PROFESSIONAL WRITING

SKILLS
MODULE - 4
SUGGALA DEVI A.H.
ENGLISH LECTURER, DEPARTMENT OF HUMANITIES
BAPUJI INSTITUTE OF ENGINEERING & TECHNOLOGY, DAVANAGERE- 577004
 MODULE 4
COMMUNICATION FOR EMPLOYMENT

1. COMPONENTS OF A FORMAL LETTER:

i. Letterhead/Logo of the company

The sender‘s address (return address) with the organization‘s name, full address, email,
telephone and fax numbers.

ii. Inside address

This is the address you are sending the letter to (reader), which includes the reader‘s name and
typically, their title also.

iii. Date/Dateline
This is the month, day, and year the sender is actually sending the letter. It is never abbreviated.

iv. Salutation
This is nothing but greeting the reader. The greeting in a business letter is always formal. It
normally begins with the word ‗Dear‘.

v. Subject line
This comes after the salutation/greeting. This is to sum up the purpose of writing the letter in
one line. This helps the receiver focus on the subject of the letter in one glance.

vi. Main Body of the letter

a. Introduction: The sender introduces why they are sending the letter to the reader, and
the sender is usually expressing their request in this paragraph. It is typically very short,
maybe only a few sentences.

b. Body: In this paragraph, the sender is using specific examples and details to highlight
their request or the information about why they are sending the specific letter. This
paragraph will include several details, and it can potentially be very lengthy.

c. Conclusion: In this paragraph, the sender calls the reader to action. The sender
specifically states what they want to be done from the reader. Also, the sender thanks
the reader for taking the time to read the letter and for completing the request.

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vii. Complimentary closing
At the end of your letter, we write a complimentary losing. The words ―Yours Faithfully‖ or
―Yours Sincerely‖ are printed on the left side of the letter.

viii. Signature Line

The sender includes their signature and a typed version of their name.

Tips on how to write a formal letter:

i. Be concise
ii. Be courteous and considerate
iii. Don‘t blame the reader
iv. Avoid being negative
v. Be natural and precise
vi. Be simple and specific
vii. Avoid using clichés and jargon
viii. Keep it direct
ix. Don‘t use flowery language or too complicated an expression.
x. Use proper format and presentation

Sample Formal Letter

123 Elm Ave.
Trees Ville, ON M1N 2P3
[Letterhead/Logo of the company]
6-10 spaces

November 23, 2018 [Dateline]

2-4 spaces

Mr. M. Leaf
Chief of Syrup Production
Old Sticky Pancake Company
456 Maple Lane
Forest, ON 7W8 9Y0 [Inside Address]

2 spaces
Dear Mr. Leaf. [Salutaation]
2 spaces

Subject: Placing an order for Pancake mix and Maple Syrup. [Subject line]
2 spaces

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 [Main body]
Let me begin by thanking you for your past contributions to our Little League baseball team. Your
sponsorship aided in the purchase of ten full uniforms and several pieces of baseball equipment for last
[Main Body: Introduction] year‘s season.

Next month, our company is planning an employee appreciation pancake breakfast honoring a few retired
employees for their past years of service and present employees for their loyalty and dedication in spite of
the current difficult economic conditions. We would like to place an order with your company for 25
pounds of pancake mix and five gallons of maple syrup. We hope you will be able to provide these
products in the bulk quantities we require.
[Main Body: Body]

As you are a committed corporate sponsor and longtime associate, we hope that you will be able to join us for breakfast on
December 12, 2018.
[Main Body: Conclusion]
2 spaces

Respectfully yours, [Complimentary close]

4spaces

Derek Jeter. [Signature line]

2 spaces

[Enclosure, if any]

Exercise 1: List out the difference between formal and informal letters

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2. FORMATS AND TYPES OF BUSINESS LETTERS:

A. Formats: Letters can be formatted in several ways. Three of them are given below.

i. Full Block Format: In this format, the lines are left justified.

Logo of the company

[Letterhead]
6-10 spaces

April 27, 2013 [Dateline]

2-4 spaces

Mr. Sampat Saxena [Inside Address]

Associate Professor
Humanities
JNTU
Hyderabad-500085.
2 spaces

Subject: List of Technical Books. [Subject line]

2 spaces

Dear Mr. Saxena, [Salutation]

2 spaces [Main body below]

We are thankful to you for your query regarding books on technical writing in English.

We have a large number of books on the subject you have queried about, both India and foreign
editions. We would be quite happy to supply the books of your choice.

Please forward you e-mail address so that we may send the complete list to you without delay. We
are attaching a hard copy of a shorter list with this letter for your perusal and kind consideration.
2 spaces

Sincerely yours, [Complimentary close]

4 spaces

Sheela Subramanyam [Signature line]

Sales Manager
2 spaces
[Enclosure, if any]

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 ii. Semi-block format: In this format, the dateline is either slightly right to centre or
flush right. Address, salutation and end note are flush left. The first line of each
paragraph is indented five spaces. The complimentary close and the signature space
are aligned with the dateline.

