Unit III: Writing Skills
Writing is one of the most essential communication skills in academic, professional, and social life. Effective writing ensures clarity, professionalism, and impact. This unit explores different forms of writing such as letters, CVs, emails, messages, minutes, reports, notices, memoranda, and speeches. Through examples and illustrations, learners will understand how to draft meaningful content for various purposes. The focus is not only on format but also on tone, accuracy, and presentation.
Letter Writing – Formal and Informal
Letters are one of the oldest and most reliable forms of communication. Despite technological advances, letter writing remains an important skill for students and professionals alike. Letters can be classified into two main types: formal and informal.
Formal Letters
A formal letter is written for official purposes – for instance, job applications, complaints, requests, or correspondence with institutions. The language is polite, precise, and professional.
- Sender’s Address
- Date
- Receiver’s Address
- Subject line
- Salutation (e.g., Dear Sir/Madam)
- Body – introduction, main content, conclusion
- Closing (Yours sincerely, Yours faithfully)
- Signature
Informal Letters
Informal letters are personal communications sent to friends, relatives, or acquaintances. They allow free expression of emotions and thoughts. The structure is flexible, but clarity and coherence remain important.
Thus, letter writing bridges personal and professional contexts and demonstrates the ability to convey messages effectively.
CV Preparation, Email Drafting, and Message Writing
CV Preparation
A Curriculum Vitae (CV) presents an individual’s educational background, professional experience, achievements, and skills. It is a crucial document for employment and higher education opportunities.
- Personal Details – Name, contact, address
- Educational Qualifications
- Work Experience
- Skills and Competencies
- Achievements and Awards
- References (if required)
Email Drafting
Emails are widely used for professional and academic communication. A well-drafted email must be clear, polite, and structured. Avoid slang and maintain a professional tone.
- Subject Line – concise summary of purpose
- Salutation
- Body – direct, structured, polite
- Closing and Signature
Message Writing
A message is a short piece of information written to convey immediate instructions or updates. It is usually brief, factual, and to the point.
Minutes of Meetings and Report Writing
Minutes of Meetings
Minutes are the official written record of discussions, decisions, and actions taken during a meeting. They ensure accountability and serve as a reference document for future actions.
- Meeting Details (Date, Time, Venue, Participants)
- Agenda Items
- Discussion Points
- Decisions Taken
- Action Items & Responsibility
Report Writing
A report is a structured document describing an event, issue, or investigation. It is often written for managers, institutions, or government authorities.
- Title Page
- Introduction
- Body (facts, findings, analysis)
- Conclusion and Recommendations
Notice and Memoranda Writing
Notice
A notice is a formal announcement displayed publicly to inform a group of people. It should be concise, factual, and dated.
Memorandum (Memo)
A memo is an internal communication tool used within an organization to convey policies, reminders, or instructions. It is less formal than letters but more official than emails.
Short Speech Writing and Delivery
A speech is a formal address delivered to an audience with the aim of informing, persuading, or inspiring. Effective speeches are well-structured, engaging, and memorable.
- Opening – greeting, attention grabber
- Body – facts, examples, logical flow
- Conclusion – summary and call to action
Delivery techniques include voice modulation, eye contact, body language, and pacing. Animated slides, props, or storytelling can enhance impact. Confidence and clarity are key for successful public speaking.
Vocabulary
- Agenda: A list of topics to be discussed in a meeting.
- Salutation: Greeting at the start of a letter or email.
- Minutes: Official written record of a meeting.
- Memo: Short written communication used within an organization.
- Delivery: The way a speech is presented to an audience.
Exercises
MCQs
- Which of the following is NOT part of a formal letter? a) Subject line b) Informal greeting c) Closing d) Signature
- The main purpose of a CV is to: a) Share personal hobbies b) Present professional profile c) Narrate stories d) Record meeting notes
- A memo is usually used for: a) External communication b) Internal communication c) Invitations d) Advertisements
Short Answer Questions
- Define report writing and its importance.
- List three differences between formal and informal letters.
- What are the essential elements of an email?
Long Answer Questions
- Explain the process of preparing an effective CV with examples.
- Discuss the features of an effective speech and the role of delivery techniques.
- Write a detailed note on minutes of meetings and their significance in organizations.
References
1. Raman, M. & Sharma, S. (2019). Technical Communication: Principles and Practice. Oxford University Press.
2. Lesikar, R.V. & Pettit, J.D. (2018). Business Communication. McGraw Hill Education.
3. Guffey, M.E. & Loewy, D. (2021). Essentials of Business Communication. Cengage Learning.
4. Butterfield, J. (2017). Effective Business Writing. Kogan Page.
Answer Key
Fill in the blanks
- Formal letters always include a subject line.
- Minutes are the official record of a meeting.
- A memo is mainly used for internal communication.