Chapter 2 TECHNICAL WRITING ETC

BE, GTU, Sem-3 Subject: ETC
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Chapter-2 Technical Writing
1. Report writing
2. Technical proposal
3. Technical description
4. Business letters(sales, order, complaint,
adjustment, inquiry, recommendation,
appreciation, apology, acknowledgement,
cover letter)
5. Agenda of meeting, Minutes of meeting
6. Resume writing
(1) REPORT
Example of Report
As the Secretary of Unison Industries (P) Ltd., Riana Road, Delhi-110013, you have been
asked to report on the worker’s unrest in the company’s factory. Submit your report to
the Managing Director of the company.
Union Industries (P) Ltd.
Riana Road
Delhi- 110013
March 21, 2017
Managing Director
Union Industries (P) Ltd.
Riana Road
Delhi- 110013
Dear Sir,
Subject: A report on the reasons and solutions of the labor’s dissatisfaction at our
industry.

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Introduction:
In the last meeting of Board of directors dated on March 15, 2017, I was given the task
to carry out an investigation and thereby to find out probable reasons and solutions of
the labor’s dissatisfaction at our industry. Here, I present my report on the reasons and
solutions of the labor’s dissatisfaction at our industry.
Procedure:
In order to have the detailed idea of the matter I interviewed the labors working in
various departments and discussed their problems in detail. I also talked at length with
the leader of their union. After my discussion and analysis I have found following causes.
Reasons:
1. The first cause of their dissatisfaction is their low pay scale. The rise in basic
cost of living has been increased and therefore, they are demanding 30% rise in their
salary.
2. Annual bonus is the second reason for the unrest among them. They are not happy
with the bonus we are giving to them. Labors are getting 10% bonus annually and other
employees are getting 20% annual bonus. They insist that percentage of bonus must be
equal among all the employees.
3. They are currently not getting the benefits of gratuity, provident fund and
pension scheme. They want our company to provide such benefits.
4. Mistreatment from the officers is also a matter of complaint for them. Workers
expect humanly treatment from their seniors.
As mentioned in the final ultimatum given by labor’s union, they will go on an indefinite
strike if we do not take their complaints into consideration. They have also received
support from other trade unions and political parties.
The strike may cause a huge loss to our business and may damage our reputation. On the
bases of my study of the entire situation, I would like to offer few recommendations
that may help the company to solve this issue. They are mentioned below.
Recommendation:
1. Without further delay the management should negotiate with the leaders of their
union and settle their demand regarding rise in salary and bonus percentage.

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2. Management should call the meeting of all the senior officers that deal with
labors directly and instruct them to maintain their conduct while dealing with the labors.
Management should help them understand that sensitive situations are required to be
handled with patience rather demonstrating authority.
3. Management should call the meeting of labors along with their leaders of their
union and persuade them that certain policies such as gratuity, provident fund and
pension scheme cannot be introduced immediately. But the company will definitely try to
take some concrete initiatives in that regard in near future.
Conclusion:
I hope that the report will give you an insight into the entire matter and will help the
company to take appropriate decisions. I would be glad to provide any clarification or
additional information required in this regard.
Yours sincerely,
(Signature)
Mahesh Sonpara
Secretary
-----------------------------------------------------------------------------------------------
Newspaper Reports
Daughter of Gardener Tops Board Exam`
By Riya Sharma
Bhubneshwar, May 12: Suman Nayak, the daughter of a municipal gardener, Om Nayak,
has topped the Odisha Board Senior Secondary Examination with 98.8% marks. Her
success has been lauded by the staff members of her school ‘The Government Senior
Secondary School, Malkaganj’, the Odisha Education board and the State Education
Minister.
When the news was conveyed to Suman by her classmates, she did not believe them. It
was only when the school principal called her that the reality sunk in. Suman’s father, Om
Nayak, is overjoyed at the news. He said, “Suman was always a bright student. I have
made all efforts to provide her with the best education despite my meager means”. He
hopes that she will be able to continue her education in spite of his financial constraints.
Suman attributes her success to her parentsnd teachers. She said that the school
teachers had provided her with all possible help by giving her extra time and attention
along with books and moral support. Her perseverance, dedication and hard work are
spoken highly of by her teachers.
When asked about her future plans, Suman said she wished to become a doctor. However,
she was unsure if she could pursue her dream because of financial problems. She hopes
that she will be able to secure a scholarship and get funding by the government.

