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4.

WRITING SKILLS ….Cont.

INTRODUCTION  Think about the following situations:
The need for sharing information among human beings  What could managers in big institutions do to communicate
does not end with communication through spoken serious issues with their subordinates on daily routine?
language and non-verbally  How tough could it be for instructors assessing their students
 Sometimes factors like geographical distance and lack of through oral examinations especially for big classes?
time for face to face conversation, make oral  With writing, it has been easy for different people to
communication unreliable means of communication communicate in different places with large number of people.
 Thus, written communication becomes the alternative  This is possible through written pieces of information
means of communication including letters, memos, emails, newspapers, books, cards
etc.

What is writing? ….Cont.

 Writing is the act of drawing letters of alphabet of a given  However writing is not just a mere drawing of the letters of
language, symbols, and marks on a plain surface especially a alphabet to communicate message; it is beyond that.
piece of paper in order to communicate a message.  Effective writing for successful communication uses
The letters you draw represent sounds of a given language systematic writing conventions guiding how we should write
 Simply, writing is a representation of spoken words (spoken what we want to communicate
language) on a piece of paper  One has to learn some writing rules in order to convey
 With technological advancement, writing is also made proper message in written form
possible electronically through computers, iPad, cellular  College and University students should be aware of the fact
phones etc. that in academic setting, how they write is as important as
what they write

Business Letters FORMATS OF BUSINESS LETTERS

 Business letters are alsocalled formal or official letters.  Business letter may appear in two formats, namely;
 They are letters that we write for serious matters in formal modified block form and the full block form.
contexts
 Modified block format
 They are often written in a standard format, and use formal
language, compared to friendly letters.  The heading, closing and signature are aligned along the
 In general, the letters will be directed to a specific person right margin.
and be about one specific issue  All the other elements are aligned along the left margin.
 All the letters that we write to our managers, employees,  Paragraphs are indented.
judges at court of law, head of departments and many other
people holding important positions in the government or
organisations are formal letters.

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…Cont. TYPES OF BUSINESS LETTERS

Full block format  There are several types depending on the purpose.
 All elements are aligned along the left margin.  They include informing, asking for information or service,
 Paragraphs are not indented complaining, inviting, applying for a job, recommending
some one, dismissing one from job, apologising and so on.
 Almost all business letters are written in the same format
but differ in content.
 The following are types of business letters;

i. Application Letter ….Cont.

 This is also called cover/covering letter ii. Inquiry Letter
Is a kind of letter you write asking to be considered for a job  The purpose of this letter is to ask for information,
post, tender, join an association etc.  State clearly what information you are requesting and
 It briefly introduces a job seeker’s work history, professional skills,  Briefly state why you need that information
and personal interest in applying for a job  Specify when you need the answers.
 The applicant should possess the qualifications for the
requirements of the job, tender etc. applying for.

…Cont. …Cont..
iv. A letter of apology
iii. Complaint Letter
 Is the letter you write to admit making certain mistakes and
 Is written by a person who experiences or suffers from asking to be pardoned.
particular problem, and addresses the letter to the
causer/source of the problem or any responsible party or  Or is the letter that you write to confess your wrong deeds
organ entitled with the responsibility to correct the and ask for an excuse from those people to whom you did
the mistakes so that they would forgive you.
problem/situation.
 The purpose is to express a complaint;
 When you write this kind of letter clearly explain the
problem with details then propose a fair and appropriate
request.

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….Cont. ….Cont.
v. Termination Letter vi. Letter of resignation
 Is a letter written to an individual especially found with  Is the letter that you write to surrender your position or
misconduct in order to exclude him or her from service in end up membership in an organisation or association.
the organisation.
 In a few instances you may resign from a position but
 A termination letter is also called dismissal letter. continue with an organisation.

…Cont. …Cont.
vii. An opinion letter viii. Recommendation/reference letter
 Is a letter you write to express your feelings, attitudes, beliefs,  Is a letter you write to introduce and support the applicant to
emotions and own understanding of the world. prospective employer.
 In an opinion letter, you intend to influence your reader accept  Say how you knew the applicant (boss, colleague, employer
your opinion or an opinion of someone else that you support. etc.)
 When you’re writing, present your opinion clearly, say why you  Is normally written by you referee to positively introduce your
hold such an opinion and point out the action you would wish to technical and social skills.
be taken.eg Letter to the editor.  The letter can be specific for a particular job or just general
(blanket) for use for any potential employer.

