THE WRITING PROCESS

1. THE WRITING PROCESS

Writing helps us think, discover new ideas, organize our thoughts, explain ourselves much
better... It is a key competence for our personal and intellectual development.

WHAT IS THE WRITING PROCESS?

It consists of a series of steps that are normally followed to write a text. Only in very rare
cases is a perfect text written on the first try. This is very rare. The most normal and
frequent thing is that a text is written, corrected, revised and rewritten... Writers move back
and forth throughout the writing process.

IMPORTANCE:

The importance of the writing process in our society means that teachers have the
responsibility to continue updating themselves in our task, and thus become critical,
reflective and competent in what they do pedagogically.

Only in this way will we be able to develop conflictive situations, from which boys and girls
will be able to build their own knowledge. Without neglecting that they have an important
role.

2. THE STEPS OF THE WRITING PROCESS:

It's important to remember that writers move back and forth throughout the writing process.
Many of them use the following steps:

2.1. PRE-WRITING:

Pre-writing consists of a series of activities that must be carried out to search for a topic,
choose a genre (form of writing), produce ideas, obtain information, and specify the
audience.

- Reasons to Write:

What is the reason for writing? To fulfill a task or job? To convince someone and get them
to agree with certain ideas? To respond to something that has been read? To give an
opinion? To express personal ideas? For fun?

These are some of the reasons to write. Sometimes there is more than one reason for
doing so, these must be recognized and kept in mind during the writing process. Some of
these reasons can be written down and referred to occasionally.
- Who is the Audience?:

It is important to know who is going to read the writing. In the classroom, in general, the
teacher does it, but another audience can also do it, or a person from Mars. It is a good
idea to note who the audience is and refer to them occasionally.

- Find a Topic:

Sometimes the topic is chosen by the Teacher for a test or exam, etc. However,
sometimes the writer is the one who must generate the topic. Personal experiences,
present or past events, or what the student imagines can be used. You have to think about
the audience and what they may be interested in, or simply start writing spontaneously and
generate thoughts that allow or help build a story. A note should be made on the topic and
referred to occasionally.

- Brainstorming:

You should try to group the topic as a central core and write around it the ideas and words
that come to mind [1]. The following questions can be used: who?, what?, where?, when?,
why?. A list is made. You can use your senses: hearing, sight, touch, smell, and taste. You
can try writing spontaneously about the topic. Can the topic be argued? If so, how? What
does the topic refer to? How does it affect other people? Is it humorous or serious? What
does the audience know about the topic? Occasionally it can refer to brainstorming.

- Search, Research:

What do you know about the topic? What do you need to know? What does the audience
need to know about this one? Search or research when you start the process not after you
have started writing. Once you have collected the information you need, refer to it
occasionally. Not all topics will need research.

2.2. DRAFT:

During this stage of the process a first draft is written on paper [2]. A main idea about the
topic is used, and it is good to remember that this can change during the writing process. If
the problem is “blocking”, put very basic ideas on paper. The way you approach writing will
depend on whether you want to write fiction or non-fiction (reality), if there is a time limit to
do so and if the pre- writing was productive. Don't worry about the mechanical part at this
point.

2.3. REVISION:

The ideal is to draft with the computer's Word Processor. This allows for easier review. But
it must be taken into account that the computer often does not allow the writer to see the
entire text he or she has written. When the draft is complete, a copy can be printed. In it
you should look for omissions, unnecessary repetitions, and unclear or definitely excess
information. You should evaluate how close you are to writing about the focal point of the
topic. You can ask at this point if what has been written makes sense and if it is
interesting?

The word review comes from two Latin words “re” which means again and “vis” which
means to look at or observe something. Revisions are intended to look again at what has
been written to improve it. In this step, the content is analyzed, errors are corrected, and
what is inappropriate is deleted. Some parts are rearranged to make the meaning clearer
or more interesting.

The decisions made in the review are controlled by the chosen topic and the limitations it
has. It is essential to have a clear sentence about the topic or a sentence in which its
thesis is explicitly stated. You can ask a classmate to read the work and explain what the
topic is.

2.4. CORRECTION/EDITION:

Drafting and revising can be repeated until a satisfactory test is achieved. When it comes
to the final review, a final correction and editing of the work must be made; This is
sometimes known as cosmetic surgery.

The following must be verified:

• Spelling, capitalization and punctuation

• Parts of sentences
• Let there be no repetitions
• Errors in the tense of verbs and agreement in them; agreement between nouns and
pronouns
• Missing or lost information
• The facts must match the investigation
• Voice that was chosen
• Work focus

If possible, ask a colleague to review and edit the work. After final corrections have
been made, the student should make a clean, well-presented final copy.

2.5. POST/SHARE:

The final copy, clean and well presented, constitutes the product that must be shared with
the audience, whether it is the teacher, classmates, class, parents, school, school
newspaper, etc... The work can be presented, for example, to be published , in a
magazine, newspaper, or any other media.
Steps to consider when writing a text
To undertake writing a piece of writing, questions such as: V What is the purpose of the
text?
V What should I communicate to readers?
V How can I arouse my reader's interest?
Planning / Does this topic offer me the opportunity to use my own vocabulary?
V If it is a fairly common topic, what can I contribute that is original?
V Should I add graphic resources, images, or is pure text enough?

Mentalize yourself to live the constructive and instructive experience of writing. ^Write each
paragraph boldly in one go, then you can review and analyze whether the grammatical order
Writing the and other details of the writing are complied with.
text 'Remember that the first paragraph is the opportunity to "catch" the reader so that they
continue and become interested in the topic.

V Reread the ideas and reflect on whether they are well stated.
V Examine how long or short the sentences are and whether they harmonize together.
Revision V Correct spelling mistakes.
V Make sure that the paragraphs keep the same length.
V Identify the confusing parts.
V Use synonyms where there are repetitions.

V Correct, delete or add words where necessary.

