Effective Writing PDF

EFFECTIVE
WRITING
Prof. Binod Mishra

Humanities and Social Sciences
IIT Roorkee
INDEX
S. No Topic Page No.
Week 1
1 Introduction to Effective Writing 1
2 Effective Writing as an Art 14
3 Principles of Effective Writing 28
4 Types and Stages of Effective Writing 44
5 Notions of Correctness and Appropriateness, Part I 61
Week 2
6 Notions of Correctness and Appropriateness, Part II 78
7 Essay Writing 99
8 Types of Essays 114
9 Essentials of Academic Writing, Part I 132
10 Essentials of Academic Writing, Part II 150
Week 3
11 Business Writing and its Functions 170
12 Mechanics of Business Writing 188
13 Business Letters and Memos 211
14 Format of Business Letters and Memos 226
15 Types of Business Letter 243
Week 4
16 Sales, Complaint and Adjustment Letters 261
17 Report Writing 278
18 Strategies and Structure of Reports 295
19 Style of Report Writing 316
20 Creative Writing 335
Effective Writing
Prof. Binod Mishra
Department of Humanities and Social Sciences
Indian Institute of Technology, Roorkee
Lecture – 01
Introduction to Effective Writing
Good morning and welcome to NPTEL course on Effective Writing, standing before you
is Binod Mishra a faculty in the Department of Humanities and Social Sciences, IIT
Roorkee. The course designed for you entitled Effective Writing may make you curious
enough as to what effective writing is. The question that many of us come across today
is---- is our writing not effective?
You also might be thinking as to all sorts of writing that you did in your schools and
colleges where they are not effective. My dear friends, this is actually not the case, the
course has been designed in a way that actually exposes you to different situations where
you have to write differently as well as effectively in order to carve a niche for yourself.
Now, you might also be thinking as to what this course offers. This course actually takes
into consideration various nuances of writing effectively in numerous ways; so, that your
writing can cater to the need. My dear friends, whenever you come across writing--- any
piece of writing that you interface, you often start thinking as to how the writer might
have written it so effectively.
Imagine, one day while passing by a bus stand or waiting for your desired train, bus or
any vehicle, suddenly your eyes fall upon the pile of books on a bookstall. And, you start
thinking if you could get a book and you go there and take a book also, you start reading
the first page, of course, it interests you a lot. Now, the question is, does the cover of the
book interest you or is it the first page of the book interests you, or is it the subject that
interests you?
There are numerous questions when you gloss over a few pages you think that this is the
book that can actually make you or involve you into a sort of reading. Now, how could it
be an effective book? It is an effective book because it is written effectively. Now, you
might all be thinking, do you not write effectively, you have already done a lot of writing
in your schools and colleges.
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But, then as you grow in life, you come across different situations not only in your
personal lives but in the professional lives as well where you need to write in order to
satisfy your audience, in order to satisfy your crowd, in order to satisfy your readers,
your recipients. Now, another question that you might be thinking--- is there magic, or is
there a mantra that can make your writing effective.
The course will introduce you to different nuances, of course, not to a variety of subjects,
but to one thing that can be common in making a subject interesting or a subject
effective; it is actually the writer that can make a book, a writing effective. Now, do you
all want to be writers? Not at all, all of us have a career before us, all of us are struggling
to get a sort of vocation. Writing, of course, is a vocation, but not all of us want to
become writers. We actually want to succeed in whatever job, whatever workplaces we
are in.
Now how to do that? All sorts of writing that you come across, my dear friend! whether
it is driving a car, cooking, whether it is riding a bicycle, whether it is knowing about
some formula, whether it is knowing about a difficult subject; all these information are in
the repository of written information. Of course, this written information comprises
books, journals, periodicals and many more. You might all realize that books serve as a
storehouse of knowledge.
There are a variety of subjects, and all these subjects cannot have only one style of
writing. The other day when you get bored what do you do, you actually want to relax
yourself, and then you want to read a book that can have some lighter moments. Say, for
example, somebody wants to read a novel, somebody wants to read a book of poetry.
But, then on other occasions when you want to get some more knowledge when you
want to get the knowledge that can actually help you prosper in your life, you turn your
attention towards different subjects.
Books not only dispel the darkness, if somebody makes books their friends but they can
also find life to be as interesting as anything. Books also lessen our boredom, books
actually create in us the desire to imitate established writers. Imagine, most of you
youngsters for whom this course is designed and also for professionals who are writing
in one way than other, they might always find when they come across a good book, they
always want to imitate or copy established writers.
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My dear friends, one does not become a writer in a single day. Sometimes while you are
reading the plays of Shakespeare or you are reading the novels of Emily Dickinson or
reading the poems of John Keats, or you are reading some theorems of some scientists,
or you are reading certain given formulas by some eminent personalities in their own
area; you actually identify yourself, and you start having a sort of fondness that if you
could also write like them. Do you think that they became writers, they became
established just in one day?
No, my dear friends. Now another question that you also might be thinking is--- Is
reading helpful in order to make somebody a writer? Should we do a lot of reading? Of
course, no, one can be a good writer unless and until one reads a lots of books, but then
one also has to decide how to read a book, which books are to be read, why to be read
and in what way you can imitate them, what can books do to you.
In this regard, I am reminded of a famous English essayist named Francis Bacon, who
has given very sound advice in one of his famous essays entitled “Of Studies” where he
says “Some books are to be tasted, others to be swallowed and some few to be chewed
and digested.” My dear friends, Francis Bacon, a person who not only was a writer but a
philosopher, knew the art of writing and how to write precisely and how to write plainly
one can really learn from him.
(Refer Slide Time: 08:51)
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Look at the words that he says: some books are only to be tasted you cannot devote a lot
of time reading all the books. There are some books which you read to pass your time,
and there are other books which are to be swallowed, say for example, when you are
reading some books from the science when you are reading some books which actually
are a repository of information which can lead you towards a very coveted career for
yourself.
You find that those books, the formulas, the reactions, the chemical equations and many
more; they have to be swallowed and there are some few to be chewed and digested.
Especially, when you are reading a book of literature, when you are reading a book of
philosophy, when you are reading a book, say for example, of thermodynamics and all,
you will find that unless and until you have chewed them entirely and digested them, it is
no use reading that book.
Some books are to be read, and only in parts, when you as a growing person; growing in
whatever field you are, you find it whether you are writing a piece of paper or an article
for a journal or some essay, you will find you also require some sorts of references and
for that, you consult some books. Of course, they are to be referred, but then there are
some books which can be read, only in parts.
There are others to be read, but not curiously; I mean books which you simply read to
pass your time. You read them no doubt, but you do not read them as curiously as you
read a book of your own subject. And, some few to be read wholly and with diligence
and attention. For example, if you are woring in a field where an expertise knowledge is
required naturally, you start searching for those books which you have to read wholly
and also with the diligence and kind attention my dear friends.
Thus, for all sorts of writing and because I say the course is entitled Effective Writing;
in order to write effectively in whatever area you are, you actually have to come across
the repository of written information. Now, what is happening today, and what is
actually the need of this course called Effective Writing? As I posed the question, in the
beginning, do we not write effectively?.
No, my dear friends, we write, of course, but then there is actually a little bit of writing
you will find that in a global age of today, in a digital age of today; when you have
plenty of resources at your disposal, you actually do not get much time to read. You do
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not also get much time to think and that is what results in too less of writing, scant
writing. So, what happens is, there is a lot of distractions, most of the time the youngsters
are found busy with their laptops, with their mobile phones, with their walkie talkie and
many more.
And, all that results in creating a sort of aversion towards writing, I do at times
remember when I give an assignment to some of my students; I can see, I can read the
reactions on their face. They are actually too much averse to writing. Now, the question
is simply you want to be a writer? You want to follow an established writer, but then
how can it be possible, my dear friends, unless and until you are interested, unless and
until you have an interest in writing.
You actually as I quote a line from a very eminent poet who says “You are, but willing to
wound but afraid to strike.” You actually want to become a reader, you actually want to
become a writer, but then you are afraid to start. And, then you are simply thinking, you
are dreaming to be a writer; how can a man become a writer or write efficiently unless
and until he has the patience to read, he has the patience to write? Some day or the other
you have to start in order to write.
Many of us, who think that they too could write, they do not come out of their shyness,
come out of their hesitation and do not write. And, that is why they are not able to write
effectively when the situation demands such a thing from them. You and those many of
you nowadays you will find that youngsters are very much influenced by one of the
famous writers of today J K Rowling.
J K Rowling’s Harry Potter is playing on the minds of the youngsters, but then they
simply praise a lot and when they try to imitate, what they want is they actually are
hankering after instant praise and acceptability. My dear friends, acceptability cannot
come just in one day, it actually requires days, months, years and all the established
writers that you come across or you read, and you get enlightened are those who have
burned a lot of midnight oils and who have spent reading throughout the nights and
writing.
So, writing, my dear friend, is not a one day affair whether we talk about writing or any
other form of communication because all of you know that writing is one of the most
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complex areas of communication skills. So, it is better, and it is rather pertinent and in
the fitness of things if we can understand what actually is a communication process.
Because, writing being one of the prime ingredients of communication skills, unless and
until you know how the communication process takes place, it will become very difficult
to start your journey towards writing. Of course, I do not want all of you to become
writers because if all of you become writers, who will become the readers, my dear
friend.
So, let us have a look at Shannon’s model of communication. Because when we write we
actually have a desire to be understood. We actually have a sort of oneness that our
writing gets across. How can our writing get across? How can our message be heard, be
listened? My dear friend, when you want to write something, you actually are a sender,
you are going to create a sort of message. So, if we go to the communication process, the
first thing in the communication process is that as a writer you are a sender, you want to
send a message.
Now, how should the sender send the message? The sender will first think about to
whom he is going to send the message, who will be the recipient of the message, who
will be the recipient of the content. Who will be the recipient of the idea, who will be the
recipient of the information that you want to pass on? And, once you know about your
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recipient or your reader or say for that matter your audience, you actually start thinking
how the message or the content has to be framed.
So, when you start thinking about the framing of the message, naturally the language
comes into the picture. So, when you talk about writing, it is not simply about the sender,
but also developing the content. And, the development of the content or the formulation
or the ideation of the message takes place once you know the background of your
recipient or reader. And, once you know your readers' background or your recipients'
background then you decide what should be the channel.
Of course, in spoken communication you have a variety of channels, in written also you
have a variety of channels or the medium that I should say. You may want to write a
letter; you may want to send an email, you may also want to send a message, you may
want to write an essay. In all these situations you have the desired audience before you.
Now, when you have created the message or formulated the message you will find that
your message has to get across. And how can your message get across? You decide the
medium and when you decide the medium and send it, you are actually waiting for the
response and the observation of the response is the feedback. Imagine, in olden days
when we used to send our letters, we used to wait for days or sometimes for weeks to get
the response.
Nowadays, it has become quite possible, thanks to technology because nowadays we

have the facility that when you write an email, you will find that the response will come
either in an hour or in a day or whatsoever. Depending upon the facility, the ease of the
reader, ease of the recipient and also the background of the recipient. So, but it so
happens that when you write as a sender when you actually frame the message as a
sender, you have the desired meaning within you.
In order that the desired meaning is received well by the audience, you actually have to
think about how you are framing the message. What sort of words you are going to
choose, what sort of sentence length because all that it matters in written communication
is the language part. Language plays a very vital role in communication, my dear friends.
So, when you are acquainted with the communication process perhaps your task of
writing efficiently will become clearer.
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Now, the question is: Is it time to know the differences between the written and the oral
communication? Of course, all of us, I mean as human beings, we have the facility you
know the facility of speaking. We actually have a natural ability to speak. Everyone--
majority of us have the ability to speak. Of course, in speaking also there are some
people who are more effective, but most of us can express; so, we have the facility. So, it
is time we understood the key differences between oral and written communication.
Now, oral communication or the spoken form of communication as you all know, is one
such communication in which the sender transmits the information or the content of the
receiver through verbally speaking. You speak, of course, the quality of speaking matters
somebody may speak in a low voice, somebody may speak at a rational pace, but
somebody may speak very fast.
Of course, whether it is written or oral communication, there are several impediments

which can harm the communication process. But, in written communication you will
find, it is actually a mode of communication where you use a printed text or written
material in order to exchange the information. And, both the sender and the receiver
when we are talking about the written communication, they actually have to be literate.
So, spoken communication has a facility that even if a person is not that literate or
qualified enough, he can understand the words unless and until you are using difficult
words. So is the problem even when you are addressing a literate person in written
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communication and imagine if you use a word which is very difficult. What will happen?
Will the recipient be able to understand or interpret the message? Not at all, my dear
friends.
So, but then there is your facility and why I say facility because when you are writing
something when you are going for written communication; this written communication
in the times to come will become a sort of record. There is no flexibility. Because, as I
have been saying a writer writes in absence, in absence means a writer is present even in
his absence. When you read a book, imagine you are reading a book.
So, what you think is you are reading no doubt, but do you see the writer? No, the writer
is somewhere else and if you come across something which is difficult, you cannot seek
an explanation from the writer. Am I right? Yes, because there is no scope of flexibility
in written communication, that is why written communication is more arduous, it is more
difficult, it is more challenging.
And, I want all of you, I want all my readers, listeners that they should be able to-- after
doing this course, they should be able to write effectively. So, that their recipients, their
readers or their receivers may not feel any difficulty in order to analyze a message.
As regards fastness, oral communication is of course, faster know, face to face

communication is always, written communication is delayed. But, as I said thanks to
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digital technology, written communication has also become faster, my dear friends. But,
remember one impediment that the written communication has is that once you write a
word, the word once written you have the facility you can edit.
But, in speaking, what happens? You cannot edit that, nowadays there are several
facilities, but then when you say something to somebody, you have already conveyed
your message and the words that you have used. But, when you write something you
have actually the facility of editing; you can delete, you can substitute, you can edit, you
can change the language.
You can change the tone that is why written communication is more difficult, more
challenging, that is why written communication allows you and I always say speaking is
a spontaneous process, but writing is a deliberate process. When you write you decide to
write, is not it and when you decide to write you actually start writing with a purpose;
you have a purpose. Why are you writing, is not it? So, when you think why are you
writing and to whom are you writing, naturally, you will have control over words.
You will have a sort of consideration, keeping into consideration the readers or the
recipients or the listeners or the audience's background. But, in oral communication, even
though we get instant feedback; there is no such chance that you can revise what you
have already said. So, in oral communication instant feedback is received from the
recipient which is not possible.
You know every process whether it is written or oral, it has got its advantage and
disadvantage as well. But, since as I said earlier that when we write because writing is a
deliberate process, my dear friend. And, this course that has been designed with a hope
that as individuals who are actually trying to create a niche, carve a niche who are
actually trying to make a career they actually have to be exposed to different sorts of
writing.
Now, in the workplace do you think the way you speak and the way you write are the
same things? No, they are different because when you speak, you speak also informally
isn’t it, but when you write at the workplace you have to write formally. It would be
better if we can understand what are the aims of writing; so, that we can be extra
cautious when it comes to the task of writing. Because, unless and until we have a
purpose set in our mind we cannot write meaningfully, we cannot write effectively.
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Effective writing is one where the receiver, where the person, on the other hand, does not
have any problem in understanding or analyzing the content or the message. So, there
can be various aims of writing at the workplace depending upon the situations,
circumstances, organizations that you are working in. You will find we can categorize
these aims of writing as it can be at times written to describe.
Imagine you have got a role in an organization where at times you have to describe
something, describing an object, describing an instrument. You suppose you are an
engineer and then an engineer has to do a lot of tasks. You are an entrepreneur again you
have a lot of tasks before you, you are actually a teacher you again have several ways
that you can write and you can instruct; again at times you have to send some guidelines.
So, the aims of writing are to describe, to explain; something went wrong and you are an
expert in that field. So, what would you do? You will actually explain how it went
wrong, how it can be corrected. How you can find a solution to it and then on many
occasions you will find that you have to instruct. Suppose you are a manager and you
have got a sort of responsibility as to get a target fulfilled in such and such within such
and such period.
So, what will you do? You will instruct and there are many people, all these people have
different roles, all these people have different responsibilities; you actually need to
instruct them. Unless and until the instructions are clear, my dear friend, they cannot do
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well, you remember when you go to appear at the examination on the question paper
itself is written instructions know. Why instructions? Instructions as how to respond to
these questions likewise in organizations in several institutions you also at times have to
send them certain instructions.
And, in order to fulfil the desired aim, you have to send them instructions and written
instructions. Sometimes you have to specify, I mean there are tasks, numerous tasks
before you. You, as the manager, you as the CEO, you as the main person at a lofty
position, have to specify certain norms. And, there are also times when you have to
evaluate and there are chances of evaluation. Evaluation of a certain task which has been
done by a group, by an individual, by a team.
Now, when you evaluate what do you do? Do you not write? You write, you actually
write and you want to tell people that this process that you have given, this report that
you have submitted, this recommendation that you have given does not appear. Now,
how to write that? Actually, when you are evaluating you actually are listening also and
sometimes or the other you have a task to persuade.
Suppose, you want to launch a new product in the market, your company wants to launch
a new product in the market. And, they have actually given you the task of writing a
sales letter or writing a brochure or creating a say a sort of guidelines. So, what do you
do? You actually start writing in such a manner that you can persuade, you know all
individuals can be persuaded, persuade ability is an art.
But, there are also occasions because as I said that if you are a working professional or
you are going to work in organizations, you have got different assignments and for
different assignments, you have to write differently. To concede and apologize
sometimes something went wrong, because of somebody’s lapse, because of your lapse
because of some misunderstanding.
So, again you are going to write in such a manner that not only are you going to
apologize, but you are also going to concede. Sometimes you do not agree with
somebody’s statement, you do not agree with somebody’s proposal. In that case, you
also have to protest, but my dear friends whatever you want to say, it has actually to be
clothed in language. Actually the use of language is a very challenging task.
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Thus, in the first lecture, we have talked about the aims of writing prior to understanding
what writing is and how many of us want to be writers, but we do not start. I hope the
first lecture has created in you a desire to write. Since time is at our disposal and we have
many more lectures to deliver, I think we will have to stop here. And, then in the second
lecture, we shall be talking about how writing is an art and how we can make it effective
to our own advantage and to everyone’s delight and not to anyone’s sorrow.
Thank you very much.
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Effective Writing
Prof. Binod Mishra
Lecture – 02
Effective Writing as an Art
Good morning and welcome to NPTEL course on Effective Writing. Today we are going
to have the second lecture, and the second lecture comprises how effective writing is an
art, how it can be developed, how there are different nuances involved in it. As you all
remember in the first lecture, we talked about what effective writing was, but in the
second lecture we will throw more light on how we can develop effective writing not
only as an art but also as a skill.
I hope the second lecture will be detailed and we will sharpen your desire of writing and
writing not only for yourself but for others which you are going to apply in the days to
come. So, how to protest without ever being too much reactionary, sometimes you also
have to reject somebody's proposal, somebody's application, technical description has to
be rejected, and you can find the fault. So, basically what I am actually aiming at is---
how to get exposed at different forms of writing and all these actually require sometimes
you have to convince, respond, familiarize, sometimes you have to agree to disagree and
disagree to agree. So, how is that possible? That is possible the way you reason with
your words that is possible by the way you describe that it is possible by the way you
explain by the way you instruct and by the way finally, you want to meet your aim or
your own game or your own purpose.
So, that is why I say writing is an art. I have already mentioned earlier that writing has to
be deliberate. So, when we write we actually have to understand that we are writing with
a purpose, and how can we succeed as a writer. As a writer not in the true sense of the
term writer, but as a writer of different documents.
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Success in writing my dear friends, can be reflected through the effectiveness. Now
effectiveness, how to be effective sometimes you will find many people write too much
and then less is meant, many people write less and more is meant.
How did this happen, this actually happens because such people have mastered the art of
language and mastered the art of writing. As all of us require jobs, all of us actually are
towards the destination, towards the goal, towards the career we have to enhance and
sharpen our writing abilities. Once again I am reminded of what Francis Bacon, the
English essayist said. He said it long back, but still after so, many you know after
centuries we still find his writings still relevant. What he said is writing is an art which
has to be developed and he says in the same essay Of Studies, he says "reading maketh a
full man; conference a ready man, and writing an exact man." My dear friends when he
says writing can make an exact man, what actually he means is, now how can we get this
sort of exactitude, my dear friends. This sort of exactitude can be received only when
you actually write plainly, only when you write scientifically only when you have a sort
of precision in words, only when you know for whom you are going to write.
So, Francis Bacon said later that people who write less need a good memory. Now what
he actually meant was, when you write something you actually remember that, when you
write something it is imprinted on our mind that is why a lot of writing has to be done as
a form of practice. Now sometimes you feel as I said earlier that too much of writing
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when you create a sort of jungle of words, when you make you write in world wars
naturally the real sense of writing is lost, my dear friend.
So, you should aim at writing an exact way. Writing and actually following a sort of
style that can actually make others understand. Is there any need of writing when our
readers or when our receivers are not in a position to understand? Not at all, my dear
friends. So, what you should do is you should actually try to write in a manner, and
modern-day workplaces where people have got lots of assignments and deadlines in
mind and they have actually created certain limits as to how much to be written when to
be written and why to be written you actually have to think off, how can we write
efficiently in lesser amount of time.
I can also cite an example given by Charles Dickens. All of us actually want to write, as
a young busy and progressing individual whatever profession you are in. Sometimes you
want to write, imagine, having an imaginative idea most of the researchers what they do
is they actually write and they also want to see their writing in print.
It is difficult, of course, when you see your first manuscript in print when you see your
first writing in print, of course, it is challenging. And you know a famous writer named
Charles Dickens, is a Victorian age writer you might remember one of his very famous
works A Tale of Two Cities.
So, when he got his first manuscript published or accepted, he was extremely delighted
and said, "I walked down the Westminster street hall and turned into it. I went down the
Westminster street hall and turned into it for half an hour because my eyes were so,
dimmed with joy and pride that they could not bear the street." I mean such a sort of joy
can be there when we actually see our writing in print.
Can you not have such a joyous moment? You too can have such a joyous moment when
you realize the importance of writing, when you understand the nuances of writing, when
you have been practising a lot of writing, because effective writing which is actually the
focus of this course effective writing develops in us so, many skills. Not only the skill of
writing but an effective writer can plan beautifully, he can actually develop his reading
habits, he can also understand if he is an effective writer, and if he is writing every now
and then he can also have a good mastery over summarizing, he can summarize things,
he can also develop critical thinking and abstract reasoning.
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No writer is a good writer unless and until he has developed a sort of reasoning that
shows that there is a sequence in your thoughts because writing is thinking my dear
friends, writing allows you to think clearly unless and until a man can think clearly he
cannot write clearly. Because ultimately writing first develops in our mind and then it
comes to the paper. So, effective writing is integral to learning and understanding of new
subject matter, though every discipline will have its own specification and limitations.
Say, for example, if I am an avid lover of poetry naturally I would look for images,
metaphors, exaggerations, I mean so, many things. I would actually be fancying of
pictures scenery of beautiful rivers and lakes. But when somebody is from the area of
physics or chemistry our metallurgy or whatsoever they will be thinking about. So, many
things and when they write their writing will involve experiments, graphs, charts
reactions, and many more unless and then, but even then they actually require a sort of
reasoning that actually requires a sort of proper sequencing. So, this sequencing can be
there only when you develop the art of effective writing which is used to demonstrate the
outcomes of learning.
When a writer writes, when you write what you actually show or discoveries how you
have been able to understand the outcome of your learning though, whether you are
writing an essay or a report or a short report or you are writing a proposal or even many
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youngsters when they are writing examination papers and they are responding to
questions.
But in today's world, good writers are needed because good writers can enhance the
prospect of an organization. And they can write in a businesslike manner, what is
actually needed today is to write in a businesslike manner. So, that your writing sells,
what actually ultimately matters are in an organization where a sale is the most important
thing, they actually look for writers who can create advertisements, who can write letters,
who can develop proposals that can sell.
Nowadays, even in the areas of science and technology and researches, you will find
unless and until your proposal has a proper sequencing, has a proper innovation, as a
proper discovery, showing or following proper methodologies and coming to a right
conclusion, they only are welcome my dear friends. So, effective writing utilizes one's
intelligence, education and also critical thinking skills.
Workplace writings involve a variety of things because at workplaces you have to write
for various occasions and it is only your effective writing that can make or mar your
career.
Of course, you are judged by your scientific or technical knowledge or the subject
knowledge, but nowadays at the workplace even your style of writing matters. A man
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who is today at a very lofty position, if you analyze, you will find he is there not only
because of his subject matter but also because of his speaking and writing skills. Because
writing reflects one's planning and writing reflects one’s thinking. Writing involves
clarity, conciseness, cordiality, he actually ensures that his writing will cater to the
requirements of the organization and also to the audience, my dear friends.
Now, what actually are the advantages of effective writing? Suppose somebody is a
teacher, if I am a teacher and I do not know how to write effectively, naturally I will not
be able to teach effectively. Because in my teaching abilities lies my reasoning abilities
and I at times, have to teach a student, I have to teach a class which has the different
orientation, at times I have to teach a class, which once again has got different
orientations and for that when I prepare my lectures, I keep my audience into mind, I
keep my audience into consideration and then I prepare my notes.
So, all of you whatever profession you are in, you will find that your writing ability
based on your thinking ability, will convince people that you have learnt well, you have
actually struggled well to communicate effectively for a variety of situations. And then a
good writer always has creative writing skills within. He is going to present something
in such a creative manner that all the people, all the recipients they feel like listening to
him like reading his works like having a look at his works.
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Everyone is exposed nowadays in workplace to the need-based writing, you do not have
to write all the time in one way.At times you have to write differently because there are
certain documents which act, and moreover, you also have to think, you also have to take
into consideration for what you are writing, what is actually the objective of your
writing.
If you are writing scientifically if you are showing a document which has been ready
scientifically, you bring a lot of admiration my dear friend, and for all that suitable use of
language is very important. That is why time and again I have been saying that if people
who do two lists of writing they cannot have a good memory. So, if you are writing most
of the time, if you are writing more you will develop a good memory, my dear friends.
Now, are there some technicalities involved in effective writing? Because time and
again I have been calling effective is the poem not effective, is an essay not effective, is a
report not effective, but what actually are the technicalities. Effective writing actually
reflects our logical thinking as I said earlier, your writing is the result of your clear
thinking unless or until you think clearly you cannot write effectively.
Moreover, one of the technicalities of effective writing is-- that it has to be less verbose,
it should not be too wordy. You know if your writing is too wordy people often will get
confused nobody wants to get a content or a message or a piece of writing which actually
is too much time taking yet they give to less. Unless and until the writing is audience-
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centered as I have already said, you have to think about for whom you are writing
because everyone's backgrounds will be different.
Even two people working in the same organization, two friends working in the same
institution may not be having the same background. It is actually the background, the
age experience an exposure all that result into making your writing and making your
communication effective. And effective writing also ensures clarity and consistency. I
mean, consistency of thought you read a book and you actually want to finish it why the
book has got the capacity to involve you, it has been written in such a meticulous manner
that throughout you feel involved.
The moment you come to the end of the book you feel oh! it was worth reading it was
worth purchasing it was worth buying. So, effective writing allows a smooth flow of
reading. and you might at times have experienced that when you read a book and you
come across some very difficult words, some sesquepedalian, very lengthy sentence
structures you find that it is actually blocking your thought and you put the book aside
and you stop reading. So, what was the reason was that the writer failed as writing
effectively.
So, in order to ensure effective writing, it also has to see that it does not block the readers
thought processes or readers reading. As I have been saying that language plays a very
vital role in making you write effectively, isn’t it? So, sometimes when you do not think
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about your audience's background what do you do, you actually write very
unscrupulously, meaning thereby you have less consideration for your readers and
unscrupulous use of language can mar the effectiveness in a written form of
communication.
Because everyone does not sit with a thesaurus or annexure time in again so, that when
he is reading the piece of literature or a piece of scientific writing, he should time in
again consult a dictionary. So, what he will do who will throw the book aside, keep the
book aside. So, if the words are not used in a proper order my dear friend the meaning
most often gets obscured. you as a writer do not want the meaning to be obscured, do
you? Not at all.
So, we can take an example from a book by Turk and Kirkman where he says, that
“When it comes to writing most of us are under the impression that mere scribbling of
the words or a stringing some words together can make a meaningful sentence”, not like
that, you can have a look at this “for sale typewriter by secretary with white carriage.”
Now all these are words and these words have got meanings also my dear friends, as you
know all words are meaning.
But then what is the problem with this expression is that it has not been into a proper
sequence and that is why meaning is not proper. Words have a different range, a great
range of meanings, they attribute meanings words may have a denotative value and a
connotative value my dear friends. So, when you are using a particular word, are you
aware of how it will affect the mind of your readers.
So, you have to see how it affects your readers because words are tricky, but you have to
be a trickier person in order to derive meaning not only for your readers but to satisfy
yourself that as a communicator you have been able to convey your meaning properly.
Even also I have a look at the other sentence where the proper structure has not been
made. So, what I mean to say is that not only the words but the composition of the
words, the structuring of the words, the layout of the words, the meaning that you are
trying to implant into those words, they actually will lead to making your writing
effective.
So, when you are writing without having a consideration for your readers writing will not
be effective by dear friends. So, what are the things that can be done in order to make our
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language effectively or in order to write effectively? First is that when you know for
whom you are writing you must understand that it is always better to use. Make use of
language very directly, sometimes there are many people who think that if they write big
words, if they use big words people will have a better impression of themselves.
No, my dear friends, when my message does not get across because I have clothed it in a
very circumlocution word I am perhaps spoiling that word. And people most often are
after easy to understand language so, you also have to see that you have used a language
that is easy to understand and how is that possible, keep yourself in the position of the
reader and think as a normal ordinary reader can you understand it.
So, if you have done this, then perhaps you are successful, and then comes the choice of
words. As I said words have got a range of meaning one word may have got different
meanings. Now, you have to decide which word will be suitable in which situation
because, unless and until a word is used in a proper context, the meaning cannot be
found rather the purpose of writing is defeated.
So, we will have a complete lecture on how we can make a proper use or a proper choice
of words in a particular document, and then what is actually another suggestion is one
must use words as per the needs. You will sometimes come across paragraphs which are
very long, and when you are writing such a paragraph do not you think that the readers
will develop a sort of difficulty when they are reading they will not be able to have a sort
of eye relief. Actually, most of us have to make adequate use of words to achieve our
purpose, use words only as much as possible, but do not sacrifice the meaning when you
are trying to be precise.
As Bacon says, you have to be exact so, when he says exact, what actually he means is
making use of plain language so that everybody can understand. On another occasions
you might also give a thought to that how can you guide yourself against certain
roadblocks. What are these roadblocks, they are the dangers which are ahead, and these
roadblocks actually appear as a sort of difficulty in the way of reading. Difficult and
pompous words, I am giving a lecture here and I say that I am a teacher, but suppose I
use a word like I am a pedagogue.
So, what will happen though many of you will understand, but there are also many who
will not understand the meaning of pedagogue? So, if I write it, as a pedagogue, it is my
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responsibility to implant meanings in my sesquepedalian talks will you ever understand
my dear friend not many of you. So, what is actually the need of the ours is that do not
go afterword which actually sound too much but then mean too less.
Also try to avoid the use of roundabout expressions. These roundabout expressions are
you know in literature, of course, make an abundant use of roundabout expressions, but
then this is not possible when you are writing something a specifically for the purposes
of organization you actually have to be rational, you have to be scientific my dear
friends, and also avoid lengthy and convoluted constructions.
Because these lengthy constructions sometimes confuse the readers are not able to
understand where the verb is where the adjective is and sometimes, many people actually
load their sentences with lots of unnecessary adjectives this habit also has to be dropped,
otherwise it will become difficult, it will actually pose difficulty to readers. So, you have
to guard yourself against roadblocks.
There are certain ways to develop effective writing skills. What are these ways what are
these ways to develop effective writing skills. What are these ways? First is read as
much as you can, read everything in anything that comes to you, but depending upon
how much time you have at your disposal. When you read something specifically with
the purpose research when you read something to try to analyze, do not take a stand in
the beginning.
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What happens people sometimes develop a stand, develop a sort of attitude, develop a
sort of bias just in the beginning and that is why they are not able to complete their
reading or that is why as writers also we are not able to write effectively. The main aim
of writing is to express, so think in that manner express and do not impress. When you
want to impress naturally you will have a fancy for difficult words, you will have a fancy
for writing difficult sentences long sentences, and always keep your readers in mind and
state your experience. for that matter what I should do? I should think of myself as a
reader, as a recipient and then make use of a particular word that had I been in the
position of the recipient could I understand the use of such words.
And then, practice my different because it is the only practice that can help you as I said
in the beginning, and I am going to repeat my dear friend,that is the only practice that
can make you a perfect writer it is practice alone that can make you an effective writer.
Here it would not be out of fashion it would not be say against the fitness of things.
If we mention here some keywords of a famous poet Sylvia Plath who actually tells us
about the secret of effective writing, and what she says is, “and by the way, everything in
life is writable.” What I mean to say here is all of us have within us a writer within. So, if
you have the outgoing guts to do it many people who feel who hesitate that they cannot
write they actually do not have the guts to do it. And the imagination, of course, this
imagination you cannot use when you are writing factually.
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But this imagination is also needed when you are writing and you do not have your
audience before you. So, there what you can do you can just imagine, for example, here I
do not see you my dear friends but I imagine that all of you are there in the classroom
and I am delivering my lecture. So, I keep into consideration all the young minds and
also the professionals who are listening to this lecture of mine.
So, imagination to improvise, but always think that you can always improvise, you can
always correct. The worst enemy to creativity is self-doubt. Many of us do have a sort of
apprehension a sort of doubt that you cannot write my difference we cannot write, but
that is not true everyone can write, everyone should have the guts to write because
writing, actually, is a practice that has to be developed.
What we can do especially those who are the beginners for them my sound advice is to
do a bit of writing every day. Many people suggest that to start with the diary writing,
but diary writing always becomes very personal you actually go for several sorts of
writing write a page every day and you will find that day by day you are developing.
Unless and until you begin you cannot do well because there goes the saying “well begun
is always half done.”
Effectiveness, my dear friends, in writing cannot come in a day it can actually take
months and it can also take years. Before I close let me put a proposition which J. S.
Mill, one of the famous philosophers and celebrities of England said once.
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“If you cultivate a piece of land more and more, more and more and better and better
there comes a time when it is not worthwhile to cultivate it better still.” What is the
meaning? What is the implication here? That as growing writers, as growing individuals,
as growing professionals, we need to develop at least for writing, we need to practice
every now and then better and better and there are several ways you can do that.
I cannot tell you all the ways, but then you also as curious people, you also as civilized
citizens of this new age, can find several ways in which you can enhance your writing
capabilities. My dear friends, as somebody said, writing actually makes you a perfect
man. In order to be a perfect man, it is always better to write, it is always better to think
of how you can write effectively.
Because effectiveness in writing can result only through practice, only through reading,
and only through struggling, but then not simply by sitting at a place and not deciding
that you always hesitate and you would not be able to write like these celebrities because
writing is a skill, writing is deliberate, writing can be enhanced, writing can be
developed. And you as a prosperous individual in a new age of today you will come
across many resources from where you can get some inspiration as how you can write
effectively.
So, in the first lecture, my main essence and my main advice to you all is please keep on
practising, will have many sessions where we will try to or where both you and I we will
try to build a sort of rapport as to how we can write to be realized to be responded till
then keep thinking, till then keep writing, till then keep imagining and till then keep
thinking, not only that all those writers who have been precious, who have been
celebrities who have been famous, they did not become famous in one day, but they also
took years. You can also take years and you can also grow.
Thank you very much, wish you all a good day.
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Effective Writing
Prof. Binod Mishra
Lecture – 03
Principles of Effective Writing
Good morning and welcome back to online lectures on Effective Writing. You are
listening to these lectures by Binod Mishra and hope you are enjoying these lectures.
Friends, as you remember in the previous lectures, we talked about effective writing,
what effective writing is, what are the parameters, what actually can make you an
effective writer, but then that was rather introductory.
And today we are going to talk about the various principles of Effective Writing. As I
said the other day that all of us are writers; whatever way we write, we are right, we are
writers rather. All of us actually want to write and within all of us, there is a writer.
Maybe at times our roles as writer change and this change depends upon the
circumstances.
Since we are talking about effective writing, we are also going to discuss what actually
are the underlying principles that can make all of us effective writers. But before we do
that, let us find out what sort of writer we are. Because in today's world all of us are
writing, whether you are writing with a pen or you are writing on your laptop, on a
personal com or whatever way or you are writing at your workplace or sometimes you
are writing (Refer Time: 02:21), sometimes you write because you want to perform a
task, sometimes, because if you are going to join a workplace today, you will find that
your writing will have to be need-based.
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You also remember that in the previous lecture we also talked about the various aims of
writer. Now, having understood the aims, is it not important to know what sort of writing
we are going to make and what sort of writers are there and how we can change
ourselves from an everyday writer to a writer that counts, to a writer whose excellence,
whose brilliance, whose art of writing actually matters. Because as we all have learnt that
writing is a skill, writing is an art and with efforts, we can make ourselves better writers,
but before that, let us try to find out what sort of writers we are.
Now, here are writers at work, when you join an organization, when you join an
institution or you join some other professions, you will find that your responsibilities
include some amount of writing. So, here taking a cue from Anny Janzer’s
book where she writes that all around us there are writers and we can categorize these
writers.
So, first is an inadvertent writer. When you join an organization, you find one day that
your responsibilities also include writing, but then you are not a writer. So, inadvertent
writers are those writers, who actually consider writing to be a byproduct. They are
working hence, they have to write something or the other depending upon the need,
depending upon the exigency my dear friends.
Another category of writers is unproductive writers. Now, who are these unproductive
writers? These writers actually want to write, but then they do not get time to write. Such
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writers actually feel that time will come and they do not get time to write, they might be
thinking that they want to write, but they cannot write, because they are waiting for some
time. The next category of writers is aspirational writers. These writers as we can go by
the term aspiration, they actually aspire to be writers.
They have within themselves the aspiration to become a writer, but actually, they are
waiting for a perfect time. My dear friends, will that perfect time come, will that come at
a distant hour and if we keep on waiting can we become a writer? Then there is one more
category of writers who can be classed into or who can be put into the category of
reluctant writers. As the title goes, as the term goes reluctant writers are those writers
who actually are not in a position or not at all designers of writing.
They do not want to write that is why you will find many people often try to hide at the
workplace so that they may not be given the task of writing something. So, such writers--
they often try to keep themselves hidden, they actually are afraid of visibility, they do not
want to be visible and that is why they are most of the time shrinking, they actually try to
escape.
Another category of writers is frustrated writers. Now, this category of writers is a bit
bitter this category of writers, they struggle a lot to complete the task, they want to write
and not only do they want to write, but they want to complete, they want to make their
writing through and they struggle a lot. Of course, the generation of becoming a writer
has begun in them, but then when this sort of tendency, this sort of desire to write ensues
in them, they actually start writing and a time comes when they become overburdened
writers.
Now, who are these overburdened writers? Such writers, they actually think that they can
write everything and anything. Such writers not only struggle a lot, but they want to take
all sorts of writing. And these writers actually do not get much time to channelize, do not
get much time to revise, do not get much time to beautify their writings. But then since
you want to be a writer as I said the other day all of us want to be writers.
So, in order to be writers, what actually we need is we do not fall into any of these
categories that I have mentioned. Actually, we want to become a writer who counts, a
writer who matters. And in order to become that what you are aspiring for is, you are
aspiring for becoming a writer who is valuable. A writer becomes valuable only when his
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written words not only count but only when his written words actually give him a lot of
importance.
So, a valued writer which we can also call successful writers. Now, these successful
writers cannot become in a day. You might be thinking that since you want to be a writer
you have words and you can write, but then in order to count, in order to reckon yourself
with the category of successful writers, you actually need to create a sort of content that
matters and such a content actually requires a lot of patience, a lot of perseverance, a lot
of efforts, my dear friends.
Now, where are the problems in becoming a writer, what actually are the general myths,
what actually are the general impressions that go and that make a buzz. Among many of
us are we start thinking that writers are special people, I mean people are born with the
special ability, they are actually born with a natural talent that they can write. Now, this
is only a myth, no one can become a writer in a day and no one can write effectively in a
day. If you have a look at as I might have said the other day if you have a look at these
established writers they have burnt midnight oils.
And especially now it is whether you want to become a writer or not I mean a creative
writer or not, but then if you are working somewhere or the other your writing should
matter, because sometimes or the other in your career, in your profession, in your life, in
your day- to- day activity there comes a time when your writing comes into picture and
you are demanded.
So, never ever think that writers are special people, they are not these special people,
they become special by dint of their efforts they become important by didn't of the hard
works that they have put into. Moreover, there is also a sort of impression among people
that if you know more words, if you have got a good vocabulary, if you know how to
write sentences, but then writing sentences means writing effective sentences.
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So, people are under the impression that verbal ability can help us write effectively.
What? You may have the verbal ability, but you may not write effectively, because
many of us start thinking that all writing is alike, what does it mean? All writing is alike
means actually in life as well as in job, in career, in professions, in institutions there are
different categories of writers and you will find the different types of writing, isn't it?
Now, such writings, every writing requires a different sort of understanding, a different
sort of say condition in which a person is writing and conditions keep changing,
situations keep changing. So, all writing is not alike though many people think that all
writing is alike.
And why? Such people think that one size fit style will always work. For example,
suppose you are going to write a letter or you are going to write a report, you are going
to write a letter to your friend and you are going to write a letter to your boss, you are
going to write a poem and you are going to write a drama, you are going to write a
technical proposal and you are also going to draft a CV. Do all these things become
alike? Do all these sorts of writing have the same amount of formalities, have the same
sort of layout, no, my dear friends.
And, again we must say that one size fit style does not work all the time. Every writing
has different limitations has got different expectations, we shall be discussing how those
expectations and how those different limitations, how those different demands have to be
32
performed when you are writing specifically for one or more than one purposes. Many
people also think that they have got ideas and I have always said that ideas have helped
mankind rule the world. You have ideas, but what will you do with your ideas, the ideas
that you have they actually need to be written. In spoken English, they need to be
articulated, but in written English, the ideas have to be written, they have to be
explained, they have to be explained in order to meet the desired demand, the desired
request and that is why I have been saying that efforts matter more.
Now, as I said in the previous class that we want to become writers, but we do not put
efforts. Do you think simply by thinking that you can be a writer you will become a
writer? No, you will have to start sometimes or the other some way or the other and that
is what I call efforts matter more.
Now, here I want to provide you with a beautiful quote which Angela Duckworth in her
famous book Grit gives. This Angela Duckworth says and this is actually a response to
those people who think that writers are special and writers are born with a natural ability.
Now Angela Duckworth says, "the naturalness bias' is a hidden prejudice. Now, look at
the words, the naturalness bias' is a hidden prejudice against those who have achieved
what they have." Now, if you think that simply by nature or having a having the gift of
God you can become a writer, No. So, when you are suffering from a bias which says
that writers are natural, writers are born. No. This naturalness bias is a hidden prejudice
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against those who have achieved what they have, because they worked for it and a
hidden preference for those whom we think arrived at their place, because they are
naturally talented. Okay.
If you have a look at all those great writers, playwrights, novelists and poets they have
written quite a lot. And you might be thinking that they have got this natural talent
maybe they might have got imagination but in order to convert their imagination into a
sort of writing which people go for, which people hanker after, which people love to
read. Actually, all these require not only a natural talent, but they actually require the
efforts. And these efforts, my dear friends these, efforts, you will find these efforts
matter more. How these efforts can matter more?
Simply not only by having a hidden prejudice but then by having a sort of effort and
how this effort? You actually have to put your efforts into becoming a writer. And that is
why we say whom we think arrived at they could not arrive at or they could not get there
coveted desire of writing unless and until they might have put their effort into it. Now,
so, what, what we here have come to conclude is that your efforts will matter more.
Now, you have the ideas even if you are going for creative writing, you might have the
imagination. But then whenever you are writing there are certain things that you must
ask yourself because writing as I said cannot materialize in just one day. And even when
you want to put your efforts what are the different things that you must keep yourself in
34
mind while writing. First is-- Ask yourself why are you writing, what makes you write
this? If most of us start thinking about whether you are in a job or you are in your own
profession where you want to make writing your career, your profession.
So, ask yourself why are you writing, what is actually the purpose, I mean unless and
until you know the purpose of writing you cannot put your efforts, because once you
know the purpose of your writing, you will also come to know. Because this purpose will
tell you, you are actually writing to entertain, as I said the other day about the aims you
are trying to entertain. Naturally when you try to entertain you will start writing
something in a very creative manner. You are trying to inform, so, when you try to
inform that will become very official or when you try to explain, Naturally when you
will explain our orientation will change. So, why are you writing? Asked yourself why
you are writing we actually write for a number of regions. Suppose, as a young boy
aspiring to get a job what he will write? He will, he will write or he will draft he will
create a CV. Now creating a C.V will be different from writing a poem.
Naturally, now, now you see how these two things vary. So, why are you writing? You
are writing to get a job. Now when you are writing to get a job, your first question to
yourself is how should I write, because everyone is writing, everyone is creating a sort of
CV. Now you have to write a CV that sells, a CV that actually can tell about yourself
better can inform the prospective employers about your merits, about your talents, about
your capabilities.
So, there are a number of things and likewise when you are writing something different.
Suppose, you are going to write a short report or a long report or a feasibility report or
whatsoever naturally that also will vary. So, first, you have to ask what are you writing?
So, when you have got the answer to what you are writing, you will come to know about
the layout. And not only about the layout, when you know why you are writing, you will
also know for whom you are writing, isn't it?
Because you know the reason behind writing, but you also have to know for whom you
are writing sometimes you may be writing simply for your boss. Because when you write
in a profession when you write you will have two sorts of readers. And I have been
telling that whenever you start writing first think about your reader or your audience, we
35
will discuss more about how to know our audience. So, when you know your audience
you will not only know your audience and it is very difficult to know your audience.
For that, what we must do? We actually have to think in advance, I mean a sort of
visualization, a sort of anticipation, a sort of pre-knowledge, you cannot have this pre-
knowledge you can simply make a guess and most of the time you will find your guesses
are correct. So, for whom are you writing who are the people for whom you are writing.
When you know who are the people you are writing your orientation will completely
change, because you might be knowing about his background, you may be knowing
about his taste, you might be knowing about his post, you might be knowing about his
position, you also might be knowing about his grasp over language, you also might be
knowing about his subject knowledge, you also might be thinking about how this person
will react, you also might be anticipating as to whether he will react positively,
negatively, neutrally or whatsoever. And finally, you also have to think about what do
you hope to achieve. You have already asked yourself why you are writing.
So, you know the reason. The reason that I am writing or drafting a CV, that is the
reason. Now what I do want to achieve by writing a CV or by drafting a CV, I actually
want to get shortlisted for an interview. So, and I am depending upon and varying upon
your aims, your regions, your purpose of writing, the entire orientation of your writing
will change, because as I have already said, my dear friends, you will also be thinking of
the language that you will prefer.
Since you know the person to whom your writing is directed and also knowing about the
person subject, knowledge, background, age, education, surroundings--- that will
actually make you or enable you to prefer a sort of language that the other person
actually wants. And by that only, when you have thought of all these things as to why
you are writing, for whom you are writing and what do you hope to achieve.
So, when you hope to achieve, you will find actually that will connect to you, that will
connect you not only the reason for which you are writing but finally, the outcome. What
will be the outcome of my writing? So, what will you achieve by writing this? So, when
you have done all this. Now perhaps, half of your task has become easier, my dear
friends. So, as I said, you must know your readers. You know why you are writing now
you will know who your readers are.
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Now, who can be your readers, think? When you are drafting a CV naturally these
employers, these recruiting agencies will be your first reader. But when you are writing a
report who will be the first reader, I should rather call a primary reader and a secondary
reader. Who will become the primary here? The primary reader is the person to whom
you are going to submit your report, the primary reader is actually the recruiting agency
for whom you are submitting at this CV, isn't it? And again sometimes you also might be
preparing or writing your presentation.
So, you will have to think who will be the audience, who will be the receivers. So, and
you must remember, you must rather realize all the first must realize that all readers are
not alike.
You know, this is actually the difference in their age, in their education, in their
background, in their sex, in their tastes, in their habits, in their religious preferences or
many more, they are all different people.
Now, no one can ensure that whatever you write or whatever I write will satisfy my
readers or will make my readers understand. Because ultimately your writing will
become meaningful only when there is a response. Let us go back to the communication
theory which says that once you send a message.
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So, as a writer also you are sending a message and you are waiting for the response. So,
the response can only be favourable if the writing is favourable. So, the writing is verbal
means, you have chosen the right words, you have chosen the right approach that we
shall be discussing in the lectures to follow.
So, all readers are not alike, their preferences are different, their tastes are different. Even
their educational background and experiences are diverse, what actually happens is most
of the time we have certain assumptions, what are these assumptions? These assumptions
are that whatever I know or whatever you know, you as a writer I mean you never think
about what our readers expect, what our audience wants or even if it is actually intended
to benefit the reader, only then the writing can be effective and moreover, our readers
may have cultural biases.
Nowadays, if you are working somewhere or the other. So, there are people of different
cultures, different faiths, different countries, different tastes, different habits and their
educational background is also different. So, many of them may have a sort of culture
which is not similar to ours. Now, when you are writing something that may affect their
culture or you as a writer may have a cultural bias, because many of us are under the
impression that what we think, what we do what happens in our culture happens the
same in other cultures also. So, what we need to do, cultural bias and professional
exposures. Suppose, you have joined a new workplace and then when you go to the
workplace for the first time, you find there are many things which are different and it
takes time for you to get adjusted.
Now, our readers are also like that when you are writing and you do not think about your
readers, what happens is you are thinking in the light of your own experiences in the
light of your own education, but the reader's expectations and the reader's backgrounds
are different. So, cultural biases and professional exposures--- they actually may affect.
And that is why when you are going to write you actually have to know or you actually
have to think about your readers. So, how can you do that?
Now, your reader's response may either be favourable or maybe antagonistic. Your
readers may react differently, they may react indifferently, they may sometimes be
favourable also, but then as a writer, our aim should be that whatever we write or
whatever you write this actually has to ensure that it is conveyed properly. Not only it is
38
conveyed properly, but it actually meets the desired results. And how is that possible
sorry, how is that possible. my dear friends?
Audience's background may either affect or block. Now, how, how does this happen at
times we think that all readers because you are a writer, you are writing something you
either think that they might be knowing it when you are going to explain you are going to
instruct, you are going to provide some pieces of information or sometimes you also start
thinking that maybe they might have come across this thing earlier.
So, if because we say familiarity in communication is a very good thing. When two
people think alike the communication results very favourably, but when the two people I
mean the receiver and the sender they have different backgrounds there may be a
possibility of a deadlock. So, writers--- as writers we have to remain sensitive to the
audience's attitude. What will be the attitude as I said how will they react?
If you use a language, if you go for a style that may actually hurt the sentiments of the
readers, naturally the not be favourable, they will be unfavourable. So, the writer must
know where to emphasize and how, because when you decide why you are writing and
your purpose, because you have already decided what you want to achieve, your purpose
is to benefit, isn't it? Your purpose is to benefit in that condition what you should do?
39
You should actually go for an approach, you should go for an attitude that my readers
have to be benefited. So, if you are going to put some emphasis somewhere, you are
actually to present it in a manner that the readers understand where you are emphasizing.
For example, in business writing it is always said that when you are trying to sell a
product or you are going to launch a new product, you have to tell the reader how this
product has got more advantages. And that is actually the key element that is actually
where you are going to emphasize and how will you emphasize--- by telling about the
qualities. We shall be discussing it in detail in other lectures.
Now you also have to think of your audience in such a manner that it helps you achieve
your communication goals. As I said the goal of your communication is to benefit them
and for that, you not only have to choose the proper layout, the proper structure, but also
the proper language. How? Actually, when you know your reader's background that will
enable you or that will help you in the choice of language and tone. My dear friends, it is
actually language that matters nowadays.
In an age where people do not have time you know, we are all having problems of time.
And so, as a writer, you also have to focus in such a way that in less time you are going
to convey your thoughts in a very organized manner. Now you can have a look at the
example that I have provided here. This example is from a letter and this letter is a
response to a letter to one of the customers. Now look at this and you put yourself in the
position of the receiver and think whether this language is suitable, whether the tone is
suitable or where the writer has failed.
Now, the letter says:
Thanks for the overwhelming response this promotion has generated. We have
unfortunately depleted our stock temporarily. We are, therefore, holding your
request pending stock replenishment.
Now, now look at my dear friends what happens, what actually has happened. Here, you
have or the writer has not been able to understand the background of the reader. There
are certain words which actually have been used and this has been used in such a
manner. Now, look at the last lines here-- pending stock replenishment. Now imagine,
because as I have been saying that all readers are not alike. So, when a reader comes
across and a reader may be a boy of say, twenty years or twenty-one years now will he
40
be able to because you do not understand his background, will he be able to understand
this last three, words-- pending stock replenishment.
Actually, this is a response to a letter and in the letter, you have to explain, because now
the reader wants to know some pieces of information, but you have written it in such a
manner that it does not convey. What actually should you do or should or might he have
done is to make the language more familiar. This language here is not familiar, my dear
friend and that is why this defeats the purpose.
Now, when you are going to analyze your audience there are certain questions as I said
earlier also that must be given due consideration. Who are my primary readers? When
you write your sales letter, of course, this is directed at the customers. Now, if we take
the example from the last slide as you have already seen. Some of the customers may
understand, but will all the customers understand the implication of what has been
written in the last three words. Not at all.
Who are my second readers? As I said you have to focus not only at the primary but also
on the second readers, primary there maybe your boss second readers maybe the people
client, customers. What is my relationship with the reader? Now your relationship with
the reader, whether it is primary or secondary when you are writing or submitting a
report you will find you must ensure that how is your relationship with your boss and
how will he react.
Moreover, you must not sacrifice your writing simply to please or simply to satisfy your
boss, because your target reader, I mean the secondary reader is more important. So, you
must have to create a sort of blend between the understanding of the primary reader as
well as of the secondary reader. How much does my reader know about the subject?
Now, we have already discussed, because most of the time we try to show, what we
know, but we do not try to explain what our readers do not know and that is why the
problem persists.
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How will the reader react to my message? Now my dear friends when we talk about all
these, you must actually think that in order to make your writing effective all that you
need to do, all that you need to understand is that there has to be a balance between what
the readers want to know and what the writers want to express. Unless and until there is a
proper balance between the reader's expectations and the writer's intention, no intended
result will materialize. Writing, as I have been sayin,g is an arduous task my dear friends,
and writing is not one-day affair.
What you write matters and since writing becomes a part of recorded information
becomes a part of the information that is to be preserved for years to come. Hence, as a
prospective writer as a prospective, say person of the workplace, you also have to see
how your writing conveys what it should convey. You will find in the lectures to follow
what are the different sorts of writing, what are the different expectations of writing and
what are the underlying principles that can make your writing effective.
Till that keep thinking and keep thinking not only about your writing but also about your
readers, also about your reader's reaction, also about what you wanted to achieve and
what you have achieved, because ultimately it is your writing that represents you in your
absence, it is your writing that creates an image in the mind of your readers. And it is
your writing that actually may lead you towards the stairs of success not only in job but
also in life.
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And so, long as you keep working towards reaching this perfection, because as I have
said perfection is a misnomer, you cannot become perfect just in one day, you have to
keep trying every day, every night and you also have to think what words are preferable,
what words are authentic, what words mean, because there are times when you go for a
word that does not mean, but that actually demean not only you as a writer, but then it
actually imposes your reading, your learning, your understanding on your readers.
I hope, with this lecture you will actually generate a sort of consciousness as to how you
should start writing and how you should practice all the different nuances. Because the
course that we have designed actually tells you and makes you familiar with different
sorts of writing which if you keep yourself in the background and if you go accordingly
will convert you into a writer that affects into a writer, that matters into a writer that
actually commands respect and is effective for all the times to come, till then keep
thinking.
Thank you very much, have a nice day,
43
Effective Writing
Prof. Binod Mishra
Lecture - 04
Types and Stages of Effective Writing
Welcome back. Dear friends, we are discussing Effective Writing and in that context, we
are now going to discuss the second part of our lecture entitled principles of effective
writing. As you remember in the first part, we talked about the different sorts of writer
that we are and we also talked about the different limitations and the different nuances.
Here we shall confine ourselves to talking about the essentials; I mean the requirements
that can make us effective writers.
Now, we shall here also focus on some of the examples and you must pay attention to the
different stages, types and essentials. And the examples that have been provided will be
quite helpful to make you think about how you can also become an effective writer by
applying these tricks and by applying these guidelines.
So, let us first talk about the different types of writing. Now there can be as I said earlier,
different sorts of writing depending upon the situation, circumstances, organizations and
institutions. But let us for our benefit try to categorize them into three types; first is
business writing and this business writing we have been practicing every day whether in
our organizations or in our day to day lives.
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And then also sometimes when situations so arise as you have to respond to a complaint
letter or you have to make a deal or you may have to write a report. So, these business
writings usually can have different types. And we shall discuss when we come to explain
business writing in detail, how it actually talks about reports, memos, talks about reports
of all categories. It also talks about letters, applications, it may also talk about technical
descriptions, proposals and all depending upon the time factor we shall be discussing
them in detail.
The next type that I will be focusing in this course is about academic writing. So, we you
are not confined simply to business writing; you also have to many of you might be
thinking of writing something in terms of making yourself heard making yourself being
recognized academically. So, you may have to, from time to time, write papers, articles
also journal articles or sometimes some reports such as thesis reports, sometimes
synopsis, sometimes executive summaries and all. And then if time permits we shall also
be talking about creative writing in some of the lectures.
So, having understood the different types of writing, let us now come to understand what
actually; because all these writings though they may differ in terms of their
nomenclatures but, at the same time you must understand that we must know and we
must understand what actually are the various stages. In the previous talked about how
you can think of becoming a writer and how you can start. But then, when you start
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writing when you start writing specifically you also have to think of whether writing has
certain stages.
Of course, because every writing will have some stages and all these writings will also
have some essential components. So, we shall be talking about the various stages to tell
you briefly, there are in all writings only three stages; the first stage is prewriting, the
second stage is writing and the third stage is post writing or we may also call it rewriting
maybe we can call it revising as well.
So, we shall be discussing but, before that let us try to understand what actually are the
essentials of effective writing. Now, here you can look at this graph where there are
several components but we cannot cover all the components here.
But then, we have to focus our attention towards some of the most important and one of
the most preferable components of effective writing. The first is organization--- you
remember as I said in the previous lecture, that all writings are not alike. All writings are
different in terms of layout, in terms of organization. So, when we talk about any
particular writing, every writing will have a different layout, different structuring or
organization we shall be discussing that.
Then, when we come to the other nuances of effective writing your writing can be
effective only when it has got a sort of brevity; because as we said earlier that all of us
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have the problem of time. All of us want to perform our task in less amount of time and
we want to do more in less amount of time. So, we shall be thinking of how we can make
our writing brief, how we can make our writing to the point, specific and then we shall
also be thinking about clarity.
Many of us who think of writing something, we actually come across some deadlocks,
some disturbances, some impediments and that does not make us effective in terms of
bringing clarity. Unless and until our writing is clear it will not benefit the readers.
And then we shall also be talking about unity, coherence and order. When you write
something, you are actually writing for a specific purpose. And in order to meet that
specific purpose, your writing should have unity and not only unity but it has to have a
sort of coherence. And then order. We shall also be talking about how we can bring
order into our writing and then comes the question of language or style.
Do you not think that the language of a CV and the language of a report are different?
The language of a complaint letter and the language of an adjustment letter is different.
The language of creative writing and the language of say an argumentative piece or
argumentative writing; say, for example, thesis writing is different. And when we have
considered all this, what actually comes to our understanding or our thought is whether
our writing is correct or not.
Because when we talk about the language, you might be thinking of words, but you also
have to understand and realize that your writing has to be correct. When we talk of
correction, we also have to think about grammatical correctness that we shall also be
discussing.
So, having understood the components- the first stage of writing is pre-writing; as I said
earlier, first you have to decide why are you writing. So, when you have decided why
you are writing. Why you are writing? You are writing to make somebody understand or
make somebody realize make somebody buy a product if you are in business or make
somebody understand your line of thinking when you are writing argumentatively. So,
the first stage is pre-writing. What should be done in pre-writing, what is to be done in
pre-writing?
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In pre-writing, the first is that you will be thinking of how to begin, what sort of writing.
What should be the title how after the title you should initiate when you initiate, what
should the first sentence or even before that even before you write you also might be
thinking. Suppose, if you are going to write something and which is with a specific
purpose for submitting a report or suppose you are going to submit a CV. Now, you are
going to think where will you get the information, is it not?
So, you might be thinking of the information, so gathering the material that is your first
requirement. And when you gather the material from different sources; I mean from
different reliable sources then you think of writing. So, when you start writing, then all
the nuances of writing come before you, the nuances of writing include the beginning
because every writing will have a beginning, every writing will have a start, a sort of
development. And then finally, you also will have a sort of end or conclusion.
Now, during this entire process, you also have to take into consideration how you can
make use of beginning, developing, paragraph, sentences, structures and then how you
are going to present that information. Because even you are writing but in a way you are
trying to convince the other party, convince your readers.
So, unless and until your reader understands, there is no you know your aim of writing
gets defeated. So, the entire writing process includes all these things. And then finally,
re-writing. Now what is this rewriting? The rewriting is a sort of writing where you get
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time to revise you know one writer has gone to the extent of saying that people should
spend 25 percent of their time in pre-writing. And then after 25 percent of time being
spent in pre-writing, they should go they should spend 25 percent of their time just in
writing and then they should also spend time; I mean 45 percent of the time should be
spent in re-writing. Because, when you rewrite, it is actually the last stage though, but it
is the most important of all stages because all writers they spend more and more time
while they revise their documents.
Because when you are going to revise you are actually going to give your document the
final shape. So, 45 per cent of your time should be spent in rewriting, my dear friends.
Now, when you have decided when you; when you come to pre-arrange or when you
come to pre-write your material; the first is of arrangement. As we discussed earlier,
arrangement of the organization is important.
Improper arrangement; suppose you started writing a document and you are not able to
arrange it; because you will create a sort of outline whatever way you are writing
whatever document you are going to craft. But then, when you are going to arrange you
have to think about how you should serve the matter.
You know, this is just like serving a dish as to what should be given first know and even
when even before that you should think how in which dish or in which plate it should be
served. So, the very first attraction lies in the way you have structured it. So, improper
49
arrangement breaks the reader's enthusiasm and you know your main purpose what you
are going to achieve is, you are actually going to achieve a purpose, you are going to
create a sort of goodwill. Ultimately, unless and until there is a co-operation between you
and the reader, the matter or the written material will not meet its desired purpose.
And then, you also have to follow a proper order, I mean one after another, no?. So, how
you will order it because this order by order; I mean sequencing of the entire material
know, providing order to any material that actually keeps your reader intact the reader is
induced, the reader is induced to read it. So, you have to make not only your document
attractive, but then you also have to make your document salubrious; I mean it has to be
interesting in a way.
And then finally, when you are going to order it. By the order, I mean preferring
preference of one thing over another, what should come first, what should come next.
When you provide that then you will find that your writing becomes not only attractive,
your writing becomes attractive to an extent that writers actually are stuck into it, writers
are involved into it.
So, your main purpose as a writer of any document is to involve your reader. Now, you
can have a look at one of the beautiful lines which I have taken from one essay by
Satyajit Ray and the essay is titled film making. Now, look at how the author, how he
goes to describe how he goes to narrate an experience and he says,
“ Of the many questions that, I have been asked by interviewers over the last 10 years or
so, two have occurred more frequently than others.”
So, in the very first sentence, he attracts the readers he actually tells the readers, only the
name Satyajit Ray is so powerful that it attracts but then what he says becomes more
attractive. So, in the very first sentence he attracts and when he attracts, when he puts
something in the first sentence, then what he will do the corresponding sentence is they
actually should cohere, which I have called coherence,no? it should actually cohere it
should provide a sort of coherence know it should cohere, it should provide a sort of
blending.
So, earlier he says two have occurred more frequently and you will find that when he
says two; he says over the last ten years or so two have occurred more frequently two he
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says two; two have occurred more frequently and then he says now when he says two
how he is going to cohere it. The first is, so he keeps the reader in check; the first is how
and why I came to writing?
Now, see the first is how and why I came into films this has generally asked in the
knowledge that I had started my career in advertising, as a graphic designer. To the
questioner, the transition probably seemed too abrupt too arbitrary. How does one design
soap wrappings one day and set the contours of a celluloid saga the next day? Now, what
I intend to convince you here is, that when you are writing a paragraph what you should
work is ----how you are going to make the entire paragraph talk about something, I mean
a single thing. That is what I mean by bringing unity.
And having said that, having talked about the arrangement, now let us realize as I said
earlier that you have to cater to your readers. You have earlier seen how Satyajit Ray
also in his paragraph is creating a sort of, you know atmosphere, where he wants his
reader to understand that the writer is with the reader.
Cultivate a you- attitude; I mean whether you are working for business or you are
working for something else or you are trying to achieve a particular effect, you must
think most of the time about your readers. So, cater yourself to the interest of the readers
and while you cater to your readers, please be conscious that you must always avoid a
language which is not biased.
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Biased in terms of; biased in terms of gender, biased in terms of culture; do not say
something that hurts a person, sometimes a person maybe from a different culture as I
have been saying.
So, make your language or go for a language that works go for a language that is neutral,
but at the same time a language that involves and how can you do that? Because you do
not know who your readers are and as I have said in the previous lecture you have to
anticipate about your readers. So, when you anticipate about your readers think of
yourself being in the position of your readers.
So, it is always better to put yourself in other person's shoes and then you will only
understand that you have to work in such a manner or write in such a manner that you
achieve a sort of simplicity. Here we are reminded of one very good line by Ben Franklin
who says--- ‘To be good, it ought to have a tendency to benefit the reader’ and in
contemporary times in a business world and in all in all the times it has been whether you
are teaching, suppose you are a teacher you must while you are planning a lecture while
you while you are writing something you must see that it benefits the person on the other
side, I mean your readers.
So, in order to make something good, you must create a sort of tendency so that it
benefits your readers and how can it become so? There are so many things as I said, the
first is whatever document you are going to write my dear friends; you actually have to
be very brief who has got the time today to read your long document. Who has actually
got the patience, who has got actually a lot of persistence to continue? Unless and until
your writing is very involving no one will be induced to read that.
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So, what you should do is, you should try to provide more information in fewer words; it
has already been said that brevity is the soul of wit. To put it into other words you must
try to make your document concise; I mean short and how can you do that. Because you
know when you are going to write a very long sentence or a very long paragraph, people
actually get disinterested very soon. Nowadays, if people are lacking in something, it is
patience. No one has got the patience times have changed my dear friends and you must
also change yourself with the changing times.
So, what must be achieved is brevity when you are going to write. Here are some
examples. I have not only provided some examples but I am actually trying to show you
how these long sentences can be made effective by making it short without any loss of
meaning.
Look at the first sentence: Sesquipedalian sentences and paragraphs most often act as
impediments to the writers intended meaning.
You will find the sentence is not only long, but the choice of words also is very difficult
very complicated. Language is a game of complexities and complications, but the
language is also a game of creating ease and satisfaction.
All you can do is, you can revise it and write a sentence without any loss of meaning by
saying long sentences and paragraphs hamper the writers intended meaning. So, if you
53
write like this, my dear friend, nobody will say that your writing is difficult everyone
will feel better with this sort of writing. You can also have a look at the other sentence. I
have given four or five sentences. I am going to read one or two rest you can yourself
read and you can understand.
The present course on writing is designed to address the issues of functional writing
for those aspiring young professionals who plan to earn their livelihood in the
corporate sector.
Now, see, I have written a long sentence but then what actually I mean by this long
sentence is nothing more than what I say in the revised version. If you simply cut the
sentence, if you make the sentence short and go for the short expressions, because at
times you will find that there are many expressions which are just repetitions and which
are needless.
If I say, ‘’the present course on writing is designed for corporate professionals’, you
understand the meaning, do not you understand my dear friends you understand the
meaning even when I make a sentence as short as anything like this. Now, let us also
have a look at the other sentence,
There are many words that are useless that can be eliminated through revision that
is carefully done.
Now here, you can simply because here you find that the sentence is not only long but
some of the words are very difficult. So, you have actually to make your sentence start
with a verb when you start with a verb sentence becomes more fresh sentence becomes
more effective revise carefully to delete the use of unnecessary words, that is what I
exactly meant. And this is why what I say is --- In order to make your document to
become readable all you need to do is you need to make it brief, you need to make it to
the point.
Otherwise, what will happen you will actually confuse the readers and not only will you
confuse the readers you will actually impose upon your reader's so many words which
actually mean but at the same time tire the mind of the readers.
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Next, is you also need to achieve clarity and how can you get clarity? Because clarity in
any document clarity about the piece of information all you know that you actually want
to convince your readers or you want to explain, you want to describe, you want to
instruct, you also want to tell, advise whatsoever, but then if the entire matter is not clear
what will happen?
Lack of clarity about the aim of writing defeats the purpose of writing. So, if you are not
sure of the clarity, then naturally the document will not become readable, the document
will actually be very confusing. So, what can be done in order to achieve this effect?
Unnecessary use of indirect language, sometimes many people have got a fancy for using
big expressions, big phrases, words that sound high, words that are very pleasing to ears.
But when you come to know its meaning it is very difficult also because you do not
know the meaning. So, how to know the meaning and as I have been saying that no
reader always sits with a dictionary or a thesaurus, my dear friend. So, as writers what
you must do is, you must intend to express and not to impress. So, an expression is more
important but the expression in such a manner that it is not the only expression, but it is
actually the expression of meaning.
For example, here in the sentence that I have taken for you is,
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The apathy of the masses towards forest conservation has initiated a spree of
discussions.
Now, you will find here the message is not clear, why? Because, there are so many
words which are written which are not only about discussions, but they are also about
difficult words. People's indifference towards forest conservation has given rise to many
discussions. So, if you plan like this I think your written document will become more
important will become clear.
In order to make your written document effective, you must go by OR you must adapt
the formula which is called KISS; which means Keep it Simple and Short. There are so
many examples given here which will help you. Sometimes what people do is, they
actually load their sentences with unnecessary noun clusters, they actually create a noun
effect. And one of my dear friends is to bring or to create your sentences in such a
manner that what you really want to say is expressed in the very first instance. For
example, here you can have a look at the first sentence.
We suggest that you do not attempt to move forward until you seek and obtain approval
of the plan from the team leader prior to beginning the project. You may tell me that all
these words which have been used are very easy. Then where is the problem? My dear
friends, the problem is not only with the words the problem is actually the length of the
sentence.
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So, by the time a person goes to the end of the sentence he forgets what the sentence
means. So, it is better and now what we can do is, we can actually we can start with a
verb. For example, we suggest that you should seek prior approval of the plan before
undertaking the project and the sentence becomes very meaningful. So, always
remember this KISS formula, which says keep your matter always simple, keep your
matter short and simple keep it simple and short.
You can take the other example also which is here at the in the last sentence. You can
read it at your own leisure as well as at your own pleasure and we will have many such
opportunities where we can talk about. But then, what actually remains to be discussed
importantly is, to bring unity, coherence and order as we talked about when we were
talking about the paragraph from Satyajit Rays on film making. Here you can also find
how to achieve unity coherence and order when you start a sentence. And if you start a
sentence in one tense, please continue with the tense, mood and voice.
The beginning body and bottom line by bottom line, I mean conclusion requires a proper
connection. So, suppose somebody started a sentence in one tense, one mood and one
voice and the next sentence is in a different voice, in a different tense. So, what will
happen? There will be no proper connection. So, in order to maintain coherence, what
you need to do is, you actually can ensure coherence by ensuring controlling ideas; I
mean, single controlling ideas not only in a sentence.
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But in a paragraph that is why the rules for paragraph formation is that in one paragraph
you have to talk only about one idea and only then your paragraph will become effective.
And that is why you will find that the paragraphs are just transitions, they actually
provide relief to the eyes of the readers. Now, you can find here one paragraph which I
have taken from one website, which says:
India's rich natural landscape has long been the refuge of birds all over the world.
And there is no better way to enjoy the vibrant bird culture of India than by
undertaking bird watching tours in India.
My dear friends, you will find the writer in order to make his reader glued to this
paragraph uses not only the simple language, but he provides a sort of coherence. He also
provides a sort of order as he says-- such tours he also provides a sort of connection
between one sentence. And the other by saying, such tours will allow you to enjoy the
magnificent landscapes, where these birds make their dwelling as well as the sights and
sounds of the birds themselves.
Now, keeping that into consideration, you can also think about how to order. Because
when you are going for a paragraph or when you are going for a sentence you need to
understand that your sentence should be based on a sort of ordering. Unless and until that
order is, the reader will not be induced reader cannot be induced into reading your
document.
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So, this ordering can either be chronological by chronology I mean it can be made into a
sequence of time, it also can be spatial, it can also explain you know the space, it can
also follow one ordering as to from general to particular and from the particular to the
vice versa. When you need to write a paper, when you need to write a report you will
find when you are explaining either you start with the conclusion and then you go to the
introduction or you are following introduction.
And then you are discussing and then you are going to the conclusion and then you are
going to the recommendation we shall discuss these things when we go to the section and
report writing and all. And then you can also create your sentences or your paragraph on
the basis of comparison contrast as well as cause and effect.
Here given below is a sentence which has been written in a very chronological way and
you will find the reader is kept glued to it when the writer says:
July and August this year the main monsoon months where the wettest India has
seen in 25 years.
And then he says;
Countrywide rainfall in two months has been 10 percent above normal and the
highest rather since 1994 met records reveal.
So, when you provide this logical ordering next the next thing is, language and as I have
been saying about language that you should not sacrifice your language, my dear friends.
Because language plays a major role when you are writing any documents and when you
are going to write any documents see to it that the language should not be imposing the
language should not tire the mind of the readers have said. All this you should keep one
thing in mind that as a writer of any specific documents.
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My dear friends, what is the most important apart from all these things is to ensure
grammatical correctness ah. Since we are having a paucity of time you can yourself read
this slide, and can practice; we shall be discussing further in the days to come when we
shall be talking about the style of a particular document, when we reach that section. Till
then keep thinking, keep revising, keep planning to write better and effective documents.
Thank you very much, have a nice day.
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Effective Writing
Prof. Binod Mishra
Lecture – 05
Nations of Correctness and Appropriateness, Part I
Good morning friends and welcome back to NPTEL lectures on Effective Writing and
standing before you is Binod Mishra. And, I hope you have been enjoying the lectures on
effective writing. In the previous lectures, we have talked about writing as an art, as a skill.
We have also talked about the various principles of effective writing. And, in this lecture, we
are going to talk about the Notions of Correctness and Appropriateness.
The title of the lecture may make you very curious as to what exactly is meant by correctness
and appropriateness. Let me give you an example; suppose you go to a very famous
restaurant either to have dinner or to have something. Once you have had it, you are actually
delighted with the delicacies that were offered. Now, have you ever thought of how this meal
or how this dinner or how the food items might have been very delightful, very tasteful?
It is actually the care and the concern, the consciousness that those who are behind the
making of the dish took; such is the case with writing as well. As a famous dish requires a
proper amount, a proper measure of everything say, for example, the spices, the oil, the
timeliness of when to put what, in what order, in what measure; all that have gone to make
the dish very delicious. In the same manner, writing can also be effective provided we are
conscious of the correctness and appropriateness.
Now, how can we make our writing correct? What exactly do we mean by correctness?
Suppose, something goes wrong while preparing a dish or if the cook forgets to put salt or to
sugar to any dish or the vice versa or in place of sugar he puts the salt and in place of salt he
puts the sugar. What will happen? The dish will really become a useless thing. So, what went
wrong? Actually, the process, the measure and the amount and also the ingredient that
actually were to be put were not put correctly. In language, an effective writing correctness is
actually the hallmark of all writings.
When we talk about correctness, naturally our mind goes to the rules of the grammar. Today
the age that we are living in, we are actually influenced by lots of attractions. We have
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several attractions which also act as deviations my dear friends. So, when we write something
or when you write something at times you actually either because you are ignorant or because
of a sick hurry and divided aim; you forget to stick to the grammatical rules that could make
your sentences correct, that could make your writing effective.
So, the first rule that all of us as writers should take into consideration is to follow standard
grammatical rules. Nowadays, because of the excess of our use of computers, technology and
many more gadgets what is happening is that we are being least bothered about rules. But, my
dear friends, please do remember that while we pay scant attention to writing correct
sentences, what results is the impression that goes out because whatever you have written that
becomes a part of the record.
So, whatever goes out, it actually creates a bad image of us. Hence, we have to follow
standard grammatical rules. It is very difficult to talk about all the rules of grammar in a few
classes, but then I have decided to touch upon those issues which at times are being paid less
attention and which at times are being ignored.
So, in this lecture, we are going to talk about the use of capitalization because at times, many
of us often become unaware of using capitals. And, sometimes we use small letters when we
have to use capitals. Then we also come across the use of double negatives, because we are
getting addicted to computers, we are getting addicted to several sorts of things in our day to
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day lives. And, we become quite ignorant of the fact that language goes by grammar and
grammar means following the sequence, following the rules.
So, we shall also be talking about the double negatives, sometimes people, in order to write
correctly what they do is, they make use of double negatives. You can have a look at how in
the two sentences that I have mentioned, the writer has not been able to understand the sort of
error that he has committed. He could not hardly foresee the result of his lethargy. My dear
friends both the words could not and hardly they are actually negative and we all know that in
a sentence in order to be meaningful we have to use only one negative.
So, what actually the writer of this sentence wanted to say was that ‘He could not foresee the
result of his lethargy.’ So, what is to be done is to obliterate or to remove one negative word,
it could better be said ‘He could hardly foresee the result of his lethargy.’ The second
sentence again ‘I have never seen nobody.’ Now, if you have a look at it, it appears to be
grammatically correct because grammar says that a sentence is made of a subject of a verb
and also of an object. So, in the given sentence we can see when we say ‘I have never seen
nobody,’ again here we come across a case of double negatives; what actually the writer of
this sentence meant was ‘I have never seen anybody.’
So, what happens is we actually ignore the users and that is why we actually put a challenge
to correctness. All of you will believe that we actually want to write and we want to write
correct English. So, in order to write correct sentences, in order to write effective sentences,
we have to be aware of some of these very important grammatical rules which are often
ignored by us. Then comes the use of a verb, we all know we all have been using verbs in a
number of sentences most of the time. But, there are situations when we make use of verbs,
but then unknowingly we commit errors that could not be condoned, that could not be
excused.
Another important segment of correctness is subject-verb agreement, subject number

