Technical Writing

Skills

Unit 3
3.Technical Writing Skills- 10
hours
• Preparation of short memoranda (Importance, formats)
• Business letters (Importance-purposes)
• Preparation of job application and CV
• Description writing (Process, Mechanism, Place etc.)
• Calling meeting and writing minutes, notification, preparation of
agenda
Presentation
Technical Talk/Presentation
• Talking to group of people is also an important skill for the technical
professional.
• A good talk depends on its best preparatory steps.
• Before writing a talk there two fundamental elements that you have
to think about and they are "audience" and "your purpose".
• The audiences in the talk are specified, especially of the some
professional or academic background.
Ways of presentation or
Technical Talk
1. Extemporaneous talk
• In extemporaneous talk, the speaker has already practiced his her talk at
home and carries only the outline with keywords, statistics, quotations
and some other very important data.
• When he she is in front of the audiences, he she speaks rather than
reads, the speaker tries to give full justice to the rhythm, tone and pace
of the language so as to make it more natural than artificial.
• The next advantage of extemporaneous talk is that the speaker can
easily make an eye contact to the audience and attract their attention
towards the subject matter. That's why; it is more effective and useful
way of talk.
…
2. Reading prepared manuscript
• In this type of talk a speaker comes with a detailed manuscript, and
reads that in front of the audiences.
• There's little eye contact and little variation in pace or tone the talk
and hence it seems artificial.
• The audience may get bored and less attractive towards the speaker.
• However, if the speaker is more conscious about the supra-segmental
features, reading can also be like speaking and seem natural.
How to make presentation
1. Greet the audience and introduce yourself
2. Say what your presentation will focus on.
Example:
In my presentation, I will cover the following points:
…………………………………………………………………………………………………………………
3. Conclude with impressive notes
- Be brief
- Remind the listeners what you have already presented
- Use conclusion markers
- Be open for queries
Memo
• The word ‘memo’ is an abbreviation of
‘memorandum’ (meaning ‘reminder’)
• A formal, typed paper note sent to a co-worker or a
colleague within the same organization
• Memos are concise, they use brief sentences, and
paragraphs
• They are direct to the point
• Not suitable for sending long, complex and
confidential information
 Purpose
- Inform others about a new or changed policy, procedures, organizational details
- Announce meetings, events
- Present decisions, directives, proposals, briefings
- Transmit documents (internal)
- Memos help to bring attention to problems and they solve problems.
Elements
• Memo head (opt)
• Reference no. (opt)
• Receiver
• Sender
• Date
• The subject
• The body
• Signature of the sender
• cc
 Format
MEMO
TO:
FROM:
DATE:
SUBJECT:

(BODY)
…………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………
……………………………………………………………………………………..

Name in short
CC:
Attachment:
 MEMO
TO: All Staff
FROM: Ravi Chitrakar, General Manager
Date: May 10, 2018
Subject: Participating in upcoming book fair

Our company will be participating in the Nepal Education and Book Fair 2018, from May 15 to
22 at Bhrikuti Mandap, Exhibition Hall, Kathmandu. We will set up our stall in the early
morning of May 10 and we will be involved in this big event in a big way this year.
Except for some staff in the sales department, everyone has been assigned specific tasks at the
fair. They should report directly to our stall at Bhrikuti Mandap during the period of the fair.
Please review the attachment for your role in the fair.
rc
CC: Staff members
Attachment: Book fair task for individual staff
Business Letters
Job application letter
• Be specific
• Follow standard format
• Grab attention
• Sell your skills and qualification
• Never volunteer salary information unless an employer asks for it.
• Keep it short—and keep e-mail cover letters even shorter.
• Show some personality
• Aim for high quality
 Format
Sender’s address
Date

Receiver
Organization
Address

Subject :
Dear sir/ madam,
……….
 …
I am writing to express my interest in…/ With reference to/ In response to the
advertisement../ I wish to apply………………. .Since I meet all required
qualification and experience condition, I have preferred this post. I am a young,
energetic, dynamic and dedicated candidate having sound academic background
and work experience in this field. I have passed…………………………. I have
been working in ……….as ………….for…... My work experience
includes…………………… I possess sound command in both spoken and
written English. I have attached my resume and other testimonials along with
this letter.
If I am given an opportunity to work in your company, I will discharge my
duties and responsibilities most sincerely.
Looking forward to hearing from you soon.
Yours sincerely
…………….
 A sample
Mahendranagar, Kanchanpur
May 20 , 2016

