Communicative English (N- AEC101T)

Unit IV: Technical Writing:

Content:
4.1 Types of Writing (Expository, Descriptive, Persuasive, Narrative)
4.2 Process of Writing
4.3 Email Writing
4.4 Letter Writing
4.5 Précis Writing
4.6 Minutes of Meeting

4.1 Types of Writing

Writing Styles
 You may have observed that different people communicate or express ideas or beliefs
differently.
 Not all the musicians have the same style of composing songs. Different dancers have
different styles and genres of dancing. They all are unique in their ways. Similarly, in
writing,we also have different writing styles.
 It is observable that different writers write different kinds of stories.
 Some writers are good at horror stories while othersare good at dramatic ones.
 The style of writing depends upon the objective of writing, mood, tone, and ideology of
the writers. For a writer, it is very important to know about these writing styles for proper
and effective writing
 The way in which one expresses his or her ideas and thoughts forms different writing
styles. There are mainly four different types of writing styles.
4.1.1 Expository
 The main purpose of this type of writing is to explain.
 In expository writing, the author emphasizes on telling or explaining a given topic or
subject.
 This is the most common type of writing.
 There is no place for the writer’s opinion, emotions, biases, or points of view. The main
motive of this writing style is to spread information.

Highlights
 It has facts and figures
 Organized in a logical order and in proper sequence
 It explains the subject
Areas of Usage
 Textbooks Writing
 Business writing
 Research Papers
 Encyclopedias
 Technical Writing
 Essays
 Reports
 Recipes Writing
 Scientific Writing
Sample:
The elephant is the largest and the strongest of all living animals. It has thick legs, a small
tail, little eyes, large ears, a long white tusk, and a long nose which is its trunk. Elephants are
found in India and Africa. They live in herds in jungles. The elephant is a very intelligent animal
and has great strength. Elephants can carry heavy loads. They live their lives entirely on leaves of
trees, grass, and roots.

The above sample tries to provide information about elephants. This is an expository style of
writing.

4.1.2 Persuasive / Argumentative

 The main purpose of this type of writing is to convince.
 It contains the opinions, thoughts, and biases of the author.
 The writer uses justifications, arguments, and reasons to make the readers agree to his or
her points.

Highlights
 It asks the readers to do something for the situation
 It has reasons, arguments, and justification
Areas of Usage
 Speeches
 Cover Letters
  Editorial Pieces
 Letters of Complaints
 Letter of Recommendation
 Newspaper Opinion
 Review
 Critical Analysis
 Business Idea
 Advertisements or Commercials
Sample
1. Our store has the lowest prices and the best collection of footwear in the entire town. Visit us
today for a great experience.
2. An LMN mattress is the most comfortable one you will ever sleep on. It is highly recommended by
doctors. Give yourself a peaceful sleep today.

In the above examples, the writer is trying to convince the reader for the trial as used in an
advertisement. This is the persuasive style of writing.

4.1.3 Descriptive
 The main purpose of this type of writing is to describe.
 It focuses on describing a character, a place, an event, an object, or an action.
 There is a very slight difference between expository and descriptive writing styles.
 The descriptive style is more detailed, personal, and subjective.
Highlights
 It uses figures of speech
 The writer makes the readers feel, hear, and visualize the situation the way he wants
 It describes places, people, events, situations, or locations in a highly – detailed manner
Areas of Usage
 Poetry
 Novels
 Diaries Writing
 Plays
 Journals Writing
Sample:
A grand exhibition was held in the town. The first impression on entering the ground was
of walking in some fairyland. The vast space was decorated with so many colorful lights. The
stalls, there, were like small shops and they had all the needful items. All types of amusements
could be seen there. The children were enjoying the ride on merry–go–round, the giant wheel, the
railway train, and others. The excitement and joy could be seen easily.

