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BOOKLET TEXT TYPES
Dear Students:
This booklet is going to be your guide and support for PAPER 1 , here you will find the
conventions, purpose and useful vocabulary.
LETTERS
Distinctions are commonly drawn between personal letters (sent between family members, friends, or acquaintances) and business letters (formal exchanges with businesses or government organizations).
LETTER TO THE EDITOR
Letters to the Editor are found in newspapers. They are written by members of the public, as opposed to newspaper staff, and give somebody’s opinion about a current issue. Letters to the Editor have a similar structure to other persuasive forms of writing, like an essay.
- Letters to the Editor start with a SALUTATION, usually ‘Dear Editor’ or ‘Dear Sir/Madam’.
- Letters to the Editor are usually written in a response to a previous letter, or in response to a current issue. In the OPENING STATEMENT, the writer gives the details of what they’re referring to. For example, “In response to Wayne Smith’s letter ‘Nurseries are to blame for rainforest weeds’ (Cairns Post, 3rd February, 2005), I wish to say that I agree with him.”
- Following the OPENING STATEMENT, the writer gives their OPINION. For example, “Until there are stricter regulations on the sale of weeds, the Wet Tropics is doomed to deteriorate.”
- Following the OPINION, the writer gives their ARGUMENTS. These arguments must be supported by evidence. Have another look at the Types of Evidence and try to include at least two different points of evidence for each of your paragraphs.
- Finally, your CONCLUSION should re-state your OPINION as well as summarizing your arguments. your conclusion also gives you the opportunity to call for action. For example, “People of Cairns, it’s time you remove exotic weeds from your gardens!”
- Include your PERSONAL DETAILS, such as your full name, e-mail address and phone number. Most newspapers won’t print a letter unless the writer provides their personal details. Hints
- It’s okay in a letter to the editor to use the personal pronoun ‘I’ eg. “I am sure...”
- Your expression should be emotive. Do not use strong language eg. “I was absolutely appalled that...”
- It’s okay to use rhetorical questions in a letter to the editor. For example, “How can people in Cairns sleep at night knowing that their household garden is responsible for the devastation of our native rainforests? PERSONAL LETTERS A personal letter is an informal method of communication. Personal letters are mainly exchanged wherever you have a non-professional relationship like between family, friends, peers, etc. As opposed to a formal letter, a personal letter can be used to convey feelings and emotions, depending upon the relationship the sender and the receiver share. Personal letters can be used for invitations, expressing gratitude, apologizing, congratulating, passing condolences, or for any other personal matter. Though the communication is informal and does not require formal language, it should follow a personal letter format.
Typical Purposes for Personal Letters
to inform to keep in touch to share to persuade
Typical Formats for Personal Letters
casual, conversational wording correct spelling casual use of punctuation, capitalization, and grammar personal and interesting details
Typical Components of Personal Letters
date salutation introduction body conclusion closing signature
- Mild or strong language can be used depending on the feelings of the writer or the seriousness of the complaint, but abusive language must never be used
- You should state the reason for the complaint in the first paragraph
- Start a new paragraph for each different aspect of the topic
- Any complaints you make should be supported with a justification
- Complaints and justification can be linked with appropriate linking words and phrases Useful language for Letters of Complaint Opening Remarks:
- I am writing to complain about/regarding/on account of/because of/on the subject of...
- I am writing to draw your attention to...
- I am writing in connection with...
- I am writing to express my strong dissatisfaction with...
- I am afraid to say I have numbers of complaints about...
- I am sorry to say that I was very disappointed with...
- I was appalled at...
- I feel I must protest/complain about... Useful phrases:
- We ought to discuss the matter...
- To make matters worse...
- I was very disappointed to find that...
- I would be grateful if you could...
- I should have been informed that...
- The first problem was... Another problem was... The most visible problem...
- I hope you will understand that I was very dissatisfied...
- I believe you can appreciate how disappointed I was when... Linking words:
- Even though, however, furthermore, firstly, finally etc. Closing Remarks:
- I would like to hear your explanation for the above problems...
- I would therefore be grateful if you could give me a full refund...
- I would like a full refund as soon as possible...