The Human Resource Manager

The Food and Agriculture Organization (UNO)
Kathmandu, Nepal

Subject : A job application

Dear Sir/ Madam,

I am writing to express my interest in acquiring a position of Senior National
Administrative Officer in your organization. I am very familiar with your organization’s
excellent reputation for in the field of agriculture and food supply in Nepal and abroad.
Since I meet all required qualification and experience conditions, I have preferred this
job.
.
My experience encompasses 5 years in the field of supply and marketing in
UNDP. I possess excellent persuasive communication skills and I am able to
communicate with people at all job levels. I am experienced in
administrative and logistic skills at both national and international level. I
hold M. Phil. degree in business management from TU, Nepal. I am
extremely detail oriented, highly motivated and my work ethic is second to
none.I possess sound command in both spoken and written English. I have
attached my resume and other testimonials along with this letter.
If I am given an opportunity to work in your company, I will discharge my
duties and responsibilities most sincerely.
Looking forward to hearing from you soon.
Yours sincerely
…………….
Sample Cover Letter - Entry Level Finance Position

Your Contact Information

Address
City, State, Zip Code
Phone Number
Cell Phone Number
Email
Employer Contact Information
Name
Title
Company
Address
City, State, Zip Code
Date

Subject:
 Contd..

Dear Mr./Ms. LastName,

I am very interested in the entry-level position that is available at ABC Investment Partners.
I recently graduated from XYZ University College and am actively seeking employment
with firms in the San Francisco area.
My courses in investments, finance, and business have given me a solid base upon which I
plan to build my career.
During my college internships, I dealt with a variety of budgets and conducted market
research while handling numerous administrative duties. The experience allowed me to learn
important skills and to develop the confidence needed to succeed in a competitive
environment.
I have enclosed my resume for your review. Thank you for your time and consideration.
It would be a pleasure to interview with you and I look forward to hearing from you soon.

Sincerely,
Your Signature (hard copy letter)

Your Typed Name

 Resume/CV

• Heading
• Career objective
• Summary of qualification
• Education
• Work experience
• Trainings
• Capabilities and skills
• Awards, honours and activities
• Hobbies and interests
• References
 .

Min Prasad Dawadi

Dudhpokhari 2, Lamjung
Phone- 9848727039, office- 099418131
Email- [email protected]

Objective: To gain excellence in the field of teaching language and literature

Academic Qualification:
• M.Phil.in English ( Running)
• M. Ed., in English from TU, 2011
• M. A., in English from TU, 2003
• B. Ed. in English, from TU, 2003
• B.A. in English from TU, 2001
• Intermediate in Mgmt. from TU, 1998
• SLC, from HMG Board Nepal, 1996
Contd…
Work Experience:
• Working as PGT English at SAMV Chitwan since 2076, Bhadra
• Working as a lecturer at Bhuwanishankar Multiple college, Chitwan since 2076 Mansir
• Worked as an Assistant Professor at Janajyoti Multiple Campus, Kanchanpur since 2063 B.S.
• Worked as an Assistant Professor at Amity College, Kanchanpur since 2066 B. S.
• Worked as an English language instructor of Hospitality English at Far-western Educational
Foundation, Kanchanpur since 2072 B.S.
• Worked as the campus Chief of Janajyoti Multiple Campus from 2071 to 2073 B.S.
• Worked as Higher Secondary English Teacher at Jaycees Higher Secondary School,
Kanchanpur from 2068 to 2070 B.S.
• Worked as secondary level English Instructor at Newton High School Kathmandu from 2060 to
2063 B.S.
 .

TRAINING AND PARTICIPATION

• Advanced English language course from Instituto d’ Alberta, Kathmandu
• English Conversation and Proficiency Course from American Language Centre , Kathmandu
• Paper presentation on 4th NELTA Coference, Kanchanpur
• Participation in two day training on Research and Report Writing conducted by FoM, TU
• Participation in dissemination program on semester system of MBS and M.Ed. Conducted by TU
• Participation in an orientation program on Evaluation system conducted by PU

HONOR:
Received letters of appreciation for 100% result in 2067 B.S., 2070 B.S., 2071 B.S. and 2073
B.S. from Janajyoti Multiple College, Kanchanpur

Affiliation:
Life member of NELTA
Life member of Scholars’ Association of Nepal
 Contd…
TEACHING SPECIALIZATIONS:
• General English
• ELT and Linguistics
• Sociolinguistics, SLA and Applied Linguistics
• Literature and Critical Thinking
• Business and Managerial Communication
• Hospitality English

RERERENCES:
Mr. Bholanath Sharma, Campus Chief, Janajyoti Multiple Campus, Kanchanpur
Mr.Rabindra Awasti, Principal, Amity College, Kanchanpur
 .

