Communication skill professional writings

PROFESSIONAL WRITINGS – Technical Report – Unit 4




Technical Report Exercise

Professional writings , technical report

(1) Suppose you are the General Secretary of the Students’ Union of your college. The principal has asked you to investigate the facilities available in the library at your college and to make recommendations for improvement. Prepare a report with all the details and accompany it with a covering letter.

To: The Principal,
XYZ College.

From: The General Secretary,
Students’ Union.

Subject: Report on Library Facilities.

Respected Sir/Madam,

I am writing to submit a report on the library facilities available at XYZ College. As per your request, the Students’ Union conducted a survey to assess the quality of the library facilities and to identify areas that require improvement. Based on our findings, we have made several recommendations which we hope will be useful in enhancing the learning experience of the students.


The library at XYZ College is a spacious and well-maintained facility that caters to the needs of students across all disciplines. The library is open from 9 am to 5 pm on weekdays and from 9 am to 1 pm on Saturdays. The library has a total seating capacity of 150 students and is equipped with high-speed Wi-Fi connectivity.

The library has a collection of over 10,000 books covering a wide range of topics, including textbooks, reference books, and fiction books. However, we found that some of the books are outdated and require updating. The library also subscribes to several national and international journals and magazines, which are useful for research purposes.


After a thorough analysis of the library facilities, the Students’ Union recommends the following improvements:

Increase the number of books in the library and ensure that the collection is up-to-date.

Improve the lighting and ventilation in the library to create a more conducive learning environment.

Provide additional study spaces and seating arrangements to accommodate more students.

Increase the library’s opening hours, especially during exam periods, to cater to the needs of students who prefer to study in the library.

Introduce an online catalog system to make it easier for students to locate books.


In conclusion, we hope that the above recommendations will be taken into consideration and implemented to improve the library facilities at XYZ College. A well-equipped library is a vital resource for students, and it is important to ensure that it is always up-to-date and meets the needs of students across all disciplines.

Thank you for considering our report.

Yours Sincerely,

The General Secretary,
Students’ Union.

Communication skill soft skills reading comprehension

(2) Suppose you are the Junior Engineer of Modern India Engineering Ltd, Kolkata. Recently an accident occurred in the Kolkata Production Unit of the company. There had been no life loss. However four workers sustained serious injuries. The incident caused disruption in production, and incurred financial loss. Now enquire and draft a report to the managing Director of the company.

To: Managing Director, Modern India Engineering Ltd, Kolkata

Subject: Enquiry Report on Recent Accident in Kolkata Production Unit

Dear Sir/Madam,

I am writing this report to provide you with the details of the recent accident that occurred in the Kolkata Production Unit of our company. As you are aware, the incident resulted in four workers sustaining serious injuries and causing disruption in our production process, which incurred a financial loss for our company.

To investigate the incident, we conducted a thorough enquiry, and the following is the report:

Cause of Accident:
Our findings indicate that the accident was caused by the malfunctioning of a critical piece of machinery that was being used in the production process. The equipment was not properly maintained, and the safety protocols were not followed while operating it, leading to the failure of the machine.

Impact of the Accident:
The incident caused disruption in our production process, resulting in delays in completing orders and fulfilling customer demands. The financial loss incurred is estimated to be around INR 5 lakhs.

Injury to Workers:
Four workers were injured in the accident, and they were immediately taken to the nearby hospital for medical treatment. Fortunately, there was no loss of life, and all the injured workers are now out of danger. However, they will require an extended period to recover and resume work.

Based on our findings, we recommend the following measures to prevent such incidents in the future:

Regular maintenance of all machinery and equipment.
Proper training of all employees on the safety protocols to be followed while operating machinery.
Regular safety audits to be conducted to ensure that all safety protocols are being followed.
We understand that the incident has caused significant disruption in our production process, but we assure you that we are taking all necessary steps to prevent such incidents from happening in the future. We are committed to the safety of our workers and the smooth operation of our production process.

Thank you for your attention to this report. If you have any further questions or require more information, please do not hesitate to contact me.


[Your Name]
Junior Engineer
Modern India Engineering Ltd, Kolkata.

Communication skill, technical Report

(3) United Way needs Volunteers for many projects. Volunteers help in preparing funds for the company.Now, Write a report to the Managing Director to inform what they are looking for and what problems they face securing funding.

To: Managing Director, United Way

Subject: Volunteer recruitment and funding challenges

Dear Managing Director,

I am writing this report to update you on the current volunteer recruitment and funding challenges faced by United Way. As you are aware, our organization relies heavily on the support of volunteers to carry out many of our projects, and securing funding is critical to achieving our goals.

Volunteer Recruitment:

Currently, United Way is in need of more volunteers to support our ongoing projects. We are looking for individuals who are passionate about community service and willing to commit their time and energy to making a positive impact in their local communities. However, we have been facing difficulties in recruiting volunteers, mainly due to the ongoing COVID-19 pandemic. Many people are hesitant to volunteer due to concerns over their safety and health.

To address this issue, United Way is exploring various virtual and remote volunteer opportunities, which will enable individuals to contribute to our projects from the comfort of their homes. We are also working on creating a safe and welcoming environment for in-person volunteering, by following all necessary health and safety guidelines.

Funding Challenges:

Securing funding for our projects is essential to our organization’s success, but we have been facing some challenges in this area. One of the main challenges is the increasing competition for funding from other non-profit organizations. As a result, we need to be more creative and strategic in our approach to fundraising.

Another challenge is the reluctance of some donors to support our organization due to the perception that we have too many administrative costs. To address this issue, we are working on increasing transparency in our financial reporting, highlighting the impact of our programs, and showcasing our accountability and good governance practices.


In conclusion, United Way is actively working to overcome the challenges of volunteer recruitment and funding. We remain committed to our mission of improving lives and strengthening communities, and we believe that with your support, we can continue to make a positive impact in the lives of people we serve.

Thank you for your attention to this matter. If you have any further questions or concerns, please do not hesitate to contact us.


[Your Name]
Volunteer at United Way

Read More:

Unit 1: Communication: Therory & Practice

Unit 2: Soft Skills for Professional Excellence

Unit 3: Reading Comprehension

Unit 4: Professional WrWriting

Unit 5: Vocabulary andGrammar


Written by Chhanda Kaity

Chhanda Kaity, Asst. Professor (Lecturer), Bishnupur Public Institute of Engineering completed his Masters from Vidyasagar University with First Class after graduating with honours in English Literature from The University of Burdwan. He also completed B.Ed from The University of Burdwan.


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