How to write a formal letter

 How to write a formal letter

I. Formal v. informal style 

II. Types of cover letters 

III. Cover letter template 

IV. Short cover letters 

V. Job application/Academic cover letters 

VI. Personal statement 

VII. Grant application/Grant proposal cover letter 

VIII. Statement of proposed activity 

I. Formal v. informal style 

There are various types of formal letters, e.g. business letters, letters of application for 

admission (e.g. to a university), job application letters, grant/scholarship applications. 

They require a formal style, i.e. the right choice of words, sentence structures, and 

punctuation (see Guidelines for Academic Writing: Typical features of Academic English 

and Punctuation). 

Compare the two letters below. Decide which of them meets the criteria for a formal 

business letter and say why (comment on the format, choose examples of unsuitable 

words/phrases/structures and match them with words/phrases/structures appropriate for 

the given purpose). 

1. 

Hello Mr. Roger Jones, 

I got the letter you sent on 1st September, and the stuff about the stock control system you 

make. It sounds great for us, but I want to check some things before we buy it. You said the 

system is bang up-to-date, but what happens if you update it again soon? Do we get money 

off the new one? You said it takes 3 weeks to install the system – that’s too long! Can’t you 

do it any quicker? Hope you can reply soon, we’re in a bit of a hurry. 

Thanks, 

Janet Brown 

2. 

Dear Mr Jones, 

Stock Control Software System 

Thank you for your letter of 1st September and the information you sent regarding the stock 

control system offered by your company. I certainly feel the system will meet our 

requirements. However, there are some points which I would like clarified before we go 

ahead and order the system. 

Firstly, although you mentioned that the system has recently been updated, I wondered 

whether we might be eligible for a discount on any future upgrades. 

Secondly, the installation and implementation period of three weeks, to which you refer in 

your letter, seems rather long. Is there any possibility of getting the system up and running 

on a shorter timescale? 

I would be very grateful for a swift response to these queries in order that we can begin the 

process as soon as possible. Thank you in advance for your assistance. I look forward to your 

reply. 

Yours sincerely, 

(signature) 

Ms J. Brown 

Purchasing Manager 

II. Types of cover letters 

The term “cover letter” is used for four kinds of letters: 

1. A short letter sent together with something to explain what you are sending. 

2. A job application letter sent together with a CV. 

3. An academic cover letter, i.e. an application for a university position/scholarship/ 

 fellowship/admission to a course of study, also sent with a CV. The academic 

 cover letter is usually longer than a job application letter and emphasis is 

 on academic achievements. In fact, it can be similar to a personal statement. 

4. A grant application cover letter is similar to a statement of proposed activity. 

 Completion of a detailed application form provided by the relevant grant 

 agency/institution together with the statement of proposed activity is, at present, 

 the most common way of applying for a grant. 

III. Cover letter template 

All the parts of the cover letter are flush against the left margin. 

Your address 

Place your address in the upper left-hand/right-hand corner. It is common practice not to

give the name of the sender above the address. Instead, the name is typed below the 

signature. Do not use diacritical marks (Hruskova, Alesova). 

Example: 

Manesova 13 

301 00 Pilsen 

Czech Republic 

Tel.: ………………….. 

E-mail: ……………… 

Skip a line between the address and the date. You do not have to write the address if the 

letter is printed on paper with the company letterhead already on it. 

Date 

Contrary to Czech usage, the name of the place is not given with the date. The date is 

written either with the full name of the month (30 August 2012/30th August 2012) or with 

slashes (30/08/12), not with dots as in Czech. Skip a line between the date and the address 

of the recipient. 

Address of the recipient 

The address of the recipient includes his/her full name and title(s). 

Example: 

Professor John A. Smith BSc(Eng) MSc PhD 

Head of Department of Electrical Engineering 

Faculty of Engineering 

The University of Nottingham 

34 University Park 

Nottingham NG7 2RD 

United Kingdom 

 

If you are not sure whom the letter should be addressed to, use a job title, e.g. Director of 

Human Resources, Personnel Manager, Admissions Officer. The names of institutions/ 

companies/agencies and posts held are capitalized. 

The abbreviation Ms /miz/ is now commonly used with women´s names (instead of Mrs and 

Miss). Use abbreviations for Mr/Ms/Dr but spell out Professor. 

Skip a line between the address of the recipient and the salutation. 

Salutation 

If you know the name of the recipient: Dear Ms/Mr/Dr + the last name: 

 Dear Dr Smith, Dear Ms Brown, 

 Dear Professor Stubbs, 

 NOT: Dear Mr Professor White 

If you know the position of the recipient but not the name: Dear Admissions Officer, 

 Dear Personnel Manager, 

If you know neither the name nor the position: Dear Sir, 

 Dear Madam, 

 Dear Sir or Madam, Dear Sir/Madam, 

 Dear Sirs or Madams, Dear Sirs/Madams, 

 To Whom It May Concern 

Skip a line between the salutation and the subject line or body. 

Subject line (optional) 

The subject line helps the recipient to quickly find out what the letter is about. 

Examples: 

Application for the position/post of ………….. as advertised in (name of paper/journal) on

(date)/as advertised on your website 

Application for an entry-level position in …………….. 

Application for work/industrial placement/internship/traineeship in (name of subject) at 

(name of company/institution) from (date) to (date)

Application for postdoctoral fellowship in (name of subject) at (name of institution) 

commencing from (date) 

Request for a grant in the amount of ……………………….. for (purpose) 

Skip a line between the subject line and the body of the letter.

