Writing Skills for beginners

1. WRITING
SKILLS
Mr. Jitin
Sharma
AP in IHM-GKU

2. REPORT WRITING – AN
INTRODUCTION
•You might have to write a report at university (an academic report) or
as part of your job (a business or technical report).
•There are also different reasons for report writing: to present
information (such as a lab report or financial report); to present
research findings; or to analyse a problem and then recommend a
particular action or strategy.
•A report can be long or short, formal or informal. The style and
vocabulary choice will depend on who is going to read your report,
and their level of understanding or expertise.
•Reports should be clear and concise, with the information presented
logically in sections, with headings and (if necessary) sub-headings.

3. WHAT IS DOCUMENT WRITING?
The Oxford Dictionaries define a document as
“a piece of written, printed, or electronic matter
that provides information or evidence or that
serves as an official record.” Document writing,
then, is the process of creating a written
document. Sounds simple, right? After all, we
all learn how to write in school, and we all know
how to open a text document on our computer.

4. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Step 1: Planning Your Document
As with any other project, a writing project requires some planning. Start by
determining the scope of the document — which information it needs to include
and what can (and should) be left out. The scope is determined by the document’s
purpose and its readership (aka your target audience).
Purpose
Determining the purpose of the document is equally important. It could be one of
the following:
•Provide information
•Give instructions
•Propose ideas / persuade the reader
•Present your opinion

5. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Style and Tone
Knowing the demographics of your readership and the purpose of your document
will also help you choose the most fitting style and tone. If you’re submitting a
business plan to a potential investor, the tone of your document would likely have
to be quite different from the one you would use when writing a first-time parent
survival guide. The latter might be suitable for a little tongue in cheek, while any
kind of humor is probably misplaced in the former.
So before you start the actual writing process, consider whether your tone should
be:
•formal or informal
•personal or impersonal
•serious or humorous.

6. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Diction
Next, give some thought to diction, aka your choice of words. While your
business plan should use formal diction, you might want to go easy on
jargon, unless the investor you’re submitting to is familiar with your specific
business niche. With a first-time parent survival guide on the other hand,
you’ll likely want to appeal to a relatively young audience. Therefore,
incorporating some pop culture references and colloquialisms could actually
enhance the reader’s experience.
Sentence Length
The length and complexity of sentences, too, should be adapted to fit your
audience. It’s always important to be clear and concise. However, certain
target audiences, such as academics, have a higher tolerance for lengthy
sentences than, say, a busy executive.

7. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Step 2: Research and Brainstorming
Now that you’ve figured out the scope and style of your document, it’s time
to do some research. While you can certainly use a text document to collect
all quotes, links, facts and other references you want to incorporate, a linear
format isn’t ideal for this purpose.
The classic mind map format, which was popularized by the English
researcher Tony Buzan in the 70s, is great for visualizing how individual
pieces of information are connected. Using a mind map, you can collect all
your notes, ideas and references on a single page. Digital mind maps are
especially practical as they let you move elements around to group them in
a way that makes sense.
Besides links, digital mind maps also offer space for multimedia
attachments such as images, videos, and entire files, so you can collate all

8. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Step 3: Outlining the Structure of Your
Document
The structure of your text is largely
determined by the type of document you’re
writing. Below is a — by no means
exhaustive — list of document types you
might encounter:
Academic documents:
•Thesis
•Paper
•Journal
•Argumentative essay
•Research Proposal
Business documents:
•Contract
•Report
•Business plan
•Financial statement
•User guide
•Project documentation

9. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Step 4: Writing Your Document
Now that you’ve created a logical structure for your document and
have done all the research, it’s finally time to start the actual writing
process.
If you’ve used MindMeister to outline your document, you can forgo
the intimidating blank page completely by exporting the map’s
content as a text outline to Microsoft Word. Now all you have to do is
flesh out your outline by adding the information you’ve collected in
your research mind map.
Microsoft Word isn’t the only writing software in town, though.
Depending on what kind of document you’re writing, you might be
better off with a different tool. Below is a list of popular writing tools
that might be better suited to your needs. Whatever you choose, a

10. HOW TO WRITE A DOCUMENT, STEP
BY STEP:
Step 5: Editing Your Document
If you think that you’re done as soon as you’ve written the last sentence in your
document, think again. The importance of editing cannot be overstated. Or as the
great writer Ernest Hemingway put it:
While you may be eager to finally submit your document and move on to other
tasks, you should never do so before you’ve reviewed your text one last time. For
best results, leave the document alone for at least 24 hours — longer, if possible.
Looking at it with fresh eyes will greatly increase your chances of spotting
mistakes and other issues.
If you haven’t used a tool such as Hemingway App during your writing process,
consider pasting the content of your document into this app now. Hemingway
App was designed to “make your writing bold and clear,” just like Ernest
Hemingway himself always recommended. The app highlights lengthy, complex

