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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 : 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.

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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……..

________ ________ ________ Dear Sir, Sub : ………………………… ………………………………………………. ……………………………………………….......... ………………………………………………………… ……………………………………………….. …………………………………………………………………………………………………………………… Yours faithfully,

……………………. (Signature)

Indented Form is just like Semi Block but Yours faithfully and Signature comes at right hand side

……………….. ……………..

……………… …………….. …………….. ……………… Dear Sir, Sub : ……………………….. …………………………………………………….. ……………………………………………….. ……………………………………………….. ……………………………………………………. ……………………………………………….. ………………………………………………. Yours faithfully, ……………………. (Signature)

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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk

IMP FOR EXAM : Sample of Inquiry Letter

Inquiry Letter : A person / a shop asks for certain information in the form of catalogue/price

list/quotation /terms and condition / any inquiry. That letter is known as inquiry letter

(1) Solicited Inquiry Letter : You have seen an advertisement in newspaper. As a dealer write a

letter of inquiry.

Dear Sir,

Sub : Inquiry for any item asked in question (for example : table fan/dryer/ scanner)

We are very much impressed by your advertisement of…(any item)…… in Times of India.

(newspaper). We are leading dealer of ……(any related business)……… in our city.

We want to purchase …(what u want to buy)……….. Please send us your latest catalogue and

Price-list. / Please send us your competitive quotation / Please let us know about your terms and

condition. As our order is large , we want maximum discount and favourable terms of payment.

If your terms and conditions, facilities and mode of payment are favourable to us, we shall place

our order soon.

We wait for your prompt and favourable reply.

Thank You.

2) Unsolicited Letter : . As a dealer write a letter of inquiry without referring any advertisement .

Dear Sir,

Sub : Inquiry for any item asked in question (for example : table fan/dryer/ scanner)

We have been dealing in the business …(any related business)………since 1990. We have come to

know that your company manufactures ………………

We want to purchase …(what u want to buy)……….. Please send us your latest catalogue and

Price-list. / Please send us your competitive quotation / Please let us know about your terms and

condition. As our order is large , we want maximum discount and favourable terms of payment.

If your terms and conditions, facilities and mode of payment are favourable to us, we shall place

our order soon.

We wait for your prompt and favourable reply.

Thank You.

Generally in business letter we use “WE”. But if it is personal inquiry, Use “I” instead of “We”

Sample Question : Gujarat Electrical Store, Anand wants to purchase 100 table fans . Draft a

letter of inquiry , asking for their competitive quoatation / catalogue/price list to Hiamalaya

Electronics Pvt. Ltd.

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Complaint Letter

You have received 100 damaged/defected goods / goods which is not matching with goods that you

have ordered / goods which is less in quantity.

Dear Sir,

Sub : Complaint for damaged /defected / wrong goods /shortage in quantity.

We have received the consignment sent by you against our order letter no. …………. We thank you

very much for the prompt execution of our order. However, we regret to draw your attention to the

following complaint.

(1) Damaged Goods : On opening the consignment , we have found …………… in a damaged

condition. Our customers do not buy items even with single fault/damage. We have clearly

instructed you to pack the goods properly.

(2) Inferior Goods : On opening the consignment, we have found……………..to be of inferior

quality. They do not match with the samples shown to us. There is no demand of this product

in our area.

(3) Wrong Goods : On opening the consignment, we have found 100 Hero cycle instead of 100

Atlas cycle. We have ordered……………….. Please refer to our order.

(4) Shortage in Quantity : On opening the consignment, we have found ...10 phone... less in

number. We cannot ignore such a big shortage. Therefore we request you to send us

remaining goods as early as possible.

(5) Defected Goods : On opening the consignment, we have found ……………… in a defected

condition. (Write any defect related to product). Our customers do not buy items even with

single fault/damage.

We shall try to sell these items if you give us 20 % discount.

We request you to send new as early as possible.

We want to cancel our order and want refund.

We wait for your prompt and favourable reply.

Thank You.

