Letter Writing

A letter is a written message that can be handwritten or printed on paper. It is usually sent to the
recipient via mail or post in an envelope, although this is not a requirement as such. Any such
message that is transferred via post is a letter, a written conversation between two parties.

Now that Emails and texts and other such forms have become the norm for communication, the
art of letter writing has taken a backseat. However, even today a lot of our communication,
especially the formal kind, is done via letters. Whether it is a cover letter for a job, or the bank
sending you a reminder or a college acceptance letter, letters are still an important mode of
communication. Which is why it is important that we know the intricacies of letter writing.

Types of Letters

Let us first understand that there are broadly two types of letters, namely Formal Letters, and
Informal Letters. But then there are also a few types of letters based on their contents, formalities,
the purpose of letter writing etc. Let us have a look at the few types of letters.

1. Formal Letter: These letters follow a certain pattern and formality. They are strictly kept
professional in nature, and directly address the issues concerned. Any type of business letter
or letter to authorities falls within this given category.

2. Informal Letter: These are personal letters. They need not follow any set pattern or adhere
to any formalities. They contain personal information or are a written conversation. Informal
letters are generally written to friends, acquaintances, relatives etc.

a) Business Letter: This letter is written among business correspondents, generally

contains commercial information such as quotations, orders, complaints, claims, letters
for collections etc. Such letters are always strictly formal and follow a structure and
pattern of formalities.

b) Official Letter: This type of letter is written to inform offices, branches, subordinates of
official information. It usually relays official information like rules, regulations,
procedures, events, or any other such information. Official letters are also formal in
nature and follow certain structure and decorum.

c) Social Letter: A personal letter written on the occasion of a special event is known as a
social letter. Congratulatory letter, condolence letter, invitation letter etc are all social
letters.

d) Circular Letter: A letter that announces information to a large number of people is a

circular letter. The same letter is circulated to a large group of people to correspond some
important information like a change of address, change in management, the retirement
of a partner etc.

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 e) Employment Letters: Any letters with respect to the employment process, like joining
letter, promotion letter, application letter etc.

Parts of Letter

Letter writing has been deemed as one of the most useful forms learnt and used for various
reasons. There are several kinds of letters, each of which has its own form and style. However,
there are certain parts of the letter which remain the same. They include:

a) Sender’s Address
The writer’s complete postal address has to be mentioned at the beginning of the letter on the
Lefthand side of the paper. This lets the receiver know where you wrote the letter from.

b) Date
The date is written just below the sender’s address, and It lets the recipient know when exactly
the letter was written. The date may be written in any of the following ways:

 4th July 2005

 July 4, 2005
 4/6/2005
 462005
 4.6.2005
c) Greeting or Salutation
The Salutation depends on the relationship between the sender and the receiver.

 To members of your family and friends, it could be Dear Father, My Dearest Friend,
Dear Uncle, Dear Diana, etc.
 To Business people or any officer of higher rank, it could be Dear Sir, Dear Sirs,
Sir/Ma’am, etc.
d) Body of the Letter
The message that you want to convey is stated in the body of the letter. The style, however,
depends on the type of letter you are writing. The style of a friendly letter differs completely
from that of a business letter or an official letter, but there are certain points that apply to both
formal letters and informal letters.

Generally, when you draft the body of your letter, see to that you divide it into short paragraphs,
according to the change in the subject matter. Use simple and direct language that is easy to
comprehend. Put down all your points in a logical order. Mind your punctuation; incorrect
punctuation will alter the meaning of the sentence completely.

e) Subscription
The subscription helps you end the letter in a polite and courteous manner. The subscriptions
change according to the type of letter you are writing. It can be written as Yours faithfully,
Yours lovingly, Yours sincerely, With love, etc.

f) Signature
The signature or the name of the writer should be written just before the subscription.
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How to write a letter?
These are the general rules you should follow to write a letter:
1. Choose the right type of paper
Your letter should be typed and printed on standard white paper. Depending on the
circumstances—such as sending a letter of recommendation or a cover letter with your
resume—you may want to print on nice resume paper. If you're sending a business letter for
your company, you may want to print the letter on company letterhead.
2. Use the right formatting
Next, you will need to select an appropriate font. Use fonts that appear clean and easily readable
over stylistic fonts. Some examples of professional fonts you may want to use are:
 Times New Roman
 Roboto
 Arial
 Calibri
 Georgia
 Open Sans
 Helvetica
Use a font that is between 10 and 12 points so it's easily legible.
3. Choose between block or indented format
While there are many different formatting styles, you will, in general, want to choose between
a block or an indented format. The block format has all elements and sections aligned with the
lefthand side of the page. The first sentence of every paragraph is not indented. The indented
format is often a style used for documents that are more casual. With indented form, you indent
the first line of each paragraph by one inch. If you use an indented format, you'll rightjustify
your address and the date. While block form is often easier to read and the most widelyused
format, the indented format adds some visual interest. Either form is acceptable for formal
letters.
4. Include addresses and the date
The addresses of the sender and recipient, as well as the date, are the first pieces of information
you'll include in the letter. You'll include your address and contact information at the top, then
skip a line, then list the date, skip another line and then list the recipient's address. If you have
chosen the indented format, you'll place your address and the date in the top righthand corner
and then left justify the recipient's address. If you've chosen a block format, you'll left justify
all of the addresses.
5. Include a salutation
If you know who you're writing to, the simplest and often most appropriate salutation is simply
"Dear [name of recipient]". If you don't know the person well or you have a formal relationship,
use their title and last name. If you are writing a letter to someone within a company, but don't
know their name, take some time to research to find out. Oftentimes if you know the title, you

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can find their name on LinkedIn. You could also call the company and ask for the name of the
person who holds that position. If you are unable to find the information or you are writing a
letter that isn't directed at someone specific, use "To Whom It May Concern". You can follow
the salutation with either a colon or a comma.
6. Write the body of your letter
If you have a block form letter, left justify each paragraph within the letter, leaving a blank line
between the paragraphs that makes it easier to read. For indented forms, you'll need to indent
the first line of each paragraph by one inch. Keep your letter direct and to the point, with the
entire letter being no more than one page. While it's appropriate to start with a short pleasantry
such as, "I hope this letter finds you well", you should move quickly to why you're writing.
You can lead right into this by typing, "I'm writing in regards to..."Use active voice as much as
possible throughout the body of the letter. The closing paragraph should restate the purpose of
your letter and request follow up action. End the letter with another pleasantry, such as "thank
you for your time and consideration" or "please let me know if you'd like to discuss this in
detail over the phone."
7. Include a complimentary close
If you're writing someone you have a formal relationship with or don't know well, you may
want to use "sincerely," for your close. Other options are "best wishes", "kindest regards" or
"best." "Yours truly" is also another option to consider.
8. List additional information
In some cases, you may want to include additional information under the salutation. You'll
want to list these on each line. Some possible additional information could include:
Separate mailings: This lets the recipient know to expect other communication from you and
what that will be.
Enclosures: This lets them know that you have included other documents in the letter. You can
include the number of additional documents in parentheses for easy reference.
Courtesy copies: This lets the recipient know that you have also sent copies of this letter to
other people. You can indicate this by writing "CC" or "Copies to" with the name of the other
recipients.

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 What is Speech Writing?
A speech is a verbal presentation given to an audience as a means to express ideas, share
information, or persuade others. A speech can serve various purposes such as informing,
persuading, entertaining, or inspiring the listeners.

