Directed Writing – guidelines, formats, and tips.
General Guidelines for Directed Writing:
● Read the question carefully.
● Identify what you are required to do. Also, be clear about your role and your audience – who is going to
read or listen to your piece of writing.
● You need to plan your writing and organize your thoughts. This means thinking about what to write and
how to elaborate on the points given.
● Some candidates make the mistake of spending more time on this question, and they end up having little
time for the Composition.
● Bear in mind, that no matter how much you write, you can only score a maximum of 15 marks for task
fulfillment.
● Linguistically proficient candidates can rearrange the given points in a manner that suits their organization
of thoughts. There is no harm in doing this except that you may unconsciously leave out any point.
● You should elaborate on the points given. Write at least one paragraph for each bullet point.
● Your elaborations can be in the form of examples, facts, figures, or any extra information. (Keep in mind
any points that you are taking from the passage need to be analyzed using the knowledge you have. This
is an analysis, not your opinion. You will however give your opinion in the third body paragraph if
required before concluding your composition).
● Use a variety of sentence structures so that your writing is not dull and monotonous.
● Pay attention to the usage of effective vocabulary. Use appropriate words and expressions to convey
meaning.
● You may include suitable idiomatic expressions or quotations to enhance your writing. (for speech only)
● Use accurate grammatical structure, spelling, and punctuation.
● Read through what you have written.
● Present a neatly written piece of work.
Pitfalls to avoid:
● Poor time management: As mentioned above, do not spend more time on this question. Otherwise, you
will not have enough time for the Composition.
● Lengthy writings: Do not write too much. As mentioned earlier, this question does not make many
demands on a candidate. Directed Writing is a concise piece of writing. You have to use the given points
and provide a few sentences to elaborate on them. A response of 200–300 words is more than sufficient.
After all, the more you write, the more mistakes you are likely to make. Save time and energy for
Composition.
● Usage of informal language: If the situation is colloquial, use informal language. Otherwise, use formal
English.
● Poor punctuation: Some candidates do not punctuate their sentences correctly. Make sure you end your
sentence with a full stop and not a comma. Avoid using run-on sentences.
Task fulfilment (15 marks):
In the question, you will be given some instructions that you have to follow in order to achieve high marks in
your informal letter.
This is known as task fulfilment.
When you follow the instructions prescribed by your examiner, you are actually completing the “task
fulfilment”. In a good informal letter, you have to ensure that the points mentioned below are covered.
● Your letter should indicate a proper understanding of the purpose (goal or aim of a piece of writing).
This means that you have to provide relevant information, express oneself and in short, you have to create a
literary work. This is because when you are writing an informal letter, you indicate your ideas by
communicating with someone.
Therefore, if your letter is relevant to the topic and it explains all the required (and appropriate) details, you
complete the purpose of the writing.
● You should have a clear awareness of the situation and the audience.
This means that when you are writing a letter, you have to know what is the goal of the writing and to whom
(audience) you are writing. This is very important because when you know your audience, you write
accordingly.
For example, the tone of your writing to a friend or a cousin will be different as compared to the one written to
your administrator or client.
Well, how does the examiner judges how clear the situation is to you? When you are composing a letter
(informal), the more relevant and accurate you are, the higher is your understanding of the circumstance
because you avoid all unnecessary details.
● Make sure that the format is entirely appropriate.
This simply means that you have to take care about the format of your informal letter because if you include
things such as “subject” and “byline” in your letter, you are not fulfilling the required format.
The way of greeting and addressing the letter is different in an informal letter as compared to a formal letter.
Therefore, your draft should indicate that you are writing for an informal purpose and the format is the best
way to do so.
● You have to develop all the required points in detail (fully amplified) in a well organized manner.
What does this mean? This means that in the question, you are given certain bullet points which you have to
develop.
The questions provide you with certain aspects about which you have to provide specific and relevant details.
As mentioned above, these points should be explained in detail so that you satisfy the requirement of “task
fulfilment”.
These points should be well organized which means that you should follow the orders of the bullet points
given by the examiner to you.
When you organize the points in the correct sequence, you are likely to achieve good grades but I have a
specific tip for you over here.
Tip: You have to remember that the word limit is of 200 to 300 words but, always explain more than it is
required by the examiner.
This means that try to include relevant details about the topic that is apart from the content points given by the
examiner to you.
● The tone and register should be completely appropriate.
This means that the language you use should be according to an informal letter. Well, what is your tone when
you are writing to your friend or a family member?
Your tone and register are informal, right? But, let me tell you what does being informal means in a letter.
