Unit 2 Complete Notes

Unit : 2
Forms of Technical Communication
Syllabus
Technical Report: Definition & importance; Thesis/Project writing: structure

& importance; synopsis writing: Methods; Technical research Paper writing:
Methods & style; Seminar & Conference paper writing; Expert Technical
Lecture: Theme clarity; Analysis & Findings; 7 Cs of effective business writing:
concreteness, completeness, clarity, conciseness, courtesy, correctness,
consideration, C.V./Resume writing; Technical Proposal: Types, Structure &
Draft.
Report
Writing
What are Reports.
Do you know!!
“ The word ‘report’ is derived from the Latin reportare—‘to bring

back’. Over a period of time, it has evolved to mean that the
gathered information is unbiased, and evidence based. ”
What are Reports.
Definitions
• A report is usually a piece of factual writing, based on evidence,

containing organized information on a particular topic.
• A report is a formal document written for a specific audience to meet a

specific need.
• A report is a factual and systematic account of a specific business or

professional activity.
Importance of Reports
• Reports are important because in most organizations executive decision

making is based almost entirely on them.
• Reports help in the analysis of a condition, situation, or a problem for an

effective solution.
Objectives of Reports
• Reports serve several purposes / objectives, which may include:
1. Presenting data effectively

2. Describing problems and suggesting solutions
3. Discussing and analysing data
4. Recording events and happenings
5. Analysing a situation or a condition
6. Giving feedback, suggestions, or recommendations.
Importance of Reports
• Importance of reports can be highlighted through the following points.

• Reports:
1. Enable decision-making and problem solving in organizations.
2. Help the authorities in planning new ventures and in evaluating men and material.
3. Are an important means of information dissemination within and outside the
organization.
4. Serve as a measure of the growth, progress, or success of an organization.
5. Carry legal responsibility. They can be used as legal instruments.
6. Serve as a valuable repository of information.
Characteristics of Reports
1. Precision
• Precision gives unity and coherence to the report and makes it a valuable
document.
• Effective reports must clearly reflect their purpose.
• The purpose should direct the investigation, analysis, and

recommendations.
2. Factuality
• The report should be very detailed and factual.
• The scientific accuracy of facts is very essential to a good report.
• Since reports invariably lead to decision-making, inaccurate facts may lead

to disastrous decisions.
3. Relevance
• The facts presented in a report should be not only accurate but also
relevant.
• Non-relevant information should be excluded entirely.
• Irrelevant facts make a report confusing while exclusion of relevant facts

leaves it incomplete and is likely to mislead. Hence a perfect balance is
necessary.
4. Reader Oriented
• A good report is always reader oriented.
• While drafting a report, it is necessary to keep in mind the person who is

going to read it.
• A report meant for the layperson will be different from the one meant for
technical experts.
5. Objective
• If recommendations are made at the end of a report, they must be

unbiased and objective.
• They should come as a logical conclusion to investigation and analysis.
• They must not reveal any self-interest on the part of the writer.
6. Simple and Unambiguous
• A good report is written in simple, unambiguous language.
• It is a document of practical utility; hence, it should be free from various

forms of poetic embellishment such as figures of speech.
• It should be clear, brief, and grammatically accurate.

7. Grammatically Accurate
• The grammatical accuracy of language of a good report is of fundamental

importance.
• It is one of the basic requisites of a good report as of any other piece of

composition.
• Remember that faulty construction of sentences makes the meaning

vague and ambiguous.
8. Special Format
• The technical report uses a rather involved format including cover, title
page, table of contents, list of illustrations, letter of transmittal, and
appendices.
• These have to be prepared according to a set standard.

Types of Reports
Types of Reports
Based on Function
1. Informational Reports
• Present facts of a case, problem, condition, or situation without any
analysis, interpretations, or recommendations.
• The function of the writer of an informational report is to collect,
compile, and organise facts for the readers as objectively as possible.
• In order to write an informational report, relevant information should be
gathered and presented in a systematic and organised way.
• Examples include conference reports, seminar reports, trip report etc.
Types of Reports
Based on Function
2. Analytical Reports
• Present data with interpretation and analysis.
• The report writer analyses the facts of a case, problem, condition, or

situation objectively and puts forward his/her conclusions, inferences,
and recommendations.
Types of Reports
Based on Function
2. Analytical Reports
• The writer must reflect a broader understanding of the subject in order

to comment on various aspects related to the report.
• The writer should be able to evaluate information and make appropriate
inferences.
• Examples of analytical reports include project reports, feasibility reports,
market research reports etc.
Types of Reports
Based on Periodicity
1. Routine Reports
• Usually prepared on a periodic basis, that is, daily, weekly, fortnightly,

monthly, quarterly, or annually, hence they may also be called periodic
reports.
• The contents of routine reports may vary from simple production

information to complex marketing or research data.
Types of Reports
1. Routine Reports
• Routine reports may be informational or analytical depending on the

purpose.
• Examples of routine reports include daily production reports, monthly

sales reports, annual reports etc.
Types of Reports
2. Special Reports
• Special report is prepared and presented to convey special information
related to a single condition, situation, problem, or occasion.
• Do not contain routine or repetitive information.
• Some of the most important decisions in an organisation may be taken

on the basis of the information contained in special reports.
Types of Reports
2. Special Reports
• Special reports could be either informational or analytical.
• Examples of special reports include inquiry reports, research reports,

thesis, dissertation etc.
Types of Reports
Based on Communicative Form
1. Oral Reports
• Oral reports are informal and face-to-face presentations of information.
• Oral reports are useful for presenting brief information related to

routine activities, projects, developments etc.
• As oral reports provide quick feedback, they may expedite a work and
lead to fast action and decisions.
Types of Reports
1. Oral Reports
• Examples may include oral reporting of accidents, sales, production,

joining etc.
Types of Reports
2. Written Reports
• Written reports are more conventional than oral reports.
• Most business and technical reports use the written mode of

presentation because the organisations using these reports need to
maintain proper record for future use and reference.
Types of Reports
2. Written Reports
• Most written reports have a permanent value.
• For example, a research report is of immense value to future researchers.

Types of Reports
Based on Nature, Scope and Length

1. Formal Reports
• A formal report is usually the result of a thorough investigation of a
problem, condition, or situation.
• Formal reports are comparatively longer and need elaborate description

and discussion.
• They usually follow a fixed format with predetermined elements,

according to the information presented.
Types of Reports
1. Formal Reports
• The length of a formal report may vary from a few pages to hundreds of
pages.
• Formal reports could be informational, analytical, routine, or special.
• Examples of formal reports include annual reports of companies and

organisations, technical reports, project reports, thesis etc.
Types of Reports
2. Non-Formal Reports
• A non-formal report could be a brief account of a specific business or

professional activity.
• It is usually written to provide introductory information about a routine

affair.
Types of Reports
• Non-formal reports are usually short and do not need elaborate

descriptions and discussions.
• As the content is generally insufficient for a formal report, an informal

report may involve the use of printed forms, letter formats, or memo
formats.
Types of Reports
• Although non-formal reports are usually routine, they may be either

informational or analytical and may use the oral or written form.
• Examples of non-formal reports include laboratory reports, daily

production reports, trip reports etc.
Formats of Reports
Formats of Reports
1. Printed Form
• Reports containing routine matter, and which are periodical in nature

may be written in a form prescribed by the organization.
• All one needs to do is to fill in the blanks in a pre-printed form.
• Printed forms are more objective and factual with little scope for the
writer to be subjective about the content.
Formats of Reports
1. Printed Form
• For example, a company may keep printed forms for recording daily
production or monthly sales.
• Similarly, an organisation may use printed forms for trip reports,

conference reports, laboratory reports, Leave records, inspection
reports, confidential performance reports etc.
Formats of Reports
1. Printed Form
• Major advantages of printed forms are:

1. Systematic
2. Easy to read
3. Readers can easily locate and identify information
4. Objective and factual
5. Less time consuming
Letter Format
Formats of Reports
2. Letter Format
• The letter format may be used for short reports that have to be
communicated to someone outside an organisation.
• A letter format contains all the elements of a letter along with some
additional sections such as illustrations, references etc.
• The letter format may be used for informational, analytical, routine,

special, or non-formal reports.
Formats of Reports
2. Letter Format
• For example, there is an accident on the shop floor in a company and

report has to be sent to the insurance company.
• Other examples of the letter format include evaluation reports,

feasibility reports, survey reports, legal reports etc.
Letter Format
Formats of Reports
3. Memo Format
• The memo format can be used for short reports that have to be
communicated within an organization.
• A memo format should contain all the elements of a standard memo.
• In addition, it may contain a few extra sections. Like a report in the letter
form, a memo report should contain headings for easy reading and
reference.
Formats of Reports
3. Memo Format
• The memo format may be used for all types of reports, that is,
informational, analytical, routine, special, or non-formal.
Memo Format
Formats of Reports
4. Manuscript Format
• This is the most commonly used format for reports and is generally used
for formal reports.
• The length of such reports can range from a few pages to several
hundred.
• As the length increases, these reports include more elements such as

abstract, summary, appendix, glossary, and so on.
Formats of Reports
4. Manuscript Format
• While preparing a report in manuscript form, the writer needs to be

careful about its structure and elements.
• A structured report will help in thinking clearly and deciding where to

put each fact or idea. It also makes reading easy and helps the readers fi
nd the information they need.
Preliminary steps to writing a report
• Planning for a report is as important as the process of writing itself.
• The planning stage is the most crucial one.
• Enough time should be spent in collecting material, synchronizing details,

and ensuring that nothing has been left out.
• If the planning is done in a detailed manner, there are very few chances
of errors creeping in at the final stage.
• Planning for a report is as important as the process of writing itself.
• The planning stage is the most crucial one.
• Enough time should be spent in collecting material, synchronizing details,

and ensuring that nothing has been left out. If the planning is done in a
detailed manner, there are very few chances of errors creeping in at the
final stage.
1. Purpose and Scope
• Purpose refers to the objective of the study, while scope refers to the
depth or extent of coverage.
• Purpose of the report that enables you to decide the amount of data to
be collected, the data collection method to be used, the quality and
quantity of information to be included in the report, and the
methodology to be adopted in analysing the situation and arriving at a
solution.
2. Audience
• Adapt’ your writing to meet the needs, interests, and background of the
readers who will be reading your writing.
• In general, the audience can be categorized into three types: experts,

executives, and non-specialists.
2. Audience
3. Sources of Information
• The two types of data that one can collect are primary and secondary
data.
• Primary data are what a researcher gathers for the particular problem
being addressed in the report.
• The important means of collecting primary data for a report are
✓ Personal observation
✓ Personal interviews or telephone interviews and experimental data
✓ Surveys (preparing and circulating questionnaires)
3. Sources of Information
• Secondary data are data gathered for some purpose other than the
problem at hand.
• Common sources of secondary data are
✓ Internal records
✓ Published material such as directories, guides etc.
✓ Databases such as bibliographic and numeric databases
✓ Censuses
✓ Syndicated sources (information by research organizations)
4. Organising the material
• Depending upon the topic, purpose, and audience, we can organize the
material/data collected for our report in either of the following:
1. The order of occurrence (Chronological Order)
2. The order of importance
3. A combination of orders
5. Making and Outline
• An outline is a mechanical framework into which the information

collected for the report can be fitted in bits and pieces.
• It shows the direction in which one needs to proceed in writing the report.
5. Making and Outline
Example outline
Tips for creating effective outline

1. Use Words and Phrases
• The words for constructing the headings of an outline should be chosen

carefully.
• Headings can be of two types; short constructions (topic headings), which
frequently consist of one or two words that merely identify the topic of
discussion; and longer constructions (talking headings), which frequently
include prepositions that not only identify the subject matter covered but
also summarize the material they cover.
1. Use Words and Phrases

2. Use Parallel Grammatical Constructions
• Ideas that are parallel in thought must also be parallel in grammatical

construction. Therefore, corresponding parts of an outline, being of equal
significance, must be stated in the same grammatical form.
• For example, if we use a noun phrase to express an idea under one

subdivision, we must state the other parts of the same subdivision in
noun phrases only.
2. Use Parallel Grammatical Constructions

3. Avoid Repetition
• Repetition of words should be avoided as it will result in monotonous

writing, thus making the outline dull and drab.
4. Follow Principles of Subordination and Coordination
• The outline indicates the level of each heading in the report, i.e., how
important each heading is.
• The closer a heading is to the margin, the greater is its importance in the
report.
• Similarly, as the headings move away from the margin, they become less
important.
• According to the principles of coordination, all the main headings have the
same importance with respect to their relation to the subject and also the
seriousness of discussion.
• So, while organizing data, main headings of equal importance should be

selected.