Speech writing is the process of creating a clear and organized script for a spoken presentation.
This involves planning the content, choosing the right tone, and structuring the speech so the
message is communicated clearly to the audience.
Speech writers carefully choose words, phrases, and rhetorical devices to maximize the impact
of the spoken words. They aim to engage, inform, persuade, or inspire the listeners. Good speech
writing is a skill that requires careful planning, research, and attention to detail.

Elements of Good Speech Writing

Writing a great speech is all about getting a few things right. Let's break down what makes a
speech really work:

I. Clear and to the Point: Make sure your message is crystal clear and focused. Know what
you want to say and stick to it.
II. Know Your Audience: Understand who you're talking to. What do they care about? What
do they already know? Customize your speech to fit their interests and level of
understanding.
III. Start Strong: Grab your audience's attention from the getgo. Use a catchy opening line
or an interesting fact to hook them in right away.
IV. Keep it Organized: A good speech flows smoothly from one point to the next. Divide it
into sections—beginning, middle, and end—and make sure each part connects logically
to the next.
V. Stay on Topic: Don't overload your speech with too much information. Stick to your main
message and use examples that support it.
VI. End Strong: Finish your speech with a bang. Summarize your main points and leave your
audience with something to think about or act on.
VII. Practice Makes Perfect: Rehearse your speech until you're confident. Pay attention to
your pace, tone, and body language to make sure you're delivering your message
effectively.

How to Write a Speech?

Writing a good speech that engages your audience requires careful planning and execution.

Whether you're preparing a persuasive presentation or an informative talk the following ten steps
will guide you from the initial concept to the final delivery:

Step 1: Define Your Purpose and Audience

I. Begin by identifying the main objective of your speech. Are you looking to inform,
persuade, entertain, or inspire your audience? Understanding your purpose will shape the
tone, content, and structure of your speech.

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 II. Know your audience's demographics, interests, and expectations. Consider factors such
as age, education, beliefs, and cultural background. Tailor your speech to resonate with
your specific audience.

Step 2: Choose a Topic

I. Select a topic that aligns with your purpose and audience's interest. Ensure your topic
is not too broad or too narrow. You should be able to cover it effectively within your
allotted time.

Step 3: Research and Gather Information

I. Thoroughly research your chosen topic. Utilize reputable sources such as books, articles,
academic journals, and trusted websites.
II. Take detailed notes during your research to have a wealth of information and supporting
evidence for your speech.

Step 4: Create a Strong Thesis or Central Message

I. Your thesis statement is the core message of your speech. It should be clear, concise, and
specific. It encapsulates the key idea you want to convey to your audience. This statement
will guide the content and structure of your speech.

Step 5: Develop an Outline

I. Divide your speech into three main sections: Introduction, Body, and Conclusion. Each
section serves a distinct purpose.
II. Outline the main points you want to cover within the body of the speech. Organize them
logically, and ensure each point supports your thesis.

Step 6: Write the Introduction

I. Craft a compelling introduction that captures your audience's attention. Use a hook,
such as a relevant quote, story, or question, to pique their interest.
II. Provide context to help your audience understand the topic, and introduce your thesis
statement to set the direction for your speech.

Step 7: Build the Body

I. In this section, expand on the main points outlined earlier. Each main point should be a
clear and distinct idea.
II. Support your points with evidence, examples, and data. Use transitions to guide your
audience smoothly from one point to the next, creating a coherent flow.

Step 8: Craft a Memorable Conclusion

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 I. Summarize the key points you've made in the body of your speech. Reiterate your thesis
statement to reinforce your central message.
II. End with a compelling closing statement that leaves a lasting impression on your audience.
This can be a call to action, a thought provoking statement, or a memorable quote.

Step 9: Edit and Revise

I. Review your speech for clarity, grammar, and coherence. Check for any inconsistencies
or unclear language and make the necessary changes.

Step 10: Practice and Rehearse

I. Practice your speech multiple times to become familiar with the content and the order
of your points.
II. Work on your delivery skills, including tone, pace, and body language. Practicing in front
of a mirror or recording yourself can help you identify areas for improvement.

Bonus Step: Get Feedback

I. If possible, conduct a practice run in front of a small audience. This can be friends, family,
or classmates.
II. Listen to their feedback and address any concerns or suggestions. Incorporating feedback
can significantly enhance your speech.

Speech Writing Format

Creating an impactful speech requires following a structured speech format to ensure that your
message is conveyed clearly and engages your audience.

Here is a standard speech writing pattern to guide you through the process:

1. Introduction:
 Hook: Start the speech with a compelling hook, such as a question, quote, anecdote, or
startling fact, to grab the audience's attention.
 Provide Context: Give your audience a brief overview of the topic and its relevance.
 Thesis Statement: Present your central message or thesis statement, which sets the
direction for the speech.
2. Body:
 Main Points: Divide the body of your speech into two to five main points or sections,
each supporting your thesis statement.
 Supporting Evidence: For each main point, provide supporting evidence, data, examples,
or anecdotes to make your argument compelling.
 Transitions: Use clear transitions between points to maintain a smooth and coherent flow
throughout the speech.
3. Conclusion:
 Summarize Key Points: Briefly recap the main points you've covered in the body of your
speech.
 Restate Thesis: Rewrite your thesis statement to reinforce your central message.

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  Closing Statement: End with a memorable closing statement that leaves a lasting
impression, which can be a call to action, a thought-provoking idea, or a final quote.

How Do You Begin an English Language Speech?

The way you start your English speech can set the tone for the remainder of it. This semester,
there are a variety of options for you to begin presentations in your classes. For example, try
some of these engaging speech in English language starters.

1. Rhetorical questions: A rhetorical question is a figure of speech that uses a question

to convey a point rather than asking for a response. The answer to a rhetorical question
may be clear, yet the questioner asks it to emphasize the point. Rhetorical questions
may be a good method for students to start their English speeches. This method of
introducing your material might be appealing to the viewers and encourage them to
consider how they personally relate to your issue.
2. Statistics: When making an instructive or persuasive speech in an English class,
statistics can help to strengthen the speaker’s authority and understanding of the subject.
To get your point over quickly and create an emotional response, try using an
unexpected statistic or fact that will resonate with the audience.
3. Set up an imaginary scene: Create an imaginary situation in your audience’s thoughts
if you want to persuade them to agree with you with your speech. This method of
starting your speech assists each member of the audience in visualizing a fantastic
scenario that you wish to see come true.

Types Of Speech Writing

There are many types of speeches, and they are combined into different categories. We will take
a look at some basic types of speech writing:

a) Informative Speeches

An informative speech aims to educate or provide information to the audience. These speeches
typically focus on facts, data, and explanations.
Examples: Informative speeches can cover a wide range of topics, such as scientific discoveries,
historical events, technological advancements, or explanations of complex concepts.

b) Persuasive Speeches

A persuasive speech aims to convince the audience to adopt a particular viewpoint or take a
specific action. These speeches often employ persuasive techniques and emotional appeals.
Examples: Persuasive speeches can address issues like climate change, social justice, political
candidates, or consumer choices, urging the audience to support a particular stance or take action.

c) Entertaining Speeches

Entertaining speeches are designed to amuse and entertain the audience. They often include
humor, anecdotes, and storytelling.

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Examples: Standup comedy routines, humorous storytelling, and funny anecdotes are examples
of entertaining speeches.

d) Motivational Speeches

Motivational speeches are meant to motivate and uplift the audience. They often incorporate
personal stories, motivational quotes, and themes of resilience and hope.

