EEE/III/ Unit-3/EEE/24

Unit-V
WRITING SKILLS- ACTIVITIES
5.1 Introduction
Writing is putting down signs and symbols on a paper to represent the sounds we speak. A
number of subskills are involved in the skill of writing. Writing skills are the abilities used to
clearly communicate ideas through writing in various forms.
5.2 Importance of writing skills
1. Good writing skills allow you to communicate with a larger audience effectively with
clarity and ease.
2. It enables you to meet the demands of life.
3. Good writing skills create impression and avoid negative reactions.
4. Organisations use professional writing abilities to share accurate information, delegate
tasks and collaborate on projects.
5.3 Strategies for writing
a. Command over mechanics of writing comes through practice.
b. Life experiences should be converted to activity ‘writing’.
c. Grammatical errors are continuously checked
d. Action words are concentrated upon
e. Accuracy and coherence
f. Re-drafting
g. Remember your audience and their requirement
h. The medium and style of writing

5.4 How to improve writing skills?

a. Keep it simple and accurate
b. Keep it active: avoid passive voice
c. Work together: share the work done by showing it to specialists in that area to
get feedback
d. Invest on books and training: Look into dictionary or thesaurus to produce
clear and understandable writing. Courses and workshops will help to improve
writing
e. Make it interesting. As the readers are not familiar with subject matter,
necessary details are given
f. Use new and better Technology: update knowledge of giving headings,
margins, alignment and new words
g. Hiring a professional: when the volume of wring is large and professional
matter, it can be given to persons who are proficient in writing.

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Unit-VI
WRITING SKILLS- TECHNICAL REPORTS

6.1 Different Types of Writing

1. Report writing (Technical)
2. Résumé or Job Application
3. E mails
4. Portfolio writing
6.2 Technical Report Writing
A technical report is a formal report designed to convey technical information in a clear and
accessible format. It is divided into sections which allow different readers to access different
levels of information. The purpose of the individual sections is to produce an accurate
professional document.
Rules of writing a Technical Report are:
[Link]: The purpose of a technical report is to transmit conclusions and their supportive
evidences. To do this, a report must convey the exact meaning of the writer’s intention to the
reader. Ambiguity regarding mathematical symbols must be clearly defined, the grammatical
errors should be rechecked and figures and tables must be easily understood.
[Link]: The matter of a report should be logically arranged so that it is interesting
statement. It requires continuity between succeeding sentences, paragraphs and sections. The
transitional words, phrases and sentences may be influencing the reader so one should be
careful in maintaining the continuity. While referring figures and tables limit the distractions
the references should be either at the beginning or at the end of the report.
[Link]: The reports should be concisely written by using fewest possible words and
illustrations. Omit irrelevant details and conclusions. The quality of the report is inversely
proportional to the length of it. The supporting evidences for every conclusion should be
given simultaneously.
4. Objectivity: Technical report should show the restraint and expect the reader evaluate the
data honestly. Do not try to hide the deficiencies in the research. No technical report is better
than research. The assumptions, hypotheses and results should be frankly stated in a report.
Do not write any matter which may cause irritation or to impress the reader.
A technical report should b have 1. Clarity; 2. Continuity ; 3. Conciseness and 4. Objectivity

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6.2.1 Types of Technical Reports

Informal reports: Memorandum, brief analysis, Tour report laboratory report field report
and inspection report
Formal reports: Committee reports Institution reports, Project reports, Survey reports,
Status reports, Progress reports, Annual reports, Letter report, Feasibility study, damaged
report, Maintenance report and Project Proposal.
6.2.2 The Format of a Report
The report should contain the following sections
1. Title page / Cover page
The title of a report or main text word is given at the beginning of a report in this page.
[Link]
List of people who helped you to prepare the report. This can be put after contents page
also.
[Link]
Numbers and lists of all sections and sun-sections with page numbers. In other words, this
is the preface or foreword of a report.
[Link]
It is the summary of the whole report including important features, results and
conclusions.
5. Introduction
Significance, need of the study with thematic presentation.
6. Objectives
General objectives along with Specific objectives are to be incorporated.
7. Procedure
The method and style of writing the report may be given here. This section separates the
main ideas and puts them in a logical order. The body of the report is divided into numbered
and headed sections.
8. Conclusion
The summing up of the theme(s) stated in the main text.
9. Recommendation or suggestion
Details of opinions for further improvement.
10. References / bibliography

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Details of published sources of material, other material including websites are given.
11. Appendices
Any other material essential for the maximum understanding of the report.

