WRITING SKILLS

Planning your writing

Whenever you write anything you plan it first in your head. Even when you are writing a text
message, you think about what you would like to say and how you would like the message to
come across.

There are many reasons why planning is important. It can help you to…

• Record your ideas

• Come up with new ideas

• Organise your thoughts

• Check that you have all the information you need

When planning your writing, you should think about the three Ws

• W - Why are you writing: the purpose

• W - What situation you are writing for: the context

• W - Who you are writing to: the audience

There are a number of different ways to plan your text.

You may choose to use a…

• Bulleted list of points

• Spider diagram/mind map

• Flowchart to design the sequence

Bulleted List

This is where you make a simple list of all of the points you would like to include in your piece
of writing. You might then want to number your points to show the order that you’d like them to
appear in.

Spider diagram/mind map

This is where you put the subject of your text in the centre and the things you want to talk about
as branches coming off it.

Flowchart

A flowchart is a diagram that shows a sequence of events. You can plan your writing step by step
using this method. You don’t just have to stick to using rectangles or squares as in a conventional
flowchart. Use different shapes and pictures if it helps you to develop your ideas.
Develop Your Writing

• Think About Your Readers’ Needs

• Remember Basic Rules for Good Written English

• Write Regularly to Develop Confidence and Quality

• Have a Structure for Drafting and Re-Drafting

• Get Feedback on Your Writing and Use It

• Be Realistic About What You Can Achieve

Think about your readers’ needs

Whatever you are writing, your aim should be to make your text as clear as possible – to present
your ideas clearly and concisely and to avoid ambiguity or redundancy. Achieving this becomes
easier the more you practice writing and begin to develop your confidence in your writing style.

If it is something you are still having problems with, try adopting these very basic rules as you
write your thesis:

• avoid excessively long sentences

• do not use a difficult word where a simple one will do

• use punctuation correctly to aid the sense of your writing

• use paragraphs to break your text into logically self-contained units

To guide your readers through your writing, it should include a system of “signposts” – things
that explicitly or implicitly tell the reader what to expect. Signposts that you can use in your
thesis are – a clear introduction, objective, good and timely use of connectives, a meaningful and
motivating conclusion.

Follow the basic rules for good written English

It is important that you pay attention to the basic rules for good written English - accurate
spelling and correct use of grammar and punctuation.

Errors of spelling are best avoided by careful proof reading - and you should never rely simply
on your word processor’s spell check function. Proof reading is something you should allow time
for as part of your structure for re-drafting your work - do not expect your supervisors to do your
proof reading for you.

Grammar and punctuation can be more difficult to get right, particularly if English is not your
first language.
Have a structure for drafting and re-drafting

It is important to remember in the early stages of your writing that you are working on a draft,
not the finished thesis. Keep writing even if you know that you can do better - leave the
improvements until you come to write the next draft. This will give you time to reflect and think
more carefully about anything that you might need to change.

Write regularly to develop confidence and quality

Practice makes perfect. You need remember good words and expressions that you come across
from time to time and incorporate them in your writing. This will give you more confidence to
you and more credibility and quality to your writing.

Get Feedback on your writing and use it

Get your piece of writing cross checked by someone you trust. This will also enable to overcome
any inadvertent errors that creep into your writing. Be open to criticism and try to incorporate
any changes suggested.

Be realistic about what you can achieve

It is natural to be anxious about the quality of your work, but do not let this stop you writing or
allow yourself to be caught in the trap of repeatedly revising the same paragraph/section. Being
realistic as to what to expect from your writing will avoid wasting time through worrying rather
than getting on with your writing.

Letter Writing
The Components of a Business/Official Letter
Your Address
The return address of the sender so the recipient can easily find out where to send a reply to. Skip
a line between your address and the date. (Not needed if the letter is printed on paper with the
company letterhead already on it.)
Date
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003.
Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
Inside Address

The address of the person you are writing to along with the name of the recipient, their title and
company name, if you are not sure who the letter should be addressed to either leave it blank, but
try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the
salutation.
Salutation
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May
Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a
line between the salutation and the subject line or body.
Subject Line
Makes it easier for the recipient to find out what the letter is about. Skip a line between the
subject line and the body.
Body
The body is where you write the content of the letter; the paragraphs should be single spaced
with a skipped line between each paragraph. Skip a line between the end of the body and the
closing.
Closing
Let's the reader know that you are finished with your letter; usually ends with Sincerely,
Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing
and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the
printed name, so that there is room for the signature.
Signature
Your signature will go in this section, usually signed in black or blue ink with a pen.
Printed Name
The printed version of your name, and if desired you can put your title or position on the line
underneath it. Skip a line between the printed name and the enclosure.
Enclosure
If letter contains other document other than the letter itself your letter will include the word
"Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the
number of other documents enclosed, not including the letter itself.
Block Format: Business Letter

E-mail writing
When working in a professional environment one cannot resort to informal conversations in
colloquial English. It is important to know how to communicate, whoever you communicate
with. Language, grammar, style are all very important. Professional demeanor should never be
crossed while communicating within the realm of your organization or anything related.