You have to be spontaneous and casual because you are communicating with your friends or family members.
This means that the language is more personal than formal language.
Therefore, you have to select the right words because this will allow you to secure the maximum possible
marks and your tone is the most powerful tool to indicate that you are writing an informal letter.
I hope that this makes sense.
● Use the given information to elaborate on your interpretations and personal opinions.
The question is your best friend, right? This is because the question will provide you with all the required
details which you are looking for.
The examiner wants you to think beyond the scope and justify your thinking with the information given in the
question. When you do this, you will have plenty of information to write.
Why is it important to elaborate your personal interpretations, attitude, opinions or expressions? This is
because you are required to only write relevant details and if you do not link them with the question, they will
be considered irrelevant.
In short, it is very important to provide appropriate explanations so that the examiner knows that you have
a clear understanding of the purpose (and having a clear understanding of the purpose in the requirement for
the task fulfilment).
These are some of the requirements which you have to fulfil if you want to secure 13 to 15 marks in the “task
fulfilment” section. If these conditions are not met, you are likely to lose marks.
It is time to explain how are you going to attain the maximum possible marks in the “language section” of your
informal letter.
Language (15 marks):
In this section, you will be given marks according to your expressions (language).
The examiner will judge how you communicate your ideas through your language and therefore, you have to
complete the requirements in order to secure good marks.
Some of the requirements are discussed below for your reference and guidance.
● The language used should be highly accurate (some occasional slips are ignored).
This means that the language you will use to provide the required information should be precise and error-free.
Note that the tone and register will be informal (casual) but you do not have to compromise on the content.
This means that the language which you will use should be very sufficient to represent the situation.
● Similarly, you should use particular sentence structure in your letter.
There are four types of sentence structures such as:
1. Simple sentences
2. Compound sentences
3. Complex sentences
4. Compound-complex sentences
A simple sentence is an independent clause with no dependent clause or conjunction. For example, the
sentence “Joe waited for the train” is a simple sentence because there is one independent clause.
Likewise, a compound sentence is two independent clauses that are connected (joined) by a conjunction (such
as for, and, nor, but, or, yet and so).
For example, the sentence “I really need to go to work, but I am too sick to drive” has two independent clauses
joined by a conjunction (but in this case).
A complex sentence contains at least one dependent clause and an independent clause which are connected
(joined) by conjunctions and subordinators (to indicate subject or time).
For example, the sentence “She returned the computer after she noticed it was damaged” contains an
independent and dependent clause and a subordinator (“after” in this case).
Moreover, a compound-complex sentence contains multiple independent clauses and at least one dependent
clause and it also contains both subordinators and conjunctions.
For example, “Though Adam prefers to watch dramatic movies, he rented the latest romantic movie, and
he enjoyed it very much” is a compound-complex sentence.
● You have to use appropriate tenses and verb forms that are largely correct.
In grammar, tenses refer to the classification that expresses time reference. The tenses are usually explained
with some specific form of verbs (such as present tense form and past tense form).
You have to take care that you do not use the wrong tense and form of the verb (for example you cannot use
first-person while writing a report because you use the third person),
If this is done, you are guaranteed decent marks in this section (writing as a first person in case of the informal
letter is correct).
● There should be variety in your vocabulary making it helpful for the reader to understand.
This means that the language you use should be mature and try to avoid words such as “bad” and instead use
words such as “unpleasant” or “substandard”.
But, sometimes the students include very fancy words in their informal letters which is not correct because
remember that you are not writing to your manager.
At the same time, you should know that the use of decent vocabulary means that your tone should be friendly
and casual but try to avoid substandard language such as slangs.
● The spellings should be accurate apart from few occasional slips.
If you are giving an English paper then, the spellings matter because you have separate marks for the
“language” sections. Therefore, you have to be very careful with your spellings.
At the same time, you should include accurate punctuations such as:
1. Question mark
2. Exclamation point
3. Semicolon
4. Colon
5. Brackets (try to avoid during speech writing)
● Lastly, you have to connect your paragraphs through transition words to indicate unity and planning in your
letter.
Transition metals show coherence in your informal letter and therefore, you have to use them in order to link
your ideas. Some of the transition words which you can use in your letter are:
1. Moreover
2. Furthermore
3. Similarly
4. Likewise
5. Apart
6. Simultaneously
7. Currently
8. Subsequently
9. Meanwhile
10. In the same way
FORMATS
Article writing:
Title (heading)
By-line (the name of the writer)
Note: You can also write “written by”, but “by-line” is preferred.