Logo of the company

[Letterhead]
6-10 spaces

April 27, 2013 [Dateline]

2-4 spaces

Mr. Sampat Saxena [Inside Address]

Associate Professor
Humanities
JNTU
Hyderabad-500085.
2 spaces

Subject: List of Technical Books. [Subject line]

2 spaces

Dear Mr. Saxena, [Salutation]

2 spaces
[Main body below]

We are thankful to you for your query regarding books on technical writing in English.

We have a large number of books on the subject you have queried about, both India
and foreign editions. We would be quite happy to supply the books of your choice.

Please forward you e-mail address so that we may send the complete list to you without delay.
We are attaching a hard copy of a shorter list with this letter for your perusal and kind consideration.

2 spaces
[Complimentary close] Sincerely yours,

4 spaces

[Signature line] Sheela Subramanyam

Sales Manager

2 spaces
[Enclosure, if any]

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 iii. Full Block Justified: In this format, everything is aligned flush left but the paragraphs
are justified.
Logo of the company
[Letterhead]
6-10 spaces

April 27, 2013 [Dateline]

2-4 spaces

Mr. Sampat Saxena [Inside Address]

Associate Professor
Humanities
JNTU
Hyderabad-500085.
2 spaces

Subject: List of Technical Books. [Subject line]

2 spaces

Dear Mr. Saxena, [Salutation]

2 spaces
[Main body below]

We are thankful to you for your query regarding books on technical writing in English.

We have a large number of books on the subject you have queried about, both India and foreign
editions. We would be quite happy to supply the books of your choice.

Please forward you e-mail address so that we may send the complete list to you without delay. We are
attaching a hard copy of a shorter list with this letter for your perusal and kind consideration.

2 spaces
Sincerely yours, [Complimentary close]

4 spaces

Sheela Subramanyam [Signature line]

Sales Manager

2 spaces
[Enclosure, if any]

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B. Types of Business Letters:
There are different types of business letters, which are as follows:

i. Acknowledgement Letter
This type of letter is written when you want to acknowledge someone for his/her help
or support when you were in trouble or you required that person‘s monetary help or
guidance for the completion of some task.

ii. Letter of Recommendation

This letter is written to recommend a person for a job position or admission in a higher
degree or a specialized kind of study programme. The letter simply states the positive
aspects of the applicant‘s personality, required skills and how he/she would be an asset
to the organization.

iii. Appreciation Letter

We feel good when we are appreciated for our good work. Realising its importance, an
appreciation letter is written to appreciate someone‘s work in the organization. This
type of letter is written by a superior to his/her junior.

iv. Acceptance Letter

Although one will often accept a job offer in person, it is a good gesture and a wise
practice to formalize it with a letter. Begin your acceptance letter by thanking whoever
has sent you the job offer and then make it clear that you have decided to accept it.

v. Apology Letter
In the professional world, an apology letter is written for a failure in delivering the
desired results. If the person has taken up a task and he/she fails to meet the target,
then an apology is generally offered.

vi. Complaint Letter

A complaint letter is written to tell someone that an error has occurred and that needs
to be corrected as soon as possible.

vii. Adjustment Letter

A letter that deals with a complaint and claim letter is termed as an adjustment letter.

viii. Inquiry Letter

A letter of inquiry is written to enquire about a product or service. at times, enquires
are also written to find out the status of an order already placed.

ix. Permission Letter

They are widely used to send and receive messages of request, or to seek or grant
permission for utilizing the resources, facilities or services. In the business world, you

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 may request the management to grant you the authority to do something or take
decisions on authority‘s behalf.

x. Invitation Letter
A letter of invitation is sent by an individual or an organization to invite someone to
attend an event. An invitation letter can be formal or personal.

xi. Rejection Letter

These letters are written for declining somebody‘s request. It could be declining a
donation, turning down a request for some favour or facility or for denying a candidate
a job offer.

xii. Order Letter

This letter can be used as a legal document to show the transaction between the
customer and the vendor.

xiii. Application Letter

The letter of application is just like a sales letter in which you market your skills,
abilities and knowledge. A cover letter is primarily a document of transmittal as it
identifies that an item is being sent. It includes the information like the person to
whom it is being sent and the reason for its being sent.

xiv. Sales Letters

Sales letters are the most interesting and unique in their approach and appeal. Sales
letter are written to advertise and promote a product.

