Unit – V

(Business English)

Definition and Process of Communication

Presentation Techniques
Paralinguistic Features
Writing an Advertisement
Report writing
Complaint letter
Proposal writing
Voices
Tenses
Direct and Indirect Speech
_________________________________________________________________

Communication

Communication is the most vital skill, which paves a road for every human kind to achieve their
benchmark in the race for dominance. To be a successful person in personal life and career, the
art of getting one’s message across professionally is very essential. Good communication is the
breath of organizations. In today’s world it is essential for learners to hone their communication
ability. Particularly in the field of engineering, communication skills has become very
prominent and vital. Employers want engineers with strong communication skills and they also
give great value to acquire diverse skills in different work environment.
Communication can be defined as:

Communication is the activity or process of expressing ideas and feelings or of giving people
information.

- Oxford Advance Learner’s Dictionary

Communication is a process by which information is exchanged between individuals through a

common system of symbols, signs or behavior.

- www.merriam-webster.com

The revolution in the IT industry and business globalization has brought technical
communication in academia and industry. In this competitive environment professionals and
technocrats are facing new challenges in developing communication, and acquiring knowledge,
hard skills and effective technical communication skills. Effective communication re-enforces
positive impression of the engineer.

HUMAN FACE-TO-FACE COMMUNICATION:

In communication, the speaker’s words are only a fraction of his efforts. The pitch and
tone of his voice, the speed and rhythm of the spoken word, and the pauses between those words
may express more than what is being communicated by words alone. Further, his gestures,
posture, pose and expressions usually convey a variety of subtle signals. These non-verbal
elements can present a listener with important clues to the speaker’s thoughts and feelings and
thus substantiate or contradict the speaker’s words.

In 1970, Prof. Mehrabian quantified this tendency: words, tone of voice, and body language
respectively account for 7%, 38%, and 55% of personal communication. His studies suggested
that we overwhelmingly deduce our feelings, attitudes, and beliefs about what someone says not
by the actual words spoken, but by the speaker’s body language and tone of voice.

https://www.rightattitudes.com/2008/10/04/7-38-55-rule-personal-communication/

PROCESS OF COMMUNICATION

Communication is a dynamic interactive process that involves ideation, encoding, transmission,

decoding and feedback. Study Fig. to understand the different stages of communication.

Sender converts Message Receiver Receiver

Sender
the idea into travels decodes respond
has an
words or over message s
idea
gestures channel

Ideation Encoding Transmission Decoding Feedback

Ideation (thought or idea)

The process of communication begins with ideation. It determines sender’s knowledge, context
of communicative situation and purpose of communication. There are two kinds of content in the
message, logical (factual information) and emotional (personal feelings and emotions).

Encoding

Encoding is the process by which the sender converts the idea into a message through some form
of logical and coded message. The encoder uses a medium to send a message through telephonic
communication, written communication, face-to-face communication and other communication
tools (channels). There are three basic options for sending messages that is speaking, writing and
non-verbal signs and symbols.

Transmission

Transmission is the process of conveying the sender’s message using proper channels- through
mail, telephone, memorandum or letter.

Decoding

Decoding is a process of translating words, signs, symbols into meanings. It involves

interpretation and analysis of a message. In written communication, decoding refers reading and
understanding and in the oral communication, it includes listening and understanding.

docshare.tips
Feedback

Response is the final stage of communication process. It refers to the action or reaction of the
receiver to the message given by the sender. It helps the sender to know if the message was
received and understood properly.

PARALINGUISTIC FEATURES:

The word ‘paralanguage’ is derived from Greek in which ‘para’ means ‘beyond’ or ‘beside’.

Paralinguistics are the aspects of spoken communication that do not involve words but they add
emphasis or shades of meaning to what is being said. They play a very crucial in communication
in such a way that it completely distorts the meaning intended when employed insensibly. In
communication, how one speaks is equally important as what is spoken. This aspect of
communication is used most often unconsciously. Interpreting one’s paralinguistic delivery is
equally challenging as that of interpreting spoken words. Good communicators make use of this
feature to a great extent in their presentations. Body language, gestures, facial expressions, tone
and pitch of voice are all examples of paralinguistic features.

Paralinguistic features fall into two categories.

