English Qualifying: Writing Skills
What to remember
- Format earns marks: Each form (letter, press release, report, precis, speech) has a fixed layout. Learn it so well that you can write it without thinking.
- Be clear, short and correct: Use simple words, short sentences, the right tone and correct grammar. A qualifying paper tests basic writing ability, not decoration.
- Respect the word limit: Write to the stated length. Plan first, write, then check spelling, tenses and punctuation.
General rules for all writing
- Read the task twice. Find the person you are writing to, the purpose and the tone.
- Make a short plan: 3 to 4 points.
- Use paragraphs. One paragraph, one idea.
- Use the active voice for strength. Use the passive for formal reports when the doer is not important.
- Avoid slang, short forms (do not, not don't) in formal writing, and long, difficult words.
- Do not invent a real name or address if the question says to use "X", "Y" or "Secretary". Use the name or title given.
- Check: spelling, subject-verb agreement, tense consistency, capital letters and full stops.
Formal letter (to officials, editors, authorities)
Layout.
- 1. Sender's address (top right or left, as per the format you practise).
- 2. Date.
- 3. Receiver's designation and address.
- 4. Subject line (short, clear, underlined or in capitals).
- 5. Salutation: "Sir" or "Madam" (or "Dear Sir" or "Dear Madam").
- 6. Body: opening (who you are and why you write), details, request or action wanted, closing line.
- 7. Subscription: "Yours faithfully" (when you begin with Sir or Madam), then signature and name.
Tips.
- Use polite, firm language: "I request you to...", "I would be grateful if...".
- Give facts in order: what, where, when, how long, what harm.
- Close with the action you expect and a thank-you.
- Letter to the editor: begin "Sir" or "Dear Sir"; give a heading; state the problem; suggest the solution; sign with your name and place.
Sample subject lines.
- Complaint about irregular water supply in the locality.
- Request for a bus service to a village.
- Application for a certificate or for leave.
Informal (personal) letter
- Address and date at the top.
- Salutation: "Dear" plus the first name or relation (Dear Ravi, Dear Father).
- Friendly, warm tone. Short forms are acceptable in moderation.
- Close with "Yours sincerely" or "Yours affectionately" and the first name.
- In a group-I qualifying paper, expect formal and semi-formal letters more than personal ones.
Press release
A press release is an official announcement sent to the media.
Layout.
- 1. Name of the organisation or department at the top.
- 2. "PRESS RELEASE" (or "FOR IMMEDIATE RELEASE").
- 3. Place and date.
- 4. Headline: short, in capitals or bold.
- 5. First paragraph: the most important facts (what, who, when, where, why, how). This is the "lead".
- 6. Next paragraphs: details, a quotation from the official, background.
- 7. Closing line: contact person, phone or email.
Tips.
- Write in the third person and the past or present tense. Do not use "I" or "we" except in a quote.
- Put the most important fact first (inverted pyramid).
- Keep it to one page, about 150 to 250 words.
- Avoid opinions and adjectives that boast.
Report writing
A report presents facts about an event or a situation.
Newspaper report. Headline, by-line (writer's name, place and date), first paragraph with main facts, details, quotes and a short closing.
Formal or official report.
- Title: "Report on ..."
- Prepared by, for, and date.
- Introduction: purpose, scope and method.
- Findings: facts in order, in short paragraphs or numbered points.
- Conclusion: what the facts show.
- Recommendations: what should be done.
- Use the passive voice and past tense for events that have happened.
Precis writing
A precis is a short summary of a passage in your own words.
Rules.
- 1. Read the passage 2 to 3 times. Find the central idea.
- 2. Underline key points. Remove examples, illustrations, repetition and quotations.
- 3. The precis should be about one-third of the original length, unless the question states otherwise.
- 4. Write in your own words, in the third person and the indirect speech.
- 5. Do not add your own opinion. Do not copy sentences.
- 6. Use a single paragraph, in the present or past tense as suited.
- 7. Give a short title that reflects the main idea.
- 8. Keep the order of ideas as in the original.
- 9. Write the number of words at the end if asked.
Steps. Rough draft, count words, trim, fair copy.
Worked length example. A passage of 300 words needs a precis of about 100 words. A passage of 450 words needs about 150 words.
Speech writing
Features.
- Greeting to the audience: "Respected Chairperson, honourable guests and dear friends".
- Opening that catches attention: a question, a fact or a short story.
