GNS 202

Communication in English 2

Table of contents

1.Register:

1.1Define registers.

1.2 List factors influencing register, viz., field (profession), mode

(speech or writing), tenor (relationship between the interacting

parties).

1.3 Some items of register peculiar to different professions.

1.4 aph HH

2.Correspondence:

2.1 Different types of business letters e.g., applications,

enquiries, invitations and complaints etc.

2.2 Identify suitable languages forh

3.Writing for Publication:h

1 techniques of writing for publication.

4.Reports:

4.1 Definition of report.

4.2 The types of report.

4.3 Uses of report.

4.4 The characteristics of a good report.

4.5 The stages of writing a report

4.5 Evaluating given reports

REGISTER
A register is a variety of language used in a particular context or field. It's a way of communicating that is
specific to a certain group, profession, or activity. Registers can be formal or informal, and they often
have their own unique vocabulary, grammar, and style.

Here are some examples of registers used in different fields:

1. Technical register: Used in technical fields like engineering, computer science, or medicine. It often
includes specialized vocabulary and jargon that is specific to the field.

2. Academic register: Used in academic writing and speaking, such as in research papers, essays, and
lectures. It is formal and objective, and often includes technical vocabulary and complex sentence
structures.

3. Formal register: Used in formal situations, such as business meetings, job interviews, or official
events. It is polite, professional, and avoids contractions and colloquialisms.

4. Informal register: Used in casual conversations with friends, family, or social media. It is relaxed,
conversational, and often includes slang, idioms, and colloquialisms.

5. Journalistic register: Used in news reporting and journalism. It is objective, factual, and often includes
specialized vocabulary and jargon related to the news industry.

6. Legal register: Used in legal documents, court proceedings, and law enforcement. It is formal, precise,
and often includes technical vocabulary and jargon related to the law.

7. Medical register: Used in healthcare and medicine. It is formal, technical, and often includes
specialized vocabulary and jargon related to medical procedures and diagnoses.

8. Scientific register: Used in scientific research and academia. It is formal, objective, and often includes
technical vocabulary and jargon related to scientific theories and methodologies.

Registers are important because they help us communicate effectively and accurately in different
contexts. By using the right register, we can convey our message clearly and avoid misunderstandings.

Factors Influencing Register

The three primary factors influencing register are field, tenor, and mode. These factors determine how
language is used in specific contexts, influencing vocabulary, grammar, and overall style. Field refers to
the subject matter or topic being discussed, while tenor encompasses the participants and their
relationships. Mode, on the other hand, refers to the channel of communication, such as spoken or
written.

Elaboration:

Field:

This variable concerns the subject matter or topic of the conversation. It dictates the specific vocabulary
and terminology used. For example, a doctor might use medical jargon in a consultation with a patient,
while a professor might use specialized terms in a lecture.

Tenor:

Tenor focuses on the relationships between the participants and their roles in the interaction. It
influences the formality or informality of language, the level of directness, and the level of politeness
used. For instance, a teacher would likely use a more formal register when addressing students than
when talking to colleagues.

Mode:

This variable considers the medium of communication, whether it's written, spoken, or signed. The
mode influences the language's structure, vocabulary, and overall style. For example, a formal speech
would likely be more structured and use formal language than a casual conversation.

The choice of language register, or style of speaking or writing, is determined by a variety of factors,
including the social context, the relationship between speakers, the purpose of communication, and the
subject matter. These factors influence how formal or informal language is used, and what specific
vocabulary, grammar, and tone are employed.

Here's a more detailed look at the key factors:

Social Context:

The setting and environment where communication occurs significantly impacts register. For example, a
casual conversation with a friend in a coffee shop will have a different register than a formal lecture in a
classroom or a business meeting.

Relationship between Speakers:

The relationship between the speaker and listener (e.g., friends, family, boss, stranger) influences the
level of formality used. Speaking to a superior requires a more formal register than speaking to a peer or
someone you know well.

Purpose of Communication:
The goal of the communication also dictates the register. For example, a persuasive speech will use a
different register than a factual report or a personal email.

Subject Matter:

The topic being discussed can influence the choice of register. Academic or technical subjects often
require a more formal and specialized register than everyday conversations.

Audience:

The intended audience also plays a role. A speaker will choose a register appropriate for their audience's
knowledge, experience, and expectations.

List some items of register peculiar to different professions.

Education

Examination, curriculum, average, result, assessment, faculty, scheme of work, syllabus, course work,
secondary school, tertiary institution, lesson, period, textbooks, primary school, lecture, teacher, faculty,
lecturer, department, research, graduation, etc.

Law

Adoption, advocate, agent, case, court, appeal, bail, annulment, admission, amnesty, counsel, access,
acquittal, arbitration, adjourn, amendment, justice, accomplice, the aggrieved party, annulment,
witness, alibi, abscond, judgment, judge, etc.

Agriculture

Crop, plant, farming, poultry, cereals, hatchery, irrigation, piggery, cultivation, harvest, harvester,
hatchery, weeding, erosion, grain, soil, fishing, irrigation, mulching, pollination, breeding, ridge, manure,
animal dung, forestry, grain, plantation, etc.

Cookery

Supper, dinner, lunch, chef, pot, plate, taste, spice, cutlery, garnish, cook, soup, stew, boil, dining table,
balanced diet, yam flour, water, drink, fire, appetizer, dessert, sweet, oil, fruits, jollof rice, pepper soup,
dish, etc.

Banking and Finance

Certified, bill payment, credit, debit, discount, bank statement, appraisal, bankrupt, shares, loan, cash
on transfer, collateral, certified cheque, debit card, income, loss, profit, automated teller machine
(ATM), beneficiary, invest, etc.

Politics

Election, politician, campaign, constituency, senate, senatorial zone, standing committee, candidate,
ballot, party, inauguration, gubernatorial, vote, no-confidence vote, polling agent, congress, lobbying,
impeachment, president, governor, chairman, electoral committee, etc.

Computer

Desktop, laptop, data, save, configure, drive, folder, printer, diskette, copy, paste, backup, artificial
intelligence, cell, character, type, designer, dialog box, virus, insert, layout, review, log-on, file, icon,
Word, Powerpoint, Excel, etc.

