Académique Documents
Professionnel Documents
Culture Documents
SYLLABUS
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TABLE OF CONTENTS
UNIT 1
COMMUNICATION SKILLS IN ENGLISH
1.1 Introduction
1.2 The Importance of English
1.3 English as the First or Second language
1.4 Uses of English
1.5 Other Uses of English
UNIT 2
LISTENING SKILLS
2.1 What is Listening?
2.2 Types of Listening
2.3 Objectives
2.4 Active Listening- an Effective Listening Skill
2.5 Note Taking Tips
2.6 Barriers for Good Listening
2.7 Purpose of Listening
2.8 Outlines and Signposting
2.9 Gambits
2.10 Exercise
UNIT 3
READING SKILLS
3.1 Importance of Reading
3.2 Definition of Reading
3.3 Levels of Reading
3.4 Requirements of Reading
3.5 Types of Reading
3.6 Techniques of Reading
3.7 Academic Reading Tips
3.8 Exercise
UNIT 4
WRITING SKILLS
4.1 What is Writing?
4.2 The Sentence
4.3 The Phrase
4.4 Kinds of Sentences
4.5 Parts of Sentence
4.6 Parts of Speech
4.7 Articles
4.8 Types of Sentences
4.9 Time Management Tips
4.10 Test Preparation Tips
4.11 Tips for Taking Exams
4.12 What is a Paragraph?
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4.13 Construction of Paragraph
4.14 Linkage and Cohesion
4.15 Example
4.16 Exercise
4.17 Academic Essay Writing
4.18 Thesis
4.19 Procedure for Thesis Approval and Deposit
4.20 Summary
4.21 Precis Writing
4.22 Report Abstracts
4.23 Letter Writing
4.24 Memo
4.25 Cover Letter
4.26 Resume writing
UNIT 5
COMMUNICATION SKILLS- SPEAKING SKILLS
5.1 Definition
5.2 Barriers of Communication
5.3 Types of Communication
5.4 Know What You Want To Say
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Unit 1
Communication skills in English
1.1 Introduction
1.2 The Importance of English
1.3 English as the First or Second language
1.4 Uses of English
1.5 Other Uses of English
1.1 Introduction
Why Do We Teach English?
We are teaching English or studying the teaching of English, but why do we want to teach
English, as opposed to other foreign languages? It is useful for us to consider this basic question
occasionally.
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newspaper in English. In India alone, there are three thousand magazines published in English.
In many countries, television news is broadcast in English. Because of the power of television,
demonstrators in every country use signs printed in English for the benefit of the international
press.
English for Business, Diplomacy, and the Professions
English is a major language of international business, diplomacy, and science and the
professions. It is the language that an Iranian businessman and a Japanese businessman are
likely to use to communicate. Important commodities such as silver, tin, and hard currency are
traded in English. English is also an official language, or the official language, of many
international organizations, including the United Nations and many professional organizations. It
is frequently the language of international conferences, and it is the language of international
athletics. Throughout the world, many professional papers are published in English. Even papers
that are published in other languages often have abstracts in English.
Travel.
English is also very important for international travel. Much of the information countries
disseminate about themselves outside of their borders is in English. English is spoken in large
hotels and tourist attractions, at airports, and in shops that tourists frequent. There are
newspapers printed in English, and TV news is available in English. Tours are almost always
available in English. Even in countries where few people speak English on the street, people who
work with tourists generally speak English. In some countries even drivers of buses or streetcars
and sellers at newsstands speak English well.
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UNIT 2
LISTENING SKILLS
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Listen discriminately to persuasive appeals
Listening is a skill that is learned.
..Imagine what an impact you can have on your sales organization, your potential prospects and
even your personal life by communicating and listening at the deepest level.
Eliminate all distractions so you can listen with lazer-focused attention
Take your ego, opinions, biases and judgements out of the equation so you can completely focus
on the other person
Accurately interpret nonverbal messages and hear what's not being said
Create empathy and understanding so that others feel understood
Discover the ten most common mistakes poor listeners make and how to correct them
Test your listening skills and evaluate their effectiveness
Become a pro-active listener rather than a passive listener by becoming aware of your own
personal limitations
Prevent misunderstandings by clarifying what is being said
Listen beyond the words for feelings and energy
Ask reflective questions that convey you are getting what is being said
Identify and overcome your listening blocks
Uncover and resolve problems before they reach a crisis point
Once you've mastered the art of listening, you will know how to motivate your potential leaders by
coaching (not telling) them. They will like you better, trust you more and they'll want to do
business with you because you're doing something very special (and rare) for them: You are really
listening to them at a very personal and deep level.
Effective listening
Effective listening is important when other people are blaming us for something. Effective
listening enables us to control our feelings as our thoughts have to concentrate on hearing what
another person is saying.
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Avoid judging the speaker; concentrate on the message. Pay attention. Listen for key ideas, main
details, and transitional phrases which point to the structure and focus of the lecture. Anticipate
the direction of the lecture.
4. Be selective.
Do not attempt to write everything. Take notes which reflect the interests of the professor, themes
of the course, keywords or phrases on overheads or chalkboards. Choose information according to
what you need to learn and ideas which need clarification.
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2.6 Barriers for good Listening
The listener may not have paid attention.
The listener might be preoccupied with some problem hence he might have heard but not listened
However he might have listened and understood too nevertheless he could not succeed in
expressing because of the lack of knowledge.
Example: Today I’m going t talk about the four major issues which are affecting our lives these
days. First is the population, second is the brain drain, third is the human cloning and the last
one is global warming.
The markers can be used for listing, to show cause and effect relationship, to indicate the
illustration of speaker’s ideas, introduction of an idea, time relationship. E.g: firstly, next, so,
therefore, for example, etc.
2.9 Gambits
A ‘gambit’ is a word or a phrase, which helps us to express what we are trying to say. The gambits
reflect the attitude of the person to the topic or the people in the context. E.g- I’d like to know,
First of all, Don’t forget, Can you explain why?
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UNIT 3
READING SKILLS
interpretation (revising when appropriate), and use the social context to focus their response.
(Walker, p.4)
a. Reading is a psycho-linguistic guessing game
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The first part of their definition, reading the lines refers to the act of decoding the words in order
to construct the author's basic message.Reading between the lines
The next part, reading between the lines, refers to the act of making inferences and
understanding the author's implied message.Reading beyond the lines
And finally, reading beyond the lines involves the judging of the significance of the author's
message and applying it to other areas of background and knowledge.
You should note that neither of these definitions focuses on the sounding out of words. Sounding
out words is an important skill but it is very secondary to the act of comprehending and thinking.
Comprehension and thinking is what reading is really all about.
Vacca and Vacca (1996) offer the following pictorial definition of reading
The skills and knowledge to understand how phonemes, or speech sounds, are connected to
print; the ability to decode unfamiliar words; the ability to read fluently; sufficient background
information and vocabulary to foster reading comprehension; the development of appropriate
active strategies to construct meaning from print; the development and maintenance of a
motivation to read.
A reader must possess the following qualities for effective reading
The skills and knowledge to understand how phonemes, or speech sounds are connected to print.
The ability to decode unfamiliar words.
The ability to read fluently.
Sufficient background information and vocabulary to foster reading comprehension.
The development of appropriate active strategies to construct meaning from print.
The development and maintenance of a motivation to read."
2. SCANNING
Scanning, or quick referencing, should be used when you are looking for specific information to
answer questions found at the end of the textbook section/chapter, or those teachers give you.
When you scan, you read quickly while looking for specific names or vocabulary terms that attract
your eye. Once you spot the term you are looking for, go back to the beginning of the paragraph
and read for facts.
Look for the author's use of signs and signals such as:
use of numbers: 1,2,3.....
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Use of Roman numerals: I, II, III, IV.....
Use of letters: A,B,C or a,b,c ...
Use of Words:
first, second, third
one, two, three
in the first place,
for one thing
Bold-faced type
Italics
Notes in the margin
Read one section/chapter at a time. Do not go on to the next one until you understand what this
chapter is about. You can organize the information by doing the following:
Write vocabulary terms and key concepts in your notes.
Write questions that you think the teacher might ask and answer these.
Write questions for which you can't find an answer and make sure you ask your teacher to clarify
these for you or research further on your own.
After you have done all these strategies, you are ready to move on to the next chapter/section.
Quite often authors will have SIGNALS that indicate a sequencing of ideas or a summary or a
conclusion. These signals will alert you to facts that the author feels are important and worthy of
your attention.
Furthermore
Likewise
Moreover
Nevertheless
In spite of
On the contrary
However
Although
Therefore
Consequently
Thus
As a result
Finally
In conclusion
4. READING FOR PLEASURE
When you read for pleasure, you can alternate your reading method to suit your needs. When
you are reading a love story or sports article, for example, scanning will most likely be the reading
method of choice because you will read quickly to get the ideas, but gloss over the details.
