Functional English

Functional English is usage of the English language required to perform

a specific function like academic study or career progression. Functional
English provides the essential knowledge, skills and understanding that
will enable the user to operate confidently, effectively and independently
in life and at work. Individuals who possess these skills will be able to
participate and progress in education, training and employment as well
as develop and secure the broader range of aptitude, attitude and
behaviour that will enable them to make a positive contribution to the
communities in which they live and work.
Functional skills are the essential elements of English that help people to
develop higher levels of practical skill, which they can apply to real life
contexts. To develop the functional skills it is prerequisite to build
vocabulary.
Building Vocabulary

The various techniques to build vocabulary are

• Synonyms and Antonyms

• Prefix and Suffix

• Phrasal Verbs

• Collocations

• Idioms

• One –Word Substitutes

• Study of Word Origin
• Analogy
• Business Vocabulary

Synonyms are words that have the same, or almost the same, meaning
as another word.
Antonyms are words that have the opposite meaning of another word.
Choosing the right synonym refines your writing.
 Learning common antonyms sharpens your sense of language and
expands your vocabulary.

Write the synonyms for the following words:

1. Authentic - Genuine, Real, Legitimate

2. Calm - Serene, Tranquil, Peaceful
3. Ferocious - Fierce, Savage, Vicious
4. Genuine - Authentic, Real, Legitimate
5. Hazardous - Dangerous, Risky, Perilous
6. Magnificent - Grand, Splendid, Majestic
7. Opulent - Luxurious, Wealthy, Affluent
8. Pensive - Thoughtful, Reflective, Contemplative
9. Splendid - Gorgeous, Elegant, Exquisite
10. Zeal - Enthusiasm, Passion, Ardor

Write the antonyms for the following words.

1. Ability - Inability
2. Affinity - Aversion
3. Benevolent - Malevolent
4. Care - Neglect
5. Condense - Expand
6. Energetic – Lethargic
7. Happiness - Misery
8. Knowledge - Ignorance
9. Prudent – Reckless
10. Virtue - Vice

A root word is a word or word part that forms the basis of new words
through the addition of prefixes and suffixes. In traditional root words,
these words come from Latin and Greek, and typically do not stand
alone as a complete word. Understanding the meanings of common
roots can help you out the meanings of new words as you encounter
them.
Use the prefix and form words.
1. Ambi- (both) - Ambidextrous
2. Ante- (before) - Antecedent
3. Auto- (self) - Autobiography
4. Bi- (two) - Bilingual
5. Demi- (half) - Demigod
6. Em- (cause to) - Employ
7. En- (cause to) - Enable
8. Ex- (out) - Export
9. Extra- (beyond) - Extracurricular
10. Hemi- (half) - Hemisphere
SUFFIXES

➢ 1. Acy - Democracy
➢ 2. Age - Marriage
➢ 3. Al - Musical
➢ 4. Ance - Guidance
➢ 5. Ant - Abundant
➢ 6. Action - Reaction
➢ 7. Cy - Democracy
➢ 8. Ence - Difference
➢ 9. Hood - Childhood
➢ 10. Ing - Running

One Word Substitutes

One word Substitution is one of the integral parts of vocabulary. One
Word Substitution simply means using a specific word replacing a
wordy phrase or sentence and making it shorter, concise and clearer
to understand. This way, the word becomes identical with the sentence
thus providing the same meaning as the wordy sentence.
One easy method of doing one word substitution is by using the root
method. Roots are nothing but the words from which the main word has
been derived.
Write one word substitutes for the following phrases/sentences.
CRACY = RULE / GOVERNMENT

- A government by the people - Democracy

- A government by a king or queen – Monarchy

- A government by the officials – Bureaucracy

- A government by the rich - Plutocracy

- A government by few - Oligarchy

- A government by the nobles - Aristocracy

OMNI = ALL
- One who is all powerful - Omnipotent
- One who is present everywhere – Omnipresent
- One who knows everything – Omniscient CIDE= KILLING

- Killing of a human being – Homicide

- Killing/Murder of a king - Regicide

- Killing of an Infant/newborn baby - Infanticide

- Killing of a race or community - Genocide

- Killing of One's sister - Sororicide

- Killing of self or self-murder - Suicide

- Killing of either or both parents - Parricide

- Killing of one's brother - Fratricide

One Word Substitution of Groups
• A place where many types of Images are stored-
• A group of a house in a village-
• A pair of pigeons-
• A bundle of cotton or clothes-
• A list or collection of books or info graphics.-

