Writing Skills & Process: Formats, Stages & Mastery

TAKEAWAYS

• The writing process is recursive (not linear): prewriting → drafting → revising → editing, with constant feedback loops.
• Unity, coherence, and rhetorical organization (introduction, body, conclusion) are the backbone of academic essays.
• Formats matter: Letters, emails, and reports follow strict conventions (e.g., salutation, closing, tone) that differ by context.
• Real-world writing uses these skills in job applications (eSewa), corporate reports (Ncell), and crisis communication (NTC).
• Rothenberg’s criticisms of web research highlight the need for critical evaluation of sources (credibility, bias, depth).
• Case studies (e.g., Kathmandu’s animal management crisis) require structured analysis and persuasive argumentation.

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The Writing Process: A Recursive Journey

The writing process is not a straight line but a cyclical, iterative method where writers move between stages. The four major stages—prewriting, drafting, revising, and editing—interact dynamically. For example, while drafting an essay on "Traffic Congestion in Kathmandu", you might realize midway that your thesis lacks evidence, forcing you to return to prewriting (brainstorming, outlining) before proceeding.

1. Prewriting: Laying the Foundation

Prewriting is the exploratory phase where ideas are generated, organized, and refined. Key techniques include:

• Brainstorming: Free-writing all possible ideas (e.g., for "Why Do Students Drop Out of TU?", list causes like financial constraints, lack of support, or poor teaching).
• Outlining: Structuring ideas hierarchically (e.g., Roman numerals for main points, Arabic for subpoints).
• Research: Gathering credible sources (avoid Rothenberg’s pitfalls: unvetted blogs, shallow Wikipedia summaries).
• Thesis Development: Crafting a clear, arguable claim (e.g., "Poor infrastructure and lack of scholarships are the primary reasons for student dropout rates in TU").

Worked Example: Prewriting for a Job Application (eSewa) Scenario: Applying for a "Customer Support Executive" role at eSewa.

1. Brainstorm: List skills (communication, problem-solving) and experiences (handling customer complaints at a local shop).
2. Outline:
   • Introduction: Briefly mention your role at the shop and interest in eSewa’s digital payment innovation.
   • Body:
     • Paragraph 1: Customer service experience (e.g., resolving 50+ complaints/month).
     • Paragraph 2: Technical skills (e.g., basic troubleshooting for mobile payments).
   • Conclusion: Enthusiasm for eSewa’s mission and how you’ll contribute.
3. Thesis: "My hands-on experience in customer service and adaptability to digital tools make me a strong fit for eSewa’s support team."

2. Drafting: Turning Ideas into Prose

Drafting is the first full attempt to write the piece. Focus on:

• Content over perfection: Get ideas down without worrying about grammar or style.
• Rhetorical organization: Use introduction-body-conclusion (IBC) structure for essays.
  • Introduction: Hook (fact, question, quote) + background + thesis.
  • Body: Topic sentences + evidence (data, examples, quotes) + analysis.
  • Conclusion: Restate thesis + broader implications + call to action (if applicable).
• Transitions: Use linking words (however, furthermore, consequently) to ensure coherence.

*Worked Example: Drafting an Essay on "Animal Management Crisis in Kathmandu" Introduction:

"Kathmandu’s streets are overrun by stray dogs and cows, posing health and safety risks. While the municipality claims to manage animal populations, the crisis persists due to systemic failures. This essay argues that lack of enforcement, cultural taboos, and inadequate shelters are the root causes, requiring urgent policy reforms."

Body Paragraph 1 (Lack of Enforcement):

"Despite laws mandating animal registration and sterilization, enforcement is lax. For instance, the 2018 Animal Welfare Act permits fines for irresponsible pet ownership, yet only 12% of stray dogs are sterilized annually (KMC Report, 2022). This gap highlights the need for community policing and stricter penalties."

3. Revising: Refining Structure and Argument

Revising involves big-picture changes:

• Clarity: Does each paragraph support the thesis? Are topic sentences strong?
• Logical Flow: Do ideas progress smoothly? Add transitions if needed.
• Evidence: Is data cited correctly? Are examples relevant?
• Tone: Matches the audience (e.g., formal for academic essays, concise for emails).

Worked Example: Revising the Kathmandu Essay Issue: The draft lacks a solution-oriented paragraph. Revision:

Body Paragraph 3 (Solutions): "To address this crisis, Kathmandu should adopt Singapore’s model, where stray animals are managed via a centralized shelter system and public awareness campaigns. Additionally, tax incentives for pet owners who sterilize their animals could reduce breeding rates. Cultural sensitivity must also guide policies—e.g., respecting Hindu beliefs around cows while promoting humane management."

