UNIT IV TECHNICAL WRITING

I. Paragraph Writing

Paragraph writing has been a part of the writing process in every student’s life. Not
only for any examination but also in our personal lives, we will need to write about
different topics. Paragraph writing is a simple process, and yet it needs special
attention as you have to be short, precise and to the point.
As we all know, a paragraph is a group of sentences that are connected and make
absolute sense. While writing a long essay or letter, we break them into paragraphs
for better understanding and to make a well-structured writing piece. Paragraph
writing on any topic is not only about expressing your thoughts on the given topic, but
it is also about framing ideas about the topic and making it convenient for the
readers to follow it. In English paragraph writing, it is essential to focus on the writing
style, i.e., the flow and connection between the sentences.
Therefore, a paragraph must be written in simple language in order to avoid any
interruption while reading. In order to write a paragraph on any topic, you can refer
to the samples given below and write a paragraph without any hindrance.

1.1 How to Write a Paragraph?

In order to determine how to write a paragraph, you will have to find a good topic
and collect enough information regarding the topic. Once you find the supporting
details, you can start framing the sentences, connect the sentences following a
sequence, and find a perfect concluding sentence. To understand it better, we
have provided a few paragraph writing examples for your reference

Find a Topic Sentence: It is the first sentence which is an introduction to the

given topic. It gives the main idea of what the paragraph would be about.

Supporting details: These are the details that can be collected from various
sources. It comprises information related to the topic that gives strong support to the
main topic.

Closing sentence: It is the last sentence that ends the paragraph and restates the
whole idea of the paragraph. It is basically the concluding sentence that gives the
basic idea of the whole topic.
1.2 Types of Paragraph Writing

It is essential to know the types of paragraph writing before you write about any
given topic. Therefore, check the below information to understand the various types
of paragraph writing.

Majorly, there are four types of paragraph writing, i.e., narrative, descriptive,
expository, and persuasive.

1. Descriptive: This kind of writing basically describes the topic and appeals to the
five senses.

2. Narrative: These kinds of writing are basically a narration of a story or a

situation that includes a sequence.

3. Expository: These kinds of writing are a definition of something. These

paragraphs require a lot of research.

4. Persuasive: These kinds of writing aim to make the audience admit a writer’s
point of view. These are mostly used by the teachers to provide a strong
argument.

1.3 Tips for Structuring and Writing Better Paragraphs

Whether you’re writing a short paragraph or a long paragraph, each should follow
the same basic rules of structure. While this format is not as rigid when writing fiction
as it is for non- fiction, the information or story you craft must logically or sequentially
relate to the next paragraph. These elements help the coherency of your body
paragraphs, tying them together to unify around an idea, or set up a narrative story.

1. Make the first sentence of your topic sentence – The first line of your first
paragraph sets up what information is to come as your audience reads on. Even in
fiction, the introduction of a paragraph either establishes an idea or scenario or
continues one from the paragraph before. Regardless of what format or genre
you’re writing for, every good paragraph starts with a central focus that the rest of
the paragraph will aim to support.

2. Provide support via the middle sentences - These sentences include follow-up
information to your key sentence or previous paragraph. Whatever idea you aim to
convey, these sentences are where you convince your reader to believe or envision
what you do, and give them everything they need to see your point of view.

3. Make your last sentence a conclusion or transition - Even if it’s not at the end
of the piece, a conclusive sentence can refer to the last line of its own paragraph,
which concludes a particular idea or train of thought before moving on to start a new
line for the next paragraph. This next paragraph can continue on the same idea, but
the ending of each paragraph should briefly summarize the information that was
provided before moving on.