If reading a science fiction book with many characters and names of space equipment for
example, you might have to slow down your reading pace in order to mentally organize the
characters and setting, but will read faster than you would if reading a textbook or operations
manual.
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Pleasure reading is a great opportunity to try out your different reading techniques.
Answer the question in your own words, not in the words of the author. This will enable you to
understand and comprehend more fully because you will, in essence, be forcing yourself to
"translate" the "gobbledygook" that you frequently encounter in writing, especially in textbooks.
R-Recite
To ensure your recall of the material, make sure you can recite key ideas and important details.
After you have read and answered all of your questions, it is helpful to recite the questions and
your answers. To do this, you should:
Recite each question out loud (one at a time).
Answer each question verbally according to the answer you have written down on the right side of
the page.
R-Review
While you read, take breaks to review the ideas presented to that point. Using your notes,
mentally go over the material within 24 hours of covering it.
Review again after one week.
Review approximately once a month until your exam.
2. ‘Soon a nurse and a doctor came’. Here the word ‘soon’ means :
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a. At last
b. By and by
c. In a short time
d. At once
e. In a moment
6. Krishna was not alone in his room in the hospital because with him
a. Were his father and mother
b. Were the doctor and the nurse
c. Was only his mother
d. Were several other men.
e. Were his many friends.
9. Write below the phrase from the passage which means ‘comforted’.
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11. Write below the sentence from the passage which shows Krishna’s warm feelings of good done
to him by the doctor.
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UNIT 4
WRITING SKILLS
There may be some groups of words that make sense but not complete sense. “under the table, at
home. A sentence has a verb but a phrase hasn’t.
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There are four kinds of sentences-
Declarative- A sentence that states something is called a declarative sentence.
Interrogative- A sentence that asks a question is called an interrogative sentence.
Imperative- A sentence that express a command a request , or a desire is called an imperative
sentence.
Exclamatory- A sentence that expresses some strong feeling is called an exclamatory sentence.
Example:
A black dog bit the poor beggar
Noun- All naming words are nouns. E.g: Tom girl, army, happiness, etc
Pronoun- Words which are used in place of nouns are pronouns. For e.g- he, she, it.
Adjective- Words that qualifies noun e.g- good, black, one, etc
Verb: Action words are called verbs. For e.g- sleep, play, work, etc. A verb tells us- what a person
or thing does or what is done to a person or thing or thing or what a noun is. For e.g: Shyam
laughs, Mala is beaten and the shoe is dirty.
Adverb- Words which qualify verb is called adverb. Eg: slowly, first, happily.
Preposition- A preposition is a word which is placed before a noun to show the relation in which
the person or thing denoted by the something else. For eg- at, on, under, in, etc.
Preposition of Time
‘For’ is used when we measure time. E.g- She has lived there for seven years.
‘Since’ is used with specific date or time. For e.g- She has been waiting there since 2.30pm.
Conjunction- A conjunction is a word which is used to join words or sentences together.
Interjection – Words which are used to denote sudden feelings and expressions. For e.g- hurrah!
alas! aah!. A mark of exclamation is used after the words.
4.7 Articles
There are 2 kinds of articles- Definite and Indefinite.
Indefinite Articles- ‘A’ and ‘An’ are called indefinite articles and do not point out any particular
person or thing. ‘A’ is used before a consonant or a word which gives out the sound of a
consonant. For e.g- a woman, a university. ‘An’ is used before a vowel or a word which gives out
the sound of vowel. For e.g- an apple, an hour , an M.A., etc
Definite Article- ‘The’ is called the definite article, because it is used when we speak of some
particular person or thing.
The doctor is out of station.
The peacock is a national bird.
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4.8 Types of Sentences-
Simple Sentence- A sentence that has one subject and one predicate with one finite verb only is
called simple sentence.
Compound Sentence- When two sentences are joined with coordinating conjunction.
Example:- The sun rose and the birds sang.
Complex Sentence- When two sentences are joined in such a way that one is dependent on the
other then the sentence is called a complex sentence. It has one principal clause and the other is
called dependent or subordinate clause.
Example:-
It is certain that he will come tomorrow
It is certain: Principal clause
That he will come tomorrow: Subordinate clause
Set Goals
Set academic and personal goals for the quarter and long term.
Concentrate your time on activities that match your goals.
Put these goals in written form posted where you will see them often.
Use Planners
Use a monthly calendar to record project due dates and upcoming exams.
Record the monthly events onto a weekly calendar as well.
Keep the monthly calendar posted in your room.
Carry your weekly calendar with you.
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Plan ahead for large projects. Write goals in your planner. For example, if you have a paper due
during 8th week, you might set a goal of having the library footwork completed by 3rd week, all
reading of this material done by 5th week, an outline written by 6th week, and your first draft
produced by 7th week.
Set aside planned time for recreation and meetings.
Planning to Answer
Start with the easiest question.
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Read the question again, paying attention to the key words you circled.
Jot down facts that immediately come to mind.
Brainstorm ideas including examples you remember from class or the text.
Organize by creating outlines, mind-maps, or diagrams.
Reread your plan to prepare to write an answer that:
Uses facts and logic instead of unsupported opinions or feelings.
Completely answers the question presented.
Is concise, direct, and straightforward.
Contains no grammatical errors.
Speaks in a natural voice (avoids phony, super-elegant language).
There are some factors which are important for the construction of paragraph
Unity- Every sentence in the paragraph must be closely connected with the main topic of the
paragraph.
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Order: It is concerned with the logical sequence of subject. Events must be projected in the order
of their occurrence.
Variety: The writing should not be monotonous. To give an ornamental look the paragraphs
should vary in length. Moreover different kind of sentences along with lexical resources should be
written.
Lexical Resources: When continuing a piece of writing instead of using pronouns to represent
people, objects, events, nouns may be used.
E.g.: Sumeeta is a medical student. She is The girl has shown very good results.
4.15 Paragraph
Example: A Holiday I Enjoyed
Last week was fun. It was a holiday on Friday. My Friends and I went to the river-bank to enjoy
ourselves. We took our kites and fishing- rods with us. Our kites went high into the air, for it was
a windy day. We also enjoyed fishing in the river, although we were not lucky enough to catch any
fish. We took a boat and went up the stream. By afternoon we were feeling rather tired and
hungry. So, we unpacked our baskets and had a good feast of cakes, sweets and fruits. The sun
was now setting. We enjoyed the beautiful sight of sunset on the river. Everything looked golden
in the light of the setting sun. The evening had now come, and we returned home. I’ll never forget
this holiday.
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What an academic essay is not?
An academic essay is not a regurgitation of facts. Of course, the facts have to be essay-writing.
If, in giving the facts, you want to quote from a textbook, use the quote only to support or to
illustrate the point you're making. It should be a supplement to your words and ideas, not a
substitute of them.
* They allow your lecturers and tutors to evaluate your learning. (This is why it's important to use
your own words and ideas. If your essay is full of long quotes from textbooks, your reader cannot
tell whether or not you have understood and retained what you have read.)
* They give you a focus for exploring and consolidating what you are learning.
* They allow you to practise skills that you will be using in a future career: e.g. collecting,
analysing, and organising data; writing clearly, concisely, and logically; evaluating and explaining
complex material to others.
Quoting
Direct quoting means copying down material from a source and reproducing it word for word in
your assignment. It is best to avoid overuse of direct quotations and instead paraphrase an idea
in your own words (remembering to reference the source!). However, there are times when it may
be better to use the exact words from a source. For example, if it expresses the idea more
eloquently than your own summary or when it is important for the reader to inspect the precise
way the thought was expressed by the author. If you are going to make a direct quote, it must be
exactly the same as the original. If you make any changes, or add explanatory material of your
own, include it in square brackets [ ]. If you decide to leave out any part of the original use an
ellipsis (...). Short quotations should be included within the text of your assignment and enclosed
by quotation marks. Quotations that are four or more lines should be included as a separate
paragraph from the main text, indented and single spaced.
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Plagiarism
If you do not carefully reference your work, you may leave yourself open to the charge of
plagiarism- passing off other people's ideas as your own. It's the academic equivalent of fraud and
is treated very seriously by the University. Offenders may lose marks on their work or in some
cases be given a fail grade for the unit.
Essay Checklist
Have I fulfilled the requirements of the assignment? (Check assignment brief for key words like
'outline', 'compare', 'evaluate'. Make sure you have addressed all aspects of the assignment
question.)
Are all facts correct, current, and unambiguous? (Make sure you have understood your research
material and that you have transcribed details correctly.)
Have I correctly acknowledged all formal and informal sources correctly? (Introduce quotations
gracefully, use appropriate referencing, and provide a full bibliography. Familiarise yourself with
your School's referencing requirements and the policy on plagiarism.)
Is my thesis statement clear, concise, and arguable? (The thesis statement is the 'handle' upon
which you hang your essay; make sure it functions effectively.
Are my paragraphs internally integrated? (Each paragraph should be integrated around one point,
expressed in the topic sentence.)