4. Editing: Polishing the Final Draft

Editing focuses on surface-level errors:

• Grammar: Subject-verb agreement, tenses, punctuation.
• Word Choice: Avoid redundancy (e.g., "past history" → "history").
• Conciseness: Remove filler words ("very," "really").
• Proofreading: Read aloud to catch awkward phrasing.

Grammar Check Table: Common Errors in Academic Writing

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Writing Formats: Rules and Real-World Applications

Different contexts require different formats. Below are two complete samples for each major format, followed by key rules.

1. Formal Letters (Business/Official)

Sample 1: Complaint Letter to NTC (Electricity Outage) [Your Name] [Your Address] Kathmandu, Nepal [Date]

The Manager, Nepal Electricity Authority (NTC) Kathmandu, Nepal

Subject: Frequent Power Cuts in Thapathali

Dear Sir/Madam,

I am writing to express my concern regarding the persistent electricity shortages in Thapathali, which have disrupted businesses and households for over a month. Despite multiple complaints to the local office, no action has been taken.

Key Issues:

1. Unscheduled outages during peak hours (6–9 PM).
2. Lack of transparency in fault resolution timelines.
3. No compensation for affected customers.

I request an immediate inspection and a written response within 15 days. For reference, similar areas like Balkhu have resolved such issues via load-shedding schedules.

Yours sincerely, [Your Name] [Contact Number]

**Sample 2: Application Letter for a Job at Daraz**

[Your Name] [Your Address] Kathmandu, Nepal [Date]

Hiring Manager, Daraz Nepal Kathmandu, Nepal

Subject: Application for Marketing Intern Position

Dear Hiring Manager,

I am excited to apply for the Marketing Intern position at Daraz, as advertised. With a Bachelor’s in IT Management from TU and experience in social media campaigns for local startups, I am eager to contribute to Daraz’s growth in Nepal’s e-commerce sector.

Key Strengths:

• Digital Marketing: Managed a 20% increase in engagement for a Kathmandu-based café via Instagram ads.
• Analytical Skills: Used Google Analytics to track customer behavior and optimize ad spend.
• Team Collaboration: Worked with designers and copywriters to create campaigns that boosted sales by 15%.

I am available for an interview at your earliest convenience. Thank you for your time—I look forward to discussing how my skills align with Daraz’s goals.

Best regards, [Your Name] [Email] | [Phone]

Rules for Formal Letters:

• Format: Sender’s address → date → recipient’s address → subject → salutation → body → closing → signature.
• Tone: Polite, professional, concise.
• Structure:
  • Introduction: Purpose of the letter.
  • Body: Details (bullet points for clarity).
  • Conclusion: Call to action (e.g., request for response).

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2. Emails (Professional/Informal)

Sample 1: Email to Professor (Request for Extension)

Subject: Request for Extension on Assignment Submission

Dear Professor Sharma,

I hope this email finds you well. I am writing to kindly request a **one-week extension** for the *"Business Ethics Case Study"* assignment, due on **October 15**. Due to an unexpected **family emergency**, I have fallen behind on research.

I have completed **60% of the work** and can submit the remaining portion by **October 22**. I understand the importance of deadlines and assure you that the quality of my submission will not be compromised. Thank you for your time and consideration.

Best regards,
Ramesh Adhikari
[Your Roll Number]
[Your Program]

Sample 2: Email to Team (Project Update) Subject: Weekly Progress Update – Kathmandu Traffic App Prototype

Hi Team,

Here’s the update on our Traffic Route Optimization App project:

Completed:

• Backend API integrated with NTC’s real-time traffic data.
• Basic UI designed (see attached Figma prototype).

Next Steps:

• Frontend development: Focus on the route suggestion algorithm (due Friday).
• Testing: Need volunteers to test the app in Kathmandu’s busy areas (e.g., Thamel, New Baneshwor).

Let’s sync on Monday at 10 AM to discuss challenges. Please share any roadblocks by Friday.

Best, Sarita Khadka Project Lead

Rules for Emails:

• Subject Line: Clear and specific.
• Salutation: "Dear [Name]" (formal) or "Hi Team" (informal).
• Body:
  • First sentence: Purpose of the email.
  • Bullet points: For lists or updates.
  • Call to action: Next steps or requests.
• Closing: "Best regards," or "Thanks," + your name.

