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 2

ENGLISH COMMUNICATION (SEC)

IN EVERYDAY LIFE

UGCF NEP SYLLABUS

Unit-I : Theory of Communication

Unit-II : Reading Skills

Unit-III : Writing Skills

For Practice Sessions: Speaking Skills

NOTE: Explanation video on YouTube Click Here to watch the video

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Unit - 1
Theory of Communication: An Introduction
� What is communication?

Communication is the process of sharing ideas, information, feeling, views, facts and
understanding from one person to another.

The English word "communication" is derived from the Latin word 'Communes’' which means
sharing of Ideas, information amongst (फीच भे) people

In the other words communication is the transmission and interaction of facts, ideas, opinion,
feeling or attitude.

Communication is the essence (element / साय) of management.

Basic functions of management (planning, organizing) cannot be performed well without

effective communication.

Communication cannot take place without two parties - receiver and sender.

In order to make communication effective, sender should know reaction of receiver (feedback)

Perfect / effective communication would occur when a thought or idea was transmitted so the
receiver perceived (सभझना) exactly some meaning as संदय.

Communication is essential to understand humans’ culture (संस्कृतत) and civilization (सभ्मता)

Communication acts as a link between people, groups and the world.

People who are successful have better communication skills than others. So effective
communication is essential to achieve our goals in life.

� Definitions of communication

According to Luther: - it is the transmission of commonly meaningful information and it is also

a process that involves exchange of behavior.

According to sanborn: - communication is the process of sending and receiving messages

According to fortune: - it is the procedure whereby (जजसके तहत) one mind affects another
mind.

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According to new storm and Davis: - Communication is the transfer of information from one
person to another person. It is a way of reaching others by transmitting ideas, facts, thoughts,
feelings and values.

According to Twetha: - communication is the process of transferring and receiving information

through use of a common symbol so that understanding takes place.

According to Emercy and others: - Communication is the art of transmitting information, ideas
and attitude from one person to another.

According to a Kumar: - communication is the process of making a message understood by

satisfying the need sets and ego sets of a receiver.

�Process of communication:

Sender: Sender is the source of communication; he / she share his / her thoughts and ideas
with the receiver.

Encoding: the function of encoding is to provide a form in which ideas and purpose can be
expressed as a message.

Receiver /decoder: person who perceives the Senders message. Receivers may be one or
more.

Decoding: it is process by which receiver / decor interprets (सभझना) message and translates it
into meaningful information.

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Feedback: response of receiver towards the message through which the sender can
understand if the receiver perceives the same meaning as him or not.

Noise: in communication noise is that factor which disturbs or distorts the communication. It
acts as a barrier.

� Function of communication

1 Information:

First and foremost function of communication is to provide information.

It is done verbally (oral, written) or non verbally (human body language, gestures, (इशाया)
posture (ककसी व्मजतत के फैठने मा खडे होने का तयीका)

2 Controls:

The next very important function of communication is to control member’s behavior in several
ways (तयीके) ।

Every organization (संस्था) has a system and formal guidelines that employees are supposed to
follow.

Informal communication also controls behavior.

It is not always necessary for bases to formally issue instruction, impose do's and don'ts. In fact
it is now becoming more and more explicit (obvious, स्ऩष्ट) that informal communication
exercises greater control than formal communication.

3 Motivations:

Communication fosters ( भदद ) motivation by clarifying to employees what is to be done, how

well they are doing and what can be done to improve performance.

The formation of specific goals, feedback on progress towards goals and reinforcement
(सदृ
ु न्दीकृत) of desired (चाहना) behavior आर stimulate (प्रोत्साहहत) motivation (प्रेयणा) and require
communication.

If you are motivated to do something, you are made to feel determined to achieve something
and willing to work hard in order to succeed. So you have first to motivate children and then to
teach them. The same logic applies to workers in an organization.

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4 Emotional expression and independence:

The communication that takes place within a group is of vital importance in the sense that it
gives them the best opportunity to share their frustrations as well as feelings of satisfaction.

Communication in this way provides them a release for their feelings and that is fulfillment (ऩतू ति)
of an important social need.

5 Persuading: (राजी करना)

One more essential function of communication is persuading a single party by another.

In business employees persuade management so that management accepts their ideals,

opinions and suggestions.

6 Creating relationships with external parties:

Communication creates relationships not just with internal parties but also with external parties
like customers, suppliers and government.

7 Reducing misunderstanding:

In the absence of communication misunderstanding, distance, conflict, controversies etc May

perhaps a rise inside organization.

Communication helps to overcome and avoid misunderstandings.

