Writing Styles

Things to remember

• The writing style should be appropriate for the situation.

• The writing style should be consistent throughout the writing.

Following criteria of a good writing style

• Purpose• Appropriate wording• Explicitness• Conciseness• Correct grammar• Smoothness

Purpose

Know the audience and purpose for writingMust be clear, original, and focused on themessage to be conveyedWriting is done for someone to read and shouldengage the reader.

• What does the writer want the reader to understand?• If the writer is not clear about the message, neither will

the reader.

Appropriate wording

Words are combined to convey an intended meaning or attitude.

Use words which are precise and concise so the reader can easily understand what is said.

A person’s reason for writing greatly influences the tone or manner in which words are expressed.

A novelist uses multiple words to create settings, establish moods, and express emotions.A poet uses metaphors, rhythm, and rhyme. A historian concentrates on exact times, cultures, and the cause and effect of events.A medical writer uses phrases unique to their situations.

The difference between the right word and nearly right word is the same as that between lightning and the lightning bug.

Mark Twain

Explicitness

Good writing avoids generalizations and is as specific as possible.

Trim sentences, like trim bodies, usually require far more effort than flabby ones.

Clair Kehrwald Cook

ConcisenessA complete message stated in as few words as possible

and without unnecessary words.

More words are not always necessary.

Sentences should not be cluttered.

The beautiful part of writing is that you don’t have to get it right the first time, unlike say, a brain surgeon.

Robert Cormier

Correct grammar

The use of good grammar isusually equated with writingwell.

Doctors bury their mistakes.Lawyers hand them. Journalistsput their mistakes on the frontpage.

Anonymous

Smoothness

• The use of transitional words to unite one sentence or paragraph with another helps to eliminate bumps or rough spots.

• Each sentence or paragraph should lead clearly and logically to the next, providing a smooth flow of ideas.

Recap

• Purpose: understand why a message is written.

• Appropriate wording: use the style that fits the message.

• Explicitness: avoid generalization and be specific.

• Conciseness: state the message once and in as few words as possible.

• Correct grammar: transfer grammar skills to writing.

• Smoothness: use transitional words to unite sentences.

Inclusive language

Use of gender free language in written and spoken language foster equality in the workplace.

Two ways to utilize gender free language:1. change nouns to their plural form and using the pronoun their.2. rewriting the sentence to avoid using a pronoun.

Examples of inclusive language

Gender terms: Non gender terms:mankind human kindchairman chairpersonhousewife homemakermy girl/boy my assistantpoliceman police officersalesman salesperson

Things to remember:

Developing a good writing style requires commitment to the writing process.

Writing is hard work and needs constant editing and revising.

There is always room for improvement.Practice is the key to becoming a good writer.Good writing is achieved by working and

reworking ideas again and again.

Learning to write well goes beyond good grammar skills, proofreading, revising, and organizing.

Developing writing skills also comes from reading the works of good writers.

Writing process

• Prewriting: write down facts, organize ideas• Writing: write without concern for grammar

or punctuation.• Rewriting: correct grammar, make changes

using proofreader’s marks.• Finalizing: type or write final copy• Proofread: read the final copy aloud for a final

check.

Prewriting: Planning Stage

Think about the reading audience and focus more clearly on the subject.

Details are jotted down in any order. Outline the topics to include in the

writing.Correct spelling is not needed at this

stage.

Writing

Write and keep it flowing, without regard to correct spelling, grammar, or punctuation.

Do not try to make things perfect at this stage.

Present facts or ideas about the topic.

Rewriting: Draft

Read the first draft.Does it say what it is meant to say?Concentrate on each word.Correct errors (grammar, spelling, andpunctuation) and determine if themessage is clear.Change what needs to be changed .

Finalizing

Once you are satisfied with the corrections, write or type the final copy

Proofreading

This is not the time to make majorchanges.Check the final version forremaining errors.Mistakes reflect a negative image tothe reader.Read aloud!

Summary

• Good writing does not just happen.• A writer must follow a systematic approach

which calls for planning, organizing, writing, evaluating, and revising.

• Writing improves with practice.• Practice is the key to successful writing.

Questions:

• Does a writer with good grammar skills will automatically write well?

• Does reading the works of famous authors help improve one’s writing?

• Ordinarily, does the works of good experienced writers need much revision?

• For an experienced writer, is skipping a stage of the writing process allowed?

Sentence structure

A sentence expresses a complete thought.

In addition to having good writing skills, it is essential to be able to detect poorly constructed sentences.

Using correct sentence structure is absolutely necessary.

A poorly constructed sentence is one that disrupt the smooth flow of a clear message.

The sentence becomes ineffective.

Ten or fifteen words per sentence is about average.

Be careful of sentences which run longer than two typed lines.

Shorten lengthy sentences by adding periods and making two or more sentences out of one.

Example: Lengthy sentence(too cluttered)

The gallbladder was edematous and somewhatthick-walled, with a stone lodged in the cysticduct of the gallbladder, measuring about 1.0cm in diameter, but there were no filling defectsand there was good emptying of the contrastmedium into the duodenum.

