Formal Writing

Formal Writing
While every thought or idea committed on paper must be done with care,
writings considered as formal require strict adherence to rules on:
• Grammar
• Sentence structure and complexity
• Organization
Formal writing is a form of writing used in the following spheres:
• Business
• Academic and scientific
• The language of formal writing speaks for itself; hence, the sentences
must:
• Be meaningful to the readers
• Maintain clarity and lucidity. Avoid slangs.
• Arguments/points in support of the writer’s thesis/idea must be relevant
and clearly stated.
Points to Note in Formal Writing
• Keep it formal: formal writing is not transliteration nor is it a discussion
with a friend. Do not contract words as done in text messages and in
informal writing- e.g., dr (doctor), pt (patient); c u (see you)
• Write words in full and express complete thoughts. Words must be
carefully chosen to convey the intended meaning. Avoid ambiguity
• Use punctuation marks adequately and appropriately.
• Avoid imperative tone and the use of second-person pronouns. Using
such a tone implies that the writer is commanding the reader/s
• Minimize the use of first-person pronouns in essays and research
reports ( I want to write about…, rather, this paper will …)
 Points to Note in Formal Writing
• Avoid redundancy. Do not be repetitive. Rather be straightforward and
simple.
• Clarify and support the thesis using the paragraphs.
• Each paragraph must maintain a unit thought which coheres with the
entire work. Opposing arguments must be carefully placed not to
detract from the thesis
• Use topic sentences to guide each paragraph
• Transitions between paragraphs should be smooth indicating that the
writing is a unit of thought
• Use capital letters appropriately – in proper names, beginning of
sentences
• Be careful with homonyms – words that sound the same but have
different spellings and meanings. E.g., it’s/its; knew/new;
taught/thought; to/too/two; one’s/once; won/one/worn; where/were
• Include in-text citations and reference lists in research papers
• Proofread and edit every formal text. Check for these-
• Are the sentences correct and clear?
• Are all the points mentioned?
• Is the structure alright?
• Spelling mistakes:
• Use American or British spellings. Be consistent with your choice
• Apart from academic essays and scientific papers, formal writing
includes application letters, CVs, notices of meetings and memos
 Formal Writing: Letters
• Guidelines:

Understand the purpose

Use correct English Be simple
Use concise short
paragraphs
Use complete but brief sentences
Effective
Use organized
letter
Structure Highlight important points
messages
Be polite Know the reader’s technical language

Use subheadings (when required)

 Letters: Types and Purposes
Category Letter Type Purpose
Application Application To apply for a job
References To give personal and/or work performance details

