Writing Formats

SHORT WRITING TASKS

A Notice must include

Name Of School, the Word NOTICE, Subject & Date

Notice in appropriate style in a box

Writer’s name & designation

Notice FormatNAME OF SCHOOL

NOTICE

Date Subject

Name

Designation

Award marks for relevant points clearly and accurately expressedPurposeRelevant informationFollow-up (if any)

Expression includes: •coherence, relevance•grammatical accuracyGive credit to student for creativity in presentingideas

Classified Advertisements

Sale

Pets/ Livestock

PropertyJobs

Rent

ImmovableMovable

Cars Furniture

Situationswanted

Situationsvacant

Householdgoods House/

Flat

Begins with ‘Wanted’/ ‘Required’/ ‘For Sale’/ ‘To Let’ etc

Goods/ property/ services offered/ required

Essential qualifications and experience/ requirements/ facilities/ other details

Preferences

Money involved

Mode of getting in touch

Contact address and phone number/ Box Office number of advertiser

Important

The first one or two words may be written in capital letters

Brevity should not be at the cost of clarity

Heading

One/ two words what the Advertisement is about in Upper Case

Details

Contact Information

Marking-Classified Advertisement

Title 1 mark

Content 3 marks

Expression 1 mark

Expression includes accuracy in grammar, spelling and punctuation

Display advertisements appear in various sizes on most pages throughout the newspaper. They contain artwork and other information that informs the customer about a business, a product or a service.

Display Advertisements

Local/ retail National

Advertise services/merchandise available

locally

Advertise nationwideoperations

CAPTION/ Slogan/ Jingle

Main copy

Issuing authority

Other attractions

Visual

Contact Details

Marking Non-Classified Advertisement

Content 2 marks

Expression 3 mark

Give credit to student for creativity in presenting ideas, coherently and clearly

YOUTH AGAINST DRUGS

DRUGS: A SURE ROAD TO DEATH DRUGS: A SURE ROAD TO DEATH

Drug Abuse Among Youth ---- a growing menace

WHY students take to drugs:

Peer Pressure

Easy availability

Films/ TV advertisements glorify drug abuse

EFFECTS of drug abuse:

Indulge in crime to procure drugs

Loss of health

Death

WHAT can be done to remove this problem:

Increasing awareness through awareness campaigns

Strict action against drug peddlers

Increased counselling for students

DRUGS: A SURE ROAD TO DEATH DRUGS: A SURE ROAD TO DEATH

Main Features of a poster

(a) Layout

Visually attractive

Catchy title/jingle

Sketch or simple visuals

Fonts of different shapes and sizes

(b) Content

Theme/subject

Description/details related to the theme

Essential details e.g. date, time, venue

Names i.e. issuing authority, organizers

(c) Expression

Organizing and sequencing of content

Appropriate language

Creativity (language and design)

Creating Awareness

Slogan

Visual

Message

Slogan

Issuing Authority

ISSUING AUTHORITY

PURPOSE (Drama/ Exhibition/ Workshop etc.)VISUAL

AttractionsDATETIME

VENUE

Tickets/ Further informationContact Details

Passing On Information

Pamphlets/ FliersPurpose: to create awareness to inform to educateLanguage: Simple and easy to understand Clear Imperative sentences Catchy slogans can be used to make the message

effective Pamphlets have long been an important tool of

political protest and political campaigning as: 1. they are cheap to produce 2. can be distributed easily to customers.

Name of issuing organisation/ institution

SLOGAN

PROBLEMWHAT it is WHY it has arisen?WHAT are the results of doing/ not doing this? HOW can you do/ avoid/ get over this problem?HOW can you prevent this?

SLOGAN

Marking Poster/ Pamphlet

Caption - 1 mark

Presentation (Content) 3 marks

Expression 1 mark

Give credit to student for creativity in presenting ideas, coherently and clearly

Invitations

Invitations are extended to relatives, friends, acquaintances and clients on a number of social occasions like marriages, births, engagements, deaths, or other public functions.

INVITATIONS

Formal Invitations Informal Invitations

Formal Invitation

A simple yet elegant printed card is preferred.

Written in third person e.g. Mr. and Mrs. S. Surendran request the pleasure of the company of Mr. and Mrs. Rajkumar.