Examples: Speeches by notable figures like Martin Luther King Jr.'s "I Have a Dream" address
social change. Others like commencement speeches inspire graduates to embrace the future.

e) Special Occasion Speeches

Special occasion speeches are delivered during specific events or celebrations. These speeches
can include toasts, eulogies, wedding speeches, and more.
Examples: A eulogy at a funeral, a wedding toast, or a commencement address at a graduation
ceremony are all examples of special occasion speeches.
Speech Writing Examples

Here are some examples to help you understand how to write a good speech. Read these to
prepare for your next speech:

Example 1

Write a speech to be delivered in the school assembly as Rahul/ Rubaina of Delhi Public
School emphasizes the importance of cleanliness, implying that the level of cleanliness
represents the character of its residents. (150200 words)

“Cleanliness is next to godliness,” said the great John Wesley.

Hello, respected principals, instructors, and good friends. Today, I, Rahul/Rubaina, stand in
front of you all to emphasize the significance of cleanliness.

Cleanliness is the condition or attribute of being or remaining clean. Everyone must learn about
cleaning, hygiene, sanitation, and the different diseases that are produced by unsanitary
circumstances. It is essential for physical wellbeing and the maintenance of a healthy
atmosphere at home and at school. A filthy atmosphere invites a large number of mosquitos to
grow and spread dangerous diseases. On the other side, poor personal cleanliness causes a
variety of skin disorders as well as lowered immunity.

Habits formed at a young age become ingrained in one’s personality. Even if we teach our
children to wash their hands before and after meals, brush their teeth and bathe on a regular
basis, we are unconcerned about keeping public places clean. On October 2, 2014, the Indian
Prime Minister began the “Swachh Bharat” programme to offer sanitation amenities to every
family, including toilets, solid and liquid waste disposal systems, village cleanliness, and safe
and appropriate drinking water supplies. Teachers and children in schools are actively
participating in the ‘Clean India Campaign’ with zeal and excitement.

Good health ensures a healthy mind, which leads to better overall productivity, higher living
standards, and economic development. It will improve India’s international standing. As a

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result, a clean environment is a green environment with fewer illnesses. Thus, cleanliness is
defined as a symbol of mental purity.

Example 2

INDISCIPLINE IN SCHOOLS,

Good morning to everyone present. Today, I, Sahil, your head boy, am here to shed light on
the serious topic of “Increased Indiscipline in Schools.”

It has been reported that the frequency of fights and incidences of bullying in our school has
increased dramatically in the previous several months.

It has come to light that instructor disobedience, bullying, confrontations with students,
truancy, and insults are becoming more widespread. Furthermore, there have been reports of
parents noticing a shift in their children’s attitudes. As a result, many children are suffering
emotionally, psychologically, and physically. The impact of this mindset on children at a young
age is devastating and irreversible.

Not to mention the harm done to the school’s property. Theft of chalk, scribbling on desks,
walls and lavatory doors, destruction of CCTV cameras and so forth. We are merely depriving
ourselves of the comforts granted to us by doing so.

Following numerous meetings, it was determined that the main reasons for the problem were a
lack of sufficient guidance, excessive use of social media, and peer pressure. The council is
working to make things better. Everyone is required to take life skills classes. Counselling,
motivating, and instilling friendly ideals will be part of the curriculum. Seminars for parents
and students will be held on a regular basis.

A counsellor is being made available to help you all discuss your sentiments, grudges, and
personal problems. We are doing everything we can and expect you to do the same.

So, let us work together to create an environment in which we encourage, motivate, assist, and
be nice to one another because we are good and civilized humans capable of a great deal of
love.

Thank you very much.

Example 3

HOW TO CONTROL ANGER

Honourable Principal, Respected Teachers, and Dear Friends, I’d like to share a few “Ways to
Manage Anger” with you today.

The growing intolerance among the younger generation, which is resulting in violence against
teachers, is cause for severe concern. The gurushishya parampara is losing its lustre.
Aggressive behaviour in students can be provoked by a variety of factors, including
selfdefence, stressful circumstances, overstimulation, or a lack of adult supervision.

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It has become imperative to address the situation. Life skills workshops will be included in the
curriculum. Teachers should be trained to deal with such stubborn and confrontational
behaviours. Meditation and deep breathing are very beneficial and should be practiced every
morning. Students should be taught to count to ten before reacting angrily. Sessions on anger
control and its importance must also be held.

Remember that Anger is one letter away from danger. It becomes much more crucial to be able
to control one’s rage. It’s never too late to start, as a wise man once said.

“Every minute you stay angry, you lose sixty seconds of peace of mind.”
Thank you!

Speech Writing Topics

The topic is the first and foremost thing that you need to write a speech. Here are some amazing
speechwriting topic ideas to help you get started.

Persuasive Speech Topics

I. The impact of climate change on our future.

II. Social media and mental health: are it time for regulation?
III. The importance of vaccination in preventing disease outbreaks.
IV. The ethics of artificial intelligence and privacy.
V. The benefits of renewable energy for a sustainable future.
Demonstration Speech Topics
I. How to create a delicious and healthy smoothie bowl?
II. DIY home renovation: painting techniques and tips.
III. The art of crafting homemade natural soap.
IV. Mastering Yoga: a guided sun salutation sequence.
V. Gardening for beginners: planting your first vegetable garden.
Impromptu Speech Topics
I. If I could travel anywhere in the world right now, I would go to...
II. The most influential person in my life and why.
III. What superpower I wish I had and how I'd use it.
IV. A book that changed my perspective on life.
V. The best piece of advice I've ever received and how it impacted me.
Entertaining Speech Topics
I. The art of dad jokes: Making people laugh with cheesy humor.
II. Embarrassing moments at family gatherings: A humorous take.
III. Hilarious autocorrect fails in text messaging.
IV. The funny side of pets and their quirky behaviors.
V. Epic food mishaps in the kitchen: Tales of culinary disasters.
Informative Speech Topics
I. The science behind Covid19 vaccines.
II. Exploring the history and impact of the internet.
III. The art of sustainable gardening and urban farming.

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 IV. Understanding cryptocurrency and blockchain technology.
V. The wonders of space exploration: mars missions and beyond.
Motivational Speech Topics
I. “I’m proud of you my son” someday, my dad will say this to me.
II. Positive thinking boosts your self-confidence.
III. It is perfectly fine for a boy to cry.
IV. Same sex couples should be allowed to adopt a child.
V. I will make my parents proud.

Notice
Notices are a form of formal communication used to inform a person or group of people about
an event, announcement, invitation, or any such important piece of information. It is generally
directed towards a set audience, to inform them regarding a happening or to make an
announcement.

Notices are brief and concise pieces of information, pertaining to only relevant information
for the readers. They are written using formal tone and language, used for giving out a piece of
formal information. Notices are used as the source of spreading information in offices, schools,
government departments, and all other formal places.

Notice writing is not a difficult task, it can be learned easily if you are aware of the elements
used in the formation of a notice and the correct format for writing a notice. Both of them have
been listed down below, to make you an expert in notice writing.

Importance of Notice Writing

The importance of notice writing cannot be overstated, as it serves as a linchpin for effective
communication within various institutions and organizations.

