ASSIGNMENT

Semester 1 Spring Drive 2013

B.A. Journalism and Mass Communication
Subject Name: Fundamentals of Communication Skills
Subject Code: BJ0028
(Book ID: B1026)

2 credits (30 marks)

All questions carry 10 marks. Answers for 10 mark questions should not exceed
more than 400 words.
Answer the following questions:
Question 1 - What is the structure of a business letter?

[10 marks]

Ans. Structure of a Business letter

The business letter contains following elements which are being placed two lines
below to each other except those are mentioned against them:
(i)

Heading: Many organizations use their letter head for writing business letters.

(a)

The name and address, telephone numbers, telegraphic address, etc. of the
organization is centred at the top.

(ii)

Date: This is very important information as it might act as a proof that you wrote on
a particular date.
(a) Type the date at left hand margin of the letter. Always remember to give name
of the month. Avoid date format in 10/9/2005.

(iii)

Reference: The advantage of writing a reference no. /file no. is that, it helps to
trace the letter at a later date.

(iv)

Inside Address: The complete address of the person whom you are addressing
should be written. Add Mr, Miss, and Mrs, Dr or Professor before the name of a
respective person as per marital status in case of woman. E.g.: Dr (Ms) Anita.

(v)

Salutation: This is vital part of the letter which is as good as wishing the person.
You may address like, Dear Mr Blackwell or Dear Sir/ Sirs or Dear Madam if you do
not know the name of person. Sales and circulars are addressed as Dear
Customer, Dear Subscriber etc.
(vi) Subject: This indicates to the reader what the letter is about. It saves the time
of reader.

(vii)

Body: You should organize the body of letter into paragraphs depending upon
matter of your communication. In opening paragraph, indicate reference to any
previously corresponded letters. If it is first letter, then write the intention of letter.
Second paragraph should contain main message and the following paragraphs,
further details if any. Finally, while finishing, you should clearly state any action that
you would take or expect from the reader to take.

(viii)

Conclusion: The conclusion is also known as complimentary close.

The following examples will help you decide correct conclusion:Salutation

Conclusion

Dear Mr. Rahul

Yours sincerely

Dear Sir / Dear Madam /Sir

Yours faithfully / Yours obediently/

Yours respectfully /Yours truly

Dear Member/Customer/Subscriber

Yours sincerely

(ix)

Signature: You should place your signature below the complimentary close. Four
line spaces below the complimentary close to write your name in full (without title)
and designation below it.

(x)

Enclosure: If you have to enclose any documents, you must mention it by encl..

Question 2 - What are the different types of reading?

[10 marks]

Ans. Reading Comprehension means understanding a written text.

Types of Reading are mentioned below:(i) Skimming When you are searching books in any book store/stall if you
find some books with the same title, but of different authors. You dont have
time to read all the pages before deciding on buying the book. Hence, you
quickly go through the contents, title page and the blurb (It is a slang
meaning, a short piece of writing that praises and promotes something,
especially a paragraph on the cover of a book). The type of reading that you
did in the bookstall is skimming.
(ii) Scanning
As you read a text, editorial or an article, you suddenly come
across a word that is not familiar to you. Naturally, you would like to know the
meaning of the word, for your own benefit. So you get the dictionary and
carefully find the word. You see the spelling, pronunciation, meaning and

also the various uses of the same word (if any). This type of careful reading,
to find out the specific, clear details, is known as Scanning. Here, you dont
just run your eyes across the page, but look into the information for specific
details.
(iii) Extensive Reading
Most of us have the habit of reading especially
when we are free or have a lot of leisure time. We might get hold of a novel,
a comic strip, a magazine etc. When we read for the pure pleasure of
reading we call it extensive reading.
(iv) Intensive Reading
When we read shorter texts like a research
paper, for getting specific details/ information we read slowly with a lot of
concentration. We use all the skills of reading when we do intensive reading.
(v) Loud and Silent Reading
Most of our day-to-day reading is done
silently. When we read an article or an advertisement, we are engaged in the
process of deriving meaning from the passage. When we read aloud our
concentration is divided between reading and speaking. This makes reading
difficult and may cause problems in understanding the matter. But there are
situations when we have to read things aloud, like the notices and circulars.
You need to read the instructions aloud to students or employees so that
there is no confusion later. Besides these extra-ordinary situations, most of
the time the natural way of reading is silent reading which is ideal and helps
comprehension.

Question 3 - Write a short note on the elements and structure of covering letters.
[5+5 = 10]
Ans. Covering Letter
First paper of job application read by a Personnel Manager,
which suggests to him whether you are fit or not for the requirements of his
company is known as covering letter. Covering letter must have following
elements:(i) You have to give the reference of post that you have applied for. Your
opening paragraph should be very effective to attract the employers interest
in you.
(ii) Your interest in the job. You should indicate your keenness to get the job.
(iii) Your suitability for job. Here you can write a brief paragraph about your
experience and skills that make you fit for the job. Your most impressive
details from Resume may be included here.
(iv) A statement of your availability for interview.
(v) Make sure you use good English and do the proof readings before you send
the letter with resume.

Structure of the Letter

Address of applicant and date: This is written on top of letter flushed with right
margin can be written on left margin also and after two line spaces the date can be
written. However, some may start with date and then after two line spaces, address
can be written.
Salutation: It is better to keep the salutation as Dear Sir or Dear Sirs and if you
are writing to a lady, make it Dear Madam. This is typed two line spaces after the
last line of address written above.
Subject: It is better to write the subject, which contains the vacancy you are
applying for. This is written immediately below salutation in bold if you are printing
it or underline in case of hand written.
Body: We have already discussed how to write a covering letter para 1 and sub
para (i) to (v). Follow those hints. Leave two line spaces after writing subject to start
the body of letter.
Complimentary Close: You should always end business letter with a firm or
positive note. This conclusion is also known as complimentary close. Dont be
vague in your closings such as, Thanking youetc. The close should agree with
the salutation that you have written. Leave four spaces to sign in your name after
complimentary close.
Signature: After your signature, dont forget to write your full name clearly below it.
Enclosures: This is written two line spaces after writing your name. Write clearly all
the documents that you are enclosing with your covering letter.