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The Times Group has started an initiative to help Suman fulfill her aspirations. Anyone
who wishes to contribute to Suman’s education can send the amount by cheque to, ‘Suman
Nayak Education Fund’, The Times of India, M.G. Road, Bhubneshwar.
-------------------------------------------------------------------------------------------------
Magazine Report
St. Agnes Public School Celebrates Annual Day
By Manoj Upadhaya
St. Agnes School, Green Park, celebrated its annual day on May 2 with great fanfare. Mr.
Arvind Kejriwal, the Chief Minister of Delhi, was the chief guest at the function. The
programme began with the lighting of the lamp by the chief guest. It was followed by a
welcome address and the presentation of the school annual report by the principal, Ms.
Swati Mehra.
The first item of the cultural program was presented by the primary wing. It was a
musical drama on the necessity of protecting the environment for the future generations.
The little children expressed themselves brilliantly bringing out the perils of destroying
our planet.
The middle school show cased the culture of India through folk dances. Each dance was
preceded by beautiful audio- visual effects, depicting the main cultural features of the
region. The colourful dresses of the graceful Garba dancers, the vigour and energy of
Bhangra dancers, and lilting music with elegant swaying movements of the Bihu and
Hajgiri dancers from the North East, enthralled the audience.
The senior school pupils enacted a play depicting the dangers of internet and social media
addiction for adults and children. They brought out the message poignantly. Every child
and adult was moved by the acting and story of a young life ruined by social media
addiction. The audience gave a loud and long round of applause for all participants.
The grand finale was the speech by Mr. Arvind Kejriwal. He highly praised the
performances by the children and appreciated the thought provoking themes chosen by
them. The programme concluded with a vote of thanks by Sagar Mehta, the school head
boy.

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(2) Technical proposal
Example: Proposal to increase sell through social media
Cover latter
Dear John,
Thank you for considering Jump Social Media Marketing for your social
media needs. I’m glad we had the opportunity to connect so that my
team and I could get a clear understanding of your social marketing
expectations.
Executive summary
• This proposal outlines a coordinated plan crafted with the intent of
building John’s Real Estate social media presence, primarily including
Facebook, Instagram, YouTube, Vine, and Twitter
Proposal
Jump Social Media Marketing will work to identify, target and market to your
ideal customer through Facebook, Instagram, YouTube, Vine, and Twitter
channels. Our team estimates we will grow your social media followers from
your combined 214 followers to over 5,000 in the next six months and
generate more leads for your business.
Services/methodology
We provide service monthly and daily. You can choose any one of them.
About us
One of the first things you’ll notice about Jump Social Media Marketing is
the public recognition we’ve received for our work. We won Chicago’s Best
Social Media Agency for Small Businesses three years in a row now, and
have been recognized by the National Association of Realtors.
Terms and conditions
• Project timeline
• Start date: 8-1-19

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• Completion date: 2-1-20
• Total Payment Due: 5,912.50
• Payments accepted: Check, credit card, line of credit
• 1,970.00 due upon signing of this contract, which includes custom order
material costs
Agreement
(Signature of both party)
----------------------------------------------------------------------------------------------
(3) Technical description
Give technical description of Mitashi 1 Ton 3 Star Inverter Split Air
Conditioner (Copper, MiSAC103INv45, White)
Price 26000
Technical Details
rice: ₹ 25,027.
Brand Mitashi
Model MiSAC103INv45
Energy Efficiency 3 Star Rating
Capacity 1 tons
Installation Type Split
Special Features Inverter, dust_filter, dehumidifier
Colour White
Control Console Remote Control
Voltage 240 Volts
Material Plastic