Notices play a vital role in maintaining order and discipline by disseminating crucial
information promptly and comprehensively. In educational settings, they keep students and
staff informed about academic schedules, events, and administrative updates.
In the workplace, notices act as formal communication tools, conveying policy changes,
meeting schedules, and other essential announcements. Additionally, within residential
communities, notices foster a sense of belonging by sharing information about local events,
maintenance, or community initiatives.

Overall, notice writing is instrumental in ensuring that relevant information reaches the
intended audience in a timely and organized manner, contributing significantly to the smooth
functioning of diverse environments.

Elements of notice writing

A notice comprises a few elements, which have been mentioned below:

I. Title: A title stating ‘NOTICE’ is a must when writing a notice. It should be placed at
the top center, to indicate that it is a formal announcement.

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 II. Name of the organization: It is vital to add the name of the organization responsible
for writing the notice. Your readers must know by whom the notice is being written.
III. Date: It is also one of the most important parts of a notice. Every formal as well as
informal means of information must have a date, which helps to save it as a record.
IV. Heading: It informs readers about the motive of writing the notice. It states the reason
for writing the notice in a sentence, so that readers would further read it, considering it
important.
V. Body: Now, this part consists of all the details regarding the announcement. It answers
all the 5 Ws and H (What, Why, When, Where, Who, and How). Any information that
a receiver might need about the announcement, is present here, in this section. The body
should be kept short and concise, it should entail only relevant and important pieces of
information.
VI. Name and designation of the issuer: The concerned person responsible for writing
the notice and his/her designation is also an important element of a notice. It depicts the
seriousness and importance of the notice.
VII. Signature: A signature at the end of the notice from the issuer makes the notice
altogether more important, serious, authentic, and relevant.

Types of notice writing

Notices are written for various reasons. On the basis of their applicability and purpose, it is
generally divided into 4 types.

a) Public notice: It is issued by companies and the government for the general public. It
is sent out to the public to inform people about any occasion, mishappening, updates,
or any such public concerning important information.
b) Implied notice: This notice is written for the general public when there is a requirement
for immediate action on something.
c) Actual notice: This type of notice is used to issue guidelines, instructions, rules, and
regulations.
d) Constructive notice: It is sent out to companies and their employees in case of any
mishappening from their side. It also informs companies and employees about their
operational policies.

Notice writing format

The latest format for notice writing is presented below. It is important to write a notice on the
basis of this format since a notice would be accepted in the public domain, only if it has been
written in a format structured as below:

I. Heading: It should consist of ‘Notice’ or ‘Public Notice’, depending on the type of

notice being issued.
II. Date: The date on which the notice is being sent out should be mentioned here, in
the format, of 10th July 2023.
III. Salutation: A general notice lays out for whom the notice is being written.
IV. Subheading: It tells readers why the notice is being written.
V. Body: It consists of all the relevant details.
VI. Closing: It consists of the name of the issuer, the designation of the issuer, and a
closing statement.

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Notice Writing format for Class 10 & 12

Notice writing format for students of Class 10 and 12 is present below. Notices written in
schools are different from the ones used in the real world, because of the subject on which a
notice is being issued. In schools, notices are majorly asked to be written to make an
announcement. These have a different format of writing than the standard format. Check it out
below:

I. Name of the organization The notice starts with the name of the organization
issuing the notice.
II. Notice Then write the word notice at the center.
III. Date Mention the date on which the notice is being written
IV. Heading Now, write the purpose of the notice. For example: if the notice is being
written to make an announcement about an event, write it down.
V. Body Write down all important information to be included in the notice. Generally,
students are asked to wrap up in about 50 words.
VI. Name The name of the issuer is written down, here.
VII. Signature The signature of the concerned person is present here
VIII. Designation The designation of the issuer is mentioned here.

Tips for Notice Writing

 Clarity is Key: Ensure that your notice is clear and concise. Use straightforward language
to convey the message without unnecessary complexity. Avoid ambiguity to prevent any
potential confusion among the readers.

 Relevant Heading: Craft a heading that succinctly captures the essence of the notice. Make
it relevant, engaging, and capable of grabbing the reader’s attention. A wellchosen heading
sets the tone for the entire notice.

 Use Bullet Points: Organize information using bullet points or numbered lists. This
improves readability and makes it easier for readers to grasp key points quickly. Bullet
points enhance the overall structure of the notice.

 Appropriate Tone: Adjust the tone of your notice according to the context and audience.
Whether formal or informal, the tone should align with the nature of the information being
communicated and the expectations of the readers.

 Proofread Thoroughly: Before finalizing the notice, carefully proofread it for

grammatical errors, spelling mistakes, and overall coherence. A polished notice reflects
professionalism and ensures a positive impression.

 Include Contact Information: If the notice requires follow up or if readers may have
questions, include relevant contact information. This facilitates communication and
provides a means for recipients to seek further clarification.

Where is Notice Writing Used?

15
Writing notices is a flexible communication tool that can be used in a variety of contexts to
provide announcements and critical information. Notice writing is commonly used in the
following situations:

a) Academic Establishments: In schools, colleges, and universities, notices are a common

way to share information about forthcoming events, exams, class schedules, and other
academic issues.
b)
Offices and workplaces: Notices regarding impending meetings, policy changes, training
sessions, and other information pertaining to the workplace are sent out by organizations
to their workforce.

c) Medical Facilities: Notices on new services, health programmes, and general healthrelated
information are sent to patients by hospitals and clinics.

d) Neighbourhood Associations: Notices on fundraising events, volunteer opportunities, and

community activities are disseminated by nonprofit organizations and community groups.

e) Religious Institutions: Notices are used by churches, temples, mosques, and other
religious organizations to disseminate information about events, religious services, and
community outreach initiatives.

How to prepare for notice writing?

I. Explain the Objective: Provide an accurate description of the notification’s purpose.
Specify the main purpose and all of the specifics that need to be shared.

II. Recognize your audience: Establish who the notice’s intended audience is. Take into
account their inclinations, anticipations, and any particular information that will appeal
to them.
III.
Collect crucial data: Gather all the information needed for the announcement, such as
the dates, times, and locations, as well as any special instructions. Make certain that the
data is current and accurate.

IV. Arrange information logically: Arrange the notice’s contents in a sensible sequence.
For clarity, use numbered or bullet points, particularly when presenting many bits of
information. Make sure that information flows easily.

V. Adjust the style and tone: Adjust the notice’s tone and style to fit the communication’s
formality and context. Think about the right words to use to effectively communicate
with the intended audience.

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17
 What is email?
Electronic mail, commonly shortened to “email,” is a communication method that uses
electronic devices to deliver messages across computer networks. "Email" refers to both the
delivery system and individual messages that are sent and received.

Email has existed in some form since the 1970s, when programmer Ray Tomlinson created a
way to transmit messages between computer systems on the Advanced Research Projects
Agency Network (ARPANET). Modern forms of email became available for widespread
public use with the development of email client software (e.g., Outlook) and web browsers, the
latter of which enables users to send and receive messages over the Internet using web based
email clients (e.g. Gmail).

What is an email address?

Email address is typically the user's name or a combination of numbers and letters used to
identify an email account. An email address can be assigned only to one user. Every email
address has 3 parts: the local part, the @ symbol, and the domain.
For example, in the email address [email protected], user is the local part,
and domain.com is the domain.