- I would like to have all or part of my money refunded...
- I am not satisfied with...
- I hope/assume you will replace...
- I trust the situation will improve...
- I hope the matter will be resolved...
- I hope we can sort this matter out amicably
- I look forward to hearing from you in your earliest convenience to offer me a complete refund
- I feel I am entitled to a partial refund in addition to an apology for the inconvenience caused
- I insist you replace the item at once...
- I demand a full refund...
- I hope that I will not be forced to take further action
- I look forward to hearing your early reply
- I look forward to receiving a prompt reply
Example complaint letter: 56 Disgruntled Street Somewhere Unhappy 1AM MAD Customer Service Manager That Awful Company Somewhere Awful UR BAD June 15, 2008 Dear Sir/Madam, I am writing today to complain of the poor service I received from your company on June 12, 2008. I was visited by a representative of That Awful Company, Mr. Madman, at my home on that day. Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask your representative about the products that were of interest to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without either of us having accomplished anything. I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show up. My impression of That Awful Company has been tarnished, and I am now concerned about how my existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional carpet cleaner. I trust this is not the way That Awful Company wishes to conduct business with valued customers—I have been with you since the company was founded and have never encountered such treatment before. I would welcome the opportunity to discuss matters further and to learn of how you propose to prevent a similar situation from recurring. I look forward to hearing from you. Yours faithfully, Samantha Smith
EXAMPLE LETTER OF RECOMMENDATION
Landon Simmons
Director of Operations
Forever Quest, LLC
459 Oldtown Pkwy
To: Leandra Naves
Office Manager
Venue Tech Artist Management
17759 Greenbriar Blvd.
Subject: Letter of Recommendation
Dear Leandra Naves,
I am extremely delighted to recommend to you the exemplary quality services of Halford Tech,
Inc. They provide all clients prompt and efficient 24-hour service. You will find that compared
to other providers in the market, the quality of services and pricing is among the best in the
region.
Halford Tech, Inc. has developed an outstanding reputation in the industry because there have
been very few complaints over the last few years. I have never experienced a network
interruption in the last five years that we have used the services. I also note that the company has
received two consecutive gold star awards for internet service providers for the last two years,
and I believe that it mainly due to a sterling reputation.
I strongly recommend Halford Tech, Inc. for all your Internet accounts and know that you will
not be disappointed.
Feel free to contact me for more information.
Yours Sincerely,
Landon Simmons
BLOG ENTRY A personal blog is usually directed toward friends or peers or mass-audience readers who are interested in following the writer's public commentaries, opinions, or personal experiences. A blog may document a person’s struggles or accomplishments and may sometimes be emotional or reflective. (Blog posts can be similar to a "personal diary" text with the difference being that a blog is read by others—and it does not start with “Dear Diary.”) BE SURE TO DEFINE YOUR AUDIENCE in the first few sentences. Because this is a blog, parts of it will be in the first person—but not all of it because you'll be including examples and facts (3rd person) and maybe questions for and statements about your reader (second person YOU—and maybe even first person plural WE). BUT BE CAREFUL: An informal tone doesn't mean that "anything goes." Your blog should be clearly organized into paragraphs that effectively demonstrate your purpose. In addition, the language should NOT be basic and or lacking in "big" words: you score the most points for combining colloquial language and idioms with complex sentences and expressions—and also making intelligent, thought-provoking observations.
TIPS
- Make your opinion known: People want to know what people think, using 1st. person is fine.
- Have a catchy headline : contain your whole argument in your headline.
- You can include bullet point lists , it structures the information in an easily digestible format.
- You must have an interesting readable style. Blogs are known for their casual writing and unpredictable subject material, but the best blogs have proven that even “novice” writers can be good enough to attract a broad audience.