Body of the letter 

The body of the letter is where you present yourself, explain to the recipient why he/she 

should consider your request. It usually consists of three to four paragraphs .To make the 

text easier to read, skip a line between the paragraphs and also before the complimentary 

close. 

Always start the first word of the body with a capital letter. 

Example: 

Dear Mr Howe, 

With reference to the advertisement published in ….

 

Complimentary close 

The complimentary close is typed one line below the body of the letter. If you used the 

recipient’s name, end with Yours sincerely/Sincerely yours. If you did not use the recipient’s 

name, end with Yours faithfully/Faithfully yours. Put a comma after the end of the closing. 

Skip 3-4 lines between the closing and your typed name so that there is room for your 

signature. 

Signature 

Sign your name in the Czech version, i.e. with diacritic marks (Řehoř Sedláček). 

Your Typed Name 

Type your name without diacritic marks. If desired, you can put your title/position on the 

line below your typed name. 

Skip a line between the typed name and the enclosure. 

Enclosure(s)/Encl(s) 

Do not put a colon (:) after these words. 

Example: 

Enclosure/Encl CV 

If there are several documents enclosed, you can type their number in brackets; it is not 

necessary to list them. 

Enclosures (3) 

If you are submitting your cover letter by e-mail, use the word Attachment instead of 

Enclosure. 

IV. Short cover letters

Examples: 

1. Letter replying to a request

In reply to your letter of ………………………………., which I received yesterday, I enclose (e.g. a 

brief description of the proposed project/a table with the results of our experimental 

measurements). 

2. Letter accompanying a scholarship application 

Through exploring the Internet I have learned about your scholarship schemes and eligibility 

criteria. As I believe that my educational background and experience meet your 

requirements, I am sending the completed application form, my CV, transcripts, personal 

statement and references to you for further consideration of my application. 

3. Cover letters sent with papers 

Dear Editor, 

We would like to submit our paper entitled …………………………………………. by ……………………… 

and ……………………………… for possible publication in the Journal of …………………………………. . 

Please kindly acknowledge the receipt of the paper.

I have recently completed investigation into …………………………………………… . The article 

analyses and summarizes several new findings which I would like to publish in your journal. 

The manuscript was prepared according to your requirements. 

 

V. Job application/Academic cover letters 

A job/academic cover letter should always be targeted, i.e. it should provide information 

relevant to the position/scholarship/fellowship/work/placement/traineeship the applicant 

is seeking or to the job opening advertisement the applicant is responding to. It usually 

consists of 3-4 paragraphs. 

Information to be provided in the body of the letter: 

First paragraph 

Explain why you are writing, name the position/scholarship/fellowship/traineeship/ 

work placement you are applying for, state how you learned about it. Remember to include 

the name of mutual contact if you have one. 

Second paragraph/Second and third paragraphs 

Say who you are, describe what you can offer (your educational background, work 

experience, skills, personal qualities). Emphasize the knowledge, skills, experience that 

match the requirements of the position/the funding agency. Explain how the 

company/institution might benefit from your personal qualities and expertise. 

Third/Fourth paragraph 

Thank the potential employer for considering your application and give information about 

your intended follow-up (say you will do so, indicate how and when). 

Examples: 

Job application letters 

1. 

I am writing in response to your advertisement in (name of publication) that appeared on 

(date of publication). The position of (name of position) in a company that has a reputation 

for (e.g. for making high-quality products) is very appealing.

 

I have a Master´s degree in (field of study) from (name of university). Currently, I am 

studying for a PhD degree at the same university. I will be available after completing my 

studies in (year). My research is focused on (subject of research). Apart from my strong 

theoretical background I also gained practical experience in the field (e.g. during my summer 

job/work placement/trainee position of ……. at ……. ). 

I feel that the position currently available in your company suits my abilities, qualifications 

and experience very well and believe that my CV will also show that I meet the 

requirements for the job. I will gladly provide references if requested. 

I will call you the week of (date) to set a convenient time to meet with you to discuss what I 

can offer (name of company). I truly appreciate your consideration. 

2. 

My name is ……. and I am interested in applying for the position of Materials Development 

Scientist recently advertised on monster.com. In June this year I finished my Master´s degree 

studies at the Faculty of ……., University ……. . This Faculty is recognized as one of the best in 

the Czech Republic in research into thin layers and plasma technologies for creating new 

materials. 

The skills which I developed during my studies at the University and as a research assistant 

at the New Technology - Research Centre in Pilsen support my candidacy for this position. As 

you can see from my résumé, I am qualified to operate electron microscopes and use plasma 

technologies for creating thin layers. I also have experience with examining optical features 

of materials placed on glass. I am not afraid of working with a team of associates, supporting 

or leading them. I have acquired teamwork skills during my team building activities. 

I would very much appreciate an opportunity to discuss your specific needs and my overall 

abilities regarding the advertised position. I believe I would prove to be an asset to your 

team and your company. 

With my proven ability to manage and maintain industrial projects using advanced 

technologies such as Virtual Reality and Digital Factory I feel that I would be able to make a 

significant contribution to your company's management team. 

I would be grateful if you could inform me of any vacancies in your company at present or 

keep my information on file for any possible future openings. I would welcome hearing from 

you. 

Academic cover letter

I am applying for admission to (name of university) under the Erasmus programme for the 

(autumn/spring semester) of the academic year (…/…). 

I graduated from the Faculty of ……., University of ……, in ……. . The topic of my Master´ 

thesis was ……. . In ……. I enrolled for a doctoral study programme at the same University. 