1 2 3 4 5 6
Title Acknowledgements Contents Abstract Introduction Objectives
7 8 9 10 11
Procedure Summary/Conclusions Suggestions References Appendices

6.2.3 Writing Styles

1. Presentation: As a part of assessment of a technical report, the following guidelines are
recommended.
a. The report must be printed on one side of white A4 size paper. It may be handwritten
or printed.
b. Margins must be at least 2.5 inches.
c. Page numbers start after contents page. Do not number the title page, summary and
contents pages.
2. Planning the Report: Collect the information from the library, handouts, lecture notes,
pamphlets, journals and reference books. Keep an accurate record of all the published
references to be used while writing a report. The following points should be remembered
while writing reference or bibliography.
a) Author’s name,
b) Year of publication
c) Title of the article
d) The name of the journal or article
e) Volume number
f) Issue number in brackets
g) Page numbers if needed
h) Edition number if required
6.2.4 . Creative phase of planning
Write the topics and ideas from the researched material in random order. Arrange them into
logical groups. Keep note of the topics that do not fit into groups in case they come to use
later. Put the groups into a logical sequence which covers the topic of the report.
6.2.5 Structuring the Report:
Using the logical sequence of grouped ideas, write a rough outline with Headings and
Subheadings.

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6.2.6 Writing the first Draft

For the course work assignments, the readers, particularly in professional context would like
to consider the level of details given in the report. Begin writing the main text not the
introduction. Follow the outline in terms of headings and side headings. Let the Ideas flow. Do
not worry about style, spelling or word processing. If you are stuck, go back to the outline plan
and make more detailed preparatory notes to get the flow again. Make rough sketches of
diagrams or graphs. Keep a numbered list of references as they are included in the write up.
Put the quoted texts in quotation marks. Write the conclusion next, followed by the
introduction. Do not write the summary at this stage.
6.2.7 Revising the first draft
The report will take shape from this step. The accuracy and conciseness of the subject matter
is a prime point here. Whatever information intended to reach the reader should be
concentrated upon. To achieve the above result, the means would help more than words.
Diagrams, graphs, tables and pictorial representations are the most widely used tools in
revising the draft.
6.2.8 The Report Layout
Appearance of a report is as important as its content. An attractive, clearly organized report
stands a better chance of being read. Use a standard 12pt font Times New Roman in the main
text. Use different font sizes, bold, italics and underline wherever necessary. Do not make too
many changes in the type style. Use side headings to break up the text and to facilitate reader.
Styles
A report document mostly uses styles called Normal, Caption, Header, Programme etc. There
are a few other points to note like, footer or foot notes. As far as possible, a report should
contain limited number of styles.
6.2.9 Proof-reading
Re-checking every aspect of the written matter from the beginning to the end is absolutely
necessary. This act should be either done by the author or given to someone else to check the
contents, style, structure and layout. Don’t forget to record the person’s name in
acknowledgment.

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6.3 Résumé
A Résumé is a calling card for one’s future. It is a brief summary of your talents, abilities
education, experience and skills. A successful Résumé will review summarize and present your
training, expertise in the said field and achievements clearly and concisely. Its main purpose
is to convince the prospective employer to contact you for an Interview. A Résumé is normally
in a single page. But a Curriculum Vitae runs into some pages.

