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General English Language Skills-9 T-9

RTMNU BA Semester 5 · English Language (Major) · 4 units · notes for every unit

UniversityRTMNU – Rashtrasant Tukadoji Maharaj Nagpur University, Nagpur
CourseB.A. (Four Year UG Programme, NEP 2020) – English Language (Major)
SemesterSemester V
Paper code—
Paper titleGeneral English Language Skills-9
CategoryMajor/Minor T-9
Credits4 Credits
Marks[80 Th + 20 Internal] SEE 80 + CIE 20 = 100
Prescribed textPrescribed Text: Vital Voices: Enhancing Soft and Language Skills for Career Readiness-I (Macmillan Education); Editors: Nitin Mathankar, Amol Raut, Shilpa Sarode, Rajshree Gajghate. Grammar Ref: Oxford Practice Grammar – John Eastwood, Oxford University Press
Syllabusas per official RTMNU NEP 2020 syllabus 2026-27 (Semester V–VI)

Unit topics below follow the official RTMNU syllabus. Notes, summaries and questions are written by PadhaiNotes in simple English; read the prescribed texts too. RTMNU English – All papers

Units

  1. 1Unit I: ProseNotes
  2. 2Unit II: PoemNotes
  3. 3Unit III: GrammarNotes
  4. 4Unit IV: Writing SkillsNotes

RTMNU BA Sem 5 · T-9 · Unit I

Unit I: Prose

Syllabus topics (RTMNU)

  • I have three Visions for India - A. P. J. Abdul Kalam
  • Women's Role in the National Movement - Subhas Chandra Bose
  • Gold in the Graveyard by Anna Bhau Sathe (Translated by Milind Bhagwan Pandit)
  • The Father - Bjørnstjerne Bjørnson
  • The End of Living and the Beginning of Survival – Chief Seattle

1. I have three Visions for India – A. P. J. Abdul Kalam

About the Author

Dr. A. P. J. Abdul Kalam (1931–2015) was a scientist and the 11th President of India (2002–2007). He was popularly called the 'Missile Man of India' and the 'People's President'. His well-known books include Wings of Fire and Ignited Minds.

Nature of the Text

This is an inspiring speech. It is addressed mainly to young Indians. It is widely circulated under Kalam's name.

The Three Visions

  1. Freedom: India was invaded and ruled by outsiders for centuries, yet India never invaded any other nation. The First War of Independence (1857) began the struggle for freedom. Kalam says we must protect, nurture and build on this freedom. If we are not free, no one will respect us.
  2. Development: India has remained a 'developing nation' for too long. It is time to see ourselves as a developed nation. Kalam points out that India is already among the leading nations in several fields.
  3. India must stand up to the world: Only strength respects strength. India must be strong as a military power and also as an economic power. Both must go hand in hand.

Other Key Points

  • Great teachers: Kalam gratefully remembers Vikram Sarabhai, Satish Dhawan and Brahm Prakash.
  • Negative media: He criticises the Indian media for giving importance to bad news. He says it ignores Indian successes, for example in agriculture, satellites and defence.
  • Obsession with foreign things: Indians admire foreign goods and lack self-respect.
  • Blame culture: Indians obey rules abroad, for example in Singapore or Tokyo. At home, the same people blame the government for dirt and corruption. Kalam asks citizens to take personal responsibility.
Theme: patriotism, self-confidence, responsibility of citizens, national development. Style: simple, direct, personal anecdotes, rhetorical questions, motivational tone.

2. Women's Role in the National Movement – Subhas Chandra Bose

About the Author

Subhas Chandra Bose ('Netaji') was born on 23 January 1897 at Cuttack.

  • He was President of the Indian National Congress in 1938 (Haripura) and 1939 (Tripuri).
  • He founded the Forward Bloc (1939).
  • He led the Indian National Army (INA) or Azad Hind Fauj.
  • He formed the Provisional Government of Free India (Azad Hind) in 1943.

His slogans 'Jai Hind' and 'Dilli Chalo' are famous.