1. Vocal paralinguistic features - The vocal qualities distinguish one’s voice from another.
Some person’s voice may be shrill, some may have nasal voice, and others may have flat voice.
It lends the quality of uniqueness.
Volume- It indicates how loudly or softly one speaks. It reflects whether the speaker is
confident, bold and assertive or scared and restless.
Pitch- Pitch variation is a significant factor in conveying the message. A high pitches voice
seems childish, whereas a low-pitched voice reflects credibility and maturity. The variation in
pitch otherwise called as ‘inflection’ adds to the effectiveness of speech. For example, a story
narration involves ups and downs in pitch and tone, without which it would lead to monotony,
boredom and drowsiness.
Tone – It reveals the emotion behind the spoken words. It indicates whether the speaker is gentle
or harsh. A high tone can indicate nervousness or a question and even anger in some people. A
low tone may indicate doubt or authority. An emphatic tone is the direct indicator of the
speaker’s enthusiasm and commitment.

Articulation- it is the way in which the words are pronounced faultlessly and clearly. It enables
the better understanding of the words pronounced and thereby facilitates the overall
understanding of the content. Poor articulation spoils the quality of the entire speech even though
the content is laudable.
Speed- it indicates the rapidity with which one speaks. It is correlated with composure and
assurance. For a communication to be successful, the speaker has to adapt to the pace of the
listener. It should neither be too fast nor too slow.
2. Body paralinguistic features
Artifacts- The appearance of a person (the speaker)- his/ her outfit, and his adornment holds
value to the speech delivery. One’s choice of color, clothing and other factors affecting
appearance are also a means of nonverbal communication.
Proxemics- indicates the use of space to signal attraction; the distance maintained by the speaker.
It stresses the relationship between the speaker and the listener.
Haptics- it refers to the use of touch in communication to express feeling. The use of this feature
varies; for example, in friendly conversations, touch expresses congeniality.
Kinesics- it involves the use of body language, eye contact, gesture, posture and facial
expressions. It needs a lot of confidence to implement these factors in nonverbal communication.

Alex. K. Soft Skills: Know Yourself and Know the World. New Delhi: Chand Publishers.
https://www.teachingenglish.org.uk/article/paralinguistics
 1. LETTER WRITING

Objective:

To enable the students identify the elements of various types of letters and apply them to draft
letters.

Description:

Generally writing is a mode of communication and letter writing in particular is a special

and effective means of communication. A letter not only carries a message but also receives a
message. It is an effective substitute for face to face meeting. It enables one to make and keep
friends, and it attracts and holds customers, and it builds a favourable image for any
individual/company/institution/establishment. The art of writing a letter requires practice,
knowledge about proper form and the ability to put into words your feelings, thoughts or ideas.

Points to Remember while writing a Letter:

1. Keep the recipient in mind, and write in a way that he /she can easily understand the
letter.
2. Be Brief and write to the point but don’t leave out any important information
3. Proof read your letter after writing it. Check for sentence structure, grammar, spelling
mistakes
4. Don’t use abbreviated dates,(eg) use October 20,2016,and not 10/20/16
 5. Use appropriate vocabulary even if you are writing a complaint letter.

A formal letter is more scholarly and serious in tone. They are professional in nature and
address the issues directly. Informal letters are personal letters written to friends, relatives and
acquaintances. They do not follow any formalities and are often conversational in tone.

a. Sample Formal letter

a. Complaint about the poor sanitary condition in your area.

K. Elangovan
8, Vinayagar colony
Bharathi Nagar
Kumbakonam-6

10 April 2020.

The Municipal Commissioner

Kumbakonam municipality
Kumbakonam-3

Sir,

Sub: Complaint on the poor sanitary condition in our area – reg.

I wish to bring to your notice about the poor sanitary condition in our area, due to the increase in
street shops. The shopkeepers drain the dirty water into the open streets and as a result the whole
area is stinking. The health condition of the people is very much affected because of this
negligent work. I request the authorities to pay immediate action in this regard to improve the
sanitary condition of our area.

Thanking you,
Yours faithfully,

K. Elangovan

2. REPORT WRITING

A report is a description of an event carried back to someone who was not present on the scene.
Reports are the result of careful investigation, sound thinking, logical organisation and clear
writing and they are presented in a more or less conventional form sanctioned by long and varied
experience.
A report is a formal communication written for a specific purpose. Awritten report is relatively
more accurate and permanent. It can be referred to again and again and by its very nature it is
more formal than an oral report. Report can be written for a number of purposes. They are
written primarily to give information and facilitate the process of decision making.
Pointers to score high in Report Writing

 Limit yourself to one idea per sentence.

 Short, straightforward sentences are easy to read, understand and save time for everyone.
 Be as clear and specific as possible.
 Use simple language.
 Write in paragraphs.
 Use active voice.

Different types of Reports:

1. Feasibility Report:

A feasibility report is a document that assesses potential solutions to the business

problem or opportunity, and determines which of these are viable for further analysis. It is made
to persuade/help the decision makers to choose between available options. It helps in evaluating
the practicality and desirability of a project before an institution or an organization invests time
and money.