Bimala Thapa Magar

Rukum Municipality-10
Province No-6, Nepal
Telephone: (077-44425260), 9833000000
Email: [email protected]
Career Objective
To obtain a management position, in which I am given the opportunity to play a direct role in the unlimited growth and
success of solid organization.
Education
2012 MBS, Central Department of Management, TU
2009 BBS, TU, Nepal Commerce campus, Kathmandu
2006 +2, HSEB, Darwin International Collage, Darchula
2004 SLC, ABC High School, Nepal Board, Dang
Relevant Work Experience
Worked as Assistant Manager in Sun Rise, 2007-2009
Worked as a Office Assistant in ABC Finance Company, 2009-2010
Working as marketing Assistant in ABC Television Network, Kathmandu 2010-present
 Contd…
Selected Skills
General Office
Organized and implemented group activities in an efficient manner.
Scheduled appointments and assured timely arrival.
Maintained accurate financial records, and paid all invoices on time.
Answered phones and took accurate messages.
Prepared reports and created documents using MS Word and Power-points.
Customer Service
Welcomed customers and visitors in a friendly and courteous manner.
Provided customers/clients with desired information in a timely manner.
Listened, calmed, and assisted customers with concerns.
Established friendly and lasting relationships
 Contd.
Communication
Utilized Internet email as an effective communication tool
Answered phones in a courteous and professional manner
Established rapport with diverse individuals and groups
Demonstrated ability to express ideas in a team environment and influence action
Training Received
Received 6-month Computer Networking Training.
Received 3-month Banking Training.
Received 15-days Presentation skill training.
Interpersonal Skills
Competent networker, able to talk to people on different levels and establish rapport, developed as a skill through involvement
with extra-curricular activities.
IT
Computer literate and proficient in using main Microsoft Office applications as well as more specialized software including
Adobe Photoshop
Personal Interests and hobbies
Outdoor activities such as horseback riding, skiing, cycling, camping & swimming.
Referees
Available upon request
Meetings
Meeting

• A meeting is a formal gathering of two or more people for the

purpose of achieving a common goal through verbal interaction, such
as sharing information or reaching agreement.
• It is formal, systematic gathering of the people concerned to the
specific institutes to discuss and solve the problems
• Meetings may occur face-to-face or virtually, as mediated by
communications technology, such as a telephone conference call,
a skyped conference call or a videoconference.
Purpose of meeting

• To discuss and solve the problems

• To convey information to a group at one time
• To brief members on plans already made or work already done
• To give and get new ideas
• To get immediate reactions to new ideas, proposals and plans
• To exchange ideas and experiences
• To generate enthusiasm and a positive attitude
Characteristics of a Good
Meeting
• Make sure everyone arrives on time most importantly the person
chairing the meeting
• It has a clear and easily understood purpose/agenda
• The right people are attending the meeting for whom the purpose of
the meeting is meaningful.
• The meeting has a written agenda, distributed prior to the meeting.
• Accomplishment of the meeting are summarized and distributed in
writing.
Attending a meeting
Notice

• It is a piece of information circulated to a large number of people.

• A notice is circulated to all individual members of the organization in
order to attend a meeting.
• Generally it is the secretary who circulates the notice to the members
but she/he does it under the suggestion and direction of the
chairperson of the organization.
• If the organization consists of more members, the notice for a
meeting is placed or put in the public places.
• It can also be broadcast through televisions or radios or published in
the newspapers or online portals also.
Components
• The name and address of the organization
• The date on which it is issued
• The day/date and time of meeting
• the venue of the meeting
• the agenda to be discussed(opt)
Notice format
Head
- Source of the notice
- Date
- Notice identifier
- Title of notice/ Subject
Body
- Main content
Tail
- Contact details
A sample
………………. (name of an organization)
……………………………………. (address)
email:………………….Phone:…………………

Notice
Subject:
This is to notify/ Notice is hereby given that/ It is notified that the regular
monthly staff meeting of our college has been scheduled for ………….All the
………………………are requested to attend the meeting as per below mentioned
schedule.
Time:
Venue:
Agenda (optional)
1……………………………
2…………………………….
3…………………………………

…………… (Secretary/ CEO/Principal)

