VIJAYALAKSHMIiDINESH

2214101657

MASTERiOFiCOMPUTERiAPPLICATION

SECONDiSEMESTER

DCA6205

COMMUNICATIONiSKILLS

SET1i&iSETi2
 SET-1
1. DefineiCommunication.iMentionianyifouribarriersitoicommunicationiandisub
stantiateiyouriansweriwithioneiexampleiforieach.
Answer
TheiEnglishiwordi‘communication’iisiderivedifromitheiLatinicommunis,iwhichimeansi
commonisense.iTheiwordicommunicationimeansisharingitheisameiideas.iIniotheriwords,ithei
transmissioniandiinteractioniofifacts,iideas,iopinions,ifeelingsioriattitudes.iCommunicationiis
itheiessenceiofimanagement.iTheibasicifunctioniofimanagementi(planning,iplanning,istaffing,i
supervisioniandimanagement)icannotibeidoneieffectivelyiwithoutieffectiveicommunication.

Communicationiisiaitwo-
wayiprocessiwhichiinvolvesitransferringiofiinformationiorimessagesifromioneipersoniorigroup
itoianother.iThisiprocessigoesioniandiincludesiaiminimumiofioneisenderiandireceiveritoi
passionitheimessages.iTheseimessagesicanieitheribeianyiideas,iimagination,iemotions,ior
thoughts.

CommunicationiisiaiLatiniwordiwhichimeansi“toishare”.iThereiareidifferentimodesiofi
communicationiavailableitoday.iTheseiincludeiemails,ichats,iWhatsApp,iskypei(conference
calls),ietc.iEffectiveicommunicationimakesipeople’siworkieasieriandismooth.
LinguisticiBarriers
Theilanguageibarrieriisioneiofitheimainibarriersithatilimitieffectiveicommunication.iLanguagei
isitheimosticommonlyiemployeditoolioficommunication.iTheifactithatieachimajoriregionihasiit
siownilanguageiisioneiofitheiBarriersitoieffectiveicommunication.iSometimesieveniai
thickidialectimayirenderitheicommunicationiineffective.

Asiperisomeiestimates,itheidialectsiofieveryitwoiregionsichangesiwithiniaifewikilometers.i
Eveniinitheisameiworkplace,idifferentiemployeesiwillihaveidifferentilinguisticiskills.iAsiai
result,itheicommunicationichannelsithatispaniacrossitheiorganizationiwouldibeiaffectedibyithis
.

Thusikeepingithisibarrieriinimind,idifferenticonsiderationsihaveitoibeimadeiforidifferenti
employees.iSomeiofithemiareiveryiproficientiiniaicertainilanguageiandiothersiwillibeioki
withitheseilanguages.
i
PsychologicaliBarriers
Thereiareivariousimentaliandipsychologicaliissuesithatimayibeibarriersitoieffectivei
communication.iSomeipeopleihaveistageifear,ispeechidisorders,iphobia,idepressionietc.iAlliofi
theseconditionsiareiveryidifficultitoimanageisometimesiandiwillimosticertainlyilimititheieasei
oficommunication.
EmotionaliBarriers
TheiemotionaliIQiofiaipersonideterminesitheieaseiandicomfortiwithiwhichitheyicani
communicate.iAipersoniwhoiisiemotionallyimatureiwillibeiableitoicommunicateieffectively.i
Onitheiotherihand,ipeopleiwhoiletitheiriemotionsitakeioveriwillifaceicertainidifficulties.

Aiperfectimixtureiofiemotionsiandifactsiisinecessaryiforieffectiveicommunication.iEmotionsi
likeianger,ifrustration,ihumour,icanibluritheidecision makingicapacitiesiofiaipersoniandithusi
limititheieffectivenessiofitheiricommunication.
PhysicaliBarriersitoiCommunication
Theyiareitheimostiobviousibarriersitoieffectiveicommunication.iTheseibarriersiareimostlyieasilyi
removableiiniprincipleiatileast.iTheyiincludeibarriersilikeinoise,iclosedidoors,ifaultyiequipmenti
usediforicommunication,iclosedicabins,ietc.iSometimes,iiniailargeioffice,itheiphysicali
separationibetweenivariousiemployeesicombinediwithifaultyiequipmentimayiresultiiniseverei
barriersitoieffectiveicommunication.