1. Survey Report:
 A Survey Report analyses a research topic thoroughly, and to summarize the existing studies
in an organized manner. It plays a crucial role in any research project. Most survey reports
are socially-related.

2. Investigation Report:

An investigation report is a document written to inform a concerned party about a certain

incident that has occurred and the actions that might be taken regarding the situation. Its aim is to
locate information and, thus, evidence on a precise matter, to recover significant documents, or
recover certain file types and any date and timestamps.

Format

Title Section

This includes the name of the author(s) and the date of report preparation.

Summary

There needs to be a summary of the major points, conclusions, and recommendations. It needs to
be short as it is a general overview of the report. Some people will read the summary and only
skim the report, so make sure you include all the relevant information. It would be best to write
this last so you will include everything, even the points that might be added at the last minute.

Introduction

The first page of the report needs to have an introduction. You will explain the problem and
show the reader why the report is being made. You need to give a definition of terms if you did
not include these in the title section, and explain how the details of the report are arranged.

Body

This is the main section of the report. There needs to be several sections, with each having a
subtitle. Information is usually arranged in order of importance with the most important
information coming first.

Conclusion

This is where everything comes together. Keep this section free of jargon as most people will
read the Summary and Conclusion.

Recommendations
This is what needs to be done. In plain English, explain your recommendations, putting them in
order of priority.

Appendices

This includes information that the experts in the field will read. It has all the technical details that
support your conclusions.

Remember that the information needs to be organized logically with the most important
information coming first.

Feasibility Report

1. As the Manager of New Tech Systems, Maraimalai Nagar, submit a Report to the
proprietor about the feasibility of supplying 500 high end laptops to the government
schools in and around your area.

Feasibility Report on Supplying High End Laptops to the Government Schools

Submitted by
D. Amrutha
Regional Manager
New Tech Systems
Maraimalai Nagar

Submitted to
G. Abhinav
Proprietor
New Tech Systems

24 September 2019

Background:
It is imperative that the quality of education in government schools be based on technology in
the present scenario. Hence, usage of laptops by the school students will initiate them into
technology based education.
Purpose:
To analyse the feasibility of supplying 500 high end laptops to the government schools.
Terms of Reference:
Letter no 150,dated 20th of September 2019, from D. Amrutha, proprietor directing to submit
the report on or before 24thSeptember 2019.
Work Done:
1.A survey was undertaken to ascertain the materials that they have been provided by the
government.
2.A questionnaire was distributed among 300 students on their needs.
3.A survey was made to make sure whether they got the announcement of providing high end
laptops.
4. A survey was made on the method of distributing the Laptops.
Findings:
1.It was found that most of the free laptops and gadgets given were confined to only a small
group.
2. Most of them needed a laptop; around 270 students out of 300 are in need of computers.
3. It was found that a Circular about issuing 500 hundred laptops was sent to the Principals
of all the government schools in Maraimalai Nagar.
4.The Laptops are to be delivered on a tiered delivery schedule.

Recommendations:
1.It is highly recommended to provide students with good high end laptops.
2. Volunteers for the distribution of laptops can be taken from the nearest branch of New
Tech systems.
Note of Dissent: Nil

Reference:

1. Anbazhagan. K, et.al.,English for Engineers. Delhi: Cengage, 2016.

2. Chitra .N & N. Jaishree., Technical English Work Book-II. Chennai: Global Publishers,
2016.

3. Krishnasamy. K. Technical English Work Book-I. Erode: Sai Publication, 2013.

 WRITING AN ADVERTISEMENT

Objective:

To help the learner, become adept in creative writing, using imaginative and descriptive skill and
create impressive advertisements that are the most successful marketing tools.

Definition: An advertisement is a kind of public notice given for selling or buying or

providing information about persons or pets etc. Advertisements fall into two different
categories- classified and commercial. Classified advertisements are more formal in tone, simple
and to the point. It is never lengthy and free of designs or blocks. Clear details are to be given
including the product details and contact information. Classifieds include situations vacant, sale
and purchase, lost and found, educational, matrimonial and so on.

Points to be remembered while working out an advertisement:

1. Decide the medium of publishing the ad.

2. Relate it to the target audience. (for example, if the audience is children make it vibrant
and colourful.
3. Add attention grabbing headline- exciting, emotionally compelling, sometimes it can be
even shocking to make the audience curious.
4. Supporting lines must go with the headline – equally compelling.
5. It should be frames so as to create desire.
6. Add details- how to get the product.
7. Highlight the specialties.
8. Make it sound natural- the language neither too stiff nor too friendly.

