Video

WRITING SKILLS

SUBJECT – FOUNDATION COURSE - III

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SENTENCES IN A PARAGRAPH Video

1. FIRST SENTENCE
2. Contributing/ supporting sentence
3. Concluding sentence
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SENTENCES IN A PARAGRAPH Video

1. FIRST SENTENCE: the first sentence in a paragraph is very

important, and it’s called the “topic sentence”. It should
represent the overall idea that governs the rest of the
paragraph’s content.
2. Contributing/ supporting sentences: your contributing
sentence must lead logically to the concluding one. This
means you need to present it in some kind of order. Order
have to convey the sense of what you are saying, otherwise
you are confusing the reader.
3. Concluding sentence: the concluding paragraph must be
effective. It should support your introductory sentence while
acknowledging what you have discussed in the supporting
sentences.
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BEGINNING AND ENDING PARAGRAPHS Video

• OPENING PARAGRAPH:
1. Main idea or good news subject first
2. Buffer first
3. Attention getting statements first
4. Considerate, courteous, concise, and clear
5. Check for completeness
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BEGINNING AND ENDING PARAGRAPHS Video

• OPENING PARAGRAPH:
1. Main idea or good news subject first: it is also easy for the reader to
understand main idea if it is in the first paragraph for instance, good news
message must be included in the first paragraph such as: enclosed
herewith a cheque towards refund for the defective cell-phone that you
sent to us recently.
2. Buffer first: when you have bad news for a reader begin with a buffer.
buffer should be neutral in tone, avoid misleading the reader into thinking
the news is good.
3. Attention getting statements first: when you write a persuasive letter,
begin with relevant statements that will induce the recipient to read
further.
4. Considerate, courteous, concise, and clear: get your reader into the
opening thought whether your message is good or bad news. Use
conversational language in clear and concise sentences.
5. Check for completeness: avoid opening with an incomplete sentences.
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• CLOSING PARAGRAPH:
1. Make action request clear and complete with 5Ws and the
H:
2. End on a positive, courteous thought
3. Keep last paragraph concise and correct
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• CLOSING PARAGRAPH:
1. Make action request clear and complete with 5Ws and the
H: your closing paragraphs will usually be more effective if
you make clear what, where, when, who, and how):
2. End on a positive, courteous thought: offer to help the
reader further, if that is appropriate. Words like please or will
you help soften commands.
3. Keep last paragraph concise and correct: shorten your last
paragraph to five sentences or less. Avoid unnecessary
repetitions and irrelevant expressions.
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REPORT WRITING Video

• A report is a statement of facts and figures prepared for the

purpose of information and action. the oxford dictionary
defines report as ‘a record of ascertained facts’
• TYPES OF REPORTS

• Statutory Report
STATUTORY • Annual Report
REPORT • Auditor’s Report

NON- • Progress Report

STATUTORY • Committee Report
REPORT • Research Report
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STATUTORY REPORTS Video

• The 3 main statutory reports which are required as per the

provisions of companies act are as follows:
1. Statutory report: this report must be prepared to comply with
section 165 of the companies act. The directors must prepare
and send the to all the members at least 21 days in advance of
the statutory meeting. The statutory report indicates:
• The total number and types of shares allotted, amount
received each such share ,etc.
 The name address and occupation of directors, auditors, and
secretary.
 The details of contracts entered into by the company since
incorporation.
 Other relevant details.
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• Annual report: this report must be prepared to comply with

section 217 of the companies act. It is also called as directors
report. The contents of annual report include:
 A summary of the financial results of the company.
 A summary of company affairs such as total sales, products
performance, problems faced by the company during the year
etc.
 Prospectus of the company in coming year.
 Names of directors retiring by rotation, and those offering for
re-election.
 Other relevant details.
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• Auditors report: it is prepared to comply with section 277 of

the companies act. It is prepared by the auditor of the
company. It is sent to all members along with notice of AGM.
The report indicates:
 Maintenance of books of accounts and other records as per
companies act.
 Correctness of the annual accounts prepared by the company.
 Certification of books and accounts for purpose of audit.
 Statement that all information and queries sort was provided
by the company.
 Other relevant information.
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NON- STATUTORY REPORTS Video

• These reports are not required under any laws, but are prepared
by the company for the purpose of information and action. The non-
statutory reports are as follows:
• Progress report: it indicates the progress made by the company or
by a particular unit or department during a certain period. Some of
progress report are as follows:
 General progress report, which indicates the overall progress made
by the company during a certain period. For instance a company
may prepare progress report on the completion of 25 years.
 Division wise or branch wise progress report
 Department wise progress report such as marketing department
progress report, production department progress report etc.
 Progress report from foreign subsidiaries regarding their
performance and prospectus.
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• Committee report: it is prepared by a committee of experts,

which is appointed to study a problem or situation. This report
provides recommendations to overcome problem and to handle
situation. some of the committee reports include:
 Committee report on company unrest
 Committee report on decline in sales
 Committee report on launching a new product in market
 Committee report on proposed modernization
 Reports by grievance committee, works committee etc.
 Research report: the research report indicated the findings of a
particular area of research or subject. This report helps the
company to know the causes and effects of certain problem or
situation.
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ESSENTIALS OF A GOOD REPORT Video