Notice
Notice
Minutes of the Meeting
• Minutes are the official records of discussions held and decisions
made in the meeting.
• At the time of meeting a recording secretary will be appointed to
write down and distribute the minutes of the meeting.
• Usually at each meeting the minutes of previous meeting are read out
or printed copies of the minutes will be distributed to the
participants.
• Minutes contain the main points of the discussions, the
recommendations made by participants, the task assigned to
individual and groups and conclusion reached.
10 questions to be noted in a meeting
• When was the meeting?
• Who attended?
• Who did not attend? (Include this information if it matters)
• What topics were discussed?
• What was decided?
• What actions were agreed upon?
• Who is to complete the actions, by when?
• Were materials distributed at the meetings? If so, are copies or a link
available?
• Is there anything special the reader of the minutes should know or
do?
• Is a follow-up meeting scheduled? If so, when? Where and why?
Writing minutes at the meeting
• Ensure that all of the essential elements are noted, such as type of meeting,
name of the organization, date and time, venue, topic ans so on)
• Prepare an outline based on the agenda ahead of time and leave plenty of
white space for notes.
• Prepare a list of expected attendees and check off the names as people
enter the room.
• Note every single comment minutely.
• Use whatever recording method is suitable for you.
• If you are an active participant in a meeting, be prepared.
• Prepare the minutes in time.
Meeting Minute structure
• Title
• Date
• Introduction
• Present
• Absent
• Agenda
• Decisions
• Closing signature
 Sample

Ghorai Eco-Club
Ghorai Sub-metropolitan City- 18
Ph. No: 00977-562666
Fax: 26-34-70076
www.ghoraiechoclub.com
Date:……
The monthly meeting of the members of Ghorai Eco-Club was held at Club’s
Meeting Hall under the chairpersonship of Mr. Deepak Chaudhary to discuss and
decide on the following agenda.
Present:
1. Mr. Deepak Chaudhary- President
2. Ms. Shanti K.C.- Treasurer
3. Mr. Damu Thapa- member
4. Ms. Bimla Gurung- Member
5. Mr. Santosh Regmi- Member
6. Sita Joshi- Member
…
Absentee
1………………
2………………
3……………..
Agenda:
1.Training program
2.Youth participation
3.Publishing newsletter
4.Web blog
5.Celebrating Environment Day
6.Miscellaneous
Decisions :
1. The meeting decided to conduct a week long training on vocational skills
from June 5th.
2. It was decided to mobilize the local youth in environmental conservation
activities.
3. An editorial board was formed to publish an Eco-club news letter.
4. It was decided to open a web blog of the club to keep its activities up to date.
5. It was decided to celebrate World Environment Day in grand manner.
6. The meeting decided to start innovative talent hunt program in near future.
Closing signature:……..
Characteristics of good letters
• Accuracy
• Simplicity
• Clarity
• Conciseness
• Politeness and courteousness
• Correctness
Elements of a good letter
• The letterhead
• The heading
• The superscription/ inside address
• The salutation
• Subject
• The body
• The ending
• The subscription/ complimentary close
• Signature, name and the post
• The post script (PS)
• The enclosure
• Carbon copy/ courtesy copy (cc)
.

Complaint Letter
 Claim Letter for Damaged Goods/ complaint
Maharajgunj, Kathmandu
September 17, 2018

Mr. S.K. Pandey

Executive Manager/ sales manager/ Marketing Manager,
ABC Suppliers & Co.
New Baneswor, Kathmandu

Subject: Complaint Letter to Supplier for Damaged Goods.

Dear Mr. Pandey,

…………….
 .
I ordered furniture for kitchen from your company via internet on…….. and my order
number was 56b000. I received the furniture sets last night. I checked the entire sets and
found that two tables and three chairs are broken and their surfaces are terribly scratched.
I had paid the cash via bank card but know I think I have not been served well. I am
sending the broken and scratched furniture back to you with this letter. Please refund my
money and there is also no need to send those furniture sets as I have bought them from
local supplier herein.
Thank you for the time you have given to consider this letter. Please feel free to contact
me on my number 9841500000 or you can email me on [email protected].

Yours sincerely,
Rajkumar Sharma
 .

Sample : Claim Letter (Warranty Letter)

Lalitpur Municipality-14
Bagdol, Lalitpurm Nepal
September 11, 2018

The Manager
The Claim Department
Dynamic Infotech,
Putalisadak, Kathmandu

Subject – Warranty Letter / repair of laptop

Dear Mr. Gupta,

……………….
 .
I am writing this letter to you with regards to the repair of my laptop. The
laptop is in the warranty period and hence I am requesting you to repair the
same. There are many issues with the laptop. It reboots automatically, the
mouse is inactive and the booting process is also very slow.
I have purchased the said laptop from your outlet on February 14, 2017, the
order number being 007421. The warranty period is one year and hence you
are requested to do the needful at the earliest. An earlier response is highly
appreciated.
Looking forward for a positive reply from your side.