Religion

Christianity, Islam, prayer, Anglican, gospel, Pentecostal, scripture, bible, heresy, communion,
evangelism, preaching, baptism, repentance, blessing, heathen, worship, holy spirit, Buddhism,
Hinduism, offering, pagan, orthodox, etc.

JARGON

Jargon is appropriately used when it aids communication within a specific field or group, enhancing
efficiency and clarity for those who understand the specialized language. It should be avoided when the
audience is unfamiliar with the terms, potentially leading to confusion or making the communication
feel exclusionary.

Here's a more detailed explanation:

When Jargon is Appropriate:

1.Within specific professions or fields:

Jargon is essential for effective communication among experts in the same area, allowing them to
convey complex information concisely and accurately, as in the example of medical professionals using
medical terms.

2 .When the audience understands the terms:

If the audience is familiar with the jargon, using it can simplify communication and avoid lengthy
explanations, as noted by Lumen Learning.

3.When it's not used to impress or show off:

Jargon shouldn't be used to project an image of expertise or to intimidate the audience.

4.When it accurately reflects the subject matter's complexity:

Jargon can be used to represent the nuances and intricacies of a topic in a way that simple language
cannot.

When Jargon is Inappropriate:

1.When the audience is unfamiliar with the terms:

Using jargon when the audience doesn't understand it can create confusion, hindering communication
and possibly making the speaker appear condescending or unapproachable.

2.When simpler language is sufficient:

If a topic can be explained clearly and concisely using plain language, there's no need to resort to jargon.

3.When used to make someone seem more knowledgeable than they are:

This can be perceived as deceptive and can undermine trust.

4 .When it's used to obscure a point:

Jargon can be used to make a complex point seem more significant or to hide the true meaning of
something.

Correspondence
Correspondence is a written form of communication. It is purposeful writing used to convey information
to someone, groups, organizations, staff, etc. It is a means of contact between two or more persons
which conveys the writer’s opinion, ideas, message, directives, or information.

What is a Business Letter? (Definition)

A business letter is a professional, formal letter that is sent by one company to another. These letters
can be used for professional correspondence between business clients, employees, stakeholders as well
as individuals.

Start of main content

Career Guide

Career development15 Types of Business Letters and the Purpose of Each

15 Types of Business Letters and the Purpose of Each

Business letters are an important communication tool in professional settings. You will likely need to
know how to write different types of business letters and emails throughout your career, from a
compelling cover letter when applying to a position, to a persuasive sales letter or a formal resignation
letter.

In this article, we discuss the main types of business letters, when to use each one and tips for
effectively writing your own.

Business Letter Format

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Types of business letters

Here are some of the most common types of business letters and when to use them:

1. Cover letters

A cover letter is a business letter typically sent with your resume when applying to a job. While not all
employers require a cover letter, it is a great opportunity to explain your professional experience,
qualifications and interest in the company and job.

A cover letter should include the following sections:

Contact information

At the top of your cover letter, include your name, phone number and email address to ensure the
reader knows how to contact you after reviewing your application.

Salutation

Begin the letter by addressing the person to which you are writing the letter. This person may be the
hiring manager, department head or other company representative identified in the job listing. Use a
gender-neutral greeting such as “Dear Charlie Washington.”

If you’re unsure of their name, use the most relevant job title such as, “Dear Hiring Manager,” “Dear
Recruiter,” or “Dear XYZ Team Lead.” Avoid using “To Whom It May Concern,” since it may come across
outdated or impersonal.

Purpose of the letter

In your introduction, discuss why you are writing by mentioning the job title, the company name and
where you found the job listing. Showcase your research on the job and company by expressing specific
interest in both, explaining why you were drawn to the job posting and what interests you about their
organization.

Qualifying skills

In the body of your letter, highlight the specific skills that make you a strong candidate for the open
position. Your cover letter should complement your resume, so build off of the information in your
resume to provide more specific details of your professional experience. If possible, include a brief
anecdote that represents your relevant skills, experience and qualities from the employer’s job
description.

Conclusion

End the cover letter with a memorable statement about why you are a good fit for the open position.
Include a call-to-action that encourages the reader to follow up on your application should they want to
interview you and learn more about how you could fit into their company.

Other types of cover letters include:

Application letters

Letters of intent

Letters of interest

Inquiry letters

Query letters
Motivation letters

Transmittal letters

Related: How To Format a Cover Letter (With Examples)

2. Letters of recommendation

A letter of recommendation is written on behalf of another professional to verify their qualifications and
work ethic. A letter of recommendation can strengthen an application for employment, higher
education or another professional opportunity.

A recommendation letter should include the following sections:

Relationship of the recommendation

The letter should state the relationship of the person making the recommendation to ensure the reader
knows what qualifies the writer to speak on the applicant’s behalf. Recommendations letters are often
written by coworkers, supervisors, mentors or teachers.

Evaluation of the candidate’s qualifications

The recommendation is often the body of the letter and speaks directly to the candidate’s skills,
character traits, professional goals and their potential in the program or position. The qualifications in
this section should be relevant to the program or job for which the writer is recommending the
professional.

Examples

The writer should include specific examples of how the candidate demonstrated their skills during their
time working together. This information can help prospective employers understand how exactly the
candidate positively impacts their peers and employers.

Closing statement

The recommendation letter should conclude with a final confirmation of the candidate’s qualifications
with the writer’s contact information should the reader want to know more.

Other types of business recommendation letters include:

Reference letters

Character reference letters

Business recommendation letters

Recommendation letters for a coworker

Recommendation letters for an employee

Recommendation letters for a boss

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

Related: How To Write a Letter of Recommendation (With Examples)

3. Interview follow-up letters

You can send a follow-up letter after interviewing for an open position to thank the interviewer for their
time and to demonstrate your interest in the job further.

A follow-up letter should include the following sections:

Overview of the interview: Include key topics discussed during the interview, such as specific job tasks or
a talking point that interested you. Be sure to mention the title of the position. These details
demonstrate active listening while expressing your continued interest in the open position.

