unit 2 English CAREER NOTES BA students
Second unit
UNIT II Written Communication
Introduction
Written communication is the process of sharing ideas, information, opinions, instructions, and feelings through written words. It includes résumés, curriculum vitae, formal letters, emails, reports, notices, articles, blogs, and social-media posts.
Written communication is important because it creates a permanent record. It is used in education, administration, employment, business, journalism, and personal communication.
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1. Features of Effective Written Communication
Good written communication should have the following qualities:
Clarity
The meaning should be easy to understand.
**Unclear:**
Send the document soon.
**Clear:**
Please send the completed document by 5 p.m. on Friday.
Correctness
The writing should be grammatically and factually correct.
Conciseness
Use only the necessary words. Avoid repetition and unnecessary explanation.
Completeness
Include all the information required by the reader.
Coherence
Ideas should be logically connected and properly arranged.
Courtesy
The tone should be respectful and polite.
Appropriate Style
The language should suit the reader, purpose, and situation. A formal application requires a different style from a WhatsApp message to a friend.
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2. Steps in Written Communication
Effective writing usually follows these steps:
1. Identify the purpose.
2. Understand the audience.
3. Collect the required information.
4. Arrange the ideas.
5. Prepare the first draft.
6. Revise the content.
7. Correct grammar and spelling.
8. Proofread the final version.
9. Send or publish the document.
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Résumé and CV Writing
3. Meaning of Résumé
A résumé is a brief document that presents a person’s education, skills, experience, achievements, and suitability for a particular job.
A résumé is usually:
- Short.
- Job-specific.
- Clearly organized.
- One or two pages long.
- Focused on relevant qualifications and skills.
The spelling **résumé** is also written as **resume**.
4. Meaning of Curriculum Vitae
Curriculum Vitae, commonly called a **CV**, means “course of life.” It is a detailed record of a person’s academic and professional background.
A CV may include:
- Educational qualifications.
- Teaching experience.
- Research experience.
- Publications.
- Conference presentations.
- Projects.
- Awards.
- Professional memberships.
- Skills.
- References.
5. Difference Between a Résumé and a CV
6. Main Parts of a Résumé
6.1 Name and Contact Details
Write your full name prominently.
Include:
- Address.
- Mobile number.
- Professional email address.
- LinkedIn profile, if appropriate.
6.2 Career Objective
A career objective briefly states the type of position you seek and the contribution you hope to make.
**Example:**
> To obtain a teaching position in English where I can use my subject knowledge, communication skills, and student-centred teaching methods to support learners’ academic development.
6.3 Professional Summary
A professional summary is useful for candidates who have experience.
**Example:**
> A postgraduate English educator with experience in communication-skills training, academic coordination, public speaking, and classroom teaching.
6.4 Educational Qualifications
List qualifications in reverse chronological order.
6.5 Work Experience
Mention:
- Job title.
- Name of organization.
- Location.
- Period of employment.
- Main responsibilities.
- Important achievements.
Use action verbs such as:
- Taught.
- Prepared.
- Coordinated.
- Organized.
- Trained.
- Developed.
- Evaluated.
- Managed.
- Conducted.
- Assisted.
6.6 Skills
Relevant skills may include:
- Communication skills.
- Public speaking.
- Classroom management.
- Lesson planning.
- Academic writing.
- Computer literacy.
- Microsoft Office.
- Content creation.
- Teamwork.
- Time management.
6.7 Achievements and Certifications
Mention relevant achievements, such as:
- University ranks.
- Research publications.
- Seminar presentations.
- Faculty-development programmes.
- Online certificates.
- Student-training activities.
- Academic awards.
6.8 References
References may be included when requested. Give the name, designation, institution, email address, and telephone number of a person who can recommend you professionally.
Always obtain permission before including someone as a reference.
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7. Model Résumé
R. Kumar
Thoothukudi, Tamil Nadu
Mobile: 9XXXXXXXXX
Email: rkumar.english@example.com
Career Objective
To obtain a teaching position in English where I can apply my knowledge of English literature, grammar, communication skills, and student training to promote effective learning.
Educational Qualifications
- M.Phil. in English Literature — Name of University, Year
- M.A. in English — Name of University, Year
- B.A. in English — Name of College, Year
Teaching and Academic Experience
- Conducted communication-skills training for college students.
- Prepared lessons and classroom activities in grammar and spoken English.
- Guided students in public speaking, group discussion, and interview skills.
- Assisted in academic announcements and student-training programmes.
- Prepared educational content and language exercises.
Skills
- English language teaching.
- Literary analysis.
- Grammar instruction.
- Public speaking.
- Group discussion training.
- Interview preparation.
- Microsoft Word and PowerPoint.
- Student counselling and academic coordination.
Personal Strengths
- Clear communication.
- Patience and empathy.
- Willingness to learn.
- Responsible attitude.
- Ability to work with students and colleagues.
Declaration
I hereby declare that the information given above is true to the best of my knowledge and belief.
Place: Thoothukudi
Date: __________
Signature
R. Kumar
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8. Guidelines for Résumé Writing
Do
- Use a professional email address.