Sample Question : As the Purchase Manager Zenith Computers, 26, Ashram Road, Ahemdabad -

388007. You had ordered 25 computers from World Vision Computers Limited, Grant Road, Mumbai :

40002. When the consignment arrived , you found some of the computers in damaged condition.

Write a letter of complaint asking for repair , replacement or compensation

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Complaint Letter

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Adjustment Letter

Adjustment Letter : Adjustment Letter is a reply of complaint letter by company which can suggest

some suitable adjustment for your complaint (They may accept your proposal or They may reject

your complaint. However suitable adjustment will be giving discount / replacement /sending goods as

early as possible.

Dear Sir,

Sub : Adjustment for damaged goods/defected goods /wrongs goods / late delivery

We have received your complaint letter dated on ………………….. We are sorry for the inconvenience

caused to you.

(After this write down any investigation / inquiry / search you have carried out to find out cause of

complaint or accept your fault by saying : “ your complaint is genuine “) For example :

On inquiry, we have found that your complaint is genuine.

On inquiry, we have found that the damage was caused because of mishandling of goods

during transit.

On inquiry , we have found that our packing department had wrongly shipped your

consignment to other dealer and his consignment to your shop.

On inquiry we have found that you haven’t received the goods because of stirk/bomb blast.

Any Reason (Adjustment Letter) for causing damaged /defect/wrong delivery/inferior

delivery/rude behaviour/late delivery

(After this , give adjustment or don’t give adjustment)

It is not our mistake. Hence we recommend you to ask about this matter to transporation.

We will give you 10 % discount.

We will replace that good.

We will send you the good as early as possible.

If you want to cancel the order, we are ready to give your money back.

Our motto is to satisfy customers. We think our explanation will satisfy you and will continue your

patronage. We assure you that you will not have to face any difficulty form us in future.

Thank You.

Sample Question : Write a letter of adjustment / reply of complaint /settlement from Anuj Brothers,

Mumbai for sending saris of inferior quality to the sample chosen by Chintan & Sons, Surat.

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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk

Q-1 : Define “Reports”. Explain types of Reports.

Definition : A report may be defined as a formal document based on collection of facts, events

and opinion and usually expresses a summarized and interpretative value of information.

It can be defined as communication in which a person, who is assigned the work of report making,

gives information to some individual or organization because it is his or her responsibility to do so.

The word ‘report’ is derived from the Latin word – ‘reportare’ – means to bring back.

Types of Reports : Reports can be classified as follows :

(1) Formal and Informal Repots

(2) Routine and special Reports

(3) Oral and written reports

(4) Informational and Analytical Reports

Formal Report Informal Report

A formal report is prepared in a prescribed form.

It is lengthy reports with length of hundred pages.

Annual Reports, reports of companies, project reports and thesis are examples of formal reports.

An informal report is generally in the form of a person to person communication.

It is brief report of a specific business.

Laboratory reports, daily production reports, trip reports are informal reports.

Routine Report Special Report

Routine reports are prepared and presented at regular intervals.

They may be submitted annually, semi-annually, quarterly, monthly, weekly and daily.

Sales and production report, cost report are examples.

Special reports is prepared and presented to convey special information related to an individual, occasion or problem.

Enquiry report, research reports, thesis, dissertation are special reports.

Oral Report

Written Report

It is presentation of data in the form of face to face to communication

Reports of accidents, sales production, joining are example of oral reports.

It is presentation of data/information in written form.

They can be kept as permanent record / can be edited, reviewed and stored.

Informational Reports

Analytical Reports

It is presentation of data/information without any analysis or interpretation or recommendations.

Conference report, seminar report and trip report are example.

It is presentation of data/information with analysis or interpretation or recommendations.

Project reports, Feasibility reports, market research report are examples.

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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk

Q-2 : Explain Formats of Report.

There are four types of formats to write technical reports.

(1) Printed Format

(2) Letter Format

(3) Memo Format

(4) Manuscript Format

(1) Printed Format : It is written in the prescribed form by the organization. All one need to do is

to fill in the blanks in this printed form. For example, sales reports, tour reports.

(2) Letter Format : It is a short reports of a few pages. Besides all routine parts of a letter, this type

of format includes illustrations, footnotes, references and so on.