8 Helping in choice making:

The function of communication is to supply relevant information to management in the time so

that they are able to make appropriate decision (पैसरा)

� Effective communication

An effective communication is a communication between two or more persons wherein (जजसभे)

the intended message is successfully delivered, received and understood.

In other words the communication is said to be effective when all parties (sender and
receiver) in communication assign similar meaning to the message.

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To be an effective communicator certain (कुछ) significant (भहत्वऩण

ू )ि things should be kept in
mind.

We must know what the objective of communication is without an aim (रक्ष्म). We can be good
at saying things in informal communication, but for formal communication, we need to have a
concrete aim or objective in mind.

When the objective is set then the next step is to present thoughts, emotions, ideas etc with
clarity (स्ऩष्टता) and integrity (सच्चाई). If we are not able to present our thoughts clearly then
how can we expect (उम्भीद) listeners to understand and respond?

The medium chosen for communication should be one for both the parties.

An appropriate environment is also necessary for proper delivery of messages. Without a proper
environment there is always a chance that the message will be misunderstood or not properly
understood.

Paralinguistic features such as tone, pitch voice, pronunciation, appropriate gesture and
posture, facial expression, eye contact, dressing etc affect oral communication process.

No communication is complete without feedback.

� Types of communication:

Communication can be classified into following kinds:

*Formal and informal

* Verbal and nonverbal

* Oral and written etc

Verbal Communication:

In verbal communication, language is used according to rules of grammar to communicate

emotions and feelings and to share information and meaning.

Depending on the way we use words, by speaking or by writing, verbal communication is

divided into two categories - oral and written.

Oral communication or speech is more frequently used medium of communication. There are
reasons for it to be so some of these reasons are:-

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1 We need not be liberated to speak as is needed in written communication. All humans have
the competence to speak one or more languages.

2 Human beings are born with a language acquisition device (LAD). A child learns to speak
spoken language naturally just by imitating the elders around him / her.

3 We speak faster than we write and are more spontaneous.

Nonverbal communication:

In many cases, no words are exchanged, (आदान प्रदान) we can also communicate through
(द्वाया) our body language which is our non verbal communication. It is perceived (सभझना) that
non verbal cues (संकेत) from a major part of communication process (93%).

The non verbal cues are kinesics, proxemics, chronemics, heptics, paralanguage, silence and
sign language.

� Kinesics

Kinesics is the study of the body's physical movements. For example nodding one's head
communicates acceptance (हहराना) ।

1 Personal appearance (हदखावट)

Our first impression matters a lot.

Before someone starts communicating, others form an opinion (याम) about him / her just by
perceiving how the person has tried to present her / him.

Appearance includes clothes, hair and so on.

2 Posture (हमारे उठने बैठने का तरीका):- Posture refers to where we hold ourselves when we
stand, sit, walk, talk our posture change according to circumstances (हारात)

3 Gesture (इशारा):- Gestures all movements made by hands, head or face.

4 Facial expressions: - Facial expressions communicate to the receiver the intent (इयादा) of
message.

5 Eye contact: - Sometimes our eyes communicate better than words. Words become more
powerful when the speaker makes eye contact with listeners of the message.

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� Proxemics:

When one hugs someone though no words are exchanged but the warmth of the relationship
can be felt (भहससू ) by both. This is communication. The study of physical space and
interpersonal relations is called proxemics.

Edward T. Hall (1986) divides communication space into four distinct zones:-

1. Intimate: The intimate zone extends just to 18 inches (one and a half feet). Members of
family, lovers, spouses, relatives and parents usually communicate in this zone. A handshake, a
pat on the back or a hug is some examples of communication in an intimate zone.

2. Personal: The personal zone extends from 18 inches to 4 feet.

Close friends, colleagues, peers, communicate in this zone. This zone is personal and is quite a
related and casual place.

3. Social: social journey is radius of 4 feet to 12 feet.

In this journal relationships are more formal and official.

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Distance between you and interviewers in an interview are an example of a social zone.

4. Public: Public zone starts from 12 ft and the range of eyesight and hearing.

Events are formal in this zone.

� Chronemics:

The study of the use of time to communicate is known as chronemics.

In this professional world time is a valuable resource.

Formal and Informal communication:

Formal communication deals with sharing of official information with others who need it.

Communication is sharing of information with friends, peers which has no skeleton like formal
communication. Grapevine is another name of informal communication.

Flow of communication:

Communication in an organization can be both formal and informal, but in the majority of cases
within an organization the communication is formal and patterned. (कोई ऐसा तयीका जजसभे कोई
काभ हो मा ककसी चीज को फनामा जाम शामभर होते है)।

1 Vertical communication:

Vertical communication consists of both upward and downward communication in an

organizational communication chain - for smooth functioning of an organization, there should be
a balance between superior communicating to subordinates (downward) and subordinates
communicating to superior (upward).

