Maharishi University of Information Technology

UNIT 2: WRITING SKILLS

LETTER WRITING

FORMAT OF WRITING AN APPLICATION

The format of an application can vary depending on its purpose and

the organization or entity to which you are applying. However, a
standard application typically includes the following components:

1. **Header**:
- Your name
- Your contact information (address, phone number, and email
address)
- Date

2. **Recipient Information**:
- The name and address of the organization or individual to whom
you are sending the application.
 Maharishi University of Information Technology
**Subject** : write the main reason behind writing the letter.

3. **Salutation**:
- A formal greeting, such as "Dear *Recipient's Name+," or a
general salutation like "To Whom It May Concern."

4. **Opening Paragraph**:
- An introductory paragraph that states the purpose of your
application. For example, you can mention the specific job you're
applying for or the reason you're writing the application.

5. **Body**:
- This is the main part of your application, where you provide
detailed information about your qualifications, skills, and relevant
experience. Use paragraphs to organize your thoughts and make it
easy to read.
- Highlight why you are a suitable candidate or the right person for
the opportunity you're applying for.

6. **Closing Paragraph**:
- Summarize your interest in the opportunity and express your
enthusiasm for the position or request.
 Maharishi University of Information Technology
- Mention any attached documents or enclosures, if applicable.

7. **Complimentary Close**:
- End your application with a polite closing, such as "Sincerely,"
"Yours truly," or "Best regards."

8. **Signature**:
- Below the complimentary close, leave space for your
handwritten signature if you are sending a physical application.

9. **Typed Name**:
- If you are sending an electronic application or a hard copy
without a handwritten signature, type your name.

10. **Enclosures or Attachments**:

- If you are including any additional documents like a resume,
cover letter, or references, mention them here.

11. **Contact Information**:

- Include your contact information once more, in case the
recipient needs to get in touch with you.
 Maharishi University of Information Technology

12. **Optional Postscript (P.S.)**:

- You can include a P.S. to add a personal touch or emphasize an
important point.

13. **Reference Number (if applicable)**:

- If you are applying in response to a job posting or a specific
opportunity, include any reference number or code if provided in
the job posting.

Please note that the specific requirements for an application can

vary depending on the context. For job applications, you may be
asked to fill out an online form or use a specific application format
provided by the employer. Always follow the guidelines provided by
the organization or follow industry standards if you're applying for
something other than a job.
 Maharishi University of Information Technology

SAMPLE OF A JOB APPLICATION

*Your Name+
*Your Address+
*City, State, ZIP Code+
*Your Email Address+
*Your Phone Number+
*Date+

*Employer's Name+
*Company Name+
*Company Address+
*City, State, ZIP Code+

Subject:

Dear *Employer's Name+,

I am writing to express my strong interest in the *Job Title+ position at

*Company Name+, as advertised on *Job Posting Source+. As a recent graduate
with a *Your Degree+ degree in *Your Major+ from *University Name+, I am
excited about the opportunity to bring my enthusiasm, dedication, and fresh
perspective to your team.
 Maharishi University of Information Technology

During my academic journey, I developed a solid foundation in *Relevant

Skills+, which I believe aligns well with the requirements of the *Job Title+
position. I am eager to apply this knowledge and contribute to *Company
Name+'s continued success. Here are a few highlights of my qualifications:

1. **Academic Excellence:** I consistently achieved top grades in my major

courses, demonstrating my commitment to excellence and ability to absorb
new information quickly.

2. **Strong Communication:** Through group projects, presentations, and

coursework, I have honed my written and verbal communication skills, which
I believe will be valuable in a collaborative work environment.

3. **Problem-Solving:** My coursework and internships have equipped me

with problem-solving skills that have been tested in real-world situations,
such as *mention a specific project or experience+.

4. **Adaptability:** I am a fast learner and can easily adapt to new software,

tools, and work environments.

5. **Team Player:** I actively participated in group projects, fostering

teamwork, and demonstrating leadership when necessary.

I am drawn to *Company Name+ because of its impressive reputation for

*mention a specific company achievement or values+. I am excited about the
 Maharishi University of Information Technology
opportunity to contribute to the company's ongoing success and to learn and
grow as a professional in a dynamic and innovative environment.

