The Convocation Address: Writing Activity

Writing

a) E-mail

Samuel Johnson sat on a rickety chair, surrounded by a ‘chaos of borrowed books’ out of which he compiled his famous Dictionary.

James Murray worked in a little shed in his garden, surrounded by mountains of paper slips that would one day become the Oxford English Dictionary.

With the pervasive impact of computers and internet in all walks of life, the written word has undergone a quantum of change from the printed page into cyber-space.

Correspondence once limited to letters is now often online, as e-mail. Newsletters, brochures, circulars, resumes, etc. once paperbound, are now online.

E-mail is a less formal method of communicating but has replaced the conventional letter, as a means of communication. In using e-mail, you still represent your organization, affiliation, unit and area. E-mails can be forwarded to a number of people without your knowledge, so one should consider it as an unsealed letter. Write briefly, as it saves time for the writer as well as the receiver.

Why is the e-mail so popular?

1) It makes communication almost instant.

2) It is less laborious to write.

When writing an e-mail, please note,

i. Short forms, symbols, recognizable abbreviations can be used.

ii. Receiver’s / sender’s address, date, need not be used as they are already programmed in the computer.

iii. The communication should resemble a message / formal / informal letter, depending on the purpose and the receiver.

A Sample E-mail

a. Write an email to your uncle thanking him for the gift that he had sent from abroad.

b. Write an e-mail to a charitable trust requesting for a scholarship.

b) Formal Letters

You have already learnt the various kinds of letters and the essential features of a good letter.

Let us now recall the layout, and the various parts of a formal letter.

The parts of a formal letter

1. the heading                4. the body

2. the inside address   5. the closing

3. the salutation            6. the signature

7. the address on the envelope

The contents of a formal letter

◆ Use a courteous, positive and professional tone. Maintain a respectful, constructive tone.

◆ Use formal language. Avoid contractions or abbreviations.

◆ State your purpose clearly and briefly. State the purpose of your writing in the first or second sentence of the letter.

◆ Include all necessary information. Provide all the information your reader needs to understand and respond appropriately to your letter.

Mohamed Yusuf is the Student Secretary of the Literary Club of your school. Read the following letter that he writes to a bookseller requesting him to supply some books for his school library.

The Student Secretary,

Government Higher Secondary School,

Nagarcoil,

PIN 629 002.

January 10, 2018

The Manager,

Puthaga Ulagam,

Palayamkottai,

Thirunelveli.

Dear Sir,

I would like to place the following order for our school library. Kindly send the books by the 28th of this month. Please ensure that the books are in good condition and are neatly packed.

List of Books      

1.   Oxford Advanced Learner’s Dictionary, Sixth Edition, OUP, 2018    - 5 copies

2.   History of English Literature by William J Long - 2 copies

3.   Intermediate  English  Grammar  by Raymond Murphy - 2 copies

4.   A History of the English Language by A.C. Baugh - 2 copies

5.   Complete  Works  Of        Rabindranath Tagore, Shanti Publishers - 3 copies

Kindly send particulars of your bank account for immediate online payment.

Thank you,

Yours faithfully,

Md. Yusuf

Secretary,

Literary Club                                                        Countersigned The Headmaster

Address on the envelope

The Manager,

Puthaga Ulagam,

Palayamkottai,

Thirunelveli.

Tasks

1. Write a letter to the editor of a newspaper about the need to wear seat belts while driving.

14th June 2018

From

XXX,

5. East Street,

Kochadai.

To

The Editor,

The Hindu,

Madurai.

Sir,

Sub: Contribution on the awareness of wearing seat belts - Reg

Kindly publish this contribution in your esteemed daily under the “Letters to Editor” column. The car driver and the other passenger must wear seat belts. Though it is a government rule, it is for the safety of the passengers- themselves. This is more important.

Last week an accident took place on the Trichy-Madurai Highway. A car slid and hit a tree and rolled down a steep slope. The driver who was wearing the seat belt escaped with a few minor injuries. But the three passengers who were not wearing the seat belt were thrown out and they died. I request all the reader of this column to realize the importance of wearing seat belts.

Thank you,

Faithfuully, 

XXX

Address on the envelope:

To

The Editor,

The Hindu,

Madurai.