Example:

1. Classified Advertisement:
Types of Advertisement

Types of Purpose
Advertisement

Situation Vacant This advertisement is written by an employer who is looking for the
services of a person in his organisation.

Situation Wanted This is written by a job-seeker.

For Sale This is written in an attempt to sell property, assets, office goods, etc.

To Let This is written by a person looking for tenants for his/her property.

Accommodation Written by the ones looking for a place for accommodation.

Wanted

Matrimonial This is written while looking for prospective marriage candidates

Missing This is written in case any object/person/pet goes missing giving

descriptive details for the same.

1. When you’re writing an advertisement, every word counts. Being too vague or wordy will
cause people to skim your advertisement instead of pausing to read it, so the same writing
tenets apply no matter what type
2. It should begin with a heading in bold or upper case letters.
3. The language should be according to the audience we are referring to. For example- If you
want to sell something to the youngsters, the words chosen shall be good enough to attract
them.
4. Do not use the same descriptive characteristics for every type of advertisement. For
example- In situation wanted case, calling for receptionist applications, one must use words
that are indicative of the personality and communication skills you are looking for. On the
other hand, for hiring a tech executive, it is imperative to ask for skills limited to the IT
department.
5. Do not make full sentences. The prescribed limit is 50 words and in order to make your
advertisement loaded with information about the topic, you have to manage your words
carefully.
6. Always add contact details in the end either in the form of contact number, email ID or both.
They are generally given in the question.

https://www.successcds.net/cce-cbse/class-xii/english/class-12-writing-skills-advertisement-
writing.html

1. You are Vikram/Sonia, an Hons graduate in History with specialization in Medieval India.
You are well acquainted with places of historical interest in Delhi, Agra and Jaipur. You are
looking for the job of tourist guide. Write an advertisement in about 50 words for the Situations
Wanted column of a local newspaper. Your contact no. 999751234.
(CBSE 2017)

Answer:

SITUATION WANTED
BA (Hons) History topper, Vikram/Sonia, with specialization in Medieval India is looking for
the job of a tourist guide. Age 22 years. Affluent in Hindi and English. Well-acquainted with
places of historical interest in Delhi, Agra and Jaipur. Good communication skills, persuasion
skills and charming personality. Expected salary- 30,000pm. Contact no.: 999751234 and email-
id : [email protected].

2. Principal, Sunrise Global School, Agra requires a receptionist for her school. Draft a suitable
advertisement in about 50 words to be published in the classified columns of a national
newspaper giving all the necessary details of qualifications and experience required in the
receptionist.
(CBSE 2016)
Answer:

SITUATION VACANT
REQUIRED a young, dynamic, smart, charismatic and friendly female receptionist for Sunrise
Global School, Agra. Attractive salary with fringe benefits. Healthy work environment. Fresh
graduates having Honours or equivalent degree in English with good communication skills can
apply by sending their cover letter and resume till March 30 on the below mentioned
id: [email protected]. For queries, contact: 98100XXXXX

https://www.learncbse.in

2. Commercial Advertisement:

Reference: https://www.learncbse.in

https://timesofindia.releasemyad.com/
youtube.com
 CHANGING OF VOICE (Active voice- Passive voice)

Objective:

To enable the students identify the difference in usage of active and passive appropriately
according to the context.

Why Passive?

1. Passive is used when focus falls on the result and not on the doer or the agent.
2. It is used to describe a process.
3. It provides a more impersonal style to the writing.

Rules to be followed while changing active to passive:

1. Subject of active voice becomes the object of passive sentence and vice versa.
2. The word ‘by’ is added before the agent.
3. Only sentences having transitive verb can take passive form.
(If the verb has an object and it answers the question whom or what- it is called transitive
verb.)
4. Past participle form of the verb in active voice is used when changed into passive.
5. Present perfect continuous, past perfect continuous, future perfect continuous and future
continuous tenses do not take passive form.
6. Sometimes subject or the agent is omitted when converted into passive form.

Explanation:

Active voice: The police arrested the thief for stealing the jewels.
Passive voice: The thief was arrested for stealing the jewels.
In the given sentence, subject ‘the police’ is omitted when converted to passive.
The object ‘the jewels’ becomes the subject.
The past tense of the verb ‘arrested’ becomes ‘was arrested’ (by the police- implied)

Structure of passive forms according to the tenses:

S.No Tense form in active voice Tense form in passive voice

1. Simple Present is/Am/are+ Participle
2. Present perfect Has/have+been+participle
3. Present Continuous Ia/am/are+being+Participle
4. Simple Past Was/were+participle
5. Past Perfect Has been+participle
6. Past continuous Was/were/being+ participle
7. Simple Future Will be+ participle
8. Future Perfect Will have been+participle
Note: Present perfect continuous, past perfect continuous, future perfect continuous and future
continuous tenses do not take passive forms.