2. Differentiateibetweenilisteningiandihearing.iListitheidifferentitypesiofilistening.
Answer
DefinitioniofiHearing
Theinaturaliabilityiorianiinbornitraitithatiallowsiusitoirecognizeisoundithroughiearsibyicatchin
givibrationsiisicalleditheihearing.iInisimpleiterms,iitiisioneiofitheifiveisenses;ithatimakesiusia
wareiofitheisound.iItiisianiinvoluntaryiprocess,iwherebyiaipersonireceivesisoundivibrations,I
continuously.

Ainormalihumanibeing’sihearingicapabilityirangesifromi20itoi20000iHertz,icallediasiaudioiori
sonic.iAnyifrequencyiaboveiandibelowitheigivenirangeiisiknowniasiultrasoniciandi
infrasonicirespectively.
DefinitioniofiListening
Listeningiisidefinediasitheilearnediskill,iiniwhichiweicanireceiveisoundsithroughiears,iandi
transformithemiintoimeaningfulimessages.iToiputisimply,iitiisitheiprocessiofidiligentlyihearingi
and
interpretingitheimeaningiofiwordsiandisentencesispokenibyitheispeaker,iduringitheiconversation.
Listeningiisiaibitidifficult,ibecauseiitirequiresiconcentrationiandiattention,ianditheihumanimind
iisieasilyidistracted.iPeopleiuseiitiasiaitechniqueitoicomprehend,iwhatiisibeingisaid,ithroughi
differentiverbaliandinon-
verbalisigns,ii.e.ihowiitiisibeingisaid?iWhatitypeiofiwordsiisiused?iToneiandipitchiofivoice,I
bodyilanguageiandisoion.
KeyiDifferencesiBetweeniHearingiandiListening
Theifollowingipointsiareivitalisoifariasitheidifferenceibetweenihearingiandilisteningiisi
concerned
Aniindividual’siabilityitoiperceiveisounds,ibyireceivingivibrationsithroughiears,iisicalledithei
hearing.iListeningiisisomethingidoneiconsciously,ithatiinvolveitheianalysisiandiunderstandingi
ofitheisoundsiyouihear.
Theihearingiisitheiprimaryiandicontinuousiininature,ii.e.itheifirstiandiforemostistageiisihearing
,ifollowedibyilisteningiandiitioccursicontinuously.iOnitheiotherihand,ilisteningiisitemporary,ia
siweicannoticontinuouslyipayiattentionitoisomethingiforilongihours.
Theihearingiisiphysiological,iwhichiisithroughioneiofiourisensesiinitheilivingiorganisms.iOni
theicontrary,ilisteningiisiaipsychologicali(conscious)iact.
Whileihearingiisiaipassiveibodilyiprocessithatidoesinotitheiinvolveiuseiofitheibrain.iAsioppose
ditoilistening,iitiisianiactiveimentaliprocess,iwhichiinvolvesitheiuseiofibrainitoidrawimeaningi
fromiwordsiandisentences.
Hearingiinvolvesireceiptiofitheimessageithroughiears.iConversely,ilisteningiencompassesi
interpretationiofitheimessageireceivedibyiears.
Theihearingiisianiinborniabilityibutilisteningiisiailearnediskill.
Initheihearing,iweiareinotiawareiofitheisoundsithatiweireceive,ihoweveriinitheicaseiofilistening,
iweiareicompletelyiawareiofiwhatitheispeakeriisisaying.
Hearingiinvolvesitheiuseiofionlyioneisenseii.e.iears.iInicontrast,ilistening,iinvolvesitheiuseiofi
moreithanioneisensesii.e.ieyes,iears,itouchietc.itoiunderstanditheimessageicompletelyiandi
accurately.
Initheihearing,iweiareineitheriawareinoriweihaveianyicontrolioveritheisoundsiweihear.iOnithei
otherihand,iinilistening,iweiareiawareiofiwhatitheiotheripersoniisisayingiandisoiweilistenitoi
acquireiknowledgeiandireceiveiinformation.
Hearingidoesinotirequireifocusiwhereasilisteningidoes.