- A blog is a conversation , try to write the way you speak, avoid jargon and clichés and don´t overuse the thesaurus. (dictionary of synonyms)
- Always consider your audience , if you´re writing for only close friends and family, you don´t need to explain that Sarah is your 8-year-old daughter every time you mention her, but if your blog attracts a wider audience, you may want to create references or glossaries to help new readers follow along. CONVENTIONS: 1. Blog by: Date: 2. Title 3. Headline 4. Introduction 5. Body 6. Conclusion 7. COMMENTS
NEWS REPORT News reports are found in newspapers and their purpose is to inform readers of what is happening in the world around them. News reports have a certain structure that you need to follow. This structure is sometimes called the Inverted Pyramid. This is what it looks like:
- News Reports begin with a catchy HEADLINE.
- The LEAD PARAGRAPH informs the reader of the most important aspects of the story as soon as possible. The LEAD PARAGRAPH is often the only part of the story that people read. Use the 5Ws rule:
- WHO (is involved)
- WHAT (took place)
- WHEN (did it take place)
- WHERE (did it take place)
- WHY (did it happen)
- HOW (did it happen) – only include this if there is space
- The BODY of the News Report gives more details and provides more information about the WHY and HOW of the story The key elements of a News Report are: 1. Headline Catches your attention Sums up the story 2. Byline Writer’s name Writer’s Specialty, e.g. sports, food, crime, current events
3. Placeline Where the story begins 4. Lead The opening section Gives most important information Should answer most of the 5W's 5. Body Supplies detail Most important details come first Simple true statements 6. Quotation What someone actually said Adds accuracy Adds “at the scene” feeling
REPORT In academia there is some overlap between reports and essays, and the two words are sometimes used interchangeably, but reports are more likely to be needed for business, scientific and technical subjects, and in the workplace. Whereas an essay presents arguments and reasoning, a report concentrates on facts. Essentially, a report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured. Requirements for the precise form and content of a report will vary between organization and departments and in study between courses, from tutor to tutor, as well as between subjects, so it’s worth finding out if there are any specific guidelines before you start. Reports may contain some or all of the following elements: A description of a sequence of events or a situation; Some interpretation of the significance of these events or situation, whether solely your own analysis or informed by the views of others, always carefully referenced of course. An evaluation of the facts or the results of your research; Discussion of the likely outcomes of future courses of action; Your recommendations as to a course of action; and Conclusions. Not all of these elements will be essential in every report. The Structure of a Report Like the precise content, requirements for structure vary, so do check what’s set out in any guidance. However, as a rough guide, you should plan to include at the very least an executive summary, introduction, the main body of your report, and a section containing your conclusions and any recommendations. Executive Summary The executive summary or abstract , for a scientific report, is a brief summary of the contents. It’s worth writing this last, when you know the key points to draw out. It should be no more than half a page to a page in length. Remember the executive summary is designed to give busy 'executives' a quick summary of the contents of the report. Introduction The introduction sets out what you plan to say and provides a brief summary of the problem under discussion. It should also touch briefly on your conclusions.
Report Main Body The main body of the report should be carefully structured in a way that leads the reader through the issue. You should split it into sections using numbered sub-headings relating to themes or areas for consideration. For each theme, you should aim to set out clearly and concisely the main issue under discussion and any areas of difficulty or disagreement. It may also include experimental results. All the information that you present should be related back to the brief and the precise subject under discussion. If it’s not relevant, leave it out. Conclusions and Recommendations The conclusion sets out what inferences you draw from the information, including any experimental results. It may include recommendations, or these may be included in a separate section. Recommendations suggest how you think the situation could be improved, and should be specific, achievable and measurable. If your recommendations have financial implications, you should set these out clearly, with estimated costs if possible.
Example: (book page 293)
REVIEW Purpose The purpose of any review, whether it is a novel, a play or a film is to demonstrate your own opinion and evaluation of a given text, usually to an audience that is unaware of the text. Consider movie reviews on television or in magazines. These reviews are designed to enable a responder to choose whether to see a film or not. It is very important that you remember that you are evaluating the text/the movie/the event. While it may be necessary to discuss plot, this should be the smallest part of your review. Tone The audience for the review will determine the tone in which it should be composed. Make sure that you are clear about your intended audience. Consider how different a review in a literary magazine might be from a review in a children's magazine. Reviews can be formal but are often informal. Features of a review The evaluation of the text must be clarified and explained. The use of first person ('I') is often used. Limited or brief summary of plot, merely to give context for discussion. Usually addresses and evaluates the standard features of the text type. Hints for writing an effective review Make sure that you are clear on your intended audience is. From this you will be able to determine whether your tone should be formal or informal. Make sure that you address important aspects of text types. For a film you will need to address acting, soundtrack, lighting, costumes and so forth. For a novel you will need to address setting, characters and themes. When you make your evaluation, make sure that you can find evidence to support your opinion. Avoid, at all costs, giving the text a rating such as 'two thumbs up' or 'four stars'. Try to include strengths and weaknesses. It is important to comment on the effectiveness of techniques and styles of composers.
