handout: writing

7/24/2019 Handout: Writing

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WRITINGINFORMAL LETTER

Put your address in the top right corner. Never beginDear Friend/ Pen friend. Start

with the name of the person youre writing to. Begin your letter with some general

comments, or by apologising for a delay in writing, or by referring to a letter you have just

received. Try to use a good range of vocabulary which is relevant to the question. Divideyour letter into paragraphs and include two or three points in each paragraph. Dont begin

each sentence in the same way. End your letter by asking about the reader, thanking

him/her, sending greetings to his/her family, referring to when you will next meet, etc.

Use an informal phrase likeBest wishes, Regards, orLove to finish your letter. Sign your

name. First name is usually enough. Close friends sometimes put XXX (= kisses) at the

end of their letter.

In friendly letters we normally use informal languageby using:

everyday vocabulary (e. g. I cant wait);

expressions/idioms (e. g. drop me a line); phrasal verbs (e. g. get up);

short forms (e. g. Its, Im etc).

USEFUL LANGUAGE

Introduction

Thanks for your letter. It was great to hear from you.

was lovely to hear from you.

Sorry I havent written for so long/ for ages but

It was a nice surprise to hear from you / to receive your letter.I was really pleased to hear that...

I thought Id better write and tell you about...

Conclusions

Well, thats all for now. Do write back soon.

Soon.

Looking forward to hearing from you.

Thanks for all your help.

Good luck with the...!

Give my love/regards to ...Keep in touch.

Give my regards / love to your parents.

Regards, All the best, (Lots of) Love,

PLAN

Introduction opening remarks/'reasons for writing (Para 1)

Main Body development of the subject (Para 2, 3...)

Conclusion closing remarks


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A formal letter of application is written when applying for a job or a place on an

educational course. A job application usually includes educational/professional

qualifications, details of previous experience as well as the applicants qualities and

skills. Previous experience should be presented in a clear order using linking words

such as: currently, before this, subsequently,prior to this, following, whereupon, etc.

USEFUL LANGUAGE To begin letters:

I am writing to apply for the post/position of... advertised in yesterdays ... I am

writing in connection with/with regard to the vacancy in your Sales Department, as

advertised in The Times on/of 14th October.

Experience/Qualifications:

I am currently/ At present I am employed/working as ...

I was employed as (position)by (company) from (date) to (date)...

During this time, I held the position of .../was responsible for .../my duties included ...

I have received training in .../completed an apprenticeship, etc ...

My qualifications include .../I am presently studying/attending a course ... I am due

to take my final examinations in June ... I have/hold/obtained/was awarded a

degree/diploma/certificate in ... I have successfully/recently completed a course in

(subject) at (place).

To end letters:

I enclose/Please find enclosed my CV/references from ... I would appreciate a reply

at your earliest convenience/as soon as possible. I would be available for an interview

at any time/until the end of June/ etc. I would be pleased/happy to supply you with any

further information/details ... Please contact me should you have any further

questions/queries.

When we write a letter of application, we usually write five paragraphs.

In the first paragraph, we write out opening remarks and the reason for writing.

We mention the name of the job/course and say when and where we saw it advertised.

In the main body paragraph, we write our age, present job and/or studies, our

qualifications, experience, skills and personal qualities which are suitable for the job.

In the last paragraph, we write our closing remarks. We also mention when we areavailable for an interview, where and when we can be contacted, any references we can

send etc.

PLAN

Introduction state reason(s) for writing (Para 1)

Main Body education and qualifications, previous experience, personal qualities,

suitability (Para 1, 2, 3...)

Conclusion closing remarks Full name

The exact number and division of paragraphs and the order of presenting information will depend on the specific

instructions for each letter-writing task.


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A formal letter of complaint is written to complain about a problem which has arisen (e

g. faulty merchandise, rude staff , inaccurate information etc). It should explain the

reasons for the complaint, and usually includes a suggestion/request/ demand concerning

what should be done (e. g. refund, compensation etc). We can use a mild tone to sound

more polite ora stronger tone when we are extremely upset or annoyed. However, we

must never sound rude.