E-mail Etiquette
Good email etiquette shows that you are professional, efficient and it protects you from liability,
legal or otherwise.

Are there any rules?

According to many there are a set of rules you should follow while emailing someone especially
professionally. Here are a few:

1. Know your audience and address them accordingly

2. Be grammatically correct; there is nothing worse than an email with grammatical

mistakes
3. Be concise and to the point

4. While replying ensure you check if the message should be a ‘reply’ or ‘reply all’. Do not
overuse ‘reply all’
5. Do not attach unnecessary files or big files that are difficult to open

6. Do not have personal conversation on official mails

7. Be careful with rich text and also with HTML

8. Do not have fancy signatures with moving graphics. It is considered unprofessional

9. Avoid long emails and long sentences

10. Avoid run-on sentences

11. Be careful while using the cc: and bcc: fields; try not to overuse these

12. Try and avoid forwarding messages that have nothing to do with your work

13. Avoid chain mails in your office or from your official id with outsiders

14. Don’t reply to spam and do not forward any either

15. Do not use IMPORTANT in your subject line unless the material IS important

16. Avoid writing your mail in all upper cases; this means you are shouting (in email
language)
17. Be careful while using emoticons. Emoticons are the ‘smiley’ faces we make using
various symbols on the keyboard. Use these only when you are writing an informal mail
or have already established an informal relationship with your audience.

What else do I need to know?

• The tone while writing an email is very important. Sometimes you may make a
grammatical error which can sound like you are being rude. For example, if you are not
careful you could make a mail sound rude by wrong usage of a simple word like ‘so-
called’. If you write something like, “Please give me more information about your so-
called program” this comes off as rude. Be careful when using certain phrases and words.
If you are not sure of the meaning, look it up before using it.
• Be professional when you draft an email. It is very important to use a formal language
unless you have established an informal/friendly relationship with the person. If you do
not know the audience well enough then it is best to refrain from using informal
 language.
• Use spell check before you send the email. Also read your mail a couple of times before
you send it out. It is best to review what you have written to confirm the mail is devoid of
any embarrassing or glaring mistakes.

Just remember, your email should not make the reader feel confused or upset. Be very careful
when you draft your mail and follow the basic rules and you should be fine. Happy emailing!

Resume Writing
There are three main ways of styling a resume's content: Targeted, Functional and
Chronological.

Targeted Resume

This kind of CV is a way to focus your career towards a particular objective, within a specific industry or a
specific company. A targeted CV is written in a way that highlights skills, qualifications and experience
that match the requirements of the advertised position. Writing a targeted CV is effective when:

• You know the requirements of a particular position

• You know which company you will be sending your CV to
• You are sending your CV in reply to a specific job advertisement
• You need to compose different CVs each corresponding to a different career objective
Functional Resume

In a functional CV (skill based), you highlight the skills and accomplishments developed
through work, academic and community experiences. Your skills and potential can be stressed
and lack of experience or possible gaps in work history de-emphasized.

Remember that your functional CV must be targeted and scannable. The functional CV is
advantageous when:

You want to emphasize skills not used in recent work experience.

You want to focus on skills and accomplishments rather than a lengthy employment history.
You are changing careers/reentering the job market.
You want to market skills and experience gained through course work and/or volunteer
experience.
Your career growth in the past has not been continuous and progressive.
You have a variety of unrelated work experience.
Your work has been freelance, consulting or temporary in nature
You have little work experience or leadership experience
You want to emphasize promotions and career growth.
You should highlight employers, if you are working in highly traditional fields, such as teaching,
accounting and politics.
Chronological Resume

A Chronological Resume lists your experience and education in order (starting at the latest) and contains
details about each job you have done.

This type of CV is good if you have been in the same type of job throughout your working life and have
no large gaps in your history. It can show how you have progressed through your career and how you
have gained experience and responsibility.

If, however, you have had several totally different types of jobs (e.g. working in an office, then a
shop, then as a receptionist) or you have gaps in your employment (e.g. bringing up children,
sickness or unemployment) these stand out in this type of CV and another type of CV would be
better (see functional or targeted CVs).

