Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk Que-1 : Explain Basic Parts of Business Letter (1) The Letter Head / The Heading / The Head Address : The Letter Head is printed at the top center of the letter-sheet. Sometimes it is also written on the left or the right side of the letter-sheet. It consists of the name, the business and the address of the company. It also includes the telephone number, fax number, E- mail address, and website, if any. It also includes emblem (logo or symbol) of the company. The Letter Head should be simple and dignified. Most companies prefer a simple design in a single colour. (2) The Date : Generally, The date is written two or three spaces below the last line of the letterhead. It is always on the right hand corner. The date consists of the date, name of the month and the year. The date is written in two styles. (a) The British Method : 4 th July, 2011 (b) The American Method : July 4, 2011 The British Method is also called the ordinal numbers method and the American Method is called the cardinal numbers method. The date should never be written like 7-2-02 or 7/2/02 because it shows that the writer is careless or in a great hurry. (3) The Inside Address : The inside address is written on the left, beside the margin. It is written two spaces below the date- line. The Inside address contains the name and the address of the firm or the individual to whom the letter is written. Inside Address can be used to make windows envelope. There are two methods of writing inside address. (1) Indented Form (2) Block Form (4) The Salutation : The salutation is written beside the left – hand margin, two spaces below the last line of the inside address. The salutation is followed be a comma (,) or a colon (:). The salutation is a compliment or greeting used to begin the letter. Just as “Good Morning” is used to begin a talk. It is the written equivalent of the conversational “Hello”. “Dear Sir” “Dear Medam” , “Respected Sir” is salutation. (5) The Body / The Text / The Script of Letter : The first line of the body begins two spaces below the salutation. It appears between the salutation at the beginning and complimentary close at the end. It is that part of the letter which contains the message or the information to be communicated. This is the most important part of the letter. The letter is divided in the following parts. (1) Introductory paragraph (2) Main paragraph (3) Closing paragraph (6) The Complimentary Close : The Complimentary close is written on the right two spaces below the last line of the body. It should not extend into the right hand margin. The Complimentary close is a polite way of saying “ Good bye”. Just as the salutation is the written equivalent of “Good Morning” or “Hello”. So, the complimentary close is the written equivalent of “Good Bye” “Yours faithfully / Yours sincerely / Yours truly” is complimentary close. (7) The Signature : The Signature is written just below the complimentary close , near the right hand margin. Sometimes , it consists of only the name of the writer. (1) A sole trader will put his signature by writing his own name. (2) Any partner of a partnership firm can sign letter on behalf of the firm. (3) In big business houses, it is not possible for all partners or owner to write or reply all the letters. So, a responsible employee of the firm is given power to sign the letters. Thus, the employee who signs the letter on behalf of the other is said to sign per procurationem (per pro). It means that such a person is legally authorized to sign letters. Per Pro M. Patel and Company Nitin R. Raval The signature is proof that the person signing has written that letter. It help to pin point responsibility for the writing of the letter.
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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Que-1 : Explain Basic Parts of Business Letter
(1) The Letter Head / The Heading / The Head Address : The Letter Head is printed at the top center of the letter-sheet. Sometimes it is also written on the left or the right side of the letter-sheet. It consists of the name, the business and the address of the company. It also includes the telephone number, fax number, E-mail address, and website, if any. It also includes emblem (logo or symbol) of the company. The Letter Head should be simple and dignified. Most companies prefer a simple design in a single colour. (2) The Date : Generally, The date is written two or three spaces below the last line of the letterhead. It is always on the right hand corner. The date consists of the date, name of the month and the year. The date is written in two styles. (a) The British Method : 4th July, 2011 (b) The American Method : July 4, 2011 The British Method is also called the ordinal numbers method and the American Method is called the cardinal numbers method. The date should never be written like 7-2-02 or 7/2/02 because it shows that the writer is careless or in a great hurry. (3) The Inside Address : The inside address is written on the left, beside the margin. It is written two spaces below the date- line. The Inside address contains the name and the address of the firm or the individual to whom the letter is written. Inside Address can be used to make windows envelope. There are two methods of writing inside address. (1) Indented Form (2) Block Form (4) The Salutation : The salutation is written beside the left – hand margin, two spaces below the last line of the inside address. The salutation is followed be a comma (,) or a colon (:). The salutation is a compliment or greeting used to begin the letter. Just as “Good Morning” is used to begin a talk. It is the written equivalent of the conversational “Hello”. “Dear Sir” “Dear Medam” , “Respected Sir” is salutation.