Are my paragraphs logically linked? (Establish key concepts, words, and phrases in the
introduction, and carry these through your essay. Use 'transition markers', such as 'moreover',
'nevertheless', 'on the other hand', to guide the reader through your essay.
Is my explication clear, easy to follow, and logically developed? (Avoid logical fallacies and
ambiguous expression. Make your essay 'reader friendly'.
Does my introduction adequately introduce my thesis? (The first paragraph should lead up to the
thesis statement by gently easing the reader into the topic. First paragraphs should not make
points of explication.)
Does my conclusion effectively round off my essay? (Final paragraphs should restate the thesis
and sum up and/or contextualises the essay. Never introduce a new topic in the last paragraph.)
Have I punctuated correctly? (Check in particular for comma splices, run-ons, separation of
subject from verb. Check apostrophes. Use semi-colons to join control clauses; use colons to
introduce quotations, definitions, and complicated lists.
Is my grammar correct? (Check in particular that subjects and verbs, pronouns and antecedent
nouns agree and that modifiers are correctly related.)
Is my writing clear and unambiguous? (Check sentence structure, choice of words, and word
order.)
Is my writing concise? (Cut out all unnecessary words and phrases. Avoid cliches, vogue words,
and jargon.)
Is the tone of my essay rational, authoritative, formal yet 'reader-friendly' and fluent? (Read your
essay out loud. This helps you to recognise any awkwardness of language or lapse in tone.)
Have I proof-read and run a spelling check over my essay? (Make sure the essay you hand in is as
correct and professionally presented as you can make it.)
Your Responsibilities
Make sure that you keep a copy of the completed assignment when you hand it in to the marker.
This provides a "back-up" just in case your assignment is misplaced before it is marked. It would
be terrible to have to repeat the assignment from scratch or alternatively getting a fail grade when
you have completed the required work.
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Most Schools require cover pages to be attached to the front of your assignment. These may be
photocopied from your course materials, available at the School Office or you may need to make
your own. On the cover page you will be required to give at least your name, student ID number,
the date of submission, the title of the assignment and the name of your tutor/demonstrator.
Assignments are generally handed in to the marker or at the School Office. Cover sheets may have
tear off sections for the recipient to sign as evidence that you have handed in your assignment.
Keep this just in case your assignment does get misplaced. Alternatively, some Schools stamp the
assignment cover page to identify when it was handed in.
Ideally you should ensure that your assignment is submitted on time and reaches the person
responsible for receiving it. Each School has their own rules regarding late assignments. If it
appears you will not be able to hand in your assignment on the due date, discuss this with the
marker before the day it is due. You may be able to arrange an alternative submission date
without loss of marks.
Read any feedback you are given carefully; this will assist you to improve your writing. If you
would like more feedback than the marker has provided, or you don't understand their comments
or why they have given you the mark they did, go and see them about it. This will let the marker
know that you are keen to get feedback and improve your writing, as well as assist you to
understand what they expect for your next assignment.
Example: Advertisements- A Bane or a Boon
Advertisements have become a part of our lives. We cannot live without them, they attack us from
all sides. Step out of the house and they’ll stare at you from all corners, promoting products from
needless to C.Ds, from cricket bats to gold watches, At home every five minute T.V. programmes
are interrupted to tell us what tooth paste we shoul buy, what kind of salt is good for us or even
which toy to give to a new baby! So many kinds of goods are displayed, so many temptations are
presented that the poor consumer does not know what to buy or reject.
Advertisements are a help because they tell us about a new product, Without them one would not
know what advance has been made in the field. We’ll not able to learn about the merits nof a new
product. It can be anything – a new medicine, a new book, a new school, a new hospital—the list
is endless. Advertisements also lead to competition and better products come in the market.
As long as the competition is healthy it is good, but advertisements have become cut throat—see
the Cola War. The competition between Coco-Cola and Pepsi has made them spend crores on
advertisement. Film Stars are roped in to make the product popular. Films are advertised with
huge posters. Sometimes they prove dangerous drivers! Some advertisements are in bad taste.
Some of them are so attractive that they persuade people to buy things which they do not need!
For example, housewives rush to buy things at sales which they do not need, but buy them
because they are cheeper. There should some way to educate the gullible buyer about the quality
of the product and its price.
Exercise: Describe a fire that broke out in your neighborhood last night.
( You may make use of the following hints in your answer.)
A house on fire—alarm—smoke and flames coming out of the burning house—people removing
furniture—fire engine—brave fireman pumping huge jets of water on the shooting flames—fireman
saving inmates of the house—a brave deed you witnessed—boy scouts rendering help.
4.18 Thesis
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The work you have done up to this point in preparing to write your thesis is outside the province
of this manual. It assumes that your research is complete, that your final thesis draft has been
examined and approved by your major professor and committee members, and that you are now
ready to prepare the thesis in final form.
This manual sets out the requirements for thesis format established by the Graduate Studies
Committee of Rose-Hulman Institute of Technology. These requirements must be met as a
minimum in order to procure the approval of the Director of the Library. Individual departments
of the Institute may have various additional requirements or may specify in greater detail those
that follow. We urge you to learn first from your own graduate committee what, if any, special
departmental requirements apply to you and then, taking these into consideration, to prepare
your thesis in accordance with the instructions of this manual.
The format approval review of the deposit copy of your thesis is intended to assist you in meeting
the requirements of this manual. You are urged to consult the Director of the Library if you have
questions. Because there may be problems, do not wait until the deadline periods.
GENERAL INFORMATION
Library Use of Institute Theses
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The deposit copy of each thesis becomes a part of the thesis collection of the Institute Library and
is available for review. Although you may wish to examine model theses already in the collection
as examples, the guidelines in this manual must be followed. Ask the Director of the Library for
model suggestions.
Copyrighting of Theses
If you want to have your thesis copyrighted, you must have a letter from your major professor and
the head of your department addressed to the Director of Graduate Studies requesting that the
thesis be copyrighted. In this letter they should state the reasons they consider it desirable or
necessary.
Manuscript Preparation
We suggest that you become thoroughly familiar with the requirements of this manual and with
the special publication requirements of your department. It is imperative that the final
manuscript adhere to these rules as set down. You bear the responsibility for the appearance, the
form, and content of your thesis. All copies must be identical.
Duplication Processes
Both xerographic copies and copies printed on a letter quality or laser printer are acceptable. In
either case, you must use paper which meets the specifications set forth in this manual. The only
exception is the listing of a computer program in which case a letter-quality printer need not be
used. Typed copies are also acceptable, but not recommended. Any other methods of reproduction
must be discussed with the Director of the Library and your duplication service before you begin
to prepare your final copy.
Note: Preparation and duplication of theses can be expensive. It is suggested that you have a clear
understanding in advance of the cost of photographic work, drawings, and duplication before final
typing is started. You should consult the Institute Printing and Duplication Center for information
about special materials required for the reproducing of the graphics used in illustrating your
thesis.
ARRANGEMENT OF CONTENTS
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Opening Component
Title Page
A title page is required. This page is the primary way by which the thesis will be identified. This
page is not numbered, but it is counted as the first page (i) of the opening component. The
contents of the title page are as follows:
Title. This must be the full official title of the thesis. The title should be a meaningful description
of the content of the thesis. Information retrieval systems use the words in the title to locate
theses.
Candidate's name. Your full name is preferable to the use of initials. Whatever form you select,
use it consistently throughout the thesis.
Degree. Write out the full name of the degree for which you are a candidate. Candidates must be
very sure that they use the precise degree name, for example, Master of Science in Chemical
Engineering.
Date. This is determined by the month and year in which you qualify for graduation.
Abstract Page
An abstract page must accompany all theses for approval. Along with text of the abstract itself,
the abstract page must contain a heading, the candidate's names as it appears on the title page
with the last name first, the abbreviation of the degree, the name of the institution granting the
degree, the month and year the degree is obtained, the title of the thesis (wording and
punctuation to agree exactly with the Title Page) and the name of the major professor.
Place the heading ABSTRACT, in capital letters, centered, without punctuation, two inches from
the top of the page. The rest of the text begins four spaces below the heading, is double-spaced,
and is flush with the left-hand margin. The text of the abstract should include a statement of the
thesis problem, a brief exposition of the research, and a condensed summary of findings.
Remember, the abstract may be used separate from the main text of the thesis for reference
purposes. Therefore, the abstract should not make reference to any tables or figures nor to other
works. Also, all nonstandard symbols or abbreviations should be defined and the use of equations
should be avoided. The maximum length of the abstract is 350 words not including the first
paragraph as described above. The abstract is neither counted nor numbered.
Dedication
A dedication is optional. If used, it should be brief and centered on its own page. No heading is
necessary.
Acknowledgments
Acknowledgments are also optional, but most theses do include a brief statement of appreciation
or recognition of special assistance. If you intend to include them, place them on their own page
with the heading, ACKNOWLEDGEMENTS, in capital letters, centered, without punctuation, two
inches from the top of the page. The text begins four spaces below.