My doctoral thesis is focused on ……. and ……. . In ……. I received the Dean´s Award for 

excellent study results and also won the first place in the student research competition 

organized by the Faculty. At present I teach an undergraduate course on ……. and 

participate in one of the Faculty´s research projects entitled “…….”. 

As the research profile of the Department of ……. at the University of ……. is very close to my 

specialization, I believe that during my stay there I would be able to gain a new insight into 

my field of study. If possible, I would like to participate in the research project carried out in 

the ……. Laboratory as I am convinced that I would benefit greatly from such experience. I 

have always been interested in furthering my education, learning new things and gaining 

new experience. I believe that during my study stay at the University of ……. I would be able 

to acquire new knowledge and skills which would be useful not only for my doctoral thesis 

but also for my future research and career. 

I look forward to experiencing the way PhD study is organized and research projects are 

managed in (name of the country). Last but not least, I wish to learn more about (name of 

the country) and its history and culture. Enclosed with my letter you will find my CV. I look 

forward to hearing from you. 

Letter requesting information 

My name is ……. and I am a PhD student at ……. . My fields of interest are gas and humidity 

sensors, especially electrochemical sensors. 

On your website I found a wide range of such sensors. Could you let me know if it is possible 

to obtain a user guide for the Evaluation kit for Electrochemical and Pellistor gas sensors? It 

is possible to download user guides for all the other types of kits, yet not for the one I am 

interested in. 

A course on sensors and their application is taught at our University. I would therefore be 

grateful if I could get more information about your sensors, some free samples of the sensor 

elements (if possible), and the price list. These materials would be used strictly for 

educational purposes. 

Thank you for your kind consideration of my request. 

VI. Personal statement 

A personal statement has the form of an essay. It is usually submitted on request (by the 

relevant institution/decision-making body) and is one of the documents required when 

applying for admission to a degree programme, for an academic post/a scholarship/a 

fellowship. The other documents usually include the completed application form (provided 

by the relevant institution), CV, transcripts, references. The personal statement adds 

information that is not included in the application form and CV; its style is more personal. It 

should present an all-round picture of the applicant, including their academic/professional 

achievements and plans for the future as well as their voluntary work and free-time 

activities. It is 1-2 pages long. 

Example: 

My name is ……. and I am currently studying for a PhD degree in ……. at the Department of 

……., Faculty of ……., the University of ……. . I hold a Bachelor´s degree in ……. and I also have 

a Master´s degree in the same field. I have always been interested in science, especially in 

mathematics and computer science. Enrolling for a PhD degree course and continuing with 

the research I started while studying for the Master´s degree was a natural next step for me. 

The topic of my doctoral thesis is ……. . As this is my first year as a PhD student, the date of 

the final state examination has not been set yet. However, I would like to complete my 

studies in less than three years and sit for the examination no later than ……. . 

My research is quite similar to the research carried out at your Department of …….. . It is 

focused on optimization of models based on random fields while the research performed by 

your Department utilizes such models for pattern recognition of ……. . I have developed and 

optimized several models and tested them. I am now preparing a paper presenting the 

results of this research and expect it to be published this year. I am also concerned with ……. 

and interested especially in the syntactic approach. I am trying to find a way to combine this 

approach with the classical statistical approach, i.e. the random fields. I believe it would be 

interesting to study this issue at your Department because it may increase the performance 

of pattern recognition systems. 

I have an independent, scientific and technical way of thinking. I am skilled in several 

programming languages, e.g. ……. . I am also an advanced user of both Linux-based and 

Windows operating systems and web-based techniques such as ……. . I often employ many 

different software solutions to present the results of my research and am familiar with a 

number of other computer technologies which could be useful for research in the field. I 

have no problem with searching for new information and understanding scientific papers. 

I am actively involved in organizing and promoting science in the community through the 

University’s annual ‘Science and technology in the Streets’ event which popularizes science 

through practical demonstrations and hands-on experience. I am a long-serving member of 

the Scouting movement in the Czech Republic and a member of an Irish music band. 

I am a fluent speaker of English, but my English is not as perfect as I would wish it to be. This 

is another very important reason for my interest in studying abroad, namely in an Englishspeaking country. I also speak French, but only at beginners´ level as I started to learn it only 

recently. I am also trying to learn Spanish, but I do not have enough time for regular classes. 

I hope there will be an opportunity to attend a course in Spanish if I have a chance to join 

your Department. 

VII. Grant application/Grant proposal cover letter 

First paragraph 

Introduce your proposal/project and state the amount you are requesting. 

Second paragraph/Second and third paragraphs 

Say what your department/team/institution does, explain why you consider your 

project/proposal to be good and how it matches the objectives and guidelines of the funding 

agency/institution. 

Third/Fourth paragraph 

Elaborate on your institution´s support for the proposal/project, indicate the funding coming 

from other sources and give the name and position of the contact person. 

Fourth/Fifth paragraph 

Thank the recipient for considering your request. 

Note: The letter should be signed by the legal representative of your institution. 

Enclose documents supporting your application. 

VIII. Statement of proposed activity 

The statement of proposed activity gives the same facts as paragraphs 1-5 described under 

the grant application cover letter. It is part of a grant application/proposal, which also 

includes a very detailed application form provided by the relevant grant agency/institution. 

Practice:

Informal letters:

1.       Write a letter to your University’s Junior advising him about the evils of smoking and bad company.

2.       Write a letter to your parents about the University’s environment and hardships you will face in upcoming final term.