Example: revision

The gallbladder was edematous and somewhat thick walled. It contained a 1.0 cm stone lodged in the cystic duct of the gallbladder, which had no filling defects. There was good emptying of the contrast medium into the duodenum.

Example: short and choppy can be boring

Heather Adams is a 83 yr old woman. She also looks young for her age. She has a history of heart problems. She refused medication. It makes her dizzy. There are also occasional accidents from incontinence. Also diarrhea. X-rays were ordered.

Example: Varied sentence (better)

Heather Adams is an 83 yr old woman with a history of heart problems. She refuses medication because it makes her dizzy. The patient experiences incontinence and diarrhea. X-rays were ordered.

Positive vs. Negative

To write more effective sentences, use positive statements instead of negative ones.

Write what can be done rather that what cannot be done.

A positive tone creates an environment of efficiency, acceptance, and professionalism.

Remember:

Write to express, not impress.

A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary line, and a machine no unnecessary part.

William Strunk, Jr

Punctuation

The purpose of punctuation is to make the written message easier to read and understand.

Knowing how to use punctuation correctly is a crucial skill.

Punctuation makes sentences clearer, and good writing requires it.

Period, Exclamation point, and Question mark

These mark the end of a complete thought.

PeriodUsed at the end to give a statement or give acommand. (i.e. like a stop sign).Used to separate dollars and cents.Used to separate whole numbers with decimals.Used to follow letters and numbers in list or outlineenumerations.

A period is not placed after :State abbreviationsZip codesAcronyms

Question mark

Used after a direct question.

Exclamation point

Used after a sentence that expresses strong feelings.

CommaThe comma is most frequently used

punctuation mark.Purpose is to group words which belong

together and separate words which do not.It represents a brief pause when reading.

Best rule: Not to use them unless there is a reason to do so.

Comma: Rule 1

The comma is used to separate three or more items in a series.

Example:The five stages of grieving are denial, anger,

bargaining, depression, and acceptance.

Comma: Rule 2

Use a comma to separate two or more adjectives that describe the same noun.

Example:The old, rusty- colored pan was taken to the

kitchen.The box contained numerous, questionable

objects.

Comma: Rule 3

A comma is used between two independent clauses joined by coordinating conjunctions.

(and, but, or, nor, for, so , yet)

Example:Patients usually recover rapidly from the flu, yet

some patients experience lassitude for weeks.

Comma: Rule 4

Place a comma between the day and year.

If a date is used in a sentence, a comma goes between the year and the rest of the sentence.

Examples:December 12, 2000.On December 12, 2000, we will have a party.

Comma: Rule 5

Use a comma between the city and state.When the city and state are used in a sentence,

a comma is placed after the state.Examples:Denton, TXOur HSTE class is in Denton, TX, at the ATC.

Comma Rule 6:

Use a comma to separate numbers which have four or more digits.

Example:1,00010,0003,000,000

Comma: Rule 7

Use a comma to separate appositives, nouns of direct address, titles which follow a person’s name, and introductory words from the rest of the sentence.

Examples:Yes, please pass the salt.John, please listen carefully to what I have to

say.However, I do think it is time to move on.

Comma: Rule 8

Use a comma to separate clauses and phrases which are unnecessary to the meaning of a sentence.

Examples:The school, unlike most schools, has an elaborate

evacuation plan.( unlike most schools is unnecessary)The hourly pay, in some circumstances, increases

over a period of time.(the sentence still makes sense when in some circumstances is

not written)

Comma: Rule 9

Use a comma following a salutation in a friendly letter and the complimentary close.

Examples:Dear friend,Yours truly,Sincerely,

Comma: Rule 10

Use a comma to separate parenthetical expressions, depending on where they are placed in a sentence.

Parenthetical expressions:I believe nonethelesson the other hand for exampleafter all in my opinionby the way to tell the truthnaturally I am sureof course

Examples:This power point, I hope, will help you in your

writing.The car, in my opinion, does not match her

personality.As a matter of fact, the car does match her

personality.

Comma: Rule 11

Use a comma to separate a direct quotation.

Examples:The mother said, “you need to pick up your dirty

clothes.”“ I will later , ” the son replied.“In that case,” the mother continued, “you may

not have any clean clothes for your date.”

Comma: Rule 12

Use a comma to set off contrasting statements which are introduced by the words:

not, rather, though

Examples:Right now, rather than later, pick up your clothes.I would describe her mood as thoughtful, not

sullen.

Semicolon

Is a punctuation mark which is stronger than a comma; that is, it indicates a more definite break in the flow of a sentence.

They are used to join items that are grammatically alike or closely related.

Examples I saw red; I was so angry.The cost of health care is out of control; 37

million people do not health insurance. Every person has their own unique personality;

however, they all need to follow the rules. I sent copies to Dallas, TX; Denton, TX; and Ft.

Worth, TX.

Go confidently in the direction of your dreams!