Skills related to the position: The follow-up letter is a good time to reiterate the skills you offer as they
relate to the open position.

Gratitude: You can also use the follow-up letter to thank the hiring manager for taking the time to meet
with you. This step shows professional courtesy that can leave a good impression on your prospective
employer.

Related: Follow-Up Email Examples For After the Interview

4. Offer letters

An offer letter is an official offer of employment that describes the specific terms of the position. If you
agree to the terms the letter offers, then you will sign the offer letter and accept the job.

An offer letter should include the following:

Job description: This item outlines the specific job tasks and requirements of the role.

Job title: A letter that states the official name of the position can ensure you are hired for the right role.

Requested start date: This is the date on which you will begin employment. You may discuss with your
employer if you need to adjust the date.

Salary and benefits: This information includes the offered salary, bonus and benefits that come with the
role. Some employers may specify when they distribute bonuses and when benefits, such as health care,
begin.

Acceptance timeline: This is the date by which you must respond to the offer letter.
Related: How to Accept a Job Offer

5. Sales letters

The purpose of a sales letter is to introduce a service or product to a client or customer. Sales
professionals often use these letters when making new contacts with prospective buyers or
strengthening relationships with longtime clients.

A sales letter often includes the following:

Description of product or service

Include specific details about the item or service you are offering. Consider identifying a possible
solution this product or service provides to the recipient to best demonstrate its value.

Cost

Some letters include information about the price of the product or service, especially if the buyer is a
current patron. It may be included if the cost was already discussed in a previous meeting as well.

Call to action

Include directions to the reader explaining how they should take action if they want to buy. You may
include your contact information, the best times to reach you and a date by which they should reply to
take advantage of your offer.

Related: 15 Sales Jobs That Pay Well

6. Letters of commendation

Letters of commendation are a form of employee appreciation, and companies send them out to the
entire staff to congratulate an employee for a job well done. They may include the following:

Purpose: Begin a letter of commendation identifying who is being commended and for what reason.

Details of the commendation: Include details about the specific tasks, achievements or awards for which
the team member is being recognized.

Call to action: This letter may include a call to action that encourages fellow employees to congratulate
the team member on their success.

Other types of commendation letters include:

Appreciation letters

Employee appreciation letters

Retirement letters of appreciation

Related: The Importance of Positive Feedback and How To Deliver It to Others

7. Letters of resignation

A letter of resignation informs your employer of your intent to resign. While you may verbally notify
your coworkers and employer of your plans to leave, many organizations prefer to have an official letter
for documentation purposes.

A letter of resignation often includes the following:

Statement of resignation

Begin this letter with the official statement declaring that you are resigning from the company.

Reason for leaving

Depending on your situation, you may consider mentioning why you are leaving so your employer
understands your decision. This may include accepting an opportunity elsewhere, pursuing higher
education or relocating.

Dates

Include the date on which you are delivering the letter and the date of your official last day of
employment. This step can ensure your employer can best prepare for your leaving and fill your
position.

Thank you

Consider thanking your employer for the opportunity and the skills you gained while working for them.
This step is a professional courtesy that can strengthen your professional relationship with your
employer should you need their recommendation in the future.

Other types of resignation letters include:

Retirement letters

Goodbye emails

Thank you letter after resignation

Resignation letters for jobs that aren’t a good fit

Short notice resignation letters

No notice resignation letters

Emergency resignation letters

Forced resignation letters

Formal letters of resignation

Letters of resignation due to illness

Resignation letters due to moving

Resignation letters due to pregnancy

Resignation letters for family reasons

Resignation letters due to career change

Related: Resignation Letters: Tips, Templates and Examples

8. Thank you letters

A professional thank you letter is an important way to let colleagues, employers, vendors or other
business contacts know you value their time or efforts. Sending a professional thank you letter will build
rapport with the recipient and communicate your intentions for the future. It might be appropriate to
send a thank you letter after someone helps you with a job search, when a customer makes a purchase,
or if a business awards you a contract. You can also send a formal thank you letter to simply state your
general appreciation for someone.

A business thank you letter typically includes the following:

A greeting: Start your letter with a simple but professional greeting. Consider your relationship with the
recipient.

Reason for gratitude with specific examples: In one or two brief paragraphs, clearly express your
gratitude to the recipient, being specific about what you're thanking them for.

Details from your conversation: Sharing additional details from your encounter can help personalize the
letter and show the depth of your gratitude.

A polite closing: Conclude your email with a closing statement like "my regards," “thanks again,” or
another personable, yet professional closing.

Other types of thank you letters include:

Thank you letters for recommendations

Thank you letters for a boss

Thank you letters for a mentor

Thank you letters for a raise

Customer thank you letters

Thank you team letters

Thank you notes to coworkers

Thank you letters for after an interview

Executive-level thank you letters after an interview

Thank you for applying letters

Panel or group interview thank you letters

Related: How to Write a Professional Thank You Letter (With Examples)

9. Complaint letters

Complaint letters are usually sent by consumers to businesses when they're unhappy with a service or
product. Businesses may also occasionally need to write a complaint letter. For example, an employee
may be asked to write a complaint letter on behalf of a company who is dissatisfied with a product.

Components of a complaint letter include:

A formal greeting: When writing to a company, it is acceptable to use “To Whom It May Concern” as it
may be unclear who will read and act on your complaint.

A description of the purchase: Include all pertinent details, such as an account number or order number,
what and how much of a product or service was purchased and when the transaction occured.

Explanation of the problem: Clearly state the problem you have encountered with the product or
service. For instance, the product does not work properly, the service was not performed correctly, you
were billed the wrong amount, something was not disclosed clearly or was misrepresented.

Specific request or resolution needed: Propose a satisfactory solution, such as a refund or discount on
services performed, a repair or an exchange.

10. Apology letters

An apology letter is an important tool in the workplace that acknowledges a mistake, expresses regret
and asks for the letter recipient's forgiveness or patience. Apology letters create a formal record of your
admitting to and attempting to rectify a mistake or failure.

