WRITING SECTION I:
Informal Letters:
·
Informal
or personal letters are those you write to people you know – friends, cousins,
aunts, uncles, etc.
·
Informal
letters should be friendly, chatty and relaxed as though you're talking to the person.
·
You
sign an informal or personal letter using phrases like – Best Wishes, Love,
Yours truly, Lots of love etc.
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46
Riverview Park,
Your address  Glentown,
Dublin
23
The date 15th Ferruary, 2020
Dear Jim,  The opening greeting
How are things in
Wicklow? I have not seen you for ages so I decided to write and give you all
the news from Glentown.
Paragraph 1
The football team is
doing really well this season. We have reached the semi-final of the Cup. The
new goalkeeper we got after you left is great. He has not let in a goal in
the last three matches.
Paragraph 2
My sister, Sandra,
has just had a baby girl, so I am now an uncle. Maybe I will be able to make
some money from baby-sitting and then I can come down on the train to visit
you.
Paragraph 3
Write soon and let me
know all the news.
Your friend, The closing
Martin Your signature
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Formal Letters:
Formal letters are business like and get
quickly to the point. Formal letters are different to personal letters. You do
not write in a chatty manner or use slang. For example, you would write a
different letter to your Principal inviting him to your class JCSP graduation
as you would to your friend.
Formal letters are usually written for
some of the following:
– To apply for a job.
– To make a complaint.
– To order goods.
– To the editor of a newspaper.
– To ask for something – a form, an
appointment.
– To ask for information.
– To make a booking for a holiday etc.
– To invite someone to an event or to
visit such as a school open day or a JCSP celebration.
Points
to note:
·
The
sender's address (your address), is on the top right-hand corner.
·
The
address of the company/person to whom the letter is being sent is written on the
left-hand side.
·
When
you do not know the name of the person to whom you are writing, you may start
with 'Dear Sir/Madam'.
·
If
you begin with 'Dear Sir/Madam', you
end the letter with 'Yours faithfully',
and your full name.
·
If
you know the name of the person you are sending the letter to e.g. Dear Ms Smith, you end the letter with
‘Yours sincerely’ and your full
name.
·
Remember
to use capital letters, full stops and commas.
·
Use
paragraphs in your letter – at least 3
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65 Roselawn
Avenue,
Your address
Riverside,
Dublin 19.
The date
6th May 2019
Mail Order Department,
Unisport Ltd., The name & address of the person
and company you are writing to
26B Ardmore Industrial Estate,
Hightown,
Co. Cork.
Dear Sir/Madam, If you don’t know the name of the
person you are writing to use Sir/Madam
I would like to order a pair of
trainers, which you advertised in today's 'Evening Herald'.
Paragraph 1 give the reason you are writing
Please send me a pair of trainers, size
five. I enclose a Postal Order for $25.
Paragraph 2 you write the main point of the letter
I hope that the trainers can be sent to
me without delay.
This last paragraph sums up and finishes the letter
Yours faithfully, This is the ending you use if you do not know the
person to whom you are writing
Mark Black.
Your signature
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Exercise 1: Phrases
for informal letters. Finish the sentences with appropriate endings or
further
comments:
- Dear…
- How
are …
- Hope
everything is …
- We should get together. How about …
- Please
let me know if you can …
- How
about we …
- I’m
sorry to hear about
- I
need to ask a favour. Can you …
- Hope
to see you …
- That reminds me of
…
- Write
…
Exercise 2: Write informal letters using the following subjects.
·
Write
a letter to a friend who enjoys sport. You saw him or her last week and want to
arrange to meet up again soon.
·
Write
a letter to a friend to invite them on holiday. Give him or her some details
about where you are going and what you can do there.
·
Write
a letter to an extended family member you have not seen in years. Ask how they
are doing and give details about what you are up to.
·
Write
a letter to your cousin who is has just lost his/her job. Express your sympathy
and ask how you can help. Tell them about a new job opening in your company.
·
Write
a letter to your grandparents telling them about your new house, your plans for
decoration and invite them to visit you.
Exercise
3: Phrases for
formal letters. Finish the sentences.
- I would
like to thank you for …
- I would
like to request that …
- Would
it be at all possible for …
- I would
be grateful if you could …
- Please
find enclosed …
- Yours …
- Thank
you for your …
- Thanking
you in …
- Kind …
- Best …
- I would
like to place an …
- I am
sorry to have to inform you that …
Exercise
4: Write formal letters using the following subjects:
·
Write a letter to your bank
manager, asking for clarification about a problem with your account
·
Write a letter applying for a job,
telling the manager why you would like the position and why you would be good
at the job
·
Write a letter of complaint to a
hotel where you had an unpleasant stay
·
Write a letter ordering some new
furniture and suggesting a good time for delivery
Exercise
5: Choose the correct one.
1. If you are writing a job application
letter but you haven't been given a named contact, how do you sign off your
letter?