Idioms
An idiom is a phrase, saying, or a group of words with a metaphorical
(not literal) meaning, which has become accepted in common usage.
Write the following idioms in your own sentences.
Idioms Meaning
S.no Idioms Meaning
1 a hot potato a controversial issue or situation that is awkward
or unpleasant to deal with
2. once in a blue Very rarely
moon
3 raining cats and Raining heavily
dogs
4 Devil’s advocate one who presents a counter argument
5 make a mountain to exaggerate a minor difficulty
out of a mole hill
6 white elephant an expensive item with no use or purpose
7 a blessing in a good thing that seemed bad at first
disguise
8 storm in a tea cup an
excessive enthusiasm or rage about a minor matter
9 speak of the devil When someone comes in unexpectedly while
being talked about
10 the ball is in your the initiative for taking action lies with somebody
court
11 break the ice to do or say something that makes people feel
more comfortable, especially at the start of a
meeting or party
12 no pain no gain it is necessary to work hard or strive to reap
reward
13 part and parcel something that is a basic or essential element of
 the whole
14 no picnic used to express that an activity or action is not fun
15 jump to conclusion to predict a situation without having sufficient
information
16 put in cold storage to keep a work pending
17 keep the ball to continue the work
rolling
18 pass the buck passing blame to another person
19 in cold blood in a cruel way and without pity or other emotion
20 sweep under the try to hide a problem or keep a problem secret
rug instead of dealing with it

Phrasal Verbs
A combination of a verb and an adverb or a verb and a preposition,
or both in which the combination has a meaning different from the
meaning of the words considered separately.
1 Act on To take action because of something like information
received.
2 Act up Behave badly or strangely.
3 Back down Retract or withdraw your position or proposal in an
argument.
4 Back off Retreat.
5 Bash in Break, damage or injure by hitting
6 Calm down Relax after being angry
7 Drop out Quit a class, school
8 Fall apart Break into pieces
9 Give in Reluctantly stop fighting or arguing
10 Look down on To consider inferior
11 Lash into Criticise strongly
12 Move up Move to make space
13 Phase out Remove gradually
14 Run over Go over quickly as a reminder
15 See -through Detect the through nature of
16 Look upon obey
17 Make for Move towards a place
18 Take off Put off
19 Turn on Let it works
20 Work at Be engaged in
 Study of Word Origin
Etymology is the study of the origin of words and how the meaning of
words has changed over the course of history.
Analogy
An analogy means a comparison between one thing and another,
typically for the purpose of explanation or clarification.

Collocations
Collocation is the combination of words formed when two or more words
are often used together in a way that sounds correct.
Business vocabulary
Business vocabulary words and phrases are terms used to describe
events, outcomes, tasks, entities and processes in the workplace.
The stronger your business vocabulary is, the better you will be at
communicating important thoughts and concepts to others in your work
environment.

Role Play
What is Role Play?
Role play is the act of imitating the character and behaviour of someone
who is different from yourself.
What is the importance of Role Play?
A role play area is a fun and a 'playful' activity but also a key component
in student's learning. It is a social space that develops speaking and
listening skills, as well as giving student the opportunity to reflect on and
develop their knowledge of a topic, whilst sparking and enhancing
creativity and imagination.
Write dialogues any one of the following situations.
1. You manage a clothes shop. Two of your employees have asked for a
vacation time during the Christmas season. You rejected their request
because Christmas is your busiest season. Now, another one of your
employees would like to speak with you.
2. You are a junior doctor on a ward with a very sick patient who has
been waiting for the results of several tests and scans to come back.
The results arrive but you aren’t able to tell the patient her results until
the Registrar arrives, and he has been held up and will be late. Upon
hearing this, the patient becomes angry and insists that you tell her what
her results are.