An apology letter should include the following:

An acknowledgement of the mistake

Begin by explaining what you have done wrong and acknowledge the consequences of your mistake.
Owning up to your mistake from the very beginning of your letter shows sincerity and will help ensure
your recipient hears about your mistake from you instead of someone else. Confronting your mistake
and reaching out to the affected party directly will help you resolve the issue as quickly as possible.

A sincere apology

A sincere apology will involve saying you are sorry without any caveats or attempts to shift blame to
anyone else. Expressing a genuine regret for the consequences you caused may be sufficient in earning
your recipient's forgiveness.

Your plan to fix the problem

Assure your recipient you will do everything in your power to correct the matter, and share the specific
steps you will take to do so. Be willing to make whatever personal sacrifices are necessary to make
things right with your reader.

Read more: How to Write an Apology Letter (With Examples)

11. Office memorandum

An office memorandum or business memo is a short yet formal document used for communication
between the business and its employees. Effective memos are brief and easy to navigate. The document
is primarily for internal use, such as an announcement regarding changes to personnel within an
organization or updates on company gatherings.

Office memos should include:

A clear and straightforward subject: If you are issuing an email, communicate the message of the memo
in the subject line. If the memo will be distributed to employees on paper, you can still include a brief
subject line at the top of the letter.

The intent of the memo: List the purpose of the memo in the introductory paragraph. Be concise and
keep the language positive throughout.

A breakdown of the information: Use the body paragraph and conclusion to outline the information you
are sharing. Include details of how employees can act on this memo or reach out to a specific point
person with any follow-up questions.

Read more: How To Write a Business Memo (With Template and Examples)

12. Welcome letters

A welcome letter is a formal way of introducing a company or employee and provides basic information
to the recipient. For example, while a new employee welcome letter provides employees with the
information to help them better prepare for their first day of work, a new customer welcome letter
thanks the customer for their business and provides them with an overview of the company. Overall,
these letters use a welcoming tone to help establish a greater working relationship.
A welcome letter usually includes the following:

A warm greeting

The first few lines of your letter may differ depending on your intention. For example, if you're writing a
new employee welcome letter, emphasize your enthusiasm about them joining your team. For a new
customer or client welcome letter, start by expressing your appreciation for their business.

Personalized information

Personalize your letter by referencing prior conversations you've had. If you're writing a welcome letter
for a new employee, explain why you're excited to have them by mentioning something that was
discussed during their interview. If you're writing a new customer letter, reassure them about the value
of the product or services they purchased. In a new client welcome letter, reassure them of how you can
meet or exceed their expectations.

Important details to know about your business

Ensure the recipient knows everything they need to know at the start of this new partnership. For
example, in a new employee welcome letter, explain the orientation process, give them an idea of what
their first day will look like and where they should go. You can also make a list of required documents
they need to bring on their first day and outline any company dress codes.

Other types of welcome letters include:

Letters of introduction

Read more: How To Write a Welcome Letter

13. Request letters

A request letter is a way to formally ask for something in the workplace. You can use this letter to
request a raise, a training class, a recommendation or even a meeting to ask for a promotion. Letters of
request can also be a beneficial way to acquire specific information.

Request letters should include:

An explanation of the request

Start your letter with a clear and succinct explanation of your request. The overall tone of your request
letter should be polite yet convincing.

Supporting documentation

If applicable, include evidence or other documentation related to your request. For example, if you are
requesting a recommendation, it could be helpful to attach your resume so they can quickly refresh their
memory with your qualifications. If you are requesting a raise, you can include a paragraph explaining
the value you bring to the role or attach a document with more concrete evidence of goals you’ve
exceeded or average industry salaries for your job skills and experience level.

A deadline for response

For many request letters, it can also be important to give a timeline. For example, if you are requesting a
recommendation letter, you may need to submit it by a specific date. Sharing that deadline and asking
them to let you know if they are unable to provide a letter by that time allows you the opportunity to
send your request to someone else.

Other types of request letters include:

Promotion request letters

Demotion request letters

Request for approval letters

Training request letters

Leave of absence request letters

Raise request letters

Transfer request letter

14. Announcement letters

A business announcement letter is a letter sent out to employees, vendors, customers or the press to
declare something of note for the company, such as a change of policy, an employee or management
change, a merger, a takeover, a product release or an event. The letter is typically short and written in a
formal note.

Announcement letters should include:

An introductory paragraph with the announcement

Don’t bury the lede—present the news you are announcing in the first or second paragraph. This
statement should be concise and to the point.

Additional details

Next, your letter should explain your announcement in more detail. If you are hosting an event, share
the event’s purpose here. If you are announcing the opening of your business, share details like how
long you’ve been working behind the scenes to open your doors or a special promotion you are offering
to celebrate your opening.

The specifics
Most importantly, your announcement will need to include specific details pertinent to your
announcement. This might include store hours, or contact information like a physical address, phone
number or website. If you are announcing something internally to employees, such as a merger, you can
offer a point person for employees to direct their questions.

Other types of announcement letters include:

Employee departure announcement letters

Employee promotion announcement letters

15. Termination letters

A termination letter is a respectful yet effective way to dismiss an employee from their current job.
Termination letters are also called a "letter of separation," "a notice of termination of employment" or
"contract termination letter."

Termination letters should include:

Notification of termination date

First, inform the employee that their employment is terminated and specify the date it will effectively
end. This eliminates any potential confusion and allows the employee to prepare for their dismissal.

The reasons for termination

Your explanation for the employee’s involuntary termination should remain clear and accurate to avoid
misinterpretation. If applicable, include evidence to support your reasoning.

Compensation and benefits going forward

Next, explain any benefits or compensation they will receive once their employment ends. This can
include severance pay, payment for unused leave days and any other salary owed. Also, let them know
what will happen to their healthcare, life insurance and retirement funds. Remind them of any signed
agreements, like a non-disclosure agreement or other documents from the onboarding process, that
might impact their compensation and benefit payout.

Next steps

Finally, list the next steps for the employee to take. Notify the employee of any company property they
must return, such as a company cell phone, laptop, keys, ID badges and parking passes. Then include
contact details for their HR representative to direct any questions regarding compensation, benefits and
other details in the letter.

