HOW TO WRITE EFFECTIVELY

HOW TO WRITE EFFECTIVELY

          In our contemporary world which is very dynamic and globally-knitted, the need to write some information always arises. The composition could be an article for newspaper, an essay, a situation report, a letter or memo, a feedback, a clarification note, an answer to a test question or any other thing.

          Whatever may be the form of write-up or composition, some guidelines need to be borne in mind and applied so that our work will always be appreciable.

GUIDELINES ON HOW TO WRITE EFFECTIVELY:

1.           Plan Out Your Points:

Before you start to write, you should list out the main points which you want to marshal out in your write-up, so that you do not forget or leave out any important one. Then develop the points logically one after the other.

2.           Use Paragraphs Appropriately:     

When writing, each main point should be put in paragraph instead of muddling up all the points. In that way, your main points will stand out and your write-up will be comprehended with ease.

3.           Use the Right Terminologies/Registers:  

If you are writing on a topic related to a profession or field of human endeavour, it is better to use pertinent terminologies or registers rather than using ordinary, vague words. This will make your writing more meaningful, matured and professional.

4.           Use Only Familiar Words:    

It is unwise to use words which you do not understand or know their meaning clearly.  If you use unfamiliar words --- whether they are high-sounding or not --- you will surely be misconstrued. Therefore, always use only words, which you truly understand.

5.           Avoid Wrong Spellings:                 

Using wrong spellings in writing is as bad as using unfamiliar words. Words which are wrongly spelt, will surely mislead the reader and be given wrong meaning. For example, consider the following words: order for other, leak for lick; rubber for robber, to mention but a few. So before you use a word, be sure of its spelling or else, check it up in your dictionary.

6.           Be Courteous:    

Discourtesy can cause a lot of problems ranging from anger to lawsuits. Therefore, you should be selective of the words you use in writing. Avoid being overly condemnatory of persons and always try as much as possible, to use pleasant language. When writing letters especially to older ones as well as your seniors, be respectful in your salutation, in the body of the letter and in your complimentary close.

7.           Consider The Level of Your Recipient’s Understanding:   

A piece of writing is only useful if it is understood.  Therefore, you should consider the level of understanding of those whom your writing is intended (for). If you are writing to minors or semi-literate persons, use simple words; if to well-educated persons, you could use some high-sounding words, if desired; but if your writing is for the public, then maintain an average word-intensity.

BUSINESS CORRESPONDENCES

          Along with the above tips, let us give little attention to the writing of business letters or correspondences.  While the guidelines given above on writing generally are to be applied, it should further be borne in mind that business letters must not be superfluous, but concise, straight to the point and comprehensible or easy to understand.

          Generally there are two types business correspondences or letters, namely, Internal Memorandum (Memo) and Official/External Letter. 

Internal Memorandum (Memo):

Internal Memorandum or Memo is used to communicate internally between the personnel or staff of the same organization, and is usually prepared on a printed pad/paper with indication of:

(1) From:                                                    (2) To:

(3) Ref:                                                       (4) Date:

(5) Subject: (optional)

And at the end of the write-up, it must be signed with the name of the signatory (and sometimes with the designation) clearly written.

Official/External Letter:

Official or External Letter is used to communicate externally between one organization and another or between an organization and an external person (s), and is usually prepared on a printed letter-headed paper, and should contain the followings:

-         (1) Reference;

-         (2) Date;

-         (3) Name of the addressee;

-         (4) Salutation;

-         (5)  Heading (Subject-Matter);

-         (6)  Body of the letter;

-         (7)  Complimentary close (followed by name of the writer’s organization);

-         (8)  Signature;

-         (9)  Name of the signatory; and

-         (10)  Job Title/Designation of the signatory.