Main Ideas

  • Women as equal partners: Bose believed that freedom cannot be won by men alone. Women must take an active and equal part in the struggle.
  • Inspiration from history: He drew on the courage of Indian heroines, especially Rani Lakshmibai of Jhansi (1857). He named the INA's women's regiment the Rani of Jhansi Regiment (1943). It was led by Captain Lakshmi Swaminathan (later Lakshmi Sahgal).
  • Beyond the traditional role: Women can serve as soldiers, nurses, organisers and propagandists, not only within the home.
  • Sacrifice: National freedom demands sacrifice from every man and woman.
Theme: patriotism, women's empowerment, equality, sacrifice. Style: oratorical (speech), emotional appeal, historical examples.

3. Gold in the Graveyard – Anna Bhau Sathe (Tr. Milind Bhagwan Pandit)

About the Author

Annabhau Sathe (1920–1969) was born at Wategaon (Sangli district, Maharashtra).

  • He was a 'Lok Shahir' (people's poet), novelist and story writer.
  • He was a social reformer and a key voice of the Samyukta Maharashtra Movement.
  • His novel Fakira is famous.
  • His writing gives voice to Dalits, workers and the poor.

The story was originally written in Marathi (Smashanatil Sone).

Summary (in brief)

The hero, Bhima, is a strong, hardworking labourer. He loses his work and is pushed into terrible poverty. To feed his family, he secretly searches the ashes of burnt bodies at a cremation ground for bits of gold and silver left from ornaments. In the dark and frightening graveyard, he must struggle against fear, wild animals and danger. The 'gold' he finds comes at a heavy human cost.

Themes

  • Poverty, hunger and unemployment
  • The dignity of labour versus survival
  • The struggle of man against circumstances
  • The irony that the poor find 'wealth' only among the dead

Bhima's character: physically strong, courageous, a loving family man, and a victim of social and economic injustice.

Style: realistic, grim descriptions, rural setting.

4. The Father – Bjørnstjerne Bjørnson

About the Author

Bjørnstjerne Bjørnson (1832–1910) was a Norwegian writer. He won the Nobel Prize in Literature (1903). He wrote the words of Norway's national anthem.

Summary

Thord Overaas is the richest and most influential man in his parish. He visits the priest at four stages of his son Finn's life:

  1. Baptism: He wants the baptism done alone, on a weekday, and pays generously.
  2. Confirmation: Sixteen years later, he wants Finn to stand first, and pays for it.
  3. Marriage: Eight years later, he arranges Finn's marriage to Karen Storliden, daughter of Gudmund.
  4. Tragedy: Finn drowns when the boat overturns on the lake. Thord searches for three days, finds the body and carries it home.

About a year later, a grey and humble Thord sells his farm. He gives half the money to the priest for charity in his son's memory. The priest says the son has at last brought him a true blessing.

Themes & Points

  • Pride and the arrogance of wealth
  • Fatherly love
  • Grief leading to humility
  • Spiritual transformation

Style: very short, compact story told through four meetings; economical dialogue; strong irony.

5. The End of Living and the Beginning of Survival – Chief Seattle

About the Author

Chief Seattle (c.1786–1866) was a leader of the Suquamish and Duwamish Native American tribes. The city of Seattle (USA) is named after him. The speech is linked to the 1850s, when the U.S. government wished to buy tribal land.

Note: The popular version of the speech was rewritten by later writers. Its exact wording is debated.

Main Ideas

  • Earth cannot be sold: How can anyone buy or sell the sky, the air or the water?
  • Sacredness of nature: Every part of the earth is sacred. Rivers are brothers and the earth is a mother.
  • Contrast of attitudes: The white man treats the earth as something to conquer and exploit. The tribes treat it as sacred and to be respected.
  • Web of life: Man did not weave the web of life; he is only a strand in it. Whatever he does to the web, he does to himself.
  • Warning: Destroying nature (for example, killing the buffalo or spoiling the forests) leads to the 'end of living' and the 'beginning of survival'.
Theme: ecology, environmental ethics, respect for nature, tribal wisdom, criticism of materialism. Style: poetic prose, repetition, rhetorical questions, imagery.