4. Know when to start a new paragraph - A paragraph break is necessary when

starting a new topic, introducing a new speaker, contrasting other POVs or ideas,
or providing white space to give readers a pause from a longer paragraph. For
example, in a novel, you may start a new paragraph when bringing in a new
character, or specify when a different character is speaking, which can help the
reader separate action text from dialogue more readily. Paragraph breaks can
control the pacing of your writing, and generate particular feelings or moods for
your reader. While there is no set amount of sentences required per paragraph, in
some instances, a single paragraph may consist of a single sentence, but it is
acceptable as long as it supports your central idea, and doesn’t overwhelm your
audience with too much information.

5. Use transition words - Transition words help tie together separate paragraphs,
connecting them to form a coherent idea. Phrases like “in addition” or “moreover”
can help readers track your ideas and understand how they relate to each other,
making for a smoother, more pleasant reading experience. This is especially useful
for essay writers and bloggers, who often focus on a singular idea at a time.
 II. Report Writing

2.1 Introduction
A report is a presentation and summation of facts and figures either collated or derived.
It is logical and coherent structuring of information, ideas and concepts. As a neatly
structured piece of work, the report, for greater ease in comprehension, is segregated
into various sections. Understanding the impact of these sections, coupled with logical
conjoining of the various parts, results in a well written and presented report.
The basic ingredient of reports is factual information. Factual information is
based on events, records, data and the like. Reports may be regarded as the vehicles
of communicating information to those who need that information and will use it. They
also provide valuable records. They serve as usual means of developing public
relations and goodwill.
2.2 Definitions:
George R. Terry defined report as “A written statement on collection of facts, events,
and opinions and usually expressed as summarized and interpretative value of this
information. It may deal with past accomplishments, present conditions, or probable
future developments.”
According to Johnson “A good report is a communication that contains factual
information organized and presented in clear, correct and coherent language.” Reports
are used by members of management to plan, organize and control business
operations. Each manager in an organization has to report to his senior for which he
has accepted the responsibility.

2.3 Types of Reports

Majorly reports can be divided into two categories namely : Formal and Informal
Reports
Formal Report Writing:

Formal reports are structured, detailed, and objective documents prepared for
official use within an organization. They follow a specific format and are often
longer. Formal reports are typically utilized for essential decision-making
processes, such as presenting research findings, financial analysis, or project
updates.

Characteristics of Formal Reports:

Structure: Formal reports have a standardized structure, including a title page,

executive summary, table of contents, introduction, methodology, findings,
conclusions, and recommendations.

Impersonal Tone: The language in formal reports is impersonal and objective,

devoid of personal opinions or emotions.

Data and Analysis: Formal reports rely heavily on data, statistics, and objective
analysis to support their findings and conclusions.

Use Cases of Formal Reports:

Business Proposals: When presenting proposals to potential investors or partners,

formal reports provide detailed information on the proposed venture’s feasibility and
potential returns.

Performance Reviews: Formal reports evaluate employee performance,

highlighting strengths and areas for improvement.

Financial Statements: Companies use formal reports to present financial

statements to stakeholders, such as investors and regulatory bodies.

Informal Report Writing:

Informal reports need to be more structured, concise, and often used for internal
communication within an organization. They are typically shorter and are used for
everyday updates, progress reports, or sharing routine information.

Characteristics of Informal Reports:

Flexibility: Informal reports offer more flexibility in their format and structure,
allowing for a more casual and conversational tone.

Brief and Concise: Informal reports focus on providing essential information

without elaborate details or analysis.

Audience Specific: Informal reports are often tailored to a specific audience,

making them more reader-friendly.

Use Cases of Informal Reports:

Progress Updates: Team members often use informal reports to inform their
supervisors of ongoing projects’ progress.

Incident Reports: In case of accidents or incidents in the workplace, informal

reports are used to provide immediate information to relevant authorities.

Meeting Minutes: After meetings, informal reports serve as a summary of

discussions, decisions, and action items.
2.4 Key Differences Between Formal and Informal Reports:

Tone and Style:

The most apparent difference between the two report types is their tone and writing
style. Formal reports maintain a professional and objective tone, using third-person
language to present data and analysis. On the other hand, informal reports adopt a
more casual tone and often use first-person language, making them easier to
understand and digest.