In the above sample, the writer wants to describe his visit to the exhibition. It is a descriptive style
of writing.
4.1.4 Narrative
 The main purpose of this type of writing is to tell or narrate a story.
 The writer creates different characters and tells you what happens to them.
 The writer uses first-person narration. Narrative writing is mostly personal, imaginative,
and self-expressing.

Highlights
 The inclusion of dialogues
 Use of metaphor, imaginative language, and figure of speech
 Addition of emotional words
 Have a beginning, intervals, and endings
Areas of Usage
 Novels
 Short stories
 Poetry
 Fairy Tales
 Autobiographies
 Anecdotes
 Screen scripts
 Play
 Legends
 Songs
Sample
It was a hot, sunny day. I finally visited Disneyland. It was a dreamland. I always wanted
to visit there. Being there was like a dream come true experience. On entering, the very first thing
that I said was, “Oh wow! What a wonderful place!” People were walking and enjoying their time
with all the Disney characters. The children over there were so happy and excited. I think it is a
must-visit place for everyone.

Here the writer is sharing his or her personal experience and emotions. It is a narrative style of
writing.

Significance of Writing
 Improves communication skills
 Essential for self-understanding
 Encourages creative expression
 Helps in reviewing and remembering recently learned material
 Future career prospects
 4.2 Process of Writing
Writing is a process that involves at least four distinct steps:

1. Prewriting
2. Drafting
3. Revising
4. Editing.

4.2.1 Prewriting
 Prewriting is anything you do before you write a draft of your document. It includes
thinking, taking notes, talking to others, brainstorming, outlining, and gathering
information (e.g., interviewing people, researching in the library, assessing data).
 Although prewriting is the first activity you engage in, generating ideas is an activity that
occurs throughout the writing process.

4.2.2 Drafting
 Drafting occurs when you put your ideas into sentences and paragraphs. Here you
concentrate upon explaining and supporting your ideas fully. Here you also begin to
connect your ideas. Regardless of how much thinking and planning you do, the process of
putting your ideas in words changes them; often the very words you select evoke
additional ideas or implications.
 Don’t pay attention to such things as spelling at this stage.
 This draft tends to be writer-centered: it is you telling yourself what you know and think
about the topic.

4.2.3 Revising
 Revision is the key to effective documents. Here you think more deeply about your
readers’ needs and expectations. The document becomes reader-centered. How much
support will each idea need to convince your readers? Which terms should be defined for
these particular readers? Is your organization effective? Do readers need to know X before
they can understand Y?
 At this stage you also refine your prose, making each sentence as concise and accurate as
possible. Make connections between ideas explicit and clear.

4.2.4 Editing
 Check for such things as grammar, mechanics, and spelling. The last thing you should do
before printing your document is to spell check it.
 Don’t edit your writing until the other steps in the writing process are complete.
 4.3 Email Writing
Layout of Formal Emails

4.3.1. SUBJECT
 The subject line of an email is the single line of text people see when they receive your
email.
 This one line of text can often determine whether an email is opened or sent straight to
trash, so make sure it's optimized toward your audience.
 If it’s written incorrectly or unclearly, it could push the reader to delete it without even
opening it!
 So it’s important to give a clear and precise message, right from the start, indicating the
content or reason for writing in two or three words that grabs the attention of the
recipient.
4.3.2 Salutation
 The two most important aspects of writing a professional email salutation are tone and
content.
 By including an appropriate salutation at the beginning of your email, you set the tone for
the rest of the included subject matter.
  Including an appropriate closing to end your email can also leave your reader with a
positive impression.
 Starting and ending your email professionally can help you communicate necessary
information in a way that is easily received by the audience.