V Rewrite the confusing or unclear parts (If applicable, rewrite the entire text).
Rewrite 'Consider that the reader should understand the message quickly and without complications.
Likewise, you rehearse the style, which denotes each person's culture and reflects the
verbal wealth that you possess.
3. WRITTEN TEXT CLASSES

1- DESCRIPTIVE STRUCTURE

CONCEPT
Texts with a descriptive structure are those whose communicative intention is to
linguistically represent the image of an object of reality (exterior and interior, natural or
social) or of a process that is carried out. The description is related to sculpture and
painting because in it the image that is intended to be presented to the recipient is
“painted” with words.
Texts with a descriptive structure focus on the object or process of reality (IT); The
communicating subject (I) linguistically represents an image and the recipient (YOU)
interprets that representation and forms his or her image about the object or process
described.
The descriptive superstructure organizes information about the shapes, dimensions,
colors, qualities, characteristics, relationships of the objects or processes that are
represented. In these types of texts, information does not predominate since it is not
about creating a catalog or a list of components but rather about creating, through
words, the presence of that object or process that we want to present.

TYPES OF DESCRIPTION
There are basically two types of description:

• OBJECTIVE OR SCIENTIFIC-TECHNICAL
It presents the objects or processes as they exist in reality, making known their
parts, their functioning and their purpose (what it is for).

• LITERATURE
When we express with our words the image of a fragment of internal or external
reality, using language embellished with adjectives, metaphors, similar and other
literary figures. This description is subjective and an aesthetic objective
predominates: to represent an image of reality in a beautiful way.

STAGES FOR THE PREPARATION OF TEXTS

DESCRIPTIVE STRUCTURE

o Exhaustive observation of the object or process to be described.

o Selection of the most important elements to answer the questions: What parts
does it consist of?

o Interpretation of functioning, if it is an object or process that fulfills some

instrumental or social function.
o Presentation
 CHARACTERISTICS OF DESCRIPTIVE LANGUAGE

A good description should be faithful, complete and concise; This requires that the
language used have the following characteristics:

> PRECISION: Use the exact term: nouns that name the object or its parts and
adjectives that really present its qualities. The language must be denotative so that
it indicates what the object is like.
> CONCISION: Use as few words as possible and write short paragraphs, made up
of short and not very complex sentences. In this way the descriptive text is lively
and fast.
> COHERENCE: It is the logical relationship of ideas among themselves. This is
achieved through the different forms of cohesion (reference, synonymy,
conjunction, substitution, etc.) and through punctuation marks.
> CLARITY: It consists of presenting the object or process in such a way that the
interpreting subject can develop an image of it, as it exists in external reality or in
our internal world. This characteristic is the result of precision and conciseness.

1- INSTRUCTIVE TEXTS

CONCEPT
Instructional texts are the instructions that are present daily in our daily lives, both in
school and outside of it. The very use of technological means requires us to follow
instructions, allowing us to handle this type of instructional texts. The purpose of
instructional texts is to guide procedures in a detailed, clear and precise manner to
carry out an activity, whether simple or complex.

According to two characteristics:

• They guide how to operate a device or system, such as: manuals for the use of
technological materials, fixing devices, etc.

• They explain how to make something from elements and processes, dividing into
the list of required elements or materials and the procedure itself, developing the
instructions.

CHARACTERISTICS

The main characteristics of instructional texts are:

• It requires a special and characteristic format.

• Development of procedures composed of detailed steps that must be completed to
achieve a result. (generally they are fixed sequences but, sometimes, it is possible
 to make variations).
• Clear, direct and linear language.
• Use graphic markings such as numbers, asterisks, or hyphens to differentiate or
sequence the series of steps.
• It can be accompanied by graphics, illustrations and/or drawings, depending on the
type of instructional text to be developed. Applied to children in the first grades of
primary education, the illustrations allow them greater guidance in the process.

HOW WE WRITE INSTRUCTIONAL TEXTS

The instructions must be written in a way that perfectly guides the process to be followed,
in a clear and easy way. To do this, you only have to take into account the following
instructions:

Before writing

a. Remember and mentally review all the steps.

b. Separate each of the steps to follow with a hyphen.
c. Use the appropriate vocabulary, you have to know the technical name of each element
or action thereof.
d. Organize the steps in a sequence.

when you are writing

1. Organize the writing into two parts, headed by a subtitle that identifies its content.
2. Number each of the steps.
3. Respect the chronological sequence of the steps in the process when writing.
4. Use verbs in the infinitive, imperative, or 3rd person.
5. Use chronological connectors: to begin, first, second, finally...
6. Use the words appropriate to the topic.
7. Write in clear and simple sentences.

after writing

1. Read your writing and see if your text is clearly understood.

2. If necessary, change the order of the steps again so that the procedure is well
sequenced.
3. Correct spelling errors.
4. Mentally assess the process: What did you do? How did you do it? What was difficult
for you? How did you solve it?
5. Show it to your colleagues and ask them to read it, tell you their opinions and give you
suggestions to improve it.
6. Rewrite it according to the comments.

+ PREDICTIVE TEXT
 CONCEPT
It is the text that reports on events that have not yet occurred and their probability of
occurring in the future; Therefore, it is based on more or less well-founded hypotheses
and assumptions about events yet to happen.

CHARACTERISTICS
They express anticipation of events that will happen in the future.

- There are several types:

- Weather forecasts
- Socioeconomic and political prospections
- Electoral programs
- Horoscopes
- etc...

- Are used:
- Verbs in the future
- Temporary connectors
- Adverbs of probability and phrases (perhaps, perhaps)
- Subordination
- Coordination

Purpose Types of texts Linguistic features Textual features

Foresee prospective texts Prayers Distinctions in the

Predict Horoscope conditionals present tense and
Announce Information Verbs in the future near future
and distant and
Augur meteorological periphrasis of
immediate
Forecasts probability Forecasts to
Forecasts short, long and
Adverbs of time medium term

+ NARRATIVE STRUCTURE

We use this structure to express a meaning about reality (the natural or social universe
= THE), based on an actant (BE), with positive or negative qualities, who performs
certain actions (DO), in a geographical or social environment . and in a certain time.

CLASSES OF ACTANTS
1) Agent
 2) Patient
3) Beneficiary
4) Assistant
5) Obstacle
6) Opponent
7) Ally

THE ACTION

It is the doing, that is, the facts. They occur in temporal succession. They are
organized in situations that can be of two kinds:

1) Core situations
2) Filled situations

STRUCTURE OF THE SITUATION

Every situation has an initiation, a development and a closure.

Initiation depends on a cause or reason that originates the action; The development is
the performance of the action by an agent and other actants and the closure benefits or
harms other actants.