A)
Cheers
B)
Yours faithfully
C)
Yours sincerely
2. If you are writing a letter to your
current employers, how do you finish the letter?
A)
Yours sincerely
B)
Yours faithfully
C)
All the best
3. If writing to your best friend, which
way of closing a letter would be best?
A)
Yours faithfully
B)
Yours sincerely
C)
All the best
4. When you are writing a formal letter to
a company, what information do you include?
A)
Your address
B)
Both your address and the company's address
C)
Your date of birth
5. True or false? Before you start a
letter, the most important thing to think about is who is going to read it.
A)
True
B)
False
6. If you were writing a letter to the
Housing Department to log a repair, how would you begin your
letter?
A)
Dear Fred
B)
Hi
C)
Dear Sir or Madam
7. If you are writing a letter of
complaint to the Housing Department because your repair has not
been dealt with, how would you
start your letter?
A)
I'm sick of this council.
B)
If you don't get someone out here quickly, I will call my MP.
C)
I am writing to report a problem with my bathroom.
8. If you are writing a complaint letter
to your local council, what is the best way to end the letter?
A)
Hope all is well.
B)
I look forward to hearing from you as soon as possible.
C)
Send someone round here now or else.
9. You are writing to a mail order company
to request a catalogue. What should you include in your letter?
A)
the exact name of the catalogue
B)
The reason you need the catalogue
C)
what you like about the company
10. What do the letters 'SAE' stand for?
A)
signed addressed envelope
B)
stamped addressed envelop
WRITING SCTION II:
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CURRICULUM VITAE and APPLICATION FORM
|
A curriculum vitae (CV or vita) is a written overview of a person's experience and other
qualifications for a job opportunity. In some countries, a CV is typically the
first item that a potential employer
encounters regarding the job seeker and is typically used to screen applicants,
often followed by an interview. CVs may also be requested for applicants to
postsecondary programs, scholarships, grants and bursaries.
Now, there is no golden rule and not
every CV has the same sections. A lot depends on your experience, and where
you’re applying to. Though, some parts do stay the same.
The Must-have Sections to include in
a CV:
1.
Contact information
2.
Education
3.
Work experience
4.
Skills
Optional Sections to include in a
CV:
1.
Certifications and awards
2.
Languages
3.
Personal projects
4.
Volunteer Experience
Exercise. Look at a Poor and a
Good CV samples. Write your own CV.
Example
of Poor CV
|
CURRICULUM
VITAE
John E B Good
10 The Parade
Mytown
Mytown County
MC1 50L DOB
23/10/72
Status: Single
Employment Experience:
Aug 1995 - Feb 1996 Surgical House Officer to Mr Likme Cloggs, consultant
breast surgeon and Clinical tutor, Trustworthy NHS Trust, Nearby Town
Feb 1996 - Aug 1996 Medical House Officer to Prof.
S S Toobe, consultant mitochondria list, University Teaching Hospital, City
Aug 1996- Aug 1997 snakebite pancreatitis audit at
Bushtucker Hospital, New South Wales
Aug 1997- Feb 1998 SHO to Dr Smith and Dr Jones,
consultants in general medicine and A&E, Tiny DGH, Somewhere
Feb 1998- Aug 1998 SHO to Dr B L C Bubb,
consultant cardiologist, Bigger DGH, Somewherelse.
Aug 1998- Feb 1999 Senior House Officer to Dr. OB
Kenobi and Dr BU Force, consultant nephrologists and RCP tutor, GRI NHS
co-operative trust, Customer Town
Education:
A Medical School 1989 – 1995, University Hospital
Graduated (MB ChB) 1995
Passed part one of the MRCP exam.
1990 Alevel Maths, Physics Chemistry, all grade
As.
1993 – intercalated BSC in Biochemistry. Research
dissertation on the biochemical pathophysiology of haematenuresis nocturnae,
Co-author of article in British jounal of irrelevance with Prof. S Orbor.
(Br. J Irr 23(4); 1994 pp(245-254)
Practical Skills
In the course of my previous jobs, I have had to
use academic nouse to solve practical problems, learned practical skills such
as chest drains and central lines. I am fully versed in the adage ‘see one,
do one’. I am very good with my hands and think that a career in invasive
radiology, or perhaps cardiology would be ideal. Other practical skills
include arterial lines, intubation during cardiorespiratory arrests and rigid
sigmoidoscopy. I have also looked after the intensive care and coronary care
units whilst on-call.
