Professional writing

skills in English
Sahan.s.a
2024is0061
1ISE ‘C’
 INDEX
SECTION PAGE NUMBER

Module 1: Using parts of

speech and tenses in writing
Speaking English. 3 to 16

Module2: Technical reading

And writing practices. 17 to 24

Module3: professional
Communication for
Employment. 25 to 31
Module 1:
Using parts of
speech and tenses in
writing and speaking
English
Introduction to parts of
speech:
In the English language , words are categorized into
different types based on their function and role in a
sentence. These
Categories are known as parts of speech. Understanding
the parts of speech helps in forming correct sentences.
Improving
Communication , and enhancing writing and speaking
skills.

There are eight primary parts of speech in English

-Noun
-Pronoun
-Verb
-Adjective
-Adverb
-Preposition
-Conjunction
Noun
A noun is a word that names a person ,place ,thing ,
or idea.
Examples:
Person: teacher , doctor
Place: city , park
Thing: book, car
Use in writing and speaking: Nouns are essential for
proving
subjects , objects , and ideas in a sentence. For
example:
“The dog is barking.”
Pronoun:
A pronoun is a word that takes the place of a noun to
avoid repetition.
Examples : he , she , it , they , we
Use in writing and speaking : pronouns make
sentences more fluid and avoid redundancy. For
example:
“john in happy because he won the prize.”
Verb:
.” A verb expresses an action , state , or occurrence.
Examples : run , jump , eat , be , seem
Use in writing and speaking : Verbs are crucial to
forming predicates and indicating actions or states. For
example:
“she runs every morning.”
Examples : tall , beautiful , interesting , old
Use in writing and speaking: Adjectives enhance details
and paint
Clearer pictures. For example:
“it was a beautiful day”.
Adverb:
An adverb modifies a verb , adjective , or another
adverb , typically showing how , when , where , or to
what extent something occurs.
Example: quickly , very , well , always
Use in writing and speaking: Adverbs provide
additional context
To actions or qualities. For example:
“She speaks fluently.”
Preposition:
A preposition shows the relationship between a noun
( or pronoun ) and other parts of a sentence , often
indication location , direction , or time.
Example: in , on , at , between , under
Use in writing and speaking: prepositions help to give
specific
Information about the relationship between different
elements
Of a sentence. For example.
“ the book is on the table”
Conjunction:
A conjunction connects words , phrases , clauses , or
Sentences.
Example: and , but , or , become , although
Use in writing and speaking: conjunctions link ideas
And help in constructing complex thoughts. For
Example:
“I want to go to the park and the beach.”
Interjection:
An interjection is a word or phrase that expresses
Strong emotion or sudden feeling , often standing
alone.
Examples: oh , wow , ouch , hey , alas
Use in writing and speaking: interjection add emotion
Or emphasis to communication. For example:
“wow! That’s amazing!”
Introduction to tenses:
Tenses are forms of verbs that indicate the time of
action or state of being.
Understanding tenses is essential for conveying when
an action occurs, be it in the past , present , or future.
Tenses are fundamental in both writing and speaking
English
, as they help in constructing clear and precise
sentences
Types of tenses mainly
include:
Tenses are forms of verbs that indicate the time of action
or state of being.
Understanding tenses is essential for conveying when an
action occurs, be it in the past, present, or future.
Tenses are fundamental in both writing and speaking
English, as they help in constructing clear and
precise sentences
Present tense
The present tense expresses actions that are happening now, habitual
actions, or general truths.

--Simple Present: Used for actions that are regular, habitual, or

universally true.
Example: "She works every day.“

--Present Continuous (Progressive): Used for actions that are happening

right now or around the present time.
Example: "He is studying for his exams.“

--Present Perfect: Used for actions that happened at an unspecified time

in the past and are relevant to the present.
Example: "They have finished the project.“

--Present Perfect Continuous: Used for actions that started in the past
and are still continuing or have just finished.
Example: "She has been working for three hours.“

Use in Writing and Speaking: Present tenses are used to talk about
current situations, daily routines, or facts that are universally accepted.
Past tense
The past tense describes actions that occurred at a specific time in the
past.

--Simple Past: Used for actions that were completed in the past at a
definite time.
Example: "I visited Paris last year.“

--Past Continuous (Progressive): Used for actions that were in progress

at a specific moment in the past.
Example: "They were playing football when I arrived.“

--Past Perfect: Used for actions that were completed before another
action in the past.
Example: "By the time we arrived, she had left.“

--Past Perfect Continuous: Used to describe an action that was ongoing

in the past up to a certain point or event.
Example: "He had been working for hours before the meeting started.“

Use in Writing and Speaking: Past tenses are useful for storytelling,
narrating past events, or explaining things that happened before a
particular time.
Future tense
The future tense expresses actions or events that will happen after the
present time.

