TOPIC 7: WRITING SKILLS

COURTESY IN WRITING
Courtesy in writing is achieved by the following.
(a) Appropriateness of format for that kind of writing.
(b) Appropriateness of content information
(c) Appropriateness of tone: This is created by the word choice and choice of content
information, i.e. what information is communicated versus what is left out. It also
involves use the courtesy words please, thank you, excuse me and sorry as the situation
requires.
(d) Appropriateness of language use, ie. Word choice and expression that show respect and
recognition of the audience. It also involves formality or informality of language used.
(e) Expression of appropriate feeling according to the situation. For example, sympathy
when someone suffers, good wishes when someone begins something new, and
congratulation when someone achieves something.

PUNCTUATION MARKS
(a) Comma
(b) Colon and semicolon
(c) Exclamation mark
(d) Full stop
(e) Hyphen
(f) Question mark
(g) Ellipsis
(h) Brackets
(i) Quotation

PARAGRAPHING
A paragraph is a set of related sentences dealing with a single topic. There is no rule about the
length of a paragraph. It varies according to the need. In a story or a novel, there are some long
paragraphs and some short ones. In a book that discussed concepts such as Economics, there may
be long paragraphs. In business letters, the paragraphs are short; in a report the paragraphs may
be long.

A good paragraph has the following characteristics:

1. Topic sentence:
A topic sentence is a sentence that indicates in a general way what idea the paragraph is going to
deal with. It includes the topic and a controlling idea. It may be in the form of a question. Look
at these sentences:
• Personal relationships such as parent-child, husband-wife, brothers and sisters suffer because
most people in cities have busy schedules.
• Talking to a sympathetic listener can have a great therapeutic effect.
• Skill in Public Speaking is not necessary for everyone.
• Shouldn't smoking in public places be made illegal?
2. Adequate development
Add supporting ideas to the topic sentence, to develop it fully and adequately. There should be 3
to 6 ideas to support the topic sentence. Of course, this varies from paragraph to paragraph,
depending on your purpose. Add RENNS (reasons, examples, names, numbers, senses), which
give details and further explain the supporting ideas. Some methods to add supporting details
are:
• Use examples and illustrations
• Cite data (facts, statistics, evidence, details)
• Examine testimony (what other people say, such as quotes and paraphrases)
• Define terms in the paragraph
• Compare and contrast
• Evaluate causes and reasons
• Examine effects and consequences
• Analyse the topic
• Describe the topic
• Offer a chronology of an event (time segments)
3. Concluding/ clincher sentence.
The concluding sentence is the last sentence of the paragraph. It should leave the reader with
something to think about. It can be written by restating the topic sentence in different words.
Look at these sentences:
• Being a sympathetic listener is therefore a satisfying experience.
• I think it is in the interest of public health to make it illegal to smoke in public places.
• Since there are many occupations that do not have any occasion for speaking in public,
everyone need not acquire public speaking skills.
Write a concluding sentence for each of the topic sentences given earlier.

Example:
For our government to be stable and effective, we must fight corruption. We should
ensure that leaders and government agents become answerable to the tax payer. In addition, the
public should be educated on the ills of corruption while those who have stolen public funds are
made to return it and face the full force of the law. Again, people known to have stashed money
in foreign banks should be forced to repatriate that money so as to improve cash flow in our
economies. This is will put our countries on the road to prosperity.

ESSAY WRITING
Like a paragraph, an essay also has introduction in which the essay topic is first introduce, the
body in which issues concerning the topic are discussed, and a conclusion which ties up your
arguments about the topic.

The following are types of essays.

(a) Descriptive
(b) Explanatory
(c) Narrative
(d) Argumentative
FUNCTIONAL WRITING
Business correspondences are forms of communication that are used within organisation or from
one organisation to another.
a) Business letters
• Letter of inquiry
1. Points included in the letters are:
2. Courteous request for information, giving its purpose
3. Statement of what is wanted (or a list of questions)
4. Request that the information may be given by a certain date
• Letter of complaint
The letter should include the following points:
1. Reference to the order, its date and number
2. Clear description of the mistake or deficiency
3. Clear statement of the inconvenience or loss caused, and the action the supplier should
take to lessen the inconvenience
4. Request for adjustment and/or investigation
• Letter of appreciation
The letter of appreciation should contain the following points:
1. Appreciation for the good done.
2. The benefits derived from that.
3. Urge to continue in that spirit.
4. Concluding remark
• Letter of recommendation
The letter of recommendation should contain the following points:
1. Statement of recommendation
2. Position you are recommending the person for
3. Positive attributes of the person such as personality and qualification
4. Assurance that the person will serve well if given chance
5. Concluding remark
• Letter of apology
The letter of apology should contain the following points:
1. Regret for the wrong done (saying ‘sorry’)
2. Acceptance of the wrong done
3. Commitment not to repeat or allow a repeat
4. Action you are taking to remedy the situation or to avoid there a repeat