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2 Horizontal / lateral communication:

Horizontal or lateral communication is communication between employees who are at the same
level in an organization.

Employee -› employee

3 Diagonal communications:

Diagonal communication refers (फताता है ) to communication that crosses both levels and where
staff members from different departments irrespective of their reporting relationship, interact
with one another organization.

Communication networks:

Though communication happens in vertical, diagonal and horizontal directions, yet (अबी तक)
many communication patterns of communication do evolve (ववकमसत) which are termed as
communication networks (जार तन्र)

�Formal patterns / networks:

Formal patterns in an organization can be categorized (ववबाजजत) into five divisions.

 Chain network

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In chain network the members communicate through intermediaries (बफचौमरमा) who relay
(बेजना) message on top.

A-B-C-D

 Y- network

In any network, member at fork at 'y' is central (भख्

ु म) person with

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Informal communication or grapevine:

Though members of an organization communicate at a formal level.

But that does not satisfy (संतष्ु ट) human hunger (बख
ू ) for interaction and building interpersonal
relationships. Hence, there is a need for informal communication also known as grapevine.

Keith Davis (1980) points out four types of grapevine communication:

1 single strand chain

2 gossip chain
3 probability chain
4 cluster chain

� Single strand chain:

Where information passes from A to B and then B to C and so on. In this case there is very little
(फहुत कभ) chance (भौका) of verification of information (जानकायी).

A-B-C-D

� Gossip chain:

When person A sends information to all others in the group.

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� Probability chain:

When person A sends information randomly without specifically (ववशेष रूऩ से) choosing (चुनना)
a recipient (प्राप्त कयने वारा) of message.

� cluster chain:

Person A sends a message to B and C and each of them then conveys it to a cluster (सभह
ू ) of
others.

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The sender is selective about the receiver when the sender sends the message and then the
receiver takes up the role of sender and sends it to multiple people.

⭕⭕ Grapevine Can is misused (गरत इस्तेभार) in following ways:

- The information passed on can be inaccurate (गरत) and sometimes can have a malafide
(गरत) intention (इयादा).

- Message can easily be distorted (बफगाड़ा हुआ) as there is no written document for reference
(सन्दबि).

⭕⭕ Grapevine Can also be effectively used by organization as:

- The channel (भाध्मभ) is speedy and spontaneous (स्वत् स्पूतति)

- The network is multi-directional and therefore the flow of information is flexible (रचीरा).

- It can be used as an important feedback medium.

- It is primarily on oral medium and consequently (इसमरए) inexpensive (सस्ता).

� Barriers to Communication:

Communication is a smooth transmission of information, ideas, emotions, and feelings from one
person to another where the intended message is encoded by a sender and received by
receiver.

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But in many cases we fail to communicate the desired (जजसकी चाहत हो) information,
knowledge or emotion as some barriers gross between sender and receiver which prevents (
योकना) successful communication, distorts (खयाफ) message or the process and makes
communication meaningless.(अथिहीन)

For example: When we are communicating early it may happen (होना) that the communication
environment is noisy (शोयबया) and consequently (इसमरए) the receiver of the message is not
able to hear clearly. The noisy environment is a barrier to communication.

� Classification of barriers to communication:

Barriers can be of two kinds:

 Channel noise

 Semantic noise

In the field of business communication, the communication barrier or any unwanted (ना चाहने
वारा) interference (हस्तऺेऩ) between speaker and receiver which hampers (फाधधत)
communication flow is termed as noise.

1 channel noise:

When there is any unwanted interference in the medium of communication process it is termed
as channel noise.

For example: Noisy market and illegal (अस्ऩष्ट) handwriting can be termed as channel noise as
in both cases the factors that create communication failure are not and intrinsic part of
message

in one case it is communication environment which is not suitable and in other case it is
communication environment which is not suitable and in other case the medium of
communication means writing is not readable (ऩढ़ने रामक)।

Another examples of channel noise:

1 Use of inappropriate media:

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Inappropriate (अनधु चत, अमोग्म) selection of media to communicate lead (नेतत्ृ व) to

miscommunication (गरतपहभी).

For example: you are manager of a company which is bidding (आऻा) for a project, will it be
possible to bid for project using oral communication? Oral communication is an inappropriate
medium.

2 Physical noises in the channel:

Undesirable physical noise is a great barrier to communication. Any physical noise which is not
related to the communication process can cause a barrier.