1. ROLE PLAY
Employee: Hi Rishika, do you have a moment?
Rishika: Of course, please come in. What's on your mind?
Employee: Well, I've been thinking about taking some time off during
the Christmas season. I know it's a busy time for the shop, but I've had
this planned for a while.
Rishika: I understand, and I appreciate you coming to talk to me about
it. Christmas is indeed our busiest time, and we've already denied
vacation requests from a couple of other employees for that period. Can
you share more details about your plans?
Employee: I totally get that it's a crucial time for the shop, but my family
has planned a gathering, and I haven't been able to join them for a few
years now.
Rishika: I appreciate you sharing that with me. It's essential for us to
keep the shop running smoothly during the holidays. We've already
denied similar requests, and it wouldn't be fair to grant exceptions. Can
we perhaps look at scheduling your time off for a less busy period next
year?
Employee: I understand the situation, but is there any way we can find a
compromise? Maybe I can work extra shifts before or after my time off to
help cover for the busy season.
Rishika: I appreciate your willingness to find a solution. Let's look at the
schedule and see if we can make adjustments. We need to ensure the
shop is adequately staffed during the Christmas rush. If we can find a
balance, I'm open to exploring options.
Employee: Thank you for considering it, Rishika. I really want to be here
to support the team, but family is important to me too.
Rishika: I completely understand. Let's see if we can find a solution that
works for everyone and keeps the shop running smoothly. We'll take a
look at the schedule together and go from there.
2. ACTIVITIES on READING COMPREHENSION

Reading comprehension is the ability to process text, understand its meaning, and
to integrate with what is already known. Fundamental skills required in efficient
reading comprehension are -knowing meaning of words, ability to understand
meaning of a word from discourse context, ability to follow organization of passage
and to identify antecedents and references in it.
The various reading strategies are:
• Intensive reading
• Extensive reading
• Skimming
• Scanning
• Global comprehension
• Local comprehension
• Prediction
• Inference
Intensive reading - Reading in detail with specific learning aims and tasks. The
purpose of intensive reading is to focus on content and grammatical structures.
Intensive reading develops critical thinking, analytical skills, along with improving
reading skills.
Extensive reading - Reading texts for enjoyment and to develop general reading
skills. Extensive Reading helps learners to build reading speed and reading
fluency.
Skimming- Skimming is one of the tools you can use to read more in less
time. Skimming refers to looking only for the general or main ideas, and works best
with non-fiction (or factual) material. With skimming, your overall understanding is
reduced because you don’t read everything. You read only what is important to your
purpose. Skimming takes place while reading and allows you to look for details in
addition to the main ideas.
Scanning - Scanning is a method of selective reading, when searching for a
particular fact or answer to a question. Scanning can best be described as
a looking rather than a reading process.
Global Comprehension - Global comprehension is the understanding of a longer text
in its totality. The term global comprehension is associated with extensive reading.
Local Comprehension - Local comprehension is the skill of reading a piece of text
closely or intensely for the purpose of extracting specific information from the text.
This skill is referred to as intensive reading skill.
Prediction - A prediction is an educated guess (often about explicit details) that can
be confirmed or denied.
Inference - Inference in general is drawing conclusions based on observation.
Critical reading means that a reader applies certain processes, models, questions,
and theories that result in enhanced clarity and comprehension. Critical reading is
a form of language analysis that does not take the given text at face value, but
involves a deeper examination of the claims put forth as well as the supporting points
and possible counterarguments. The aim of critical reading is not to find fault, but to
assess the strength of the evidence and the argument. It is just as useful to conclude
that a study, or an article, presents very strong evidence and a well-reasoned
argument, as it is to identify the studies or articles that are weak.

EFFECTIVE GOOGLING - Google search is a very powerful search tool. It is helpful

and convenient, though tried and true tool for the daily work flow, we don’t always
right away find the answers we are looking for.

An effective search is one that: Returns results on highly likely matches or on

the correct individuals. Doesn't overwhelm you with too many results or
underwhelm you with too little or no results. To get the results, choose words
carefully, use important descriptive words. Use tabs, quotes and hyphens should be
used to exclude words, colons to search specific site, for desirable results keep it
simple.

Activities:
Read the passage and answer the following questions.
The history of UFOs.
Unidentified Flying Object (or “UFO”) is a term commonly used to describe lights or
shapes in the sky. It was first coined by the United States Air Force in 1952 to
describe sightings of mysterious objects in the sky that could not be explained even
after careful investigation. Nowadays UFOs are spotted frequently, and feature in
numerous movies and TV shows. Another popular name for such an object is,
“Flying Saucer,” in reference to the round shape of many UFOs.

The first widely publicized UFO sighting was in 1947, by a pilot called Kenneth
Arnold. Following this event, public sightings of UFOs increased dramatically. Movies
and TV shows began featuring visitors from outer space, arriving on earth in flying
saucers. With the popularity of these images, many people claimed to have seen
lights in the sky. Some experts believe that people simply think they see UFOs
because of the influence of TV and movies.

