Prerequisites for Writing
|By the conclusion of this unit, the learners will be able to:
There is no denying that the printed word cannot be forgotten. We evaluate what we read based on what it is when we do so. What we see when looking for goods or services might not be what we really get. If it is the writing, we will evaluate both the person and the business based on the way they presented themselves at the time.
Even when a business person writes in his native tongue, it is remarkable how often written statements can cause misunderstandings and confusion. Additionally, poor writing can result in client complaints. Even if we might still be able to turn a complaint into a favourable experience, at the very least, it can complicate relationships with customers.
The worst-case situations involve customers leaving the affected businesses and complaining to others about the poor service they either actually or allegedly experienced. Ineffective writing can have an effect similar to that. It becomes quite evident that we prefer to purchase from another seller who is concerned about our needs to get the information clearly if, as customers, we do not understand or like what the seller is writing.
Writing, Words, Clarity, Inoffensive language, Style
4.4.1 Prerequisites for Writing
Writing itself is a form of art. Some people are born writers with a golden pen in their hand, but others learn how to write by working at it constantly. They put forth a lot of effort, value education, and have the courage to study, reflect, and write. With continued efforts, they improve as writers. Additionally, writing plays a very important and serious part in today’s communication age, and thus it is advantageous to be a proficient writer. Effective communication is a key component of social enjoyment, professional success, educational advancement, and a whole host of other outcomes. Success in writing is shown by accuracy, clarity, and impressiveness. If you want to work in the media or as a journalist and pursue writing as a career, you must have strong writing skills. Your works not only express your opinions but also your faculties, talents, and overall personality. Writing demands you to reflect on your thoughts and feelings, to focus, and to put them to paper. To avoid writing, many people come up with justifications. We experience confusion, annoyance and anguish. It is anxiousness about a blank piece of paper. There is anxiousness, and worrying thoughts are a waste of time. The next stage is resistance or illusion. But if you grasp the fundamentals of effective writing, you can easily overcome all of this and become a professional writer. Correct spelling, appropriate subject, purpose, substance, organisation, expression, mechanics, and critical evaluation are just a few examples of what good writing entails.
Being clear and successful in written communication is important since written papers are frequently used in business settings. Everything we do requires writing; from the notes we write to the reports we create.
Since we will refer to our written notes, reports, etc. in the future and the majority of written pieces are intended for a public, whether little or large, it is crucial to keep them straightforward and clear enough for everyone to comprehend. Here are a few fundamental elements that are crucial for writing effectively:
1. Proper Words
In the commercial world, communication is the key to everything. People work efficiently, and people are made of flesh and blood. They have wants, hopes and sentiments. The ability to select the right words at the right moment saves the day.
The use of the right words like “Could you please” or “Requesting you to” while mailing a superior officer would really matter rather than yelling at him or ordering him to do something.
The action is the same, as you can see. Your request will only be accepted or rejected based on the language you use.
Being courteous, respectful, and perhaps even nice while speaking to subordinates or peers may go a long way. Your reputation at work and probably your workplace is both damaged if you are seen as a terrifying boss due to your lack of empathy.
Other times, it is advantageous to have good language skills since you can communicate your ideas clearly. For instance, “too” is used in somewhat negative contexts while having the same meaning as “also,” but “also” is used in all other situations.
An exclamation point or plain comma can alter the meaning of a statement. So, if you want to communicate effectively, master your language.
2. Clarity of Purpose or Concept
Creating a tone for your message is similar to having a predetermined objective or aim. If you want to deal with facts in a report, but employ phrases like “may” or “could,” it will seem doubtful.
Read the paragraph below to notice how concisely the intention of describing statistics pertaining to marine life is written:
“Altogether there are 230,000 documented marine species, including about 20,000 species of marine fish, and it has been estimated that nearly two million marine species are yet to be documented. Marine species range in size from the microscopic, including plankton and phytoplankton which can be as small as 0.02 micrometres, to huge cetaceans (whales, dolphins, and porpoises) including the blue whale, the largest known animal reaching up to 33 metres (109 feet) in length. Marine microorganisms, including bacteria and viruses, constitute more than 90% of the total marine biomass.”
Here is an illustration of how the concepts in the preceding paragraph are presented. If the word “documented” in the first line had been left out, the information would have sounded like an assertion of accuracy. The reader is made aware that the numbers mentioned are those that are documented and not the real representation by the use of the word “documented.”
3. Inoffensive Use of Language
Even when we have opposing opinions, we must never come out as being against the reader. What use is a written text if no one reads it? By employing direct, dogmatic, and opinionated language that can offend the reader, we risk closing the mind to the message and rendering the entire effort pointless.
There is a distinction between being tough and offensive, even when we have a complaint. For instance, it’s already been two days and my shipment hasn’t arrived as promised, despite being delivered well in advance. Although I am waiting, the seller has not even communicated. We now understand that they were wrong and careless enough to delay communication, but since they are a dependable vendor, I don’t want to go through the hassle of looking for another one at this time. What I should write to him is as follows:
Concerning our consignment number 123, we feel inclined to write to you. This shipment was scheduled for delivery on October 12, 2022, but hasn’t arrived yet. Would you kindly inform us of the bottleneck there? We have done business with you successfully so far, so we would appreciate your candour in this situation. If there is any way we can assist you, kindly let us know.
What you did was make the assertions you would have wanted to make anyhow into polite inquiries. The tone is kept kind yet strong, and the message is well received.
4. The Style of Your Writing
The writing style or tone of your written communication is the last and most crucial component. This is how your communication takes on colour. The statement vs denial is what distinguishes comedy from sarcasm.
Although the tone of communication is more obvious when spoken, there are still some elements in written communication that influence the tone. For instance, we practise “formal writing” when we write in a dignified and polite manner.
Sometimes we wish to use the “casual writing” style to be less formal, more individualised, and nearer to the reader. The tone is established based on your audience and the type of message you are attempting to portray. This aids the reader in forming an opinion of what to expect from your writing and aids in their comprehension of your ideas.
We will now wrap up our discussion. You can read the directions, but reading lots of examples will help you understand them better. If you read well, you write well, and if you listen well, you speak well, so the saying goes. Enjoy learning English!