3 Fear of superiors:

It often happens that one wants to ऩास on some information to one's superiors but she / he feels
that seniors would get offended (अऩभातनत) ।

4 communication selectivity:

When we are selective (चुनने वारा) in our listening, it can be a barrier to communication. It also
can be a barrier when one decides to read only parts of a document.

5 poor listening:

If one is a poor listener then it can itself be a barrier to communication.

6 information overload:

A message should only provide (आदान प्रदान) that much information as is required to
understand it. Too much information can lead to a situation where the intended message is lost.

2 semantic noise:

Noise can be defined as noise or barrier that is generated (उत्ऩन्न) from within a message.

For example: If someone says that 'the book is strong' then the meaning of the sentence will
depend on the context (सन्दबि) in which it is spoken. In one context it may mean or dogs bark
and in another the bark of a tree so if context is not given to us then meaning is not
understandable (ना सभझने रामक)

Examples of semantic noise:

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Limited vocabulary :(सीममत शब्दावऱी)

Limited vocabulary can become a barrier to communication as it can create not only a problem
in understanding things but also may lead to a situation (हारात) where a person is not able to
express. What she / he intend to express.

Incompatibility between verbal and non verbal language:

We communicate not only with words but also with non-verbal cues (संकेत) dress, eye contact,
physical touch, facial expression etc. It is essential (जरूयी) that our gestures (इशाये ) and posters
are compatible (भतु ाबफक) with our words. Whenever (जफ कबी) it is not, so we are
misinterpreted or misunderstood.

Wrong assumptions and inferences:

Wrong assumptions (कल्ऩना / भानी हुई फात) can lead to miscommunication.

For example: Suppose there are letters written by two departments. One department wrote a
letter to other departments without referring to earlier communication and the head of the other
department has changed. There is always a chance that letter would not serve (काभ कयना) its
purpose (उद्दे श्म / भतरफ) ।

Blocked categories:

In general, we react positively to information only if it is according to our views and attitudes.
But when we receive information that does not satisfy our views and attitudes then we react
negatively and this acts as a barrier.

For example: You think that you can never solve accounts as you are very poor in that field. So
whenever any questions from the account reaches you, you pass on the work to someone else
(ककसी औय का) thinking that you will not be able to handle it. This is an example of blocked
categories.

Strategy to overcome (बाहर ननकऱना) bears to communication:

If one desires to be an effective communicator then one learns ways to avoid barriers so that
communication failures do not happen.

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Following steps can help to solve the problem:

� 7c's of effective communication

It is the thought that for effective communication there is a need to follow certain norms / rules
which are known as 7c's of effective communication.

These norms apply both in written as well as oral communication.

The 7c's of communication are:

1 Completeness: (पर्
ू तण ः)

Any communication must be complete in the sense that a message should convey all facts
required for understanding the message.

2 Clarity:

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Clarity in communication implies that messages should be clutter (हल्रा / अव्मवस्था) free as
possible and that is easily understandable.

3 courtesy (ववनम्रता)

Courtesy in communication implies that the sender should respect receivers in terms of
politeness, (नम्र), judicious (वववेकशीर), and enthusiastic (उत्साही). It creates a positive
atmosphere for communication and leads to effective communication.

4 correctness:

Correctness in communication means that there are no grammatical errors, no dubiousness

(घफयाहट) in fact and figures. Correctness in communication builds trust between sender and
receiver.

5 Conciseness: (संक्षऺप्त)

Conciseness means while communicating one should try to make a message as short as
possible. Conciseness not only saves time but also makes the message effective for the
audience.

6 considerations (ववचार / ध्यान)

Consideration communication means that sender of message things in terms of receivers

views, mindset, education level etc to ensure that message sent is comprehended (अच्छे से
आना) properly (अच्छे से ) by receiver.

7 concreteness (स्थऱ
ू ता)

Correctness in communication means being particular and clear rather than fuzzy, correctness
strengthens the confidence. It makes communication effective and trustworthy.

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Unit - 2
Reading Skills
� Reading

Listening, speaking, reading and writing are the four main skills (कौशर) to master a language.

No one skill is learned alone, most of the time it is a combination (भेर) and integration (संघटन)
of skills.

Why do you read and how do you read? - These are the two significant (भहत्वऩण
ू )ि parts to be
discussed in detail for attaining a good proficiency (प्रवीणता) in reading.

Reading is for pleasure, examination, general information, specific knowledge, problem solving
etc.

Reading Techniques (तकनीक) and skills:

It is important to know why one is reading before going into details of how. Once this question is
answered, only then reading strategies can be decided for particular cases.

There are four main reading techniques which are used for specific situation:

1. Scanning:

When one reads an entire text / document quickly while looking for specific information it is
called scanning.

