Writing

By Dr. DERDOUR Abdessamed. Writing. Methodology!.

1. Develop Essential Writing Skills. 2. Address Specific Writing Challenges. 3. Master Document Structuring. 4. Promote Effective Research Techniques. 5. Enhance Writing Mechanics and Style. 6. Guide Through Formal Document Creation..

INTRODUCTION. This course is designed for students in the fields of Science and Technology. It focuses on enhancing writing skills through practical exercises, addressing challenges faced in writing academic documents such as research papers, internship reports, letters, and crafting a quality Curriculum Vitae. The 'Writing Methodology' module is tailored for first-year students in the Common Core of Science and Technology (ST), aiming to address observed deficiencies in document preparation within specified deadlines..

The course does not aim to improve language proficiency but rather emphasizes structuring individual written pieces. The term "writing" encompasses any document facilitating communication, such as requests, skill presentations, or authored works like theses and articles..

“Chapter 01 Serves as a foundational guide to the essential principles of effective communication, offering a thorough recap of general writing techniques and standards. Focused on administrative letters, it illuminates the nuances of summarizing, letter writing, and formal requests. Notably, the chapter provides a spotlight on crafting an attractive and high-quality Curriculum Vitae, unveiling guidelines crucial for professional success in a competitive landscape. This chapter is not just an introduction but a key to mastering the art of written expression, setting the tone for a journey into the intricacies of effective communication...

CHAPTER 01. Recap of general writing techniques and standards, applied to administrative letters. It includes guidelines for crafting an attractive and high-quality Curriculum Vitae.

7. Definition and purpose of administrative letters.

8. 1. Administrative letters are used to communicate essential information within an organization. This could include updates on policies, procedures, organizational changes, or other relevant matters. The goal is to ensure that all relevant parties are informed of important developments..

Organizations use administrative letters to formally request information or action from individuals or departments. This could involve asking for reports, updates, or specific tasks to be completed within a specified timeframe..

10. 5. Administrative letters can serve as formal acknowledgments of received documents, payments, or other items. They are also used to confirm arrangements, appointments, or agreements, providing a written record of the understanding between parties..

In legal and contractual matters, administrative letters are often used to formalize agreements, convey legal notices, or address compliance issues. These letters help establish a clear record of commitments and obligations..

Types of administrative letters.

13. 1. Purpose: Cover letters are typically submitted with job applications and resumes. They introduce the applicant, highlight key qualifications, and express the candidate's interest in the position. Cover letters aim to persuade the employer to consider the enclosed resume and grant an interview..

Purpose: Acknowledgment letters are sent to formally confirm the receipt of documents, payments, or other items. They express gratitude and provide assurance that the received materials will be processed or reviewed accordingly..

15. 5. Purpose: When individuals encounter issues or problems, they may write complaint letters to express their concerns formally. These letters detail the problem, request resolution, and often seek corrective action or compensation.

Purpose: Meeting request letters are written to formally request a meeting with an individual or a group. They specify the purpose of the meeting, proposed agenda items, and suggest potential dates and times for the meeting..

17. 9. Purpose: Permission letters are used to formally request permission for specific actions or activities. This could include seeking approval for a project, requesting time off, or seeking authorization for certain actions..

An Exemple of Administrative Letter.

19. First of all, make sure you spell the recipient correctly. Also be careful in choosing the title. For gentlemen from Mr. With last name and for ladies from Ms. Use Dear after surname. For married women, you can use the title Mrs. Use also, but in modern English, especially American English, use Ms. It's better..

20. In very informal situations or in situations where the parties have a long and friendly correspondence, a small name can be used instead of a title, but be careful. In case we do not know the recipient's name, you can use the phrase Dear Sir or Madam. If we only know the gender of the recipient, the use of Dear Sir or Dear Madam is also correct..

21. Note that the phrase To Whom It May Concern, although used in English correspondence, is not very appropriate because it is too cold and soulless. For this reason, we recommend that you do not use this phrase. In addition, you can use job titles, which is more common in in-house correspondence. Common phrases and corrections in the English administrative letter.

22. Examples of some common phrases in English correspondence to address the recipient of the letter below : Dear Mr. Saidi, Dear Ms. Touati, Dear Brahimi Mohamed: Dear Editor-in-Chief: Dear Director Dear Sir or Madam: Dear Madam Dear Sir, Dear Colleague.

23. Most English letters can start with a greeting or a greeting. Note that long greetings have no place in official and administrative letters and should be avoided. The following expressions can be used as examples: I hope you are enjoying a fine summer. Thank you for your kind letter of January 5th. I came across an ad for your company in The Star today. It was a pleasure meeting you at the conference this month. I appreciate your patience in waiting for a response. After a short introduction, state your purpose for writing the letter in one or two sentences. I'm writing to enquire about... I'm interested in the job opening posted on your company website. We'd like to invite you to a members-only lunch on April 5th..

24. Second and Third Paragraphs Explain the issue in a few short paragraphs. Note that if the subject of the letter ends in a paragraph, do not write extra paragraphs. Remember that one of the principles of English correspondence is that administrative letters should be as short as possible..

25. However, bad or sensitive news is not usually mentioned in the first paragraph. It is better to put bad news, rejected offers, and sensitive information in the second paragraph. Below are a few sentences to announce the undesirable facts and bad news : We regret to inform you... It is with great sadness that we... After careful consideration we have decided....

26. Final Paragraph List requests, reminders, and attachments in the final paragraph. If necessary, add your contact information in the last paragraph. Office letters usually end with a call to action. The following statements are appropriate for the conclusion. I look forward to... Please respond at your earliest convenience. I should also remind you that the next board meeting is on February 5th. For further details... If you require more information... Thank you for taking this into consideration. I appreciate any feedback you may have. Enclosed you will find... Feel free to contact me by phone or email..

27. Closing Below are some common phrases to end an English office letter. Enter your full name after this phrase. Write your name in the letters by hand (sign). This is not necessary in email. After these phrases, a comma is usually placed. Of course, if you did not use a punctuation mark at the beginning of the official English letter, it is best not to use it here: Yours truly, Yours sincerely, Sincerely, Sincerely yours Thank you, Best wishes All the best, Best of luck Warm regards,.

28. Examples of some common phrases in English correspondence to address the recipient of the letter below : Dear Mr. Saidi, Dear Ms. Touati, Dear Brahimi Mohamed: Dear Editor-in-Chief: Dear Director Dear Sir or Madam: Dear Madam Dear Sir, Dear Colleague.

29. It is best to use a conversational tone when writing an English office letter. This means avoiding general sentences and addressing the reader directly. Ask your questions directly and avoid indirect questions. Use active sentences as much as possible. Always address yourself as (I) and refrain from using us (we) unnecessarily. Use polite modal verbs. (Would instead of will) Be sure to reread the letter and rewrite the incomprehensible sentences. Be sure to mention the date in the official English letter. To avoid ambiguity, avoid writing a numerical date and name the month..

derdour@cuniv-naama.dz. Thank You. For Listening !.