agreement which we shall be talking about when we go to this specific section on syntax and
then we shall also be talking about the use of voice. Whenever we write, we actually write to
mean, we want to be understood and as we have discussed earlier we have different aims to
communicate, we have different aims to write. And, depending upon the exigency of the
situation, depending upon the need of the situation we have to frame sentences and
paragraphs and for that it is language, it is the grammar that plays a significant role.
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Now, the word capitalization because that is first on my list and many of the novice people
when they start writing certain titles, what they ignore is they actually ignore where to
capitalize or where to make use of small letters.
So, please do remember the very first rule which may appear to be very ordinary, but it will
be quite helpful when you are capitalizing when you are writing. Because my dear friends
you are going to capitalize throughout your lives on the sort of writing that you do. So, the
very first rule that all of you should remember is capitalize the first word and all important
words in the title. Whenever there is a title see to it that the first word is capital and not only
the first word but all the important words in the title are also to be capitalized.
Do remember that articles are not capitalized and also capitalized all nouns, pronouns, verbs,
adverbs, adjectives and prepositions that stand either last or contain more than five letters.
Now, look at the look at some of the examples that I have given. The Baltic Sea, the Baltic
Sea now you may question me why I have capitalized the first word the, though I have
already said that the article cannot be capitalized. But, since with this the title begins that is
why the first word has been capitalized, the Baltic Sea the first letter. The Baltic Sea, The
Renaissance, World War Second, The Russian Revolutions; all these are names and that is
why they have been capitalized.
But look at the last phrase here, the last title here The Grapes of Wrath. So, here also we have
capitalized and we have capitalized the first letter in all these words. But, then there is one
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word of we have not capitalized because it is in the midst of all these words and that is why
this has not been capitalized. Then when you are mentioning somebody, the designation and
the title has to be capitalized. Please do remember any title preceding a name, for example,
President Kalam; so, both the President and Kalam, the first letter of both these words is
capital. And, then whenever there is a designation, whenever there is a title and the title is
followed by the name so, and the name is very significant, very important the person holds an
important place.
So, in that case, this designation shows Shri Narendra Modi, the Prime Minister you will find
that all the words have been capitalized. But, then here we have not capitalized which is an
article, but then we have capitalized prime minister. But, then when this designation appears
in the midst of the sentence then there is no need to capitalize. For example, ‘he became a
professor at the age of 40, the country has new precedent.’ It is actually this in the form of a
sentence and that is why even though they are words which are titles, which are important
positions, but they have not been capitalized.
Again the name of courses, the name of journals, the name of universities etcetera is also
capitalized, have a look at it; the University of Madras. But, then when you say, ‘I read in a
university’, the word university will not be capitalized. When there are certain relationships
and these relationships actually specify some individuals, then once again the first letter is
capitalized, for example, Mother Teresa was a noble soul. So, here we all understand that
mother word is a word of relationship, but then since it refers to one individual and one
individual which became so important that is why we should always write like this.
But, when you write it in the form of a sentence, for example, my mother, my father, my
brother; so, in that case even though these are relationships, they will not be capitalized. After
capitalization we move on to punctuation, most of the time my dear friends you will find
people are not aware of punctuations. Thanks to technology that has actually disrobed off the
beautiful punctuation which actually used to mean, which actually used to denote, which
actually use to tell a lot. But, then as careful writers, we have to be very particular and we
have to make effective use of punctuation in order to write effectively.
So, some of the common punctuation marks, which most of the time we ignore or which most
of the time we do not pay much attention to are being mentioned here. The first is period (.)
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which is very common, you all know that every sentence ends with a period or a full stop.
But, then there are certain abbreviations also and designations also they actually take period.
For example, you have a degree, you are an M. Tech, you are an M.A., you are a Ph.D., you
will find that all these degrees they actually take a period, you are a D.Litt.; even some sort
abbreviations say for example when you write doctor. So, we do not write doctor D’Souza,
doctor Sinha, doctor Mishra like that, but then we simply write the abbreviated form. The
same is the case with professor; so, we write Prof and then we put a period.
Next is colon; so, colon actually most of the time since we do not have much time and in
order to save time we often forget to make use of a colon. And, that actually obscures the
sense of the meaning that we actually want to convey, a colon actually is used to indicate
further explanation and also to introduce a list of items. Whenever you are mentioning so
many things, naturally you put a colon there. Nowadays, in modern times when people write
somebody a letter there also they write dear mister such and then they put a colon, this is
actually the new use. Ah but, then in a sentence when you are going to give a colon when you
are going to make use of colon; so, you have to see that just after colon the first word that you
write that actually should not begin with a capital, that will begin with a small letter.
Man is full of desires: he loves only those who can satisfy them all, this is actually a clause
and this is actually a clause which actually means that has a complete sense in it. But, then we
have put a colon because we are going to talk about something and something is being
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explained. Likewise, in the other sentence also we are going to mention about three romantic
words and we talk about Wordsworth, Coleridge and Keats. And, you will find after colon the
names that we gave all these names are in capitals, names only; but not the pronounce as you
have seen in the first sentence.
Then again there is another troublesome punctuation mark that is a semicolon and on many
occasions, we are often confused between colons and semicolons but, then we have to be
quite careful while you are making use of that. Semicolon actually is used to indicate two
independent constructions which are joined without a conjunction. I think you might be
thinking that I am taking you back to your school days, but my dear friends at times it
becomes very important to be reminded of what we learnt in our school days, but then we are
forgetting nowadays.
A semicolon is also used to separate independent clauses which are joined either by however
and therefore. Now, this will actually because when you punctuate your sentences, when you
punctuate the words of the sentence you are actually going to convey your sense very
effectively. For example, wise men learn by other means mistakes; fools by their own, you
will find that these two sentences are an independent unit, independent constructions. And,
but then you have clubbed it together and in order to make them convey their sense what you
do is you actually have to write, you actually have to make a mention of semicolon.
And, then the last one which I think is often being ignored or people at times become very
confident of making use of a comma, but then there are situations when they also come
across several difficulties and confusions while they are making use of a comma. My dear
friends, a comma is used though we use in use them in sentences, but at times when you are
writing and this is very common; the common mistake that we come across. When you are
writing dates, degrees, salutations and parenthetical expressions the use of comma becomes
mandatory. For example, the sentences that I have provided here; the people of this country
are, I believe extraordinarily courteous.
Now, you see here both after our and I believe I have put a comma because we use so,
demands because when you are going to separate it and also when you are going to make use
of certain dates say September 9, 2019. So, September 9 and 2019 they are actually to be
separated by a comma. Again whenever you are making use of parenthetical expressions as I
said; the new minister I think so, when you read it the meaning becomes clear. So, whenever
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somebody writes actually he or she writes just for others to understand and punctuation are
just like these stations.
Just are these stations that they are actually transitions and they help you understand the
implied sense of the writer. After punctuation now we move to the standard and free writing.
Now, as I said earlier that because of the lack of time and since we are very much occupied
every now and then, we are also becoming very ignorant of the uses of prepositions,
pronouns, and articles. And, what happens the result is that when you create a sentence
because of the bad referent, because of the faulty use of prepositions and also of articles your
writing does not become effective rather it becomes ineffective.
And, please do remember that there are many words especially and the greatest trouble that
we face is from verbs; most of the time we face problems from the verbs.
So, for example, here you can see how the writer has been very careless while using
prepositions look at the first sentence. When we grow old, we become sensitive against all
sorts of happening. So, this against is a wrong use, of course, having an expert on the use of
prepositions is a difficult job. But, then all of us if we can try we can really develop a sort of
expertise and you have to consult a good grammar book; so, that you may remember. Now,
over the years it has been found that people are making bad uses of prepositions and they are
not only obscuring the sense, but they are also projecting their bad image.
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Now, look at the second sentence: the performance of the new pipe is superior than the old
ones. You must all remember that words like superior and inferior, senior, junior all these
words actually take the preposition to. So, whenever you come across such a word, please see
to it that you make use of preposition to; then whoever loved that loved not in first sight, this
is actually a quote from a very celebrated author. So, we often say love at first sight, but
when you are using sentences you often forget that. So, we must say love at first sight, love
not at first sight again in the sentence like seen dogs even to death, no seen dogs even after
death.
So, these are the faulty uses, but then in order to understand how you can make use of correct
prepositions, it is better to go through a good book of grammar. Now, as I was discussing that
most of the time we come across the faulty use of verbs which we can say that these words
are troublesome verbs. Now, which are these troublesome verbs? One must always remember
that there are five troublesome verbs, five categories; I mean five categories of verbs. So, the
first is the relational words, relational words or the relational verbs.
Now, these relational verbs at times people have been found making very inappropriate use
of that. For example, verbs like appear, belong to, consist of, equal, include, require; we also
remember that these verbs cannot be used in the progressive forms. So, now many people,
because they have actually a fancy for speaking English and writing English what they do, is,
you can come across such expressions. Why is he appearing so sad today, I mean this is
actually a faulty use; why is he not resembling his father, you are seeming tired.
Now, in all these sentences we find that the words or the verbs which have been used in their
progressive, they are faulty rather what we should say is why does he appear so sad, he does
not resemble his father, you seem tired, fine. So, we cannot make use of progressive here,
again after relational words we should let us come to some other troublesome verbs.
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There are as we said verbs of relation, verbs of emotion. What are the verbs of emotion?
Words like adore, abhor, detest, like, dislike, hate, love all these are verbs of emotion. So, one
should never use them in their progressive forms, you cannot say ‘I am disliking you’, ‘I am
hating you’, ‘I am loving you.’ So, all these verbs they actually do not allow you to make
their progressive, but there are some exceptions when you can.
Now, let us look at this example where you can revise it, ‘Indians are adoring Gandhi even
today.’ What we must say is ‘Indians adore Gandhi even today’. So, these words will not take
their progressive forms rather in some cases, when somebody asks you ‘do you hate this’,
you can always say; of late ‘I have started hating it’. But, then since you have not developed
that sort of expertise, you are actually learning that is why you should remember that these
verbs do not take their progressive forms.
Next are the verbs which are a perception for example, the verbs like see, smell, taste, these
are the verbs of perception. You cannot say ‘I am not hearing anything’, you must rather say
‘I do not hear anything’ because here is a perception, no hear, you hear with your ear. So, I
do not hear anything. Sometimes in a legal sense, we can say ‘the judge had been hearing
everything very patiently, they have a hearing in the court on such in such date, but then these
are simply exceptions. ‘The old man cannot see’ fine, because hear is referred to add sight,
but when you make use of see with a progressive it actually takes a different meaning. For
example, ‘he is seeing the minister tomorrow’, ‘I am seeing the professor tomorrow.’
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So, that actually means you are going to visit, you are going to meet him. On occasions, verbs
which are from the category of possession for example, at times we say ‘I owe you a debt’ we
cannot say ‘I am owing you a debt.’ ‘I have a car’, ‘They have a car,’ ‘You have a car,’ not
‘They are having a car.’ At times people make bad use of it and they say ‘He is having a fleet
of cars; no he has got a fleet of cars. So, has is referred to the sense of possession. I have
given quite a good number of examples and you can with your patient reading you can learn
them.
Now, sometimes the last category of verbs we are coming to words such as believe, forget,
know, mean, mind, realize, recollect, recall; all these verbs are the verbs or cognition,
cognition I mean understanding; the cognitive term is from the psychology. So, sometimes
when you say ‘I do not think he is so bad.’ you cannot say ‘I am not thinking he is so bad.’
When you say I do not think he is so bad, you are actually expressing a sort of opinion, he is
thinking. But, then when you are going to do something when there is a possibility; you can
say ‘I am thinking of buying a new house, buying a new car’ like that.
How do you feel? And, the response will be I am feeling better fine, but you cannot say how
are you feeling today, you should always say how do you feel today, isn’t it? So, these 5
categories of verbs: relational, verbs opposition, emotion, cognition; so, one has to keep all
these verbs into consideration. And, next is the use of articles and pronounce; all of you know
that there are three articles a, an, the; you have been reading. But, then when it comes to
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making use of it, you actually go by the formula that if a word begins with a vowel sounds
vowel sound, then naturally it will take an.
No, my dear friends, you must also remember another rule the choice of article a, an, the is
not confined only to vowel letter, but to vowel sounds. For example, my brother is an SDO,
my friend is a university professor fine.
An honest person always stands true even in adverse condition. Here, of course, you will find
the word honest begins with h, but since when we use the word honest; so, the sound that
comes is a vowel. Again, there are some quotes which I have taken and I have made it very
you know with the sort of understanding that since you remember that is why I have made a
bad use of articles here. Have you ever heard anyone saying the thing of beauty is a joy
forever? It is a famous quote. So, what is wrong here? “A thing of beauty is a joy forever”.
In the second one also which is from Romeo and Juliet; all of you might have heard the story
of Romeo and Juliet by Shakespeare, where the heroine Juliet says, “what is in a name, that
which we call by rose by any other name would smell as sweet.’’ Actually, this refers to the
story between Romeo and Juliet, Romeo loves Juliet, but then the families of both of them
are at war with each other, are into trouble. And, hence Romeo is not going to acknowledge
his love because Romeo’s name is Romeo Montague.
So, it is on this that Juliet replies “what is in a name, the rose that which we call a rose by any
other name would smell as sweet.” So, here also we have made a wrong use of the; so, we
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can change it what is in a name. Again the last one, the last stanza that I have taken is from
Wasteland and where you can see how dexterously the celebrated author, the celebrated poet
has made “the crops you planted last year in your garden, has it began to sprout? Will it
bloom this year? Or has this sudden frost disturbed its bed?” Here you can see not only the
use of articles but also the use of pronoun has it disturbs, disturbed its bed.
So, my dear friends whenever you are going to make use of effective sentences, you have to
see that you can be effective simply by making your sentences correct. Then one of the most
important segments of correction is also agreement. And, it has been seen that people at times
when they are when they come across a long sentence, they do not find that their age is a sort
of synergy between the subject and the verb. And, two of them that I have here tried to
explain is most of the time people while making use of either or neither nor in a sentence,
what happens is they are confused whether the word would be singular or plural.
All of us should remember that when the subjects are connected by either or and these
subjects are singular, the verb will be singular. But, the problem arises when there are
different subjects. For example, if one subject is singular and the other is plural what should
you do?
So, in that case, you should remember, that if the subjects are different then the verb should
agree with the nearest subject. Now, have a look at this and then later you can yourself create
several sentences. ‘Neither the culprit nor the witnesses were issued summons in the case.’
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Here you see the first subject is ‘culprit’ and the second subject is ‘witnesses.’ Now, you
might often be confused as to how we can do that, how we can do that. So, you see here the
second subject is plural and that is why you have made you stopped plural; had the witnesses
being the first subject or culprit is the second, then again the work would have been work
could have agreed with the culprit.
So, please remember then we have taken another sentence, another example. The verb of a
relative clause most of the time people often confuse between what is a relative clause. So,
the verbs of a prefer relative clause will agree with the antecedent of the relative pronoun. For
example, here you see this you look at the sentence; he is only one of those students who
submit assignments in time. You might be thinking that here the nearest subject is students,
but why we have put submits here, because the antecedent of the relative pronoun is he; he is
only one of those students who submit assignments in time.
The second sentence again like this: he who stands firm against all odds succeed finally, here
odds is there, but then we have made use of succeeds because it actually should be in
agreement with the world he.
So, having discussed this agreement or sentence we also should try to differentiate between
the use of a number and the number of; most of the time people think that both are
synonymous. No, when we use a number of actually it means a number of is always plural
and the number of is always singular. A number of questions remain answered as you can
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see, but when you say the number of; the number of courses, the number of MOOC courses
has increased highly; have we are using has? But, then it is a course here. Why?
Because, the number we are actually talking of a number, we are talking of how many people
know. So, this is what one should remember; again when a clause acts as the subject of a
sentence it actually will agree with the notional subject. What is the notional subject? In
many cases you will not find that there is a subject, for example, what was once a dream has
become a reality. Now, where is the subject? There is no subject; so, what we do is we
consider it as a subject, we consider it as a notional subject and that is why this is one unit,
we consider it as one unit and what was once a dream has become reality.
Again, in the second you will find fearful jungles, this is being considered as a subject,
notional subject and then we make use of the plural. There is actually confusion among
people that whenever a word ends in s and this acts as the subject then it should be plural. No,
there are several examples: politics, mathematics, measles, acoustics all these. So, these are
actually they will always, they will always end with s, but they are singular. Politics is the art
of the impossible, measles is still a fatal disease, mathematics is an interesting subject. So,
these are some of the basic things that every writer, I mean those who begin writing, those
who are in the midst of writing; all these people should take these things into consideration.
And, next is the use of voice; my dear friends all of you know that when we write something
when we are trying to convince people we actually use two sorts of sentences. Either we use
them in active or we use them in passive, depending upon the need. Sometimes you may feel
that you do not need the agent, sometimes you feel that you need the agent and that is why
you can make use of voice. Voices are two: active and passive. When you make a sentence in
the active voice you actually try to show freshness. And, when you actually try to show less
interest then you make use of passive transformations.
For example, in a business world, you will find when you are trying to lessen the gravity of
the situation, you make use of passive voices my dear friends.
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So, a sentence in the active voice appears vigorous and the relations between the action and
the agent appears natural. Passive voices appeared to be very artificial that is why most of the
sentences that you write should be in the active. When you are going to say something, where
you feel you are either trying to guide yourself, you are trying to defend yourself. For
example, ‘your case was not discussed in the meeting’; somebody asks you ‘was my case
discussed in the meeting? And, you are actually not showing that much of interest, you say
your case was not discussed in the meeting.
But, then you want to be fresh, you say ‘we discussed your case in the meeting’. ‘We have
dispatched your consignments in this morning’; ‘we have dispatched this consignment in this
morning.’ Now, somebody wrote a very angry letter and you want to subside him. So, you
can if you feel that you want to continue a relationship with that person I mean business
relationship; so, then we have to use it in the very active one; ‘we have dispatched’ or you
can also ‘your consignment has been dispatched.’ But, then that would have made less sense;
my dear friends, language is a very complex process.
But, then as effective writers when we are writing we ought to see that we write correct
sentences. We can go on speaking, we can go on discussing the rules of grammar, but
remember that with the help of these grammatical rules, with the help of these structural units
you actually are going to create an impression of yourself in the society, at the workplace.
Hence, care ought to be taken that you make use of effective grammar, you write your
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sentence effectively; so, that the grammatical sense is not lost; because all of you want to
have a good image in the days to come. And, in order to have a good image, it is always
better to take care of making use of correct sentences that is what I mean by correction.
In the next lecture, we shall be talking about appropriateness. Till then keep correcting your
sentences if they are ungrammatical and keep writing correctly in order to be effective
writers.
Thank you very much. Have a nice day.
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Effective Writing
Prof. Binod Mishra
Lecture – 06
Notions of Correctness and Appropriateness, Part II
Hello friends, welcome back to online lectures on Effective Writing. In the previous
lecture, we have talked about the Notions of Correctness and in this lecture which is
actually the second part of the previous lecture, we will be talking about
Appropriateness. You are listening to online lectures by Binod Mishra and I hope you are
enjoying these lectures.
My dear friends, writing correct sentences is ok, but then how appropriate it is, that also
has to be decided. Because when we talk about correctness we talked about the structure,
but then whether our sentences are meaningful or not and in which context we are
talking, which context you are using, a particular expression that we shall be discussing
in this lecture. I have titled this module as the Notion of Appropriateness. What exactly
do we mean by appropriateness?
We all know that we use words; words make sentences, but then as we have been
discussing words have meaning, but they are not confined only to one meaning. Meaning
also is not confined to words because words have meaning, but more than words the
meaning lies with the user, with the writer. So, the meaning is confined not only to words
but also to their use in context.
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Suppose you use a particular word or you use a particular sentence and you are not aware
or the person who is going to read that is not aware of the context, what he or she will do
is they will actually infer the meaning based upon their own understanding, based upon
their own familiarity with the word. Because all of us have got some experiences of the
words that we have come across and when we come across a particular word what we do
is we actually refer that word to our perception, to our experience, to our knowledge.
Sentences can be grammatically correct, but they may be semantically ambiguous also.
We shall be discussing how because of the careless use of some words or some structures
our sentences become ambiguous. Do we really want to make our sentences ambiguous?
Of course, at times in the business world, you will find that there are many situations
when you make a sentence ambiguous just to take the benefit by the use of structuring a
word or an expression in a manner that you want.
So, words have a tendency that through words you can also deceive a person, language is
used to deceive oppress or coerce also at times, but then honestly speaking we do not
want to deceive people, we do not want to oppress people. There are some situations
where you want to get the desired meaning or get your desired aim fulfilled for that also
you are making use of language. But in order to serve your desired purpose, you have to
use words in such a manner that they must appear correct, but at the same time, they
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must also serve your purpose. Appropriate use of language is only appropriate when it
meets the desired use.
Now, what people do? You will find that as we discussed in the previous lecture that
sometimes either because of hurry or because of our carelessness we make use of
improper reference and then we commit a sort of ungrammaticality. And the meaning is
destroyed, the meaning is obscured you may have a look at these two expressions which
have been giving given here” Glancing overboard the water gave me a feeling of
embarrassment’’.
Now, look at this sentence let us judge whether the sentence is appropriate the sentence
is structurally appearing to be correct, but then semantically it is not correct. Glancing
overboard the water, so who is the referent, who actually is the referent? Actually, the
writer wants to convey that he had in feeling, he had a feeling of embarrassment, but this
way he has used the sentence what happens is actually the water becomes the subject and
we find the meaning is obscured, glancing overboard who glanced the person or the
water that is why the meaning is obscured here likely when we say walking late into the
night my knees got twisted.
Now, see the immediate different my knees you want to say my knees got twisted, but
then what you have said before it actually confuses or it actually distorts the meaning, it
appears as if your knees walked late into the night. So, we find that both these sentences
are not appropriate. Now, when we talk about appropriateness as we have been saying
since the beginning of this course that you actually have to make a right choice of words
and not only right choice of words, but the right choice of words in the right context.
Now, what exactly is the right choice of words? Words may have different meanings one
word may have more than one meaning and that is why people at times, you know
reluctantly sometimes when they use words they obscure the sense no doubt, but
sometimes they willingly do so also when they have a sort of different purpose. You will
find if you come across several advertisements you will find how they create a sort of
structure.
So, that they may deceive or they make coerce the readers, but then in order to make the
specific choice it is always better to make specific words instead of general words,
because when you are writing a sentence when you are you want to convey a sense you
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actually have a meaning with you. For example, if you say furniture people or your
readers may have different things in mind chair, table, desk, book-shelf what is so ever.
So, you here you have to make a specific use and say chair again when you say cutlery
that also may include so many things, but in order to make it a specific you can say a
knife, a carving knife, a fork or what is so ever, again when you talk about the worker
industrial worker or a field worker or somebody else, but then all these are general. What
you mean to say is in order to be specific, in order to mean, in order to convey your
thoughts, you actually have to make a specific use and say a welder or plumber like that.
Now, have a look at these sentences here the author or the writer has not made the right
choice of words and that is how the meaning has been sacrificed. Proper study methods
will induce good grades in college. Now, the use of the word induce is wrong this has to
be substituted in order to convey the right meaning.
So, what we should say is here we have made a wrong use of words, you should say
proper study methods will ensure good grades in college. The same is again in the
second sentence students do not seem more interested in the line of sports. So, why in the
line of sports? By saying in the line of sports again you are going to confuse it. So, you
must say students do not seem more interested in hockey nowadays, in cricket nowadays,
in kabaddi nowadays, then you will become more specific do not judge before knowing
his angle you see how you have not been clear as to what you mean by angle and your
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readers may think what angle he is talking about because a person who has got a
familiarity with geometry or some other discipline will be thinking about angle in his
way in his own perception. So, what actually you mean to say is do not judge before
knowing his opinion fine.
So, likewise in the last sentence again the most common fault among children is the
disability to amuse themselves. The writer actually wanted to say the most common fault
among children is the inability to amuse themselves rather in place of inability the author
or the writer has written disability, so this is wrong use, my dear friends. In order to be
specific, in order to be effective what we must do is we must actually know how words
can be used in the proper context.
Because words like run, get, take, read, stand all these words if you simply put a
preposition with that the world will have a different meaning or moreover this word run
may have different meanings in different contexts fine. The word get may also can have
different meanings; why are you getting late fine. Suppose we say why are you getting
late, again we can say I got a letter from my friends fine, you can again say I have got a
new assignment fine, please get off fine.
So, now you see when you are making use of words you have to be very cautious avoid
the use of unnecessary words. Sometimes what people do is they actually obscure a
thought they obscure the meaning by making use of unnecessary words. Sometimes they
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also repeat the words fine the same words in the same paragraph in the same you know
the thread of thought and what will happen the writing will not appear fresh the writing
will not appear effective.
So, what needs to do is when you are writing see to it that while you are you have made
use of one word and again you feel the necessity of having the same word using the same
word it is always better to use the synonyms, but while making use of synonyms also you
have to think about the context, whether it suits the context or not do not make use of
synonyms very carelessly or simply for the sake of making synonyms.
Again do not repeat words with the same meaning, avoid the use of pleonasm. What is
pleonasm? Pleon is a word which actually means excess so when you make excessive
use of words. At times you also say many people simply confuse or obscure or destroy
the meaning by making use of puffers. Puffers are when you are either trying to become
too literally when you are either trying to make use of roundabouts expressions,
circumlocutions you are actually going to destroy or distort the sense.
Now, let us have a look at the use of words and you will find ‘who is in the run; who is
in the run? Now, it will have a different meaning I mean who is in the race, he ran into
debt. Now, you see the same word run has been used and again right in running prose
fine right in running handwriting fine. So, there can be many more likewise when you
make use of words take have you taken your breakfast, have you taken your meal, but
then we are ready for the takeoff, you see how the meaning changes.
So, are you going to take on again we can with certain prepositions we can create phrasal
verbs take after, she takes after her mother so, the meaning changes. So, we have to be
very careful while we are making use of words. So, make use of caution while you are
making, while you are making use of words,’ hard times are over now’ hard times what
do you mean by hard times.
So, people actually make meanings based on their associations or based on their own
experiences, but then they never think about I said earlier also that people while writing
they write what they actually know and they write with a view that their readers know
everything. They must also think that their readers do not know and their purposes
whatever responsibilities you are going to discharge as a writer, whether you are going to
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give them instructions, directions you are going to give them advice what is so ever, but
please see that you make the right use of words.
You will also come across several sentences where what happens is in order to because
we have been saying that make specific use of words, make use of words that are
familiar, but it is not going to be applicable
every now and then we can have a look at this sentence, where it says. The college
selects its students on the basis of their demonstrated ability to accomplish high-level
academic work their personal, social, maturity and potentiality for getting a lot out of it.
Now, this use of getting a lot out of it this is very confusing getting what. So, you have to
be specific and rather you have to say potentiality for further intellectual and social
growth and development, then perhaps the sentence will have it is complete meaning,
otherwise, the sentence will not have its proper meaning.
Sometimes when people try to be very sort of very concise what they do is or sometimes
people try to be very fashionable. For example, look at the sentence he told me what to
do and I accomplished the operation now this is not the right use. In the first what you
have said he told me what to do so, what you should do, what you should say is and I did
fine and I did because you also had to see that a sort of parallelism is to be maintained in
order to convey the meaning effectively.
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Sometimes what people do is, people actually create and people make repetitions;
repetitions and by repetitions what they do is, they make use of words the word has the
same meaning though the word is different, but in a sentence what they are going to do is
they are actually going to load the sentence and unnecessarily tire the mind of their
readers.
You can have a look at all these sentences that have been given here and you will find
that what I am saying is or what the gist of what I have said is that you have to be while
writing, you have to be simple as I have said earlier, you have to be brief you have to be
concise, but not at the cost of meaning. Let us have a look at this sentence.
The importance and significance of writing lie in being concise without any change of
content, what is the problem? The problem is if you are writing importance why you are
writing the significance, what is the need of writing significance, you are simply loading
it. So, do not load your sentence with unnecessary words. Again in the second sentence,
you will find, I am glad that when I completed one course successfully that they
requested me to float one more, why this that, why you have used that.
So, let us delete this in order to be effective, the reason that you come across several
troubles in your life is because you are honest, fine, such sentences which appear to be
long this is just a sample know which appears to be long you can make it short simply by
cutting some of the words, but without sacrificing the meaning. Mr Kumar was greatly
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and excessively influenced why greatly and excessively you only want to say that Mr.
Kumar was heavily influenced by the humility of his new colleague. So, either use
greatly or excessively there is no need of using.
So, this is called tautology when you are going to make use of unnecessary words that do
not mean rather they actually load your sentences and the tire the mind of the readers.
But then you will find literature there is a tendency to describe, but then you cannot do
so, when you are writing for other purposes I have selected one line from John
Steinbeck, The Grapes of Wrath, now look at this line.
He leaned down and untied the laces, slipped off first one shoe and then the other. And
he worked his feet comfortably in the hot dry dust until little spurts of it came up
between his toes and until the skin on his feet tightened with dryness. Now, when you
read it you find you are involved. So, that is correct because you are reading a piece from
literature, but then this can also be when you and you know what is the gist of all, the
gist of all is simply which is given in the second sentence.
Now, depending upon the need depending actually upon the situation both the sentences
are correct, the first sentence serves to literary people, but the second sentence subs to
those people who are having less time and who actually want the sense to be conveyed,
he removed his shoes and walked more comfortably barefoot. So, that is all you have not
sacrificed the meaning.
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So, this is an example through which I want to convey that even effective sentences can
be written without loading it because every now and then you are not writing literature
you are actually writing for some other purposes as well.
And here goes a quote which is very important where Mark Twain one of the celebrated
authors says, “The difference between the almost right word and the right word is the
difference between the lightning bug and the lightning.” So, we have to be careful when
we are making use of the right word. So, the difference is very less, but then it depends
upon our own discretion it depends on our own consideration how we can make the use
of the right word in the right context
Sometimes people actually make their sentences or their writing inappropriate because of
the sentence structure, as I have been saying that simply by putting one phrase at one
place and one clause at other places you can obscure the meaning you can block the
meaning.
So, while we are writing we also must be careful to the sentence structure the way
something has been a structured it actually gives it actually helps in deriving the meaning
from the reader’s point of view. So, let us remember some of the golden rules arrange
words in a sentence so, that the meaning is not blocked; so that the meaning is not
blocked.
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Now, look at this sentence where if you have a look at these words you will understand
the meaning, but then this sentence because of the poor structure it gives a different
meaning. There is a restaurant at the end of the market which is famous for it is
delicacies, now what is what happens here. So, you are talking about the restaurant
which actually is famous for delicacies, but then the way you have structured it because
you say market which is famous.
So, what happens? The market is being referred to and not the restaurant. So, it is
actually a case of paying less attention to the sentence structure again this lack of our
consideration for the sentence structure is being caused because of the dangling
modifiers; dangling modifiers or reference.
Now, look at the other sentence ‘driving along the canal road, a leopard could be seen
silently sitting near the fence.’ So, this all these sentences actually require a sort of
revision, you could have said ‘while I was driving along the road I could see a leopard
sitting silently near the fence.’ And so, here what you do? You have simply changed the
order and you have conveyed the meaning. So, that is required, my dear friends.
Again, an effective writer should remember to not split his infinitives, here you all might
have come to know a golden rule of grammar that never split infinitives. Now, what are
infinitives, infinitives are actually verbs which take to: to go, to do, to swim, to think, to
berry, to worry, all these are infinitives. Now, when there is an infinitive the rule says
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that do not split the infinitives, so, as per the rule what should be done is never ever bring
any adverb between the infinitive I mean between to and the verb.
So, this sentence could also be improved and said and effective writers should remember
not to split is infinitives, my dear friends as a writer when you are writing something a
document. Your main aim is also to emphasize and you can emphasize by making
appropriate use of infinitives at appropriate places.
Nowadays there is a trend going on to split the infinitives also for example, we can say
he really fought bravely, he really fought bravely to win or we can also say he fought to
win bravely. Now what happens here? In both the sentences the meaning each obscured.
So, please see that you are not going to put an adverb before or in and between the
infinitives.
Place important words in important positions to emphasize. You all remember I am