For example - Going through an entire newspaper and looking for specific news related to the
India-Pakistan cricket match.

2. Skimming:

Skimming is speed reading for cursory (ऊऩयी) overview for general information. Going through
an entire newspaper quickly through the headlines is an example of skimming. An overall idea
of the topic is an example of skimming technique of reading. Reading only headings of chapters
is skimming.

3. Intensive reading:

Intensive reading is of a specific written piece for a specific purpose. It is going into minute
details of a particular / words / phrase / line / para etc.

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4. Extensive reading:

Extensive reading is a type of general reading for general knowledge. Generally this technique
is used for pleasure reading, like reading a novel for pleasure.

People do not mind difficult terms; they continue this reading without stopping for the
clarification of words / phrases etc.

Process of reading:

Effective (प्रबावी) reading involves (शामभर) proper planning of reading sorted objectives (उद्दे श्म)
of reading are successfully achieved (हामसर).

First of all a reader must know his her purpose of reading and then choose an appropriate
strategy for the same.

� Pre reading activities:

Pre-reading activities work better at initiate (शरु

ु आती) l stages of learning a language. For
example, before reading a story / essay, talking about title, subtitle and guessing main ideas
and sub ideas of it, warming up (तैमाय कयना) readers by asking those questions related to
theme, writer etc. prepares a reader well for main reading.

� While - Reading:

In between the reading stopping by a reader to check whether the purpose of reading is being
fulfilled (ऩयू ा) ।

� Post reading activities:

After reading, a reader may ask certain (कुछ) questions by himself / herself or some questions
may be asked by a teacher so that the reader is able to form an opinion about content and can
rewrite or present it.

� An approach to deal with comprehension passage:

One of the main objectives of learning English is to understand language.

A comprehension exercise consists of a passage on which questions are set to test a pupil’s
(छार) ability to understand content of a given text and to infer (अनभ
ु ान रगाना) information and
meanings from it.

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Here are few points to be kept in mind while attempting a comprehension exercise:

1- Read the message quickly and get a general idea of the theme.

2- Read the passages again slowly and carefully so you know the details.

3- After reading the questions, read the passage again.

4- Make sure that you understand the questions.

5- Make sure what you write is relevant (मभरता जुरता)

6- Use your own words for answers.

7- Keep the facts given in the passage for answer.

8- Answer complete sentences unless you are told not to do so.

9- Answer is the same tense as that of question. eg -

What does he see? = he sees

What did he see? = he saw

10- When you have written your answer you should always refer back to the question and check
whether your answer is relevant and complete in all respects.

� Translation: (अनव
ु ाद)

In simple terms, it is said that to 'translate' is to meaningfully convey a message from one
language to another.

Ex - 'Thirty rupees' to 'tees rupaye' i.e., from English to Hindi.

Translation is a process of communication in which an idea is conveyed from language it is

expressed in, into a language comprehensible (सभझने रामक) to the target audience.

The significance of translation lies in different languages being used by two parties, the sender
and the receiver.

Translation becomes more complex (कहठन) activity between no two languages that share the
same structure of grammar composition (फनावट) etc.

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Definition of translation by JC Cat ford: - Translation is the replacement (प्रततस्थाऩन) of text

material in one language by equivalent text material in another language.

> Source language (SL) :

The language in which the text exists in the original is called Source Language SL.

> Target language (TL) :

The language to which text is translated is called target language.

> Source text (ST) / target text (TT):

The text from which translation is done is known as ST. and it is translated to as Target text.

Process of translation:

Nida gives a model on translation. This model mentions a three - stage system of translation.

1- Analysis

2- Transfer

3- Reconstructing

> Analysis:

It is important for a translator to understand text in SL very deeply; it will help him / her to
translate text in TL.

So first step is crucial (भहत्वऩण

ू )ि to translation as translation is not always done word for word.

The sense (सभझ) and spirit (बाव) of text needs to find its manifestation (अमबव्मजतत) in Target
language.

Analysis involved multiple aspects (ऩहर)ू of ST:

1- Grammatical meaning

2- Socio - cultural meaning (साभाजजक सांस्कृततक अथि)

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3- Referential meaning

4- Connotational meaning (सांकेततक अथि)

> Transfer (बदऱना)

After the analysis of the source text, the translator needs to transfer the meaning in target
language.

If reading translated text is not similarly pleasurable (खुशी दे ने रामक) as source text then the
translator has failed in his attempt of translation.

The process of transferring a message requires (आवश्मकता) a clear understanding that no two
languages are the same grammatically and each language conveys a different meaning through
its unique structure.

> Reconstructing (पन

ु रननमाणर्)

Reconstructing is the final step of the process of translation which depends on finding the most
suitable equivalent in TL.