However, experts estimate that as little as 5% of these sightings could be called

“unidentified.” Usually these lights are made by aircraft, satellites, or weather
balloons. Top secret air force activities during the Cold War may have been
responsible for many of the UFO sightings in America and Europe. Although not
actually aliens, the secretive nature of these flying objects is definitely unidentified.

Another popular idea concerning UFOs concerns the role of world governments.
Specifically, people believe that the US government has discovered alien life and
operates a “cover-up” to hide the truth from the public. The most widely believed
cover-up is that of the Roswell Incident. In July, 1947, a UFO supposedly landed in
Roswell, New Mexico, and was examined and hidden by government agents. There
have been many investigations into the Roswell Incident, however, these reports
always claim that no such event occurred.

Questions

1st Reading (Skimming)

Read through the article and answer each of the following questions.

1. What is the purpose of this report?

- a) To describe the history of alien life.

- b) To describe government cover-ups.

- c) To describe the history of UFO sightings.

- d) To describe UFOs in popular movies.

- Answer: c) To describe the history of UFO sightings.

2. Why are UFO sightings so controversial?

- a) They have never been proved.

- b) There are many sightings.

- c) The government covers up sightings.

- d) There are very few UFO sightings.

- Answer: c) The government covers up sightings.

2nd Reading (Scanning)

Read the text carefully and answer each of the following questions in the form
of a sentence or a short paragraph.

3. Why is Kenneth Arnold famous among UFO believers?

- a) He was at Roswell in 1947.

- b) He found a UFO in 1952.

- c) He saw a UFO in 1947.

- d) He saw a UFO in 1952.

- Answer: c) He saw a UFO in 1947.

4. How do experts explain many UFO sightings?

- a) There are many alien visitors to earth.

- b) TV and movies make people believe they see UFOs.

- c) Government cover-ups make people paranoid.

- d) They have no idea why there are so many sightings.

- Answer: b) TV and movies make people believe they see UFOs.

5. What do many people believe happened at Roswell?

- a) Famous movies were made.

- b) Kenneth Arnold was born.

- c) The first UFO sighting.

- d) A UFO landed there.

- Answer: d) A UFO landed there.

6. Which of the following is true?

- a) The first UFO was spotted in 1952.

- b) The word “UFO” was first used in 1952.

- c) The Roswell Incident occurred in 1952.

- d) A UFO landed in America in 1952.

- Answer: b) The word “UFO” was first used in 1952.

7. What influence did the Cold War have upon UFO sightings?

- a) American pilots saw a UFO in the Cold War.

- b) More UFO movies were made in the Cold War.

- c) Lots of government cover-ups occurred.

- d) Top-secret air force activities caused more sightings.

Answer: d) Top-secret air force activities caused more sightings

8. State whether the following statements about the reading are true (T) or false (F)
according to the information in the passage.

- a) Kenneth Arnold saw the first UFO. (False)

- b) The Roswell incident occurred in 1952. (False)

- c) Experts say many normal things account for UFO sightings. (True)

- d) Flying saucers are square-shaped. (False)

Circle the best answer for each question about the reading passage

1.Which of the following is true?

a) The first UFO was spotted in 1952.

b) The word “UFO” was first used in 1952.

c) The Roswell Incident occurred in 1952.

d) A UFO landed in America in 1952.

2.What influence did the Cold War have upon UFO sightings?

a) American pilots saw a UFO in the Cold War.

b) More UFO movies were made in the Cold War.

c) Lots of government cover-ups occurred.

d) Top secret air force activities caused more sightings.

Activity on prediction.

Read the passage and answer the question based on what you think might have
happened.

Angela threw the bedspread over the bed and fussed with it until it was free of
wrinkles. She dusted her dresser and straightened the knickknacks. As she was
leaving the room, she noticed that a picture frame on the nightstand was slightly
crooked. She went back into the room and straightened the picture frame. She
examined her bedroom one more time and gave it a satisfied nod, and then she went
to vacuum the living room. As she was running the vacuum, her three-year-old son
Jason walked into Angela's bedroom. He was drinking a glass of grape juice and
playing with his cars. Angela's bedspread fell as he raced his cars off the bed. While
hitting an imaginary jump with his cars, he bumped into the nightstand and knocked
over Angela's picture frame. Then, while he lined his cars up at the starting line of a
pretend race, he kicked over the grape juice and it spilled all over Angela's white
carpet. Jason didn't notice. After Angela finished vacuuming the living room, she tied
the cord around the vacuum and went to return it to her bedroom...

What event is most likely to occur next?

