In today’s fast-moving professional world, technical and business writing skills are no longer optional—they are essential. Unit 5 in English Communication brings this reality into focus, training students to master professional emails, structured reports, resumes, and workplace documents such as notices, circulars, and memos. Whether stepping into the corporate world or academic research, these skills form the foundation of effective communication.
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Email Writing: The Modern Professional Tool
Emails have replaced traditional letters as the most common medium of workplace communication. But unlike casual text messages, emails demand clarity, professionalism, and etiquette.
Email Etiquette
A professional email begins with a clear subject line that reflects the purpose of the message. Greetings should be polite, the tone respectful, and the body of the message concise. Overly long emails risk losing the reader’s attention, while abrupt messages may appear unprofessional.
Attachments should always be referenced in the text, and proofreading is crucial to avoid spelling or grammatical errors. Even something as small as the use of “Reply All” versus “Reply” can make a difference in maintaining workplace efficiency.
Structure of an Effective Email
Subject line: Direct and precise.
Salutation: Formal and respectful.
Body: Organized into short, clear paragraphs.
Closing: Professional phrases such as “Sincerely” or “Best regards.”
Signature: Contact details or designation.
Emails reflect not just individual professionalism but also the reputation of the organization one represents.
Report Writing: Presenting Information with Precision
Reports are the backbone of organizational decision-making. From academic research to company project evaluations, reports serve to present data, analyze results, and recommend actions.
Features of a Good Report
A strong report is factual, objective, and well-structured. It avoids unnecessary jargon and sticks to evidence-based conclusions.
Standard Report Format
Title page – with topic, author, and date.
Executive summary – a concise overview for quick understanding.
Table of contents – for structured navigation.
Introduction – outlining objectives and scope.
Methodology – explaining how data was gathered.
Findings and discussion – presenting analysis with clarity.
Conclusion and recommendations – highlighting results and actionable points.
References and appendices – to acknowledge sources and provide detailed data.
Reports are not merely written documents—they are tools of accountability and transparency. In corporate setups, they help track progress, evaluate performance, and chart future strategies.
Resume and CV Writing: Showcasing Skills Effectively
In a competitive job market, a resume or CV is often the first impression a candidate makes. A well-crafted resume does more than list qualifications—it tells a professional story.
Resume vs. CV
Resume: A concise, one- to two-page document highlighting skills, work experience, and achievements relevant to a particular job.
Curriculum Vitae (CV): A more detailed record, often used in academia, that includes full education history, research, publications, and professional contributions.
Key Elements of a Strong Resume
Contact information: Up-to-date and professional.
Career objective/summary: A snapshot of goals and strengths.
Educational qualifications: Listed in reverse chronological order.
Work experience: Focused on responsibilities and measurable achievements.
Skills: Both technical (software proficiency, languages) and soft skills (leadership, teamwork).
References: Optional but can add credibility.
Employers often spend less than 30 seconds scanning a resume, which makes clarity, layout, and precision vital.
Notices, Circulars, and Memos: Workplace Essentials
Workplace communication extends beyond emails and reports. Documents such as notices, circulars, and memos serve as formal channels of internal communication.
Notices
A notice is brief, factual, and directed at a specific group, such as announcing a meeting, holiday, or event. It must include essential details—what, when, where, and for whom—without unnecessary information.
Circulars
Circulars are used for announcements that apply to a larger group, such as policy changes or general instructions. Unlike notices, they are distributed widely and often include explanations to avoid confusion.
Memos
Memos are concise internal communications between departments or colleagues. They usually address routine matters, instructions, or reminders and are less formal than letters but more structured than casual notes.
Each of these formats demands clarity and brevity, ensuring messages are understood quickly without room for misinterpretation.
Why Business and Technical Writing Matters
Career Advancement
Strong writing skills can set professionals apart in job applications, interviews, and promotions. A polished resume, well-structured report, or thoughtful email can make a lasting impression.
Organizational Efficiency
Clear communication prevents misunderstandings, saves time, and improves productivity. Poorly written emails or reports can lead to costly errors.
Lifelong Relevance
From securing internships to handling managerial responsibilities, these skills remain relevant throughout a career. They bridge the gap between knowledge and effective expression.