- Main points in order, with simple examples.
- Direct address: "you", "we", "our".
- Short sentences, repetition for emphasis and rhetorical questions.
- A strong closing: summary and call to action.
- End with "Thank you" or "Jai Hind".
Types. Welcome speech, farewell speech, speech on a social issue, and speech at an event.
Table: letter parts and endings
| Salutation | Closing |
|---|---|
| Sir / Madam | Yours faithfully |
| Dear Mr. Rao / Dear Madam (named person) | Yours sincerely |
| Dear Ravi (friend) | Yours affectionately |
Table: forms of writing at a glance
| Form | Person | Tone | Length |
|---|---|---|---|
| Formal letter | Third party in authority | Polite, formal | 150 to 200 words |
| Press release | Media | Neutral, factual | 150 to 250 words |
| Report | Reader of record | Objective | As directed |
| Precis | Reader of the original | Concise | One-third of the original |
| Speech | Live audience | Spoken, persuasive | As directed |
Table: sections in a formal report
| Section | Purpose |
|---|---|
| Title | Names the topic |
| Introduction | Purpose and scope |
| Findings | Facts and data |
| Conclusion | What it means |
| Recommendations | What to do |
Worked sample: formal letter
The Executive Engineer, Municipal Water Supply Department. Subject: Irregular water supply in our colony.
Sir, I am a resident of this colony. For the past ten days, water has been supplied for less than half an hour each day, and many families are forced to buy water from private sellers. I request you to look into the matter, repair any fault in the pipeline and restore a regular supply. I shall be grateful for your quick action. Yours faithfully, (signature and name).
Worked sample: short precis
Original idea (about 120 words): Roads are built to connect places, but poor planning causes accidents, noise and pollution. Authorities build wider roads, yet traffic grows faster. Many experts say that public transport, cycle tracks and footpaths give better results than more lanes. Precis (about 40 words): Poorly planned roads cause accidents and pollution. Wider roads alone do not solve traffic growth. Public transport, cycle tracks and footpaths are better answers.
Worked sample: speech closing
"Friends, a clean village does not happen by chance. It happens when each of us picks up one piece of litter and sets one good example. Let us begin today. Thank you."
Sample opening lines
- Formal letter: "I am writing to draw your kind attention to the repeated failure of street lighting in our locality."
- Press release: "The Department of Health today announced a week-long vaccination drive in all districts."
- Speech: "Friends, what is the one thing that cannot be taken from you? It is your education."
Common mistakes to avoid
- Wrong closing: "Yours sincerely" used after "Sir".
- Writing the full precis in the first person.
- Copying long phrases from the passage.
- Missing the subject line in a formal letter.
- Using different tenses in the same paragraph without reason.
- Crossing the word limit by a large margin.
- Opinions inside a report or press release.
Exam traps
- "Yours faithfully" goes with "Sir" or "Madam"; "Yours sincerely" goes with a named person.
- A precis is shorter than a paraphrase. A paraphrase keeps the length and details.
- A report states facts; an essay gives views.
- The press release lead has the main news; the background comes later.
- A speech is written to be heard, so use direct address.
- Subject line is not the same as the heading of a report.
- In a precis, examples and quotations are usually dropped.
- A letter to the editor begins with "Sir", not with the editor's name.
One-liners
- A formal letter has a subject line.
- "Yours faithfully" follows "Dear Sir".
- "Yours sincerely" follows "Dear Mr. Rao".
- A precis is about one-third of the original.
- A precis is written in the third person.
- A press release begins with the most important facts.
- A report uses a formal, objective tone.
- Recommendations come at the end of a formal report.
- A speech opens with a greeting to the audience.
- A good conclusion gives a call to action.
- Informal letters use the first name in the salutation.
- Always revise for spelling and grammar.
Practice questions
Which closing is correct for a letter that begins with 'Dear Sir'?
- Yours sincerely
- Yours faithfully
- Yours affectionately
- Your loving
Answer
B. Yours faithfully
'Dear Sir' or 'Madam' takes 'Yours faithfully'.
Which closing is correct for a letter that begins 'Dear Mr. Rao'?
- Yours sincerely
- Yours faithfully
- Yours obediently only
- Thanking you, yours
Answer
A. Yours sincerely
A named person takes 'Yours sincerely'.
A formal letter to an official should include which of the following?
- A nickname
- Emoji
- Slang words
- A subject line
Answer
D. A subject line
The subject line states the purpose in a few words.