Yours sincerely
Dhruba Pun
 A Letter Requesting a Refund for a
Faulty Item
John Maharjan
LMC-10, Nakhhu
Telephone: 5555543
Email: [email protected]
30 June 2017

Deepak Sapkota
General Service Manager
Excel Electrical Goods
Putalisadk, Kathmandu

Subject: Faulty Speedy Coffee Machine

 .

Dear Mr. Sapkota,

On May 31, 2017, I purchased a speedy coffee machine from your store for Rs. 13,000 with serial number
2900555. The machine was advertised as being 'on sale'. Please find copies of my receipt and the warranty
attached.
I used the machine for two weeks with no problems. On June 15, 2017 the machine stopped working. I
checked the user manual and followed all the steps listed in the trouble-shooting guide, but nothing helped.
The machine appears to be faulty and is now unfit for its purpose-that is, it no longer makes coffee.
I returned to your store with the machine on 17 June 2017 and asked your sales representative, if he could
repair the machine, or replace it with a new item.
He inspected the machine and found it was irreparable. As it was a discontinued model and your store no
longer had any in stock. I wanted the coffee machine replaced with a machine of equal value, or my money
refunded. Your sales representative advised that he could not offer me anything, as the coffee machine was
on sale and your store does not offer refunds on sale items.
 .
I am within my rights to request a refund for a faulty product. I would like to return the
coffee machine to your store for a full refund of the purchase price. I would appreciate
this matter being resolved within the next 10 business days.
If I do not hear from you within 10 business days, I will forward my complaint to
Consumer Affairs Center for further advice.
Please contact me by telephone or email( details provided above) at any time to discuss
this letter.

Your sincerely,
John Maharjan
.

Inquiry Letter
 ..

A letter to the owner of a hotel requesting a family reservation for your holiday

Bhakatpur Municipality-18
Suryabinayak, Nepal
April 10, 2018

The Manager
The Crown Hotel
KMC-20,Darbarmarg
Kathmandu,Nepal

Subject: Reservation of a room

Dear sir,
……….
.
We would like to stay a week at your hotel form 12-22 April, and would
appreciate information about your prices for one double room for my husband
and myself, and rooms for our three children,(two boys aged 8 and 10 and girl
aged 15,).
Could you please also send us detail of what you provide; for example do you
have a car park, are there facilities for children, and what will be the
approximate price of accommodation for one week?
With many thanks, I look forward to hearing from you soon.

Yours faithfully,
Sanaya Gurung
 REPLY
The Crown Hotel KMC-20, Darbarmarg
Kathmandu, Nepal
Ph.: 00977-4657459
Fax.:4-567-435
www.thcrownhotel.com
April 12, 2018

Dear Madam,

……………
 .

We would enjoy making a reservation of rooms in our hotel for your holiday. From 15
to 22 April, we can comfortably provide you rooms of your choice.
Regarding the facilities which you have mentioned in your letter, we have got a
spacious parking area and a beautiful playground for the children under tight security.
They can enjoy different games, swings etc.
As you are going to use double room and other rooms for the children for a week, the
cost will be approximately Rs. 12000 including lunch and dinner.
Please call me at 555-3288 to let me know how we might serve you for your holiday
refreshment.

Yours sincerely,
Sanjay Singh
Manager, TCH
 Job inquiry
KMC-12
Subidhanagar, Kathmandu
Auguest 24, 2017
The Human Resource Manager
Global Accommodation Services
Thapatahli, Kathmandu, Nepal

Dear Mr. Shrestha

I am writing to express my interest in acquiring a position of Senior Communication Officer at

Global Accommodation Services. I am very familiar with the company's excellent reputation for
supplying high quality consultation services to the hotel and special event management industries. I
had the pleasure of speaking with Mr. Deepak Chaudhary, the head of marketing at your company,
and he suggested that I contact you about possible job openings in your sales division. I am currently
seeking a position where I can utilize my superior sales abilities for the benefit of a company.
 ..
My experience encompasses 5 years in the entertainment and promotion industry with my
communication skills. I possess excellent persuasive communication skills and I am able to
communication skills. I possess excellent persuasive communication skills and I am able to
communicate with people at all job levels. I am experienced in both national and international
customer presentations and negotiations. I hold a master's degree in certifications for
Intercultural Communication and persuasive Communication. I am extremely detail orientated,
highly motivated and my work ethic is second to none.
I would very much appreciate it if you could arrange an interview, in which I can discuss my
application with you in further details, at your earliest convenience. I can be reached at
[email protected] or by phone at 00977-54567876.
I am enclosing a copy of my resume for your consideration. I look forward to meeting you soon.

