DEPARTMENT OF ENGLISH

SUBJECT: Professional Writing Skills in English

22ENG26 SEMESTER – I I
BATCH – 2024-25

Module-4
Professional Communication Part-I Listening Comprehension, Types of Listening, Listening Barriers,
Improving Listening Skills. Reading Comprehension, Tips for effective reading. Job Applications, Types
of official/employment/business Letters, Resume vs. Bio Data, Profile, CV. Writing effective resume for
employment, Emails, Blog Writing and Memos.

Types of Listening

Type of Listening Purpose Application

To fully engage and understand the Personal conversations, problem-
Active Listening
message. solving.
To hear the message without actively Lectures, background
Passive Listening
engaging. information.
To evaluate and analyze the message’s Academic settings, debates,
Critical Listening
validity. decision-making.
Selective Listening To focus on specific information. Meetings, advertisements.
Empathetic To understand and relate to the
Counseling, emotional support.
Listening speaker’s emotions.
Informational Educational, work-related
To absorb factual information.
Listening environments.
Appreciative Entertainment, music,
To enjoy and appreciate the message.
Listening performances.
Interviews, presentations,
Evaluative Listening To assess and judge the message.
discussions.
Reflective Listening To clarify and ensure understanding. Counseling, negotiations.
Sympathetic Comforting others in difficult
To show compassion and support.
Listening situations.

Barriers to Effective Listening

Understanding and identifying the barriers to listening is crucial for improving communication.
Below are some common obstacles that hinder effective listening:
1. Physical Barriers
Physical distractions in the environment can block the ability to hear clearly. These may include:
 Background noise (e.g., traffic, construction, chatter)
 Physical obstructions
 Poor acoustics or distance from the speaker
2. Emotional Barriers
Emotions often interfere with concentration and the ability to listen attentively. Examples include:
 Anger, frustration, or anxiety
 Excitement or over-enthusiasm
 Personal stress or preoccupation
3. Language Barriers
Communication becomes difficult when there is a lack of shared language or clarity in expression:
 Differences in native language
 Use of jargon, slang, or technical terms
 Limited vocabulary or fluency
[Link] Pressure
Perceived or real lack of time can lead to rushed conversations and poor listening. When people feel
hurried, they may not give full attention to the speaker.
5. Pace of Speech
The speed at which someone speaks can affect comprehension:
 Speaking too fast can overwhelm the listener
 Speaking too slowly may cause the listener to lose interest
6. Information Overload
Excessive information delivered at once can lead to confusion or forgetfulness:
 Too many details without clear structure
 Lack of prioritization of information
7. Bias and Prejudice
Preconceived notions or stereotypes can affect how one interprets or responds to a speaker:
 Judging based on gender, ethnicity, religion, etc.
 Making assumptions before hearing the full message

Different types of reading skills

 Skimming is reading rapidly in order to get a general overview of the material. Example
skimming through a newspaper/ magazine to find out the contents.
 Scanning is reading rapidly in order to find specific facts. While skimming tells you
what general information is within a section, scanning helps you locate a particular fact.
Example locating a word in the dictionary.
 Intensive reading involves learners reading in detail with specific learning aims
and tasks. Example learning in detail for an examination or research.
 Extensive reading involves learners reading texts for enjoyment and to develop
general reading skills. Example reading various novels/fictions.
Difference between Biodata, CV and Resume

Aspect Resume Curriculum Vitae (CV) Bio-data

Resume (Résumé =
Full Form Curriculum Vitae (Course of Life) Biographical Data
Summary)

Length 1–2 pages 2 or more pages (detailed) 1–2 pages

Skills, work experience, Academic background, research, Personal details, education,

Content Focus
achievements publications work history

Academic/research roles, grants, Government jobs, traditional

Usage Private sector jobs
fellowships sectors

Personal Minimal (Name, Contact Detailed (e.g., DOB, gender,

Minimal
Details info) religion)

Reverse chronological and

Order of Info Chronological and comprehensive Chronological
tailored

Customization Customized for job role Less customized Rarely customized

USA, Canada, Australia Europe, India (academic & research India (government and local
Preferred In
(corporate jobs) positions) sectors)

Different types of resumes

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.
Types of Letters

Format -formal letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Date]

[Recipient’s Name]
[Designation]
[Organization Name]
[Address]

Subject: [Clear and Concise Subject Line]

Dear [Recipient’s Name or "Sir/Madam"],

[Introduction – Briefly state the purpose of the letter.]