Quick Comparison

TextFormCentral Theme
Three VisionsSpeechPatriotism, development
Women's RoleSpeechWomen in the freedom struggle
Gold in the GraveyardShort storyPoverty, survival
The FatherShort storyPride to humility
End of Living...SpeechEcology, sacred earth

Likely exam questions

  1. (Long answer) Explain the three visions for India presented by Dr. A. P. J. Abdul Kalam. What does he say about the media and the attitude of Indian citizens?
  2. (Long answer) Trace the change in Thord Overaas's character in Bjørnson's story 'The Father'.
  3. (Short answer / short note) Write a short note on Chief Seattle's view of the relationship between man and nature.
  4. (Short answer / short note) Describe the struggle of Bhima in 'Gold in the Graveyard'.
  5. (Short answer / short note) What role did Subhas Chandra Bose want women to play in the national movement?

RTMNU BA Sem 5 · T-9 · Unit II

Unit II: Poem

Syllabus topics (RTMNU)

  • No Men Are Foreign - James Kirkup
  • Allow Sanity a Little Space - Dr Sunil Kumar Navin
  • The Burning of the Books - Bertolt Brecht
  • I Find No Peace - Sir Thomas Wyatt
  • Songs of Joy - W. H. Davies

No Men Are Foreign – James Kirkup

About the Poet

James Kirkup (1918–2009) was a British poet, translator and travel writer. He lived and taught in Japan for many years. His poetry often shows humanism and a strong dislike of war.

Summary

The poet asks the reader to remember that no people are strange and no countries are foreign. Under different uniforms there is the same human body. All people:

  • walk on the same earth and will be buried in it,
  • receive the same sun, air and water,
  • work with their hands, sleep, wake up and love in the same way.

When we are taught to hate others, we really betray ourselves. War spoils the earth that belongs to all of us. When we take up arms against others, we harm our own humanity.

Themes

  • Universal brotherhood: all human beings are one.
  • Anti-war message: war is a crime against our common earth.
  • Equality: nationality, race and uniform are only outer labels.

Style

  • Simple, direct language. The poem speaks to the reader as 'you' and 'we'.
  • Repetition of 'Remember' gives the poem a moral, persuasive tone.
  • Images taken from nature and daily work, such as the earth, the sun and ploughing hands.
Exam tip: Link the poem to the idea of 'Vasudhaiva Kutumbakam' (the world is one family). This helps in a long answer.

Allow Sanity a Little Space – Dr Sunil Kumar Navin

About the Poet

Dr Sunil Kumar Navin is a contemporary Indian poet writing in English. He is included in the prescribed anthology Vital Voices. Students should read the poet's note given in the textbook for accurate biographical details.

How to Study this Poem

  • Read the title carefully. 'Sanity' means a sound, balanced and reasonable mind. The title is a request to give reason and balance at least a small place. Check in the text what situation or problem the poet is reacting to.
  • Identify the speaker and tone. Decide whether the tone is pleading, angry, ironic or reflective.
  • Note the contrasts. Mark the images that stand for madness or confusion and those that stand for calm and reason.
  • Find the message. Write the central idea in two or three lines of your own.
  • Connect with other poems. Compare it with Kirkup and Brecht, who also question the irrational behaviour of society.
Prepare your own summary from the textbook. Do not rely on guesswork about this poem's content.

The Burning of the Books – Bertolt Brecht

About the Poet

Bertolt Brecht (1898–1956) was a German poet and playwright. He created Epic Theatre and wrote famous plays such as Mother Courage and Her Children and The Threepenny Opera. He opposed the Nazis and lived in exile for many years. The poem is read in English translation.

Background

In 1933, the Nazi government in Germany publicly burned books that it considered 'harmful'. These included many works by Jewish, liberal and left-wing writers. Oxen pulled carts loaded with books to the fires.

Summary

  • The government orders dangerous books to be burned in public.
  • A banished poet, one of the best, reads the list of burned books. He is shocked to find that his own books are missing from it.
  • He feels insulted and rushes to write a letter to those in power. In it he demands that they burn his books too.
  • He argues that he has always told the truth. By leaving his books out, the rulers are treating him like a liar.

The incident is believed to be based on the real Bavarian writer Oskar Maria Graf, who published a protest titled 'Burn me!'.

