How we can improve writing skills

1. WRITING SKILLS
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2. Plan for the activity: Writing Skills
• 1st 20 Min: Explain importance of Writing skills using
slides 2 to 17.
• 2nd 20 Min: Explain Letter Writing using slides 18 to
34.
• Next 30 minutes: Provide assignment to Mentees with
different statements to write letters.
• Next 15 Min: Mentee personal skill presentation
• Next 15 minutes: Discuss the letters with mentees.
• Last 10 minutes: Discuss forthcoming activity (activity
for next mentor meeting).
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3. • Writing is the painting of voice!!!
• "In science, the credit goes to the man who convinces
the world, not to the man to whom the idea first
occurs."
--Sir William Osler
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4. When, where, why do we write??
• Autobiography, Book Reviews
• Character Sketches, Comic Strips
• Descriptions, Diaries
• Essays, Fables
• How-to Articles, Journals
• Letters, Monologues
• News Articles, Opinions, Plays
• Poems, Resumes, Songs
• Speeches, Tall Tales, Magazines
• Notes
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5. Some keys to writing
• Key #1: Put the reader first
– Communication = understanding
– Write to EXpress not Impress
– Use words readers can picture
– Tie in to the reader’s experience
• Key #2: Use simple words and short sentences
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6. EXAMPLES
• Per our conversation, I am enclosing herewith a
remittance of $25 for the balance due on my account.
(18 words)
• As we discussed, here is the $25 remaining on my
account. (11 words)
• Here is the $25 remaining on my account. (8 words)
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7. Plan, organize, write
• Before you begin
– Who is the audience (“My audience is _________.”)
– Purpose of the message (“My purpose is________.”
– How will the reader use the information (“So that the
reader will________.”)
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8. What makes a good writer??
–Having something to say.
–Logical and clear thinking.
(Clear writing starts with clear thinking.)
--A few simple, learnable rules of style.
Writing to inform is a craft, not an art. Clear, effective
writing can be learned!
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9. DO’S
• Before you start writing, ask:
“What am I trying to say?”
• Once you know what you’re trying to say, then pay
attention to your words!
• When you finish writing, ask:
“Have I said it?”
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10. • Get rid of jargon and repetition
“I would like to assert that the author should be considered to be a buffoon.”
“The author is a buffoon.”
• Hunt down and cast out all unneeded words that
might slow your reader.
With the possible exception of ----except
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11. • Clumsy phrases Instead, use:
• new innovations innovations
• one and the same the same
• period of four days four days
• personal opinion opinion
• shorter/longer in length shorter/longer
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12. Ensure proper word usage.
• Affect/effect
• There/their
• Among/between
• Shall/will
• Can/may
• Than/then
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14. Expository Writing
• Expository writing's main purpose is to explain. It is a
subject-oriented writing style, in which authors focus on
telling you about a given topic or subject without voicing
their personal opinions. These types of essays or articles
furnish you with relevant facts and figures but do not
include their opinions.
• When You Would Use Expository Writing:
Textbook writing, how-to articles, recipes, News stories
(not including opinion or editorial pieces), business,
technical, or scientific writing.
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15. Descriptive writing
• Descriptive writing's main purpose is to describe. It is
a style of writing that focuses on describing a
character, an event, or a place in great detail. It can
be poetic when the author takes the time to be very
specific in his or her descriptions.
• When You Would Use Descriptive Writing:
Poetry, Journal or diary writing, nature writing ,
descriptive passages in fiction.
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16. Persuasive writing'
• Persuasive writing's main purpose is to convince.
Unlike expository writing, persuasive writing
contains the opinions and biases of the author. To
convince others to agree with the author's point of
view, persuasive writing contains justifications and
reasons. It is often used in letters of complaint,
advertisements or commercials, affiliate marketing
pitches, cover letters, and newspaper opinion and
editorial pieces, Letter of recommendation, reviews
(of books, music, movie, restaurants, etc.).
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17. Narrative writing
• Narrative writing's main purpose is to tell a story.