A precis is normally about what fraction of the original passage?
- One-tenth
- One-third
- One-half
- Two-thirds
Answer
B. One-third
The usual rule is about one-third of the original length.
A passage has 360 words. The expected length of its precis is about how many words?
- 180
- 240
- 60
- 120
Answer
D. 120
360 divided by 3 is 120.
A passage has 450 words. A precis in one-third length should be about how many words?
- 300
- 90
- 225
- 150
Answer
D. 150
450 divided by 3 is 150.
In which person and speech is a precis normally written?
- First person, indirect speech
- Third person, indirect speech
- First person, direct speech
- Second person, direct speech
Answer
B. Third person, indirect speech
A precis reports the writer's ideas in the third person.
What is usually left out of a precis?
- Examples and repetition
- The central idea
- The order of ideas
- The main argument
Answer
A. Examples and repetition
Examples, quotations and repeated points are dropped.
What does the first paragraph of a press release contain?
- Background history only
- Personal opinions
- The most important facts
- Contact details only
Answer
C. The most important facts
The lead gives who, what, when, where, why and how.
Which tone suits a press release?
- Neutral and factual
- Casual with slang
- Emotional and boastful
- Angry and critical
Answer
A. Neutral and factual
Press releases are factual announcements.
Which tense and person are commonly used in a press release?
- First person only
- Second person only
- Future perfect only
- Third person, past or present tense
Answer
D. Third person, past or present tense
A release reports facts in the third person.
In a formal report, where do recommendations appear?
- Before the title
- At the end, after the conclusion
- Inside the date line
- In the salutation
Answer
B. At the end, after the conclusion
Recommendations suggest actions based on the findings.
Which voice is common in formal reports of past events?
- Vocative case
- Imperative mood
- Passive voice
- Future continuous
Answer
C. Passive voice
The doer is often unimportant, so the passive is used.
The 'by-line' in a newspaper report gives what?
- The editor's address
- The advertisement
- The headline
- The writer's name, place and date
Answer
D. The writer's name, place and date
A by-line names the writer and the place of reporting.
Which opening line best suits a speech?
- Subject: Request
- Respected chairperson, honourable guests and dear friends
- FOR IMMEDIATE RELEASE
- To whom it may concern
Answer
B. Respected chairperson, honourable guests and dear friends
A speech begins with a greeting to the audience.
Which features make a speech effective?
- Long passive sentences
- Only statistics
- Direct address, short sentences and a clear closing
- No structure
Answer
C. Direct address, short sentences and a clear closing
A speech is written for listening.
An informal letter to a friend should use which salutation?
- Dear Ravi
- Respected Sir
- To the Editor
- Sir
Answer
A. Dear Ravi
A first name with 'Dear' fits a friend.
A letter to the editor begins with which salutation?
- Dear Friend
- Hello
- My dear Editor-in-Chief
- Sir
Answer
D. Sir
Letters to the editor begin with 'Sir' or 'Dear Sir'.
Which of the following is the best subject line for a complaint about irregular water supply?
- Irregular water supply in our colony
- I am angry
- Water
- Regarding
Answer
A. Irregular water supply in our colony
A subject line should be clear and specific.
Why should a candidate avoid inventing a real address when the question gives 'X' or 'Y'?
- Addresses lower the marks
- Use the names or titles given in the question
- Real addresses are not allowed in any letter
- Letters need no address
Answer
B. Use the names or titles given in the question
Follow the instructions given in the question.
Which step comes first when writing a precis?
- Copy sentences
- Write the title
- Count words
- Read the passage and find the central idea
Answer
D. Read the passage and find the central idea
Understanding comes before writing.
In a precis, which is the best title?
- A quotation from the text
- A short phrase reflecting the main idea
- A long summary
- The first sentence of the passage
Answer
B. A short phrase reflecting the main idea
A title should capture the central theme.
What is the difference between a precis and a paraphrase?
- A precis is shorter; a paraphrase keeps the length
- A precis copies words
- A precis is longer
- A paraphrase omits ideas
Answer
A. A precis is shorter; a paraphrase keeps the length
A paraphrase restates in other words without shortening much.
What is the inverted pyramid style?
- Details first, conclusion last
- Equal weight to all points
- Most important information first, details later
- Only opinion at the start
Answer
C. Most important information first, details later
It is used in news and press releases.
A formal report on an event should avoid which of these?