Simple Future: Used for actions that will happen in the future.
Example: "She will travel tomorrow.“

Future Continuous (Progressive): Used for actions that will be in

progress at a particular moment in the future.
Example: "They will be meeting us at 6 PM.“

Future Perfect: Used for actions that will be completed before a certain
time in the future.
Example: "By next year, they will have completed the project.“

Future Perfect Continuous: Used to describe actions that will be

ongoing up to a specific point in the future.
Example: "By the end of the month, I will have been working here for
five years.“

Use in Writing and Speaking: Future tenses are essential for talking
about plans, predictions, or things that will happen later.
Module-2
introduction to technical report
writing:
Technical writing skills involve clearly and concisely
explaining complex information to a specific audience.
This includes research, analysis, strong writing and
editing, and a solid understanding of the subject
matter.
Types of technical proposal
--Solicited Proposals: Submitted in response to a formal request (e.g.,
RFP, RFQ, RFI) from a client or organization. The proposal must address
specific requirements outlined in the request.

--Unsolicited Proposals: Submitted without an invitation, offering a

solution to a problem or opportunity the client might not have
recognized. These require strong persuasion to convince the client of
the value.

--Preliminary (Concept) Proposals:

early-stage documents that outline a basic idea or concept, often used
to gauge interest before submitting a full proposal.

--Full Proposals: Detailed, comprehensive documents that provide in-

depth information about the proposed solution, project plan,
methodology, and budget.

--Grant Proposals: Aimed at securing funding from government

agencies, foundations, or other organizations for specific projects or
research.
--Internal Proposals: Written within an organization to suggest
improvements or propose projects, often requiring approval or funding
from management.

--Feasibility Proposals: Assess whether a project or solution is practical

and viable in terms of technical, financial, and operational factors.

--Research Proposals: Used to outline a plan for conducting research,

often submitted to secure funding or approval for a study or experiment.

--Bid Proposals: Submitted in response to a tender or contract, detailing

how the bidder will deliver services or products and at what cost.

--Follow-Up Proposals: Written to address client feedback or requests for

additional details after an initial proposal has been submitted.

*Each type serves a different purpose but generally aims to present a

clear and convincing solution to a technical challenge.
Characterstics of technical
proposal
Clarity and Precision: The proposal should be clear, concise, and free
of ambiguity, making it easy for the reader to understand.

Objective and Data-Driven: Focus on facts, data, and evidence rather

than subjective opinions, ensuring the solution is based on verifiable
information.

Structured and Organized: The proposal should follow a clear structure

with sections like introduction, methodology, budget, and timeline,
making it easy to navigate.

Technical Accuracy: The content must be technically correct and reflect

a deep understanding of the subject and the proposed solution.

Audience-Centric: Tailor the language, detail, and focus of the proposal

to suit the knowledge and needs of the intended audience.

Solution-Oriented: The proposal should focus on offering a clear

solution to the problem, outlining how it addresses the need effectively.
 Realistic and Feasible: The proposed solution should be practical,
considering resources, timelines, costs, and risks.

 Cost-Effective: The proposal should demonstrate that the solution is within

budget and provides good value.

 Comprehensive and Detailed: Provide enough detail to convince the reader

that the solution is well thought-out, but avoid unnecessary complexity.

 Risk Mitigation: Address potential risks and include strategies to manage

or reduce them.

 Professional and Formal Tone: The proposal should maintain a formal and
professional tone throughout.

 Persuasiveness: The proposal must be convincing, highlighting the

advantages of the proposed solution over alternatives.

*These characteristics ensure that technical proposals are effective, clear,

and persuasive, ultimately increasing their chances of success.
Scientific writing process
 Planning: Define the purpose, gather data, and outline the structure of the
paper.

 Drafting: Write the introduction, methods, results, discussion, and

conclusion sections.

 Revising: Improve clarity, accuracy, flow, and ensure the writing is

objective and precise.

 Peer Review: Get feedback from colleagues or experts and make necessary
revisions.

 Proofreading: Check for grammar, spelling, and formatting errors.

 Submission: Submit the paper to a journal or conference.

 Post-Submission: Respond to reviewer comments and revise if required.

--This process helps produce clear, accurate, and well-organized scientific

papers.
Spotting error and
sentence improvement
Spotting Errors:
This involves identifying mistakes in a sentence related to grammar,
punctuation, syntax, or word usage. Common errors include:

 Grammatical Errors: Incorrect tense, subject-verb agreement, or

improper use of articles (e.g., "He go to school" instead of "He goes
to school").

 Punctuation Mistakes: Incorrect placement of commas, periods,

apostrophes, etc. (e.g., "Lets eat, Grandma!" vs. "Let's eat
Grandma!").