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Included Components 1 Indoor Unit, 1 Outdoor Unit, Inter Connecting Pipe, 1 Remote, 1
Manuals and 1 Warranty Card
Batteries Included Yes
Batteries Required Yes
Battery Cell Type Alkaline
Product description:
Mitashi air conditioner comes with variable tonnage, which gives you faster cooling
and energy saving. It also comes with 1 year warranty on product and 5 years warranty
on compressor. Mitashi air conditioners with the unique turbo cool function promise
to cool you as soon as you switch on the air conditioner, you will feel like you have
been transported to the Himalayas with the touch of a button. As compared to the
normal dehumidification modes in other air conditioners, the comfort technology
helps prevents overcooling and saves energy.

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(4) Order letter
Write a letter to New Era Furniture Pvt. Ltd. on behalf of Turning Point Technologies
for computer tables to be used in your new software development unit in Delhi. As
the company wants to inaugurate the building on April 1, 2017 ask them to deliver the
order within 15 days from the receipt of your order letter.
Date: March 7, 2017
Dear Sir,
Subject: A letter of order for computer tables.
Thank you for your quotation letter dated on March 2, 2017. We are happy to inform
you that we are going to open a software department in Delhi in the month of April.
We would require 200 computer tables and other office furniture items for our new
unit. We are pleased to place this order with your company. The details regarding the
order are given below.
Sr. No. Name of the Item Description Model No. Quantity
1 Computer table Wooden finish, medium size CT205 200
2 Hydraulic Chair Black color with dull finish SS
body.
HC306 200
3 Office Table Wooden finish, large size OT012 06
4 Hydraulic Chair Hydraulic Chair, leather
finish
HC016 06
5 Sofa Set Leather finish, 3+2, ivory
white
S056 02
As mentioned in your quotation letter please, provide us 10% discount on billing amount
as our order is exceeding Rs.80, 000. We want our items to be delivered within 15
days from the receipt of our order as we wish to inaugurate the software development
unit by April 1, 2017. We request you to deliver these items on carriage paid basis as
we have placed large order.
As per your request we are enclosing the cheque of Rs. 50,000 as an advance payment
for the confirmation of our order.
We are looking forward to mutual beneficial relationship.
Yours faithfully,

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(5) Complain letter
You had placed an order for wireless keyboard and mouse to M/s O. P.
Agrawal & Brothers, Bangalore. On opening the consignment you found
that instead of wireless mouse and key boards they have parceled wired
mouse and key boards. Thank them for the timely delivery of the order
and request them to replace the items at their cost. Invent the necessity
details.
To,
M/s O. P. Agrawal & Brothers,
Bangalore
Dear Sir,
Subject: Letter of complaint
We thank you for the prompt delivery of key-boards and mouse in response to
our order no. GI/432 dated on 1st
March 8, 2017. But we are sorry to say that
on unpacking the consignment, we found that instead of wireless mouse and
key-boards you have parceled wired mouse and key-boards.
We had placed this order keeping in mind your high quality and affordable
products. We had placed this order for our new laboratory. So, we request you
to replace our items as early as possible. We will send these items back to you
within two days at your cost by transport after we receive the confirmations
about the replacement from your side.
Kindly send us the replacement within two days from the receipt of this letter
and oblige.
We thank you in advance for your cooperation.
Yours faithfully,
Mahesh Ganatra
Proprietor

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(6) Adjustment letter
Bangladesh Textiles Mills Ltd.
Narayangong, Dhaka
10th Feb. 04
Marketing Manger
Bexi-Clothes Corner
South Plaza,
Dhaka-1215.
Subject: Letter of adjustment (Ref: Your letter dated 5th Feb. 04)
Dear Sir,
We thank you .for your letter of 5th Feb. 04 along with/ sample of cloth for
examination.
The report that we have received just today shows that the consignment forwarded
to you was the wrong one full of defective clothes. It was a mistake because of our
despatch section and we regret this mistake which has caused you both
embarrassment and inconvenience. We have already sent the replacement by
passenger train. You can be sure of the quality of cloth now sent.
You can, of course, return the clothes to us and debit our account for the loss caused
to you. We again regret the inconvenience to you and assure you that such mistakes
will be avoided in future.
Yours faithfully
M. Ashraf
Sales Manager
Banagladesh Textile Mills Ltd.