always reminded of one line from Julius Caesar, where Antony says “I came to bury
Caesar not to praise him look at the use I came to bury Caesar not to praise him; not to
praise him.” He did not say ‘I came to bury Caesar; I came to bury Caesar to praise him’
or he could not say ‘I came to bury Caesar to not praise him.’ What he said was ‘I came
to bury Caesar not to praise him’ and by this saying, he actually emphasized what he
actually wanted what which is purpose.
So, if you place the words at important positions because positions matter a lot in order
to give appropriateness. Effective writing, I think should be learnt right from our school
days. Here the emphasis is the writer should be learnt right from our school days. Again
in the second sentence, according to me so, when you bring according to me. So, you
actually emphasize that what you want to say, according to me the best way to master
writing is to practice it every day. So, when we are talking about sentence structure say
to it that the sentence structure is followed or maintained in such a manner that meaning
is not obscured, otherwise there will be a great difficulty for the readers.
Now, at times people create ambiguity by following some or by simply changing some
orders as one case that we have already discussed is misplaced modifiers, dangling
modifiers. Now, what is ambiguity? How do people create ambiguity? And is it needed
to create ambiguity? As a writer, our main motto is to convey the sense, but at times
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either because of our carelessness we make our sentences ambiguous. So, let us try to
understand what is ambiguity?
By ambiguity we mean, a word may have two or more meaning, fine many words there
are many words which may have appear to be having one meaning in one context, but in
other contexts, they may have a different meaning. So, sometimes when you have a
purpose say especially in advertisements you will find when they create ambiguity
because their main aim is to put it in such a manner that the buyers or the clients are
induced.
Now, in literature you will come across plenty of ambiguities and in literature ambiguity
is considered to be a sort of trait, but in everyday writings, this ambiguity does not carry
much weight. Now, let us have a line from John Keats, Ode on a Grecian Urn, where the
poet says “thou still unravished bride of quietness, thou foster child of silence and slow
time”. Now, see what the; what the poet has done, he has actually made it ambiguous
although by making use of still, still can have two meaning thou still unravished bride of
quietness.
The writer is talking about his love, either he is talking about still unravished bride of
quietness he is talking about the beauty, but again he struck he is giving the meaning of
still here may also be yet thou yet unravished bride of quietness or many of us can have
different meaning because by stillness we also believe that either something that is no
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more. So, there are many ways people can derive meanings when they are talking about
ambiguity.
Again here is another sentence where the by the use of the modifier we are obscuring the
sense, ‘while on a tour of Copenhagen, his cell phone was stolen.’ So, whose cell phone
we are talking about? the person’s cell phone, you are not talking about you know
Copenhagen, ‘while on a tour of Copenhagen, Kumar’s cell phone was stolen.’ So, it had
to be changed in order to convey the right meaning.
One very famous book on effective writing written by Christopher Turk and John
Kirkman mentions five sources of ambiguity. And he says that in our day to day lives
when we have to have several transactions, there can be four or five sources of
ambiguity, either the ambiguity can be with the writers use of relative words or the
ambiguity can be caused by words having a different meaning, the words having double
meaning, sometimes while making use of unusual words, sometimes by creating
grammatical ambiguity and sometimes by ellipsis.
Now, when people actually write something say, for example, they are writing
instruction or they are I writing some explanation and if they make use of relative words
back and front high and low top and bottom left and right. So, this may be very
confusing, if you look at the use of these words in a particular context and it has been
repeated timely, so this may confuse the readers. So, it is always better to be very
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specific then making use of these relative words, sometimes we make use of words
which have got a double meaning. Say for example, words like replace, refit, reconnect,
rerun.
So, people may have different sorts of meaning depending upon their experiences and
their exposure to these words and what people do is, they actually start associating or
they start deriving the meaning based on their own experience. Whereas the writer's aim
was to convey it properly we will also have several examples of how we obscure by dint
of ambiguity.
And then at times we also in order to make it a standard use, sometimes we make use of
familiar words, but familiar words are used in such an unusual manner that we actually
confuse. Earlier we have also talked about the use of the words like get and take and
have, we can also make use of break and take. So, when you make use of break in a
general sense all you know the meaning of break is break.
But when you start it using in a different manner have you taken a break, was there a
breakaway, was there a breakdown. So, now, all these know are you taking everything
down fine, has the plane taken off fine, have you taken up the assignment fine that see
take after as I mentioned earlier and then you also create grammatical ambiguity by
making passive constructions and by problems of structure. In the previous lecture, we
also talked about how passive structure sometimes actually delay the meaning and why
you should make use of active constructions and then sometimes we also make use of
ellipses. Now, let us have some examples.
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Now, see these are some of the sentences that I have collected from different sources,
now look at the first sentence ‘check undercarriage locking pin, if bent replace’. Now,
the fun is on the word replace it was actually a sort of instruction check undercarriage
locking pin if bent replace, now this was a part of instruction. So, what the person did
was he checked the locking pin and of course, the locking pin was; locking pin was bent.
So, what he did was once again he simply put it replace he replaced it. So, here the word
replace is so confusing and finally, what happened you know it resulted in a sort of
accident.
Now, if there is such an instruction it will actually create a lot of disturbance, again you
can have a look at the other sentence ‘check that unit to total reflux.’ Now, look at the
use of the word reflux when you make use of the word reflux this can have several
associations people may also think because by reflux the writer meant condensation of
vapors while he was using in that context. But then a person who is not familiar with the
word reflux may think of baby reflux, baby reflux is a sort of a syndrome where the child
knows when the child eats something or drink something know again it backs it up. So,
baby reflux then we can have acid reflux this is actually a sort of gastro disorder.
So, now the question is when you are making use of words you also have to see you also
have to check whether your audience as in the previous lecture we talked about you have
to be aware of your audience’s background otherwise what will happen is the sense will
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be obscured. Then apply punched cards to be listed the hopper of the punch card reader,
now when we make use of the world apply.
So, there are several things that come in our mind, we do not think that the people will be
able to make the specific use of apply means to use, many people may also think because
those who are in jobs and all they might be thinking of by apply application for job or
something else by applying.
Now, the question is not a specific my dear friends. Now, here I have taken one line from
somewhere where I could see it written, take only the amount that is needed. Now, what
is the meaning? This can have a different meaning in different situations. So, one has to
be specific there is actually a loss, loss of a particular word also which we consider take
only the amount of food that is needed, take only the amount of petrol that is needed,
take only the amount of gas that is needed, take only the I mean when you are making
use of something please be specific.
‘Two or three wires can now be seen to be stemming from inside a wider tube.’ Now,
here you see the writer actually has made use of wires and by wires here actually, he
talks about flowers, two or three wire of flowers are now seen to be stemming, but
naturally when we make use of the wire everyone goes to the world of electricity in a
starts thinking. So, what happens? The desired sense is obscured.
So, my dear friends what we need to do is, we actually need to be very careful while we
are making use of these expressions also as we discussed earlier that a structure can lead
to a sort of confusion. Now, let us have a look at this technical language and how this
structure is complicated and by reading it you will come across such a sort of difficulty
that you will not be able to understand.
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Set variable speed floating control to damp the fast movement of the damper and provide
a safety margin for the air conditioning control system as the positions of controlled
elements where the system amplification is greater.
Now, do you think that people will be able to derive meaning? What actually is meant
here is that you need to reduce the speed by providing or you need to stabilize the speed
by providing a margin and near the band, but the way it has been carved, the way it has
been written it is actually a complicated structure. Again when even when you write a
sentence because in a sentence also you are going to create a sort of lexical ambiguity or
you are going to create a sort of structural ambiguity, when you are making use of a
wrong word you are going to create a sort of lexical ambiguity. And when in a sentence
you are going to make use of it in a different manner you are going to create a sort of
structural ambiguity.
For example, look at the last sentences, ‘Put the tea leaves on the stove, boil it, serve it to
the brim.’ Suppose you are giving somebody an instruction as to how the tea can be
made and if you make use of the sentence like this put the tea leaves on the stove, what is
the meaning? Can you put the tea leaves on the stove? Actually, there is something left
which in a you know in a civilized language we can say ellipsis you actually meant to put
tea leaves in a utensil on the stove boil it and then serve it to the brim again to the brim
also a confuses people.
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So, when you are going to give instructions or when you are going to explain something
see to it that the meanings are clear. Again the last sentence, ‘To appreciate a poem it
must be read aloud.’ This sentence also can be changed in order to make some; in order
to make a proper appreciation of a poem the poem must be read aloud. So, sometimes
though you may find that when you make a long sentence you are going to give a lot of
stress, but you are actually going to ease these stress sometimes by explaining things
also.
So, my dear friends all you need to do is when you are writing, because you know when
you write something you actually want to mean, you do not want to confuse your readers
it is not only about the question of what idea you have, but since the idea has to be
expressed and keeping into consideration the reader’s background, the reader’s
familiarity, the reader’s knowledge, the reader’s grasp over vocabulary, the reader’s
grasp over grammar, the reader’s grasp over structure, reader’s knowledge about
ambiguity.
So, do not go after creating a sort of ambiguity, rather your main aim should be to make
things understandable to make things easier, because you are writing only because you
want to be heard, you want to be read, you want to be understood, you want people to
know something. And in order to make them know all you need to do is you need to
follow a style, you need to follow a structure, you need to use a word that is familiar, to
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use the word that is not too much technical to because you know when you are in a
profession you are familiar with a particular word. And it is human nature or to think that
what you know is also known by others, the situation is not that you are writing to make
people understand and make people know.
So, for that, you have to think yourself in the condition of being a reader, in the condition
of being a receiver and for that you need to make some extra efforts only then you can be
heard, only then you can be read. So, before I conclude because today we have discussed
not only the way people create problems for the readers, but we have also seen to it that
proper use of vocabulary in the proper context with the proper anticipation of the
reader’s background can make our document, can make our writing understandable and
make our writing convincing as well as effective.
So, let us have a look at the code by the famous author George Orwell who says, “When
I sit down to write a book, I do not say to myself, I am going to produce a work of art. I
write it because there is some lie that I want to expose, there is some problem that he
wants to resolve some fact to which I want to draw attention.” Because as a writer all of
us should aim at achieving a sort of simplification or satisfaction and my initial concern
is to get a hearing, because when we write something we want to be heard.
So, let us conclude this lecture with this code and let us practice it in our life when you
also sit to write something you say to yourself I am not going to produce a work of art,
but I am writing it because there is some lie that I want to expose, there is something that
you want to tell people that is actually the meaning. I want to draw attention you want to
grab attention you want to convince them and your concern should be to get a hearing.
My dear friends I do hope that with these lectures you might be now in a condition to
start your writing and writing it in such a manner that you are being heard you are being
understand, before we meet for the next lecture let us keep trying, let us keep thinking,
let us keep writing, let us keep revising.
So, that a wrong word does not create a wrong image, a word in the proper context will
only create a right image and a document written carefully with concern for grammar,
with concern for ambiguity, with concern for structure, with concern for vocabulary will
only make our reading smooth our reading easy.
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Effective Writing
Prof. Binod Mishra
Lecture – 07
Essay Writing
Good morning friends, welcome back to NPTEL online lectures on Effective Writing.
You have been listening to lectures on Effective Writing by Binod Mishra and till now
we have already completed six lectures. We are in the seventh lecture now and this
lecture I have titled as Effective Essay Writing.
Now the moment we talk of the word essay, your mind goes back to school and college
days where you used to be given a topic to write and then it was at times, a travel times
at times a fun time. But now since those days are over now you are already a grown-up
person and you are supposed to write effective essays, whether you are following a
higher course or you are preparing for the competitive exams, you are pursuing some
other advanced level courses either at the college level or at the university level, essay
writing at times is a part of your academic curricula.
Now, in this lecture, I am going to talk about how you can make your writing effective.
And especially keeping into consideration all the other ingredients that we have talked of
in other lectures namely what are the principles of effective writing, whether writing is
an art or skill, how to maintain appropriateness and how to maintain correctness. Now is
the time to start experimenting with what we have learned and that is why we begin with
essay writing.
You might be thinking how this word essay came into being. The word essay which
appears to you very common, it had got a golden past. The origin of the word makes us
aware of how it was coined in the olden days, when the word was ‘essai’. And it is
actually derived from the old French word ‘essai’ which actually means trial or attempt.
So, this was coined in 16th century fine, but then it also had a Latin association when the
term ‘essai’ came from ‘exagium’ which actually means to way, to measure, to assess.
The word essay became popular when the French philosopher, statesman, writer Missile
the Montaigne coined it in 1580.
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And since then this essay not only became popular; popular for literary lovers, popular
for writers, popular amongst students, but then people started thinking of it from all sorts
of ideas. Somebody had an idea and wanted to express and if he wanted to give a
detailed description of something, he actually did it in the form of an essay.
So, in general, an essay can be considered as a composition in prose. But you know
essays have also been written in words only by a poet. But then apart from that most of
the essays actually when it was written in words, it was written by Pope.
But since then in all the ages if we have a look at the history of English literature and the
history of English, we will find, there are plenty of names; plenty of names who
popularized this genre of essay. And it is not only confined to school and college level
rather it actually has its presence felt in competitive examinations, in literature and in
other forms of writing where you are going to or where we are going to make our
understanding established or recognized and that we can do by writing an essay.
So, many stalwarts popularize this form of essay. They include Francis Bacon because
Missile the Montaigne who was the first to popularize this, had a follower named Francis
Bacon. And all of you are familiar with the name of Francis Bacon who also wrote a
good many essays and Bacon’s essays are popular in the world all over. Montaigne
actually came from a very wealthy family. He was not only a philosopher, a statesman. a
writer, but he had a lot of things to say and through his pieces of advice which actually
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had become a part of a literary record, we can find variety of essays written by
Montaigne. Most of the essays written by Montaigne are longer because Montaigne is
considered to be a writer of discursive essays whereas Francis Bacon who popularized
this genre wrote essays which were very compact, which were very simple.
But then Francis Bacon in most of the essays he had actually touched upon various
essays namely as we discussed in some of the lectures Of Studies, Of Truth, Of Death, Of
Ambition like that and he has written on so many topics. So, after Francis Bacon came
Abraham Cowley, then William temple.
I mean, in all the ages this genre of essay has been popularized by John Dryden, Daniel
Defoe et al. You already might have heard the name of Daniel Defoe who also was a
novelist. And then Joseph Addison and Richard Steele in 18 th century, not only Addison
and Steele, but then Johnson also wrote a good many essays. And those people who have
had a familiarity with English literature might recall the beautiful essays of Addison and
Richard Steele in The Tattler and in The Spectator. And then this form was also
popularized by Charles Lamb, Hazlitt, Samuel Taylor Coleridge, Matthew Arnold and
many more. Even in 20th century and in 21st century as well, there have been people who
have written good essays. So, this was actually a historical background to the essays. But
then, you might be thinking, can an essay be defined? What can be an exact definition of
an essay because the way we talk about an essay we simply think that it is, in general, a
sort of writing in prose form.
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But then people like Francis Bacon, they said that essays are like grains of salt which
will rather give an appetite than offend with satiety. So, grains of salt actually Bacon
believes that essays are just like appetizers. They actually augment our thought processes
and they are more an appetite than offend with satiety.
So, when we come across the types of essays that people can write, you will find that
there are essays which hint at so many things. Certain essays also hint at the picture of
the society in which they lived and then there are some essays which also have got a
different sort of tone. There are some essays which can be considered to be personal,
periodical essays. In literature, personal and periodical essays also became very popular.
But then Dr Johnson has given another definition of essay by calling it “a loose sally of
mind; an irregular” We will see why he calls a regular an irregular and indigested piece
because you will find when we discuss the various forms of essays will see why it is an
indigested piece. Because any essay that becomes a literary piece actually it depends
upon the choice of the author as to what sort of words he chooses and what is the line of
the argument that he takes. It is not a regular and orderly composition.
So, at times it has been seen that an essay can begin with anything and it can end in
anything; but then this is not what our aim of essay writing is. I am actually here aiming
at writing essays in such an effective manner that it becomes readable that actually, it
becomes very much a sort of facilitating reading for our audience.
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So, the stalwarts like Bacon and Johnson they have given different versions of essay, but
then that actually makes us think about its organization. Because as we have already
learned by what Johnson says, it is a loose sally of mind. What acts exactly does it mean
by a loose sally of mind? By sally, he actually means essay is a sort of witty lively
discussion.
So, when you read some essays, you will find how one can make an essay lively and how
we can one can make one an essay witty. But then because we have been saying that it is
an irregular piece, a piece that cannot be digested so easily. So, let us here talk about
how and what is the organization of an essay, what it actually is an essay. Because we
have said that it is generally believed to be a sort of writing in prose form.
Naturally, since it is in the form of prose, what will happen is, an essay will be a
collection of paragraphs. It cannot be a one-liner, two-liners. It can have a collection of
paragraphs and all these paragraphs in some way or the other, you will find these
paragraphs are connected with each other. So, we will also see how when we start
writing an essay, what are the things that we should keep into consideration.
So, an essay will be a collection of paragraphs and all these paragraphs will have a sort
of coherence because these paragraphs will have a sort of unity. What exactly I mean by
unity? By unity I mean, suppose you have a topic and when you have a topic, naturally,
you might be thinking of how to begin. An obvious person who writes or wants to write
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an essay starts thinking when he or she is given a topic or when it decides to write an
essay on a topic. So, first, he has to think about how should he start, how he should begin
and when he begins because naturally when we will begin he will write the first
sentence. And we write the first sentence he will also write other sentences because an
essay is a collection of paragraphs and one paragraph will have so many sentences and
all these sentences have to have a sort of coherence. I mean there will be a sort of
linking. The paragraphs have to be linked.
Now, here lies the question how we can bring unity in the paragraphs. Every paragraph
when the paragraph will begin, as a curious or as an effective writer what we have to do
is, the first sentence of the paragraph naturally will be a topic sentence and other
sentences will support the first sentence. And this way this paragraph will be framed.
Every paragraph will have one common theme.
Suppose, you are going to write an essay on a particular topic. So, naturally depending
upon your topic, depending upon your knowledge, an essay is a sort of result of your
understanding on a subject how much have you understood. Because an essay will
present your view, your thought, your opinion, your reflection and how you take that
subject. So, that is very important.
So, while you are planning because you cannot write an essay as you want to write with
some other things, you have to plan. When you get the topic, you start planning. So, this
planning stage is very important and when you plan after the topic sentence when you
are going to develop it. So, you must think because before developing, what you will do,
you will actually plan, you will gather the points. When you are making a sort of outline,
what you will do? You will gather the points and on a piece of paper, all these points will
be there. Now, it is your time. How you are going to relate? Because you will bring
certain things to one part some other things to another part. This is how you will make a
sort of division and subdivision of your essay before you are going to tailor it finally.
For example, if you take some paragraph from some essay, here is a one paragraph I
have taken it from a J.C. Hill and the topic of this essay is ‘Good Manners’. Suppose the
topic is good manners, now see how the author begins? The very first sentence, he begins
with good manners are also important when you are with your own friends. Now I have
not taken it from the beginning of the essay, but I have taken an isolated paragraph.
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What exactly is my aim? My aim is to say that even though this paragraph is isolated or
different, this paragraph has one subject or a theme. What is the theme? “Good manners
are also important when you are with your own friends. When you speak to anyone
speak clearly and sufficiently loudly for the person to hear. It is an insult to a person to
ask his attention and then speak so that he does not understand you. And remember it is
your responsibility to make yourself understood.”
Now, here the writer is talking about one of the good manners. Now what is one of the
good manners? One of the good manners is when you are talking to somebody, what you
do is, you actually want him to understand your point of view. So, you can find here that
how the author when he is writing a paragraph, he is actually trying to make this
paragraph speak for one theme.
Likely, but then this paragraph is not the beginning of the essay. Because in the
beginning of the essay, you will have to have a sort of introduction. Now again, the
components of an essay can be divided naturally, you know, it can depend upon your
length and depend upon the scope of your topic, you can have the paragraphs. But see to
it that the paragraphs are not too many because if the paragraphs are too many, it
becomes difficult for a reader.
So, in general, we can divide an essay into four parts. We can have an introduction and it
is very difficult for new people to think of the introduction of what they should write.
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An introduction what they do, they will write a thesis statement as to what they want to
tell, what they want to write, what exactly they want to convince, they want to convey.
And once they have settled, once they have set, once they have decided a thesis
statement; then they will think of the body of the essay. I mean the development of the
essay. And in the body may be, there are two paragraphs or three paragraphs as I said
depending upon your topic. And then finally, you will have the conclusion of the essay.
So, this is a rough way of dividing your essay. Now since we talked about the thesis
statement, care has to be taken as to what the thesis statement says. My dear friends, I
have made it amply clear by giving examples so that you can understand it thoroughly.
So, when you are working for a thesis statement, it is actually the combination of so
many ideas, but into just one or two sentences. But think of it that this sentence should
also relate to the theme. I mean the topic of the essay. It should also include the topic of
the essay and even in the beginning when you are making a thesis statement, your reader
will come to understand what actually is the stand of the writer, what actually is the
viewpoint of the writer, and the angle of the writer.
So, what a thesis statement does is, it reveals the topic. It actually provides a judgment
about the topic and then it also tells the reader as to what actually is likely to come. So,
in the thesis statement, you are preparing your readers to know, to expect, to anticipate
rather make them prepared for what is going to come.
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As I said that your essay can be divided into four parts and the very first part is the
introduction. Now people may also ask us as to what should be the length of the
introduction.
Introduction should be like introduction, isn’t it? Fine. Many people will try to show
their scholarship only in the introduction, but they should remember that a good
introduction has only to be brief. By brief, I mean, it has to be very specific and as you
will see in many essays. Because Dr Johnson has also said that it is an irregular piece.
So, maybe it has got an abrupt beginning, but remember even this abrupt beginning is
very specific. The abrupt beginning is with an aim, with an aim is to captivate you know,
why you are having an abrupt beginning. Because you want to captivate the reader in the
first place. And after having an abrupt beginning, you are orienting your readers to think
about what is going to come. And now, after this beginning, your readers are waiting for
the main statement or the thesis statement. Now if we have already seen how one of the
isolated paragraphs from J.C. Hills ‘Good Manners’, they actually provided a sort of
unity. But see how J.C. Hill in the same essay when he begins the essay how he starts to
captivate. You look at the line what you know, there are so many ways to start. People
can start straight know. But then, every essay does not have the requirement of starting it
straight.
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Now, here the writer has created a sort of background and though he is talking about
good manners, but in order to captivate the readers, in order to captivate the attention of
the audience members, what he says is, “there was once a young man who was strong
and healthy and enjoyed his work. In every way he felt on top of life, and had no
sympathy for the uninteresting folk who seemed to form such a large proportion of the
population. One day he got an attacked of influenza. He had had it before and paid little
attention to it, but this time he developed pneumonia and was dangerously ill. When he
recovered, he could only move slowly”.
Now, by saying all this what the writer is doing? The writer is actually trying to create a
thesis statement. So, the writer is preparing the reader and not only preparing the reader,
but he is actually keeping the reader's interest intact. There is some amount of suspense
in this and when the writer goes on to create a sort of background so that the readers wait
as to what should come. And then the paragraphs that will come because by the end of
this paragraph as readers, you will understand where the writer wants you, to where the
writer tries to put his own stand.
Naturally, having said the thesis statement, having stated the thesis statement, the writer
will move towards the body. And the body of the essay will have the development of the
topic sentence, will have the development of the thesis. And there what are the things
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that one should do is one should actually to support because in an essay maybe there are
two, three, four paragraphs depending upon the length and the need and the topic.
So, what one can do is, one can support other paragraphs and development of the topic.
The main ideas can be organized in order. Now while we will discuss the types of the
essay, we shall be talking about how we can maintain order. There can be chronological
order, there can be a spatial order, there can be an order of significance; I mean
prioritizing. So, all these orders how you are going to maintain in the essay that you have
to decide depending upon once again the choice of your topic.
Each paragraph has to have major details which actually supports each main idea
because every paragraph will have one main idea or which we can say one main theme.
And all these details are to be ordered within a paragraph with a sort of logical in a very
logical manner, in a very systematic way and each body paragraph when the body
paragraph will end, it will have a concluding sentence.
So, every paragraph will not only have one theme but also the last line of every
paragraph will conclude. Because as an author, as a writer of an essay, what you are
actually trying to achieve is, a sort of coherence is a sort of cohesion my dear friend.
Now since you are going to provide a sort of cohesion and unity, what can you do and
why should you do?
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There are three things which appear very important. J.C. Hills in his famous book, he
talks of the three requirements of bringing unity in an essay. The first is relevancy; by
relevancy what we mean is whether we are actually confining ourselves to the topic
because relevance matters when you write the first sentence and you have to see all the
supporting sentences are. They are in a way assisting the main sentence or the topic
sentence.
So, when we talk about relevance, we ought to say that we have to as a writer confine
ourselves to the topic. So, all the separate sentences, they are some way or the other
relevant to it. Then comes proportion. Now, what will proportion do? When after the
topic sentence and after the topic paragraph, you move on to other paragraphs you will
find that since you have a lot of information as while you are culling the information,
selecting the information. you have lots of information. So, how you are going to create a
balance? By dividing it, by putting it to some certain segments to some certain heads and
then you should ensure the order. If it is a descriptive essay, naturally the order will be
special; I mean you will be describing. So, we will find how we can, in an arrangement
we can ensure order and when you have done all that what is left now? What is left now
is conclusion. And how are you going to conclude?
Imagine your essay has got three paragraphs and in conclusion; what is the conclusion?
The conclusion is actually the findings; conclusion is actually the essence of all that you
have said all that you have either discussed and explained. You are actually going to tell
that in a very brief and convincing way. Maybe if you started with something, naturally
while you are going to conclude, you should try to conclude it in such a manner that it
becomes a sort of circular affair.
So, provide a logical and convincing statement which actually sums up the main idea.
And then remember that in conclusion, one must not give any new information and
throughout as we have been saying that the reader's interest has to be sustained. But the
last paragraph, the last paragraph is our take-home paragraph in an informal way. We
should say that it is something that actually provides a lasting impression on the readers
and the readers are carrying something with themselves and that is what the conclusion
of an essay should be my dear friend.
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Now, in order to validate my point, again I am taking something from ‘Good Manners’
because I started with ‘Good Manners’. ‘Good Manners’ is an essay a very significant
essay which you might have come across or which you may have read for her own
pleasure, for own satisfaction. You see how after having given all these paragraphs, now
this is the paragraph where the writer wants to conclude and we shall see we shall judge
the proposition that we have already provided.
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And what the writer says, “good manners come from having sympathy with others and
from understanding our limitations. The truth is too big for anyone of us to understand.
The truth as we see it, is only our truth and part of a larger truth. We should always
realize that we are humble unimportant little people on this earth and try to help the
world as much as we can in our short time here. I expect to pass through this world, but
once. any good, therefore…”. Now, look at it, how the author is struggling to come to a
conclusion and then he makes uses of references, he makes uses of linkers, he makes use
of internal summaries, having said ‘but once any good therefore’. And as an effective
writer, J.C. Hills also makes proper use of punctuation so that the readers may not
because when the readers read your written documents you are not there. So, either you
want to provide a sort of relief or you want to give them some amount of pause that you
are indicating through the punctuation marks. “That I can do or any kindness that I can
do to any creature, let me do it now.” you see, let me do it now. The author becomes very
assertive, “let me not defer or neglect it for I shall not pass this way again”. So, having
said this, the writer actually concludes his paragraph.
So, this sample conclusion was actually provided here with a sort of intention to let the
readers know, let the writers of essays know that the last paragraph has to be a paragraph
which not only restates which not only reevaluates which not only reviews but which
provides the readers with a sort of alternative and with a sort of impression that they can
carry something back home.
Now when we have done all that my dear friends, having understood, how we can go for
an essay. Because we must first know why we are going to write on this topic. Once you
know your topic, you also must be having certain ideas or you are going to gather ideas.
fine.
Because essay cannot be written you know very spontaneously. You have to make some
amount of planning, you may you have to make a sort of outlining and then when you
have done that and you have had all sort of ideas and those ideas have been clubbed into
several segments, into several topics, subtopics, into several heads. And then you are
going to finally, organize it as to how you begin the first sentence, how you bring
another sentence that actually supports and then how the first line of the paragraph
should keep you haunting you from time to time so that when you come to the last line,
you actually provide a sort of cyclic repetition in a way, but providing a sort of circular
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momentum where everyone, every reader can have a sort of feeling that they have really
got something beneficial. So, my dear friends, essay writing is not a difficult task. You
can make it easy, but only when you have an intention to make it easy because as the
founder or as the person who started this genre of writing says, Missile De Montaigne.
You remember the name, he says, “there is no knowledge so hard to acquire as the
knowledge of how to leave this life well and naturally”.
Let me say it in a different manner, there is no knowledge so hard to acquire as the

knowledge of writing an essay. But writing an essay when you know what you are going
to say so that your essay may become well, your essay may become natural. Your essay
may have a smooth flow, your essay may be effective and your essay might provide the
readers something worth carrying, something worth cherishing.
I hope, you are now in a position to know what actually are the requirements of writing
an essay, even though, you might be knowing, this sort of information will add to your
information and make you more effective.
Thank you very much. I wish you all a good day. But till then keep thinking of how to
write essays on different topics. And before, we come for the next lecture, keep thinking,
keep planning, keep organizing, keep experimenting and keep writing.
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Effective Writing
Prof. Binod Mishra
Lecture – 08
Types of Essays
Good morning friends, welcome back to NPTEL online lectures on Effective Writing.
Presently you are listening to these lectures by Binod Mishra and we are in the section on
essay writing, we are in the second part of the essay writing lecture. In the first part, we
talked about the origin of essay, how it started and what were the various requirements of
writing an essay, who were the stalwarts namely Michel de Montaigne being the first
among the essay writers followed by various essay writers and even in the modern days
we have many essay writers.
In this lecture, we shall be talking about the types of essay writing and how and what are
the different requirements of every type, that shall be discussed. I hope you are enjoying
the lectures on essay writing. When we talk about the types of essay writing, you
remember while defining essays we had two definitions; the first was by Francis bacon
who said, “they are just like the grains of salt which actually create a sort of appetite”
and so, the essays are just like appetizers and Johnson had said, that they are like loose
sally of our mind.
Naturally, how can something be a loose sally, how can something be lively, how can
something be witty. That is why, when we talk about the six types of essay, we shall find
how depending upon the nature of essays the writer has to make a definite choice not
only of words but also of the strategy as to how to write such a sort of essay.
So, narrative essays, then descriptive essays, reflective essays, expository essays,
argumentative essays, and then imaginative essays. You might be thinking about them by
the sort of names that they denote, the very first type of essay is actually a narrative type
of essay, narrative essays. When we talk about narrative essays, the word narration
reminds us of narrating something, I mean here in this sort of essay the writer or the
author will narrate.
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Now what the author will narrate? The author will narrate something as if he is either
telling you a story or he is telling you something from history or he is telling you
something about the biography of somebody or he is telling you something about a
legend or a story or even about the current event sometimes.
But remember these narrative essays are based on facts. And what the writer does here?
The writer narrates the author's point of view. Suppose, you are the writer and you are
going to write a narrative essay, imagine you are mentioning something about your
friend, you are mentioning about some of your favourite authors or you are mentioning
about some of the historical events; say the revolt of 1857 or the Glorious Revolution or
you are also talking about are the discovery of something.
So, as a writer what you are doing is, you are actually providing the author's point of
view and these essays are written in the first-person perspective. I mean narrative essays
are written in the first-person perspective. For example, we can begin I remember my
old-time friend mister X and then now, now you see you are actually going to narrate
something about your friend, naturally, you might be talking about some of his important
abilities, qualities, memorable habits, whatsoever or you are also talking about some
experience at times, isn’t it?
Now, in this sort of essay as a writer you are going to make use of present or past tense,
but remember in the previous lecture we have talked about relevancy. So, when we talk
about relevancy and we talk about arrangements, see to it that when you are making use
of present or past tense. See to it that the proper references are mentioned.
In the previous lecture, we talked about how J.C. Hill in his essay was not only
mentioning but referring. So when you refer a person, see to it that the referents are
proper. I mean when I say referents, what do I mean? If you are narrating something
about an important person, please, ensure that the pronouns are referred properly, fine.
And again you also should see that there is a cohesion, there is a sequence of tenses in
narrative essays. Such essays can be in a chronological order. Suppose, you are talking
about historical event, naturally it will have events according to time.
So, chronological order is the order that you provide where you talk about time, it was in
1857 or you can say last year while I went to visit one of my friends I could find now
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what you are doing you are actually narrating it in chronological order. You can also say,
the last September had been quite an awesome one for me, fine.
So, again you are talking about time. So, see to it that narrative essays are always written
in a chronological order. Sometimes when you are narrating an experience or reflection
say, for example, if you write an essay on a topic like ‘The Day When Everything Went
Wrong’ naturally you are again going back, you are talking about a date or a day when
everything went wrong.
Likewise, you can also talk about the day when everything went so smooth or you can
talk about the happiest day in your life or you can also talk about a visit to a zoo, to a
book fair, to an exhibition. So, in such a way what you are going to do? You are going to
provide a chronological order of events.
So, after narrative essays, we move on to another category of essays which are called
descriptive essays. In narrative essays, we follow a chronology. Now a chronology of
events, but in descriptive essays as the name itself suggests descriptive essays what they
will do, they will actually describe.
Now, what shall they describe, they will describe an object suppose you are going to tell
somebody about microphone, you are going to tell somebody about a historical
monument or you have come from a foreign country and you have had a lot of good
experience and you are trying to provide or going to tell people about how that country
was, how that place was.
Suppose, somebody goes to visit some famous building when he comes back, you know,
every human being as all of us when we know something we want to share it, isn’t it?
We want to share we want to describe and these descriptions can also be in the form of
essays that is why descriptive essays.
These descriptive essays are based on observation and description. Whatever you
observe, now you are going to give it words give it in the form of sentences. So, the
description will be there and the way you provide the description, because you are
sharing this description to somebody who either might not have gone there or would like
to know more. So, how you are going to mention, say for example, somebody is going to
describe the Taj you know.
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So, what he will do if he looks at it from an architect’s point of view, he will talk about
the architectonic quality, he will talk about how the structure was built, how there is a
dome-shaped structure and how it has been spread, how it lies in the middle. So, all these
what he or she will do he will actually describe in a very spatial order. By spatial order
what we mean, is space, you know we will talk about the space.
And while doing that as a writer of essays what you should do is you should actually
adopt the language which can orient the readers, which can enable the readers to
imagine. Now those who have not been able to see the Minaret, who have not been able
to see the Red Fort, who has not been able to see the Taj Mahal in India and other
structures also in some other parts of the world.
What they will do is? When you are describing they actually will formulate a sort of
picture on their mind such should actually be the quality of the person who is going to
describe. So, by describing you are actually providing a sort of visual or a graphic
description. You are providing them a sort of visual and suddenly on their mind, it is
imprinted. So, when they go to watch that famous monument or watch that famous place
what will happen they will try to relate it.
So, my dear friends when you are going to write a descriptive essay see to it that the
language always has to be simple. Please, do remember even though an essay is an
irregular piece, ‘indigestible’ as Doctor Johnson says, that the language has to be very
simple, otherwise there is no point writing an essay.
Through an essay, you are going to make others realize your grasp over things your
understanding, your knowledge, your knowledge the way you have learnt it, the way you
have understood it. So, anyway, we can say it is actually a comprehensive analysis of all
of your observations and the experiences that you are going to provide are through
descriptive essays.
Sometimes, we do not write essays every now and then just for examinations, we also
write sometimes essays to have a point of view, sometimes to share an experience.
Suppose, somebody went to watch the football match or the cricket match. Sometimes
we can also think of describing the rainbow in our own words, somebody who has not
been able to know about the titanic or somebody who does not know naturally they
would like to know because people are knowledge-hungry, we are in an age where even
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though everything is available, but then we want to know more and more. We are
knowledge-thirsty people.
So, we want to know more and more and that is possible only through written records
and these written records are also available in the form of essays. So, when somebody is
going to write a descriptive essay, he should see that he maintains the spatial order and
he provides a language which can enable readers to imagine and understand the subject
very lucidly, very clearly.
Next are reflective essays. Now, this essay is a bit different both from narrative as well
as from descriptive. Here you are not describing. Here actually is a reflection of your
own thoughts. But when you are reflecting your own thoughts what are you doing and
what can be the subject. Reflective essays are those essays which actually touch upon
subjects of general or abstract nature. In such an essay what the writer does? The writer
expresses his thoughts. It may not be based on facts every now and then it may be
actually his views maybe he is going to write something on politics. So, maybe it is his
political views. But then while writing this sort of essay see to it that you do not become
biased otherwise people will label you with different names.
Sometimes you will also come across some, some topics of moral issues, when a person
can and you know this at times becomes didactic as well. When you know in Times of
India or in some other newspapers, journals every now and then you come across some
corners, some pages where the essays are there. So, it may be based on some social
issues. Sometimes also on literary criticism, all sorts of pieces on literary criticism are
reflective essays.
So, in such an essay the writer expresses his thoughts, all the literary theories that you
might becoming cross as a prospective reader you might find that it is actually it might
have been given by somebody and then some other person also goes on either to
contradict or to counter or to provide his or her own input. So, what the writer does in
such an essay, the writer expresses his thoughts.
And then since these essays are written on abstract nature say people may write an essay
on friendship, people also may write an essay on punctuality. Now, on punctuality when
you write or on discipline you write, of course, there are facts, but you are actually
providing facts in such a manner where your own views are also taken into
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consideration, contentment. Contentment is already an abstract thing no people may be
content people may not be content.
But as a writer what you are going to provide. For example, sometimes you can also
write on people’s habits, sometimes you can also write on people’s nature, isn’t it?
Sometimes you can also write on good manners as you have already seen in the previous
lecture, fine.
There is a famous essay by AG Gardiner and the name of the essay ‘On Saying Please’
where Gardiner also tries to reflect his own views and while reflecting his own views
Gardiner actually provides several examples of a polite bus conductor as to how the bus
conductor was very polite.
And even though the writer not having a coin in his pocket, the writer was provided with
a sort of politeness when the conductor said ‘I will book you through.’ Now, what the
writer Gardiner does here is Gardiner actually tries to talk about this event, but he
actually generalizes it and then makes an essay ‘On Saying Please’ where he talks about
manners and then he says. But then the way he begins as I had said in the previous
lecture that it can begin on a very abrupt note where he begins he talks about, the lift man
and then he cites the examples and through that he comes to talking about “On Saying
Please” and on “Good Manners”. Now here I have taken one paragraph, I mean some
sentences of a paragraph from Robert Lind’s essay which is entitled ‘Forgetting.’
Now, look at it how the author begins, how the essayist begins and not only does he
begin in a very abrupt manner, abrupt manner why? Because the writer wants to
captivate, the writer wants to attract. He actually goes for a sort of attention-getter sort of
thing and he says a list of articles lost by railway travelers.
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And now on sale at a London station has been published and many people now, now see
the cohesion and many people who read it have been astonished at the absent-
mindedness of their fellows. Now, when the writer begins, though, the title of the essay
is ‘Forgetting’, the writer begins because he will create a sort of thesis statement, he will
create a sort of background and he says absent-mindedness of their fellows.
“If a statistical record were available on the subject; however, I doubt whether it would
be found that absent-mindedness is common”. It is and then you see the last sentence of
this paragraph, “it is the efficiency the rather than the inefficiency of human memory that
compels my wonder”. So, the writer has been able to build the thesis statement, because
he is going to talk about forgetting.
And the last sentence you see, because I had said that the last sentence of any paragraph
should be such that not only gives a vivid statement but rather validates the writer's point
of discussing his topic. Now as readers what we are doing we are actually waiting as to
what the writer is going to say because the writer has already said it is the efficiency
rather than the inefficiency.
Look at the sentence construction rather than the efficiency of human memory, and now
he will talk about forgetting. So, he has already created a sort of background and then as
readers we are waiting what will come next. So, this is one way of starting a reflective
essay, my dear friend.
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So, when we talk about reflective essays, it can be mostly on abstract nature even on
human nature and sometimes subjects of general interest. For example, now forgetting
where he will talk about how people at times commit the crime of forgetting even to post
their own letters and they carry the letters throughout, but then they forget. So, what the
writer does is the writer is actually trying to talk about something of human nature, but in
a way by giving examples and by keeping the interest of the reader intact.
Next comes expository essays. The title itself, if you look at the title of this essay
expository essays. It is actually by nature these essays expound or explain. So, these
essays so, by the very term expository what exactly we mean to say is, to explain or
expound something and in such essays what the writer of these essays have to do is they
have to state facts rather than the thoughts. In reflective essays, we used to say about
thoughts, but here in expository we will talk about facts.
So, factual things and it is not abstract, it is less abstract than reflective. So, we shall not
be talking of abstract things fine as we talked of a talked when we were discussing
reflective here people will talk about results rather than opinions, isn’t it? In expository
essays, they will talk about results rather than opinions; the boons of electricity, the
triumphs of science.
And then you can at times talk about pollution; water pollution, noise pollution, fine so,
all sorts of things. So, through expository essays, the writers provide results rather than
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opinions. At times people can also talk about cinema advertisements; again in cinema
also in order to become specific they will talk about academic movies at movies parallel
movies like that commercial movies, fine.
So, there are so many things there, there is a long list of things to be discussed. Then,
people can also talk about advertisements. If there is an essay to be written on
advertisements, it will again come under expository essays. People can talk about the
other face of technology. Again here, they will be talking about the facts as to how all
these electronic gadgets they are in a way they are adding to the electronic waste.
So, on most of the occasions through these essays, people may also talk about bringing a
sort of solution to the problem. So, in a way, these expository essays can also provide
solutions to some of the problems which we have been coming across. But then we can
also talk off, we can also glorify and sing about the triumphs or the achievements that we
have made. Let us have a look at the two sentences that we have culled from an essay on
the wonders of science.
“We have become so, familiar with the wonders of science that we have ceased to
wonder at them.” Now in most of the examinations that you come across that, you are
going to appear at, sometimes you may be asked to write expository essays. So, as
readers you must focus more, you must concentrate more on writing expository as well
as argumentative essays also will come to argumentative essays in the next section, fine.
So, now see the topic of this essay is the triumphs of science and the writing in the very
first sentences we have become so familiar with the wonders of science that we have
ceased to wonder at them. There is hardly any sphere of human activity that science has
not invaded.
So, through these expository essays, you can also talk about some of the ills of the
society also in addition to some of the achievements of our science, society, civilization
that we have. You can find (Refer Time: 24:41) plethora of essays available both online
and offline. You can really practice your hands and you can try writing some of them.
Next to that are argumentative essays. Here, now this essay is one of the most
challenging and as the students who are going to appear at the competitive examinations
they are often because you know your opinions, your opinions or your positions are
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going to be understood. That is why you are given some essay topics which actually can
from you take up or can exploit your argumentative ideas. It presents in such an essay
when you are you have been given an essay to write see to it that your side, you do not
take any side very blindly. What you have to do?
You are actually going to present both these sides in a very impartial manner meaning
thereby in an unbiased manner, but while providing both these sides you also are to take
up one position. But then the better is that you take a position that is not that does not
make you become very controversial because most of the argumentative essays are often
debatable and here your line of thinking is going to be analyzed.
So, when you are writing an argumentative essay what you are going to do? You are
going to investigate, you are going to examine, you are also going to show your own
viewpoints on some of the issues which may be considered controversial or at times
debatable. So, a word of caution is that when you are going to write an argumentative
essay you have to measure yourself well because you will provide both the situations.
You are going to provide the situation as it is. But then, when you take up one position
say to it that your position when you are arguing is based on logic and not simply based
on your ideologies which at times which may put you by giving yourself a sort of
dubious distinction. So, my dear friends try to be very cautious. But then a sort of
decisiveness is also aimed.
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So, as a writer of argumentative essays whatever side you are going to take see to it that
there is a decisive tone. Most of these essays as I have been saying, will be based on
some problems, may be on social problems like dowry, like population, fine like
unemployment several things are there. So, most of the argumentative essay topics are
often debatable.
So, see to it that while maintaining your own side you do not cross the barrier, I think
you can understand what I am hinting at. After argumentative essays, we have one more
essay which I have not provided any slide here maybe, but then that is called an
imaginative essay.
Now such an essay what is an imaginative essay as the title goes and imaginative essay is
an essay where the writer uses his own imagination. The writer has not been able to see
the situation, the writer simply imagines, he simply provides, he makes use of his own
imagination and why he writes such an essay? He writes such an essay to provide a sort
of aesthetic pleasure.
For example, somebody writes an essay on ‘The Pleasures of Ignorance’ or somebody

