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
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Purpose
Appropriate wording
Explicitness
Conciseness
Correct grammar
Smoothness
Purpose
Know the audience and purpose for writing
Must be clear, original, and focused on the
message to be conveyed
Writing is done for someone to read and should
engage 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
Conciseness
A 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 is
usually equated with writing
well.
Doctors bury their mistakes.
Lawyers hand them. Journalists
put their mistakes on the front
page.
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:
mankind
chairman
housewife
my girl/boy
policeman
salesman
Non gender terms:
human kind
chairperson
homemaker
my assistant
police officer
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, and
punctuation) and determine if the
message 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 major
changes.
Check the final version for
remaining errors.
Mistakes reflect a negative image to
the 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 somewhat
thick-walled, with a stone lodged in the cystic
duct of the gallbladder, measuring about 1.0
cm in diameter, but there were no filling defects
and there was good emptying of the contrast
medium 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.
Period
Used at the end to give a statement or give a
command. (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 outline
enumerations.
A period is not placed after :
State abbreviations
Zip codes
Acronyms
Question mark
Used after a direct question.
Exclamation point
Used after a sentence that expresses strong
feelings.
Comma
The 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, TX
Our 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:
1,000
10,000
3,000,000
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
nonetheless
on the other hand
for example
after all
in my opinion
by the way
to tell the truth
naturally
I am sure
of 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!