Examples:

1. He knocked at the door.

The door was knocked at by him.
2. He has pleased everybody.
Everybody has been pleased by him.
3. Never abuse anyone.
Let no one be abused.(by you)
4. I saw him eating a biscuit.
He was seen eating a biscuit.
5. By whom was this book published?
Who published this book?
6. Without effort you can gain nothing.
Nothing can be gained without effort.
7. Please do not disturb the class.
Let not the class be disturbed.
8. The bottle contains milk.
Milk is contained in the bottle.
9. They postponed the meeting.
The meeting was postponed by them.
10. We should always help the poor.
The poor should always be helped.

Exceptions:

1. In some cases, with verbs like surprised, annoyed, shocked, disappointed, laughed,
preposition ‘at’ is used instead of ‘by’ in passive form.
Example: His behaviour annoyed me.
I was annoyed at his behaviour.(not ‘by’)
1. With verbs like married, obliged, preposition ‘to’ is used in place of ‘by’
Karan married Jothi.
Jothi was married to Karan.
2. With verbs like pleased, disgusted preposition ‘with’ is used instead of ‘by’ in passive
form.
Her singing impressed us.
We were impressed with her singing.
3. Verbs like interested, consisted, contained take the preposition ‘in’ when changed into
passive.
This lecture might interest students.
The students might be interested in this lecture.
 TENSES

Objective:

 To enable the learners identify different tense forms

 To help learners to recognize the present, past and future tenses of regular and irregular
verbs
 Learners will be encouraged to build and improve their self-confidence and carry out
tasks independently.
 To explain common verb tense errors
 To use grammatically flawless language

Definition:

Tense is the time described by a verb with reference to the moment of speaking. The word tense
comes from the Latin word “tempus” which means time.

Present Tense

Structure

Present Subject Auxiliary/ Helping verb Main Object

Tense Verb

Simple He/She/It Will Sing a song

I/We Will/shall Sing a song

You/They Will Sing a song

Continuous He/She/It Will Be singing a song

I/We Will/shall Be singing a song

You/They Will Be singing a song

Perfect He/She/It Will Have Sung a song

I/We Will/shall Have Sung a song

 You/They Will Have Sung a song

Perfect He/She/It Will Have Been singing a song

Continuous
I/We Will/shall Have Been singing a song

You/They Will Have Been singing a song

[1, a] Simple Present

1] Habitual or Usual activities.

 She goes for a walk every morning.

 I speak English.

2] General Universal & True Statement

 Dog barks.
 Earth goes round the sun.
 Light is faster than sound

3] Future activities [programmes, schedules or timetable]

 The bus leaves at 6am

 My uncle arrives tomorrow.

1, b] Present Continuous

1] To indicate an action, which is still going on.

 ex. The sculptor is shaping the stone.

2] To express an action which is taking place but, not going on, at the time of speaking.
 ex. I am learning to play Guitar.

3] To indicate an action, which is expected to take place.

 The CM is visiting our college tomorrow.

4] Present Continuous is used for the future when referring to activities that are arranged or
planned.
 ex. I am meeting Peter tomorrow.
 We are going shopping next week.
[1, c] Present Perfect

1. For just completed action

 My friend has just gone out.
 I have already spent money on books.
2. To indicate an action completed in the past, which has its effect on the present
 We have completed the work.
 He has typed the letter.

[1,d ]Present Perfect Continuous:

1. To emphasize the continuity of an action that began in the past and is still going on
 I have been working here for five years.
 I have been working here since 2001.

2. To ask a question beginning with – “for how long”? and “since when”?
 Since when have you been working here?
 For how long have you been working here?

Past Tense

Structure
Past Tense Subject Auxiliary/ Helping verb Main Object
Verb

Simple He/She/it ------- sang a song

I/We/You/They --------- sang a song

Continuous He/She/it Was singing a song

I Was singing a song

We/You/They Were singing a song

 Perfect He/She/it Had sung a song

I/We/You/They Had sung a song

Perfect He/She/it Had Been singing a song

Continuous

I/We/You/They Had Been singing a song

Simple Past

1. For past action with past time adverbs

 Mahesh wrote me a letter yesterday
 She went to London in 2015.
2. For past discontinued habit
 She usually sang songs in the evening.
 They visited temples frequently.

Past Continuous

1. For an action going on at sometime in the past

 They were playing UNO yesterday evening.
 My dad came when I was watching T.V.
2. For a persistent habit in the past
 She was always talking about her failure in the examination.
 He was always praising about his greatness.