A. Next, Angela is likely to discover the mess in her bedroom, including the knocked-
over picture frame and the spilled grape juice on the white carpet caused by her son
Jason's playtime.

Activity on Inference

Read the passage and answer the question based on your inference.

Thunder struck and rain poured. Max stared blankly out the window, trying to contain
his emotions that raged like the weather. He was beginning to lose it. Dropping the
kite from his hand, Max broke out into full sob. His mother comforted him, “There,
there, Max. We’ll just find something else to do.” She began to unpack the picnic
basket that was on the counter and offered him a sandwich. Max snapped, “I don’t
wanna sand-mich!” A flash from the sky lit up the living room. Boom! Mom sighed.

Why is Max upset?

A. Max's frustration is evident as thunder roars and rain pours outside. Staring
blankly out the window, he struggles to contain his emotions, mirroring the turbulent
weather.

The disappointment becomes overwhelming, and he drops his kite, breaking into a
full sob. Seeking comfort, his mother reassures him with gentle words, expressing
their need to find an alternative activity.

As she unpacks a picnic basket, offering him a sandwich, Max reacts with irritation,
exclaiming, "I don't wanna sandwich!" The emotional atmosphere is heightened by a
flash of lightning, followed by a resounding boom of thunder. In this moment, Max's
upset is clear, stemming from the thwarted plans of flying his kite due to the stormy
weather.
 ACTIVITIES ON WRITING SKILLS

Writing skills are an important part of communication. Good writing skills allow you to
communicate your message with clarity and ease to a far larger audience than
through face-to-face or telephone conversations.

Few communications like - Writing a report, plan or strategy at work; writing a grant
application or press release within a volunteering role; or communicating ideas
online via a blog, writing a CV or résumé with no spelling or grammatical mistakes,
writing official/formal letters are necessary aspects of formal written communication.

To write these effective written communication skills are necessary.

To improve written communication

1. Read as much as you can.

2. Keep an English dictionary.
3. Brush up your grammar.
4. Check your spelling before and after writing.
5. Keep a diary in English.
6. Learn how to expand your basic sentences into more elaborate ones.
7. Learn how to organize a paragraph. ...
8. Write an outline.

Letter writing

Writing a Formal Letter In a formal letter often you are addressing a person or
organization with whom you are not familiar and the quality of your content, including
spelling and grammar will be strongly scrutinized.
Layout of the formal letter:
Sender's Address
Date:
Inside Address: The inside address is the recipient's address.
Body:
Closing
Enclosures:
Format and Font Block Format: When writing business letters, you must pay special
attention to the format and font used. The most common layout of a business letter is
known as block format. Using this format, the entire letter is left justified and single
spaced except for a double space between paragraphs.
Font : Another important factor in the readability of a letter is the font. The generally
accepted font is Times New Roman, size 12.

Resume writing
Key Elements of a Resume

Personal Information
Name, Telephone number
E-mail address.

Objective

In one short sentence summarize your goal for your job search.
The goal statement should be related to the specific position for which you are
applying. It is also effective to highlight your skills in the goal statement.

Education

Work Experience
Awards and Honors
Activities/Hobbies
Skills
References

Resume Writing Do's

Keep your resume clear and concise

Proofread your resume numerous times

Limit your resume to two pages

Tailor your resume to suit the position you are applying for

Highlight what you have accomplished

Be honest

Quantify your achievements

Use simple words and action verbs

Include unpaid work that show off your skills

Double check and include your contact information.

Write a resume along with a cover letter applying for the job of a Design
Engineer.
The applicant must have 10 years of experience in testing, evaluating, and
analysing software for CDMA mobile phones and designing, implementing,
and executing test cases for Java J2ME API’s as per internal-external
customer requirements.
Send the resume to Avaya Pune Development centre, Wing A, Level 2, tower
1, Cybercity, Megarpatta, PUNE.

John Doe
123 Main Street
Anytown, USA 12345
[email protected]
(555) 555-5555

22-01-2024

Hiring Manager
Avaya Pune Development Centre
Wing A, Level 2, Tower 1
Cybercity, Megarpatta
Pune 411013

Dear Hiring Manager,

I am writing to express my keen interest in the Design Engineer position at

Avaya Pune Development Centre, as recently advertised. Leveraging over a
decade of experience in testing, evaluating, and analyzing software for CDMA
mobile phones, coupled with a proven track record in designing, implementing,
and executing test cases for Java J2ME APIs, I am enthusiastic about the
prospect of contributing to your esteemed team.

