Writing Skills: Introduction to Writing Non-Fiction

Non-fiction can be used to describe a variety of texts, including speeches,

leaflets, newspaper and magazine articles, reports, letters and guides. Each text has its own conventions for layout, structure and language.

With every text type, two key questions can be considered:

    · What is the purpose of the writing? (What is it meant to do?)

 ·  Who is the audience? (Who is the intended reader?)

Once these questions have been answered the layout, structure, language choices and particular techniques that you should use within the piece of writing can then be established.

Structure: Letter

A letter has a conventional structure with addresses at the top, an opening address using ‘Dear …’ and ending with a standard salutation such as ‘Yours

sincerely’ (if you know the reader’s name) or ‘Yours faithfully’ (if you have started your letter ‘Dear Sir/Madam’). 

In a formal letter, the opening paragraph should outline the overall aim of the letter and the conclusion should summarise the main points. Each paragraph should link to the purpose.

Language

The language used will depend on the audience of the letter; if you are trying to persuade the recipient of a particular idea, then your language may be positive and upbeat in tone. If the letter is being used to make a complaint, the language is more likely to be formal, with emotive language to describe the experience or service.

Example

Here is an example of a job application letter. The writer’s overall purpose is to persuade the reader of their suitability for the role.

Dear Mr Hopkins,

I am writing in response to the recent advertisement for the position of sales assistant that has become available in your shop. I would like to be considered for the position.

I am currently working in a local coffee shop, where I am responsible for the service and distribution of food and drink to customers. I am a key holder for the premises, and my daily duties include taking orders, dealing with customer queries and managing the till takings at the end of the working day. I work as part of a small team to ensure that the needs of the customers are met.

Before working in the coffee shop, I spent several years working as a sales assistant in a bookshop. In this role, I gained extensive experience of organisation, stocktaking and meeting specific requests for customer orders. In this full-time role, I developed interpersonal skills and confidence within customer service.

In addition to this I can offer competent skills with Microsoft Office software and I am currently completing an evening course in accounting. I have included details of my GCSE qualifications in my attached CV.

Thank for you taking the time to read my application; I look forward to hearing from you.

Yours sincerely,

Marisa Ahmed

The opening paragraph outlines the purpose of the letter to the recipient. The writer then explains their previous experience in sales and refers to their qualifications to show that they are suitable. The closing paragraph refers back to the overall purpose, and assumes that the writer expects to hear from the recipient - this shows confidence.

Notice that formal language is used throughout.

Structure: Report

A report is highly factual and informs the reader rather than trying to make them feel or react in a particular way.

A report typically uses subheadings, to organise the text. There might also be statistics, graphs or evidence to support the text. Bullet points could be used to highlight key information to the reader.

Language

The language in a report is objective. It states facts rather than attempting to manipulate the reader’s emotions.

The purpose is usually to provide the reader with relevant information in an ordered way. Therefore, the vocabulary should be Standard English and straightforward, presenting the topic precisely.

Here’s a report about the catering services at a school. Notice the use of subheadings to focus each area of the reporter’s findings.

Report: Little Gotham Catering Services

Overview

The report found that most areas of the catering facilities were adequate or exceeding expectations for their purpose. Inspections were carried out at each stage of the service process, including a customer satisfaction survey. The report includes strengths of the service provided, and recommended areas of improvement.

Preparation and hygiene standards

All staff followed a strict hygiene policy prior to handling any food. Raw and cooked foods are prepared in separate areas of the kitchen, using the regulation stated chopping boards and equipment for the food in question. Prepared food is checked rigorously for expiry dates and additional marks or signs of the food being at an inedible stage.

Quality control and nutritional value

All dishes present on the menu are checked both at ingredient quantity stages, and also at tasting for salt content and temperature. Food is circulated every eight minutes, with any food out on the service floor for a period that exceeded eight minutes being disposed of immediately.

On more than one occasion, food was not checked for content before service; for example, meat/vegetable ratio in the winter stew, or custard measurement for dessert dishes.

Service and customer satisfaction

Service is both efficient and polite. All staff are available to respond to customer needs and queries. During the survey, many customers made personal reference to particular members of staff - this shows that staff have built up rapport over a long period of time.

The only area of concern was that the condiment and cutlery drawer was not replenished on regular occasions to meet customer demand.

Summary of findings

Overall, the catering service is clearly a business that has high expectations of its staff, and consistently uses strict policy and guidelines regarding food preparation and hygiene to ensure that customers received a high quality of service.

The only points of recommendation that the report would like to put forward are:

·        more rigorous quality control of portion sizes

·        ensure staff responsibilities during service are clear so that customer demand (eg for condiments) is met 

The writer has used subheadings to highlight the areas of focus within the report. The writer also uses signposting sentences at the beginning of each paragraph. Notice in the structure of the third paragraph - negative areas are mentioned only after the positive findings have been included. 

The report ends with a clear summary of the report findings, and a bullet-pointed list of general recommendations to end.