Lesson 5 Writing Skills Important Notes

Lesson 5 Writing Skills

Writing: An Introduction

As has been discussed in the initial units, writing is an essential human activity which came into existence much later than speech as writing is a graphical representation of speech, though the rules of writing are often different from that of speech. We also need to remember that speech is a distinguishing characteristic of every human being, but it is only the literates who can write. In other words, literacy is a prerequisite for writing. In this Unit, the focus is on various aspects of writing – such as Note-making, Letter Writing and Report writing.

The Writing Process

Writing is a competence which can be inculcated with practice. When one writes poetry as one has a natural inclination to write poetry; but when one writes an assignment or a term paper, one does it because of an academic necessity. While writing an assignment or an academic paper not only you should know about the subject on which you are asked to write on or have chosen to write, but should also have some basic idea about the format of how to write an assignment or academic paper.

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

Prewrite ® Write ® Rewrite

1. Prewrite – Prewriting is a process which comes before the actual writing begins. While writing any assignment or term paper, it is presumed that there must be something very significant that needs to be written. Therefore, one must ponder over certain significant aspects before one begins writing. They are:

· One should figure out the aims and goals of writing. In other words, one must make sure that one knows why one is writing. If you are writing an assignment, your approach will be different from that of an answer you are preparing for the examination.

· One should gather all the available information and data on the subject one decides to write on, that is, one needs to do the required research on the topic and figure out the available literature on that topic.

· One should then determine the style, that is, the way one arranges one’s words and sentences into a cohesive piece of writing. The same data can be used by different individuals to produce different arguments even though they may intend to write for the same audience. Therefore before getting into writing one should also decide on and choose one’s style of writing.

· Moreover, while writing an assignment or a project, there is a deadline that is given to us and we need to plan our writing in such a way so as to meet the deadline. It is assumed that during our college or university days, there is not a single assignment or project to be done, but many. Therefore one needs to plan all assignments together and make sure that deadlines for each of them are met.

· Very often, in writing assignments and projects for academic purposes, a word limit is also set by the instructors / teachers / evaluators. One should limit oneself within the word limit and therefore while arranging the facts and arguments, give more importance to the facts and arguments which are primary to support your topic.

2. Write – Once the relevant information and data has been gathered and a rough structure of the argument is decided; it is the time to launch oneself into the actual process of writing. In this phase of writing, one should organize the writing in such a manner that it is easily comprehensible. Therefore it is very important to ascertain a logical sequence in writing.

3. Rewrite – Rewriting is the final step of the writing process, and one that is essential to successful writing. This step requires that one revises the rough draft and edits it. Revision allows you to perfect your assignment, project or any other writing.

 

Note Making

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What is Note Making ?

How to write a Notes ? 

Techniques of Note-Making

Note making is an exercise that we need to do as it is a key to success in academic as well as professional fields. Suppose you are given a topic to research and write on. As you do your research a plethora of information comes to you – some of them are useful, some very significant, some rubbish and some which you can neglect.

Therefore it is always better that we make notes, which can then be used while we start writing or preparing for the examination or use for future reference. Therefore, note making is an essential part of many English language syllabus as it helps us in our writing process.

Techniques of Note-Making or How to make notes?

· The first significant thing about Note-making is that the reader should read or go through the reading or the passage very carefully and try to figure out the key ideas, main theme, key arguments of the reading / passage.

· The Note-maker should them put the main idea of the passage as heading of the passage – the heading should be short and easy to understand (usually of three to four words) and usually written on the top middle of the page. Moreover it should be so that it evokes the interest of the other readers and also makes you again go through it.

· Under the heading of the passage, the sub-headings should come in. sub-headings are the subordinate or associated ideas that come under the heading, that are used to develop the heading or the main idea of the reading or passage.

· Once we are through with the subheading it is essential to write the points under each subheading which goes on in support/ against/ to uphold/ to argue in favour or against/ to provide the details/ etc. of the sub-heading. It should be kept in mind to properly indent (space suitably and provide them numbers of put them in bullet form) the points.

· Other significant things –

o There is no need to write full sentences in Note-making – one can just write in the form of just the necessary words which can be understandable.

o Abbreviations should be used as much as possible (and a list of abbreviations should be provided at the end of Note-Making for other readers)

 

Paraphrasing and Summarizing

Summarizing and Paraphrasing are very useful skills because they allow us to use the work of authors whom we wish to cite, while using our own words and thus not turning our paper into a copy-and-paste from other works.

Paraphrasing means changing the words in which something you have read has been expressed. The result of paraphrasing should be significantly different from the original source, so that as far as the expression goes, it counts as your original writing. At the same time, because you will be giving credit to the original author of the text you have read, s/he must not be misquoted. Therefore, the meaning must NOT be changed.

 

Step by Step Paraphrasing and Summarizing:

1. Read the original text for a cursory reading. The second reading can be specific and close, looking for better understanding of the text.

2. You can underline the main thoughts. Also mark the supporting arguments.

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

4. Now keep aside the original matter and write on all the important points of the original in your own language.

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

6. If you find any unique word in the original which you wish to retain, then you can also use it in quotes to show the borrowing from the original.

Letter Writing

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What is Latter ?

How to write a Latter ? 

Parts of a Formal Letter

Letters can be broadly classified into formal, semi-formal and informal letters. As the name itself suggests, formal letters are used for formal purposes and situations like those at the workplace, etc. whereas informal letters are personal letters used in informal situations, like letters sent to friends, relatives, etc.

Format: 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 organisation. In the case of organization’s name and address, generally printed letter-heads are used where this part is printed in the centre. This part is also termed as ‘Return Address’ which means the receiver of letter knows whom and where to respond.