Professional Experience:

Design Engineer - Innovate Tech Solutions, Pune (January 2012 – Present)

- Spearheaded comprehensive software testing projects for CDMA mobile
phones, ensuring rigorous adherence to quality standards.
- Collaborated seamlessly with cross-functional teams to conceptualize and
execute detailed test plans.
- Demonstrated proficiency in designing, implementing, and executing test
cases for Java J2ME APIs, consistently exceeding internal and external customer
requirements.

Key Achievements:
- Successfully delivered projects within stringent timelines, surpassing quality
expectations.
- Played a pivotal role in maintaining product adherence to the highest
standards.

Skills:
- Proficient in Software Testing and Java J2ME APIs
- Expertise in Test Case Design
- Effective Cross-functional Collaboration
- Proven Project Leadership
- Strong Analytical and Problem-solving Skills
- Excellent Communication Skills

I am excited about the opportunity to bring my technical skills, leadership

experience, and dedication to innovation to Avaya Pune Development Centre.
My background aligns seamlessly with the requirements of the position, and I
am eager to contribute to the success of your team.

Enclosed is my resume, providing further details about my professional

achievements and qualifications. I would welcome the opportunity to discuss
how my skills and experiences align with your needs in more detail. Thank you
for considering my application.

I look forward to the possibility of an interview to discuss how I can contribute

to the success of Avaya Pune Development Centre.

Sincerely,

John Doe

e-correspondence: -Correspondence is an integrated

information management system for organizing and tracking
large amounts of correspondence generated within an
organization. It brings both the in com ing and outg oing
co rresponde nce man agemen t p ro ce sses into a sing le coh esive
system with a ll the outg oing co rrespond ence ge ne rate d an d sent f rom
with in the syste m.

A ssum e that you have to wr ite an e -m ail to the Librar ian -in-
Charg e of the centr al libr ar y of your Univer sity r equesting him to
send you inform ation r eg ard ing new arr ivals in the libr ary.

Subject: Inquiry Regarding New Arrivals in the Central Library

Dear Librarian-in-Charge,

I hope this email finds you well. My name is John Doe, and I am a Computer
Science student at the University of XYZ (University ID: U123456). I am reaching
out to request information regarding the new arrivals at the Central Library.
As part of my academic pursuits, I am keen on staying updated with the latest
resources and publications relevant to my field of study. Therefore, I would
greatly appreciate it if you could provide me with details on the recent
acquisitions in the library.

Specifically, I am interested in knowing about new books, journals, and any

other materials that have been added to the collection. Additionally, if there are
any upcoming events, workshops, or special collections, I would be grateful to
receive information about those as well.

If possible, could you please share a list or catalog of the new arrivals or provide
guidance on how I can access this information online?
Thank you very much for your time and assistance. I value the resources
available at our university's library, and I believe that staying informed about
new arrivals will greatly benefit my academic pursuits.

Looking forward to your prompt response.

Best regards,

John Doe
University ID: U123456
Email: [email protected]
Phone: (555) 555-5555
Program: Computer Science
University: University of XYZ
REPORT WRITING
WHAT IS REPORT?
A report is a formal document that elaborates on a topic using facts, charts, and
graphs to support its arguments and findings.
A report is written for a clear purpose and to a particular audience. Specific
information and evidence are presented, analysed and applied to a particular
problem or issue.
The information is presented in a clearly structured format making use of sections
and headings so that the information is easy to locate and follow.

Different Types of Reports

While the basics of any report are the same, there are notable differences between
academic, business, and technical reports.

• Academic Writing:

The academic writing is extremely formal.

Typically, it should be free of contractions and any sort of slang.

• Business Writing:

Business writing also takes on a formal tone.

The goal in a business report is to present new initiatives and "get things
done."

• Technical Writing:

Technical reports focus on how to do something.

While an academic or even a business report will attempt to prove something,

a technical report is more descriptive in nature.

The structure of a report

Reports are usually arranged in sections, each with a clear heading. A simple
report is likely to include at least the following:

Simple report sections

Title Page
 This should briefly but explicitly describe the purpose of the report

Terms of Reference

Under this heading you could include a brief explanation of who will read the
report (audience) why it was written (purpose) and how it was written
(methods). It may be in the form of a subtitle or a single paragraph.

Summary (Abstract)

The summary should briefly describe the content of the report.

Contents (Table of Contents)

The contents page should list the different chapters and/or headings together with
the page numbers.