Exercise 2: My college fest JUNE-2019

(Divide the students into 8 groups. Each group is assigned a letter. Every member in a group will write a letter
related to the assigned topic and also identify the type of letter.)
 Write a letter:
1. To your college principal acknowledging their support for the college fest.
2. To your fellow coordinators on their good & efficient work to make the fest a huge success.
3. To the police inspector of your college locality seeking permission for night parties for 3 night
& police protection for those respective nights.
4. To all the students in your college, inviting them to the fest.
5. To a local vendor ordering 1000 t-shirts & specify the details to be printed on the t-shirt.
6. To the famous celebrity who is supposed to perform at the fest, enquiring about their
payments and other particulars.
7. Regarding the fest to the local social media pages, requesting them to help you with the sales
of the tickets of all the events.
8. Write a letter to industries, local media, city based firms and companies, requesting for
sponsorship for the college fest.

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3. MODEL LETTER OF APPLICATION (COVER LETTER) WITH
RESUME:

Cover Letter: It is a one-page document that is sent along with your resume. It is a chance to tell a
potential employer why you‘re the perfect person for the position and how your skills and expertise can
add value to the company.

Do I need to send a cover letter?


Even if an employer doesn‘t ask for a cover letter, it couldn‘t hurt to send one. In fact, it can
help you get someone's attention in a different way, and it can be a great way to display your
enthusiasm for the job and company.

Elements of a cover letter:

1. Greeting: Address your cover letter to the proper person.

2. Opening: Write a personable, inviting opening paragraph that notes how your skills are a perfect
fit for the job and display your enthusiasm.

3. Hook: Highlight your past achievements as they relate to the job you're applying for.

4. Skills: Emphasize additional relevant skills, such as computer languages or certifications.

5. Close: Briefly recap your strengths as a candidate, and include your contact information.

Cover letter sample

Ms. Rhonda West

Customer Service Manager
Acme Inc.
123 Corporate Blvd.
Some town, CO 50802
Re: Customer Service Representative Opening
(Ref. ID: CS300-Denver)

Dear Ms. West.

I was excited to see your opening for a customer service rep, and I hope to be invited for an interview.
My background includes serving as a customer service associate within both call-center and retail
environments. Most recently, I worked on the customer service desk for Discount-Mart, where my
responsibilities included handling customer merchandise returns, issuing refunds/store credits, flagging
damaged merchandise for shipment back to vendors and providing back-up cashiering during busy
periods.
Previously, I worked within two high-volume customer-support call centers for a major
telecommunications carrier and a satellite television services provider. In these positions, I

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 demonstrated the ability to resolve a variety of issues and complaints (such as billing disputes, service
interruptions or cut-offs, repair technician delays/no-shows and equipment malfunctions). I consistently
met my call-volume goals, handling an average of 56 to 60 calls per day.
In addition to this experience, I gained considerable customer service skills during my part-time
employment as a waitress and restaurant hostess while in high school.
I also bring to the table strong computer proficiencies in MS Word, MS Excel, and CRM database
applications and a year of college (business major). Please see the accompanying resume for details of
my experience and education.
I am confident that I can offer you the customer service, communication and problem-solving skills
you are seeking. Feel free to call me at 555-555-5555 (home) or 555-555-5500 (cell) to arrange an
interview. Thank you for your time—I look forward to learning more about this opportunity!
Sincerely,
Sue Ling

RESUME: A resume summarizes the most important information an employer needs to know when
they consider a new hire. The job seeker's relevant qualifications, training, and work history are listed
under easily understood resume headings such as "Summary of Qualifications," "Professional
Experience," or "Education."
Preparing a good resume or curriculum vitae (CV) requires good imagination, creativity, ingenuity and
consistent effort in keeping it updated comprehensive and effective.

A typical resume will include the following:

1. Contact information: Job seeker's name, phone number and email.

2. Objective: Relevant and impressive qualifications for the desired position, presented at the top of the
page, directly under the contact information.

3. Education: Here the lastest/highest level of education should be mentioned first and then mention the
rest of the levels in decending order.

4. Technical Skills: Mention any technical skills that you have learnt over the years. (If possible, mention
the certification). This can include programming languages, web technologies, operating systems,
design tools, etc.

5. Project: You can either mention the projects that you have completed or your current work. Also
mention the details of the project.

6. Paper Presentation: Provide brief details about the papers you have already presented (preferably,
mention the ones that are already published).

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7. Workshops and Seminars attended: List out all the workshops and seminars you have attended and
give details about each of them. You can include either technical or co-curricular events.

8. Awards and Achievements: Make a list of all the awards you have received in a descending order. It
can include the honours and labels you received over the years.

9. Interests: This part includes your hobbies and interests. Do not lie here either. If you do not have any
specific hobby, just avoid mentioning it.

10. Personal Details: Mention your address, languages known to you and date of birth.

If appropriate for your field or job, you can also include topics under such headings as Licenses,
Professional Affiliations and Related Coursework.