Mild or strong language can be used depending on the writers feelings and the

seriousness of the complaint, but abusive language must never be used.

Mild Complaint:

I am writing to complain about a factual error in yesterday's newspaper.

I hope that you will give this matter your prompt attention.

Strong Complaint:

I am writing to express my strong disapproval concerning the offensive behavior of an

employee at your company's Winchester Road branch.

I demanda ful l, wr itten apology or I wil l be forced to take legal action.

The nature of the complaint should be clearly stated in the first paragraph. Each aspectof the topic should be presented in a separate paragraph containing a clear topic sentence.

Each complaint should be supported by clear justification.

USEFUL LANGUAGE

Mild complaint

I am writing to complain about/ draw your attention to (the problem of)...

I am writing to express my disappointment/dissatisfaction with ...

Strong complaint

I am writing to express my annoyance/extreme dissatisfaction with /anger at /protest about

I regret to/feel I must inform you how appalled/shocked I was ...TO END LETTERS:

Mild complaint

I hope this matter will be dealt with/resolved as soon as possible

(receive your immediate attention/ not be treated lightly.)

I feel that you should .../I am entitled to compensation/a refund/a replacement.

Strong complaint

I (must) insist on .../insist (that)/demand .../warn you that...

Unless this matter is resolved ... /Unless satisfactory compensation is offered ...

I will have no choice but to/I will be forced to take further/legal action.When we write a letter of complaint, we usually write five paragraphs.

In the first paragraph, we state the complaint, saying what has happened and

where/when the incident took place.

In the second and third paragraphs, we write our complaints, giving examples or

reasons. We write a new paragraph for each complaint. We usefirstly, secondly, to start

with, to make matters worse, furthermore, etc to link our complaints.

In the last paragraph, we ask for some kind of compensation, e.g. an apology, a

refund, a replacement etc.


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We write letters to the editor of a newspaper/ magazine when we want to express our

opinion about a topic/article which has been published in the newspaper/magazine. We

usually write our letter to express our agreement or disagreement using formal language.

They express a persons concern about and views on a certain matter and usually

contain suggestions on how to tackle a problem. You need to state the nature of the

problem and its causes and effects.

Each purpose should be presented in a separate paragraph containing a clear topic

sentence supported by examples and/or justification.

USEFUL LANGUAGE FOR LETTERS TO THE EDITOR

To begin letters:

I am writing to draw your attention to... / bring ... to your attention .../ you on behalf

of... you in my capacity as.../support for.../protest about...

To state your opinion:

In my opinion/view, I feel/believe/think, It seems to me that, I tend to think that I am

totally opposed to/in favour of, It is my firm belief/opinion/conviction that, I am

convinced thatTo express cause:

because /owing to the fact that/ due to the fact that/In view of/ Because of/ Owing to/

For this reason/Seeing that

To express effect:

thus, / therefore, / so / consequently, / as a result, / as a consequence, / for this reason

To end letters:

I look forward to hearing from you.

I hope you will give this matter your urgent consideration/attention.

I hope (that) you will give this matter careful/further consideration

We start our letter with "Dear Sir/Madam". Then, in the introduction, we state the

reason for writing and our opinion about the topic. If our letter is a reply to another letter or

article, we also write where and when we read it, as well as the name of the person who

wrote it. In the main body, we present our viewpoints giving reasons/examples. We write

each viewpoint in separate paragraphs. In the last paragraph, we summarise our opinion

and state what action we expect to be taken. We end our letter with "Yours faithfully," and

our full name

PLANIntroduction

state reason(s) for writing and opinion (Para 1)

Main Body

describe the problem(s) and consequences (Para 2, 3)

suggest solutions/ measures to be taken (Para 4, 5)

Conclusion closing remarks

Full name

The exact number and division of paragraphs will depend on the specific instructions

for each letter-writing task.