6.3.1 Major uses of a Résumé

1. To help to go for an interview
2. To provide the employer with reference material during the interview
3. To serve as a reminder to the employer after the interview to send a letter
6.3. 2 Types of Résumés
[Link] Résumé
It starts by listing your work history with the recent position listed first. Your jobs, educational
qualifications are listed in reverse chronological order, with the recent one first. Employers
prefer this type of Résumé because it is easy to assess one’s calibre.
[Link] Résumé
This type of Résumé focuses on skills and experience rather than one’s chronological work
history. It is used most often by people who are changing careers or who have gaps in their
employment history. It highlights major skill areas. Skills are emphasized over work
experience. Job titles, Dates or names of the employers may be left out. You may describe or
label this section in varieties of ways, such as skills, abilities, accomplishments, experience,
areas of competence.
[Link] Résumé
A combination Résumé lists a person’s skills and experience first. The employment history
comes next. With this type of Résumé one can highlight the skills relevant to the job one is
applying for. It also provides the chronological work history that employers prefer. You are
writing a targeted Résumé and need an effective way to match the skills to the job requirements.
4. Targeted Résumé
A targeted Résumé is a customized report which specifically highlights the relevant
qualifications and skills needed for the job. It gives an idea of requisite experience for the
specific position. This Résumé is in response to an advertisement of a specific company with
different career objectives.

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6.3.3 Résumé Structure

The Résumé structure is important in more than one way. The ideal Résumé structure gives a
professional outlook while displaying a career – oriented attitude of the applicant. It influences
the flow of the Résumé and thereby affecting its readability. Hence, constructing the Résumé
perfectly will improve your chances of gaining the important interview call. Each applicant
decides on the structure as per his strengths, capabilities and expectations of the prospective
employer and hence, every Résumé tends to differ from the other. In general the structure
contains the following steps.
a. Presentation
b. Planning
c. Projecting skills and strengths
d. Summary
e. Form and style
f. Expert advice (pet peeves)
g. Cover letter
A résumé is divided in 3 sections Introduction, Primary section and secondary section
1. Introduction
It contains a header and objectives. Header includes name and contact details of the applicants.
The name should be in bold letters. The address, email id and telephone numbers are furnished.

Objectives:
It holds the aspirations and career plans. The applicant’s potential qualities and his expectations
from the job are clearly indicated here.
2. Primary Section
It is the most important part of a Résumé wherein the employer spends maximum time
reading it. So, the contents, flow and the look of this section should be perfect. Ideally, the
experience section should get more prominence and therefore should be written first.
a) Experience
It contains work history, designation, place of work, total work duration and responsibilities.
While giving the above details bullet format and action words are used. Elaborate this section
wisely to bring out the best of the applicant’s capacities.
b) Education Qualification
This section should include qualifications both education as well as additional, name of the
awarding bodies, year of passing and grades scored.

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c) Certifications/Credentials
Extra courses, internships, workshops, seminars and training sessions undertaken are listed
here.
d) Achievements:
Any extra efforts put in and fetched awards or rewards are mentioned here.
3. Secondary Section
a)Personal Details: It includes family background, marital status, age, interests etc.
b)References: This is the last part of the Résumé. This includes the name and contact details
of the people worked with or studied under the guidance of. However the practice of writing
references is thinning down and concluded in one sentence, “available on request”.

6.3. 4 General Editing and Proof Reading of a résumé

1. A fresh eye can spot any mistakes which were overlooked. If it is reviewed, the reviewer
may notice a better way of saying something. Misspellings can also be avoided.
2. Résumé Parsing Services: these are Computer Programs that filter through Résumés
utilizing key words.
[Link] words from the job posting: Since a Parsing Service may be utilized, it is useful to
include actual wording from the job posting within your Résumé.
[Link] and Attractive: Stay with the Times New Roman, Verdana or courier. The font size
for the content would be between 11 and 12 and for headers it could be 12 or 14, Leave a
margin of 1 1/2” to left and right. The content should be in black, highlighting headers with
dark gray or deep navy blue. Bold and words in italics should be sparingly used.
6.4 Final Formatting
Checks the job posting requirements to be sure you are submitting your Résumé in the
prescribed format through email, postal mail (hard copy) or fax. Most commonly used format
is Microsoft Word. A file name should be given for your Résumé.

1. Chronological Résumé; 2. Functional Résumé ; 3. Combination Résumé; 4. Targeted

Résumé.

6.5 Cover Letter

The Cover letter basically consists of a request or self-recommendation. It is short explanations
of why should the employer consider the applicant? A cover letter can be short when you
enclose a C.V. It is best to personalise the letter for maximum impact on the reader, the recruiter.