Past Perfect

1. To express one of the two happenings in the past which had been completed earlier.
 When I arrived at the railway station, the train had left.
 When I entered the classroom, the teacher had taught the lesson

Past Perfect Continuous

1. For an action which began and had been on progress before another action started
 When I arrived at the railway station, the train had been leaving.
 When I entered the classroom, the teacher had been teaching the lesson.

Future Tense
Structure

Tense Subject Auxiliary/ Helping verb Main Object

Verb

Simple He/She/It Will Sing a song

I/We Will/shall Sing a song

You/They Will Sing a song

Continuous He/She/It Will Be singing a song

I/We Will/shall Be singing a song

You/They Will Be singing a song

Perfect He/She/It Will Have Sung a song

I/We Will/shall Have Sung a song

You/They Will Have Sung a song

Perfect He/She/It Will Have Been singing a song

Continuous
I/We Will/shall Have Been singing a song

You/They Will Have Been singing a song

Simple Future

1. For future action

Raju will meet you next week.
We will start the work by tomorrow.

Future Continuous

1. For future planned actions

Governor will be opening the Flyover next week.
Classes will be starting for Monday onwards.
Future Perfect

1. For a future action sure to be completed

He will have finished his work by tomorrow
They will have reached home by now.

Future Perfect Continuous

1. For an action going on in future and which will continue to a certain time in future
 By next June, she will have been working in the bank for three years.
 By this time, I will have been sleeping.

PROPOSAL WRITING

Objective:
To enable the learner know the strategies in drafting good technical proposals
Definition:
Proposals are an important part of technical writing in the way it leads to significant
operational improvements, new business and safer working conditions. Proposals are written
orders to solve a technical problem or to undertake a project. They aim to solve a problem, alter a
procedure, find answers to questions, offer advice and training. In business sectors, proposals
serve to review and improve existing products and services to meet the ever increasing
requirements. Like reports, proposals are valuable records of information in an organization.
They act as an index of the company’s growth or progress.
How to Create a Proposal?
There are many things you will need to cover in your proposal letter.
Here are five sections that need to be included:
Introduction
This should grab the attention of the reader. Take this part to establish your agreement about the
issue and begin to set the tone for the next section.
What is the problem? Define the problem you are working on and what would happen if it is not
resolved. This should be stated clearly and concisely to convince the reader that what you are
proposing is necessary.
How will you solve the problem? What this section includes will vary depending on the type of
proposal, but it will be the most important part of the document. When describing your proposed
solution, any supplemental information can be added as annexes to the document.

Cost/Schedule
These portions may not apply to all proposal letters, but if applicable, they will need to be very
descriptive so as not to mislead the reader in any way.

Executive summary
This is the conclusion. It needs to sum up the major points from your document and leave your
reader with a good final impression.

There are four important steps to follow to create a strong proposal.

Write the proposal
At this stage, you should write out all your main points to get everything down on paper. Don’t
spend too much time analyzing your wording now that comes next.

Edit
Go through your document ruthlessly to make sure your content flows well and presents all of
your ideas. You may also want to consider getting another person to read through it when you
think it is ready, since a fresh pair of eyes may catch something you have missed.
Proofread
Once you have arranged and edited all your ideas, you will need to proofread your document
thoroughly to make sure all the spelling and grammar is correct.

Submit by the deadline

If a deadline has been set, anything submitted after that date will usually not be considered. Also,
make sure you are aware of what format the company wants the document in; either
electronically or in hard copy.

a. Components of a business proposal

Cover Letter
Cover letter usually contains a brief summary of the entire proposal, names the price, and
highlights the bidder’s qualifications

Title Page
Includes your name, name of your company, your company logo, your potential client’s name
and contact information, date

Table of Contents
List of topics and sub topics in the proposal

Executive Summary
Explains why you are sending the proposal

Statement of the Problem

Restates the client’s objectives and goals
Approach
Summarizes the proposed approach for solving the problem
Methodology
Details how the approach will be carried out, describes deliverables that the client can expect

Schedule and Benchmarks

Details timeline of work, outlines any specific benchmarks

Cost and Payment Schedule

Details of full cost and payment details

Legal
Any legal matters, terms and conditions

https://business.lovetoknow.com/business-communications-sample-letters/business-proposal-
format

Business Proposal
A business proposal is a vital tool for winning customers. It should offer specific solutions to a
client’s needs while also conveying why you're the best-qualified vendor or service provider for
them to choose.

Introduction
The first section of the proposal introduces your company to the prospect.
Highlight your company’s unique selling proposition and how you stand out from others who
offer the same product or service.
Describe your mission and offerings in a way that relates to the needs of your reader.