Resume Writing
Today, in a competitive job market in which people are defined by what they do, a good CV can give you
an immensely valuable head start in your working life. Whether you are just setting out, looking to
change tracks and career paths, or hoping to start again, a strong CV provides a base from which you can
derive great confidence in the modern work place.
Getting started

Before you create your resume, ask yourself the following questions:

What is my career aim in?

What do I know about the employers or opportunity providers?

What are the requirements of the position, which I am applying for?

How do my skills / experience match the ‘person specification’ as set out in the job description?
A CV is a great method of marketing yourself - think about it as an advertisement selling you! It
is always worth, having an up to date CV as a promotional tool when:

However, importantly you must tailor each resume to the employer you are sending it out to at
that time.

Layout

A resume will be the basis of an employer's first impressions, and a good one may be the reason
that you reach the interview round. On the other hand, a shoddy resume could mean that you
don't get the chance of a face-to-face meeting. Don't let your resume do you down. If you were a
book, your resume would be its cover. For this reason, it is important to take the utmost care in
presenting it.

>> Always go for a font that is both attractive and clear. It is best to choose a font that
looks professional. Avoid anything over-elaborate, and make sure to stay consistent
throughout. Use different sizes to emphasize headings rather than different fonts.
 It is better to use bold and italic for emphasis rather than underlining.

Space should not be wasted for unnecessary headings. The title of the page should be
your name, and you don't need a separate heading for the 'personal details sections'.

Try to maximize the use of space. Avoid creating large areas of white space on the page,
but don't cram things in too tightly either. The key is creating a balanced look. Leave
enough space between each section.

Make sure each section is clearly labeled with an appropriate heading. Separating lines
can help to differentiate sections from one another whilst maintaining a professional look.

Try not to split sections across two pages. If you need more room, move the whole
section onto the next page.

If you are printing your CV rather than emailing it, make sure you use good quality paper,
and keep it away from being folded or crumpled.

Make sure that all spellings are correct. Nothing appears more unprofessional than bad
spelling.

Resume content

In the same way as an advertisement, you need to convey the benefits of employing you to the
recruiter; not just what you can do, but what you can do which is relevant to their needs.

A nice layout will only get you so far. At some point, someone will actually read your CV.
The content of your CV will depend on the type of job that you are applying for. In
general, the following sections should be included. Remember, although you should
portray yourself in the best possible way, you are by no means allowed to lie on your
resume.
Start with your name as the page title.

Underneath this, include your address and contact details – telephone number, mobile
number and email address.

You also need to supply your nationality and date of birth. You can include gender and
marital status, but these are by no means necessary.

Education

If you have recently finished school/college/university, then education should be your first
section. Start with your most recent education – your degree or postgraduate
qualification. University qualifications will be of more interest to an employer than
what you did at school so devote more space to this. Include the dates, name of
university/s, degree title e.g. BA (Hons) Philosophy, and the grade you are expecting
or have achieved.
Employment

If you have been working for a long time, it is better to lead off with employment history.

Here you should include details, again starting with the most recent ones, of the jobs you
have held. If you have had many jobs, then include the most recent ones – remember,
space is the most important thing. Try to include the jobs that you think are most
appropriate to the position that you are applying for.

Again, include dates of employment, as well as job titles and a brief description of your
main tasks and responsibilities.

>> This is the place to include any work experience, internships or placements, but make
sure that it is clear exactly what you were doing.

Additional Achievements and Interests

It is a good idea to provide a section, which details your life outside of school and the
workplace. Here, you can note down any achievements you may have accomplished and
your interests.

Try to display each one in a positive light, so that it is clear how much of an asset you
are. Taking part in a local football league, for example can develop team skills, whilst
travelling abroad can equip you with independence and confidence.

You should make a note here of any computer skills, languages and your level of fluency.

Referees
There is great debate as to whether references should be included in CV's prior to interviewing,
therefore it is entirely up to you whether you include them or not. (Obviously if the employer
states references must be included with your CV, then it would be advisable to add them).

If you do wish to include references, you should have two, one of whom should be an employer
and the other, someone who can give you a more personal reference (this can also be a previous
employer if suitable). Always check with your referees before giving their names. If you prefer,
you could simply state that references can be supplied on request.

Report Writing

A report is a professional communication containing factual information. It must be drafted

meticulously and organized appropriately.

Definition:

A formal communication written for a specific purpose, conveying authentic information to a

well defined audience in a completely impartial and objective manner, and containing
recommendation, if required.
2. The usual sequence of elements in a report are:

i. Cover ii. Title page iii. Acknowledgements

iv. Table of contents v. Abstract and summary vi. Introduction

vii. Discussion or Description viii. Conclusions ix. Recommendations

x. Appendix xi. List of References xii. Bibliography

3. Major Types of reports:

They are usually of two types: formal and informal. Formal reports are generally the result of
projects that require many months and large financial out lays, and are usually prepared for
governmental agencies. Informal reports are brief, funning to a few paragraphs and include only
the essential elements of a report (introduction, body, conclusions and recommendations). They
are also written in the format of a letter or as a memorandum ( for internal use in an
organization). There are again three categories of reports: General, Technical and Special.