- Personal opinions
- Dates
- Headings
- Facts
Answer
A. Personal opinions
A report should be objective.
Which of the following sentences is best for the closing of a formal letter?
- Do it fast or else.
- Waiting, waiting.
- I shall be grateful for your early action.
- That's all, bye.
Answer
C. I shall be grateful for your early action.
A polite, specific closing is expected.
For a speech at a school farewell, which opening is most suitable?
- A formal application
- A warm greeting followed by a short, relevant story
- A legal notice
- A list of dates
Answer
B. A warm greeting followed by a short, relevant story
A farewell speech should be warm and personal.
Which is the best sentence for a press release headline?
- We are so happy, come all
- Vaccination, vaccination everywhere!
- Ignore rumours, listen to me
- Health Department launches week-long vaccination drive
Answer
D. Health Department launches week-long vaccination drive
A headline should be short and factual.
Consider the statements. 1. 'Yours faithfully' follows 'Dear Sir'. 2. 'Yours sincerely' follows 'Dear Mr. Rao'.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
C. Both 1 and 2
Both pairings are standard.
Consider the statements about a precis. 1. It is written in the writer's own words. 2. It should add the precis writer's opinion.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
A. 1 only
A precis should not add opinion.
Consider the statements about a press release. 1. The most important facts come first. 2. It is usually about one page.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
C. Both 1 and 2
Both are correct.
Consider the statements about a formal letter. 1. It has a subject line. 2. It should use slang for a friendly tone.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
A. 1 only
Slang is not used in formal letters.
Consider the statements about a speech. 1. It should address the audience directly. 2. It should end with a summary or call to action.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
C. Both 1 and 2
Both are features of a good speech.
Consider the statements about a report. 1. It uses an objective tone. 2. It may contain recommendations.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
C. Both 1 and 2
Both are correct.
Consider the statements. 1. A letter to the editor begins with 'Sir'. 2. It ends with 'Yours faithfully' and the writer's name.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
C. Both 1 and 2
These are standard conventions.
Consider the statements. 1. A press release is written in the first person. 2. It reports facts in the third person.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
B. 2 only
Press releases use the third person.
Consider the statements. 1. A newspaper report has a headline and a by-line. 2. A formal report does not need an introduction.
- 1 only
- 2 only
- Both 1 and 2
- Neither 1 nor 2
Answer
A. 1 only
A formal report normally has an introduction.
Match: (a) Dear Sir (b) Dear Mr. Rao (c) Dear Ravi with (i) Yours sincerely (ii) Yours faithfully (iii) Yours affectionately.
- a-i, b-ii, c-iii
- a-iii, b-i, c-ii
- a-ii, b-iii, c-i
- a-ii, b-i, c-iii
Answer
D. a-ii, b-i, c-iii
Sir takes faithfully; named person takes sincerely; friend takes affectionately.
Match the form with its key feature: (a) Precis (b) Press release (c) Report (d) Speech with (i) direct address (ii) shortened version (iii) recommendations (iv) lead paragraph with main facts.
- a-iii, b-i, c-iv, d-ii
- a-i, b-ii, c-iii, d-iv
- a-iv, b-iii, c-ii, d-i
- a-ii, b-iv, c-iii, d-i
Answer
D. a-ii, b-iv, c-iii, d-i
Precis shortens; release has a lead; report has recommendations; speech addresses the audience.
A candidate writes a precis of 300 words from a passage of 300 words. What is the main fault?
- It has paragraphs
- It does not shorten the passage
- It uses a title
- It uses third person
Answer
B. It does not shorten the passage
A precis must be much shorter than the original.
A report on a college event uses 'we' and 'I' in every sentence. What is the fault?
- Too many facts
- Informal and subjective style for a report
- No title
- Too formal
Answer
B. Informal and subjective style for a report
Reports use an objective style.
Which of the following sets of words best matches the tone of a formal complaint?
- Fix it right now or else
- You people are useless
- This is nonsense
- I request you to look into the matter
Answer
D. I request you to look into the matter
Polite and firm language is expected.
A passage of 240 words is to be reduced to one-third. How many words should the precis have?
- 80
- 60
- 120
- 160
Answer
A. 80
240 divided by 3 is 80.
Which part of a press release gives the name of the person to contact for more information?
- The lead
- The closing line
- The salutation
- The headline
Answer
B. The closing line
Contact details are placed at the end.