General Structure of a Business Letter

Almost all business messages can be written as a framework of four points.
• Opening/Introduction, Giving the required information, Action/Response from the writer or the
recipient, Closing remark.
Format of a business letter
• Block format, Semi-block format and Indented format
Opening Sentence
The opening sentence has the important function of establishing good feeling and rapport, and
drawing a favourable response from the reader.
• We are glad to say that we can deliver your shelves a week earlier as you requested in your
letter of the 12th.
• We are extremely sorry to learn from your letter dated 23 September that you were not able to
get good photographs.
Showing interest in the reader's needs and paying attention to his/her feelings and desires creates
goodwill at the beginning of the letter. Avoid beginning with "Referring to your letter... "or
"With reference to your letter." These openings lead to a grammar mistake or an incomplete
sentence unless you have full command of these troublesome constructions.
b) Memos*
A memo (short for memorandum) is used only for communication within the organisation. It
may be from one person to another or to several persons. The purpose of a memo may be:
• To ask for information
• To request decision or action
• To convey information about action or decision
Memos have the name of the organisation, the title ‘Internal Memo, Ref. No., To., From., Date,
Subject, Body, Name of Sender, Designation., CC
c) Circulars
With electronic communication within organisations, the difference between memoranda and
circulars is already blurred and may soon disappear. Circulars are used for sending instructions
and information about new procedures or policies to all branches of the organisation. They are
addressed impersonally like a memorandum "To all Branch Managers", or "To all Accounts
Section staff for information and immediate action" Circulars used for internal communication
follow the same style of layout as those sent out of the organisation. However, they are not
personalised and are written in the same precise, informative style as memoranda and office
orders.
Contents: Name and Logo of organisation, Ref. No., Date., Circular No., To., Regards., Body.,
Signature., Name., Designation., CC., Appendices (if any)
d) Public Notices
A notice is used when many people in the organisation have to be given the same information. It
is the most common method of mass communication within an organisation. A notice is short;
the language is simple, and the type is large and well-spaced for easy reading. A notice is put up
on the notice board. A copy may also be circulated among staff for signature. A notice is often
called an office circular. A notice must be drafted in clear language. It must also be short so as to
fit on a single sheet. A notice is an announcement and does not have to give details of the topic. I
f it is about a complex topic, it may refer to detailed information available in the office for
reference.
Contents: Name and logo of the organisation., The title ‘Notice’., Content., Designation
e) Electronic mail
Content:To., Cc., Bcc., Attachment., Subject, salutation, body, complementary close, name (and
designation)
f) Letter of application*
Content: In the cover letter, you should include how you found out about the position, your
primary reasons for being interested in the position, and how your specific qualifications
(education, training, work-related experiences, and skills) meet the needs of the organization.
g) Curriculum Vitae*/ résumé.
A résumé is a one-page or two-page summary of your training, skills, and accomplishments. The
eight most common components are.
1. Personal details. Provide your name, address, and telephone number(s), email, gender, age,
and optionally marital status, religion, nationality.
2. Job/career objective. Describe your goals in employment you are seeking.
3. Education. Begin with your highest degree and continue in reverse order.
4. Professional training. List any specialized training, courses, and so on.
5. Employment history. List both paid and unpaid work experience, beginning with the most
recent. Include employment dates, primary job responsibilities, and accomplishments and
awards.
6. Professional affiliations. List professional groups to which you belong and any offices you
have held.
7. Special interests and skills. List interests and skills that are related to the job for which you
are applying.
8. Referees. These are individuals who know your work, your abilities, and your character.

NB: As you construct your résumé, think in terms of how your education, training, skills, and
work experience can fit the requirements of the advertised job. Present only those skills and
accomplishments that show you can do the job. Emphasize your strengths throughout the
résumé, but always be truthful. Above all, your résumé should be written with the company in
mind—how can you satisfy the company’s employment needs?
h) Press release
i) Advertisement
j) Minutes