Introduction

The introduction sets the scene for the main body of the report. The aims and
objectives of the report should be explained in detail. Any problems or limitations in
the scope of the report should be identified, and a description of research methods,
the parameters of the research and any necessary background history should be
included.

Discussion

The main body of the report is where you discuss your material. The facts and
evidence you have gathered should be analysed and discussed with specific
reference to the problem or issue. If your discussion section is lengthy you might
divide it into section headings.

Conclusion

In the conclusion you should show the overall significance of what has been
covered. You may want to remind the reader of the most important points that have
been made in the report or highlight what you consider to be the most central issues
or findings. However, no new material should be introduced in the conclusion.

Appendices

Under this heading you should include all the supporting information you have used
that is not published. This might include tables, graphs, questionnaires, surveys or
transcripts.
Bibliography

Your bibliography should list, in alphabetical order by author, all published sources
referred to in your report. There are different styles of using references and
bibliographies.

Acknowledgements

Where appropriate you may wish to acknowledge the assistance of particular

organisations or individuals who provided information, advice or help.

Glossary of Technical Terms

It is useful to provide an alphabetical list of technical terms with a brief, clear

description of each term. You can also include in this section explanations of the
acronyms, abbreviations or standard units used in your report.

Language of report writing

Reports use clear and concise language, which can differ considerably from
essay writing.

They are often broken down in to sections, which each have their own
headings and sub-headings. These sections may include bullet point

numbering as well as more structured sentences. Paragraphs are usually

shorter in a report than in an essay.

Both essays and reports are examples of academic writing. You are expected
to use grammatically correct sentence structure, vocabulary and punctuation.

Types of Reports

Progress reports:

It is the information regarding the progress made on a particular project or an

assignment over a period of time

Justification reports: to justify specific recommendations /proposals

Compliance reports: tell us whether a business/product/ strategy/proposal adheres

to the established guidelines or procedures

Annual reports: about the activities conducted /organised by an organisation

throughout the year

Feasibility reports: state a need or proposed idea and recommends a course of

action based on that
Business reports: talk about a plan to start a new business or venture. …..about
investments, methods of production, marketing the product, funding, the returns
expected etc…

Technical reports: define a set of requirements that a product or assembly must

meet or exceed.

Book reports: present the gist of the content and the major features of the book.
 UNIT 4
PRESENTATION SKILLS
Presentation skills can be defined as a set of abilities that enable an individual to: interact
with the audience; transmit the messages with clarity; engage the audience in the
presentation; and interpret and understand the mindsets of the listeners. These skills refine
the way you put forward your messages and enhance your persuasive powers.

How to Improve Presentation Skills

Development of good presentation skills is possible if the following aspects are considered
but these require efforts and hard work.

• Research the Audience before Presenting: This will enable you to better understand the
traits of the audience. You can then develop messages that can be better understood by your
target audience..
• Structure your Presentation Effectively: The best way to do this is to start with telling the
audience, in the introduction, what you are going to present. Follow this by presenting the
idea, and finish off the presentation by repeating the main points.
• Do a lot of Practice: Rehearse but do not go for memorizing the presentation. Rehearsals
reduce your anxiety and enable you to look confident on the presentation day.

• Take a Workshop: Most medium and large businesses allow their employees to take
employee development courses and workshops, as well-trained employees are essential to the
success of any company.

PPTs
Slideshows are quick to produce, easy to update and an effective way to inject visual
interest into almost any presentation. The key to success is to make certain your
slideshow is a visual aid and not a visual distraction. The purpose of presentation is to
educate, to inform or to entertain.
Tips for Effective Presentations:
• Keep it simple. Keep your slides simple. It’s the visual backdrop to what you are
going to say. The most recommended PowerPoint tip for your productivity is called
simplicity.
• Reduce the text. Less is more when it is about the text on your slides. ...
• Plan your content first. Think about the message you want to convey and use it to
write an outline.
• Use PowerPoint templates. Start with a template to break through any creative blocks.
• Use PowerPoint Shapes for visuals. PowerPoint Shapes is the most powerful
graphical tool in your control.
• Choose the right fonts that are modern and pleasing..
• Use visual metaphors for your data. Visuals help everyone get the context behind data
at a faster rate. Business executives are used to spreadsheets.
• Customize your slides for different audiences. Save yourself a lot of time by reusing
your slides for different audiences.
• Rehearse Your Presentation. Prepare your presentation according to the time allotted.
• Make your PowerPoint presentations accessible. Use PowerPoint’s built-in
Accessibility Checker to prepare your slides for people with disabilities. Do not read
from your slides.
• Do not speak to your slides.
• Many presenters face their presentation onscreen rather than their audience.
• Determine the beginning, middle and the end for more clarity.
• Decide what you want your audience to take away from your presentation.
 UNIT 5
GROUP DISCUSSION
Group Discussion (GD) is a formal discussion which involves a group of participants who
discuss a given topic or case. It is a methodology used by organizations to gauge whether a
candidate possesses certain personality traits and skills. Regarded as an effective tool in the
recruitment process besides job interviews, GD plays a vital role in the selection of the best
and the most suitable candidates from many who apply for the same position.
Evaluation components:
• Clarity of thought and reasoning ability
• Leadership and discernment
• Openness and objectivity
• Initiative and assertiveness
• Awareness and knowledge
• Motivation and zeal
• Patience and composure
• Active listening skills
• Maturity in expression