Table of Contents
This section is only needed if your proposal is especially long or detailed.

Executive Summary
The executive summary gives a brief overview of what you are about to propose in detail.
What problem the client faces that you can solve?
What your solution is?
Why you are uniquely qualified to provide this solution?

The answers to these questions are given in detail in the main body of the proposal, written in a
persuasive way!
Statement of the Problem or Issue
In the problem statement, discuss the specific issue(s) your prospect is facing. To make this
section especially persuasive, talk specifically about the negative impact the problem is having.
It is also a good idea to discuss what the organization will be able to do once you solve the
problem. Paint a picture of how they will be better able to carry out their mission.
Proposed Solution
Focus primarily on what you can provide and the many benefits the client will get from hiring
you.
Whether your solution is a product or service, be sure to use client-focused language, that is to
say, know the targeted client.
Avoid using jargon or technical terms.
Qualifications
Once you’ve offered your solution, describe in detail why you’re the most qualified vendor or
service provider.
Results you’ve helped others achieve
Awards you’ve won
The length of time you’ve been in business
Overall years of experience
Testimonials from other customers

b. Research Proposal:
A research proposal describes what you will investigate, why it’s important, and how you will do
the research.
The format of a research proposal contains these elements:
 • Cover page
• Introduction
• Literature review
• Research design
• Reference list
• Table of contents
• Purpose of a research proposal
• Title page
• Introduction
• Literature review
• Research design and methods
• Implications and contribution to knowledge
• Reference list or bibliography
• Research schedule
• Budget
• Revisions and Proofreading
Purpose of a research proposal

Academics often have to write research proposals to get funding for their projects. As a student,
you might have to write a research proposal to get your thesis or dissertation plan approved.

All research proposals are designed to persuade someone — such as a funding body, educational
institution, or supervisor — that your project is worthwhile.
Research proposal aims
Relevance Convince the reader that your project is interesting, original and
important
Context Show that you are familiar with the field, you understand the
current state of research on the topic, and your ideas have a
strong academic basis
Approach Make a case for your methodology, showing that you have
carefully thought about the data, tools and procedures you will
 need to conduct the research
Feasibilit Confirm that the project is possible within the practical
y constraints of the programme, institution or funding
How long is a research proposal?
The length of a research proposal varies dramatically. A bachelor’s or master’s thesis proposal
can be just a few pages, while proposals for PhD dissertations and research funding are often
very long and detailed.
Although you write it before you begin the research, the proposal’s structure usually looks like a
shorter version of a thesis or dissertation (but without the results and discussion sections).
Title page
Like your dissertation or thesis, the proposal will usually have a title page that includes:
The proposed title of your project
Your name
Your supervisor’s name
The institution and department
Abstract and table of contents
If your proposal is very long, you might also have to include an abstract and a table of
contents to help the reader navigate the document.

Introduction
The first part of your proposal is the initial pitch for your project, so make sure it succinctly
explains what you want to do and why. It should:
Introduce the topic
Give background and context
Outline your problem statement and research question(s)
Literature review
It’s important to show that you’re familiar with the most important research on your topic.
A strong literature review convinces the reader that your project has a solid foundation in
existing knowledge or theory.
It also shows that you’re not simply repeating what other people have already done or said.
It shows how your project will contribute to conversations in the field.
 c. Project Proposal

A project work is an activity which aims to give students learning experience with the chance to
synthesize their knowledge from different areas of learning, which is critically and creatively
applied to current life situations.

Transfer your own experiences of doing the project, and the knowledge you have gained,
from your brain onto paper in a coherent, logical and correct form. The aim is to transfer as much
relevant material from brain to paper as quickly as possible, this method is called “brain dump”.
It is practised by some writers of fiction as well as by technical authors. You must strive first to
be absolutely precise. When you write, it is not sufficient that you know what you mean; neither
is it sufficient that your writing admits of the meaning which you intend.

Precision in writing is mainly a matter of taking sufficient care. Good writing is not only
precise, however, it is vigorous, and that is much harder to achieve.

1. Prefer short sentences to long sentences, short words to long words

2. Terseness is a great virtue in technical writing.

Special care must be taken to check spelling. Poor spelling is a distraction to the proficient
reader, which impedes understanding; poor grammar is a greater impediment. Care should be
taken with apostrophe. The project report should generally contain illustrations, but they must be
relevant. All illustrations should be prepared by an appropriate program. If possible, figures may
be included close to the text which refers to them, rather than all together in an appendix.