SET OF GUIDELINES Guidelines are texts that help you to make choices when deciding on a course of action. When you are faced with a problem or decision, guidelines set out standard routines or good practice that you can follow. Unlike instructions, they do not simply give orders. Guidelines suggest solutions and procedures. They may also offer explanations for the actions suggested. Identify your audience. Decide on register. Some instructions take the form of advice, thus, they tend to be more personal in style and address. STRUCTURE
- Think of a short, eye-catching TITLE
- Write a short INTRODUCTION that summarizes the purpose of the set of guidelines. You may refer to the benefits the reader will have after having read it.
- Indicate what the audience needs in terms of knowledge and background to understand the instructions.
- Give a general idea of the procedure and what it accomplishes.
- Indicate the conditions when these instructions should (or should not) be used.
- Give an overview of the contents of the instructions.
- You may write SUB-HEADINGS to introduce your suggestions. These can take the form of statements or imperatives. Expand those ideas below, in the form of a paragraph.
- Address your readers throughout , typically use the second-person point of view (you, your, yours).
- You may use a variety of sentence-types: exclamations, statements, questions.
- Sentences are usually CHRONOLOGICALLY ORDERED so the reader begins at the start of the process and finishes at the end.
- You may use BULLETS to present the information in a clear and simple way.
- You may use ADVICE PHRASES, e.g. ¨You´d better¨, ¨You should¨, and Conditional Sentences to express probability. Example (book page 313)
PROPOSAL The general purpose of any proposal is to persuade someone to do something in a professional context. For example, you can write a proposal to your school board to convince them to spend more on extracurricular activities or to suggest a new summer camp. Your proposal must explain what you are planning, how you plan to do it, when you must plan to do it, how much it is going to cost and what the benefit will be. As with all written communication, your audience is very important and so is the context. A proposal is a formal piece of writing, and this should be reflected in the way you address the person/organization you are writing the proposal for. Depending on context, you may also need to use facts, technical language and figures to convince your audience to support your plan. A proposal should define a problem and describe a solution that will persuade busy, thrifty, skeptical readers to support it. Here are a few cardinal rules that should be taken into consideration when writing a proposal:
- Use subheadings to break down your proposal into clear sections.
- Give a concise introduction to your project, identifying the aims, or what problems it will address.
- Explain your objective, methods, timeline, or budget when needed.
- Conclude by emphasizing he benefits of your proposed idea if needed.
- Take a clear stand in your proposal and set a positive tone.
- Avoid language such as “might”, “could”, “ought”, “may”, “should”, “hope”,, “it appears”.
- Remember to support your argument with evidence.
- Use formal language and be very polite.
- Avoid exaggerated or emotional expressions CONVENTIONS There are many things you will need to cover in your proposal letter. Each different part has a purpose, and altogether they should set out clearly the reason for the letter. Here are five sections that need to be included: Introduction – This should grab the attention of the reader. Take this part to establish your agreement about the issue and begin to set the tone for the next section. What is the problem? Define the problem you are working on and what would happen if it is not resolved. This should be stated clearly and concisely to convince the reader that what you are proposing is necessary. How will you solve the problem? What this section includes will vary depending on the type of proposal, but it will be the most important part of the document. When describing your proposed solution, any supplemental information can be added as annexes to the document. Cost/Schedule – These portions may not apply to all proposal letters, but if applicable, they will need to be very descriptive so as not to mislead the reader in any way. Executive summary – This is the conclusion. It needs to sum up the major points from your
document and leave your reader with a good final impression.