11. THE PREFERRED REPORT WRITING
FORMAT
1. Titles :- The title of your report should be clear in its wording. It must say exactly
what the report is about. Remember that this isn’t a novel. Include a subtitle if
necessary, making sure the font size of each subtitle is smaller than the title.
In terms of design, your title can be designed as an inviting cover page. There needs
to be a clear hierarchy in how the title looks.
2. Table of Contents:- Always leave the Table of Contents page until the end. You
can’t write a table of contents if you don’t know all of your page numbers yet.
However, if your Body outline already has each of your section and subsection titles
defined, you can add those to the contents and leave the numbering for later.
3. Summery:- Likewise, the summary of the report is best done after you’ve finished
writing the report. You can draft a summary at the beginning to help you continue
with the work, but you’ll definitely want to revisit it at the end.
A summary is a blurb of the entire report. It must include the purpose, the process
and a snippet of the resolution.

12. THE PREFERRED REPORT WRITING
FORMAT
4. Introduction :- In the introduction, state what the report is about and why it has
been created. Depending on the length of your report, the introduction is a paragraph
to an entire page long.
For example, one paragraph is enough for a social media report introduction while an
entire page would be more suitable for an annual report.
5. Body:- The body of your report is where all the information is put together. Follow
your initial outline to maintain consistent flow in the content creation. Write the body
content as sections and subsections.
Furthermore, use bullet points and data visualization as visual cues. These will help
your audience to better understand the content of your report.
6. Conclusion :- Close your report with a well-crafted conclusion. Formulate it as a
brief summary of what was covered within the report, and be sure to include a
mention to the recommendations section and the resources in the appendix.

13. THE PREFERRED REPORT WRITING
FORMAT
7. Recommendation :- Craft the recommendations section as a set of actionable steps
with smart goals associated along with possible solutions. This section is irrelevant
for school reports or book reports, but is essential in a business setting.
8. Appendices:- This is the section where you list all your sources if it’s a research
report. You should also add any links that are relevant to the report – or previous
reports about the same topic.
You could even link an interactive version of the report you just created with Visme.
Visme allows you to create interactive and animated documents that can be published
to the web with a single click, offering a new dimension to your report.

14. MAKING A NOTES
1. Date your notes and make the main topic visible
By giving your notes a title, you can easily tell at first glance what they are about.
Having a date and a title, preferably visible at the top of the page, enables you to
organize your notes and find them at a later date.
2. Don’t write everything down – write down the important points
Avoid scribbling everything that is being said (or everything that is on the slides)
word for word. You would be so consumed by copying everything that you wouldn’t
have the time or brain space to process the information. Instead, listen and then
summaries what you’ve learnt in your own words.
3. Make short notes of the examples given
I often find that notes on abstract concepts might seem even more abstract when I
come back to them at a later date. If examples, the speaker/teacher/presenter gives
illustrations and anecdotes to back up certain main points, consider using key
words to make short notes of them. They could help clarify what might seem
incomprehensible.

15. MAKING A NOTES
4. Use Colour:- I remember classmates at my university lectures who would come
armed with a whole set of coloured markers and highlighters, and their notes would
be a perplexing rainbow-coloured jumble (to me, at least). I am not suggesting that
you spend time obsessing about what colours to use for your next word, but a
judicious use of colour can add variety and clarity to your notes. Consider for
example using one colour for your key points, and another for the examples. Or use
a colour to signal comments and opinions that are your own, rather than the
speaker’s.
5. Use illustrations and drawing
Sketchnotes are a way of taking visual notes filled with drawings and illustrations.
But if like me, you’re not confident in your ability to draw, don’t be too quick to
dismiss the use of drawing in your notes. By drawing our notes, we are forced to not
just passively take down the information word for word but to process the
information and translate them into our own sketches. You don’t have to show
anyone your drawings if you don’t want to, so don’t worry about how good or bad
they are, just as long as they make sense to you. If you’re interested in developing