General reports include reports on meetings, functions and accidents, cultural organizations,
cultural festivals, organized by the association in the college or on the election scene on the
college campus possibly by a neutral student observer etc.,

Special reports are generally prepared by committees or commission.

Technical reports may include:

1. Feasibility report – on the feasibility of setting up a small scale industry at a particular

place.

2. Laboratory (test) report – on the experiment/test conducted at a laboratory.

3. Tour report – on the (industrial/business) tour undertaken by a specialist marketing

group to another factory or sales area.

4. Status report – on the state of things in the construction / execution of a road / factory.

5. Progress report – on the progress of work in a particular project.

5 Steps to Report Writing

1. Define the problem

2. Gather the necessary information

3. Analyze the information

4. Organize the information

5. Write the report

Building / Writing Portfolio
Creating Writing Samples to Show Potential Employers: With no experience, you can't get the
job. With no job, you can't get the experience. Break the cycle with a professional portfolio to
showcase your writing skills.
Professional writers know that the key to landing a good job is an excellent portfolio. Good
managers know when they review a professional portfolio that they're dealing with someone who
knows what he or she is doing. But how do you put together a portfolio when you don't have any
experience?
Simple: Fake it till you make it! Write a series of samples to showcase the skills you already
have.
Leverage Your Expertise
If you're new to technical writing, use your existing academic background or past careers to form
a foundation for your new career. Think back on all the types of papers, reports, manuals, and
how-to instructions you encountered in your job, and all the ones you wish had been there to
guide you. Pick a document you encountered, and write or rewrite it.
For example, if you were a daycare worker until two months ago, write a short explanation of
how the cubby system works in the daycare facility. It's not the most technical of pieces, but it's a
business-ready document you can use to demonstrate that you understand how to write a
procedure, and how to keep your writing appropriate to your audience.

Target the Industry

Write your samples for the industry you'd like to target. If you want to write manuals for toasters and
coffeemakers, then rewriting the pamphlet that came with your blender is a good place to start. If you
live in a city where auto manufacturing is the big industry, write a guide to replacing the light bulbs in the
headlights of your car. Live in the Silicon Valley and want to write for software companies? Installation
guides and user manuals are a great way to get started.

In some fields, the industry may be so complex you won't have casual access to the insider's view. In
these cases, you'll want to write your samples from several different potential industries, to present
yourself as someone who can switch tacks easily and work for any industry.

Your portfolio should have 3 to 7 samples demonstrating a range of document types. Even if you
leave a sample behind for an employer to review, the topics you cover do not need to reflect in-
depth industry knowledge. Although employers want you to know everything already, your
samples won't adequately convey your expertise. Instead, aim to show off how many different
types of writing you can do, and with many different tools. Pick at least three different types of
the following documents, and write a sample for each:

• A "how to" procedure document. One of the most common forms of technical writing
• A specification, explaining how a product or piece of software should work
• A quick-reference guide
• An installation guide
• A thorough reference, like a programmer's API or a technical glossary
• A business or technical proposal
• A policy guide for how a process works in a company
 • A training guide or curriculum
• A marketing brochure
• An online help system
Present Like a Pro
It should go without saying that your writing samples should be proofread and edited
mercilessly. Like your resume and cover letter, a single typo means no call-back. It doesn't
matter if you're rewriting a document from your previous career or presenting an actual
document you wrote for a job. You are free to change it, edit it, tighten it up and make it as
beautiful and as elegant as you like.
Finally, put your writing samples in clear page protectors (two pages per protector, back to back),
and place them into a 3-ring binder. Put your name and phone number on the outside of the
binder, and keep a few current resumes in a page protector or folder inside.
Do not leave your portfolio with potential employers. You might never see it again, and as you
develop more samples from past real-world jobs, you may have permission to keep a copy in
your portfolio, but not distribute it to others.
When you get to the interview, walk the employer through your portfolio, but give the
interviewer plenty of time to review and read the portfolio. Explain what role you played in the
document (editing, writing, layout, "everything"), and what tools you used (Microsoft Word,
Adobe Acrobat, HTML).
If you've learned what types of writing they do at the company, show samples of those first, and
don't be afraid to leave some samples unexamined. Don't be so excited at "show and tell" that
you lose the job!