[Body – Provide necessary details in clear paragraphs. Use bullet points if needed.]

[Conclusion – Close with a courteous statement or call to action.]

Thank you.
Sincerely,
[Your Full Name]
[Designation (if applicable)]

Writing Effective Resume for Employment

1. Contact Information – Full name, phone number, email ID, LinkedIn/GitHub.
2. Career Objective – A short and specific statement highlighting your career goals.
o Example: “To obtain a software development position where I can apply my problem-
solving skills and passion for coding.”
3. Education – Include degree, institution, year, and CGPA.
o Example: [Link] in Computer Science, XYZ University, 2022, CGPA: 8.4
4. Technical Skills – Programming languages, tools, and technologies.
o Example: C++, Python, MATLAB, AutoCAD, Arduino
5. Projects – Briefly mention academic or personal projects.
o Example: Developed a Line Following Robot using IR sensors and Arduino.
6. Internships/Experience – Include role, company name, duration, and achievements.
o Example: Intern, Infosys (May–July 2023), Automated testing framework for a client
website.
7. Certifications – Mention relevant online courses or certifications.
o Example: Certified in "Python for Data Science" – Coursera
8. Extra-Curricular Activities – Technical fests, club memberships, etc.
9. References – Mention only if asked.
Writing Professional Emails
Structure:
1. Subject Line – Clear and direct
o Example: Request for Internship Certificate
2. Salutation – Use “Dear Sir/Madam” or recipient’s name
3. Opening Statement – State the purpose
o Example: “I am write to request a recommendation letter for my internship.”
4. Body – Crisp and focused message
5. Closing Statement – Show appreciation or call to action
o Example: “I would be grateful if you could send the letter by this weekend.”
6. Sign Off – “Regards,” or “Sincerely,” followed by your name and contact details
Blog Writing (Technical/College-related)
Structure:
1. Title – Catchy and relevant
o Example: “Why Every Engineer Should Learn Python”
2. Introduction – Hook and background
 3. Body – Use subheadings and bullet points to organize content
o Explain concepts, provide examples, use images if applicable
4. Conclusion – Summarize or share personal insights
5. Tone – Conversational but informative
Memo Writing
Structure:
1. To / From / Date / Subject
2. Purpose Statement
o Example: “This memo outlines the lab safety measures to be followed during the
upcoming practical sessions.”
3. Body – Use short paragraphs or bullet points
o Include what, why, when, and how
4. Call to Action / Closing
o Example: “All students must read the guidelines by Friday.”

Example:
MEMORANDUM

To: All First-Year [Link] Students (ECE, CSE, ME, CE, EE)
From: Dr. Priya Sharma, Lab Coordinator
Date: April 16, 2025
Subject: Lab Safety Measures for Semester Practical Sessions
Purpose
This memo outlines the essential lab safety measures that must be followed by all students during the
upcoming semester practical sessions.
Guidelines
 Lab Coats & Shoes: Students must wear lab coats and closed-toe shoes while working in the
laboratory.
 Reporting Time: All students are expected to report to the lab 10 minutes before the
scheduled time.
 Equipment Handling: Students must handle all lab equipment with care. In case of
malfunction or uncertainty, immediately contact the lab assistant.
 No Food or Beverages: Consumption of food or drinks in the lab is strictly prohibited.
 Emergency Protocol: Familiarize yourself with the location of fire extinguishers and
emergency exits.
 Mobile Phones: Phones must be kept on silent mode and should not be used during
experiments.
Action Required
All students are instructed to review the detailed safety manual uploaded on the student portal and
submit the signed acknowledgement form by April 20, 2025.