First paragraph (introduction)
Second paragraph (first content point)
Third paragraph (second content point)
Fourth paragraph (third content point)
Fifth paragraph (conclusion)
If you are confused about what exactly are these “content points”, you will understand them later (when I will
share a sample with you). But for now, note that these are the bullet points that are given in the question.
Newspaper article vs Magazine Article:
Length and Depth:
Newspaper articles: Due to the fast-paced nature Magazine articles: Magazine articles have more
of news reporting, newspaper articles tend to be flexibility in terms of length and depth. They can vary
shorter and more concise. They straightforwardly in length from a few hundred to several thousand
provide essential information, typically in a few words, allowing for more extensive coverage of
hundred words. The focus is on delivering news topics. Magazine articles often explore issues in
quickly and efficiently. greater detail, providing background information,
analysis, and multiple perspectives.
Writing Style:
Newspaper articles: Newspaper writing tends to be Magazine articles: Magazine writing allows for more
more objective and straightforward, following the creativity and flexibility in style. Writers may employ
inverted pyramid structure. The most important storytelling techniques, narrative elements, and
information is presented at the beginning (the descriptive language to engage readers and evoke
headline and lead paragraph), followed by emotions. Magazine articles often have a distinct voice
supporting details arranged in descending order of and tone tailored to the publication's target audience.
importance. Journalistic language is used to
convey facts and report events impartially.
Audience and Content:
Newspaper articles: Newspapers cater to a broad Magazine articles: Magazines target specific audiences
audience, providing general news coverage based on interests, demographics, or niche topics.
across various topics such as politics, economy, Magazine content may include feature articles on
sports, and local events. The content is typically lifestyle, culture, fashion, travel, health, and
focused on current events and issues of entertainment. Articles in magazines often offer in-
immediate relevance to readers. depth analysis, expert opinions, and human interest
stories.
Report Writing:
Step 01
To: Recipient’s Designation or Full Name
To: The Principal OR Mr. XYZ (First and Last name)
Step 02
From: Writer’s Name (additional information in the next line)
From: Ali Arham
Class Representative, Grade 11
Step 03
Date
Step 04
Report Title [Underline the title]
Reference: Making Break Time Easier at ABC International School, Lahore
Step 05
Body
1st paragraph: Introduction to the report with purpose clearly stated.
2nd paragraph: First main/ bullet point elaborated in clear formal language. If it is about an incident, write a
proper date and time. Be specific.
3rd paragraph: Second main/ bullet point elaborated without rambling about off-topic discussions.
4th paragraph: The third bullet is discussed in detail.
Closing paragraph: Short conclusion with suggestions (if asked) including a good wrap-up.
Step 06
Writer’s Signature
Note: If you are given a starter to begin your report, such as, ‘To the Principal’, use that
REPORT WRITING – Newspaper report vs Principal vs Police. (Writing styles)
Newspaper Report:
Headline: Vandalism Strikes Local High School: Authorities Investigate
Lead Paragraph: In a shocking turn of events, Lincoln High School was hit by an act of vandalism last night,
leaving the school community reeling. Profanity-laden graffiti covered the school walls, windows were
shattered, and school property was damaged extensively. The incident, discovered early this morning by
school staff, has prompted a swift response from law enforcement agencies as they launch an investigation into
the culprits behind this senseless act.
Body: Eyewitnesses report seeing a group of masked individuals lurking around the school premises late last
night, fueling speculation about the perpetrators' identities and motives. Principal Smith condemned the
vandalism, calling it a blatant disregard for the sanctity of the school environment and promising to work
closely with authorities to ensure the perpetrators are brought to justice.
Police have cordoned off the affected areas and are collecting evidence, including security camera footage and
forensic samples. Detective Johnson stated, "We take incidents like this very seriously. Vandalism not only
disrupts the educational environment but also instills fear in the community. We are committed to identifying
those responsible and holding them accountable for their actions."
Closing: As the investigation unfolds, the school community rallies together, expressing solidarity and
determination to overcome this setback. Meanwhile, authorities urge anyone with information about the
incident to come forward and assist in the investigation.
Principal's Report:
Subject: Incident Report - Vandalism at Lincoln High School
Date: [Date of Incident]
Incident Description: Early this morning, upon arrival at Lincoln High School, staff discovered significant
vandalism throughout the school premises. The perpetrators had defaced school property with graffiti, broken
windows, and caused damage to various facilities. The incident is believed to have occurred overnight, with
eyewitnesses reporting suspicious activity around the school perimeter.