Use of abbreviations is avoided for names of guests, days, dates.

R.S.V.P. put at the bottom.

subject matter is written in the centre setting.

Address, dress code or any other instructions written at the bottom to the left or the right as per choice or convenience.

The invitation is laid out so that each of the following is in a separate line:

The name(s) of the host(s) issuing the invitation The expression request the pleasure of the company of The reason for the invitation The time and date of the event The venue of the event Name of Chief Guest In case of printed cards, name of invitee may not

figure in the invitation Date of issuing the invitation is not mentioned. No punctuation is required at the end of a line. No signature at the end of the letter. Simple present tense is used.

Hosts

request the pleasure of the company of

Name of Guest (Optional)

Occasion

Chief Guest/ Guest of HonourDate, Time, Venue

Address

Reply to Formal InvitationsReplying to invitation is essential courtesy: to appreciate the host’s kindness for issuing

invitation to inform host whether you will attend or not

in order to enable her to make arrangements accordingly.

Layout of a reply is much the same as the invitation itself.

Lines maybe written in ordinary prose Language is formal. Written in third person No address or date.

Sender of Reply (Name) Express gratitude for invitation

Name of hostOccasion

Delighted to attend/ Unable to attend

Important:It is an essential courtesy to give a reason for declining the invitation

INFORMAL INVITATIONS

Informal invitations are sent for personal occasions. The main characteristics of an informal invitation are:

It is written in the first person (I/ we) The sender’s address is written as usual but the

receiver’s address is not mentioned. The date of writing the invitation is given (but there

is no need to write the year) The salutation is dear + name The complimentary close is Yours sincerely Various tenses of the verb are used unlike the formal

invitation. The invitation does not ask for a reply as in the

formal invitation. However, it is polite to reply to the invitation.

The vocabulary is less formal.

Letterhead of Organisation

Receiver’s name and address

Date

Salutation,

Subject Statement• name of society/ association/ organisation• event/ occasion for which invitation is issued• additional details—date, time, venue

Complimentary closeNameDesignation

Reply to Informal Invitation

It is an essential courtesy to reply to an invitation.

The layout of a reply to an informal invitation is also informal like the invitation. The reply is written in the first person. The salient points in the reply to an informal invitation are:

Acknowledging the invitation Mention acceptance/ refusal (it is essential to

give a reason for refusing an invitation) Use warm and simple language

Sender’s Letterhead/ address

Receiver’s name and address

Date

Salutation,

Subject Statement• Acknowledging invitation•Acceptance/ denial •Follow up (If any in case of acceptance)/ Reason for denial

Complimentary closeNameDesignation

Marking Informal Invitations

Format: 1 mark• Writer’s address, receiver’s address, date,

subject, salutation and complementary closeContent: 2 marksRelevant details• Name of event• Time, date, venue• Purpose of invitation• Asking for confirmationExpression: 2 marks• fluency• accuracy

Factual Description

Single topic

Sequential and directional—proceeding

from one point to the other in a fixed

direction.

Stylistic creativity and innovation

essential—otherwise factual description

may become mundane and boring.

Mixture of Passive and Active Voice

Factors essential for effective writing are:

Unity

Cohesion

Logical development of thought

TIPS:

Avoid rambling or deviating from task at hand

Use appropriate connectives and linkers

Provide adequate details.

Proceed in sequential order with important details listed first and the not-so-important details following.

Facts are generally universal truths so Present Indefinite tense is used.

PLACE:

Name

Location

Dimensions—shape, colour,

design/ comparisons

Type—city/ building/

park/monument etc.

Atmosphere

Sights, sounds, smell

History

Importance

Summing up

PERSON:

Name

Relationship to writer

Social status/ role/ profession

Appearance (looks; features;

clothes; height; health)

Characteristics of personality—

qualities/ attitude; way of

walking/ talking

Opinion of others about him

Any other relevant point (could

be brought about by narrating

an incident)

VISITS AND JOURNEYS

Date

Occasion

Place/ places involved

Purpose of visit

Group/ individual

Places visited

Scenic beauty

Interaction with locals/ with

other tourists

Interesting incident/ problem

faced

Enjoyed/ did not like place

Future—visit again/ avoid

Conclusion

OBJECT

Name

Dimensions—shape, colour,

design, (material stored, if any)

Make/ model (year of

manufacture)

Purpose/ use

Operational details (gadget)

Functions/ Importance

Price

Availability

Material

Use

Summing up

PROCESS

Name and title

Steps in sequential order

Observed facts and conclusions drawn

Present tense/ passive voice

Objective language

Writing Reports

A report is a description of an event that has already taken place. It is a factual account of some event or happening that may have occurred somewhere but is of interest to the general masses or the readers for whom it is meant.