Table of Contents
A table of contents is required. The function of a table of contents is to allow the thesis to be used
efficiently. It provides an overview of the thesis' structure and an index for selective reading of the
thesis. All materials following the Table of Contents are listed in it. No preceding material is listed.
31
The titles of parts, sections, or chapters, and their principal subdivisions should be listed in the
Table of Contents and must be worded exactly as they appear in the body of the thesis. The
heading TABLE OF CONTENTS, in capital letters, is centered, without punctuation, two inches
from the top of the page. The listing begins at the left-hand margin four spaces below the heading.
Text
There are no specific requirements of the Graduate Studies Committee for the internal
organization of your text. The requirements are only that you use some standard scheme of
organization and that you use one system consistently throughout the thesis. The
recommendations presented here are not intended to be restrictive. You can chose your own
system, if your major professor agrees.
Introduction
The Introduction may constitute either the entire first chapter or only the opening statement of
the first chapter. If the introduction is to be included as a separate chapter, the heading,
INTRODUCTION, is the title of the first chapter (or major division) and its placement is consistent
with that of other chapter titles. If the introduction is included only as an opening statement, it
requires no special treatment.
Recommendations
The Recommendations section follows the Conclusions only if the subject matter permits and if
you wishe to include it.
Reference Material
There is a wide diversity of content and location of notes in the publications of the sciences, the
humanities, and the social sciences. You are strongly encouraged to use the in-text or
parenthetical system of documentation which cites the work by its designated number in the List
of References and relevant paging. Your reference might look like the following:
. . . The evidence for the theory has been widely
explained [4: 382-383].
32
Every thesis makes use of other writings, either in direct quotation or by reference. Your thesis
must contain a List of References. Pertinent works that have been consulted but not specifically
cited should be listed under the subheading General References, and references specifically cited
should be listed under the subheading Cited References.. Place the List of References immediately
after the text. See Appendix F.
The references begin with a cover sheet bearing the heading LIST OF REFERENCES, in capital
letters, centered, and without punctuation. This page is neither counted nor numbered. The
heading is repeated on the first page of the LIST OF REFERENCES itself, two inches from the top,
centered, and without punctuation. The list of references begins four spaces below the heading.
In general, each item consulted in the preparation of the thesis, whether cited specifically or
mentioned in general, should be numbered and listed in an alphabetical order. The elements are
the following: Author(s), Title, Publisher, and Year. The elements should be given in full form to
facilitate easy retrieval by others. Do not abbreviate any useful data, for example an author's first
name if given or the journal title in full. The List of References is double-spaced. For additional
guidance consult your advisor. See Appendix G for style authorities.
Style of Citation
Books
Single Author
Ulrich, Henri. Introduction to Industrial Polymers. Munchen:
Hanser, 1972.
Multiple Authors
Edwin, G., and Thomas Roddam. Principles of Feedback Design. New
York: Hayden Book Co., 1964.
Colcaser, Roy A., Donald A. Neamen, and Charles F. Hawkins.
Electronic Circuit Analysis: Basic Principles. New York: John
Wiley, 1984.
No personal author, list by sponsoring agency
National Semiconductor. Series 32000 Microprocessor Databook. Santa
Clara, Calif.: National Semiconductor, 1988.
Periodical Articles
Single author
Grounds, Preston W. "Numerical Analysis of Finite Frequency
Selective Surfaces with Rectangular Patches of Various Aspect
Ratios." IEEE Transactions on Antennas and Propagation 39
(1991): 569-575.
Multiple authors
Kohl, M., and J.P. Harrison. "SQUID Magnetometer Designed for High
Temperature Superconductors." Cryogenics 31 (1991): 369-372.
Rabitti, Fausto, Elisa Bertino, Won Kim, and Darrell Woelk. "A Model
of Authorization for Next-generation Database Systems." ACM
Transactions on Database Systems 16 (1991): 88-131.
33
No author, list by title
"Quality Programs Drive Heat Transfer Technology." Chemical
Engineering 98 (June 1991): 125-126.
Parts of Books
Conference paper
Chang, J., W.F. Filter, G.J. Lockwood, and B.T. Neyer. "Photonic
Methods of High Speed Analog Data Recording." In Proceedings of
the 16th International Congress on High Speed Photography and
Photonics, edited by M. Andre and M. Hugenschmidt, 12-21.
Bellingham, Wash.: SPIE-The International Society for Optical
Engineering, 1985.
Article in Book
Locke, Doug. "The Ada Programming Support Environment." In The Ada
Programming Language: A Tutorial, edited by Sabina H. Saib and
Robert E. Fritz, 46-47. New York: IEEE Computer Society, 1983.
Chapter of Book
Brewster, James H. "Assignment of Stereochemical Configuration by
Chemical Methods." Chap. 17 in Elucidation of Organic
Structures by Physical and Chemical Methods, edited by K.W.
Bentley and G.W. Kirby, Part 3. 2nd ed. New York: Wiley-
Interscience, 1972.
Unpublished Materials
Conversation or interview
Smith, James A. Interview with author, 3 February 1991.
Letters
Hulbert, Samuel F. Letter to author, 21 June 1989.
telephone call
Lebaric, Jovan. Telephone call with Donald Morin, 2 February 1991.
Thesis
Acharya, Mukund. "Veiling Glare in the F411 Image Intensifier."
Master's thesis, Rose-Hulman Institute of Technology, 1990.
Internet (WWW, FTP, IRC, etc.)
Read this: MLA-Style Citations of Electronic Sources.
Appendices
Some students will not need to include an Appendix. An appendix contains supplementary
material, not immediately essential to an understanding of the subject. This section is separated
from the preceding material by a cover sheet with the heading APPENDICES, in capital letters (or
if there is only one, APPENDIX), centered, and without punctuation. This sheet is neither counted
nor numbered.
The APPENDICES may be divided into Appendix A, Appendix B, etc., depending on the kinds and
amounts of materials used. These divisions should be treated as first order subdivisions.
The letter and title for each Appendix should be shown at the top of the first page of the individual
Appendix. If separate sheets are used for the identification of individual Appendices, these sheets
34
are numbered and counted. Each Appendix with its title, if it has one, should be listed separately
in the Table of Contents as a first order subdivision under the heading APPENDICES. See Sample
C. Tables and figures in the Appendices must be numbered and captioned and also listed in the
List of Figures and List of Tables in the opening component. Appendices must meet the left-hand
margin requirement of 1 1/2 inches but not necessarily the requirements for top, bottom, right-
hand margins, and line spacing.
Multi-Volume Thesis
The length of the thesis may necessitate two or more volumes. When more than one volume is
used, the separations should come at the end of major divisions of the thesis. The Title Page is
repeated in each volume and all are identical except for the word "Volume I," "Volume II," etc., just
below the title. The Title Pages of Volumes II, III, etc., are neither counted nor numbered. All other
preliminaries are in Volume I. In numbering the pages of the text and reference material,
numbering is continuous from Volume I through the end of the last volume.
PREPARATION OF MANUSCRIPT
Paper
Your thesis must be typed or printed on one side of 8 1/2 by 11 inch white paper. The deposit
copy must be 25%, or greater, rag content paper. All other copies may be on regular 20-pound
typing paper. Photographic paper may be used only in special circumstances. See page 22 for
information about its use in theses.
Oversized Pages
Oversized pages up to 11 by 22 1/2 inch are acceptable without special permission as long as the
folded edge is at least 1 1/2 inches from the left edge to permit unfolding, and the right edge lines
up evenly with the standard 8 1/2 by 11 inch sheets. The page number appears in the upper
right-hand corner or in the middle of the sheet as usual. The use of any sheets larger that 11 by
22 1/2 inches require consultation with the Director of Graduate Studies.
---GRAPHIC GOES HERE---
Type
All text must be rendered using black ribbon or toner which produces sharp, clear type. Only
standard type sizes such as pica, elite, and executive are acceptable, and only one type face may
be used throughout the thesis This type face must have all characters needed to complete the
thesis. This includes upper and lower case as well as all needed punctuation marks. Italics may
be used only when appropriate, for example when rendering book and journal titles, or foreign
terms. For the generation of symbols or special characters select appropriate software.
Handwritten equations and formulas are not acceptable. Use of any nonstandard type styles must
be approved by the Director of the Library.
Appearance
35
The text should be double-spaced throughout with the exception of appendices as noted above
using margins of 1 inch for the top, bottom, and right sides and 1 1/2 inch for the left side.
Printing should not extend more than a single line below the bottom marginline, and then, only to
complete the last line of a chapter, paragraph, subdivision, or figure caption. A new paragraph at
the bottom of a page must have at least two full lines of print, or it should begin the next page.
The page may be shortened to allow this. The last word on the page should not be hyphenated.
The line should be short of the margin and the whole word placed on the following page.