Read more: 3 Example Termination Letters (With Template)

The seven parts of a business letter

Though many types of letters have certain formatting requirements and include a variety of information,
there are a few components that are consistent across most business letters, including:

1. Contact information

This step is essential, especially when ending a physical copy of a business letter. Your contact
information should include your name, phone number, and business address or email address.

2. Subject line

A subject line is used when sending a business letter via email. This brief line often includes a few-word
summary of the purpose of your letter.

3. Greeting

The formality of the greeting will depend on the type of business relationship you have with the reader.
If you are looking for a new job, your greeting should be formal. If you are sending a quick follow-up to a
customer that you have already created a relationship with, then you might choose to use their first
name.

4. Introduction

The introduction describes the purpose of the letter and what you are hoping to achieve with it. This is
your chance to grab the reader’s attention with information such as a discount on a product you sell or
that you’re inquiring about an open position.

5. Detailed information

The body of your business letter includes specific details about your purpose, including asking or
answering questions and providing additional information.

6. Conclusion

Your conclusion should leave the reader with a call to action, such as how the reader can order a
product or reach out to you for more information.

7. Signature

A signature can be as simple as writing your name or as complex as including your credentials and
certifications. How you sign a business letter will also depend on your current relationship with the
reader.

Suitable languages for specific types of letters

The appropriate language for a letter depends on its purpose and the relationship with the recipient.
Formal letters, like those for business or official inquiries, should use professional, concise language and
avoid slang or contractions. Informal letters, such as those to close friends or family, can use a more
casual and personal tone.

Formal Letters:

Professional Tone: Use Standard English, avoiding slang, idioms, and colloquialisms.

Concise Language: Get straight to the point and avoid unnecessary filler.

Formal Salutation: Use "Dear Mr./Ms./Dr. [Last Name]," or "To Whom It May Concern".

Polite and Respectful: Use courteous language, even in complaint letters.

Clear and Organized: Structure the letter with a clear opening, body, and conclusion.

Avoid Emotions: Use neutral and objective language.

Informal Letters:

Casual Tone: Use contractions, slang, and more personal language.

Friendly Salutation: Use "Dear [Name]," "Hi [Name]," or other casual greetings.

Personal Details: Include personal anecdotes or stories.

Informal Vocabulary: Use words and phrases that are appropriate for your relationship with the
recipient.

Examples of Language Differences:

Formal: "I am writing to inquire about..." vs. Informal: "Hey, I wanted to ask about..."

Formal: "I would appreciate it if..." vs. Informal: "I'd really like it if..."

Formal: "Sincerely," vs. Informal: "Best," or "Love,"

By understanding the context and purpose of the letter, you can choose the appropriate language to
effectively communicate your message.
 Writing for Publication

(A) Choose a topic

It is important to choose a topic that captures what one intends to write or the message he intends to
pass on to the audience. In essence, the choice of topic is relative to the story and purpose. The topic
should also be relevant, and interesting to the audience. It should be captivating to attract their
attention.

(B) State the purpose

One should state the purpose of writing. The purpose determines the type of information or data that
the writer needs to gather. It also determines the type of arrangement that will be used for the write-
up. The purpose should be relevant to the audience.

(C) Restrict the topic

The writer should restrict the topic to suit the available space, materials, and time. To fit into the
number of pages available, the writer should consider, from the beginning, a topic that can
accommodate the space and the materials available for use.
(D) Write the outline

At this level, the writer should write an outline bearing in mind the topic and purpose of writing. The
first outline might be rough so it should be edited to produce a fine copy that will be used for the
writing.

(E) Collect the data

Writing for publication demands that one presents facts. So, he needs to carry out scholarly
investigations. This entails gathering data from various sources available to the writer. This is sourcing
for information. There are many sources for data gathering. These include the primary sources (e.g.,
interviews, questionnaires), secondary sources (e.g., books, journals), and e-sources (internet, e-library).

(F) Organize the data

After the data collection, the data should be organized. The most relevant to the topic should be
separated from the less relevant. The data should also be arranged according to the manner of use to
attain unity and have an organized structure.

(G) Draft

The writer should write a draft using the final copy of the outline and the data collected. The draft
should contain the relevant information of the write-up considering the purpose and the audience. The
choice of language should accommodate the audience as well as be suitable for the topic. The draft is
not the final copy, hence it should be subjected to further review and editing.

(H) Editing

As we mentioned above the draft should be reviewed and edited. At this point, every unnecessary detail
should be removed, and the writer should confirm if the choice of register is appropriate for the type of
writing done. Also, the language used should have clarity. It should be concise and coherent as well. The
tone should fit the subject matter. In essence, there should be a unity of thought. The writer should also
confirm if the length of the write-up fits the number of pages available for the publication.

(I) Documentation

There is a need to document all the materials used for the write-up. The sources of data should be
properly acknowledged or referenced to show that the materials are not the writer’s own. This is
important so that he will not be accused of intellectual theft.

(J) The Final Copy

At this level, the writer produces the final copy of the write-up. The writer should check out the layout,
and its correctness. He should also use the outline to confirm that no section of the write-up is omitted.
 literary essay analyzes a work of literature, exploring themes, characters, and literary devices while
offering a critical interpretation supported by textual evidence. It differs from a summary by requiring
the writer to make an argument about the text, focusing on the author's techniques and the overall
meaning. The essay follows a structured format, including an introduction, body paragraphs, and a
conclusion, and often delves into the author's perspective and the text's structure.

Key elements of a literary essay:

Analysis: Examining literary devices, characters, and themes.

Argument: Developing a thesis statement that argues a specific point about the text.

Evidence: Supporting the argument with textual evidence from the work.

Structure: Following a clear format with an introduction, body paragraphs, and conclusion.

Critical Interpretation: Providing a nuanced understanding of the text and its meaning.

Author's Perspective: Exploring the author's style, choices, and impact.

Context: Understanding the historical, social, or cultural context of the text.

Steps in writing a literary essay:

Close Reading: Carefully read the text and identify key elements.

Formulate a Thesis: Develop a clear and focused thesis statement that presents your argument.

Create an Outline: Structure the essay with an introduction, body paragraphs, and conclusion.