5. Follow a suitable numbering system
• Either the conventional numbering system or the

decimal numbering system can be used to mark the
levels of headings in outline.
• The conventional system uses Roman numerals to

show the main headings and the letters of the
alphabet as well as Arabic numerals to show the
subheadings.
5. Follow a suitable numbering system
• The decimal system uses whole

numbers followed by decimal
digits to show main sections and
subsections. Thus, the digits to the
right of the decimal show each
successive step in the outline.
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Structure of
a Formal
Report
Structure of a Formal Report
• The content of the report has to be organised in a logical way to help the
readers understand the message clearly.
• The elements that constitute a report are also determined by the existing
practice in an organization in terms of producing reports. That is, if an
organization does not require an abstract or summary for a report, these
elements can be omitted.
• The standard twenty elements of structure of a full-fledged report are as

follows:
Cover Page and Frontispiece

Certificate
• Certain reports, such as project

reports and research reports
require a certificate vouching
the original contribution of the
report writer.
• It contains the statement

testifying the original work,
place, date, and signature of the
project supervisor or guide.
Letter of Transmittal
• The transmittal letter is a brief

covering letter from the report
writer explaining the causes
for writing the report.
Acknowledgement
• This is a list of persons whom we may like

to thank for their advice, support, or
assistance of any kind.
Table of Contents
• Table of Contents’, generally titled

simply ‘Contents’, helps the reader
locate a specific topic easily and
quickly. However, Contents need not to
be included in a short report (ten pages
or less).
List of illustrations
• This page serves as the Contents page for all the illustrations that appear
in the report.
• Except tables, all other visual aids (graphs, maps, drawings, and charts)
are grouped under the heading Illustrations or Figures.
• The List of Illustrations gives the titles and page numbers of all visual aids.
• These lists would enable the reader to quickly locate any specific
illustration.
Abstract
• An abstract gives the essence of the report. In business reports it is known

as the synopsis.
• The length of an abstract is generally 2 to 5 per cent of the report.
• If the report is less than ten pages, it does not require either an abstract or
a summary.
Abstract
• Abstract Vs. Summary: While an abstract is more appropriate in

specialist-to-specialist communication where the reader would be
expected to have some background knowledge of the subject.
• , a summary is meant for all readers, and is longer than an abstract.
• A report of 10–50 pages should have an abstract. If it is a long report, more

than fifty pages, it needs both an abstract and a summary.
Abstract
• Abstract does not allow abbreviations, acronyms, or illustrations.
• It tells the reader the following:

✓ Objectives
✓ Main findings or accomplishments
✓ Significance
Abstract
Summary
• While an abstract is more appropriate in specialist-to-specialist

communication, a summary, which is an optional element, is meant for all
readers.
• It is longer than an abstract, 5–10 per cent of the length of the report.
• Business reports name ‘Summary’ as ‘Executive Summary’. It presents

the entire report in a nutshell.
Abstract Vs. Summary

Preface
• The preface, an optional element, is the

preliminary message from the writer to the
reader.
• It is quite similar to the letter of transmittal,
except that it does not formally transmit the
report.
• It seeks to help the reader appreciate and
understand the report.
Preface
• The contents of a preface are as follows:
✓ Factors leading to the report (what was the prevailing situation or earlier studies
carried out and hence the need for this study and report)
✓ Organization of the report (what do the various sections contain)
✓ Highlights (important observations and findings)
✓ Significance (how the report would enable the readers in further study or
research; how best the study in the report would help them)
Introduction
• This section introduces the readers to the report and prepares them for
the discussion that follows by providing background information, defining
its aims and objectives, and discussing the scope and limitations of the
report.
• It helps the readers in understanding and analysing the report as it

includes facts that the reader must know in order to understand the
discussion and the analysis that follow.
Methodology
• While writing a report, information may have to be gathered from library

and archival sources or through Internet surfing, interviews, surveys, and
formal/informal discussions.
• The section on methodology summarises the methods of data collection,

the procedures for investigating the situation/problem, and the criteria of
survey.
Discussion / Description / Analysis

• This is the main part of the report as it presents the data that has been
collected in an organised form.
• It focuses on facts and findings of the report and may include an objective
description and discussion of the problem, an analysis of the situation, and
findings of the investigation.
• It is usually divided into sections and sub-sections with well-structured

and clear headings and sub-headings.
Conclusion
• The conclusion is that section of the report where all the essential points
developed in the discussion are brought together.
• The function of this section is to bring the discussion to a close and to

signal to the readers gracefully that they have reached the end.
• It also refers to the logical inferences drawn, the judgements formed on

the basis of analysis of data presented in the report, or the findings of the
investigation.
Recommendations
• This section contains recommendations that are based on results and

conclusions.
• As they propose a course of action to improve a situation or a condition,

they may present several ways to solve a problem or improve a situation.
• It may also indicate the need and nature for further work in the
concerned area.
Appendices
• An appendix contains supporting material or data, which is kept separate

from the main body of the report to avoid interrupting the line of
development of the report.
References and Bibliography
• This section may contain references to books, journals, reports,

dissertations, or/and published government documents, and other
sources used in the report.
• It may also consist of a list of materials for further reference.

Writing Strategies
Some Demo Reports
• http://ethesis.nitrkl.ac.in/4116/1/final_report.pdf
• http://ethesis.nitrkl.ac.in/6738/1/Comparative__Gupta_2015.pdf
• http://ethesis.nitrkl.ac.in/6733/1/Academic_Singh_2015.pdf
• For accessing more reports, you may visit http://ethesis.nitrkl.ac.in/

Resume
Writing
Employment Communication
• Employment communication revolves around written communication and

conversation between the employer and the job-seekers
• Employment communication is a process that includes writing employment letters,

applications, and résumés.
• Employment communication involves two sides:

• Recruiter's side: Posting jobs, Shortlisting resumes and Interviewing.
• Candidate’s side: Writing Cover letters, Resumes, Job applications etc.
Resume and it’s Purpose
• Resume is a document created and used by a person to present his background,

skills, and accomplishments. (French word résumé meaning "summary“)
• A professional employment seeking document that presents a summary of an

individual’s education, professional training, experience, skills, abilities,
achievements, and references.
• It introduces the individual to a potential employer.

• A resume is sent to prospective employers when an applicant is seeking job

interviews. So, the main objective of a résumé is winning a job interview by
highlighting the applicant’s fitness for a particular position
• Résumés are technical as well as marketing documents that present the

candidate’s past and present performance to the prospective employers so that
they can assess his/ her future potential
Importance of an effective Resume
• An applicant may be the most qualified and experienced candidate for a job, but
if he/she is not able to communicate effectively, he/she will not get the job
• A well-written persuasive résumé tailored to a specific job position immediately

grabs the attention of an employer, it should therefore, be made as persuasive as
possible.
• An effective résumé will put the candidate into the shortlist.

Resume, CVs and Biodata
• Although the terms résumé, biodata, and curriculum vitae (CV) are
synonymously used, they differ from each other in certain aspects.
• In French, résumé means summary. It is usually one page long but may extend
to two pages sometimes. It includes the gist of an individual’s education, past
employment, and skills for the new position.
• A biodata is a shortened form of biographical data and has now become an obsolete
term. In this format, the emphasis is on personal details such as date of birth,
nationality, marital status, gender and address.
• A curriculum vitae contains all the elements of a résumé, but it is more detailed in
terms of the academic credentials.
• A CV contains a detailed account of all the papers published, papers presented at

the conferences, and research projects carried out. On the other hand, a résumé
may just mention the number of conferences attended/ number of papers
published/a brief summary of the projects carried out.
Resume: General Characteristics
• A résumé, like every important business document, should be impeccable. Any

mistakes or sloppiness here could raise doubts in an employer’s mind regarding the
person’s capability.
• It is well-organized so that vital information is readily accessible.

• A résumé should reflect the professional image that we want to create. It should
be:
✓ Neat and error-free with no whiteouts or hand corrections;
✓ Legible and well-spaced;
✓ Printed on good quality paper of A-4 size; and
✓ Reproduced clearly on a high-quality printer or copy machine.
✓ The ideal length for résumé is around one page, and it should never
exceed two pages. A long résumé may even prompt your disqualification
early in the selection process.
Resume: Design and Structure
• While résumés can be organized in more than one way, they will almost always contain
the same basic information.
1. Personal information
• Include your name, address, phone numbers, email address, and website under this
heading.
• A personal email address and home or cell phone is preferable. Ensure that your email
sounds professional and does not sound frivolous. (Avoid email IDs like
volcano2000@hotmail.com)
2. Career/professional objective
• Make it effective by being as specific as possible about the requirement or

aspiration. For example,
➢ To secure employment with a reputable organisation to fully utilize my training and
interpersonal skills to help contribute to the profit of the company and expand my
knowledge.
➢ To make use of my interpersonal skills to achieve goals of a company that focuses on
customer satisfaction and customer experience.
3. Education/academic preparation
• Begin with the most recent education and work backward.
• Consider listing notable courses taken.
• Received awards and all other achievements can be listed in a separate section
entitled ‘Awards and Honors’.
4. Work experience/professional skills
• list jobs in chronological order, with the present or last one first.
• Include any part-time or summer internships or projects done, even if unrelated to

the career objectives. It demonstrates the person’s ability to get and hold a job—an
important qualification.
• completed assignments, the job title/designation, the duration of work, and also a
brief summary of the work.
5. Activities, achievements/special interests, aptitudes, memberships
• include professional courses undertaken, community service/volunteer

activities, languages known (written and spoken communication), knowledge of
handling special equipment, relevant hobbies, and so on.
• Include only information that the employer will find useful, and that casts the
candidate in a favorable light.
6. References
• This section should always be the last one in a résumé.
• For space and privacy considerations, one may simply include the phrase ‘References
available upon request’ and supply the names only when and if asked for.
6. References
• If, however, the references are impressive enough to merit listing, follow these basic
guidelines:
• Choose only the three or four people who combine the best elements of
familiarity with the work and a credible position.
• In any case, do get permission beforehand from the people listed as references.
Type and Styles of Resume
There are TWO types of résumés:
• Traditional • Non-traditional
1. Reverse Chronological 1. LinkedIn
2. Functional 2. Infographics
3. Hybrid 3. Portfolio
4. Video resume
Traditional Resume Formats
Traditional Resume
1. Reverse Chronological résumé
• A reverse chronological resume lists your work experiences and achievements

starting from the current or most recent one and following up with previous jobs
below.
• For this exact reason, the reverse chronological resume is the perfect choice for job-
seekers who have plenty of experience and achievements to list on their resume.
Reverse Chronological Resume
Traditional Resume
1. Reverse Chronological Résumé

• Here’s what we should include in a reverse-chronological resume:
1. Contact Information - Your name, phone number, location, and email address.
In some cases, you can include useful links, such as a LinkedIn or GitHub profile.
2. Resume Summary or Objective - A brief 2-4 sentence summary of your work
experience, or your objective for applying for a given position.
3. Professional Title - Your title. This should mirror the exact position you’re
applying for.
Traditional Resume

4. Work Experience - Your work experience in reverse-chronological order. When
possible, talk about achievements over responsibilities.
5. Skills Section - Skills relevant for the position you’re applying for.
6. Education - Your educational history. Pro tip - if you have a B.A., feel free to skip
on your high school education.
Traditional Resume

7. Optional Sections - Sections like volunteering, projects, portfolio, hobbies, etc.
While they’re not a game-changer, they can help fill up some space on your
resume.
Traditional Resume
• Pros: • Cons:
• Recruiters and HR managers prefer this • Hard to fill in for a recent graduate with
format. no work experience.
• Very easy to skim. • Makes career gaps obvious. If you’re a
• Provides an easy-to-read chronological career changer, you might want to try one
history of your work experience. of the other formats.
• The most popular resume format in 2021.
Traditional Resume
2. Functional Résumé (Skill Based Resume Format)
• The functional résumé features the skills that the candidate has got (organizer,
researcher, manager, etc.).
• This résumé emphasizes individual fields of competence and is hence used by

applicants who are just entering the job market, who want to redirect their
careers, or who have little continuous career-related experience.
Traditional Resume
2. Functional Résumé
• What to include a functional resume:

1. Contact Information
2. Resume Summary or Objective
3. Professional Title
4. Skills Summary (Main differentiating factor between RC and Functional)
5. Additional Skills
6. Education and Work Experience
Traditional Resume
Pros: Cons:
•Good for highlighting specific skills. •The functional resume format is not very
•Useful for switching careers since you can popular in 2021, and most recruiters and
explain how your skills help in new job. hiring managers aren’t familiar with it.
•Also, useful if you’re a recent graduate with •Applicant tracking systems (ATS) have
practical skills, but not much work difficulties reading functional resumes.
experience.
Functional Resume
Traditional Resume
3. Hybrid/combination
• The combination resume format, also known as the “hybrid,” is a mixture between
the functional and reverse-chronological formats.
• It also comes with a skill summary section, but there’s a greater focus on the work
experience.
Traditional Resume
• The typical sections you’d find on a combination resume are the same as that of a
functional resume, the main difference being the focus on work experience.
• What to include in a combination resume:
2. Skill Summary
Traditional Resume
• A functional resume can have zero or minimal work history, while a combination
resume puts equal emphasis on both.
• Usually, the combination resume is for candidates with extensive work experience,
who need a way to emphasize more work experience and skills with less space.
Traditional Resume
3. Combination / Hybrid Résumé
• Pros: • Cons:
• Combination Resume Format Pros: • As with the functional resume format,
• Allows you to show off more of your applicant tracking systems have
experience and skills using less space. difficulties reading combination resumes.
• Useful for very senior professionals or • If you’re a recent graduate or don’t have
executives who need to highlight more much work experience, this resume
than just their work experience. format is not for you.
Hybrid / Combination Resume
• Non-traditional Résumés
• Traditional résumés generally do not have the scope of using

visuals/illustrations such as graphs, pictures, expressions, etc.
• On the other hand, non-traditional résumés may serve better in making a good
impression to the prospective employer about the applicant.
• However, both traditional and non-traditional résumés have their own pros and
cons.
Non-traditional Resume
• LinkedIn résumé/profile
• One of the most widely used social networking sites LinkedIn helps you in professional
networking.
• This site enables you to create your profile and connect with other professionals.
• Once you have registered on LinkedIn, you can invite any other person to join the
group. You can get to see the job and business opportunities through your primary
and secondary connections.
• The prospective employers may get to see your profile on search.
• It is like your online résumé wherein you can add infographics, videos, etc. to
highlight your achievements.
• You can request people to recommend you for an admission, assignment, job, etc.
and also endorse you for your skills and achievements.
LinkedIn Profile / Resume
https://www.linkedin.com/in/ankitsharma-2021/
• Infographic résumé
• The word infographic is a combination of information and graphics.
• These visuals can be photographs, charts, graphs, diagrams, tables, etc.,

which can provide information about your personality, skills, and achievements
• This non-traditional form of résumé can accommodate a lot of information in

much lesser space than that is used by traditional résumés.
Infographic Resume
Infographic Resume
• Portfolio résumé
• A portfolio is a collection of personalized documents or materials, which serves as a
record of our professional development and a proof of your performances.
• For instance, your portfolio may contain your latest CV, certificates of various nature,
videos that showcase your presentation skills, pictures of the work you have
accomplished, etc.
• Electronic portfolios can also be created and shared with your prospective employers.
Portfolio Resume
Portfolio Resume
• Video résumés
• Video résumés are short videos created by the applicants to present themselves to
the viewers.
• They generally last for two to three minutes and hence cannot serve as a complete
résumé.
• A video résumé supplements or reinforces the highlights presented in the traditional

résumés.
• Video résumés
• The following are a few important tips that may help you in preparing your video
résumé:
• Plan thoroughly before shooting your video. Note down all the points you need to
cover.
• Rehearse speaking them with enthusiasm.
• Take care of your appearance; wear professional attire.
• Look into the camera while preparing the video.
• Record your video in a quiet place where there is no background noise.
• Video résumés
résumé:
• Keep it short, approximately of two to three minutes.
• Don’t speak fast thinking that you would be able to cover more information in a
shorter period.
• Begin by telling your name and current position, etc.
• Present the highlights of your résumé.
• Say why you are the best for the assignment/position applied.
• Video résumés
résumé:
• Conclude by thanking the viewers for giving you this opportunity.
• Once recorded, view it carefully and ask your friends to review it.
• Create a link to your video and mention this link in your traditional and other
résumés.
•
Video Resume
• https://www.youtube.com/watch?v=fuEzWI2plaY
Writing Effective Resume
How to Write a Resume - Step by step

➢ Pick the Right Resume Format & Layout
➢ Mention Your Personal Details & Contact Information
➢ Use a Resume Summary or Objective
➢ List Your Work Experience & Achievements
➢ Mention Your Top Soft & Hard Skills
➢ (Optional) Include Additional Resume Sections - Languages, Hobbies, etc.
➢ Tailor Your Information For the Job Ad
➢ Craft a Convincing Cover Letter
➢ Proofread Your Resume and Cover Letter
Ref.: https://novoresume.com/
Which one looks better !!
How to Pick the Right Resume Format?
• There are three types of resume formats: reverse chronological, functional or skills-
based, and a combination of the two.
• The choice depends on the type of job you are applying for and your level of
experience.
• The 3 resume formats are:
1. Reverse chronological resume format - Ideal for people with plenty of work
experience that is relevant to the position they’re interested in.
2. Functional/skills-based resume format – If you lack relevant work experience

because you are a student/recent graduate, or you are looking to make a career
change, the skills-based format is a better choice.