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To write a story we first decide on the type of story, the plot and the main

characters. Our story can be a comedy, a spy story, a thriller, an adventure story,

a detective story, a fairy tale etc. In the first paragraph, we write when and where

the event happened, who the people in the story were, what the weather was like

and what happened first. In the main body, we describe the events in the order

they happened. One of the events should be the climax event. We can useso,

because, and, also etc to join our sentences or ideas. In the last paragraph, we

write what happened in the end and how the people in the story felt. We can use

a variety of adjectives or adverbs to make our story more interesting. We nor-

mally use past tenses in stories. Use a variety of narrative tenses like past

simple, past continuous, past perfect. In crime or adventure stories, you can end

on a moment of suspense and let your reader imagine what happens next.

Alternatively, you can show how the problem was resolved.

We can start or end a story by: asking a rhetorical question (i.e. a question which requires no answer)

addressing the reader directly e.g. Are you afraid of spiders?

referring to moods/feelings;

using direct speech.

NOTE: We can also start a story by describing a place.

USEFUL LANGUAGESTART OF THE STORY THINGS THAT HAPPEN

At first, ...In the beginning, ...

The first thing that happened was...

fast/slowlySuddenly,...

All at once, ...

Gradually,... Slowly,...SEQUENCING EVENTS IN THE STORY THE END OF THE STORY

Then,...

(Minutes) later,...

After some time,... After that,...

In the end,...

Eventually,...

At last, ...

Use the words supplied in the exam question in the correct place in the story.

Be careful to use the names and pronouns supplied. Do not change anything.PLAN

Introduction Set the scene (who, when, where, what) (Para 1)

Main Body Describe events leading up to the main event (Para 2)

Describe the main event (Para 3...)

Conclusion End the story (feelings, reactions, comments, consequences) (Para 4)


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ARTICLEArticles are pieces of writing for publication in a variety of forms, covering a

wide range of possible subjects. They may be intended for the general public,

or a specific group of readers (e.g. an articlein your college newspaper for

fellow students). Types of articles include those printed in:

magazines, newspapers and newsletters,presenting an opinion or

balanced argument concerning social/environmental issues, describing a

place/event/experience, etc, providing information, offering practical advice,

etc (e.g. an article for a college magazine giving practical advice to new

students who wil l be li ving away from home for the fi rst time).

leaflets and brochures,providing information, describing a

company/product/service, offering advice/suggestions etc.

An article usually has a brief title; this should attract the readers

attention and indicate what the article is about. Articles may also have

subheadings before each paragraph.

Depending on the topic of the article and the type of publication and its readership,

you may need to use formal, impersonal language, or informal language. Articles may

be written for a wide variety of purposes and can be descriptive, narrative, discursive

etc, and the techniques, style and expressions used should be appropriate to each kind

of writing, as discussed in previous units. Articles forleaflets and brochures are

usually informative and are written for advertising purposes, or to provide information,

advice or suggestions. They should be clear, voiding extremely vivid description and

over-emotional, over-personal or simplistic language. Select and organise the ideas

and information you will present in each paragraph carefully. Begin each paragraphwith a clear topic sentence.

USEFUL LANGUAGE

Involving your reader

Would you like to ...? Im sure you can imagine Im sure youd agree that.. Lets

Conclusions

I hope... I suppose ...All in all,...

Set your article out like this. Dont use letter format. You can include one

or two questions to get your readers interest. Finish your article with aconclusion that summarises your opinion. Think of an interesting title. Dont

use very formal language. Make your article lively and interestingPLAN

Introduction State the topic of the article (Para 1)

Main Body Development of the topic each new aspect should be presented in a

separate paragraph with a clear topic sentence (Para 2,3,4,..)

Conclusion Summary of the topic and /or opinion (Final Para)


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A report is a formal piece of writing. We write it for someone in authority

(e.g. our boss, the local council etc). A report contains facts only and presents

suggestions for future actions.

To write a report, we start with an introduction where we write the purpose of

our report. In the main body, we write a paragraph for each topic. In each

paragraph we may write the good points and state the problem. We also make

our suggestions to solve the problem. We write suitable subheadings for each

paragraph. In the conclusion, we summarise our points and make our

recommendations or suggestions.