3.       Write a letter to your class fellow requesting him/her to forgive you for your unintentional misbehavior that hurt his/her feelings and discomfort in one’s behavior.

Business letter:

1.       Write an application letter to a software house, which is offering a job for technical IT trainer. Elaborate, the software house completely about your IT qualification and technical skills.

2.       Write a letter to Wapda, about the electrical load shedding crisis in your area.

3.       Write a letter to the PTCL, elaborate the importance of the internet in contemporary world and request them to facilitate you with the Internet connection in your Village.

PARAGRAPH

 PARAGRAPH

As you improve your English writing skills, your teachers will begin asking you to

write paragraphs. 

A paragraph is a unit of information. Paragraphs usually contain several sentences

grouped together around a main idea. Learning how to write an organized paragraph

will improve your essays and demonstrate your thinking skills.

Basic paragraphs include three elements:

• The topic sentence, often found at the beginning of the paragraph, tells the

reader the main idea, or topic, of the paragraph.

• The sentences following the topic sentence contain supporting details that

develop the main idea of the paragraph. Supporting details may include facts

or quotes from your research, personal anecdotes, or other information.

• At the end of the sentence is a concluding sentence that summarizes the main

point of the paragraph.

Here is a simple example paragraph.

Roasting a chicken is very simple. The only ingredients you need for a perfect

roasted chicken are the chicken, some salt, and an onion or lemon to stuff in the

chicken. Once you have your ingredients, rub salt on the outside of the chicken and

let it sit at room temperature for one hour. Preheat the oven to 450 degrees. After

the chicken has been salted for one hour, stuff it with the onion or lemon and put it

in the oven. Roast it for 15 minutes per pound. Once the chicken is done, pull it out

of the oven and let it rest for at least 10 minutes. After that, you will have a perfect

roasted chicken for you and your family to enjoy.

In this example, “Roasting a chicken is very simple” is the topic sentence. The

sentences that follow provide supporting details. The last sentence sums up the point

of the paragraph.

Effective Paragraphs: Components and Development

 What is a paragraph?

A paragraph is a collection of sentences dealing with a single topic. It should be 

unified, coherent, and well-developed. Typically, you want to keep one idea to one 

paragraph. 

 Elements of a Paragraph

A paragraph is made up of a topic sentence, the developing details, and a 

concluding sentence. 

o Topic Sentence: 

 The topic sentence expresses the main point of the paragraph. The topic 

sentence is typically the first sentence of the paragraph. It helps your 

reader to understand what the topic of your paragraph is going to be. The 

purpose of the topic sentence is to state the main point of the paragraph 

and to give the paragraph a sense of direction.

o Concluding Sentence:

 The concluding sentence is the ending line of the paragraph. It should 

restate the main idea of the paragraph. 

o Adequate Development

 It is important to fully develop and discuss the topic of your paragraph. If 

your paragraph is only 2-3 sentences, there is a good chance that you have 

not developed it enough. 

 Here are some ways you can develop and support your topic:

1. Use examples

2. Tell a story illustrating the idea

3. Compare and Contrast

4. Give data (such as facts, statistics, etc)

A good way to think of a paragraph and how it is structured is like a sandwich. 

The topic sentence is the top layer of bread, the concluding sentence is the bottom layer, 

and all of the developing details in-between are the meat and other goods of the 

sandwich. 

 When to Start a New Paragraph

It can be difficult to know when to start a new paragraph sometimes. Typically, if 

you find yourself beginning to transition to a new idea, it is best to start a new paragraph. 

Here are some other times when you may want to start a new paragraph:

 To contrast information

 To break up dense text—long paragraphs can be taxing to the reader. When 

you find that your paragraph is exceeding a page, you may wish to start 

thinking of ways to separate that paragraph into smaller paragraphs. First, 

look for areas that start new ideas and split the paragraph there. 

How to Write a Good Paragraph: A Step-by-Step Guide

Writing well composed academic paragraphs can be tricky. The following is a guide on how to draft, expand,

refine, and explain your ideas so that you write clear, well-developed paragraphs and discussion posts: 

Step 1: Decide the Topic of Your Paragraph

Before you can begin writing, you need to know what you are writing about. First, look at the writing prompt 

or assignment topic. As you look at the prompt, note any key terms or repeated phrases because you will 

want to use those words in your response. Then ask yourself: 

• On what topic am I supposed to be writing?

• What do I know about this topic already?

• If I don’t know how to respond to this assignment, where can I go to find some answers? 

• What does this assignment mean to me? How do I relate to it?

After looking at the prompt and doing some additional reading and research, you should better understand

your topic and what you need to discuss. 

Step 2: Develop a Topic Sentence

Before writing a paragraph, it is important to think first about the topic and then what you want to say about 

the topic. Most often, the topic is easy, but the question then turns to what you want to say about the topic. 

This concept is sometimes called the controlling idea.

Strong paragraphs are typically about one main idea or topic, which is often explicitly stated in a topic 

sentence. Good topic sentences should always contain both (1) a topic and (2) a controlling idea. 

The topic – The main subject matter or idea covered in the paragraph.

The controlling idea – This idea focuses the topic by providing direction to the composition.

Read the following topic sentences. They all contain a topic (in orange) and a controlling idea (in purple). 

When your paragraphs contain a clearly stated topic sentence such as one of the following, your reader will 

know what to expect and, therefore, understand your ideas better.

Examples of topic sentences:

• People can avoid plagiarizing by taking certain precautions.

• There are several advantages to online education.