3.Whatiisiaiparagraph?iDiscussitheistepsioneishouldifollowiwhileiwritingiaiparagraph.
Answer
Aiparagraphiisiaidistinctisectioniofiwritingicoveringioneitopic.iAiparagraphiwilliusuallyi
containimoreithanioneisentence.iAitypicaliparagraphiwillibei5-
7isentences,ibutithisiisibyinoimeansiairule.iTheilengthiisideterminedibyitheitopiciandithei
content.
Paragraphsicanicontainimanyidifferentikindsiofiinformation.iAiparagraphicouldicontainiai
seriesiofibriefiexamplesioriaisingleilongiillustrationiofiaigeneralipoint.iItimightidescribeiaiplac
e,I character,ioriprocess;inarrateiaiseriesiofievents;icompareioricontrastitwoiorimoreithings;I
classifyiitemsiintoicategories;ioridescribeicausesiandieffects.iRegardlessiofitheikindiofi
informationitheyicontain,ialliparagraphsishareicertainicharacteristics.iOneiofitheimost
iimportantiofitheseiisiai topicisentence.
Aiwell-
organizediparagraphisupportsioridevelopsiaisingleicontrollingiidea,iwhichiisiexpressediiniai
sentenceicalleditheitopicisentence.iAitopicisentenceihasiseveraliimportantifunctions:iiti
substantiatesiorisupportsianiessay’sithesisistatement;iitiunifiesitheicontentiofiaiparagraphiandi
directsitheiorderiofitheisentences;iandiitiadvisesitheireaderiofitheisubjectitoibeidiscussediandi
howitheiparagraphiwillidiscussiit.iReadersigenerallyilookitoitheifirstifewisentencesiiniai
paragraphitoidetermineitheisubjectiandiperspectiveiofitheiparagraph.iThat’siwhyiit’siofteni
bestitoiputitheitopicisentenceiatitheiveryibeginningiofitheiparagraph.iInisomeicases,ihowever,I
it’simoreieffectiveitoiplaceianotherisentenceibeforeitheitopicisentence—
foriexample,iaisentenceilinkingitheicurrentiparagraphitoitheipreviousione,iorioneiprovidingi
backgroundiinformation.
Althoughimostiparagraphsishouldihaveiaitopicisentence,ithereiareiaifewisituationsiwheniai
paragraphimightinotineediaitopicisentence.iForiexample,iyouimightibeiableitoiomitiaitopicisent
enceiiniaiparagraphithatinarratesiaiseriesiofievents,iifiaiparagraphicontinuesidevelopingian
iideaithatiyouiintroducedi(withiaitopicisentence)iinitheipreviousiparagraph,ioriifiallithei
sentencesiandidetailsiiniaiparagraphiclearlyirefer—perhapsiindirectly—
toiaimainipoint.iTheivastimajorityiofiyouriparagraphs,ihowever,ishouldihaveiaitopicisentence
Decideiwhatitheimainitopiciofitheiparagraphiwillibe.i
Beforeiyouibeginiwritingiyouriparagraph,iyouimustihaveiaicleariideaiofiwhatitheiparagraph
willibeiabout.iThisiisibecauseiaiparagraphiisiessentiallyiaicollectioniofisentencesithatiallirelatei
toioneicentralitopic.iWithoutiaidefiniteiideaiofiwhatitheimainitopiciis,iyouriparagraphi
willilackifocusiandiunity.iToidetermineitheiexactitopiciofiyouriparagraph,iyouishouldiaskiyour
selfimanyiquestions:
WhatiisitheipromptiIihaveibeenigiven?