Need: Companies that require resumes will say so in their job postings, and those that don't will ask
you to fill out an application. But it's also a good idea to have a typed resume to submit with the
application form.

Purpose: The popular belief is that resumes land jobs. Not true. The resume's sole purpose is to land
you an interview. If employers like what they see in your resume, they'll contact you to schedule an
interview. During the interview, they'll evaluate how well your skills match the job requirements, and
how well your personality fits with their team.

Types of Resume: There are many kinds of resume templates, these types offer you different ways to
organize your details you want your employer to know.
 Chronological: With work history listed in reverse chronological order (a most recent position first, the
oldest position last), this traditional type of resume focuses on titles and dates.
 Functional: This less-common format focuses on skills and accomplishments, rather than dates and
titles. It divides your qualifications into functional categories, such as Administrative, Marketing, or
Project Management.
 Combination/Hybrid: Featuring a mix of elements from both of the above resume types, this format is
the most versatile for individual scenarios. Many feel this format gives hiring managers the best of both
worlds
 Hybrid/Combination: This is the most common type of resume. Here, you list your skills and
experience history first and work/employment history next.

Include in resume Exclude in resume

 Personal Details.  Personal details such as religion, age or
 Career Objective or Summary. family details.
 Education.  Salary expectation or previous salaries
 Work Experience. you‘ve received.
 Additional Information.
 References.

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Sample Resume:

RAJESH B V
+91 9000 000 111
rajeshbv@[Link]

OBJECTIVE:
Seeking an entry level position to utilize and enhance my skills and abilities in computer
programming to develop innovative and inventive software solutions.

EDUCATION:

Year of
Qualification Institution University/Board Percentage
passing

Bachelor
of
ABC College of 70%
Engineering VTU 2018
Engineering, Bangalore (till 7th Sem)
(Computer Science)
Karnataka PU
Class 12th XYZ PU College, 2014 91%
Mysore Board

Class 10th New Cambridge High KSEEB 2012 93%

School, Bangalore

TECHNICAL SKILLS:

 Programming Languages : C, C++ and Basics of Java

 Packages : MS Office
 Database : Oracle and MySQL
 Operating System : Windows XP, Linux and UNIX
 Web Technologies : JSP, CSS
 Design Tools : MATLAB, PSpice, Auto CAD, MASM

PROJECT:

Title : Distributed File Sharing System

Company : Microsoft India Development Center, Bangalore
Description : Distributed File Sharing System aims at----------------------------------------------
features / functionalities ------------------------------------------------------------ uses.

PAPER PRESENTATION:

 Presented a paper on “Application of Robotics” at Techfest 2017 conducted by RV

College of Engineering, Bangalore

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 WORKSHOPS AND SEMINARS ATTENDED:

 Attended a workshop on ―Android and its applications‖ conducted by Google India in

the month of July 2016
 Attended a seminar on ―Future of Robotics‖ conducted by Engineers Institute,
Bangalore chapter in the month of June 2017

AWARDS AND ACHIEVEMENTS:


Recipient of the Governor‘s Award in 2014; conferred by His Excellency Shri H R
Bhardwaj, the then Governor of Karnataka
 
Represented Karnataka state in Athletics and Table Tennis events

Winner of prizes in quiz competitions and other extra-curricular activities conducted by
various institutions

INTERESTS:

Reading
 
An avid interest in cricket
 
Quizzing

PERSONAL DETAILS:
Permanent Address : Door No.822,
14th Main, 3rd Block,
Rajajinagar,
Bangalore-560010
Languages known : English, Kannada and Hindi

Date of Birth : 16th June 1996

Exercise 3:
1. Write your resume. Include personal details, education, technical knowledge, projects and
assignments, internships, awards and achievements and extracurricular activities.
2. Attach a cover letter with your resume.

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4. EMAIL AND BLOG WRITING:
EMAIL WRITING:

In the information age, email has become the dominant form of communication. Being able to write a
polished, professional email is now a critical skill both in college and the workplace. Below are some
key distinctions between formal and informal writing, as well as some guidelines to follow when
composing a formal email to a superior (professor, current or prospective employer, etc.) or someone
who does not know you.

Reasons for popularity:

 Emails are fast, cheap, easy to operate.
 Emails capture the spirit of the age.
 Emails offer flexibility in tone and style.
 Emails have become legal and valid.

Guiding principles for composition:

 Avoid being abrupt  Avoid acronyms
 Use subject lines effectively  Use emoticons and smileys sparingly
 Start courteously  Take care of punctuation marks
 Add a warm-up sentence  Use salutations and complimentary close
 Avoid all capital letters  Identify yourself
 Use proper spellings

Maintaining common etiquette:

 Reply immediately  Avoid sexist language
 Avoid circulating emails to everyone  Be aware of email jargon
 Avoid attaching unnecessary files  Keep your mail box uncluttered
 Answer all queries  Read and edit your mails

Email Format:
Just like there are formats to write a letter, report, resume etc., there is a format that has to be followed
to write an email.

