WRITING SKILLS

Writing skills refer to the ability to communicate ideas clearly, effectively, and persuasively through
written language. These skills are essential for academic, professional, and personal
communication. Writing skills combine technical know-how with creativity and critical thinking to
produce effective written communication. Whether you're composing an essay, email, report, or
story, strong writing skills help ensure your message is understood and valued.

What things should be involved in writing skills:

Clarity and Coherence

• Clarity: Ensuring your writing is easy to understand.

• Coherence: Making sure ideas flow logically from one to another.

Grammar and Mechanics

• Includes correct use of:

o Grammar (tense, sentence structure)

o Punctuation (commas, periods)

o Spelling and capitalization

Vocabulary and Word Choice

• Selecting appropriate and precise words for your audience and purpose.

• Avoiding jargon or overly complex language unless necessary.

Organization and Structure

• Having a clear structure: introduction, body, and conclusion.

• Using paragraphs effectively to group related ideas.

Purpose and Audience Awareness

• Writing with a clear goal in mind (to inform, persuade, entertain, etc.).

• Adapting tone, style, and format based on who will read it.

Editing and Revising

• Reviewing and improving your writing for better quality.

• Checking for errors, refining sentence structure, and enhancing clarity.

WHAT CAN WE WRITE?

We can write almost anything depending on the purpose, audience, and context. Writing is a
powerful tool for expressing ideas, sharing information, telling stories, and influencing others.
Here's a categorized list of what you can write:

Academic Writing

Used in schools, colleges, and research environments.

• Essays (e.g., argumentative, descriptive)

• Research papers

• Reports (lab, project, case study)

• Thesis or dissertation

• Literature reviews

• Book reviews

• Exam answers

Business and Professional Writing

Focused on workplace communication and formal documents.

• Emails

• Business reports (formal/informal)

• Memos

• Proposals

• Meeting minutes

• Business letters

• Resumes and cover letters

Creative Writing

Expressive and imaginative writing used for storytelling or entertainment.

• Short stories

• Novels
• Poetry

• Scripts (film, TV, stage)

Journalistic Writing

Informative writing meant for publication and public reading.

• News articles

• Feature articles

• Interviews

• Editorials

• Reviews (movies, books, products)

Digital Content Writing

Created for online platforms and digital media.

• Blog posts

• Website content

• Social media posts

• E-books

• Product descriptions

Technical Writing

Used to explain complex information clearly and simply.

• User manuals

• How-to guides

• Instructional materials

• Software documentation

Personal Writing

For individual expression, planning, or communication.

• Journals or diaries

• Letters or emails to friends/family

• Notes

• Personal statements (e.g., for college or job)

Persuasive and Argumentative Writing

Used to convince or influence readers.

• Opinion essays

 Debate speeches

• Advertisements

• Campaign messages

• Advocacy letters

REPORT WRITING

What is a Report?

A report is a formal document that presents information on a specific topic in an organized and
structured way. Reports are used to inform, analyze, or recommend actions based on facts,
data, or research.

Key Characteristics of a Report:

Factual and Objective

o Based on evidence, not personal opinion.

Structured Format

o Typically includes sections like a title, introduction, body, conclusion, and

sometimes recommendations.

Clear and Concise

o Information is presented in a straightforward, easy-to-understand way.

Purpose-Driven

o Every report is created for a specific reason: to inform, explain, evaluate, or suggest
action.

CATEGORIES OF REPORTS
Reports can be categorized in several ways based on their purpose, audience, structure, and
content. Here's a breakdown of the main categories of reports:

Based on Formality

a. Formal Reports

 Structured, detailed, and used for serious, professional matters.

 Examples: Annual reports, feasibility studies, research reports.

b. Informal Reports

 Short, casual, and used for routine communication.

 Examples: Meeting notes, progress updates, internal memos.

Based on Purpose

a. Informational Reports

 Present facts or data without analysis or recommendations.

 Examples: Monthly sales reports, attendance records.

b. Analytical Reports

 Analyze a situation or data and may offer conclusions or recommendations.

 Examples: Market analysis, performance evaluation.

c. Research Reports

 Based on systematic investigation or study.

 Examples: Scientific reports, academic research findings.

d. Recommendation/Proposal Reports

 Suggest specific actions based on analysis.