The way a report is written depends upon two major considerations:

who is going to read it.

why is (s)he going to read it.

writer observes event

reports to

Mainlypublished in newspapers and magazines

No specific purpose

General reader Defined reader

Fora specific purpose

Usually not published or published only in special places

Newspaper Report Comprehensive but brief; factual yet interesting. Includes only relevant points and information. Usually written in third person and indirect speech. Passive voice is used. Language is formal, neutral and figurative.

Ornamental language is avoided. Past indefinite, past continuous and past perfect

tenses are used. Personal pronouns are to be avoided ‘Journalese’ or journalistic vocabulary is used Logical development of ideas i.e. Causes/ reasons,

effects or consequences Opinions of people Content includes when, where, why and how of the

topic to be written about.

Headline

States topic in a strong, short phrase or statement.

Is catchy

Brief – leave out articles, prepositions, etc where possible, use abbreviations/ shortened word-forms wherever possible

By-line

By whom the news is written.In case no name is mentioned write by our Special Correspondent/ by our Staff Reporter.

Lead Paragraph

Who? What? Where? When? Why?

Day, date, and time when event happened

Name/names of person(s)/ event(s) etc news is about.

The place where incident happened

Details of incident

Reasons why incident happened

Paragraph 2

Eye-witness accounts.

Paragraph 3

Future course of action being planned

Headline

Byline

Place; Date

Introductory paragraph–

Who? What? Where? When? Why?

Paragraph 2

Eyewitness Accounts

Paragraph 3

Future course of action

First Person AccountsHeadline

Byline

Introduction

Events in chronological order

Summing up

The EditorHindustan TimesKasturba Gandhi MargNew Delhi

SirRef: The Menace of TelemarketingWith reference to Vir Sanghvi’s write-up, Sorry, Wrong Number (Hindustan Times November 4), it is becoming evident that most mobile phone users are not interested in receiving calls from telemarketers. Though the National Do Not Call mechanism is a well thought-out measure, the process of registration and maintaining the huge database will cost millions of rupees and man-hours. When people are against receiving unwanted calls, why should there be such a huge expenditure on a wasteful exercise? The best action would be to ban all telemarketing calls. For those who wish to receive such calls, let them get registered as ‘Open to call’. Yours faithfullyMahesh Kapasi

The formal letter is written in formallanguage.

Try to avoid starting with "I".

Keep sentences short and to the point.

Do not use contractions (I’ve, won’t etc).

End with a short sentence that anticipates the response of the addressee.

The tone in an informal letter is polite and impersonal.

Use passive voice where possible.

Business Letters

Basic means of communication between two companies or internally within the company.

Tone and simple, systematic and formal.

Begin by identifying yourself. Then clearly state the purpose of writing.

Give relevant details.

Make a request for appropriate action.

Be positive and polite —even if you are making a complaint.

Use polite language and pleasant tone.

Quote reference numbers, order number, cheque/ Demand Draft number, file numbers etc

Convey message briefly and in a straightforward manner

Official Letters

Official Letters are written to various

public or civil servants who generally head

their respective departments, sections,

branches or zones.

Show due respect to your boss but do not

flatter or sound too servile.

Clearly state the purpose of writing.

Use polite language and pleasant tone.

Use simple, contemporary language.

use short words, use short paragraphs, too

Include the words "you" or "your" as one of your first three opening words.

Mention referrals at the outset

Sign the letter legibly.

The StartDear Personnel Director,

Dear Sir or Madam: (you don't know the person)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Rahul: (if the person is a close business contact or friend)

The Reference With reference to your advertisement in the

Times, your letter of 23 rd March, your phone call today, Thank you for your letter of March 5 th

The Reason for Writing I am writing to inquire about/ apologize for /

confirm

Requesting

Could you possibly? I would be grateful if you could

Agreeing to Requests

I would be delighted to

Giving Bad News

Unfortunately / I am afraid that

Closing Remarks

Thank you for your help Please contact us again if we can help in any way / if there are any problems/ if you have any questions.