Enclosed is my resume, which provides additional details about my

education, coursework, and extracurricular activities. I would welcome the
opportunity to discuss how my skills and passion for *Industry/Field+ align
with the goals of *Company Name+. I am available for an interview at your
earliest convenience and can be reached at *Your Phone Number+ or via email
at *Your Email Address+.

Thank you for considering my application. I look forward to the possibility of

contributing to the continued success of *Company Name+.

Sincerely,

*Your Name+

---

Please note that this is a sample job application letter for a fresher. Make
sure to customize it according to your specific situation, job, and company
you are applying to. Tailor the content to highlight your strengths,
experiences, and why you are a suitable candidate for the position.
 Maharishi University of Information Technology
BUSINESS OR OFFICIAL LETTER
An official or business letter follows a specific format to ensure
professionalism and clarity in communication. Here's a standard
format for an official or business letter:

**Sender's Information:**

Your Name
Your Title (if applicable)
Your Company or Organization Name
Your Address
City, State, ZIP Code
Email Address
Phone Number
Date

**Recipient's Information:**

Recipient's Name
Recipient's Title (if applicable)
 Maharishi University of Information Technology
Company or Organization Name
Recipient's Address
City, State, ZIP Code

**Salutation:**

Dear Mr./Ms./Dr. *Recipient's Last Name+,

(Note: Use the recipient's last name with an appropriate title such
as "Mr." or "Ms." If you don't know the recipient's name, you can
use a general salutation such as "To Whom It May Concern.")

**Body of the Letter:**

1. **Introduction:**
- Begin with a clear and concise introduction that states the
purpose of the letter.
- Provide context and background information if necessary.

2. **Main Content:**
- Present the main points or details of the letter. Use clear and
organized paragraphs to convey your message.
 Maharishi University of Information Technology
- Use bullet points or numbered lists for clarity, if applicable.

3. **Closing:**
- Summarize the key points and any necessary actions or next
steps.
- Be polite and professional in your tone.

4. **Complimentary Close:**
- Use a courteous closing, such as "Sincerely," "Yours faithfully," or
"Kind regards."

**Signature:**

Your handwritten signature (if sending a physical letter)

**Typed Name:**

Your printed or typed name

**Enclosures (if applicable):**

 Maharishi University of Information Technology
If you are including additional documents, mention them at the end
of the letter.

**Sample Official/Business Letter Format:**

```
Your Name
Your Title
Your Company or Organization Name
Your Address
City, State, ZIP Code
Email Address
Phone Number
Date

Recipient's Name
Recipient's Title
Company or Organization Name
Recipient's Address
City, State, ZIP Code
 Maharishi University of Information Technology
Dear Mr./Ms./Dr. *Recipient's Last Name+,

Introduction: (Explain the purpose and context of the letter.)

Main Content: (Present the main points or details of the letter.)

Closing: (Summarize key points and any necessary actions.)

Sincerely,

*Your Handwritten Signature+

*Your Typed Name+

Enclosures: (List any additional documents or attachments, if

applicable)
```

Please note that the format of an official or business letter can be

adjusted based on specific guidelines or requirements of your
organization or the context of the communication. It's important to
use a professional and polite tone throughout the letter.
 Maharishi University of Information Technology

RESUME
A resume for a fresher, someone who is just entering the job
market with limited or no work experience, should focus on
highlighting their education, skills, and any relevant coursework or
projects. Here's a basic format for a fresher's resume:

FORMAT OF A RESUME
**1. Contact Information:**
- Your full name
- Address (optional)
- Phone number
- Email address
- LinkedIn profile (if applicable)

**2. Resume Objective or Summary (Optional):**

- A brief, 2-3 sentence statement highlighting your career goals
and what you can bring to the prospective employer. This section
can help you stand out and should be tailored to the job you're
applying for.
 Maharishi University of Information Technology
**3. Education:**
- List your educational qualifications in reverse chronological
order (most recent first).
- Include the name of the degree, the institution, its location,
graduation date (or expected graduation date), and your GPA (if it's
strong).