(5) The Body / The Text / The Script of Letter : The first line of the body begins two spaces below the salutation. It appears between the salutation at the beginning and complimentary close at the end. It is that part of the letter which contains the message or the information to be communicated. This is the most important part of the letter. The letter is divided in the following parts. (1) Introductory paragraph (2) Main paragraph (3) Closing paragraph (6) The Complimentary Close : The Complimentary close is written on the right two spaces below the last line of the body. It should not extend into the right hand margin. The Complimentary close is a polite way of saying “ Good bye”. Just as the salutation is the written equivalent of “Good Morning” or “Hello”. So, the complimentary close is the written equivalent of “Good Bye” “Yours faithfully / Yours sincerely / Yours truly” is complimentary close. (7) The Signature : The Signature is written just below the complimentary close , near the right hand margin. Sometimes , it consists of only the name of the writer. (1) A sole trader will put his signature by writing his own name. (2) Any partner of a partnership firm can sign letter on behalf of the firm. (3) In big business houses, it is not possible for all partners or owner to write or reply all the letters. So, a responsible employee of the firm is given power to sign the letters. Thus, the employee who signs the letter on behalf of the other is said to sign per procurationem (per pro). It means that such a person is legally authorized to sign letters. Per Pro M. Patel and Company Nitin R. Raval The signature is proof that the person signing has written that letter. It help to pin point responsibility for the writing of the letter.
1 June 2011
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1 June 2011
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Prof. Chintan Mahida (DJMIT, Mogar) 1 My Website : www.chintanmahida.tk
Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Que -2 : Discuss Basic Principles for Business Letter.
Q-3 : Discuss Occasional / Optional Parts of letter
(1) Business Letter should be clear and concise. (2) While writing letter, one should keep in mind the reader’s benefits and advantages for them. It is called “The You Attitude.” (3) The writer should set down the goal because it help him to decide why is he writing and what does he wants to achieve. (4) While writing a business letter , one should use a friend tone but not at the cost of efficiency. (5) Opening lines of business letter are most important because they are read attentively and carefully and conclusion should be courteous. (6) Apart from all these, business letter must be free from grammatical errors and must be full of courtesy.
(1) Subject line : Written space below salutation (2) Reference Number: Written in a line with the date. (3) Enclosures : Written below signature, It is attachments. (4) Identification Line : Below Signature : Any Identification (MPS/RP) (5) Attention line : Between Inside address and salutation Warning (For example : Attention : Chintan Mahida (6) Post Script : Any special line at the end of letter
FOUR COMMON FORMAT OF BUSINESS LETTER
Full Block Form Semi Block Hanging Paragraph Style
_________ _________ (Letter Head) _________ Sender ….Date…….. ________ ________ (Inside Address) ________ Receiver Dear Sir, Sub : …………………………… ………………………………………………………………………Body………………………… …………………………………………………… …………………………………………………… …………………………………………………… …………………………………………………… Yours faithfully, ……………………. (Signature) (You can also write letter head at top center)
Date : 20th December, 2008 Ref. : The Managing Director To : Managing Director From : A.M.Patel, Health & Safety officer Subject : Inspection of company canteen
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GTU Question
If there is question of Report Writing , the most important thing is causes and remedies you think
about that problem. Report is about causes and remedies of any problem.
Second important thing is format : Letter and Memo. By Default, Choose Letter. If there is special
instruction to write and Memo format, Choose Memo. See Sample Reports for more clarification
(1) You are heading marketing department of a reputed automobile company engaged in the
manufacture of two-wheelers- scooters and motor-cycles. In the month of April, 2009, Company’s
sales offices reported increase in the rate of customers’ complaints in the auto parts more particularly
in the gear operations with regard to XP Brand of motor cycle recently purchased by them. Prepare
inter office memo to the head of production department explaining the situation with need for
remedial action in the matter
Causes : Row Material Defect, Ineffective Staff, Salary , Strike
Solution : Use Good Row Material, Appoint Good Staff)
(2) As the Secretary of Jaisons Industries (P) Ltd., Mathura Road, Delhi – 110 013, you have been asked
to report on the workers’ unrest in the company’s factory. Submit your report to the Managing
Director of the company.
