Situational Writing Recap

Dear all,

A recap of the Situational Writing notes:

Use the acronym of 'FRAP' to help you with the planning.

·         Format (email? letter? note? report writing? letter of complaint/compliment?)

·         Role (who are you writing as and your position if any?)

·         Audience (who are you writing to?)

·         Purpose (what is the aim of writing this piece of SW?)

The choices of words used are very important. It affects the tone / formality of your writing.

Example of wrong choice of words used

Dear Chairman of Hougang Town Council,

            How are you doing? I am well. I want to tell you about the amount of litter lying around my block. I want you to do something about it. From 1^st January 2015 to 7^th January 2015, I started to notice a large amount of litter being strewn around my neighbour, Block 315A, Hougang Avenue 99. I am deeply concerned by the pests and bacteria that the litter will attract. There is no neighbourhood cleaner on duty and my elderly mother often complains to me about the smell.

Please do something about it immediately. It is so irritating. Thank you so much.

Cheers,

Tom Tang

The underlined words imply a sense of being rude and informal. Both samples cover the same content points but the choice of words used can affect the meaning greatly.

Example of correct choice of words used

Dear Chairman of Hougang Town Council,

            I am writing this letter to inform you about the amount of litter lying around my block. From 1^st January 2015 to 7^th January 2015, I started to notice a large amount of litter being strewn around my neighbour, Block 315A, Hougang Avenue 99. I am deeply concerned by the pests and bacteria that the litter will attract. There is no neighbourhood cleaner on duty and my elderly mother often complains to me about the smell.

            I sincerely hope that you can look into this matter. Thank you.

Yours sincerely,

Tom Tang

Format 

Email (Formal and informal)
Note (Formal and informal)
Letter (Formal and informal)
Report Writing (Formal)
Letter of Complaint or Compliment (Formal)

Informal email, note & letter

Dear _______________,

        How are you? [Ask after the person and open with some polite words.] I am writing this letter to inform you ............ [State the purpose]............ Points 1 to 6 [Paragraphing is important]

       I hope you can............ [Closing words]

Regards,
_______

Formal email, note & letter

Dear __________, 

        I am writing this letter to request/inform you about .................. [State the purpose of the letter politely] Points 1 to 6 [Paragraphing is important]

        I hope you can............ [Closing words]

Yours sincerely,
______________

Report Writing

Date: ___________

Dear ___________,

Report on an Accident Along Hougang Avenue 9

I am writing this report to inform you of an accident that took place along Hougang Avenue 9. [Purpose of the report must be stated clearly and politely too] Points 1 to 6 [Paragraphing is important]

I hope you can look into this matter......... [Closing words]

Reported by:
__________
Position if any 

Letter of Complaint / Compliment 

Date: ___________

Dear ___________,

Letter of Compliment about Mr Tommy Tan's Attitude

I am writing this letter to inform you of your staff, Mr Tan's, good attitude. [Purpose of the report must be stated clearly and politely too] Points 1 to 6 [Paragraphing is important]

I hope you can look into this matter and praise him......... [Closing words]

Yours sincerely,
__________
Position if any 

Sincerely,
Mr Nelson Ong