Unit 4 – Developing Writing Skills

Writing skills -
Writing is a form of communication that allows students to put their feelings and ideas on paper, to
organize their knowledge and beliefs into convincing arguments, and to convey meaning through
well- constructed text. In its most advanced form, written expression can be as vivid as a work of
art.

Importance of writing skills

Writing is an essential job skill. Writing is the primary basis upon which one's work, learning,
and intellect will be judged—in college, in the work place and in the community. Writing
equips us with communication and thinking skills. Writing fosters our ability to explain and
refine our ideas to others and ourselves. In its most advanced form, written expression can be as
vivid as a work of art.

Three important stages in writing skills

1. Planning

Usually, planning effectively before you write helps you to write effectively, which means you will
have less editing to do later on.

It is the planning phrase of the writing process. The Idea and Organization Traits are important in the
prewriting phrase as the writer considers narrowing or expanding the writing focus and selects an
organizational structure that will most effectively showcase the student's ideas.

What is the planning process in writing?

Prewriting is the planning phase of the writing process. During this phase, writers may plan
for writing by drawing pictures, making lists, brainstorming, using graphic organizers, or
conferring with a peer as they anticipate writing on a topic for a particular audience.

When the process of writing is more of an exploration – I’m thinking primarily of fiction here –
then it’s not necessary to plan in detail. You’ll want to get some basics clear, though: your
concept or theme, your main characters, and the ending. You’ll probably also have some
thoughts about key scenes or chapters that’ll be included along the way.
Better Planning

1. Plan as you go along (as well as before you start). If you get stuck mid-way, take a
break from the actual writing and look at what you’ve already covered and where
 you’re going next.
2. Keep a notebook. Use this as a place to record and explore ideas. Even if something
doesn’t fit this project, it might become part of the next one.

2. Drafting

Drafting is the preliminary stage of a written work in which the author begins to develop a more
cohesive product. A draft document is the product the writer creates in the initial stages of the writing
process. In the drafting stage, the author: develops a more cohesive text. organizes thoughts.

The drafting stage is characterized by increasingly less tentative efforts toward implementing a
specific plan for written communication. The first draft takes shape according to the thesis or
hypothesis, which serves as a clearly defined and articulated purpose for the work, and the outline
or other form of graphic organization. With each successive draft, the work begins to assume more
definitive form.

3. Editing

Editing involves looking at each sentence carefully, and making sure that it's well designed and serves
its purpose. Proofreading involves checking for grammatical and punctuation errors, spelling
mistakes, etc. Proofing is the final stage of the writing process. Editing is the process of selecting
and preparing written, visual, audible, and film media used to convey information. The editing process
can involve correction, condensation, organization, and many other modifications performed with
an intention of producing a correct, consistent, accurate and complete work.

What is the purpose of editing in the writing process?

Editing involves looking at each sentence carefully, and making sure that it's well designed
and serves its purpose. Proofreading involves checking for grammatical and punctuation
errors, spelling mistakes, etc. Proofing is the final stage of the writing process.

Importance of editing

The Importance of Editing. Whether it's performed by a peer, a professional, or the author, editing is
by far the most crucial stage of the writing process. Writing without editing is like getting dressed
with your eyes closed, and then leaving the house without looking in the mirror.

When you have revised a piece of writing for its content, you are ready to check it for its
accuracy. This is called editing, and includes checking grammar, spelling, punctuation and
capitalization.

Editing is a stage of the writing skills in which a writer or editor strives to improve a draft by
correcting errors and by making words and sentences clearer, more precise, and more effective.
The process of editing involves adding, deleting, and rearranging words along with recasting
sentences and cutting the clutter. Tightening our writing and mending faults can turn out to be
a remarkably creative activity, leading us to clarify ideas, fashion fresh image, and even
radically rethink the way we approach a topic.

How to Improve Writing Skills [Summary]:

1. Brush up on the basic principles of writing, grammar and spelling.

2. Write like it’s your job and practice regularly.
3. Read more so you develop an eye for what effective writing looks like.
4. Find a partner. Ask them to read your writing and provide feedback.
5. Join a workshop, meet up, or take a writing night class.
6. Take the time to analyze writing you admire.
7. Imitate writers you admire.
8. Outline your writing.
9. Edit your writing.
10. Accept that first drafts are often bad and revise.
11. Find an editor who demonstrates patience.
12. Eliminate unnecessary words from your writing.
13. Review your earlier work and see how you’ve grown.
14. Don’t be afraid to say what you mean in what you write.
15. Make sure you do adequate research on your topic.
16. Don’t delay writing. Get it done now.

Precis Writing
A précis is a summary. Précis writing is an exercise in compression. A précis is the gist of a
passage expressed in as few words as possible. A précis should give all essential points so that
anyone reading it will be able to understand the idea expressed in the original passage.