Causes : Pay Scale, Bonus, Facilities, PF, Working Condition
Solution : Fulfill Demand
(3) Modern institute of Technology, Ahemadabad is new educational institute, which has well
equipped lab and huge computer center. The Dean, students welfare unit of this institute has been
receiving a complain of various kinds like (Back pain, Head aches, eye problems, Food habits etc).
Students using internet facilities for non academic purpose. All this has led to significance behaviour
changes
Causes : Sitting Problem in Classroom, Non- filtered Internet Facility
Solution : Modify Sitting Arrangement , Modify Atmosphere by planting tree, Use firewall
and security for internet
(4) Abesentism is growing in your company. You, the personal Manager , write a report on causes and
solution to General Manager.
Causes : Pay Scale, Bonus, Facilities, PF, Working Condition, Transport facility
Solution : Fulfill Demand
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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Q-1 : Define “Proposal”. Explain types of proposals.
Definition : A piece of communication – either oral or written which can persuade someone to
accept the suggested views or ideas is a proposal. It is systematic, factual, formal and persuasive
description of a course of action or a set of recommendations. A proposal is an offer or bid to
complete a certain project for someone.
Types of Proposals :
Formal Proposals Non-Formal Proposals
Formal proposals are lengthy proposals.
It is written for big projects
It is written in manuscript format.
Non-formal proposals are brief proposals
It is written for small projects
It is written in printed form, letter or memo formats.
Internal Proposals External Proposals
An internal proposal is for reader within an organization
It helps to study and solve problem of organization.
An external proposal is for reader outside an organization.
It helps to study and solve problem of organization.
Solicited Proposals Unsolicited Proposals
A proposal written in response of a particular request from a client is known as solicited proposal
Unsolicited proposal are written without any request for a proposal.
Q-2 : Explain purposes / objectives and characteristics of a proposal.
Purpose :
To initiative a new project
To provide fresh ideas
To solve problems
To reinforce innovative strategies
To conduct the basic research before developing a new plan
To modernize the office procedures of an organization
Characteristics :
Proposals should be more creative in comparison of other forms of professional writing
Proposal should contain a course of action with the rationale.
Proposal should keep in mind the customer’s convenience, financial benefit and prestige.
Proposals look attractive and written neatly.
Proposals should include background, objective , description , summary of the problem.
The proposal should be concise and to the point.
The facts presented in proposal should not only accurate but also
A good proposal is always reader oriented.
A Proposal must be written with grammatical accuracy for proper understanding.
Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Q-3: Discuss structure of a formal proposal.
Q-3 : Explain Style and Appearance of a formal proposal.
Title Page It includes the title of the proposal, the name of the person or organization to whom the proposal is being submitted, the name of the proposal writer and the date.
Table of Contents It contains content with page numbers.
List of Figures
This section includes a list of tables, graphs, figures and charts used in the proposal.
Abstract or Summary
An abstract or a summary is a brief version of the proposal.
Methodology It summarizes the proposed methods of data collection and the procedure for investigating the situation and problem.
Introduction This section introduces readers to the proposal. It gives the background, states the purpose and discusses the scope.
Statement of the problem
This section
Proposed plan and schedule
This section presents a schedule of activities highlighting the main course of action.
Advantages /Disadvantages
This section highlights advantages and disadvantages of your project.
Recommendations
It is the most persuasive section of a proposal. It is usually the longest section of proposal and is logically structured into small sub sections.
Conclusion
This section presents the final summary of the proposal and focuses on main points and the key benefits and advantages.
Appendix
Appendix includes secondary or extra information. Tables, flow charts, maps are generally included.
Q-4 : Prepare a technical proposal for establishing Wi-Fi system in your institute.
(Sample Proposal) (Use this format in Exam) ( Please See Sample)
Summary
Introduction
Methodology
Description
Proposed Plan and Schedule
Advantages / Disadvantages
Estimate Expenditure
Recommendation
Conclusion
PROPOSAL FOR
ESTABLISHING
Wi-Fi SYSTEM
: Submitted To :
The Director (Finance)
Charutar & Navrachna Education
Trust,
Mogar
By
The Principal
Dr. Jivraj Mehta Institute of
Technology,
Sample Technical Proposal (Memo Format)
Heading: This proposal is internal so is written as a memo. Use a letter
for proposals written outside the company.
The subject line is
important. Summarize the message in 10 words
or less.
