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Unit 3 of 4 · B.Sc IT Sem 1

Unit 3: Presentation, reading and writing skills

Communication-I notes · PTU syllabus (BSIT101/BSBC101)

3 min read6 topics10 exam questions
On this page
  1. Unit summary
  2. Purpose of presentations in business
  3. Finding material and sequencing a speech
  4. Preparing PPTs
  5. Body language in presentations
  6. Importance of reading and writing
  7. Writing notices, emails, tenders, advertisements and formal letters
  8. Key terms
  9. Quick revision
  10. Important questions

Unit summary

Presentations, reading and writing are everyday workplace skills. This unit covers the purpose of presentations in business, finding material, sequencing a speech with an introduction and conclusion, preparing PPTs and body language, the importance of reading and writing, and writing notices, emails, tenders, advertisements and formal letters.

After this unit you can

  • Plan and structure business presentations
  • Prepare PPTs and use effective body language
  • Explain the importance of reading and writing
  • Write notices, emails, tenders, advertisements and formal letters

PTU syllabus topics

  • Purpose of presentations in business
  • finding material
  • sequencing a speech with introduction and conclusion
  • preparing PPTs and body language
  • importance of reading and writing
  • notices
  • e-mails
  • tenders
  • advertisements
  • formal letters
ProcessStructure of a good presentation
  1. 1Opening

    Hook and purpose

  2. 2Agenda

    What you will cover

  3. 3Body

    Three or four key points

  4. 4Conclusion

    Summary and call to action

  5. 5Q&A
1

Topic 1

Purpose of presentations in business

  • To inform (project updates), persuade (sales pitches, proposals), train (product demos), report (results) and motivate (team meetings).
2

Topic 2

Finding material and sequencing a speech

  • Sources: company data and reports, research articles, websites, interviews, examples and case studies.
ProcessStructure of a presentation
  1. 1Introduction

    Hook, purpose, agenda

  2. 2Body

    Three or four main points with evidence and examples

  3. 3Conclusion

    Summary, call to action, thanks

  4. 4Questions
  • Openings: a question, a surprising fact, a short story or a quotation. Closings: summarise and end with a memorable line.
3

Topic 3

Preparing PPTs

  • Slide design: one idea per slide, short phrases rather than sentences, large readable fonts, consistent template, high-contrast colours.
  • Visuals: charts for numbers (bar for comparison, line for trends, pie for parts of a whole), diagrams for processes, images that support the point.
  • Other aids: whiteboards, flip charts, handouts, product samples, videos.
  • Avoid: reading from slides, clutter, too many animations, tiny tables.

Exam tip

Guy Kawasaki's 10-20-30 rule — about 10 slides, 20 minutes, no font smaller than 30 points — is a useful starting point.

4

Topic 4

Body language in presentations

  • Stand straight, maintain eye contact across the room, use natural hand gestures, move purposefully, smile, vary voice pitch and pace, pause for emphasis; avoid reading slides, fidgeting and turning your back to the audience.
5

Topic 5

Importance of reading and writing

  • Reading builds knowledge, vocabulary and understanding of instructions and reports.
  • Writing creates records, communicates across distance and time, and shapes professional image; good writing is clear, concise, correct and courteous.
6

Topic 6

Writing notices, emails, tenders, advertisements and formal letters

  • Notice: heading NOTICE, organisation name, date, title, body (what, when, where, who), name and designation of the issuer — brief and placed in a box.
  • Email: clear subject line, greeting, purpose in the first lines, short paragraphs, polite close and signature.
  • Tender notice: organisation, item or work, quantity and specifications, eligibility, earnest money deposit, last date, contact details; e-tenders on government portals (GeM, CPPP).
  • Advertisement (classified or display): catchy headline, key details (product or job, features, price or qualifications), contact information.
  • Formal letter: sender's address, date, receiver's address, subject, salutation, body (introduction, details, conclusion), complimentary close, signature.

Example

Notice: "All B.Sc IT students are informed that the Python workshop will be held on 15 March in Lab 2 from 10 a.m. to 1 p.m. Registration closes on 12 March. — Head, Department of Computer Applications."

Key terms

Hook
Opening that captures attention
Agenda
List of points to be covered
Notice
Short formal announcement
Tender
Invitation to suppliers to submit bids
Complimentary close
Polite ending of a letter

Quick revision

  • Purposes of business presentations.
  • Sources of material; introduction–body–conclusion.
  • Slide design rules; body language.
  • Importance of reading and writing.
  • Formats of notice, email, tender, advertisement and formal letter.

Important exam questions

Practice questions written to the PTU exam pattern for this unit's syllabus: short answers (Section A style) and long answers (Sections B and C style).

Short-answer questions

  1. Q1.State three purposes of business presentations.
  2. Q2.How should a presentation be structured?
  3. Q3.State four rules for good slides.
  4. Q4.Give three tips on body language.
  5. Q5.What are the parts of a formal letter?
  6. Q6.What details does a tender notice contain?

Long-answer questions

  1. Q1.Explain how to plan and structure a business presentation.
  2. Q2.Discuss PPT preparation and body language in presentations.
  3. Q3.Explain the importance of reading and writing skills.
  4. Q4.Draft a notice, a formal letter and an advertisement on given topics.

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