**4. Academic Projects (or Relevant Coursework):**

- If you lack work experience, highlight relevant projects or
coursework that demonstrate your skills and knowledge.
- Include the project/course title, a brief description, and any
notable achievements or skills you acquired.

**5. Skills:**
- List both hard and soft skills that are relevant to the job you're
applying for. These can include technical skills, programming
languages, software, communication skills, and any other skills that
set you apart.

**6. Certifications (if applicable):**

- Include any certifications, workshops, or courses that are
relevant to the job or industry.
 Maharishi University of Information Technology
**7. Extracurricular Activities (Optional):**
- Mention any relevant extracurricular activities, leadership roles,
or volunteer work that demonstrates your skills and character.

**8. Honors and Awards (Optional):**

- If you've received any academic or non-academic awards or
honors, include them in this section.

**9. Languages (Optional):**

- If you are proficient in multiple languages, you can list them
here.

**10. References (Optional):**

- It's not necessary to include references on your resume, but you
can note that they are available upon request.

**Resume Tips for Freshers:**

- Keep your resume concise, typically one page is sufficient for
freshers.
- Tailor your resume for each job application to emphasize relevant
skills and coursework.
 Maharishi University of Information Technology
- Use action verbs to describe your achievements and
responsibilities in academic projects.
- Proofread your resume carefully for errors in grammar and
spelling.
- Use a clean and professional layout with consistent fonts and
formatting.

Remember that while you may not have significant work experience
as a fresher, you can still make your resume stand out by focusing
on your education, skills, and any relevant experiences, projects, or
coursework. Your goal is to show potential employers how your
background and capabilities make you a strong candidate for the
position.

MEANING OF A MEMO :
A memo, short for memorandum, is a written document typically
used for internal communication within an organization or
company.
Memos are brief, informal messages that are commonly used to
convey important information, provide updates, request action, or
share announcements among employees, departments, or teams.
They serve as a practical and efficient means of communication
within a business or other organizations.
 Maharishi University of Information Technology

Here are some key characteristics and purposes of memos:

1. **Conciseness:** Memos are usually brief and to the point. They

focus on conveying information efficiently without unnecessary
elaboration.

2. **Formality:** While memos are less formal than business

letters, they still follow a specific format and structure. They often
include headings, dates, and a professional tone.

3. **Audience:** Memos are typically directed at a specific

audience, such as employees within a department, team members,
or colleagues.

4. **Content:** Memos can cover a wide range of topics, including

announcements, policy changes, project updates, meeting
summaries, reminders, requests for information, and more.

5. **Structure:** A typical memo format includes the following

elements:
- Header: Includes the "To," "From," "Date," and "Subject" lines.
 Maharishi University of Information Technology
- Opening: A brief introduction that states the purpose of the
memo.
- Body: The main content of the memo, where information is
presented and details are provided.
- Conclusion: Summarizes the key points or actions required.
- Sign-off: The writer's name, title, and contact information.
- Attachments (if applicable): Memos may include attachments or
enclosures for additional information.

6. **Distribution:** Memos are typically distributed within an

organization through printed copies, email, or other internal
communication channels.

7. **Archival:** Memos are often archived for reference, so they

can serve as a historical record of communication and decisions
within the organization.

In summary, a memo is a written communication tool used in

organizations to convey information efficiently, often in a concise
and structured format. It is an important means of internal
communication and serves to keep employees informed, coordinate
activities, and ensure that everyone in the organization is on the
same page regarding important matters.
 Maharishi University of Information Technology

FORMAT OF A MEMO :
The format of a memo follows a standard structure and layout to
ensure clarity and effective communication within an organization.
Here's the typical format of a memo:

**Memo Header:**

1. **To:** (Recipient's name or department)

- Include the name or department of the person or group to
whom the memo is addressed.

2. **From:** (Your name and title)

- Identify yourself as the sender of the memo and include your job
title or position.

3. **Date:** (Date of the memo)

- Use the date when the memo is being written. This helps
establish a timeline for the memo's content.

4. **Subject:** (Brief, descriptive title)

 Maharishi University of Information Technology
- Provide a clear and concise subject line that summarizes the
main topic or purpose of the memo.

