Writing Process

Steps in Writing

• Writing is a process that involves at least four distinct steps:

1.prewriting
2.drafting
3.revising
4.editing
 Prewriting
•  Prewriting is anything you do before you write a draft of your
document

•  It includes thinking, taking notes, talking to others,

brainstorming, outlining, and gathering information (e.g.,
interviewing people, researching in the library, assessing data)

• Although prewriting is the first activity you engage in,

generating ideas is an activity that occurs throughout the
writing process
• Find Your Idea
Ideas are all around you. You might draw inspiration from a routine,
an everyday situation. Alternatively, keep a notebook specifically
devoted to catching your ideas as they come to you. Your own
imagination is the only limit to finding your source of inspiration.
• Build On Your Idea
Two of the most popular methods of fleshing out your idea are free
writing and brainstorming. Free writing means writing every idea that
comes into your head. Do not stop to edit your mistakes, just let the
ideas flow. Or, try brainstorming.
• Plan and Structure
Piecing the puzzle together comes next. It's time to sort through your
ideas and choose which ones you will use to form your story
 Drafting/ Writing
• Drafting occurs when you put your ideas into
sentences and paragraphs.
• Here you concentrate upon explaining and
supporting your ideas fully. Here you also begin to
connect your ideas.
•  Regardless of how much thinking and planning you
do, the process of putting your ideas in words
changes them; often the very words you select evoke
additional ideas or implications.
 Revising and Editing
1. Revise the Message
2. Edit and Rewrite sentences if necessary
3. Review for errors in spelling, layout
4. Deliver the messages using proper
channel
How to write effectively?
1. Be Clear: In general, keep the sentences short and convey a
single point in each sentence

2. Be Precise:
• Where possible, use shorter words and phrases
• Write succinctly, to the point and without unnecessary
verbosity
• Check if there are any redundant words or phrases
3. Work on precision
• Familiarize yourself with terms and expressions of
your field
• Check that your written words communicate the
meaning you intend to
• Check word usage
4. Be Consistent
Use terms consistently throughout your
report/essay (keeping in mind the importance of
literary variation) – tense/se/ze

http://www.studyenglishtoday.net/british-americ
an-spelling.html
5. Be accurate
• Make sure you are not playing with facts
• Write the numbers, percentage, analysis report correctly

6. Check disciplinary Expectations

• Different style of writing is used in different disciplines
• Follow the format accordingly
Some Specific Issues WORDY PHRASES CONCISE

after the conclusion of after

• Avoid excessively long at the present time now

compound sentences despite the fact that although
• Avoid Wordy Phrases has been proved to be is

in the event that if

in the near future soon

in view of the fact that because/since/as

is found to be is

is in a position to can

with reference to about

• Avoid Redundant phrase:
advance planning planning
i. exceeding what is
necessary or normal :
exactly identical identical
superfluous
forward progress progress
ii. characterized by or
containing an excess joint cooperation cooperation
specifically : using more
words than necessary necessary
requirement
requirement

iii. characterized by similarity new breakthrough breakthrough

or repetition
postpone until later postpone
 Avoid Oxymoron
• OXYMORONS: Refers to
conjoining of contradictory
terms
• Only choice
• Pretty ugly/bad
• May certainly
• Clearly confused
• Genuine imitation
• Awfully good
• You are clearly confused by the
situation you have found yourself in.
• Do you have the original copies that
we requested?
• This is a genuine imitation Rolex
watch.
• It’s a pretty bad news
• You are going to have to use
proofreading services, it is your only
choice.
 Mechanics of Business Letter
1. Heading
• Include the sender's address at the top of the letter one line above the date.
Do not write the sender's name or title, as it is included in the letter's
closing. Include only the street address, city, and zip code.

2. Date (Month/ day/ year) (American English)

3. Recipient's Address:  When you do have the names of individuals,

remember to address them appropriately: Mrs., Ms., Mr., Dr., and so on

4. The subject line tells your reader quickly what the letter is about. The
information there saves time and increases the effectiveness of your
correspondence. A subject line can also be called a reference line and may
begin with RE: (regarding) or REF: (reference). A subject line is especially
helpful when filing a letter for future reference.
4. Salutation:

• The salutation is a greeting. It appears after the letter address and is

placed at the left margin, a double space after the letter address. Some
people think the salutation still calls for the use of Dear followed by
the person’s name (Dear Mr. Jones, Dear Ms. Berg). 
• When you don’t have a recipient’s name for your correspondence,
a Sir or Madam is acceptable. In such a case, having a subject line
might be a good idea so the letter can be directed properly. Keep in
mind, however, that your letter may never reach the right person.
5. Body of the Letter:
i. first paragraph: introduction and reason for
writing
ii. following paragraphs: explain your reasons for
writing in more detail, provide background
information etc.
• The Complimentary Close

The complimentary close is a short and polite remark that ends

your letter. The close begins at the same justification as your
date and one line after the last body paragraph. Capitalize the
first word of your closing (Thank you) and leave four lines for
a signature between the close and the sender’s name. A comma
should follow the closing.
• The Signature Line
• Skip at least four lines after the close for your
signature, and then type out the name to be
signed.
• The signature should be in blue or black ink.
Format and Font
• Block
The most common layout for a business letter is called
a block format. In this format, the entire letter is
justified to the left and single spaced except for a
double space between paragraphs.
• Font
The standard font for business letters is Times New
Roman, size 12.
Tips for writing Professional Emails
• Always fill in the subject line with a topic that means
something to your reader. Not "Decals” "Important!" but
"Deadline for New Parking Decals.
• Put your main point in the opening sentence. Most readers
won't stick around for a surprise ending.
• Never begin a message with a vague "This" — as in "This
needs to be done by 5:00." Always specify what you're
writing about.
• Don't use ALL CAPITALS, or all lower-case letters either 
• As a general rule please avoid ABBREVIATIONS

• Add a signature block with appropriate contact

information (in most cases, your name, business
address, and phone number, along with a legal
disclaimer if required by your company).

• Edit and proofread before hitting "send."

Writing Reports and Proposals

• We write reports in a range of formats and a variety of purposes.

• Whether you need to report on a product analysis, inventory,
feasibility studies, or something else, report writing is a skill you will
use again and again.
Reports may be written for many reasons, for
example they may intend to:
• • inform;
• • recommend;
• • motivate;
• • prompt or play a part in debate;
• • persuade;
• • impress;
• • record;
• • reinforce or build on existing situations or beliefs;
• • instruct.
Report Writing Techniques
What is a report?
• A report is a written account of something that one has observed,
heard, done, or investigated.
• It is a systematic and well organised presentation of facts and findings
of an event that has already taken place somewhere.
• Reports are used as a form of written assessment to find out what
you have learned from your reading, research or experience and to
give you experience of an important skill that is widely used in the
work place.
• Brief: to the point, long enough to say what is necessary and no more.
A report may be 10 pages long, or 50, and still qualify for this
description.

• Clear: the reader must be able to understand it. And this applies in a
number of ways for example, it should be clearly written, use
appropriate language – you should not feel that, as an intended
reader, you have to look up every second word in a dictionary.

• Precise: saying exactly what is necessary and not constantly

digressing without purpose.
• Well structured: so that it proceeds logically through a sequence that
is clear and makes sense as a reasonable way of dealing with the
message.
 Structuring your business report
A business report may contain:
• a covering letter or memorandum
• a title page
• an executive summary
• a table of contents
• an introduction
• conclusions
• recommendations
• findings and discussion
• a list of references
• appendices.