WhatiareitheimainiideasioritopicsithatiIineeditoiaddress?
WhoiamiIiwritingifor?
Writeidowniinformationiandiideasirelatingitoithatitopic.
Onceiyouihaveiaicleareriideaiofiwhatiyouiwantitoiaddressiiniyouriparagraph,iyouicanistarti
organizingiyourithoughtsibyiwritingidowniyouriideasioniainotepadioriwordidocument.iThere'si
noineeditoiwriteioutifullisentencesijustiyet,ijustijotidownisomeikeywordsiandiphrases.i
Onceiyouiseeieverythingionipaper,iyouimayigetiaicleareriideaiofiwhichipointsiareiessentiali
toiincludeiiniyouriparagraph,iandiwhichipointsiareisuperfluous.
 Atithisipoint,iyouimayirealizeithatithere'siaigapiiniyouriknowledgeiandithatiitiwillibei
necessaryitoilookiupisomeifactsiandifiguresitoisupportiyouriargument.
 It'siaigoodiideaitoidoithisiresearchinow,isoiyouiwillihaveiallitheirelevantiinformationi
easilyiatihandiwheniiticomesitoitheiwritingistage.
Figureioutihowiyouiwantitoistructureiyouriparagraph
Nowithatialliofiyourithoughts,iideas,ifacts,iandifiguresiareilaidiouticlearlyiinifrontiofiyou,I
youicanistartitoithinkiaboutihowiyouiwouldilikeitoistructureiyouriparagraph.iConsiderieachi
ofitheipointsiyouiwishitoiaddressianditryitoiarrangeithemiiniailogicaliorderi-
ithisiwillimakeiyouriparagraphimoreicoherentiandieasieritoiread.
Thisinewiorderimayibeichronological,imayiputitheimostiimportantiinformationifirst,iorimayi
justimakeitheiparagraphieasieriandimoreiinterestingitoireadi-
iitiallidependsionitheitopiciandistyleiofitheiparagraphiyouiwishitoiwrite.
Onceiyouihaveidecidediwhereiyouiwantieverythingitoigo,iyouicanirewriteiyouripointsi
accordingitoithisinewistructurei-
ithisiwillihelpitoimakeitheiwritingiprocessiailotifasteriandimoreistraightforward.
Writeiaitopicisentence,iFilliinitheisupportingidetails.
Writeiaiconcludingisentence.i
Theiconcludingisentenceiofiyouriparagraphishoulditieieverythingitogether.iAigoodiconcludingi
sentenceiwillireinforceitheiideaioutlinediiniyouritopicisentence,ibutinowiitihasiallitheiweightiofi
theievidenceioriargumentsicontainediiniyourisupportingisentencesibehindiit.iAfterireadingithe
iconcludingisentence,itheireaderishouldihaveinoidoubtiasitoitheiaccuracyiorirelevanceiofithei
paragraphiasiaiwhole
Knowiwhenitoimoveionitoiainewiparagraph
Occasionally,iiticanibeidifficultitoitelliwhereioneiparagraphishouldiendiandianotheribegin.i
Luckily,ithereiareimanyiguidelinesiyouicanifollow,iwhichicanidecideitoimoveionitoiainewi
paragraphianiobviousione.iTheimostibasiciguidelineitoifollowiisithatieveryitimeiyouistartitoi
discussiainewiidea,iyouishouldimoveionitoiainewiparagraph.iParagraphsishouldineveri
containimoreithanioneicentraliidea.iIfiaigiveniideaihasimultipleipointsiorifacets,ithenieachi
individualiaspectiofitheiideaishouldibeigiveniitsiparagraph.

