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4.
WRITING SKILLS
INTRODUCTION
The need for sharing information among human beings
does not end with communication through spoken
language and non-verbally
 Sometimes factors like geographical distance and lack of
time for face to face conversation, make oral
communication unreliable means of communication
 Thus, written communication becomes the alternative
means of communication
What is writing?
 Writing is the act of drawing letters of alphabet of a given
language, symbols, and marks on a plain surface especially a
piece of paper in order to communicate a message.
The letters you draw represent sounds of a given language
 Simply, writing is a representation of spoken words (spoken
language) on a piece of paper
 With technological advancement, writing is also made
possible electronically through computers, iPad, cellular
phones etc.
Business Letters
 Business letters are alsocalled formal or official letters.
 They are letters that we write for serious matters in formal
contexts
 They are often written in a standard format, and use formal
language, compared to friendly letters.
 In general, the letters will be directed to a specific person
and be about one specific issue
 All the letters that we write to our managers, employees,
judges at court of law, head of departments and many other
people holding important positions in the government or
organisations are formal letters.
….Cont.
 Think about the following situations:
 What could managers in big institutions do to communicate
serious issues with their subordinates on daily routine?
 How tough could it be for instructors assessing their students
through oral examinations especially for big classes?
 With writing, it has been easy for different people to
communicate in different places with large number of people.
 This is possible through written pieces of information
including letters, memos, emails, newspapers, books, cards
etc.
….Cont.
 However writing is not just a mere drawing of the letters of
alphabet to communicate message; it is beyond that.
 Effective writing for successful communication uses
systematic writing conventions guiding how we should write
what we want to communicate
 One has to learn some writing rules in order to convey
proper message in written form
 College and University students should be aware of the fact
that in academic setting, how they write is as important as
what they write
FORMATS OF BUSINESS LETTERS
 Business letter may appear in two formats, namely;
modified block form and the full block form.
 Modified block format
 The heading, closing and signature are aligned along the
right margin.
 All the other elements are aligned along the left margin.
 Paragraphs are indented.
1

…Cont.
Full block format
 All elements are aligned along the left margin.
 Paragraphs are not indented
i. Application Letter
 This is also called cover/covering letter
Is a kind of letter you write asking to be considered for a job
post, tender, join an association etc.
 It briefly introduces a job seeker’s work history, professional skills,
and personal interest in applying for a job
 The applicant should possess the qualifications for the
requirements of the job, tender etc. applying for.
…Cont.
iii. Complaint Letter
 Is written by a person who experiences or suffers from
particular problem, and addresses the letter to the
causer/source of the problem or any responsible party or
organ entitled with the responsibility to correct the
problem/situation.
 The purpose is to express a complaint;
 When you write this kind of letter clearly explain the
problem with details then propose a fair and appropriate
request.
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TYPES OF BUSINESS LETTERS
 There are several types depending on the purpose.
 They include informing, asking for information or service,
complaining, inviting, applying for a job, recommending
some one, dismissing one from job, apologising and so on.
 Almost all business letters are written in the same format
but differ in content.
 The following are types of business letters;
….Cont.
ii. Inquiry Letter
 The purpose of this letter is to ask for information,
 State clearly what information you are requesting and
 Briefly state why you need that information
 Specify when you need the answers.
…Cont..
iv. A letter of apology
 Is the letter you write to admit making certain mistakes and
asking to be pardoned.
 Or is the letter that you write to confess your wrong deeds
and ask for an excuse from those people to whom you did
the mistakes so that they would forgive you.
2