- Keep the format clean and readable.
- Use headings and bullet points.
- Mention relevant qualifications first.
- Check spelling and grammar.
- Customize the résumé for each job.
- Use truthful information.
- Save the document with a professional file name, such as `R_Kumar_Resume.pdf`.
Do Not
- Include false information.
- Use an informal email address.
- Write long paragraphs.
- Include irrelevant personal details.
- Use decorative fonts.
- Add unnecessary photographs unless required.
- Mention salary expectations unless requested.
- Submit a résumé without proofreading it.
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Formal Application Letter
9. Meaning of a Formal Letter
A formal letter is written to an institution, organization, official, principal, employer, or government authority. It follows a fixed structure and uses polite, respectful, and objective language.
Formal letters are written for:
- Job applications.
- Leave requests.
- Permission.
- Complaints.
- Enquiries.
- Certificates.
- Recommendations.
- Resignation.
- Scholarships.
- Internships.
10. Parts of a Formal Application Letter
10.1 Sender’s Address
Write the address of the person sending the letter.
10.2 Date
Write the date below the sender’s address.
10.3 Receiver’s Address
Mention the designation and address of the person receiving the letter.
10.4 Subject
The subject should express the purpose briefly.
**Example:**
> Subject: Application for the Post of Assistant Professor of English
10.5 Salutation
Use:
- Dear Sir/Madam
- Respected Sir/Madam
10.6 Body
The body generally has three paragraphs:
1. Introduction and purpose.
2. Qualifications, experience, and suitability.
3. Polite request and closing statement.
10.7 Complimentary Close
Use:
- Yours faithfully — when the receiver’s name is unknown.
- Yours sincerely — when the receiver’s name is known.
10.8 Signature
Write your name and contact details below the signature.
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11. Model Job Application Letter
**R. Kumar**
12, South Street
Thoothukudi
Tamil Nadu – 628001
25 August 2026
**The Principal**
ABC College of Arts and Science
Thoothukudi
Tamil Nadu
Subject: Application for the Post of Assistant Professor of English
Respected Sir/Madam,
I wish to apply for the post of Assistant Professor of English in your esteemed institution. I came to know about the vacancy through the college website.
I have completed my M.Phil. in English Literature and possess a strong academic background in English language, literature, grammar, and communication skills. I have experience in student training, public speaking, academic coordination, and the preparation of classroom materials. I am confident that my subject knowledge and communication skills will enable me to contribute effectively to your institution.
I have attached my résumé and copies of my educational certificates for your kind consideration. I would be grateful if I were given an opportunity to attend an interview.
Thank you for your time and consideration.
Yours faithfully,
**R. Kumar**
Enclosures:
1. Résumé.
2. Copies of educational certificates.
3. Experience certificate.
4. Identity proof.
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12. Model Leave Application
**R. Kumar**
Assistant Professor of English
ABC College
Thoothukudi
25 August 2026
**The Principal**
ABC College
Thoothukudi
Subject: Request for Leave
Respected Sir/Madam,
I request permission to take leave for two days, from 27 August 2026 to 28 August 2026, because of a personal commitment.
I will complete the pending academic work and arrange the required support for my classes before proceeding on leave. I kindly request you to grant me permission for the above-mentioned period.
Thank you.
Yours faithfully,
**R. Kumar**
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13. Model Enquiry Letter
**R. Kumar**
12, South Street
Thoothukudi
Tamil Nadu
25 August 2026
**The Director**
Bright Skills Training Centre
Chennai
Tamil Nadu
Subject: Enquiry Regarding an Online Content-Writing Course
Respected Sir/Madam,
I am writing to enquire about the online content-writing course offered by your institution. Kindly provide details regarding the duration, course fee, syllabus, class timings, certificate, and admission procedure.
I would also be grateful if you could inform me whether recorded classes and placement guidance are available.
I look forward to receiving the information at the earliest.
Yours faithfully,
**R. Kumar**
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Writing for a Specific Audience
14. Meaning of Audience
An audience is the person or group for whom a piece of communication is created. Understanding the audience helps the writer select suitable words, tone, style, examples, and level of detail.
15. Factors to Consider
Before writing, ask:
- Who will read this?
- What does the reader already know?
- Why will the reader read it?
- What information does the reader need?
- Should the style be formal or informal?
- What action should the reader take?
16. Formal and Informal Language
Formal language is used in applications, official emails, reports, notices, and academic writing. Informal language is used with friends, family, and people with whom we share a close relationship.
17. Audience-Based Examples
Message to a Friend
> Hi Arun, I will reach the library at 10 a.m. Let us discuss the seminar presentation.
Notice to Students
> All students are informed that the English Department will conduct a seminar on 30 August 2026 at 10 a.m. in the seminar hall. Interested students should register with the department on or before 28 August 2026.
Email to a Principal
> Respected Sir/Madam,
> I request permission to organize a student communication-skills workshop on the proposed date.
The same information is expressed differently because the audience and situation are different.
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