NARRATOR OR RELATOR

It is the person who counts the actions (DO) performed by actants (BE). The narrator
can be of three kinds:

o Basic narrator, who is outside the story and tells it.

o Actant, can be the agent or another actant such as the opponent or ally.
o Witness, is the narrator who does not intervene in the story but knows about it
because he has witnessed it; has witnessed the real.

CATEGORIES OF NARRATIVE STRUCTURE

Texts that have a narrative structure consist of the following categories:

• INTRODUCTION OR EXHIBITION. In it, the agent (initiator of the action) is

generally presented and is located in a specific space and time.
• RESOLUTION OR OUTCOME. It is the positive or negative result of actions.
Currently, this narrative structure is very free and for this reason, some literary
texts begin with the ending.
• TEXTS WITH PREDOMINANCE IN THE NARRATIVE STRUCTURE. The
narrative structure is predominant in texts such as myths, legends, stories, stories,
detective stories, journalistic chronicles, anecdotes, minutes, reports, etc.

+ ENUNCIATIVE STRUCTURE
 CONCEPT
We have said that the narrative structure is constituted by a narrator subject who tells
the actions (DO) of the acting subjects (BE). This structure predominates in some types
of texts, but there are others in which the declarative structure is predominant.
The enunciative structure revolves around the protagonists: a communicator or
enunciator (ME) and an interpretant or recipient (YOU). The first protagonist reports on
a sector of reality (HE) and the second receives the information and interprets it.

The information that is transmitted has a special location: a place and a time in which it
is carried out. The enunciator communicates this information with a specific intention: a
force designed to make the interlocutor react.

Intentionality
GOES __________________ Information *--------------YOU
YO • Context =
Who? So that? Place and time Whom?

HE What does he say? Where?

When? As?

CLASSES OF ENUNCIATIVE STRUCTURE

According to the attitude and behavior of the protagonists (I and You), the declarative
text can be of three types:

• Controversial statement. It reveals the attitude of the enunciating subject with

respect to the recipient subject. It is an attitude in which the ME forces the YOU to
do something. The first has a position of authority and the second, a position of
submission. This type of communication can be present in memoranda, letters,
circulars, instructions, etc.

• Situational statement. It focuses on the enunciator; It specifies the way in which

the communicating subject places the object of the information (HE). In this type of
text the recipient is a witness of what the speaker says.

• Textual declarative. It focuses on what is stated (HE) and makes it independent

of the communicating subject (ME) and the recipient (YOU). It is characterized by
its objectivity; The opinions of the communicating subject are not present in it; It
appears as if the objective of the statement defined itself. In its formal expression,
interpersonal constructions can be used: one says, one thinks, one must, etc.
Within this class of texts, administrative, political, religious texts, etc. can be
included.
Most texts with a declarative structure present the following categories:
presentation of the topic, development and conclusion.
+ ARGUMENTATIVE STRUCTURE

CONCEPT
The communicative intention of the author of texts with a narrative structure is to tell
something; That of the author of declarative texts is to inform about something and that
of the author of texts with an argumentative structure is to convince the recipient of
something.
Argumentation consists of formulating reasons to support a statement or opinion of the
communicating subject to convince the interpreting subject. For this reason, the
argumentative structure text organizes and describes the world (HE) from the point of
view of the logical-cognitive mental operations of the communicating subject (I). This
type of text revolves around the discursive universe in which cognitive operations are
organized.

CATEGORIES OF ARGUMENTATIVE TEXT

The argumentative structure texts are articulated in four categories:

1) Problem statement: something that wants to be known and is not yet known.
2) Hypothesis formulation: assumption made about a fact. Tentative response to a
problem.
3) Demonstration of the hypothesis through arguments.
4) Proven or refuted hypothesis.

In some texts the problem that the author poses to develop a hypothesis is not
expressed.

4. QUESTIONNAIRE

❖ What is the process of composing written text?

It is a psycholinguistic process that consists of two stages: one in which its content is
elaborated and the other in which a meaning is expressed through language.

❖ What are the basic stages of the written text composition process?
- Plan or Pre-write
- Write or Write
- Review or Examine

❖ What is the superstructure of the text?

It is the global form of a text that defines its global ordering and the hierarchical
relationships of its respective fragments.
* What are the classes of the superstructure of the text?
The organization of the parts of a text gives rise to various kinds of schematic
structures of the text (Superstructure).
There are four types of schematic structures: narrative, declarative, argumentative and
descriptive.

❖ When do we use narrative structure?

We use it to express a meaning about reality (the natural or social universe = THE),
based on an actant (BE), with positive or negative qualities, who performs certain
actions (DO), in a geographical or social environment and in certain time.

❖ What are the classes of actants?

1. Agent
2. Patient
3. Beneficiary
4. Assistant
5. Obstacle
6. Opponent
7. Ally

❖ What are the two kinds of situations?

a) Core situations
b) Filled situations

❖ What is the declarative structure?

The narrative structure is made up of a narrator subject who tells the actions (DO) of
the acting subjects (BE). This structure predominates in some types of texts, but there
are others in which the declarative structure is predominant.
The enunciative structure revolves around the protagonists: a communicator or
enunciator (ME) and an interpretant or recipient (YOU). The first protagonist reports on
a sector of reality (HE) and the second receives the information and interprets it.

❖ What are the kinds of enunciative structures?

• declarativecontroversial
• declarativesituational
• declarativetextual

❖ What is the argumentative structure?

The communicative intention of the author of texts with a narrative structure is to tell
something; That of the author of declarative texts is to inform about something and that
of the author of texts with an argumentative structure is to convince the recipient of
something.
Argumentation consists of formulating reasons to support a statement or opinion of the
 communicating subject to convince the interpreting subject. For this reason, the
argumentative structure text organizes and describes the world (HE) from the point of
view of the logical-cognitive mental operations of the communicating subject (I). This
type of text revolves around the discursive universe in which cognitive operations are
organized.

❖ What are the categories of argumentative text?

1) Problem statement: something that wants to be known and is not yet known.
2) Hypothesis formulation: assumption made about a fact. Tentative response to a
problem.
3) Demonstration of the hypothesis through arguments.
4) Proven or refuted hypothesis.
In some texts the problem that the author poses to develop a hypothesis is not
expressed.