Outside Interests:
Chairman of the Medical school charity ‘medical
school charity’ 1993
Lay member of
university hiking club
Audited case notes for quality of patient information in 1998
Secretary of Scandinavia appreciation club (SAC)
1994 (devised fresher’s week motto: “get ‘em in the SAC”)
Snakes, reptiles and marsupial collection
Internet
References:
Dr. OB Kenobi
Consultant Nephrologist
GRI NHS co-operative trust
Customer Town
Dr BU Force,
Consultant Nephrologist and RCP tutor
GRI NHS co-operative trust
Customer Town
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Example
of a Good CV
|
Christopher
Morgan
Address: 177 Great
Portland Street, London W5W 6PQ
Phone: +44 (0)20 7666
8555
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OBJECTIVE
|
Provide
analysis data support in a company as Data Analyst.
|
|
WORK
EXPERIENCE
|
04/2014 - 04/018
Data Analyst, GHT Company,
Madrid Spain
Responsibilities:
- Establish operation strategy in a
team for improving sales
- Prepare data and information for
making regular report data analysis
- Perform data analysis for complex
data and files
03/2012 – 05/2014
Data Analyst, Startup Corporation, Madrid Spain
Responsibilities:
- Composed Java program for
interfacing with Oracle database
- Performed data analysis especially
financial data
- Performed statistical data
analysis using STATA
- Showed data analysis
in regular meetings for creating new program
|
|
|
EDUCATION
|
2004 - 2008
Bachelor
Degree of Computer Science, Technical University of Madrid
2002 - 2004
Certified
as Data Analyst, Data
Analyst Certification, Technical University of Madrid
|
|
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ADDITIONAL
SKILLS
|
Microsoft
Office package: Microsoft Word, Excel, Access
Database
operation: Microsoft Office Access, Oracle 8i
Statistical
operation: SPSS, STATA
Programming:
C++, SQL, HTML
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LANGUAGES
Spanish-C1
Chinese-A1
German-A2
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REFERENCES
|
References
available on request
|
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The
Application Form
This is a printed (online) form requesting all sorts
of information from you, ranging from straightforward biographical
details, work experience, education, special awards and achievements
to paragraphs describing your personal development, including such things as
your career goals and aspirations, your successes and failures in life and what
you have learned from them, and your personality. It can be for a job, an internship, or a
university application. It is important to take time to
prepare adequately for the task of filling in an application form. Let the
application form be a convincing commercial for you. Remember that these forms
are designed and used to screen you out rather than in, so you need to put much
thought and research into answering each question.
Exercise 1:
Choose
the correct answer.
1. Applications can be
a. online
b. paper
c. mailed or emailed to you
d. all of the above
2. Applications are used by
a. some employers
b. all employers
c. most employers
d. only large firms
3. If unsure whether a
female is married when you are writing to her, you should
a. write her first and last name only
b. write Miss
c. write Ms.
d. write Mrs.
4. When completing an online
application
a. you may miss something if you go too quickly
b. you may be able to save it in stages
c. it could take more than one hour to complete
d. all of the above
5. Which is not general
advice for completing a job application
a. type it
b. read it over before sending
c. print clearly
d. spell correctly
Exercise 2. Tick
all the things that you write on a CV.
1. date of birth Yes No
2. friends Yes No
3. address Yes No
4. languages spoken Yes No
5. family Yes No
6. references Yes No
7. pets Yes No
8. telephone number Yes No
9. education history Yes No
10. email address Yes No
11. work experience Yes No
12. favourite food Yes No
13. skills Yes No
Exercise
3. Fill in the following sample Employment Application Form.
|
APPLICATION
FOR EMPLOYMENT
|
|
PLEASE COMPLETE PAGES 1-5.
|
DATE _________________________________
|
|
Name
_______________________________________________________________________________________________
|
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Last First Middle Maiden
|
|
Present address
_______________________________________________________________________________________
|
|
Number Street City State Zip
|
|
How long ____________________
|
Social Security No. _______ – _____ – _________
|
|
Telephone ( )
|
|
If under 18, please list age _____________________
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|
Position applied for (1)________________________
and
salary desired (2) ________________________
(Be
specific)
|
Days/hours available to work
No
Pref _______ Thur _________
Mon
_________ Fri __________
Tue
__________ Sat __________
Wed
_________ Sun _________
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How many hours can you work weekly? _________________________
Can you work nights? ________________________
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|
Employment desired FULL-TIME ONLY PART-TIME
ONLY FULL-
OR PART-TIME
|
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When available for work?______________
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_____________________________________________________________________________________________________
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TYPE OF SCHOOL
|
NAME OF SCHOOL
|
LOCATION (Complete mailing address)
|
NUMBER OF YEARS COMPLETED
|
MAJOR & DEGREE
|
|
High
School
|
|
College
|
|
Bus.
or Trade School
|
|
Professional
School
|
|
HAVE YOU EVER BEEN CONVICTED OF A CRIME? No Yes
|
|
If yes, explain number of conviction(s), nature of offense(s)
leading to conviction(s), how recently such offense(s) was/were committed, sentence(s)
imposed, and type(s) of rehabilitation.
___________________________________________________
|
|
_____________________________________________________________________________________________________
|
|
|
|
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DO YOU HAVE A VALID DRIVER’S LICENSE? Yes No
|
|
What is your means of transportation to work?