Response and Action Taken: Upon discovery of the vandalism, school administration promptly notified local
law enforcement authorities and initiated security protocols to ensure the safety of students and staff. The
affected areas were secured, and cleanup efforts commenced immediately. Additionally, counseling and
support services have been made available to students and staff affected by the incident.
Statement: This act of vandalism is a grave violation of our school community's values and principles. We
condemn such behavior in the strongest possible terms and are fully cooperating with law enforcement
agencies in their investigation. Lincoln High School remains committed to providing a safe and nurturing
learning environment for all students, and we will not tolerate any actions that compromise the well-being of
our school community.
Follow-Up: The school administration will continue to work closely with authorities to identify the individuals
responsible for this incident and ensure appropriate consequences are administered. We encourage anyone with
information regarding the vandalism to come forward and assist in the investigation.
Police Report:
Incident Report: Vandalism at Lincoln High School
Date of Report: [Date of Report]
Incident Details: At approximately [time] on [date], officers responded to a report of vandalism at Lincoln
High School. Upon arrival, officers observed extensive damage to school property, including graffiti, broken
windows, and other acts of vandalism. Preliminary investigation indicates that the incident occurred overnight,
with suspects allegedly seen on school grounds during the timeframe of the incident.
Evidence Collected: Officers secured the scene and conducted a thorough search for evidence. Several items
of interest, including spray paint cans, were recovered from the vicinity. Additionally, security camera footage
is being reviewed to identify potential suspects. Forensic samples have been collected for analysis, and witness
statements are being obtained to corroborate accounts of the incident.
Statement: Vandalism is a serious offense with significant consequences. The perpetrators behind this
reprehensible act will be pursued vigorously and brought to justice. We urge anyone with information
regarding the incident to contact the [Local Police Department] and assist in the ongoing investigation.
Conclusion: The investigation into the vandalism at Lincoln High School is ongoing, with law enforcement
agencies committed to identifying and apprehending those responsible. Updates will be provided as the
investigation progresses, and we appreciate the cooperation of the school administration and community
members in this matter.
Each report maintains its unique style and tone according to the perspective and role of the writer. The
newspaper report emphasizes storytelling and engaging language to inform the public, while the principal's
report focuses on providing details to stakeholders within the school community. The police report adopts a
formal and objective tone, presenting factual information and outlining the investigative process.
Speech Writing
1. Introduction:
● Grab the audience's attention with a compelling opening line, anecdote, quote, or question.
● Introduce yourself and establish your credibility or connection to the topic.
● Provide an overview of what you will be discussing in the speech.
2. Opening Statement:
● State the purpose of your speech and the main message you want to convey.
● Clearly articulate the central idea or theme that will guide your speech.
3. Body:
● Organize your speech into several main points or key ideas, each supported by evidence, examples, statistics,
or anecdotes.
● Transition smoothly between each main point to maintain coherence and flow.
● Use logical structure such as chronological order, cause and effect, problem-solution, or spatial order to
organize your ideas effectively.
● Provide sufficient detail and explanation to ensure that your audience understands and engages with your
message.
4. Transitions:
● Use transitional phrases or sentences to signal shifts between different sections or points in your speech.
● Transitional phrases like "Now that we've discussed [topic], let's move on to [next topic]" or "In addition to
[previous point], consider [new point]" help guide the audience through your speech.
5. Conclusion:
● Summarize the main points of your speech and restate your central message or thesis.
● End with a strong closing statement that leaves a lasting impression on the audience.
● Consider ending with a call to action, a thought-provoking question, a powerful quote, or a memorable
anecdote.
● Thank the audience for their attention and support.
6. Closing Remarks:
● Conclude with a final word or expression of gratitude.
● Invite questions or comments from the audience if appropriate.
● Provide any necessary closing remarks or announcements.
7. Editing and Revision:
● Review your speech for clarity, coherence, and effectiveness.
● Edit for grammar, punctuation, and word choice to ensure clarity and precision.
● Remove any unnecessary or redundant information to keep the speech focused and concise.
Email Writing:
To - Recipient's email id
Subject - The title of the Email with a phrase/one line regarding the main purpose.
Greeting - Words like Hello. Hi, Respected before the recipient’s name.
Main body - Introduction
Main Body
Conclusion
Ending - End with a concluding line
Attachments - Attach your documents and let the recipient know
Signature - Phrases like Thanks, Regards, and your name under it. You can add a designation if
necessary.