Corrections
No interlineations or crossing out of letters or words are acceptable. The use of correcting fluid is
not acceptable on the deposit copy.
Page Numbering
Page numbers are placed without punctuation 1/2 inch from the top edge of the sheet, either
centered over the text or in the upper right-hand margin. Consistency of treatment of page
numbers is more important than choice of position. The opening components of the thesis are
numbered in consecutive lower case Roman numerals. The Title Page is considered to be page i,
but the number does not appear on the page. Roman numeral ii appears on the first page
following the Title Page and Abstract. Every page on which any typing or drawing appears has a
number except: The Title Page is counted but not numbered. The abstract page is neither
numbered nor counted. Cover sheets preceding the Bibliography and the Appendices are neither
numbered nor counted. The Text and all Reference pages, including the Appendices are numbered
consecutively in arabic numerals, beginning with 2 on the second page of the text.
Numbering
Tables and figures are numbered in separate series. Each table and figure, including any in the
Appendices, must have a unique number in its own series. The numbers in each series must
appear in consecutive order in the thesis. Arabic numerals, with capital and lower case letters for
the captions, are used for tables and figures. To show unique numbering in a thesis in parts, the
numbers of Tables and Figures may be expressed as 1.1, 1.1, 1.3, etc. Tables and Figures in the
Appendices may use numbering such as A1, A2, A3, etc. for each series.
36
Note : Special systems of numbering may be required by some departments. These should be
reviewed with the Director of Graduate Studies before the thesis is prepared in final form.
Tables
The word "Table" (with T capitalized), the table's number and its caption are placed above the
table so that one blank line is left between the bottom line of the caption and the top line of the
table. If any table continues to the following or subsequent pages, the top line of the page reads,
for example, "Table 16, continued." The caption is not repeated. Leave one blank line before
continuing the body of the table.
Figures
The word "Figure" (with F capitalized), the figure's number, and its caption are placed below the
figure. Leave one blank line between the bottom edge of the figure and the word "Figure," its
number, and its caption. If any figure continues to the following or subsequent pages, on the
second line below the bottom edge of the figure, type, for example, "Figure 16, continued." The
caption is not repeated.
Photographs
Mounting
Smaller than page-size photographs should be firmly mounted with either adhesive specially
prepared for photographic work or self-adhesive tissue or dry- mounting tissue. If you are
uncertain about the correct material or procedures, consult the duplicating printing center.
The photographs should be mounted on the same kind of paper used in the thesis in which they
are to appear. [Note : Do not permanently mount photographs before you obtain thesis approval.]
Photographs should not be mounted to obtain thesis approval. Mount photographs permanently
only after the thesis is duplicated. The Deposit Copy must contain the original photographs.
Other copies may also have photographs or Xerox reproductions as your committee may desire.
Printing
Photographs may either be printed photographically on page-size photographic paper or affixed on
page-size paper used in the balance of the thesis for the Deposit Copy.
Marking
37
If photographs must be marked, it is important and necessary to use India ink. Typing on the face
of glossy prints will not reproduce on microfilm.
Unusual Material
We urge you to obtain the advice of the Director of Graduate Studies regarding the preparation
and presentation of all unusual material and to consult your duplicating service to determine if
the duplication of the material is possible and practical. This is especially true with colored
materials.
4.20 Summary
Summary Writing
From Reaching Across the Curriculum, copyright 1997, Eva Thury and Carl Drott. All rights
reserved.
40
So, to write an effective summary, you need to perform some steps to determine the scale of your
writing. Scale will allow you to represent your original in a shorter account without distorting its
argument. It is easy to take one example or one argument from your source and to present it in
full as your summary. This might be all right if your source consists of many instances of the
same argument and you have presented the best example. But most of the time, this is not the
case. So, if you present only one example, you are likely to distort your original, because you are
leaving out an account of many of its points. In your summary you want to represent all the
arguments of your source, and you want to present them in the same proportion as the source
you are summarizing does. If you do this, your summary will preserve the scale of the original.
Writing a summary. To write a summary, you need to read and understand the source, as well as
to write about it. Thus, the process of summary writing consists of both reading steps, and
writing steps. We present them here in what seems to us a logical order, but different writers will
find that their writing process involves rearranging the steps or revisiting some of them more than
once
Subject
computer graphics, as developed in several academic laboratories
Audience
written for The Chicago Tribune; general readers
Audience Assumptions
no specific technical knowledge or interests; some interest in science, general culture; interest in
people
Style of Writing
journalistic article, describes several scientific techniques by comparing them to everyday things
Kind of Evidence
uses anecdotes, quotes, detail to make the point
Attitudes/Beliefs/Actions Encouraged
excitement about computer graphics; doubt about the ability of computer graphics to replicate
reality successfully
This article is about using computers to draw lifelike pictures. A quick reading suggests that West
is excited about this discipline, but cautions her readers against thinking that computer graphics
will soon meet the challenges which confront it. To do a good job of summarizing this article, we
need to determine how much of it is devoted to skepticism and how much of it focuses on
enthusiasm. Thus, we will look for the regions of the article. However, this turns out to be an
article whose first sentences are not very helpful to understanding it. To determine emphasis in
this article it is better to use the running summary approach. This means finding the regions by
writing one sentence or phrase about each paragraph, like this:
Charles Csuri shows picture of cloud over rock
Csuri, head of computer graphics research at Ohio State, says soft things are hard to draw with
computer graphics
Examples of successful graphics which we have all seen: Star Trek.
But scientist want to use computers to draw natural phenomena perfectly, not just artistically
Fractal geometry helps a variety of scientists to describe the real world accurately;
But it is not yet perfected.
Hard to give computers instructions (which are routine) to draw a picture accurately, especially
when the picture includes random elements.
Csuri's lab described
43
With paragraph 8, we begin to see that groups of paragraphs discuss the same thing. 8-24 explain
the work in Csuri's lab. This section shows the reader how computer graphics are done.
Paragraphs 25-29 describe the shortcuts taken by those who work in computer graphics to
produce realistic pictures that fool the eye but aren't accurate. Figures produced with these
shortcuts look right from some angles but not others. 30-33 describe procedural or mass
modeling, another shortcut technique used develop a basic tree, for example, which can be varied
to produce unique trees. 34-40 describe fractal geometry, a method which produces computer
graphics which have infinite detail, no matter what scale at which they are viewed. Paragraphs
40-41 conclude, pointing toward work which still needs to be done.
As we look at the notes we took, we can see that paragraphs 1-7 constitute one region, in which
the problems confronting computer graphics are introduced. The key to understanding this turns
out to be in paragraph 7, which explains that producing accurate models of the natural world is
difficult. Once West has spelled out the problem, she shows us different ways of dealing with it.
The major regions of the article are:
It is hard to imitate nature accurately with computer graphics
Csuri's lab shows how to work with computer graphics
Shortcuts can make your graphic realistic and accurate
Fractal geometry can help produce infinite detail
Conclusion: but a lot of work still remains
Considering your audience. The first two steps in writing a summary, looking for meaning of the
article, and for regions, are actually techniques of analysis to help you understand the essay or
article you are summarizing. Once you understand why the author wrote the article and how the
article is structured, you are ready to begin writing your summary. Or almost ready. As we said
above, whenever you write anything, you need to consider the members of the audience for which
you are writing: what can you expect them to know about or care about? what are their needs?
what length summary are they expecting? will they enjoy reading about the content of the source
from the point of view of the author, or will they benefit from maintaining a critical distance from
the source?
1) Use of technical terms in a summary. Unless you are told otherwise, it is usually a good idea to
begin with the assumption that our audience does not consist of specialists. So, if you use
technical or scholarly terms in your writing, you will want to explain them. You will, however,
remember from the chapter on the characteristics of academic writing that in scholarly prose,
writers do not usually explain technical terms which are widely known throughout their field or
discipline. So you will want to decide before you start to write what, if any, are the terms and
ideas which you need to explain to the members of your audience, and what you can assume they
know.
Much of the time, you will be writing for a "general" audience. That means that you can assume
that your audience is of average intelligence, but you shouldn't assume that its members have
any special training in any scholarly or technical field. You should be especially careful not to
assume that your audience knows all the details which your source has just explained to you.
2) Determining the length of a summary. If you have not been given a specific length limit,
examining the use to which your summary will be put will help you to develop one. Will your
summary serve as an introduction to key concepts or does it cover ideas long familiar to your
readers? How much detail will your readers be interested in? Will they need to be able to see some
of the evidence in the original, so they can form an independent judgment from it or about it? Will
your audience use your summary as a guide for further work? Will they need mention of the
sources of evidence which the author presents? You will want to consider these and other, similar
questions before you begin to write.
44
3) Selecting a point of view for a summary. Finally, you will need to decide before you write
whether you will produce a paraphrase summary or an analytic summary. As we explained above,
the paraphrase summary presents the material without saying "I." In it, you pretend to be the
author of the article you are summarizing, while in the analytic summary you speak as yourself
and discuss the author as a separate person. Your reader is likely to be distracted by your writing
if you switch back and forth from one of these styles of writing to the other. You will need to
descide on a point of view right from the overview of the source's meaning that you include as
your introduction.