❖ What is the descriptive structure?

Texts with a descriptive structure are those whose communicative intention is to
linguistically represent the image of an object of reality (exterior and interior, natural or
social) or of a process that is carried out. The description is related to sculpture and
painting because in it the image that is intended to be presented to the recipient is
“painted” with words.
Texts with a descriptive structure focus on the object or process of reality (IT); The
communicating subject (I) linguistically represents an image and the recipient (YOU)
interprets that representation and forms his or her image about the object or process
described.

❖ What are the types of description?

Objective or scientific-technical and literary.

❖ What is the memorandum?

It is a type of brief communication, with limited content that is used internally in
companies to maintain adequate information between the different members that
belong to the hierarchical organization of each instruction.

❖ What are the types of memoranda?

There are two types of memoranda:
The short memorandum and the long memorandum.
* What is the letter?
The letter is a written text through which the communicating subject sends information
to the recipient (reader) who interprets the meaning and assumes a certain attitude as
a response to the information received.
❖ What are the types of cards?
There are two types of cards:
The personal letter and the business letter

❖ What is the circular?

The circular or circular letter is a written text, generally in declarative writing, which
aims to present information of general interest to various people, companies or entities.

❖ What is the record?

It is a written text in which everything that happened, discussed and agreed upon in a
meeting is presented, objectively.

❖ What is the report?

It is a text written in scientific, technical or commercial prose with the objective of
communicating information directed, generally to people or entities qualified to make
decisions.

❖ What are the types of reports ?

eitherReport expository
eitherReport interpretative
eitherReport demonstrative

❖ What is the comment?

It is a type of text that consists of the personal assessment or evaluation of a reference
to reality or a text that we have interpreted.

❖ What is the review?

It is a written text that contains a summary and commentary made on a book or other
text that has been published, or on a cultural fact.
5. Material provided:
5.1. MEMORANDUM
CONCEPT

It is a type of brief communication, with limited content that is used internally in companies
to maintain adequate information between the different members that belong to the
hierarchical organization of each instruction.

The word memorandum comes from the Latin “memorandum” which means: “something
that must be kept in memory; It must be remembered.”

Memoranda are texts with a declarative structure in which the communicating subject
transmits information with a modality that indicates order, prohibition, authorization,
suggestion, warning, opinion, desire, appreciation, acceptance, rejection, commitment, etc.
This information is received and interpreted by the recipient according to the modality used
by the communicating subject. Like all types of text, the memorandum has a precise
communicative intention.

STRUCTURE

The memo must be functional and practical; how forms that contain the constituent
elements are made; These elements are:
- Date
- Issuer (name and section, division, or department to which it belongs)
- Recipient (name and section, division, or department to which it belongs)
- Subject (information being transmitted)
- Signature
TYPES OF MEMORANDUM

There are two types of memoranda according to their content and length:

BRIEF MEMORANDUM . Written text of a long period that aims to transmit specific
information between members of a company.

EXTENSIVE MEMORIAL. It is widely used today under the name “memo”. It is longer and
its content is more varied. This may be: giving instructions, decisions or reports on work
procedures and standards, appointments or dismissal of personnel, vacations, licenses,
training, meetings or other aspects of interest to your institution. They are generally used
by bosses to address their subordinates.

EXAMPLE:
DRH-0013

Bogotá DC, June 14, 2013

FOR: Claudia Piña, Archive Assistant

OF: File Manager

AFFAIR: Termination of the contract

I would like to inform you that as of June 15, 2013, your contract will be terminated due to
your poor work performance and irresponsibility towards the company.

Cordially,

Nubia Corredor López

Sandra R.

RECOMMENDATIONS FOR PREPARATION

- Avoid using the first person singular.

- Do not offend the recipient.
- Express your ideas precisely and clearly.
- Be brief and concise.
- Do not abuse negative constructions.
- Do not break the unit by including irrelevant information.
- Don't use the passive voice.
- Present information bluntly, directly.
- Don't write very long and complex sentences.
- Review the content and rework it if you think necessary.

5.2. THE LETTER

CONCEPT

The letter is a written text through which the communicating subject sends information to
the recipient (reader) who interprets the meaning and assumes a certain attitude as a
response to the information received. It differs from conversation because the recipient is
not present and for this reason, our message must be so organized, coherent and clear
that it ensures perfect communication at a distance. In letters, declarative writing
predominates, when its objective is only to inform; However, there are many letters that
have the communicative intention of convincing and argumentative writing predominates in
them. Narrative and descriptive structures may be present in this type of text but are not
predominant.

GLOBAL STRUCTURE

The letter is a text built by some basic parts that are:

• Place and date

• Header (name and address of recipient
• Greeting formula
• Body
— Introduction: influences the recipient and immediately arouses their interest.
— Development of the topic: discusses the subject(s) of the letter.
— Conclusion: Logical consequence of what was expressed in the letter; It should
prompt the recipient to act.
• Closing
— Farewell formula.
- Signature.
— Post data or footer (optional)
— Annexes (optional)
— Identification initials.

CLASSES

Although there could be many types of letters, since this type of text is used in various
communicative circumstances, two large groups have been established:

Personal or intimate letters and commercial letters that can be of different types and
among them one of the most important is administrative letters.

THE PERSONAL LETTER

It is a distance conversation with an interlocutor who is emotionally linked to us (friend,

parent, teacher, etc.).

These letters require a more flexible structure, a more natural spontaneous style, a more
sincere, affectionate and simple language, affectionate and simple. In them the author
writes as if he were speaking to the recipient.

EXAMPLE:
Twello, December 14, 2006.

Dear colleague Héctor Maceada:

Hereby, I want to send you greetings from Holland. The Netherlands is a small, sufficiently
democratic country, located in the North Sea, in the Northwest of Europe. I am a physicist
by profession, but after a few years of scientific research, I decided to dedicate myself to
politics. I wrote some books, particularly for teenagers. The political party that he can lead
for several years is oriented, in particular, to the emancipation of citizens, the right to
freedom and the strengthening of democracy.

I realize all the privileges we enjoy in being able to express and write everything we think. I
enjoy it every day. I can't even imagine what it would be like to be persecuted for what I
think, how to resist the pressure to give up and the temptation to opt for an easier, safer life
for my wife and children.