ESSENTIAL PARTS OF A BUSINESS LETTER ….Cont.

 Normally business letters consist of the following parts: ii. Sender’s address
i. Letterhead  This is written at the top right of the letter,
 Is used by organisations and institutions, not individual  Normally it consists of postal box number and the
 It consists of organisation name, logo and contacts (email, town/place where the post office is located.
postal address and phone number)  It may also have the name of a street, organisation, or
village the writer belongs.
 You may include a line after the address and before the
date for contact information.

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…Cont. …Cont.
iii. The date iv. Reference Number
 The date appears below the senders address and is followed by  Letters between office to office or office to an individual
a full stop. normally carry a reference number.
 It shows the day on which the letter was written.  It appears on the left side before receiver’s address
 It consists of the day, month, and year.  The number indicates the initials of the office or institution,
subject, volume of the file and number of the letter in the file.
 Example of alternative styles of writing dates; 10th May, 2021 or
For example; MUST/CM/VOL.I/22.
10.05.2021 or 10/05/2021.

…Cont. ….Cont.
v. Receiver’s address  Because of some formalities and protocols, sometimes the
 This is also called inside address writer of a business letter may not have direct and clear
recognition to the addressee.
 The receiver of a letter is also referred to as the recipient or  In that case the third party is needed to link the two parties
addressee. (the writer and the addressee).
 His or her address is written on the left side.  The letter has to pass through and be recommended first by the
 It appears about two spaces bellow the date. intermediate third party before sending it to the target
addressee.
 In an application letter, the addressee’s address normally
consists of the title of a person you are writing to.  Thus, the intermediate third party recommends for approval or
disapproval of the letter.
 Titles may include Headmistress, Managing Director,  As a norm, the intermediate address of the authoriser is
Human Resource Manager etc. preceded by U. F. S (Under Further Signatory) example;

….Cont. ….Cont.
The Vice Chancellor, vi. Salutation
Mbeya University of Science and Technology,  The greeting in a business letter is always brief and formal.
P.O.Box 131,
 Which one you use will depend on whether you know who you
Mbeya. are writing to how well you know them and the level of formality
in your relationship.
U.F.S  Use “To Whom It May Concern:”- only if you don’t know whom,
Deputy vice Chancellor- Academics, specifically, you are addressing. (e.g. in most general reference
Mbeya University of Science and Technology, letter).
P.O.Box 131,  “Dear sir/Madam”-If you do not know well the recipient.
Mbeya.
 You may also use: Dear/Dear Madam/Dear Sir etc.

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….Cont. ….Cont.
vii. The Heading or Letter title viii. The Body of the Letter
 Business letters have headings.  The body of the letter should be formal and very brief.
 The heading states the topic of the letter;  Use simple, grammatical and clear language.
 It is a brief statement which summaries the content.  Use single-spaced lines, except between paragraphs, where a
 When you write with a free hand, underline the title. double-spaced line should be inserted.
• RE: APPLICATION FOR A POST OF A PROGRAMMER  Normally the body of an application letter has about four
paragraphs, each paragraph with its purpose as follows;
• RE: Order for 20 Dozens of Batik
• NB: RE: stands for “ Refer to”

….Cont. ….Cont.
 The first paragraph go directly saying what you want.  The third paragraph explains why you want the job and why
• Example; I am writing to apply for a job as a computer scientist you think you are the right person for the position.
as advertised in the Daily News of 10th December, 2022. • Example; I would like to work with your organisation because I
 The second paragraph describes the relevant experience and need to face the new challenges which will contribute to the
qualifications you hold. opportunity for professional development.
• Example; I am a graduate (computer science) from Mbeya  The fourth paragraph: Mention the attachment(s) and give
University of Science and Technology. Since my graduation I have promise on whether you are ready to appear for an interview.
been working as a part-time employee at Mbeya referral • Example; With this letter I have attached copies of my
hospital. I have the experience of two years so far. certificates and a copy of CV for your reference. I am eagerly
waiting for a positive response. I am also ready for an interview
at almost any time.