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(7) Inquiry letter
Rahul Mahajan
‘Avinash’
5, Vaniya Wadi
Rajkot-360002
Date: 28 February 2017
Chief Manager
State Bank of India
Indira Circle Branch
University Road
Rajkot-36001
Subject: A letter of inquiry for a car loan.
Dear Sir/madam,
I hold savings account in your bank. I am writing this letter to get the details
regarding a car loan for ALTO. Kindly let me know the procedure to avail car loan for
Alto. Also provide me the list of documents which I will need to submit along with the
car loan application. I am a salaried person. I am working as a head clerk in BSNL,
Rajkot. Along with this letter, I am enclosing the copy of my last IT return for your
reference.
Please provide me the details regarding rate of interest and monthly EMI. Also let
me know about various down payment slabs that are available in your finance scheme.
Awaiting your prompt reply.
Yours faithfully,
Rahul Mahajan
Encl.: A copy of an IT return.

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(8) Recommendation letter
Mr. Kabir singh
Manager of Finance department
Swiggy,
University Road,
Rajkot
March 1, 2019
Mr. Arvindkumar
Zomato,
University Road,
Vadodara
Dear Arvindkumar
It’s my pleasure to offer my unreserved recommendation for Ajay for the position of
intern at Zomato.
I’ve known Ajay for over 20 years, having lived next door to her since he was a child.
He has always demonstrated responsibility and entrepreneurial spirit.
He pursued his education and interest in business. Of course, you know from his
transcripts and professional recommendations that He has been unusually successful
throughout his early career, but what you might not know is the joy he gets from
solving problems and making business ideas work. It’s truly inspiring to see him to
tackle something and make it a success.
He would be an asset to any organization, but I know that he has a particular passion
for your company. I’d be happy to answer any questions or discuss my recommendation
further. Please feel free to call me at 555-555-5555.
Sincerely,
Mr. Kabir singh
Swiggy,Rajkot

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(9) Appreciation letter
Vishal joshi,
Jamnagar Road,
Rajkot
September 1, 2018
To
Mr. Nikunj
Vice President, Customer Relations
ACME Financial
Kalwad Road., Rajkot
Dear Mr. Nikunj
Subject: Letter of appreciation
Thank you for taking the time to talk with me today. I sincerely appreciate the time
you spent reviewing my career goals and recommending strategies for achieving them.
Your advice was very helpful and gave me a new perspective on available opportunities.
I especially appreciate your offer to connect me to others in your network. I plan on
following up with the contacts you emailed me right away. I will also use the online
networking resources you recommended to further my job search.
Any additional suggestions you may have would be welcome. I'll update you as my
search progresses.
Again, thank you so much for your help. I greatly appreciate the assistance you have
provided me.
Best regards,
Vishal Josih

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(10) Apology letter
Chirag jani
‘Avinash’
5, Vaniya Wadi
Rajkot-360002
Date: 28 February 2019
Mr. Patel
Chief Manager
Infoces,
University Road
Banglore-36001
Sub: Apology letter
Dear Mr Patel
Please accept my sincere apology for sending wrong reports to the client. I
understand this has caused a lot of inconvenience to the client and our company.
I cannot defend my actions, but I want to tell you that I am handling four projects
simultaneously. I got confused and mistakenly sent the wrong reports. I am truly
sorry for such a lousy mistake.
I want you to know that I have already apologized to the client personally and
sent the correct reports. I have also arranged a meeting with the client to
eliminate any chance of miscommunication about our reports.
Kindly suggest if any other remedial step should be taken from our end.
I understand your disappointment, and I am truly sorry. I can assure you that
this mistake will never be repeated in the future.
Yours Sincerely,
Chirag jani