The author will create different characters and tell
you what happens to them. Novels, short stories,
novellas, poetry, and biographies, autobiographies,
anecdotes, oral histories can all fall in the narrative
writing style.
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19. Letter Writing
• Informal Letter Writing : Personal / social letters, letters to
friends, relatives.
• Business Letter Writing : Letters for communication in
business.
A business letter is usually a letter from one company to
another, or between such organizations and their customers, clients
and other external parties.
• Official Letter Writing : Applications, recommendation letters,
reference letter, termination letter, resignation letter, letter to
Government officials, letter to Newspapers.
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20. Formal Letter
• Write to the “outside world”
• There are different kinds of formal letter.
• Complaint Letter
Make complaints
• Invitation Letter
Invite a guest to give a talk
• Letter of Application
Apply for a job
• Thank you Letter
Thank you for people’s hard work
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21. • Sender’s address
• Date
• Receiver’s Name
• Receiver’s Title
• Company’s Name
• Company’s Address
• Salutation
• Text
• Subscription
• Signature
• Printed Name and Title
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22. Layout
DATE
5 September 2011
5 Sept. 2011
September 5, 2011
5.09.2011
9/5/11
5th September 2011
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23. • BEGINNING
• Dear Mr Cloud
• Dear Mr J. Cloud
• Dear Mrs Cloud
• Dear Miss Cloud
• Dear Ms Cloud
• Dear Ms Mary Cloud
• Dear Manager
• Dear Sir or Madam
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24. • ENDING
• Yours sincerely
• (you know the name)
• signature
• NAME (printed)
• Yours faithfully
• (don’t know the name)
• signature
• NAME (printed)
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25. 1st paragraph
• Why are you writing to them...”I am writing to you
to because…..”
• Explain who YOU are….
• Be polite! “I hope you don’t mind me writing to you
but I had tell you about..”
• Be strong (If it is a letter of complaint) eg.” I must
inform you that I am not happy with….”
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26. • Give details in one or several paragraphs.
• NO IRRELEVANT INFORMATION!
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27. Concluding Paragraphs
• This is a concluding paragraph eg. To sum up, I
would say that…
CLOSING STATEMENT
I look forward to hearing from You.
I am looking forward to hearing from You.
I look forward to hear from You.
I look forward to Your reply.
I am looking forward to Your reply.
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28. Style
• Formal language and grammar!
• No short forms!
• No slang or colloquial words!
• Be factual rather than emotional!
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29. Letter of Application
• Introduction
• Facts about you
• Why would you be suitable for the job? Promote
yourself!
• Conclusion
I hope You consider my application. I would be
available to attend an interview... I look forward to
Your reply.
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30. Central Bank
Part-time Bank Clerk
• Required by a large bank in Central
• S.3 or above
• Knowledge of computer such as, Word, Excel
• Fluent in English & Chinese
• Experience not necessary
Interested parties, please send a letter of application
and resume to Central Bank, 25 Queen’s Road, Hong
Kong
Example:
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31. Flat A, 8/F. Block 7
Sunrise Gardens
198 Nathan Road
Kowloon
1st June 1998
The Personnel Officer
Central Bank
25 Queen’s Road
Hong Kong
Dear Sir/Madam
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32. Application for the post of Part-time Bank Clerk
I am writing to apply for the post of Part-time Clerk,
which was advertised in the South China Morning
Post on 30th May.
I am a student at St Anne’s School and will complete
my Form 3 studies in July this year. I am taking
seven subjects at school and I came first in Computer
Studies last year.
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33. In school, I have a lot of interests. I take part in
many extra-curricular activities. I am the Secretary
of the Computer Club and a member of the Tennis
Club. I also helped in organising an Inter-class
Mathematics Competition last year.
I wish to work in a bank as I enjoy meeting people
and I am very interested in banking. I hope to
continue my studies while working. I understand
your bank encourages employees to go in courses, and
this is one reason why I decided to apply for this
post.
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34. Yours faithfully
Doris Ng
Doris Ng
If you are interested in my application, I should be
glad to attend an interview at any time which is
convenient for you.
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35. Thank You!
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