Introduction to Writing Skills

Introduction to Writing Skills


• Introduction to writing skills

• Definition –writing skills

• Importance of writing skills

• Key points of writing skills

• Usage of appropriate words and phrases

• Common error in a written communication


At the end of this session, students will be able to:

• Comprehend the needs and requirement of the audience

• Identify the appropriate usage of words and phrases

• Apply the appropriate words, phrases and sentences while writing

Introduction to Writing Skills

• Writing skills are an important part of communication

• Writing skills allow to communicate the message with clarity and ease.The communication takes place to a far larger audience.

• Writing skills help the learner gain independence, comprehensibility, fluency and creativity in writing

Definition-Writing Skills

• Writing skills are specific abilities which help the person to put their thoughts into words in a meaningful form and to mentally interact with the message

• Remember the audience needs at all times

• The document or letter should be reader friendly

• Permanent record is saved and relayed through many people

• Receiver has more time to analyze the message

Importance of Writing Skills

• Identification- Written communication is important for instructing employees on certain tasks and projects

• Written communication are an effective means of providing key information to other departments

• People with good writing skills are credible and efficient

• Writing is valuable, precise explicit and enhances the image

• It provides ready records, references and valid records

Key points of Writing Skills 

• Know your goal and state it clearly. Purpose needs to be stated in the communication. Avoid information that is not relevant. Clarity is the key

• Tone helps the writing to be more effective. The kind of tone depends on the audience and purpose of the writing

• Explain in clear terms what you want the reader to do

• Language needs to be simple. Keep sentences and paragraphs short and concise

• Less information is required when it comes to length. Leave out words that do not contribute to the main focus of the communication

• Good grammar and punctuation are very important

Written Communication

A salutation is a greeting used at the beginning of an email, a letter or a note.




Dear Ms.Junial

Dear Dr.Peter

Dear Peter

Dear Mr.Jones and

Ms. Evans

Dear Sir or Madam

Good Morning/


Good day,



All the best

With Regards

Best Wishes

Yours Truly,

Faithfully, Sincerely,

Respectfully yours


Written Communication

Draft a business letter, memos, bulletins, job descriptions, employee manual, electronic mail, resume or flyer under certain guidelines

• Proofreading the material first or translate the language

• Ensure accuracy, clarity, simple words and phrases, proper usage of grammar

• Keep aloof from the complicated, controversial issues, decision making and technical terms

• Use Active voice in sentences

Common Error in a Written Communication

Affect /Effect

Affect –influence

Effect –Result of outcome



Then –sequence in time

Than – conjunction used for comparison



You’re –You are



Company’s- include possession

Companies-is plural

Its-is a possessive

It’s- It is





ACTIVE VOICE- is direct, simple and shorter in structure.

Communication in active voice has clarity of thought and easy to understand.

PASSIVE VOICE-make the object of an action into the subject of a sentence.

I am sending the mail.

I performed an experiment to test the rate of the reaction.

The mail was send by me.

An experiment was performed to test the rate of the reaction.

I appreciate your thoughtfulness and assistance.

I will send you a copy of this letter by post.

Your thoughtfulness and assistance is appreciated by me.

A copy of this letter would be send by me by post.

We found Mr. John is eligible for the position, our personnel office had filled all positions in Boston before we received his application.

Mr. John was found to be eligible for this position; all of the positions in Boston had already been filled by our personnel office prior to receiving his application


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