Writing steps:
Provide an introductory overview.
Complete the body of your summary.
Show the connections between the ideas of the source.
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4.22 Writing Report Abstracts
Types Of Abstracts
There are two types of abstracts: informational and descriptive.
Informational Abstracts
communicate contents of reports
include purpose, methods, scope, results, conclusions, and recommendations
highlight essential points
are short--from a paragraph to a page or two, depending upon the length of the report (10% or
less of the report)
allow readers to decide whether they want to read the report
Descriptive Abstracts
tell what the report contains
include purpose, methods, scope, but NOT results, conclusions, and recommendations
are always very short-- usually under 100 words
introduce subject to readers, who must then read the report to learn study results
Qualities Of A Good Abstract
An effective abstract
uses one or more well-developed paragraphs, which are unified, coherent, concise, and able to
stand alone
uses an introduction-body-conclusion structure in which the parts of the report are discussed in
order: purpose, findings, conclusions, recommendations
follows strictly the chronology of the report
provides logical connections between material included
adds no new information but simply summarizes the report
is intelligible to a wide audience
1. Reread your report with the purpose of abstracting in mind. Look specifically for these main
parts: purpose, methods, scope, results, conclusions, and recommendations.
2. After you have finished rereading your report, write a rough draft WITHOUT LOOKING BACK
AT YOUR REPORT. Consider the main parts of the abstract listed in step #1. Do not merely copy
key sentences from your report. You will put in too much or too little information. Do not
summarize information in a new way.
Man is a social animal. To live in society we need to keep in touch with each other. Writing Letters
is the most common way to communicate. These days the form of basic letter has taken the shape
of fax and e-mails. In this unit we are going to discuss the format of formal and informal letter.
Informal letter; the letters which are sent to the known persons, relatives, friends, etc are called
informal or friendly letters. The format of friendly letter is as follows:
Margins
Heading- name & address
The Salutation
The Body of Letter ( with different paragraphs of varying lengths)
Conclusion with salutation
Signature
Letter Writing
Example
3, Mall Avenue
Simla – 1
20th March, 2003
Dear Pooja,
I must thank you for the wonderful time I had with you and your family in Delhi. Your family in
Delhi. Your family was so affectionate and so good to me. I cannot forget my visit to Qutub Minar,
Red Fort and Jantar Mantar. I had no idea that Delhi is so big and so crowded! Driving in Delhi is
really very dangerous.
My parents send their regards and thanks to your parents. They want me to invite you for a visit
to Simla in May-June. You’ll really likeit. Do come!
Give my regards to Uncle and Auntie and love to little Bunty. Give a pat to Snowy on my behalf
Exercise: You are Ravi Verma studying in St. Margret school, Dehradun. You have received a
letter from your mother who has asked you to describe your new school. Write a letter in rely in
about one hundred words.
Date
47
The date line is used to indicate the date the letter was written. However, if your letter is
completed over a number of days, use the date it was finished in the date line. When writing to
companies within the United States, use the American date format. (The United States-based
convention for formatting a date places the month before the day. For example: June 11, 2001. )
Write out the month, day and year two inches from the top of the page. Depending which format
you are using for your letter, either left justify the date or center it horizontally.
Sender’s Address
Including the address of the sender is optional. If you choose to include it, place the address one
line below the date. Do not write the sender’s name or title, as it is included in the letter’s closing.
Include only the street address, city and zip code. Another option is to include the sender’s
address directly after the closing signature.
Inside Address
The inside address is the recipient’s address. It is always best to write to a specific individual at
the firm to which you are writing. If you do not have the person’s name, do some research by
calling the company or speaking with employees from the company. Include a personal title such
as Ms., Mrs., Mr., or Dr. Follow a woman’s preference in being addressed as Miss, Mrs., or Ms. If
you are unsure of a woman’s preference in being addressed, use Ms. If there is a possibility that
the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people
will not mind being addressed by a higher title than they actually possess. To write the address,
use the U.S. Post Office Format. For international addresses, type the name of the country in all-
capital letters on the last line. The inside address begins one line below the sender’s address or
one inch below the date. It should be left justified, no matter which format you are using.
Salutation
Use the same name as the inside address, including the personal title. If you know the person and
typically address them by their first name, it is acceptable to use only the first name in the
salutation (i.e., Dear Lucy:). In all other cases, however, use the personal title and full name
followed by a colon. Leave one line blank after the salutation.
If you don’t know a reader’s gender, use a nonsexist salutation, such as "To Whom it May
Concern." It is also acceptable to use the full name in a salutation if you cannot determine
gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.
Body
For block and modified block formats, single space and left justify each paragraph within the body
of the letter. Leave a blank line between each paragraph. When writing a business letter, be
careful to remember that conciseness is very important. In the first paragraph, consider a friendly
opening and then a statement of the main point. The next paragraph should begin justifying the
importance of the main point. In the next few paragraphs, continue justification with background
information and supporting details. The closing paragraph should restate the purpose of the letter
and, in some cases, request some type of action.
Closing
The closing begins at the same horizontal point as your date and one line after the last body
paragraph. Capitalize the first word only (i.e., Thank you) and leave four lines between the closing
and the sender’s name for a signature. If a colon follows the salutation, a comma should follow
the closing; otherwise, there is no punctuation after the closing.
48
Enclosures
If you have enclosed any documents along with the letter, such as a resume, you indicate this
simply by typing Enclosures one line below the closing. As an option, you may list the name of
each document you are including in the envelope. For instance, if you have included many
documents and need to insure that the recipient is aware of each document, it may be a good idea
to list the names.
Typist initials
Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself,
omit the typist initials.
Business Letter
Dear Sir
I’m in buying some leather dresses from your store. Please send me a copy of your Leather craft
Catalogue. I understand that this catalogue is free
Exercise: You have seen an advertisement for a Sales Person in a Fast Food Restaurant. Write a
letter, applying for the job, giving details of your qualifications.
Your application letter is one of your most important job-search documents. An effective letter can
get you a phone call for an interview, but a poorly written application letter usually spells
continued unemployment. The difference can be a matter of how you handle a few key points. The
following are some tips to help you develop effective application letters.
Individualizing Your Letter
49
Give your readers some insight into you as an individual. In the example below the writer chose to
describe particular experiences and skills that could not be generalized to most other recent
graduates. Draft your letter to show how your individual qualities can contribute to the
organization. This is your letter, so avoid simply copying the form and style of other letters you've
seen. Instead, strive to make your letter represent your individuality and your capabilities.
A resume is a written document that is used to market your background to potential employers.
The purpose of a resume is to obtain an interview with a prospective employer. Therefore, it is
important that you have a resume that is organized, well written and highlights your education,
experience, skills, and accomplishments.
Specific sections of the resume
Resume Sections Overview
Name and Address
Objective Statements
Objective Statements Exercise
Education
Education Section Exercise
Experience
Experience Section Exercise
Activities and Honors
Resume Design
Why is the design of my resume so important?
Employers will usually take, at most, only thirty-five seconds to look at this one-page
representation of yourself before deciding whether to keep or discard it. To insure that you will
make it past that initial screening, you should design your resume in such a way that employers
can read the document easily and process information quickly. One way to do this is to conform
to the conventional format of a resume, since employers know how resumes work and where to
locate certain information. In addition, you should keep certain design principles in mind that will
increase your chances of getting your resume into the "keep" pile. Designing your resume can be a
challenge and requires you to take a closer look at how readers read. Here are some tips to help
you make your resume a winning experience.
51
response to a resume in this way will allow you to manipulate information according to the
quadrant test. First, divide your resume into four quadrants, as seen in the example below.
Each one of your quadrants should have an equal amount of text and white space (empty space
where there is no text). When your page is balanced, the reader will typically read anything in
quadrant 1 first. So, you should put your most important information -- anything you want the
employer to see first -- in this quadrant.
Show results.
Quantify your on-the-job accomplishments. Show the reader how you cut costs, increased
revenue, developed products/procedures, etc. For example, “Designed the audio module for the
company’s state-of-the-art virtual reality simulator” sounds more impressive than “Assisted in the
production of”
Also, where you can use figures, do so. Cut costs by how much? Increased revenue how much?
Managed department of how many?
54
Create a resume that fits the job you’re after.
Especially important for career changers, you should highlight your skills that are pertinent for
the job you want.
For instance, a librarian with strong computer programming skills who set up a research
database might want to explore work in information systems. On his resume, his computer
expertise would get lost using a chronological format. Instead, a functional resume emphasizing
his information systems skills would better present this information. Remember, there is nothing
unusual about having two or three resumes on hand targeted for different types of jobs.
DON’T
Don’t be cute or fancy when it comes to layout and presentation.