I also have a wife and four children. My thoughts are with Laura Inés Toledo. She also
suffers, it cannot be any other way. One of my granddaughters is also called Laura. One of
these days I will tell you about the other Laura, the one who lives in Cuba. My
granddaughter is a girl who always fights against injustice.

Dear colleague, I hope that 2007 will be a better year for you. Because it can not be.

Receive greetings from your friend and colleague.

Jan Terlouw Dijkhofstraat 10 7391 TG Twello Netherlands

THE COMMERCIAL LETTER

It is the most frequently used and most important written text in companies and institutions
because it constitutes the most effective means of communication both at the institutional
and extra-institutional level. These types of letters are characterized by their usefulness,
since the author intends to achieve a specific objective with them. For this purpose, the
business letter must meet certain psychological, linguistic and formal conditions:
PSYCHOLOGICAL:

* Take into account the relationship and interests of the recipient.

* Express a courteous and affable attitude.
* Try to positively impress the recipient.
* Look for a reaction from the reader that is favorable to the interests of the company.

FORMAL:

* Brevity, organization, clarity, concision and precision or accuracy.

* Complete information (reference to previous notes, receipts, figures, dates, background,
etc.).
* Elements of justification or support for what is requested or rejected, if the letter is
argumentative.
* Nice presentation.

LINGUISTICS:

* Short phrases.
* Exact vocabulary and cuts.
* Complete sentences.
* Correct syntactic organization.
* Elimination of abbreviations.
* Punctuation appropriate to the meaning you want to express.
* Use of cohesive elements that interrelate sentences and paragraphs.
* Spelling and grammar correction.

TYPES OF TRADE LETTERS

There are many types of business letters but here we list the most common ones:

* Application.
* Referral or sending.
* Claim.
* Public relations: these are commercial letters with a social nature (congratulations,
condolences, thanks, invitation, etc.).

ADMINISTRATIVE LETTERS

They are those letters typical of the public or private administration. Some consider them
as a subdivision of business letters. These can be classified, according to their content,
into letters of different types. Examples:

* Appointments.
* Transfers.
* Dismissal.
* Waivers.
* Promotions.
* Requests (licenses, vacations, commissions, etc.).
* Work orders.
* Wake up calls.
* Sanctions information.

EXAMPLE:

Barcelona, March 20, 2002

Mr. D. Victor April

Managing Director
N. F. Strategic Management
c. Balmes, 321
08006 Barcelona

Mister:

I am pleased to express my interest in the position of Senior Product Manager offered by

your company, which I had the opportunity to learn about during the presentation organized
by the ESADE Career Service.
As you can see in the attached resume, I am currently studying the last year of the
Bachelor's Degree in Business Administration and Management and Master in Business
Administration (Lic&MBA) at ESADE- Escuela Superior de Administration y Gestión de
Empresas, UniversatatRamonLlull and my professional goal is to work in the Marketing
department of a multinational company in the mass consumption sector.
I have decided to embark on my professional career in a multinational company because of
the stimulus it provides for the continuous acquisition of knowledge and the adoption of
work methods and conceptual structuring; in addition to the challenge of integrating into a
highly qualified team.
On the other hand, I feel very identified with the characteristics of your company and I
believe I can contribute enthusiasm, creativity and analytical skills.
Finally, I want to highlight that I have solid knowledge of English, German, and full
availability to work internationally.
For all these reasons, I consider that it would be very interesting if we could arrange an
interview, in which I could provide you with the details you need, because I trust that they
will meet the expectations of your accredited company.

Waiting for your response, I sincerely greet you.

Jesus Suarez

5.3. THE CIRCULAR

CONCEPT
The circular or circular letter is a written text, generally in declarative writing, which aims to
present information of general interest to various people, companies or entities. This type
of text is characterized because it is the serial reproduction of the same content aimed at
various readers who have an interest in it.

PREPARATION

To write a circular, the following stages must be taken into account:

• Prior specification of the objective to be pursued.

This may be, among others, the following:
^ Report a meeting.
^ A visit.
^ Telephone address change.
^ Personal change.
^ Price alteration.
^ Opening of new branches.
^ Initiation of classes.
^ Examination initiation.
^ Schedule change, etc.

• Preparation of a plan or semantic structure that requires the selection, organization

and prioritization of the ideas necessary to achieve the intended objective.

• Writing the text is a way that pleases and invites action on the part of the reader, and
thus the author of the text achieves his objective.

STRUCTURE

The parts that make up the circular are the following:

• Company's letterhead.
• City and date.
• Text name (circular).
• Addressee. It is composed of a general expression: Mr. Member, Dear Client, Parents,
Dear Friend, To the university community, etc.

RECOMMENDATIONS FOR PREPARATION

Humanize communication so that the text does not give the sensation of a serial writing,
but rather appears as a text prepared with each of the readers in mind.

Try to achieve as soon as possible. If possible, express the information in a single

paragraph. If you must develop several ideas, write short paragraphs and do not forget that
each of them should contain only one idea and its development.

Present the information correctly.

Use kind and respectful language.

EXAMPLE:

Australiana Furniture
Plaza Mayor 32
Madrid

Mr. D. Alfonso Lopez Gallego

Dear Sir:

It is an honor for me to inform you that starting next Monday the 23rd, the inauguration of
the daycare center for the exclusive use of our workers will be held in the facilities of the
new facility.

With this new service we believe we are helping all workers who, as parents, find it difficult
to properly educate their children. In this way we can all collaborate together and
strengthen our relationships now and in the future.

We ask you to come with your family to the inauguration which will take place at 4:00 p.m.
Lunch and drinks are at the company's expense.

Hoping to see you at the inauguration, we send you a cordial greeting.

Julián Gómez Santos.

5.4. THE MINUTES

CONCEPT

It is a written text in which everything that happened, discussed and agreed upon in a
meeting is presented, objectively. These types of texts have predominantly narrative writing
because they relate events that occurred in a specific time and space; In addition, it has
declarative writing since they report on agreements and decisions.

The minutes are texts that must be produced, necessarily in the meetings of organizations
such as: commercial companies, cooperative companies, boards, boards of directors.
Its writing is in charge of the secretary of the organization.