Structure of the mail:

a. Sender:
To,Cc,Bcc:
 To: Use this when you need any action (response) from the person.
Cc: This is used when a person is just a part of the mail, as in when he/she has to be
informed.
 Bcc: When the mail is to a selected audience, use this to add them.
b. Subject: In brief, mention the topic the email holds.

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 c. Salutation: The salutation of a formal email is similar to the salutation of a letter. When writing
to someone you do not know by name, you put ―To Whom it May Concern.‖ When applying
for a job, you would address the person by, ―Dear Hiring Manager.‖ If you do know the
recipient‘s name, you put ―Dear Mr/Ms. Smith.‖ For a formal salutation, you should not use
the recipient‘s first name or the informal greetings ―Hello‖ or ―Hey.‖
Some common salutations:
  Dear Dr…   Dear Sir/Madam   Dear Customer
  Dear Mr/Mrs…   Dear Colleagues   Dear Reader
  Dear Ms…   Dear Friends   My Dear…

d. Body Paragraphs: It is important to remember that an email needs to be concise. The first
sentence, known as the opening sentence, can be a greeting if the situation allows it.
• I hope all is well with you.
• Thank you for your prompt response.

However, for most formal emails it is best to get straight to the point. Depending on the subject, you
should have a maximum of four paragraphs and each paragraph should contain a single point. It is also
important to provide questions in order to prompt a response. At the end of your last paragraph, you
should provide a ―thank you‖ or ―call to action‖ depending on the subject of your email.
• Thank you for your assistance with…
• Thank you for your time and I look forward to hearing back from you.
• Please feel free to call or email me if you have any questions.
• I would appreciate it if this could be taken care of promptly.

e. Closing:
Like the salutation, the closing of a formal email can be the same as the closing to a letter. However,
unlike the salutation, there are more options for a closing.
  Thank you   With warm regards
  Best regards   With love
  Sincerely   With best wishes
  Yours   Thanks and regards
 Look forward to receiving a mail soon  Feel free to call anytime
 Soliciting an early reply  Your enquiries are always welcome

The closing is then followed by your full name. It is also beneficial to add your job position (if
applicable) and phone number under your name.

Effective Email Writing:

Make it easy for your reader to read, understand, and take action on your message.
Consider these while writing an email - Subject line, length, tone of voice, language choices and
format.

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Email Etiquette:
General format: Basics: Be sure to include the following
  Proper subject line   Request
  Greetings  Thank you/ closing remark
  Introduction (if necessary)   Signature

Dos and Don’ts of an email:

Dos Don’ts
  Use proper written, not spoken,   Make demands
language   Expect or demand an immediate
 Be thoughtful and respectful in what response
you write   Avoid negative words that begins
 Choose your words carefully with ―un, non and ex‖ or that end
 Use proper grammar and sentence with ―less‖
structure  Emails are normally not private. So
  Spell check your email do not be informal while writing the
 Remember that direct language can email
sound harsher in email than in  Humor can be hard to understand
person and relate to. Hence avoid it as it
 Read your email before sending it can also be taken to be offensive
and rephrase it if necessary  Expect an prompt reply
 Try to keep your line length at 80  Avoid using abbreviations and
character or less. If the message is emoticons
likely to be forwarded keep it to 60  Use capital or bold letters unless you
character or less want tohighlightsomething
  If you‘re writing the directions or important
want to emphasis important points,  Send a large attachment. Send a link
number your directions or bullet instead
your main point   Assume the recipient knows what
 Write in a positive tone you are talking about. Hence don‘t
 When you are sending an attachment send one-liners.
tell your respondent what the name   Overuse exclamation points
of the file is and what program it is  Email continuously about the same
saved in and the version of the topic. Give it some time and wait for
program. the reply.

Note: Emails are the most important part of your professional life. Always make sure that your emails
are formal, whosoever it is being addressed to. Also, always send a positive reply and never be
aggressive.

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Exercise 4:
State whether the sentence would be classified as either formal or informal. If informal, change it to
formal.
Example: Hi‘ all!

Informal; To Whom it May Concern.
1. I am pleased to inform you that you have won our grand prize.
2. I hope all is well with your new career choice.
3. I shouldn‘t have gone and messed with it!!
4. I can‘t help you with that because it‘s too hard.
5. Hi Mr. Smith, how are you?