3. Combination resume format – The combination resume is a great choice for

job-seekers with a very diverse skill-set. It’s useful if you’re applying for a role
that requires expertise in 3-4 different fields, and you want to show all that in
your resume. Say, for example, you’re applying for a senior management role,
and the requirements are expertise in Management, Sales, and Software
Development.
• So, which one do you go for?
• In 90%+ cases, you’d want to stick to the REVERSE-CHRONOLOGICAL RESUME

format. This is the most common one, and most HR managers are used to this.

• Some of the best practices when it comes to your resume layout:
• Resume Layout Must-Haves
1. One page in length. You should only go for 2 pages if you really, really
believe that it’ll add significant value. HR managers in big firms get around
1,000+ resumes per month. They’re not going to spend their valuable time
reading your life story!
2. Ample white-space, especially around the margins.

3. Easy-to-read font. Stick to what stands out, but not too much. Do: Ubuntu,
Roboto, Overpass, etc. Don’t (ever): Comic Sans
4. Pick the right font size. As a rule of thumb, go for 11 - 12 pt for normal text,
and 14 - 16 pt. for section titles.
5. As a rule of thumb, save your resume as PDF.
• If you’re pursuing a career in a more traditional industry - legal, banking, finance,

etc. - you might want to stick to the first. (Traditional )
• If you’re applying to a tech company, though, where imagination and innovation

are valued, you can go for something more creative. (Creative)
Resume Content: What to mention in your resume.
• The most popular sections for a resume are:

2. Professional Resume Summary or Objective
3. Work Experience (and Achievements)
4. Education
5. Skills
6. Optional Sections - Languages, Publications, Hobbies, etc.
Contact Information
• The most critical section in your resume is the “contact information.” Even if you
get everything else right, you’re not going to go far if the HR manager can’t contact
you because you misspelled your email.
• Make sure to double-check, and even triple-check your contact information section
and make sure everything is correct and up-to-date.
Contact Information
• Contact Information to be Included in a Resume
• Must-have Information • Optional Information

✓ First Name / Last Name. • Title
✓ Phone Number. • LinkedIn URL
✓ Email Address. • Social Media
✓ Location • Website / Blog
Contact Information
• What NOT to Include in the Contact Info Section
• Date of Birth
• Unprofessional Email Address
• Do: name.lastname@gmail.com
• Don’t: player69@gmail.com
• Headshot - The HR manager doesn’t need to know what you look like in
order to evaluate your application, so there’s no real need to include it.
Example of Contact Information
Resume Summary or Objective
• What’s a Resume Summary & When to Use it
• A resume summary is a 2-3 sentence summary of your career. You should use a
resume summary in basically any situation, unless you’re a recent university
graduate or switching careers.

• In your resume summary, you need to mention:
➢ Your job and years of experience. E.g.: Customer support representative with 5+
years of experience in the IT industry.
➢ 1 or 2 top achievements (or core responsibilities). E.g.: Specialized in technical
support, customer care, and user retention.
➢ Desired goal (generally, passion for working at a specific company).
E.g.: Looking for new opportunities as a support lead for a SaaS company.
• What’s a Resume Objective & When to Use it
➢ A resume objective is, in a nutshell, the goal of your resume.
➢ It communicates your motivation for getting into a new field.
➢ A resume objective should be around 2-3 sentences.

➢ A resume objective is the go-to for anyone that either has no work experience
or is going through a career change.
• Examples of Resume Objectives
“Hard-working recent graduate with a B.A. in Graphic Design from New York State
University seeking new opportunities. 3+ years of practical experience working with
Adobe Illustrator and Photoshop, creating illustrations & designing UX / UI. Looking
to grow as a designer, as well as perfect my art, at the XYZ Design Studio.”

➢ Or, on the other hand, if you’re going through a career change:
“IT project manager with 5+ years of experience in software development.

Managed a team of developers to create products for several industries, such as
FinTech and HR tech. Looking to leverage my experience in managing outsourced
products as a Product Owner at XYZ.”
Work Experience
• Work Experience
• The most important part of your resume is your work experience.
• This is where you really sell yourself, displaying your past accomplishments and
responsibilities.
• If you manage to master this section alone, you’ll know 80%+ of all there is to
know about how to make a resume.
Work Experience
• How to List Work Experience in a Resume
• The standard format for your work experience is as follows:
•Job Title/Position
•Company Name / Location / Description
•Achievements and Responsibilities
•Dates Employed: The standard format expected by recruiters and
employers is mm/yyyy (this is especially important when your job
application will be parsed by an Applicant Tracking System).
List of Achievements
• Correct Examples • Incorrect Examples
• Exceeded sales team KPIs by 30%+ • Generated leads through cold-calling

for 3 months straight. • Managed existing company clients
• Generated over $24,000 in sales in 1
month.
Tailor your Resume to the Job

• Did you know that over 70% of resumes submitted to job-boards are never read?
• Yes, Applicant Tracking Systems (ATS) keep your resume from being read by HR.
• An ATS (for resume) is software that helps companies filter through hundreds of
resumes they receive per day.
• The key here is to tailor your resume to each job you apply. To do this, you need to
mention the right keywords from the job ad in your resume. Ref.: https://novoresume.com/
• Example:
• Let’s say that after reading the following job ad for the position of a digital
marketer, you discover that the most critical requirements for the job are:
•5+ years of experience in online marketing

•Social media marketing experience, with good knowledge of Facebook advertising
•B.A. in Marketing or Business Administration
•Experience managing 20,000 USD monthly advertising budget on Facebook
• Now, to tailor your resume to these requirements, simply mention each in your
resume, considering you have the relevant achievements and qualifications!
How much work experience do you include in your resume!

• Job hunters with no experience - You can either keep it empty and focus on all the
other sections, or fill it up with work experience in student organizations, non-
profits, etc.
• Entry-level candidates - List all the work you’ve done up to now.
• Mid-level professionals - ONLY mention work experience relevant to the position
you’re applying for.
• Senior professionals - List up to 15 years of relevant work experience MAX. If your
recent experience is as a CEO, no one cares about how you started your career as a
cashier in your teenage years. Ref.: https://novoresume.com/
Listing your Education
• Tips on perfecting your education section:
• If you don’t have any work experience, mention your education section first.
• Mention your latest educational entry on top.
• ONLY mention GPA if you had a very impressive academic career (3.5 GPA plus).
Skills
• Emphasize Your Know-How with the Skills Section
• Another must-have section in your resume is the “Skills” section.
• Here, you want to mention all your know-how that makes you the perfect
candidate for the job.
Skills
• There are 2 types of skills you can include when writing your resume:
• Hard Skills (Measurable abilities). This can be anything from coding in Python to
knowing how to cook Thai cuisine.
• Soft Skills (Personal skills). These are a mix of social skills, communication skills,
personal traits, career attributes, Leadership, critical thinking, management,
and communication, just to name a few.
• A good resume should cover both soft and hard skills.
Skills
Skills
• 3 Steps to List Skills in Your Resume
✓ Step #1 - List Hard Skills with Experience Levels. For each hard skill you list, you
want to mention your proficiency level:
✓ Beginner - entry level experience with the skill or just classroom education
✓ Intermediate - a good level of understanding.
✓ Advanced - You can coach other employees and understand the skill on a
high level.
✓ Expert - amongst some of the best professionals in your field.
Skills
✓ Make sure to NEVER lie about your skill levels.
Skills
✓ Step #2 - Tailor Your Skills to the Job. (You might have some super rare,
awesome skills, but they’re not always going to be useful.)
✓ Take a look at the job ad and list 2-3 essential skills required for the job.
Skills
✓ Step #3 - Include Some Universal Skills - “Universal Skills” are the type of skills
useful for almost any job out there.
✓ These are both soft skills (leadership, teamwork, critical thinking, etc.) and hard
skills (Excel, PowerPoint, Photoshop, writing, etc.).
Skills
✓ Whatever job you’re applying to, chances are, these skills will in one way, or
another come in handy, so feel free to include them, even if they’re not
specifically required for the position.
Other Important Sections

• Other Important Sections
1. Languages
• To list languages in your resume, simply write them down and assign them
the appropriate level:
•Native
•Fluent
•Proficient (Enough knowledge to pass by in a professional environment)
•Intermediate
•Basic

2. Hobbies & Interests
• If you end up with some extra space in your resume, don’t hesitate to show
off your personality with a hobbies / interest's section.

3. Volunteering Experience
• It leaves the impression that you’re a devoted, loyal employee.
• Several studies show that you can boost your chances of getting
hired simply by listing your volunteering experience.
• This holds especially true if you’re a student with next to no work

experience.

4. Certifications & Awards
• Do you have any awards that make you stand out in your field? How about
certifications from industry experts?
• Whichever the case is, as long as it’s relevant for the position you’re
applying for, feel free to add it to your resume.

5. Publications
• Are you a freelance writer? Maybe a distinguished academic?
• If you have any published works (online, or in an academic journal), you

might want to include them in your resume. Make sure to include a URL, so
the HR knows where to check your work!

6. Projects
• Working on side projects can really show off your passion for your field.
Whether they’re university class projects or part-time entrepreneurial
endeavors, they’re both equally relevant.
• You can mention the project in your resume and stand a better chance at
landing that business internship!
Resume for Freshers
• Sections to Replace Work Experience
• To fill that work experience gap in your resume here are four sections you can
use instead:
Resume for Freshers

1. Internships
Marketing Intern
• Have you done an
Full Picture Company
internship that is relevant New York, NY
to the position you are 09/2019 - 12/2019
applying for? • Analyzed various social media platforms for trending

content
• Managed company social media accounts
• Here is how you add an
• Posted interested content on company Facebook page,
internship to your resume: increasing engagement by 25%
Resume for Freshers

2. Extracurricular activities
• Extracurricular activities are always a great addition!
• Whether they’re related to the job you’re applying for or not, they still show one
thing:
• How to list extracurricular activities on your resume:
• Title of the section: Extracurricular Activities
• Name of the organization and/or team
• Your role in the organization
• Time period
Resume for Freshers
Public Speaking Club
• Noteworthy awards or Vice-President
achievements 09/2018 - 09/2019
• Organized 10+ public speaking lectures
• And here’s what this would look
• Brought in speakers from all over the state
like on a resume: • Conducted public speaking workshops
Resume for Freshers

3) Volunteering Experience
• Volunteering shows dedication and Volunteering Experience
passion to apply yourself. Grand Archive Library Volunteer

Washington, D.C
• And there’s nothing recruiters love
08/2017 - 02/2019
more than a committed employee. • Performed secretarial activities, such as
• Whether you spend your free time in a sorting mail, filing documents, answering
phone calls, and taking messages.
soup kitchen, or you helped collect
• Led a poetry reading event twice a month.
trash in the countryside, you can
mention it in your resume!
Resume for Freshers

4) Projects
• In this section, you can add any relevant projects you were part of during your
time in school or at an internship.
• Your capstone project, graduation thesis, or research project go here.
• You can also mention any other type of project you’ve worked on in school,
including:
Resume for Freshers

4) Projects
• Business project for a real-life client
• Mock website you created in Web Design 101
• Market research you did as part of your graduation thesis
• Software you developed in Software Engineering class
• ...And so on!
Resume for Freshers

4) Projects
Online Privacy and Social Media: a Journalistic U-Visa

Study of Facebook and Cambridge Analytica In-House Pro Bono Project
Journalism Capstone Project Columbia Law School
Harvard University 11/2018 - 03/2019
09/2018 - 11/2018 • Completed a full petition for U nonimmigrant
status, interviewed legal persons and drafted
affidavits
Resume for Freshers

• Awards & Certifications.
• Do you have any fancy pieces of paper that show you’re smart?
• Maybe it’s an award for a terrific essay in a competition, or a certificate from an

online course.
• Whichever the case may be, awards and certifications show that you’re a
winner, so definitely include them in their own respective section.
Resume for Freshers
Writing Effective Resume: Review
let’s quickly go through everything we’ve learned so far:
• When creating your no-experience resume, use the reverse-chronological
format.
• You can create a killer no-experience resume by emphasizing your education
instead. Include relevant internships, soft & hard skills, and projects.
• Other sections you can include on your resume are hobbies & interests,
languages, certifications, or achievements.
• Keep all the content on your resume clear, precise, and relevant. Use bullet
points for all your descriptions.
• After you’re done with your resume, you want to write an awesome cover letter.
Writing a Cover Letter
The cover letter is a one-page letter that tells the story behind your resume
content and reemphasizes why you’re a great fit for the job.
Structure of a Cover Letter
References
1. https://novoresume.com/
2. https://canva.com/
3. https://resumecat.com/
4. https://resumod.com/
5. https://zety.com/
6. https://resumebuild.com/
Expert
Technical
Lecture
WHT IS EXPERT TECHNICAL LECTURE
• A method of oral instruction where instructor is an expert of his/her domain and

the primary information giver.
• Examples include speakers invited from industries, reputed universities and

organizations to update listeners on latest trends, processes and technologies.
• Listeners or students are expected to make note of information and jot down
relevant points, if required.
• Limited interaction or exchange of ideas between the instructor and the listener.
Please join us at & Please Like, Subscribe and Share.
TYPES OF TECHNICAL LECTURE
• Two types of technical lectures
• Traditional Lectures: only the instructor is allowed to speak, and all others are
bound to listen silently, without interruption.
• Participatory technical lectures: Lecture involves discussions, brainstorming,
ideas sharing, discourses, role plays, case studies and many other creative
activities to make lectures more participatory in nature and allow the audience
to take active part.