….Cont. ….Cont.
ix. Complementary close x. Name and Signature
 To close the letter, insert a phrase such as:  Signature consists of a special mark (a sign) specific to the
 Yours sincerely, individual followed by the name of the person writing the letter.
 Yours respectfully - If you are not familiar to the person you are  Signature can be legible or illegible.
writing to
 Never sign by capital letter.
 yours faithfully - If you are familiar to the person you are
writing to
 Best wishes/Best regards/Regards - If the person is a close
business partner etc. followed by a comma.
 Leave space between the closure and sender’s name for the
signature once the letter is printed

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WRITING MEMORANDUM …Cont.

 Is commonly abbreviated as “memo” iii. The name/title of the writer
 A memo is a brief note that we write within an organisation for • The name comes after the word “FROM:” which means the
delivering information.
person who has written the memo .This is sometimes indicated
 Usually used for urgent issues needing quick response by the title of someone like Manager, Headmaster, Director,
Principal etc.
FORMAT OF A MEMORANDUM
i. Title
iv. The date on which the memo was written
• The title is simply written “internal memorandum” or memo.
ii. The name/title of the addressee • This indicates the exact date on which the memo was written
This helps to know if the memo is delivered on time or not
• The name comes after the word “TO:” which means the person or
group of people to whom the memo is intended.

…Cont. Example of a memo

v. The subject matter

• This shows the topic of the memo or it explains the concern of
the memo.
vi. The body of the memo
• This part shows the details of the memo, that is the full
information.
vii. Complimentary closure.
• This is a final remark
viii. Signature and Name of the writer.

PREPARING A CURRICULUM VITAE ….Cont.

• Curriculum Vitae (CV) originates from Latin and it means “course of life” • Resume is a French word by origin and it means “summary of an
individual’s work life”
• It is a document usually written and attached to your application letter
showing your academic and experience details • A CV list all the details about a person academic and job history while a
Resume summarises only relevant qualifications and experience for a
• The information given in a CV adds details to the letter showing how you specific job
suit in the position you are applying for
• A CV is comprehensive while a resume is concise
• A CV has no page limit while a resume should have a maximum of two
CV Vs a Resume pages
• In some context CV and Resume are used interchangeably to mean just • A CV is usually static while a resume is dynamic, changes according to the
the same thing job
• However the two are similar but do not present exactly the same content • A CV includes referees while a Resume does not
• A CV is widely used while a resume is common in USA and Canada

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COMPONENTS OF A CV ….Cont.
(i) Personal Details (iii) Work Experience

• Full names, sex, place and date of birth, address and other • Present your employment records starting with the most
contacts. You may also include your marital status recent
• Never include your religious affiliation here, is unnecessary • Include the employer, duration, position and core responsibility
for each position
(ii) Educational Background
(iv) Professional Seminars
• Identify the schools and colleges you attended, the year and
awards granted • Mention relevant seminars, symposium, conferences,
workshop etc. you attended
• Begin with the most recent institution, present in reverse
order (PhD, Masters, Bachelor, Diploma etc.) • Include place, organiser, central theme and duration
• This may be presented in tabular form • This should be presented in reverse order

….Cont. ….Cont.
(v) Researches and Publications (vii) Professional Awards and Certificates
• List researches you participated and publications such as reports, • Here list any special professional award or and certificates
books, chapter(s) in books, journals, papers etc.
and the authority which offered you
• Even publications which are in progress are included
• Present various presentations and their themes • Start with the most recent
(vi) Affiliation - Best worker award
• Talk about your membership in various professional boards and - CNN multi choice journalist of the year
associations
- Engineers’ Registration Board (ERB) - Nobel peace prize etc.
- Tanzania Nurses and Midwives Council (TNMC)
- Tanganyika Law Society (TLS) etc.
• These add credibility to your CV

