Unit 4: Writing

PEL134 — Upper Intermediate Communication Skills-Ii 10 min read

I. Orientation: Writing as Purposeful Communication

Writing is the planned communication of ideas, information, feelings, or arguments through organized language. Effective writing depends on audience, purpose, context, tone, structure, accuracy, and appropriate format.

Purpose: A summary informs briefly; an essay argues or explains; a CV presents qualifications; a blog engages readers.
Audience: Word choice and formality change according to whether the reader is an employer, teacher, friend, or general online audience.
Organization: Most effective texts contain a clear opening, logically arranged development, and suitable conclusion.
Coherence: Ideas should connect through paragraph order, reference words, repetition of key terms, and logical linkers such as however, therefore, and in addition.
Accuracy: Grammar, spelling, punctuation, vocabulary, and factual details must support meaning.
Convention: Each genre has expected features, such as subject lines in e-mails, addresses in letters, and headings in CVs.

II. Writing Summary: Condensing Essential Meaning

A summary presents the main ideas of a longer text in fewer words without changing its central meaning. It selects essential information and removes supporting details that are not necessary.

A. Writing summary

A good summary identifies the text’s central message and restates only its most important points.

Reading: Read the complete source first and identify its subject, purpose, thesis, and major supporting ideas.
Selection: Keep facts that develop the main argument; remove examples, repetition, descriptions, quotations, and personal opinions.
Structure: Follow the original logical order unless a clearer arrangement is required.
Language: Use concise sentences and reporting verbs such as argues, explains, claims, and emphasizes.
Objectivity: Do not add judgments such as “This is a very interesting idea” unless the source itself expresses that judgment.
Length: A summary is substantially shorter than the source; a 500-word article might be reduced to approximately 100–150 words, depending on instructions.

III. Paraphrasing: Restating Without Distortion

Paraphrasing expresses a source idea in new wording and sentence structure while preserving its meaning. It is usually similar in length to the original idea and is useful for avoiding unnecessary quotation.

A. Paraphrasing

Effective paraphrasing changes both vocabulary and grammatical structure rather than replacing a few words with synonyms.

Meaning first: Understand the complete idea before rewriting it; isolated word substitution can produce inaccurate meaning.
Vocabulary: Replace suitable terms with natural alternatives, such as rapid with fast, but retain technical terms when no equivalent exists.
Structure: Change active voice to passive voice, combine sentences, alter clause order, or change a noun phrase into a verb phrase.
Attribution: Identify the source when using its idea, for example, “The researcher suggests that…”
Accuracy: Preserve qualifications such as often, may, mainly, or approximately; changing “may improve” to “will improve” changes the claim.
Example: “Online learning can reduce travel costs” may become “Students may spend less on transportation when they study online.” The possibility and main relationship remain unchanged.

IV. Formal E-mail Writing: Professional Electronic Correspondence

A formal e-mail communicates with institutions, teachers, employers, customers, or officials. Its purpose may be to request information, apply for an opportunity, make a complaint, or provide an official response.

A. Formal e-mail writing

A formal e-mail should be concise, respectful, clearly structured, and appropriately addressed.

Subject line: State the purpose specifically, such as Request for Internship Information, rather than Hello or Important.
Salutation: Use “Dear Sir or Madam” when the recipient is unknown, or “Dear Dr Khan” when the name and title are known.
Opening: Introduce the purpose directly: “I am writing to enquire about the summer internship programme.”
Development: Present necessary details in short paragraphs; number separate requests when several points must be answered.
Tone: Use formal forms such as I would appreciate, could you please, and I look forward to your response.
Closing: End with “Yours faithfully” when the recipient’s name is unknown and “Yours sincerely” when the name is used.
Attachments: Mention them clearly: “Please find my CV attached.” Check that the file is actually attached before sending.

V. Picture Description: Turning Visual Information into Language

Picture description converts observable visual details into an organized verbal account. The writer should move from general impression to specific evidence rather than list unrelated objects.

A. Picture description

A clear description explains what is visible, where it is located, and what may be happening.

Overall view: Begin with the setting and main impression, such as “The photograph shows a busy marketplace.”
Position: Use spatial expressions: in the foreground, at the centre, in the background, on the left, and behind the building.
Observation: Describe visible facts before interpretation; “A child is holding a red umbrella” is stronger than an unsupported guess.
Action: Use present continuous for visible activities: “Several people are waiting near the entrance.”
Detail: Mention colour, size, clothing, weather, facial expression, and significant objects only when they contribute to the image.
Interpretation: If inference is necessary, use cautious language such as “They appear to be celebrating.”
Sequence: Organize the description from general setting to foreground, middle ground, background, and final impression.

VI. Essay Writing: Developing an Organized Argument

An essay is a sustained piece of writing that explains, discusses, evaluates, or argues a particular topic. Its effectiveness depends on a focused thesis and paragraphs that each perform a clear function.

A. Essay writing

A successful essay connects a central position with logically developed evidence.

Introduction: Provide context, define the issue if needed, and state the thesis; the thesis should answer the question rather than merely repeat it.
Body paragraphs: Begin with topic sentences, follow with explanation and evidence, and end by linking the point to the thesis.
Argument: Use claims supported by reasons, examples, facts, or consequences; distinguish evidence from personal assertion.
Counterargument: Acknowledge an opposing view and respond to it with evidence or a stronger explanation.
Cohesion: Use transitions such as in contrast, as a result, and for example to show relationships between ideas.
Conclusion: Restate the argument in fresh wording, synthesize the main points, and avoid introducing a new major argument.
Revision: Check whether every paragraph answers the question, whether evidence is relevant, and whether grammar obscures meaning.