2. Reference No.: It is the number which is specific to a letter. It helps in locating the letter at a later stage. This number, along with date, makes it a very specific identity of a letter.

3. Date: In the age of global businesses and multi-national communications between companies, different formats of date writing are used in various countries but for our context in normal usage we follow ‘dd/mm/yyyy’.

4. Inside Address: It is the name and address of the receiver of the letter. These days organizations use cover envelops with cuts at the place of inside address and the paper is folded in such a way that the inside address becomes the outside address also.

5. Subject line: It is a brief one line about the subject of the letter whether it is applying for a job or complaint of a damaged product or submission of a proposal. The subject line should convey the purpose of the letter at the first glance.

6. Salutation: Commonly used ‘Sir/ Madam’ (when there is no previous interaction) or ‘Dear Sir/Dear Madam (when there is previous interaction) (No ‘mam’ please).

7. Body of the Letter: In fact, the body of any letter can be divided in three parts:

a. Introduction or Opening Para: Where you write about the context/background of the letter and introduce the topic of correspondence.

b. Details of Body or Main Para: This is the main part of the body where the writer can gives the details of the content to be conveyed. This is also the part where the writer has the maximum choice to showcase his/her talent of writing.

c. Conclusion or Closing Para: This is the section of body where the writer focuses on the action required from the recipient of the letter- early reply, meeting in person, consider as a candidate, sanction the leave, and approve the proposal and so forth.

8. Complimentary Close: After the closing para, the letter does not end abruptly rather the phrases like ‘yours sincerely’, ‘yours truly’ are used before the signature slot. Salutation and Complimentary Close are related. If the salutation has been at a more personal level, like Mr. Jacob’ the complimentary close will also be more personal like ‘Truly’ or ‘Yours truly’.

9. Signature Slot: This part carries the signature, name and designation of the sender. This part provides authenticity to the content and fixes accountability on the writer. The parts after ‘Signature Slot’ are not compulsory parts of a letter. They can be used, if required.

10. Reference Initials: Some organizations prefer the signatures of other personnel involved in dictating or typing of a letter which helps them to locate easily in future who typed, etc. It increases accountability.

11. Enclosures (Encl.): They are just like attachments in e-mails. Any additional documents attached with the main letter are listed in this part.

12. Courtesy Copies (C.C.): When copies of letter are sent to more than one recipient (the addressee), it is detailed in this part. The name and designation of the person is written. In the days of use of carbon papers for making copies, they used to be carbon copies.

13. Post Script (P.S.): As the words indicate, it is the ‘script’ written after the letter has been completed. When the writer of the letter realises that s/he has completed the body but some vital information is left out.

Report Writing

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What is Report Writing ?

How to write a Report Writing ? 

Steps of  Writing  a Report

Although reports can be of various types, yet when it comes to writing there are two broad categories under which reports are written- a short report and a long report. All Project Reports, Field and Visit to industries and business concerns are long reports.

Report Writing: Some Preliminary Facts

· While writing a report, one must read the instructions carefully on the basis of which the report is to be prepared. It is like reading a question paper thoroughly before writing an answer in an examination. Instructions set the design and content of the whole structure of the report.

· Next step is to collect appropriate material required including facts and data to prepare a report. Even in a short report, one must plan for the report and give a thought to the supporting document/s or argument/s.

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

 · After the writing task is done, still much needs to be done. Reviewing and editing is as crucial as writing. Keeping the purpose and reader/s 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 formatting and the report is ready.

Step by Step Writing of a Report

Writing mainly consists of three steps: Planning, Writing and Completing. The general three steps of writing can be put to best use for report and proposal writing as well:

· Stage-1 Planning

Planning is a crucial stage of writing even if writing involves a short message as one must know about what to write, whom to write to and how to write. In a formal piece of writing like that of a report, specifically a long report, planning becomes all the more significant.

Similarly while writing an essay, it would be very tedious if one had to keep referring to the thesis statement.

1. Be clear about the purpose of report writing. Once what, for whom and how of a report are understood by the writer, s/he is able to prepare the work plan.

2. Once one knows the target audience, one can gather information according to the needs of the audience. Relevant information in the form of facts, data or case studies can be gathered and studied beforehand.

3. Once the basic material has been collected one must think about the medium rather media of presentation since a combination of various media can make the presentation more effective.

4. Next stage is the organisation of information. One must prepare an outline in the form of an appropriate structure so that at the actual writing stage one knows how to structure the material collected.

· Stage-2 Writing

1. Following the format of a short report or a long report, write the report with the specific purpose and specific audience in one’s mind.

2. Choose simple words over jargon and complex words.

3. Proper headings and sub-headings with short simple paragraphs make a report more effective.

4. Check it for proper citations for the resources used.

5. Objectivity is the key to report writing. Logically driven facts and figures can lead to logical conclusions.

6. Do not include anything irrelevant. It will make the report incoherent. Be specific.

7. The selection of words, tone and voice must be audience and purpose specific.

8. Incomplete reports will not serve their purpose. Make them authentic and complete.

· Stage-3 Completing

By now the first draft is ready but it will not be presentable. Only after editing and revision, can one get the final presentable report.

1. Time to go back and revise the content. Is the content appropriate, is it presented appropriately, is the sequence fine, is it readable, is it serving the purpose etc. should be your questions to assess the content and the medium. You can review and reframe accordingly.

2. Are the graphics and other media used appropriately, are they adding to the effectiveness of the report. Re-look at the whole for writing as well as other media.

3. Language and grammar accuracy cannot be underestimated. Go through the whole presentation again to check for errors of spelling, structure or mechanics. One wrong spelling at the beginning is enough to play game spoiler. Proofread and correct.

4. For the delivery of the report choose the appropriate medium.