Your sincerely,
Ms. Ajita Sthapit

Enclosure : resume
 Reply to an inquiry for sports goods
SWASTIK SPORTS CHANDIGARH
25Th July, 2018
To The Manager Karnavati Club Ahemedabad.

Sub. : Letter of reply to your inquiry for sports goods.

Dear sir,
Thank you for your inquiry of 20th July, 2018. we are glad to enclose the latest price list of our sports
goods. Our normal trade discount is 15% and 5% extra for bulk orders exceeding Rs 60,000.
If you need any further details or assistance in meeting your special requirements, kindly feel free to
write to us.
Yours sincerely,
P.K.Singh Manager
Encl. : price list
 Reply to the inquiry for construction fittings
THE MADRAS STEEL CO. LTD. Madras
25th July,2018
To The Manager
Motawala constructions Mumbai

Sub. : Reply to the enquiry for construction fittings.

Dear sir,
We thank you for your inquiry of 20th July, 2018 and are glad to know that you are impressed by our
advertisements in the ‘Times of India'. You will be happy to know that our construction fittings are
approved by ISI. Using our fittings will give you the satisfaction with maximum worth of your
money. The enclosed catalogue will give you details of screws, plates, brackets etc. you will get a
special trade discount of 5% on all orders and an additional 5% on all orders exceeding Rs.
20,000.We are opening a branch in Mumbai for convenience of our customers in Maharastra. We
assure you of our immediate attention to your orders.
Yours sincerely,
Suresh Rahi (Sales Manager)
..

Order Letter
 Order letter sample
From,
_____________
_____________
Date (date on which letter is written)

To,
________________
________________
Sub:_________________________________________
Dear _________________,
 .
With regard to an enquiry we made on date ____________ about____________, we wish to place an order
for ____________. We have heard about the standards and the quality of ___________ manufactured by
your company. We have made a decision to purchase
____________ pieces of your products. Kindly find the specifications of this order below.
Item Color Quantity Amount
_____ _______ ______ _______
Kindly also find the enclosed terms and conditions for the order for your reference. Here is a check of
____________ dollars advance payment and the other amount will be settled on delivery. Kindly make
arrangements for these goods to be delivered to our office address ____________ not later than
____________. Kindly contact us on ____________ if there is any other information needed or you have
questions. Please treat this order with urgency and deliver the goods at your earliest since they are needed
ASAP. It is a pleasure to do business with an esteemed company such as yours and we hope to continue
working together in the future.

Thank you in advance.

Your Faithfully,
__________
(__________________)
Letter of Order Sample

Date:
Mancini Kitchen Equipment
Troy D. Mancini
4220 Straford Park
Harold, KY 41635
Subject: Order letter
Dear Mr. Mancini,
We would like to purchase twenty two (22) individual stand mixers
(Model #43423), all in the colour red.
We would like you to charge this purchase to the pre-existing
account that we have with you, business account #543234.
…………….
..
We hope to receive this order no later than Friday, November
11th, 2009. Attached to this letter please find our preferred
shipping method and receiving address.
Please confirm that you received this order by calling us at 232-
231-4563 anytime during business hours, Monday to Friday.

Thank you for your cooperation

Keller Kitchen Co.
 .

Letter of Order and Acknowledgment Sample

Date:…..
Hello Victor,
Thank you for your recent purchase from Furniture World. The team are currently working
on getting your item dispatched, and it should be with you within 5 working days.

Order Details
Order Number: 86675564
Mellow White Leather Sofa
Price Inc Delivery: $754
Payment Method: Credit Card
Delivery Address:
8561 Honey Pioneer Autoroute, Burnt House, Wisconsin, 53091-3064

…………………
.
Note: Because this is a large item you will need somebody to sign for
the delivery upon arrival and to grant the drivers access to the property
in order to position it somewhere convenient.
If you should have any problems or queries about this order please
contact customer support on (534) 872-9133, or via email at
[email protected]

All the best,

Furniture World
PROPOSAL
 Meaning
• A proposed plan for carrying out a task
• A commitment for future action
• A detail plan to run a program, task or a project
• A proposed future roadmap of a project
• A blue print/ design of a project to be operated in future
Contd…
• While a report seeks to inform about what has been achieved so far in
a project or activity, a proposal seeks to persuade someone toward an
action.
• It is submitted for approval to some organization or person in a
position of authority.
• The language is highly persuasive.
• Proposals provide information about a product, or service, but they
also offer an idea to persuade someone to adopt a recommended
solution, or to improve a situation.
Two forms of proposal
• Research proposal
• Project proposal
 Research proposal

• It is a plan for research.