Types of email addresses

Emails can be used for personal and business purposes and the email address will vary based
on the usage. Professional email addresses can fall under two different categories:

a) User email address: This is the email address of a user/member in your organization.
For example, [email protected].

b) Group email address: This is a common email address shared between multiple
members of your organization. For example, the marketing team of an organization
may have many users and sending an email to the team can be achieved by creating a
group email address such as [email protected].
One can create an email account easily by signing up with an email service provider who
provides both personal and professional services. However, to set up a professional email
account for your organization you should buy a domain and then enable email hosting for that
domain.

Types of Email

a) Newsletters
It is a type of email sent by an individual or company to the subscriber. It contains an
advertisement, product promotion, updates regarding the organization, and marketing
content. It might be upcoming events, seminars, or webinars from the organization.

b) Onboarding emails
It is an email a user receives right after the subscription. These emails are sent to
buyers to familiarize and tell them about using a product. It also contains details about
the journey in the new organization.

c) Transactional
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 These types of emails might contain invoices for recent transactions and details about
transactions. If transactions failed then details about when the amount will be
reverted. We can say that transaction emails are confirmation of purchase.

d) Plaintext Emails
These types of emails contain just simple text similar to other text message services.
It does not include images, videos, documents, graphics, or any attachments. Plaintext
emails are also used to send casual chatting like other text message services.

Advantages of Email Services

These are the following advantages of email services:

I. Easy and Fast:

Composing an email is very simple and one of the fast ways to communicate. We can
send an email within a minute just by clicking the mouse. It contains a minimum lag
time and can be exchanged quickly.

II. Secure:
Email services are a secure and reliable method to receive and send information. The
feature of spam provides more security because a user can easily eliminate malicious
content.

III. Mass Sending:

We can easily send a message to many people at a time through email. Suppose, a
company wants to send holiday information to all employees than using email, it can
be done easily. The feature of mail merge in MS Word provides more options to send
messages to many people just by exchanging relevant information.

IV. Multimedia Email:

Email offers to send multimedia, documents, images, audio files, videos, and various
types of files. We can easily attach the types of files in the original format or
compressed format.
V. How does email work?
In order for two people to communicate via email, they must first have access to an
email program or service. The sender will compose the message using the email
program and enter the recipient’s address into the “To:” field. Once this is complete,
the sender can send the message, which then travels over the Internet until it reaches its
destination where it is received by the recipient’s email program.

Uses of email
The following are the most common use cases for email:

I. Individual or group communications. Email is a beneficial way to communicate with

individuals or small groups of friends or colleagues. It enables users to easily send and
receive documents, images, links and other files. It also gives users the flexibility to
communicate with others on their own schedule.
II. Notifications, reminders and follow-ups. Individuals, small groups or organizations can
send follow up emails after appointments, meetings or interviews, or to remind participants
of approaching events, due dates and time sensitive activities. Calendars with the ability to

19
 add appointments and events are integrated into most email platforms. These features help
users with time management by visualizing the fixed amount of time they have in a day.
This enables users to prioritize their decisions and time.
III. Conveying information to a large group of people. Companies can use email to convey
information to a large number of employees, customers and potential customers. Email is
frequently used for newsletters, where mailing list subscribers are sent specific, promoted
content from a company and direct email marketing campaigns, where an advertisement or
promotion is sent to a targeted group of customers.
IV. Turning leads into paying customers. Email can also be used to make a potential sale
into a completed purchase. For example, a company may create an automated email that's
sent to online buyers who keep items in their shopping cart for a specific amount of time.
The email may remind the customer that they have products sitting in their cart and
encourage them to complete the purchase before the items run out of stock.
V. Reviews and surveys. Follow up emails asking customers to submit a review after making
a purchase may include a survey asking them to review the quality of service or the product
they've recently received.
Formatting a formal email
Emailing is all about context, so before drafting your message, take a moment to think about
your relationship with the recipient. Is it your boss, colleague, or potential partner? This will
help you define the appropriate level of formality if you’re in doubt, it’s safer to stick to a more
formal version. Here are the key components your message should contain:

1. Email Subject Line

A good subject line informs recipients what the message is about and why they should read it.
Try to make your subject line clear, specific, and concise. For example:

 Marketing Budget Q4: Please review by August, 31

 Meet the new VP of Engineering
 Spark for Android: First impressions from our users
 Requesting vacation for Aug, 1020

2. Greeting
If you need help picking a proper salutation, check out our comprehensive list of email
greetings. Depending on the level of formality, your salutations can take various forms.
Here are some standard greeting examples:
 Hi [Name],
 Hello [Name],
 Dear [Name],
 Dear Mr./Ms./Dr./Professor [Last name],

3. Email body
Now, it’s time to craft the main part of your email. Here are some points to think about:

20
 I. Explain what you’re writing about. If you’re emailing a stranger, briefly introduce
yourself and get straight to the point. State the purpose of your email clearly so a person
can understand why you’re emailing them and how they can help.
II. Value the reader’s time. Provide a recipient with any additional information they need
to reply. At the same time, try to keep your email short and simple, and don’t overload
it with extra details.
III. Make your email easy to read. Break your message into short paragraphs and take
advantage of headings and lists. Where appropriate, emphasize the key information
with bold or italics. Your aim to make your email as structured and easy to skim as
possible.

4. Closing
If you want your recipient to do something, a formal closing tells a recipient what’s next and
includes a specific call to action. If you’re just wrapping up the discussion you’ve previously
had, end on a friendly note to show a reader you’re willing to keep in touch with them.

5. Signature
Here are some common phrases you can use to sign off:

 Sincerely,
 Best regards,
 Kind regards,
 Thanks again,

Sample

Subject: [Role] Application

Dear [Company Name],

I am writing to express my interest in the [Job Title] position. With a [Degree or Professional
Qualification] in [Your Field of Study] and [Number of Years] years of experience in [Your
Current or Previous Relevant Job Role], I am confident in my ability to contribute effectively
to your team at [Company Name].
In my previous role at [Previous Company], I [Briefly Describe a Relevant Achievement or
Project]. This experience honed my skills in [Specific Skills Relevant to the New Job], which
I believe align well with the requirements for the [Job Title] role. For instance, [Provide a
Specific Example of How You Used a Skill or Addressed a Challenge Relevant to the New
Job].

Enclosed is my resume, which highlights my qualifications. I look forward to the possibility of

discussing this exciting opportunity with you. I am available for an interview at your earliest
convenience.

Sincerely,
[Your Name]

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Example 1

Subject: Exclusive offers and updates just for you!

Dear Lucious Fox,

We hope this email finds you well. As one of our cherished customers, we are happy to keep
you uptodate with the latest news and promotions from our ecommerce website. Here are some
exciting things happening right now:

New Arrivals: We’ve got a Batmobile that we know you’ll love!

Exclusive Offers: Get 15% off on your next purchase using the code WAYNEDEALS15 at
checkout.

Free Shipping: We’re offering free shipping on all orders above $20 for a limited time.

We are grateful to be your favorite ecommerce website. We appreciate your attachment to us

and wish to continue serving you in the future.

Best regards,

Wayne Enterprises

Example 2

Subject: Welcome to Biffco Enterprises!

Dear David Samuelson,

We’re thrilled to welcome you to Biffco Enterprises! As a new customer, you’ll now have
access to thousands of products, great deals, and fast, reliable shipping.

At Biffco Enterprises, we pride ourselves on providing a seamless and enjoyable shopping

experience. Whether you’re looking for Hoverboards or Biff Tannen’s Pleasure Paradise
Casino and Hotel merchandise, we’ve got you covered.