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3. Reports (Academic/Business)

*Sample: Short Report on "Digital Payment Adoption in Nepal" (For a TU assignment) Title: Analysis of Digital Payment Growth in Nepal (2020–2023) Submitted by: [Your Name] Course: Bachelor of IT Management Date: [DD/MM/YYYY]

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Executive Summary

Nepal’s digital payment market grew by 45% annually from 2020 to 2023, driven by Khalti, eSewa, and IME Pay. However, low financial literacy and rural connectivity gaps remain barriers. This report analyzes adoption trends, challenges, and recommendations for stakeholders.

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Findings

1. Market Growth:

   • Khalti dominates with 60% market share (2023), followed by eSewa (25%).
   • COVID-19 accelerated adoption, with 72% of urban users preferring digital over cash (NIBL Report, 2022).

2. Challenges:

   • Rural Areas: Only 30% of transactions occur outside Kathmandu Valley.
   • Fraud: 12% of users reported scams in 2022 (Nepal Rastra Bank).

3. User Demographics:

   • Age 18–35: Primary adopters (80%).
   • Income: Users with >Rs. 30,000/month transact 3x more digitally.

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Recommendations

• Government: Expand financial literacy programs in rural schools.
• Companies: Develop offline payment options (e.g., USSD codes for feature phones).
• Banks: Partner with local NGOs to train merchants in secure transactions.

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References:

• Nepal Rastra Bank (2023). Digital Payment Trends in Nepal.
• Khalti Annual Report (2022).

Rules for Reports:

• Structure: Title → summary → findings → recommendations → references.
• Tone: Objective, data-driven.
• Formatting:
  • Headings (bold or numbered).
  • Bullet points for lists.
  • Citations for all data.

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## In the Real World

This unit’s concepts are everywhere in Nepal’s tech and business sectors. Here’s how companies and everyday life apply them:

1. eSewa & Khalti: Writing for User Trust

   • Idea Used: Clarity and Conciseness in communication.
   • How: eSewa’s transaction failure emails follow a strict format:
     • Subject: "Your Payment to [Merchant] Failed – Here’s Why"
     • Body: Clear error code (e.g., "Insufficient Balance") + one-click retry option.
     • Tone: Empathetic ("We’re sorry for the inconvenience").
   • Why It Works: Avoids jargon, uses bullet points, and includes a call to action (retry or contact support).

2. Pathao & Uber: Case Studies in Crisis Communication

   • Idea Used: Revising Messages for Different Audiences.
   • How: During the 2021 fuel shortage, Pathao sent two types of updates:
     • To Drivers: "Fuel prices surged by 20%. We’re negotiating bulk discounts—stay tuned."
     • To Riders: "Due to high demand, delivery times may increase. We apologize for the delay."
   • Key Skill: Adapting tone and detail based on whether the audience is internal (drivers) or external (customers).

3. NTC’s Annual Reports: Structured Argumentation

   • Idea Used: Reports with Thesis-Driven Analysis.
   • How: NTC’s "Energy Sector Outlook" report follows:
     • Introduction: "Nepal’s energy demand will double by 2030."
     • Body:
       • Challenge 1: "Hydropower projects face delays due to land acquisition issues."
       • Solution: "Fast-track environmental clearances for projects like West Seti."
     • Conclusion: "Policy reforms and private sector partnerships are critical."
   • Real-World Tie: If you were analyzing Kathmandu’s traffic crisis for a case study, you’d structure it like this—problem → data → solution.

4. Nepal Stock Exchange (NEPSE): Investor Letters

   • Idea Used: Formal Letters for Stakeholder Communication.
   • How: When NEPSE announces a new trading rule, their letter to brokers includes:
     • Subject: "Mandatory: New Short-Selling Regulations – Effective June 1"
     • Body:
       • Key Changes: "Collateral requirements increased to 150%."
       • Action Required: "Update your systems by May 15."
       • Contact: "For queries, email compliance@nepse.com.np."
   • Why It Matters: Shows how precision in instructions prevents legal issues.

5. Local NGOs (e.g., Work for Welfare): Job Applications

   • Idea Used: Tailoring Essays to Organizational Values.
   • How: When applying for a role at Work for Welfare, your cover letter must align with their mission (community development). For example:
     • Thesis: "My experience in rural IT training aligns with your goal of digital inclusion."
     • Evidence: "Trained 50+ farmers in basic computer skills using low-cost devices."
   • Real Example: A past candidate’s letter stood out because it linked their skills to specific projects (e.g., "I can assist in your Solar Energy Training Program").