Write the Essay: Develop body paragraphs with topic sentences, evidence, and commentary to support
your thesis.

Refine and Edit: Review the essay for clarity, coherence, and accuracy.

Example:

A literary essay on Shakespeare's Hamlet might analyze the play's exploration of revenge, the character
of Hamlet's mental state, and the use of dramatic irony to create suspense and foreshadowing. The
essay would support its claims with specific examples from the play, such as Hamlet's soliloquies, his
interactions with Ophelia, and the ghost's appearance
REPORT WRITING

.Report Writing is a skill that helps you share important information in a clear and organised way. It is
like crafting a story with words and sometimes pictures but with a specific purpose and audience in
mind. Report Writing can be used for various reasons, such as explaining complex topics, presenting
research findings, or making recommendations.

REPORT serves as a means of communicating facts, findings, or recommendations to a specific audience,

typically in a written format. The importance of report writing lies in various fields, including academics,
business, science, and government, to convey important details and insights.

A Report typically starts with a clear purpose or objective. The Writer gathers relevant information
through research, observation, or data collection. This data is then analysed and organised into a
coherent document. Reports can vary in length, complexity, and style, depending on the intended
audience and purpose.

One of the key aspects of Report Writing is its structure. A typical Report consists of sections such as an
introduction, methodology, findings or results, discussion, and a conclusion. These sections help readers
understand the context, the process of gathering information, the outcomes, and the significance of the
findings.

Reports often include visual aids like charts, graphs, and tables to make complex data more accessible.
Additionally, citing sources is essential to provide credibility and allow readers to verify the information.

Types of Reports
Different Types of Reports serve various purposes, and understanding their distinctions is crucial for
effective communication in academic, professional, and organisational settings. Here, we'll explore four
common types of Reports:

Routine Reports

Routine Reports are regular updates on ongoing activities, often within an organisation. These Reports
provide concise information about daily or periodic operations, helping stakeholders stay informed and
make informed decisions.

They focus on facts and figures, avoid unnecessary details, and typically follow a standardised format.
Examples include daily Sales Reports, Attendance Reports, And Inventory Status Reports. Routine
Reports are essential for tracking performance and ensuring smooth operations.

Special Reports

Special Reports are more in-depth and are created for specific purposes, such as investigating a
particular issue or analysing a unique situation. These Reports require extensive research and a
comprehensive presentation of findings. They are often used to address complex problems or make
critical decisions.

For instance, a company might commission a Special Report to evaluate the impact of a new product
launch, or a government agency might prepare a Special Report on the environmental impact of a policy
change. Special Reports provide a thorough examination of a specific topic and often include detailed
recommendations.

Formal Reports

Formal Reports are comprehensive and meticulously structured documents characterised by a

standardised format. They usually include a title page, table of contents, executive summary,
methodology, findings, discussion, recommendations, and conclusion. Writing Research Proposal is a
common type of Formal Report. Formal Reports are common in academic and corporate environments,
as well as in government and research institutions.

They are used to present detailed information and analyses, often for decision-making or academic
purposes. A thesis, a business proposal, or an annual Financial Report are examples of Formal Reports.
These Reports require a high degree of professionalism and follow strict formatting and citation
guidelines.

Informal Reports

Informal Reports are less structured and often used for internal communication within an organisation.
They are generally shorter and more straightforward than Formal Reports, emphasising brevity and
efficiency. Memos, email updates, and short Progress Reports are common examples of informal
Reports.
They serve to share information quickly, often within a department or among team members. Informal
Reports are valuable for everyday communication, problem-solving, and decision-making within an
organisation, and they do not require the extensive structure and formality of Formal Reports.

Uses of Reports

Reports are used for a wide range of purposes, primarily to inform, analyze, and make decisions. They
are valuable tools for communication, data analysis, and problem-solving, both internally within
organizations and externally to stakeholders.

Key Uses of Reports:

1.Internal Communication:

Reports provide a formal and organized way to share information, insights, and recommendations
within an organization, fostering better understanding and collaboration.

2.Data Analysis and Interpretation:

Reports help in collecting, evaluating, and presenting data, enabling users to identify trends, patterns,
and anomalies.

3.Decision-Making:

By providing comprehensive and reliable data, reports support informed decision-making at all levels of
an organization.

4.Problem-Solving:

Reports can highlight specific problems, analyze their causes, and propose solutions, aiding in effective
problem-solving.

5.Progress Monitoring:

Reports allow for tracking progress on projects, initiatives, or goals, ensuring accountability and course-
correction as needed.

6.Planning and Forecasting:

By providing historical data and insights, reports can be used to develop future forecasts, marketing
plans, and budget planning.

7.External Reporting:

Reports can be used to communicate with external stakeholders, such as shareholders, regulators, or
clients, providing transparency and accountability.

8.Legal and Documentation:

Reports serve as a record of events, processes, or findings, providing legal documentation or proof of
compliance.

9.Research and Development:

Reports are essential for documenting research findings, presenting project developments, and
analyzing situations.

The Characteristics of a good report

A good report is charaterized by clarity, accuracy, conciseness, and a logical structure. It should be
factual, objective, and complete, with clear presentation and proper formatting. Good reports also
consider the reader's needs and provide relevant information in a way that is easy to understand.

Here's a more detailed look at the key characteristics:

1. Clarity:

Simple Language: Avoid jargon or overly complex language.

Direct and Specific: Use clear and precise language to convey information accurately.

Easy to Understand: Ensure the report is easily understood by the intended audience.

Logical Structure: Organize the report in a way that makes sense and flows naturally.

2. Accuracy:

Factual: All information presented should be accurate and verifiable.

Proofreading: Thoroughly proofread to eliminate errors and ensure accuracy.

Objectivity: Present information without personal opinions or bias.

3. Conciseness:

Brevity: Avoid unnecessary details and keep the report to a reasonable length.

Focused: Address the report's purpose directly without rambling.

Efficient: Get to the point quickly and efficiently.

4. Completeness:

Comprehensive: Include all necessary information to address the report's purpose.

Self-explanatory: Provide enough context so readers can understand the report without outside
knowledge.
Relevant Details: Include relevant details and information that support the findings.