_______________________________________________________________
|
|
Driver’s license number ____________________________ State of
issue _______ Operator
Commercial
(CDL) Chauffeur
|
|
Expiration
date ______________________
|
|
Have you had any accidents during the past three years?
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How many? ___________________
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|
Have
you had any moving violations during the past three years?
|
How
Many? ___________________
|
|
Is
there any existing physical disability that would prevent you from performing
fully the duties of the job for which you are applying?
|
|
Yes No
|
|
Please list two professional references.
|
|
Name ________________________________________
|
Name _____________________________________________
|
|
Position _______________________________________
|
Position ___________________________________________
|
|
Company _____________________________________
|
Company __________________________________________
|
|
Address _______________________________________
|
Address ___________________________________________
|
|
______________________________________
|
___________________________________________
|
|
Telephone ( )
|
Telephone ( )
|
|
An application form sometimes makes it difficult for an
individual to adequately summarize a complete background. Use the space below
to summarize any additional information necessary to describe your full
qualifications for the specific position for which you are applying.
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WRITING SECTION III:
An essay is
a short piece of writing that discusses, describes or analyzes one topic. It
can discuss a subject directly or indirectly, seriously or humorously. It can
describe personal opinions, or just report information.
Here's a pretty
simple format you can follow:
- Open with an introduction paragraph that does the following things:
- catches the reader's attention;
- identifies the thing you'll be reviewing (e.g.,
the title of the book or movie);
- identifies the author, star, or director, if
appropriate.
- Write a full paragraph about each of the aspects you want to examine,
making sure each paragraph does these things:
- opens with a topic sentence that says what the
paragraph is about;
- has several detail sentences that prove the
point you are trying to make;
- uses quotes or examples from the book or
movie, if possible, to help prove your point.
- End with a conclusion paragraph that does the following:
- *briefly* restates the main ideas of the review;
- makes a judgment about the book or movie or whatever,
saying whether it is good or bad (some reviewers give ratings, like four
stars or two thumbs up);
- recommends that the reader go to the movie or
read the book or buy a meal at the restaurant (or not, if it is no good).
What
Is an Introduction?
An
introduction is the first paragraph or two of an essay. It tells the reader
what the essay is about and provides background for the thesis (main idea).
What
Is a Thesis?
The thesis statement tells the main idea—or most
important idea—of the essay.
What is topic sentence?
Each new idea begins with a topic sentence. It is
usually the first sentence of each paragraph and tells what this paragraph is
about.
What is supporting ideas?
Supporting ideas help to convince your reader that
your main idea is a good one.
What
Is a Conclusion?
The concluding paragraph is separate from the other
paragraphs and brings closure to the essay.
Transitional Words and Phrases
Transitional words and phrases connect what a reader
has already read to what the reader is going to read. They give the reader an
idea of the relationships between the various ideas and supporting points.
They also help to show the relationship between sentences.
These words can help you talk about time
and the relationship between events: today,
tomorrow, next week, yesterday, meanwhile, about, before, during, at, after,
soon, immediately, afterward, later, finally, then, when, next, simultaneously,
as a result
These words can help you show the order of ideas:
first, second, third, finally, lastly, most
importantly, of least importance
These words can help you show location:
above, over, below, beneath, behind, in
front of, in back of, on top of inside, outside, near, between, beside, among,
around, against, throughout, off, onto, into, beyond
These words can help you compare or demonstrate
similarity:
also, as, similarly, in the same way, likewise, like
These words can help you contrast or demonstrate
difference:
in contrast, however, although, still, even though,
on the other hand, but
These words can help you add information:
in addition, for instance, for example, moreover,
next, likewise, besides, another, additionally, again, also, in fact
These words can help you clarify a point:
in other words, for instance, that is, just to
reiterate, in summary
These words can help you add emphasis to a point that
you are making:
truly, in fact, for this reason, again, just to
reiterate
These words can help you conclude or to summarize:
all in all, lastly, as a result, in summary,
therefore, finally
There are many different kinds of essays. The most common ones are
Argumentative,
Cause / Effect, Compare/ Contrast, Descriptive essays.
I) The descriptive
essay provides details about how something looks, feels, tastes, smells,
makes one feel, or sounds.
There are some useful
words and expressions we use when we write essays describing graphs, tables and
pictures.
X increased
/ rose / grew from … to ...
Y decreased
/ fell / dropped / declined from ... to…
There
was a / an increase / rise / growth
in X
There
was a decrease / fall / drop / decline
in Y
X
peaked at / reached a peak of...
Y
levelled off at...
Z
fluctuated between...
X
remained constant at...
X
rose gradually/ steadily/sharply / dramatically to reach ... in 2016
There
was a gradual/ steady / sharp / dramatic fall to ... in 2016
rising / soaring / falling /
plummeting prices ...
X
had doubled / halved by 2016
This
trend continued / was reversed in
...
- From the graph, we can clearly
see that………………
- Following that, …….