1. Email Address
Always check if you have written the email address of the recipient properly. Always cross-check the email address
after writing the final email draft. Even the slightest change will send your email to some other recipients or simply
bounce it.
2. Subject Line
The subject is the most important part of email writing. The subject should be a one-line phrase that tells the motive of
your email. This makes it easy for the recipient to know the purpose of the email and act accordingly. For example, an
email without a subject line might be missed by a company you applied to because the inbox could not highlight your
email. The subject of your email can be seen on the main email page of the recipient and thus, it becomes easy for
them to know what you want to say and if they should or should not react with urgency to it. Some examples of the
email subject line are
o Regarding checking the payment status
o Application for Leave
o Regarding Offer letter
o Concerning semester fees
3. Salutations
Salutation in an email writing format is important to set the time right from the start. The salutations should be given
according to the relationship you have with the sender or the purpose of your email. Usually, salutations are more of a
formal kind and can be casual at times too. The salutations you use can spark a connection between you and the
recipient of the email and act as an ice breaker.
4. The Body Paragraphs
The body of the email is a crucial part of the format for email writing. The email writing format is incomplete without
talking about the importance of the body content. After the salutations, you can start with a one-liner or phrase such
as ‘Hope you’re doing well’ or ‘Hope this email finds you well”. Asking or hoping for the well-being of the recipient
is always a good start when writing an email. This takes the recipient further into your comfort zone and sets the tone
for your main topic. Following are the things that one should follow while following the email writing format.
First Paragraph -
o In the first paragraph of the body content, you always have to start by talking a bit about yourself and the
reason why you are writing this email.
o Your introduction should align with the purpose of your email.
o Remember to be crisp while writing about yourself.
o Mention the name of the organization if you’re applying for something.
o The purpose of the email should be clear in the first paragraph itself.
Second Paragraph -
o Dive into the details of your concerned topic or issue.
o Mention the problem/details/requirement/information in the second paragraph.
o Do not beat around the bush and be straight to the point.
o Your aim is to convey the information efficiently, so be precise and crisp.
Conclusion -
o The conclusion in an email writing format can be the last part of the third paragraph of your email.
o It will include you once again reminding the issue of the recipient, if applicable.
o The conclusion need not belong. It can even be a single line. For example, Hope to hear from you soon,
Please acknowledge this email, etc.
o You can write a proper concluding paragraph too if it is applicable. For example, when applying for a job, you
can focus on your interest in joining the company, or when applying for a leave, you can assure to return by a
certain date in your concluding paragraph.
o If you’re attaching certain files in the email, do not forget to mention that. You can use phrases such as
‘Attached please find my resume’ or ‘Please find attached/PFA my resume in this email.’
5. Sign off & Signature
o Always make sure to end the email with a polite note before hitting send.
o You can write phrases like ‘Thanks and Regards’ or ‘Warm Regards’ while signing off with your name and
designation (if applicable) below it.
o The closing in an email writing format should be on a good and hopeful note. This increases your chances of
getting a reply back.
Letter Writing:
1. Address the (concerned) person
This is going to be the first thing that you will do – Address the concerned person properly. For example: “Dear Sir”
or “Dear Madam”.
Note: If you are asked to start in a specific way, then you will follow the guidelines. For example, if you are asked to
start your letter with “Dear officer”, then you should start in that way.
This takes us straight o the next point, writing the subject.
2. Write the subject:
After greeting, you are going to write the subject. But, what does this mean? Let me explain.
In simple words, a subject is a brief one-line summary (10-20 characters) that defines the purpose of the letter. Here
are a couple of examples for you.
Example 1: “Letter to the editor about mistakes in the magazine”.
Example 2: “Letter to the transport supervisor complaining about the bus conductor”.
After writing the subject, you are going to write the introduction.
3. Introduction:
This is going to be the first paragraph of your letter.
Here, you are going to introduce the purpose (reason for writing). In other words, you are going to tell what the letter
is about.
You may also give some background information (if necessary).
4. Body Paragraphs:
After the introduction, you are going to make three body paragraphs. But why?
Take a look at a question. You will notice that the examiner gives you three content points. You are going to make
one paragraph for each point.
In these paragraphs, you are simply going to provide (relevant) details about the topic.
5. Conclusion:
This is going to be the last paragraph of your formal letter. In this paragraph, you are simply going to summarise your
points. Note that you should not introduce new points (ideas) in the conclusion.
After the concluding paragraph, you are simply going to end with:
Yours sincerely, Note: You may also use: Yours faithfully, Yours truly and Best Regards
Name
Signature
Date