SET-2
3. CommentioniReadingiasiaiskill.iExplainitheivariousitypesiofireadings.
Answer
Readingiimprovesivocabularyiandicommunication
Givingiyourichildiaccessitoiaiworldiofiwordsiisioneiofitheibestiwaysitoiimproveitheiri
vocabularyiandienhanceitheirispellingiskills.iNewiknowledgeithat’sigainedithroughienjoymenti
hasiaitendencyitoistickiandidoesn’tievenifeelilikeiwork!iBothitheiriwritteniandispokeni
communicationiabilitiesicanibeiimprovedithroughiregularireading.
Readingiisiaigatewayitoilearningianythingiaboutieverything.iItihelpsiyouidiscoverinewithingsia
ndieducateiyourselfiinianyiareaiofilifeiyouiareiinterestediin.iYouicanifindiaibookionijustiabouti
anyisubjectiyouicaniimagine,idiveiiniandistartilearning.iYourichildicanilearniaboutitheiriintere
stsi(andievenithemselves)ithroughireadingithingsitheyienjoy.
Readingidevelopsiyouriimaginationiandicreativity

Readingiimprovesiconcentrationiandireducesistress

Notionlyidoesireadingifocusiyouriattentionientirelyionitheitaskiatihand,iitialsoiimmersesiyouiin
itheiinformation,iimprovingiconcentrationiandimemoryiofiwhatiyouiread.iGettingi
completelyiinvolvediiniaibookicanihelpiusirelaxiandifeelicalm.
4iTypesiofiReadingiSkillsiwithiExamples
1. Skimmingi–iGistiReading
ThisitechniqueiisialsoireferreditoiasiGistireading.iSkimmingiisitheiprocessithatiwouldihelpi
youiwouldigetiaibasiciideaiofiwhatitheitextiisiabout.iThisitechniqueiisifollowedigenerallyi
whileireadingiaimagazineiorinewspaper.iItiwillihelpiyouimentallyitoishortlistiallitheiarticlesior
itopicsithatiyouimighticonsiderireading.i
Moreover,iiticanialsoibeiobservediwhileiyouiareiskimmingithroughitheiphoneidictionaryiforiai
particularinameiorinumber.
Theimostiimportantithingihereiisithatitheiskimmingitechniqueisavesiailotiofitimeiforitheireader
.iButiitiwon’tibeibeneficialiwhileiyouiareiworkingiwithitheireadingicomprehension.iItiwouldib
eihelpfulionlyiwheniyouriultimateigoaliisitoihaveiaipreviewiofitheitextiandigetiaibetteriideaiofi
theicontent.i
Thisiparticularitechniqueiwouldibeiapplieditoivariousiinstances:
Haveiailookiatitheitableioficontentsifirst.
Whileireviewingitheisubheadingsiinieachichapter.
Ifiinicaseiyouineeditoihaveiaiquickireadiofitheifirstiparagraphiinithatisection.
2. QuicklyiScanningiText
Initheiprocessiofiscanning,iyouijustiinvolveiyourieyesitoiquicklyiscanithroughitheisentencesian
ditryitoigetiaisimpleipieceiofiinformation
3. IntensiveiandiDeepiReading
InitheitechniqueiofiIntensiveiReading,iyouihaveitoibeiveryicleariiniyourimind.iEnsureithati
thisireadingistrategyiisifarimoreitimeiconsumingithaniscanningiandiskimming.
Iticanibeitheibestitechniqueiifiyouiareitryingitoilistitheichronologyiofieventsiiniailongi
passage.iItiwillihelpiyouiinireadingiintensivelyiandideeply.iThisispecificitechniqueiwouldibei
beneficialiforiallitheilanguageilearnersiwhoineedihelpiiniunderstandingivariousivocabulary.iIti
willihelpiyouitoideduceitheimeaningiofitheiwordiinicontext.
Iniadditionitoithat,iyouiwouldibeigettingihelpiinitheiretentioniofitheiinformationiforiailongi
periodiofitime.iThereforeibeforeianyiexams,ikidsioristudentsiareiaskeditoifollowithei
intensiveireadingipractice.iItiisioneiofitheimostieffectiveimethods.
4. ExtensiveiReading
Thisiisitheimostipleasurableireadingipractice.iItigenerallyiinvolvesitheielementiofienjoyment.i
Thisipracticeiisiveryiunlikelyitoibeitakeniupibyitheistudentiwhileipreparingiforianyisortiofi
exam.iItiwillibasicallyiinvolveitheifluidiofidecodingioriassimilationiofitheicontent.iWhilei
readingiwheneveriyouifeelithatitheicontentiisibecomingidifficultitoicomprehenditheniyoui
stopiandilookiupitheidictionary.
5.iWhatiisiaijobiapplication?iMentionitheipointsithationeineedsitoikeepiinimindiw
hileiwritingiaijobiapplication?
Answer
Aijobiapplicationiisiaiform,ieitheripaperiorielectronic,ithatipeopleicompleteiwheniapplyingi
toiworkiforianiemployer.iSubmittingianiapplicationiisiusuallyitheifirstistepithatiaipersoniisi
requireditoitakeiiniorderitoibeiconsiderediforianiavailableijob.iSomeicompaniesiaccepti
applicationsieveniwhenithereiareinoijobipositionsiimmediatelyiavailable,iespeciallyiini
industries,isuchiasifoodiservice,iiniwhichithereiareihighiturnoveriratesiandifrequentijobi
vacancies.iEmployersiconsideritheiinformationionianiapplicationiwhenidecidingiwhichi
candidatesitoischeduleiforiinterviews.