Date : May 1, 2002 To : Sheila Campbell, Computer Resources Project Leader From : Mary Silvers, VITR Project Manager Re : Proposal to upgrade CAD computer systems
Provide background State the proposal in one or two sentences. Tell how your plan accomplishes the work you propose to do. Summarize your plan to accomplish the goal.
SUMMARY As you know, H.J.R. has just won the contract from Emory Bros., Inc., to provide them with detailed drawings that graphically display all the machinery that produces titanium in their plant. This contract is very important for the future health of our company as you are aware. In order to provide a quality end product, our department will need to upgrade its nine computers immediately.
Our current computers are running AutoCAD Rel.12, but we must upgrade to Rel.16 which Emory Bros. is supplying to our staff. Our computers do not have sufficient memory or speed to accommodate this new AutoCAD version. The new AutoCAD software requires 21 inch monitors so that our designers can see the detail that the software generates.
Our computer technician, Sharon Jones, has explored the various computer options and has chosen the Val-U-Mate computers as the most cost-effective and reliable for meeting the contract requirements. We propose that our company immediately purchase nine of these computers sytems for our staff.
In the Description, first provide all the technical information.
DESCRIPTION
Technical Information To meet the requirements of the contract, H.J.R. will need new computer systems that still keep costs in the budget.
Computer Specifications: The computers that will run AutoCAD Rel. 16 must have a minimum of:
Pentium III processor
o 20 Gigabite Hard Drive o 128 MB SDRAM o 8XMax DVD-ROM Drive
Monitor Specifications: The AutoCAD requires monitor that:
o measures 21 inchs o are compatible with a 32MB AGP Graphics Card
After carefully researching the many computers that fit our specifications and budget, we found that the Val-U-Mates were superior in all categories
Next tell who will do the work. Complete resumes are necessary when writing proposals that will be read by another company.
Computer Committee
Sharon Jones, H.J.R. network supervisor, was the head of the selection committee. The other members of the selection committee were Bob Anderson, lead design engineer, and Andy White, Project Supervisor. All three members have been company employees for at least eight years.
To avoid any confusion about when each part of the work will occur, include a schedule. If the project is extensive, use a Gantt chart and insert it in this section.
Schedule
Obviously, we need the computers before we can begin any computer work on the contract. Val-U-Mate has promised us next-day-delivery as soon as they get the order. Because we have a few preliminary details to take care of before we are ready to start the project, we can wait a week before we need the computers. Emory Bros., Inc., had already delived AutoCAD Rel.16 to our office.
Include the costs and any other financial considerations in this section.
Cost
A chart detailing each computer, the technical details, and cost is included in the Appendix. A summary follows:
Item Cost Number Needed Total Cost
Computer: $2399 9 $21591
Monitor: $420 9 $3780
Zip Disks: $6 200 $1200
Total Cost: $26571
The Conclusion ends in a positive tone. After the Conclusion add pages that could include:
CONCLUSION We are very excited about the new contract with Emory Bros., Inc. This opportunity to apply our design skill and drafting expertise to a challenging project is very exciting. Delivering our final drawings to Emory Bros. will open the door to future work of this kind not only from their company but also from other companies who are looking for similar products. We are proud that our department is able to contribute substantially to the continued financial health of H.J.R.
Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Q-1 : Discuss guideline / tips for technical descriptions.
Definition : Technical description defines the objects and process of the technology. It provides the
information and terms, name of the part, its process by description, illustrate and explain. Technical
description makes the technical process easy to understand to the reader. Technical Description means the
detailed discussion of the physical aspects of a thing. That means discussing things like color, shape, size,
weight, height, width, thickness, texture, density, contents, materials of construction, and so on. It also
means discussing any quantifiable details such as numbers. It is simply breaking down large amounts of
information into more manageable portion.
Definition of an Object Or a process :
The Technical description starts with definition of an object and also explains the process of the technology
and a general breakdown of the components which will be detailed. Defining an object provides the reader
with general information for the description for the description which follows. Descriptions appear more
often as a sentence or two here, a paragraph there, or a whole section there.
Guideline /Tips for Writing Technical Descriptions
In the process of technical description, writer should mention the contents and structure properly.
Introduction : Plan the introduction to your description carefully. Make sure it does all of the following
things (but not necessarily in this order) that apply to your particular description:
(a) Indicate the specific object about to be described.
(b) Indicate what the audience needs in terms of knowledge and background to understand the description.
(c) Give a general description of the object and its function, cause, or effect.
(d) Give an overview of the contents of the description.
Background.