Exercise 5:
Find and correct the errors in the following emails:
a.
Hello Professor Smith,
I‘m sorry to tell you but I‘m sick and will not be able to come to class. See ya on Wednesday.
Jason
b.
Dear Sally Blue,
I read online that you‘re selling business cards. I was wondering how much if I only wanted 500? Is
color and a logo extra? Can I see an example before all are shipped or will that cost extra? You seem to
have a great business so I hope you can help.
Thanks,
Jess Higgins
c.
Dear Sir/Madam,
I am a graduate of Menlo College. I got a degree in business and would now like to use it. Your
company looks interesting. Can I come in for an interview? I have a lot of experience from my
schooling and extracurriculars. I think I can help the company a lot. Please respond to my email to let
me know.
Thanks,
Max Oates

BLOG WRITING:
The word ―blog‖ a contraction of ―web log,‖ is an informational web page that consists of
discrete units called ―post.‖ It is a very popular platform for expressing some ideas, views and
opinions. The blog post is often shorter and less formal than other types of writing.

Blogs can be personal, artistic, academic, or professional. It is a unique form of online publishing that
creates opportunities for producing knowledge, sharing research, building social networks, developing
professionally, or documenting personal growth.

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Composing a post: You want your blog to invite readers in and keep them coming back for updates.
Great blogs are vibrant and visually interesting, but they are thoughtful and purposeful. Every post
matter‘s for generating and holding attention.

Consider the following principles when composing:

 Make a point: While posts do not require a formal thesis or claim, it is important to have an
argument, opinion, or purpose in mind when you compose.
 Be concise: Use precise language and coherent syntax to make your posts easy to read.
 Post often: Blogs should be updated regularly to hold readers‘ interest. Actively generate new
and interesting content on a daily or weekly schedule.
 Consider inviting guest bloggers: to appeal to diverse readers, broaden your blog‘s scope, or
refresh your own perspective on the project.
 Proofread: Careless mistakes and errors can distract readers and make you appear less credible
as a writer.
 Create visual interest: Consider which aspects of your content would pair well with visual
elements such as photographs, figures, or videos. Break up large chunks of text with visual
elements to make your blog more readable.

Using Multimedia: Audio and visual interest helps to grab a reader‘s attention. Blogs give writers
the opportunity to use design, images, audio, and video to supplement their writing. Take advantage
of these innovative ways to enhance your presentation.

Here are some guidelines to have in mind when you choose your blog’s multimedia elements:
 Use appropriate content: size, and quality. Make sure your chosen images complement the
layout of your text visually. Images should be easy to see without obstructing the text of a
post. Choose the highest possible quality image while also making sure it is easy to load. You
don‘t want your readers squinting at blurry pixels, but you don't want them to wait 10 seconds
for something to load, either.
 When linking to an online video: consider using a screenshot from that video as your
hyperlink. A screenshot can make a reader more likely to click on a link. It can provide a
visual preview, as well as demonstrate the clip‘s relevance to your post.
 Attribute your sources: Like ideas, images and videos are someone else‘s intellectual
property. Whenever possible, provide captions for the reader. Even a simple caption – (Image
courtesy of [Link]) – will help readers identify the object‘s origins.
 Using Hyperlinks: Hyperlinks are an important part of blogging and can really increase your
credibility. They create a sense of conversation, act like citations in more informal
circumstances, and demonstrate that you are engaged with other people‘s work.

Tips to Maintain a Successful Blog:

 Make post titles eye-catching but also reasonably accurate.
 Consider using the tag function in each post. This will help guide readers through your content
thematically instead of chronologically. Keep tags consistent, including punctuation. For
example, ―tshirt‖ and ―t-shirt‖ would be regarded as two different tags because of the hyphen.

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  If your hosting platform allows, link to similar blogs in order to increase your traffic.
 Unlike other writing contexts, you may find it difficult to identify your audience when you are
composing blog posts. If your blog is public, you could have a large, diverse, and even global
readership. Be aware that you are potentially addressing people with very different knowledge
bases and cultural assumptions than yours.
 Handle comments with care. As the blog‘s creator, the way you handle dissenting or
inflammatory voices sets the tone for your readers. Consider adjusting your platform‘s
comment settings if you need to regulate the conversation. For instance, requiring minimum
identification to post a comment can address the problem of inappropriate posts by increasing a
writer‘s accountability.

Exercise 6:
Write a blog on any one of these topics:
 Share a recipe that you enjoy eating or making. Spice up your post with a photo of
the end result.
 Create an A-Z of yourself or one of your interests (e.g. an A-Z of basketball or
gardening).
 Describe what your perfect classroom would look like. Use your imagination; it could
be indoors, outdoors, in a school, or somewhere else!
 If you had three wishes, what would they be?

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5. READING COMPREHENSION:

Introduction
Reading comprehension is one of the most commonly assessed skills in many a reputed test meant to
select people for further studies or professional positions.