writes ‘If I Were a King’, ‘If I Were a Prince’, ‘If I Were the Prime Minister of India’.
So, there are so many things, maybe things are good, things are bad, but then in such
essays, while you are writing such essays, see to it that you can at times make use of
some figurative language also my dear friends.
And, then when you write such essays see to it that you have a grip and a grasp over
words. Imagination is simply meant to provide how far you can imagine, how far you
can imagine. By imagination, you are not going to provide a sort of solution, remember
it. By imagination you are not going to provide a sort of solution rather you are simply
going to provide them a sort of alternative way, but then your mind is completely active
and you are at work.
I am going to provide one famous essay which has been written by none other than a
great writer of essays. You will come to know later on and I will tell you who the writer
is. Now see how the essay has begun.
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“There is not a man living whom it would so little become to speak from memory as
myself, for I have scarcely any at all, and do not think that the world has another so
marvelously treacherous as mine. My other faculties are all sufficiently ordinary and
mean; but in this, I think myself very rare and singular, and deserving to be thought
famous. Besides the natural inconvenience I suffer by it (for, certes, the necessary use of
memory considered, Plato had reason when he called it a great and powerful goddess), in
my country, when they would say a man has no sense, they say, such as one has no
memory; and when I complain of the defect of mine, they do not believe me, and reprove
me, as though I accused myself for a fool: not discerning the difference betwixt memory
and understanding, which is to make matters still worse for me.”
Such a sort of issue and you know the essay is titled ‘Of Liars’. So, here the writer the
essay writer which is none other than Montaigne, Montaigne again you know one of the
premier essay writers. So, where he talks about liars, of liars and he is providing a sort of
perspective. So, here you will find all sorts of blends and blandishments are there, here
you can find these sort of smoothness is there and the writer a puts himself in the
position and then he imagines also and then he also provides justification and then he
says, yeah.
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There actually you can feel a sort of personal you know personal preferences as well, but
then the writer is dilly-dallying, the writer is becoming very discursive that is why he is
called Michel de Montaigne.
“But they do me wrong; for experience, rather, daily shows us, on the contrary, that a
strong memory is commonly coupled with infirm judgment. They do, me, moreover
(who am so perfect in nothing as in friendship), a great wrong in this, that they make
the same words which accuse my infirmity, represent me for an ungrateful person;
they bring my affections into question upon the account of my memory, and from a
natural imperfection, make out a defect of conscience. “He has forgot,” says one,
“this request, or that promise; he no more remembers his friends; he has forgot to say
or do, or conceal such and such a thing, for my sake.” And, truly, I am apt enough to
forget many things, but to neglect anything my friend has given me in charge, I never
do it. And it should be enough, methinks, that I feel the misery and inconvenience of
it, without branding me with malice, a vice so contrary to my humour.”
And the writer of the imaginative essay does not have any previous experience, all he
needs is to create a sort of aesthetic pleasure. And then when you come to know about all
the types of essays then comes the writing stage. We have already talked about the
principles and the requirements as to how you will write, but here some light should be
thrown on how when you have planned and when you have the ideas, how to go ahead.
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The number of paragraphs that you are going to put in your essays that depends upon the
intricacy or the difficulty level of the topic. But then it is always better to write a short
essay and most of the short essays consist of four to five body paragraphs maybe,
sometimes three also. Especially at school and college level, you used to write three
paragraphs, but as you grow up your paragraphs will also increase.
And then in order to keep the interest of the readers intact, all and essay writers should
do is to provide the proper use of sentence connectives and linkers, because you have to
ensure that your reading is going to smooth. And whenever there is a shift from one
paragraph to another, this shift should appear to be very natural, the shift should appear
to be very natural, very smooth and it should not appear as if you are imposing this shift.
Now, some point of caution also to be exercised in writing an essay and that is possible
when you know what style and diction are to be followed. The very first thing of all the
essays is to be clear, I mean clarity is the hallmark of all essays. As a writer of essays,
please ensure that you are sincere, by sincerity I mean if you have started with a topic
and you know your main theme you must not deviate, you must not stray away from
your topic.
And then proper references as I have been saying because that will connect your
sentences properly and the case will be taken because you are not going to write literary
essays or you are not a literary writer. So, preference would be given to short and
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familiar sentences, proper punctuations, because the more you punctuate your sentence,
you will create efficiency as a writer.
And one of the most ingredients and one of the important features of good writing is to
revise. When you have done everything and when you have written your essay please,
see to it when you please revise your essay and see. If an unnecessary sentence is there
or an unnecessary paragraph has crept in, it is up to you that you utilize your own
discretion and see to it that you can delete them very mercilessly without making a
sacrifice of the meaning, without making a sacrifice of the text.
When you do that it is always better to remember certain things, because an essay, since
an essay is to provide other people with the knowledge that you have, it is always better
to have a sort of restriction over the use of language which is colloquial and slangs.
And even though there are good writers to imitate, but then you cannot become that it is
always better to go your own way and write in your own language. But then care has to
be taken those ambiguous words and that I have been saying in all forms of writing
please discard the use of difficult words use of ambiguous words, ambiguous references
and it is only a lazy person who makes use of so many quotations even in his essays.
So, if you practice all these things, I think your essay is going to get the sort of
effectiveness because you have not only concentrated on the topic but then you have
provided facts, opinions, other analytical information. And then you have also been able
to sustain the reader's interest because that is the main thing. As a writer when we write
something our main aim is to make others convinced by what we are saying either
through an essay or through any other form of writing.
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Having said all that please see to it that a good essay actually is just like a good travel, a
good essay it just like a good travel. And here is for your own pleasure some lines from a
famous essay by Bacon where he says “Travel, in the younger sort, is a part of education;
in the elder, a part of experience.” My dear friends, you are also travelling through all
these techniques of effective writing, but then your travel will be meaningful only when
you have a sort of achievement, only when you have a sort of satisfaction.
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And as Francis bacon says, “let diaries, therefore, be brought in use, but diaries alone
cannot make you travel”, books only alone cannot make you travel they can provide
some sort of information, but unless and until you have that physical experience sort of
thing of travelling, you cannot enjoy travelling. And, as Francis Bacon says, “And let his
travel appear rather in his discourse than in his apparel or gesture; and in his discourse let
him be rather advised in his answers,
than forward to tell stories; and let it appear that he doth not change his country manners
for those of foreign parts; but only prick in some flowers of that he had learnt abroad into
the customs of his own country”. And I hope you might have learned the customs of
writing essays having said, all this I think you are in a better frame of mind where you
can get ready to write a significant and an important essay.
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And let me sum up once again with the words of Michel de Montaigne who says,
because when you are writing you know many people have the habit when they write or
when they speak they speak more about themselves than about what they are going to
write. So, a word of caution let us take from Michel de Montaigne and say “do not
discuss yourself for your bound to lose…” if you speak too much if you write too much
about yourself you are bound to lose.
“If you belittle yourself, you are believed”; meaning thereby how I connect it is, if you
actually write less, but then write specifically you are believed; if you praise yourself I
mean if you beat around the bush, you are disbelieved. And as I understand, you do not
want to be disbelieved rather you want to be believed and you can be believed only when
you are sincere, only when you concentrate on what you had undertaken to.
Meaning thereby; if you have decided to write an essay, look at the topic, think of the
thesis statement and then start writing. Tailor your thoughts, weave your paragraphs, and
finally, give it the shape that is required. And in giving the shape, create beauty and not
ugliness, because beauty is all that all of us believe to be the creation of god and god is
beauty itself. Thank you very much. I wish you all a good day and hope you will be
writing better essays in the days to come.
Thank you.
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Effective Writing
Prof. Binod Mishra
Lecture – 09
Essentials of Academic Writing, Part I
Good morning friends and welcome to NPTEL online certificates course lectures on
Effective Writing. Friends as you will remember in the previous lecture, we talked about
essay writing and today we are going to talk about Academic Writing. Now the question
that you might be thinking of is what is academic writing and how is it different from
other forms of writing. I call it academic writing because we are going to discuss some
sorts of academic writing which actually are used for academic purposes.
Now, you might be thinking that, are other purposes not academic? that is not my
intention. My intention is to confine today's lecture to some forms of academic writing
which are meant only for academic purposes. Now, what are these writings and how we
can approach them? Dear friends, all of you might in some way or the other be having
some sort of writing. You write every day in some form or the other.
Sometimes, you are writing in your organization, sometimes you are writing at your
home. But when you write for academic purposes, these writings are different. Now, are
there some important aspects of academic writing? Yes, an academic writing is purely a
sort of writing which is based on facts and that is why there are certain requirements of
academic writing. The first is researching.
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Since academic writing is based on research, since it is based on facts; one has to do a lot
of research about it because academic writing believes that whatever the writer goals to
say has some amount of evidence. So, the first criterion of academic writing is
researching and then the second category is to evaluate the information. You cannot
write anything and everything in academic writing. Whatever you have researched, you
also have to evaluate your writing and then when you have that you are to organize
because in course of academic writing since they are based on facts and they are written
factually, there is a lot of argumentation.
And all these when you have a lot of ideas; when you have a lot of facts, facts related to
information, related to new innovations, related to something new that you want to
contribute naturally in order to prove your point or in order to bring home something that
you really want to contribute to the world, you actually have to depend on a lot of
argumentation. And then in course of doing all this, you may also have to respond
because there are people who can contradict, who can argue, who can in some way or the
other disagree with what you say.
So, you have to while you are going for academic writing, you have to ensure that you
have some pieces of information ready in order to save yourself or defend your line of
argumentation. Now, as we are talking about academic writing, you also might be
thinking that do not you right as I said, in the beginning, all of us are doing some sort of
writing in some way or the other. Now, there are some misunderstandings also about
academic writing and among people, many people sometimes or the other when they
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read a piece of academic writing, they sometimes think that either it is stupid antic or it is
too full of technical information. Many people say that they are not able to understand
because this piece of writing is full of technical jargons which you do not understand.
Now, as an academic writer all you need to do is, you actually need to analyze and
express your point of view in a very clear, in a very lucid manner, in such a way that the
other party or I mean the people who are going to read your writing is in a position to
understand your line of argumentation. It has also been seen that in order to make a piece
of writing academic, many of us make it unnecessary complicated.
If you remember while we were having some lectures on The Principles of Effective
Writing, we were talking about how unnecessary complication is made because of the
use of long sentences, because of the use of so many phrases, because of also the use of
unfamiliar words. So, all that you have already learnt; how unnecessarily a sentence or a
paragraph is made complicated. But, this is not going to pay you in the long run, my dear
friend and then an academic writer sometimes appears to be too much technical and
since you are going to add something new in terms of academic writing, at times it may
also appear that you become a bit impersonal you know.
Impersonality is also one of the ingredients of academic writing and then since your
writing is actually the output or the result of all your research you at times become
authoritative. But then since your aim through this academic writing is to make other
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people know and understand your line of thinking as to what you have done naturally,
you become a bit authoritative. Now, you might also be thinking of how a writing
becomes academic. It is actually not possible to discuss all the forms of academic writing
that you come across, but there are certain things that can make your writing academic
and their certain terms which actually are to be clarified here.
I am not in a position or rather a because of less amount of time we cannot discuss

everything, but there are certain things which are difficult and which pose difficulty
while one goes through academic writing. So, I have touched upon some of them. The
very fast thing in terms of academy writing is ‘Title’ as I have been saying that whether
you are writing an essay or your writing something else, the first thing that somebody
comes across is the title.
You want to add something new to the world to the world of knowledge naturally, the
very first thing that you decide is on which aspect you are going to talk about on which
aspect you are going to expatiate your views or augment your views. But then before that
one has to be ready with our title. Now how can somebody write an effective title even
when one is writing or one is touching upon academic writing?
So, there are several ways one can go for a title. There are some titles that announce,
many titles are very clear. These titles announce; there are some titles which are in the
form of a question. So, you put a title in the form of a question simply to create, simply
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to make people take some interest in what you are going to say. Sometimes it is in the
form of a question, sometimes it is in the form of a preposition, sometimes it is in the
form of a quotation, sometimes it is a sort of guideline, sometimes it is in the form of
alliteration as to because your main aim, in the beginning, is to captivate your audience
or capture your audience through the title.
So, when you are going to write a literary piece and you are going to contribute to the
world of academia, you make your title very alliterative. I mean something that sounds;
know something that sounds very musical. There are some titles which are based on
comparison and contrast; there are titles which are mystifying. Now it is up to you which
sort of title you are going to choose depending upon your subject area, depending upon
your area of interest and depending upon your expertise.
But having written the title alone is not enough. After the title, you are also to write an
abstract. Now the question is many people are divided on this point as to whether they
should write an abstract in the beginning or they should write an abstract after they have
written their academic paper or whatsoever. Now, but then the curiosity that you might
be having is what actually is an abstract. Many people at times have confused abstract
with a summary. Of course, an abstract is a summary because it is only in the abstract
that you are going to tell people what you are going to do in this paper, what you are
going to do in this project, what you are going to do in this thesis or any form of
academic writing.
Now, the question is when you provide an abstract, are you going to give a short
summary? Naturally, it is a summary, but then abstract is always smaller than a
summary, a shorter than a summary. In abstract what you do is you are going to tell
people giving a little bit of background information and then you are also going to talk
about what has already been covered and what you are going to take up. I mean your
plan of action that is that will be the right word to say your plan of action as to what you
are going to say and this abstract may be different depending upon the different
disciplines in your area.
And then after you have submitted the abstract, you might have already seen that when
you submit an abstract in response to a call or papers either in some conferences or in a
CFP for a book or for a journal or whatsoever then you send them an abstract. Now,
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depending upon the quality of your abstract because other people come to know about
what you are going to do, they either accept your abstract or reject your abstract. But
then since people are getting a lot of abstracts, you will find they also mention and some
are conferences or some organizations or some journals, they also tell you have to
provide and they also tell you the length as to what will be the length of your abstract.
And then you have to provide some keywords. What are these keywords? These
keywords actually make your topic, makes your discussion very specific and it is just an
aim to evoke to create interest among the readers. So, and the keywords are not too
many. The keywords have to be very specific; the keywords have to have a sort of
limitation. Sometimes they say five keywords and these five keywords actually enabled
them to understand your line of thinking.
After having written the keywords because keywords form a part of your abstract. Then
having written all that there is something which is very interesting which you will be
taking up after your abstract has been accepted and then you start either writing your
paper; I mean complete paper. So, you come across the introduction. Now, you are ready
with the content and you are going to weave that content, tailor that content into the form
of an academic paper or an academic essay or whatsoever. So, in the introduction, as I
have already told you in previous lectures, that introduction is only a very meagre part of
your paper or introduction is only a very meagre part of your essay or prose or
whatsoever.
Now in the introduction what you do is you give them a background. Suppose you are
going to work on sonnets; if you are working in literature or and you are going to talk
about some specifics sonnets. So, what you do is first you talk about sonnets in general
and then you come to Petrarchan, Shakespearean or whatsoever. Likewise, when you are
going to talk about some scientific things, there are also you are going to provide some
pieces of information in the background. Then since it is a work which is very specific,
you have also to provide limitations and then your methodology, your plans and then
your division. But then the introduction has always to be short, but the introduction is
always some way or the other a bit longer than your abstract.
In the introduction, you are creating a sort of rapport as you do in spoken form and then
referencing. One must also once you are in the world of academic writing, you also are
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to be familiar with all sorts of referencing because when you are providing some piece of
information in the form of contribution to the academic world, you are also going to
make some claim, but that claim has to be supported by some evidence. And for these
evidences, you are going to follow some sort of documentation styles.
There can be varieties of documentation styles, but I am confining myself only to four
which are very popular. The first among them is APA, you might be knowing APA is
American Psychological Association and then we have MLA which is Modern Language
Association, then IEEE which is Institute of Electrical and Electronics Engineering and
then we have Vancouver.
Now all these are styles have some amount of differences. When you are going to
provide them with some pieces of information because whatever information you have
had, they also have a certain basis in some others works also because you are not going
to agree with others, you are also at times going to disagree with others you are going to
counter. But then while you are countering since you referred to them and that is why
they have to be acknowledged and these acknowledgements can come in the form of
either bibliography or references.
Now, here are some of the examples given and these examples are related to these styles.
The very first style, you see, the very first style is written in the form of APA, American
Psychological Association. Now, what do you do in documentation? In the
documentation, you are going to refer to those pieces which you have consulted and not
only consulted but then you have cited as well.
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So you will find when you referred to American Psychological Association
documentation, then the name of the author just after the surname of the author comes
the year and then this is different in MLA where the year is flushed towards the end. In
both the ways, you will find that surname comes first and then the initials come and then
the name of the book or the journal followed by name of the place of publication and the
press and also the date and the year. But, then in MLA and APA, the basic difference is
the name of the year is flushed towards the end in MLA whereas, it is written in the
beginning in APA.
Next is IEEE which is very popular with science and engineering. There you will find
what they do is, it is not the surname that comes first, but then the initial. They provide
the initial first and then the surname and then other details come accordingly. And, the
last is a Vancouver style where the where just after the surname, the first initials come.
Just after the surname, the first initials come and then they provide the name of the book.
Here what is the basic difference is the typography is very spare, it does not go along or
other lines of documentation where we see to it that capitalization should be there.
You can have an example in many cases, especially you will find in the areas of
humanities, many people prefer to provide footnotes as well as endnotes; footnotes and
endnotes. Through footnotes and endnotes what they want to do is they actually want to
provide some more information because if somebody is interested more, then the
discussion follows in the endnote or the footnote. So, footnotes are always more
extensive than references.
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Having known that let us since we have come to know what are the essentials of
academic writing, let us now see how we can begin to write. Now many people you will
find many people which whom you also might be knowing, they are averse to writing.
Many people think why should they write is not it because they always think that if by
writing they are getting some amount of a promotion, it is some sort of hike, it is ok.
They are always after rewards but remember my dear friends it is only not the rewards
that can ignite you to writing. Writing is a very personal thing.
You want to add something to the world of knowledge, you may not get extrinsic
rewards quite often, but then you get a sort of intrinsic rewards. Now, what is the basic
difference between extrinsic and intrinsic of awards sorry rewards? Now the extrinsic
reward is what you get from the external world. Imagine when you want to write, do you
really start writing with that purpose? Not at all, everyone wants to see his or her name in
print know. Imagine the sort of excitement you had when you could see your first paper
published in print or when you received an email.
Somebody is complimenting on your innovative idea, somebody sending you

compliments through letters and all I mean these are all intrinsic rewards. So, if
somebody is only after extrinsic reward naturally they cannot write. One should always
think that writing comes not only out of the heart but also out of the head and remember
that we all are emotional people in some way or the other. So, the sort of emotional
satisfaction you get when you see something in print and that also by yourself that really
gives you immense joy my dear friend.
But then not everyone can write as I have been saying and my purpose also through these
lectures is not to convert people into a writer. But, then in today’s world in order to
prosper, in order to see yourself getting some hikes, in order to see yourself getting
appreciated. You need to write you need to be writing not exactly in the sense of
becoming a writer, but writing just to prove yourself and that is why everyone should
start writing. Now, how can they start writing even if somebody does not feel like
writing and if every now and then one write something you know getting some ideas on
paper? Is it true that not all of us have an inclination when we see something or when we
come across some idea? We also want to extend that idea I think all of us have.
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So what we can do is we can get our ideas on paper and getting our ideas on paper and if
we make it an iterative habit; if we make it a regular habit perhaps in course of time, we
will have no such obstacles or blocks which many people say they face when they write.
And then some authors have said that one should also have some amount of freewriting.
What exactly we mean by freewriting? Freewriting is when you write do not always
write with a purpose. If you start writing with a purpose in the very first instance, you
will never be able to write and remember that perfection is always a misnomer. So, start
writing something, all of us have some ideas, all of us at times have some moments of
joy some moments of despair, all of us also get something which we discovered through
observation, through talking to people.
So, one should always have some time for free writing when one can write very
spontaneously without being concerned about grammar, without being concerned about
language, without being concerned about other people. And, if you develop that in
course of time, you will start writing fairly. Now, as I said everyone wants to write and
everyone wants to see himself or herself in print, here is an observation that can make
you feel delighted and elated. The first time I write a draft of a paper, I mean when
somebody begins one feels that he or she is not able to write. But then here is an
experience which has been mentioned in the book by Elbow and Bellano who say, “the
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first time I write a draft of a paper, I totally go and rant and rave.” Rant and rave I mean
rejoice and say unprofessional things.
Because when you are writing a freely, you can say unprofessional things including
swear words later I go back and change it to something more acceptable for my academic
audience. Because when you write for the first time, first time original ideas may come
and you may not be having control over words. So, you start writing but then do not
leave it. You go again and then rewrite it, revise it thinking that it is going to be for your
audience which are academic. My theory is that the new more professional words will
still carry the original energy of the first draft.
Even if the first draft is not that academic, but then the sort of ideas you had germinated
actually these ideas only propel you to expand it further and to extend it. So, even my
final academize version will have more oomph than, if I tried too hard to control my
initial reactions in the first round. So, this is the experience that one can have in the first
instance. Now when you start writing, but before writing as I said you will have a sort of
abstract and all. But even before the abstract what one needs to do? One needs to do a lot
of surveys which we can call literature review. Now how does literature review help and
why should you go for a literature review?
A literature review can show you the extent of research already carried out. If you are
writing in a particular discipline, you would like to know what has already been done
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performed and what new because some idea might have stirred and you want to extend
that idea you want to expand it. Naturally, you would like to consult some more books,
more literature and for that, you visit library and you can also go to several websites
because today we are living in an electronic age where we have sufficient materials
available. And then when you have a literature review, this literature review can unveil a
lot of strengths and weaknesses; lots of strengths and weaknesses.
And, you will be as an academic writer, you will sometimes detect that there are some
gaps in this methodology. There are some gaps in this model, there are some gaps in this
line of thinking and naturally, that will prove to be a sort of ignition for you. So, every
academic writer everyone who wants to write academically should go for a literature
review because this literature review will provide him some scope, some opportunity for
further research. And since we have been talking about academic writing naturally, we
want to make some amount of research before we want to show it to the outside world.
Having done the literature review now you are ready and since you have an information,
you have some pieces of information which you would like to share. And how can you
share? You cannot share it unless and until it has been approved you cannot share it
unless and until it has been appreciated. You cannot disseminate it unless and until
exports in that area have already said or given a go-ahead.
And how can you do that? This can be done through conference papers. Every other day
if you have been coming across newspapers, emails or some call for papers you will
receive several calls for papers either for conferences or for journals. Now you might be
thinking because you have already a lot of ideas and you have already discovered
something. Naturally, it has to be presented in our conference and you know my dear
friend, a conference is one of the best platforms where your ideas can be listen to by a
good number of people and then these good number of people having understood and
being convinced, they can give you a go-ahead. So, that your further path of writing and
your further path of contributing to the world of academia goes further. As ‘Gold’ has
said, “conference papers are the essential launching pad.”
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You see “essential launching pad” for nearly all scholarly carriers whatever career you
are in know. You might be, whether you are a medical professional or you are an
academician or whatsoever or you are a student who is becoming ready to be a teacher or
to be an instructor or to be an expert or to carry out something in the world of research.
Naturally please go to conferences and in conferences, first as I have already said I have
already provided you with some background as to how you can start writing your first
paper.
But then in conferences, it is not the complete paper that you are going to read, in many
conferences you will find they will say you camera ready papers are allowed, in some
conferences they will say you will be provided 20 minutes to present your paper, your
conference paper has to be presented. So, what you can do is your conference papers are
a spoken form of paper.
You have the complete paper with yourself, but you are going to speak it out and people
do not have time enough to go through your complete paper. You can submit the paper
so, but then you can also provide them some handouts and then you can also make power
point presentations. So, since you are ready with your paper, you have tailored it now
you are sending it to conferences and you are going to read your conference papers.
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Now one of the other forms of academic writing is also book reviews. After since you
are you have started your journey of writing; after spending some years or some months,
you sometimes come across a book and you have read it now you want to review. Now,
book review is also one important segment of academy writing where. And, what is the
purpose of a book review?
The purpose of a book review is actually to popularize a book or to introduce a book to

the world of academia. That is why when somebody is going to write a book review, one
has to do a lot of exercises; one has to read the book completely, one has to find out what
are these trends, what are the weaknesses, how it can affect the readers. So, you will find
sometimes when people like the book review, they think it is just like writing a paper.
No, a book review is very critical you know it is a critical practice it actually enables you
to look at the book critically in the way that it is either to the reader’s benefit or to the
reader’s disadvantage. And, then while writing a book review, the very first thing you are
not going to say or you are not going to provide all sorts of information about the book.
Though it is actually an overall impression of the book that you are going to provide to
the readers.
And when you are writing a book review, see to it, since you are going to popularize this
book. What you are going to do is you are going to provide the title author, publisher,
date and year of publication along with ISBN, page numbers and all. Here are two
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examples given how a book review can be documented and also look at when because
when you have written a book review either some editor has approached you or
somebody has requested you to write a book review.
Also, think off and also try to understand what are the limitations sometimes they
provide you with a word limit and since you are going to write a book review as a neutral
writer, see to it that you present an overall evaluation of the content and moreover you
have to be careful because you are going to talk about both the merits as well as the
shortcomings of the book. And then the book will be introduced to the readers.
But see to it that you are not in a way going to eulogize, going to appreciate the writer
very blindly my dear friend. Otherwise what will happen? People will simply think that
you have been hired to write a book review simply by the writer. No, a book review has
to be impartial and then when you have written the book review, one should also see
because every writing requires a sort of revision.
So, while revision see to it that you have not discussed the entire content, you have
simply talked about this specification and you have not been blind to the use of
languages which are not acceptable. I mean satirical language, slangs and you are not
going to appreciate the writer. I can also give you some information about how a book
review can be written. Let us have a look at one of the very important books by one very
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contemporary author novelist named Aravind Adiga whom you already might have
known.
He has till now written four books and you know one of his books entitled “The White
Tiger” was given the Booker prize. Next to that, he wrote “Last Man in Tower” here is
an analysis or a book review of his book “Last Man in Tower”, the novel. Now look at
only the two sentences. I am not going to give you the complete paragraph, but see that
only two paragraphs, the book review begins with funny provocative and decadent.
Now see these are the phrases which are hidden phrases and this actually augments your
interest in the book and then Aravind Adiga’s, Last Man in Tower is the kind of novel
that is too richly insightful about business and character that it is hard to know where to
begin singing its praises. But how he began? He began on a note to captivate but look at
the last paragraph of the novel my dear friend because the book review I mean reviewer
sees to it that he is not blinded or he is not singing, he is not glorifying the author. What
he says Adiga’s novel isn’t perfect?
He traces his characters wicked impulses more convincingly then he details other
occasional surges of virtue and the books final hopeful note feels largely unearned. But
these are small flaws compared with many novels many delights and its unusually
evenhanded take on urban development. As Adiga told the Times of India, “money itself
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is amoral”. It can liberate people as easily as it can destroy them in Last Man in Tower,
we watch it to both.
Now when he writes when the reviewer writes the last line, he leaves some food for
thought for other readers and the readers having come across this book review will
naturally be tempted to buy the book and that is how the book review will get its
justification.
My dear friend, we could have gone on talking and talking about academic writing, but
times fall heavy and then we have to confine our lecture. But then before we confine our
lecture because we write a review, but before writing a review first write you know. If
you want to become a writer or if you want to become a reviewer, the first thing that one
should do is one should write. Here is some excerpt from a Turkish novelist Orhan
Pamuk.
You might have already heard the name or Orhan Pamuk whose book My Name is Red
and Snow became very popular and he got the Noble prize also. Now while answering as
to why he writes he gives so many reasons as to write and you can find much food for
thought in it. “As you know the question, we writers are asked most often the favorite
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question is why do you write. And he gives a long line of answers, I want to read other
books like the ones I write because I am angry at all of you, angry at everyone. I write
because I love sitting in a room all day writing, I write because I can partake in real life
by continuing to live in Istanbul. I write because I love the smell of paper.” So, my dear
friends when somebody does not think about reward, one can really light naturally one
can write spontaneously. Look at the last lines, “I write not to tell a story, but to compose
a story I write because I wish to escape from the foreboding that there is a place I must
go, but just as in a dream. I once get quite there I write because I have never managed to
be happy, I write to be happy.”
My dear friends you also when you start writing, you will feel a sort of excitement a sort
of joy which is intrinsic, which cannot be shared, which you know money cannot buy,
which rewards cannot buy. I hope it is time now to conclude this lecture. And, to tell you
once again that if you have an idea to write, please write, do not delay and keep thinking
how you can start, how you can write, how you can make your voices being heard by the
outside world.
Till then, thank you very much. Have a nice day, bye.
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Effective Writing
Prof. Binod Mishra
Lecture – 10
Essentials of Academic Writing, Part II
Welcome back and good morning, you are listening to NPTEL online certification course
lectures on Effective Writing and standing before you is Binod Mishra. I hope you are
enjoying these lectures. My dear friends, presently we are discussing Academic Writing.
In the first part of this lecture, you have already been introduced to the various Essentials
of Effective Writing in the form of academic writing and you also had a test of
conference papers and book review.
Now, in this lecture we are going to discuss papers, I mean scholarly articles and then we
shall see how different academic writers though appearing to be made of the same mould
have some sort of differences or the other.
So, having understood conference paper in the first part of academic writing, now we can
have a look at a research paper, whether you are in the field of academia or you are doing
some amount of research in the field of science and technology or in some other fields.
Say for example, in Humanities and Social Sciences or whatsoever. You always come
across some amount of research, which you really want to present to the outside world.
Now, you might be thinking, is a research paper different from a conference paper? I
think both of them are researched, but then while in conference papers, you came to
know that they were read out, they were the spoken form of the written paper.
Now, here we shall be talking about the various limitations of the written paper. And, as
to how and in what way a research paper can be written. Let us have a sort of working
definition for a research paper.
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A research paper is a specialized form of expository writing. I think you are familiar with
this term expository writing, while we are discussing essay writing, we had also come
across this term expository essay. An expository essay was an essay, which actually had
to be explained. In the same manner, a research paper is a specialized form of expository
writing, in which a writer attempts to add, attempts to add to the accumulation of the
world’s scholarship. You have already participated in several conferences, you have
presented your views, your views have been argued well by yourself also have been
shared with others.
Now, you are going to give it the form of our research paper. So, the main aim of a
research paper is to share your knowledge by making some definite statement you have
after a lot of research, and discovery and claims that you have made, you have based
upon a careful study of already existing data. Whenever somebody does research, what
he or she does he actually adds to the existing data, the existing information the existing
knowledge or ideas on a particular topic. One cannot do research on every topic on
everything, but then one in the course of one’s career actually comes across developing
or specializing himself or herself in a specific area.
And, then when he goes to write a research paper he decides as we have said in the
previous lecture, the decides the research gaps and then tries to put in his views with
some pieces of evidence and claims. Now, what actually and how is a research paper
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written? Now, as I said all of us write all of us also do some amount of research. So,
when you are doing some amount of research you are actually in the driver’s seat. And,
then when you are going to do some amount of research, there are four things that you
come across and there are four opportunities you come across. What are these?
Rowena Murray and Sarah Moore in their book The Handbook of Academic Writing say
that there are four ‘writing drivers.’ I mean for writing drivers I mean for writing
impulses. Something that drives you, something that propels you to write what is that?
The very first is interactivity and dialogue, interactivity and dialogue, then knowledge
creation and extension, achievement output and approval and then flow. Through your
writing, through your research paper, you are actually going to share your research with
a wider audience, with many people, whether you go to a conference to attend the
conference and present a paper or you are writing a research paper.
Now, your writing is read by so many people you do not know, but then you are going to
interact with them, you are going to have a sort of discourse with experts in your area, in
your field. And, how do you do that you come across somebody’s ideas? You actually
think over their ideas, you contradict with their ideas, and then sometimes you also
compare your idea and then you also try to take something out of that which you call
your research.
So, you have a larger scope of interactivity, interaction and dialogue. And, that way you
are adding to knowledge creation and extension. The world is happy because of research;
something new is being added every now and then. Remember today you are listening to
my lecture being in any part of the country and that is possible also only because of
research.
And, in earlier days we used to simply read the books, read the papers, but now even
without having a book or even without looking at the person and on most of the
occasions you are also looking at me, we are maybe I am not looking at you, but you are
looking at. So, this has been possible only because of research. Something some
knowledge, no knowledge can stop knowledge is always in the process, everyday
process of getting some new addition to some new accumulation. And, that is why, when
somebody does research, what he or she does is he actually creates some more
knowledge and extends his knowledge.
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Why should we do that? As I said in the previous lecture are we doing it simply for
getting a hike or a promotion no, you are also going to do it for a sense of achievement.
In psychology, we say when we do something real and we get some approval, we get
some appreciation, we have a sense of achievement. When a writer writes a book and his
book is being read appreciated, debated, discussed, analyzed, reviewed, he actually feels
a sense of satisfaction.
So, satisfaction is a driving force it is an impulse and after that satisfaction, you actually
get a sort of output and approval. Maybe some other people will extend their research
based on what you have done maybe they are going to carry it further. And, then when
you continue to write, you get a sense of achievement, when you get some output, when
you are being talked about what happens, you actually get a sort of flow. By this flow I
mean, you actually develop a sort of expertise, you feel a sort of ease when you write and
this is generated from the satisfaction which you have got after your writing.
So, a research paper is a contribution to the world of knowledge and it is an addition to

the accumulation of worlds scholarship, you are here, you have contributed a paper
maybe your paper is being read by somebody in some corner of the world and a new
research is also going to take shape after the extension of your paper. And, for all this
you have to begin as I said in the previous lecture, that initially all of us get very anxious,
all of us do not want to write. Many of us as many people say do not want to write,
because the thing that nobody will read their research, nobody will read their writing. It
is not that they do not have to say anything; everyone has got to say something or the
other.
But, then it is actually the lack of initiation, the lack of that drive, the lack of that driving
impulse. So, what one should do is one should always if one has an idea one should
always try to experiment with different kinds of writing. It is not that you will start with
writing a research paper, it has been seen and it has been witnessed, it has also been
experienced in interviews and tops of several authors, that the first started with writing
letters to the editors to the newspapers, then in the form of some other things. And, then
this is because research is an evolving process, writing is an evolving process, it is a sort
of continuation, it is a sort of extension, it is actually a sort of accomplishment that one
cannot get in one day.
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If, you simply think about effort, reward, achievement, then perhaps you cannot continue
then you cannot start. What you can do is you can make all these small forms of writing
as your stepping stone and then you can start, we can always get some amount of
satisfaction and some amount of impulse or drive if we listen to what Keith Hjortshoj
says, anxieties about writing, because everyone when he or she writes and when he or
she starts writing actually they come across a feeling of anxiety.
Now, Keith says, “anxieties about writing may come from seeing it as an end” many
people simply believe that the end product of this writing needs some reward.
Now, Hjortshoj says that, “one should always look at writing not only as an end but only
as a means” and this is what keeps you engaged, it is this is what keeps you motivated as
a writer. If, somebody has a feeling that simply by writing in one day, or by writing one
paper one can get laureates it is very difficult. One should continue to write once you
never look back, but then one should also see to it that, he analyzes, he revises, he
reiterates, he also find there is something lacking in his writing.
So, my dear friends, somewhere or the other you have to begin and it is time you began
because as somebody has rightly said well begun is half done. So, let us begin and how
to begin? Whenever somebody starts to write the very first thing I mean he begins with is
an abstract.
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The abstract of a conference paper and the abstract of a research paper are not the same,
they are very similar my dear friends, but then the abstract of your research paper before
writing the abstract, I assume that you have already done a lot of research, a lot of
literature survey.
So, abstract actually helps you identifying the field of study. You are going to put
yourself or you are going to make yourself an expert or specialize in some area, where
you have to say something or the other. So, first is you identify the field of your study
when you have identified. The next task before you is to approach, what sort of
approach, what sort of study? Is your study simply going to be textual, is your study
going to be theoretical, is your study going to be historical, is it empirical, I mean
whatever way you are going to approach, is it based on a model or it is it based on a sort
of experiment. So, you have to decide.
And, then when you have come across so, many abstracts and so, many papers in the
database, then you come to have the gaps as to where you can situate yourself. And,
having understood the gaps, then you are ready with the work plan. Now, once you are
ready with the work plan, what should you do is you should choose a topic. Earlier also I
have said that there can be different categories of titles, there can be different categories
as to how to begin and what sort of title to give? Sometimes you get it in the form of an
assignment sometimes you get the topic, but that the topic has to be made intriguing.
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Now, what do I mean by intriguing? If, the topic is very plain naturally people would not
take interest in it that is why the topic has to be made intriguing initially.
You had a broad topic and since you are going to now work in a particular area and on a
particular topic, what you do is you are going to narrow it down. If you have a look at
several titles you will find that in several disciplines the way people from the broad they
make their topic narrow. Otherwise, you know there is a vast amount of knowledge
available. And, since it is going to be a research which is specific you have to narrow it
down. Otherwise, nobody has got too much time to go through all sorts of resources
available.
Once you narrow down your topic, then naturally you will go for the available resources,
specific resources, specific resources can be your primary data, your secondary data,
primary data, may be in the form of books, secondary data may be in the form of journal
articles, may be in the form of conference proceedings, may be in the form of electronic
data. Nowadays, you will find even the electronic version of a PhD thesis are also
available.
So, all these are helpful to you when you are going to extend the topic of your research
and you are going to make something new, make something innovative, in order to
contribute something new to the world of knowledge.
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Now, once the topic is decided and you have enough materials. So, now, what to do the
title is already there, even from the title, you have written the abstract now make a thesis
statement. In the previous lectures, you have already come to know what exactly is
meant by a thesis statement, this thesis statement actually tells you what you are going to
do, what is the objective of this research paper, most of the time many people are not
clear about the objective of their writing about the objective of their paper.
So, first find the thesis statement and while finding the thesis statement, one actually
comes across, when one goes to make a search from the data, from the resources, from
the library, from several sources what one has to do is one has to make a note this note.
Making is a very complex process very difficult. And, you know while people are
making notes, the notes should be made in such a way in earlier days people used to
make note cards.
Now, even when people are doing their PhD they make note cards, but these note cards
have to be arranged, whether you are writing a PhD thesis or you are writing a research
paper, the note cards are to be numbered, because when you come to the writing stage,
you have got plethora of materials and you are not in a position to arrange them.
So, make notes, but when you have made notes please give some headings and
subheadings to your notes. If, you are making note of some quotations please see to it,
that you have also mentioned the name of the author the name of the book, the name of
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the page, numbers from where you have taken, because you do not have too much time
at your disposal to arrange it leisurely. And, then after you have completed your note-
making, you are supposed to create a sort of outline. This outline from time to time and
based on this outline you are going to write.
So, this outline is a reminder, it will tell you at times as to which portion should have
gone to which head, which section, which segment.
So, please follow that and then finally, organize and once it is organized start writing
now making use of FDR technique, which many researchers have given this FDR
technique is facts, discussion and recommendation. Many people also suggest that one
should do a sort of IMRAD. Now, what is this IMRAD? IMRAD is actually introduction
method, introduction method and then introduction method, then analysis and then
discussion. So, when you have done all that and recommendation as well? So, whatever
way you want you should follow your research writing.
Next to it comes giving safe, how can you give safe to your research writing or a
research paper? Research papers are also like other forms of academic writing, they are
much like expository essays where you are going to explain and in terms of giving an
explanation, if you find there is something to be evidenced, you support that and when
you have written it, when you have finally, made your research article. See to it that you
have sufficient time and sufficient space and sufficient division for everything. Namely,
every research article will also have three things introduction body and conclusion.
In the introduction, as we have been saying, we just pair only 10 percent of your entire
content in the introduction; you already know what an introduction should contain? An
introduction should have a background, an introduction should have scope and
limitation, an introduction should also talk about, why you are doing this research and an
introduction’s to talk about the methodology, it should also talk about the limitations and
then it will also talk about how your research has been divided and subdivided?
Based on, because in the body part you are going to make discussion, a discussion is
actually the heart of your entire research paper or your thesis and then finally, the
conclusion. Introductions would simply have a thesis, because in the introduction you are
going to create a sort of background and you are making a sort of orientation, you are
actually preparing your readers are to know how you have started and what is your plan
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and action? Please, see to it that you should not argue too much in the introduction. For
argument, there is enough time and enough space in the discussion part.
Having analyzed everything, having discussed everything, now is the time that you are
going to conclude. Now, what will be the conclusion? A conclusion can be said as to be
the findings of the entire research paper, findings.
Naturally, the conclusion will have to be very sort no the discussion part may be large,
but the conclusion part will be very specific in certain cases people also say, that no new
material should there be in conclusion. Even many scholars have gone to the extent of
saying that in the introduction, please do not give too much of paraphrases and
quotations. Now, one question you might be thinking of because your research is not
only based on what you say, rather they are supported by some evidence and by some
reasons, which you have got from other authors from other researchers where to give
them.
Actually, for that either while you are writing your paper, you can make an in-text
citation, while you are supporting sometimes you are providing some graphs with some
charts, sometimes you are providing some data, sometimes you are providing some
quotation. Now, all these when you are providing in the text of your material see it,
because you know this has to be acknowledged after your paper is complete in the form
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of references or in the form of Biblio. When you are going to discuss, what are the things
that should have been in the discussion part of your research?
Discussion is actually a systematic analysis, it is a systematic analysis I mean 1 to 1 by 1.

So, that you are keeping the interest of the reader or other researchers intact. So, it is a
systematic explanation and it is divided because if you put everything without division
and subdivision the receivers will feel a sort of frustration, they will feel that the material
is too complex. So, what needs to be done is they actually need to be segregated with
topics and subtopics.
And, all these when there are certain claims to be made either you are going to contradict
or you are going to support or your claims are being supported. So, you should support
them by evidence and you should introduce, I mean you are the writer. So, you actually
have got the main role or the prominent role.
So, introduce your points, but while introducing your line of thinking say to it, that
quotations and paragraphs in the texts are mentioned, but you are identifying the author,
that is why while reading a research paper you will find, that the author when the you are
taking a sort quotation is they are mentioned in the text. But, sometimes the quotations
are long; sometimes the quotations are longer than two or three sentences. In that
condition what wants to do is one should actually indent them please, say to it that you
can make use of if you are word processing make use of tab button fine and that is how
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you can flush them or indent them, quote over three lines have to be indented. So, they
appear to be different.
And, and your task does not come to an end only by indenting it here, but say to it that
you are going also to acknowledge it in the Biblio or in the reference part. Because,
nowadays one has to be very careful, that whatever one writes and if one has taken help
of some other materials on this topic the author has to be identified or acknowledged.
Otherwise, it may land you into trouble people may say that you have plagiarized. So, it
is always better to acknowledge other writers, if you have taken a note of that. Now, here
is one example that can be provided and since here I am talking about quoting some lines
of the poem fine.
So, this is how you can find how it has been intended? It has been taken from W.B.
Yeats’ poem the second coming and the author or the researcher while he is talking about
some other things he also says, it is his poem the second coming not only presents.
The horrendous reality of age, but of all ages despite the chaos and confusion prevailing
around, the poets long for the freedom waiting in the form of spiritual transformation and
regeneration and then he makes a quote from the poem. Might be the writer is talking off
or writing an article on spiritual transformation in regeneration in some other poems, but
then while making it, he is also trying to support his views by taking some lines from
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Yeats it is and then he quotes you, “turning and turning in the widening gyre the falcon
cannot hear the falconer things. Things Fall apart, the center cannot hold mere anarchy is
loosed upon the world and everywhere the ceremony of innocence is drowned. The best
lack all conviction while the worst are full of passionate intensity.” Now, it looks very
pleasant while we speak it, while we quote it. In the same way when you are quoting it in
the text please see that you are not only mentioning the actual lines, but you are also
going to acknowledge it in the Biblio section. And, here in text depending upon the space
and the frequency as well as the order here the writer author has mentioned that it is the
fifth quote in this article.
So, if you do like this you are being honest and your claims are going to be supported.
Next after having written a paper, I mean many people might be thinking, because here
we cannot give a complete description of an entire research paper otherwise it will take
some more time like, you write a conference paper, a research paper also can be written
in the same manner, but the basic difference between the two is whereas, a conference
paper is to be read, research paper is to be published. When you have written a research
paper now think of the possible journals where you are going to send.
Nowadays, you might be quite conscious and you should be warned that you are going to
publish in good journals because in many organizations, there have been certain
guidelines as to which journal you should send your paper.
So, see they indexing and all and then think off when you are going to submit a paper
and you are in the glory that the paper will be accepted no. Please see to it that you also
try to understand the limitations, the theme, the volume and as well as the expectations of
the journal and depending upon that you can send a paper.
Now, we come to a very specific academic writing that is writing a thesis. And, you
might be thinking that, if somebody has done a PhD one can write a good paper. In most
of the universities what happen is the students are exposed to write a thesis before they
are going to write an article or a scholarly article.
So, now what happens a thesis writing is also similar to an academic article.
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So, if somebody has practised writing an article, in many universities they say that
during their PhD also students are supposed to write scholarly articles. So, now, they
might be having this experience of writing scholarly articles and these scholarly articles
can also be converted into a scholarly thesis, but then depends upon what are their titles,
what are their subjects, what is their discipline it varies actually from one discipline are
to another.
But, then a thesis writing is similar to an academic article when somebody writes a
thesis? Maybe somebody is not that mature, somebody is not that skilled, because thesis
writing is very exhaustive. And, a person and somebody a writer who is writing a thesis,
actually look at it actually becomes very subjective, but when somebody writes a
research paper he has to be very focused.
And, then the writing of the thesis varies within different disciplines. So, you have to
understand, which discipline you are writing what are the limitations in some
organizations they also provide you with a guideline as to how to write a thesis and what
are the documentation parts and all and then in most of the countries of the world arts
and social sciences thesis actually emphasize on arguments. You will find when you are
doing a thesis on literature or say humanities on social sciences.
So, there is more of argumentation, but when you are doing something on in science and
in engineering, it is based more on experimentation. So, it may vary, but ultimately the
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objective behind writing a thesis and writing an article is also to make people aware of
your views, your thesis has not got so many readers, but your articles will get more
readers are they actually have more scope of expansion, they actually have more scope of
being read by people.
Of course, with the introduction of technology and with the introduction of various
facilities all around the world, Thesis also has been in the form of the electronic or digital
form where people can know about your work. But, still are there are certain limitations.
Now, when you are going to write a thesis, thesis writing is a complex process in most
countries of the world you are given two or three years or depending upon the subject
and the exigency of the situation sometimes time may exceed, within it is always better,
because you as a researcher or as a writer you have already done a literature survey, but
here, in this case, you must also examine some thesis which you can find in your library
or in the database.
In order to have an experience of how the language of the thesis is different and then
whenever you start a literature survey as I have been telling please keep writing right
from the beginning. Writing in the form of note-making, because a thesis writing is not a
one-day affair, you cannot write it just as spontaneously it actually requires a lot of
labour. And, your labour is going to be rewarded only after through 2 or 3 years, but
when you are doing some amount of research in a particular field it is always advisable
to discuss your work with people of your discipline.
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May be now why I say this is you may sometimes not be aware of what is happening?
And, maybe some of your colleagues or some of your friends might have already come
across that. So, they will suggest you either to visit a particular library or to read a
particular paper. Sometimes, so, supervisors who are the best guides, they can also tell
you, but the question is how long you are in association with your supervisor? Please,
always see to it that whatever you write in the form of your thesis or whatever materials
you have gathered, say to it that they are stored in at several places. Always keep
backups, because you never know when technology sometimes fails or your written
material may have some sorts of misfortune or whatsoever. So, it is always suggested
that one should have several backups.
And, please interact with your supervisor continuously, at times if you feel you can also
give small discussions to your small group of friends or to the small group and that is one
way because when somebody is going to do a thesis one should always go to specific
conferences, where the conferences of the discipline are going on and they get an
opportunity not only to interact but to know the updates. That will actually make your
work become better and you can also include them in your research work. There are
certain important tips that one should always keep in mind whether one is writing a
research paper or a conference paper, or one is writing a thesis.
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As, I have already said a thesis is very much focused and it is confined to a specific
segment, but then a research paper gets a wider audience.
So, it is always better to be aware of readers, keep your readers always in mind as
regards language. Languages may vary depending upon the different disciplines, but see
to it when you are writing a thesis though people always say that one should be aware of
making use of excessive Jargons, but in some particular area when your work is to be
read simply by people of those areas. The jargons do not pose that much of difficulty, but
then it is always suggested that one should use a simple, but standard language and a
proper sequencing and occurrence has to be made, whatever way you are writing,
whatever form you are writing and one suggestion that is quite mandatory is to be kept in
mind is please see that, you avoid negatives and too many abbreviations.
It has seen that at times many abbreviations can make your things very complicated,
because your readers may not be having the clue of all those abbreviations. If, you have
used too many abbreviations first is that you should not use too many abbreviations, but
if you have used too many abbreviations it is always better that you attach or you include
a separate page, where you have explained all these abbreviations. And, in order to make
your writing, interesting and in order to make your writing interactive please vary the
sentence length.
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Not all the sentences should be long, not all the sentences should be solved, not all the
sentences should be too complicated, not all the words or the vocabulary should be very
of high order or of a complicated nature. So, sentence length has to be varied and your
work from time to time have to be shared with experts in your field. One thing which is
very important at this juncture is to know, that you have done everything all pieces of
writing with it is conference paper, research paper, book review or thesis, please
remember to read and revise.
Since you have done it, it is always better, that you read it yourself and you revise.
Because no work can become perfect just in one reading and one revision, you have
shared sometimes you know you have attended a conference and you come back and you
come to know that something new has been done. And, if you feel that they are in some
way or the other going to support your work you can make a mention of it, that is why
and revision is very important not only from the point of view of language but also from
point of view of analysis. You may at times feel that certain words have to be deleted,
certain negatives have to be converted into positives, certain references are not in the
proper format.
So, all these are quite mandatory when you are going to write. Now, there are certain tips
which one should always keep in mind because many people who have got a writer’s
block. Now, what is this writer blocks? Whether one is having a lot of ideas, one is
having a lot of scholarship, one simply thinks that one cannot write unless and until the
writing is rewarding. You have an experience, you have an imagination, you have come
across some factual piece of information, where and you have come to know certain
gaps, you should write it instantly because at times it. So, happens?
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Man by nature always wants to have a sort of rest, a sort of freedom. And, sometimes
because of lethargy also we do not want to write, that is where we need to say, we need
to quote one of the lines by Edward Young who say, procrastination is the thief of time.
If you simply think that you will do it tomorrow or you simply put something off for the
days to come naturally you are going to steal your own time, “procrastination is the thief
of time year after year it steals till all are fled.”
If you really want to make your presence felt in the literati, in the galaxy of scholars, in
the galaxy of researchers, you actually have to continue to write, continue to evolve,
continue to see, where you are and that is possible. Because, you know if you simply
delay by procrastination I mean delay if you delay something you know this delay keeps
on getting delayed. And, there comes the day when you feel that the work becomes quite
difficult you know it becomes very cumbersome.
So, “and to the mercies of a moment leaves the vast concern of an eternal scene,” if you
really want to make your patience felt as I have said I really want to be appreciated you
have to continue to write. And, in order to write, first is that you need to have a literature
review and you need to understand why you are writing as I said. One has to write not
only that one wants to be satisfied; one also has to write because one has to share his
knowledge with the outside world.
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There are certain things which are very important and which I need to mention here,
keep structuring your writing every day write. Even small pieces of things write every
day, continue to write every day, avoid distractions sometimes or the other you feel
distracted there are so many things that keep you distract some people are often BG
gossiping some people spend a lot of time in socializing, but as a researcher, you know
you have to keep yourself some way or the other some limitations.
No one can be perfect in one day and do not think that you will be a perfectionist. One
has to keep on writing every day or the other so, avoid being a perfectionist, limit your
social interruptions there is no need to cut yourself completely aloof or make yourself
completely distanced, but then realize what you are up to and then when you have done
all sorts of writing please read and revise your writing in order that if something has been
left you are going to fill that if something is excessive you are to cut that short, because
you are writing not simply for yourself for your satisfaction, but you are actually going
to write for the satisfaction of others.
My dear friends, as I have already said that academic writing has got certain limitations
because they are based not only on facts, they are also based on experiences, they are
based on findings. Now, where do you stand that you can yourself feel, but depending
upon your own preferences and your own presence in the world I think you will decide,
that you have to write every day, you have to contribute to the knowledge.
Because, your contribution to the knowledge if may not be felt today it will be felt
tomorrow, that is why we have been reading quite a good number of authors even today
even in an age, where we have become digital yet the writings of all those people, the
researches of all these people have been helpful and they have contributing a lot to the
mankind. And, have been pulling mankind from the tunnels of darkness to the beautiful
sunshine, where everything is possible because the world goes on, doing research every
now and then and is ready to provide us all things that can provide and that can lend us
joy and satisfaction.
I thank you all for being patiently listening to these lectures, and I think you will apply
these in the days to come to make your appearance and your presence felt in the world of
academia.
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Effective Writing
Prof. Binod Mishra
Lecture - 11
Business Writings and its Functions
Good morning and welcome to NPTEL online lectures on Effective Writing. You are
listening to Effective Writing lectures by Binod Mishra and presently we are going to
start the modules on Business Writing. Friends, as we all remember prior to this, we have
already talked about the different nuances of academic writing and today we are going to
talk about business writing. One question that you all might be having is, is business
writing different from other forms of writing? And do you really need business writing?
So, before we go on to the nitty-gritty of business writing, let us talk about what actually
we mean by business.
Dear friends, all of us in some way or the other are into some kind of business. If we
have to define business, the simplest definition will be whatever we do in our day to day
life is also a part of a business. But then when we specifically come to business writing
and we want to know about the nitty-gritty of business writing, we will find that once
you are in an organization or in an institution you have to do lots of writings and all these
writings are for the transaction of business. Now, the question that you might be thinking
about is what sort of business you are in.
Naturally, your profession will require different sorts of business transactions which will
also require from time to time writing. And if we today are thriving; if we today are
successful in the world of business that is not only because of business communication
but also specifically because of business writing. Whatever comes to you in the form of
writing in an institution has already been conceived well before it came to you.
Now, the question is you might all be wondering whether business writing is different
and what exactly is business writing? To say it very plainly, business writing is the
writing that you do for the transaction of business. Of course, depending upon your
organization and the nature of your job, you will have to make some amount of writing
and one thing has to be kept into consideration, is not all forms of writing are the same?
However, we have been talking about the effectiveness in terms of writing, but then
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when we talk about business writing like other forms of business communication is
concerned with business activities.
Imagine you want to buy a car somebody wants to buy a house, and somebody wants to
make some investment, somebody is a bank professional, somebody is an insurance
agent, somebody is a salesman, somebody is an executive, somebody is a CEO,
somebody is the manager, somebody is the leader. Now, all these people in some way or
the other have to transact some sort of business and these businesses require things to be
conveyed not only orally at times, but also in the written form. You might be knowing
well that most of these business, communication business writing is aimed at expressing
and not at impressing. That is why when we talk about business writing what we have to
bear in mind is that certain formal elements often characterize business writing though
concerned with business activities.
What exactly do we mean by these formal elements? Now, when we talk about formal
elements naturally we have in mind that maybe there is some amount of informality also
involved in it because in business transactions since we are discussing or dealing with
people at times, we have to be formal; we also have to be informal. But then when you
are projecting yourself or your organization's image in the outside world, you have to
understand that your writing has to be followed by certain formal elements.
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Now, this we shall come to discuss when we talk the various about types of business
writings and the various forms of business writing because not all business writings for
not all business documents are the same. Sometimes you are going to ask something, and
sometimes you are going to explain, sometimes you are going to clarify, sometimes you
are going to convince, sometimes you are going to seek, sometimes you are also going to
promote, sell. I mean there are several ways you are transacting business. Sometimes you
are going to allocate task, sometimes you are also going to take the stock of and for all
these someway or the other some amount of writing is essential.
Now, since business thrives on the relationship whatever business it be, I mean when we
are because when we talk about business communication naturally it is between two
parties like all other communications. So, you have also to see who the other party is, to
whom you are going to have your business with, to whom you are going to share
something with some pieces of information. That is why in order to ensure a smooth
business, what is actually required is in terms of dealing in terms of writing that business
writing requires impartiality and objectivity.
I mean you are in a business organization or say sometimes because things change quite
soon in the business world. Sometimes you are going to explain, but sometimes you are
also going to ask. Sometimes there are situations where you may feel that you are being
alleged or you have to explain. Now, it is very difficult because there comes the question
of writing and it requires the question of language. So, what sort of language you are
going to write?
So, when you are going to do some amount of business writing, you also have to see that
you are impartial, is not it? You are impartial; impartial meaning why? You do not have
any sort of favour you know that somebody has committed a mistake and that has to be
brought to the notice or you want the wrongs to be corrected. Naturally, you have to say
it because unless and until you say it, the wrong cannot be corrected; the gaps cannot be
overcome and if there is any amount of miscommunication that cannot be clarified. So,
that is why we have to tell people things in a very clear manner.
Also, business writing involves certain complex writing techniques. It is as I said even
though it may appear at times because the business well also has become a bit informal.
But when you have to write something you have to maintain a level of formality, you
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have to maintain a sort of objectivity. That is why we say it involves I mean a business
writing involves certain complex writing techniques, a letter cannot be written the way a
report is, a memo cannot be written the way a letter is written.,
I mean you have to do all sorts of writing, but then when you are doing these sorts of
writings especially in a business world, you actually have to see that it involves certain
complex writing techniques. Now, though we have already been talking about various
writing techniques, but then for every other writing that you are going to do; there are
certain regulations, there are certain restrictions, there are certain structures involved
because we are living in an age when all of us are having the constraints of time, the
problem of time.
And if when you are writing a document and it is not being followed by these structural
elements of a business document naturally people do not have time enough to go into the
entire details. If we have to understand the complexities of writing various business
documents, it would also not be out of fashion or it would be quite appropriate rather to
understand what are the functions. Because based on the functions of an organization
will be decided the way what is to be written. Now, there can be two functions in a
business organization; one will be an internal function.
Now, a business organization is also a group of people and all people have different
responsibilities. There are different units, different sections. So, and in all these sections
people have to do different tasks. So, naturally, we have both internal as well as external
function. So, internal function, what are these internal functions? Among the group
members or among the members of the organization, among the employees, they at times
require to be assured and to be clarified about the policies and the procedures. You work
in an organization.
You have to be aware of you must know what are the policies and what are the
procedures. Because as I have been telling that as an important member of the
organization, you are also an ambassador and with that, you also have to see that internal
communication whether it is written or oral though here we are focusing on the written
communication. One way of written communication is to issue and clarify because one
man cannot run the entire business. There are different people for different tasks and then
to inform the management of the progress.
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Every organization wants to know at the end towards the end of the year how much it has
progressed, where are the gaps, what is to be done and for that there are different
documents also to be written. So, one function internal function of business
communication is to inform the management about the progress and then from time to
time you might find that there are different policies new policies come into being and the
old policies are often relegated.
So, and the employees whenever a new policy comes into force, but before that the
employees have to be persuaded or the management also (Refer Time: 12:29) Because
something goes wrong and as employees of the organization ah, you may also feel that if
there is a change in these policies maybe there will be some change which is likely going
to affect or which is likely going to make some space or make some mark in progressing
the organization.
Also different members of the organization in order to have a sort of coordination ah,
they also require a sort of return exchange and it is this return exchange that is why
things keep moving on. There is actually a system, there is a channel from one channel to
another from one person to another, from one group to another, one unit to another;
things keep on passing and that is based on the information and this information are in
the form of written information.
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Moreover, one of the internal functions is also to evaluate and reward employees. The
organization also wants to know who are the people, who have really been very (13:32)
instrumental in bringing the progress of this organization and also from time to time in
order to understand where the organization is what needs to be done. So, to evaluate and
reward employees also we have to make some written documents.
And then we have also external functions. Among the external functions are sometimes
from the / your (13:57) organization or some people in the organization outside people,
they would like to know about the products or services. Somebody launches a new
product the outside world unless and until the outside world comes to know that the bag
will not sell.
So, promotion then customers also needs to be convinced as to buy the product and this
is possible only when proper sales letter is written and then customer supply
specification and many organizations see to it that in case they have other clients or
customers. And in order to transact business from time to time ah, the credits are also
given, but then only giving credit is not enough the credit also has to be collected.
So, credit and then a collection of the bills at times we also have to answer the
government agencies. And in order we have to create a positive image in the business
world also from time to time, you will find the annual report that comes, the process that
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comes. All these are written pieces and all these pieces actually help in the overall
progress of the organization.
Now, having come to know about the functions of a business organization, now is the
time to know what can be the writing tasks. As I said the writing tasks in a business
organization can be different depending upon the circumstances, situations, demands
need and whatsoever. It is very difficult to cover everything in just one or two lectures,
but then there are certain things which we must know. So, that we can have an idea as to
how these business documents are to be written, how they are to be drafted in order to
create a positive image of the organization. And in order to see that the organization is
also competing with other organizations in the same area.
Now some of the writing tasks that you as an employee may come across very first is
letters you have to write letters. So, we shall also be talking about how to write effective
business letters, how to write effective business letters. When we talk about writing
letters the letters can be of all sorts which we shall discuss when we talk about the types
of letters.
And when we shall also be talking about because sometimes you know, you are in the
world of business. Sometimes maybe there comes an angry letter. Sometimes there
maybe ah credit letter, sometimes you also may have to collect the amount which you
have given to an organization and for years together from months the amount has not
been received.
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So, you have to write letters of all sorts. Sometimes of enquiry sometimes of order,
sometimes of supply, sometimes of a complaint, sometimes of adjustment, sometimes of
sales; I mean there can be a variety of letters to be written.
Then memos in an organization sometimes the new policies that come into practice and
sometimes some new policies have to be implemented that also have to be written in the
form of memo and these memos of various functions. Sometimes you have to inform to
memo, sometimes you need to seek, sometimes you need to convince, sometimes you
need to enquire, sometimes you also need to familiarize your employees with new
policies and all and then sometimes your resume; they are also required.
Resume though is a different sort of writing ah, but then from time to time because at
times you may also be avoided as we have already said and in order to see from your
own benefit also you must familiarize yourself with resume writing. And then
quotations, tenders, sales, notice whatsoever and then you also have to write at times
proposal. But suppose you want to devise something new or you want to make
something new or your organization has made something new and you are now going to
make propose it propose it internally at times.
And because when the internal quality assurance cell has already checked it and then
finally, you find that it is to satisfaction then maybe it is sent outside. So, you have to
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write a proposal and then reports in order to get a proper evaluation of what has been
done and what is remaining reports are also to be written.
Now, these are writing tasks. And when these writing tasks you are aware of, you also
might be interested to know. Are these writing of documents different from other
documents? My dear friends of course, in today’s world, though all sorts of effective
writing are the same, but with some little amount of difference.
For example, the way you read in academic writing there are certain rules to be followed.
The same cannot be true in a business world in academic writing, you may be explaining
something while you might be writing an essay or a research paper or a thesis you might
be arguing (19:05).
But here you have to even though you have to convince people because as I have been
telling that in a business world you have to persuade people; you have you do not need to
impress, but you need to express. So, clarity is required whatever you want to say you
have to be clear now when I say clarity, what I mean is if you want to say about a
product or you want to raise a doubt or a complaint about something you have to be very
specific; you should not wrap your message in a jungle of words. So, the receiver does
not understand. So, clarity is the hallmark.
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And then accuracy, suppose you are going to complain. Suppose you are going to know
about some specific product and you are not sure as to what you want to buy or what sort
of order it is. If you are not providing them with the accurate number, accurate design,
accurate model, accurate makeup or whatsoever your business ah transaction or your
business writing will be considered incomplete. And then simplicity, when it comes to
simplicity what exactly is meant by you have to write things in a very lucid manner in a
very simple manner.
I mean you need not spend unnecessary words otherwise what because your purpose is to
get your task done and for that clarity accuracy; and then, of course, the way you are
writing. I mean the style the tone what sort of tone because you know depending upon
the situation and the circumstances the tones will also vary. But then in the business
world, you always want to retain your customers maybe there are times when you feel
that your customers are very demanding or they are making unnecessary demands
whatsoever they are asking sometimes irrelevant questions.
But then you have to keep your cool my dear friend when you are going either to reply or
to tell them or you are going to send them a brochure. So, in all these while you are
going to make all these documents, you have to see that you maintain a proper style. We
shall be discussing further as to how we can maintain a proper style, how you can
manage a proper tone without losing the customer sometimes you know in the business
world every now and then you cannot say yes every now and then you cannot agree with
you at times may disagree also.
Suppose somebody wants a sort of credit and you are not in the position to lend them
credit, but they are your good customers or clients. So, you have to refuse those out
sometimes some proposal comes to you and you are not in a position to approve that
proposal. So, you have to tell them the truth, but while telling them the truth you have to
be rational because you do not want to lose the customers. For all this what is actually
required is I mean in order to write effectively for business what needs to be done is you
need to make proper planning. What exactly I do mean by proper planning?
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By proper planning is first you must know why you are going to write something and
what is the intention behind this writing. When you come to know that how will we
come to know you have to do research. Suppose you have been given something new to
write a proposal on because in the business world you are going to tell them the facts you
are going to provide them the factual information, is not it? So, when you are going to do
that what you need to do you need to make some amount of research.
Suppose your boss has asked you to make a report or your boss has asked you to take a
verification stock verification, you have to check the quality control. Now, what will you
do? You cannot just sit and write you have to do some amount of research and that is the
first thing which you are going to do in terms of planning. So, what you will do? You
will do some amount of research. To do the research, where will you get the
information?
And in most of the organizations because you know people or suppose you are new you
have joined newly, then what will you do? You will actually like to know from the past
files from the files or to the people I mean there are people also, who can guide you who
can tell you. So, make some amount of research. While you are doing research, what you
are doing you are actually collecting data, gathering data. And when you are going for
the research, you will come across all sorts of data, is not it? Now, do you think that the
entire data will go to your writing? No, you will actually have to make some amount of
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selection. I mean you have to make some amount of scrutiny. So, when you have done
the data collection and while in the course of data collection because when you are going
to make data collection, you are going to write anything becomes haphazard, no,
everything becomes haphazard and you have written it in a zig-zag manner.
Now what you need to do is you actually need to organize. While organizing first you
have to ask what is it that you are going to write what is the main crux the main topic and
when you come to know about the main topic, based on the data you can put those in
certain heads and subheads.
Unless and until you have made a proper division unless, proper heads and subheads,
you cannot because the entire data is there before you and you at times feel very
embarrassed. You are having a good number of data, but then to which portion should it
go that actually has to be decided by you.
Once you have organized when you are organizing, you are not writing anything in terms
of sentences. You are actually going to write them in symbols, you are going to write
them in figures/ phrases (25:00), you are going to write them in some short you know
acronym or abbreviations or whatsoever.
But when finally, you are satisfied with your data that you have been able to create your
data in the best possible manner. Now is the time that you should come to compose.
Composing is a very challenging task, but it is not without rewards my dear friend. Even
though you have to do a lot of labor before, but when finally, you compose you will
yourself feel know you will yourself feel a sort of satisfaction and after you have
composed, then the last stage I mean many people say that when you are going to
organize the data in a way you are also going to organize your entire written document.
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Now, since every document has to be planned in this connection while I was reading a
book by Anne Janzer and the name of the book is the Workplace Writer’s Process. So,
Janzer suggests three things that when somebody is going to write one should actually
create three plans. Once you make a proper planning and the very first planning because
you know half of your battle is one only in the planning stage. So, when you are planning
you ask yourself certain things. What are these certain things that you are going to ask?
The very first thing that you are going to ask is what will be the topic. So, when you
know your topic, I mean there are six things that you should keep into consideration and
what are these six things? First, is what is the objective? Why you are writing this and to
whom will it go? Because any writing you know any communication when you do not
know who your audience members are naturally you will not be able to do justice with it.
So, first, you must be clear about the objective what is the objective, why you are writing
and who are the target audience, is not it?
Once you know why you are writing, you will also come to know who are your audience
members. Audience awareness is very important and when we talk about audience
awareness one thing one has to be careful of is what is the relationship you know them
you may not know them. I mean when we talk about the audience, we also think of it
who will be the primary audience; who will be the secondary audience. Primary here
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secondary, here; you remember I have already talked about in some of the lectures. So,
finally, who is the audience?
So, maybe when you have drafted something the first audience will be or the first
receiver will be your boss who will actually sign off. So, he will sign off unless he will
not sign off unless and until he gets the satisfaction that you have done it in a thorough
manner and then the readers reason. You also should think because all these you know
all these will tell you all these will actually help you go through your document very you
know in a meticulous manner. Why should my reader read this? By reading what am I
going to give them is my writing beneficial to them? Will they react positively to
whatever I write?
These things are very important to be discussed. So, think about the reader's reason why
should the reader read it and what ultimately be the reaction and then the format. Now
having come to know all this, then you decide the format. It has to go in the form of a
mail as I said it has to go in the form of a mail, it has to go in the form of a letter, it has
to go in the form of a memo, it has to go in the form of a sales letter or it has to go in the
form of a query whatsoever. So, decide the format. Now many organizations have
already got their proper formats, but in case it does not have you can always create a
proper format.
Because this format actually gives you a sort of systematic vision as to how you should
move my dear friend. So, once you have the format, then comes to the review process.
When you have formatted it everything I mean when I say formatted it everything means
you have composed your written document and as well and once you have composed,
then comes review you know. As I have been saying a major amount of time should be
devoted to the review process by review process I mean revision.
So, when you revise you will find that either there is some problem with the tone or there
is some problem with the language or there is some problem with the arrangement of the
sentences or there is some problem with the difficult difficulty level of the words or there
is a problem with the knowledge of the audience. I mean so many things come into the
picture.
So, spend a lot of time revising what you have done. So, review process and after having
reviewed now the document is ready, now you have to think of when to schedule it when
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to send it. I mean you will find many organizations; many business organizations they
actually decide a certain time though most of the proportions are done beforehand.
But then they are actually waiting for a proper time when they will launch a new product
or when they will circulate this message to the outside world, they know they are very
careful because every now and then you cannot you know launch a new product every.
And when you recognize the importance of time I mean at a certain point of time when
you have come up with a new idea, but then all these things have to be done quite in
advance. And then once you decide that you are doing to schedule it, you are going to
send it then rest assured that things will be and your written task.
Now, finally, has started taking shape and you also see the reactions started coming, I
mean response has started coming. So, my dear friends when you have done proper
planning; now you are ready to write your business document. Business writing is that
that is why I have been saying business writing is a bit different from other forms of
writing.
It actually believes in clarity, it believes in consistency, it believes in a sort of lucidity of