4.3.3 BODY OF THE EMAIL

The body text is the main part when you write a formal email.
 English is very concise.
 Favours short sentences and a simple structure.
Body of the text
The general rules are that the text should be divided into short paragraphs that avoid
abbreviations and acronyms, both of which you can use, on the contrary, when you write an
informal email to family and friends. Based on the type of message you’re sending, there are
various ways to write a final invitation before ending the email, such as:
 I look forward to hearing from you soon
 Thank you in advance
 For further information, please do not hesitate to contact me
 Please let me know if you have any questions
 Thanks for your attention
4.3.4 Closing line
 The closing of the email should also support the nature and format of a formal email.
 If you are asking a question, close with something like 'Hope to have an answer from you
soon', or 'Looking forward to hearing from you soon', and if you are addressing a question,
end with 'Hope I have sufficiently answered your query/doubts.'
 4.4 Letter Writing

 A letter is made up of different parts and when they combine a letter becomes whole or
complete.
 These parts can be called the “layout of letter” or “elements of letter” and you will find
them common amongst all letters.
 Without these elements a letter wouldn’t be called a letter.
 These elements can also be called the basic structures of a letter.
 Generally it is considered that there are 4 main parts of a letter but all letters are not same
and all letters follow one or the other format of letter writing.
 To conclude we can come up to a common ground of agreement as to which can be
considered as the basic or main parts of a letter.
 This is based on the fact that without these parts it wouldn’t be called a letter in proper
terms.

The Main or Basic Parts of a letter are:

 4.5 Précis Writing

 A precis is a concise summary or condensed version of a longer text or document, often

used to capture the main ideas, key points, and essential information of the original work.
 Precises are commonly used in academic, journalistic, and professional contexts to
provide readers with a quick understanding of a complex or lengthy piece of writing.

4.5.1 Precis Writing Rules

Precis Writing Rules- Follow the guidelines below to write a precis without making any
mistakes:
 Carefully read the comprehension.
 Make a note of the crucial details.
 Create an outline for the precis.
 As much as you can, utilise language that is clear and concise.
 Once all of the points have been covered, create the final précis.

4.5.2 Precis Writing Format

Precis writing is a concise summary of a longer text, focusing on the most important ideas
and details while maintaining the original meaning. Here’s a basic format to follow when writing
a precis:

Heading:
 Include the title of the original text and the author’s name.

Introduction:
 Begin with a statement that introduces the original text, its author, and its main topic or
purpose.

Main Body:
 Write a single paragraph summarizing the main ideas, arguments, and supporting details
of the original text.
 Use your own words to convey the key points of the text.
 Maintain the chronological order or logical structure of the original text.
 Be objective and avoid adding your opinions or interpretations.

Length:
 A precis is typically one-third to one-fourth the length of the original text.

Clarity and Conciseness:

 Ensure that your precis is clear and concise, avoiding unnecessary repetition or
elaboration.
 Use simple and precise language.
Eliminate Examples and Illustrations:
 Remove specific examples, illustrations, and anecdotes unless they are crucial to the main
argument or theme.

Maintain the Tone:

 Maintain the tone and style of the original text. If it’s formal, keep your precis formal; if
it’s informal, keep it informal.

Conclusion:
 Summarize the main point or message of the original text in a concise manner.
 Restate the author’s purpose or thesis if it’s evident.

Proofread:
 Carefully proofread your precis for errors in grammar, spelling, and punctuation.
 Word Limit:
 4.6 Minutes of Meeting

What are Minutes of Meeting?

 Meeting minutes are notes that are recorded during a meeting.
 They highlight the key issues that are discussed, motions proposed or voted on, and
activities to be undertaken.
 The minutes of a meeting are usually taken by a designated member of the group.
 Their task is to provide an accurate record of what transpired during the meeting.

Steps Involved in Recording Meeting Minutes

There are five main steps involved in recording the minutes of a meeting. They are:
1. Pre-planning
2. Record-taking
3. Writing or transcribing the minutes
4. Sharing meeting minutes
5. Filing or storage of minutes for referencing in the future

Minutes of Meeting should include:

 Date and time of the meeting
 Agenda / Purpose of the meeting
 Key decisions and action items
 Next meeting date and place
 Names of the participants (Attendance)