5. Logical Structure:

Clear Sections: Use headings, subheadings, and bullet points to organize the report.

Flow: Ensure the report flows logically and leads the reader through the information.

Introductions and Conclusions: Provide introductions that set the context and conclusions that
summarize the findings.

6. Presentation:

Visual Aids: Use charts, graphs, and other visuals to enhance understanding.

Formatting: Use appropriate formatting to improve readability and visual appeal.

Professional Appearance: Ensure the report has a professional and polished appearance.

7. Objectivity:

Impartial Approach: Present information without personal opinions or bias.

Avoid Exaggerations: Avoid using exaggerated or overly positive language.

Focus on Facts: Base the report on facts and evidence rather than opinions.

By adhering to these characteristics, you can create a report that is clear, accurate, concise, and
effective in communicating information.

Report writing stages

Writing the report: the essential stages

All reports need to be clear, concise and well structured. The key to writing an effective report is to
allocate time for planning and preparation. With careful planning, the writing of a report will be made
much easier. The essential stages of successful report writing are described below. Consider how long
each stage is likely to take and divide the time before the deadline between the different stages. Be sure
to leave time for final proofreading and checking.

Stage One: Understanding the report brief

This first stage is the most important. You need to be confident that you understand the purpose of your
report as described in your report brief or instructions. Consider who the report is for and why it is being
written. Check that you understand all the instructions or requirements, and ask your tutor if anything is
unclear.
Stage Two: Gathering and selecting information

Once you are clear about the purpose of your report, you need to begin to gather relevant information.
Your information may come from a variety of sources, but how much information you will need will
depend on how much detail is required in the report. You may want to begin by reading relevant
literature to widen your understanding of the topic or issue before you go on to look at other forms of
information such as questionnaires, surveys, etc. As you read and gather information you need to assess
its relevance to your report and select accordingly. Keep referring to your report brief to help you decide
what is relevant information.

Stage Three: Organising your material

Once you have gathered information you need to decide what will be included and in what sequence it
should be presented. Begin by grouping together points that are related. These may form sections or
chapters. Remember to keep referring to the report brief and be prepared to cut any information that is
not directly relevant to the report. Choose an order for your material that is logical and easy to follow.

Stage Four: Analysing your material

Before you begin to write your first draft of the report, take time to consider and make notes on the
points you will make using the facts and evidence you have gathered. What conclusions can be drawn
from the material? What are the limitations or flaws in the evidence? Do certain pieces of evidence
conflict with one another? It is not enough to simply present the information you have gathered; you
must relate it to the problem or issue described in the report brief.

Stage Five: Writing the report

Having organized your material into appropriate sections and headings you can begin to write the first
draft of your report. You may find it easier to write the summary and contents page at the end when
you know exactly what will be included. Aim for a writing style that is direct and precise. Avoid waffle
and make your points clearly and concisely. Chapters, sections and even individual paragraphs should be
written with a clear structure. The structure described below can be adapted and applied to chapters,
sections, and even paragraphs.

Introduce the main idea of the chapter/section/paragraph

Explain and expand the idea, defining any key terms.

Present relevant evidence to support your point(s).

Comment on each piece of evidence showing how it relates to your point(s).

Conclude your chapter/section/paragraph by either showing its

significance to the report as a whole or making a link to the next chapter/section/paragraph.

Stage Six: Reviewing and redrafting

Ideally, you should leave time to take a break before you review your first draft. Be prepared to
rearrange or rewrite sections in the light of your review. Try to read the draft from the perspective of
the reader. Is it easy to follow with a clear structure that makes sense? Are the points concisely but
clearly explained and supported by relevant evidence? Writing on a word processor makes it easier to
rewrite and rearrange sections or paragraphs in your first draft. If you write your first draft by hand, try
writing each section on a separate piece of paper to make redrafting easier.

Stage Seven: Presentation

Once you are satisfied with the content and structure of your redrafted report, you can turn your
attention to the presentation. Check that the wording of each chapter/section/subheading is clear and
accurate. Check that you have adhered to the instructions in your report brief regarding format and
presentation. Check for consistency in numbering of chapters, sections, and appendices. Make sure that
all your sources are acknowledged and correctly referenced. You will need to proofread your report for
errors of spelling or grammar. If time allows, proofread more than once. Errors in presentation or
expression create a poor impression and can make the report difficult to read

HOW TO EVALUATE A REPORT

To evaluate a report, start by understanding its purpose and scope, then examine its structure,
evidence, and arguments. Finally, apply your own perspective and judgment to form an overall
assessment.

Here's a more detailed breakdown:

1. Understand the Report's Purpose and Scope:

Identify the goals: What was the report intended to achieve?

Determine the target audience: Who is the report for, and what information are they expecting?

Define the scope: What specific areas or topics are covered in the report?

2. Evaluate the Report's Structure and Organization:

Clarity and flow: Is the report logically organized, with clear headings and subheadings?

Use of evidence: Is the information presented supported by evidence, data, or examples?

Accessibility: Is the language clear and concise, avoiding jargon or technical terms that might confuse
the reader?

3. Assess the Evidence and Arguments:

Validity and reliability: Is the evidence presented reliable and trustworthy?

Accuracy and objectivity: Is the information presented accurately and without bias?

Completeness: Are all relevant aspects of the topic covered, or are there significant gaps in the
information?

4. Apply Your Own Perspective and Judgment:

Critical thinking: Do you agree with the conclusions and recommendations?

Alternative viewpoints: Are there other possible interpretations or perspectives?

Overall assessment: Does the report provide a useful and insightful analysis of the topic?

Additional Tips:

Look for a clear introduction: Does it provide context and explain the report's purpose?

Examine the methodology: How was the data collected and analyzed?

Evaluate the conclusions: Are they supported by the evidence presented?

Consider the limitations: Are there any limitations to the report's findings?

Provide constructive feedback: Offer specific suggestions for improvement.