 Spelling Mistakes: Incorrect spelling of words (e.g., "definitely"

instead of "definitely").

 Sentence Structure Issues: Awkward or unclear phrasing (e.g., "He

is a man very hardworking" should be "He is a very hardworking
man").

 Word Usage: Misuse of words (e.g., "affect" vs. "effect").

Sentence improvement
This involves making a sentence more effective, clear, and
grammatically correct by adjusting word choice, structure, and
flow.

Tips include:

 Conciseness: Eliminate unnecessary words (e.g., "At this point in

time" → "Now").

 Clarity: Simplify complex sentences to improve readability.

 Correct Word Choice: Use precise and accurate words (e.g.,

"good" → "excellent").

 Active Voice: Prefer active voice for more direct sentences (e.g.,
"The book was read by her" → "She read the book").

 Proper Punctuation: Ensure correct use of commas, periods,

semicolons, etc., to separate ideas clearly.
Module-3
Professional communication for
employment
Listening Comprehension:
Listening comprehension is the ability to understand, process, and
retain information from spoken language. It involves actively
focusing on the speaker’s message and interpreting it correctly,
considering context, tone, and intent.

Types of Listening:

 Informative Listening: Listening to understand and learn new

information (e.g., lectures, news).
Critical Listening: Listening to evaluate and analyze the information
(e.g., debates, discussions).
 Empathic Listening: Listening to understand and empathize with
the speaker’s emotions (e.g., counseling).
 Appreciative Listening: Listening for enjoyment or aesthetic
appreciation (e.g., music, storytelling).
 Selective Listening: Focusing on specific parts of the message,
ignoring others.
Listening barriers
Physical Barriers: External factors like noise or distance that hinder
hearing.
Psychological Barriers: Mental distractions, stress, or biases that affect
focus.
Language Barriers: Misunderstandings due to vocabulary, accent, or
jargon.
Emotional Barriers: Strong emotions (anger, anxiety) that affect listening
ability.
Cultural Barriers: Differences in cultural background leading to
misinterpretation.

Improving Listening Skills :

Active Listening: Fully concentrate, understand, respond, and remember
what is being said.
Minimize Distractions: Find a quiet environment and avoid multitasking.
Be Empathetic: Try to understand the speaker's emotions and
perspectives.
Ask Questions: Clarify doubts and demonstrate interest in the
conversation.
Reading comprehension
Reading comprehension refers to the ability to understand, interpret, and
analyze the content of written material. It involves not just decoding
words but also grasping the meaning behind them, recognizing key ideas,
and retaining important information.

Tips for Effective Reading:

 Preview the Text: Skim headings, subheadings, and any highlighted or

bolded words to get an overview of the content.
 Focus on Understanding Main Ideas: Identify the central theme or key
points in each paragraph or section.
 Take Notes: Jot down key ideas, unfamiliar vocabulary, or questions that
arise while reading to enhance understanding and retention.
 Highlight or Underline: Mark important points or passages to refer back
to for clarity and review.
 Read Actively: Engage with the text by asking questions, making
predictions, and reflecting on what you read.
 Pace Yourself: Don’t rush; read at a comfortable pace, pausing to reflect
or re-read difficult sections if necessary.
 Summarize: After reading, summarize the main points in your own words
to reinforce understanding.
Job applications
Types of Official/Employment/Business Letters:

 Cover Letter: A letter sent with a resume to apply for a job,

introducing the applicant and explaining why they are a
suitable candidate.
 Recommendation Letter: A letter written to recommend
someone for a job or position, highlighting their qualifications
and character.
Resignation Letter: A formal letter indicating the intention to
leave a job, often including a reason and notice period.
 Appointment Letter: A letter issued by an employer to
formally offer a job position to a candidate.
 Inquiry Letter: A letter requesting information or clarification
regarding a product, service, or opportunity.
 Complaint Letter: A letter expressing dissatisfaction or
reporting an issue with a product, service, or situation.
 Thank You Letter: A letter expressing gratitude for an
opportunity, assistance, or gift.
Resume vs bio data
Resume: A brief document that highlights an
individual’s professional experience, education, skills,
and qualifications for a specific job. It focuses on work
experience and achievements.

Bio Data: A detailed document that includes personal

information (such as date of birth, marital status, and
family details) along with educational and
professional qualifications. It is more common in
certain countries (e.g., India) and is often used in the
context of job applications or personal purposes.
Facing campus and other
interviews
Facing an interview can be a nerve-wracking
experience, but with the
right preparation,
you can approach it with confidence.
Preparation :
•Practice:Practice answering common questions and
giving examples
•Prepare questions: Prepare questions to ask the
interviewer
•Research: Research the company and the interviewer
•Review: Review your personal statement and resume
Reference
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