….Cont.
v. Termination Letter
 Is a letter written to an individual especially found with
misconduct in order to exclude him or her from service in
the organisation.
 A termination letter is also called dismissal letter.
…Cont.
vii. An opinion letter
 Is a letter you write to express your feelings, attitudes, beliefs,
emotions and own understanding of the world.
 In an opinion letter, you intend to influence your reader accept
your opinion or an opinion of someone else that you support.
 When you’re writing, present your opinion clearly, say why you
hold such an opinion and point out the action you would wish to
be taken.eg Letter to the editor.
ESSENTIAL PARTS OF A BUSINESS LETTER
 Normally business letters consist of the following parts:
i. Letterhead
 Is used by organisations and institutions, not individual
 It consists of organisation name, logo and contacts (email,
postal address and phone number)
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….Cont.
vi. Letter of resignation
 Is the letter that you write to surrender your position or
end up membership in an organisation or association.
 In a few instances you may resign from a position but
continue with an organisation.
…Cont.
viii. Recommendation/reference letter
 Is a letter you write to introduce and support the applicant to
prospective employer.
 Say how you knew the applicant (boss, colleague, employer
etc.)
 Is normally written by you referee to positively introduce your
technical and social skills.
 The letter can be specific for a particular job or just general
(blanket) for use for any potential employer.
….Cont.
ii. Sender’s address
 This is written at the top right of the letter,
 Normally it consists of postal box number and the
town/place where the post office is located.
 It may also have the name of a street, organisation, or
village the writer belongs.
 You may include a line after the address and before the
date for contact information.
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…Cont. …Cont.
iii. The date iv. Reference Number
 The date appears below the senders address and is followed by  Letters between office to office or office to an individual
a full stop. normally carry a reference number.
 It shows the day on which the letter was written.  It appears on the left side before receiver’s address
 It consists of the day, month, and year.  The number indicates the initials of the office or institution,
subject, volume of the file and number of the letter in the file.
 Example of alternative styles of writing dates; 10th May, 2021 or
For example; MUST/CM/VOL.I/22.
10.05.2021 or 10/05/2021.

…Cont.
v. Receiver’s address
 This is also called inside address
 The receiver of a letter is also referred to as the recipient or
addressee.
 His or her address is written on the left side.
 It appears about two spaces bellow the date.
 In an application letter, the addressee’s address normally
consists of the title of a person you are writing to.
 Titles may include Headmistress, Managing Director,
Human Resource Manager etc.
….Cont.
 Because of some formalities and protocols, sometimes the
writer of a business letter may not have direct and clear
recognition to the addressee.
 In that case the third party is needed to link the two parties
(the writer and the addressee).
 The letter has to pass through and be recommended first by the
intermediate third party before sending it to the target
addressee.
 Thus, the intermediate third party recommends for approval or
disapproval of the letter.
 As a norm, the intermediate address of the authoriser is
preceded by U. F. S (Under Further Signatory) example;

….Cont. ….Cont.
The Vice Chancellor, vi. Salutation
Mbeya University of Science and Technology,  The greeting in a business letter is always brief and formal.
P.O.Box 131,
 Which one you use will depend on whether you know who you
Mbeya. are writing to how well you know them and the level of formality
in your relationship.
U.F.S  Use “To Whom It May Concern:”- only if you don’t know whom,
Deputy vice Chancellor- Academics, specifically, you are addressing. (e.g. in most general reference
Mbeya University of Science and Technology, letter).
P.O.Box 131,  “Dear sir/Madam”-If you do not know well the recipient.
Mbeya.
 You may also use: Dear/Dear Madam/Dear Sir etc.

4

….Cont.
vii. The Heading or Letter title
 Business letters have headings.
 The heading states the topic of the letter;
 It is a brief statement which summaries the content.
 When you write with a free hand, underline the title.
• RE: APPLICATION FOR A POST OF A PROGRAMMER
• RE: Order for 20 Dozens of Batik
• NB: RE: stands for “ Refer to”
….Cont.
 The first paragraph go directly saying what you want.
• Example; I am writing to apply for a job as a computer scientist
as advertised in the Daily News of 10th December, 2022.
 The second paragraph describes the relevant experience and
qualifications you hold.
• Example; I am a graduate (computer science) from Mbeya
University of Science and Technology. Since my graduation I have
been working as a part-time employee at Mbeya referral
hospital. I have the experience of two years so far.
….Cont.
ix. Complementary close
 To close the letter, insert a phrase such as:
 Yours sincerely,
 Yours respectfully - If you are not familiar to the person you are
writing to
 yours faithfully - If you are familiar to the person you are
writing to
 Best wishes/Best regards/Regards - If the person is a close
business partner etc. followed by a comma.
 Leave space between the closure and sender’s name for the
signature once the letter is printed
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….Cont.
viii. The Body of the Letter
 The body of the letter should be formal and very brief.
 Use simple, grammatical and clear language.
 Use single-spaced lines, except between paragraphs, where a
double-spaced line should be inserted.
 Normally the body of an application letter has about four
paragraphs, each paragraph with its purpose as follows;
….Cont.
 The third paragraph explains why you want the job and why
you think you are the right person for the position.
• Example; I would like to work with your organisation because I
need to face the new challenges which will contribute to the
opportunity for professional development.
 The fourth paragraph: Mention the attachment(s) and give
promise on whether you are ready to appear for an interview.
• Example; With this letter I have attached copies of my
certificates and a copy of CV for your reference. I am eagerly
waiting for a positive response. I am also ready for an interview
at almost any time.
….Cont.
x. Name and Signature
 Signature consists of a special mark (a sign) specific to the
individual followed by the name of the person writing the letter.
 Signature can be legible or illegible.
 Never sign by capital letter.
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WRITING MEMORANDUM …Cont.