Below are a few tips to get started;

 Use our search bar to discover exactly what you’re looking for.
 Create an account to manage your orders and preferences easily.

Our customer support team will be available via phone or email for any query or doubt. We’ll
gladly assist you.

Best regards,

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Griff Tannen, Biffco Enterprises

Articles
There are many types of newspapers, from school/university publications to large news outlets
like the Daily Mail, or Guardian. Local papers will focus more on events in and around the
community, for example they may cover community fates or markets. They’ll also have stories
about local people. They will still be written in a professional and formal way but may have a
more conversational tone.

Unlike local papers, national publications will focus more on events that effect the wider
populous. They will also report on noteworthy international events, such as crises and wars,
but also sporting and entertainment events like the Olympics. They advertise to a much wider
audience than local papers and need to relate to most of the population.

Purpose of a Newspaper Article

News articles are written to inform and educate readers on current affairs/events. They are
used to provide readers with information they need/want to know about the world around them.
You will either be told what to write your article on or have a choice of topics related to the
module this assessment is for.

Newspaper articles give as much information as possible at the time of publication; if a

journalist writes about an ongoing case there may be limited information available, so they
might interview people related to the case, or try find background information to help inform
readers more.

News articles are written on a whole range of topics due to the large target audiences of
newspapers. Most papers will have several sections ranging from current national and
international affairs to sports and celebrity news. There are some papers, however which solely
focus on a specific topic, therefore have a smaller target audience.

The Reliability Spectrum

Normally when writing a public communication piece, you want to be looking at examples to
get a feel for their tone. However, with newspapers there is also a need to think about the range
of reliability that they represent.

When thinking about the press, we could look at it as a spectrum on the basis of reliability due
to the variety of articles and news outlets.

If you are writing to inform, aim for your work to be on the objective end of the spectrum
where you stay impartial, leaving personal opinions out of your work. Whereas, if you are
writing to persuade or analyze consider moving down the spectrum. Here we find the likes
of Letters to the Editor and Opinion Pieces; work that is critical and has more focus on the
writer's opinions.

23
When writing any form of article ensure that you are not creating fake news (false or
misleading information presented as news). Use reliable sources and cite all references to keep
your work credible, think of this as any other assessment. You will lose marks for not using
and citing references correctly. Use our Referencing Guide to ensure you use the correct
referencing system.

The reliability spectrum can be highly influenced by politics and the political viewpoints of
journalists, editors and sometimes owners of publications which will determine the tone of
their articles. Your assessment brief will determine where your work sits on the spectrum,
depending on whether you've been asked to inform, educate or persuade.

Newspapers vs Magazines

There are many similarities between magazine and newspaper articles, therefore you need to
know how to differentiate between the two. This will ensure you write an authentic newspaper
article.

These are the differences and similarities between newspaper and magazine articles.

Differences

Newspaper articles will:

 Inform and educate readers about current events whilst being unbiased.
 Be written using formal and professional language (local papers can be conversational).
 Have a single subheading/kicker paragraph at the beginning.
 Use little visual illustrations. They may use one or two images related to the story.
 Have a wider audience, unless they are on niche topics (sports, business).
Similarities

Magazine and newspaper articles will:

 Be timely and about current events.
 Have a similar structure (columned, kicker paragraphs and quotes).
 Start with important information to grip readers making them more likely to continue
reading.
 Use supporting evidence and references to help make your writing credible.
 Use sensitive and purposeful language. Our Language section has guidance on the use
of language in public communications.
Structure of a Newspaper Article

The inverted pyramid structure (see right) is used by journalists to write effective
articles. You want to give your readers as much information as possible whilst also keeping
their attention. Follow this structure as well as the anatomy below to write a successful
newspaper article.

The Anatomy of a Newspaper Article

 Headline
 A gripping title that will entice readers. Can use alliteration for emphasis and effect.

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  Byline
 Your (the author’s) name and the date of publication/it is submitted.
I. Lead sentence

Like a kicker paragraph this will further entice the readers, as well as
giving some insight into the story.

News Writing Inverted Pyramid

II. Summary

In your first paragraph or two you want to give

the most important information (who, what,
when, where, why, how?). You are constantly
wanting to entice your readers to continue
reading.

III. Body of text

After you’ve summarized the main points of the

article the rest of your text is for any further
information which will be in order of importance.
Here you will also want to include any supporting evidence and references, quotations and/or
statements from people relevant to the story.

IV. Images and visuals

Usually there will be little images in a newspaper article. There will be a large image supporting
the headline and then maybe one or two others that are relevant to the text.

V. Closing statement

This will round off the article nicely either with a conclusion, quote or statement. You could
use a circular structure, therefore relating back to the original point of the article.

VI. Design

An online article differs from a printed one in design. Ask your lecturer how they want you to
design it, if it’s an online article it will be a single column whereas one for print will be several
columns.

Do's
 Do write in a professional and formal manner.
 Do be timely and write about current events/affairs.
 Do provide supporting evidence from reliable sources linked to the story.
 Do use the correct structure for your article and the publication style (online, in print).

25
Don'ts
 Don't use slang and colloquialisms unless they are in quotes.
 Don't write about irrelevant topics that are no longer an interest to readers.
 Don't submit an article without references, this will make your work less credible.
 Don't format your article incorrectly. Make sure it is suited for the
publication/assessment brief.
Writing a news article is different from writing other articles or informative pieces because
news articles present information in a specific way. It's important to be able to convey all the
relevant information in a limited word count and give the facts to your target audience
concisely. Knowing how to write a news article can help a career in journalism, develop your
writing skills and help you convey information clearly and concisely.

Things You Should Know

 Outline your article with all the facts and interview quotes you’ve gathered. Decide
what your point of view on the topic is before you start writing.
 Your first sentence is the most important one—craft an attentiongetter that clearly states
the most important information.
 Proofread for accurate information, consistent style and tone, and proper formatting.

26
 Storytelling In Academic Writing
Academic writing traditionally leans towards objectivity, structure, and precision. However,
incorporating storytelling techniques can transform a typical academic piece into a compelling
journey that resonates with readers. Rather than fictionalizing, academic storytelling uses
narrative techniques—structure, characterization, and a logical flow—to make the research feel
relevant and relatable. Here’s a deep dive into how storytelling can enhance each section of an
academic paper.
1. Setting the Scene: Framing the Research Problem
a) Contextualize the Issue
In the opening, establish the importance of the research problem, similar to how a novel
introduces its setting. Describe the broader context surrounding your study, drawing readers
into the world you’re examining and the significance of your investigation.
Example:
“In the vibrant yet challenging classrooms of Rahim Yar Khan, a spectrum of language
learning takes place daily. Students sit with varying degrees of enthusiasm, from the ones
eagerly volunteering to speak in English to those who shyly avert their gaze, reluctant to voice
their thoughts. Teachers, too, vary widely—some foster a supportive environment, while others
remain distant, presenting lessons with mechanical precision. Amidst this diverse landscape,
an essential question emerges: How does a teacher’s attitude impact students’ speaking skills,
and can that influence be systematically examined? This study aims to delve into this dynamic,
examining how teacher attitudes shape the confidence, engagement, and language acquisition
of ESL learners at the BS level.”
b) Convey Relevance
Highlight why this issue is worth investigating. Briefly discuss any gaps in previous
research and emphasize the importance of filling these gaps. When readers understand the
stakes, they are more invested in the findings.
Example:
“While extensive research has explored methods for teaching English as a second language,
little attention has been paid to the emotional and psychological influences that teachers bring
into the classroom. Could a teacher’s enthusiasm or indifference actually determine a student’s
ability to communicate confidently? This study brings a fresh perspective by examining the
correlation between teacher attitude and students’ speaking skills, a focus that could have
implications far beyond the classroom walls.”
2. Introducing the Characters: Humanizing Participants and Stakeholders
a) Describe the Key Players
Characters in a story give readers someone to relate to; similarly, in academic storytelling,
introducing the “characters” in your research makes the study more relatable. Discuss the
demographics, backgrounds, or perspectives of your study’s participants in a way that brings
them to life.
Example:

27
 “The study draws on insights from a diverse group of participants, primarily BSlevel
students and their instructors. These students, from various academic disciplines, share the
challenge of mastering English as a second language, their progress influenced by both their
internal motivation and external support. On the other side are the teachers, some newly
initiated into the profession and others seasoned with years of experience. Each educator brings
a unique approach to the classroom, shaped by their own experiences, beliefs, and attitudes
towards language learning. Their perspectives vary: some see teaching English as a passion,
while others view it merely as part of the job. Together, these participants form a complex
tapestry that highlights the many facets of language education.”
b) Highlight Relevant Background Information
Provide any background or preliminary details that could help readers understand the
motivations, limitations, or biases participants might bring to the study.
Example:
“Many of the teachers surveyed for this study were native speakers of local languages, such
as Urdu or Punjabi, which influenced their teaching approach and expectations. Some admitted
feeling apprehensive about their own fluency in English, which, in turn, affected their
confidence in encouraging students to speak up. This added layer of complexity provides
essential context as we examine how teacher attitude might impact students’ language skills.”
3. Building a Narrative Flow: Guiding Readers Through the Research Process
a) Sequential or Thematic Structure
Just as stories unfold in a logical sequence, guide readers through the research journey by
organizing it chronologically or thematically. Begin with your research design, moving step-
by-step through the data collection and analysis, and include any methodological challenges
you encountered. This structured narrative keeps readers oriented and invested.
Example:
“The study began with a survey phase, capturing preliminary attitudes from both teachers
and students. As initial responses came in, intriguing patterns began to surface. Some students
openly praised teachers who encouraged open dialogue, crediting these educators for boosting
their confidence. Others expressed frustration with teachers who, in their words, ‘seemed
disinterested.’ Following the survey, we conducted indepth interviews with a subset of
participants to uncover the underlying reasons for these reactions. What emerged was a
complex web of attitudes, where teacher support—or lack thereof—profoundly impacted
students’ willingness to speak.”
b) Challenges and Turning Points
Mention any moments where unexpected findings or obstacles arose, explaining how these
moments shaped the course of your research.
Example:
“Midway through the study, an unexpected trend emerged: teachers with strong linguistic
backgrounds were no more effective at boosting students’ confidence than those with less
formal training in English. This realization prompted a deeper exploration of the subtleties in
teacher student interactions, shifting the study’s focus towards the intangible aspects of
attitude, such as enthusiasm, patience, and empathy.”

28
4. Highlighting Key Moments: Emphasizing Significant Findings
a) Showcase Surprising or Meaningful Data
In a story, pivotal moments create intrigue. Similarly, in academic writing, emphasize
critical findings or data points that hold particular relevance. Draw attention to anomalies or
impactful quotes that shed light on the issue.
Example:
“One student, when asked to describe an ideal English class, remarked, ‘It’s like having
someone believe in you even when you don’t believe in yourself.’ This sentiment echoed across
other interviews, revealing a key insight: students often gauge their confidence not on their
own abilities, but on their teachers’ perceived belief in their potential. Statistical analysis
supported this observation, indicating that students with supportive teachers were 40% more
likely to rate themselves as confident speakers.”
b) Use Quotes and Examples as Evidence
Whenever possible, let participants’ voices come through directly in quotes or anecdotes,
lending authenticity and immediacy to your findings.
Example:
“Another student shared, ‘When our teacher makes us feel like English isn’t a big mountain,
we feel like we can climb it.’ This statement poignantly illustrates how even simple gestures
of encouragement can reshape students’ perception of English as a daunting subject.”
5. Concluding with Purpose: The ‘Moral’ of the Research Story
a) Highlight the Implications of the Findings
Like the resolution of a story, the conclusion of your academic paper should reinforce the
significance of your research. Recap the study’s findings, but also discuss their implications
and any real-world applications. By ending with a clear takeaway, you give readers a sense of
closure and purpose.
Example:
“This study highlights the profound influence that teacher attitudes can have on students’
speaking skills, suggesting that language proficiency is not just a technical skill, but one that
thrives in supportive, encouraging environments. As ESL educators consider their own
attitudes in the classroom, this research encourages a shift towards more empathetic, student-
centered approaches. Future studies could explore how specific teacher behaviors directly
impact language acquisition, potentially leading to new methods for enhancing student
confidence and communication skills in English.”
By weaving storytelling elements into academic writing, researchers can make complex studies
more accessible and engaging, helping readers connect emotionally to the research topic. Not
only does this approach humanize data, but it also underscores the practical relevance of
research, enhancing its impact.

29
 What is academic style?
There's no final definition of 'academic' writing, but you can develop and academic style with
the advice below.

Qualities that contribute to academic writing:

 Formal
 Objective
 Cautious
 Succinct
 Impersonal

Be formal – avoid common, colloquial or spoken language

Avoid casual language in your assignments such as:

 words like ‘stuff’, ’really’ and ‘things’

 phrases like ‘a bit’ and ‘sort of’
 sentence fragments and contractions including 'isn’t', 'didn’t', 'couldn’t', 'wouldn’t' and
'it’ll'
 'etc.' to stand for et cetera – it is better to say 'for example...'
 using questions – try to structure your point as a full sentence

Be objective – stand back from others' work and your own

There are a few key ways to remains objective in your writing:

 critique your own work as well as others’

 write in an impersonal or neutral style
 avoid using 'I'
 include and tackle material you disagree with or that challenges your work

This critical approach might not be appropriate for all assignments, but you usually need to
demonstrate you've engaged objectively with all of your source material. This means standing
back from your own ideas, perspective, assumptions and beliefs.

Be cautious – not too black and white

Academic writing is usually cautious because it discusses complex knowledge. Academic work
is openminded and enquiring – so as a student you should question arguments rather than being
too certain. Beware of words like ‘should’, ‘ought’ and ‘must’, and think carefully about using
words like ‘definitely’ which suggest now room for debate around a statement.

Cautious words to use in academic writing:

 possibly
 probably
 likely

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  seems
 may
 could

Be succinct – not too wordy

People reading your assignment need to understand exactly what you mean, in as few words
as possible. Check that you've been as precise and concise as you can when you reread your
work. You'll need to actively decide what to keep and cut from your assessment to make sure
you've included all necessary information and detail.

Be impersonal – write in an impartial style

You should use an impersonal style in your essays and reports. Avoid using 'I', 'my', 'me' or
'us'. Instead of writing 'I am surprised that …', you could write: 'It is surprising that …'

Exceptions to this rule include reflective writing assignments and portfolios – these reflective
assignments often require you to evaluate your own experiences or attitudes so a more personal
style is appropriate.

