything eventually can become harmful. I can accept a few commercials and

ads that inform me about a product or service but when it is everywhere you turn, then it is

a problem. A good example is when I use the restroom, sometimes they have ads right on

top of the urinal, so as I’m standing there I’m face to face with some type of advertisement.

Even though advertisements can boost a company’s revenue, it can also end up cause

trouble in society. The cigarette and alcohol industry spend more money then any other to

advertise their products. Some of these forms of advertisement can lead people to thinking

you cannot have a good time without their products. So, in return, teens and minor can be

influenced to smoke and drink which can lead to a negative effect on society. When Lasn

states, “Advertisements are the most prevalent and toxic of the mental pollutants,” it is

true, because then it’s as this industry wants me to stop using my brain or to think for

myself.

Advertisements have crept into all of our lives without most of us not noticing it.

Maybe that’s one of the factors, that the industry is trying to think for us instead of us

thinking for ourselves. Regardless of what we are doing, as mentioned by Lasn, filling up

gas, walking down the street, or even driving in the country, advertisements are finding a

way to reach us. Some of the peaceful ways and less-advertising days may have only been


report

experienced by our parents or grandparents, and our society has turned to a society

influenced by commercials. We all need a break at some point.

Sample of Interview:

Ram: Hello, can I speak to Ms. Gita?

Gita : This is Gita. May I know who’s calling?

Ram: I’m Ram Prakash from Accel Computers. You have been short-listed for the first round of

interviews. I need some more information from your side.

Gita : Oh sure Mr. Prakash. Please go ahead.

Ram: You have completed your MCA with high first class. Why did you apply for this job?

Gita : Market sources say Accel Computers is among the front runners in computer education. I

therefore thought it was the best place to start a career.

Ram: I see. But given your academic background, won’t you be tempted to try for bigger and better

prospects abroad? What kind of a commitment can you give us?

Gita : I have no intention of going abroad, Sir. I prefer to work for an indigenous company rather than

faceless MNCs or foreign companies.

Ram: That’s very interesting. When will you be available for employment?

Gita : Immediately, Sir.

Ram: Great. I will get back to you in a couple of days through e-mail.

Gita : OK, Sir. And thank you for your time.

Ram: You are welcome Gita. Have a good day.

Gita : Thank you, Sir.

Interviewer: “Tell me about yourself?”

Interviewee: “I am a software engineer with 4 years of experience in „Sales Force‟ domain with expertise

in Customer Relationship Management process. Leaving aside that, I am a jovial person who loves to

hitch-hike and indulge in white water rafting whenever time permits. All in all, a team person who loves to

face challenges and deliver on deadlines!”

Interviewer: “Can you briefly explain what role you played in Customer Relationship Management

process for Sales Force?”

Interviewee: “Yes, sure. I was a team lead while designing the Customer Relationship Management

software for Sales Force. The project was regarding an international retail chain. With a team of 15

members I was able to successfully pin –point and utilize the factors affecting the footfall at the store and

thus, helped the client achieve a growth of 30% in sales.”

Interviewer: “Great! So, how do you thing you fit in our organization?”

Interviewee: “I wish to make a career in IT industry and keeping in mind my long term goals, I believe


report

that associating with this organization will be the most prudent step. In here, I would surely be able to

further utilize my skills in the most effective manner and also, obtain a chance of acquiring newer skills

and honing the same.”

report on communication english

Documents

Transcript of report on communication english