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## Exam Tip: How to Score Full Marks

This unit is tested in three ways:

1. Case Study Analysis (30–40 marks): You’ll get a scenario (e.g., a job application gone wrong) and asked to diagnose flaws and suggest improvements.
2. Essay Writing (20–30 marks): A five-paragraph essay on a given topic (e.g., "The Role of Social Media in Nepali Politics").
3. Format-Based Questions (10–15 marks): Write a letter, email, or report with strict marking criteria.

1. For Case Study Questions

Example Question: "Diben Sapkota, HR Manager at Work for Welfare, posted a job ad that received no applications. Analyze the possible reasons and rewrite the ad using better writing skills."

How to Answer (15 Marks):

Full-Mark Answer Structure:

"The original ad failed due to lack of specificity, poor tone, and missing practical details. Here’s a revised version:

Job Title: Recruiting and Training Coordinator Organization: Work for Welfare (Solukhumbu) About Us: We empower rural Nepali communities through skill-based employment programs. Our 2023 initiative trained 300+ youth in digital literacy.

Key Responsibilities:

• Manage 10+ job postings/month for NGOs.
• Conduct interviews and training workshops (basic computer skills).
• Liaise with local schools to promote programs.

Why Join Us?

• Impact: Directly contribute to community development.
• Growth: Opportunities to lead new projects in 2025.
• Perks: Flexible hours and stipend of Rs. 40,000/month.

Requirements: Bachelor’s degree, 1+ year in HR/recruitment, and fluent Nepali/English.

How to Apply: Send your CV and cover letter by October 30 to hr@workforwelfare.org.np. Include "Recruiting Coordinator" in the subject line."*

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2. For Essay Questions

Example Topic: "The transition from paragraph writing to essay writing requires mastery of unity, coherence, and rhetorical organization. Explain the essential components of a short essay, focusing on the relationship between these elements."

How to Score Full Marks (20 Marks):

Full-Mark Answer Outline:

"A short essay achieves unity, coherence, and rhetorical organization through three core components: a strong thesis, logical paragraph development, and seamless transitions.

1. Thesis: The central argument must be specific and debatable. For example, in an essay on "Traffic in Kathmandu", a weak thesis ("Traffic is bad") fails, but a strong one ("Poor public transport and lack of pedestrian infrastructure exacerbate Kathmandu’s traffic congestion") guides the entire essay.

2. Unity: Each paragraph must directly relate to the thesis. In the "Animal Crisis" essay, a paragraph on "lack of shelters" cannot suddenly discuss "pet ownership laws"—it must stay focused on infrastructure gaps.

3. Coherence: Transitions (e.g., "Additionally," "However") connect ideas. For instance:

   • "While enforcement is weak, another challenge is cultural resistance to culling stray animals."

4. Rhetorical Organization: The IBC structure ensures clarity:

   • Introduction: Hook ("Kathmandu’s streets are overrun by strays") + thesis.
   • Body: Topic sentences → evidence → analysis.
   • Conclusion: Restate thesis + solution ("Policy reforms and public awareness campaigns are needed").

Real-World Link: Companies like NTC use this structure in their annual reports—each section (e.g., "Challenges," "Solutions") supports the overall argument about energy sector growth."*

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3. For Format-Based Questions

Example Task: "Write an email to your professor requesting an extension for an assignment, citing personal reasons."

Marking Scheme (10 Marks):

Common Mistakes to Avoid:

• ❌ Too casual: "Hey Prof, can I get more time?" → Use "Dear Professor".
• ❌ Vague reasons: "I’m busy." → Specify ("My father’s surgery required my presence").
• ❌ No deadline: Always state the new submission date.

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Final Checklist Before Submitting

1. For Essays:

   • Does every paragraph link back to the thesis?
   • Are transitions smooth? (Use the "So what?" test: Does each sentence answer "Why does this matter?")
   • Is the tone consistent? (Formal for academic essays, concise for reports.)

2. For Letters/Emails:

   • Is the subject line specific?
   • Does the first sentence state the purpose?
   • Are bullet points used for lists?
   • Is the closing professional?

3. For Case Studies:

   • Did you identify all flaws in the original text?
   • Did your revision fix those issues?
   • Did you justify your changes with examples?

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Remember: Examiners reward precision, structure, and real-world relevance. Always ask:

• "Does this answer the question fully?"
• "Would a professional (e.g., NTC manager, eSewa HR) find this clear and useful?"
• "Have I avoided vague language?"