Professional Documents
Culture Documents
Topic: 1
Introduction to Written Communication: Some Basic Principles
1.1 Introduction to Communication
Communication is :
Defined = as giving, receiving or exchanging information, opinions or ideas
Purpose = so that the “message” is completely understood by everybody involved.
Importance of the Message in Communication
Message is successfully received and comprehended
Understand what your message
only when both the sender and the receiver perceive it in
What audience you are sending
the same way.
How massege will be perceived
Solution
1. Use the familiar word to the far-
fetched
writing fragments instead
2. Concrete word to the abstract
3. Single word to the circumlocution of completesentences
and writing sentences
4. The short word to the long
that lack unity.
sentence(s) short and
compact to ensure that
they are correct, logical
and easy to read
Solution
Too much information Words ave to be structured to
Reader becomes overwhelmed and confused the extent that what precedes
Cause frustration and cast doubts on the writer credibility. should be in accordance with
those that follow.
Solution
In order to produce a clear, concise and relevant written work
Reports Memorandum
Reports intended for readers who are external to the Used for routine information.
organisation are often written as letter reports Includes information about a special issue, problem
Usually on the organisations letterhead. or information needed for decision - making and
May present a problem, proposal, solution or reply to problem - solving within an organisation.
a request. The memorandum report format is the least formal
Standard of letter report the seven basic parts of a report format.
business letter: Standard of a short memorandum report includes
The writerÊs address. five components:
The date. Reader name.
Reader address Writer name.
Salutation. Date.
Body. Subject line or title.
Complimentary close. Body.
Signature block.
Helping Other People Communicate with You Communication with People at All Organisational
Think carefully about all the possibilities. Levels
Consider all aspects of the communication process To achieve a powerful effect and to ensure that your
(interpretation, understanding, feedback). document is easy to read,
Consider the possible barriers. make sure to provide the following:
Consider the complexity of the subject matter and how it A clear indication of your purpose.
might be best conveyed. Accurate and objective information.
Ask Who? Why? What? and How? Suitable headings.
Consider whether it is going to be in the form of a letter, A suitable order of information.
e-mail, memo or report
Giving and Receiving Good Instructions
Problems Other People May Have Writing to You Instructions must be clear and precise
People may not want to write to you for a variety of In commenting on papers, a teacher can show
reasons. students precisely where their meaning is
Some of these reasons have been stated earlier in the unclear
text, while others may appear in the following forms: pose questions designed to illuminate problems
One’s weaknesses as a writer (for example, language underlying the unclear communication
deficiencies). provide models for expressing analysis more
Too much information in the text. clearly.
Too many grammatical errors and mistakes.
Barriers between the sender and receiver (for example, Communicating at Your Own Organisational Levels
cultural, status, role). Forms and documents should be accurate, complete and
clear in meaning.
Message not clear or precise.
Wrong choice of channel/format deliverance.
When Written Communication is Most Important
Past experiences (for example, treatment received).
such as
Documents not structured, messy or not well laid out.
Memorandum of understanding (MOU)
Memorandum of agreement (MOA)
Using Questions to Overcome Problems Letters of agreement and appointment
Where did it go wrong? Job applications
Why was the message not understood or interpreted by
the receiver?
Was the timing wrong?
Did I use the correct channel to deliver the message?
Are there many errors or mistakes in the document?
Many other questions of this nature can shed some light
on the problems faced by the communicators.
Flow of Questions
document is report writing, we may want to ask questions
such as:
What is the report about?
What are you trying to say?
To whom is the report addressed?
Who are you writing for?
Who will read the report?
How is the content of the report?
How long can the report be?
What type of information is to be included in the report?
How shall I gather and present it?
What sort of language should I use?
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OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION
Has the report been proofread?
What is the minimum length of the report?
When should the report be sent?
2.1.2 How to Write the Introduction 2.1.3 How to Write the Body of the Letter
1) The Letterhead or Return Address - name, address, 1) The Introductory Paragraph - one idea per piece
phone number 2) Body/Middle of the Letter - supports that
2) The Inside Address introduction idea by giving it more detail and
3) Attention Line justification
4) Salutations – ‘Dear Sir or Madam’ 3) End The Letter – conclusion, express your
5) The Subject Line - Use a concise and precise phrase gratitude, add a salutary close, ‘Yours sincerely or
Sincerely ’
3.1 Claude Shannon’s Model 3.3 A Model Based on Ulric Neisser’s Work
Information is transmitted from an information source Explore our world or specific phenomenon guided by
through a channel to a receiver our desires, needs, ideas, images of the world and
such, and this exploration gives us a perception or
new information of the world.
The new information, in turn, affects our needs,
desires, images, and such, thus changing our
perception of the world and so we begin our
3.2 Roman Jakobson’s Model exploration again.
Information is transmitted from an information source This cycle goes on and on as long as we are still
through a channel to a receiver learning and exploring.
4.2 The Report Style – Style determine the success 4.3 Report Introduction
of report Your introduction is important because:
Good reports are: it guides the readers to what they will encounter
Letter of Enquiry
(a) The Beginning Dear Sir, Madam, Ms, Mr, Ybg.Prof/DatoE/Tan Sri (if they
carry such titles).