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10-Resume
Smit Pandya
Mo. 91 7600723301
Email. smitp284@gmail.com
PERSONAL INFORMATION:
Name: Smit Pandya
Date of Birth: 20/12/1993
Gender: Male
Marital Status: Single
Nationality: Indian
Native: Botad
Address Jamnagar Road, Rajkot
Language Known: English, Gujarati and Hindi
CARRIER OBJECTIVE
To secure a challenging position in a reputable organization to expand my learnings,
knowledge, and skills.
EDUCATION:
EXPERIENCE ( 3 year)
DECLARATION:
I will do my best for the betterment of the institute. I hereby declare that the above
mentioned information is true to the best of my knowledge.
Qualification University Specialization Year of passing Percentage
BACHELOR OF
ENGINEERING
Gujarat Technological
University
Electrical 2014 6.07 CGPA
H.S.C GHSEB - 2011 52.00 %
S.S.C GSEB - 2009 62.23%
Company Year/Month (from to) Position Experience
Reliance 2017 Manager 1 year
Acron 2015 Assistant 1 year
S.S.C 2016 Assistant 1 year

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11- Acknowledgement Letter
Gopal joshi
Manager,
Reliance,
Jamnagar
Date: 12/9/2019
To,
Smit Pandya
Jamnagar Road,
Rajkot.
Subject: Resume Acknowledgement Letter
Dear Sir/ Madam,
We appreciate your interest in our company for the position of Assistant manager
and we acknowledge receipt of your resume for the same. We are in the process
of screening all the resumes and will be short listing the candidates whose
educational qualifications, experience and other interests meet our requirements.
Our review period will take some time, so would appreciate your patience. We will
notify all the applicants about our decision at the earliest. We hope you have an
opportunity to discuss your skills in detail with us, but if we do not have an opening
at this time we will retain your resume for next couple of months. If anything of
your calibre comes across we will surely get in touch with you.
Thank you for the time you have given to us. We wish you success in all your
endeavours.
Thanking You,
Yours truly,
Gopal Joshi

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12- Cover letter
To,
The Manager,
Sub: Application for the Post of _____________________________
Dear Sir,
Being given to understand that there is a vacancy of above mentioned post in
your reputed organization I would like to apply my candidature for the same.
I request your good self to give me an opportunity to prove my capability in your
esteemed organization. I assure you that I shall give my best in getting the jobs
accomplished. My CV is enclosed herewith for your kind perusal.
Expecting a favourable response from your end.
Thanking You,
Yours faithfully,
Tamanna Patel
Encl : CV of Tamanna Patel

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13- Minutes of meeting
Sale Meeting
In view of the launching new product, a meeting is conveyed by manager on
mentioned date and time.
Date:
30 June 2019
Time:
01:30 to 02:30 PM
Venue:
MB553
Meeting Agenda:
 Innovative ways to promote product
 Increasing sale
Apart from the said agenda, the meeting would welcome further insights, queries
and creative suggestions.
Dr. Joshi
Manager,
InfoTech,
Bangalore,

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Sale Meeting
Attendance Sheet
Date: Time: Venue:
30 June, 2019 01:30 to 02:30 MB553
No. Name of the Faculty Signature Remarks
01 Mr. Amit Patel
02 Mr. Chirag pandya
Sale Meeting
Minutes of the Meeting
Date: Time: Venue:
30 June, 2019 01:30 to 02:30 MB553
No. Topics Discussed Task Assigned
1
Selection of new innovative ways to promote
product
Mr. Amit patel is
assigned task to provide
basic things for product
launching
2
Discussion took place to think on increasing
sale
Mr. Chirag Pandya is
assigned task to
implement discussed
matter for sale

Chapter 2 TECHNICAL WRITING ETC

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