style, it believes in a tone that is formal yet informal. The tone that is convincing, but yet
not imposing and when you have done all that be ready, now for the stages of writing.
When you have done all this, please remember that the three stages and we shall be
discussing all these stages in detail. The very first stage is pre-writing.
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The data is there before; you are also now aware of the format. Now, you are going to do
pre-writing and in prewriting also, you have to exercise a lot of caution, is not it. And
then after pre-writing, I mean there are three stages. One is the pre-writing half part of
this, prewriting is researching data collection and then you come to the writing after
having done a lot of formalities of outlining and dividing and subdividing and then the
revision part.
So, now you are ready and once you revise, you will see revision actually gives you
another sort of satisfaction you feel that you have also been able to detect you yourself,
detect your own faults. You have also been able to identify because unless and until you
have done a proper revision, I think things should not go outside your organization or
also from your away from your table. Because once these things go out it actually
becomes difficult if you have not taken the proper care, my dear friends
So, having understood the nuances and the principles and essentials of business writing,
now we have come to realize that a lot of preparation is required before we start writing
for business. Once you have done that now is the time when you are going to go for pre-
writing as I said, you will analyze your audience. There can be an audience of different
levels, audience of different natures, audience of different tastes, audience of different
countries, audience having different backgrounds and then one question people may
often ask is how to understand who are my audience.
Maybe every now and then you might not know in that case you can anticipate. I mean
you can think you can anticipate, I mean imagine and the best way is to put yourself in
the position of your audience members. Imagine that if this letter or if this report comes
to me how should I react?
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So, anticipate the audience and once you anticipate, then the time has come that you need
to adapt yourself. What do I mean by adapt? By adapting means responding to twittering
to or following the requirements of the audience because whatever we do in the business
world, we are actually doing not for ourselves, but for others.
And we have to retain our customers we have to win people and we can win people only
when we talk about their interests, only when we know their preferences and their
choices that is what I mean by adapt by adapting to the requirements of the audience.
And once you have adapted to, now is the time that you start writing. My dear friends,
we have come to the end of this lecture and in the lecture that follows we shall be talking
about language, we shall also be talking about various other nuances that will help you in
drafting successful business documents. Thank you very much.
And let me thank you by saying that many people who have joined an organization as a
new employee might be thinking and if they are being given the task of writing, they
might be thinking how will they adjust and accommodate. I mean it is only the hope and
it is only the optimism that can help them.
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So, let me quote one of the lines from Oscar Wilde which are very popular and relevant
“if you pretend to be good” because, in a business world, you have to pretend to be good
you actually want to be good to others. “The world takes you very seriously”. If you are
talking about the benefits of others, the world actually looks towards you in a very
serious manner.
If you pretend to be bad and “if you really pretend to be bad, it does not;” I mean people
always want and business actually wants that we have to win the faith of the customer;
the belief of the customer, the trust of the customer “such is the astounding stupidity of
optimism.”
So, let us be with the optimism and let us be optimistic to write better letters, better
reports, better proposals, better resumes better emails. So, that world becomes beautiful
and we keep on thriving in the business world after that.
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Effective Writing
Prof. Binod Mishra
Lecture – 12
Mechanics of Business Writing
Good morning friends and welcome back to NPTEL online lectures on Effective Writing
and presently, we are discussing Business Writing. In the previous lecture we talked
about the various requirements, we also talked about the various phases of business
writing. And, specifically enough we talked about how the proper result of business
writing lies in the proper conceptualisation and while concluding the lecture we
concluded on the note of adapting to audience’s requirements.
So, in this lecture, we shall be talking about the various mechanics of business writing.
When you are going to adapt to the audience's requirements, (1:30) you are actually
aware of who your audience members are. You also know and if you do not know you
have already anticipated their background, their age, their qualification, their
preferences, their likes, dislikes, their needs whatsoever. Now, since you have already
made proper planning now you are going to write your business message, hence we call
it the mechanics of business writing.
(Refer Slide Time 02:07)
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Now, in a nutshell, there are certain things that we should keep into consideration. Since
in business world we are writing for customers and not all customers are alike, there are
differences in terms of age, in terms of gender, in terms of qualification, in terms of
experience. So, they all vary and the level of their variation actually prompts us to draft
business letters or business documents in a manner that all of them can understand.
So, let us talk about some guiding principles and the very first guiding principle is to
make use of short and simple sentences. As you remember in the previous lecture we
talked about clarity being the hallmark of all sorts of business writing. Then, how can
clarity be sacrificed and how when we do not attach much importance to our reader's
background; we actually do not pay attention to the use of sentences and the use of
words.
So, the very first thing that we should keep into consideration while drafting our business
messages make use of short and simple sentences. You all know as we have already
discussed that the best way to think about your audience is to put yourself in their shoes
or to put yourself in their position.
And, you will find that if any business document which is very long and which has got
very lengthy sentence structures, you never think of reading them or you do not have the
patients to read them. I have often seen many people not reading the entire document, it
is not that they are not interested, but actually, the length of the entire document actually
irritates them.
And next to the length, sometimes there are words which are used without any discussion
about the background of our audience. So, we use words which are difficult. So, the
caution that one (4:35)wants to take is to use specific words; when we talk about words,
words have got different meanings in different contexts. We have been discussing the
same in previous lectures as well and sometimes when you are discussing a very
important issue, you actually do not take into consideration the reader’s inconvenience.
And, if we have to take readers into confidence or if we think of reader’s convenience

rather we shall be making use of small sentences, we shall be dividing sentences, we
shall make use of transitions. Now, what are these transitions? These transitions actually
are the changes; I mean, suppose you spoke one sentence and you want to speak again
another sentence.
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So, there comes in and between one word which can bring a sort of transition. For
example, we say, but, therefore, hence, having said that, in addition, henceforth, fine,
hereafter. I mean these are some of the words that not only break the monotony but then
they also bring a thought of change. Also one has to work towards achieving agreement
in sentences and coherence in paragraphs. Suppose, somebody is going to write a report
and as you know the report itself by its own definition and nature appears to be long.
So, what will happen; imagine from the point of view of readers, the readers when they
start reading, they actually have to keep intact. We have to allow readers a flow and this
flow is at times broken when we are not in a position to bring an agreement in sentences.
In one of the lectures we talk about talked about syntax or agreement; I mean, if a
sentence is longer sometimes it so happens that we forget the subject and the verb. So,
and sometimes we also find that the subject in the verb does not agree with each other.
So, and of course, when you are going to say something new, and you bring something
new without any consideration about your readers and without any sympathy towards the
readers then what happens? The sentence and the paragraphs they actually end up
becoming incoherent, I mean no sequence is maintained. So, as a careful a writer writing
business documents, one has to see that there is a proper sequence in sentence and
coherence in paragraphs.
And, then we will also talk about maintaining a sort of parallelism parallel structure.
Now, we shall see how parallel structures bring a sort of ease and comfort to the readers.
As, I have been saying that when we are drafting business documents, we are actually
drafting it for an audience, for receivers, for people. And, we want to continue with the
trust of the people, we want to continue with the faith of the people we have to win them
we should not use a language that irritates them and that actually makes them dislike our
writing.
So, how can we do that; how can we win our audience? I mean, one writer goes to the
extent of saying that a spotlight on readers benefits. Spotlight on readers benefit meaning
thereby we actually have to when we are writing you know all of you are clear that when
you have made a lot of research and you are now going to write. So, write it with a view
keeping into consideration that our readers will be benefited; readers, the region is very
important.
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So, focus on the benefits, and while focusing on the benefits you are not going to
sacrifice with the facts because all sorts of business writing they are actually based on
facts.
So, focus on benefits that is one, I mean you will be talking about the advantages,
suppose you are talking about a product, suppose you are writing a report, suppose you
are writing through email and you are going to suggest some new devices or you are
going to promote some new products in the market. Now, you have to see how does it
benefit the reader.
So, in order to make it reader-friendly what we need to do is you actually need to

develop a sort of you-attitude when you write, oh all of us; I mean, as a human beings we
at times become very selfish. And, when you become selfish and you do not show your
sincerity what you do is, you start writing in a language that you think is or perfect, but
then you have to think it from the point of view of your receivers.
And, in order to think from the point of view of receivers, you have to develop a sort of
you-attitude and this you-attitude can be shown the way you draft your sentence. I mean,
when you are having a you attitude what you do is, so most of us we are actually
obsessed with the sort of I attitude or we attitude rather in a business world you will have
to change it I and we into you attitude; I mean, it has to be focused on the readers it has
to be focused on the customers.
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And then we also talked about maintaining a proper tone. Proper tone, the tone has to be
conversational it should appear as if you are maintaining a sort of conversation with your
audience, with your receiver. Because audience members also see to it that they are
addressed properly, they are actually made to understand things unless and until they feel
that something is of their benefit. They are not going to buy it or they are not going to
read it either it is a product, either it is a letter or it is a proposal or something else.
So, what we have to do is, we have to make our tone conversational and also think of the
language that we are going to use. Now, when I say language what I mean is a person
can use language in a number of ways you can show your anger also, you can also show
your gratitude, you can also show your sincerity, you can also show your neutrality and
you can also show your prejudice all through language. How is that possible? I mean,
through the selection of the words and then because you never want to lose your
audience what you need to do is, you actually need to include a positive expression.
Because as I have been saying that every now and then you cannot agree, every now and
then you cannot write a message, because if you are going to convey (11:55) somebody
some bad message, some message which is negative, messages which are unpleasant,
messages which are not liked. But, then even though the need of the r is to express that
or to tell that message please draft that message in such a manner that it becomes a bit
light and the audience members become ready to accept that. How is that possible that I
will show through certain examples that I have (Refer Time: 12:26) from certain
business textbooks.
And then words, when we are talking about words we have to see that words have to be
used depending upon the background of our audience members. Of course, as I have
been saying that you cannot know in totality who your audience members are, but then
you can always anticipate, you can always think, you can imagine. And, when you
imagine and rather if you even you do not want to struggle a lot because no reader would
like to struggle with lengthy sentence constructions, lengthy sentences paragraphs which
are breathless, paragraphs which never provide eye relief. So, actually audience members
are not interested.
So, it is always better to go for the use of familiar words; familiar words are those words
which we use in our day-to-day lives. Of course, at times you will find that there are
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certain organizations and certain professions where you cannot or where you do not have
a chance to make any other use, but then you can always go for a word which is a less
difficult or which is more familiar. So, if you adapt to the audience you have to take
these things into consideration.
Now, as I said that we have to when we are writing something, we have to see that we
are the pro-audience. Pro-audience means maintaining a thought of you-view. Here are
some sentences where you will find if you have a look at these sentences carefully, You
will find that earlier these sentences were written in a manner that appeared to be very
stereotypical; no, having no interest at all very ordinarily (Refer Time: 14:24).
For example, if we look at the first sentence we are requesting all employees to complete
the enclosed questionnaire so that we may develop a master schedule for summer
vacation. Now, if we have a look at this sentence, the sentence is long, but at the same
time the sentence is not crafted in a cause and effect manner, and the sentence does not
say whether it is audience center or it is speaker center.
So, we have to change it and a little bit of change, a little bit of consideration can make
this sentence very effective because the master schedule for summer vacation is being
developed, please fill in. Now, see please fill in the enclosed questionnaire by making
you so, please fill in you are actually addressing the audience and the audience members
may feel that you are more informal. Even though we are maintaining a sort of formality,
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but then we are also a bit informal. We can also see the second sentence where the
person or the speaker what he or she does is your request cannot be considered unless
you have sent the signed agreement.
Now, see in this sentence if so appears, you say your request cannot be considered. So, it
appears that the sentence is negative because you have made use of the word cannot and
also the sentence is a bit imposing. So, how can we lighten the sentence and how can we
make it more you friendly, it is better to begin with we will be glad to consider your
request. Now, it appears as if you have taken some amount of personal interest into it we
will be glad to consider your request once you send us the signed agreement. And, then it
appears that the writer has taken care about the audience and he appears to be a bit
informal though for the sake of formality this is quite essential.
We also had been saying that at times you may have to say things which are
professionally correct, is not it, professionally correct. But then even when you are
professionally correct, the tone has to be conversational because not every now and then
you can go on or you can continue with you-attitude if in a sentence you make maximum
use of you at times the sentence may also appear to be lopsided. So, there are situations
where you can just relax it or just lighten it up by making the tone a bit conversational.
For example: let us see, let us have a look at the sentence, sometimes you unnecessarily
make the sentences very complicated and you keep yourself a bit aloof. For example, in
many letters that come through you will find the undersigned requests, please report to
the undersigned and all; I mean, many people may not like it also. So, it is always better
to change these words like undersigned.
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For example, in the sentence you can find, the undersigned respectfully reminds affected
individuals, look at the way the words have been coined affected individuals that in
employees desires of changing their health plans must do so, before October such and
such.
Now, in such a situation when the sentence is not only longer but the sentence has also
made use of some words which may not be welcome. So, in order to make it more
effective what can be done is you can just address the employees and say all employees
can change their health plans before 25th October. There is no need of saying you know
these are unnecessary burdens, no affected individuals.
You actually generalize it at times in order that everyone gets included, in order that
nobody gets hurt. I mean, there are quite a number of ways apart from being
grammatically correct, there are quite a number of ways where we require as writers
where we require consideration for our audience because in the world of business what is
of utmost importance in the relationship.
We have been saying that when you write something the reaction or the response to that
depends upon what sort of relationship you maintain, if you are not having a good time
with your readers or with your respondents naturally they will not react favourably. So, it
is always better to maintain a good relationship and this good relationship can be
maintained by taking into consideration certain things; not only about the use of words
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but also about how what sort of arrangement you are going to make when you are
writing a sentence.
So, here are some ways, the first is to emphasize the positive as we have been saying that
our audience members are to be convinced that you are pro-audience. So, what we
should do we should actually emphasize, but while when you are emphasizing
sometimes it also may appear that this emphasis may not work. In such a situation you
will find that you can do a bit with or without the use of a particular word in that case
you also have to deemphasize certain words.
So, emphasize the positive I mean you have to talk about the benefits just in the
beginning so, that the audience members or the receivers feel delighted. And convince
how your message will benefit, not only saying that you are being very favourable or
pro, but you have to explain. You know, audience members also want that when you say
something you are actually giving them evidence.
So, what can be done is you have to convince I mean, the next sentence that you write
you have to convince through the sentence how this message is going to benefit them.
At times you will find you actually have make meaningful euphemisms. What are these
euphemisms, I mean you actually have to use language in such a manner that because
your purpose is to convey the message. Sometimes you can convey the message straight,
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sometimes you also have to convey the message in a very indirect manner because the
message has to be conveyed and the information is very important, use a language that is
free from bias.
Now, what exactly do we mean do we as writers of business messages, also are suffering
from certain biases yes, there can be biases like sometimes you may use the language,
where you may seem to dissociate others. For example, the use of certain pronouns his,
her like that; use of certain words like say lady doctor fine, lady nurse fine, chair
chairwoman fine like that. So, there are certain things which actually and you know
many people also say that it is a sort of sexist language. So, we have to free ourselves
from the use of such language.
So, use bias-free language also in the bias comes when you are talking about I mean
suppose you are naming somebody or you are naming somebody by colour, you are
naming somebody by country, you are naming somebody by some of his inabilities and
all, they also come under certain biases. So, it is always better than you can free yourself
from all these biases when you are writing for business and moreover when you are
actually making use of some words where you feel you cannot, it is always better to
simplify that.
For example, on the right-hand side, you will find there is a table where I have called
certain words which could be substituted. For example, if you are going to talk about or
promote ‘used cars’, many people would not pay attention to. But, if you can give it a
better name like a ‘resale car’; I mean, people will be attracted towards it. When you call
somebody that ‘elderly person’, it is always better to say the ‘senior citizen’, the senior
citizen is not it and then sometimes you may also when you are supposed you are going
to write a sales letter and you make use of high-calorie food many people may not like it.
So, it is always better to say high energy food, there are other examples also given you
can have a look at them seriously. Moreover, when you find that there are some people
who are having some sort of physical element or whatsoever and you are directing your
letter at them, it is always better to take a precaution and not to make a very specific.
You need to be specific, but you do not need to be so specific that it can hurt, otherwise
what will is you are actually segregating people on the basis of certain criteria. Here is a
sentence which ought to be removed which ought not to be used crippled workers face
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many hardships on the job. I mean, if you make a use of such a sentence, I think this is
not appropriate, you can always change this in a different way; so, that it can be
effective.
We have also been talking about the use of positive expressions; you will find that in a
business world negativity does not have much space. So, whenever you are going to
write something which is negative, for example, you are going to give somebody a bad
message or you are going to convey something bad. So, what do you do, in that case, if
you use a straight word that will be very hurting; so, it is always better.
I have to change that to positive expressions and in many sentences, you will find where
you find that negative wordings are there, it is always better to change here are some
examples given. For example, you see the use of cannot construction cannot begin until
the building plans are approved. If such a sentence you have to right; I mean, your
objective is are to tell them that construction cannot begin until the building plans are
approved, make the sentence affirmative, make the sentence affirmative and delete the
word which is negative.
Construction will begin soon after the building plans are approved, just you have to
reverse it. So, that the message that you are going to give becomes positive. Again, we
can also have the last sentence. We will withhold payment even though the word appears
to be quite appropriate from the business point of view, but nobody would like to listen
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to the comment like we would withhold your payment until you complete the job
satisfactorily. It appears as if you are not giving any attention to the relationship and the
business world relationship is what matters most. So, it is always better to make it in a
very general manner in say satisfactory job completion qualifies for the fast release of
payment.
Every now and then people want to receive positive messages and positive messages can
be received only when they have been crafted very positively. When it comes to the use
of language, language has to be very inclusive and here as I was talking about making
use of language based on gender. For example, sometimes we do not take into
consideration and we straight away write a sentence like this, every employee is entitled
to see his personal file.
So, when you use his personal file in a way what you are doing you are actually
excluding the other people, excluding some other people; I mean, it is not that all your
customers are only males they are also females. So, it is always better to change this
pronoun his and to say there, all employees are entitled to see their personal file at times
it has so happened because you never know when can things take a different turn.
And, in a modern-day world, we have become very sensitive and we do not want to
make anyone hurt we do not want to insult anyone. So, it is always better that we make
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use of a language that is inclusive, you can also have a look at the second sentence where
again all conference participants and their wives.
Now, imagine if there are some people, there are some ladies who are actually an
employee or participant, then in that case what will happen the sentence will appear not
only meaningless but then inappropriate. So, it is all of this better in place of wives or
husbands we use the word spouses, all conference participants and their spouses are
invited to the banquet. It has always been seen that we do not have too much time to
carry a dictionary and a thesaurus even though all of us are carrying the cell phones
having these facilities.
But, then nobody would like to stop when somebody is reading something stop and see
the meaning of a particular word. So, it is always preferable to write or to make use of
plain English to make use of language that is plain, sometimes unnecessarily people
make a sentence cumbersome and make an expression very difficult and people are not
in a position to understand that.
For example the two sentences here, you will find where the use of some words may be
quite unintelligible to many people look at the first sentence. The contract stipulates that
management must perpetuate the retirement plan, you see there are two words used
stipulate and perpetuate. Even though many people might know the meaning of these
words, for general people because as I have been saying that business world involves
people of all categories, all qualifications, all ages, all genders, all I mean knowledge.
So, it is better to go for a language that is plain that is familiar.
So, the word is stipulate and perpetuate can be substituted, and when you are substituting
situate that the meaning is not a compromised. The contract, actually the contract
requires that the management must continue the retirement plan the sentence appears to
be very fresh, this sentence appears to be very rigorous.
The second sentence also we have the same problem, problem of difficulty because we
cannot monitor all cash payments we are going to terminate the contract. It is always
better that you know that you have got a very good vocabulary, but then you are not
writing for yourself; you are actually writing for others and when you are writing for you
have to see that you make use of familiar words, words which are easier. How can we do
that we can always see and this can be done when you are going to revise, when you are
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going to revise just have a look if you can change certain words. I mean, words have so
many meanings and you know you must understand that when you are using either
functional word or a content word.
First is you must understand the difference between the two. Functional words are words
which are some parts of speech namely conjunction, preposition, articles and pronouns. I
mean these words do not pose much difficulty, these words are also very easy to be
understood, but the problem lies with the content words. The content words are nouns,
verbs, adjectives, adverbs and these words depending upon their context they can change
their meanings.
So, while you are making use of words in a sentence or in paragraph one in writing, see
to it that you go for words, but remember you have to be considerate about your audience
members. So, when you are making use of words so, please see to it that you understand
the difference between functional words and contain words. Words can have two
meaning as I have said sometimes in some other lecture as well.
Words may have a denotative meaning; words may have a connotative meaning.
Denotative meanings always remain unchanged. So, you cannot do anything with that,
but connotative meanings always are associative meanings. So, when somebody uses a
word say for example, when somebody uses a word and having a different intention it
now depends upon the reader's reaction and the reader's background as to how he will
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interpret the message, and then we have another category of words which are abstract
words and concrete words.
So, my suggestion is that when you are writing for business, please go for concrete
words and do not go for abstract words. It is always seen that in a business world, the
connotative meaning is always going to pose difficulty hence we will sacrifice or we will
control ourselves from the use of such words unless and until it is so, so important.
Avoid using expressions of intimacy, humour and preaching, you are writing for others
to understand you are actually writing for your clients, customers, but then you must not
so any intimacy. I mean, at times people show their intimacy, but then this is not proper,
sometimes all the other people also make humorous remarks, sometimes the way you
write you also seem to be very imposing or preaching. You are not heard to preach nor to
impose, you actually hear to convey and you can convey in the best possible manner.
You can convey in the best possible manner by adopting an approach that is neutral, by
adopting an approach that is free from all biases.
Here is a table and that will help you I have given some examples how unnecessarily
people sometimes make a writing very difficult. Say for example, instead of I mean how
can we make our writing familiar, we can make our familiar by thinking of the
synonyms. But remember, synonyms are synonyms and unless and until you yourself get
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convinced and satisfied with the use of a particular word; so, that the meaning is not
changed.
So, when you are going to when you think of using a word like terminate it is always
better to use word like end, when you think of writing a word like reciprocate it is always
better to write return because these words, the words which are on the right hand side
they are easier to be understood. Hence we will go with the words which are familiar
make use of specific words and do not go for words which can pose difficulty to the
readers.
Always prefer familiar to general words, suppose somebody says somebody uses the
word like bad mouth, it is always better to use criticize then to use bad mouth. If
somebody uses the word like guts appear to be not only a bit informal word. So, it is
always better to use nerve or to use courage.
And moreover when you are drafting a business document see to it that you make a
proper selection not only of words, but also be careful that flabby phrases (34:30) do not
come in and between while we shall be discussing further in the coming lectures, how
we can maintain a sort of readability and that will be discussed when we talk about
reports.
So, in order to maintain readability sometimes what people do they actually make use of
flabby fridges. These flabby phrases do not have any room in an effective writing, these
flabby phrases at times are repetitions, these are clichés; we shall discuss in detail in the
coming lectures. And, if you can convey meaning without the use of superflow of words,
it is always better to avoid the use of superflow of works otherwise; it will pose difficulty
my dear friends.
Now, there can also be words which are strong and which are weak words. So, go for
strong words, go for strong words do not use words which are very weak. For example,
when you are trying to say symposium, no symposium even though the word appears to
be very musical, but how many of us imagine do all of us understand the meaning of
symposium.
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So, be specific and say conference, it is always better to say conference sometimes or the
other people think that in order to be more professional and in order to make use of
strong words they use dossier. But, many people may not understand what is the
meaning of dossier so, it is always better to use a document that are related to a person or
an event. Then focus on action verbs at times it so happens that when you are writing the
use of verbs is more important compared to the use of nouns.
So, focus on action verbs, what are these action verbs the accident verbs are identified,
discover fine, accumulate these are verbs of action, these are streamlined, these are verbs
of action, conduct fine, and also a wide overuse of adjectives and adverbs. Sometimes
when you are writing a recommendation letter it has always been seen that sometimes
when people write a recommendation letter. They actually filled their recommendation
letter with lots of adjectives and adverbs, and you know my dear friends this is
considered bad because it appears that you are biased, you are prejudice.
So, it is always better to maintain a neutral tone and avoid the overuse of prepositions
and prepositional phrases. Here I have given two examples, suppose if you say ‘Mr. X
has always been the most fortunate and luckiest businessman.’ Now, here is an
unnecessary reputation. We could have been satisfied even by saying ‘Mr. X has been
the luckiest of all businessmen,’ why we are unnecessarily or mercilessly making use of
words?
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Again, the second sentence, where we have made use of a different word which can be
changed, ‘the boss took me into confidence and told me his secret.’ I mean, simply if you
could have said ‘the boss confided in me that could have done.’ So, my difference in
order to have a sort of efficacy and effectiveness in terms of writing business documents,
care has to be taken.
And, we have to see that when we make use of words not only are we concerned about
our receivers, but we are also concerned about our aim and our aim is to convince our
aim is to convey. So, when we know all this, what actually appears to us is that we are
now in a position to organize the data.
So, already we have seen that when you are going to organize the data; what you are
going to do you are making topics subtopics and then you are making divisions. But, see
to it that when you are making divisions do not make so many divisions, and division are
more than the third stage appears to be very boring. Hence, we shall try to restrict
ourselves to making fewer divisions, but when you are making divisions see to it that a
proper head gets the proper supporting evidence or proper supporting sentences or pieces
of information, otherwise the data as I have been saying will become very unbalanced.
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Next to that what when sued, there are two actually plans that also we should take into
consideration. The first is a direct plan and the second is an indirect plan. In a business
world, you are not only saying things which are positive we are also saying things which
are negative, but you will also have at times to refuse. Refuse the credit, you have at
times to disapprove a project or whatsoever, but then they cannot be done directly.
The direct method is the method when you say things straight; I mean, recommendation
comes first no, routine requests than responses, orders, acknowledgements they come
under the category of direct requests, direct a pattern or direct method, but when you
have to say something very unpleasant something like a bad message you have to go
with the indirect method.
Indirect method not only saves the audience because when you say somebody in a very
direct manner and the message is hurtful it will not be liked. So, it is always better to go
for the indirect method, and this indirect method will actually reduce the negative
reaction and that is why it is said that if you have a negative message. Please put that
negative message not then the beginning, but then either in the middle or towards the
end, but before that bring the evidence, it will actually orient the readers to a fair hearing.
And in most of the cases when you have to draft letters of denial, refusal or disapproval
what you do is you are all going to convey bad news, and when you convey these bad
news, you are not going to convey it just in the first instance as you can do in the direct
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method. In the direct method, you start with the recommendation and the very first
sentence maybe acknowledgement or recommendation you are actually loading
everything just in the beginning that is why the direct method is also called front loading.
So, it is always better that when you have some unpleasant piece of news, you actually
relegate it either towards the middle or towards the end, but before that give the
evidence.
So, that you are actually going to prepare the reader to receive the message that is going
to come and the message is unpleasant.
My dear friends in a business world retaining the customer is very important and much
depends upon how you write. Because you may always not be expected to convey only
good news, you may at times have to do an unpleasant task of conveying bad news also.
And, when you are conveying bad news as I said you have to open the sentence with a
neutral statement, evidence will come first and the idea will come later, and bad news
should also always have a because as there will be some evidence. So, bad news has to
depend on a dependent clause.
For example, the sentence that I have chosen here you can see, ‘we do not have vacant
seats.’ You see, ‘we do not have vacant seats in core management’; I mean, the issue is
that they do not have the seat. But then they do not want to lose the client and that is why
the sentence is revised and the sentence is crafted in a manner that even though it is bad
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news, but then you are also retaining the customer. We have a course that caters to your
need of management education since we cannot admit you in core management course.
You see we have conveyed the message that we cannot admit you in core management,
but before that, we have provided the alternative, we have already given them the
evidence because we do not want to lose the customer or the client.
So, conveying bad news is more challenging than conveying good news, hence you have
to be quite careful and you have to make use of your discussion when you are doing that.
My dear friends, messages good or bad, messages pleasant or unpleasant have to be
conveyed if we are to work in an organization and to succeed. But then, we do not want
that the receivers should be hurt and that is why when we think of appropriating them
keeping into consideration an organization and keeping into consideration.
The grammatical nuances, we also are to see that we do not overburden the mind of our
readers and that is why one of the key elements of grammatical correctness, and also
grammatical ease is parallelism and which we must all know and understand. What
actually is parallelism? Parallelism though is a literary device where we are saying things
alongside, but a structurally when we make use of parallelism. What we do is, we are
actually saying similar things, but in a sentence, we are making with a structure a bit
tender making it structure a bit a soft how can we do that.
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Readers always appreciate easy to understand and balanced parts of a sentence,
sometimes when you are going to convey something and the sentence is longer the
readers feel troubled. So, it is always better to take some caution and make use of similar
structure to express a similar idea. Ideas, even though ideas are great many they can also
be written in a very precise manner and for that, a parallel structure is very important.
Parallelism can be maintained not only through the use of verbs but also through nouns.
Let us have a look at the sentence. The application for a grant asks for this information
funds required for employee salaries, how much we expect to spend on equipment and
what is the length of the project. Now see, when the writer wants to convey three things,
but then when he has conveyed it he has maintained different structures. Say, it could
have been better had he maintained the same structure, the sentence could not have been
only easier, but the sentence also could have been more effective.
So, let us revise the sentence and say, the application for a grant asks for expenses on
employee salaries on equipment and also on the tenure of the project. So, what we have
done, we have chosen this same sort of phrasing, the same sort of units, the same sort of
structure and that not only eases the readers understanding but also makes the sentence
very effective. My dear friends, writing is the challenging task and the world is full of
troubles why should we give our readers more troubles by loading our sentences with
unnecessary frills.
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We can also have a look at these two sentences; we will go for a last sentence where
‘lease an automobile is more expensive than buying one.’ Now, here we begin the
sentence with to lease and then, on the other hand, we say then buying one. This sentence
can be converted, you know into a structure which can be not only easy, but can be
satisfactory, ‘leasing an automobile is more expensive than buying one.’
So, leasing and then buying so, we are maintaining a sort of structure parallel structure.
In the sentence before that also you can again see that three things they want people to
know or to understand or the requirement, we need more laboratory space, additional
personnel is required. So, while in the first instance it is laboratory space, in the second
you are putting a sentence. So, that actually breaks that violates the rule of parallelism,
hence we should always say we need more laboratory space, additional personnel and
more capital.
My dear friend, writing is a capital, writing is an investment and you can get proper
dividends only when you take it very seriously. And in order to thrive in today’s world;
in order to thrive in a business world of today much depends upon how you write. And I
hope with these two lectures which I have given on business writing you are now in a
proper frame of drafting business documents depending upon your need, depending upon
the nature of the organisation, depending upon the format of your organisation whatever
be followed there.8
In the next lecture, we shall be talking about the various forms of business writing and
how they vary not only in length in structure and meaning and also in making us all
becoming aware of what the business world needs.
Till then, thank you very much, have a nice day.
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Effective Writing
Prof. Binod Mishra
Lecture – 13
Business Letters and Memos
Good morning friends and welcome back to NPTEL online lectures on Effective
Writing. The lectures are being delivered by Binod Mishra and you all remember that
presently we are in the section which is entitled Business Writing. If you have a recap of
what we have done in the past you may remember that in the previous lecture we talked
about the various principles of business writing and we had also thrown some light on
what are the various forms of business writing.
Today we are going to talk about two very important forms of business writing, which
are very popular and which actually have given a new lease of life to the world of
business, these are Business Letters and Memos.
Now, all of you might be thinking do we really need business letters in an age when we
are guided by various electronic writings. You are not wrong to think about the
importance as well as the relevance of business letters and memos, but then my dear
friends, whatever be the facility of electronic gadgets and electronic writings, business
letters have come to survive because they can be served; they can be kept as a records.
We have been discussing as to what can make business letters effective, we have already
talked about the various principles. In this lecture, we shall be trying to understand how
business letters are different from memos and why they have their importance still in an
age when we can claim ourselves to be living in an age of electronic media were pushing
of one button can open a pandora's box. My dear friends at the outset, it will be very
important to understand what actually are business letters and what actually are
memorandums.
Initially you might be thinking that both these terms some way or the other are
synonymous with each other, but then there are certain differences and we shall be trying
to understand what is the basic difference, memorandum which in sort we call memos.
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These memos or memorandum; Memorandum is a piece of official as well as business