CHARACTERISTICS OF TECHNICAL LECTURE
• Clarity of theme.
• Clear and logically organised presentation
• Comprehensive instruction material.

• Adequate coverage of the topic.
• In-depth knowledge of the subject.

• Stats, Data and facts to support the lecture theme.
• Excellent command over language.
• Clear diction, pronunciation and neutral accent.

BENEFITS OF EXPERT TECHNICAL LECTURE
• Much more effective than getting information from variety of texts.
• Instructor delivers his/her experience alongwith information
• More engaging than other forms of getting information like reading
• Creativity can be introduced to make lecture much more engaging and informative
Doubts and problems can be discussed with experts immediately

• Feedback can be given on the spot
• Less possibility of misinterpretation
• Less time consuming
• Information can be conveyed to a large no of people at the same time

Research
Papers
TECHNICAL ARTICLES
• Technical and research articles are essential to all fields of science, technology,
humanities, and management as they add to the existing knowledge and
understanding of a particular topic or subject.
• Writing a technical article that can be published in a professional journal or

presented in a seminar or conference is a challenging task.
• Technical paper writing skills help in achieving academic and occupational goals by
establishing the authors presence in the professional world alongwith giving a
high degree of professional satisfaction and help in career advancement.
WHAT IS A TECHNICAL ARTICLE?
• A technical article is a written document describing, discussing, or analyzing a

systematic and organised research towards increasing the knowledge in a specific
field.
• It transfers new research and findings to other scientists and researchers in the
field by giving a systematic account of the results of some survey, research,
fieldwork, and other activities. .
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• As it is an objective presentation of technical information, it explores one area of

research, and presents an objective analysis and interpretation of facts, findings,
inferences, suggestions, recommendations, and conclusions.

TECHNICAL ARTICLE VS GENERAL ARTICLE
• Technical articles differ from general articles in style, presentation, and objectives.
• Unlike a general article that may follow any form and pattern, a technical article is
highly formal in structure. For example, any technical article in a professional
journal has the same major sections as all the others.
• Technical articles involve the use of technical vocabulary, specialised terminology,

graphic aids, and a particular writing style.

TYPES OF TECHNICAL ARTICLE

1. JOURNAL ARTICLES
• A journal article is the communication of technical information in a structured

form as per the established pattern for articles acceptable for publication in a
particular journal.
• The form of a journal article is as important as its content because most journals
follow a style guide that the technical writer has to use to structure the article.
(https://www.restconf.org/full-paper-format/ )

1. JOURNAL ARTICLES
• These style guides provide detailed writing instructions that may include
guidelines about the preparation of text, organisation, length, referencing system,
and use of symbols, abbreviations, illustrations, unit symbols, and so on.

2. CONFERENCE PAPERS
• A conference paper is a paper that the author has presented in a seminar,

conference, or workshop.
• As it is the written form of a technical presentation, it follows the pattern in which

it has been presented before the audience.
• It may be published in the “proceedings” of the conference in which it has been

presented.

• However, the academic value of a conference paper is usually less than that of a
journal article.
( The main reason is that the reviewing process of journal articles is usually more formal and systematic than that of
seminar papers. Moreover, the editor of a professional journal usually receives a large number of articles, and he or
she may adopt strict norms and select only a few of them. In contrast, the organizer of a professional seminar may
not have the option of rejecting many conference papers. )

3. REVIEW ARTICLE
• A review article is an evaluation and analysis of published work on a particular

topic.
• The main purpose of a review article is to evaluate a published work in order to

determine its academic value and research potential.

4. RESEARCH ARTICLE
• A research article is based on original research carried out by the author.
• It may be the outcome of a particular research project carried out by the author or
the result of a small-scale study.
• The research might have been carried out in the laboratory or in the field.
• It might be theory based, or a part of action research to develop certain methods,

equipment, procedures, systems, and so forth.
4. RESEARCH ARTICLE
• The main purpose of a research article is to add to the existing knowledge,

understanding, and scope of a particular subject.
• A research article could be either published in a journal or presented in a

conference in order to achieve its objectives.

Test Your Understanding !!

CHARACTERSTICS OF A RESEARCH PAPERS
1. A research paper is the most important form of expository discourse. It may be

written on any topic or subject— scientific, technical, social, cultural, etc., but the
style is scholarly in nature.
2. It is highly stylized and contains a high concentration of certain writing

techniques such as definition, classification, interpretation, abstraction, and
description.
3. It is objective in nature and the presentation of information is accurate, concise,

direct, and unambiguous.
4. Generally, it contains almost all the formal elements that a technical report
includes. Most research papers are characterized by the use of visual aids, and
scientific, technical, or specialized vocabulary.
5. Every research paper is a unified composition arising out of the study of a

particular subject, assembling the relevant data, and organizing and analyzing the
same.
6. All important analyses have to be supported by adequate evidence.

WRITING EFFECTIVE TECHNICAL ARTICLES
STRUCTURE OF TECHNICAL ARTICLES

• Technical articles are formal technical documents and are highly formal in
structure.
• They usually ensure objectivity.
• The components of a technical article include title, authors, affiliations, keywords,

list of symbols, abstract, introduction, methodology, results, discussion,
conclusion, appendices, acknowledgement and references.

1. TITLE
• The title of a technical article is usually a long phrase that contains keywords and
indicates the content of the article.
• The title of a research paper may be defined as the fewest possible words that
adequately describe the contents of the paper.
• It ought to be well-studied and should give a definite and concise indication of the
rest of the paper.
1. TITLE
• Choose all the words in the title with great care and ensure that their association
with one another is meaningful.
• Remember that the indexing and abstracting services depend heavily on the
accuracy of the title.
• Also, an improperly titled paper may be virtually lost and may never reach its
intended audience.
1. TITLE
• An effective title
✓ Is a clear indication of the contents of the paper
✓ Is neither too short nor too long
✓ Contains specific and not general terms
✓ Is built on careful syntax
✓ Is a label and not a sentence
✓ Avoids the use of common abbreviations, specific notations, and reference
numbers
TITLE EXAMPLES
TITLE EXAMPLES
2. NAME, AFFILIATIONS AND ADRESSES OF AUTHORS

• This is the second element of a technical article. It includes the name of the author
followed by institutional affiliation/s.
• In the case of a multi-author paper, if different authors of the same paper have
different addresses, the addresses are linked to the names using superscripted
indicators.
• The addresses are placed either directly below the names of the authors or in the
form of footnotes.
• Generally, the authors are listed in the order of importance to the experiments, the
first author being acknowledged as the main author.

NAME, AFFILIATIONS AND ADRESSES OF AUTHORS EXAMPLES
Name (Authors)
Affiliations
3. KEYWORDS
• Keywords are those pivotal and majorly important words which represent the
central theme of the entire research article or paper.
• Just by looking at these keywords, one can figure out what the research is all
about.
• These keywords are also used to search for the relevant research paper or
technical article.
3. KEYWORDS
3. KEYWORDS
4. ABSTRACT
• The abstract is the most important element of a technical article.
• Abstract has two main functions:
1. To enable readers, identify the basic content of a document quickly and

accurately in order to determine its relevance to their interests, and
2. To meet the requirement of abstracting journals.

4. ABSTRACT
• There are two kinds of abstracts; descriptive and informative.

• The descriptive abstract talks about the article and briefly states what the article
contains while the informative abstract summarizes the essential information in
the article, focusing on key facts, findings, observations, results, conclusions, and
recommendations.
• As informative abstracts are more comprehensive and self-explanatory than
descriptive abstracts, most professional journals prefer the former to the latter.

4. ABSTRACT
• The characteristics of an abstract are as follows:
✓ It is as concise as possible and does not exceed 3 per cent of the total length of
the paper.
✓ It does NOT contain any bibliography, figure, or table references.
✓ It does NOT contain any unfamiliar abbreviations and acronyms.
✓ It is generally written after the paper is prepared.

4. ABSTRACT
• The steps involved in preparing an abstract are mentioned below:
➢ Read the introductory paragraph of the study to identify the objective.

➢ Scan the summary and conclusions at the end to note down the main
findings of the study.
➢ Read through the text for information on methodology adopted, new data,
and any other vital information.

4. ABSTRACT
➢ Prepare a draft arranging the various items in the following order: objective,
new methodology or equipment used, data of fundamental value, and
major conclusion and/ or correlations derived.
➢ Modify and trim the abstract to the required size.

4. ABSTRACT
4. ABSTRACT
5. INTRODUCTION
• The main part of a technical article usually begins with an introduction that
introduces the reader to the topic or research work under discussion.
• This section helps the reader to understand the article as it includes facts that the
reader must know in order to comprehend the discussion and analysis that follow.

5. INTRODUCTION
• A good article introduction may include some or all the following elements:
1. Background: an objective description of the background of the problem, or

events and conditions that led to the problem under discussion
2. Research status: the status of research related to the problem, and the need of
the present research
3. Purpose: aims and objectives of the research or investigation

5. INTRODUCTION
4. Significance: the significance of the work under discussion
5. Methods: methods or procedures used to carry out the research work, and
the rationale for using specific methods of investigation
6. Scope: the scope and limitations of the problem investigated

5. INTRODUCTION
6. METHODOLOGY
• While writing a technical article, certain methods and materials need to be used to
carry out the investigation.
• The professional value of an investigation largely depends on using appropriate

methods and materials.
• In order to establish the validity of the findings, the materials and methods used
need to be described along with the rationale for using them.

6. METHODOLOGY
• This may involve

✓ an objective description of materials that were used to conduct the
investigation
✓ the conditions under which the work was done
✓ the methods of data collection
✓ the procedures for investigating the situation/problem
✓ and the criteria of survey.

6. METHODOLOGY

7. RESULTS / FINDINGS
• This is the main part of the article as it presents the results or findings of the
investigation.
• This section is concerned with ‘what was done’, ‘what happened’ or ‘what was
looked into’.
• It focuses on facts and objectively presents the outcome, results, and findings of
the research.

• It is usually divided into sections and subsections with well-structured and clear
headings and sub-headings.
• This section should be written as carefully as possible because the value of the
article depends on the relevance of its results.


8. DISCUSSION
• This section presents an analytical discussion of the results and findings of the
investigation.
• As it conveys the significance and meaning of the findings to the reader, it

analyses the causes, implications, and significance of these findings.
• Moreover, it establishes a link between the findings and the existing research in
the concerned area

9. CONCLUSION
• This section concludes the article by summarizing the important highlights of the
article.
• It may contain recommendations that are based on results and discussion.
• It may also indicate the need and nature for further work in the concerned area.

9. CONCLUSION

10. APPENDICES
• A technical article may contain appendices.
• An appendix contains supporting material or data that is kept separate from the
main body of the article to avoid interrupting the line of development of the
article.

11. LIST OF SYMBOLS
• Standard abbreviations can be used. It is a good practice to give the full version
followed by the abbreviation within parentheses at the first occurrence.
Thereafter, only the abbreviated form may be used throughout.
• One- or two-letter symbols may be used to represent physical quantities, units, or
chemical elements.
• Use only standard symbols. All symbols other than those that are in common use
• must be explained in the ‘nomenclature’ section.

11. LIST OF SYMBOLS
• Names of units and their abbreviations should conform to standard practices.
• The most appropriate system is the International System (SI) of Units.

11. LIST OF SYMBOLS

11. REFERENCES
• This section may contain references to books, journals, reports, dissertations,

or/and published government documents, and so on used in the article.
• It may use the referencing method approved in the particular discipline to which the
article belongs.

11. REFERENCES

Test Yourself !!

WRITING STRATEGIES
• A technical article is the formal, structured and objective presentation of technical

information and we need to adopt effective writing strategies in order to deliver the
material effectively.
• Whether we have to write a short review article or a lengthy research paper, we

need to plan and organize it well. In fact, we need to create a work plan to write
our article.
• The following steps will help us to plan, organize and write our article systematically.

WRITING STRATEGIES

WRITING STRATEGIES
1. DEFINE THE PROBLEM

• Planning for an article should start with defining the problem. This is the first step
of any systematic inquiry or investigation.
• In order to write an effective article, the author needs to analyse the problem that
he wants to discuss objectively.
• The first question that we need to answer before we begin to write our article is:
“What is the problem that I want to present or discuss in my article?”

WRITING STRATEGIES
• Once we have answered this question and identified the problem that we want to
discuss and explore, we will be able to determine the direction of our investigation.
• Defining the problem will also help in deciding the approach, content, and
methodology.
• The problem may be written down in the form of a statement. This problem
statement could be the guiding principle for writing the article.

WRITING STRATEGIES
2. ANALYSE THE PROBLEM
• The purpose of writing an article needs to be defined in order to write a result

oriented and need based paper.
• Why do I want to write this article? This is the most important question that the
writer has to answer in order to make his/her article focused.
• Defining and analyzing the purpose will help in making the article relevant and
effective.

WRITING STRATEGIES
• As the aim of the research needs to be mentioned in the abstract of the article, the
objective of the research should be written in a sentence.