Career Guide

Career developmentWhat Is a Weekly Report? (With Template and Example)

What Is a Weekly Report? (With Template and Example)

Written by

Updated June 6, 2025

Preparing weekly reports is a great way to monitor employee performance and ensure that projects stay
on track. A weekly report outlines the main points of the week's projects and tasks, including team and
individual accomplishments, completed projects and future work overviews. If creating weekly reports is
part of your job, then having a weekly report template can help you streamline the development of a
weekly reporting process that fits your work style.

In this article, we explain what a weekly report is and provide a weekly report template and example.

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What is a weekly report?

A weekly report is a review of your workweek and provides a summary of what you completed, what
projects are in progress and plans that outline your workflow for the next week. Typically, weekly
reports are brief and concise and only one page long. Most professionals send weekly reports on Friday
afternoons to establish consistent communication with team members and supervisors. Additionally, a
weekly report can benefit both you and your employer by providing insight into important aspects of the
work you complete.

Related: 360 Review: What It Is and How It Works

Why is a weekly report template important?

A weekly report template is important because it can help you to streamline your process of creating
weekly reports. Using a template rather than building a new report from scratch can help you save time
on creating your report. Furthermore, using a consistent report design and format each week can also
help you keep your weekly reports cohesive. This can make it easy for your supervisor to read your
reports quickly and track your progress from week to week.

Related: How To Track Your Workplace Goals

What is included in a weekly report?

The design of weekly reports, including the fonts and color scheme, can vary, but there are a few key
components of good reports. Here are a few elements that you can include in your weekly report:

Title of report

The first element of a weekly report is the title. Put your report title at the top of the page as a heading
and ensure it provides a clear idea of what the report details. For instance, you can write a simple and
brief title, such as "Weekly Status Report for Resolution Software Project" or "Weekly Marketing
Performance Report."

Report date

You should also include a date in your weekly report. You can place the date in a heading underneath
your title, or you can include the date inside your title. Including a date in your report is important
because it can help your supervisor with recordkeeping. Additionally, by including a date in each report,
you can make it easy for your supervisor to track your progress over time and organize your reports
chronologically.

Names and roles of you and your team

The top of your weekly report should also include your name and role at your company, along with the
names and roles of the teammates who took part in work completion. This can make it easy for your
supervisor to distinguish different employees' reports and understand the responsibilities of everyone
on your team. This information usually comes at the top of a report template.

Report summary

Include a brief summary of the projects you and your team complete during the week you're reporting,
along with details about the projects that are still in progress. Follow up with any additional information
that your supervisor needs to stay up-to-date. You can also include the major objectives of your main
projects and any outcomes you and your team achieve.

Related: How To Write a Report for Work (With Examples)

Outline of accomplished and in-progress tasks

Documenting your tasks from the week is also an important component of a weekly report. In your
report, list your deliverables and the important tasks you complete each day of the week. Consider
separate sections for detailing your completed tasks and the tasks you're still working on. This
information shows your supervisor how you are working towards completing important goals.

Weekly outcomes

List the objectives you accomplish and the outcomes you complete to show your supervisor how you
contribute throughout the week. Track KPIs and metrics like productivity and performance to
communicate the outcomes you achieved. For example, if you work in sales, your metrics might be the
number of sales you closed or the amount of revenue you produced in dollars to demonstrate your
ability to perform successfully in your role and achieve positive outcomes.

Challenges and solutions

Consider giving brief examples of any challenges you face on the job and the solutions you implement to
achieve successful results. Explaining your challenges and how you overcome them can help your
supervisor determine where to make improvements to the workplace. Your ability to implement
problem-solving strategies is also beneficial for emphasizing your skills and qualifications.

Future overview

The last section of a weekly report typically includes a brief overview of the next workweek, including
any unfinished tasks and new projects you and your team need to initiate. With a general overview that
details the work you can expect for the next week, you and your team can better collaborate on project
tasks and roles. Additionally, the overview in your weekly report can give your supervisor an idea of the
work you plan to complete during the following week, which can help them with planning and setting
business goals.

Weekly Status Report

April 16, 2024

Allison Lopez

Social Media Manager

Last week I took several steps toward completing our current social media marketing campaign and
planning our new campaign.

Completed:

Finished creating the social media marketing plan for our new campaign

Wrote and published new blog posts on Monday, Wednesday and Friday

Designed and posted graphics on Instagram every weekday

In progress:

Executing the current social media marketing campaign

Preparing a social media post calendar

Designing a paid advertisement to promote our newest products before they launch

Outcomes:

. Surpassed 10,000 blog views for the week

..Increased Instagram followers by 120

. Increased average likes per Instagram post by 10

The main challenge I faced last week was finding new content to post about, as there has been less
company news lately. I think a solution to this could be featuring employees on social media. This could
increase the amount of content we have to post as well as increase employee morale.

In the next week, I plan to officially launch our new social media campaign and keep increasing our
followers and engagement by posting and commenting frequently. Additionally, I plan to meet with the
marketing team to brainstorm creative ideas for the new campaign to support our marketing objectives.

[Sales rep three]: [number of touch points]

Lead response time

[Sales rep one]: [number of minutes]

[Sales rep two]: [number of minutes]

[Sales rep three]: [number of minutes]

Revenue closed

[Sales rep one]: [dollars of revenue from closed deals]

[Sales rep two]: [dollars of revenue from closed deals]

[Sales rep three]: [dollars of revenue from closed deals]

Performance improvement over last month

[Sales rep one]: [percent change]

[Sales rep two]: [percent change]

[Sales rep three]: [percent change]

Example of a sales report

Here's an example of how to fill out the monthly sales report template:

Selling Points, Inc.

Corporate sales department

Monthly report from May 3 to May 31, 2023

Team performance data

Lead conversion rates

Clarence Nova: 13%

Luiza Gruber: 17%

Angelina Holt: 16%

Touch points

Clarence Nova: 240

Luiza Gruber: 208

Angelina Holt: 230

Lead response time

Clarence Nova: 35 minutes

Luiza Gruber: 42 minutes

Angelina Holt: 50 minutes

Revenue closed

Clarence Nova: $40,600

Luiza Gruber: $60,600

Angelina Holt: $55,500

Performance improvement over last month

Clarence Nova: +10%

Luiza Gruber: +2%

Angelina Holt: -3%