writing which is circulated within the organization.
Now, look at look at these two terms; memorandum of course, letters are also official
business writing, but then memo actually runs and its circulated within the organization.
That is why since it is within the organization, we also call it interoffice memorandum.
Now, you might be thinking about how a memo is different from letters. So, it would be
pertinent to understand what actually are business letters. Business letters are also
official correspondences, written correspondences rather through which two people, two
countries, two organizations, two institutions come in close contact in order to transact
some business as we have said already in the previous lectures.
Now, when there is communication between two organizations in the form of business
letters, there are several purposes that can be understood and that can be met. One is that
you not only try to establish business relationships rather you also try to convince, you
try to explain, you try to bring some action I mean it can also be considered to be a sort
of call for action sort of thing.
So, when we draft a business letter, although on many situations we might not see the
person to whom we are writing, that is why the task becomes very challenging and then
since we are talking business naturally we cannot be informal, we have to be very formal
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while we are transacting business. And as we say, that business writing is or business
letters are one of the modes to establish a relationship, so when we establish a
relationship of course, business being in the background, but then we also create a sort of
relationships.
And then it can also occur as a sort of goodwill gesture; for example, you are transacting
a business with one organization, but at the same time since that organization, if it is
busy in developing some new products and you are going to retain a sort of relationship
with it then naturally so many things can take place and so many new agreements can be
made. Through letters, through business letters, you not only make a sort of contract, you
sign a contract, you sign an agreement, I mean two business organizations can inform
each other what new things they are going to develop, what need new things what new
products they are going to launch.
And then since you have got a sort of business relationship with each other you are also
providing the other party, I mean the other party who can be these other parties, may be
customers, clients, organizations, shareholders, stakeholders; there can be so many and
all these people they actually maintain a sort of relationship.
So, the basic difference between a memorandum and business letter is, while
memorandum is circulated within the organization, letters also go outside the
organization. That is why writing or drafting a business letter is more challenging; and
since you do not see the person to whom you are writing you can just imagine and you
can just anticipate about the person or about the audience’s mood, natures. You can also
think of, but then you also might be knowing about the business that the other
organization is dealing with. So, it becomes very challenging and as a writer of business
letters, you have to maintain a certain decorum. Now, what are these decorums and how
we can?
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So, here it also is pertinent so to throw some light on certain aspects of business letters.
As said earlier that business letters are written to send messages, establish
communication and build relationships, these three terms are very important. Now, two
organizations when they come in close contact with each other, then at times there can be
request, that is why that will later we shall discuss how business letters are can have a
different are types.
So, at times you can request, at times you can convince and you convince customers, you
also convince clients; you also can convince the other organizations busy in the same
business. And then you also encourage them to take some action to expedite certain
things and also express goodwill.
Now, since as I said earlier memos are circulated within the organization and that is why
they are very informal, but business letters have to maintain a sort of formal because it
serves as a sort of record, sometimes things may go wrong, sometimes there may be
certain confusions because in business world people keep changing, individuals keep
changing and when a new person joins and the new person has to write or correspondent
what he will refer to these business letters or the records that are there available.
So, the terms of agreement suppose somebody writes to an organization are very angry
and aggrieved later now the person who is handling the correspondences is unaware of.
So, what he should do? He will actually refer to the record that is available, even though
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business letters appear to be formal, they help in expressing goodwill gestures.
Sometimes you express thanks, sometimes you congratulate, sometimes you pray for
their welfare, sometimes two organizations when they come in close contact with each
other they know each other's shortcomings as well as their advantages as well as their
merits.
So, in this process of business letters or this exchange of business letters not only the
individuals but organizations can also establish their images. Now, if you have a look at
certain reputed organizations, certain reputed brands why they have been, so they have
actually maintained their images and in order to maintain their images the people who
are behind it they have actually made it possible to see that not only among customers,
clients, distributors, the stockholders, shareholders, whatsoever they are maintaining a
sort of harmony and they exchange from time to time, this is why we say a business
letter can also help in expressing goodwill gestures.
It is always said, that a good letter can be served as a good essay, but now in an age
when we are more electronically conscious, letter writings have already been relegated
no, letter writing has become a decayed art, but still there are certain transactions which
cannot go or which cannot continue without business letters that is why business letters
are still important.
And in order to understand the nitty-gritty of business letters what we shall do is we shall
try to find out because once you are employed in an organization maybe at some point of
time you are given the task of handling correspondences. And it is not so that only one
person will handle correspondence, there can be, at times, change and some other
persons can also be given the task of handling correspondences. That is why for you as
an employee who is waiting for a job or as somebody who is in the job it is very
pertinent to understand the nuances of drafting successful business correspondence.
Now, when we talk about business letters it is at the same time we shall also be talking
about, we shall be taking these two things quite parallelly because we have already
discussed memo, but then what are the functions of a memo and what are the functions
of a letter and then we will find out the difference.
Now, what does a memo do? If you are in an organization, you might be acquainted with
this term memo and this memo is a suit. Now, memos are mostly written when you have
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very short message to convey when and memos can be written by superiors,
subordinates, it can go to subordinates it can also be written by a junior level officer to a
senior level, having some requests, having some sort of query or whatsoever that why it
is quite appropriate to understand the various purposes of a memo.
Now, suppose some task is going on, suppose some project is going on from time to time
every now and then you do not want a people to submit a detailed report. Isn’t it?
through memo also you want to confirm, you want to understand what is the progress.
So, memos can function as a sort of confirmation, you can confirm through a memo.
Sometimes there has been a deadlock and you want things to move on, so in that regard,
you can also suggest, you can request sometimes something went wrong and you are
served a memo, this is you know memos are served not only always to insult you or to
punish you, but at times to know also. Because, the basic rule of a memo is to
communicate information and that is why at times you have to explain something new is
going to take place, something new you are going to formalize in your organization and
for that, you need to make it public.
Make it public means you want to let every employee know for that also you can
circulate a memo, hence a memo can also announce, a memo can also report the
progress, but at times things may go wrong. Isn't it?
So, when things go wrong, suppose somebody not because he or she wanted to, but then
they because of some amount of you know lack of information or whatsoever they did
something and then that resulted into a sort of difficulty. So, from time to time, people
can be warned also through a memo. So, these are basically the functions of a memo. We
shall also be trying to understand; now since we have discussed a memo and a later let us
try to understand the basic differences, how these two are different.
So, as I said earlier memos are meant for internal circulation. So, internal business
communication, a memo is an internal business communication, but letters can go
outside also. So, while writing a letter you have to be very formal, fine while writing a
memo at times you can be informal also at times it has also been seen that people also
become a bit you know light-mannered, light-hearted, but in letter this cannot be
possible. So, a memo is less formal, a memo is often shorter that is why many
organizations you will find that they have a memo pro forma where you do not have to
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do anything other elements are already there you simply need to write the message
whatever message you want fine and memo is more direct than the letter because it is
short and you do not have much time because when you have less time you want to serve
a memo you want to circulate a memo.
And if in a letter you will find when we shall be discussing the format of a memo as well
as of a letter you will find in a letter inside address is important. But in memo there is no
inside address since it is a printed pro forma and you know that this is within the
organization, only when we have the terms like to, from, subject line, date and at times
reference also.
So, there is no inside address moreover there is no salutation also in a memo; in a memo,
there is no salutation. There is no, there are no complimentary closures and leave-taking
or something like that. It is very direct, it is very short and it is shorter than letters. Now,
when we talk about a memo, I think all of you might be curious enough to know how can
it be written, that is why here I have provided a sample memo. So, if you have a look at
this memo you will not only understand the format of a memo you will also understand
the language.
So, at times, because as I said you can be at times a bit, at times people have also been
found to show some amount of humour [vocalized- noise] in a memo, but remember this
humour should be such that people can understand, sometimes people creates humour
and others do not understand. So, it is really fatal, so do not go for that.
Now, look at this memo; since it is inter office memorandum willingly I have not given
the letterhead and all of you know that most of the organizations will have our letterhead
when they are going to circulate a memo. So, it is always written interoffice
memorandum in the top centre and in the middle. Now, the format goes like this.
So, you can write all of them in one line, I mean if they can be aligned or you can divide
it into two, I mean they can go alongside as well.
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So, when a memo is circulated to all people, sometimes there are some personal memos
also served to people, but most of the time these memos are only to all people for wider
circulation. So, you see here we have mentioned here to all employees. And who is the
person? So, the name of the person is not there rather since it is official, we write from
environment officer and now you see the date is always written and then the subject is
written, because whenever a memo is there, people get curious as to what the subject is.
So, the subject is pollution control. Now, let us have a look at the language has to be very
direct, but at the same time it has to be a little bit persuasive that is why you see now the
memo begins like this. You will all agree that an environment plays a vital role in our
lives, but we cannot deny our role in polluting our surroundings.
Now, this is actually a memo to remind people and to advise people are to use their
vehicles as less as possible because the person who is writing is more concerned about
the environment and he wants that pollution can also be checked. So, here is a suggestion
as I said memos can also suggest. The increasing number of vehicle users has added to
this malady. You are trying to create a sort of background and also, it adds to the
problem of parking on our campus.
So, you are more concerned, I mean the environment officer is more concerned. Based
on an internal report it has been found that 80 percent of our staff members come to their
offices by personal vehicles, fine. And then while these vehicles occupy large open
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spaces, they also add to air pollution. So, you have already stated the problem. Now,
through memos, because you want to suggest you see what you want to suggest here
comes in the last line, because you want to emphasize fine you want to emphasize.
I suggest that we should start using bicycles twice a week and help our surrounding
remain green. Though initially, it may appear difficult, I mean he also becomes I mean
the environment officer also becomes a bit sympathetic, but then there is also a sort of
dig and that is very subtle not everyone can understand though initially it may appear
difficult yet it will help not only curtail our extravagant ways but also reduce
environmental pollution to a great extent.
And you see now the memo comes to an end and when the memo comes to an end there
is no complimentary close except the writer, I mean the environment officer he simply
puts his signature he writes his name.
So, this is how a standard memo can be written. Now, you might be able to understand
the basic difference between the writing of a memo and the writing of business letters.
But then there are certain things because business letters will be longer as I said earlier
you know that memo is a shorter document, a business letter is a longer document
because you want to say certain things which are very essential. Now, in this condition
what happens when people start writing a business letter there are certain things that they
have to take into consideration.
In the previous lecture also we talked about while discussing the principles we talked
about that a letter writer especially a professional letter writer has to keep into
consideration the six C's and what are these six C's? Whatever you want to say you have
to be very clear my dear friends. So, clarity is the hallmark of all business letters I have
been repeatedly saying, and then consideration.
Now, you are writing from the point of view of business, you are trying actually not only
to establish how can a relationship be established unless and until you show your
consideration to the other party. You might be thinking that you are writing from the
organization's side, but remember that you are writing to a person, there might be some
person who will be handling the correspondence and keeping yourself in his position. If
something you know you write and then that may be very insulting or hurting. So, that
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will really stop that will really halt the business and that will make people think about
what is being done.
Hence courtesy and consideration are very important and business letters have although
even though they are a bit longer, but conciseness is very important because at times it
has been seen that sometimes people while trying to create or while trying to write
business letters they actually mess up everything and make the message very foggy.
How does the message become foggy? When a person writes longer phrases, longer
sentences, longer paragraphs, and hence they do not give room to cordiality and
cooperation. Since we are trying to establish a sort of goodwill between two
organizations through letters, cooperation and cordiality are very important. How can we
sow cooperation and consideration?
The first thing that you should keep into consideration is instead of writing pompous
words I mean words, which are very lengthy words which are wordy it is always, but you
can always cut down words and be very specific. Some of the examples are given in this
table you can find; for example, many people are habituated to write “I would like to
inform”, I mean why do you say I would like to inform you be straight and say I inform
or let me inform, I would like to offer my candidature, I apply, Isn’t it? Sometimes they
write in the event off.
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So, why are you trying to create a barrage of words? Why are you trying to create a
jungle of words? My dear friend, hence the first essential requirement of a business letter
is to keep into consideration these 6 C’s Clarity, Consideration, Courtesy, Conciseness,
Cordiality and Cooperation. I shall also be providing from time to time some of the
examples that can be of great help. Now, the tone of a business letter has to be formal, if
it is formal, it's ok, but then even when you are formal you have to maintain a sort of
professional tone.
This professional tone will come through courtesy and consideration. The language will
be simple, direct and the language also will be specific my dear friends, because any
decision in a business world will be taken based on letters. So, unless and until the letters
express things clearly as I have been saying business letters should express and not
impress, by using high sounding words you are trying to impress and you are not trying
to express.
So, what can be done? There are certain examples given you can see in the second
sentence. ‘You have not responded to our earlier letters despite several reminders,’ I
mean there is no problem with the sentence it is grammatically correct, but then it
actually lacks consideration and it lacks courtesy. It could be better if you could revise
this sentence and you could say ‘We would be delighted to get your prompt responses to
our earlier queries.’ Do you remember in the previous lecture I said that whenever there
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is a sentence which has a negative connotation it is always better to revert the sentence; it
is always better to change the sentence into positive. You see this sentence also expresses
the same, but is there a sort of negative word being used no my dear friend, not at all.
And in order to maintain courtesy and consideration again, you have to take into
consideration that the least amount of negatives is to be used. There are three sentences
given here and you can find all this, sometimes all these sentences me or the other using
negative words unable, do not, fine and then the last sentence you can find again here
also we have some negative words. People are we say, you have to be straight, you have
to be simple, you have to be specific, but then while being specific please maintain the
dharma of maintaining cordiality; for example, look at the last sentence.
This is actually a sentence which a person having least concern about the customer may
write, our responsibility ends when we have given the goods to the courier. ‘You should
know that everything is not in our hands.’ Now, by saying this you should know what
you are doing you are actually not showing any consideration you were not even
courteous.
So, I will not change it and say, ‘we take extra care and ensure that goods reach safely to
our customer’; however, you are admitting my dear friend, but you are admitting in a
different manner; however, at times goods get damaged during transit. So, this way
because the business world only thrives on a relationship and you have to maintain that
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relationship and that can be maintained through courtesy and consideration apart from
clarity, conciseness fine and other requirements that we have discussed.
Now, everything lies in the words, my dear friends, whether you are writing a memo or
you are writing a business letter you always have to remember that the wrong use of a
particular word even though you are direct, sometimes in order to be direct people what
they do, they try to be direct, but actually bring such words which are very hurtful as you
have seen in the previous one.
If you have a look at the previous one my dear friends; now, you see ‘you do not qualify
for this award as you are not a member of our association’; I mean what do you want to
suggest? What do you want to say? The concern is you know the gist of this is that the
awards are given to members to life members. So, why do why you are trying to isolate a
person you. Remember in the previous lecture we said that the language used in business
documents has to be inclusive my dear friend, inclusive language not isolative language.
So, when we talk about inclusive language what you have to do is you are actually to
bypass the negatives. So, if the sentence can be revised we can always say the awards are
specifically given to life members of the association. Now here you are not blaming
anyone, you are not isolating anyone in the second sentence also there has been an error
of this sort, we are unable to invite everyone to the function. I mean people whom you
are inviting perhaps seem to be people having a greater or better status, no we do not
want to isolate people.
Rather if you can put the reason and then you can say whatever you want to say even
though you are straight, but then you are convincing. For example, look at the sentence
which has been revised ‘because of some constraints the only limited number of people
have been invited’, only limited number of people have been invited. You do not say that
you are unable to invite everyone; I mean you have a sort of limitation.
So, it is all a language game and you know the use of words and sentences, the show of
courtesy and consideration and consideration because you know you are not talking to
one class of people, business letters can be received at times by young people, at times
by adults, at times by some people who are very much experienced, you never know
when they can feel hurt and what word of yours can hurt them.
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That is why it is always better to be careful now and say that we have to since we have
to continue having a sort of relationship with the other organization or with the other
institution we have to maintain a sort of cordiality. For example, every business letters
you will find when it begins the very first line of a business letter is thanks for your letter
dated such and such even if at times you may accuse the other person, but even then the
response will be very warm.
It is actually quite pertinent to quote the words of a famous English novelist E M Foster
who says “if there is on earth a house with many mansions it is the house of words.” I
mean my dear friend there is no dearth of words. And there are words for different
occasions, there are words for different opportunities, there are words for different
circumstances situations, know and words have the ability to pull you out of crisis my
dear friend.
Hence, what we should do is we should actually go for words that appear less hurtful less
insulting, words which are more familiar, words which are concise, words which are
specific, words which we use in our day to day lives because our customers and the
receivers of our letters, maybe people not having too much qualification like others.
So, when we write letters we must always think that we are talking to people who are our
prospective clients, who are our prospective customers. Hence it would not be wrong to
say that out of this vocabulary go for the words which mean, go for the words which
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specify, go for the words which accommodate, go for the words which welcome, go for
the words which retain and go for the words which actually can bring back even an
aggrieved customer, even an angry client and even an institution with whom you have
been maintaining a relationship for years, but because of something or because of some
dead like the relationship got soured.
So, it is time we went for the actual and the important words that can bring back the
angry customers and aggrieved clients. With this let us come to the end and say again “if
there is on earth on earth a house with many mansions it is the house of words.” And you
being considerate and courteous will use the important words that can win the customers
and that can help create and run our business very smoothly.
Thank you very much. I wish you all a good.
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Effective Writing
Prof. Binod Mishra
Lecture – 14
Format of Business Letters and Memos
Good morning friends and welcome back to the second part of the lecture on Business
Letters and Memos. If you remember well in the first part we talked about the basic
differences between business letters and memos, in their tone, in their structure, in their
format. Here we shall focus our attention more on business letters and we shall also see
the various parts of a business letter.
As you already know, we have talked about the six important C’s of business letters, but
here we shall try to focus more on the parts of a business letter. Now, you might at times
be thinking that do we really need to write letters. We have already discussed in the past
lecture as to why writing business letters it is still important and it has to be brought back
for the smooth flow of business.
Many of the youngsters nowadays who have been addicted to writing emails, they
perhaps do not know the nitty-gritty of writing a letter, and forget about personal letters
even if you can do well with writing emails personal emails, but then in a business world
you at times, depending upon the exigency and the demand of your organization, you
have to write or you have to draft a business letter.
Now, for those who do not know what the various parts of a letter, I think it would rather
be appropriate to understand the various parts of the letter. Since, the majority of you are
working in an organization, when you get an opportunity to write a letter you are
provided with a letterhead. So, the very first part of a business letter, is a heading or
letterhead. Now, what is a heading?
Now, this heading comes in the top center of the letter which is already printed, it
actually denotes the name of the organization and the address along with the phone
numbers, fax numbers, emails, email id’s or website details.
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But then, organizations where you do not have this you are to ensure, that you can write
it yourself because when you write a letter the other party or the receiver would like to
know from where the letter has come.
So, the first attention or the first thing that we want to find out is the heading or the
letterhead. Next to the heading comes the date, letters as I said earlier they become a part
of record hence a letter written five years ago, at times, also can be brought to the notice
of people when the need so arises, that is why the date is very important. Now, where
should we write the date that will also see; just after the date comes the reference.
In business, it is actually that because of some sort of urgency or some sort of need we
talked to each other and that is why we also have to refer to the context in which we are
talking. And when an organization exchanges so many letters, the previous letters also
become important because through that we refer to. That is why in many letters you will
find the reference number, apart from the date and then comes the inside address.
Now, what is this inside address? This inside address is the address of the person to
whom you are writing this letter, I mean we can also call addressee, I mean the person
whom you are going to address. And then comes the subject line since, it is not a
personal letter and when you are writing a letter maybe to a professional, that
professional would first like to see why this letter has been written and what is the
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context that is why a subject line has to be given and the subject line tells the purpose of
the letter.
Just after the subject line, we have a salutation though those who are writing emails they
seem to have forgotten the need of a salutation even in email because in many
organizations emails have also become formal, they are being accepted. So, the
salutation is very important, and through salutation, you are actually greeting the other
person, you are addressing the other person I mean the receiver. And then comes the
body where you are going to mention; I mean, you are going to explain the purpose the
body can have three parts..
The first may be the opening paragraph where you are talking about the purpose of your
writing your letter, the second part may be the explanation of the entire thing and the
third part may be you are going to wind up, you are going to emphasize or whatsoever
depending upon the need of the situation and then comes the signature line and then the
enclosure. Now how to write all of them or how to draft all of them very carefully
because a letter gets it recognition and its importance not only by the content but also by
its design, also by the way it has been formatted.
In the organizations that you are working in you might be having a certain design of a
letter. So, if you are working in an organization please see to it that you maintain the
organizational letterhead and you write on it depending upon what way the
correspondences flow in your organization. When you are going to write the date, the
month should be spelt in full for example, and this dateline would come only two space
below the letterhead.
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The letterhead will always be in the centre and you have to leave two spaces and then
write the dateline.
Now, it depends whether what mode or what format of a letter you are following, if you
are following a full block format the date will be written on the left we shall discuss it
further. So, here you can see there are two ways you can write the date. So, the name of
the month has to be in full; for example, if it is October 7th today we must write October
7 and then 2019, you must not forget to put a comma. There are some other practices
also where many people do not provide comma. Now, depending upon what practice is
allowed in your organization you go accordingly.
Now, the dateline should be placed as I said two lines below the letterhead here you can
find this is actually this is the letterhead of an organization Brilliant Tutorials Malviya
Nagar, Varanasi. I mean here we have not mentioned the entire address, but the entire
address has to be maintained and then below that I mean leaving two spaces below there
let us come to write the date, 7 October 2019. Now, in many organizations when you are
writing a letter and the letter becomes longer no, you should not I mean if you are
continuing the continuation page for the continuation page it is better not to use the
letterhead.
So, letterhead is not used for continuation pages continuation page heading should
contain the first line of the inside address this is actually to specify to whom it has been
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written. So, if your content continues even up to the second page please do not go for the
letterhead rather the other page will be the normal page, but you have to mention the first
line of the inside address on the continuing page.
So, this is very important, there are certain minor things which at times people forget and
you know that actually gives a very bad impression and remember while you are writing
a letter you are the ambassador of the organization. Hence what you should do is you
should actually see that the image of the organization is maintained. Next to writing the
date comes the inside address and the inside address as I said will be the address of the
person to whom you are addressing the letter, to whom you are writing the letter.
Now, in this what you should do is while you are going to write the inside address if a
person has got a title please maintain that title.
Now, the question is you also are to greet them, that is why you write Miss, Mister,
Misses, Doctor, but it is only in the address line. Somebody may be a doctor, somebody
may be a professor, somebody may be a colonel and these are written you know in an
abbreviated form. Here you can find the address of a person has been written inside
address and here I have willingly left the email id and whatsoever, but then you can
always maintain it fine.
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So, now here the name of the person and the name of the person in the address has to be
written in full, has to be written in full Colonel Janmejay Kumar Narayan. This is
actually the full name of the person to whom you are writing. And then comes the
address, ‘56 Main Park Military Quarters Chandigarh’ whatsoever and provide the pin
code as well.
So, having written the inside address we come to the salutation, no salutation is the first
step in the letter when you are going to address this person. Imagine you are writing a
letter to a person and you do not know you are in you are a new employee in the
organization the person whom you are writing you do not know, or you are unaware of
the gender. So, in case you do not know the gender of the full addressee name is written
without a courtesy title; full name is written without a courtesy title I mean you do not
know whether he is a doctor or a professor whatsoever.
So, it is better to write like this, dear Kali Charan Sharma, in many countries you know
when you address a person with their first name though in many countries they
appreciate writing or addressing a person with a first name, but it varies from one
country to another. But then if you are writing to a person with whom you have already
had a sort of business transaction or an exchange of letter, you can also write dear Shilpi;
dear Shilpi because you know the other person that is why you are addressing with the
first name.
But in case you do not know the person, you are not acquainted with the person you can
also write dear Dr. Singh, here you should not write the complete name of the person.
You know him, but then he has a designation and that should be provided.
Now, where to put this salutation of the letter? Place salutation a double spaced below
the last line of the inside address. Suppose this is inside address and the last line of the
inside address is this remains or leave to two spaces I am in double space and then start
the salutation. So, the salutation is very important my dear friend these days because of
the excessive use of emails, even the youngsters they have forgotten how to provide
salutation, but remember every now and then the receiver of your letter will not be a
young person like you, maybe there are experienced people.
Hence providing salutation is very important and as a careful and sincere writer, you will
do justice with that. Next to that will come the subject line you will always provide the
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subject line as I said in the beginning. The subject line actually tells the other person
what this letter is about and the subject line is written one space below the salutation and
in the subject, whatever is the subject you may mention. And next to that comes the body
of the letter; the body of the letter can be called the heart of the letter because here is the
place where you are going to do business and then when you start you are mentioning
what you are going to say.
So, when you go into the body of the letter put double spaced below this salutation, after
the salutation no put double spaced and then start you later.
The very first line or very first paragraph of your body will be about the purpose of
writing this letter and naturally depending upon the need, depending upon the exigency
of writing this letter you will find whether your letter is going to be a longer one or a
shorter one or whatsoever because since you are going to explain things naturally it will
be in two or three paragraphs. So, ensure that within the paragraph; within the paragraph
single space is maintained and between two paragraphs double space, you know this is
what I mean by courtesy and consideration when we are drafting professional letters.
So, ensure single space within and double between the paragraph then the body as I said
depending upon the content you can divide your body into three paragraphs and if you
feel that you need to write longer you can try to accommodate your content into three
paragraphs sometimes it may go longer as well. But sometimes when the letter becomes
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longer and what happens we come to a sentence and the last word of the sentence is still
unfinished. So, what many people do? They actually bring this last word to the next
page, now this is not a good idea. Never divide individual words between pages it is
always better to try to conclude or try to come to the end of the sentence so that the next
sentence can begin from the next one it actually causes difficulty to the reader of the
letter.
Hence as sincere letter writers and careful beings in the business world, you will see to it
that you do not divide individual words between pages. Next to that, we come to the
complimentary close. Now, what is this complimentary close? Complimentary close is
having written the body of the letter, you are actually going to end the letter or you are
going to take a leave no. So, complimentary close is having written all the three
paragraphs, now you are trying to complete the letter or end the letter, but before ending
the letter you have to close it and this is called complementary close.
So, this complimentary close should have double space below the last line of the body.
Below the last line of the body let there be two spaces and many people when they write,
when they make a complimentary close they do not understand the difference between
the two words that they write you know sometimes many and there is a usual practice
when you begin your letter with dear Shilpi or whatsoever or sometimes when you do
not know other people there is a practice of writing ‘dear ladies and gentlemen’,
sometimes they also write ‘dear sir and madam,’ but depend because we have to do a
business. So, it is always better or to create a sort of rapport and this rapport is done if we
know the person, even if we do not know the person we address them in a very decent
and proper manner.
So, many people, usual practice it is always better to keep yourself away from the debate
and the controversy and write sincerely your sincerely it has often been seen and
youngsters often fall into this habit of putting both these words your and sincerely and
they capitalize the first word of these two letters this is actually wrong. So, capitalized
only the first letter of complimentary close. For example, if you are writing yours and
then faithfully or sincerely it is always better that we capitalize only the first letter, not
the first letter of the second word as well it has been seen and when the word process
they ensure that they capitalize both these words, no this is really wrong.
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So, when you are going to have a complimentary close, there are so many ways people
can make a complimentary close, yours faithfully, your sincerely, yours truly, yours
cordially, sometimes people also write yours respectfully, sometimes they also convert it
saying truly yours, if it is truly yours the first letter only should be capitalized not the
other letter or yours.
Sometimes you know when you have had a business relationship with the other receiver
for a long time you can always write yours very truly, these are all the ways because as I
have been saying that a letter establishes not only a relationship but a goodwill as well,
that is why when you are going for a complimentary close you are going to take a leave.
And when you end this letter what you are going to do you are actually to bring
something to action. isn’t it?
So, ending the letter also becomes very important, many people you might have seen
when they end their letters they end it in a very haphazard manner and at times, it has
been seen they actually end it with a participial ending. What is this participial ending?
For example, hoping for a positive response; now see the hoping is a participial, looking
forward, waiting for, these are all wrong my dear friends.
So, please avoid that avoid participial endings, rather it is better and it is advisable to use
complete sentence such as ‘we look forward to your response’ or ‘we look forward to
receiving your response’ or ‘we hope to receive a prompt reply in this regard’, I mean
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complete sentences are always welcome. And when you end because it is only at the end
that you are going to emphasize and that you are going to see that some action will be
taken.
So, end with a call to action. What is this call to action? And also express appreciation
you have already expressed appreciation in the beginning, but when you are going to end
it even then you must appreciate. How? Here is an example a sentence that I have taken
from some letter, ‘we plan to send you our latest browser by November 5, can you send
some orders by November 15.’
Now, you see you are trying to be very interactive and you are trying to show concern,
because you want to serve the other party you what you say is, ‘that will allow us to
accommodate your orders and send you the goods well in time.’ You remember in the
previous lectures, we have talked about the you-view. So, because you are trying to
retain or to continue relationships that is why this you view has to be maintained and this
you-view can be maintained at times by making use of you at a times twice or thrice.
So, when you end your letter you actually have a sort of satisfaction that some action has
been taken and your letter when you end your letter, now you are and in a belief, you are
under the impression that you are going to get orders or whatsoever you are going to
make your requests materialized or you are going to see that you are going to get a
favourable response or whatsoever that is why ending the letter is very important.
Now, when you end your letter and you have written yours faithfully sincerely
respectfully whatsoever right your full name after signature, remember this is not a
personal letter. In a personal letter because you have had a personal relationship with the
other party you can simply write your name, your first name as well.
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But in a business letter, you have to write your full name after signature; a signature will
be different, signature will be different sometimes your letter is being typed by
somebody else as I said to the other day. So, in that case also, but then when you are
signing, you may sign with a pen or whatsoever, but even after your signature, your full
name has to be written so that the receiver comes to know from whom this letter has
come. Never forget because you are writing from an organization, so your designation
also matters.
So, put your designation in business letters in order to ensure or in order to tell other
people who is writing who is sending and next to that the last is enclosures. In business
we actually deal in several things and sometimes we also want to ensure that we send
them brochures, at times you also send them the list of what we deal in, sometimes we
are also sending them order forms, references whatsoever. Because letters in the
professional world are written for various purposes and depending upon the purposes
when you are writing your letter and if you feel that some enclosures are also essential
for providing the customer or the receiver some more information.
So, if you find that the enclosures are actually things which you attach to your letter. So,
when you do that please see if there are different categories you can always number
them, number them in case there are so many enclosures because that will give the other
party a better experience.
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Next to that, having understood how to write a business letter and also understood what
are the different parts of a letter. Now, we come to the formats of the letter there are
different formats and whatever organization you are working in, my dear friend, your
organization may use a different format; is not it? Now, there can be three formats, at
times there are four also first is the ‘full block format’ and in the present day, world
majority of organizations go with this full block format.
And then there can be modified one, simplified one, many organizations also write in
semi-block format also, but then it actually varies from one organization to another.
Now, what are the requirements of all these formats that we will find out?
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Now, in this slide, you will find I have already provided a sample also a full block. Now,
why do we call it full block? In a full block format, everything I mean right from the
date, except you know the later head, the letterhead will always be in the top centre, but
apart from that everything will be flushed left. I mean address, I mean the inside address
this is on the left and then dear Ms. Rathode, you are writing to somebody this salutation
and then next to that will come the subject line and after subject line here I have left it
empty so that you can fill it in.
And here you may depending upon the purpose of your letter you will write, maybe it is
two paragraph three paragraph or whatsoever and when you are going to make a
complimentary close you are going to write your full name along with the signature and
as I said you are also going to write your designation, inside address is left and the same
on the envelope on the envelope also the same address will be there body will be a
single-spaced within the paragraph as I said and double spaced if you are switching over
from one paragraph to another. So, this is about full block format.
Now, the majority of organizations nowadays follow the full black block format, but then
there you should also know the other formats; for example, a modified block format.
What is the difference between the two? You have already seen the other one, in
modified block format there is a slight difference. And what is the difference?
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Even though the inside address is there on the left and the salutation is always on the left
only the dateline and the signature, dateline complimentary close and signature they are
flushed right, but enclosures again will be flushed left. So, date complimentary close and
signature line are flushed towards the right.
Inside address, attention line; attention line is the subject line you know in many
institutions in many organizations they call it attention line and then salutation is aligned
with the left hand margin and open punctuation is followed and paragraphs in the body
are blocked. Now, paragraphs in the body are blocked this actually gives them a better
view. In many cases many organizations also follow, the paragraphs are indented I mean
one space is left in every paragraphs. So, depending upon what format is being followed
in your organization you can go ahead with that my dear friend and write your letters.
Now, the last one; the last one which is very important is this simplified format it is
simplified because it is not addressed to an individual it is actually addressed to a
company. When you do not know to whom you are writing you are writing to a company
my dear friend and when you are writing to a company no salutation and no
complimentary close is required, there is no salutation neither this salutation nor
complimentary close.
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You actually right after the letterhead you start no you start writing there is no salutation
the inside address will be there fine, but the inside address you will mention the name of
the organization and then there will be a subject line or the attention line. Date,
complimentary close and signature are flushed towards the right margin, date
complementary close you already are aware of date complimentary close and signature,
they are flushed towards the right as we have seen in the previous one.
And the subject line will always be in upper cases, but then there is no need to mention
subject or attention. In certain cases you mention attention because even though you are
writing to an organization, you may write because you do not know the name of the
person you may write the chairman a finance section or the head finance section, but
remember that there is no need of mentioning subject fine.
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We can always when we write a letter see to it you have to be very particular. When you
are writing a letter what you must see is not only are you following the format which is
being practiced in your organization, but at the same time you must see, for example, if
you are writing to an individual as I said naturally you write the name, you address them
by salutation, but since you are not writing to the individual you are writing to the
company so we can say titan company limited and then when you write the attention line
there is no need writing attention line.
And you are going to mention subject line in upper cases; upper cases I mean you may
write chairman and in upper cases. And then finally, when you have done that now the
letter has to go and when you write the letter please see to it that the letter is formatted
well and before we close this session, let us remember what E M Foster said, “letters
have to pass two tests.” What are these two tests, two tests? “Before they can be
classified as good” before and you are all trying to write good letters they must express
the personality, as I said in the beginning also.
Even though you are writing from the side of the organization you are writing to a person
and the other person by reading your letter also starts imagining about your personality.
So, in order to make a letter good, they must express the personality both of the writer
and of the recipient because it is a two-way process. Hence while we write a professional
letter which let us be reminded of what E M Foster says it has to pass two tests before
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they can be classed as good they must express the personality, both of the writer and also
of the recipient, because through letters as I have been saying that we are actually trying
to create a relationship we are trying to create a relationship. You can find several
examples of a letter and with these examples, you can also practice writing letters for a
professional purpose, because letters remain a piece of record. And letters also tell us
who the writer is and even in course of time even when you are not in the organization
letters written by you which are in the record they can make people remember you and
there are quite a good many letters written from the side of an organization and also from
the side of individuals.
It has always been seen that most of the literary lovers they express their emotions
through letters and their letters are converted into the form of books and essays, but then
here there is a slight difference when you are writing letters for professional purposes
your letters should see to it that business relations relationship is maintained without
being too informal. Because formality is the hallmark and the dignity of a professional or
a business letter, let us come to conclude this and wish you all a good day and also look
forward to getting you see write good letters in future.
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Effective Writing
Prof. Binod Mishra
Lecture - 15
Types of Business Letter
Good morning friends and welcome back to NPTEL online certification course on
Effective Writing. As you all remember that presently we are doing the course effective
writing and in this course, we are in business writing section, where we have been
talking about the various nuances of business writing. And in the previous lectures, we
have talked about the format of business writings especially business letters
We talked about the different forms of business letters and we also talked about the
formats, we talked about the several styles of drafting business letters. Today we are
going to talk about the Types of Business Letters. Now you might be thinking is it
essential to have a sort of expertise in writing business letters.
Yes of course, because all of you know well that in order to be successful in any
organization, it is not only important that you are familiar with the machines or you are
familiar with some other technological devices. Your overall success depends upon your
other skills as well in which writing plays an important role.
Now, having discussed the various formats of business letters because when you are at a
workplace, you come across several forms of writing and especially in order to transact
business, you are from time to time also expected to show your expertise in writing or
drafting business letters.
Now, there can be several categories of business letters or business correspondences that
you can also say. But then depending upon the function and the need in the present-day
world, we have taken some types of business letters which are actually very important
and which hold a very important position in the business world.
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So, we shall restrict our lectures to discussing the types of business letters: such as letters
of credit and placing orders, refusal letters, collection letters, sales letters, claim or
complaint letter and then adjustment letter. Now, you might all be thinking that in
business the word credit also having some importance, yes. When two organizations
have a business relationship, you know you remember well that we have talked earlier
that in business goodwill is very important and this goodwill is sustained or goodwill
continues with the sort of business relationship that you have maintained from time to
time.
So, in order to transact business, we always do not pay in cash or we order for goods, but
every now and then as depending upon your organization. You might find that every now
and then we do not pay for everything and get everything. There are certain norms there
are certain procedures to follow and most of the businesses actually depend on credit.
In many cases even when you have to make a payment, first is that you order and even
before order you inquire about the goods that you want to have for your business and
then you also send them some sort of orders. And these orders for the first instance when
received the other party sends you an invoice and when you get the goods either you pay
or depending upon the agreement or depending upon the sort of negotiations you have
had, you actually go for the deal.
So, letters of credit are also important and you have to draft letters because, on the
majority of occasions, you do not pay everything in cash. Most of the organizations
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depending upon their goodwill, they actually have transactions based on credit that is
why you need to understand how to draft a successful credit letter.
Because when you want things on credit what is of utmost importance is that you get
things on credit, but it is not every now and then important that you will be getting things
on credit. Even when with an organization, you have been dealing with if you have
maintained a sort of business relationship you might be getting things on credit, but
every now and then that may not be possible also.
Some new organizations when they also want to start their ventures or when they want to
have some goods on credit for that also there are certain requirements and at times it is
So, happens that your credit requests are also not entertained. They are at times refused
also that is why we shall also be talking about refusal letter.
And then if the credit has been granted and the goods have also been received, but then
as an organization you want the money to be collected from time to time even though
having a sound business relationship with each other, it has been seen that because of
some problem or the other because of some deadlock because of some difficulty because
of some crunch whatever way it is, sometimes some organizations feel that they are not
in a position to grant the credit and they have to refuse.
But then even when they have to refuse the credit, they do not want to lose the customer
because business depends on give and take it depends on credit and also on collection.
So, from time to time in order to get the money, you have also to draft collection letter
and then we shall also be talking about sales letter complaint or claim letter and then
adjustment letter.
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Now, all these letters as we have been discussing in the previous lectures all these letters
even though their formats may be the same. They vary in their tones even when they
actually catered to the requirements of a business, but then at times it so happens that
while you are approving a credit, you are granting a credit or you are refusing a credit the
language changes and the language changes, depending upon the circumstances
depending upon the needs.
So, first, we would like to know how to write a credit letter and when you want certain
things to be given on credit, what actually are the requisites when you write a credit letter
as you are well aware of the format as you know well that your business organization
will have a letterhead and when you start depending upon the letter style that you ah
follow in your organization, now you will start writing the letter. But before writing the
letter, you actually have to find out certain things so that you are in a better frame of
mind.
Now, what are these requirements? First is you must know the source of information,
where did you get the information about a particular item that you want to get from some
organization. So, the source of information about the product. You have come to know
about a new product that has been launched and you know it either through a sales letter
or through an advertisement or a through some website or through some channels or
through some other people.
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So, first, you have to know about the source of information from which you came to
know about a particular product. And then as you are going to get things on credit, you
have also to understand how you are going to order and when you are going to order you
actually should know what are the requirements, what are the credit requirements of that
particular organization because nobody can give you money greatest, nobody can give
you nobody can grant you credit without any differences. So, there are certain formalities
to be followed.
What are those formalities? Some organizations see to it that they are not going to apply
a new organization from which they do not have a business relationship. But somewhere
or the other when a business has to be started naturally sometimes you also come into
contact with new organizations. Both of us I mean both the granting organization and the
organization which actually wants the credit, they must know each other and every now
and they cannot know each other themselves. They have to provide some references
So, essential information about the business that also you must know I mean the terms of
the agreement the terms of the contract, what are the rules in the organization and where
does your company suit in or your organization can peel itself to be a suitable one and
then the references.
Who are the references? References matter not only in business references mattered in
jobs also even when you are writing a job letter, there also you require same references
because nobody will trust you unless and until your claim or your credit has been
validated by because business organizations say to it that their money does not get stuck,
otherwise the entire business will come to a halt. So, credit references are important.
And then at times the willingness to supply further information if required to establish
financial credibility. For example, imagine that yours is a new organization. You have
also provided some credit references, but then the other organization wants to know that
in case of a deadlock in case the amount is held for a long time, what are the assets to
this organization. So, the amount given on credit can be recovered or can be collected.
So, all these are very important my dear friends and these are the requisites of a credit
letter.
So, before writing a credit letter, you must see that you fulfil or your organization fulfils
all these requirements, but then when you write a credit you must not be under the
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impression that every now and then your credit will be granted or you have asked for a
credit may be the credit is refused. But when an organization refuses a credit, the
organization does not want the customer lost because every organization wants to have a
sort of business relationship.
Suppose one organization has got a lot of things to sell because the other organization
wants to sell and selling always does not depend on cash. Sometimes the credits are also
important, maybe once you give things on credit. Next time, they will start paying you in
cash. So, it actually depends upon a number of factors, but then sometimes because of
some problems as I said previously sometimes you are not in a position or your
organization is not in a position to grant the credit. So, in that case, you are going to
refuse the credit.
So, when you are going to refuse the credit, so what actually will be the format will be
the same, but as I said earlier the language will be a bit different language will be
business-like no doubt ah. But then you actually have to tell them clearly that you are not
able to grant the credit. Sometimes the reasons may be valid also sometimes you really
are in a problem and you do not want to entertain, but even then not entertaining does not
mean not retaining the customer. We have to retain the customer.
So, even when you are going to refuse the credit, what you must do is first you must
have in your mind that you are going only to refuse the credit, you are not going to refuse
the organization or you are not going to say goodbye to the organization. So, express
cordiality for credit requests.
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I mean, every business letter begins with one thing that is appreciation. This appreciation
is actually a token that two organizations are having a sort of business relationship. So,
express cordiality for credit request.
So, the first line that you will write will be the expression of cordiality and then because
you are not going to grant them credit, you are actually mention the reasons; why you are
not in a position to grant the credit. So, express the reasons for refusals and then since
you do not want to lose the customer, what you are going to do is, you are actually
retaining the customer or you try to retain the customer by encouraging to pay in cash for
the present transaction. Maybe you can say at this hour you are not in a position to grant
the credit.
So, what you do is you are actually encouraging the other party or you request the other
party to pay in cash for the present transaction. And then, you should also suggest the
possibility of making credit arrangements in future because you know the present times
may be tough, but the times that are going to come may become easy maybe better, may
there be some feasibility so, that you can provide them with the credit request.
Suppose somebody writes you a letter of credit for giving them things on credit in the
month of February and you have a genuine problem because you want everything to be
cleared by March and you know about the other organization that they cannot pay by
March. So, at that time you have every reason to refuse the credit. So, when you refuse
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the credit, you tell them the valid reasons that way neither your customer will feel
different nor you will be able to hide something. So, do not hide rather tell them what are
the real reasons.
Now, when you are going to write credit letters you should actually be quite aware of the
language that you are going to use. Whether it is because of some valid reason even
though you must write a language that is business-like for example, look at this sentence.
‘We must deny your credit application because your record shows a history of late
payments.’
Now, look at this sentence. This does not sound business-like. This actually appears as if
you are alleging the other party as if you are telling them even though you may be right,
but then this is not the way because language plays a very important role in business
transactions. So, such sentences ought to be revised and even at times, some people who
are writing for the first time you know especially for business, they are new to this
correspondence. They must realize and they must change and they can always say as per
the company policy timely and regular payments qualify for the grant of credit
applications.
So, this sentence tells exactly that you are having a sort of correspondence with a new
organization where you are telling them about the company policy; had this relationship
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been stronger and had this been older and more intimate perhaps the language could have
been somehow different.
Now, look at the second sentence. ‘Frankly we like a resume’ this is about a resume, at
times, you also send a resume and sometimes you feel that even though your resume was
very important, your resume was very strong; they did not call you. So, even when you
are not in a position to call, then the language ought not to be like this. ‘Frankly, we like
your resume, but we were hoping to hire someone a little younger who might be able to
stay with us longer.’
Now, this sentence actually eases a sort of allegation or ease a sort of attack at
somebody’s age. I mean we should not consider anyone not to so or not to prove his
calibre because of the age. So, what you can do, how you can reframe this sentence ah?
You can say we appreciate your resume; however, presently we are looking for fresh
graduates who are proficient in dot net. Now here you are specializing that somebody
you want to hire should be having some qualification in dot net.
Now, look at the last sentence, ‘because of the holiday period, all our billboard space
was used this month. Therefore, we are sorry to say that we could not give you charitable
group free display space; however, next month after the holidays we hope to display your
message as promised.’
Now, see this sentence not only is longer but this sentence again you are actually
refusing an older customer. So, this you can change and how you can change? You may
be telling them the reasons, but then you will be telling them reasons in a manner all the
billboard space was used this month because of the holiday period and you have to retain
them.
So, you can say; however, you will be getting or your message will be published, your
message will get a space next month as promised. So, by saying all this, you are actually
retaining your customers. Now, here is actually an example of a simple refusal letter as
we have discussed earlier the tone and the language because the language will be more
polite extra polite.
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So, have a look at it. Thanks for your letter dated this and this and your inquiry regarding
your credit order for 20 ASUS VivoBook laptops. Now, see this is actually an order for
20 laptops. You neither want to lose this customer, but then at this time you are not in a
position to pay them or to provide them goods on credits.
So, what the letter writer had said? The letter says it is a matter of utmost pride that we
had maintained a very sound business relationship for the last 5 years. We also had a
very transparent credit reputation with each other, but you see, but of late because of the
market tumble. So, you are actually expressing the reason. So, because of the market
tumble, we are encouraging all of our clients to pay us in cash. So, you are not the only
one to whom we want to pay in cash.
So, you are telling them that this has actually some reason behind and that is why you
say moreover since you want to retain the customer that is why you say moreover we are
offering a 10 percent discount for our old customers for the advanced orders.
So, in this situation, you are retaining them and you are retaining them by giving them
some amount of concession as well, some offer also. And with this, you have been able
to use a language that can retain the customer and the last line is very important. We look
forward to hearing from you soon; I mean the hope is still alive. So, you have even
though you have refused, then you have retained the customer my dear friends.
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So, then, but then sometimes every now and then you cannot refuse, sometimes you give
them credits also. But as you give them credits, you are also to be aware that you have to
collect the amount. Every organization wants the money to be collected and for that you
have to write a collection letter.
Now, collection letter as I said in the beginning collection letters tone will change with
every letter or the tone will change because you may have to write a series of letters in
this regard either the other organization is facing some financial problems or maybe there
are some other reasons as well. But then your main concern is how to recover your
money, how to get back your money and that is why you may have to write several
letters. And the letters will differ from each other, I mean, the language of the first letter
may be very gentle and as it grows, I mean if you have to write several letters; the second
letter will be less mild.
And if you have to write the third letter naturally that third letter will be harsh and then
that is why I say from light to stern; the tone will be from light tone to stern meaning
thereby from a gentle tone to a stern tone.
So, it will start from gentle of course, here you cannot write an indirect message, you
have to write a direct message because the main concern is to get back the money.
Although you have had a very sound relationship and it was because of the sound
relationship that you maintained you have given them things on credit, but then now
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while you are going to recover the money, you have to see that your tone even though it
gentle, but it is direct and the conclusion of a collection letter will be very strong even
though it will be direct.
Now, we will also see the examples of some collection letters. So, that you can have a
real feel of it, because every organization from time to time has to draft collection letters
and you never know may be you have to write that collection letter. Even though the task
is not always pleasant, it is challenging and a challenging task can be done only by a
person. A challenging letter can be written only by a person who is himself courageous
and who not only has got control over language, but also knows how to get the money
back. So, let us come to see what the first letter says this is the first letter. Have a look at
the tone.
Now I have intentionally left the letterhead which will be here as you all know are the
letterhead will be here fine and as a formality, we will be there even though you are
going to write a letter direct that does not mean that the letterhead will not be there and
the dateline will not be there, the subject line will not be there; all these things will be
there.
Now, I have simply given you the body of the letter. I mean you start with a salutation
whatever it is that is why I have left it open. Dear Mr such and such, dear Mr. Pankaj, is
not it? So, depending upon your business relationships, hope you remember our previous
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dealings. So, you are referring to the previous dealings. So, straight away you are not
coming, but then in the second sentence, you are making it a bit clear ‘of late we have
neither heard from you nor received any orders.’
So, you are now going to tell them. So, you have now not received any orders, your main
intention is that your money is outstanding. But then you are saying, not received any
orders and after this, you will actually be more specific as a reminder now since you
have already sent the reminders. As a reminder, our credit terms are usually of a month.
Now you are going to the agreement when the two companies signed an agreement
between the two for business dealings, then it was actually a month’s time to be given in
order to pay the credit or in order to clear the credit.
So, now you are reminding them. ‘The previous credits are yet to be paid’ see the
language gentle, ‘and this affects business relationships.’ So, you are intending that
maybe in the days to come our business relationships will be sour is not it credits which
become outstanding for more than a month are subject to five percent interest.
So, in the first letter, you are already mentioning that if you are if you have already been
neglecting this for a month, you are bound to pay 5 percent interest. Maybe sometimes
because you do not want to pay the interest the money will come back on the principal
amount. And look at see look at the last lines, ‘we expect the credit amount to be cleared
soon to cause any further inconvenience.’
So, the language becomes very direct and then again because you have to return. So, you
say in case of any clarification please feel free to call on my personal number, as a sales
manager, as an accounts officer, you actually want them maybe you want to know the
real problem where lies the real problem that is why you say they can call you on your
personal number.
So, this is the first letter, but my dear friend after writing the first letter money does not
come and hence you are bound to write the second letter. So, I am excluding that second
letter because you know the tone will be harsh and in the second letter, you will mention
the amount and the amount outstanding is 65000 which is actually a big amount for an
organization.
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So, we straightaway come to the third letter. Is not it? And in the third letter, you see
how the language changes; nothing no thanks nothing. ‘We are extremely pained to note
that an outstanding credit of rupees such and such a stand spending against your firm. In
a business such credits become a liability’. So, the language has the language not become
harsher, yes it has, and this letter is a bit shorter fine.
So, what we say here we would be happy to answer any queries in this regard even
though you have been harsh in the first paragraph, in the second you become a bit gentle
because you have your money thing in your mind. In addition, we expect the checque as
early as possible. So, the language is threatening, the language is less mild, but then your
main concern is money.
So, after having sent the third letter, and waited nothing comes so, now, you are going to
send them the last letter. And in the last letter, you actually become more threatening
more intimidating and naturally the language of the last letter will be very harsh I mean I
have called it the final letter. And what should be the final letter like? Now you see even
in the final letter no more courtsies; curtsies also have a limit. And after a certain amount
of time when the limits are crossed my dear friends and the real business comes into
shape.
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‘An outstanding amount of rupees such and such has not been paid despite several
requests.’ Now, you are creating a background because you are now going to hand over
the matter to a legal advocate or whosever because it is a question of money. So, in a
way you are indicating and that is why the language you see has not been paid fine.
Sometimes you can also say you have not paid an outstanding amount of such and such.
‘This reflects very poorly on your business relationship with us,’ is not it? And then in
the second para which is a bit shorter, ‘financial negligence as per our agreement is
bound to terminate’ you see the use of the word terminate; ‘terminate our business
relationship.’ This will damage your reputation and force us to seek legal help in this
matter.
So, when you mention the use of the word legal help, the other organization actually
becomes very conscious and maybe we can hope that after this letter, you will get your
money back. And so, the final ah line that you are saying I hope you will avoid this
embarrassment and send the check without any loss of time and here you also mention
the date latest by 25th December 2017 because this actually is a deadline. And by
maintaining the date you are also telling them that after this perhaps the matter will go to
court and this actually is a sort of intimidation based on which the money will come and
your check either will be sent or some other settlement done.
So, my dear friends my intention behind these lectures are to tell you that since in
business goodwill is very important, but then at times this goodwill is also forsaken, but
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then you do not want to lose the customer you want to retain and that is why you have to
be very careful, you have to make use of your own discretion while you are writing.
Sometimes you are gentle, but sometimes you are harsh because it is a question of
money and business runs on money
So, having said that we can see that today we discussed not only the types of letter and in
that we talked about credit letters and collection letters. And in the lectures to come we
shall be talking about sales letter, then complaint letter and adjustment letter. So, I hope
you are in a better frame of mind to draft credit letters and query letters, refuge letters
and then collection letters.
One letter that actually is still remaining is recommendation letters, but then I think our
time is falling short, but then I would like to focus on two or three things. Whenever you
are going to write a recommendation letters, please see that you maintain honesty,
confidentiality. You have estimated a candidate because from time to time in business as
academic institutions also, some people give your names as referees and you have to
draft recommendation letters.
So, while drafting recommendation letters, you are actually to tell them the truth. So,
very in a very short amount of time that we have on our disposal, let me straight away
come to a sample recommendation letter. So, that it may give you a clue about how you
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can be honest, but at the same time, you have to praise the candidate. So, your
recommendation provides him with a job.
State the purpose of the letter mention the amount of time for which you know this
candidate and then discuss the merits of the candidate, also talk about in case they need
some more information, then you can also provide them. So, I have provided a
recommendation letter as a sample, you can have a look at that and you can read so, that
you can get ah to know how to write a proper recommendation letter.
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Here you will find, it is a recommendation letter which can be given for a candidate who
has applied somewhere for the post of assistant professor and there the writer of the
recommendation letter will attribute some of the major points.
For example, you see Ms. Jasmine is well-read in her field and her work on women
antigens in Rajasthan is a significant contribution. So, you are talking about contribution,
then you are also talking about her command over an area of expertise came to light
when she excelled as a teaching assistant after her PhD. And then you also talk about her
teaching abilities as you say her responding to students carries patiently using an
interactive approach and modern-day teaching-learning methods.
And then finally, in the last paragraph you mentioned, I believe that doctor jasmine can
contribute both to academia and research most efficiently. And the last line that you
write, I recommend her for the post of assistant professor and we share all this success in
her future ventures. So, this is actually a recommendation letter which is for the position
of an assistant professor.
Sometimes you may also be asked depending upon what position you are in and in what
organization, you may be asked to write a recommendation letter for various positions to
people for people whom you know. So, this is actually just a sample and based on this
you can also write a recommendation letter. Till then I recommend you to go through
this lecture very carefully because this is not only technical in nature but then this can
enrich a lot of information to you.
Thank you very much. I wish you all a good day.
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Effective Writing
Prof. Binod Mishra
Lecture - 16
Sales, Complaint and Adjustment Letters
Good morning friends and welcome back to NPTEL online certification course on
Effective Writing. And, presently we are discussing types of business letters. In the first
part of this lecture, we have talked about credit letters, collection letters and we have also
seen several samples and also recommendation letters. In this part of the lecture, we shall
be discussing how to write a Sales Letter, because from time to time in an organization
you might have to promote certain goods.
Business depends not only upon writing collection letters and credit letters but also
promoting new things, new devices, new instruments, new policies depending upon what
sort of organization you are in. You may at times have to write letters for promotion.
And, these letters for promotion can be written through a sales letter; as in the present-
day world, we have several opportunities to promote sales right from TV channels to
advertisements and also through different circulars. But, then everyone may not have the
facility to get the information through all these mediums, even though this has become
quite common.
So, a letter is only one medium through which we can reach people, even in the remotest
corners of the country, that is why it is very important to know how to draft a sales letter.
But, before we go on to talk about the nitty-gritty of a sales letter, let us come to have a
look at what Sir Ernest Gower talks about the secret of writing a sales letter. We have
already been saying that business depends upon goodwill and things that times may go
wrong, things that times maybe dissatisfactory and that is why there are situations or
circumstances when you feel like blaming each other.
But, then in order to continue business and in order to maintain the ethics of business
relationships, it is quite important that we maintain a sort of goodwill and that is why at
times we have to be patient. So, what Sir Ernest Gower says is when you are going to
write a sales letter, please keep into consideration these words.
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“If he is rude, be spatially courteous.” Now, this actually gives us a hint of an angry
customer because in a business world you may at times receive letters of anger. Things
go wrong. So, letters of anger may come and when letters of anger come, they may be
replete with lots of rude statements, harsh language and sometimes you have to respond
to them. So, in that condition, it is better to apply courtesy--- if he is rude, be especially
courteous. If he is muddle-headed be especially lucid, sometimes some customers you
will come across who are not able to understand and they are simply alleging, they are
simply trying to put lots of allegations, complaining.
So, maybe there is some amount of confusion. So, in that state be especially lucid that is
why we say explain things properly, be logical. If he is pig-headed, be patient,
sometimes there are people who may keep troubling you by writing a letter continuously.
So, in that case also, you have to maintain your patience if he is helpful. So, these are the
things when you are going to placate people who have some grievances. But, there are
also people at times who are very courteous, who are very helpful.
So, what is being said about that is--- if he is helpful, be appreciative; if he convicts you
of a mistake, acknowledge it freely and even with gratitude. So, keeping this into mind,
we now come to talk about how to draft a sales letter.
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Now, there are many ways of writing a sales letter, but the best way to write a sales letter
is to think of an advertisement. Because, every sales letter, the aim of every sales letter is
to convert the reader into customer and how can you convert a reader into a customer.
So, for that let us come to have a look at the AIDAS theory.
This AIDAS theory, in a nutshell, talks about how to draft a sales letter because when
you are writing a sales letter you are not writing a letter to a person, you are actually
writing a letter to a prospective customer. So, you are going to convert them into
prospective customers that is why your letter must have these qualities. So, this AIDAS
theory; so, all these are having some amount of clarification and all these words AIDAS,
they actually stand for Attention, Interest, Desire, Action and Satisfaction.
So, when you start writing your letter, the first thing is to suppose you are going to
promote a product. So, how can you promote a product? How should the customers
come to know about it? For that, you have decided to write a sales letter. So, in the very
first instance, you have actually to attract or to gain the attention of your reader, there are
several ways to do that and we shall talk about that also. So, the first task is to attract the
attention, the second is to create an interest in the reader of your letter. So, how will you
create the interest?
You will create the interest by talking about what you are going to say. So, initially, your
first paragraph of the sentence maybe to attract the customers and you can attract the
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customers in several ways; we shall also discuss that. And, once the customer is attracted
you are going to talk about the special attributes of the thing or special attributes of the
things/instrument that you are going to sell or promote. And, then you have discussed,
you have explained them the merits of certain things; naturally you are going to create a
desire in them.
Desire to buy, desire to have the product and this desire has to be converted into action.
So, by the end of the letter, you are not only going to prepare the reader to buy your
product, you actually want them to take action. This is a call to action and you will not
call to action simply based on your long talks or false promises, but then satisfaction.
And the satisfaction is very important because unless and until a customer gets
convinced, the customer would not feel like buying. So, in this table, you can find there
are some sentences written which are just to attract attention.
For example: if you are going to write a sales letter or if you want people to donate for
flood victims, naturally your letter can begin with this; Who does not want his or her
name to be printed in National Daily as proud donors for flood victims, fine? And,
when you are actually going to make people aware because through a sales letter you are
not only selling, you are also making people aware, you are giving them opportunities to
know. So, you are enriching their knowledge also, Do you know that you are eating a
little bit of plastics every day? This is actually a campaign through which you want
people to minimize the use of plastics, that is why the first sentence appears to be very
attractive.
And, then when you are going to talk about some medical benefits or you are going to
create a sort of awareness among people about clean India, then your sentence may also
be you can reduce your monthly medical bills by joining our campaign of clean India.
So, my dear friends when we talk about a sales letter, it is actually pertinent to know
about the parts of a sales letter. What are the parts of a sales letter? As I said every sales
letter also like other letters will have an introduction, a body and a concluding paragraph,
isn’t it?
So, now the first task that you are going to do is you are going to begin and much lies in
the beginning; well begun is half done. So, if you have attracted your customer just in the
very first instance, naturally half the battle is won. There are several ways to attract
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either you can start with a striking statement or you can talk about a significant point.
You can also talk about an anecdote, I mean a story or an experience, you can also focus
on the central selling point. And, then you can make some special appeals or you can
start with a question; now on the right-hand side, you can find several examples of how
you can begin a sales letter.
Now, look at it and sometimes these examples may be surprising, maybe because you
know you are going to in the first instance you are going to attract the customers. And,
naturally, your sentence has to have some sort of attraction which actually binds your
readers. For example: if you say you may be physically fit, but are you emotionally
happy? Now you are actually going to talk about, you are going to talk about reducing
stress among people and for that either you are going to start a training program or a
workshop or whatsoever. So, you are going to popularize this through this.
Again, do you want to book your next birthday celebration on air, if so then book a
subsidized ticket with Airlines. So, this Airlines is going to promote its business among
people and that is why say they have taken a punch line. And, they are they have actually
taken the interest of the people and actually many of us will be interested to celebrate our
birthdays online and that is why. So, you are going to tell them something that may at
times tantalize, that may at times surprise and that may attract them because maybe it
appears to be a bit unusual.
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But, by saying unusual things you are going to attract them and after that, you are going
to tell them about the special characteristics and all, because in the interest and the
desired part you are going to do that. Say goodbye to paying tariffs every month and
enjoy 1 year talk time with free net users with Satyam. Now, they are going to
establish themselves or sometimes you are also going to talk about special appeals. For
example, here--- Get 50 percent cashback on first Airtel Prepaid Mobile Recharge
through Airtel Money.
So, these are some ways, you can also as a prospective writer of sales letter you can also
devise, you can also innovate, you can also think of many new punch lines in order to
attract the customers. Now, here is another, Innovate or die; now when somebody says
innovate and die, people will automatically be thinking about what is it about. And, then
they later come to know that somebody is going to promote the sales of a car. My dear
friends, it is not only the attraction that matters rather apart from attraction what matters
is you are actually going to see whether your customers are interested in it or not.
In order to understand their interest and in order to create an interest in them you actually
have to talk about the specifications of your product or specifications of your interest in
your instrument in your sales letter. How to do that? Here are some examples that can
help you tide over the situation.
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“Delight 24×7 has an inbuilt charging facility for three days and eases user’s worry
during distant travel. Germany made special chip allows it to auto-charge while in
use and this makes it distinct.”
Now, here you are going to talk about what additional things are there and this will, in
turn, interest the readers. And, once they are interested then you are going to create in
them desire because everyone would like to be the proud possessor of something new,
something alien, something foreign, something important that can actually make you a
proud recipient or a proud possessor of a new thing.
Now, here in the second one you can find “Manufactured by the world’s best
engineers our ACs consume less power because of its inbuilt inverter.” So, now, here
also you are going to tell them how your product is different from others and why should
they go for it. Now, in the last one also, you can find how you are going to create the
desire. “The Samsung Galaxy Note 10 runs Android 9 Pie and is powered by 3500
MAH battery. The Samsung Galaxy Note 10 supports wireless charging.” Now, in
these days when all of us are travelling and maybe at times we do not have our charges
with us; people would, of course, be interested and they will show their desire in buying
this new product.
So, once you have created in them the desire and you have created in them the interest
and desire now we switch over to action. So, how could we write the last lines of a sales
letter; so, that our readers are changed into customers? For that, we have to write in such
a manner that it is a call to action and you have already induced your customer to get you
a new product. Now, here are some of the lines which appear to be very important.
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For example, most of you now you can see “Most of you will see a drastic change in
your physical and mental constitution by following our training modules.” Initially,
somebody might have as you have already seen when we said you are physically strong,
but are you emotionally happy. And, then you are going to talk about the training on
stress management or whatsoever and then in the last line you are going to tell them most
of you, because you are, you have already prepared them.
Most of you will see a drastic change in your physical and mental constitution by
following our training module. Please feel free to call me on and you are providing a
specific number. So, if somebody is interested naturally without losing any moment,
without losing any minute, they will call on. So, to get registered for our sessions
beginning on 2nd November fine or one can also say call us immediately on our toll-
free numbers for hassle-free online registration. So, this way you have converted your
reader into a customer my dear friend.
So, these are some of the ways as how to write a sales letter. Now, you are in a proper
position to write a sales letter, but while you are drafting your sales letter you also should
have certain cautions or precautions, certain guidelines. What are that? If you are going
to write a sales letter about a product, you must first ensure that you know everything
about this product. Because maybe after having sent, having written the sales letter there
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are people who can inquire, but then it is always better to tell them things very clearly or
very fairly. So, for that, you actually need a thorough knowledge of the entire product.
Know the features to be highlighted, if you do not know what are these special features
you will not be in a position to write the sales letter. And, then sometimes in order
simply to attract the customers, there are many who actually write tall claims or
impossible promises, impossible promises do not have any room in a sales letter.
Because, unless and until your readers are convinced, they are not going to buy your
product. So, what you should do is you should actually keep yourself away from making
tall claims or impossible promises.
And, then in every sales letter, it is always better to avoid the use of negative words,
though in most of the business letters you must practice this. But, especially in a sales
letter, it is actually very important and negatives, you know what is your main aim? May
your main aim be to promote the product and for that, you actually want to get people.
And, you can get people simply by telling them the truth, by telling them things which
actually are inherent in the product that you are mentioning.
For example, there are many people who in order to win their customers or attract them
say such opportunities do not knock your doors every now and then, do not say like
this. Otherwise, sometimes people may also have a sort of doubt in what you are saying.
So, do not use sentences like this; you will regret throughout your life if you miss this
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opportunity. This is again a sentence which appears to be very negative. So, words like
trouble, regret, sorrow, disappointment, despair; I mean all these words have to be
controlled, you should not write these words in a sales letter.
For example, you see here how what a sort of tall claim is this; we offer the longest
warranties in the business maybe you are not knowing what are the other people doing.
So, why you are making such a claim which you are not aware of; we offer the longest
warranties in the business, all parts and service on-site for two years. This again is
very detrimental and you should actually avoid making use of all these expressions in
your sales letter. So, once you have been in a position of writing a sales letter, please be
ready; based on your sales letter there are many people who will either buy your product
or many people who will actually order for your product.
And, sometimes when you have sent these orders, you will find that every now and then
things do not go well as I have been saying; all of us are human beings. And, when we
send something or when you send a product with the hope that everything is alright, but
at times things may go wrong because of some problem or the other. So, in that case, you
may get letters from the customer and when customers right, they may write in a very
complaining vein, in a very complaining tone. So, for this, there is a letter which we can
call complaint and claim letters.
So, these complaints and claim letters can be written by individuals also, sometimes they
can also be written by organizations. But, then what are actually the characteristics of
what are the guidelines when you are going to write a complaint letter? The first is that
even though you have a genuine complaint, a genuine problem, it is not that you become
very angry and you forget all the niceties of the past.
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So, the very first thing that one should keep in mind is while writing a complaint letter is
----exemplify sincere praise an objective statement of the problem. I mean, as I have
been saying that every letter, every business letter should have some room for
appreciation. So, even though there is a complaint and the complaint be genuine also, but
please see to it that you express a sort of sincere praise. And, then you should not simply
complain for the sake of just complaining, or many people often you know they invest a
lot of money and things go wrong and then they are going to complain or they make a
claim.
So, when you are going to make a claim, please justify your claim, see to it that your
claim is valid. See to it that your claim is valid for that you need not be writing
everything very chronologically; I mean chronology--- chronological details of
everything. But, rather what you must do is-- you must actually send or attach the copies
of invoice orders and receipts. The company that deals with you also say to it that things
must reach their customers not only in time but then they also see that customer
satisfaction is to be kept intact because that is the main basis of a business.
So, always see to it that even when you are going to express your inconvenience; so,
express your inconvenience with restraint. Why I say restraint because at times when
people become angry, they actually lose control over everything. At times they use
language which is which may be at times very biased, very abusive, very sarcastic and
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you know, they may use words which are not becoming rather they appear to be very
unbecoming. Remember, sometimes you also may be at that position when you have to
respond to complaints.
So, how shall you fail, how will you react? Actually, it is the question of business, but
then it is also the question of people dealing with each other. So, see to it that you do not
become very inhuman and come up with words which are not approved of, always try to
appeal to the company’s reputation. No company wants that it should provide difficulty
or inconvenience to the customers. So, it is always better we appeal to the company’s
reputation and try to avoid the use of sarcastic, abusive or negative language. A language
that insults, maybe we are also in the same position.
So, next to that when you are going to write a letter of complaint, state the adjustment
also you want. A response to the complaint may come, but before that, the organization
always would like to know what sort of adjustment you want, fine? So, provide the
adjustment. For example: here I have provided two sentences or two sorts of
adjustments, Could you please send your service engineer to detect why our
Samsung split AC does not provide proper cooling despite its fan running
frequently? Now, this is actually a genuine problem and anyone may come across it.
So, there is no need to say you never bother about our money that I paid or you should
never say that you have shown a proper, a very improper attitude or whatsoever. So, all
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these actually hurt and this may hurt not only you, this may also hurt others. Should I
request you to clarify why an amount of such and such has not been credited to my net
banking account? And, then you are also giving the specific reason, I cancelled the
ticket a week ago as the train was running late by ten hours. So, your claim has to be
valid and when you claim is valid naturally the response will come.
So, when a complaint letter is responded, the response also has certain guidelines; how to
respond to a complaint letter that you must know. While responding to a complaint letter
when you are responding to a complaint letter, it is called a sort of adjustment letter, a
sort of adjustment letter. As an aggrieved customer, you might have poured you know
lots of emotions, but then the person writing the letter has to maintain poise, a balance, a
calm and a sort of composer; that is why there are certain guidelines to be followed.
While responding to a complaint letter please be positive and announce the good news
first. If you announce the good news first, you are, that is, actually a tactic to retain the
customers.
So, announce the good news first and you have to use a very neutral approach. Truly,
things have gone wrong of course, there has been a problem, but you are going to
address the problem. And, that is why maintain a neutral approach you can address the
customer by name and avoid being excessively positive. You must not be very positive
because the other party does not want you to give a lot of positivism. Because things
have gone wrong. So, you simply have to placate the customer and placating the
customer is to provide them with the sort of adjustment that they want. And, in case you
are not able to provide that also has to be mentioned, provide solid reasons if you are not
in a position to do that and try to be sympathetic.
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So, if you do that, perhaps you are not only going to address these you, you are also
going to retain the customers.
So, while writing an adjustment letter as I have said be polite and express thanks for the
compliment for writing, it is always better. And, all business letters have to have a sort of
appreciation in the beginning. Thank the customer for writing and then announce the
adjustment that you will do first. And, then address the complaint by name whosoever is,
but then you know the name of the person to address him because that provides a sort of
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intimacy. And, that also let us the other person know how the company bothers, how the
company is concerned about you.
You will receive our corrected agreement in a couple of days. So, you have already
announced and also provide additional material if any, we are also sending you the
layout of the building plan. So, this was to an agrieved customer who got the wrong
agreement and then got very furious. So, in response to that, the opening may be like that
and negatives as I have already said please sacrifices the use of negatives, control the use
of negatives. No, negatives to be written in an adjustment letter, we express our regret
like this no, nothing.
You simply you actually sympathize no doubt and when you close an adjustment letter
please appreciate as I have been saying; Thanks for writing to us. We always
appreciate our customer’s satisfaction. We are sending our new brochure which
provides an in-depth plan of the entire township. Our aim is to acquaint our valued
customers with all our future ventures. The language used here is not only simple but
at the same time, the language is how you can retain the customer.
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And, then towards the end let me provide you with a sort of sample adjustment letter
where you can find out how the writer of the letter has maintained a sort of politeness, a
sort of goodwill. So, the very first sentence that he writes, thanks for your letter
regarding the inconvenience caused to you because of the damaged musical instrument.
Somebody had ordered for a musical instrument and then it got damaged whatsoever and
then they say we extremely sorry for the damage and an apologetic about it. And, then
also you are mentioning the reason, the loss was caused in transit.
But, then as you are going to announce the good news, we have dispatched a new
musical instrument at your address this morning, you see this morning by courier and
you have to provide them with the additional information. So, you can attend to buy
them additional facility also.
While this resembles the instrument of your choice, it has an additional facility.
Apart from allowing users to play it on their own, it provides a new range of
Western music along with the guidelines, but then every business deal is not without
money.
So, as a policy, we take a small token of rupees such and such from our valued
customer. Thanks for writing to us and then again you at times repeat certain
things to retain. Your satisfaction is important to us. We take extra care to address
the concern of our valued customers and with this, you are closing the letter.
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So, complaints may come, but the complaints have to be addressed, grievances have to
be resolved in order to continue business relationships in the days to come. My dear
friends all of us are human beings and as human beings, things may go wrong at times,
but the wrongs have to be explained.
And, we have to find out the remedies and nothing can be a better remedy then
addressing the issue with a language which is polite, a language which is not only
conversational, a language which not only has the amount of retaining the customer's
faith and trust. Because one thing that all of us should understand that all of us are
human beings and not only in business relationships but in personal relationships as well
what matters most is behaviour, what matters most is goodwill.
And, I think you will continue your goodwill even when you are writing letters. With
this, we come to the end of this lecture. And, I think you will also continue your
goodwill with us and keep listening to our lectures in the days to come.
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Effective Writing
Prof. Binod Mishra
Lecture - 17
Report Writing
Good morning friends. Welcome back to NPTEL online lectures on Effective Writing.
You are listening to online lectures on effective writing by Binod Mishra. And, today we
are going to start Report Writing. Dear friends, in all the previous lectures you have been
listening to the various nuances of writing. Today, we are going to talk about one very
important and specific aspect of writing, which has become quite prominent in today’s
world. And, this is Report Writing.
Now, before we go on to talk about report writing. Let me ask you a simple question as
to why are reports written? And, is it essential to write reports? Also is it essential to
learn the art of report writing? In today’s lecture, we will focus on these various aspects
as to what report writing is, what are various processes involved in writing it why a
report is written, what is the significance of a report and what can a report do?
Now, since all of you are tech-savvy and information-savvy as well, you might be
reading newspapers and being tuned to TV channels every now and then. Recently you
might have come across a very important piece of news, when the Government started a
new Motor Vehicle Act, 2019. You might have seen, that with the enforcement of this,
the new motor vehicle act says that if you are driving a vehicle without a helmet. If you
do not have the proper papers, if you are violating the Motor Vehicle Act, you are bound
to be fined; many people might not have liked this news. The reactions are varied and
were varied rather, that had been adverse reactions also, but then there is a need to think
about why such a policy came into the act.
Why was the need to bring this act? How could it have been done? And, you know if you
go into the depth of all these you will find, that based on a report it was found that every
year around 5 lakh road accidents take place out of which 1.5 lakh people lose their lives,
and the remaining 3.5 lakh people either they become crippled or they are having some
problem or the other throughout.
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Hence, the need to secure the lives of people such an act was brought into practice, how
could it have happened? This also could have happened, because of a report, how could
people know, how could the government know, that such and such was the problem?
This came into light only when proper reporting was done.
Hence, the importance of reports. So, now, it is time that we knew, what actually is a
report, what is the origin, how can a report be defined? Because when we talk about
report suddenly, in your mind goes several sorts of reports flashed into your mind. The
examination report, the medical report, the investigation report, and then the lab reports,
then stock verification report, I mean quality control report, several reports.
Now, how are these reports different and how can these reports be written? Because, a
report to be written is based on the need and, hence we will talk about, what a report is.
My dear friends the word report of today has it is origin in the Latin word “Reporto or
Reportier”.
It is actually a combination of two words ‘Re’ and ‘Portier’. The meaning is all of you
are acquainted with a porter. A porter is a person, who transfers our goods from one
place to another, likewise when we talk about a report; the literal meaning is a piece of
information from someone to be given to someone, who wants to use that information.
Hence, the literal definition of a report can be it is actually a piece of communication.
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Now, what a piece of communication? If we say that anything that can be written,
because when we say it is a written piece. Anything that can be written can we call all
these reports, I mean if you write a poem that also can be a report, if somebody writes a
story that also can be a report, a play for that matter can be report, a novel for that matter
can be report. Of course, they can be provided, they have actually some amount of facts
involved in it that is why a book also is a report based on facts.
And, then we can define report as formal communication because a report is a factual
piece of writing. And, hence it is a formal piece of communication written for a specific
purpose. I mean all these reports that we have been talking about these reports vary,
when we talk about an examination report naturally students come into question. When
you talk about lab reports experiments come into question when you talk about
investigation report, naturally a police investigation another investigations come into
force or practice.
So, a report is a formal communication written for a specific purpose. Meaning thereby
the purpose of every report will be different. It includes a description of the procedures.
Now, how do you come to write a report? As it is a factual thing, naturally you have to
do a lot of things before you come to write the report writing the report is the last stage
of report. A procedure followed for collection and analysis of data.
Since it is factual and when we talk about facts data comes into question, their
significance the conclusions are drawn from them and recommendations if required. So,
in a way a report is a factual formal piece of communication, written for a specific
purpose, written for specific audience, it includes a description of procedures followed
for collection and analysis of data, and out of these data, based on these data, the
conclusions drawn from them and recommendations if required.
The question is recommendations if required, meaning thereby report writers are not
supposed to recommend unless and until they have been asked to, that is why, when we
talk about the nature of reports, reports vary, from one report to another they vary.
Again, it is time we came to know the differences between all forms of writing. I mean
reports as I said it is written specifically other forms of writing as we have been saying
poems stories, plays, novels, other things as well, they are different how are they
different reports are actually objective.
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When you want to write a poem, when you, when somebody writes a story? It is very
much subjective, emotion has got a place in it, but reports are objective because they are
based on facts. And for every report, because it will have a specific purpose naturally it
should have a specific audience as well.
So, reports have got defined audience, other forms of writing will not have defined
audience rather they will have a varied audience. Reports are based on facts and
investigation, other forms of writing are based on emotion imagination, expression,
whatsoever, there is no autonomy in reports whereas, other forms of writing have got
autonomy involved in it.
I mean, if you have a look at this slide, you can find the basic differences between the
reports. So, let us now proceed to the other aspects of a report. Now, one question that
might creep in your mind is can reports be presented orally also yes, reports can be
presented orally, but then there are many other forms of writing, which are confined only
to writing, they cannot be presented orally. For example, if somebody writes a novel can
the entire novel be presented orally? Not at all.
So, writing in terms of reports is based on a demand, that is why you find, when
something goes wrong and the world that we live in my dear friends, everyday things go
wrong and when things go wrong, they actually have to be investigated they have to be
examined and then people will say reports have not come. You remember we are talking
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about thesis writing and you know when you submit a thesis, these theses they are sent to
examiners and then we are waiting for the reports also. So, that is a thesis report.
So, every report is actually based on demand and other forms of writing they are not
demand-based they are actually choice-based. One question, that many of us may have is
writing reports very essential and that actually puts us to discuss the importance of
reports. Why are reports essential, life could have been beautiful even without writing
reports. Today life can be beautiful only when we have been in a position of writing
reports. I mean people from time to time should evaluate themselves also to see where
they stand and that is also possible.
Of course, people do not write reports for their own, they write reports for organizations,
for companies, for institutions, for markets. Now, what do these reports do? Reports
actually let us know the progress of a project the progress of an assignment. Hence, it is
importance lies and when you are working on a project from time to time, whether you
have got a project, you have got to write a thesis, you have got to do some assignment
from time to time you are asked about the progress. And, that is possible through reports.
Then, do you not think that this course on NPTEL, I mean all the courses of NPTEL.
They also might have been possible based on a report, is not it? People might have been
thinking, that all these online courses are not available to everyone. And, hence the need
that they could be made available to everyone and this also might have been possible
based on a report. And, today you see that the online courses have gained their
importance and they have become very significant.
So, reports also and sometimes things go wrong, that also can be revealed through
reports. Reports also reveal gaps in thinking and through reports, people are made aware,
that is why, when something new is to take place either before the launching of it, it is
mandatory to tell people. And, how can people be told people can be told through reports
awareness can be created. And, it is reported that a spreads information, something new
comes into practice and that is told by dint of report and people come to know. It is only
on the basis of reports that this is not can be taken. So, reports help in decision making
and it also establishes harmony.
Imagine, when a group of people are not having proper communication and things go
wrong. And, when something goes wrong and that is investigated or examined it comes
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to a conclusion or the report writer comes to a conclusion, because there was no proper
communication among people among employees, among group members, hence this
happened. So, with the help of a report, people can be brought closer. I mean all sorts of
communication bring people closer and reports actually help in establishing a sort of
harmony.
Now, here is an observation that is paramount importance it says all of you, who are
working hard for getting a job or those who are fortunately in jobs, they might find it
quite essential.
That a report is a professional’s only tangible product, there is one observation, which
says that a report is a professional’s only tangible product. Why tangible? Because it tells
us many qualities of people. It presents his investigation, his testing and experimentation.
If his efforts are to count in the judgment of his superiors, he must describe clearly, what
he has done. When you are saying something to somebody that is also a form of a report?
But, what you are saying, that has to be based on facts and hence he must saw the
significance of his work and often the engineer’s written report, which is only contact
with the management. And, not only engineer my dear friend, every professional
whatever he or she, does that is possible to be shown to reports, hence a report is a
professionals-only tangible product. Do not you think, that when we have been talking a
lot about these reports we should also know, what are the typical business reports? I
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mean at a surface level we can because you know reports, can be of various natures of
various types.
So, let us confine ourselves to discussing some of the reports only by knowing what they
can do? I mean we have been talking about the update of progress with the help of a
report and this progress is done from time to time, hence there can be periodic reports.
These periodic reports help us to monitor operations. I mean what has been done, how
much of work has been done, how much of work is left, how many men and materials
are required, what amount of time is required? So, all these can be done through periodic
reports, I mean based on periodic reports.
Then comes situational reports. Now, these situational reports higher of a very routine
nature, because it only describes non-recurring activities, non-recurring activities, maybe
you go on a trip somebody goes on a conference somebody go to have some statistical
analysis or whatsoever. Now, these things since they are not very frequent that is why we
call it situational reports. And, in situational reports language plays a very important role
my dear friend and then we come to investigative or informative reports.
Though to tell you the truth most of the reports are informative reports by nature, but
then some reports go one step ahead and they interpret things, we shall discuss that
further when we come to that section. But, then an investigative report is simply based
on the examination of a particular situation of problems and then you simply supply
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facts. You do not do anything I mean there is no rule of any conclusion, you cannot
recommend anything, you are simply to find out what is what and then supply the facts.
Another category of reports my dear friends is compliance reports.
Now, these compliance reports actually comply with government norms with laws
regulations. Suppose, you have been asked to or as a manager, you have been asked to
ensure that things go on well in your organization and there are particular norms for that.
So, from time to time the government or the organization also wants to see, whether
these norms are being followed or not. If, some major amount has been granted, how that
amount is being utilized are the norms being complied with or not. So, hence this is
called compliance reports.
Then, we come to recommendation reports. Recommendation reports are those reports;