WRITING STRATEGIES
3. DO LITERATURE SURVEY
• Literature survey is an essential segment of any credible research and is central to

the writing of technical articles.
• Survey of existing literature is essential to be informed about the latest research in

the area of investigation, which helps to give a theoretical foundation to the article.
• It also help to correlate the article to the mainstream of scientific literature in the
field.
WRITING STRATEGIES
• The following suggestions will help in survey of effective literature:

✓ Bibliography card should be made for each journal article, book, magazine
article, or research report that is closely related to the topic of the article.
✓ The entries in the card include the name of the author, title, publication details
(place of publication, publisher, date of publication, and so on), identification
number, and so forth.
✓ A literature search of all the related information can be conducted by browsing
through relevant journals, books, or magazines.
WRITING STRATEGIES

✓ A keyword search through library databases or the World Wide Web and
electronic databases is also essential.
✓ Index cards should be made to record information from both oral and written
sources.
✓ An electronic file should be made to record information from different web
sources.
✓ Research notes should be prepared.
WRITING STRATEGIES
4. ANALYSE AND ORGANISE THE INFORMATION

• Once the problem and purpose have been defined, literature surveyed, and
information gathered, the writer needs to analyse and organise the material.
• Evaluate the information objectively and make comparative analysis of different

sets of information for obtaining new ideas, interpreting data for their relative
importance.
• We may also develop an outline by choosing the central idea, main ideas, the major
supporting ideas, and developing the details.
WRITING STRATEGIES
5. WRITE THE FIRST DRAFT
• Once an outline has been prepared and the organizational pattern of the article has
been decided, the first draft may be written.
• While writing the first draft, we need to ensure that the article is divided into
manageable sections with appropriate headings and sub-headings.
• Be focused on the objectives of the article and use simple and direct language.

WRITING STRATEGIES
6. REVIEW AND REVISE
• Once the rough draft of the article has been written, it should be reviewed edited
and revised in order to improve the quality of its content and presentation.
• Reviewing involves the process of analyzing whether the article achieved its
purpose, whereas editing involves correcting its style, grammar, spelling, and
punctuation.
• Revising focuses on improving the content and language of the article.

WRITING STRATEGIES
7. WRITE THE FINAL DRAFT

• Once the rough draft of the article has been reviewed and revised, the final draft
can be written.
• While writing the final draft, the following points should be taken care of:
1. Principles of technical style should be taken care of.

2. Appropriate key words and technical terms should be used.

WRITING STRATEGIES
3. The article should be objective, impersonal, clear, concise, direct, and

readable.
4. Precise and specific words, short sentences and meaningful paragraphs

should be used.
5. Appropriate linking devices should be used.

WRITING STRATEGIES
6. Graphic highlighting techniques should be applied to improve readability and

comprehension.
7. Important points should be emphasised.

LINKS TO RESEARCH PAPERS
You can visit following links to read and review the research papers of your choice
and interest.
• https://www.sciencedirect.com/
• https://sci-hub.mksa.top/
• https://scholar.google.com/

EXAMPLE RESEARCH PAPERS
Let us have a look at few research papers.
Example Article 1
Example Article 2
Example Article 3
* PDF files of these three example research articles will be found in notes shared through our Telegram Channel.

Seminar &
Conference
Papers
WHAT IS SEMINAR ?
• The seminar can be described as a formal academic instruction session organized
by an academic institution/professional organization for the
students/professionals to inform, educate and guide the participants on a specific
topic, or a series of different topics of a subject.
• A seminar implies an academic gathering of people, wherein the attendees are

provided information, guidance or training with respect to the specific field of
study.
• There are one or two presenters in the seminar who are subject matter experts.
WHAT IS SEMINAR?
• There is no limit on the number of people attending the seminar, as it greatly

depends on the level in which the seminar is conducted. If it is organized at a high
level, then the number of participants will also be high, and vice versa.

WHAT IS SEMINAR?
• The seminar aims at bringing together all the people to whom delivery of guidance
or information is required and a long lecture is given by one or more subject
matter experts in the concerned discipline, who are guest speakers.
• The speaker usually presents and discuss the topic by way of videos, slide shows or
other interactive tools.
• It is followed by a dialogue, i.e., question-answer session between the participant
and experts, which encourages critical thinking and new ideas.

WHAT IS A CONFERENCE?
• The conference, as the name suggests is a formally structured meeting of several

delegates at an arranged place and scheduled date, which is meant to deliver
some information about a subject.
• Originated from ‘confer’ which means to give somebody something special.

• A conference is a kind of pre-arranged meeting conducted over a period of few
days, wherein a particular topic is discussed, and all the participants have some
shared interest.

WHAT IS A CONFERENCE?
• Conferences are scheduled meetings held for consultation and exchange of

information or discussion, which has a certain agenda or motto to serve.

DIFFERENCE BETWEEN SEMINAR AND CONFERENCE
BASIS FOR COMPARISON CONFERENCE SEMINAR

Meaning A conference refers to a large A seminar is an instructional event,
formal gathering of several people wherein one or more experts
or say, members, to talk about a communicate some information,
specific topic or subject of through lecture or general
common interest. discussion.
Session Consultative Interactive
Objective To get an opinion or solution for an To educate, discuss and guide.
issue.
Participation of audience Limited participation Active participation
Organized at Organization or hotel meeting Seminar hall of Institution, or an
space. arranged space.
Duration Few days One hour or more
Type of work Presentation and Exchange of views Presentation and Discussion

DIFFERENCE BETWEEN SEMINAR AND CONFERENCE
• In a nutshell, seminars are academic in nature, whereas conferences are not just
academic, they can be held to serve other purposes also, which can be related to
business, politics, economy, science, entertainment, sports and so forth, nationally
or internationally.

WRITING A SEMINAR AND CONFERENCE PAPER
• No difference between method of writing a research paper and a seminar /

conference paper.
• You can learn How to write a research paper effectively by clicking on the following
link (Part 5 of Unit 2) : https://youtu.be/cUjg2hIXJ94

ELEMENTS OF A SEMINAR / CONFERENCE PAPER

Technical
Proposals
WHT IS TECHNICAL PROPOSALS
• A proposal is a systematic, factual, formal, and persuasive description of a course

of action or set of recommendations or suggestions.
• ‘There is only one way to get anybody to do anything. And that is by making the
other person want to do it.’
–Dale Carnegie

WHAT IS TECHNICAL PROPOSALS
• A proposal is a method of persuading people to agree to the writer’s view or
accept his suggestions.
• It is a systematic, factual, formal, and persuasive description of a course of action

or set of recommendations or suggestions.
• It is written for a specific audience to meet a specific need.

• As the main objective of a proposal is to persuade the reader to accept the
proposed course of action, it explains and justifies what it proposes.
• Engineers, scientists, researchers, business executives, managers, and

administrators have to write proposals in order to initiate new projects, provide
fresh ideas, solve problems, or reinforce and prompt innovative strategies.
• A proposal is an offer by one party to provide a product or service to another party

in exchange for money.
• It is usually a sales presentation seeking to persuade the reader to accept the

written plan for accomplishing a task.
• Proposals may be written to people within an organization, to an outside company,

or to the government.
• Consultants submit proposals to companies offering help to solve problems within a

company, building contractors submit proposals to the government on some
constructions for the Public Works Department, reputed advertising agencies offer
to publicize a product or an idea for a company, construction companies submit
proposals to governments abroad to build everything from bridges to skyscrapers—
the list is endless.
• Proposals are written orders to solve a technical problem or to undertake a project

of practical or the theoretical nature.

PURPOSE OF TECHNICAL PROPOSALS
• Proposals, in general, aim to

✓ Solve a problem
✓ Alter a procedure,
✓ Find answers to questions
✓ Offer advice and training, or
✓ Conduct research on a topic of interest to both parties

• Proposals have varied purposes with a wide or narrow scope.
• Following are a few examples to illustrate the diverse purposes of proposals:

✓ To construct parking slots, buildings, bridges, highways
✓ To sell property, such as buildings, machines, airplanes
✓ To survey areas for possible water sources
✓ To plan and construct airport baggage conveyor systems
✓ To modernize the office procedures of a company
✓ To train international managers for work in foreign countries
IMPORTANCE OF TECHNICAL PROPOSALS
• Submitting a proposal is usually the first step in going ahead with a new project.
• The proposal may be accepted or rejected depending on how effectively it

responds to the needs of the situation/problem or the institution/company for
whom the proposal is prepared.
• Proposals review and improve existing products and services to meet the ever-
increasing and complex requirements of today’s highly competitive business
environment.
• They aim at providing new and sound ideas to accelerate the advancement of our
society.

• Proposals, like reports, are valuable records of information in an organization.
• They act as an index of the company’s growth or progress.
• Successful proposals give financial returns to the organization.
• They help promote various research activities that are vital for the individual,
organization, or government.
• Proposals attempt to win contracts for the company undertaking the project.
• Proposal writing develops certain favorable and useful skills such as

communicative, persuasive, and organizational skills. It also enhances the power of
estimation, judgement, and discrimination in the writer.

TYPES OF TECHNICAL PROPOSALS

• The two basic types of proposals are

1. Sales Proposals
2. Research Proposals
• Both these types may be either solicited or unsolicited.

Sales and Research Proposals
1. Sales Proposals
• Sales proposals are also known as business proposals.
• They are sent outside the company to potential clients or customers.
• Sales proposals rarely duplicate one another in either structure or style.

• In fact, they often take quite different and creative directions like successful
advertisements.
• Research proposals are usually academic in nature and mostly solicited.
• Professors, or the institutions for which they work, may submit a proposal to obtain
a grant in response to a request or announcement from the government or other
agency.
• Whatever the research project, the basic content does not vary.
Solicited and Unsolicited Proposals
1. Solicited Proposals
• Solicited proposals are the one which are invited or requested by a

Government firm or another organisation.
• A solicited proposal is written in response to a specific request from a client.

• They specify their requirements and mention their conditions

• Many companies, government agencies, institutions, and consultancy

organisations solicit proposals for their projects. As they want the best people to
take their projects, they may make the request for proposal open to increase
competition.
• While preparing a solicited proposal, the company should remember that, in all
likelihood, it will have many competitors bidding for the contract.
To be successful at acquiring the contract, the company needs to
✓ present excellent reasons to the solicitor to follow its recommendations
✓ try to overcome the resistance from its competitors,
✓ have stronger and more powerful arguments than those of the others.
✓ meticulously follow the proposal requirements of the solicitor regarding the
problem, the required solution, specific work to be done or equipment to be
installed, format of the proposal, deadlines, etc.
2. Unsolicited Proposals
• In contrast, unsolicited proposals are written without any request for a

proposal.
• As they intend to propose solutions or recommendations, they are based on an

objective assessment of a situation or condition by an individual or a firm.

• For example, a person noticing a problem in his organisation and wanting to
offer his ideas on how to handle it, may submit an unsolicited proposal.
• Self initiated research and business projects usually involve unsolicited
proposals.
• Similarly, when a company prepares an unsolicited proposal, it needs to
convince the reader that it understands the receiver’s problem and that it is
qualified to solve the problem successfully.
Formal and Non-formal Proposals
1. Non-Formal Proposals
• Proposals can be formal or non-formal depending on their content and format.
• A non-formal proposal is a brief description of suggestions or

recommendations that are introductory in nature.
• It is usually written to initiate small projects that do not require elaborate
description and discussion.
• Non-formal proposals are usually short.
• As the content is generally insufficient for a formal proposal, a non-formal

proposal may involve the use of printed forms, letter formats, or memo
formats.

2. Formal Proposals
• Formal proposals, on the other hand, are comparatively longer.
• They are usually written to initiate big projects and require elaborate
• Like a formal report, a formal proposal involves use of the manuscript format.

2. Formal Proposals
• It may consist of several sections and sub-sections and can vary from a few
pages to hundreds of pages.

Internal and External Proposals
1. Internal Proposals
• Proposals can be internal or external, according to the nature of the audience.
• An internal proposal is addressed to readers within an organisation.
• It may offer to study a problem, situation, condition, or issue in the company

or organisation, and may present different options for solving it.
• For example, proposing a plan to increase the sales of a company will require
preparing an internal proposal.
• Internal proposals are less formal and elaborate than external proposals.

2. External Proposals
• External proposals are communicated to people outside an organisation.
• An external proposal may offer a plan to solve a problem or situation of

another organisation and give appropriate suggestions and recommendations.
• External proposals are more formal, detailed, and elaborate than internal
proposals.

CHARACTERISTICS OF TECHNICAL PROPOSALS
• Technical proposals, whether they are sales proposals or research proposals, are a
persuasive blend of information, organization, and reason.
• Essentially, technical proposals should
• Demonstrate to appropriate decisions makers that their needs would be met
with
• Be more creative than other forms of professional writing
• Permit informality and personal approach in style to some extent
• Keep in view the customer’s convenience, financial gain, and prestige
• Look neat and attractive

• Include summary, background, objective, description of the problem,
methodology, and cost estimate
• Anticipate any possible reasons for rejection and provide suggestions for
overcoming them
• Follow meticulously the requirements of the solicitor
• Contain certain or all elements of structure according to the purpose,
usefulness, and requirements of the recipient’s language
• Use plain, direct, and unambiguous expressions
STRUCTURE TECHNICAL PROPOSALS
• Like the structure of reports, all proposals have three main divisions: prefatory
parts, body of proposal, and supplementary parts.
• Depending upon the need and existing practice, we may choose the required
elements from these parts for the proposal.

1. Prefatory parts
A. Title page
B. Table of contents
C. Letter of transmittal
D. List of tables/figures
E. Draft contract
F. Executive summary

2. Body of proposal
A. Introduction C. Managerial procedures

o Problem – Objectives or purpose C. Sequence of activities
o Need – Scope and limitation D. Personnel qualifications
o Background E. Equipment, facilities, products
B. Technical procedures D. Cost estimate
o Methods and sources E. Conclusion
o Plan of attack
3. Supplementary Parts
A. Appendices
B. References

WRITING STRATEGIES FOR TECHNICAL PROPOSALS
• Apart from using the correct format and structure for the proposal, the proposal
should be readable, attractive, and convincing.
• In order to take any action, the reader/s should be able to understand the proposal.
• If the proposal is confusing, complex, or too abstract, the reader will not be able to
respond to it positively. So, simple and appropriate language should be used to
make the proposal readable.

• Make the proposal attractive and convincing so that reader/s can take a positive
decision after reading it.
• In order to achieve these objectives, a systematic plan of writing should be followed,

and strategies of good writing adopted.

1. Pre-Writing
• Prewriting of a proposal involves purpose identification, audience analysis,

project analysis, scope determination, an analysis of the action desired, and
data collection.