Reconstructing is affected by cultural (सांस्कृततक) characteristics (ववशेषता) of SL and TL,

grammatical structure and vocabulary of two languages.

In the context of equivalence 'Nida' is in favor of two types of equivalence.

1- Formal equivalence: - Formal equivalence attempts (प्रमास) to render (अनव

ु ाद कयना) the
text word for word.

2- Dynamic equivalence: - It attempts to convey thought expressed in ST also called functional

equivalence.

NOTE: Explanation video on YouTube Click Here to watch the video

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Unit - 3
Writing skills
�The writing process

As writing is a process, therefore it usually follows a particular sequence.

Prewrite — write — rewrite

1 Prewrite:

Prewriting is a process which comes before actual writing begins.

One must think over certain (कुछ) significant (भहत्वऩण

ू )ि aspects (ऩहर)ू before one begin
writing, they are:

a- One should figure out aims (रक्ष्म) and goals of writing.

b- One should gather (इकठ्ठा) all available information and data on the subject one decides to
write.

c- One should then determine the style of writing.

d- One needs to plan all assignments together and make sure that deadlines for each of them
are met. Therefore it is significant that we make out a plan.

e- In writing assignments and projects for academic purposes the world limit is also set by
instructors / teachers / evaluators. One what should limit oneself within word limit and give more
importance to facts and arguments which are primary (जरूयी) to support the topic.

2 Write:

Once the relevant information and data has been gathered and a rough structure of argument is
decided, it is time to process the writing. In this time of writing, one should organize the writing
in such a manner that it is easily comprehensible (सभझने रामक)

3 Rewrite:

It is the final step of the writing process. This step requires that one revises the rough draft and
edits it.

NOTE: Explanation video on YouTube Click Here to watch the video

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� Note making:

Note making is an exercise that we need to do b/c it is a key to success in academic as well as
professional fields.

▪️ Techniques of note making or how to make notes?

The first significant thing about note making is that the reader should read the passage quickly
or very carefully and try to figure out key ideas, main theme of the passage.

The note maker should put the main idea of a passage as the heading of passage.
The headings should be short and easy to understand and usually written on the top middle of
the page.

Under the heading of the passage, sub headings are written.

Once we are through with sub heading it is essential to write the points under each sub heading.

▪️Other significant things:

There is no need to write a full sentence in note making.

Abbreviations should be used as much as possible.

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� Paraphrasing and summarizing:

Paraphrasing means putting a piece of writing in new words. The result of paraphrasing should
be different from the original source. It counts as your original writing at the same time because
you will be giving credit to the author of the text so she / he must not be misquoted. (गरत तयीके
से मरखना)

Therefore meaning must not be changed.

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Paraphrase retains (फयकयाय यखना) the same meaning as original.

Example - There has been much debate about reasons for the industrial revolution happening in
18th century Britain, rather than in France or Germany.

Paraphrased - Why the industrial revolution occurred in Britain in 18th century, instead of on the
continent (भहाद्वीऩ) has been the subject of considerable (भहत्वऩण ू )ि discussion.

Summarizing means giving a brief statement of main points of a text, in one's own words, while
maintaining the meaning of the original.

Summarizing has two key characteristics in common with paraphrasing: originality of expression
and preservation (संयऺण) of content.

Step by step paraphrasing and summarizing:

1. Read the original text. The second reading can be specific looking for better understanding of
text.

2. You can underline the main thoughts.

3. Make note of important points. While making notes try not to copy words from text until there
is no substitute for them.

4. Compare your version with the original to see whether all important points have been
included.

5. If you find any unique word in the original then you can also use it in quotes to show the
borrowing (उधाय) from the original.

� Letter writing:

Letters can be broadly classified into formal, Semi-formal and informal.

> Formats: parts of a formal letter:

1. Heading

The name and address of the sender comes at the top of the letter whether it is an individual or
an organization. This part is also termed as 'return address' which means the receiver of the
letter knows whom and where to respond.

NOTE: Explanation video on YouTube Click Here to watch the video

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2. Reference no

It is a number which is specific to a letter. It helps in locating a letter. This number along with
date makes it a very specific identity of a letter.

3. Date

Different formats of date are used in various countries but for our context in normal uses we
follow DD / MM / YY by format of date.

But for official purpose we adopt any one of following styles for date writing:

- 28 September 2019

- September 28, 2019

- 28th September 2019

4. Inside address

It is the name and address of the receiver of the letter.

5. Subject line

It is one line about the subject of the letter.

6. Salutation

Commonly used 'sir / madam' or Dear sir / madam.