Structure of the project Report

Abstract

Introduction

Previous work

Chapters

Further work

Conclusions

References and appendices

Reference:
 d. https://wwww.modishproject.com
e. https://nairaproject.com

Example:
University of Jaipur
College of Engineering
Construction of Hostel Project Proposal

Introduction
College of Engineering
College of Engineering was established in 2000 in the campus of Jaipur. The campus has
experienced a tremendous growth over the period till now resulting in introduction of new
courses, an increased intake of students, introduction of new faculties. In view of this, there has
been an increase in demand for accommodation on campus. CoM lacks accommodation
facilities for its students.
Student Hostel:
CoM students thought of an initiative to spearhead sourcing of funds for construction of
studentshostel to solve the acute accommodation problem which CoM is facing at its main
campus.

Situation Analysis:
Off Campus accommodation policy.
To maintain the increase in intake, the university introduced nonresidential system whereby only
very few students are accommodated on campus. CoE has a total of 2800 students of which 800
are accommodated on campus hence the rest reside off campus.
Education Standards:
The non residential system to a great extent affected performance of the off campus students
since they face poor quality of accommodation, security, absenteeism, poor food quality, poor
sanitation and inconvenient studying places.
Project Goal:
The goal is to give best training and learning environment for students by improving their
accommodation that has proved to be a contributing factor for improving the quality of
education.
Financing:
The budget is roughly estimated to a cost of Rs.1,00,00,000/- The management strongly
supports the student initiative to secure funds and assist them in integrating their efforts in the
context of the college strategic plan. It will also assist financial management so that there is
accountability and transparency in the management affairs.
Recommendation:
It is recommended to create a best learning environment for Engineering students by improving
on campus accommodation. For organizations, to honour the contributions by the funder the
room shall bear the name. For individual donors the name will be engraved and hung up on a
board in the lounge.

SAMPLE PROPOSAL

Question: As a member of the Student Council of your college, you have been given the
responsibility of setting up an Eco Club. Write a proposal, stating the steps you would like to
successfully establish in this particular club.

Summary: Fostering climate collaboration in communities will achieve a maximum result in the
youths and the schools and colleges are involved in it. The Eco Club aims to create Echo friendly
environment and create awareness of biodiversity conservation and local environmental issues
among children and to create a clean and green consciousnesses among students through various
outreach programmes.

Introduction: To foster an interest to conserve the natural resources and the natural
environment, we propose to set up an Eco Club.

Measures:

 Getting approval from the government through the department or ministry of Education
in this project and directive to head of schools and colleges to allow the founding of the
clubs in the institution.
 AV Hall will be utilised for all the Echo Club meetings and activities
 The meeting will take place once in fortnight after college from 3.40p.m to 4.30p.m. Any
other activities like talk by scientists or competitions will take place on Saturdays.
  Membership of the science club is open to the students from all disciplines. The club
president will be Mr. Sushil, from III year ECE department and Dr. Vinay, Professor
from Chemistry department will be the staff advisor. Eight other office bearers will be
elected as the members of the club.
 Club membership has been fixed as Rs. 200/- per member per year.
 The club will have a range of activities indoor and outdoor like presentation, video or
slide show, about climate change to hold everyone’s interest, creating slogans and
posters, documentaries, rally and so on.

Benefits:

1. To keep the surroundings clean and and to promote ethics of conservation of water by
minimizing the use of water.

2. To imbibe the habits and life style for minimum waste generation, avoid paper waste, save
energy, sorting of waste and safe disposal.

3. Encourage composting from organic waste generated within the school to be used for
gardening and Tree planting.

4. To minimize the use of plastic bags, not to throw them in public places as they choke
drains, cause water logging and provide breeding ground or mosquitoes

5. Organize tree planting campaigns, create awareness programs such as quiz, essay, rally’s
and painting competitions.

Budget:

The economic cost of this proposal is as broken down as follows:

1. The cost of founding one Eco club. This will include the cost organizing a one day
sensitization and inaugural workshop. Specifically; production of handbills, banners, publicity on
a local radio station, press coverage and report and a light meal and more importantly a seed
grant support for each school for a project they may wish to carry out in the community.

2. Administrative and logistical Budget: This includes transportation, communication and

correspondence cost.

3. Stipend for the volunteers

Conclusion:

We hope that the proposal will be accepted so that the Echo Club becomes a reality in the college
premises. The community is equally important on this project. They are the final recipient of the
information and they are also the host community project and activities the students will be
carrying out.
References:

1. Eco Clubs global Initiative for Food Security and Ecosystem

preservation:www.gifsep.org2015

2. Dealing with Climate Change, Setting a Global Agenda for Mitigation and Adaptation: By R
K Pachauri , The Energy Resources Institute