- After that, ……………
- Then, ……………
- However, …………
- Surprisingly, …………..
- Next, ……………………
- Finally, ………
- In comparison, the highest jump
was………
- recorded a fall of ….. in ……….
II) In two or three-concept essays, they ask about:
- Effects
/results, outcomes, consequence/
-
Causes / reasons, factors, occasion/
- Solution
-
Advantages / pros, benefits, reward, vantage/
-
Disadvantages / cons, drawbacks, handicap, detriment/
P1: Introduction- short 3-4 sentences
It
is undoubtedly true that…./restate the topic/
It is a well known fact that……
It goes without saying that…….
It is undeniably true that………….
P2: Effects /2-3 sentences/
To
begin with……
To start off with …..
First
and foremost…… there are 3 effects….
P3: Solutions /2-3 sentences/
Besides
that …….there are 3 feasible solutions…..
After each paragraph, write
conclusions:
In
a nutshell, ……..
To cut it short, …….
All
in all, ………
To make a long story short, …………
To
summarize, ………..
P4: Conclusion /3 sentences
-
Restate thesis
- give your opinion
- I truly believe….
-
wish in the future
- I sincerely wish that….
III) Argumentative essay / agree,
disagree/. Usually have 5 paragraphs. It is debatable, controversial essay. The
essay explores two sides of a topic and proves why one side or position is the
best.
- Introduction: 3-4
sentences /don’t give any of your answers in the introduction/
- Paragraph 1: reason №1.
My
main argument is …………..
- Paragraph 2:
reason №2.
My
next argument is …………..
- Paragraph 3: Why people
disagree-support
However,
many others would argue and disagree that ……I understand their point of view,
but I can not agree with it. I still feel that ...
- Conclusion: open your
mind again. 2 sentences.
In
a nutshell, I understand that everything in this world has its own good or bad
points. Nonetheless, I would still make a stand and agree that.......
Exercise
1. Match the questions to the answers.
1.
What is an introduction? a.
sentences that follow the introduction, that
are all related to a single topic
2.
What is the thesis statement? b. the final paragraph and summarizes the
information discussed in body paragraphs
and paragraph’s controlling idea
3.
What are body paragraphs? c. a sentence with a single controlling idea
which supports and develops the paragraph
4.
What are topic sentences? d. the first paragraph and introduces the main
idea
of your essay
5. What is
conclusion? e. the main
idea of the essay stated in a single
sentence
6. What are
linking words? f. They explain
and develop the topic sentence
7. What are
supporting sentences? g. They link two
parts of a sentence.
8. What are
conjunctions? h. They show relationships
between ideas join
2 or more sentences or clauses.
Exercise
2. Choose the
correct answer.
1. Overall
crime rates have steadily _________ over the past three years.
a.
dramatically b. dropped c.
fluctuate
2. The cause/effect essay _________ why or how some event happened.
a.
explains b. decreases c.
argues
3. The narrative
essay _________ a story.
a. uses b. happens c.
tells
4. The essay _________ in the form of step-by-step instructions, or
in story form, with
the instructions/explanations subtly
given along the way.
a.
could
b.
could be
c.
was
5. The writer _________ serious
or funny, but always tries to convince the reader of
the
validity of his or her opinion.
a. can
either be
b. can
openly
c. can
writ
Exercise 3:
Describe the pie chart below.
The
pie charts below show the online sales for retail sectors in New Zealand in
2003 and 2013.
Summarize
the information by selecting and reporting the main features, and make
comparisons where relevant.
The graph below shows the number of books read by men and
women at Burnaby Public Library from 2011 to 2014.
Summarize the information by selecting and reporting the main features,
and make comparisons where relevant.
Write at least 150 words.
Model answer
The graph gives information about
Burnaby Public Library between 2011 and 2014. It shows how many library books
people read over this four-year period.
As can be seen from the graph,
there were different trends for men and women. The number of books read by men
increased steadily between 2011 and 2012, from about 3000 to 4000. After that,
the number rose dramatically to 14000 books in 2014. This was the highest
figure in the period.
Women started off reading more
books than men, but their numbers followed a different pattern. Between 2011
and 2012, there was an increase of 3000 from 5000 books to 8000 books, and then
a gradual rise to 10000 books in 2013. However, in 2014, their numbers fell
back to 8000 again.
Overall, there was a strong
upward trend in the number of books read by men. Although women read more books
than men in 2011, their reading fell to below the level of men in 2014. (162 words)
WRITING SECTION IV:
Writing the report: The Essential Stages
All reports
need to be clear, concise and well structured. The key to writing an effective
report is to allocate time for planning and preparation. With careful planning,
the writing of a report will be made much easier. The essential stages of
successful report writing are described below. Consider how long each stage is
likely to take and divide the time before the deadline between the different
stages. Be sure to leave time for final proof reading and checking.