Advertising and sales Sales To advertise goods or services

Estimates and orders Estimates To submit an estimated price for goods or services
Orders To request a specified number of items
Tender To provide a contract price for goods or services
To obtain information
Information Enquiry/request To supply information or confirmation
Acknowledgement/
confirmation
Problem solving Claim(Complaint) To outline a problem or difficulty
Adjustment To offer action to solve a problem
 Letter Format/Layout: Full Block Style
Most letters have a standard format:
• Sender’s Address – postal or residential
• Date: in numeral format e.g., 14 June 2021
• Inside Address: receiver’s address
• Salutation: Dear Sir or Madam
• Subject Heading: concise, complete
• Body of Letter [Apply SCRAP]
• Complimentary Close: Yours faithfully or Yours Sincerely(when you use
receiver’s name)
• Signature: allow enough space
• Name: print name, preferably capitalized
• Designation: the writer’s position/ job held
• Extra Notation: include attachments. Encl used
 SCRAP-Writing the Body
• S: situation (outlines the general topic and gives
background)
• C: complication (explains the details of the message)
• R: resolution (outlines suggestions for the receiver)
• A: action (states what actions are desired by the writer)
• P: politeness (sets the tone of the letter)
 Principles of Letter Writing: The 10 Cs
• Clarity: write clear sentences
• Completeness: include all essential information
• Conciseness: be brief and precise
• Concreteness: be specific
• Correctness: avoid errors in spelling, names, etc.
• Courtesy: be courteous and friendly
• Consideration: apply “you” attitude; consider the reader
• Coherence: apply logical linking of sentences and paragraphs
• Candidness: be honest and sincere about yourself or your writing
• Compulsion: positive writing to compel reader
 Application Letters
The letter should contain the following relevant information:
• The Position applied for
• Source and date of the job vacancy information
• Suitability for the job
• Educational background and qualification
• Work experience
• Referees
• When one can begin work
• Interview availability
• Special reason for applying
 Format: Application Letters
• Sender’s Address ( Do not include names)
• Date (14 June 2020)
• Receiver’s Address
• Salutation (Dear Sir/Madam or Dear Mr. Phiri [if you know the name
and title and the person is still in that position])
• Title: APPLICATION FOR …(underline if not capitalized:
Application for…)
• Paragraph 1: Position one is applying for and mentioning source,
date &
reference number of the advertisement
‘I would like to apply for the position of…as was advertised in The
Zambia Times dated 5 June 2021.’
• Paragraph 2: Discuss relevant qualifications and work experiences
‘I have been working for/at … for the past…years and have recently
completed my studies with a …at the University of Zambia.
• Paragraph 3:
• Mention your strengths & good qualities.
• What do you bring to the company/job?
• Explain why you should be considered for the job.
• Paragraph 4: Identify TWO referees who can confirm things
mentioned in paragraph 2. Include their:
• Names Addresses (email addresses inclusive)
• Job Titles
• Phone contacts
Paragraph 4:Availability for an interview, phone contact when ready to start
work.
‘I will be available for an interview at a time convenient to you. My phone
contact is … and I can begin work in ...
• Complementary Close (Yours faithfully) or (Yours sincerely)
• Signature
• Name in Print
• Job Title
• Enclose CV
Tips
• Do NOT repeat points that are contained in a CV.
• Concentrate on the most impressive highlights of the job in question
• Use simple language, correct grammar and avoid jargons.
 Curriculum Vitae (Resume)
Personal details:
• Name
• Date of Birth (05 August 1987)
• Personal address: Postal/residential
• Phone contact and email address
• Marital status
• Passport details (jobs outside one’s nation)
• Hobbies
Educational background (current to past)
• Mention your current status
• Mention the qualification achieved (current to past): include the
year, school ]and qualification attained
Work experience (current to past): include
• Employer
• Positions held
• Date of employment
• Responsibilities
Other personal Information
• Interests
• Research
• Member of any organization
• etc.
• Photo (if required)
• Tip: Be sincere
Your job is to:
• Attract favorable attention
• To persuade a prospective employer that your CV should be
read
• That you should be interviewed.
• Provide your reader with facts about yourself.
• Avoid creating the impression that you are boasting
 Preparing for Interviews
Get Information - find out Plan your Journey –Make a dummy
about the company run

Prepare for questions – try to think of Plan your outfit –prepare some suitable
questions you may be asked &
Comfortable outfit