suppose you are going to make a decision. Is not it? You cannot make a decision without
the help of a report. So, based on that what you do is in a recommendation report, you
are going to justify, suppose you are going to purchase some new product, you are going
to launch some new programs, you are also going to make certain changes and for all the
changes to effectuate or to take place, you actually provide a sort of recommendation
report. Is not it? And, based on that report some decisions may be taken.
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Then we come to yardstick reports. Now, what are yardstick reports, yardstick reports or
reports, which actually help in measuring the alternatives? Suppose there are certain
options alternatives available, what should we go with are we going to invite this
contractor are we going to give this project to some other organization. Now, there are
certain yardsticks now how can you take a decision you cannot take a decision unless
and until you have alternatives, but these alternatives have to be measured and then have
to establish consistent criteria.
So, with the help of this yardstick report, you are actually going to formulate a criterion
for allowing, for disapproving, for judging and then you that is why yardstick report
becomes important. Then there are feasible reports. What are the feasible reports?
Feasible report as the term itself, say feasibility. So, by feasibility we mean actually is
there any scope that if we go with this we will have certain benefits. So, a feasibility
report actually analyses the benefits and problems. If we go by this, if we launch this
product, if we gave this project to this party, we have this much a benefit maybe we also
can have certain problems. So, feasibility reports help us decide, whether there are
benefits and problems and based on that we can take some action. So, these are actually
typical business reports that we come across when you are in organizations, but then if
we keep on discussing all these reports my dear friend; it will actually become very
exhaustive.
Hence, we are to divide our reports into two categories formal and informal in
organizations also at times, there are informal reports, being written we have already
talked about memo reports, letter reports, sort reports; all sort reports are actually
informal. And, you know when some major decision is to be taken because there are
times when we want to understand and ensure that such a step either will be beneficial or
will be disastrous. So, for that, we go for an interpretive or analytical report.
So, when we talk about the differences between the formal and the informal reports.
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One major difference is that a in that an informal report is very sort, it does not have any
graphic any design, it simply depends upon the primary sources, it does not go for the
secondary sources and formal reports are mostly, because they may be in the form of a
letter, they may be in the form of a memo. So, they may be written in the first person
narrative whereas, a formal report will be written in the third person narrative. Formal
reports usually maybe longer will have visual aids and it will depend upon or it will take
the information based on both primary as well as secondary resources.
Now, as I have been saying that reports are of different natures and there can be a long
list of reports. So, it is better that we classify these reports and how can we classify these
reports? We classify these reports so, that so, many reports will come in one category
there are other reports that will come into other categories, my dear friend. Reports can
be classified on the basis of formality. We have already talked about in the previous
slide; we have already talked about the differences between formality and Informality.
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When you simply have to send some information that can be possible only by informal
means, you simply go to write an informal report. But, when some major decisions are to
be taken and you require a lot of analysis, a lot of interpretation, a lot of discussions you
go for formal reports. So, based on formality, then length also as informal reports are
shorter informal reports, they are usually shorter than formal reports and then frequency,
frequency.
So, short reports will be more in frequency whereas, longer reports because they have to
be written very discretely, that is why they will take a lot of time. So, reports we can
divide into three categories. The first is informative, then analytical or interpretive and
then routine reports. I mean only during in these three categories most of the reports will
come. Now, what are informative reports? Let us look at the word informative.
So, when we talk about the word informative it actually tells us that informative reports
will be simply giving information, it is only confined to information. And, then it is aims
and objectives also are very much restricted. And, it is expected to give or provide
information as it is I mean you are not going to do anything with an informative report,
that is why informative reports will be very shorter, maybe at times 1 page, 2 page in
many organizations, you will have simply a format of informative report, where you
need to fill in certain pieces of information.
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And, the report writer will simply put his signature, I mean the report writer is not
supposed to provide any conclusion or any analysis or any recommendation. On the
right-hand side, you can find examples of all these informative reports.
Such as policy statements, readership surveys, then sales report, then credit reports, I
mean you will find that these reports only tell, what is the number? How much have we
gained? It does not talk about, why we have failed? What can be the other ways to
improve sales? What can be other ways to retain the customers and all? So, they can be
read when we talk about the interpretive or analytical report.
Now, what are analytical reports? Analytical report, if we take the words of the report
itself, we will find that there is a scope for analysis, there is a scope for interpretation,
there is ample scope for analysis, investigation and hence this report will be longer, you
also can make the use of illustrations. For example, suppose you are going to write a
report for an organization, which actually wants to know about the trends of sales or the
trends of satisfaction about a particular product, naturally you will take a time lag of say
5 years.So, naturally these 5 years how can you show you can show it with the help of
certain illustrations certain graphs charts, pie charts. They may be several tables also
involved in it and then analytical reports will have findings and recommendations, and
based on an analytical report you can find a solution to a problem. Most of the reports
are written only because it is the need of the hour.
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As it is need-based and when some problem arises we want to write a report and when
you want to write a report, naturally you are actually to provide a solution to the
problem. That is why you do not write a report yourself, there are people, there are
organizations, which actually instruct you to write reports and when they do so, they
actually give you some problem. And, then these analytical reports may lead to decision
making.
So, the examples of analytical reports are advertising reports, examination report,
accounting, statistical analysis, market service. Now, it actually goes in-depth and that is
why the report goes longer, maybe at times, the length of the report may go between 20
to 25 pages. Whereas, an informal report will confine itself to 1 to 2 or 3 pages
depending upon the need; so, these are analytical reports.
And, then we come to the third category of reports, which are Routine reports. Routine
reports by its terminology itself it tells that they are off routine nature. Routine nature
means, they keep on being written, but at routine intervals, at regular intervals. So, the
specifications of these routine reports are that they are written regularly, but at fixed
intervals.
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For example, in most of the organizations, you will find annual reports are being written.
And, there is a particular time for that towards the end of the year or towards the end of
the financial year, that may vary from one organization to another my dear friend, but
then it is it actually is written at fixed intervals. And, these reports actually, they provide
us information regarding production, sales performance, inventory and of some other
nature also.
It is actually confined to a fixed pro forma pro forma is fixed for that every organization
will have different pro forma, but that pro forma continues maybe, after certain amount
of time there may be some changes in the pro forma, but that no changes also will be
effectuated based on a report my dear friend.
Hence, the need and the importance of the report, and then language is not that important
in a routine report you know, we have been talking about language, but in interpretive
reports, because the report writer has come to a conclusion he has found that some major
steps can be taken. So, naturally, an interpretive report will become persuasive in nature
whereas, a routine report is not persuasive in nature, it is actually a very much sort of
informative reports, where language does not play a vital role. Have a look at the
examples of these reports progress reports, inspection reports, confidential reports and
laboratory reports.
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You will find that if you are working in an organization from time to time, your progress
is also being evaluated and for that there is a fixed pro forma. And, that fixed pro forma
has several attributes, that actually are measured about an employee and the report writer
whosoever may be writing it, what he or she does is actually take or fills up some
information, but then he does not provide any solid conclusion and nothing can be based
on it. For this report, if it goes to be interpreted. So, any decision that will be taken will
be based on the interpretation of this report. Hence routine reports my dear friend.
So, these are actually the three classifications of reports first as we discussed, first was
informative which was actually confined to information. The second was analytical
where we talked about analysis and then the third is routine reports, where we talked
about the inflammation of routine nature and which are written from time to time at
regular intervals, but in a fixed pro forma. There can be other reports also because you
know in organizations, there are several activities taking place. And, based on that from
time to time apart from all these reports, there can be some other reports also being
written what are they these reports either can be a management report.
Now, what his management report and how are management reports different? In a
management report, it is not that much of interpretive, for a management report all you
need to do is you actually the audience members or the leaders they are interested more
only in the results. And, that is why management reports are non-technical.
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And, written by non-technical people also and it simply focuses on result and it uses a
language that is journalistic. A language is totally journalistic and of course, you have
scope for the use of illustrations in a management report. So, management report does
not interpret too much, but then it simply shows the results.
Then, there is another category of a report which of course, becomes very important
during times of crisis; we can label them as special reports. Now, these special reports by
the title itself they are spatial. And, these reports are not written every now and then the
frequency of such reports is too less. So, these special reports are written only during a
crisis and here the report writer has got freedom and the freedom why, because when you
are writing something during critical hours or during a crisis you actually want to get out
of that crisis.
So, in order to get out of that crisis naturally, you have to convince people. So, language,
as I have been telling that language, has a very important role in convincing people in
persuading people. So, meticulous use of language is expected to be a part of a special
report, because based on this report, you can because through this report, your persistent
effort is to convince people are to come out of or to help, the organization come out of
such a crisis.
Hence, such reports focus very much on the importance of language a language has to be
used very meticulously by different.
So, these are the various types of reports and since right from the beginning we have
been saying that reports are needed base my dear friend and you cannot become a good
report writer every now and then, but then you might be thinking do you really need to
write reports yes. If, you are in an organization sometimes or the other you may be given
the responsibility of writing reports. And, this is not given to any fixed people, it may
change also sometimes you may also feel the need and the necessity of writing reports.
Hence, report writing is a craft my dear friend and we cannot become a perfect report
writer just in one day all we need to do is we actually need to practice my dear friend.
And, hence before we come to the close of this lecture, let me provide a quote by Ernest
Hemingway a very important novelist of his time, who says “we are all apprentices in a
craft where no one ever becomes a master.”
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So, all of us are practising, my dear friends, and when we are practising we ought to
understand that we ought to. So, not only our interest but also see to whom we are
writing because all writings will persuade or convince people to take action, an action
can be taken only when action is pro-people, pro-organization, pro-world, pro-nation.
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Effective Writing
Prof. Binod Mishra
Lecture - 18
Strategies and Structure of Reports
Good morning friends. And welcome back to NPTEL online lectures on Effective
Writing. And, presently we are discussing report writing. In the previous lecture, if you
remember well, we actually talked about what a report is? how can a report be defined?
What are the salient features of a report? What are the types of report and how these
reports vary from everyday writings?
In this lecture, we are going to talk about the various strategies that are involved in
writing a report and then we also be talking about the structure of reports. Now, you
might be thinking as I said in the previous lecture, that even poems, stories, short stories,
novels, they can be called reports, but they are not because they do not have a fixed
structure.
So, in this lecture, we will find out, how reports have a different structure other than,
because reports vary not only in length, they vary in structure, they also vary in terms of
language and they also vary in terms of the strategy. As, I said in the previous lecture,
that other writings have a lot of autonomy, a lot of flexibility, you can write depending
upon your choice, depending upon your energy, depending upon your imagination, but
you cannot write a report only because you want to write it.
So, a report is need-based and the report is actually written in response to some
instructions or in response to certain demands. Naturally, since it is written for a wider
audience because we have been saying, that your report may go to several people. And,
when we talk about several people, the first thing is we have to find out who is the
person, who gave you the task of writing the report? And to whom will this report go?
That is why a report has to be planned; a report has to have certain strategies.
Now, what are these strategies involved, how you start or why do you think there is a
need to write the report? So, first is to know the scope and purpose.
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When you are going to write a report or you have been given the task of writing a report,
first you have to understand, what is the purpose, why you are writing this report, isn’t
it? Naturally, you would not be writing the report because you felt very happy and you
are going to write the report, you should be writing the report when you have been asked
to do so, that is why, you have to understand if you have been asked to do so, you also
might be knowing to whom will this report go meaning thereby who will be the readers
of your report, who will be the audience of your report?
So, you also have to determine your audience and then because a report is a factual,
formal, written piece of information, it has to be based on data. Data is very important in
a report. So, from where will you get the data and from where will we have the material
that is where we talk about the primary sources and the secondary sources.
So, collect the material, how will you collect the material? Collect the material means,
collecting the data for your report. So, collecting the data there are several ways of
collecting the data that we shall discuss and then when you have the data collected when
you have brought all the pieces of information and these pieces of information, now they
actually have to be organised.
So, organising the material and then when you have organised the material, because
writing the report is the last step of it, the last step of the entire process. So, and you are
not going to write it in a haphazard manner you are actually to give it a proper layout a
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proper structure, a proper format, that is why you will make an outline. And, this outline
will tell you how to move ahead, how and where to put the information, that is why
knowing these strategies of report writing is very essential.
So, first, know the scope, what will this report do, what is the extent of this report? I
mean, because when you write the report when you have provided the conclusion
through a report, you also might be thinking how much will it advantage and how much
will it less advantage? What is actually the scope will the findings of the reported work
in all situations or there are certain limitations.
So, that is what you will come to know when you know the scope and the purpose of the
report. And, then you are also when you are going to write a report, you also might be
having one question as to what reaction will it bring, that is possible based on knowing
about the audience. Who are the audience members? Your immediate boss and even if
your immediate boss is your audience member on the person to whom you are going to
send this report or submit this report, you also have to ensure.
What is your relationship with him, because in many situations we have seen that even if
you maintain a very good relationship, you must not ensure that this report will lead to
take a decision. Because, sometimes even a report written with the best intentions may
not persuade people to take a decision, because of the relationship with the primary
reader, with the primary reader being strained, and there comes the question of language.
Because, if a report writer wants something to be done based on his report he will
actually create or he will craft his report in such a manner, provide such a language that
can be convincing we shall discuss it further. Now, as I said you are not going to write a
report, because you got up one morning and decided you will write the report, is it
possible not at all.
So, hence a report writing is based on need so, somebody will tell you. So, somebody
may be a person who will actually authorise you. So, you are authorised to write this
report. So, authorisation is very important. And, who will authorise you, your boss or
maybe in your organisation whosoever is your controlling officer, who will provide you
or give you the chance of writing the report. And, when he gives you assigns to the task
of writing the report, he will provide you a term of reference.
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Now, what are these terms of reference? What do you understand by these terms of
reference? Terms of reference are actually a sort of instruction. Through, which you will
be provided with some instructions, you will be given instructions, instructions about the
problem what is the problem and why is the need to write the report and then these
instructions become very important my dear friend.
And, then based on these instructions, it will actually help you in identifying the
problem. Once, you know the problem then only you can think of what are the data that
are required? Maybe these terms of reference will also ignite and help in conforming to
the scope of the report, because you want some major action to be taken. So, you will
always have in your mind, what will be the scope of this report I mean based on your
findings?
And, then these terms of reference also allow you to clarify instructions because suppose
in the terms of references there are certain terms, which you do not understand. So, what
can be done then you can always seek clarification from the person who has authorised
you to write this report.
So, once you know the terms of reference, my dear friends, let us now start going for
some preliminary steps, which are required for writing the report, as I said earlier that
report writing is a factual piece of writing and it is based on data. So, data collection is
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the first step once you know the problem you go to collect the data my dear friend, you
will collect the data. And, there are several ways of collecting the data.
So, what are the different ways you will collect the data? You know the problem and
when you know the problem, then perhaps you start thinking, there are several methods
of data collection and for which method you find yourself comfortable enough. So, there
are several methods of data collection the first is a personal observation. Suppose, you
are actually going to write a report based on personal observation.
So, what is this personal observation? Personal observation, the word observation itself
means to see something with a purpose, some event is taking place and you are making
observations, but then this making observation is a very challenging and a difficult task
when you are making observation, you may make observation about the person, you may
make observation about an event you may make an observation about an incident. So,
when you are observing a person maybe sometimes the person may come to know and he
may change his behaviour. Is not it? So, through personal observation, you can judge the
behaviour of a person.
So, personal observation has got certain limitations, my dear friend, you know, when you
are going to observe. Are you going to tell you cannot tell people that you are going to
observe him? You are observing him you know, without any notice only then, but then
this observation method even though it had certain limitation, it actually provides you
certain clues, certain hints know about the persons behaviour know, you will find that
there are many people who actually behave in one situation a different manner, in other
situation in a different manner.
So, when you want to collect data through personal observation, some people also see to
it that they write, you know if you are going to write, what you observed personally you
cannot write on the spot, you can write it later and it is related to memory how much do
you remember fine? So, personal observation as a method of data collection has got
certain limitations, but then this is actually the first way and it provides you with the
first-hand information that is why it is important.
And, then the second that is telephonic interviews know.
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To telephonic interviews also you can collect data, but remember and suppose you are
going to respond to a person, over the telephone and he wants to seek some crucial
information, are you going to provide you cannot. So, there are again limitations in
telephonic interviews and when you are going to have collect data through telephonic
interviews, it will become a costly affair even though, in today’s world you know
telephones have become very cheap, they have become you know the prices have come
down.
But, then conducting a telephonic interview for data collection is still is a very costly
affair, because even though there is no pain of geographical hassles or hassles which
come out of travel and other things, but there is no surety, that you will get natures of
confidential information through telephonic interviews. So, telephonic interviews are
very difficult and not only from your point of view but also from the point of view of the
respondents also. The respondent every now and then is not prepared to answer
questions, maybe sometimes he or she may take one time for telephonic interview and he
has prepared himself a lot.
So, there are chances that he may orient or he may also change, he may also change the
responses. So, it is very difficult on the telephone. Moreover, you cannot you can talk to
people on the telephone, but are you in a position to understand what goes in the in his
mind you cannot. So, people may manipulate their voices, sometimes there are other
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people also who can speak on behalf of others is not it. So, that is why there is a
difficulty in collecting data through telephonic interviews.
Then comes a personal interview, of course, in order to collect data through a personal
interview, you have to travel a lot and it is very difficult. Though nowadays because of
the wings of technology things have become easier and you can contact people over
Skype or other devices as well. Nowadays, on WhatsApp also people are trying, but then
do you think that is it possible to conduct personal interviews over all these devices.
And, because there are in many corners people who do not react very favourably to
personal interviews being conducted, even with the help of the digital media, but then
personal interview is one of the best authentic ways to collect data because through
personal interview you not only meet people, but you go with a sort of questionnaire
also. And, then while the person is responding to the questionnaire you are also trying to
measure the readings on his phase.
So, it in a way facilitates, but then it again also has got certain limitations. Maybe, we are
not in a position to travel or there are people from whom we seek some very important
pieces of information, and it is very difficult to get an appointment at times and if he or
she leaves in a very remote corner, then again it becomes difficult and again such people
do not want to come over, I mean the digital media today to give personal interviews. So,
there are certain limitations.
So, the last method of data collection is through questionnaires. Now, in a questionnaire,
there is one facility that the person can prepare a questionnaire keeping into
consideration several apes and bots and the here the preparation of the questionnaire is
an art. So, how you frame the questionnaire, that is very difficult. And, again when you
flawed the questionnaire is there a certainty that all the questionnaires will be returned,
but for that, you can spend a little by paying for the return postage and then
questionnaires may come back.
In questionnaires, people are at the laser to answer your questions and then they can help.
Now, with all these things in mind you go for data collection, but imagine, whatever data
you have collected, these data are to be evaluated and after evaluation, you go for note-
making, because your ultimate aim is to write the report. So, you have a lot of data
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before you and now you have to provide several heads, subheads, and all these you can
do when you are going to organise the data.
But, remember when you have a lot of information, you actually feel at times very
confused as to where to put what, that is why you need to understand the principles of
organising the data. What will do? You will actually these data are of different natures.
So, make certain heads, certain subheads, and put the relevant issues of the relevant
pieces of information to a particular head.
And, when you are going to do that also say to it, that you are ordering it in a very
logical manner and when you are ordering you are also coordinating, suppose you gave it
some head and in that head, there are certain pieces that will come. So, you have to put
that in the in that head and you have to subordinate also.
Remember one thing which is very important, when you are going to divide please
divide with the help of the numbers. And, these numbers provide you with a sort of
sequence and this will later make your task very easier when you are going to write the
report. And, then make use of certain phrases and with the help of those phrases, you can
also make certain you know small divisions of sentences or some clauses, whatsoever
and then divide it.
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Now, in a way, a blueprint of your report is ready my dear friend that is why organising
the data is one of the most challenging tasks of report writing. Hence do care is to be
taken when you are organising the data. But, once you have organised the data what is
the next step? The next step is because you have the data ready. Now, the next step is to
put it into a proper format. And, in order to understand the proper format, what you need
to do is you need to understand the structure of a report. As, I said in the previous
lecture, that a report is different, a formal report is different, because it has to follow a
proper structure a proper layout.
You know it is not like a poem, where it will begin from anywhere and it will end
anywhere, it will begin from the middle and it will end anywhere no it has to follow a
proper structure. Every report, whatever report it is if it is formal it has actually to cater
to the requirements of a proper structure and of which the very first thing is you have to
understand that you can divide your report into three parts, the very first part will be
prefatorial material, then the main elements and then the back matter, but even before
that let us try to understand, what actually are the different structures to be followed
when you are going to write the report?
So, first let us try to find out, what are the important items to be taken care of when we
are going for the prefatorial material? Every report will begin with a cover my dear
friend cover, every report will have a cover in certain organisations they provide you
with a proper format they have the proper format, but in case if it is not there. You
actually have to go for the cover; the cover has to be a well-organised I mean the cover
actually requires the title of the report.
It also requires who the report writers are and it also requires from where the report has
been written I mean the name of the organisation, and then because you will be
authorised by somebody to write the report. Hence authorised by because it has to be
submitted through a channel, it has to go through some official. So, naturally, you will
provide that.
So, next to the cover because the cover will be a hard paper sort of thing is not it, hard
paper sort of thing, because long reports are often bound reports, they are bound reports.
Hence, the cover also should ensure that the entire material is preserved properly. So, it
is bound. So, after the cover, there is a frontispiece.
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This frontispiece is actually a thin transparent seat, which can actually provide a sort of
display of the entire report if you suppose you have provided a sort of picture. So, it not
only safeguards the picture, but it also excites the interest of the readers and next to that
is the title page. On the title page, you will find, if on the cover page you have simply
mentioned the title, on the title page you are going to provide not only the title, but you
are also going to provide the subtitle. In many organisations they provide you with the
number, in many organisations, they also provide you with a category confidential report
number this and this.
And, then since you are writing from the organisation you are to take care of a
forwarding letter because if it is going to be submitted through a former channel,
somebody will forward your report. So, forwarding letter is written just as a letter is
written, but in that, your report is being forwarded. So, it is being written by your boss or
your forwarding officer controlling officer.
Then comes the preface, this preface is the first page by the writer himself the writer here
actually submits this report to the reader and he will in a very brief manner, he will talk
about what this report is about and what it does. So, one has to understand if you have a
look at the preface of several reports you will come to know how preface is written, but
while writing the preface you have to be very objective.
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Then comes acknowledgement, your report cannot be written solely on your own there
are many people who might have help you in one way or the another. So, here is a page
where the report writer can pay his gratitude to several people. And, on the
acknowledgement page, he actually tanks all the people, who have some way or the other
helped him in writing this report after acknowledgement we come to the table of
contents.
But, when you are writing acknowledgement please see to it that not all the sentences are
alike there actually has to be a sort of change in writing the sentences for example, if you
began the first sentence. ‘I thank mister x for doing this.’ Then, the second sentence
again should be different ‘I also deem it my pleasure to thank.’ I shall be failing in my
duty if I do not thank, thanks are also due to Mister Mohan, who has been recording
these sessions very carefully, very dexterously, very meticulously.
It would also be an injustice if I do not thank, the entire IT cell had they not been
recording my sessions very dexterously perhaps this could not have been a reality, my
dear friend. So, there are different ways, but then all the sentences have to be different,
all the sentences have to be distinct my dear friend, but when you are writing
acknowledgement see to it that it does not become too long and then come to the table of
contents.
The table of contents actually provides you with all the information, which are in the
report, but they are presented here in the form of table of contents, the table of contents
page bears the world table of contents in the top centre middle and then the sub further
divisions and subdivisions mention, along with the page numbers my dear friend. And,
then there is one more page that is called a list of illustration, it actually contains all the
illustrations that you have mentioned in your report. Because readers they many times
they are not you know a pleasure to read the entire report, they may only have a look at
what are the illustrations, they may also be interested to go to a particular page, they can
go with the help of the table of contents and then we have an abstract or summary. It is
very important to understand the difference between the two, because an abstract all of
you will agree is a very short piece.
Now, very short piece whereas, a summary will be longer summaries are also called
executive summaries, because these summaries will tell you the entire report in a very
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nutshell. So, these are the important items of prefatorial material of a report, after that,
we move to the main elements, where we shall be talking about interaction discussion
conclusion and recommendations and then the back matter of the report. Now, here is the
difference, shown between abstract and summary as I said, an abstract will only mention
concisely the purpose whereas, the summary will tell you the entire report in a nutshell.
My dear friend in the abstract you do not have the opportunity of providing figures or
graphs whereas, in an executive summary you can do that, in executive summary, there
are conclusions at times also which an abstract cannot have. One should always
remember that the abstract of a report should only be the 2 percent of the entire report
whereas, an executive summary can be between 2 5 to 10 percent of the entire report.
Then, we come to the main body. The main body is actually the heart of the report it is
here, you have the data interpreted analysed, because now through this discussion
through the discussion you are going to prepare your readers to tell them what you have
done in an in this report and what can take place, how you can lead them to action?
So, when you come to the main body the main body will have 4 parts of the report. The
main body can also be called the heart of the report, the main elements of the report.
Whereas, the prefatorial may matter prefatorial material is also called the front matter of
the report.
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Now, the first page of the main body is introduction. Now, the question is how long
should an introduction be, there are certain important things to be mentioned in the
introduction because through the introduction you are actually opening your report. So,
your readers would like to know, what you have done in this report and in the
introduction you are actually to mention the statement of authorisation as I said, you are
not going to write the report yourself somebody authorised you to write the report.
So, what is the statement of authorisation then, what is the background because when
you are going to write the introduction first you are going to write about the background
as to what was the present condition, and why this report is being written, what was the
need to write this report? Here you will also be talking about the problem I mean the
hypothesis, and then the scope of the problem, and then limitations you will also be
talking about what are the ways of the data collection because most of the readers will
either see your introduction or will also see your conclusion.
And, he will also try to match between the conclusion and the introduction, whether
there is a sort of sequence or not whether your introduction conforms to the conclusion
or not. And, then in your report, there may be several technical terms and since your
report can be read by so, many people as I said primary readers and secondary readers
also. So, there may be several technical terms which a layman like me will not
understand.
So, in that case, you can also do a favour by mentioning some of the technical terms and
providing them, their clarifications or their explanations. If the need be and if the number
of technical terms is so, many you can provide separate page to list of technical terms
and that will actually ease the reading of the report. And, then finally, the report preview
and after the introduction, we move on to the discussion part of the report.
My dear friends, in the discussion as I have been saying the data which you have, you
have already collected the data. This data is actually to be interpreted because the report
writer must convince the readers, that this is the situation and this situation you are not
actually you are not concluding yourself. You are actually going to orient your readers
towards the conclusion by making a proper argumentation and an interpretation of the
entire data.
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So, it will have findings and it will also have research problems. So, the description of
topics data and this will actually help you draw inferences. Discussion is a longer one
and that is why all reports are to be numbered. And, when you are numbering the report
the very first part of your report will be one I mean introduction, but the discussion since
it will go in several pages you can have several divisions in the discussion.
Now, sometimes you begin with a problem, that will be one part the second part will be
something and again in that will be certain further subdivisions my dear friend that is
why. So, through this, you are going to ensure that you have worked on this report. And,
since you are the one person who has worked on this report, you know better about this
and based on this you are going to conclude. So, the findings will be based not only on
fact but also on logic my dear friend.
Now, we come to the conclusion and recommendation. Now, is there a difference