If the thing you are describing is not likely to be familiar to most of your readers, consider adding some
background before you plunge into the actual description. The main part of your description is the
discussion of each parts or characteristics. You must divide the thing you are describing into parts or
characteristics or both.
Sources of Description :
Use the following list to plan your description or to review a description you have written. Color, height,
design, ingredients age, subparts, length and finish.
Miscellaneous Concerns :
You should use numerals in running text when the number indicates an exact, measured or measurable
amount or when it represents a critical value. We can use abbreviations freely. The most common problem
with symbols in the descriptions is between inch (“) and feet (‘).
Graphics and Format :
In most descriptions, you will need at least one illustration of the thing you are describing with labels
pointing to the parts. You can also add headings, subheadings, Lists and special notes
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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Q-2 : Give Technical Description of Any Computer Hardware.
Technical Description of Computer Mouse
Introduction
A mouse is an external computer hardware device that allows a user to control the motion of a computer
cursor and select objects on the screen by moving an clicking the device.
Parts, Definition and Function
(1) Top Casing : The top casing of a computer mouse is a hard, Curved sheet of plastic that is designed to fit
comfortably in the palm of the hand.
(2) Right-click and Left-click cover : The right-click cover is a small, Curved piece. The left-click cover works
effectively because it is wide enough to be easily depressed by the user.
(3) Scroll wheel : The scroll wheel is a small wheel overlaid with rubber .That is located between the right-
and left-click covers. That connects to the internal circuit board though a system of tiny gears
4) Bottom Casing : The bottom casing is a hard shell of plastic on the underside of a computer mouse. The
function is to protects the inner parts.
(5) Track ball : Small rubber sphere ball is captured through a system of gears and translated to an
electronic signal to control the motion of the pointer on the computer screen.
(6) Internal circuit board : It is an electronic component made of a copper sheet Etched with conductive
pathways which connect different kinds of electronic equipment.
(7) Connecting wire/cord : Wires sealed in a plastic sheath sends information in electronic signals. The cord
is several feet long.
Operating Principle
(1) The CMOS sensor sends each image to a digital signal processor (DSP) for analysis.
(2) The DSP detects patterns in the images and examines how the patterns have moved since the previous
image.
(3) The computer moves the cursor on the screen based on the coordinates received from the mouse.
(4) Based on the change in patterns over a sequence of images, the DSP determines how far the mouse has
moved and sends the corresponding coordinates to the computer.
Conclusion
A mouse is a simple, easy-to-learn, device for interacting with a computer that translates actions of the user
directly into movement and actions on the computer interface. It does require some practice to learn the
coordination of controlling the mouse, but once a person understands the concept of how the mouse works,
it is easy to control. Optical mice have several benefits over track-ball mice:
• No moving parts means less wear and a lower chance of failure.
• There's no way for dirt to get inside the mouse and interfere with thetracking sensors.
• Increased tracking resolution means a smoother response. They don't require a special surface, such as a
mouse pad.
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Prof. Chintan A. Mahida (DJMIT, Mogar) 1 My Website : www.chintanmahida.tk
Q-1 : Discuss various purposes /
objectives of reading.
Q-2 : Explain Skimming and Scanning.
Q-2 : Explain techniques of Reading.
According to the Webster, “Reading is thinking under the stimulus of the printed page.” Or “Reading is a psycho-linguistic guessing game.” When you read, you read the lines, read between the lines and also read beyond the lines. So reading is nothing but a decoding process. The main purpose of reading is to decode the message which is written. We read many things in our day-to-day lives: Newspapers and magazines, Advertisements, pamphlets, Textbooks, novels, short-stories, Letters, telegrams, Articles, reports, legal documents, Dictionaries, telephone directories. They are read either for personal interest, for pleasure, to acquire information or to participate in society. For you, as students, the purpose of reading is emphasized on either for interest or for pleasure and reading to acquire information and knowledge. Reading for interest of pleasure is usually fulfilled through reading fiction, while reading to learn is associated with informative articles. Reading for information may be both internal and external. When you read for necessary background information about what is going on within the company where you work, or within your group it is called reading for internal information. Reading for the information of what is going on in your field, but outside your own company is called External information.