Themes and Style

  • Censorship and tyranny: dictators fear truth and free thought.
  • Irony and satire: being burned becomes a badge of honour, and being spared becomes an insult.
  • Courage of the writer: a true writer stands against injustice.
  • Free verse, plain conversational language and a dramatic, almost story-like structure.

I Find No Peace – Sir Thomas Wyatt

About the Poet

Sir Thomas Wyatt (1503–1542) was a courtier and diplomat in the court of King Henry VIII. He is remembered for introducing the sonnet into English. This poem is his adaptation of Petrarch's Italian sonnet 'Pace non trovo'.

Summary

The speaker is a lover who describes his confused and divided state of mind:

  • He finds no peace, yet he is not at war.
  • He fears and hopes at the same time. He burns, yet he freezes like ice.
  • He is held in a prison that is neither open nor locked.
  • He wishes to die, yet he asks for health. He loves another person but hates himself.
  • He laughs in pain, and both life and death displease him.

At the end, he reveals the cause of this conflict: his 'delight', that is, his love or beloved.

Literary Features

  • Form: Sonnet of 14 lines. It has a Petrarchan octave and ends with a rhyming couplet, which was Wyatt's contribution.
  • Paradox and oxymoron: pairs of opposites such as burning and freezing show the lover's inner conflict.
  • Antithesis: opposites are balanced in almost every line.
  • Theme: the painful contradictions of romantic love, in the Petrarchan convention of the suffering lover.

Songs of Joy – W. H. Davies

About the Poet

William Henry Davies (1871–1940) was a Welsh poet. He spent years as a tramp in America and Britain and wrote The Autobiography of a Super-Tramp. He is best known for the poem 'Leisure'. He belongs to the Georgian poets, who wrote simple poems about nature.

Summary and Theme

  • The poet calls on his own soul to sing songs of joy, like a happy bird in spring.
  • He advises against brooding over death, sorrow and worldly worries.
  • Joy is found in nature and in living fully in the present moment.
  • The poem celebrates optimism and the simple pleasures of life.

Style

  • The poet uses apostrophe, that is, he addresses his own soul directly.
  • Simple words, regular rhyme and a musical, song-like rhythm.
  • Fresh nature images such as birds, spring and the rainbow.

Comparison at a Glance

PoemPoet / AgeMain ThemeKey Device
No Men Are ForeignKirkup, 20th c. BritishBrotherhood, anti-warRepetition, appeal
Allow Sanity a Little SpaceNavin, contemporary IndianPlea for reason (see text)Study from textbook
The Burning of the BooksBrecht, 20th c. GermanCensorship, truthIrony, satire
I Find No PeaceWyatt, 16th c. EnglishConflict of loveParadox, sonnet form
Songs of JoyDavies, Welsh, GeorgianJoy, natureApostrophe, lyric music

Likely exam questions

  1. (Long answer) Discuss 'No Men Are Foreign' by James Kirkup as a poem of universal brotherhood and an appeal against war.
  2. (Long answer) How does Sir Thomas Wyatt use paradox and contrast in 'I Find No Peace' to show the conflicting feelings of a lover? Explain with reference to the sonnet form.
  3. (Short answer / short note) Write a short note on the irony in Bertolt Brecht's 'The Burning of the Books'.
  4. (Short answer / short note) Write a short note on the central idea of W. H. Davies's 'Songs of Joy'.
  5. (Short answer / short note) Explain the significance of the title 'Allow Sanity a Little Space'.

RTMNU BA Sem 5 · T-9 · Unit III

Unit III: Grammar

Syllabus topics (RTMNU)

  • Modal Verbs
  • Degrees of Comparison

Modal Verbs

Definition: Modal verbs (modal auxiliaries) are helping verbs. They are used with a main verb to show the speaker's attitude or mood, such as ability, permission, possibility, necessity, obligation, advice, request, offer, prediction and deduction. They do not show an action by themselves. They add a 'shade of meaning' to the main verb.

Main modal verbs: can, could, may, might, shall, should, will, would, must, ought to.
Semi-modals (marginal modals): need, dare, used to. Phrases like have to, be able to and be allowed to have similar meanings.