Structure and Length:

Formal reports have a standardized structure with various sections, making them
longer and more detailed. Informal reports, being more flexible, have a simpler
structure and are shorter, focusing on essential information only.

Audience and Purpose:

Formal reports are prepared for a wider audience, including top-level management,
stakeholders, or external parties. They serve significant decision-making processes
and are often kept as official records. Informal reports, on the other hand, target a
more specific audience within the organization. They are intended for routine
updates and internal communication.

Conclusion:

In conclusion, formal and informal reports are crucial in effective business

communication. Standard reports are detailed, objective, and meant for significant
decision-making, while informal reports are concise, flexible, and designed for
internal updates. Understanding the differences between these two report types
allows professionals to choose the appropriate format and style for specific
communication needs, ensuring that information is conveyed accurately and
effectively in the corporate world.
III. Resume Writing

In broad terms, the secret of a successful job application process often lies in
supplying what the hiring manager really wants to hear, whether this is verbally at a
job interview or in written terms via a CV or a resume. The recruitment team, whether
it's a group of people or an individual person, will be looking for someone who ticks
all the right boxes, such as having the right experience and working in a team
environment, so you need to be doing all you can to show that you're the right person
for the job role. Providing a CV or resume is crucial, but what's the difference
between them?

What is a CV?

A curriculum vitae is a formal, polished document containing information about your

education, work experience, skills, etc., which you use to apply for jobs or perhaps
to gain entrance to graduate school. It typically includes detailed information on your
professional background. Your curriculum vitae should be updated regularly. Every
time you achieve something new, you should add it to your CV.

Your CV should include a summary of your academic history, professional

experience, and accomplishments. CVs should be written in standard English so that
any employer will understand. They should include a full name, contact information,
professional title, resume summary, resume objective, research interests, education,
publications, teaching or lecturing experience, work experience, conferences and
courses attended, specific skills, hobby interests, certificates, languages, grants of
fellowships, references, etc.

A CV can be used by a candidate who wants to get into politics, journalism, law,
medicine, business, science, engineering, art, music, sports, writing and a great many
other sectors.

What is a resume?

In contrast, a resume is a summary of the information on your CV. Resumes usually

contain less detail than CVs, and as a result, they tend to be shorter. Resumes
should be concise, straight to the point documents highlighting the most important
things about you. You should include your accomplishments, skills, and experiences.
Your resume should usually be no more than two pages long. You should include
only the most relevant information for each job you apply for. Your resume should
also be updated regularly. You need to highlight the most important information about
yourself. Use bullet points to make it easier for readers to scan the document.
Remember to include relevant keywords when describing your work history.
CV vs Resume – Differences

Length and focus

CVs are often longer than resumes. They usually contain information about your
academic history, work history, skills, awards, publications, etc. Resumes are often
shorter and focus on your professional career. A CV is a personal academic and
professional diary that includes all relevant information that a hiring manager might
look for. Throughout your career, you should update this document as you go along.
While a resume focuses more on your professional achievements, a CV might focus
more on your academic achievements and perhaps a selection of personal qualities.

Skills and hobbies

CVs should be concise and to the point. Don't provide unnecessary details about
yourself. Instead, focus your CV on the valuable skills you can offer the employer,
and ways in which you integrate into the company culture. Avoid using long
paragraphs, and include achievements that could help in your job quest. If you're
applying for a certain role, you may even want to adapt the CV on a one-off basis in
order to support that particular application or to list a specific hobby. Remember, it
is important to try to imagine what the recruitment team happens to be looking for.
Try to make your personal development dovetail with your direct experience to
create a particularly attractive candidate.