2. Write a letter to the commissioner of the corporation complaining about the sanitary conditions of the streets in your locality.

5th July 2018.

From

XXX,

Maruthi Mirra Niwas,

36, Sundar Street,

T.Nagar,

Chennai 17.

To

The Commissioner,

Corporation of Chennai,

Chennai.

Sir,

Sub: Sanitary condition - Nehru Nagar - Ward 18 - reg.

Greetings

Please permit me to bring the following to your notice. The streets in our locality are becoming insanitary. A drain broke and dirty water has been flowing into streets. Mosquitoes are another big nuisance. Some streets are full of pit holes and potholes.

On behalf of the residence of Nehru Nagar, I request you to take necessary action to improve the sanitary conditions of our locality.

With thanks, 

XXX

Address on the envelope:

To

The Commissioner,

Coiporation of Chennai,

Chennai.

3. Write a letter to a sports company ordering sports items for the Physical Education Department of your school.

5th Sep 2018.

From

XXX,

School Pupil Leader,

Vedic Vidyashram,

Thirunelveli.

To '

The Manager,

Gupta Sports & Co.,

Tenkasi.

Sir,

Sub: Ordering sports items - Reg,

Greetings,

We require the following sports items for our school. Please send them by V.P.P and we shall take delivery of them.

1. Football 5

2. Hockey sticks 25

3. Hockey balls 5

4. Volleyball 7

5. Tennis rackets 15

6. Tennis balls 15

We shall be thankful to you if you send them as early as possible.

Yours sincerely, 

XXX

Address on the cover:

The Manager,

Gupta Sports & Co., Tenkasi.

4. Write a letter to the Chief Reservation Supervisor of Railways requesting him to grant concession for your educational tour.

2nd Sep 2018.

From

XXX,

Chairperson,

Govt. Hr.Sec.School.,

Mallur,

Salem.

To

The Chief Reservation Supervisor,

Southern Railways,

Salem.

Sir / Madam,

Greetings.

40 students of our 11th and 12th standards and 4 teachers have planned to visit Bangalore on study tour for 5 days. We take the Trichy-Bangalore Express on the 13th September and Bangalore-Trichy Express on the 18th. Please grant us concession for the tour.

We shall visit Salem junction in a day or two and reserve the tickets.

Yours sincerely, 

XXX.

Address on the cover:

The Chief Reservation Supervisor, 

Southern Railways,

Chennai Division.

5. Write a letter to the curator of the museum seeking permission for a school visit.

2nd Dec 2018.

From

XXX

JJ Matric. Hr. Sec. School,

Kangeyam.

To

The Curator,

Govt. Museum,

Pantheon Road,

Egmore, Chennai 8.

Sir / Madam,

Sub: Requisition for Permission - Reg.

Greetings.

85 students of our 12th standard and 3 teachers want to visit your museum in order to gain knowledge about history and arts. We request you to grant US permission on any day between 10th and 15th of this month.

We shall be thankful to you for your earlier response.

Sincerely Yours, 

XXX

Address on the cover:

The Curator,

Govt. Museum,

Pantheon Road,

Egmore, Chennai 8.

A letter of application, also known as a cover letter, is a job application document sent with your resume to provide additional information about your skills and experience.

The letter of application is intended to provide detailed information on why you are a qualified candidate for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and highlight your most relevant skills or experiences.

The Format

Name

Address

City, State, PIN Code

Phone Number

Email Address

Date

Employer

Name

Title

Company

Address

City, State, PIN Code

Salutation

Dear Mr./Ms. Last Name,

Body of Application Letter

The body of your application letter enables the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up. See below for a paragraph-by-paragraph break down of the body of the letter.

First Paragraph

The first paragraph of your letter should include information on the purpose of writing. Mention the job you are applying for and where you found the job listing. You might conclude by briefly saying why you think you are an ideal candidate for the job.

Second Paragraph

The next section of your application letter should describe what you have to offer the employer.

It can be a single paragraph, or you can break it up into a couple of paragraphs. If the section gets lengthy, you may use bullet points to break up the text. Remember, you are interpreting your resume, not repeating it.

Specify how your qualifications match the job you are applying for. In this portion of the letter, make your case strong for your candidacy. Use specific examples, whenever possible.