STRUCTURE

The record must consist of the following parts:

1- Record number.
i- Place (city where the meeting takes place).
i- Time and date.
i- Local (address of the place where the meeting takes place).
4- List of attendees (with names of their specific positions).
4- List of absentees.
4- Agenda.
4- Faithful account of what happened.
4- Agreements made.
4- Closing (meeting ending time)
4- Signatures of the secretary and the person who chaired the meeting.

The different institutions generally adopt their own model or pattern for all their minutes.
CHARACTERISTICS

This type of text requires some special characteristics:

> Fidelity: narrating the facts as they were presented.

> Objectivity: present facts and expressed opinions.
> Accuracy: using precise vocabulary to mean exactly what happened or was discussed
in the meeting, without the possibility of different interpretations.
> Conciseness: write only that basic information necessary.
> Clarity: write them in such a way that your message is easily understood. Let us not
forget that the minutes must be available to all people who have an interest in them.
> Simplicity: use elegant but simple language, without excess decorations.
> Correction: since the minutes are a written document to which different readers have
access, they must be prepared with great grammatical, spelling, punctuation, etc.
correction, to support the academic seriousness of the organization.
> Organization: the facts must be grouped according to the common features that
identify them. Subtitles can be used for this.

EXAMPLE:

MINUTES N° 0285

In the city of Buga (Valle), at 3 pm on September 23, 2013, by virtue of the call made on
the 23rd by Mr. Juan Manuel Romero, in his capacity as partner, hereby met in the room of
Juntas del Café, the following partners of the company “Ingenio Pichichi”

Luisa Mes. Cash: $45.000.000

Carlos Brown. Cash: $40.000.000
Julian Sotelo. In cash: $35.000.000
$45.000.000
Doris López. Cash:
Total of $165,000,000

Order of the day:

1. Quorum check (of attendees).
2. Appointment of the president and secretary.
Julian Sotelo. President
Doris Lopez. Secretary.
3. Topics to be discussed were:
The appointment and statutory reforms of the company.
4. Propositions:
a) That the decision be approved with the favorable vote of one or more
shareholders representing at least half plus one of the shares present at the
meeting.
b) That the respective determination be recorded in a private document.
c) That said document be registered in the commercial registry.
 d) That when it comes to a reform that involves the transfer of assets by public
deed, it must be governed by said formality.
5. Approval of the minutes

Leaving at 5.35 pm, and there being no more matters to discuss, the session was ended.

JULIAN SOTELO DORIS LOPEZ

President Secretary

5.5. THE REPORT

CONCEPT

It is a text written in scientific, technical or commercial prose with the objective of

communicating information directed, generally to people or entities qualified to make
decisions. They present facts obtained or verified by the author. They may contain the
solution to a problem, the methods and procedures by which we have obtained the data to
find that solution and the recommendations that we deem appropriate to make with respect
to the problem at hand. The content of a report can also be the answer to a technical
query.
It is a text prepared to inform a specific reader or readers about specific events or activities.
This makes it have a predominantly declarative structure. But although the report is
essentially made up of data that is reported, the author interprets this data to reach
conclusions and recommendations that must be supported; For this reason, an
argumentative structure is also present in this type of texts. The descriptive structure also
appears in them because facts are described.

CHARACTERISTICS

It is the result of a request from a superior or a client.

The recipient is a specific person or group of people who has the obligation to read and
evaluate it.
It is done to search for specific information or to serve as a basis for making a decision.

It generally contains tables, charts, graphs and other elements that serve to organize,
classify and present data.

CLASSES

Depending on the objectives sought and the specific contents of the report, this type of text
can be of three types: expository, interpretive and demonstrative.
EXPOSURE REPORT
It is one that narrates an event or a sequence of events without analysis or interpretations
of the author and, consequently, without conclusions or recommendations. This type of
report must include background information to help understand the event or events
narrated. An example of an expository report could be one that narrates what is related to
the completion of a course.

INTERPRETATIVE REPORT
This report does not only contain a narration of some facts, but rather interprets and
analyzes these situations to obtain conclusions and give recommendations. An example of
this report could be the evaluation of the application of a certain methodology used in the
teaching-learning process.

DEMONSTRATION REPORT
It is one in which a thesis proposed by the author of the report is presented, the description
of all the steps that have been followed for its demonstration and the conclusions obtained.
This type of report is known as a scientific report or technical report.

STAGES FOR COMPLETING THE REPORT

■ Determination of the nature of the information desired or needed. This stage is carried
out by the future recipient of the report.
■ Definition of the tasks to be carried out to achieve the proposed objectives. Here the
tasks and the material and human resources through which the information will be
obtained are determined.
■ Design of instruments for data collection (optional).
■ Data analysis: selection, organization, comparison.
■ Evaluation of data and verification of its accuracy.
■ Synthesis, which consists of recomposing all the data separated in the analysis and
integrating them into a whole that is the result of the investigation.
■ Organization and preparation of the report.

GLOBAL STRUCTURE

Every report consists of three basic parts: introduction, development and conclusion.

INTRODUCTION
It presents the problem and the objectives sought; The question is answered: why?

DEVELOPMENT
Presents the procedures or methodology used to collect information (experiments,
interviews, questionnaires, information visits, etc.). This part answers the question: How?
CONCLUSION
Here the results obtained are presented, using tables, charts, graphs, illustrations, etc., and
the question is answered: What was found? In addition, recommendations or ideas from
the author are given to make decisions. They are the answer to the question: What should
be done?

FORMAL STRUCTURE
Some reports are presented through memoranda or letters, but there are more rigorous
reports called formal reports that have a broad scope and content. This type of reports
have the following formal structure:

PRELIMINARY PARTS
Cover or cover
Front page
Presentation of the report:
Where the objectives, procedures, sources of information and
relevant aspects are briefly expressed. This part is usually done
through a letter transmitting the report.

table of Contents
Illustration table
Compendium or summary

BODY
Introduction:
Here the problem is presented, its origin and background; In
addition, the justification, objectives and theoretical framework
will be presented.
Methodology Results

Grades
Quotes
Conclusions
Recommendations or suggestions

COMPLEMENTARY MATERIAL
Bibliography
Annexes or appendices

RECOMMENDATIONS FOR ITS PREPARATION

• Present information objectively

• Eliminate all subjectivity: opinions, affectivity, feelings, etc.
• Mention as many details as possible.
• Present them in an organized and hierarchical way.
• Describe each stage performed or each step followed.
• Cite the sources of information consulted.
• Use the first person plural or impersonal form when writing (it was found, it was
realized, etc.).
• Emphasize the quantitative aspect and not the qualitative aspect.
• Use short paragraphs.
• Write clearly, precisely, concisely and correctly from the point of view of lexicon,
morphology and syntax.
• Present all necessary information.
• State your conclusions and recommendations in a concrete and precise manner.
• Take into account the ICONTEC standards for its formal preparation.

