Writing is a skill and, like other skills, has to be learnt. Although writing is important (through writing we convey ideas, give instructions, set out legal agreements, etc.), most people have never really considered what writing skills are. In fact, writing is a lot more than just using accurate grammar and choosing appropriate vocabulary. Writing accurately is, of course, important, but there are a lot of other aspects to consider.

Functional phrases

Every language has special phrases which can be used for a particular purpose. For example, if you are writing a letter in English, it is usual to start by referring to a previous letter or meeting. If you wish to offer the reader further assistance, there are special phrases you can use at the end of your letter. One example is: "If you have any further questions, please do not hesitate to contact us." You may wish to make a recommendation. Again, you will need a special phrase. These functional phrases are very important because they act as signals to the reader - they make your messages clearer to the reader.

Tone

Tone is another important aspect of writing. The tone with which you express yourself in writing can be strong, neutral or tentative. For example, you may wish to express your view strongly when making a recommendation: "We strongly recommend that you introduce the new system as soon as possible." This makes it clear to the reader that it is very important. At other times, you may wish to make a more tentative suggestion.

Clarity and Style

It is sometimes difficult to write clearly in a foreign language. Short, simple sentences aid clarity. Another important rule is to limit the amount of technical "jargon" that you use, particularly in letters to clients who are not experts in your own specialised field.

Style varies from language to language and so it is important to consider what is acceptable in the language you are using. Written English is much more formal than spoken English. For example, spoken English has a lot of contractions (short forms, such as it's for it is). These are never used in formal written English.

Cohesion

Cohesion means holding "holding together" or "linking". It is concerned with linking words in sentences and linking between paragraphs. There are special connecting words and phrases you can use to refer to earlier and later parts of a text.

Organisation

All written documents need to be well organised. This means that they need to be properly structured with ideas presented in a logical sequence. Paragraphs should also be in a logical order and should be linked. Long texts should be divided up and different parts of the text should have headings and sub-headings. Layout is also important. Different languages have different conventions about the layout of letters and reports.

Punctuation

Punctuation also varies from one language to another and the incorrect use of punctuation can sometimes affect the meanings of a text.

The writing process

Finally, it is vital to consider the actual writing process. Very few people can just sit down and produce a well-written document in a foreign language without a lot of preparation. The process of writing should always include setting your objectives for producing the document, careful consideration of the reader and of the language to be used. You will probably then write several "drafts" (rough copies) which you will evaluate and review before producing the final version.

Linguarama Writing Skills Book