1. Pre-Writing
• The writing process should begin with the following questions:
• Why is this proposal being written?/What are its objectives? (Purpose
identification)
• Who is the audience? (Audience analysis)
• Does the proposal involve any project? What is the project? (Project
analysis)
• How much information should be included in the proposal? (Scope
determination)
• What should the reader do? (Analysis of the action desired)
1. Pre-Writing
• Once these five questions are answered, the writer can collect data related
to the proposal.
• The writer should do background research, collect relevant information,

discuss relevant points with concerned people, make a list of the points
that you want to cover, and organise your thoughts to help you write.

2. Writing
• Writing a proposal involves organising the data that has been collected,
outlining what will be presented in the proposal, and writing the first draft.
• The information may be organised as per the structure of the proposal.

• A good outline will give the writer a clear picture of his/her proposal and will
help him/her to prepare the first draft.

2. Post-Writing
• Once the first draft has been written, it is ready to be revised, edited, and
evaluated in order to improve its content, layout, and structure.
• The proposal needs to be edited for grammatical and lexical accuracy.

• The first draft should be evaluated and critically examined to ensure that
the proposal can achieve its purpose.
• Finally, the final draft is prepared.

Thank You

Unit : 2
Syllabus

Draft.
Resume
Writing
Employment Communication
• Employment communication revolves around written communication and

conversation between the employer and the job-seekers
• Employment communication is a process that includes writing employment letters,

applications, and résumés.
• Employment communication involves two sides:

• Recruiter's side: Posting jobs, Shortlisting resumes and Interviewing.
• Candidate’s side: Writing Cover letters, Resumes, Job applications etc.
• Resume is a document created and used by a person to present his background,

skills, and accomplishments. (French word résumé meaning "summary“)
• A professional employment seeking document that presents a summary of an

individual’s education, professional training, experience, skills, abilities,
achievements, and references.
• It introduces the individual to a potential employer.

• A resume is sent to prospective employers when an applicant is seeking job

interviews. So, the main objective of a résumé is winning a job interview by
highlighting the applicant’s fitness for a particular position
• Résumés are technical as well as marketing documents that present the

candidate’s past and present performance to the prospective employers so that
they can assess his/ her future potential
Importance of an effective Resume
• An applicant may be the most qualified and experienced candidate for a job, but
if he/she is not able to communicate effectively, he/she will not get the job
• A well-written persuasive résumé tailored to a specific job position immediately

grabs the attention of an employer, it should therefore, be made as persuasive as
possible.
• An effective résumé will put the candidate into the shortlist.

• Although the terms résumé, biodata, and curriculum vitae (CV) are
synonymously used, they differ from each other in certain aspects.
• In French, résumé means summary. It is usually one page long but may extend
to two pages sometimes. It includes the gist of an individual’s education, past
employment, and skills for the new position.
• A biodata is a shortened form of biographical data and has now become an obsolete
term. In this format, the emphasis is on personal details such as date of birth,
nationality, marital status, gender and address.
• A curriculum vitae contains all the elements of a résumé, but it is more detailed in
terms of the academic credentials.
• A CV contains a detailed account of all the papers published, papers presented at

the conferences, and research projects carried out. On the other hand, a résumé
may just mention the number of conferences attended/ number of papers
published/a brief summary of the projects carried out.
• A résumé, like every important business document, should be impeccable. Any

mistakes or sloppiness here could raise doubts in an employer’s mind regarding the
person’s capability.
• It is well-organized so that vital information is readily accessible.

• A résumé should reflect the professional image that we want to create. It should
be:
✓ Neat and error-free with no whiteouts or hand corrections;
✓ Legible and well-spaced;
✓ Printed on good quality paper of A-4 size; and
✓ Reproduced clearly on a high-quality printer or copy machine.
✓ The ideal length for résumé is around one page, and it should never
exceed two pages. A long résumé may even prompt your disqualification
early in the selection process.
• While résumés can be organized in more than one way, they will almost always contain
the same basic information.
1. Personal information
• Include your name, address, phone numbers, email address, and website under this
heading.
• A personal email address and home or cell phone is preferable. Ensure that your email
sounds professional and does not sound frivolous. (Avoid email IDs like
volcano2000@hotmail.com)
2. Career/professional objective
• Make it effective by being as specific as possible about the requirement or

aspiration. For example,
➢ To secure employment with a reputable organisation to fully utilize my training and
interpersonal skills to help contribute to the profit of the company and expand my
knowledge.
➢ To make use of my interpersonal skills to achieve goals of a company that focuses on
customer satisfaction and customer experience.
3. Education/academic preparation
• Begin with the most recent education and work backward.
• Consider listing notable courses taken.
• Received awards and all other achievements can be listed in a separate section
entitled ‘Awards and Honors’.
4. Work experience/professional skills
• list jobs in chronological order, with the present or last one first.
• Include any part-time or summer internships or projects done, even if unrelated to

the career objectives. It demonstrates the person’s ability to get and hold a job—an
important qualification.
• completed assignments, the job title/designation, the duration of work, and also a
brief summary of the work.
5. Activities, achievements/special interests, aptitudes, memberships
• include professional courses undertaken, community service/volunteer

activities, languages known (written and spoken communication), knowledge of
handling special equipment, relevant hobbies, and so on.
• Include only information that the employer will find useful, and that casts the
candidate in a favorable light.
6. References
• This section should always be the last one in a résumé.
• For space and privacy considerations, one may simply include the phrase ‘References
available upon request’ and supply the names only when and if asked for.
6. References
• If, however, the references are impressive enough to merit listing, follow these basic
guidelines:
• Choose only the three or four people who combine the best elements of
familiarity with the work and a credible position.
• In any case, do get permission beforehand from the people listed as references.
There are TWO types of résumés:
• Traditional • Non-traditional
1. Reverse Chronological 1. LinkedIn
2. Functional 2. Infographics
3. Hybrid 3. Portfolio
4. Video resume
Traditional Resume Formats
Traditional Resume
1. Reverse Chronological résumé
• A reverse chronological resume lists your work experiences and achievements

starting from the current or most recent one and following up with previous jobs
below.
• For this exact reason, the reverse chronological resume is the perfect choice for job-
seekers who have plenty of experience and achievements to list on their resume.
Traditional Resume

1. Contact Information - Your name, phone number, location, and email address.
In some cases, you can include useful links, such as a LinkedIn or GitHub profile.
2. Resume Summary or Objective - A brief 2-4 sentence summary of your work
experience, or your objective for applying for a given position.
3. Professional Title - Your title. This should mirror the exact position you’re
applying for.
Traditional Resume

4. Work Experience - Your work experience in reverse-chronological order. When
possible, talk about achievements over responsibilities.
5. Skills Section - Skills relevant for the position you’re applying for.
6. Education - Your educational history. Pro tip - if you have a B.A., feel free to skip
on your high school education.
Traditional Resume

7. Optional Sections - Sections like volunteering, projects, portfolio, hobbies, etc.
While they’re not a game-changer, they can help fill up some space on your
resume.
Traditional Resume
• Pros: • Cons:
• Recruiters and HR managers prefer this • Hard to fill in for a recent graduate with
format. no work experience.
• Very easy to skim. • Makes career gaps obvious. If you’re a
• Provides an easy-to-read chronological career changer, you might want to try one
history of your work experience. of the other formats.
• The most popular resume format in 2021.
Traditional Resume
2. Functional Résumé (Skill Based Resume Format)
• The functional résumé features the skills that the candidate has got (organizer,
researcher, manager, etc.).
• This résumé emphasizes individual fields of competence and is hence used by

applicants who are just entering the job market, who want to redirect their
careers, or who have little continuous career-related experience.
Traditional Resume
• What to include a functional resume:

2. Resume Summary or Objective
3. Professional Title
4. Skills Summary (Main differentiating factor between RC and Functional)
Traditional Resume
Pros: Cons:
•Good for highlighting specific skills. •The functional resume format is not very
•Useful for switching careers since you can popular in 2021, and most recruiters and
explain how your skills help in new job. hiring managers aren’t familiar with it.
•Also, useful if you’re a recent graduate with •Applicant tracking systems (ATS) have
practical skills, but not much work difficulties reading functional resumes.
experience.
Functional Resume
Traditional Resume
• The combination resume format, also known as the “hybrid,” is a mixture between
the functional and reverse-chronological formats.
• It also comes with a skill summary section, but there’s a greater focus on the work
experience.
Traditional Resume
• The typical sections you’d find on a combination resume are the same as that of a
functional resume, the main difference being the focus on work experience.
• What to include in a combination resume:
2. Skill Summary
Traditional Resume
• A functional resume can have zero or minimal work history, while a combination
resume puts equal emphasis on both.
• Usually, the combination resume is for candidates with extensive work experience,
who need a way to emphasize more work experience and skills with less space.
Traditional Resume
3. Combination / Hybrid Résumé
• Pros: • Cons:
• Combination Resume Format Pros: • As with the functional resume format,
• Allows you to show off more of your applicant tracking systems have
experience and skills using less space. difficulties reading combination resumes.
• Useful for very senior professionals or • If you’re a recent graduate or don’t have
executives who need to highlight more much work experience, this resume
than just their work experience. format is not for you.
Hybrid / Combination Resume
• Non-traditional Résumés
• Traditional résumés generally do not have the scope of using

visuals/illustrations such as graphs, pictures, expressions, etc.
• On the other hand, non-traditional résumés may serve better in making a good
impression to the prospective employer about the applicant.
• However, both traditional and non-traditional résumés have their own pros and
cons.
• One of the most widely used social networking sites LinkedIn helps you in professional
networking.
• This site enables you to create your profile and connect with other professionals.
• Once you have registered on LinkedIn, you can invite any other person to join the
group. You can get to see the job and business opportunities through your primary
and secondary connections.
• The prospective employers may get to see your profile on search.
• It is like your online résumé wherein you can add infographics, videos, etc. to
highlight your achievements.
• You can request people to recommend you for an admission, assignment, job, etc.
and also endorse you for your skills and achievements.
https://www.linkedin.com/in/ankitsharma-2021/
• Infographic résumé
• The word infographic is a combination of information and graphics.
• These visuals can be photographs, charts, graphs, diagrams, tables, etc.,

which can provide information about your personality, skills, and achievements
• This non-traditional form of résumé can accommodate a lot of information in

much lesser space than that is used by traditional résumés.
Infographic Resume
Infographic Resume
• Portfolio résumé
• A portfolio is a collection of personalized documents or materials, which serves as a
record of our professional development and a proof of your performances.
• For instance, your portfolio may contain your latest CV, certificates of various nature,
videos that showcase your presentation skills, pictures of the work you have
accomplished, etc.
• Electronic portfolios can also be created and shared with your prospective employers.
Portfolio Resume
Portfolio Resume
• Video résumés
• Video résumés are short videos created by the applicants to present themselves to
the viewers.
• They generally last for two to three minutes and hence cannot serve as a complete
résumé.
• A video résumé supplements or reinforces the highlights presented in the traditional

résumés.
• Video résumés
résumé:
• Plan thoroughly before shooting your video. Note down all the points you need to
cover.
• Rehearse speaking them with enthusiasm.
• Take care of your appearance; wear professional attire.
• Look into the camera while preparing the video.
• Record your video in a quiet place where there is no background noise.
• Video résumés
résumé:
• Keep it short, approximately of two to three minutes.
• Don’t speak fast thinking that you would be able to cover more information in a
shorter period.
• Begin by telling your name and current position, etc.
• Present the highlights of your résumé.
• Say why you are the best for the assignment/position applied.
• Video résumés
résumé:
• Conclude by thanking the viewers for giving you this opportunity.
• Once recorded, view it carefully and ask your friends to review it.
• Create a link to your video and mention this link in your traditional and other
résumés.
•
Video Resume
• https://www.youtube.com/watch?v=fuEzWI2plaY
How to Write a Resume - Step by step

➢ Pick the Right Resume Format & Layout
➢ Mention Your Personal Details & Contact Information
➢ Use a Resume Summary or Objective
➢ List Your Work Experience & Achievements
➢ Mention Your Top Soft & Hard Skills
➢ (Optional) Include Additional Resume Sections - Languages, Hobbies, etc.
➢ Tailor Your Information For the Job Ad
➢ Craft a Convincing Cover Letter
➢ Proofread Your Resume and Cover Letter
Which one looks better !!
• There are three types of resume formats: reverse chronological, functional or skills-
based, and a combination of the two.
• The choice depends on the type of job you are applying for and your level of
experience.
1. Reverse chronological resume format - Ideal for people with plenty of work
experience that is relevant to the position they’re interested in.
2. Functional/skills-based resume format – If you lack relevant work experience

because you are a student/recent graduate, or you are looking to make a career
change, the skills-based format is a better choice.

3. Combination resume format – The combination resume is a great choice for

job-seekers with a very diverse skill-set. It’s useful if you’re applying for a role
that requires expertise in 3-4 different fields, and you want to show all that in
your resume. Say, for example, you’re applying for a senior management role,
and the requirements are expertise in Management, Sales, and Software
Development.
• So, which one do you go for?
• In 90%+ cases, you’d want to stick to the REVERSE-CHRONOLOGICAL RESUME

format. This is the most common one, and most HR managers are used to this.

1. One page in length. You should only go for 2 pages if you really, really
believe that it’ll add significant value. HR managers in big firms get around
1,000+ resumes per month. They’re not going to spend their valuable time
reading your life story!
2. Ample white-space, especially around the margins.