EXAMPLE:

BOARD REPORT

Of conformity with the 6th article. of the Statutes of the Board of Directors of the Company.
de Telecomunicaciones, SA, on July 16, Board Meeting 18 was held, with the attendance
of 22 Shareholders and the Secretary of Minutes and Agreements, concluding the following
Agreements unanimously:

1 .- As of January 1 of next year, the company's share capital will be increased by

$11,000,000.00 (ELEVEN MILLION PESOS MN), for the construction of a new electronic
components plant in San Juan del Río, Qro ., with a contribution of $500,000.00 for each of
the 22 shareholders present.
2 .- The Plant located in Lagos de Moreno, Jal., does not have secondary inputs
produced in the area for the manufacturing of cellular telephone devices, having to
purchase and transport them from the Federal District, which has increased the
manufacturing cost. For this reason, it is agreed to close these facilities to move them
within a period of no more than three years to Naucalpan, Edo., Mexico, the cost of which
will be studied and analyzed by the Production and Finance Management to be presented
to this Council at the next meeting on September 1st.

The meeting ended at 8:00 p.m. on the same day, with all attendees having signed the
corresponding minutes.

Spain, Madrid., December 3, 2009.

THE SECRETARY OF MINUTES AND AGREEMENTS

LIC. PATRICIO ZUÑIGA BARRAGAN
5.6. THE COMMENT

CONCEPT
It is a type of text that consists of the personal assessment or evaluation of a reference to
reality or a text that we have interpreted. In this second sense, the comment, like the
summary, is the construction of a text on another text, through the following process:

Author interpretant Author

-----• -----•
I----------• TEXT 1 TEXT 1 TEXT 2 = Comment
YOU YOU

An author writes a text and a reader interprets its meaning, associates it with a system of
values and produces a text in which he explains which parts of the read text he opposes
and with which he agrees and, in addition, expresses what he thinks about the text.
interpreted text.
To prepare a comment, it is essential to understand the text read because one cannot
comment on a text whose meaning we do not fully understand.
In accordance with all of the above, we can define the comment as a type of text that
presents the assessment of the information (content) of a read text and its form of
expression (coherence, organization, clarity, lexical-grammatical correctness, etc. ).

RECOMMENDATIONS FOR PREPARATION

• Comprehensive reading of the text.

• Interpretation of its semantic structure (theme, subthemes, thematic propositions).
• Assessment of the read text. To do this, the meaning expressed by the author is
captured, cause-effect relationships are established between the elements about which
information is presented, facts and opinions are separated and what is true is
differentiated from what is false and what is real from what is imaginary.
• Preparation of the comment text. After carrying out the previous process of analysis or
decomposition of the read text, the reader constructs the new text, associating the
interpreted meaning with his or her value system.

COMMENT CATEGORIES

The comment type text consists of the following categories:

o Planning the topic or introduction that aims to capture the reader's attention.
o Decomposition of subtopics.
o Critical judgment on each subtopic, which is made through reasoning, facts, logical
 judgments.
o Conclusion, which can be a solution, a logical consequence or a prediction.

This order is very flexible; You can start with the solution or with critical judgment;
Furthermore, the decomposition into subthemes and the critical judgment generally go
together: each subtheme and its assessment are presented.

TYPES OF COMMENTS

The main types of comments are the following:

INFORMATIVE
It sets out the concise and precise facts. The narrative structure predominates with the
participation of the declarative, since it reports on facts. Example: comment about a work
meeting.

INTERPRETATIVE
This type of comment, in addition to the narration of the facts, includes reasons or
arguments related to these facts, which serve to make their assessment. Its structure is
narrative and argumentative.

ARGUMENTATIVE
In it, its author sets out to convince the reader to accept his opinion as true. For this
reason, it is predominantly argumentative in structure.

CHARACTERISTICS

* Interpersonality. It should not be written in the first person singular. It is generally not
signed; This quality can be observed in newspaper editorials.
* Clear, simple and lively style, without expository coldness, but without sentimentality.
* Precise language, not far-fetched, not pedantic, or grandiose.
* Short and not very complex sentences.
* Short paragraphs.

EXAMPLE:

JOSÉ MARÍA GUELBENZU

Goodbye, 'glamour'

Now that the world of cinema is accused of being repetitive, of being insubstantial, of living
off of remakes, of silly comedies and explosions, flares and all kinds of special effects, I
can't stop thinking about what the world of stars was like until just thirty years ago, maybe
less. Because the truth is that the so-called stars of the screen have disappeared from the
cinema firmament. What stars? Well, I'm thinking of actors like Cary Grant, James Stewart
or John Wayne, or stars like Ava Gardner, Audrey Hepburn or Lana Turner. The truth is
that no one demanded that they be great actors or actresses, although some were truly
great and others were limited to repeating their character. In fact, there have been great
actors (Charles Laughton, for example) who did not achieve the popularity or hook of the
stars, but that was simply because the stars were another category and they looked like
such above any other consideration.

The truth is that that was a world of total falsehood in which no one was what they seemed,
but it is also true that only a few beings of human origin among many thousands reached
the category of stars. And if someone asks me what those chosen ones had that the others
didn't, I can only answer them with one word: glamour.

In general, today's stars are characterized by being ephemeral or replaceable. One year it
turns out to be the queen of the screens Cameron Díaz and when you have located her it
turns out that now the queen is Jennifer Anniston; and just a few months later the queen is
a certain Angelina Jolie, but then you open the following week's Temptations and it turns
out that the one in charge is Goldie Hawn's daughter, who I haven't even had time to find
out her name.