Types of Group Discussion

Generally, group discussion categorized into two categories:

• Topic-Based Group Discussion: In this discussion, a topic is provided to the

candidates about what they have to perform the discussion. This logic has been drawn
from the actual work scenarios. In this discussion, the given topics are of three kinds
i.e. Factual topics, Controversial topics and Abstract topics (related to intangible
things).
• Case-Based Group Discussion: Instead of the topics, small case studies are given to
the candidates which leads to the questions and they have to discuss those questions.
This will help in finding out the problem-solving abilities of the candidates.

Do’s of Group Discussion

There are several things about which you have to be careful while group discussion.

• Speak pleasantly and politely in the group.

• Respect and recognize the contribution of every member and represent it with a nod
or a smile.
• Agree and acknowledge whatever you find interesting.
• Disagree politely because it is a discussion and not an argument.
• Do a mental revision of what you are going to say. Think of how you can best answer
the question or contribute to the topic.
• Stick to the theme of discussion and not get engaged in other irrelevant discussions.
• Follow etiquettes while speaking.
• Be confident.
Don’ts of Group Discussion

• Don’t display strong emotions.

• Don’t deviate from the topic.
• Don’t indulge in parallel discussions.
• Don’t speak loudly or aggressively. Always use a moderate tone and a medium pitch.
• Don’t do gestures like finger pointing and table thumping. This can appear aggressive,
so limit your body gestures.
• Don’t dominate the discussion. As confident speakers should allow the quieter, a
chance to speak up and contribute to the discussion.
• Don’t draw too much on personal experience.
• Don’t interrupt when someone else is speaking. Wait for a speaker to finish before
you speak.
• Don’t end without proper conclusion.

Topics for Group Discussion:

1. Educational qualifications for Politicians

2. E-Learning: A substitute for classroom Learning
3. Social Media: impact on human behaviour and society
4. Cricket is overpowering other sports in India
5. Knowledge is the biggest asset one can accumulate
6. Indian villages: our strength or weakness?
7. Are Indians less quality conscious?
 INTERVIEW SKILLS

An interview is a type of conversation where questions are asked to obtain information. It is a

formal consultation usually to evaluate qualifications (as of a prospective student or
employee). It is a process in which the employer gets an opportunity to see whether the
candidate is suitable for the position vacant, and the candidate tries to prove that he/she
possesses the desired skills and knowledge. A job interview is one in which a candidate
seeking employment is interviewed by one or more people in order to assess the suitability
for particular position.

Types of Interviews:

• Job interview
• Promotion interview
• Exit interview
• Reprimand interview
• Grievance interview
• orientation interview

Most desirable qualities in a candidate:

Being focused, goal-oriented and self –driven
Good subject knowledge
Being a good team player
Effective use of language
Paralinguistic features

DO’s and Don’ts

Do’s Don’ts
Do your research Be too tense
Dress professionally Interrupt
Arrive on time Exaggerate your level of experience
Prepare to ask some questions Give yes or no answers
Be polite and courteous Lie about your skills
Carry a copy of your Resume’ Chew gum or boast
Close the interview properly Forget to thank the panel

FAQs
1. Tell me about yourself.
2. Why did you leave your previous job?
3. What experience do you have in this field?
4. What is your idea of success?
5. What do others think about your strengths?
6. What do others think about your weaknesses?
7. Why do you want to work for this organization?
8. How long would you expect to work for us?
9. What is your philosophy towards work?
10. Are you a team player?