 Examples: Business proposals, equipment upgrade recommendations.

Based on Frequency

a. Periodic Reports

 Submitted regularly (daily, weekly, monthly).

 Examples: Monthly financial reports, weekly activity logs.

b. Special Reports

 Created for a specific issue or one-time purpose.

 Examples: Investigation of a workplace incident, product launch analysis.

Based on Function

a. Operational Reports

 Deal with day-to-day operations.

 Examples: Inventory reports, staffing schedules.

b. Strategic Reports

 Focus on long-term planning and decision-making.

 Examples: Business development reports, market trend analysis.

FORMAL REPORT

What is a Formal Report?

A formal report is a structured, detailed, and objective document used to present information,
analysis, research, or recommendations on a specific issue or topic. It follows a predefined format
and is typically used in business, academic, scientific, or government settings.

Key Features of a Formal Report:

Structured Format

o Includes standard sections like a title page, table of contents, executive summary,
introduction, body, conclusion, and often recommendations.

Objective and Evidence-Based

o Based on facts, data, or research—not personal opinions.

Professional Tone

o Uses formal language, clear organization, and technical vocabulary where

appropriate.

Purpose-Driven

o Written to solve a problem, present findings, evaluate options, or support decision-

making.
Common Types of Formal Reports:

Type Purpose

Research Report Present findings of a study or investigation

Feasibility Report Analyze whether a project is practical

Analytical Report Interpret data to support decisions

Business Proposal Recommend a plan of action or investment

Annual Report Summarize a company’s yearly performance

Typical Structure of a Formal Report:

Title Page

Executive Summary – Brief overview of the whole report

Table of Contents

Introduction – Purpose, scope, and background

Methodology – How the data or research was collected (if applicable)

Main Body – Detailed findings and analysis

Conclusions – Summary of what was discovered

Recommendations – Actions based on conclusions (if required)

References/Bibliography

Appendices – Extra data, charts, or documents

INFORMAL REPORT

What is an Informal Report?

An informal report is a short, direct, and less structured document used to communicate
routine information, updates, or observations within an organization. It’s typically used for internal
communication and does not follow a strict format like a formal report.

Key Features of an Informal Report:

Simple Structure

o No need for title page, table of contents, or executive summary.

o May be written as a memo, email, or short document.

Casual Tone

o More conversational than formal reports, but still professional.

Quick to Prepare and Read

o Focuses on essential facts or updates, avoiding unnecessary detail.

Purpose-Focused

o Commonly used to inform, record, or summarize.

Common Types of Informal Reports:

Type Purpose

Progress Report Update on ongoing work

Meeting Summary Notes or takeaways from a meeting

Trip/Visit Report Observations from a site visit

Incident Report Description of a minor issue/event

Sales/Activity Report Daily or weekly updates

Typical Structure of an Informal Report:

Heading or Subject Line (if written as a memo or email)

Introduction – Brief statement of the purpose

Body – Key facts, updates, or findings

Conclusion – Summary or next steps (if needed)

How to Disseminate a Report

Disseminating a report means sharing it with the right people in the right way so that the
information reaches your intended audience effectively. It’s a key step to ensure your work has
impact and gets used.

Steps to Disseminate a Report

Identify the Target Audience

Know who should receive the report:

 Internal stakeholders (e.g., management, employees)

 External stakeholders (e.g., clients, investors, partners)

 General public or specific communities

Choose the Right Format

Decide how the report will be presented:

 PDF or printed document (formal and easy to share)

 summary presentation

 Executive summary for busy readers

Select Distribution Channels

Distribute the report using appropriate methods:

Channel Best For

Email Direct and trackable for specific recipients

Internet Internal staff and teams

Website or Blog Public access and transparency

Social Media Public engagement and broad outreach

Printed Copies Formal meetings or stakeholders with limited tech access

Meetings/Presentations Face-to-face explanation and discussion

Tailor the Message

Adjust the language, tone, and format based on the audience:

  Use plain language for non-experts.

 Highlight key points or recommendations for busy leaders.

 Include visuals or charts to simplify complex data.

Follow Up

 Ask for feedback or acknowledgment.

 Schedule a presentation.

 Provide contact information for further inquiries.

Archive and Track Access

 Store the report in a shared folder or document system.

 Track who has viewed or downloaded it (if applicable).