Module 4
Drafting Professional Documents
By Prof. Inderpreet Bhogal
Copyright/IPER UG/Inderpreet Bhogal/Communication Skills/2024
MODULE 4
• Drafting of Notices
• Agenda, Minutes of Meeting
• Job Application Letters
• Preparation of Curriculum Vitae
Copyright/IPER UG/Inderpreet Bhogal/Communication
Skills/2024
WHAT IS A NOTICE
Notices are a means of formal
communication targeted at a particular
person or a group of persons.
It is like a news item informing such person
or persons of some important event.
This can be an invitation to a meeting, an
announcement of any event, to issue
certain instructions, make appeals etc.
Copyright/IPER UG/Inderpreet Bhogal/Communication
Skills/2024
FORMAT OF A NOTICE
• Name of Issuing Organization/Authority
• Title – Write NOTICE to draw attention
• Date – Right or the Left-hand side
• Heading – Purpose of the Notice
• Body – Brief and to the point
• Writer’s Name – Name and Designation
Copyright/IPER UG/Inderpreet Bhogal/Communication
Skills/2024
CONTENT OF THE NOTICE
What - The notice should be clear about what is going to happen
Where – If the notice is about an event, the location must be written clearly
When – This is the time and the date of the event or meeting
Who – This will be who the notice is addressed to
Whom – And final detail should be whom to contact
Copyright/IPER UG/Inderpreet Bhogal/Communication
Skills/2024
MINUTES OF MEETING
Written record of the conversation and decisions
Are applicable to any kind of group within a company
Required for official record
Can be used to inform absent team members
Used in order to make future organizational decisions
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
+Date and time of the meeting
+Names of the participants
+Purpose of the meeting
WHAT TO
+Agenda items and topics discussed
INCLUDE
+Action items
+Next meeting date and place
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
METHOD OF WRITING MINUTES
+Minutes are written in simple past tense
+The secretary read out.., The meeting ended..
+Many items are written in passive voice
+The next meeting was fixed for.., The Secretary was Authorized
+Impersonal passive voice is used for recording decisions(mental action)
+It was decided that the committee be appointed…
+Use Subjunctive mood verb(action proposed, planned or intended)
+I move that Mr. Samant be appointed as…
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
JOB APPLICATION LETTER
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
WHY JOB APPLICATION LETTER
Also known as a cover letter is a letter you
Sent with the resume
Provide information on our skills and experience.
A way to “sell” ourselves to an employer
The letter will highlight your qualifications, skills, experience and achievements
Why you might be the best person for the Job
Well-written application will present a creditable picture of you
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
PROCESS – JOB APPLICATION LETTER
Read the job advertisement details
Review professional letter formats
Write a clear heading
Address the letter to the right person
Begin by expressing interest in the job
Describe your eligibility for the job
Highlight your attributes
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
CURRICULUM VITAE
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
WHAT IS A CV
+Latin phrase Curriculum Vitae means “course of life”
+detailed document highlighting professional and academic history
+CVs typically include information like
+Work experience
+Achievements and awards
+Scholarships or grants you’ve earned
+Coursework
+Research projects and publications of your work
+Submit a CV when applying for jobs in academia or jobs outside India.
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
DIFFERENCE BETWEEN CV & RESUME
+Important to note that resumes and CVs are not interchangeable
+A resume is a shorter-form document that provides a concise overview of
your previous roles, skills and details about your education. (The French
word résumé translates to “abstract” or “summary”.)
+A CV, on the other hand, is typically a longer, more detailed document
focused largely on academic coursework and research.
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4
HOW TO WRITE A CV
Contact Academic Professional Qualifications
information history experience and skills
Awards and Professional Grants and
Publications
honors associations fellowships
Personal Hobbies and
Volunteer
information interests
work
(Optional)
C O PY RI G H T / IP ER U G /I N D ER P RE E T
B H OG A L/C O M MU N IC AT I ON S K I LLS / 2 0 2 4 (Optional)