Applicationsitypicallyiincludeisectionsiforibasicipersonalidata,ieducationalibackground,I
workihistory,ijob-
relatediskills,iandireferences.iEmployersimayialsoiaskiforiinformationiaboutiaiperson'si
physicalihealth.iSomeiemployersimayirequireicandidatesitoisubmitiairésuméiiniconjunctioni
withianiapplication,ibutiothers,iespeciallyiwhenihiringiforientry-
levelipositions,imayipreferiapplicationsialone.iApplicationsimayiincludeiaiwritteniorionlinei
assessmentiofitheicandidate'sijob-relatediabilitiesiorireasoningiskills.

Aijobiapplicationiletteriisiessentiallyiaidetailedipitchitoiconvinceiaiprospectiveiemployeriofi
yourieligibilityiforitheiopenipositioniforiwhichiyouiareiapplying.Togetheriwithiexpressingiyou
interestiinitheijob,itheiletteriwillihighlightiyouriqualifications,iskills,iexperienceiandi
achievements.iItiwilliexplainiwhyiyouimightibeitheibestipersoniforitheijobiandiconvinceithei
recruiteritoishortlistiyouiforianiinterview.iOverall,iaiwell-
writteniapplicationiwillipresentiaicreditableipictureiofiyouiasianiindividualiandiprofessionali
andicanimakeiaifavourableiimpressionioniemployers.
Writingiaigoodijobiapplicationiletteriinvolvesiexpressingiyouriinterestiinitheiavailableiposition
iandidetailingiwhyiyouiareitheibestifitiforitheijob.iYouiwillineeditoiincludeiyouri
educationaliqualificationsiandiprofessionaliskillsiandiexperience.

