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Unit 2 of 4 · B.Sc IT Sem 2

Unit 2: Writing skills

Communication-II notes · PTU syllabus (BSIT201/BSBC201)

3 min read5 topics10 exam questions
On this page
  1. Unit summary
  2. Inter-office memorandums
  3. Faxes and emails
  4. Sales letters
  5. Report writing
  6. Project writing
  7. Key terms
  8. Quick revision
  9. Important questions

Unit summary

Business writing creates records and gets things done. This unit covers inter-office memorandums, faxes and emails, writing effective sales letters to agents, suppliers and customers, report writing and project writing.

After this unit you can

  • Write memos, faxes and emails
  • Write effective sales letters
  • Write business reports
  • Write project reports

PTU syllabus topics

  • Inter-office memorandums
  • faxes
  • e-mails
  • writing effective sales letters to agents/suppliers/customers
  • report writing
  • project writing
ClassificationBusiness writing formats
Business writing

  • Memo

    Internal, short, to the point

  • Email

    Clear subject, one topic

  • Sales letter

    AIDA: attention, interest, desire, action

  • Report

    Introduction, findings, recommendations

  • Project report

    Objective, method, results, conclusion

1

Topic 1

Inter-office memorandums

  • Memo: brief internal message — headings To, From, Date, Subject; direct body; no salutation or complimentary close.

Example

MEMO — To: All department heads; From: HR Manager; Date: 10 July; Subject: Submission of leave plans. Please submit your team's leave plans for August by 20 July so that staffing can be scheduled.

2

Topic 2

Faxes and emails

  • Fax: transmits a scanned copy over telephone lines — cover sheet with sender, recipient, number of pages, subject; now largely replaced by email and e-signatures.
  • Email: clear subject line, greeting, main point first, short paragraphs, specific requests and deadlines, polite close, signature; check recipients and attachments; avoid all capitals and casual language in formal emails.
3

Topic 3

Sales letters

ProcessAIDA structure of a sales letter
  1. 1Attention

    Catchy opening or offer

  2. 2Interest

    Features relevant to the reader

  3. 3Desire

    Benefits, proof, testimonials

  4. 4Action

    Clear call to action — order, call, visit

  • To agents and dealers: margins, support, schemes, territory. To suppliers: requirements, quality, delivery, terms. To customers: benefits, offer, price, guarantee, contact details.
4

Topic 4

Report writing

  • Report: an organised factual statement prepared for a specific purpose and audience to help decision-making.
ClassificationTypes of reports
Reports

  • By formality

    Formal and informal

  • By purpose

    Informational and analytical (recommendations)

  • By frequency

    Routine/periodic (monthly sales) and special (enquiry reports)

  • By length

    Short (memo/letter reports) and long (project reports)

  • By origin

    Statutory (annual report, auditor's report) and non-statutory

ProcessReport writing process
  1. 1

    Define the problem and purpose

  2. 2

    Plan the scope and method

  3. 3

    Collect data

  4. 4

    Analyse and interpret

  5. 5

    Organise and outline

  6. 6

    Draft

  7. 7

    Revise and present

  • Structure of a formal report: title page, letter of transmittal, table of contents, executive summary, introduction (terms of reference), body (findings), conclusions, recommendations, references, appendices.
  • Qualities: accuracy, objectivity, clarity, conciseness, logical sequence, readable layout, visuals.

Exam tip

The executive summary is often the only part busy managers read — write it last and make it stand alone.

5

Topic 5

Project writing

  • Project report: a structured document describing a study or project — for academic or business purposes.
ProcessStructure of a project report
  1. 1

    Title page and certificate

  2. 2

    Acknowledgements

  3. 3

    Abstract or executive summary

  4. 4

    Table of contents

  5. 5

    Introduction

    Background, objectives, scope

  6. 6

    Review of literature

  7. 7

    Methodology

  8. 8

    Analysis and findings

  9. 9

    Conclusions and recommendations

  10. 10

    References and appendices

  • Tips: consistent formatting, numbered headings, tables and figures with captions, proper citation, proofreading, plagiarism check.

Key terms

Memorandum
Brief internal business message
AIDA
Attention, interest, desire, action
Executive summary
Short overview of a report
Terms of reference
Scope and purpose of a report
Project report
Structured document on a study or project

Quick revision

  • Memo format; fax cover sheet; email etiquette.
  • Sales letters using AIDA; to agents, suppliers, customers.
  • Report types, process and structure.
  • Project report structure and tips.

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 the format of a memo.
  2. Q2.State four rules for effective emails.
  3. Q3.What is AIDA?
  4. Q4.Name the types of business reports.
  5. Q5.What is an executive summary?
  6. Q6.List the parts of a project report.

Long-answer questions

  1. Q1.Draft an inter-office memo and an email on given situations.
  2. Q2.Explain how to write an effective sales letter with an example.
  3. Q3.Explain the process and structure of report writing.
  4. Q4.Explain the structure of a project report.

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