16. MAKING A NOTES
6. Use headings and sub-headings
Create a heading for each set of main points or ideas. Headings act as a mini-
summary and helps to break up long paragraphs of notes, and can bring clarity,
especially when referring back to the notes later. By using your own words in the
headings, you are also forcing yourself to process the information and make
connections between the different points.
7. Keep your sentences short. Use bullet points and numbered lists.
Streams of long sentences can be mind-boggling. Good notes should allow you get
the gist of what is being said at a glance. By keeping your sentences short, you also
force yourself process the information as you are not writing everything down word
for word. Ensure you include the key words (which you could underline with a
coloured pen) for more clarity. Use bullet points and numbered lists to help you
keep your notes concise and easily accessible.
8. If you need to see how things are connected, consider using mind maps
While some of us enjoy looking at lists, others prefer a less linear method of using
mind maps. Mind maps can provide you with a visual representation of how
concepts and ideas and examples are connected, and can make information more

17. MAKING A NOTES
9. Leave space on your notes :-
I described the Cornell method of notetaking where a page is divided into sections
for different purposes. To take a leaf out of the Cornell method’s (note) book,
consider leaving a margin on your notes so that you have space for your comments
and thoughts, which you might add on the spot or later when reviewing your notes.
10. Keep your notes organized:-
For me, there’s nothing worse than finding random sheets of paper stashed in
different notebooks, drawers and bags, and wondering what they refer to. First, ask
yourself why you are making notes. Are they for future reference, or just to help you
process the information (and you’ll throw the notes away in a couple of days)? If you
intend to refer to it in the future, decide how you are going to store them. Do all
conference notes or lesson notes go into the same notebook? Are they in
chronological order or according to topics and themes? Where do you keep your
notes? If you are taking digital notes, do you have a filing system so that you can
find them easily? Are all your notes stored in the same place? Or do they tend to get
lost in the ether?

18. LETTER WRITING
A letter is a written message that can be handwritten or printed on
paper. It is usually sent to the recipient via mail or post in an
envelope, although this is not a requirement as such. Any such
message that is transferred via post is a letter, a written conversation
between two parties.

19. TYPES OF LETTERS
1. Formal Letter: These letters follow a certain pattern and formality.
They are strictly kept professional in nature, and directly address the
issues concerned. Any type of business letter or letter to authorities
falls within this given category.
2. Informal Letter: These are personal letters. They need not follow
any set pattern or adhere to any formalities. They contain personal
information or are a written conversation. Informal letters are
generally written to friends, acquaintances, relatives etc.
3. Business Letter: This letter is written among business
correspondents, generally contains commercial information such as
quotations, orders, complaints, claims, letters for collections etc. Such
letters are always strictly formal and follow a structure and pattern of
formalities.

20. TYPES OF LETTERS
4. Official Letter: This type of letter is written to inform offices, branches,
subordinates of official information. It usually relays official information like
rules, regulations, procedures, events, or any other such information.
Official letters are also formal in nature and follow certain structure and
decorum.
5. Social Letter: A personal letter written on the occasion of a special event
is known as a social letter. Congratulatory letter, condolence letter,
invitation letter etc are all social letters.
6. Circular Letter: A letter that announces information to a large number of
people is a circular letter. The same letter is circulated to a large group of
people to correspond some important information like a change of address,
change in management, the retirement of a partner etc.
7. Employment Letters: Any letters with respect to the employment process,

21. LETTER WRITING TIPS
1. Identify the type of letter:- This obviously is the first step of the letter writing
process. You must be able to identify the type of letter you are to be writing. This
will be dictated by the person the letter is addressed to and the information that
will be conveyed through the letter. Suppose you were writing to the principal of
your college to ask for leave, this would be a formal letter (Types of formal letters
with samples). But say you were writing to your old college professor catching up
after a long time. Then this would be a personal (informal) letter.
2. Make sure you open and close the letter correctly:- Opening a letter in the
correct manner is of utmost importance. Formal letters open with a particular
structure and greeting that is formal in nature. Informal letters can be addressed to
the person’s name or any informal greeting as the writer wishes.
Even when closing the letter, it must be kept in mind what type of letter is being
written. Formal letters end respectfully and impersonally, whereas informal letters
may end with a more personal touch.

22. LETTER WRITING TIPS
3. Establish the main intent of the letter
Once you start writing, make sure to get to the point as soon as possible. Especially
in formal letters, it is important to immediately make clear the purpose of the
letter.
4. Be careful of the language
A letter is always supposed to be polite and considerate. Even if it is a complaint
letter, the point must be made in a careful and courteous manner. So it is necessary
to use polite expressions and civil language in all types of letters.
5. Length of the letter
And the other important factor to be considered is the length of the letter you are
writing. It should be kept in mind that formal letters are generally to the point,
precise and short. Lengthy formal letters tend to not have the desired effect on the
reader. The length of an informal letter is determined by the message in the letter