Followitheseistepsitoiwriteianiappealingiletter:
1.Readitheijobiadvertisementidetails
Afterireadingitheijobiadvertisement,imakeiainoteiofitheicompany'siexactirequirementsiandi
compareitheseiwithiyouriqualifications,iskillsiandiworkiexperience.iUnderlineitheikeywordsian
dikeyiphrasesitheyihaveiusediforiinclusioniiniyourijobiapplicationiletteritoimakeiiticleari
toitheiemployerithatiyouihaveireaditheijobipostingiandiunderstandiwhatitheyiwantiiniai
potentialicandidate.iItiisialsoiaigoodiideaitoiresearchitheicompanyiandimentioniyouri
knowledgeiofitheiribusiness.
i2.iReviewiprofessionaliletteriformats
Itiwillihelpitoireviewitheiacceptediprofessionaliformatsiforijobiapplicationilettersiandiadaption
eiofithoseiforiyouripurpose.iForiinstance,iyouimightiuseileftialignmentiwithisingleispacing,ion
e-inchimargins,iandiaiprofessionalifontiofi10itoi12ipoints.iYouiwantitheiletteriformatitoilooki
cleaniandibeieasyitoiskimithrough.iTryitoikeepitheiinformationiconciseiandionitopic.
i3.iWriteiaicleariheading
Ifiyouiareisendingiaipapericopyiofitheijobiapplicationiletteritoitheiemployer,iyouiwillineedi
toiincludeiaiheadingiwithiyouriname,iaddress,iemail,iphoneinumberianditheidate.iYouicanialso
imentionitheinameiofitheirecruiteriorihiringimanager,itheinameiofitheicompanyiandiitsi
physicaliaddress.iIfiyouiareiapplyingibyiemail,iitiisinotinecessaryitoiwriteiaiheaderiwithiyourip
ersonaliinformation.iHowever,iifiyouiwantitheiemployeritoihaveithatiinformation,iyouicani
includeiitibelowiyourisignature.
i4.iAddressitheiletteritoitheirightiperson
Findioutitheinameiofitheirecruiterioritheihiringimanageriandiaddressitheiapplicationiletterito
ithem.iYouicouldiwritei"Hello,iMr./Mrs./Ms."iori"DeariMr./Mrs./Ms."iandifollowithatiwithithe
irisurname.iIfiyouican'tifinditheiriname,iusei"ToitheiHiringiManager"iori"Sir/Madam."I
Beiprofessionaliandicourteous.iAddressingitheirightipersoniwithitheirinameiorititleiandi
takingiaiprofessionaliandicourteousiapproachiwillihelpigetitheiriattentioniandimakeithemi readi
further.

5.iBeginibyiexpressingiinterestiinitheijob
Atitheistartiofitheiletter,imentioniyouriprofessionalititle,itheijobipositioniyouiareiapplyingi
foriandiwhereiyouireaditheijobiadvertisement.iInitheisameiparagraph,iyouicanidetailithei
qualifications,iskillsiandiworkiexperiencesithatimakeiyouisuitableiforitheiposition.iKeepi youri
writingicleariandiconcise.
6.iDescribeiyourieligibilityiforitheijob
Youicanielaborateifurtherioniyouriskillsiandiworkiexperienceiinitheinextiparagraphsitoishowi
owitheseiwillienableiyouitoifulfilitheijobirequirements.iYouicoulditalkiaboutispecifici
workiprojectsiwhereiyouisuccessfullyicarriedioutisimilariresponsibilities.iDetailingiyouri
workiexperienceiinithisiwayiwilliallowitheirecruiteriorihiringimanageritoiassessiyouricapabilityi
asirelateditoitheijobipositioniwithoutirequiringitoiseeiaiseparateiresume.
7.iHighlightiyouriattributes
Toifurtheristressioniyourieligibilityiforitheijobiposition,iyouicanimentionicertainipersonali
aspectsithaticouldisuititheijob.iForiinstance,iyouimightitalkiaboutihowiyourioutgoingi
personality makesiitieasyiforiyouitoigetialongiwelliwithidifferentigroupsiofipeople.iYouicouldi
explainihowiyouridecisivenessiandistrongicommunicationiskillsimakeiyouiaigooditeamiplayer.
8.iEnditheiletteriwithiaithankiyou
Itiisibasicigoodimannersitoithankitheirecruiteriforitakingitheitimeitoireadiyourijobi
applicationiletter.iExpressiyouriappreciationiiniaipolite,iprofessionalitone.iYouicanienditheilett
eriwithiani"Iilookiforwarditoihearingifromiyou,"ifollowedibyi"Sincerely"iori"BestiRegards"ian
di yourifullinameibelowithat.iIfiyouiareisubmittingiaipapericopyiofitheijobiapplicationiletter,I
youiwillineeditoiaddiyourisignatureiaboveiyouriname.iYouicanialsoiinsertiaidigitalisignatureiin
iplaceiifiyouiareisendingiaiPDFicopy.iWithiemailiapplicationiletters,iyouicaniincludeiyouri
contactidetailsiunderiyouriname.
ii
6.Defineiaimemo.iDiscussitheipointsioneineedsitoiconsideriinitermsiofitheilanguage
i ofiaimemo.
Answer
Aimemoiisiaishortiofficialinoteithatiisisentibyioneipersonitoianotheriwithinitheisameicompanyi
oriorganization.iSynonyms:imemorandum,iminute,inote,imessageiMoreiSynonymsiofi
memo
Aimemo,ishortiforimemorandum,iisiusuallyiaismallipieceiofiwritteniinformationiusediini
businessienvironmentsiforiinterofficeicommunication.iItsicoreipurposeiisitoigiveiinstructionsi
oriserveiasiaireminderiofievents,iactionsioridecisions.iheiprimaryimotiveibehindimemoiwriting
iisitoibroadcastiinformationitoiailargeigroupiofipeople.
Aifewiotheriwaysiiniwhichimemosiareiusediare:
ToiRecountiAniEventiOriPieceiOfiInformation
ToiSendiAiReminder
ToiPassiOriCirculateiInformation
ToiHighlightiAniEvent