3. Easy-to-read font. Stick to what stands out, but not too much. Do: Ubuntu,
Roboto, Overpass, etc. Don’t (ever): Comic Sans
4. Pick the right font size. As a rule of thumb, go for 11 - 12 pt for normal text,
and 14 - 16 pt. for section titles.
5. As a rule of thumb, save your resume as PDF.
• If you’re pursuing a career in a more traditional industry - legal, banking, finance,

etc. - you might want to stick to the first. (Traditional )
• If you’re applying to a tech company, though, where imagination and innovation

are valued, you can go for something more creative. (Creative)
Resume Content: What to mention in your resume.
• The most popular sections for a resume are:

2. Professional Resume Summary or Objective
3. Work Experience (and Achievements)
4. Education
5. Skills
6. Optional Sections - Languages, Publications, Hobbies, etc.
Contact Information
• The most critical section in your resume is the “contact information.” Even if you
get everything else right, you’re not going to go far if the HR manager can’t contact
you because you misspelled your email.
• Make sure to double-check, and even triple-check your contact information section
and make sure everything is correct and up-to-date.
Contact Information
• Contact Information to be Included in a Resume
• Must-have Information • Optional Information

✓ First Name / Last Name. • Title
✓ Phone Number. • LinkedIn URL
✓ Email Address. • Social Media
✓ Location • Website / Blog
Contact Information
• What NOT to Include in the Contact Info Section
• Date of Birth
• Unprofessional Email Address
• Do: name.lastname@gmail.com
• Don’t: player69@gmail.com
• Headshot - The HR manager doesn’t need to know what you look like in
order to evaluate your application, so there’s no real need to include it.
Example of Contact Information
• What’s a Resume Summary & When to Use it
• A resume summary is a 2-3 sentence summary of your career. You should use a
resume summary in basically any situation, unless you’re a recent university
graduate or switching careers.

• In your resume summary, you need to mention:
➢ Your job and years of experience. E.g.: Customer support representative with 5+
years of experience in the IT industry.
➢ 1 or 2 top achievements (or core responsibilities). E.g.: Specialized in technical
support, customer care, and user retention.
➢ Desired goal (generally, passion for working at a specific company).
E.g.: Looking for new opportunities as a support lead for a SaaS company.
➢ A resume objective is, in a nutshell, the goal of your resume.
➢ It communicates your motivation for getting into a new field.
➢ A resume objective should be around 2-3 sentences.

➢ A resume objective is the go-to for anyone that either has no work experience
or is going through a career change.
“Hard-working recent graduate with a B.A. in Graphic Design from New York State
University seeking new opportunities. 3+ years of practical experience working with
Adobe Illustrator and Photoshop, creating illustrations & designing UX / UI. Looking
to grow as a designer, as well as perfect my art, at the XYZ Design Studio.”

➢ Or, on the other hand, if you’re going through a career change:
“IT project manager with 5+ years of experience in software development.

Managed a team of developers to create products for several industries, such as
FinTech and HR tech. Looking to leverage my experience in managing outsourced
products as a Product Owner at XYZ.”
Work Experience
• Work Experience
• The most important part of your resume is your work experience.
• This is where you really sell yourself, displaying your past accomplishments and
responsibilities.
• If you manage to master this section alone, you’ll know 80%+ of all there is to
know about how to make a resume.
Work Experience
• How to List Work Experience in a Resume
• The standard format for your work experience is as follows:
•Job Title/Position
•Company Name / Location / Description
•Achievements and Responsibilities
•Dates Employed: The standard format expected by recruiters and
employers is mm/yyyy (this is especially important when your job
application will be parsed by an Applicant Tracking System).
List of Achievements
• Correct Examples • Incorrect Examples
• Exceeded sales team KPIs by 30%+ • Generated leads through cold-calling

for 3 months straight. • Managed existing company clients
• Generated over $24,000 in sales in 1
month.

• Did you know that over 70% of resumes submitted to job-boards are never read?
• Yes, Applicant Tracking Systems (ATS) keep your resume from being read by HR.
• An ATS (for resume) is software that helps companies filter through hundreds of
resumes they receive per day.
• The key here is to tailor your resume to each job you apply. To do this, you need to
mention the right keywords from the job ad in your resume. Ref.: https://novoresume.com/
• Example:
• Let’s say that after reading the following job ad for the position of a digital
marketer, you discover that the most critical requirements for the job are:
•5+ years of experience in online marketing

•Social media marketing experience, with good knowledge of Facebook advertising
•B.A. in Marketing or Business Administration
•Experience managing 20,000 USD monthly advertising budget on Facebook
• Now, to tailor your resume to these requirements, simply mention each in your
resume, considering you have the relevant achievements and qualifications!
How much work experience do you include in your resume!

• Job hunters with no experience - You can either keep it empty and focus on all the
other sections, or fill it up with work experience in student organizations, non-
profits, etc.
• Entry-level candidates - List all the work you’ve done up to now.
• Mid-level professionals - ONLY mention work experience relevant to the position
you’re applying for.
• Senior professionals - List up to 15 years of relevant work experience MAX. If your
recent experience is as a CEO, no one cares about how you started your career as a
cashier in your teenage years. Ref.: https://novoresume.com/
• Tips on perfecting your education section:
• If you don’t have any work experience, mention your education section first.
• Mention your latest educational entry on top.
• ONLY mention GPA if you had a very impressive academic career (3.5 GPA plus).
Skills
• Another must-have section in your resume is the “Skills” section.
• Here, you want to mention all your know-how that makes you the perfect
candidate for the job.
Skills
• There are 2 types of skills you can include when writing your resume:
• Hard Skills (Measurable abilities). This can be anything from coding in Python to
knowing how to cook Thai cuisine.
• Soft Skills (Personal skills). These are a mix of social skills, communication skills,
personal traits, career attributes, Leadership, critical thinking, management,
and communication, just to name a few.
• A good resume should cover both soft and hard skills.
Skills
Skills
✓ Step #1 - List Hard Skills with Experience Levels. For each hard skill you list, you
want to mention your proficiency level:
✓ Beginner - entry level experience with the skill or just classroom education
✓ Intermediate - a good level of understanding.
✓ Advanced - You can coach other employees and understand the skill on a
high level.
✓ Expert - amongst some of the best professionals in your field.
Skills
✓ Make sure to NEVER lie about your skill levels.
Skills
✓ Step #2 - Tailor Your Skills to the Job. (You might have some super rare,
awesome skills, but they’re not always going to be useful.)
✓ Take a look at the job ad and list 2-3 essential skills required for the job.
Skills
✓ Step #3 - Include Some Universal Skills - “Universal Skills” are the type of skills
useful for almost any job out there.
✓ These are both soft skills (leadership, teamwork, critical thinking, etc.) and hard
skills (Excel, PowerPoint, Photoshop, writing, etc.).
Skills
✓ Whatever job you’re applying to, chances are, these skills will in one way, or
another come in handy, so feel free to include them, even if they’re not
specifically required for the position.

1. Languages
• To list languages in your resume, simply write them down and assign them
the appropriate level:
•Native
•Fluent
•Proficient (Enough knowledge to pass by in a professional environment)
•Intermediate
•Basic

2. Hobbies & Interests
• If you end up with some extra space in your resume, don’t hesitate to show
off your personality with a hobbies / interest's section.

3. Volunteering Experience
• It leaves the impression that you’re a devoted, loyal employee.
• Several studies show that you can boost your chances of getting
hired simply by listing your volunteering experience.
• This holds especially true if you’re a student with next to no work

experience.

4. Certifications & Awards
• Do you have any awards that make you stand out in your field? How about
certifications from industry experts?
• Whichever the case is, as long as it’s relevant for the position you’re
applying for, feel free to add it to your resume.

5. Publications
• Are you a freelance writer? Maybe a distinguished academic?
• If you have any published works (online, or in an academic journal), you

might want to include them in your resume. Make sure to include a URL, so
the HR knows where to check your work!

6. Projects
• Working on side projects can really show off your passion for your field.
Whether they’re university class projects or part-time entrepreneurial
endeavors, they’re both equally relevant.
• You can mention the project in your resume and stand a better chance at
landing that business internship!
Resume for Freshers
• Sections to Replace Work Experience
• To fill that work experience gap in your resume here are four sections you can
use instead:
Resume for Freshers

1. Internships
Marketing Intern
• Have you done an
Full Picture Company
internship that is relevant New York, NY
to the position you are 09/2019 - 12/2019
applying for? • Analyzed various social media platforms for trending

content
• Managed company social media accounts
• Here is how you add an
• Posted interested content on company Facebook page,
internship to your resume: increasing engagement by 25%
Resume for Freshers

• Extracurricular activities are always a great addition!
• Whether they’re related to the job you’re applying for or not, they still show one
thing:
• How to list extracurricular activities on your resume:
• Title of the section: Extracurricular Activities
• Name of the organization and/or team
• Your role in the organization
• Time period
Resume for Freshers
Public Speaking Club
• Noteworthy awards or Vice-President
achievements 09/2018 - 09/2019
• Organized 10+ public speaking lectures
• And here’s what this would look
• Brought in speakers from all over the state
like on a resume: • Conducted public speaking workshops
Resume for Freshers

3) Volunteering Experience
• Volunteering shows dedication and Volunteering Experience
passion to apply yourself. Grand Archive Library Volunteer

Washington, D.C
• And there’s nothing recruiters love
08/2017 - 02/2019
more than a committed employee. • Performed secretarial activities, such as
• Whether you spend your free time in a sorting mail, filing documents, answering
phone calls, and taking messages.
soup kitchen, or you helped collect
• Led a poetry reading event twice a month.
trash in the countryside, you can
mention it in your resume!
Resume for Freshers

4) Projects
• In this section, you can add any relevant projects you were part of during your
time in school or at an internship.
• Your capstone project, graduation thesis, or research project go here.
• You can also mention any other type of project you’ve worked on in school,
including:
Resume for Freshers

4) Projects
• Business project for a real-life client
• Mock website you created in Web Design 101
• Market research you did as part of your graduation thesis
• Software you developed in Software Engineering class
• ...And so on!
Resume for Freshers

4) Projects
Online Privacy and Social Media: a Journalistic U-Visa

Study of Facebook and Cambridge Analytica In-House Pro Bono Project
Journalism Capstone Project Columbia Law School
Harvard University 11/2018 - 03/2019
09/2018 - 11/2018 • Completed a full petition for U nonimmigrant
status, interviewed legal persons and drafted
affidavits
Resume for Freshers

• Awards & Certifications.
• Do you have any fancy pieces of paper that show you’re smart?
• Maybe it’s an award for a terrific essay in a competition, or a certificate from an

online course.
• Whichever the case may be, awards and certifications show that you’re a
winner, so definitely include them in their own respective section.
Resume for Freshers
Writing Effective Resume: Review
let’s quickly go through everything we’ve learned so far:
• When creating your no-experience resume, use the reverse-chronological
format.
• You can create a killer no-experience resume by emphasizing your education
instead. Include relevant internships, soft & hard skills, and projects.
• Other sections you can include on your resume are hobbies & interests,
languages, certifications, or achievements.
• Keep all the content on your resume clear, precise, and relevant. Use bullet
points for all your descriptions.
• After you’re done with your resume, you want to write an awesome cover letter.
Writing a Cover Letter
The cover letter is a one-page letter that tells the story behind your resume
content and reemphasizes why you’re a great fit for the job.
Structure of a Cover Letter
References
1. https://novoresume.com/
2. https://canva.com/
3. https://resumecat.com/
4. https://resumod.com/
5. https://zety.com/
6. https://resumebuild.com/
Thank You

Unit : 2
Syllabus

Draft.
Expert
Technical
Lecture
WHT IS EXPERT TECHNICAL LECTURE
• A method of oral instruction where instructor is an expert of his/her domain and

the primary information giver.
• Examples include speakers invited from industries, reputed universities and

organizations to update listeners on latest trends, processes and technologies.
• Listeners or students are expected to make note of information and jot down
relevant points, if required.
• Limited interaction or exchange of ideas between the instructor and the listener.
TYPES OF TECHNICAL LECTURE
• Two types of technical lectures
• Traditional Lectures: only the instructor is allowed to speak, and all others are
bound to listen silently, without interruption.
• Participatory technical lectures: Lecture involves discussions, brainstorming,
ideas sharing, discourses, role plays, case studies and many other creative
activities to make lectures more participatory in nature and allow the audience
to take active part.

• Clarity of theme.
• Clear and logically organised presentation
• Comprehensive instruction material.

• Adequate coverage of the topic.
• In-depth knowledge of the subject.

• Stats, Data and facts to support the lecture theme.
• Excellent command over language.
• Clear diction, pronunciation and neutral accent.

• Much more effective than getting information from variety of texts.
• Instructor delivers his/her experience alongwith information
• More engaging than other forms of getting information like reading
• Creativity can be introduced to make lecture much more engaging and informative
Doubts and problems can be discussed with experts immediately

• Feedback can be given on the spot
• Less possibility of misinterpretation
• Less time consuming
• Information can be conveyed to a large no of people at the same time

Thank You
Join us on WhatsApp and Telegram through links given in description box.
Unit : 2
Syllabus

Draft.
Research
Papers
TECHNICAL ARTICLES


field.






1. JOURNAL ARTICLES

particular journal.

1. JOURNAL ARTICLES




presented.

journal article.

3. REVIEW ARTICLE

topic.


4. RESEARCH ARTICLE

4. RESEARCH ARTICLE






description.


same.


structure.


1. TITLE
rest of the paper.
1. TITLE
intended audience.
1. TITLE
numbers
TITLE EXAMPLES
TITLE EXAMPLES

indicators.
form of footnotes.

Name (Authors)
Affiliations
3. KEYWORDS
about.
technical article.
3. KEYWORDS
3. KEYWORDS
4. ABSTRACT


4. ABSTRACT

recommendations.

4. ABSTRACT
the paper.

4. ABSTRACT


4. ABSTRACT

4. ABSTRACT
4. ABSTRACT
5. INTRODUCTION

5. INTRODUCTION


5. INTRODUCTION

5. INTRODUCTION
6. METHODOLOGY


6. METHODOLOGY

investigation

6. METHODOLOGY

investigation.
looked into’.
the research.



8. DISCUSSION
investigation.

the concerned area

9. CONCLUSION
article.

9. CONCLUSION

10. APPENDICES
article.

11. LIST OF SYMBOLS
chemical elements.

11. LIST OF SYMBOLS

11. LIST OF SYMBOLS

11. REFERENCES

article belongs.

11. REFERENCES

Test Yourself !!

WRITING STRATEGIES


our article.

WRITING STRATEGIES

WRITING STRATEGIES


WRITING STRATEGIES
methodology.

WRITING STRATEGIES

effective.

WRITING STRATEGIES

WRITING STRATEGIES


field.
WRITING STRATEGIES

WRITING STRATEGIES

sources.
sources.
WRITING STRATEGIES


importance.
WRITING STRATEGIES

WRITING STRATEGIES
punctuation.

WRITING STRATEGIES

can be written.


WRITING STRATEGIES

readable.

should be used.