Understanding the author’s point of view

While approaching a passage, it is also important for us to identify its nature. Broadly speaking, the
passages can information based or point-of-view based. There are passages in which the author intends
to inform the reader about some phenomenon. In such passages, the author does not really have a point
of view to prove. In other types of passages, however, he/she may have an opinion or an argument to
establish.

Understanding the author‘s opinion helps you answer various point-of-view based questions worded in
different ways such as:
i. The author‘s primary purpose in this passage is to…
ii. With which of the following statements would the author of the passage be most likely to
agree?
iii. The author‘s argument would be most weakened by the discovery of which of the following?
iv. Which of the following example could best be substituted for the author‘s example of…
v. The author‘s tone is the best described as…
vi. The author views his subject with…
vii. The author‘s presentation is best characterized as…

Therefore, understanding the author‘s point of view really helps in understanding a given passage.

Identifying the central idea

All passages have a central or main idea which becomes very important for us to understand. It is so
because out of the questions asked in a reading comprehension exercise, most of these relate to the
central idea of the passage. Therefore, attempting a passage without knowing with whom or for what it
is being fought.
i. The passage is primarily concerned with…
ii. Which of the following statements best expresses the main idea of the passage?
iii. The author‘s primary purpose in this passage is to…
iv. The author in the passage implies that…
v. It can be inferred from the passage that…
vi. With which of the following statements would the author of the passage be most likely to
agree?
vii. The author‘s argument would be most weakened by the discovery of which of the following?
viii. Which of the following examples could best be substituted for the author‘s example of…?
ix. Which of the following statements best summarizes the main idea of the passage?

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Tips for identifying the central idea:
 Never read a passage in a laid-back manner.
 A passage-particularly a longer one-is often divided into several paragraphs.
 Carefully read the beginning of each paragraph.
 Also carefully follow the ending of each paragraph.
 Predicting and anticipating certain views.
 Paying careful attention to each of the linkers.
 Thinking about a suitable title for the passage.

Employing discourse analysis:

a. Style: Writers tend to structure their texts in a particular style or at times mix a couple of them
together while writing. Some of the basic styles of writing are informative, descriptive,
analytical, narrative and abstract.
b. Tone: Just as writing in a particular style helps an author structure his/her ideas appropriately,
choosing to write in a particular tone helps him/her express his/her perspective or point of view.
c. Symbols, imagery and figure of speech: A literary passage abounds in figures of speech such
as simile, metaphor, hyperbole, litotes, synecdoche, metonymy, onomatopoeia, and so on and
so forth. Epigrammatic expressions, paradoxes, oxymoronic phrases, symbols and imagery are
quite frequently employed by authors even while discussing common, everyday affairs.

Exercise 7:
Read each of the following passages carefully and answer the questions that follow.

Passage 1:

What distinguishes humans from animals? For some it is language, for others it is the altruistic
willingness to help other members of the species. However, this kind of altruism seems to exist in the
animal world as well.
Researchers working with Crisophe Boesch at the Max Planck Institute for Evolutionary Anthropology
in Leipzig observed that West African chimpanzees adopt orphaned young, even though they are not
related to them. Several animals lavished care on a juvenile for several years. Surprisingly, half of these
adoptive parents were male.
This behaviour is thought to be encouraged by he pressure of leopards, with whom the West African
chimpanzees share their habitat. The constant threat from the big cats seems to have encouraged
cohesion and solidarity within the group. Accordingly, the scientists observed more chimpanzee
adoptions in West Africa‘s Tai National Park than in East Africa.
Wild chimpanzees appear to be more prepared to help than those living in captivity. In zoos,
chimpanzees cooperate with other members of the group to only a very limited extent. ‗Our
observations show that altruism in wild chimpanzees is much more widespread than studies of
chimpanzees in zoos would suggest‘, concludes Chrisophe Boesch.

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 i. Which of the following does the author want to establish by suggesting that animals are
altruistic?
a) That humans are beginning to behave like animals.
b) That animals are beginning to behave like animals.
c) That animal too, like human, share empathy with fellow creatures.
d) That humans are not so empathetic to their fellow creatures as animals are.

ii. While discovering the adoptive streak in animals, what surprises the author is that
a) Even chimpanzees adopt orphan juveniles of big cats.
b) Even male chimpanzees adopt juveniles of other species.
c) Even big cats adopt orphan juveniles of chimpanzees.
d) Even female chimpanzees adopt juveniles of other species.

iii. About the recently discovered altruistic zeal in chimpanzees, all expect the following be
inferred from the passage.
a) Chimpanzees living in the wild are more altruistic than those on cages.
b) Chimpanzees adopt orphans that are even unrelated to them.
c) Chimpanzees found in West African forests are more altruistic than those found
anywhere else.
d) Chimpanzees found in the Tai National Park in West Africa are observed to be more
altruistic than those found in East Africa.

iv. Which of the following is not a reason for the altruistic behaviour observed in West African
Chimpanzees?
a) The presence of a constant threat from leopards in their environment.
b) The presence of a natural altruistic willingness to help others.
c) The presence of a natural sense of competition in animals.
d) The presence of a natural environment that stimulates such a behaviour in them.

v. In the expression ‗this behaviour is thought to be encouraged…‘, the word ‗this refers to which
of the following.
a) That chimpanzees are not much distinguished from humans.
b) That chimpanzees exhibit a sense of altruism existing in them.
c) That chimpanzees do not behave as strictly according to their gender as humans do
d) That sexual limitations do not stop a male chimpanzee from being altruistic and
adoptive in behaviour.