• Effective leadership requires specific qualities that anyone can develop.

Step 3: Demonstrate Your Point

After stating your topic sentence, you need to provide information to prove, illustrate, clarify, and/or 

exemplify your point. 

Ask yourself:

• What examples can I use to support my point?

• What information can I provide to help clarify my thoughts?

• How can I support my point with specific data, experiences, or other factual material? 

• What information does the reader need to know in order to see my point?

Here is a list of the kinds of information you can add to your paragraph:

Proprietary Information of Ashford University, Created by Academics, CR 215140

• Facts, details, reasons, examples

• Information from the readings or class discussions 

• Paraphrases or short quotations

• Statistics, polls, percentages, data from research studies

• Personal experience, stories, anecdotes, examples from your life 

Sometimes, adding transitional or introductory phrases like: for example, for instance, first, second, or last

can help guide the reader. Also, make sure you are citing your sources appropriately.

Step 4: Give Your Paragraph Meaning

After you have given the reader enough information to see and understand your point, you need to explain 

why this information is relevant, meaningful, or interesting. 

Ask yourself:

• What does the provided information mean?

• How does it relate to your overall point, argument, or thesis?

• Why is this information important/significant/meaningful?

• How does this information relate to the assignment or course I am taking?

Step 5: Conclude 

After illustrating your point with relevant information, add a concluding sentence. Concluding sentences 

link one paragraph to the next and provide another device for helping you ensure your paragraph is unified. 

While not all paragraphs include a concluding sentence, you should always consider whether one is 

appropriate. Concluding sentences have two crucial roles in paragraph writing: 

First, they draw together the information you have presented to elaborate your controlling idea by:

• Summarizing the point(s) you have made. 

• Repeating words or phrases from the topic sentence. 

• Using linking words that indicate that conclusions are being drawn (e.g., therefore, thus, 

resulting).

Second, they often link the current paragraph to the following paragraph. They may anticipate the topic 

sentence of the next paragraph by: 

• Introducing a word/phrase or new concept which will then be picked up in the topic sentence of 

the next paragraph. 

• Using words or phrases that point ahead (e.g., the following, another, other).

Step 6: Look Over and Proofread

The last step in good paragraph writing is proofreading and revision. Before you submit your writing, look 

over your work at least one more time. Try reading your paragraph out loud to make sure it makes sense. 

Also, ask yourself these questions: 

• Does my paragraph answer the prompt and support my thesis?

• Does it make sense? Does it use the appropriate academic voice?

View additional proofreading tips and editing strategies.

PRACTICE

Plan a paragraph based on the format discussed in this handout.

What is the main idea of your paragraph? ____________________________________

What is the topic sentence of your paragraph, based on your main idea?

_______________________________________________________________________

_______________________________________________________________________

What is a supporting detail you can use to develop this main idea?

_______________________________________________________________________

_______________________________________________________________________

What is another supporting detail you can use to develop this main idea?

_______________________________________________________________________

_______________________________________________________________________

What is another supporting detail you can use to develop this main idea?

_______________________________________________________________________

_______________________________________________________________________

Write a concluding sentence using your main idea and supporting details.

_______________________________________________________________________

_______________________________________________________________________

Now put the ideas you've listed above into a complete paragraph. If you want to

make sure that you've written a strong paragraph, feel free to bring your work to the

English Center for a tutor to check.

Precis Writing:

 Precis Writing:

 

Précis-writing:

 

Precis writing definition:

“A precis is a brief, original summary of the important ideas given in a long selection. Its aim is to give the general effect created by the original selection.” Precis writing is a concise summary that forsakes all unnecessary details (including illustrations, amplifications, and embellishments) in favor of reproducing the logic, development, organization, and emphasis of the original.

Precis writing aims at intelligent reading and clear, accurate writing. It is a skill of both analysis and genesis that critically questions every thought included and excluded, each word used to express those thoughts, and the proportions and arrangements of those thoughts — both in the original and in the precis. In its exaction it mercilessly reveals an author’s wordiness and looseness or thinness of thought and construction. It should strengthen our style, our sense of proportion and emphasis, and our sensitivity to word meanings and an author’s viewpoint,

Four main pillars of Precis
1. Simple
2. Concise
3. Clear
4. Complete

Elements of Good Precis
1. A good Precis should give leading thoughts and general impression of the passage
summarized.
2. A good Precis should be a continuous and compact piece of prose.
3. A Precis should be clear, concise and complete in sense of original thoughts.
4. The precis should be written from the original author’s point of view, without editorializing.
5. Indirect Speech should be used.
6. 3rd person pronoun should be used and should be in past tense.

A Precis must fulfill the following requirements
1. All Important/relevant Ideas must be included
2. All unimportant/irrelevant ideas must be excluded
3. It must be in the form of a continuous narrative

What should we avoid?

      1. Avoid your own comments and other irrelevancies.

      2. Avoid borrowing sentences and phrases from the original passage.

      3. Avoid emphasizing the wrong points.

      4. Avoid exceeding the prescribed length (1/3). “5 Words could be”

      5. Avoid Bad style of Grammar and Structure.

      6. Avoid redundancies of expression.

      7. Avoid introductory remarks, Illustrations, Examples and side-remarks.

      8. Avoid Informal language.

Method of Precis Writing

1. Reading:

 

First Reading:

(i)    Read every word slowly and carefully until you clearly understand the sense of the passage.

(ii)   Look up all unfamiliar words, phrases, and allusions

(iii)  Identify the dominating idea, the essential thought, of the passage. Ask if this idea were omitted, would the fundamental meaning of the passage be changed?