There are different ways of reading for different situations. The technique you choose will depend on the purpose for reading. Skimming and Scanning are two techniques for reading. Skimming : Skimming is used to get main ideas of a text. Skimming means the process of reading to get a rough idea of what the text is all about. The main purpose of Skimming is to understand the central idea and the main points of a text. When you read the newspaper, you're probably not reading it word-by-word, instead you're scanning the text. Skimming is done at a speed three to four times faster than normal reading. Some people read the first and last paragraphs using headings, titles, subtitles, subheading and illustrations. Skimming is a method of rapidly moving the eyes over text with the purpose of getting only the main ideas and a general overview of the content. Scanning : Scanning is used to find out specific fact or piece of information. Scanning helps to find out particular information or fact. Scanning is a technique you often use when looking up a word in the telephone book or dictionary. You search for key words or ideas. Scanning is very useful for finding a specific name, date, statistic, or fact without reading the entire article. Scanning means moving
Q-3 : What is reading comprehension ? Discuss tips for improving comprehension skills.
Reading comprehension is the process of constructing meaning from text. Reading comprehension is defined as the level of understanding of a writing. The process of comprehending involves decoding the writer's words and then using background knowledge to construct an approximate understanding of the writer's message. Reading comprehension is defined as the level of understanding of writing. (1) To understand comprehension, one should read a fairly long portion of the comprehension. It helps to establish report with the central idea of it. (2) Develop reading practice and try to read attentively every time. (3) Never judge on the base of short paragraph or small part of comprehension but read entire section and if needed then scan it
(4) Use the technique of Skimming and Scanning where necessary. (5) While reading a comprehension, mark or underline difficult words, make points or highlight important words. This will help to involve you in reading process (6) Recall the paragraph and find out the central idea and also find out the purpose of comprehension. (7) For better understanding of a passage, large word power and language command requires.
Note :
When there is question of poor reading
comprehension , write opposite point of good
reading comprehension like poor reading
practice, judging paragraph by reading small
parts, not getting central idea, not good
vocabulary power.
Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Q-1 : Explain types of resumes.
There are three types of resume :
(1) Chronological Resume
(2) Functional Resume
(3) Combination/Hybrid Resume
(1) Chronological Resume : The chronological resume emphasized on education and experience. It
lists entries (Education, work experience) in reverse order means beginning with the most recent
experience and degree.
(2) Functional Resume : Functional resume focuses on professional skills developed during your
employment rather than on the when, where and what of each position. It organizes your
experience in terms of skills and accomplishments. This resume format is good for career
changers, frequent job changers and those with limited experience. It is also good for those who
are returning to the workplace after a long absence.
(3) Combination Resume : Combination resume is a combination of both the chronological and
the functional format. It demonstrates your skills and experience as themes and then your
employment experience follows chronologically. It is recommended for mid-career changers and
recent graduates.
Q-2 : Explain Basic parts of an application – Cover Letter and Resume
An Application is made of two essential parts
(1) Resume
(2) Cover Letter or Application Letter
Resume is a written statement of an individual’s personal history, biographical details, education,
professional training, experience, skills, abilities, achievements, references . In short the main
objective of a resume is winning a job, interview by highlighting the applicants fitness for a
particular position. A resume is usually attached to an application letter
(1) PARTS OF A RESUME
HEADING/IDENTIFICATION : Include your full, legal name, permanent address and phone
number, with the area code, cell phone number, and e-mail address.
JOB OBJECTIVE : A job objective should state what you want to do, the position you are
interested in and should be employer-focused. Modify your objective to fit each employer
and position you target.
SUMMARY or PROFILE : (optional) a summary includes three or four bulleted statements
highlighting your skills, enticing the reader to look at the rest of the resume. It supports
the objective. Quantify the statements whenever possible.
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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
EDUCATION : List all your relevant education, training, and certifications. List degrees(s)
awarded, school(s) attended, dates of attendance or year of graduation/completion and
your program/major. List your education in chronological order, starting with your most
recent first. Include your grade point average if it is a B or better.
QUALIFICATIONS or SKILLS: Provide a concise list of your qualifications, skills, and
accomplishments that are requirements for the position you are seeking. Use action
statements to describe these and quantify whenever possible. List in order of importance.
It is not necessary to identify the employment situation where these qualifications were
obtained. Include computer software/hardware skills, technical skills, percent of increase
in production, sales, etc.
AWARDS/ACHIEVEMENTS/HONORS : You can use this as a separate category or place this
information under the Education heading. This area should highlight formal recognitions,
professional and academic awards.