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Stage
1
|
Understanding
the report brief
|
This first
stage is the most important. You need to be confident that you understand the
purpose of your report as described in your report brief or instructions.
Consider who the report is for and why it is being written. Check that you
understand all the instructions or requirements, and ask your tutor if
anything is unclear.
|
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Stage
2
|
Gathering
and selecting information
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Once you
are clear about the purpose of your report, you need to begin to gather
relevant information. Your information may come from a variety of sources,
but how much information you will need will depend on how much detail is
required in the report. You may want to begin by reading relevant literature
to widen your understanding of the topic or issue before you go on to look at
other forms of information such as questionnaires, surveys etc. As you read
and gather information you need to assess its relevance to your report and
select accordingly. Keep referring to your report brief to help you decide
what is relevant information.
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Stage
3
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Organising
your material
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Once you
have gathered information you need to decide what will be included and in
what sequence it should be presented. Begin by grouping together points that
are related. These may form sections or chapters. Remember to keep referring
to the report brief and be prepared to cut any information that is not
directly relevant to the report. Choose an order for your material that is
logical and easy to follow.
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Stage
4
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Analysing
your material
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Before
you begin to write your first draft of the report, take time to consider and
make notes on the points you will make using the facts and evidence you have
gathered. What conclusions can be drawn from the material? What are the
limitations or flaws in the evidence? Do certain pieces of evidence conflict
with one another? It is not enough to simply present the information you have
gathered; you must relate it to the problem or issue described in the report
brief.
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Stage
5
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Writing
the report
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Having organised
your material into appropriate sections and headings you can begin to write
the first draft of your report. You may find it easier to write the summary
and contents page at the end when you know exactly what will be included. Aim
for a writing style that is direct and precise. Avoid waffle and make your
points clearly and concisely. Chapters, sections and even individual
paragraphs should be written with a clear structure. The structure described
below can be adapted and applied to chapters, sections and even paragraphs.
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Stage
6
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Reviewing
and redrafting
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Ideally,
you should leave time to take a break before you review your first draft. Be
prepared to rearrange or rewrite sections in the light of your review. Try to
read the draft from the perspective of the reader. Is it easy to follow with
a clear structure that makes sense? Are the points concisely but clearly
explained and supported by relevant evidence? Writing on a word processor
makes it easier to rewrite and rearrange sections or paragraphs in your first
draft. If you write your first draft by hand, try writing each section on a
separate piece of paper to make redrafting easier.
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Stage
7
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Presentation
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Once
you are satisfied with the content and structure of your redrafted report,
you can turn your attention to the presentation. Check that the wording of
each chapter/section/subheading is clear and accurate. Check that you have
adhered to the instructions in your report brief regarding format and
presentation. Check for consistency in numbering of chapters, sections and
appendices. Make sure that all your sources are acknowledged and correctly
referenced. You will need to proof read your report for errors of spelling or
grammar. If time allows, proof read more than once. Errors in presentation or
expression create a poor impression and can make the report difficult to
read.
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Exercise 1: Write a report using the
following topics.
·
Industrial
Technology: write a recommendation report about improving safety in the classroom
or a progress report about your project (clock making, race car construction,
welding, automotive work).
·
English:
write a progress report on your work this semester (where have you succeeded;
where can you improve). Write a recommendation report to the school principal
or school district proposing:
-
a new, expanded parking lot
-
new swimming pool
-
new competitive sports
-
new art courses in jewelry
-
a new computer lab
-
a school television or radio station
-
improved tennis courts
-
better cafeteria options (name brand food services)
-
on-campus day care centers
-
earlier dismissal for college-now courses
·
Science:
write a laboratory report about one of your projects (including the purpose of
the project, equipment used, activities accomplished, and lessons learned).
·
Social
Studies: write a status report and/or recommendation report about stocks
and bonds you’ve purchased (a mock purchase works well). How are you doing,
should you sell, should you buy?
·
Art:
write a trip report about a museum visit.
·
Physical
Education/Health: write a feasibility report studying a health-related
problem (smoking, obesity, anorexia, etc.). Then suggest solutions to the
problem.
·
Elementary:
your class has been studying biodegradable substances. After burying an item
and then digging it up, write a report on the findings.
Exercise 2: When you have completed writing
your technical report, refer to the following checklist.
Put a cross in each of the following
checkboxes when you are happy that you have achieved each point.
Are the purpose and aims clear?
Are readers needs taken into account?
Are the main points included?
Are the points supported by evidence?
Is all the information relevant to the purpose?
Is there any (unnecessary) repetition?
Is the order logical?
Are the headings and numbering clear?
Is the information presented clearly?
Do figures add up?
Is there a good use of graphics?
Is the language clear and easy to understand?
Is the style formal?
Is the tone suited to the purpose?
Are the any unnecessary words or phrases?
Is the grammar and punctuation correct?
Is the spelling ok?
Are the conclusions and recommendations clearly linked to
the purpose
and
based on finding.