Reference to Future Contact

I look forward to ...hearing from you soon. meeting you next Tuesday. seeing you next Thursday.

The FinishYours faithfully, (If you don't know the name

of the person you're writing to) Yours sincerely, (If you know the name of

the person you're writing to) Best wishes, Best regards, (If the person is a close

business contact or friend)

Addressing whole departments:

Dear Sirs ... Yours faithfully

Sender’s address

Receiver’s Name, Designation & Address

Date

Sir / Madam

Subject: ______________________________

Opening statement—introducing oneself

Reason for writing

Further details/ queries/ complaints

Yours faithfully/ truly

The EditorHindustan TimesKasturba Gandhi MargNew Delhi

SirRef: The Menace of TelemarketingWith reference to Vir Sanghvi’s write-up, Sorry, Wrong Number (Hindustan Times November 4), it is becoming evident that most mobile phone users are not interested in receiving calls from telemarketers. Though the National Do Not Call mechanism is a well thought-out measure, the process of registration and maintaining the huge database will cost millions of rupees and man-hours. When people are against receiving unwanted calls, why should there be such a huge expenditure on a wasteful exercise? The best action would be to ban all telemarketing calls. For those who wish to receive such calls, let them get registered as ‘Open to call’. Yours faithfullyMahesh Kapasi

How to write a letter to the editor

Begin with reference to a recent

development/ event/ issue

Give details of topic—bring out cause-

effect relationship.

Offer suggestions/ solutions

Do NOT ask the editor to solve the

problem as he can only voice your views,

ideas.

Sender’s address

The Editor

Name/ Address of Newspaper

Date

Sir / Madam

Subject: ______________________________

Statement of problem…

Results of problem

Causes

Suggestions

Yours faithfully/ truly

Resume

Sender’s Address

Date

Addressee’s designation and address

Salutation

Subject

1. Reason for applying

2. Previous experience in the field/ reason for leaving

3. assurance of giving one’s best

4. Attaching Bio-data

Complimentary close

Signature and name

Bio-dataBIO-DATA

NameDate of birthAddressMarital status

Educational Qualifications

Experience

Present SalarySalary expected

Hobbies

References

Marking Formal Letters

Format: 2 marks

Writer’s address, receiver’s address, date,

subject, salutation

and complementary close

Content: 4 marks

Fluency: 2 marks

Accuracy: 2 marks

Speech

Format

Opening statement (Good Morning….)

Main speech

1. Statement of problem

2. Causes of problem

3. Results

4. Suggestions

Write the speech in appropriate language

Use simple language

Involve audience

Write in paragraphs

Do not exceed word limit

Opening statement/ Quotation

Respected Chairperson, Members of the Jury, Teachers and my dear friends

I strongly support/ reject/ oppose the motion ….

First reason for/ against

Second reason for/ against

My worthy opponent has just pointed out …… But I feel

Friends, don’t you agree with me when I say …….

Although my opponent may feel ……

Summing up

Tsunami--Priyanka Gupta XII C

A tsunami is a series of gigantic waves that occur in the ocean or other large bodies of water. Formed when a large amountof water is rapidly displaced, tsunamis are often caused byan earthquake, a landslide, an exploding volcano, or even a meteorite impact.

An article should contain:

Title that is eye-catching and encapsulates the theme

Byline

Content that is clear, accurate, offers a balanced view

Paragraphs that

i) introduce the theme

ii) bring out the cause-effect relationship

iii) offer suggestions, personal observations, predictions

Originality of ideas

Logical arrangement of ideas

ArticleFormat

Heading

Byline

Main Article

1. Statement of problem

2. Causes of problem

3. Results

4. Suggestions

Write the article in appropriate language

Use direct quotes

Use a combination of active and passive voice

Write in paragraphs

Do not exceed word limit

Heading--Byline

1. Introduction• Grab attention• State thesis

2. Body• Build points• Develop ideas• Support main claim

3. Conclusion• Reemphasize main idea