• A research proposal is a simply a structured, formal document that
explains:
- what you plan to research (i.e. your research topic)
- why it’s worth researching (i.e. your justification)
- how you plan to investigate it (i.e. your practical approach).
…
• The purpose of the research proposal is to convince your research
supervisor, committee or university that your research is suitable (for
the requirements of the degree program) and manageable (given the
time and resource constraints you will face).
• Academic proposals generally follow the same format as a research
paper, with an introduction, a literature review, a discussion of
research methodology and goals, and a conclusion.
Components
• Title page
• Cover letter
• Introduction
• Statement of the problem
• Purpose of the study
• Literature review
..
• Significance of the study
• Methodology
• Necessary sources and budgeting
• Feasibility
• Output
• Time schedule
• references
Standard Project Proposal
structure
Front Matter
- Cover letter/ letter of transmittal
- Title page
- Acknowledgements
- Table of contents
- List of tables and illustrations
- Executive summary/ abstract
 Main body
• Introduction
- Purpose
- Problem/ need analysis
- Solution
- Benefits
• Discussion
- Task schedule
- Expected results
- Credentials
- Estimated costs
- Risks and oppositions
- Monitoring and supervision
• Conclusion
Back matter
• Glossary/ abbreviations
• References
• Appendices
• Index
Brief structure for exam
• Cover page
• Introduction
• Problems
• Objectives
• Solution strategies/ methodologies
• Management and budgeting
• Output/ expected outcome
• conclusion
Report
• A report is a document reporting the status of an activity or project as it
occurs, or after some action has been taken, or when they are concluded.
• Reports are written by specialists/researchers to special/specialist
audiences.
• They include detailed information on a topic, or issues. Typically, they
include findings from research. They may be useful for senior managers
to make decisions.
• Examples : annual reports, monthly reports, audit report, project report,
feasibility reports etc.
• A proposal is a detail plan made for carrying out a task.
Stages in writing report
• Clarifying your terms of reference
• Planning your work
• Collecting your information
• Organizing and structuring your information
• Writing the first draft
• Checking and re-drafting
Standard Report Structure
Front matter
- Title
- Author
- Report commissioned
- Date of report presented
- Acknowledgements
- Executive summary
- Table of contents
- List of tables and illustrations
Body of the report
• Introduction
• Literature review
• Methods/ procedures
• Results/ findings
• Discussions
• Evaluation and conclusion
• recommendation
Back matter
• References
• Appendices
• Index
• Glossary
 Introduction
• Statement of the problem
• A brief method of inquiry
• State the limits of the research and reasons for them
 Literature Review/ Survey
• Introduce the review by explaining how you went about finding the
materials
• Use discursive style
• Groped in themes and a conclusion
• Conclude with how the review has informed your research
Methodology
• How you carried out the investigation
• Questionnaires, focus group, experimental process
Result
• Present the finding of the research
• Clear, factual, informative
Discussion
• Showing how the findings respond to the issue/title/theme
Conclusion and recommendation
• No new argument or evidence
• Sum up main point (how they answer the original issue)
• Recommend for action
• Suggestion for further research
What to include in different
sections?
• Title (short, catchy, inclusive, not more than 12 words)
• Abstract/executive summary
-What is the purpose of the work?
- What methods did you use for your research?
- What were the main findings and conclusions reached as a result of
your research?
Short Report (for Exam)
• Title
• Introduction
• Objectives
• Methods
• Findings
• Discussion
• Conclusion and recommendation
Note making and precise writing
Note making
• It is a process of jotting down important points, arguments, ideas,
information contained in oral and/ written documents.
• It is a way of recording important details from a source. This source
can be any book, article, meeting or any oral discussion.
• In note making, the writer records the essence of the information.
• It helps us to understand and clarify thinking. Note making saves a
lot of time by going through the notes made.
• One can get a glimpse of a lot of information from a short note.
The Procedure of Note Making
• Read the passage provided carefully.
• Underline the important sentences. It helps to make headings and subheadings
• Find out the central idea with the help of key words
• Find out the supporting details of each paragraph along with the central idea.
• Make a rough note first so as to get an idea
• Organize them in logical order or sequence for the final note
• Use the appropriate note making format
• Do not change the idea or the message of the passage
• Avoid examples, explanation and less significant information.
• Write the appropriate topic at the top.
Points to Remember for Note
Making Format
• Avoid using long sentences as heading or title
• Never lose the main idea of the passage
• Ignore information which is less important
• Be brief, clear, and specific
• Use logical sequencing
• Use proper indention
• Leave no spaces to avoid confusion
• Do not include your own version or understandings
• Use abbreviations
• Make your note more memorable by adding colors, drawings, and symbols
Summary/ precise writing
• A precis writing is a gist of any passage in as few words as possible.
• A precis should mention all important details of the original
paragraph so that anyone who is reading it is able to understand the
idea of the original passage.
• Here, we express or rewrite a paragraph or any piece of writing and
make it as concise as possible without having to change the crux of
the subject matter.
• We must be carefully objective and maintain the theme of the
passage without excluding the important points.
Importance of precis writing
• Reading
- Saves time in reading
- Gives the gist easily
- Helps the researchers keep the record of research works
- Attracts attention towards reading
• Writing
- Expresses ideas briefly
- Expresses ideas orderly
- Reduces repetition and irrelevancies
Useful tips- 5Rs
• Read
• Reduce
• Record
• Review
• rewrite
Description writing (Process,
Mechanism, Place etc.)
What is a Paragraph?
• A series of sentences that are organized and coherent, and are all related to a single
topic is called Paragraph.
• Breaking the large sentence essay or topic into smaller pieces in a well-structured
form is known as Paragraph.
• It includes topic sentences, supporting sentences as well as concluding sentences that
refer to an overall structure, which is a group of sentences focusing on a single topic.
..
Features of a good paragraph
1.Unity
2. Coherence
- Chronological
- Spatial
- Logical
- Cohesive
3. Conciseness
4. Clarity
5. Accuracy
Types of technical description
1. Description of object (mechanical/electrical)
2. Description of maps, graphs and charts
3. Description of landscape
4. Description of technical process
Description of object
(mechanical/electrical)
• Every object has whether it is related to the technical fields or not, has
different aspects such as colour, size, height, weight, price, use and so on.
• Our description should include these features.
• It should describe the objects in terms of five sensory perceptions as well:
a. Sense of sight
b. Sense of touch
c. Sense of smell
d. Sense of taste
e. Sense of hearing
Language notes for descriptive
writing
• Measurement
• Shape
• Color
• Texture of surface
• Pattern of decoration
• Material
• Physical properties
• Position
• Other categories
Description of maps, graphs and
charts
• They need a special interpretative ability
• Non-textual information has to be explained with great care.
• Steps:
- Study the map, graph and charts
- Notice every detail
- Read every piece of information given
- Interpret these according to the subject
- Read the question carefully and interpret it accordingly
Language notes
• Location prepositions: on, in, at, between, in the middle of, beside,
next to etc.
• Preposition of directions: to, towards
• Expressions of comparison: bigger than, smaller than, as…….as etc.
• Geographical terms: continent, region, state, town, village etc.
For graphs and charts