ToiKeepiAniOfficialiRecordiOfiAnything

pointsioneineedsitoiconsideriinitermsiofitheilanguageiofiaimemo
Specific,iMeasurable,iAttainable,iRelevant,iandiTime-
Bound.iBeiclearinotionlyiaboutiwhatiyouiwantitoisay,ibutiwhatiyouiexpectiyourireaderitoi
do.iDon'tiuseiinformalilanguage.iMemos,ibyitheirinature,ineeditoibeiwritteniiniai
professionalimanner.

Don’tiuseiinformalilanguage.iMemos,ibyitheirinature,ineeditoibeiwritteniiniaiprofessionali
manner.iAsisuch,idoiavoidicolloquialilanguage.ii
Beisuccinct.iAsimentionediearlier,imemosishouldigoistraightitoitheipoint.iAvoidifloweryi
languageiandiaddingiunnecessaryidetailsisoithatiyourireadersiwilliknowiexactlyiwhatiyou’rei
tryingitoisay.i
Presentitheimainipointiwithinitheiopeningiparagraph.iMakeiitieasieriforiyourireaderitoi
understandiwhatitheimemoiisiaboutibyistatingitheigistiofiitiwithinitheifirstiparagraph.i
Salutationsiareinotinecessaryiinimemos.i
Breakidownitheimemo.iIfiyourimemoiisilong,iconsideribreakingiitidowniintoismallerichunks
toimakeiitieasieriforiyourireadersitoiunderstandiwhatiyouiwantitoisay.iConsideriusingi
subheadingsitoibreakidownisectionsiofiyourimemo.iIf,iyouiwantitoiraiseiseveralipointsiiniyour
imemo,youiuseibulletipointsitoimakeiitieasieriforiyourireadersitoiunderstandieachispecifici
issueithati youiwillibringiup.ii
Don’tiuseiemotionally-
chargediwordsiorilanguage.iNeveriuseiemotiveiwords,ieveniwheniwritingiaboutiissuesisuchiasi
aiteamimember’sipooriperformanceiatiwork.iDoingisoiwillimakeiyourireportiseemi
subjective.iMaintainiprofessionalismibyioutliningitheidetailsiusingiaidetachedibutipoliteitone.
Forinstance,iinsteadiofisayingithatiaicolleagueishowsi“unprofessionalism”,iyouicaniinsteadi
provideiconcreteiexamplesiofihis/hericonductitoijustifyiyourimemo.ii
Proofread.iBeforeiyouireleaseitheimemo,imakeisureithatiyouiproofreadiititoiseeiifithereiareian
yifactual,igrammatical,iorispellingierrorsiiniwhatiyouiwrote.iYouimayialsoiwantitoireviewiitito
iseeiifithereiisiaiwayiforiyouitoisimplifyiitifurtheritoimakeiitimoreieasilyiunderstoodibyiyouri
audience.

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