Passage 2:

Marie was born in 1867 in Warsaw, Poland, where her father was a Professor of Physics. At an
early age, she displayed a brilliant mind and a blithe personality. Her great exuberance for
learning prompted her to continue with her studies after high school. She became disgruntled,
however, when she learned that the university in Warsaw was closed to women. Determined to

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receive a higher education, she defiantly left Poland and in 1891 entered the Sorbonne, a French
university, where she earned her master's degree and doctorate in physics.

Marie was fortunate to have studied at the Sorbonne with some of the greatest scientists of her
day, one of whom was Pierre Curie. Marie and Pierre were married in 1895 and spent many
productive years working together in the physics laboratory. A short time after they discovered
radium, Pierre was killed by a horse-drawn wagon in 1906. Marie was stunned by this horrible
misfortune and endured heartbreaking anguish. Despondently she recalled their close
relationship and the joy that they had shared in scientific research. The fact that she had two
young daughters to raise by herself greatly increased her distress.

Curie's feeling of desolation finally began to fade when she was asked to succeed her husband as
a physics professor at the Sorbonne. She was the first woman to be given a professorship at the
world-famous university. In 1911 she received the Nobel Prize in chemistry for isolating radium.
Although Marie Curie eventually suffered a fatal illness from her long exposure to radium, she
never became disillusioned about her work. Regardless of the consequences, she had dedicated
herself to science and to revealing the mysteries of the physical world.

i. Marie had a bright mind and a personality.

(a) Strong (b) lighthearted (c) Humorous (d) Strange

ii. When she learned that she could not attend the university in Warsaw, she felt .
(a) Hopeless (b) Annoyed (c) Depressed (d) Worried

iii. Marie by leaving Poland and travelling to France to enter the Sorbonne.
(a) Challenged authority (b) Showed intelligence
(c) Behaved (d) Was distressed

iv. she remembered their joy together.

(a) Dejectedly (b) Worried (c) Tearfully (d) Happily

v. Her began to fade when she returned to the Sorbonne to succeed her husband.
(a) Misfortune (b) Anger (c) Wretchedness (d) Disappointment

vi. Even though she became fatally ill from working with radium, Marie Curie was
never .
(a) Troubled (b) Worried (c) Disappointed (d) Sorrowful

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Passage 3:

"I Have a Dream" is a public speech delivered by American civil rights activist Martin Luther King Jr.
during the March on Washington for Jobs and Freedom on August 28, 1963, in which he calls for an
end to racism in the United States and called for civil and economic rights. Delivered to over 250,000
civil rights supporters from the steps of the Lincoln Memorial in Washington, D.C., the speech was a
defining moment of the civil rights movement.
Beginning with a reference to the Emancipation Proclamation, which freed millions of slaves in 1863,
King observes that: "one hundred years later, the Negro still is not free". Toward the end of the speech,
King departed from his prepared text for a partly improvised peroration on the theme "I have a dream",
prompted by Mahalia Jackson's cry: "Tell them about the dream, Martin!" In this part of the speech,
which most excited the listeners and has now become its most famous, King described his dreams of
freedom and equality arising from a land of slavery and hatred. Jon Meacham writes that, "With a
single phrase, Martin Luther King Jr. joined Jefferson and Lincoln in the ranks of men who've shaped
modern America". The speech was ranked the top American speech of the 20th century in a 1999 poll
of scholars of public address.

i. What issues does Martin Luther King‘s speech address?

a) Continuation of racism
b) End to racism and civil and economic rights
c) Civil rights
d) Civil War

ii. What pushes King to speak: ―I have a dream‖?

a) He reads out the Emancipation Proclamation
b) He is prompted by Mahalia Jackson
c) He is overwhelmed by the crowd
d) Lincoln had asked him to give the speech

iii. From the last paragraph, give one word for ―to leave‖
a) Departed b) Proclamation
c) Improvised d) Address

iv. What is the name of martin Luther King‘s famed speech?

a) The Emancipation Proclamation
b) An Improvisation
c) A Peroration
d) I Have a Dream

v. In front of whom does King speak?

a) The civil rights supporters
b) His friends
c) Lincoln
d) The Negroes

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