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Only factual information should be given in it. The opinion about the company can be briefly
written along with a mention of how it would help the applicant to work effectively in the
workplace.
6.5.1 The Format
A cover letter usually contains three paragraphs. Each Para has its own importance.
In the first Para details of getting the information about the job i.e. through advertisements,
job portal, and internet are given.
The 2nd Para should be about appraising the growth of the company and applicant’s self
appraisal. The skills and achievements also should be given.
The 3rd Para consists conclusion with a complimentary word to prove one’s mettle. A brief
mention of the enclosures is also given.
All the 3 paras should be precise but very clear and impressive so that the employer can send
an interview call.
6.5.2 Tips to prepare a good résumé
1. See that a Résumé doesn’t have any typographical, spelling, grammar, syntax errors
or factual errors.
2. Key information is given i.e. Name, address, phone number and email id at the top of
the first page. Objectives are listed next in concord with the job requirements
3. Experience, educational qualifications in reverse chronological order. Additional
information regarding hobbies/interests is given
4. Specify the goals for opting the job
5. Strengths are highlighted
6. Make careful and strategic choices as how to organise, order and convey skills
7. It should be ‘You’ attitude not self.
8. Use most impressive and power words
9. Result oriented approach is used
10. Use phrases instead of long sentences
11. Use laser printer
12. Watch the tense used
13. Experience section should come before education details.

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6.5. 3 What not to write in a résumé

1. Word Résumé or C V on the top
2. Fluffy rambling/ objective sentences
3. Salary
4. Full addresses of the former employers
5. Reasons for leaving previous jobs
6. Personal statistics
7. References
8. Your weaknesses
6.6. e- Correspondence
E mail is a medium of electronic communication. It can be used for intra and inter-
communication .These are quick in transcending the information to far off places.
Characteristics of an e mail
1. Concise fewest possible words are used
2. Accurate format is used
3. Clear: simple, familiar, direct and specific words ,appropriate linkers and transitional
signals should be used
4. Conventional tone: formal and conversational tone is used
5. Single theme: logical development of the content with sub-ordinating ideas related to
the context.
Advantages
a. Speed
b. Quick distribution
c. Flexibility to modify, edit and revise
d. Easy attachment of documents
e. Low cost
E mail format
To: receiver’s email id
CC (carbon copy)
BCC (blind carbon copy) a line of privacy for people concerned
Subject line: title of the message

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Attachments: downloading material for the receiver to read

Body: sender’s address, date, recipient’s name and address, salutation, complementary
close,
6.7 Portfolio Writing
A professional portfolio is a tangible collection of items that charts your professional growth
and illustrates the best examples of the most relevant skills and experiences. It enables to
demonstrate allied qualifications clubbed with skills. The process of putting portfolio together
helps to determine how organized you are. It gives a clear picture of targets for chosen career.
It is a valuable tool that can be used throughout the career to assess the professional
development, negotiate effectively, prepare for performance appraisals, navigate career
transitions and track professional growth and opportunities. It is a proof of achievements and
rewards. Job seekers who use Portfolios often receive more offers at higher starting pay.
Creating a portfolio
Collect items that show case your skills and abilities in various areas. At the end of each
college semester or during each year of employment, collect and file evidence of activities,
work, assignment, internships, accomplishments, special trainings, workshops and artifacts.
The artifacts are:
Community or club activities
College extracurricular recognition
Class room experiences
Special interests
Professional memberships
Special skills or certifications
Work related skills
Service or voluntary work
Next step is selecting artifacts that exhibit accomplishments. Select material that is exemplary
and lead nearer to goals
Connect material to achievements with summaries or reflection papers that highlight learning.
For example if you participate in leadership training workshop connect the pamphlet with
written summary of what is learned and growth prospects.
Sort out portfolio materials and learning outcomes.
Assemble a working portfolio by purchasing a professional binder, divider tabs, clear sheet

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protectors and creative paper. Card stock for keeping photos and captions is a MUST. Use
high quality paper for lay-out pages and strive for consistency and professionalism.

A portfolio should resemble a scrap book project. . Use SIR (situation, input and result)
approach. The portfolio can never be left with the interviewers.
*****

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