Desktop publishing programs can be dangerous things. Even the most basic word processing
programs on the market today offer users great flexibility to create. A variety of fonts, point sizes,
and special characters are at your fingertips as is the ability to bold, italicize and underline
words. When it comes to your resume, however, use restraint. Save the flashy stuff for your party
invitations and holiday newsletters.
Your resume is one of the first impressions you give an employer. You want to show that you are
a viable candidate for the job. Your ability to use multiple fonts and graphics is irrelevant. For a
clean, professional-looking resume, it’s best to err on the conservative side (a good font: Times
New Roman).
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what you actually accomplished. Show action in your statements with words such as developed,
designed, generated, sold, wrote.
Don’t exaggerate.
Padding your resume is not acceptable. You should be able to tell from a job description whether
or not you are qualified.And even if you’re not a perfect fit, it’s likely that few others are, either.
Don’t try to make up qualifications for a specific job. Employers’ want ads are often wish lists,
and they don’t necessarily expect every applicant to have all the desired qualifications.
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Give a copy of the document to another person and keep a copy yourself. Take turns reading it
out loud to each other. While one of you reads, the other one follows along to catch any errors and
awkward-sounding phrases. This method also works well when proofing numbers and codes.
First, proof the body of the text. Then go back and proof the headings. Headings are prone to error
because copy editors often don't focus on them.
Double check fonts that are unusual (italic, bold, or otherwise different).
Carefully read type in very tiny font.
Be careful that your eyes don't skip from one error to the next obvious error, missing subtle errors
in between.
Double check proper names.
Double check little words: "or," "of," "it," and "is" are often interchanged.
Double check boilerplate text, like the company letterhead. Just because it's frequently used
doesn't mean it's been carefully checked.
Double check whenever you're sure something is right—certainty is dangerous.
Closely review page numbers and other footer/header material for accuracy and correct order.
Editing for content
Ask yourself who, what, when, where, why, and how when reading for content. Does the text
answer all the questions you think it should?
Highlight the sentences that best answer these questions, just so you can see if the facts flow in
logical order.
Do the math, do the math, and then do the math again. Somewhere between the screen and the
printer 2+2 often becomes 3.
Make a list of "bugaboo" words and do a search for them before final proof. Include every swear
word, words related to product terminology, and other words that pop up on occasion. Then do a
"find" for all these words.
Actually do every step in procedures to make sure they are complete, accurate, and in correct
order.
Count the number of steps a list promises to make sure they are all there.
Check that figure numbers match their references in the text and are sequential.
Check that illustrations, pictographs, and models are right-side up.
Preparing yourself to proof or edit
Write at the end of the day; edit first thing in the morning. (Usually, getting some sleep in between
helps.)
Listen to music or chew gum. Proofing can be boring business and it doesn't require much critical
thinking, though it does require extreme focus and concentration. Anything that can relieve your
mind of some of the pressure, while allowing you to still keep focused, is a benefit.
Don't use fluorescent lighting when proofing. The flicker rate is actually slower than standard
lighting. Your eyes can't pick up inconsistencies as easily under fluorescent lighting.
Spend a half-hour a month reviewing grammar rules.
Read something else between edits. This helps clear your head of what you expect to read and
allows you to read what really is on the page.
Make a list of things to watch for—a kind of "to do" list—as you edit.
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UNIT 5
COMMUNICATION SKILLS- SPEAKING SKILLS
5.1 Definition
5.2 Barriers of Communication
5.3 Types of Communication
5.4 Know What You Want To Say
5.1 Definition
Communication is a process through which the sender sends his message to the receiver. The
process of communication is said to be complete when the receiver of the message is able to
decode, understand and provide the required feedback to the sender.
Communication linked people together in an organization to achieve a common purpose.
Process of communication
CHANNEL
ENCODING
MESSAGE
SENDER RECEIVER
IDEA
THEORY
FACT
FEELINGS
FEEDBACK
DECODING
UNDERSTANDING
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ensure clarity in communication noise must be reduced or minimized. In other words we must
identify barriers to communication and try to remove them to make the messages more clear.
Lack of Planning: Sometimes you are supposed to send a file and if you don’t plan the time the
file will not reach to its destination on time and the sender can’t get the feedback.
Barriers like postal strike or an incomplete application form comes under this category.
Unclarified Assumptions: Sometimes we don’t clear the things and imagine on our own that the
other person will understand it. These kind of unclarified assumption create problem.
Semantic Barrier: Because of multilple meanings for words communication can get distorted
resulting in a misunderstanding of the actual message.These distortations can be accidental or
deliberate.
One of the examples of a deliberate distortion of a message can be an advertisement slogan, which
says “SALE upto 50%”. These kinds of advertisements generally give a wrong picture as the
customer can only concentrate on 50% only and not on the word ‘upto’. These are Semantic
Distortions
Psychological Barrier: There are a few barriers which come under this category-
Emotions: Sometimes we are attached to a particular thing very much and we expect the same
kind of response from others. But others may not be that much emotionally attached to that
thing. This can create misunderstanding among people.
0Premature Evaluation: “A little knowledge is a dangerous thing”. Generally people tend to take
decisions without listening to the speaker. As a result problems arise a lot.
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By listening thinking and formulating your thoughts before you speak, you will increase your
effectiveness as a powerful communicator.
CONTROL FEAR
Fear is a defence mechanism to protect ourselves. We fear destruction of our self-esteem. Who we
are is precious to us. Others’ words about us can seem like building blocks either supporting us
or crashing in on us. Fear focuses on the worst thing that can happen. I’II fail. I’II forget what I’m
going to say. I’II be humiliated. I’II panic. I’II stop breathing.” Instead, shift your focus with the
following tips:
Focus on the
Listener, (not yourself.)
Message, (not the words.)
Success, (not the alternatives.)
Visualize a positive outcome.
Take a deep breath, relax, and be yourself.
Do your homework, know what you want to say.
Control your negative self- talk.
Speak from the heart rather than the ego.
ASK QUESTIONS
Whether you are the speaker or a listener, asking questions facilities an exchange of information.
AVOID DAYDREAMING
Daydreaming is normal because of listener’s spare time. We process information at about at about
400-600 words per minute while the average speaking range is form 125 – 150 words per minute.
The difference is listener’s spare time. To avoid daydreaming:
INTERVIEW
Whether you are the interviewer or the interviewee, you will have a stake in the successful
outcome of the encounter.
Think ahead.
Prepare for the interview by gathering information about the topic and the other person (s) who
will participating in, or affected by, the interview.
Make a list of questions you want to ask and information you need to acquire during the
interview.
Listen carefully for points you didn’t think of before.
Look pleasant; smile when appropriate.
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Stay actively engaged in the interview; guard against distractions.
Take notes; use mind- mapping techniques.
COMPLAINTS
When we’re not satisfied with products or services, we can improve our chances for satisfactory
results by using effective communication techniques.
Write a one-sentence purpose statement before you begin to write, whether it is a letter, thesis or
speech.
Use the who, what, where, when and how format to keep your message focused and brief.
Write and rewrite until you are able to capture the idea in one sentence.
USE AN OUTLINE
An outline helps you to organize your thoughts before speaking or writing. As the creative juices
flow, jot down ideas, then go back and sort them.
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Put your anger on paper or into the computer but do not send the document. This gives you an
opportunity to vent your hostility without doing permanent damage.
Ask yourself, “ If the intended recipient had this information, would it be to my advantage?”
Set aside your writing and return to it after a “ cooling off” period.
Consider asking someone else who is not involved in the issue to listen to you, read what you
wrote and provide objective feedback before a confirmation.
Destroy anything you have written in anger. Let some time pass and begin again.
SUPPRESS EMOTION
There are appropriate times to express your emotions and times to suppress your emotions. It is
important to remain in control of your emotions to maintain objectivity.
COMMUNICATE ONLINE
Electronic mail (e-mail) is a quick way to send a message to one or more people if you have a
computer. The receiver, however, may not open the e-mail for several hours or days. Anything you
send in e-mail or on the internet should be considered public information.
Subscribe to an online service.
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Learn to use e-mail. You can also communicate through news- groups, chat rooms, and bulletin
boards.
Compose letters for e-mail with salutation and complementary close.
Compose and edit off line.
Be concise; get to the point quickly.
Learn about “ netiquette,” the customs and manners involved in using on line services. For
example, the use of all capital letters indicates that you are shouting.
Question the intent of the reporter. Over time you may learn of a reporter’s bias towards various
topics.
Thinks as you read or listen. You are not required to accept everything as factual.
Find another article or programme about the same event and see it from another reporter’s point
of view.
Discuss current events with your acquaintances.
Do not expect everyone of interpret events in the same way.
Scan even the section of newspapers and magazines that you are not particularly interested in
eg., sports, finance, arts.
Let us dare to read, think, speak, and write… Let every sluice of knowledge be opened and set a-
flowing.
PRESENCE
Presence signals an individual’s personal power. It exudes strength, awareness and confidence.