Features (Characteristics) of Modal Verbs

  • No -s in the third person singular: He can swim (not 'He cans swim').
  • Followed by the bare infinitive (verb without 'to'): She must go. The exception is ought to: You ought to respect elders.
  • No -ing, -ed or to-infinitive forms: We cannot say 'canning' or 'to must'.
  • Negative is formed by adding 'not': cannot / can't, must not / mustn't, should not / shouldn't.
  • Questions are formed by inversion: Can you help me? May I come in?
  • Two modals are not used together: 'He will can come' is wrong. The correct form is 'He will be able to come'.
  • Past time: To talk about the past, we use modal + have + past participle (modal perfect): You should have told me.

Uses of Modal Verbs (Function Table)

ModalMain UseExample
CanAbility, informal permission, possibilityShe can speak three languages.
CouldPast ability, polite request, possibilityCould you open the window?
MayFormal permission, possibility, wishMay I use your pen? / May God bless you.
MightWeaker possibilityIt might rain this evening.
ShallFuture (with I/we), offer, suggestionShall we start the meeting?
ShouldAdvice, duty, expectationYou should study regularly.
WillFuture, willingness, promiseI will help you tomorrow.
WouldPolite request, past habit, conditionalWould you like some tea?
MustStrong necessity, obligation, logical deductionYou must wear a helmet. / He must be tired.
Ought toMoral duty, adviceWe ought to help the poor.
Need (not)Necessity / absence of necessityYou needn't hurry.
Dare (not)CourageHe dare not oppose his boss.
Used toPast habitI used to play cricket.

Important Distinctions

  • Can vs May: 'Can' shows ability. 'May' shows formal permission.
  • Must vs Have to: 'Must' shows obligation coming from the speaker. 'Have to' shows obligation coming from outside, such as rules.
  • Mustn't vs Needn't: 'You mustn't smoke' means it is not allowed. 'You needn't come' means it is not necessary.
  • Should vs Ought to: Both are used for advice. 'Ought to' often suggests moral duty.

Modal Perfect (Modal + have + V3)

  • must have: a sure guess about the past. He must have left already.
  • could / might have: a past possibility. She might have missed the bus.
  • should have: regret or criticism. You should have informed the principal.
  • can't have: a past impossibility. He can't have written this.
Exam Tip: In 'fill in the blanks' questions, first identify the meaning required (ability, permission, advice, obligation and so on). Then choose the modal. Always use the bare infinitive after a modal, except after 'ought to'.

Degrees of Comparison

Definition: Adjectives and adverbs change their form to show the quality of a person or thing in a greater or lesser amount. These changes are called Degrees of Comparison. There are three degrees.

  1. Positive Degree: This is the simple form. It shows a quality without comparing. It is also used in 'as...as' and 'not so/as...as' structures. Ravi is tall. Ravi is as tall as Mohan.
  2. Comparative Degree: It compares two persons or things. It is usually followed by 'than'. Ravi is taller than Mohan.
  3. Superlative Degree: It compares more than two. It shows the highest degree and usually takes 'the'. Ravi is the tallest boy in the class.

Rules of Formation

RulePositiveComparativeSuperlative
One syllable: add -er / -esttalltallertallest
Ending in -e: add -r / -stwisewiserwisest
Short vowel + consonant: double the consonantbigbiggerbiggest
Consonant + y: change y to ihappyhappierhappiest
Long words: use more / mostbeautifulmore beautifulmost beautiful
Irregulargood / wellbetterbest
Irregularbad / illworseworst
Irregularmany / muchmoremost
Irregularlittlelessleast
Irregularfarfarther / furtherfarthest / furthest
Irregularoldolder / elderoldest / eldest

Special Points

  • Elder / eldest are used only for members of the same family: my elder brother. Older is used for people and things in general.
  • Farther refers to distance. Further means distance or 'additional' (further information).
  • Latin comparatives (superior, inferior, senior, junior, prior, preferable) take 'to', not 'than': He is senior to me.
  • Avoid double comparison: 'more better' and 'most best' are wrong.
  • Absolute adjectives such as perfect, unique, complete, round are normally not compared.
  • When the comparative is used for superlative meaning, use 'any other': Delhi is bigger than any other city in the region.