In addition to professional achievements and academic qualifications, it can be

useful to list a list of hobbies and interests on CVs and resumes. Interest in a hobby
makes you a more rounded individual. These can include the likes of sporting
activities, such as tennis, golf and chess. Team sports such as cricket, rugby and
football are also worth listing because they show you are a team player. Taking an
interest in the arts is good, including theatre, cinema, music, photography and
literature. Other relevant hobbies that you enjoy in your spare time such as
travelling, cooking and involvement with community activities and groups will also be
of interest. If you have an unusual hobby that might be a good topic of conversation,
feel free to mention it.

Education & academic achievements

Academic accomplishments should be placed first on your resume. Work

experience and education should be listed last. Use your full name as the author of
any publication.
Include the title of your dissertation or thesis if applicable. Your resume should also
contain information about your research or studies. You should also include any
relevant awards or certifications you may have earned, but ensure that they are your
very best achievements.

A resume or CV should match the job description issued by the employer. You
should highlight your qualifications, soft skills, and experiences. Your education,
work history, and skill sets should match the requirements that you can pick out
from the job listing. Keywords should be used in resumes or CVs when describing
relevant, transferable skills and experience. For example, if you're a candidate for a
marketing role, you may include keywords such as social media, marketing or
sales. These will help any recruiting person or team understand what you bring to
the table.

We outline the distinct difference between a CV and a resume below based on the
relevant sections, emphasis and the length of each document:

CV Resume

• Personal details &

• Personal details & contact information
contact information
• Relevant
List of • Educational educational
sectio background & additional background
ns qualifications
• Relevant work experience
• Complete work history
• Relevant accomplishments
• Skillsets
• Relevant skills
Credential-based, an in-depth Targeted to the job description,
document providing a comprehensive highlighting relevant academic
Emphasi overview of academic background and career achievements in
s
and professional experience each job listing

Length Multi-page document Maximum two-page document

How to write a CV?

With trained eyes, hiring managers quickly scour through them for specific
information – thus, yours should be clear and concise.

Typically credential-based, the comprehensive, multi-page document should

include information on your educational accomplishments, professional
achievements and work performed in chronological order.

The best CV samples contain relevant and up-to-date information such as:

1. Personal information and contact details

Remember to include your full name, nationality, telephone number and email
address. You may leave out your residential address for privacy reasons unless
required.

76% of CVs with an unprofessional email address get overlooked, so make sure to
include your contact details in your job applications. Avoid including redundant
information such as religious beliefs and salary history.

2. Education certifications and other qualifications

Begin listing your education details, starting with your latest qualification, and
state the institution and duration of your attendance with the month and year (i.e.
Jan 2019 – Mar 2021).

3. Career history

A common misconception among jobseekers is that only paid stints make the cut
as valid job experiences. This cannot be further from the truth. Internships, job
shadowing, part- time jobs and other forms of employment opportunities can be
listed.

When it comes to describing your work experience, follow these basic rules:

1. Arrange in chronological order, with the most current employment at the

top and the time you worked in each company. Use the duration format
applied in the education section.

2. Explain each job experience in bulleted lists for an easier read while
providing detailed descriptions of your role.

3. Include both your responsibilities and accomplishments. Be sure to illustrate

your experience in a way that highlights your skillsets, especially your soft skills
like communication, people management and leadership
 4. Skillset

From language capabilities to IT literacy, showcase hard critical skills that

demonstrate your depth of knowledge to your future interviewer. You may have a
section to list them alongside your proficiency levels.

When it comes to your soft skills, it is best to describe them through examples within
your career history. For example, instead of listing “multi-tasking” or “collaboration”
as key skills, talk about the projects you worked on and your role in making those
projects a success.

5. Other relevant experience, training and references

Scholarships, awards, memberships, relevant coursework and other

miscellaneous qualifications can be fully recorded.

How to write a resume?

A well-crafted resume should contain the same information as your CV, but be
crafted strategically. Aimed at demonstrating competence, you have to actively
pick out relevant information that showcases your strengths and abilities in the
best light.