(3) Memo Format : A memo- memorandum format is mainly used for short reports to be

communicated within organization. It is used to send from one department to another. It is short

version of letter format.

(4) Manuscript Format : The manuscript format is generally used for long and formal reports. The

length of such reports can be form few pages of hundred pages. The following is structure of

manuscript format.

Q-3 : Explain structure of formal report.

The Title Page It includes name and status of author, department and date of issue. The title of reports should be clear, short and unambiguous.

Acknowledgement

One should express his gratitude to everyone associated with assignment and preparation of his reports generously.

Letter of Transmittal

It covers a summary of finding, conclusions and recommendations to give an idea of the report.

Table of contents

It indicates the topics and their page numbers in the report for the reader.

Abstract and Executive summary

An abstract is short summary about 200 words while an executive summary is a more detailed overview of a report.

Introduction It includes purpose, methods of inquiry, arrangement or grouping of data and general background to report’s subject.

Findings Finding presents the results of the investigation.

Conclusion It states the results of the investigation. It offers answers to question raised in the beginning.

Recommendation It is the action center of the report. It includes clear and definite recommendations.

Appendix Appendix includes secondary or extra information. Tables, flow charts, maps are generally included.

Reference and Bibliography

All published and unpublished sources of information used in preparing the report are listed under Bibliography and reference.

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Prof. Chintan A. Mahida (DJMIT, Mogar) My Website : www.chintanmahida.tk

Q-4 : Explain Purpose/ Objectives and Characteristics of Report.

Objectives /Purposes of Report :

To give information about the organization's activities, progress plans and

problems

To record events for future reference in decision making

To recommend specific action

To justify and persuade readers about the need for action in controversial

situation.

To present facts to the management to help decide the direction the business

should choose.

Characteristics of Reports :

Brevity The writer or the report should use fewest possible words. The report should be concise and to the point.

Accuracy The facts presented in report should not only accurate but also relevant.

Clarity A good report must be absolutely clear. It must not contain a general statement because a good communication requires clarification.

Reader Orientation

A good report is always reader oriented. It means the writer should keep in mind who is going to read it.

Objectivity of Recommendations

The recommendation at the end of the report must be impartial and objective. They must not reveal self-interest of the writer.

Simple and unambiguous language

A good reports is a scientific document, it should be free from business jargon, figures of speech.

Grammatical Accuracy

A report must be written with grammatical accuracy for proper understanding. Grammatical accuracy is the ground requirement of a good report.

Special Format Technical reports use a special format like title page, acknowledgment, letter of transmittal, table of contents, summary etc.

Illustrations A good technical report should be free of illustrations which may be tables , graphs, maps , drawings , charts and so on.

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LETTER FORMAT Being a secretary, write a report on the causes and remedies of strike problem / labour problem at your industry.

ULTRA ENGINEERING LTD.

Phase-II, GIDC, Vatva,

Ahmedabad

www. meghmani.com

15th April, 2009

The Managing Director,

ULTRA ENGINEERING Ltd, Phase-II,

GIDC, Vatva,

Ahmedabad.

Dear Sir,

Sub : Report on the Causes and Remedies of the Labour Problem at our industry.

In accordance with your instructions given to me on 20th March,' 09, I submit here my report on the causes

and remedies of the labour problem at our industry. Let me first expose the causes of the problem.

(1) Pay Scales: Because the prices of essential commodities are soaring higher day by day, the

Employees' Union is demanding 15% rise in their basic salaries and 40% rise in Dearness

Allowances. Their demand is based on the 2008 Report of the Wage Board for Engineering

Industries, New Delhi.

(2) Bonus: Our employees are not happy with the 8.33 % bonus we are giving them. They insist that the

rate of bonus should commensurate with the profits earned by our industry.

(3) Provident Fund, Gratuity and Pension Scheme: At present our employees contribute 8.33 % of the

total salary to the Provident Fund.

(4) Amenities : Our technical and non-technical staff demands that the management should provide

certain amenities such as – Transport, Priamary and Secondary Schools, A Welfare Centre with a

good library.