Be aware of who are, the role you play, and who your audience is.
Be”in the moment” and in tune with your inner self.
Exude strength and awareness through confidence and poise.
Sit and stand erect.
Let your nonverbal cues reflect the message you want to convey.
Signal your self-esteem and power.
Draw attention to yourself in a positive way.
Let your body language agree with your spoken words.
Realize that others are getting an impression of you during the first visual or verbal contact.
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DRESS APPROPRIATELY
When you know you look good, you feel good about yourself. When you dress appropriate to the
occasion, you are not drawing attention to yourself. Your listener will think, consciously or
subconsciously, that you are “one of us”. This aids communication.
Find out what dress is considered appropriate. For example, attire that is acceptable in a certain
city may not be appropriate in the same situation in another one.
Be sure your clothing sends the message you intend. Before you say a word, what you wear
affects first impressions.
Wear clothing that is congruent with your verbal message. If, for example, you are a business
woman in a business situation, sheer, lacy blouses will not advance a serious message. Similarly,
when everyone in the office is dressed in business attire and you show up in jeans and a T-shirt,
you are not in appropriate attrite unless it’s a day designated as “casual.”
Read a book on how to dress for various situations such as public appearances or business
meetings.
SMILE
A smile is the most effective means to establish effective communications. It is a facial expression
that signals you are pleased or happy. The corners of the mouth turn upwards, the teeth are often
seen as the lips are parted, and the eyes sparkle.
Use a smile to signals that you are in a pleasant mood, positive, and approachable.
Practice smiling in front of a mirror to gain confidence. See how you look with a broad smile
showing your teeth, a smile with lips together, and a smile with teeth parted, possibly leading to a
soft laugh.
Smile to indicate a positive attitude:
Respect for the other person.
Friendliness
Openness
Touch is another sensory input which can aid communication. However, it must be done
respectfully and with the other person’s permission.
Be sensitive to the fact that when you touch someone, you are in-vading their space.
Use to indicate warmth, caring and understanding.
Develop the techniques of proper touching:
Gently place your hand on the other person’s arm between the elbow and the wrist in a friendly
conversation.
Break contact immediately if there is any resistance.
Never use touch to enforce your will upon another person. That’s against the law.
VISUALIZE
Visualization is a technique of using your imagination to create what you life.
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See yourself having already accomplished what you are starting out to do. Focus frequently on
that idea or picture. Your subconscious mind cannot distinguish between what is real and what is
vividly imagined.
Embellish your thoughts with sounds, colours, smells, and textures.
Develop positive statements or affirmations indicating that what you want already exists. This is
similar to virtual reality in the business and military environments.
Lets yourself feel the exhilaration of success.
BE FLEXIBLE
Being flexible is part of the give and take of everyday living. It means bouncing back after being
disappointed ; being able to “get over it!” and move on.
BE LIKABLE
On first contact, the listeners will instantaneously make a judgment as to whether they like, trust,
and believe the speaker. If listeners like the speaker, effective communication begins. The
speaker’s ideas immediately become more acceptable.
Smile.
Lower your defences.
Be aware of the other person’s perception of you. How do you “come across?”
To get what you want, look for points of agreement upon which you may argue.
Don not argue.
Check your disposition. Are you predisposed to agree with the person with whom you are
conversing? Or are you someone who instinctively tends to play Devil’s Adovacate?
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Negative feelings often carry over into conversations in the form of nonverbal signals which may
be incongruent with what you are trying to get across.
When negative feelings affect your self-confidence, practice positive self-talk. Develop a list of
positive affirmations, with statements like
I will…..
I can ….
I am….
Be direct
Treat others with respect.
Give convincing arguments. Let others decide for themselves.
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Realize that manipulative behaviors can backfire.
Stay calm.
Weigh the importance of agreement. If it is a matter of principle, you may decide to end the
conversion, or even the relationship.
Be certain you clearly understand the issue.
Ask questions until you are satisfied that you have a mutual understanding.
Accept the response as a difference in opinion, rather than a personal rejection.
Respect the other person’s right to their opinion.
Work at finding an acceptable compromise unless it is a matter of principle.
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What Is a Memo?
When you think of a memo, what do you think of? Is it a little piece of paper with a cute
letterhead that says something like:
"Buy more paper clips" or "Meet with President at 2:30" or "Mom, we're out of fudge pops."
While these memos are informative or persuasive, and may serve their simple purposes, more
complex memos are often needed in an office setting. But don't let that worry you. Even though
business memos may be more formal and complicated, the intention in writing one is still the
same. You want to achieve your purpose with your reader effectively. This handout will show you
how.
Standard office memos can be approached in different ways to fit your purpose. Here are three
basic plans:
1. The direct plan, which is the most common, starts out by stating the most important points
first and then moves to supporting details. This plan is useful for routine information and for
relaying news.
2. The indirect plan makes an appeal or spews out evidence first and arrives at a conclusion
based on these facts. This plan is best used when you need to arouse your reader's interest before
describing some action that you want taken.
3. A combination approach can be used for the balanced plan. This plan is particularly useful
when relaying bad news, as it combines information and persuasion.
Parts of a Memo
Standard memos are divided into segments to organize the information and to help achieve the
writer's purpose.
Heading Segment
The heading segment follows this general format:
Troubleshooting hints:
• Make sure you address the reader by his or her correct name and job title. You might call
the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell,
President" would be more appropriate for a formal memo.
• Be specific and concise in your subject line. For example, "Rats" as a subject line could
mean anything from a production problem to a personal frustration. Instead use something like,
"Curtailing Rat Extremity Parts in our Product."
Opening Segment
The purpose of a memo is usually found in the opening paragraphs and is presented in three
parts: the context and problem, the specific assignment or task, and the purpose of the memo.
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1. The context is the event, circumstance, or background of the problem you are solving. You
may use a paragraph to establish the background and state the problem or simply the opening of
a sentence, such as, "In our effort to reduce rat parts in our product...." Include only what your
reader needs, but be sure it is clear.
2. In the task statement you should describe what you are doing to help solve the problem. If
the action was requested, your task may be indicated by a sentence opening like, "You asked that
I look at...." If you want to explain your intentions, you might say, "To determine the best method
of controlling the percentage of rat extremities, I will...."
3. Finally, the purpose statement of a memo gives your reason for writing it and forecasts what
is in the rest of the memo. This is not the time to be shy. You want to come right out and tell your
reader the kind of information that's in store. For example, you might say: "This memo presents a
description of the current situation, some proposed alternatives, and my recommendations." If
you plan to use headings for your memo segments, you can refer to your major headings in this
forecast statement to provide a better guide for your reader.
Troubleshooting hints:
• Include only as much information as is needed by the decision-makers in the context, but
be convincing that a real problem exists. Do no ramble on with insignificant details.
• If you are having trouble putting the task into words, consider whether you have clarified
the situation. You may need to do more planning before you're ready to write your memo.
• Make sure your purpose-statement forecast divides your subject into the most important
topics that the decision-maker needs.
Summary Segment
If your memo is longer than a page, you may want to include a separate summary segment. This
segment provides a brief statement of the key recommendations you have reached. These will help
your reader understand the key points of the memo immediately. This segment may also include
references to methods and sources you have used in your research, but remember to keep it brief.
You can help your reader understand your memo better by using headings for the summary and
the discussion segments that follow it. Try to write headings that are short but that clarify the
content of the segment. For example, instead of using "Summary" for your heading, try "New Rat-
Part Elimination System," which is much more specific. The major headings you choose here are
the ones that will appear in your purpose-statement forecast.
Troubleshooting hint:
You may want to wait until after the report is drafted and all conclusions and
recommendations have been decided before writing the summary.
Discussion Segments
The discussion segments are the parts in which you get to include all the juicy details that
support your ideas. Keep these two things in mind:
1. Begin with the information that is most important. This may mean that you will start with
key findings or recommendations.
2. Here you want to think of an inverted pyramid. Start with your most general information
and move to your specific or supporting facts. (Be sure to use the same format when including
details: strongest--->weakest.)
Troubleshooting hints:
• For easy reading, put important points or details into lists rather than paragraphs when
possible.
• Be careful to make lists parallel in grammatical form.
Closing Segment
Now you're almost done. After the reader has absorbed all of your information, you want to close
with a courteous ending that states what action you want your reader to take. Make sure you
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consider how the reader will benefit from the desired actions and how you can make those actions
easier. For example, you might say, "I will be glad to discuss this recommendation with you
during our Tuesday trip to the spa and follow through on any decisions you make."
Necessary Attachments
Make sure you document your findings or provide detailed information whenever necessary. You
can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to
your attachments in your memo and add a notation about what is attached below your closing,
like this:
Good luck on your memo. If you look at this handout closely, you will see that, except for the
heading segment, it follows the guidelines and hints presented here. These hints will also help you
make your memo more successful.
Example
This will definitely be a very good proposal and it will also help our students to buy the things in their
means.
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