VII. Blog Writing: Informative and Engaging Online Text

A blog is a web-based text written for a broad or specialized audience. It commonly combines information, personal experience, opinion, and direct engagement with readers.

A. Blog writing

An effective blog has a recognizable voice but remains organized, readable, and relevant to its audience.

Title: Use a specific, attractive title such as “Five Practical Ways to Reduce Food Waste.”
Opening: Begin with a question, brief experience, surprising fact, or clear statement that establishes relevance.
Organization: Use short paragraphs, subheadings, lists, and examples because online readers often scan rather than read continuously.
Voice: A conversational style may use “you,” contractions, and personal experience, but accuracy and respectful language remain necessary.
Engagement: Address readers directly and invite reflection through a final comment or practical suggestion, without using excessive informal expressions.
Evidence: Support factual claims with concrete details; distinguish personal opinion from verified information.
Ending: Conclude with a memorable insight, recommendation, or question connected to the opening.

VIII. Informal Letter Writing: Personal Communication

An informal letter communicates with a friend, relative, or close acquaintance. It allows personal expression, emotion, advice, news, and conversational interaction.

A. Informal letter writing

An informal letter should sound natural and personal while maintaining a clear sequence of ideas.

Layout: Include the writer’s address and date, greeting, introduction, body paragraphs, closing expression, and signature where the conventional format is required.
Greeting: Use forms such as “Dear Sara,” “Hi Ahmed,” or “Dear Uncle,” depending on familiarity.
Opening: Refer to previous contact: “It was great to hear from you last week.”
Content: Cover each required point in a separate paragraph, using personal details rather than general statements.
Style: Contractions, phrasal verbs, and expressions such as “I’m really pleased” are acceptable when they suit the relationship.
Closing: Use “Best wishes,” “Take care,” or “Lots of love,” followed by the writer’s first name.
Register: Informal does not mean careless; spelling, punctuation, and paragraphing still affect clarity.

IX. Recreating Text: Transforming Content for a New Purpose

Recreating text means rewriting existing content in a different form, voice, viewpoint, audience level, or genre. The new text must retain essential information while adapting its presentation.

A. Recreating text

Successful recreation requires identifying what must remain unchanged and what may be transformed.

Core content: Preserve key events, facts, relationships, or messages; do not invent information that contradicts the source.
Viewpoint: A third-person report can become a first-person diary entry, changing “She felt nervous” to “I felt nervous.”
Genre: A news report may become a blog post, e-mail, dialogue, letter, or announcement, each requiring different conventions.
Audience: Simplify vocabulary for children or explain technical terms for general readers.
Tone: A formal notice may be recreated as a friendly message, but the purpose and essential instructions must remain clear.
Sequence: Maintain chronology when events depend on order; use time markers such as later, the following day, and finally.
Integrity: Do not confuse recreation with copying; sentence patterns, voice, and organization should suit the new context.

X. CV Writing and Portfolio Making: Presenting Professional Evidence

A CV is a concise document presenting education, experience, skills, and achievements for employment or academic opportunities. A portfolio is a selected collection of work that demonstrates actual ability through evidence.

A. CV writing and Portfolio making

Both documents should present relevant strengths clearly, honestly, and in a form that can be scanned quickly.

CV profile: Begin with a short professional summary stating field, experience level, and strongest relevant abilities.
Education: List qualifications in reverse chronological order, including institution, programme, and completion date.
Experience: Describe responsibilities and measurable results, for example, “Organized a three-day event for 120 participants.”
Skills: Separate relevant categories such as communication, software, languages, research, and technical skills.
Portfolio selection: Include the strongest and most relevant work, such as reports, designs, presentations, publications, or project links.
Evidence: Add a brief description of each item, explaining the role, tools used, outcome, and skill demonstrated.
Professionalism: Use consistent dates, headings, typography, file names, and contact details; obtain permission before displaying confidential work.

XI. Format and Techniques for Designing a General and Specialized CV

CV design should make relevant information easy to locate while adapting emphasis to the target role. A general CV presents broad employability; a specialized CV highlights evidence for one profession or vacancy.

A. Format and techniques for designing a general and specialized CV

The best format combines readable design with deliberate selection of information.

General CV format: Use sections such as contact details, profile, education, experience, skills, achievements, and references; this format suits varied applications.
Specialized CV format: Reorder sections to foreground field-specific evidence, such as laboratory techniques for a science role or published work for an academic role.
Chronological technique: List recent experience first; it is effective when employment history is continuous and relevant.
Functional technique: Group abilities by skill area; it can emphasize transferable skills but should not conceal dates or employment gaps.
Tailoring: Match the vacancy’s language, such as project coordination or data analysis, only when the applicant can support the term with genuine evidence.
Design: Use one or two readable fonts, consistent spacing, clear headings, and bullet points; avoid decorative graphics that reduce scanning or applicant-tracking compatibility.
Length and order: Keep content concise, usually one or two pages for an early-career applicant, and place the most relevant information near the top.
Final check: Verify contact details, dates, verb tense, spelling, links, file format, and whether the document clearly answers the employer’s requirements.