1. Accuracy
2. Clarity
3. Concise
4. Objectivity
5. Reliability
6. Logical arrangement
7. Reference
8. Drafting in impersonal style
9. Proper format
10. Timely submission of reports
11. Secrecy
12. Date and signature
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ESSENTIALS OF A GOOD REPORT Video

1. Accuracy: the report should contain accurate facts and figures.

2. Clarity: the report must be written in simple and lucid
language.
3. Concise: the report must be written briefly. Maximum
information must be provided in simple words.
4. Objectivity: the report must be objective. It should not be
biased or subjective.
5. Reliability: the report must be reliable. The information in the
report must be collected from reliable sources.
6. Logical arrangement: the report must be written in a
systematic manner. the ideas or views must be arranged in a
logical sequence to ensure coherence.
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7. Reference: the report should quote reference of the source

from which the information is obtained or collected.
8. Drafting in impersonal style: the report must be drafted in
an impersonal style. the report should be written in third
person such as “ the committee recommends”
9. Proper format: the report must be written in suitable
format. It should also contain a suitable title.
10. Timely submission of reports: certain reports must be
submitted within a particular time limit.
11. Secrecy: certain report findings must be kept secret.
12. Date and signature: a report should be dated and signed by
the chairman of the committee or the presenter of the
report.
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FORM OF REPORTS Video

• It refers to the format or structure of the report . It is the style of

presenting the different parts of the report. There is no standard
format. The report writer may present the report as pre the
convenience and requirements of the reader. The report can be
prepared in the following forms:
a. Letter form
b. Tabular form of report
c. Standard format
1. title
2. Introduction
3. Methodology used
4. Findings
5. Recommendations
6. Signature and date
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FORM OF REPORTS Video

• It refers to the format or structure of the report . It is the

style of presenting the different parts of the report. There is no
standard format. The report writer may present the report as pre
the convenience and requirements of the reader. The report can
be prepared in the following forms:
a. Letter form: in this case, the report writer prepares the
report in the report in the form of a letter. Such reports
contains the usual parts of the letter such as salutation,
complimentary close, and so on.
b. Tabular form of report: the reports can be prepared in a
tabular form. The main important aspects of the report are
prepared in tabular form.
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c. Standard format: the reports are usually prepared in a standard

format which is prepared in DIFFERENT PARTS in the following order:
1. title: every report begins with a title.
2. Introduction: every report normally begins with an introduction. In
the introductory paragraphs, the nature of the report, the objects of
the report and other aspects are indicated.
3. Methodology used: the introductory paragraphs are followed by
methodology or technique used in the conduct of investigation or
survey or observation.
4. Findings: the major part of report consists of the findings.
5. Recommendations: the findings are followed by recommendations. It
involves suggestions or remedial measures to solve the problem.
6. Signature and date: the report contains the signature and date of the
reporter or the chairman of the reporting committee.
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PROCEDURE OF WRITING REPORTS Video

1. Defining the problem

2. Determine source of information
3. Collection of data
4. Processing of data
5. Analysis of data
6. Conclusions and recommendations
7. Preparation of report
8. Presentation of report
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PROCEDURE OF WRITING REPORTS Video

1. Defining the problem: He should make a preliminary

investigation, to find out whether the problem under study
needs further probing, or whether the problem is something
else.
2. Determine source of information: The information can be
collected from primary sources or secondary sources.
3. Collection of data: The reporter must then collect the
necessary data from the sources so determined in advance.
4. Processing of data: The collected data must be processed.
Necessary tables are prepared for the purpose of analysing.
5. Analysis of data: The processed data is then analysed for the
purpose of arriving at conclusions.
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6. Conclusions and recommendations: The analysed data is

then transformed into conclusions and recommendations.
The reporter may provide recommendations to solve the
problem.
7. Preparation of report: The report is then prepared, covering
details as to methodology used, findings, recommendations
and conclusions.
8. Presentation of report: The report is then presented to the
party or department concerned.
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FILING AN APPLICATION UNDER THE RTI ACT Video

• The web portal can be used by Indian citizens to file RTI

APPLICATION online and also to make payment for RTI APPLICATION
online. An applicant who desires to obtain any information under the
RTI act can make a request through this web portal to the
ministers/department of government of India.
RTI APPLICATIONS CAN BE MADE FOR:
• Passport delay
• Income tax refund
• Exam paper
• Mark sheet verification
• FIR status
• MP/MLA’s funds utilization
• Seniority list in government offices
• Government expenditure on social welfare schemes, etc.
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• As far as students are concerned, they can use RTI to get

assessed answer sheets for exams conducted by government like
UPSC, railways, universities, colleges etc.
• There are online jobs to do your job easier.
• You should receive your requested information within a
period of 30 days .RTI act guarantees that the public information
officer(PIO) should respond to an application within 30 days.
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