Steps in Precis Writing

Step 1: Read the passage. Read it again. Go on reading it until you understand it. Put down on
paper the main idea or central ideas; make notes in the margins.
Step 2: Read the passage again to make sure you haven’t missed any important ideas.
Step 3: Referring to your notes if you need to, but not to the original, write a rough summary
of the passage. By not looking at the original, you will avoid copying; you will be forced to
put the ideas into your own words.
Step 4: Read your précis. Ask yourself the following questions— Does it say what the
original says?
Have you kept the connections of thought original? Is the précis perfectly clear?
Can you improve or condense any words or phrases?
Step 5: Count the words. If there are too many, write more concisely to shorten the précis. If
there are too few, check to see whether you omitted some important ideas.
Step 6: Read the précis again. If nothing important has been omitted and nothing at all added,
write your final, correct copy. Proofread it.
Step 7: Give the suitable title to your precis
Step 8: Write number of words in bracket below your precis

Technical Description
A technical description is text that describes an object or process in terms of its function,
organization, parts and details. A technical description can be used alone (e.g., a
specification) or as part of a larger document (e.g., a proposal). Often technical documents
contain several technical descriptions.

Overview
Technical professionals are often required to define or describe a technical object, concept, or
process to someone who has little knowledge or experience with it. For example, an
engineering firm might write a proposal to bid on a contract to develop a helicopter for the
Defense Department; one section of the proposal would be a detailed description of the
product the company proposes to develop. Technical descriptions are used before products
and processes are developed (as part of proposals and planning documents), during
development (in progress reports, for instance), and afterwards (as part of marketing and
promotional literature and technical support documents).

What is a description and why is it used for in technical writing?

Technical writers, prepare instruction manuals, journal articles, and other supporting
documents to communicate complex and technical information more easily. They also
develop, gather, and disseminate technical information among customers, designers, and
manufacturers.
 Report Writing
A report is a well-planned document which outlines and evaluates a subject or problem.
Report Writing is the primary tool of media personnel through which they pass on specific
information about an incident or topic. Reports communicate information which has been
compiled as a result of research and analysis of data and of issues. Reports can cover a wide
range of topics, but usually focus on transmitting information with a clear purpose, to a
specific audience.
Essential Characteristics or Features of a Good Report
Report provides factual information depending on which decisions are made. So, everyone should
be taken to ensure that a report has all the essential qualities which turn it into a good report. A
good report must have the following qualities:

1. Precision
In a good report, the report writer is very clear about the exact and definite purpose of
writing the report. His investigation, analysis, recommendations and others are directed
by this central purpose.

2. Accuracy of Facts
Information contained in a report must be based on accurate fact.
3. Relevancy
The facts presented in a report should not be only accurate but also be relevant.
4. Reader-Orientation
While drafting any report, it is necessary to keep in mind about the person who is going
to read it. That's why a good report is always reader oriented. Reader’s knowledge
and level of understanding should be considered by the writer of report. Well reader-
oriented information qualifies a report to be a good one.
5. Simple Language
This is just another essential features of a good report. A good report is written in a
simple language avoiding vague and unclear words
6. Conciseness
A good report should be concise but it does not mean that a report can never be long.
Rather it means that a good report or a business report is one that transmits maximum
information with minimum words.

7. Grammatical Accuracy
A good report is free from errors. Any faulty construction of a sentence may make its
meaning different to the reader's mind. And sometimes it may become confusing or
ambiguous.

8. Clarity
 Clarity depends on proper arrangement of facts. A good report is absolutely clear.
Reporter should make his purpose clear, define his sources, state his findings and finally
make necessary recommendation.

9. Attractive Presentation
Presentation of a report is also a factor which should be consider for a good report. A good
report provides a catchy and smart look and creates attention of the reader. Structure,
content, language, typing and presentation style of a good report should be attractive to
make a clear impression in the mind of its reader.
10. Unbiased Recommendation
Recommendation on report usually makes effect on the reader mind. So, if
recommendations are made at the end of a report, they must be impartial and objective.
They should come as logical conclusion for investigation and analysis.

Types of Report

1. Long and Short Reports:

As the names suggest, these reports are characterized based on their lengths. A two-page
report or memorandum is a short report, while a 30-page report is certainly long. The longer
reports are among the types of report writing that have a formal style.
2. Formal and Informal Reports:
Formal reports are meticulously designed documents that focus on the objectives of the
organization. Think of annual audit reports. Formal reports are detailed and you won’t find
any personal pronouns in these reports. On the other hand, informal reports, such as internal
memorandums, are usually short and written in casual language.
3. Vertical and lateral Reports:
These reports are characterized based on the hierarchy within organizations. For example, a
report for the management or mentees is a vertical report, meant for the entire section or
department across the hierarchies.
Lateral reports focus on the coordination between different departments and units in the
organization. For example, the reports that are meant for, say, both the finance and
administration departments are lateral.
4. Periodic Reports:
As the name suggests, periodic reports are regularly sent out on pre-scheduled dates. In most
cases, periodic reports focus on upward hierarchy, so you can also identify them as vertical
reports.
These reports often serve the management to keep the business processes and activities in
control. Some annual reports mandated by the government, though not vertical, are
considered periodic reports.
Some other examples of periodic reports are quarterly, half-yearly, or annual reports. As
these are created at a predetermined frequency, you will find a pre-set structure for these
reports. So, the next time you are asked to create a periodic report, ask your manager for the
pre-set structure. You would only need to fill the current data every time.
5. Proposal Reports:
Have you ever heard of analytical or problem-solving reports? Proposal reports are usually an
extension of these kinds of reports. While there are all kinds of reports, there are some that
are solution-oriented. Such kinds of reports can be identified as proposal reports. These
reports usually describe how the organization can provide a solution to specific problems.
6. Functional Reports:
Functional reports might be easier for you to recognize. These types of reporting include
financial and accounting reports, marketing reports, and other reports that focus on specific
business functions.
7. Progress Reports: A progress report is a document that shows the progress that any
team is making towards completing a project.