Examples of colloquial and academic writing styles

Colloquial writing

There’s a lot of arguing about the Spinnaker. Because it’s so tall you can see it from all around,
but does this mean it’s a good thing for the economy? It’s really late. It was meant to be ready
for the Millenium (so much for the “Millenium Tower”, it’s just been costing us money all that
time too) and it’s not going to employ as many people as lost their jobs in the dockyard over
the years. And it’ll take ages for them to get back the cost from people who go up it.

Academic writing

Portsmouth’s Spinnaker Tower is controversial in financial terms. At 170 metres (The

Spinnaker Tower, 2014), it dominates the city’s harbourside and was expected to have a
positive impact on the local economy. However, income from visitors to the tower, and the
expected boost to the local economy from increased tourism and employment, was lost because
the project was delayed several times (Dyckhoff, 2005, p. 14). It may take twentyfive years for
income from visitors to equal the cost of construction (Dyckhoff, 2005, p. 15), and the local
economy will probably be unable to recoup the lost income.

Certainly! Here’s a more detailed exploration of academic writing’s emphasis on style, content,
language, clarity, and consistency. Each aspect is vital in producing scholarly work that
communicates effectively, maintains credibility, and adheres to academic standards.

1. Style
Academic writing style is formal, precise, and specifically designed for scholarly audiences.
It establishes an objective tone that reflects professionalism and respects the conventions of the
academic community.

31
 Formal and Objective Tone: Academic writing avoids colloquial language, contractions, and
casual expressions. It often uses third person language instead of first or second person (e.g.,
“The study shows…” rather than “I believe…” or “You can see…”), aiming for neutrality and
objectivity. For instance:
Informal: “The results show that students tend to like online learning better.”
Formal: “The results indicate a statistically significant preference among students for
online learning environments.”
Discipline Specific Requirements: Each academic field has particular stylistic norms. For
example:
Sciences: Writing is typically concise, with a focus on facts, data, and clarity, minimizing
subjective language.
Humanities: While maintaining formality, language may be more descriptive, allowing for
a broader range of expression to capture nuanced interpretations.
Logical Organization: A clear structure helps guide the reader through complex ideas.
Academic writing often follows a structure from general to specific, starting with a broad
introduction, narrowing down to specific arguments or evidence, and concluding with a
synthesis of findings. Smooth transitions are crucial to maintaining the logical flow.
Impersonal Style: Academic writing minimizes the use of personal pronouns like "I" or
"we," especially in fields where objectivity is paramount. This creates a tone that is impersonal,
focusing more on research findings than on the researcher.

2. Content
Content is the backbone of academic writing. It encompasses the main ideas, arguments, and
research findings presented in a structured and supported manner.
Evidence Based Arguments: Academic content relies on reliable, peer reviewed sources to
substantiate claims. This means integrating research findings, data, and quotations from
credible sources to build a persuasive argument or discussion. Evidence based writing not only
strengthens the argument but also enhances credibility by demonstrating that the claims are
grounded in established research.
Focus and Relevance: Content must be directly aligned with the research question or thesis
statement. Irrelevant information or tangential points detract from the focus of the paper and
can confuse the reader. For instance:
Relevant: “Studies have shown that teacher attitudes significantly impact student
engagement.”
Irrelevant: Including a detailed history of education reforms unrelated to teacher attitudes
may detract from the central focus.
Critical Engagement and Original Insight: Academic writing is not merely a summary of
others' work; it involves critical analysis and original interpretation. Writers synthesize existing
research, analyze different viewpoints, identify gaps, and provide their own insights. This may

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involve comparing and contrasting theories, questioning assumptions, or suggesting new
avenues for research.
Depth and Breadth of Knowledge: Content should reflect a thorough understanding of the
topic. In-depth knowledge is demonstrated by examining a topic from multiple angles and
providing a comprehensive view, while breadth is achieved by acknowledging various
perspectives within the field.

3. Language
The language used in academic writing is designed to be precise, formal, and accessible to
educated readers, while remaining free from bias or emotional influence.
Precision in Word Choice: Academic writing favors specific terminology and avoids vague
language. This ensures clarity and allows for a more accurate presentation of ideas. For
example:
Vague: “The experiment worked well.”
Precise: “The experiment yielded statistically significant results, indicating a positive
correlation between the variables.”
Technical Vocabulary: Each discipline has its own set of terminology that is understood by
members within the field. Proper use of technical terms demonstrates expertise and ensures
effective communication among scholars in the same field.
Neutral Tone and Objectivity: Avoiding emotional or subjective language (e.g.,
“amazing,” “frustrating”) is essential in maintaining objectivity. Academic language remains
neutral, reporting facts and findings without bias. For example:
Biased: “The startling results proved the theory beyond a doubt.”
Neutral: “The results strongly support the theory.”
Balanced Complexity: Academic writing often involves complex ideas, but the language
should not obscure meaning. Sentences should balance complexity with clarity, avoiding
convoluted phrasing that may confuse readers. Writers often break down complex concepts
into manageable parts to enhance readability.

4. Clarity
Clarity in academic writing means that ideas are expressed in a way that is easy to follow and
understand. Clarity ensures that readers can comprehend the main points without ambiguity.
Clear Structure and Format: Academic papers follow a predictable structure—typically
an introduction, body, and conclusion. This structure serves as a guide for readers, allowing
them to follow the progression of ideas. Each paragraph should begin with a topic sentence that
introduces the paragraph’s main idea, followed by supporting details.
Explicit Purpose and Argument: Writers state the purpose or thesis of the paper early,
typically in the introduction. Each section is aligned with this purpose, making it clear to
readers what the main argument or objective is. For example, a thesis statement in an
introduction might read, “This study aims to evaluate the impact of teacher attitudes on ESL
students’ speaking skills.”

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 Avoidance of Ambiguity: Academic writing defines terms clearly and explains complex
ideas in detail to prevent misinterpretation. If terms have multiple meanings, writers specify
the intended usage. Examples and illustrations help clarify abstract or complex ideas.
Logical Transitions: Transitional words and phrases (such as “furthermore,” “in contrast,”
“as a result”) connect ideas smoothly, guiding readers from one point to the next. These
transitions enhance clarity by indicating the relationship between ideas.

5. Consistency
Consistency in academic writing builds reader confidence and maintains the integrity of the
paper. It applies to language, format, terminology, and the logical development of ideas.
Consistent Terminology and Voice: Terms, abbreviations, and technical language should
be used consistently throughout the paper. Switching between terms or inconsistent phrasing
can confuse readers. For example, if "teacher attitudes" is a key term, it should be used
consistently rather than switching to "teacher perspectives" without clarification.
Uniform Formatting and Citation Style: Following a specific citation style (APA, MLA,
Chicago, etc.) is essential in academic writing. Consistent formatting includes intext citations,
reference lists, headings, and subheadings. Proper citations maintain academic integrity, give
credit to sources, and help readers locate additional information.
Logical Progression of Ideas: Consistency in argumentation means that each section
logically follows from the previous one, reinforcing the thesis. If a writer introduces an idea in
one section, they should develop it logically rather than jumping to unrelated points. This
consistent development ensures a smooth and comprehensible narrative.
Avoidance of Contradictory Statements: Academic writing should not contain internal
contradictions. If new evidence or perspectives are introduced, they should be reconciled with
prior arguments to maintain a cohesive narrative.
Each of these components—style, content, language, clarity, and consistency—works together
to create a polished, coherent piece of academic writing. Mastering these elements allows
writers to communicate complex ideas effectively, fostering greater understanding and
advancing knowledge within the scholarly community.

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