Compile your file – keep a folder with Get enough sleep – rest
all your
important documents
Do’s
• Arrive 10-15 minutes early
• Give your name to the receptionist
• Relax, stay calm and breathe
• Be polite and friendly
• Look interested
• Answer the questions fully
• Tell the truth
• Speak clearly
• Sell yourself
Don’ts
• Sit until you are invited
• Slouch or fidget in your chair
• Smoke
• Criticize your former
• employer/s
• Interrupts the interviewer/s
• Boast
• Draw attention to your weaknesses
• Swear or slang
 Interviews: Conclusion
• Be well-prepared for interviews
• Have your data file
• Presentation and personality create positive impact
• DO NOT exaggerate
• BE CONCISE
• If addressed to, by a particular person, find out the name – shows
initiative
• Most importantly BE CONFIDENT
 Writing Memorandum (Memo)
• From a Latin term meaning ‘a short note for memory’
• Used within an organization
• Widely used form of written communication
• Content: usually one subject/idea
• Usually less than a page
• Advantages:
• Reach receivers who are temporarily unavailable
• Saves money & time
• Complex information can be sent and retained
• Reaches many people at one time
• Provides a written record
 When to Send a Memo
• Subject is for many people within an organization
• Submitting regular reports
• Sharing business ideas or summarizing discussions
• Personal messages to individuals or groups
• The intention is to stimulate thinking or action
• When the timing or political climate is right.
When not to send a memo: when
• Face to face communication is better
• You have nothing pertinent (relevant) to say
• Emotions are running too high (do not write in ANGER)
• You have more important duties or priorities
• Timing or the political climate is wrong (Do not be too hasty)
 Memorandum: Types
Announcement Memo:
• Large audience
• Interest of everyone is affected
• Sent through internal mail (electronic)
• Requires no reply
Confirmation Memo
• Confirms in writing what was agreed to by both
• Contains specific information about dates, places, roles, outcomes, etc.
• Secured in file for future reference
Request Memo
• Notes the writer’s expectations
• Requests for action
• Strong element of accountability
Self-protection memo
• Writer wishes to put disagreement with organizational policy on record
• Usually copied to persons other than the person addressed.
• Could cause ill feelings
Memo headings
• Layouts and headings are a variety
• Standard headings begin with:
• The company name (Logo)
• Memo, To, From, Date and Subject.
• Reference notations, telephone extensions,
• ‘Enclosure’(enc.), ‘copy to’(CC) can be used
Language
A variety of factors influence the tone and style:
• Nature of the message
• Position and authority of the receiver
• Interpersonal relationships
• Context of the message
• Keep it simple and unambiguous
 Format
COMPANY NAME(LOGO)
MEMORANDUM
• TO:
• FROM:
• DATE:
• SUBJECT:
____________________________________________________
____________________________________________________
____________________________________________________
___________________________________________________
• Initials of the writer
 Conclusion
People judge writing produced at work and it reflects the writer’s:
• Personality
• Attitude
• Professionalism
• Education
• Credibility
Choose words carefully and wisely
 Writing Circulars/Notices
Notices should include:
• Date and time of the meeting
• Its purpose or topic
• Who should attend
• Where it will take place
• A statement to invite participants to send items for the agenda
Unlike the memo, a circular disseminates information to a large
audience
• Extends information outside an organization
• May include several subjects
 Example
• To: Janet Bwalya, Anatomy department
Peter Mukuni, Physiology department
Maria Zafa, Pathology department
• From: Funwell Phiri, Secretary
• Date: 14 June 2021
• Subject: Semester 2 class schedules
• Notice of Meeting
An important meeting will be held on Friday, 1 July in the Assistant Dean’s office
to discuss the timetable for the second semester. Please think about how to resolve
the problems the School encountered with timetable in the first semester and how
they can be resolved. Send the specific items you would want to discuss to me by
17.00hrs on Wednesday 23 June. An agenda can then be prepared and sent to you
before the meeting.
• FP
 Agenda
• Refers to a list of items that will be used for discussions during a meeting
• A guideline for the chairperson and the members attending the meeting
• A document that is usually sent out a week or few days in advance for
members’
perusal.
Purpose of Agenda
• To structure thinking – ensures all topics are discussed
• To ensure participants understand why they are at the meeting -
• what is expected of them and
• what they are needed to do before the meeting
• Guideline for Chairperson
• Focuses on outcomes and measures of success
 Arrangement of the Agenda
• Opening
• Welcome
• Apologies
• Minutes of the previous meetings
• Business arising of the minutes
• Correspondence –inwards and outwards
• Business arising from the correspondence
• Financial report
• Notices of general business
• Reports
• Notified business
• General/Other Business
• Date, time, place of next meeting
• Close
 References
Chase, P. S., O’Rourke, L., Smith, C., Sutton, T. & Tinperley, K.C. 2003.
Effective business communication in New Zealand. 3rd ed. Auckland: Pearson.
Pinner, D. and Pinner, D. 1998. Communication Skills. 4th. Ed. Auckland:
Longman.