**Memo Body:**

The body of the memo contains the main content and should be
organized into sections or paragraphs as needed. Here's a suggested
structure for the body:

1. **Introduction:**
- Begin with a brief introduction that sets the context for the
memo and explains the reason for writing it.

2. **Main Content:**
- Present the information or details you need to convey in a clear
and organized manner. Use headings and bullet points if necessary
to improve readability.
- Be concise and stick to the key points.

3. **Conclusion or Action Required:**

- Summarize the main points and, if applicable, specify any actions
or responses expected from the recipient(s).
 Maharishi University of Information Technology
**Memo Sign-off:**

1. **Your Name and Title:**

- At the end of the memo, include your name and job title to
identify yourself as the author.

**Optional Elements:**

Depending on the memo's purpose and content, you may also

include optional elements such as:

- **CC (Carbon Copy):**

- If the memo needs to be seen by others who are not the primary
recipient, you can include a "CC" section to list their names or
departments.

- **Attachments:**
- If you are including documents, reports, or other materials with
the memo, you can mention them in an "Attachments" section.

- **Reference Number:**
 Maharishi University of Information Technology
- In some organizations, memos are assigned reference or tracking
numbers for filing and easy retrieval.

**Sample Memo Format:**

```
To: *Recipient's Name or Department+
From: *Your Name and Title+
Date: *Date of the Memo+
Subject: *Brief, Descriptive Title+

Introduction: (Briefly explain the reason for the memo.)

Main Content: (Present information in a clear and organized

manner.)

Conclusion or Action Required: (Summarize key points and specify

any actions or responses expected.)

Your Name and Title

*Your Contact Information+
 Maharishi University of Information Technology

CC: *Names/Departments of Carbon Copy Recipients, if applicable+

Attachments: *List of Attachments, if any+
Reference Number: *Memo Reference Number, if applicable+
```

Keep in mind that while this is a standard format for a memo, you
should always follow your organization's specific guidelines and
requirements for memo writing.

FORMAT OF A NOTICE
Notices are written announcements that are used to inform people
about various events, changes, or important information. The
format of a notice can vary, but there are some common elements
to include:

**Header:**
1. **Title:** This is the main heading or title of the notice, which
should be bold and clear.
2. **Date:** The date on which the notice is issued.
 Maharishi University of Information Technology

**Body:**
3. **Salutation:** Often, notices start with a formal or semi-formal
salutation, such as "Dear Sir/Madam," "To Whom It May Concern,"
or simply "Notice."

4. **Introduction:** Begin with a concise and clear statement

about the purpose of the notice.

5. **Details:** Provide the necessary information in a clear and

organized manner. Use paragraphs to separate different points, and
use bullet points or numbering if necessary for clarity.

6. **Date and Time:** If the notice is about an event or a meeting,

specify the date, time, and location.

7. **Contact Information:** Include contact details in case

recipients have questions or need more information. This may
include an email address, phone number, or a designated contact
person.

8. **Additional Instructions:** If there are specific actions that

recipients need to take, make sure to list them clearly.
 Maharishi University of Information Technology

**Closing:**
9. **Thank You:** Express gratitude for the recipients' attention or
cooperation, especially if it's a request for action.

10. **Closing:** Sign off the notice with a closing phrase, such as
"Sincerely," "Yours faithfully," or "With Regards."

**Signature:**
11. **Name and Title:** Below the closing, provide your name and,
if applicable, your title or position.

**Sample Notice Format:**

```
*Title+
*Date+

Dear Sir/Madam,

Introduction: (Briefly explain the purpose of the notice.)

 Maharishi University of Information Technology

Details:
- *Information Point 1+
- *Information Point 2+
- *Information Point 3+

Date and Time: *Event Date and Time+

Location: *Event Location+

Contact Information:
For inquiries or further details, please contact *Contact Person+ at
*Email Address+ or *Phone Number+.

Additional Instructions: *Specify any specific actions required.+

Thank You.

Sincerely,

*Your Name+
*Your Title+
 Maharishi University of Information Technology
```

The format of a notice can be adjusted to fit the specific

requirements and style of the organization or event. Make sure to
keep it clear, concise, and relevant to the information you want to
convey.