between conclusion and recommendation, yes, while defining the report we shared that a
report will have a conclusion and recommendation if required. Maybe, it is not possible,
that every now and then you have to give the recommendation. You are actually you
have been hired to write a report to examine the situation and provide your conclusion.
The recommendation will be the part of those people who will take decision based on it,
but if they have asked to recommend, then only recommend. And, recommendation
conclusion page is the last page of this report.
So, when you are going to conclude here you are going to provide, the findings this is
very important you started with a problem, know you started with a problem and you
have discussed this problem, based on certain you know interpretation of the data and
these data have been provided and you have also shown several figures know, several
charts know, charts and figures may be of different types.
So, depending upon your need so, and that actually makes the task easier, because we
have been saying that the use of illustrations is very important my dear friend use of
illustrations.
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So, through illustrations what you are going to do is busy officials do not have much
time to look at the entire discussion. So, what they will do they will simply go to the
charts, they will go to simply the figures and find. And, every chart and every figure has
to be named you know, you can say and while you are writing. So, while writing you
must actually make a sort of sequence, you must actually confirm this is shown in figure
number such and such.
But, see that when you are discussing a certain thing alongside figures should also come.
So, the conclusion actually tells us the findings of the report and then it also provides
answers to the problem statements, you started with a problem and based on that problem
you continued with the report with the help of your analysis and investigation and all that
and finally, you are going to conclude.
So, with the conclusion, you are going to end your discussion part. Is not it? So, it should
have a logical inference, I mean you cannot write something new in conclusion. You
whatever you write in the conclusion, that actually should be based on what you have
done in the discussion, my dear friend. That is why there should be a logical inference
and judgments which are based on the analysis of the report, that is how your report will
finally, come to be concluded.
So, the conclusion is a shorter page may be one page or two pages depending upon the
length of the report and then if a recommendation is required then only give the
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recommendation, there is a difference between the language that is used between
recommendation and conclusion. In conclusion, you are very neutral, but when you are
recommending naturally you actually the I think comes into question. So, when you
recommend? And, do not ever recommend something that is not possible. A
recommendation has to see the feasibility part of it also. So, when you recommend see
that this action can be taken.
You are recommending though, but you are not imposing by different that is actually the
moot point. After this, we come to the last part of the report, which we call the back
matter of the report. Now, why back better and what is actually the significance of this
back matter, when you are writing the report, you actually have your audience in your
mind is not it. Now, you want your report to be read that is why there are certain and you
are discussing also.
As, I said when you are discussing you are actually conforming it to the figures, but then
the data that you have collected, the data was based either on a telephonic interview,
personal interview, questionnaire, interview seats, whatsoever, personal observation.
Now all these cannot be put, when you are writing are the entire report.
So, what can be done? Because, if you put it that will actually block the flow of the
readers reading. In order to see in order to save your report from coming to a halt, there
are certain things that can be flushed towards the back. All these can be supplemented,
that is why they can be used as a sort of secondary material for your report that is why
the back matter.
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So, the back matter actually consists of supporting documents, which can either be in the
form of tables, questionnaires, interview sheets, statistical test, methodology etcetera. In
case the number of all these things is too many, then what you will do? Suppose, in one,
you have only interview seats in another you have questionnaires and in others, you also
want to provide some more information through charts and graphs and all that was
actually very important. But, you could not put, that is why you actually can have several
appendixes. And, if you have several appendixes, you can name appendix a, appendix b,
appendix c, like that appendix 1, 2, 3 like that. So, this is very important. And, then
comes the list of references my dear friend, whatever discussion you are going to make
based on the data and then this data is being analysed.
But, then you took this information from somewhere or the other and here is one place
where you can also show gratitude. Suppose some information you have taken from a
book, from an article, from a journal, from a paper whatsoever that is why you are also to
provide a list of references.
And, then while one does a report or writes a report one consults so, many books. So,
many articles, newspaper articles, journal articles whatsoever. So, for that, there is a
separate section, which can actually save us from plagiarism. You know nowadays a lot
of things are being plagiarised and what is plagiarism? Plagiarism is when you are
quoting somebody works and you are not acknowledging it, then you are perhaps
committing a sort of unethical practice.
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So, it is always better, that you have consulted and if you are referred to it is better to
mention them in the list of references or in the bibliography, but then when we talk about
bibliography, it is actually bibliography is a complete list of books the author of the
report writer consults, while writing the report. Because, maybe sometimes all of us
know you are not in a position to read all the books, but there are people who can have
some interest in reading the book. So, through your bibliography, he or she must get the
information about a particular book. And, then there is a glossary.
In glossary also you are going to mention some of the terms, it is also an alphabetical list,
then there is index if you have so many technical words, which are very important. So,
that also can be provided towards the end in the index page.
Now, it is very important for all of us to understand how the entries in the bibliography
are mentioned though many of you might be knowing for those who do not know. They
can start with first you will write the authors name. The author's name is to be written in
a different manner for example, if your name is Hrithik Varma. So, what you should do
is you should write Varma comma Hrithik.
I mean the surname comes first then the name. And after the authors name comes, the
title of the book the title of the book is written in details, then the name of the editor if
you have this book as an edited one, then the number of the volume if it is from a journal
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and then the name of the series, place of the publication, the year of publication and then
the page number.
So, this is actually the normal entry and now when we talk about documenting our
report. We must ensure that you know, what order or what practices followed because
there are two ways you can do that either through MLA or through APA.
So, which style is prevalent based on that you have to choose. And, in case you feel that
when, but then you must not mix it up fine. So, there is actually you must also
understand the difference between bibliography and list of references. So, a bibliography
is a complete list of textual references and other works which ignite the writers thinking.
And, also which could not be cited in the essay or the report, but then it also in a way
augmented your thought process.
Since it is a comprehensive list, it is actually arranged alphabetically. And, then a list of

references only the basic difference between bibliography list of references is, because a
list of references is very specific. I mean page numbers are given there. And, in case you
have only limited number of references you can provide that in the form of footnotes,
which is possible only to be given on the page, but then if the numbers are too many then
you have to number this is very important for all of us.
And, then here are some examples you can have a look at how you know the name of the
Author is Aijaz Ahmad.
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So, we write Ahmad Aijaz and then it is actually a paper from a book an article from a
book. So, this will come under inverted commas and then the name of the book and then
the press fine the press and then the year, but in APA the year will come first. I mean
after the name of the author the year will come, you can have a look at I mean there are
several entries given you can have a look at all this.
So, when we have all these examples. Now, I think the stage is well set that we can go
for writing reports. Writing reports, as I have been telling my dear friend is not a one-day
affair, you know, you actually have to know all the nitty-gritty of writing the report. So,
we have talked about the origin of the report, we have talked about the definition of the
report, we have also talked about the various characteristics of the report, and then types
of the report, we have also talked about how to plan writing a report? And, then I have
also talked about how to provide a proper layout to the report and then when you have all
the pieces of information, how you will outline and then finally, now I think you are
ready to write the report.
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So, the next step in report writing is writing the report and for writing the report, what
actually we need is we need language and language is a very complex process, my dear
friend. So, what Margaret Laurence says is “when I say work I only mean writing,
everything else is just odd jobs”. So, when we have all the pieces of information ready,
when we have already tailored it now we are actually going to give it a proper safe and
that is possible. When all the disjointed parts are brought together and when we are
going to give it a proper shape.
So, that the real report may come in to shape and that is possible when we know how to
write the reports, what language is to be provided in the report and for that we will have
to wait for the next lecture. When we shall be talking about the style or the elements of
report writing till then, keep listening, keep thinking, keep analysing, what we have
discussed.
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Effective Writing
Prof. Binod Mishra
Lecture - 19
Style of Report Writing
Good morning friends, and welcome back to NPTEL online lectures on Effective
Writing. You are listening to these lectures by Binod Mishra, and presently, we are in the
report writing section. If you remember well in the previous lectures, we have talked
about the report formats, report definitions, the differences between reports and other
forms of writing. And then we have also talked about the report structure and the report
strategies.
Now, is the time we talk about report style, you might be thinking that when you talk
about report style will we be confined only to the style that is maintained while writing
reports, no my dear friends. This can also apply to other scientific writings which are
actually written for specific purposes in your organization, but the more focus will be on
writing the reports because we are discussing reports presently.
When you talk about style what exactly we mean by style? When you talk about the
style, we actually mean the elements to make your writing effective in a particular
format, in a particular manner that actually helps readers to take some action. Because if
you remember well we have already talked about in the previous lectures that report
writing helps to take some decision, and a report also provides a solution to a problem.
So, if the report is not written effectively then how can we provide a solution, that is why
it comes to be discussed as to what report style is and in what way reports can be written.
In a brief way, we can say that the style of report is actually telling you the various
nuances of writing reports.
Now, when we talk about writing the reports our concern is towards language, I mean the
effective use of language in reports, we have already talked about the effective use of
language in letters, memos, then in academic writings, but then report writing is a bit
different as you might have observed through previous lectures.
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Now, there are certain things that we shall be discussing about the language part here in
the section and that is the very first thing that comes to our mind is, as we said language
and what language comprises, language actually comprises off choice of words and
phrases, redundancies, jargons, cliche use of foreign words fashionable words and
metaphorical expressions.
My dear friends, since report writing aims to persuade, to convince is actually to draw
home our points, points of our observation points of our findings that is why we actually
need to draft our report in a manner that the reader not only comes to understand it but
then the reader is prepared to take some action.
So, in that very first section, while discussing vocabulary we ought to understand what
exactly we mean by vocabulary. My dear friends the entire report is actually woven by
sentences and paragraphs, imagine if you are going to read a report which is very
cumbersome because as you have already learnt in the previous lectures that an
interpretive report will be longer than informative reports.
So, when you are going to find some solution about a problem you are going to discuss
and the way you discuss the way you convince will enable the readers to take some
action that is why the use of language plays a very important role in report writing.
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Now, when you talk about words, words can be both long, words can be short, words can
be ordinary, words can be extraordinary words can be exceptional words can also be
those that can be used just to familiarize. Now when we are using words we find most of
the time that many readers I mean many indiscreet readers while writing their reports
what they do is they actually do not bother much about the use of words and they use
longer words and they tire the readers.
So, there are certain precautions to be taken when you are going to use words because all
forms of writing including report writing actually aims at the clarity and clarity can be
ensured only when you use words very discretely. One must almost try to use short
words and long words also, but not only the long words, long words people often use
when they do not find an exact word, when they are trying to convince something, but
then there are words which even though they are short they can be understood.
So, please try to use short words, try not to use grand words, but ordinary words by
ordinary words we mean those words which our audience or our readers are familiar
with, and then when you are writing a report naturally it becomes a sort of technical
writing. And in technical writing, there is a tendency among writers to use over technical
words, because they are not exposed to other forms of writing. And suppose this
technical writing or report writing when the report goes to a person who is not much
exposed to technical words naturally he will not be in a position to take decisions.
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So, please use non-technical words rather than technical words, and then one has also to
see that one can use concrete words and not abstract words. We shall have certain
examples which have been taken just to drive home our points, but before that let us find
out what a very eminent poet named Matthew Arnold says about the style of writing. “If
you have something to say, say it as clearly as you can that is only the secret of style.”
Meaning thereby, when you have to say something please say it very clearly in a very
lucid manner in a manner that everyone can understand.
Now, we have already said that you have to use familiar words what is actually the
difference between familiar and unfamiliar words. Unfamiliar words are those words for
which a reader has either to consult the dictionary or the thesaurus and naturally the
smooth flow of reading is blocked. For example, here you can find the list of difficult
words suppose somebody uses a word for comradery it will be difficult if he can use a
word like friendship that will be an easier word decipher, I mean sometimes you will
find many people writing I have already deciphered no why cannot they say I have
already discovered.
So, these are the words that tire the readers that actually irritate the readers, and then the
words like euphoria, impassive, terminate, validate, veracity, kindred, synergy, emanate,
even though all these words not only are correct standard, but then they are not familiar
every reader cannot understand this word.
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So, instead of euphoria if you can simply say happiness that will do instead of impasse
one can say deadlock in instead of terminate one can say end instead of validate why do
not we say prove instead of veracity let us say truth instead of kindred let us say the same
instead of synergy let us say cooperation cooperate instead of emanate let us say issue.
I mean simply by providing an easy synonym to these words you can make your writing
effective and not only effective, but understandable my dear friends, because when a
reader is bound to read your report what actually he finds is that he wants an ease of
reading and the ease of reading also depends upon the relationship between the reader
and the writer, and most of the time as a writer of a document you do not know who your
readers are, that is why you have to go an extra mile.
Sometimes people also use many foreign words and unfamiliar words these foreign
words once again irritate the readers and may be that they will not be able to read the
entire document. In the box you can find a list of foreign words which may be difficult
because most of these foreign words either are Latin or those which we do not come
across in our everyday lives and that is why it can pose a difficulty.
When somebody says the reason they try it is always better to substitute that and say the
most important reason to adjust. Many people often say it is an infra dig for me to
discuss things with you it could always better be said it is below dignity.
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Then tete-a-tete then status quo ante, vide supra, op cit, loc cit, ab initio, I mean all these
words are foreign words and they actually irritate the reader's mind, there are examples
also given for one we can take.
Scientific writing aims to validate the description clearly, now when you say this it is
very clear it is very lucid, but instead of it if a writer says the art of scientific writing is to
validate the description in an immaculate manner. So, you find there are three words
which have been used and all these three words are difficult my dear friend; description,
validate and then immaculate. So, it is always better to substitute these words and huge
words which actually can be used to make people understand.
Now, since you are and many of you might be trying to enter a job or a profession you
will find that once in a profession you actually get used to the use of words which are
very familiar in your profession, but when the same word is used for a person who is not
from your profession then it becomes a difficulty, this we term as jargon.
And this jargon is a language which is over technical too much of technical words
special words. In a particular profession, it is ok, but then only the people of your
profession can understand and every profession will have jargon whatever way you are
working in whatever organization you are working in if you are working in an
organization where business is being dealt a business of computers say sometimes in
another institution or organization where you are working with other things naturally you
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pick up the very technical words, but then it can cause a lot of difficulty to others when
they have to read it out. And in the box you can find that some jargons have been used
you can find out some more jargons from your own field.
Canonical instead of saying canonical it is better to say accepted, instead of saying

generic why can't we say general maybe people will not understand a computer person
will most often use spam many people will always use output input. A teacher or
somebody who is in education may be familiar with a word like a pedagogue, but others
cannot that is why one has to change and to change for the betterment of others we can
take an example here. And one must also understand why we actually fall back upon the
use of jargons.
Sometimes either to create your own position or to make certain show-offs, actually it is
a sort of pretension you know as a writer you actually try to pretend that you know more,
but then this is not going to do any benefit to the reader.
So, jargons actually produce a sort of lumpy effect, I mean a sort of effect which is very
difficult it is it just like a lump a sort of thickness law which actually blocks the meaning,
and creates a sort of pretences effect on readers are not able to understand and maybe
they will form a different sort of opinion about the writer. Because the writers never
know who are going to read their works and writing as I have been saying time and again
writing actually represents the writer in his absence. Hence there should be an aim and
aim for making things clear, for making things better, making things lucid. Another
category of words that people often fall back upon is called cliché.
Now, what is the cliché? In any organization whenever you are working you know it’s
sometimes or the other you have to draft something you have to draft a report or
something like that, but then when you fall back upon the use of words which have
become obsolete, which actually have been abandoned, which actually have lost their
effectiveness because of overuse such words are actually called cliché.
So, a cliché can be defined as a faded word or phrase which has lost its effectiveness
because of overuse. Now there can be quite a good number of clichés I have simply
picked some of them for you have often heard many people saying, ‘was there some food
for thought’ in what he said now food for thought is a cliché.
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Many people often say crowning glory, part and parcel, fine level best some people often
say overriding considerations spare no efforts and one thing that is very common among
people are saying last but not the least. Sometimes people also carve out some new
technical clichés, for example, even they can also say things like prediction, writing on
the wall, instead of saying writing on the wall why cannot they say predict. Because
when they say writing on the wall actually not only does it become metaphorical, but
then it also becomes a sort of cliché. So, a cliché can also be called a sort of metaphoric
writing where you unnecessarily tire the mind of the readers.
So, here are some examples given. For example, see ‘scientist world over have left much
food for thought’ so, food for thought is a cliché the writing on the wall it is better to say
prediction then writing on the wall. Those who do not work heart and soul I mean these
are needless now. So, it is only to be substituted by a familiar world now sometimes you
will often hear people saying the sum and substance of what I want to say, why cannot
they say ‘the essence of all that I want to say.’
So, the question is we unnecessarily and this is you know this in a way can be considered
to be a sort of lethargy on the part of writing, because the writer should think for and
about the background of his readers only then he can make his writing clear. Another
important ingredient that can tire the mind of readers is called redundancy, you have
always heard people saying you have become redundant what actually does he mean he
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actually means that you have become useless. Likewise, redundancy is also a device
which is actually needless repetition to define it properly will be to say it is a sort of
needless repetition.
So, redundancy is that part of the message which can be eliminated, which can actually
be sacrificed, which can be controlled without any loss of information I mean even if
there is no redundancy if you do not make use of redundant expressions even though the
sentence is not going to be ineffective.
So, we can come across a good number of redundant expressions you have often heard
many people saying, the basic fundamentals of all is. Now the basic and the
fundamentals those actually are the two words actually mean the same. So, it is simply a
sort of needless repetition.
Some people often say ‘the past memory’ so, if it is a memory it is always past my dear
friend, you have often heard many people saying the ‘true facts of life.’
So, is there also the possibility of false facts of life? Many people often say I am strongly
certain and strongly convinced if you are convinced there is no question of being
strongly you are already convinced. You have also heard many people saying the final
decision will be taken so, is there going to be a semi-final decision as well my dear
friends.
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So, you actually need to think over it and then you will find that people can avoid it.
Have you not heard people saying oh it was such a humorous joke can there be a joke
which can make you weeping also?
So, a humorous joke is a needless repetition likewise many people often say there is an
advanced warning about this tsunami, there is an advanced warning about the
earthquake, there is advanced warning about heavy rains, fine I mean a warning is a
warning there is no question of saying advance and all that. So, these unnecessarily not
only make your sentences cumbersome repetitive but then also add to the length of the
paragraph which will actually cause difficulty to a reader when he is reading your report.
Hence one should always aim at controlling the use of redundant expressions. While
writing a report one should always think about the aim, why are you writing this report?
If you think that you are writing this report because you have to provide a solution to a
problem naturally you would be thinking that what would be the best way so, that I can
drive home my points.
And of course, you have to say things clearly we have been saying state a thing as clearly
as you can, there is no need of saying things in an indirect manner because we are not
discussing literature my dear friend in literature you will find that there are so, many
ways to say things, but then here you are talking about something very specific.
Hence when some people start making use of roundabout expressions which you can also
call circumlocution expression, I mean an expression that keeps moving on and on yet
saying nothing. So, one has to avoid the use of roundabout expressions and unusual
phrasing. You will find that your report itself is longer and one makes one report thicker
even by making one sentences longer, making one sentences as long as they can be and
in that what happens you actually lose the meaning you lose the purpose.
So, some people think that instead of doing that why cannot we say things in a
roundabout expression? Well you can say that, but only in literature, not when you are
writing something very objectively because report writing actually aims at objectivity.
So, when you make use of roundabout expressions naturally you are not facilitating
rather irritating the readers.
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Here are some examples you can find out, let us look at the first example. ‘It was
reported that the batches experienced a colour change during storage.’ now see the
sentence is a small even though the sentence is a small or the use of the word
experienced, now the use of the word experience actually makes it a sort of
circumlocution. So, it can be made easier by saying it was reported that the batches
changed.
Now, what did you do instead of these experienced words you simply brought a word
that can facilitate meaning and you simply said changed. Likewise, the second sentence
also we can have a look at, ‘storage consists of cylindrical steel bottles’ there is no
problem with this. The bottles linked by a header tubes are buried beside the compressor
building we have already been saying that instead of using abstract words please use
concrete words.
So, the word buried here it actually is going to camouflage the expression, it is going to
hide the expression. So, it is better we change that and we can say storage can build
consists of cylindrical steel bottles the bottles linked by heated tubes are sited near the
compression building, that is what actually you wanted to say did not you yes.
So, what one should do is one should actually see how one achieves clarity because even
when you are writing technically you are actually writing for somebody whom you are
not seeing, who does not have the chance to seek explanations that is why let us try to
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make our writings as a specific as we can. The second the third sentence also is like that
we can come to the last sentence which is actually, I have taken this sentence very
willingly because this sentence is you see this is very shorter you know speed of
diffusion is the rate determining.
Now, what are you doing you are actually adding to the meaning, but then making it
complicated by saying rate determining. So, it is better to make it say directly speed of
diffusion determines the rate. I mean instead of bringing an objective that actually goes
to say the meaning let us try to come to the verb I mean you have already understood
earlier when we said, instead of nouns you can develop the habit of using verbs because
verbs actually are action words and they help understand the meaning.
Next sometimes as you have been saying you are in an organization or you are going to
join an organization, and after some time you will find that there are people who might
be using certain abbreviations, it is fine in the organization because people know that.
But then what about others would not be able to understand when you are going to use
abbreviations or you are going to use short acronyms. Look at these words all these
words are abbreviated once, but then do we know all of them no we do not, even when
we guess we guess according to our own. So, it is always better if you are using it in your
report so, you use it, but when you are using it for the first time please explain it.
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For example, the one is using CVR this is actually you know very technical Cockpit
Voice Recorder fine, OTP even though it is very common most of the people might not
be knowing it so, it is better to explain that ABM Anti Ballistic Missile ATR fine FIG
Faculty Initiation Grants that is very popular here people here in our institution say fig.
Have you got a grant from the fig, again this is another word STC are you doing an STC
Short Term Course. Oh this is actually a report on SEZ a Special Economic Zone.
Now, all these words even though they appear very nice to hear, but then they may
actually be very unpleasant when it goes to a reader who is not familiar with it, and if he
starts searching for these words the reading will be blocked, my dear friends. Likewise,
on the right-hand side, we have written certain acronyms which are actually mostly used
in organizations and people of organizations only understand.
For polymer, our students say ‘poly’, institute they call it ‘insti,’ enthusiasm becomes
‘enthu’, ‘audie’ is very famous all around the campus for ‘auditorium’, ‘prof’ for
professor, ‘prop’ for proprietor, ‘langski’ for language skills, ‘repri’ for report writing,
‘bio’ for biology fine. So, these are actually even though they appear to be very easy, but
maybe not easier for others to understand because they are not exposed to such sorts of
writing.
My dear friends when you are writing a report as I said earlier you are writing it for your
readers, and a decision will be taken based on the findings of your report. And how can
and the decision may be affected also, because a reader’s familiarity with words often
helps him or her to understand what is in the report. And that is why we have been trying
to achieve a sort of consistency, a sort of clarity, a sort of unity, a sort of coherence and
that can be done when you are not only writing sentences, but you are also making
paragraphs.
You will find that complex sentences often pose difficulty level and these complex
sentences add to breathless paragraphs.
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What do we mean by breathless paragraphs? A breathless paragraph is a paragraph

where a reader when he starts reading is not in a position to take a breath and he is
actually gasping for breath would you do this my dear friend, no not at all.
So, hence what should we do we should actually learn readability formula, this
readability formula was coined by Robert Gunning in 1960s of course, nowadays
because of the advances of technology computers and other things this readability
formula also ought to change, but then we can in order to make our task easier
understand what is our readability formula. A readability formula a Robert Gunning says
he is actually based on fog index and he provides a formula of fog index and he says if
the fog index is below twelve then any piece is considered readable.
Now, how to aim at it how to get it for that he provides the formula they take a piece of
writing and try to gaze or measure the number of sentences total number of words and
you should try to find out the average sentence length which can be found out by getting
number of words divided by number of sentences, and when you get the average
sentence length fine. Then you have to find out the percentage of the sentence length and
that has to be multiplied by 0.4, and then you will get the readability then you will get
the fog index.
So, this fog index if it is below 12 your piece is going to be readable you can aim at it my
dear friends with some of the examples that I have told you. And unnecessarily enough
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people not only make their sentences clumsy, but they also make their paragraphs
lengthy, how compound sentences as we have been saying not only irritate the readers it
actually blocks the readers comfort zone, comfortability, comfortability in terms of
reading isnt it. That is why one has to go for writing simple sentences which can not only
provide variety as well as flexibility. Here there is an example you can read it at your
own laser and you can find the sentence appears to be very longer.
But then if you can divide their sentence because this sentence can also be considered to
be a sort of breathless, because the sentence does not have an end it is only one sentence,
but what we can do is we can break the sentence into two split the sentence into two and
then see that if there are repetitions those repetitions are said a goodbye to and we can
make our sentence effective.
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Not only sentences become cumbersome, but paragraphs also become cumbersome, how
to have a look at it. This is an example from scientific writing. ‘The degree of
dependence of this pattern on bed structure and/or on production of wetted paths through
the packing by randomly moving particles of the initial liquid is of interest, as in any
specified packing arrangement, complete bed overload by high liquid flow rate’, I mean
the writer has unnecessarily made it packed.
What actually he wants to say, he wants to write is not clear. So, what can be done, it can
actually be made simpler not only by splitting, but by keeping those words intact because
their technical terms which you cannot remove, and one should not remove the technical
terms, but one can always try one's best to make the technical information easier.
So, if one says ‘we thought it would be interesting to know’ now see’ we thought it
would be interesting to know how this actually incites the readers interest, to what extent
this flow pattern depends on bed structure and to what extent it depends on the random
movement of the initial liquid particles making wetted paths through the packing.
In any given package packaging arrangement, repacking of stirring or stirring might be

expected to change the structure of the bed complete overloading of the bed with a high
liquid flow rate might be expected to alter a flow pattern depending on which paths
through the pattern wetted. Sometimes it so, happens that this can be divided into two or
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three, for example, you can say it also consists off it also divides so, but then that will
become too ordinary.
So, one should neither sacrifice the comfortability, but one should also see that sentences
are standard and if sentences are standard brief simple and it actually facilitates the
reading the paragraphs also will become readable my dear friends. And in order to make
your paragraphs readable also you should try to make use of transitions.
Now, what are these transitions you might be thinking transitions actually are made use
of in the paragraph. It actually because as we have been saying that any paragraph will
become effective only when there is a sort of unity we have already discussed earlier you
remember well unity coherence and then sequence.
So, one sentence should be connected to the other subordination, coordination we have
been talking about, and this can be provided by making use of transitions. I mean one
sentence you have already said, but you want to say something more so, there are
additional details you can always say moreover, furthermore ,beside, besides, finally.
Then you want to show some relationship because every paragraph in the sentence is
related it actually there is a sort of relationship between the sentences. Sometimes you
want to make a sentence based on cause and effect sometimes there can be a condition
and you can say if, in case, subject to, provide it like that. Sometimes you also want to
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create a sort of time sequence so, later, after in the beginning in the end in the middle
like that and then sometimes you also can repeat in other words, that is, in addition.
Now, what these do these transitions when you are making use of they actually lessen the
burden of readers and this provides also a sort of relief to the readers. And you want your
writing to be read, and if you want your writing to be read naturally because you are
going to make use of a technical document and you are going to make it readable hence
make use of transitions, that will actually make your task easier.
My dear friends as I have been saying writing is not one-day affair is not it has actually
to be practiced, and one who is writing and especially writing for a purpose, writing with
a purpose and writing to make others understand should see that meaning is reflected the
way he is writing, his meaning is reflected the way he is writing and having the purpose
in mind the purpose is that you have to provide a solution to a problem.
So, let us come to see what the veteran English writer of eighteenth-century Doctor
Johnson, Doctor Samuel Johnson says, “a man who uses a great many words to express
his meaning is like a bad marksman who instead of aiming a single stone at an object
takes up a handful and throws at it in hopes he may hit.”
Now, when you want to hit something, you actually have an objective and this objective
can be met only when the aim is concentrated, likewise when you have planned to make
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your things understood by others you actually have to bear in mind the clarity. You
actually have to bear in mind the background of the reader and to ensure that everyone
can understand it is always better to use a language that is familiar, to use a language that
can be understood by everyone, to use a language for which people do not have to
struggle, because when they struggle they are going to block or you are going to block
their thought.
My dear friends, I hope by this lecture you might have been able to understand how you
can aim at clarity. And most of the technical writing can be understood and can enable
people to take action based on what has been found and not only found but what is
feasible, any conclusion that you provide through your report can enable a person to take
action based on if he is convinced or if he is not.
And I hope you are actually trying to convince people with the help of your clear crystal
and lucid writing. So, aim at clarity aim at lucidity and aim at meaning and meaning lies
with you, and as a writer of whatever documents, you will try to keep all these things
into consideration and write effectively.
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Effective Writing
Prof. Binod Mishra
Lecture - 20
Creative Writing
Good morning friends and welcome back to NPTEL online lectures on Effective
Writing. In the previous lectures, we have already talked about report writing and prior
to that, we have also discussed other forms of writing, namely business writing,
academic writing and then report writing.
Since this lecture is going to be the last lecture of this course, I have termed this lecture
as Creative Writing. And, you might be thinking about other forms of writing, are they
not creative? That may be a general question, that may be a query, no? My dear friends.
All forms of writing are creative, but when we talk about creative writing, it actually is a
very vast field.
And, I have focused in this lecture how creative writing is different? In order to let you
know, because a majority of people are today writing for other purposes and creative
writing is completely an isolated field, where unless and until you are interested, you do
not try to enter into. That is why we shall be discussing in a very short way, what are the
ways of creative writing, what are the modes of creative writing? So, that it can tell you
how you are writing, which you are doing in your everyday life, in everyday business
life, how they can be differentiated?
Now, when we talk about creativity because creative writing in some way or the other is
linked with creativity. So, there might be a question in all of your minds, what actually is
creativity? My dear friends, when you do anything new, when you do anything in an
innovative manner that is creativity. Creativity can be defined as the act of turning new
and imaginative ideas into reality, whatever you see today.
First of all, it might have occurred in somebody's mind and his mind might have been
stirred because he might be thinking of giving the world something new, whatever it is
no? Even the email and the whatsapp and then all the various handles that you are
exposed to--- they are also creative.
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But, when we talk about creativity per se, we are actually going to discuss creative
writing and this naturally takes you back to some of the forms of literature. Creativity
actually is characterized by the ability to perceive the world in new ways, in innovative
ways. For example, when you look at the sky or when you look at the rainbow when you
look at water, when you look at the seas--- all of you may have different responses, it
cannot be one and that is actually beauty of creativity. Everyone looks at things in his or
her own manner and how they create responses in him--- that is his or her creativity.
So, creativity enables to make connections between seemingly unrelated phenomena.

Those who are exposed to poetry and other forms of writing may find, that poets often
think of things, which commoners cannot think and that is why poets are more creative,
is not it? And, then one of the ways of creativity is also to generate solutions. Now, you
might be thinking--- can the forms of art also generate solutions, yes, maybe they are not
so effective, maybe they cannot provide an easy solution, but at least they can show
some sort of alternative, my dear friends.
And, that is where creativity lies, a creative writer because all of us cannot be creative
writer, but then a creative writer, you will find, will try to show you things in a different
way.
Why could a rose appear to be the face of one’s beloved? No? Why could a poet say--
my love is like a red rose, why could somebody say while comparing the face of one's
beloved why could somebody say-- She’ s as beautiful as day? So, what we need to
understand is when we talk about creativity, we are actually going to express ideas in an
imaginative way.
Imagination is one of the key ingredients of creativity, you first imagine. Maybe
everyone is not going to listen to everyone cannot be convinced, but then this is your
thought, this is your response to things and creativity or creative writing is the art of
making things up or putting a creative splash, maybe on history as in creative non-
fiction. Even somebody writes a non-fiction they also realize the creativity.
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Creativity is actually an art form which can transport you because, suppose you are
sitting by the side of a river or you are on a seashore and when you look at the waves
coming up and down, do not you think that within you also goes certain feelings;
feelings which are already hidden, feelings which lie at some corner or in your sub-
conscious level and they are suddenly stirred.
So, what creative writing can do? It can actually transport us to a new realm inspired by
our mental meanderings at times, when you want to have a different taste, what do you
do, when you are at leisure what do you do? You actually try to read something that can
transport you somehow or the other in a different world.
So, there can be different forms of creativity. There can be different forms of creative
writing, fine? It can be a medium to express feelings and emotions, that is actually the
main concern of creative writing.
When you were writing scientific writing or a report writing you might have seen that
there was no room available for feelings and emotions. When you are giving a
presentation, when you are writing your script for presentation, there is no room for
feelings and emotions. When you are writing a business letter no room for emotions and
feelings, but when you are writing something in a creative manner these feelings and
emotions often come into the picture. It is totally different from the cold, hard facts as we
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do academic writing. In academic writing, you will find there is no scope for all these
emotions, feelings, psyche etcetera.
Now, when you talk about creative writing, of course, my aim here is not to convert
people into creative writers, but then to show them certain ways as to how they can
understand creative writing. My dear friend, the pleasure lies not only in becoming a
creative writer, but the pleasure also lies in enjoying a work of creative writing. When
somebody reads a poem or somebody reads a novel, one actually derives the pleasure.
And, this pleasure can also go a long way to motivate you, to persuade you, to inspire
you, to satisfy you, or also to provide you a sort of relief. Because creative writing has a
sort of therapeutic, no? It actually has a sort of therapeutic value. Meaning thereby you
are full of sorrow and you will find when you read a poem. And, if the poem is some
way or the other link to the feelings of yours it actually has got a sort of releiving touch.
It actually can help you recover that is why, when somebody goes to watch a movie and
comes back you will find for some amount of time at least he has a different sort of
refreshment.
So, all writing at it is best, as I have been saying, is creative writing. Writing a business
letter in the best possible manner to convince about a product or to convince about an
action that you are going to take-- that is also creative of course, there is no question of
bringing emotions and feelings there.
Creative writing as a discipline has emerged in several universities all around the globe
and it is a discipline which can create a synthesis between work in universities.
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and non-academic professions as well, in many universities are also offering courses on
creative writing. Even here we are also offering a course on creative writing.
So, creative writing actually allows us to tell the story of our spaces. You might at times
think, can we really tell the story of our species. Now, all the books that are there in your
library or on the web, you will find there are many books and they have been written so,
creatively that actually they not only entice but actually they make us wonder at times
also. Now, you might also be thinking because sometimes or the other within all of us as
I have been saying there is a writer, there is a creator.
So, can creativity be measured, it is difficult though, it is very difficult to measure

creativity. But, then there are certain things through which you can measure creativity as
said by psychologists. And, they actually talk about four factors which actually can help
us measure creativity. The very first is fluency, by fluency we mean spontaneity. I mean
you are going to say something, you are going to write something and it actually appears
to be a sort of natural flow, no? So, fluency.
And, then flexibility I mean when you are thinking of creativity it actually should not
conform to rigidity, it actually should have a sort of flexibility, that is why you will find
all forms of creative writing. Now, you cannot predict as to where it will end how it
should be written there are different ways and literature is replete with such examples of
different forms of creativity.
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And, then when we talk about creativity or when we are going to measure creativity, we
also should see that it’s originality, as I had said earlier that a person's response to an
event or think differently. And, that is where lies once creativity, when you are
responding to something, some event, some action; some natural objects or whatsoever
your response is different from others, that is where the originality lies.
And, even when there is originality that actually has to be elaborated, that actually has to
be expressed one writer goes to the extent of saying that the best writing is always buried
in the depth of our hearts.
But, then they actually need to be brought out. Now, there are some other factors also
and you might be thinking what can creativity do? Creativity can actually provide a sort
of intellectual leadership, intellectual leadership. Maybe, what you are reading today
might not have been acceptable I mean 1 or 2 centuries ago, but if it still persists, if it
still exists that is only because of it is creativity.
All the good works of literature, which you come across today and were written centuries
ago, they stand the test of time, because they had some not only some amount of
intellectual leadership but also certain things that actually keep regurgitating repeating
throughout and that has actually a touch of universal appeal.
Then, creativity one aspect of creativity is also sensitivity to problems, when you look at
a particular object, a particular action, a particular event, your reaction, no? sometimes
or the other you will find you become very sensitive know, you become very sensitive.
And, one of the ingredients of creativity is that to all the problems you not only look at
the problems only with the solution, but you also see to it that how it will affect, that is
what we mean by sensitivity to a problem and ingenuity I mean clarity, expressing things
in a natural manner. Sometimes, you will find that there are certain things which may
appear unusual because creativity is associated with imagination.
So, imagination at times, can be wild, imagination, at times can be unusual, literary
books are replete with such examples when a beloved can be compared to depending
upon how the writer, writer’s reactions. So, sometimes the writer portrays in a very
elevated manner, sometimes in a very depressed manner, sometimes in a debased
manner, that is why many poets while explaining or while describing the faces of
beautiful dams, they at times not only have pulled cruelty but then at times they have
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also gone to the extent of thinking about the helplessness. There are many poems which
you can come across it is very difficult to tell you all the examples
For example, in one of the poems by Andrew Marvell, it is actually a poem entitled "To
His Coy Mistress", where the writer says-- had I but the time. Now, the question is that
the writer imagines, that if I have the time and the world. And, then he goes on to a list a
lot of things that he could have done for his beloved, but then the beloved is not able to
understand.
So, that is why at times you will find that there is some unusualness because there are
certain comparisons also made. For example, Donne actually compares the lovers to a
pair of the two legs of a compass. Eliot actually links an evening just like a patient
interiorized upon the table. So, this may appear quite unusual, but then there is a
usefulness in its usefulness in the way, that our minds are propelled to think and to go
beyond, that is why how imagination works in creativity?
Then through creativity, you can find a sort of artistic achievement and that is why, when
somebody writes something one is inspired, one may be inspired by an albatross, one
may also be inspired by the sea waves, one may also be inspired by the destruction, one
may also show his reaction against the anomalies of the world. So, at times it has been
seen that creativity also calls into question some resistance.
And, at times it has also been seen that many artists have also been called propagandists
because when they say something new, that is not acceptable to the society at a particular
time, then naturally they actually show different reactions.
Some of the creativity also appears to be a sort of madness, sometimes or the other
because you know it is a question of emotions. And, emotions can be wild at times also if
you have an interest in literature, you will come across all these things, but here I am
actually simply confined to tell you how creative writing is different from other forms of
writing. And, what are the types of creative writing?
Naturally, most of you think that when somebody talks about creative writing, one is
only talking about poems stories and novels and all and what are they? But there are
some among you who might be thinking of crafting, who might be thinking of writing
things in a beautiful manner. So, that it can be creative. Shakespeare words are always
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creative because they have stood the test of time. Likewise, many other points and
dramatic their words are also still popular and they are being used, they are being used,
they have been prescribed in various universities.
Now, when we talk about creative writing and when we think of defining it, we can also
see other things which are not considered creative.
There are certain things, for example, poetry no? The world of poetry, no, only when we
talk about poetry you know there is no limitation because there are several forms of
poetry. So, many you know months and years to discuss them, and then there is prose is
actually, if poetry is written in words. If poetry is written in rhythm prose is written in a
very prosaic manner, I mean written in sentences and all and then we have drama, then
epics, short stories, novels, screenplays, songs, then TV scripts and all. So, the world has
actually been beautiful only because of creative writing, my dear friends.
Now, how is it different? How creative writing becomes creative, that is only because of
certain literary devices and that we shall be discussing. It is very difficult to discuss all of
them my dear friend, but then those having an urge, those having a wish to write things
creatively, for them there are certain guidelines that should be kept in mind and then we
will move towards some of the literary devices that can make your writing creative.
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Creative writers first actually should be creative readers. There are people, there are
writers who say. That if you really want to write first you must develop a test for reading,
because it is only reading that will stir you towards writing into writing that will convert
you into writing. The more you read, the more your thoughts will be ignited, will be
stirred. As a creative writer one should always aim at bringing pleasure.
Because nobody you know you do not write simply to satisfy yourself. And, you do not
get acceptability unless and until others respond to it, favourably or unfavourably that
depends because that depends upon the relationship as well.
So, it aims at bringing pleasure and the purpose to the lives of our readers. Have you not
at times found that when you are reading a piece of literature, sometimes you start
putting yourself in the position of the protagonist in the position of the characters,
sometimes you start thinking how could he know that this is my story. My dear friend, he
did not know. He actually it was his sort of imagination.
And, since every literary writer whatever he says, he talks about man he talks about the
events all around in a way he is creating a bigger picture and in that bigger picture, your
story, my story, other's story, his story, her story and all these things are then rolled into
one and that is why we find this is actually a sort of universal phenomena.
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Creative writing leads us to an alternate awareness. hen you read something new you
actually find that some of the hidden aspects of your life. Some of the hidden emotions
of yours which are buried within as I said, they also get a sort of opening. And, through
creative writing you are providing a sort of outlet, that is why I say every man is a
creative writer, within every man, there is a creator.
Maybe he is not a creative writer, but then he is creating, it was actually a therapeutic
benefit I mean a benefit that actually relieves you, a benefit that actually provides a sort
of exercise not only to your mind but your heart. The key to writing is not to wait. Many
people at times think, when they are stirred by some imagination or emotion, they think
that they will wrap it up, they will clothe it into words and for that, they wait.
My dear friends, many authors have gone to the extent of saying that if an emotion or
imagination comes to you, even in late-night do not wait, please write only there,
because you never know that such experiences whether they are going to last longer or
not.
So, the key to writing is not to wait, not to let today slip away in the evanescent hope that
tomorrow somehow we will have the knowledge, the real elan and the confidence to
commence our story. Creativity has got a spontaneity and this is spontaneity has to be
gathered because if you are aiming at writing something creatively times come times go.
Emotions are evoked maybe those emotions are subsided, that is why there is completely
a list of good poems, which were written sometimes at the dead of night, sometimes at
midnight, when the writer might have been ignited.
We remember those who are familiar with English literature might remember that, when
Thomas Gray wrote "Elegy Written in a Country Churchyard", it was actually midnight
and he actually someday or the other he was sitting near a churchyard. And, then
suddenly in his mind, there came some emotions which actually overpowered him and he
started writing and then he wrote the beautiful poem Elegy Written in a Country
Churchyard, anyway.
Now, this art of writing or the craft of writing because creative writing is a craft as I have
been saying, that you actually have to make it different and distinct from other forms of
writing. And, for that one has to use some literary devices. These literary devices can be
categorized into 2 or 3. Some way or the other a sentence written for a business and a
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sentence written for literature is different why, because you use literary devices namely
tropes these are all tropes, you use simile, you use metaphor, you use metonymy, you
also use synecdoche, fine?
Then you use irony personification hyperbole litotes fine and then not only do you use
figure use of tropes, but then you also come across the figures of speech. Sometimes
when you write you are making use of all these either in poetry or in prose or
whatsoever. And, sometimes when you are writing you are also in order to create a sort
of effect because your main concern is to create pleasure. And, you can create pleasure
not only through speech but also through sounds. So, sometimes you may use figures of
speech like antithesis, chiasmus, and apostrophe and then you may also use figures of
sound.
Whenever we talk about poetry naturally in our mind suddenly we feel a sort of rhythm,
a sort of music. And, how that music can be created? It is not only the question of
creating music, it is actually also the question of creating it in sentences. And, also in
sentences with the desired effect, it is very difficult to talk about all of them, but then we
shall take up some of the difficult ones. All of you know how you are making use of a
simile and a metaphor, a simile is about the likeness when two objects have the likeness
you actually make use of simile.
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For example, you say 'she was as beautiful as a day', now you are using a day and the
day there becomes simile with the use of as, like something like that. When you talk
about metaphor you are actually referring to some person and you are associating it, but
then you are associating it with an object or with some other person. For example, if we
say 'he is the tiger' or 'he is a lamb.' So, with tiger and lamb, you are associating some
connotative meanings that a person can understand, but then here our concern is to talk
about something which are different and then which are a bit difficult, for those
beginners who actually want to see and who want to understand, how creative writing is
different?
So, let us have a look at metonymy and synecdoche, fine?
A metonymy is actually a Greek word, which actually means the change of name, the
change of name. You know in literature we do not say things clearly, as we have been
saying things clearly in business writing in academy writing, but in literature we say
things in a very indirect manner and that is why these devices are going to be used, my
dear friend.
So, we talk about metonymy, it actually establishes relationships of closeness or

contiguity. For example, when you say 'stage' you actually are meaning theatre, when
you say 'the crown' you are actually meaning the king, when you say 'the bench' you are
meaning the court. So, you are saying things, but you are saying things in a very indirect
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manner. And, again we have another device we call synecdoche. Synecdoche is a Greek
word that actually have the meaning like 'interpreting together', interpreting alongside.
When something is indirectly referred to by naming simply a part to talk about the
whole, then this is called synecdoche.
For example, when you say 'an arm' you mean so, many things, when you say an arm
you may also mean weapon, when you say an arm you also may mean chair, when you
say 'oak' for example, here you can ‘with thunders from her native oak, she quells the
flood below’.
Now, look at the word use of the word oak, oak is a tree all of us know, but then when
we are talking about when you are referring to a ship we are making use of oak so, oak.
And, how do you find that you actually find that when you use the word quell so,
because there is a sort of association. So, we thunder from a native oak sequel the flood
below this is from Thomas Campbell, 'Ye Mariners of England.'
So, when we have we are talking about creative writing, creative writing is different
from other forms of writing only because of some literary devices being used, depending
upon your own interest as to which branch of literature which branch of creative writing
you are aiming at. Now, here is another term very important-- Litotes.
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This is again a Greek word which actually means which is which has come from Litos
meaning single, simple, meagre. And, it is once again an indirect statement for emphasis.
When you do not because in literature you do not want to say things clearly or directly.
When you want to say somebody either being very good or very bad. So, what do you
say? It was not very bad; it was not very bad. So, the meaning is-- it was very good, it
was not very good meaning is it was not very bad.
Now, it can also be called as the use of double negatives, have a look at Jonathan Swift’s
The Tale of the Tub a very famous book. So, how the writer has made use of it you can
also be used in prose as well. "I am not unaware how the productions of the Grub Street
brotherhood have of late years fallen under many prejudices."
Now, look at the use of not unaware. So, there are two negatives actually the meaning is
not unaware means I am aware. So, when you want to say something, you are not saying
things clearly, but you are saying things in an indirect manner. My dear friend entire
literature, even though we are trying to say something we are trying to convince with
some alternatives with some other ways and that is why indirectly.
We also should understand that when you are writing something creatively especially for
literature, you can also produce as I have said a sort of musical effect. And, this musical
effect can be produced not only by tropes, but also by figures of speech. Figures of
speech are those through which we are actually making even small things appear better,
small things appear more beautiful, appear bigger know. So, we are actually making use
of hyperbolic expirations. So, these hyperbolic expressions at and this can also be used in
a negative way, in a positive way.
Now, here is antithesis. It is also a Greek word and it is meaning is opposite meaning,
when you are talking something in a very opposite manner fine. And, for that you are to
make use of contrasting ideas by opposing them, you all might have come across or you
might be familiar with the famous play of Shakespeare, named Hamlet. So, in Hamlet
there is one beautiful passage where he says, "To be or not to be that is the question,
whether it is nobler in the mind to suffer/ the slings and arrows of outrageous fortune or/
to take arms against a sea of troubles and by opposing end them".
348
So, Hamlet is in a condition of conflict. He actually from his own position he is actually
trying to and you know the contrasting ideas is to be or not to be that is the question
between existence and anyway. In order to so, his existence what he should do? He
actually uses contrasting images and says. To oppose them to up and by opposing end
them, by opposing end them.
So, this is actually an example of antithesis, then there are another figures of speech
named Chiasmus comes from the Greek word, which actually means crosswise. When
you are reversing a grammatical pattern just to create an effect reversing, no? You are
changing, bringing a sort of change only in the sentences.
For example, by the day the frolic and the dance by night, you see how the structure has
been changed beautifully. And, not only does it entertain you, but then again it actually
creates a sort of effect and we all go for this effect. So, this is one line by doctor
Johnson's The Vanity of Human Wishes, you can in literature you know literature is
replete with such examples of Chiasmus.
And, then we also come to Apostrophe, apostrophe is one such device through which
you are going to address, because my dear friends as I have been saying that creative
writing is based on imagination. Somebody does, somebody deceived, somebody no
more and then in his honour, while remembering him you are writing something, where
you are presenting him as if he is there.
349
We can take lines from Julius Caesar, Now, see the abstract things are addressed here in
the line " O judgment thou art fled to brutish beasts", now this is from Julius Caesar.
Again, we can take an example from Wordsworth when on the death of Milton, he says,
“Milton, thou should be living at this hour”. Milton is dead, but then the poet praising
him as someone who is capable, who is alive and who is capable of understanding?
So, through these figures of speech, you are going to create a sort of effect, not only that
will be relieving refreshing, but then they will create pleasure. Then in literature, you
will also come across figures of sound as in poetry you will find. So, sometimes you
know it creates a sort of jingle effect, sometimes when you are reading that you will find
how the sounds have been created and the sounds can be either vowel sounds or
consonant sounds and these some of these devices are alliteration assonance consonance.
When a writer usually repeats, when a writer usually repeats consonant sounds know,
when a writer usually repeats, consonant sounds, repetition of consonant sounds, at the
beginning of a word know repeats the consonant sounds in the beginning of the word
then it is called alliteration.
For example, from Coleridge's Rime of the Ancient Mariner; "the fair breeze blew, the
white foam flew." Now, look at the effect this effect is created on the first letter of the
sound whereas, when you talk about assonance, assonance is the repetition of the vowel
sound, but then it is not in the beginning, it is either in the middle or in the end of words.
350
Let us take an example from Wordsworth's 'Daffodils' "I wandered lonely as a cloud that
floats on high or vales and hills. When all at once I saw a crowd, a host of golden
daffodils." Now, look at the sounds of O fine, floats, over, host, daffodils, beneath, trees,
breeze. So, the repetition of the vowel sounds either in the middle or in the end, this is
actually termed as assonance. And, consonance is the repetition of the vowel sound, flip
flop, click clock know, like that, slip slop like that. So, these actually create a sort of
jingle effect and that actually brings a lot of pleasure to the readers.
Then we come to poetry we have already been discussing it a lot, all I need to tell you is
that, when somebody is aiming to write poems one should see that, one creates a musical
effect, not only by sound but by line, length, music, meters and literary devices. These
lines either can be end-stopped, because musicality and meter these are the two things in
poetry whichever important.
For example, when we talk about the end-stopped lines, by end-stop lines what we mean
is? The emotion or whatever the expression, the expression comes to an end in the line
whereas, when this expression goes further in the other lines, this is called Enjambment.
End-stopped and enjambed for here you can see where here is one example from
Alexander Pope, "a little learning is a dangerous thing." So, here we feel that we the
sense is completed. "Drink deep or taste not the Pierian Spring, there shallow draughts
intoxicate the brain and drinking largely sober us again". So, in all these sentences we
351
find, that the thought gets completed in the line, at the end of the line, but when the
thought continues, then we call it in Enjambment line.
I have taken two quotes, one is by John Keats you all have heard the name of John Keats
a famous romantic poet.
So, John Keats talks about talks about beauty whereas, you see the contrast Allen
Ginsberg the American poem. He actually talks about distraction and you will find both
these poets, they have actually created enjambed lines and musicality in it. And, here he
says "a thing of beauty is the joy forever", "the loveliness increases it will never. You see
the first line, even though the lines are rhyming, but then the meaning or the expression
or the thought continues up to the second. Allen Ginsberg was an American poet and
who talked about the destruction, because of capitalism and all. And, there also in the
first line you do not find the thought is completed, the line continues "I saw the best
minds of my generation destroyed by madness starving hysterical naked". So, it
continues. So, when the line when the meaning continues to the next line it is called
enjambed lines.
Then we have prose, my dear friends, all of you are familiar with prose and in prose
writing, comes not only the essays but then the novels and the word novel has been
derived from novella, which actually is an Italian word means story. And, the difference
between the novel and the stories whereas, a story is a shorter version, the novel is a
352
larger version. A story is confined to one idea, one theme whereas, when you talk about a
novel it can continue it will be longer, even in length and breadth it will be longer. And,
a novel can be written in around 60,000 to 70,000 words whereas, a short story can be
written in 2,000, 3,000 sometimes 7,000 words like that.
So, and then, there is another term called novelty which is a work of fiction which is
lesser than a novel, but then longer than a short story.
And, then drama, all of you are familiar with drama, which is actually a play and which
is also written to entertain, but then there are several components involved into it
character, dialogue, action, then emotion and then there are scenes also divided. So, the
drama word comes from the Greek word 'drao'.
353
which means to perform drama is actually performed. And, the drama lies in dialogue
and the exchange between the true drama has got multi voices.
Several requisites of the drama can be--- it is a spectatorial art whereas, you cannot you
know the novel is not a spectatorial art, but then the drama is a spectatorial art because it
depends upon the audience. It is dramatic because there is a lot of action, there may not
be action a novel, but in a drama, there will be an action. And, then drama is a mode of
performance, dramatic performance is fairly more than a reflection of the dramatic text.
354
So, when the text is written, the writer also has to see that if it is performed what are the
requisites? And, then the material of the dramatic trade is imagination and dialogue
sometimes, you will find, that even real things are portrayed through drama just in order
that people can understand the reality. And, that can be different categories of drama that
can be different classifications for drama. Since we are having a paucity of time and we
are in the last leg of this lecture.
Now, is the time to tell you one thing very important, which one famous novelist of the
20th century, somebody who wants to become a creative writer and, one who actually
also wants to understand and enjoy literature and enjoy creative writing should believe in
what Faulkner says.
"Read, read, read, read everything – trash, classics, good and bad, and see how they do it.
Just like a carpenter who works as an apprentice and studies the master. Read, you will
absorb it. And, when you have done that, then write. If it is good you will find out. If it is
not, throw it out of the window". My dear friends, you too, as a prospective writer, as a
creative writer, whatever you are writing please see that before writing one should try to
read a lot, because reading is not a wastage, reading is an investment.
And, every investment, some way or the other will have the dividends. And, there can be
no better dividend, then the compliments that you receive from your audience from your
readers. And, I hope, you will all, with all these lectures that have been delivered, you
355
will get if not too much, you will get something that is worth preserving, something that
is worth reading, something that is worth understanding. To keep you tuned to
understanding all these that you have learned, I welcome you all once again. And, thank
you all for bearing very patiently with me and with this we come to the end of these
lectures, I wish you all the best and also I say a goodbye.
356
THIS BOOK
IS NOT FOR
SALE
NOR COMMERCIAL USE
(044) 2257 5905/08

nptel.ac.in
swayam.gov.in

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EFFECTIVE

Prof. Binod Mishra

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Nowadays, it has become quite possible, thanks to technology because nowadays we

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Of course, whether it is written or oral communication, there are several impediments

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As regards fastness, oral communication is of course, faster know, face to face

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Thank you very much.

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Thank you very much, wish you all a good day.

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Now, the letter says:

Thank you very much, have a nice day,

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And then he says;

Thank you very much, have a nice day.

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Another important segment of correctness is subject-verb agreement, subject number

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Thank you very much. Have a nice day.

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Place important words in important positions to emphasize. You all remember I am

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Let me say it in a different manner, there is no knowledge so hard to acquire as the

Thank you very much.