8. Laboratory Reports: Laboratory reports are written for several reasons. One reason is
to communicate the laboratory work to management. In such situations, management
often bases company decisions on the results of the report. Another reason to write
laboratory reports is to archive the work so that the work will not have to be done in
the future.

9. Confidential Reports: Confidential Reports are also known as Annual

Appraisals. Confidential reports are the communication in writing in confidence
by a supervisor or manger or any other authorised official, sent to the organisation's
management regarding the job performance and general conduct of an employee
working under him. Generally, these reports are submitted once in a year, either on
financial year basis or calendar year basis as per the organisation's practice. Basically,
there will be one reporting official who writes the report and a reviewing official who
reviews the report and either agrees or disagrees with the report.
 Structure of Report
Structure of a Report
There are three (3) ways in which a report can be organized:
1. Letter from
2. Memorandum form
3. Letter text combination form
1. Letter from:
This form is used in case of brief and informal reports. Its main parts are:
1. Heading;
2. Date;
3. Address;
4. Salutation;
5. Body;
6. Complimentary close;
7. Signature.
The body of the letter can be divided into the following parts:
• Introduction: Here the writer states the problem.
• Findings: Here the finding of the investigation are presented.
• Recommendation: After the findings, recommendations are given in the last
paragraph of the body.
2. Memorandum form
To follow the memorandum form is a simple way of presenting the report. Here the
formalities are not maintained. The date is mentioned at the top, it is followed by the name of
the receiver, the name of the writer, and the subject of the report. Next follows the actual text
and the conclusion.

3. Letter Text Combination Form

Long and formal reports are written in the letter text combination form. This form includes
three (3) major parts:
1. Introductory parts
2. The body of the report
3. Appended parts
The complete part of such report is as follows:
(I) Introductory parts
1. Title Page: It contains the title of the report, the names of the reader and report writer and
the date of submission,
2. Authorization Letter: If you receive a letter authorizing you to do research and write a
report, you should provide a copy of this letter after the title page. Such a letter includes
objectives, the area of research, time & cost, submission date, and any other instructions.
3. Letter of Transmittal: Such a letter transmits the report to the render. Such a letter shows
the date of submission of a report, the name and position of the writer, an overview of the
report, an invitation for the reader’s comments, and suggestions.
4. Acknowledgment: This part appreciates the person or organizations from whom support
and help were taken to produce the report.’
5. Table of Contents: The table of contents acts as a map of the report for the reader. It helps
to identify particular topics.
6. List of Illustrations and Graphs: If the report contains many illustrations and graphs then
such a list provides respective page numbers and titles.
7. Executive Summary or Abstract: An abstract is a summary of a report. It tells the reader
what the report is about. It summarizes the important parts of the entire report. As a result,
busy executives can save time as no need to read every page of the report.
(ii) The body of the Report:
1. Introduction: It is the first part of the body of the report. This part introduces the reader to
the problem at hand. This part includes. Authorization for the report The need and purpose of
the report. The scope of the study with a clear description of the limitation I Statement of the
problem I Developing Hypothesis Methodology to solve the problem I Definition of special
terms and symbols.
2. Description: This part of the report contains all the information you have collected. The
main function of this part is to present data in an organized form. It may involve charts,
graphs, statistical tables with proper explanation.
3. Conclusion: The writer on the basis of facts and data, draws something as a result, such a
result is the conclusion.
4. Recommendations: Recommendation is the writer’s opinion based on the conclusions of
the report. Recommendations must be realistic, i.e. it should be based on the facts and events
contained in the report.
(iii) Appended parts:
1. List of References: The list of references contains the complete record of any secondary
sources used in the report. Such a list can ‘be arranged alphabetically or chronologically.
2. Bibliography: A bibliography is a list of books and Journals which are consulted before or
during the preparation of a report.
3. Glossary: A glossary is a list of some technical or special words with their explanation.
4. Appendix: Statistical data, charts, and diagrams that are not included in the main body of
the report are included here.
5. Index: An index is an alphabetical list of subjects of the report. An index helps the reader
to locate any topic easily and quickly.