….Cont. ….Cont.
(viii) Hobbies (x) Referees/ References
• List things you like doing after work as part of refreshment • List names, tittle, organisation and contacts of the people
• A hobby should not be something obvious that everybody does who know you well and are willing to testify about your
• It should also not involve generation of income personality either orally or by writings
- Gardening, jogging, swimming, reading, watching movies, listening • A referee should know you for sometimes but should not be
music, singing, playing football etc. a family member
(ix) Other Related Information • You must ask for the consent for your referee before you use
• Include any other skill worth mentioning his/her name in your CV
- Computer skill [specify the programmes]
• Preferably; former teachers, supervisor, employer, mentor
- Fluency in foreign language etc.
- Possession of driving licence [specify the classes] etc.

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REPORT WRITING ….Cont.

• To report is to tell about certain event that has already taken • They include academic repots, agricultural reports, economic
place reports, political reports, religious reports, sports and games
• A report therefore, is a piece of information that informs about reports etc.
certain past event (ii) Time Interval
• The primary purpose of writing a report is to inform about • They are called periodical reports
certain past event. A report is therefore all about a past
experience • They are based on duration between the production of one
report and the other
Types of Reports • They include daily reports, weekly reports, monthly reports and
Criteria used to classify reports annual reports etc.
(i) Theme (subject matter or topic) (iii) Circumstance/occasion
• These are called thematic reports • There are circumstantial and occasional events which need
occasional or circumstantial reports

….Cont. ….Cont.
• They originate from events not planned but of interest thus (v) Degree of Formality
need special attention • Looks at the status and level of acceptance of a report for
• These are usually guided by specific objectives called point of serious consumption in the society
reference - Here we get formal - serious reports
• Sometimes these reports are directly associated with the informal – less serious reports
chairperson of the committee and named after his/her name
- Makweta’s report, Warioba’s report, Mwakyembe’s report etc.
(iv) Authorship and ownership
• Here you look at who writes and consumes the report
• They include public reports, private reports, regional reports,
organisational reports etc.

COMPONENTS OF A REPORT ….Cont.

• The components do vary depending on the nature and (ii) Acknowledgements
purpose of the report • List individuals and organisation helped you financially or
• In some contexts, you will be given specific format to follow morally in completion of the report and other related works
• Generally, the formal report comprises of the following parts; (iii) Table of Contents
• Is a clear, well-formatted list of all sections and sub-sections of
(i) Title Page the report and their page numbers
• It should include: (iv) Abstract
- Name of the report • Is an executive summary of the entire report
- Names of the writer or author • Includes brief presentation of the major findings, conclusion
- Logo of the organisation if the author is under an organisation and recommendations
• Abstract gives a general overview of a report
- Date of submission

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….Cont. ….Cont.
(v) Introduction (vi) Findings
• Analyse and present the facts obtained
• Talk of the purpose of the report
• The presentation must be supported with evidences from the field
• Briefly explain the problem and show the reader why the (vii) Conclusion
report was needed
• Present deductions based on findings
• Include the background information • Show the implications of the findings
• Indicates methods of investigation • Show the significance and relevance of the report
• Scope of investigation; areas of coverage (viii) Recommendations
• Normally this is done in one page • Suggestions and advices based on the conclusion
• Is a very important section since it gives possible solutions and
decisions

….Cont. Qualities of a Good Report

(ix) Bibliography/References • It should contain only facts from the field, not assumptions
• A list giving the full details of all the sources to which you • It should be objective; based on facts and not influenced by
passed through personal beliefs or feelings
(x) Appendices • Should be neat and precise
• Supplementary materials which support the findings • Should have logical arrangement to be easily understood
• Any other supporting data • Should employ clear choice of words: unambiguous
• Tools for data collection may also be included here • Should use past tense

Individual Assignment
Your home district council has scarcity of computer
technicians to operate the available computers at the district
headquarters thus, posing challenges on records keeping and
timely accomplishing some activities. As a computer scientist,
you have been appointed by the competent authority to check
on the situation and suggest short and long term solution.
Write an imaginary, brief, clear and well informing report on
how to get rid of this challenge. Don’t include table of
contents, bibliography/reference and appendices.
NB: You will be given four (4) minutes to present the report
orally in the class then submit the written version.