E.g.: Dear Mr. Khanna or Dear Mrs. Malik

Dear sir or madam

7. Body of letter

It is divided into three parts:

a- Introduction or opening para:

When you write about the background / context of a letter and introduce the topic of
correspondence.

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b- Details of body or main para:

This is the main part of the body where writers can give details of content to be conveyed.

c- Conclusion or closing para:

This is the section of the body where writers focus on action required from the recipient of the
letter. Closing should be very effective to get desired action done.

8. Complimentary close

After closing Para, the letter does not end abruptly (अचानक) rather the phrases like 'yours
sincerely', 'yours truly' are used before the signature slot.

9. Signature slot

This part carries the signature, name and designation of sender.

10. Reference initials

Some organizations prefer signatures of other personnel involved in dictating or typing of a letter
which helps them to locate easily in future who typed etc.

11. Enclosure (encl.)

They are just like attachments in emails. Any additional documents attached with main letters
are listed in this part.

12. Courtesy copies (CC)

When copies of letters are sent to more than one recipient it is detailed in this part.

13. Postscript (PS)

It is a 'script' written after the letter has been completed. When the writer of a letter realizes that
she / he completed the body but some vital information is left out, it can be written in PS.

Ex: The timing of the meeting has changed from 11:00 AM to 3:00 PM on 17 November 2015.

� Report writing

Reports can be of various types. When it comes to writing there are two broad categories under
which reports are written - a short report and a long report.

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- A short report can be submitted in a letter or a memorandum format.

-A long report can be submitted in a combined structure.

1. Memorandum format

To follow the memorandum format is a simple way of presenting the report.

The date is mentioned at the top.

After the date, name of receiver.

After the name of the receiver, the writer's name is written then subject of report.

Next follows the actual text and conclusion.

NOTE: Explanation video on YouTube Click Here to watch the video

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NOTE: Explanation video on YouTube Click Here to watch the video

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2. Letter format

Steps of writing a report:

While writing a report one must read the instructions / questions carefully before writing.

Collect appropriate material to prepare or report.

Then the outline of the report is prepared. Once the outline is ready, one has to fill in the
relevant details.

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After the writing task is done, much still needs to be done. Reviewing and editing is as crucial
(भहत्वऩणू )ि as writing. Keeping purpose and readers of a report in mind, review it for the content.

The next thing is to look for grammar, spelling and expression accuracy and Organization of
content. Finally the format and report is ready.

NOTE: Explanation video on YouTube Click Here to watch the video

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For Practice Sessions

Speaking skills
� Features (ववशेषता) Of Oral Communication:

Oral Communication is mostly spontaneous (स्वत् स्पूति). It is saying that one should think
before speaking but if one thinks too much then he/she will not be able to speak. Therefore
(इसमरए) there is a need to balance spontaneity and planning. Most good speakers plan their
speeches and yet they appear to be spontaneous in this speech.

The feedback is instant (तयु ं त) in comparison to written communication.

If there is a pressure of thinking faster in oral communication. Therefore there are lots of
hesitations (हहचकना) and repetitions (दोहयाना). There are lots of and 'umm' and 'err' sounds
between words and sentences spoken. It gives us time to organize our thoughts.

No two people speak a language in the same way. Moreover (हारांकक) the same person does
not always speak in the same way. With different people and different circumstances (हारात)
the speech of a person varies to the situation and modifies her / his speech.

It serves the phatic (भहत्वऩण

ू ि कामि) function in terms of chit-chats, casual conversation
(अनौऩचारयक फातचीत)

It is a great advantage of oral communication that listeners can interrupt (योकना), if required and
clarify their doubts whenever they want to.

Oral communication means to put information, ideas, and the emotion of the speaker to the
listener in an effective way not to follow the grammatical rules.

Timely pauses make speech dramatic (नाटकीम) and persuasive (ठोस) that enhance (फढ़ाना) the
effect of communication.

Strength and Weakness of Oral Communication:

� Strength

Faster and spontaneous.

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Feedback instant.

Clarification can be used immediately.

Can be used with non-verbal language to facilitate communication.

Economical (ककपामती) and less time consuming.

Helps in building interpersonal relationships.

� Weakness

Cannot be documented (except electronically) and therefore does not have legal validity.

There is limited time for formulation of ideas.

Success depends on listening and attentiveness of the receiver.

One can get diverted from the topic.

One needs to have a good memory for retention of messages.

� Monologue and dialogue

Monologue is an oral conversation in which only one person conveys his / her views,
information etc. because the speaker has some privileged (ववशेष) position which makes him or
her say things while others just listen to him.

It may also be a long one-sided conversation.