There are various types of reports, such as:

a)assessment reports which present and evaluate the positive and/or

negative features of a person, place, plan etc; they also include your opinion

and/or recommendationb)informative reports which present information concerning a meeting that

has taken place, progress made on a project etc;

c)survey reports which present and analyse information gathered from

door-to-door surveys/questionnaires, including conclusions drawn from this

information and suggestions or recommendations;

d)proposal reports which present plans, decisions or suggestions concerning

possible* future courses of action for approval by ones superior at work, a

bank manager, members of a committee etc.

A successful report should consist of:

a) an introductory paragraph which clearly states the purpose and content of the report

b) a main body in which the relevant information is presented in detail under suitable

subheadings; and

c) a conclusion which summarises the information given, and may include an opinion

and/or suggestion/recommendation

NOTE that before you start writing your report you should give informationindicating who the report is written to (name/position/ company, etc), who the

report is written by (name/position), the subject of the report, and the date:

e.g. To: Peter Roberts, Chairman, Grosvenor & Sons

From: L indsay O'Neil l , Assistant Manager

Subject: Appraisal of Thompson Distr ibution Co.

Date: 19th March 1997


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POINTS TO CONSIDER

Reports should be written in a formal style (complex sentences,

non-colloquial English, frequent use of the passive, linking words/phrases).

Before you write your report you should think of who the report is being

written by and who the report is addressed to.

Give your report an appropriate subject title, then carefully plan the

information you will present.Think of suitable subheadings, then decide on the information you will

include under each subheading.

Use linking words to join your ideas.

PLAN

To:From:

Subject:

Date:

Introduction

state the purpose and content of your report (Para 1)

Main Body

present each aspect of the subject under separate subheadings (positive/ negative

points of each aspect are presented in same paragraph) (Para 2-3-4-5 *)Conclusion

general assessment opinion and/or suggestion/ recommendation (Final Para)

USEFUL LANGUAGE

To begin reports:

The purpose/aim/intention of this report is to...

As requested, this is a report concerning/regarding ...

This report, etc contains/outlines/examines/assesses ... To end reports:

To conclude/To sum up/In conclusion/On the whole,...

On the basis of the points mentioned above, it would seem that..

It is (therefore) felt/believed/apparent/obvious (that) ...

I/We conclude/recommend/would suggest (that)...

My/Our recommendation is that... should be ...


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Review is a special type of article written for publication in a magazine,

newspaper etc, giving a brief description and evaluation of a film, book, play,

TV/radio programme etc. It may be formal or semi-formal in style, depending on its

intended readership, and is usually written using present tenses.

USEFUL LANGUAGE

To begin reviews:This well-written/informative/fascinating/thought-provoking book is ...

The film/book/play/etc is set in .../tells the story of .../is based on ...

The film/play stars .../is directed by .../is the sequel to ...

To end reviews:

You should definitely see/read ... miss it/You might enjoy ...

All in all, it is well worth seeing/reading, since...

On the whole, I wouldnt recommend it, in view of the fact that...

It is a classic of its kind/It is sure to be a hit/best-seller...

A successful review should consist of:

a) an introduction which mentions the title, the type of book/play/film/etc, the

setting (when/ where), the theme, the main characters etc.;

b) a mainbody of two or more paragraphs containing the main points of the plot

(without revealing the ending), and evaluating such features as the acting, writing

style, direction, characters etc.; and

c) a conclusion which includes an overall assessment of the work and/or a

recommendation, usually with justification.

You may also be asked to give reasons why someone should see the film/play

or read the book, how it has influenced you etc.

Note that the number and length of paragraphs varies depending on the topic.

PLAN

Introduction

background type of story, setting, theme, main characters (Para 1)

Main Body

main points of the plot, comments on various features e. g. acting, plot, characters etc

(Para 2, 3, 4...)

Conclusion

overall assessment to work/recommendation (Final Para)

* The exact number and division of paragraphs will depend on the specific instructions

for each report task

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