SPEAKING SECTION I:
Some
tips to make a good impression at interview
1. First impressions
The obvious one – first impressions count!
You need to smile and make sure you have a firm handshake without breaking
anyone’s bones. Eye contact is vital so keep your gaze just a few seconds
longer than usual, without looking like a lunatic.
2. Questions and answers
Let the interview committee lead the
interview but remember that you don’t have to wait until the end of the
interview to ask questions. While they’re telling you all about the job and the
company, questions from you at this point will emphasize your interest in the
position. They may start with the question “Tell us about yourself and your
experience, and why you think you would be the best candidate for the job”.
This is where it helps to have your elevator speech handy as a brief
introduction to whom you are and what you can do. Give examples of your
technical and transferable skills and show how these will help you with aspects
of the job.
3. And again – your turn
Have questions ready to ask. It’s really
important that you ask relevant questions about the job, the company, your
prospects within the company… Show the panel that you’ve gone the extra mile
and taken the time to find out that bit more about the company – it will
definitely go in your favor. Sods Law dictates that they will answer your best
question during the conversation, before you’ve had a chance to ask it, but
don’t worry about this all through the interview. It’s automatic to experience a feeling of
dread at this point, when you think that you’re not going to have any killer
questions to ask at the end. But
worrying about it only distracts you from the interview process, so if this
happens, let it slide. Just remember to let the interview panel know that you
were keen to ask a particular question, but they had already answered it
earlier. It will also serve as a recap and you might be able to think of
something else related to it on the spot.
4. Preparation
Before the interview (not the night before
– do give this some thought) you should consider how you handle situations like
interviews. A common question from an interviewer will be “What makes you
nervous”? Have some idea of how you will answer this. They want to know how you
handle stressful situations and an interview is a prime example. How will you
answer a question like “What are your salary expectations”? A difficult one if
you don’t know whether you are over or under selling yourself. Figure out what
your strengths and weaknesses are – you need to be able to say what you’re good
at and what you’re not so good at. But, do remember to add how you have
overcome this weakness using an example e.g. nervous speaking in front of
groups = attended a course on PowerPoint presentations/public speaking and am
now much better at it!
5. Your reasons for wanting the job
Ask yourself why you want this job because
you’ll likely be asked this on the day. Only you know the answer and you need
to make it a good one. Just because you need a job isn’t a good enough reason
for someone to hire you. Ask yourself what you actually know about the company.
Are you interested in a long-term career or is this simply a stopgap for you?
They might ask you where you see yourself in 6 months’ or 5 years’ time – how
will you answer this. Easy if you see yourself long-term with the company, but
not so easy to answer if you don’t.
6. Dress Code
To add to our recent article, “Got an
Interview, what to Wear, what to Wear” make sure that you dress professionally.
Casual is not good and gives the wrong impression. Of course, this will
entirely depend on what type of job you are applying for, but for a
professional career position, get it right and buy that killer suit.
7. Be enthusiastic!
You’ve been invited for interview because
they believe you can do the job. It’s just down to you on the day to show that
you can do it better than anyone else they might be interviewing. Even if you
don’t tick all the boxes for the job criteria, I’ll bet you have something just
as good or even better to offer. The interview panel don’t know this yet, so
you have to tell them. Don’t be negative about a past (or present) employer,
working conditions etc., as this will give a really bad impression. Try to show
that you are flexible and willing to take on responsibility.
8. Timing is critical
Whatever happens don’t be late! Arrive 10 minutes before – and if you’re too
early then take a walk around the block.
Just don’t leave it until 5 minutes before the interview is due to
start, because the interview room might be some distance away from the
reception area you have reported to. You don’t want to hurried up 3 flights of
stairs and arrive out of breath and stressed.
9. No coffee stains please…
Sometimes, you might be required to take
your references with you, so make sure you have these ready and in good
condition in a folder. Don’t expect an interviewer to be impressed if you hand
over evidence of your capabilities with coffee mug rings as your personal logo.
10. The evening before the interview
I’m not going to say try to relax the
evening before because you won’t. If you really want the job, you’ll be pretty
nervous. That’s natural – and that’s the best advice anyone can give, to just
be natural and be you. That’s the person they’re looking for. Good Luck!
Interviewing
for a Job
1. Tell me something about yourself
2. What kind of position are you looking
for?
3. What plans do you have for the future?
5. Tell me about your previous work
experience
6. What did you accomplish at your
previous job?
7. What would you need to be a satisfied
employee?
8. Is salary important to you?
9. Why do you want to work for our
company?
10. Are you willing to relocate?
11. When you are in the office, would you
be able to leave your personal problems at home and concentrate on your work?
How would you accomplish this?
12. Are you a self-starter? Do you like to
get precise directions, or would you rather try figure
something out?
13. What are your strong points? What are
your weaknesses?
14. How do you deal with stress on the
job?