(b) Giving Reference With reference to your advertisement (ad) in the Straits
Times dated
14th June, Tuesday 2005⁄ Regarding your advertisement
in the Star dated
9th May, 2005⁄ could you⁄
(c) Requesting a Catalogue, Brochure, etc. After the reference, add a comma and continue⁄would
(could) you please
send me ⁄
(d) Requesting Further Information I would like to know ⁄ Could you tell me whether⁄
(e) Signature Yours Faithfully (very formal as you do not know the
person
whom you are writing to)
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OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION
Professional/ 1. Firstly, courteous to fellow workers for able to be sincerely courteous to people outside your
organisation.
Formal Tone
2. Secondly, memo is a record of the communication with fellow workers for us in future to refer to this
piece of writing, and bring it up in a meeting or report. (avoid embarrassment)
3. Thirdly, get support and approval from people in organisation, impressing the people in your
organisation with proofread your memos for style, mechanics and content before send them. (Never
send embarrassing memos to create a positive image with your colleague)
Feedback Share drafts with your colleagues and get their comments to improve your writing
Sure that they will understand what you wish to convey
Helps your colleagues as writing is not an easy thing to do for many people and often an also helping
each other to start
Make yourself important to your colleagues, because provided them with reference or a source of
valuable information
Executive Summaries
1) To provide a condensed version of the content of a longer report. (b) Processes of Writing an Executive Summary
2) Are written for someone who most likely DOES NOT have time Write after research is finished. Try to:
to read the original.
1) Scan research to determine content, structure and length
3) Be called an abstract when it accompanies a scholarly of report
document.
2) Highlight key points; determine purpose/central theme
4) An abstract is a shortened form of a work that retains the general of the report.
sense and unity of the original.
3) Review research and determine what the key ideas or
5) An abstract is basically a miniature version of the original and it concepts
looks like the original.
4) Group ideas in a logical fashion and prepare a point-
6) An executive summary let the reader in on form outline of the summary.
What the real significance of the report is 5) Edit the outline to eliminate secondary or minor points
(keep the summary concise)
What is the reader expected to respond to?
6) Determine subtitles, bullets, selective bolding of
The reader is a decision - maker who will have the organisational structure to the clarity to summary.
responsibility of deciding on some issue(s) related to the
report. 7) Write the summary in your own words, using
professional style.
7) The executive summary
8) Read aloud or record yourself reading your summary.
Must not longer than 10% of the original document. Can be 1-
10 pages depending on the length of the report. -------------------------------------------------------------------------
They are self- contained, stand-alone documents. (c) Elements of an Executive Summary
Accuracy is essential because decisions made by people You should choose the elements depend on the
based summary and who have not read the original
1) Purpose and nature of your document purpose and
-------------------------------------------------------------------------------------- scope of document
(a) Functions of an Executive Summary 2) Methods
Gives readers essential contents of document in 1-10 pages. 3) Results
Previews the main points to enable readers to build a mental 4) Conclusion
framework for organising and understanding the detailed
information 5) Recommendations
Helps readers determine the key results and recommendations 6) Other supportive information
reported.
3. Showing Sound writer needs to persuade readers that the decisions or actions recommended will actually bring
Reasoning about benefits and explain why
4. Presenting Reliable o readers are willing to accept Reliable evidence depending on the field.
Evidence o A writer needs to use common sense to determine what type of evidence is needed.
7.3 The Reasoning Process ( 2 basic types or reasoning processes: deduction and induction refer to 7.2 )
In order to have confidence in the writer, readers must understand the:
(a) Writer’s Claim The claim is the position the writer wants readers to accept.
(b) Evidence The evidence consists of observations, facts and other information provided in support of the claim.
(c) Line of Reasoning The line of reasoning is the connecting link between the claim and the evidence ・ the reasons given
for believing that the evidence proves the claim.
1. What do you want to do? research idea, good grasp of the relevant literature and
major issues and methodology is sound.
2. What do you plan to accomplish?
3. Why do you want to do it? 2) The quality of your research proposal depends on the
4. How are you going to do it? quality of proposed project and proposal writing.
people who will carry out the work of the proposal who through various texts and
could be your tutor or supervisor 6) Attend to your areas of interest. Take notes
(never forget to reference the texts).
the supervisor or whoever you are dealing with is 7) Mull through the write-up because you might find
reputable and will be able to fulfill that contract the some things to change.
people in the institution submitting the proposal 8) Discipline, which is sorting out the various topics
so that they are in order.
9) Referencing so that you acknowledge other
people’s work.
► Ask Question
(1) have a strong opinion? (2) read a newspaper article that tested your curiosity?
(3) have a personal issue, problem? (4) have a research paper due in a class this current?
(5) Is there an aspect of one of your courses that you are interested in learning about more?
►Write down any words or phrases that may be of interest to you.
►Be aware of certain overused topic ideas.
►Read a general encyclopedia article on the top two or three topics you are
considering.
Keep track of the words that are used to describe your topic.
words that best describe your topic.
synonyms, broader and narrower terms to expand your search capabilities.
Keep a list of these words
►develop a more focused interest in an aspect of something relating to that word and then
begin to have questions about the topic
►Use the key words, need some research and reading before you select your final topic
►Remember to discuss and follow any specific instructions from your instructor.
9)