Effective Mechanics Of Writing

How to write a useful Proposal, Application,

Report, Suggestions and E-Mail

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 Introduction

• It is transfer of information, thoughts or ideas

to create shared understanding between a
sender and a receiver. The information may be
written or spoken, professional or social,
personal or impersonal to name a few
possibilities.

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Clear Writing Starts With Clear Thinking
• Use clear words and clear thinking:
• Example:
Clunky Words Clear Words
A majority of Most
At the present moment Now
Due to the fact that Because
> My first visit to Dubai will always be
remembered by me
> I will always remember my first visit to
Dubai. 3
 Three Steps Of Effective Writing
• Planning:
• Purpose of message.
• Analyze the audience.
• Established main idea.
• Select channel & medium.

• Composing:
• Organize your message.
• Formulate the message.

• Revising:
• Edit your message.
• Review your message.
• Produce your message.
• Proof reading the message.
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 Define Message Purpose

– Clear purpose.
– Rational Purpose.
– Creating goodwill of the organization.
– Understanding your message in good manner.
– Focus on the contents.
– Understand your message type → General or
specific.

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 Analyze Your Audience

– Who is your message audience.

– Determine the size and composition of audience.
– Focus on the common interest of your audience.
– Gauge the audience level of understanding.
– Understand the audience need.
– Understand the audience culture.
– Understand the audience attitude.

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 Established Main Idea
– Story’s teller tour.
– Random list.
– FCR work sheet.
– Question and answer chain.

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 Select Channel And Medium
• Oral:
– Words
– Speech
– Sentences
• Written:
– Presentation
– Brief
– letter
• Electronics:
– E-mail
– Text message
– Telegram
– Video calls

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 Organize The Message

– Clarity.
– Avoid to write long message.
– Avoid different idioms and phrases.
– Use easy words → understand able.
– Try to save audience time.

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 Formulate The Message

– Watch your style during the composing message.

– Established your relationship with audience.
– Use humor only with great care.
– Use “You” attitude.
– Avoid “You” and “Yours” to excess when assigning
blame on anyone.
– Established credibility, don't make false promises.

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 Edit The Message
– Content and organize the message.
– Grammar mechanics.
– Format editing.
– Avoid confuse spelling.
– Use strong words.
– Use positive verbs.
– Use familiar words.
– Use bias free language.

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 Rewriting Your Message

– Re-write passage.
– Re-write sentences.
– Crete effective sentences.
– Avoid complex and compound sentences.
– Develop coherent paragraph.
– Explain cause and effects.
– Explain problem and solution.

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 Producing Your Message
• Design Elements of Message:
» Heading and caption
» Type face
» Type style
» Consistency
» Balanced
» Restraint
» Detail

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 Proofreading Of Message
– Grammar check.
– Spelling.
– Purpose of message.
– Language.
– Style.
– Tone.
– Effects on business.

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 Use Simple Language
• Use plain words.
• Read easily.
• Understand able.
• No double meanings.
• Ignore abusing.
• Use active voice.
• Remove repetition.

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 Identify Your Purpose
• Determining the purpose of your message is
the first step in deciding what you want to say
and how you want to say it.
• Are you addressing multiple readers or a
single reader?
• How much knowledge do your readers have of
your subject.
• what are the aims and objectives of your
message.
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 Analyze Your Audience
• Audience analysis involves identifying the
audience and adapting a speech to their
interests, level of understanding, attitudes,
and beliefs.
• Audience expectations
• Knowledge of topic
• Attitude toward topic
• Audience size
• Demographics:(age, gender, religion, occupation) 17
 Choose Your Ideas
• A thought or collection of thoughts that
generate in the mind. An idea is usually
generated with intent, but can also be created
unintentionally.

• Positive ideas
• Express what you think
• Audience expressions

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 Collect Your Data
• After you have decided what ideas to include,
you must determine whether you need
specific facts, figures, quotations or others
forms of evidence to support your point.
• Be sure to collect enough data to support your
ideas.

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 Organize Your Message
• Before you write your first draft, outline your
message on a paper. The order in which you
present your ideas is as important as the ideas
them-selves.

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 SPELLING, GRAMMAR, AND
PUNCTUATION
• This element of good writing counts only when
it’s wrong. Fair or not, your reader will notice
your spelling, grammar, or punctuation only
when you make a mistake.
– Spelling, including technical terms and proper names,
is correct.
– Correct words are used to convey the intended
meaning.
– Punctuation, particularly comma placement, reflects
standard usage.
– Copy is free of mechanical errors and mistakes in
proofreading.
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 7C’s
• Completeness: (Complete information provide, Use Five W’s)
• Conciseness: ( Include only relevant material, Avoid repetition)
• Consideration: ( Focus on “You” instead of “I” )
• Concreteness: ( Existence, real world, truth, Sensibility)
• Clarity: ( One idea into a sentence)
• Courtesy: ( Use expressions that shows respect not attitude)
• Correctness: ( Select the right level of language for your
communication)

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 Conclusion
• This chapter does not (and could not) provide a
complete run-down of formal English language usage.
You would do well to bookmark a couple good
reference sources to consult when questions arise. If
your writing usually has a lot of errors in it, don’t
despair. Identify one or two practices to master and
then learn them, using the feedback from your
instructors as a guide. You can’t become a flawless
writer overnight (and no one writes flawlessly all the
time). But over the course of a few semesters, you can
certainly produce more precise text that presents your
ideas in their best light.

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