15. Can you accept criticism from others?
16. What can you do for our company? In
what ways can you contribute to our team?
18. How long are you planning to work with
us in our company?
19. What do you know about our company?
Why did you choose to apply for a job with us?
20. Do you have any questions you would
like to ask us?
SPEAKING SECTION II:
Tips for Effective
PowerPoint Presentations
Making a presentation puts you on public
display. An audience not only listens to your ideas, it also responds to the
way you use your voice and your body. You need more than a well written
presentation to make an impact. You will also need to deliver it in a lively,
flexible and interesting way.
General Presentation
§ Plan carefully.
§ Do your research.
§ Know your audience.
§ Time your presentation.
§ Speak comfortably and clearly.
§ Check the spelling and grammar.
§ Do not read the presentation. Practice the presentation
so you can speak from bullet points. The text should be a cue for the presenter
rather than a message for the viewer.
§ Give a brief overview at the start. Then
present the information. Finally review important points.
§ It is often more effective to have bulleted
points appear one at a time so the audience listens to the presenter rather
than reading the screen.
§ Use a wireless mouse or pick up the wired
mouse so you can move around as you speak.
§ If sound effects are used, wait until the
sound has finished to speak.
§ If the content is complex, print the slides so
the audience can take notes.
§ Do not turn your back on the audience. Try to
position the monitor so you can speak from it.
Fonts
§ Select a single sans-serif fonts such as Arial
or Helvetica. Avoid serif fonts such as Times New Roman or Palatino because
these fonts are sometimes more difficult to read.
§ Use no font size smaller than 24 point.
§ Use the same font for all your headlines.
§ Select a font for body copy and another for
headlines.
§ Use bold and different sizes of those fonts
for captions and subheadings.
§ Add a fourth font for page numbers or as a
secondary body font for sidebars.
§ Don’t use more than four fonts in any one
publication.
§ Clearly label each screen. Use a larger font
(35-45 points) or different color for the title.
§ Use larger fonts to indicate importance.
§ Use different colors, sizes and styles (e.g.,
bold) for impact.
§ Avoid italicized fonts as these are difficult
to read quickly.
§ Avoid long sentences.
§ Avoid abbreviations and acronyms.
§ Limit punctuation marks.
§ No more than 6-8 words per line
§ For bullet points, use the 6 x 6 Rule. One
thought per line with no more than 6 words per line and no more than 6 lines
per slide
§ Use dark text on light background or light
text on dark background. However, dark backgrounds sometimes make it difficult
for some people to read the text.
§ Do not use all caps except for titles.
§ Put repeating elements (like page numbers) in
the same location on each page of a multi-page document.
§ To test the font, stand six feet from
the monitor and see if you can read the slide.
Design and Graphical
Images
§ Use design templates.
§ Standardize position, colors, and styles.
§ Include only necessary information.
§ Limit the information to essentials.
§ Content should be self-evident
§ Use colors that contrast and compliment.
§ Too may slides can lose your audience.
§ Keep the background consistent and subtle.
§ Limit the number of transitions used. It is
often better to use only one so the audience knows what to expect.
§ Use a single style of dingbat for bullets
throughout the page.
§ Use the same graphical rule at the top of all
pages in a multi-page document.
§ Use one or two large images rather than
several small images.
§ Prioritize images instead of a barrage of images
for competing attention.
§ Make images all the same size.
§ Use the same border.
§ Arrange images vertically or horizontally.
§ Use only enough text when using charts or
graphical images to explain the chart or graph and clearly label the image.
§ Keep the design clean and uncluttered. Leave
empty space around the text and graphical images.
§ Use quality clipart and use it sparingly. A
graphical image should relate to and enhance the topic of the slide.
§ Try to use the same style graphical image
throughout the presentation (e.g., cartoon, photographs)
§ Limit the number of graphical images on each
slide.
§ Repetition of an image reinforces the message.
Tie the number of copies of an image to the numbers in your text.
§ Resize, recolor, reverse to turn one image
into many. Use duplicates of varying sizes, colors, and orientations to
multiply the usefulness of a single clip art image.
§ Make a single image stand out with dramatic
contrast. Use color to make a dramatic change to a single copy of your clip
art.
§ Check all images on a projection screen before
the actual presentation.
§ Avoid flashy images and noisy animation
effects unless it relates directly to the slide.
Color
§ Limit the number of colors on a single screen.
§ Bright colors make small objects and thin
lines stand out. However, some vibrant colors are difficult to read when
projected.
§ Use no more than four colors on one chart.
§ Check all colors on a projection screen before
the actual presentation. Colors may project differently than what appears on
the monitor.
Exercise.
a. Answer the questions below.
1.What is the difference between “overview” and “review”?
2. What should be the presenter’s position?
3. What should be the font size in a slide?
4. How should images be used in a presentation?
5. What is the maximum number of colors in one chart?
b. Prepare a presentation on the topic “ My
major-my future” with 10-12 slides.