(iv)  Determine what emphasis and space to give the thought in each section; write a heading for each section.

Second Reading:

(i)   Underscore with a pencil the important facts containing the essential thoughts. This is a process of differentiation between what is essential and what is not. Generally, you will omit examples, illustrations, conversations, and repetitions.

(ii)   Reread your selections to see that they are wise and adequate.

(iii)  Determine if your underscoring expresses the main ideas.

Final Reading:

(i) Rapidly and intensely reread the origin, dwelling on the important facts selected for a precis.

(ii) If you need for more reading, you should read again, The main idea of the passage should be clearly understood by the student.

2. Title:

We must give a striking title to our precis. The title of the precis can be found either in the first Paragraph or sentence or the last last paragraph.

3. Practice is merely important for the students to achieve the goal of good precis.

Rules of Making a Precis

A well-written précis should be a serviceable substitute for the original work. The goal of a précis is to preserve the core essence of the work in a manner that is both clear and concise. While writing a précis, the writer should follow the rules of making a precis to make it an effective piece of work.

Rules of Making a Precis

 

Read Carefully

First read the passage twice or thrice carefully to summarize it. This will enable you to understand the main theme of the passage.

Underlining

Underline and mark the important ideas and essential points from the original text.

Outline

With the help of underlined ideas, draw the outline of your précis.

Omission

Omit all the unnecessary information or the long phrases which could be replaced by one word. All the adjectives and the adverbs can also be omitted to make a good précis.

Don’t Omit

While making a précis, the writer should never omit the important points and ideas which are essential to be described.

Size

Keep the fact in your mind that the length of the précis should be the one-third of the original passage.

Indirect Speech

A précis should be written in indirect speech. If there is a direct speech in the passage, it should be changed into indirect speech.

Tense and Person

It should be written in the third person and past tense. In the case of universal truth, the present tense should be used.           

Own Words

A précis should be written in your own words, and the writer should abstain from borrowing words from the original passage.

Précis of a Dialogue

The précis of dialogue or conversation should always be expressed in the form of narrative.

Objective Approach

A précis writer should adopt an objective approach. He should not add his personal ideas to a précis. Put all the important points and ideas in a logical order.

One Paragraph

There could be two or more paragraphs in the original text. While making the précis, try to write all the ideas in one paragraph.

Rough Draft

After omitting all the unnecessary ideas, the writer should prepare a rough draft to finalize it.

Final Draft

Having read the rough draft and pointed out some mistakes which may be found in the rough draft, the writer can prepare the final draft.

In order to accomplish this goal, it helps to follow a six-step process:

Things not to be used while writing a PRECIS

1.       Examples in the passage

2.       Stories

3.       Proverbs

4.       Quotations

5.       Idioms

6.       Repetition of similar sentences or ideas

7.       Long phrases

8.       Complex sentences having long clauses

9.       Direct speech

 

 

Do’s of Precis Writing

Start your precis with the main idea so that reader can quickly understand the essence of the precis

He/she will know beforehand as to what should they expect in the written precis

While writing a precis, make a suitable environment where all the points can be described and discussed equally.

As the main idea or the essence is established, you can follow it up with some methods, facts, points, etc

As a precis is concise, compress it and make sure that the length is available for you to retain the important data, keywords, and the concept

Removing the irrelevant data or sentence is as important as writing the relevant points

Thus, identify the superfluous data and facts and keep the core idea of the work only in the precis

If you are mentioning anything related to history or any historical data than make sure that it is written in the past tense only

Also, remember to put the purpose as to why you are writing a precis in the writing piece

This will help the reader understand what you wrote in the precis

Don’ts of Precis Writing

A precis writing is a formal way of writing a shorter form of the given paragraph

So, even though you have read and understood the Precis well, do not form your own opinions

You cannot insert your own remarks and criticism in a precis

Always take the fact and data that is given in the paragraph only

Also, during a precis writing, you cannot insert a question. If for any reason you need to insert make it in the form of a statement.

For a precis writing, avoid using contractions and abbreviations

Write the full form of any given words only

Avoid being jerky. This will show that you have not understood the passage properly and have started writing a precis

How Good a Precis Can Be?

Now that we have understood what things you should do and what things you shouldn’t while doing a precis, let’s understand what a good precis is? That is to say what things should be included for a good precis? A good one should include this rules of precis writing.

1.       It should be precise and clear

2.       A precis writing is not just lifting the words from the original paragraph

3.       It should be written in a precise manner in your own words

4.       It should be a summary or a miniature version of the original paragraph

5.       The precis must be logically connected and should have a good flow of words

6.       It should be coherent and for this, it can use the linking words such as and, because, therefore, etc.

7.       A precis should have an appropriate title and the order ideas need to be original

8.       The details found in the precis must match the details found in the paragraph

When all of these above points are understood and used in a precis, a good precis is bound to be written.

Top 10 Rules for Good Precis Writing

 

1. Decide Theme of the Passage

The main theme of the passage should find out through careful reading and then the main points and ordinary points find out for giving importance. These things are essential for brief and clear presentation of precis.

2. No Reproduction of Important Sentences

The sentences of the original passage cannot be used for precis-writing. Precis-writing is an art of remodeling of sentences without affecting the main theme of the original passage.

3. Have Brevity and Clarity

Brevity is the soul of precis-writing. But, at the same time, clarity should not be given up. Mere deletion or addition of few words of original passage cannot be a precis-writing. Moreover, brevity should not create any ambiguous in the minds of the reader.