Transformation of Degrees (Very Important)

Type 1: Superlative with 'the'

  • Superlative: Mount Everest is the highest peak in the world.
  • Comparative: Mount Everest is higher than any other peak in the world.
  • Positive: No other peak in the world is as high as Mount Everest.

Type 2: 'One of the' + Superlative

  • Superlative: Kalidasa is one of the greatest poets of India.
  • Comparative: Kalidasa is greater than most other poets of India.
  • Positive: Very few poets of India are as great as Kalidasa.

Type 3: Comparison between two

  • Comparative: Gold is costlier than silver.
  • Positive: Silver is not so costly as gold.
Remember: When you change the degree, the meaning of the sentence must stay the same. Use 'than' with the comparative and 'as...as' with the positive. Use 'the' with the superlative, followed by 'in' (for a place or group) or 'of' (for a number of people or things).

Likely exam questions

  1. (Long answer) What are modal verbs? Explain their main features and their uses (ability, permission, possibility, obligation, advice, request) with suitable examples.
  2. (Long answer) Explain the three degrees of comparison with the rules for forming them. Show, with examples, how a sentence can be changed from one degree to another without changing its meaning.
  3. (Short answer / short note) Distinguish between 'must' and 'have to', and between 'mustn't' and 'needn't', with examples.
  4. (Short answer / short note) Write a short note on irregular comparisons and Latin comparatives (superior, senior, prior and so on) with examples.
  5. (Short answer / short note) Explain the use of modal perfects (must have, should have, could have, can't have) with examples.

RTMNU BA Sem 5 · T-9 · Unit IV

Unit IV: Writing Skills

Syllabus topics (RTMNU)

  • Preparing Resume
  • Preparing Agenda and Minutes

Preparing Resume

Meaning and Definition

A resume is a short, well-organised document that presents a candidate's education, skills, work experience and achievements to a possible employer. It is usually sent with a cover letter (job application letter). Its main aim is to get the candidate shortlisted for an interview, not to get the job directly. The word comes from French and means a summary.

Exam definition: A resume is a brief, factual and attractive summary of a person's qualifications, skills and experience, prepared to apply for a particular job.

Features of a Good Resume

  • Brief: Usually one page for freshers and one to two pages for experienced persons.
  • Clear and neat: Simple layout, clear headings, one readable font and bullet points.
  • Truthful: No false claims. Wrong facts can lead to rejection later.
  • Targeted: Changed to suit the job applied for, using key words from the job advertisement.
  • Achievement-based: Uses action verbs such as organised, led, designed, completed.
  • Error-free: No spelling or grammar mistakes.
  • Reverse chronological order: The latest qualification or job is written first.

Types of Resume

  1. Chronological resume: Lists education and jobs date-wise, latest first. Best for people with steady experience.
  2. Functional (skill-based) resume: Focuses on skills rather than dates. Useful for freshers or career changers.
  3. Combination (hybrid) resume: Mixes both. It shows skills first and then work history.

Parts (Sections) of a Resume

  1. Heading / Contact details: Full name, address, mobile number and email ID.
  2. Career Objective / Profile summary: Two or three lines stating the job goal.
  3. Educational Qualifications: Degree, university or board, year and percentage or grade. These are often shown in a table.
  4. Skills: Language, computer, communication and other technical skills.
  5. Work Experience / Internships / Projects
  6. Achievements and Extra-curricular Activities: NSS, NCC, sports, prizes and competitions.
  7. Hobbies / Interests (optional)
  8. Personal details: Languages known, date of birth and similar details (only as needed).
  9. References (optional) and Declaration with place, date and signature. Indian forms often use a declaration.

Sample Outline (Fresher)

RAHUL A. PATIL
Address: Dharampeth, Nagpur | Mobile: XXXXXXXXXX | Email: rahul@example.com
Career Objective: To work as a content writer in a reputed organisation where I can use my language and communication skills.
Education: B.A. (English), RTMNU, pursuing; H.S.C., Maharashtra Board
Skills: Fluent English and Marathi; MS Office; editing and proofreading
Activities: Member, college literary club; NSS volunteer
Declaration: I hereby declare that the above information is true to the best of my knowledge.