- Past tense
- Present tense
- Conditionals
- Passive
- There-construction
- Prepositions showing situations: from…..to…., upward, through,
downward etc.
- Comparative sentences: higher than, better than etc.
Description of landscape

• Landscape is an area of countryside or land, considered in terms of

how attractive it is to look at.
• While describing a landscape we generally include the description of
the scene, position of the piece of land and its beauty.
• We often include it in travel brochure or similar literature.
Language notes
1. Expressions related to position: right below me, very near, in the
distance, on the horizon, on the left, on the right etc.
2. Vocabulary related to: countryside vegetation and trees, weather,
roads and paths, rivers and water, hills and mountains etc.
Description of technical process

• Writing description of processes involves the description of different

stages through which raw material passes before the final product is
manufactured.
• It is very important to mention the change that occurs one
immediately after another as the raw material passes through
various stages.
Language notes
1. Passive: e.g. …………….it is collected…..
2. Expressions related to means: e.g. by means of, through the use
of, with the help of
3. Expressions related to purpose: e.g. 10 percent are items are
selected for sampling.
4. Process verbs: e.g. occurs, happens, takes place etc.
5. Verbs describing changes: e.g. becomes, grows, turns, changes
6. Sequencing: e.g. before/ as soon as/ once…….has been done
The End