Final Paragraph

Conclude    your  application letter  by thanking  the  employer  in  advance  for considering you for the position. Include information on how you will follow up.

Complimentary Close

Sincerely,

Sd/-

Signature

(NAME)

Task

a) Respond to the following advertisements.

1. Classified Advertisement

WANTED 100 part-time Graphic Artists

Experienced in Photoshop and InDesign-

Salary negotiable. Apply to: MM Graphics,

Triplicane, Chennai - 5 or Mail your

Resume to mmg@xmail.com

24th J anuary 2018.

From

XXX,

3, Dr. M.G.R. Street,

East Tambaram,

Chennai 45.

To

The Human Resource Director,

MM Graphics,

Triplicane,

Chennai 5.

Sir / Madam,

Sub: Application for the post of Graphic Artists - Reg 

Ref: Your Advt in “The Hindu” dt 23rd Jan 2018.

Greetings.

With reference to the above advertisement. I apply for the post of a graphic artist. I have worked as graphic artist in a local graphics concern for about 3 years. I am experienced in Photoshop and in designing. I enclose my bio-data. I shall do my best in the interest of your concern.

Yours sincerely, 

XXX.

Resume/Curriculum Vitae

Name: XXX   

Father Name: Mr. T. Manoj

Sex: Male/ Female

Date of birth : 05-06-1980

Nationality : Indian

Religion : Hindu/Christian/Muslim*

Education qualification : B.A.(Visual Communication)

Professional qualification : Diploma in Graphics and 3D Animation at Starlight Graphics, Tambaram.

3 yrs training June 2014- April 2017

Experience: 2 years experience as a faculty in ‘Image’ centre, Trichy

Language known: English and Tamil

Address: YYYY

E.mail id : xxxx2015@gmail.com

Mobile No : 9876543210

Extra Curricular Activity : Computer knowledge and good communication skills

Expected Salary : 15,000 / Month

Declaration

I, XXXX hereby declare that the information which I have furnished is true to the best of my knowledge.

Signature,

xxxx.

Address on the cover:

TO

The Human Resource Director,

MM Graphics,

Triplicane,

Chennai 5.

2. Block Advertisement

Female IELTS Teachers Required

Postgraduates in English with a minimum

of 3 years experience.

Must be bold and confident

Good salary, transport and food allowance

provided. Apply to:

Arv Institute of Languages,

149B, Bose Road, Coimbatore

Ph: 98400 xxxxx

Email: arvbe@ymail.com

24th J anuary 2018.

From

XXX,

3A, First Floor,

Agrini Enclave,

Andalpuram,

Madurai 3.

To

The Chairman,

ARV Institute of Languages,

149 B, Bose Road,

Coimbatore.

Sir,

Sub: Post of IELTS teacher - application for - reg.

Ref: your advertisement - The Hindu - 10th June.

Greetings.

With reference to the advertisement quoted above, I apply for the post of an IELTS teacher. I did my B.A (Eng) and M.A (Eng) in Lady Doak College, Madurai from June 2008 to April 2013. I have got First class in both in B.A and M.A.

Our English Department has arranged to each students in IELTS and I have taught the students for 4 yrs. I hope to my best, if appointed. I herewith enclosed the Bio-data. 

Thank you

Yours Sincerely,

 XXX. 

Resume/Curriculum Vitae

Name: XXX   

Father Name: Mr. A.Ansari

Sex: Female

Date of birth : 05 06-1980

Nationality : Indian

Religion : Muslim

Education qualification : B.A.(Eng) M.A.(Eng)

Professional qualification : B.Ed.

Experience: 2 years experience as a faculty in SW college, Trichy

Language known: English and Tamil

Address: YYYY

E.mail id : xxxx2015@gmail.com

Mobile No : 8883375808

Extra Curricular Activity : Computer knowledge and good communication skills 15,000/Month

Expected Salary : 15,000 / Month

Declaration

I, XXXX hereby declare that the information which I have furnished is true to the best of my knowledge.

Signature,

xxxx.

Address on the envelope:

To

The Chairman,

ARV Institute of Languages, 

149 B, Bose Road, 

Coimbatore.