SMART SKILLS
Write right
Usha Albuquerque

MANY people who express themselves quite well through speech find it difficult to put their thoughts down on paper. They also find it hard to understand why their writing does not achieve the same positive response from their audience as their speaking might have. What is often forgotten or overlooked is the fact that it is not only the content of our communication that matters, but also the form.

The only place for a poorly written application is, unfortunately, the waste paper basket. Prospective employers do not have the time or inclination to try to decipher what you have written, no matter how fancy your qualifications may be.

When you write start by considering your reader. Everything you write is for a purpose, aiming for a particular type of response from the reader. So, what must you do to obtain the best kind of response from your reader?

For many people, the hardest part of writing is getting started. The purpose of an admission essay is to convey information about yourself that your test scores, grades and extra-curricular pursuits cannot. A good admission essay must, therefore, convey a sense of your unique character, and present you as a vital, original person who stands out from other candidates. A business or application letter may require a more formal framework in terms of content and layout. A report or presentation requires information put together in a manner that gets read and understood.

Your first step is to decide the content, what you need to say, and the form or style, how you will say it. Choose a layout and style appropriate to the occasion and the audience. A job application letter will be formal and direct, while one seeking business may be more indirect and expansive. Vary your tone and language according to your relationship with your audience - more polite and courteous if you are addressing a prospective employer or boss, i.e. communicating 'upwards' as against a firm and demanding tone in a complaint letter, communicating 'downwards'. The language too will vary, in terms of vocabulary, grammar, sentence structure and punctuation. Written language will be different from spoken language. You will also need to consider the writing conventions of your reader's culture. The verbose, stilted, third person legalese often used in government correspondence has no place in American or British business correspondence, "Thanking You " and "Yours faithfully" have disappeared from all letters in the western English-speaking world.

As regards content, most formal letters need a minimum of three paragraphs. The first must include the reason for writing the letter - whether making an application, a complaint, or seeking information. The second paragraph will carry the main body of information you are trying to convey - if this is an application letter you will have to give brief information about yourself and your suitability for the post,. If you are asking for information or business, this part of the letter will convey your reasons for asking, or your background and credibility. The third paragraph normally conveys what you are asking for - a request for action, and the action desired.

Before you start to write an essay, start brainstorming. Marshall your thoughts, gather evidence, collect information and note down all the ideas that come into your head about the topic.

If you are writing a Statement of Purpose for an admission application you need to write about yourself. Your essay broadly needs to cover - your USP, your accomplishments and achievements and your aspirations. It is a good idea to think about and note down what makes you different or unique? How did you develop this attribute? What are your major accomplishments? What is your perspective on life, your dreams of the future? You also need to include how best you think the course or institution fits into your plans for the future, and your reasons for making this selection.

If you are writing on other topics, an entrance exam or report, spend some time thinking of possible essay subjects and select one you are familiar with, or one for which you can offer vivid supporting material. Some essays may require research with facts, figures or quotations that support the position you are taking in the essay. So, gather all the required information, and then try to bring in a personal, original element in the essay that will go a long way in leaving a lasting impression in the mind of the reader.

Once you have collected your thoughts and ideas, work out the focus or direction of your essay. What is the point you are making in the essay and how can you support your thesis. Be careful that it is not a chronological list of events in your life, or your achievements. Be creative and develop your ideas. It is better to describe and evaluate one experience that significantly influenced your life or academic interests, than to list out your qualities and accomplishments. You can explain how this experience has led you to pursue the goals you now have set for yourself, and why you think the academic programme will help you reach those goals. Don't feel embarrassed or awkward in giving personal examples. Such concrete examples demonstrate an idea better than descriptive adjectives. Keep in mind that the reader wants to know more about you, the person, than about your academic qualifications.

Writing an essay, or an important letter, may take days, even weeks. This is not unusual. Few people can churn out a quality essay or letter at one go. It takes time to sort out your ideas - they may change and get rearranged as you go along. Perfecting the words and imagery also requires deep concentration. Once you have composed a rough draft you may need to revise and edit it. You will look for ways to improve the content, and also check for grammar, spelling and format.

Once you have a rough draft, put it away for about a week. When you return to it, you will be able to read it with fresh eyes and mind.

Some points to keep in mind:

• Check your vocabulary. Do not try to impress with flowery language, particularly if you are not familiar with the usage.

• Develop paragraphs, one idea at a time with examples or explanations

• Select action verbs and avoid passive voice.

• Spell-check your writing before submitting. Twice, if necessary. Nothing puts off a reader more than misspelt words.

• Avoid cliches, platitudes or even colloquial business jargon. This does not impress. Neither does being too 'smart' or 'cute'.

• Typed letters and essays are preferred - unless handwritten work is requested. Either way the application should be neat and legible.

• Retain a copy for your records.

Finally, do not ever plagiarise an essay. There are plenty of sample essays on the Internet. Your friend may have written a brilliant one and got admission into Harvard. Forget it - it is not going to help you. It may, on the other hand, make you lose you the best chance you had.