Compared to the static CV, your resume should be adapted and tailored to every
position you apply for. The best way to accomplish this is to study the job
requirements closely.

Essential Parts of a Resume

Personal information – This includes details like the name, contact number, email
address, residential address (optional) of the candidate.

Objective – This part includes a short explanation as to what the candidate is looking
for in the job, the goal they are aiming for, and so on. The position for which the person
is applying should also be mentioned and it is always good to highlight a few skills
within the candidate which makes them suitable for the job.

Education – This section should be in chronological order from school details to

university details. The details will include the year of graduation, course highlights, etc.

Work and Related Experience – It is good to add the internships, jobs, volunteer work
one has done prior to applying.

Accomplishments – This section is the hall of fame where the candidate mentions all
the certificates, awards and honors received.

Skills – It is important to add what languages the person is proficient in, soft skills one
has mastered- responsibility, communication, energy, etc, and hard skills like research
efficiency, typing efficiency, etc. The skills differ from one candidate to the other, but
this section has supreme importance in a resume.
Other Considerations – If the candidate feels the need to add anything else, he/she
can do so in this section. However, resumes are quite short in their format and
should be kept that way.
IV. What Is Advertisement Writing?

Advertisement writing is a style of writing that uses persuasion and other stylistic
tactics to engage potential customers, especially in business. Advertisement writing
can be as short as a tagline for a photo or video, or as lengthy as an article or blog
post for customers to read. Advertisements can be online, such as social media
advertisements, or offline like magazine articles or newspaper ads. Knowing what
the goal of the advertisement is can help you write strong, effective and persuasive
copy.

After understanding the brand's needs, you can create a great advertisement that
attracts attention towards the brand and its offerings. This makes customers
interested and may make them want to avail a service or purchase a product.
Advertisements play a significant role in generating sales in any business in any
industry.

4.1 How To Write An Effective Advertisement

The following steps and tips can teach you how to write an effective advertisement:

1. Determine the medium

Before you write your advertisement, think about where you want to publish it. In
today's market, most advertisements end up online, whether it is a video,
infographic or article, so optimising your writing for digitisation, regardless of
medium, is an excellent strategy.
Traditional advertisements can work on any medium with a few tweaks in
language and presentation.

2. Identify your audience

Before you start working on your advertisement, identify your target audience. This will
help you ensure that you are writing in a way that can connect with your target
audience.
Establishing customer personas can help you better identify your demographic
and make sure that you are able to tailor your content to their specific interests
and needs.

3. Create a headline

A headline or title is necessary for your piece, to ensure that it engages your
audience and provides useful insight into what they can get from your brand or
business. Include a value proposition to show readers what they can gain from
reading your advertisement or engaging with your content. This can make them
curious enough to continue reading or watching your advertisement.

4. Include a hook
Use the first line of your advertisement to captivate your reader and encourage
them to continue reading. Use interesting language and terminology that relates
directly to your target demographic. Your hook can utilise various writing devices,
such as a question, a scenario or a fact to grab the attention of the reader.

5. Use second person

Use the second person you in your writing to speak directly to the reader.
Addressing the reader directly makes the advertisement more personal. This helps
keep the tone of your writing conversational, and can help your reader feel as if you
wrote the piece specifically for them.

6. List a problem

An effective strategy for persuading a reader to consider your product or service is

to identify and portray a problem they might be facing. Make sure that your product
or service solves this problem. Clearly describe the customer's pain point and
highlight some relatable aspects of dealing with the issue.

7. Share a solution

After identifying a customer's problem, share how your company's product or service
solves that problem. Be descriptive and highlight the happiness, joy, relief or other
emotions the customer may feel after they have resolved their pain point. Make sure
to mention how your product or service is the customer's best option to solve the
problem.