(5) Working Conditions : The employees are also dissatisfied with the present working condition . They

want us to install air-condition machines where labour work is active. They want general cleanliness

and proper ventilation

Recommendations

(1) Long Term Measures : The Board of Directors should invite labour leaders and convince them certain

amenities cannot be given immediately. But let us assure them that their demand for Schools, Training

Center and Hospital will be settled within a 5 year programme.

(2) Short Term Measure : Without further delay, the Board of Directors should have open-hearted

negotiations with the labour leaders and try to settle their demand for a rise in basic salaries and Bonus.

I hope Sir, that my report will help you to solve the labour problem at our industry and solve it in a graceful

manner.

Yours faithfully,

Chintan Mahida

(Secretary)

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MEMO FORMAT

Write a report on inspection of company canteen.

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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- • • •

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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.

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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,

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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:

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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.

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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,

width, shape, weight, materials texture, width, location methods of attachment, depth, amount, pattern,

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.

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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.

1

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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

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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.

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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

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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.

MODEL RESUME

Mr Vikram A Agarwal

A – 1

Platinum Apartment

C G Road

Ahmedabad – 380 001

Contact Nos – 1. 079 – 1234567

2. 99-999-99999

email ID – [email protected]

website - www.vikram.com

CAREER OBJECTIVE

To sharpen the skills by developing first rate quality software in .net

PRESENT EMPLOYMENT

Atmiya Infotech Pvt Ltd, Yogidham, Rajkot – 360 005

Designation : Sr Programmer

Date of Joining : 1st February 2006

Duties & responsibilities :

To collect the data to prepare the software

To analyse & interpret the data

To prepare the blue print of the software

To check it out by implementing it

To solve the queries it arise

To train the staff & subordinates

PAST EMPLOYMENT

Infosoft Pvt Ltd, C G Road, Ahmedabad – 380 001

Designation : Programmer

Duration of Job : 2 Years

Duties Performed :

To collect the data to prepare the software

To analyse & interpret the data

To prepare the blue print of the software

EDUCATION

MASTER OF COMPUTER APPLICATION (MCA)

Atmiya Institute of Technology & Science

Yogidham

Rajkot – 360 005

Duration of the Course : 2 Years (4 semesters)

Month & Year of Completion : June 2003

5

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Unit-13

Job Application

P a g e | 7

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.

Result : 69 % (Distinction)

BACHELOR OF COMPUTER APPLICATION (BCA)

Shri M & N Virani Science College

Yogidham

Rajkot – 360 005

Duration of the Course : 3 Years (6 semesters)

Month & Year of Completion : June 2001

Result : 79 % (Distinction)

ACHIEVEMENTS & MEMBERSHIP

Received Sarvodaya Kelavani Samaj Scholarship to pursue MCA for outstanding performance in BCA

Awarded with 2 Gold Medals for securing 1st position at University Exam in BCA & MCA respectively

Successfully completed the projects on 1. Security System (BCA)

2. Campus Online (MCA)

Member of Alumni of Atmiya Institute of Technology & Science

Life Member of ISTE, New Delhi

PROFESSIONAL SKILLS

Received on job training of 15 days at TCS, Mumbai from 1

st March to 15

th March 2005

Presentation was given on .net Technology at Saurashtra University, Rajkot on 4th

April 2005

Ahmedabad on 6th

& 7th

August 2005.

Published 4 papers in national journal of “Computer Science” on

1. Linux Security

2. Grid Computing

3. .net Technology

4.

PROFESSIONAL AFFILIATIONS

Member of syllabus designing committee of Saurashtra University, Rajkot & S P University, V V Nagar

Life Member of “Computer Science Club” Delhi

Member of Lions Club

PERSONAL DATA Hobbies : Reading books on Computer

Writing articles for magazines and books

Languages Known : Gujarati (mother tongue)

Hindi (national language)

English (international language)

REFERENCES

1. Mr Hemant Mohite

Director, Atmiya Infotech Pvt Ltd., Yogidham, Rajkot – 360 005

Contact No : 99-999-99999

6