WORK EXPERIENCE : Include the name of the employer, geographic location (city and
state only), position title, dates of employment, a brief statement of duties and your major
contributions and accomplishments. Include military experience, internships/cooperative
and volunteer experience. List these in reverse chronological order - the most recent first.
ACTIVITIES AND ASSOCIATIONS : Include participation in professional associations, student
government, clubs, or community activities. Include the name of the organization and any
leadership roles you held.
REFERENCES : Indicate that these are available upon request. Prepare a list of references
on a separate piece of paper. Include the person’s name, job title,
(2) COVER LETTER OR APPLICATION LETTER : It is a covering letter for your resume. It includes
Date
Writer’s address
Recipient’s address
Subject
Salutation
• Introductory paragraph specify the poistion for which you are applying and the source of
the information about job. It also states the reasons for your interest in that particular
company.
• Having captured the employer's attention, an application letter should contain the details
which can prove that the applicant worth hiring. As it is a difficult task, the applicant should
proves with facts, testimonials or certificates and professional skills.
• At the end, the applicant has to conclude the cover letter by motivation the reader for a
specific action and telling him or her how he or she can get in touch.
2
Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk
Q-3 : Explain difference between Curriculum Vitae and Resume.
Q-3 : Discuss the importance of Resume and Tips for writing Resume.
Difference between Resume and C.V. :
A resume is a one or two page summary of your skills, experience and education. While a resume
is brief and concise - no more than a page or two, a Curriculum Vitae is a longer (at least two page)
and more detailed synopsis. A Curriculum Vitae includes a summary of your educational and
academic backgrounds as well as teaching and research experience, publications, presentations,
awards, honors, affiliations and other details.
Importance of Resume :
Resumes tell a lot about you to your employer. Your resume will have details which consist of
form where you have been, where you are at present and where you are headed.. Your resume
will self-give a confidence which tells about you to the interviewer. The main objective of a
resume is winning a job, interview by highlighting the applicants fitness for a particular position.
Tips for writing Resume :
(1) Avoid writing text
(2) Use short sentences
(3) Be brief
(4) Avoid spelling and grammatical errors
(5) List your achievements/awards/skills in sequence
(6) Do not exaggerate your achievements
(7) Be reasonable in showing your achievements/skills
(8) Make resume reader oriented
Q-4 : Explain Electronic Resume and Discuss importance of it.
Electronic Resume : An electronic resume, also called a scannable resume, is a plain text (ASCII)
or HTML document, often submitted with an employment application, that uses keywords to
provide an employer with information regarding a job candidate's professional experience,
education, and job qualifications. This is the fastest way to contact potential employers and to
apply for job advertised online. This resume is also known as a web resume or online resume.
Advantages :
(1) Numerous employers can access it instantly
(2) Graphics, animation or sound can be included
(3) It can be updated quickly & easily.
(4) Eliminates the compatibility problems associated with word processed resumes sent as e-mail
attachments.
(5) Available for viewing around the clock, conveying a technology – savvy image, and allowing to
add supporting content to our resume.
3
Unit-13
Job Application
P a g e | 5
Dr.Jivraj Mehta Institute of Technology Prof. Chintan Mahida
[email protected] Log on to my website : www.chintanmahida.tk or to download soft copy of notes.
MODEL LETTER OF APPLICATION
Mr Vikram A Agarwal
A – 1
Platinum Apartment
C G Road
Ahmedabad – 380 001
Date : 20th
December,2010
To
HRD Manager
Suzlon Sofware Services
Ashram Road
Ahmedabad – 380 001
Subject: An Application for the post of System Analyst
Sir/Madam
With reference to the above subject matter I would like to apply for the advertised post of System Analyst
at your esteemed company in The Times of India of 13th April 2006, I would like to apply for the same.
I have Bachelor & Master degree in Computer Application at my credit. I have been awarded with gold
medal in both for securing 1st position in Saurashtra University, Rajkot. I have experience of more than 2
year as a Sr Programmer and Developer. I have expertise to develop software in .net and posses good
interpersonal and communication skills.
I request you to judge my candidature and competence in the light of my enclosed resume.
I wish to hear from you soon. I can be reached at 0123456789.
Thanking you.
Yours truly,
(Vikram Agarwal)
Enclosures 1. Resume
2. Photocopies of certificates
4
Unit-13
Job Application
P a g e | 6
Dr.Jivraj Mehta Institute of Technology Prof. Chintan Mahida
[email protected] Log on to my website : www.chintanmahida.tk or to download soft copy of notes.