Times change, of course, and the cruising speed of events also changes. Musicians or
actors respond to simple needs, to immediate representations. There are not two Lou
Reeds, but there are hundreds of Britney Spears, and that is why they are so fleeting;
Today all the navels are in the air. Do dreams change too? The stars, the myths, respond
to desires and give rise to dreams. The current cult of speed, haste, and urgent
achievement favors urgent exchange, but does not allow the rest time that a symbol needs
to conform; Perhaps it has to do with the difference that exists between a model and a
mirror: the first is a summary of exemplarity, of whatever order; the second is limited to
reproducing our image.

I won't say that I confuse Gwyneth Paltrow with Cameron Díaz, but I will say that, more or
less, I don't care about one or the other. The difference is slight, so is the repertoire and the
image responds to the same stereotype. The blonde was also a stereotype, but wow, Lana
Turner could be distinguished from Marlene Dietrich! The problem is that the stars were
symbols and even myths, and the current little stars are girls and boys in every way similar
to the spectators who contemplate them. Democracy? Egalitarianism? I am afraid that the
reason is the pure exercise of buying and selling. 'Buy yourself' they come to tell you. And
what were the stars if not? Well, the same thing, in effect, but they had glamour, which is
what the spectators did not have.

The masses only want more of the same, and especially the consumer wants to see
themselves reflected on the screens. He doesn't want to imagine himself, he wants to see
himself; that is the difference. The stars were a product, without a doubt, but they entered a
screen or a room and suspended the breath of those present. I do not judge; I, as
Guillermo Brown said, am only stating a fact. Are there no myths? The closest thing today
may be a Sigourney Weaver, the rest seems like an endless procession of dolled-up
schoolgirls. There are still admirable actors or actresses, it is a line that remains constant,
think of Kevin Spacey or Julianne Moore; but stars... The sky has collapsed on us. Either
we don't need myths or, what would be more painful, we no longer know what a myth is.

El País, Monday, January 7, 2002

5.7. THE REVIEW
CONCEPT
It is a written text that contains a summary and commentary on a book or other text that
has been published, or on a cultural fact. This type of text should contain information about
the essential ideas and interesting and useful aspects of the reviewed work.
The enunciative and argumentative structures participate in the review since it informs and
convinces about the merits or flaws of the reviewed text.

STAGES FOR ITS PREPARATION

■ Analytical and comprehensive reading of the work to be reviewed. To do this, we

discover the semantic structure of the read text (theme, subthemes, thematic
propositions and basic concepts).
■ Hierarchical organization of the essential ideas contained in the read text.
■ Writing a short text that is made up of the following categories:
— Heading. Consisting of the bibliographic record of the work that will be reviewed:
name of the author, title of the work, city, publishing house and date. The heading
and reviews of theatrical works are made up of the direction data of the play and
actors working in it.
— Presentation of the work. This part informs: What kind of work is it?; What parts is it
divided into? What have been the methods of preparation? (chronological order,
descriptive, deduction, induction, etc.). Generally, it is headed with presentation
data from the author of the text.
— Summary of the essential parts of the text. (content of the different chapters or
different parts of the writing).
— Assessment of the reviewed text, taking into account its content and the way it is
expressed. In this part, the value of the work and its contributions to science,
technology or art must be highlighted.
— Author of the work.
■ Usefulness of the review:
These texts are useful for potential readers of works or for potential spectators (when it
comes to plays), since they provide guidance on the content and importance of the
reviewed text and arouse interest in reading or presenting it, encouraging them to
obtain a more complete knowledge about what has been reviewed.

EXAMPLE:

German social nationalism, also known as Nazism, emerged during the 1920s, but
reached greater prominence ten years later. The point of origin of this ideology was the
Treaty of Versailles. Once the First World War ended, a peace treaty was imposed that
had disastrous and unfair economic consequences for Germany and also generated mixed
feelings of humiliation and resentment in society. This situation was aggravated by the
crisis of '29, also called the "great depression." In this context of general discontent, it was
expressed in the streets through popular mobilizations of all kinds, both from the extreme
right and the extreme left.

At the same time, at a global level, a certain rejection of democracies began to emerge,
alleging a lack of efficiency. On the other hand, dictatorships were presented as the only
means of controlling the situation and capable of restoring public order.

From an ideological point of view, a crisis had been brewing for some decades, so
rationalism began to be rejected and elitist positions emerged, based on the idea of a hero
and a superman, which gave rise to racist attitudes such as They had never been seen.

Another of the elementary factors to understand the context in which Nazism was created
was the Republic of Bismarck, characterized by being a strong State with characteristics of
a dictatorship, to achieve the desired economic and social development.

6. WEB GRAPHY

• WRITING PROCESS [Online] < http://es.scribd.com/doc/3229118/EL- PROCESO-DE-

ESCRITURA > [Cited in November 2013]

• STEPS OF WRITING [Online]

< http://www.eduteka.org/ProcesoEscritura1.php > [Cited November 2013]

• PINK MERINO TEAM. INSTRUCTIVE TEXT [Online]

< http://rosamerino2099.blogspot.com/ > [Cited November 2013]

• PREDICTIVE TEXT [Online] < http://creacionliteraria.net/2012/04/texto-predictivo/ >

[Cited in November 2013]
 TABLE OF CONTENTS

1. The Writing Process

2. The Steps of the Writing Process:

a. Pre-writing
b. Draft
c. Revision
d. Correction/Editing
e. Publish/Share

3. Written Text Classes

4- Descriptive Structure
4- Instructional Texts
4- Narrative Structure
4- Enunciative Structure
4- Argumentative Structure

4. Questionnaire

5. Material provided:
5.1. Memorandum
5.2. The letter
5.3. The Circular
5.4. The Minutes
5.5. The report
5.6. The comment
5.7. The review

6. Web graphics

Karol Vanessa Yate

Rivera
 COMMUNICATION TECHNIQUES

KAROL VANESSA YATE RIVERA

TEACHER:
RUBÉN DARÍO GONZÁLEZ

CENTRAL UNIT OF THE CAUCA VALLEY

FACULTY OF ADMINISTRATIVE, ECONOMIC AND ACCOUNTING SCIENCES
INTERNATIONAL TRADE
COMMUNICATION TECHNIQUES
TULUÁ, VALLE DEL CAUCA
2013-2

Karol Vanessa Yate

Rivera