8. Describe your product

Provide a description of the product or service you are offering to the customer.
Make sure this section shares just the highlights rather than an extensive description
of what you are offering. You may want to encourage the customer to continue
reading further by invoking a sense of curiosity. Consider tying the product or service
description directly to the narrative of the rest of the writing.

9. Review your competitor's advertisements

Once you know what type of advertisement copy you want to write, research your
competitor's advertisements. This allows you to see what kind of content works
well and what could use revision. Reviewing current advertisements in your
industry is a useful way to monitor trends and make initial writing decisions without
performing extensive testing.

10. Highlight your competitive advantage

Once you look through your competitor's advertisements, you may get an idea of
how your product or service differs from their product or service. Ensure that you
share the Unique Selling Point (USP) your product or service offers the customer.
You can use marketing and
advertising strategies to convince a reader that your product or service is better than
any other they could purchase. Instead of addressing competitors, focus on why
your item is the best option for the consumer.

11. Be honest

Ensure that all the information you include in your writing is verifiable and
accurate. If possible, include links or citations to statistics or other claims to
illustrate your company's transparency, credibility and honesty. This also helps
with retaining existing customers.

12. Consider a quote

If you have testimonials from customers, consider adding a quote about their
purchasing experience. You may also mention their satisfaction with the product or
service as a user, or their positive interactions with company employees. This can
help with adding credibility to your advertisement.

13. Use statistics

Statistics, metrics and other numbers add credibility to your writing and increase
visual interest in an otherwise text-heavy article. If relevant, include useful metrics
about your product or company in your writing. This can further persuade your
readers to engage with your brand, product or service.

14. Optimise for search engines

Ensure that you have considered Search Engine Optimisation (SEO) guidelines
while writing the copy for your advertisement and preparing for online posting. SEO
involves both the content and the background coding and placement. With SEO
strategies in place, your piece can perform better online than it would without such
interventions.

15. Add keywords

Keywords are important for attracting online traffic using Search Engine
Optimisation. If you are posting your advertisement writing online, ensure that you
include keywords that a prospective buyer might use when searching online looking
for a solution to their pain point. If your advertisement is going to be offline, consider
highlighting the keywords.

16. Be concise

Keep your writing short, simple and direct. You ideally want your reader to stay
engaged for the entirety of the piece, so they receive all the important information
about your product or service. Concise language can help accomplish this goal in
advertisements.
17. Add visuals

Consider adding an image, photo, illustration or video in your written content. Using a
visual can help initially attract the attention of your reader. This can encourage them
to keep reading once they have seen the advertisement.

18. Keep paragraphs short

Keeping your paragraphs short encourages your reader to keep reading your
advertisement. You can use headings, subheadings, bullet points and other stylistic
elements to improve readability. This helps your reader quickly parse the information
and gather the most important details and information from your writing at a glance.

19. Link to website

If you're going to post your piece online, ensure you include links to your company's
website and product or service page in your writing. This allows customers to easily
navigate to the appropriate page and potentially make an immediate purchase. You
can also display advertisements for other products they may be interested in as they
browse the website.

20. Perform testing

Consider performing split testing or A/B testing on your piece with a similar
advertisement. With A/B testing, you can get opinions from people within your target
demographic on which piece they are more likely to read and respond to. A/B
testing can be useful for advertisements with a wide reach, for ensuring that you
are sharing the best and most engaging information.

4.2 Why Is Advertising Important?

Advertisements can be an investment for any business or organisation. Excellent

products or services which are advertised effectively via captivating ads are key to
widening your customer base while retaining existing customers. Advertisements are
an opportunity to expose a brand to the public, in turn changing the way you do
business.

If a group of individuals starts an organisation or business based on an interesting

story or with an impressive goal in mind, portraying the story through
advertisements can help boost people's interest in knowing more. If a brand is on
the verge of closing down because of the lack of response from customers,
advertising may be able to turn that around. Well- made advertisements have the
ability to change sales metrics for the better.