 Is commonly abbreviated as “memo” iii. The name/title of the writer
 A memo is a brief note that we write within an organisation for • The name comes after the word “FROM:” which means the
delivering information.
person who has written the memo .This is sometimes indicated
 Usually used for urgent issues needing quick response by the title of someone like Manager, Headmaster, Director,
Principal etc.
FORMAT OF A MEMORANDUM
i. Title
iv. The date on which the memo was written
• The title is simply written “internal memorandum” or memo.
ii. The name/title of the addressee • This indicates the exact date on which the memo was written
This helps to know if the memo is delivered on time or not
• The name comes after the word “TO:” which means the person or
group of people to whom the memo is intended.

…Cont. Example of a memo

v. The subject matter

• This shows the topic of the memo or it explains the concern of
the memo.
vi. The body of the memo
• This part shows the details of the memo, that is the full
information.
vii. Complimentary closure.
• This is a final remark
viii. Signature and Name of the writer.

PREPARING A CURRICULUM VITAE ….Cont.

• Curriculum Vitae (CV) originates from Latin and it means “course of life”
• It is a document usually written and attached to your application letter
showing your academic and experience details
• The information given in a CV adds details to the letter showing how you
suit in the position you are applying for
CV Vs a Resume
• In some context CV and Resume are used interchangeably to mean just
the same thing
• However the two are similar but do not present exactly the same content
• Resume is a French word by origin and it means “summary of an
individual’s work life”
• A CV list all the details about a person academic and job history while a
Resume summarises only relevant qualifications and experience for a
specific job
• A CV is comprehensive while a resume is concise
• A CV has no page limit while a resume should have a maximum of two
pages
• A CV is usually static while a resume is dynamic, changes according to the
job
• A CV includes referees while a Resume does not
• A CV is widely used while a resume is common in USA and Canada

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COMPONENTS OF A CV ….Cont.
(i) Personal Details (iii) Work Experience

• Full names, sex, place and date of birth, address and other
contacts. You may also include your marital status
• Never include your religious affiliation here, is unnecessary
(ii) Educational Background
• Identify the schools and colleges you attended, the year and
awards granted
• Begin with the most recent institution, present in reverse
order (PhD, Masters, Bachelor, Diploma etc.)
• This may be presented in tabular form
• Present your employment records starting with the most
recent
• Include the employer, duration, position and core responsibility
for each position
(iv) Professional Seminars
• Mention relevant seminars, symposium, conferences,
workshop etc. you attended
• Include place, organiser, central theme and duration
• This should be presented in reverse order

….Cont. ….Cont.
(v) Researches and Publications (vii) Professional Awards and Certificates
• List researches you participated and publications such as reports, • Here list any special professional award or and certificates
books, chapter(s) in books, journals, papers etc.
and the authority which offered you
• Even publications which are in progress are included
• Present various presentations and their themes • Start with the most recent
(vi) Affiliation - Best worker award
• Talk about your membership in various professional boards and - CNN multi choice journalist of the year
associations
- Engineers’ Registration Board (ERB) - Nobel peace prize etc.
- Tanzania Nurses and Midwives Council (TNMC)
- Tanganyika Law Society (TLS) etc.
• These add credibility to your CV