WRITING STRATEGIES

comprehension.

and interest.

Example Article 1
Example Article 2
Example Article 3

Thank You

Unit : 2
Syllabus

Draft.
Research
Papers
TECHNICAL ARTICLES


field.






1. JOURNAL ARTICLES

particular journal.

1. JOURNAL ARTICLES




presented.

journal article.

3. REVIEW ARTICLE

topic.


4. RESEARCH ARTICLE

4. RESEARCH ARTICLE






description.


same.


structure.


1. TITLE
rest of the paper.
1. TITLE
intended audience.
1. TITLE
numbers
TITLE EXAMPLES
TITLE EXAMPLES

indicators.
form of footnotes.

Name (Authors)
Affiliations
3. KEYWORDS
about.
technical article.
3. KEYWORDS
3. KEYWORDS
4. ABSTRACT


4. ABSTRACT

recommendations.

4. ABSTRACT
the paper.

4. ABSTRACT


4. ABSTRACT

4. ABSTRACT
4. ABSTRACT
5. INTRODUCTION

5. INTRODUCTION


5. INTRODUCTION

5. INTRODUCTION
6. METHODOLOGY


6. METHODOLOGY

investigation

6. METHODOLOGY

investigation.
looked into’.
the research.



8. DISCUSSION
investigation.

the concerned area

9. CONCLUSION
article.

9. CONCLUSION

10. APPENDICES
article.

11. LIST OF SYMBOLS
chemical elements.

11. LIST OF SYMBOLS

11. LIST OF SYMBOLS

11. REFERENCES

article belongs.

11. REFERENCES

Test Yourself !!

WRITING STRATEGIES


our article.

WRITING STRATEGIES

WRITING STRATEGIES


WRITING STRATEGIES
methodology.

WRITING STRATEGIES

effective.

WRITING STRATEGIES

WRITING STRATEGIES


field.
WRITING STRATEGIES

WRITING STRATEGIES

sources.
sources.
WRITING STRATEGIES


importance.
WRITING STRATEGIES

WRITING STRATEGIES
punctuation.

WRITING STRATEGIES

can be written.


WRITING STRATEGIES

readable.

should be used.

WRITING STRATEGIES

comprehension.

and interest.

Example Article 1
Example Article 2
Example Article 3

Thank You

Unit : 2
Syllabus
Draft.
Technical
Proposals
WHT IS TECHNICAL PROPOSALS
• A proposal is a systematic, factual, formal, and persuasive description of a course

of action or set of recommendations or suggestions.
• ‘There is only one way to get anybody to do anything. And that is by making the
other person want to do it.’
–Dale Carnegie

• A proposal is a method of persuading people to agree to the writer’s view or
accept his suggestions.
• It is a systematic, factual, formal, and persuasive description of a course of action

or set of recommendations or suggestions.
• It is written for a specific audience to meet a specific need.

• As the main objective of a proposal is to persuade the reader to accept the
proposed course of action, it explains and justifies what it proposes.
• Engineers, scientists, researchers, business executives, managers, and

administrators have to write proposals in order to initiate new projects, provide
fresh ideas, solve problems, or reinforce and prompt innovative strategies.
• A proposal is an offer by one party to provide a product or service to another party

in exchange for money.
• It is usually a sales presentation seeking to persuade the reader to accept the

written plan for accomplishing a task.
• Proposals may be written to people within an organization, to an outside company,

or to the government.
• Consultants submit proposals to companies offering help to solve problems within a

company, building contractors submit proposals to the government on some
constructions for the Public Works Department, reputed advertising agencies offer
to publicize a product or an idea for a company, construction companies submit
proposals to governments abroad to build everything from bridges to skyscrapers—
the list is endless.
• Proposals are written orders to solve a technical problem or to undertake a project

of practical or the theoretical nature.

• Proposals, in general, aim to

✓ Solve a problem
✓ Alter a procedure,
✓ Find answers to questions
✓ Offer advice and training, or
✓ Conduct research on a topic of interest to both parties

• Proposals have varied purposes with a wide or narrow scope.
• Following are a few examples to illustrate the diverse purposes of proposals:

✓ To construct parking slots, buildings, bridges, highways
✓ To sell property, such as buildings, machines, airplanes
✓ To survey areas for possible water sources
✓ To plan and construct airport baggage conveyor systems
✓ To modernize the office procedures of a company
✓ To train international managers for work in foreign countries
• Submitting a proposal is usually the first step in going ahead with a new project.
• The proposal may be accepted or rejected depending on how effectively it

responds to the needs of the situation/problem or the institution/company for
whom the proposal is prepared.
• Proposals review and improve existing products and services to meet the ever-
increasing and complex requirements of today’s highly competitive business
environment.
• They aim at providing new and sound ideas to accelerate the advancement of our
society.

• Proposals, like reports, are valuable records of information in an organization.
• They act as an index of the company’s growth or progress.
• Successful proposals give financial returns to the organization.
• They help promote various research activities that are vital for the individual,
organization, or government.
• Proposals attempt to win contracts for the company undertaking the project.
• Proposal writing develops certain favorable and useful skills such as

communicative, persuasive, and organizational skills. It also enhances the power of
estimation, judgement, and discrimination in the writer.


• The two basic types of proposals are

1. Sales Proposals
• Both these types may be either solicited or unsolicited.

1. Sales Proposals
• Sales proposals are also known as business proposals.
• They are sent outside the company to potential clients or customers.
• Sales proposals rarely duplicate one another in either structure or style.

• In fact, they often take quite different and creative directions like successful
advertisements.
• Research proposals are usually academic in nature and mostly solicited.
• Professors, or the institutions for which they work, may submit a proposal to obtain
a grant in response to a request or announcement from the government or other
agency.
• Whatever the research project, the basic content does not vary.
• Solicited proposals are the one which are invited or requested by a

Government firm or another organisation.
• A solicited proposal is written in response to a specific request from a client.

• They specify their requirements and mention their conditions

• Many companies, government agencies, institutions, and consultancy

organisations solicit proposals for their projects. As they want the best people to
take their projects, they may make the request for proposal open to increase
competition.
• While preparing a solicited proposal, the company should remember that, in all
likelihood, it will have many competitors bidding for the contract.
To be successful at acquiring the contract, the company needs to
✓ present excellent reasons to the solicitor to follow its recommendations
✓ try to overcome the resistance from its competitors,
✓ have stronger and more powerful arguments than those of the others.
✓ meticulously follow the proposal requirements of the solicitor regarding the
problem, the required solution, specific work to be done or equipment to be
installed, format of the proposal, deadlines, etc.
• In contrast, unsolicited proposals are written without any request for a

proposal.
• As they intend to propose solutions or recommendations, they are based on an

objective assessment of a situation or condition by an individual or a firm.

• For example, a person noticing a problem in his organisation and wanting to
offer his ideas on how to handle it, may submit an unsolicited proposal.
• Self initiated research and business projects usually involve unsolicited
proposals.
• Similarly, when a company prepares an unsolicited proposal, it needs to
convince the reader that it understands the receiver’s problem and that it is
qualified to solve the problem successfully.
• Proposals can be formal or non-formal depending on their content and format.
• A non-formal proposal is a brief description of suggestions or

recommendations that are introductory in nature.
• It is usually written to initiate small projects that do not require elaborate
• Non-formal proposals are usually short.
• As the content is generally insufficient for a formal proposal, a non-formal

proposal may involve the use of printed forms, letter formats, or memo
formats.

2. Formal Proposals
• Formal proposals, on the other hand, are comparatively longer.
• They are usually written to initiate big projects and require elaborate
• Like a formal report, a formal proposal involves use of the manuscript format.

2. Formal Proposals
• It may consist of several sections and sub-sections and can vary from a few
pages to hundreds of pages.

• Proposals can be internal or external, according to the nature of the audience.
• An internal proposal is addressed to readers within an organisation.
• It may offer to study a problem, situation, condition, or issue in the company

or organisation, and may present different options for solving it.
• For example, proposing a plan to increase the sales of a company will require
preparing an internal proposal.
• Internal proposals are less formal and elaborate than external proposals.

2. External Proposals
• External proposals are communicated to people outside an organisation.
• An external proposal may offer a plan to solve a problem or situation of

another organisation and give appropriate suggestions and recommendations.
• External proposals are more formal, detailed, and elaborate than internal
proposals.

• Technical proposals, whether they are sales proposals or research proposals, are a
persuasive blend of information, organization, and reason.
• Demonstrate to appropriate decisions makers that their needs would be met
with
• Be more creative than other forms of professional writing
• Permit informality and personal approach in style to some extent
• Keep in view the customer’s convenience, financial gain, and prestige
• Look neat and attractive

• Include summary, background, objective, description of the problem,
methodology, and cost estimate
• Anticipate any possible reasons for rejection and provide suggestions for
overcoming them
• Follow meticulously the requirements of the solicitor
• Contain certain or all elements of structure according to the purpose,
usefulness, and requirements of the recipient’s language
• Use plain, direct, and unambiguous expressions
• Like the structure of reports, all proposals have three main divisions: prefatory
parts, body of proposal, and supplementary parts.
• Depending upon the need and existing practice, we may choose the required
elements from these parts for the proposal.

1. Prefatory parts
A. Title page
B. Table of contents
C. Letter of transmittal
D. List of tables/figures
E. Draft contract
F. Executive summary

2. Body of proposal
A. Introduction C. Managerial procedures

o Problem – Objectives or purpose C. Sequence of activities
o Need – Scope and limitation D. Personnel qualifications
o Background E. Equipment, facilities, products
B. Technical procedures D. Cost estimate
o Methods and sources E. Conclusion
o Plan of attack
3. Supplementary Parts
A. Appendices
B. References

• Apart from using the correct format and structure for the proposal, the proposal
should be readable, attractive, and convincing.
• In order to take any action, the reader/s should be able to understand the proposal.
• If the proposal is confusing, complex, or too abstract, the reader will not be able to
respond to it positively. So, simple and appropriate language should be used to
make the proposal readable.

• Make the proposal attractive and convincing so that reader/s can take a positive
decision after reading it.
• In order to achieve these objectives, a systematic plan of writing should be followed,

and strategies of good writing adopted.

1. Pre-Writing
• Prewriting of a proposal involves purpose identification, audience analysis,

project analysis, scope determination, an analysis of the action desired, and
data collection.

1. Pre-Writing
• The writing process should begin with the following questions:
• Why is this proposal being written?/What are its objectives? (Purpose
identification)
• Who is the audience? (Audience analysis)
• Does the proposal involve any project? What is the project? (Project
analysis)
• How much information should be included in the proposal? (Scope
determination)
• What should the reader do? (Analysis of the action desired)
1. Pre-Writing
• Once these five questions are answered, the writer can collect data related
to the proposal.
• The writer should do background research, collect relevant information,

discuss relevant points with concerned people, make a list of the points
that you want to cover, and organise your thoughts to help you write.

2. Writing
• Writing a proposal involves organising the data that has been collected,
outlining what will be presented in the proposal, and writing the first draft.
• The information may be organised as per the structure of the proposal.

• A good outline will give the writer a clear picture of his/her proposal and will
help him/her to prepare the first draft.

2. Post-Writing
• Once the first draft has been written, it is ready to be revised, edited, and
evaluated in order to improve its content, layout, and structure.
• The proposal needs to be edited for grammatical and lexical accuracy.

• The first draft should be evaluated and critically examined to ensure that
the proposal can achieve its purpose.
• Finally, the final draft is prepared.

SAMPLE TECHNICAL PROPOSALS
• Following are two samples of Technical proposals.
Proposal 1 Proposal 2

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Unit : 2

Forms of Technical Communication

Technical Report: Definition & importance; Thesis/Project writing: structure

“ The word ‘report’ is derived from the Latin reportare—‘to bring

• A report is usually a piece of factual writing, based on evidence,

• A report is a formal document written for a specific audience to meet a

• A report is a factual and systematic account of a specific business or

• Reports are important because in most organizations executive decision

• Reports help in the analysis of a condition, situation, or a problem for an

• Reports serve several purposes / objectives, which may include:

1. Presenting data effectively

• Importance of reports can be highlighted through the following points.

• Effective reports must clearly reflect their purpose.

• The purpose should direct the investigation, analysis, and

• The report should be very detailed and factual.

• The scientific accuracy of facts is very essential to a good report.

• Since reports invariably lead to decision-making, inaccurate facts may lead

• Non-relevant information should be excluded entirely.

• Irrelevant facts make a report confusing while exclusion of relevant facts

• A good report is always reader oriented.

• While drafting a report, it is necessary to keep in mind the person who is

• If recommendations are made at the end of a report, they must be

• They should come as a logical conclusion to investigation and analysis.

6. Simple and Unambiguous

• A good report is written in simple, unambiguous language.

• It is a document of practical utility; hence, it should be free from various

• It should be clear, brief, and grammatically accurate.

• The grammatical accuracy of language of a good report is of fundamental

• It is one of the basic requisites of a good report as of any other piece of

• Remember that faulty construction of sentences makes the meaning

• These have to be prepared according to a set standard.

• Present data with interpretation and analysis.

• The report writer analyses the facts of a case, problem, condition, or

• The writer must reflect a broader understanding of the subject in order

• Usually prepared on a periodic basis, that is, daily, weekly, fortnightly,

• The contents of routine reports may vary from simple production

• Routine reports may be informational or analytical depending on the

• Examples of routine reports include daily production reports, monthly

• Do not contain routine or repetitive information.

• Some of the most important decisions in an organisation may be taken

• Special reports could be either informational or analytical.

• Examples of special reports include inquiry reports, research reports,

Based on Communicative Form

• Oral reports are informal and face-to-face presentations of information.

• Oral reports are useful for presenting brief information related to

Based on Communicative Form

• Examples may include oral reporting of accidents, sales, production,

Based on Communicative Form

• Written reports are more conventional than oral reports.

• Most business and technical reports use the written mode of

Based on Communicative Form

• Most written reports have a permanent value.

• For example, a research report is of immense value to future researchers.

Based on Nature, Scope and Length

• Formal reports are comparatively longer and need elaborate description

• They usually follow a fixed format with predetermined elements,

Based on Nature, Scope and Length

• Formal reports could be informational, analytical, routine, or special.

• Examples of formal reports include annual reports of companies and

Based on Nature, Scope and Length