4. Reflects the Intelligence of the Precis-writer

The style of language and words used in the precis-writing indicate the intelligence of the precis writer. In other words, the precis-writing preserved the spirit of the original passage with different words and sentences.

5. Use Own Language

The precis-writer should use his/her own language for precis-writing. The writer should not retain any significant phrases or technical terms of the original passage. It means that the writer should use his/her own sentences for precis-writing.

6. Avoid Direct Speech and Use Indirect Speech

The precis-writing is presented in third person point of view. The text of the original passage is presented in direct speech. Now, it is the duty of the precis-writer that he/she should present in indirect speech.

7. The inclusion of Statistical Information

If statistical information is included in the original passage, they can be used in the precis-writing for maintaining quality. If statistical information is excluded, it affects the very purpose of precis-writing and conveys a different meaning.

8. Observe Proportion

Original passage is divided into many parts. Each part is dealt with according to importance but not according to length. In this way, the objectives of precis-writing are achieved.

9. No Comments but Conclusion

The precis-writer need not give any comments over the original passage but should give conclusion. It means that the precis-writer need not evaluate the mind of the author but interpret the original passage in a meaningful way.

10. One-third of Original Passage

It is the general practice that the length of precis-writing should be one-third of original passage. If so, reader can get full information and do his/her job very effectively.

 

Uses of precis-writing:

 

 

1). precis-writing is a very fine exercise in reading, most people read carelessly, and retain only the vague idea of what they have read. You can easily test the value of your reading. Read in your usual way a chapter, or even a page, of the book and then, having closed the book tries to put down briefly the substance of what you have just read. You will probably find that memory of it is hazy and muddled. Is this because your memory is weak? No; it is because your attention was not fully centered on the passage while you were reading it. 

The memory cannot retain what was never given it to hold; You did not remember the passage properly because you did not properly grasp it as you read it.

 

Now precis-writing force you to pay attention to what you read; For no one can write a summary of and passage unless he has clearly grasped its meaning. So summarizing is excellent training in the concentration of attention. 

It teaches one to read with the mind, as well as with the eye, on the page.

 

2). precis writing is also a very good exercise in writing a composition. 

It teaches one how to express one’s thoughts clearly, concisely and effectively. it is splendid corrective of the common tendency to vague and disorderly thinking and loose and diffuse writing. 

Have you noticed how an uneducated person tells a story? he repeats himself, brings in a lot of irrelevant matter, omits to from its proper placed what is essentially a drags it in later as an after-thought, and takes twenty minutes to say what a trained thinker would express in five. 

The whole effects are muddled and tedious. In a precis you have to work within strict limits, You must express a certain meaning in a fixed number of words. 

So you learn to choose your words carefully, to construct your sentences with an eye to fullness combined with brevity, and to put your matter in a strictly logical order.

3). So practice in precis-writing is of great value for practical life. in any position of life ability to grasp quickly and accurately what is read, or heard and reproduce it clearly and concisely means, is of the utmost value. for lawyers, businessman, and government officials it is essential. 

METHOD OF PROCEDURE:

you must make up your mind from the beginning that precis-writing means intensive brain work. There is no easy shortcut to summarizing a passage. To tear the hurt out of passage means concentrated thought, and you must be prepared for close attention and hard thinking.

1) READING: 

(A) First read the passage through carefully, but not too slowly, to get a general idea of its meaning. If one reading is not sufficient to give you this clearly, read it over again, and yet again. 

The more you read it, The more familiar will it become to you, and the clearer be its subjects, and what is said about that subject. 

Ask your self “what is it I am reading? what does the author mean? what is his subject? what is he saying about it? Can I put in a few words the pith of what he says”?

(B) usually, you are required to supply a title for your precis. This is a good stage at which o do this. 

Think of some word, phrase or short sentences that will sum up briefly the main subject of the passage. Sometimes this is supplied by what we may call a key-sentence. 

 

This key-sentence may be found at the beginning or at the end of the passage. 

(C) Further reading is now necessary to ensure that you understand the details of the passage as well as its main purport. Take it now sentence by sentence, and word by word. If the meaning of any word is not clear, look them up in a dictionary. 

Detailed study of this kind is necessary, because a phrase, sentence,  or even a single word, may be of prime importance, and the misunderstanding of it may cause you to miss the whole point of the passage.

2) WRITING:

(A) ROUGH DRAFTS:

You should now be ready to attempt the writing of the precis, but be sure of the limits within which it must be compressed. 

If the numbered of words is given you, this is easy: but if you are told to reduce the passage to say, a third of its length, count the number of words in the passage and divide by three. 

The draft will probably be too long. In fact, you may have to write out several drafts before you find to express the gist of the passage fully within the limits set.

(B) IMPORTANT POINTS:

 1) The precis should be all in your own words.

2) The precis must be a connected whole.

3) The precis must be complete and self-contained.

4) it is only the gist, main purport, or general meaning of the passage which you have to express.

5) The precis must be in simple, direct grammatical and idiomatic English.

(C) THE ART OF COMPRESSION:

you are not bound to follow the original order of thought to the passage to be summarized if you can express its meaning more clearly and concisely by transposing any of its parts.

3) REVISION:

 when you have made your final draft, carefully revise it before you write out the fair copy. Be sure that its length is within the limits prescribed. Compare it with the original to see that you have not omitted an important point. 

See whether it reads well as a connected whole, and correct any mistakes in spelling and punctuation, grammar and idiom.