Do's and Don'ts

Do'sDon'ts
Use a professional email IDDo not use a fancy font or many colours
Keep it short and relevantDo not write long paragraphs
Proofread it carefullyDo not give false or exaggerated information
Use action verbs and bullet pointsDo not add unnecessary personal details

Resume vs CV vs Bio-data

PointResumeCurriculum Vitae (CV)Bio-data
LengthShort (1 to 2 pages)Long and detailedShort
FocusSkills and achievements for a specific jobFull academic career, research and publicationsPersonal details such as age, religion and family
UsePrivate sector jobsAcademic and research postsGovernment forms and marriage purposes in India

Preparing Agenda and Minutes

Meaning of Agenda

An agenda is a list of topics (items of business) to be discussed at a meeting, arranged in a fixed order. It is prepared by the secretary in consultation with the chairperson. It is sent to members along with the notice of the meeting, before the meeting takes place.

Features of a Good Agenda

  • It is sent in advance, so members can come prepared.
  • It is short and clear, and each item is stated in a few words.
  • Routine items come first and the important new matters come next.
  • It ends with Any other matter with the permission of the Chair.
  • Members do not usually discuss topics outside the agenda.

Usual Order of Agenda Items

  1. Welcome by the Chairperson
  2. Reading and confirmation of the minutes of the previous meeting
  3. Matters arising from the previous minutes
  4. Main items of business (for example, planning the annual day or the budget)
  5. Any other matter with the permission of the Chair
  6. Date of the next meeting and vote of thanks

Sample Notice with Agenda

English Literary Association, XYZ College, Nagpur
Notice: A meeting of the Executive Committee will be held on (date) at 11 a.m. in the Seminar Hall.
Agenda: 1. Confirmation of the last minutes. 2. Planning of the Annual Poetry Competition. 3. Budget for the event. 4. Any other matter with the permission of the Chair.
Secretary

Meaning of Minutes

Minutes are the official written record of what was discussed and decided at a meeting. The secretary writes them after the meeting. They are read and confirmed (approved) in the next meeting and signed by the chairperson. After that, they become a permanent and legal record.

Contents of Minutes

  • Name of the organisation, the type of meeting, and its date, time and place
  • Name of the chairperson and the list of members present (and absentees, or apologies)
  • Confirmation of the previous minutes
  • Each agenda item with the decision or resolution passed, including the proposer and seconder where needed
  • Time the meeting ended
  • Signatures of the Secretary and the Chairperson

Types of Minutes

  1. Minutes of Resolution: Only the decisions taken are recorded. Example: It was resolved that...
  2. Minutes of Narration: A short account of the discussion is given along with the decisions.

Rules for Writing Minutes

  • Write in the past tense and in third person, using reported (indirect) speech.
  • Be brief, factual and impartial, and give no personal opinions.
  • Follow the same order as the agenda.
  • Number each item clearly.

Sample entry: Item 2: Annual Poetry Competition – It was resolved that the competition be held in the second week of the next month. Prof. A proposed the motion and Ms. B seconded it.

Agenda vs Minutes

PointAgendaMinutes
Time of preparationBefore the meetingAfter the meeting
PurposeLists what will be discussedRecords what was discussed and decided
TenseFuture or presentPast
NatureGuide for the meetingPermanent and legal record
Signed bySecretary (with the notice)Secretary and Chairperson
Exam Tip: In practical questions, always write the heading (name of the organisation), number the items and add the signature lines. Write minutes in past tense with phrases like It was decided or It was resolved.

Likely exam questions

  1. (Long answer) What is a resume? Explain the features and main parts of a good resume. Prepare a resume for the post of Content Writer in a publishing company.
  2. (Long answer) Define agenda and minutes. Draft a notice with agenda for a meeting of your college English Association, and write the minutes of that meeting.
  3. (Short answer / short note) Write a short note on the types of resume.
  4. (Short answer / short note) Distinguish between agenda and minutes.
  5. (Short answer / short note) What points should be kept in mind while writing minutes of a meeting?