….Cont.
(viii) Hobbies
• List things you like doing after work as part of refreshment
• A hobby should not be something obvious that everybody does
• It should also not involve generation of income
- Gardening, jogging, swimming, reading, watching movies, listening
music, singing, playing football etc.
(ix) Other Related Information
• Include any other skill worth mentioning
- Computer skill [specify the programmes]
- Fluency in foreign language
- Possession of driving licence [specify the classes] etc.
….Cont.
(x) Referees/ References
• List names, tittle, organisation and contacts of the people
who know you well and are willing to testify about your
personality either orally or by writings
• A referee should know you for sometimes but should not be
a family member
• You must ask for the consent for your referee before you use
his/her name in your CV
• Preferably; former teachers, supervisor, employer, mentor
etc.

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REPORT WRITING ….Cont.

• To report is to tell about certain event that has already taken
place
• A report therefore, is a piece of information that informs about
certain past event
• The primary purpose of writing a report is to inform about
certain past event. A report is therefore all about a past
experience
Types of Reports
Criteria used to classify reports
(i) Theme (subject matter or topic)
• These are called thematic reports
• They include academic repots, agricultural reports, economic
reports, political reports, religious reports, sports and games
reports etc.
(ii) Time Interval
• They are called periodical reports
• They are based on duration between the production of one
report and the other
• They include daily reports, weekly reports, monthly reports and
annual reports etc.
(iii) Circumstance/occasion
• There are circumstantial and occasional events which need
occasional or circumstantial reports

….Cont. ….Cont.
• They originate from events not planned but of interest thus (v) Degree of Formality
need special attention • Looks at the status and level of acceptance of a report for
• These are usually guided by specific objectives called point of serious consumption in the society
reference - Here we get formal - serious reports
• Sometimes these reports are directly associated with the informal – less serious reports
chairperson of the committee and named after his/her name
- Makweta’s report, Warioba’s report, Mwakyembe’s report etc.
(iv) Authorship and ownership
• Here you look at who writes and consumes the report
• They include public reports, private reports, regional reports,
organisational reports etc.

COMPONENTS OF A REPORT ….Cont.

• The components do vary depending on the nature and (ii) Acknowledgements
purpose of the report • List individuals and organisation helped you financially or
• In some contexts, you will be given specific format to follow morally in completion of the report and other related works
• Generally, the formal report comprises of the following parts; (iii) Table of Contents
• Is a clear, well-formatted list of all sections and sub-sections of
(i) Title Page the report and their page numbers
• It should include: (iv) Abstract
- Name of the report • Is an executive summary of the entire report
- Names of the writer or author • Includes brief presentation of the major findings, conclusion
- Logo of the organisation if the author is under an organisation and recommendations
• Abstract gives a general overview of a report
- Date of submission

8

….Cont.
(v) Introduction
• Talk of the purpose of the report
• Briefly explain the problem and show the reader why the
report was needed
• Include the background information
• Indicates methods of investigation
• Scope of investigation; areas of coverage
• Normally this is done in one page
….Cont.
(ix) Bibliography/References
• A list giving the full details of all the sources to which you
passed through
(x) Appendices
• Supplementary materials which support the findings
• Any other supporting data
• Tools for data collection may also be included here
Individual Assignment
Your home district council has scarcity of computer
technicians to operate the available computers at the district
headquarters thus, posing challenges on records keeping and
timely accomplishing some activities. As a computer scientist,
you have been appointed by the competent authority to check
on the situation and suggest short and long term solution.
Write an imaginary, brief, clear and well informing report on
how to get rid of this challenge. Don’t include table of
contents, bibliography/reference and appendices.
NB: You will be given four (4) minutes to present the report
orally in the class then submit the written version.
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….Cont.
(vi) Findings
• Analyse and present the facts obtained
• The presentation must be supported with evidences from the field
(vii) Conclusion
• Present deductions based on findings
• Show the implications of the findings
• Show the significance and relevance of the report
(viii) Recommendations
• Suggestions and advices based on the conclusion
• Is a very important section since it gives possible solutions and
decisions
Qualities of a Good Report
• It should contain only facts from the field, not assumptions
• It should be objective; based on facts and not influenced by
personal beliefs or feelings
• Should be neat and precise
• Should have logical arrangement to be easily understood
• Should employ clear choice of words: unambiguous
• Should use past tense