Then write out the fair copy neatly. prefixing the title, you have chosen.

·         Characteristic and Rules of precis

·         Characteristic of precis

·         Some characteristics of precis are given below:

 

 

Conciseness:

This is the quality which gives the precis its name because precis is written for the purpose of conciseness. The writer should compress the main message in the fewest possible words without any vagueness.

Clearness:

A good precis is always easy to understand therefore the writer should write it in simple and clear words. The basic aim of the precis writing is to convey the main theme of the passage across the reader so in order to achieve this aim the writer should read the passage twice and thrice for clear and vivid understanding.

Coherence:

There is a coherence in a good precis. It means that each part must be related to other parts. In order to achieve the quality of coherence, words are combined with the help of, however, similarly, finally etc.

Completeness:

An incomplete passage could not be called a precis. A good precis contains all the important points. The writer should ensure if all the important ideas are included in the precis.

Correctness:

A good precis is correct in every aspect. An error of any type just like grammar, punctuation, and spelling is not included in a good precis.

Faithful Presentation:

An excellent precis is always the reflection of the original idea. The writer does not include his own thoughts or ideas in it.

Length:

A good precis is almost one-third of the original passage. Therefore the writer excludes all the unnecessary details from his precis.

Outdated Words:

In good precis, there is no place for outdated words and phrases. The writer takes maximum care to use current vocabulary.

Write in  Own Words:

The writer of a precis does not borrow words from the original passage. He expresses everything by using his own words and idioms to short it.

Grammar:

A good precis is always written in indirect speech. There is no mistake of grammar in it. The passage may be written in present or past tense. The use of idioms is also very useful.

Punctuation:

The use of punctuation makes the precis easy to understand. Therefore the writer should use these wherever necessary.

Rules of Precis Writing

Some rules of precis writing are given below:

Careful Reading:

The first step toward making a precis is to read the original passage very carefully. Of course, reading the passage once is not enough. A second reading will give you a clear idea o what is required to be summarized.

Understanding Main Points:

The reader should underline all-important idea or key sentences in the passage and omit all the rest.

Make A Rough Draft:

write all these important ideas in a sequence it will become the first rough draft of your precis.

Order Can Be Change:

The Order of the main idea can be changed it is permissible to re-arrange the ideas in the order that writers think better.

One Paragraph:

A precis is written in the shape of a paragraph, not in loose sentences.

Final Draft:

In the end, you should re-read and check if there is anything missing. If the precis exceeds its limits, you should revise it and exclude the unimportant points.

Some More Rules of Precis Writing:

 

·         Not to be confused with paraphrasing

·         The language should be clear, brief and precis

·         It should be written in short sentences

·         Logically connected

·         No extra information

·         The inclusion of essential ideas, and omission of non-essentials.

Rhetorical Précis Worksheet

A rhetorical précis differs from a summary in that it is a less neutral, more analytical condensation of both the content and method of the original text. If you think of a summary as primarily a brief representation of what a text says, then you might think of the rhetorical précis as a brief representation of what a text both says and does. Although less common than a summary, a rhetorical précis is a particularly useful way to sum up your understanding of how a text works rhetorically. 

 

The Structure of a Rhetorical Précis

Sentence One: Name of the author, genre, and title of work, date in parentheses; a rhetorically active verb; and a THAT clause containing the major assertion or thesis in the text.

 

Sentence Two: An explanation of how the author develops and supports the thesis.

 

Sentence Three: A statement of the author’s apparent purpose, followed by an “in order to” phrase.

 

Sentence Four: A description of the intended audience and/or the relationship the author establishes with the audience. 

Précis Writing Worksheet

 

Sentence 1 – What is the author doing?

 

_________________________________, __________________________________________________,

author                                                     phrase describing author

 

in _________________________________________________________________________(________)

                                                                                title                                                                                                          date

 

____________________ that ____________________________________________________________

power verb                                                                               thesis (quote, if possible, with page #, if necessary)

 

____________________________________________________________________________________

 

____________________________________________________________________________________

 

____________________________________________________________________________________

 

____________________________________________________________________________________.

 

 

 

Sentence 2 – How is the author doing this?

 

____________________________   _____________________________________________________  

Author’s last name                                    another power verb (phrase)                     

 

__________________________________________________________________________________ by

                what he/she is doing

 

___________________________________________________________________________________,

first argument he/she makes with example(s)

 

___________________________________________________________________________________

 

___________________________________________________________________________________,

second argument he/she makes with example(s)

 

___________________________________________________________________________________

 

and _______________________________________________________________________________.

third argument he/she makes with example(s)

 

___________________________________________________________________________________

 

 

 

 

Third Sentence – Why does the author do this?

 

He / She _____________________________________________________________________________

Summary of your argument – what he/she is doing and how

 

___________________________________________________________________________________

 

in order to ___________________________________________________________________________

Why you think he or she is doing this – what is his or her purpose?  Provide evidence.

 

____________________________________________________________________________________

 

____________________________________________________________________________________

 

____________________________________________________________________________________

 

___________________________________________________________________________________.

 

 

 

Fourth Sentence – For whom is the author doing this?

 

______________________ is ________________________   ____________________________  

Author’s last name                    adverb describing tone                                              verb describing tone

 

________________________________________________________________ because he / she

audience

 

__________________________________________________________________________________

How do you know that this is the audience?  Provide evidence.

 

__________________________________________________________________________________

 

__________________________________________________________________________________

 

___________________________________________________________________________________

 

___________________________________________________________________________________

 

__________________________________________________________________________________.