This word originated (उत्ऩवि) from Greek and it means 'speaking alone'.

Example: Think about your classroom situation when a teacher enters a class and gives a
lecture on a new topic when she / he give a lecture and there is no space for students to put up
questions.

In the monologue it is essential that the speaker is well prepared, logical and listener friendly
otherwise it will tend to be boring.

Where two or more people take turns to put forward their points of view, along with non-verbal
cues to reach a conclusion that communication is known as dialogue.

NOTE: Explanation video on YouTube Click Here to watch the video

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Example: Think about a classroom situation when a teacher enters the class and starts a topic
with few general questions for students. Students respond to questions and then the teacher
sums up the discussion along with his / her point of view. It is an example of a dialogue.

In the dialogue each party has a chance to put their thoughts forward.

In the dialogue the speaker is not always the speaker but the speaker for a while and then lets
the other person come up with their ideas, response, etc.

Dialogue is a Democratic (जनतंरताभक) means to come to a conclusion.

� Group discussions

In group discussion 3 or more people participate, in which every person puts their views on a
topic and works together as a team on that topic.

Group discussion is used these days along with personal interviews for selection of candidates
for jobs.

Group discussion is an integral (आंतरयक) part of the selection process.

Group discussion is a significant (भहत्वऩणू )ि device to test the communication skills and
leadership qualities of applicants as well as how will one can manage other views.

In a GD the candidates are observed (दे खा जाना) in action and thus it is a very significant way to
figure out the strength and weakness of a candidate.

� The following are the aspects that participant of a GD should keep in mind:

Able to think instantly (तयु ं त)

Speak in a simple straightforward language

Think and speak logically (तकि)

Clarity of ideas and presentation skills is a must in a GD

Non-verbal communication is also significant in GD

Body speaks more than we speak.

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Leadership quality in GD:

Leadership is most important in professional work.

Leadership does not only mean that one is ahead (आगे) of others but it is suggested how one
can accommodate (सभामोजजत) the interest (रूधच) of as many people as possible.

It is very important for a leader to come along with speaking and listening.

The leader should ask everyone for their views and give a good direction to GD and come to a
conclusion.

� facing interviews

Interviews can be termed as an oral tool to test the academic and Non academic credentials for
employment or entry to an Academy Institution.

The purpose of the interviewer is to find out your competence about your subject, your
communicative competence, your excellence in the field related to your job, your personality,
your attitude etc. Usually interviews are taken by a panel of experts and it is important that one
maintains eye contact with almost all members of the panel.

� These things keep in mind while facing an interview:

You must try to put on formal attire (ऩोशाक) and give a nice impression about yourself.

It is essential to have etiquette (मशष्टाचाय) to wish people on the interview board/ panel and not
to do anything that would make them feel that you are rude or overconfident or a fool.

It is a prerequisite (आवश्मक शते) that you know your subject well and are able to deliver
responses to questions put forward by interviewers.

If the interviewer asks you questions about your personal life which should be answered tactfully
(चतयु ाई) do not give much information about your personal life.

Your communication should show your confidence and conviction (आस्था) in what you speak.

Your nonverbal cues should match your words.

Before facing the list of an interview for employment, you should ask yourself there things which
would be helpful in your performance they are:

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a- Do you know yourself?

b- Do you know about the company / Institution?

c- Do you know your job profile?

� Public Speech / Presentation

It is a form of mass communication.

Public speech: In public speech one is speaking to the masses whose background is not
familiar (ऩरयधचत) with the speaker.

In the presentation one is speaking to a select group of people whose academic and
professional background is more or less similar to one and who have similar interests.

Both forms of oral communication are needed to catch the attention of people.

In a presentation the speaker should use a subject specific language as the select group of
audience is aware of such language but in public speech it is important that one use a simple
and straightforward language.

When one is a public leader one has to figure out what are the expectations of the audience and
one need to present oneself according to those expectations to mark himself / herself as a good
speaker.

� In a presentation one has to keep in mind various things they are:

1. Time limit: Keeping within the time limit is necessary as the audience should be valued.

2. Prepare yourself by writing: It is to be kept in mind that presentations are to be prepared

beforehand and if possible even rehearsed (ऩहरे ही) so that you do not miss anything.

3. Often (अतसय) the framework (ढांचा) of presentation is circulated (ऩरयचामरत) within the
audience so that they are aware of Framework during presentation.

4. Non verbal cues are very important during presentation as one's body language, facial
expressions, postures etc. speaks a lot about what one intends to say.

5. It is important often to provide an overview about what you are presenting as it makes it
easier for the audience to follow it.

6. At end it is also important to ask the audience for their comments, queries, suggestions etc.

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