ELS253

PROOFREADING AND EDITING 2

ASSESSMENT 1:

WRITTEN REPORT

SUBMISSION DEADLINE:

8/11/2023

PREPARED BY:

NAME NURULHUDA AFRINA BINTI MOHD ZAWAWI

STUDENT ID 2022703629

PREPARED FOR:

LECTURER’S NAME MADAM HARYATI AHMAD

 Through the examination of the document titled "Minutes of Meeting," which has been
meticulously crafted by students pursuing the Diploma in English Professional Communication
program at the University of Technology Mara (UiTM), it becomes evident that several
noteworthy errors are present. This analysis aims to provide an educational insight into
patterns of errors observed within the context, content, and language aspects of the document.

Context errors in a document refer to inconsistencies or discrepancies that hinder the

overall cohesiveness and readability of the text. Such errors can include variations in
formatting, fonts, and handwriting styles, ultimately affecting the document's visual and
structural integrity. In the analysed document, several context errors have been identified,
such as inconsistencies with font usage. For instance, the writer employed more than one type
of font within the document. This disparity in font styles can disrupt the document's visual unity,
making it appear disjointed and unprofessional. Readers may find it challenging to follow the
content coherently when faced with font inconsistencies. In summary, context errors in a
document, such as font inconsistencies, can undermine the document's overall quality and
impact its effectiveness. These errors may cause readers to lose focus and may diminish the
document's credibility. Therefore, ensuring consistency in formatting, fonts, and handwriting
style is vital to eliminate context errors and enhance the document's readability and visual
appeal.

Content errors in documents, such as "Minutes of Meeting," play a critical role in

ensuring the effectiveness and comprehensibility of the information presented. They relate to
the presence or absence of essential information, data, or facts that are required to convey a
clear and coherent message. In the context of "Minutes of Meeting," content errors can
significantly impact the reader's ability to understand the discussions, decisions, and
outcomes of the meeting. For instance, one content error often encountered is the lack of
adequate information or facts. This happens when crucial details are omitted or when the
‘Remarks’ table of the minutes is left incomplete. In this case, the reader is left in the dark,
unaware of what transpired during the meeting. This type of content error can lead to context
errors because, without the necessary information, it becomes challenging to grasp the
context in which the discussions occurred. The reader might struggle to connect the dots and
comprehend the significance of various statements, decisions, or actions taken during the
meeting. In summary, content errors, such as insufficient information, can have a cascading
effect, ultimately resulting in context errors by disrupting the reader's ability to interpret the
document correctly. To create effective documents, it is crucial to ensure that all necessary
information is included, providing a comprehensive view of the discussed topics.
 Language errors encompass a range of issues that affect the clarity and correctness
of written or spoken communication. One common type of language error that can be found
in the document is "transposition error." Transposition errors involve switching the order of
letters, words, or characters within a text. For instance, in the document, the president's name
was transposed from "Nizam Ahmad" to "Nizam Ahamd," resulting in a factual inaccuracy and
potential confusion. Another language error to be mindful of is "capitalisation error."
Capitalisation refers to the use of uppercase and lowercase letters within a sentence. In the
document, there was a capitalization error where "covid" should have been written as
"COVID." This is because "COVID" is an acronym, and acronyms are typically capitalised.
Similarly, capitalization errors can also occur when prepositions are incorrectly capitalized.
For example, in the ‘Announcements’ table, section 4.3, the preposition "From" was
capitalised. However, prepositions like "from" should not be capitalized in a sentence. These
language errors can contribute to context errors by introducing inconsistencies and
inaccuracies within the text. Inaccurate information stemming from language errors can lead
to misunderstandings and a lack of clarity in communication, which is especially problematic
in documents like minutes of a meeting that aim to convey precise details. Therefore, it is
essential to be vigilant in identifying and rectifying language errors to maintain the integrity
and accuracy of the content.

In conclusion, this document has shed light on the various types of errors that can be
discerned. These errors included context, content, and language-related issues. It's imperative
to emphasise the significance of steering clear of such errors, with particular attention to the
often-neglected context and content errors. While language errors tend to draw a significant
amount of scrutiny, context and content errors are equally critical in ensuring the overall quality
of any document. It is crucial to adopt a holistic approach and prioritise precision in the
preparation of documents. This comprehensive perspective will undoubtedly contribute to the
enhancement of our communication and documentation skills.
 Notice of Meeting
ENGLISH LANGUAGE SOCIETY (WHIZZ SOCIETY)

A meeting will be held to discuss 8English Language Carnival: Debate Competition9. The details
of the meeting are as follow

Date : 13th February 2022 (Sunday)

Time : 9.00 a.m.
Location : C001, ICU Building (Ground Level)

Attendance is compulsory for all society members.

Agenda
1. Captain9s Opening Speech
2. Apologies for absence
3. Approval of previous minutes
4. Minutes of the previous meeting
5. Debate Competition Preparation
6. Suggested Judges
7. Other Business
8. Date and Time of Next Meeting
 MINUTES OF MEETING
ENGLISH LANGUAGE SOCIETY (WHIZZ SOCIETY)

Date : 13th February 2022 (Sunday)

Time : 9.00 a.m.
Location : C001, ICU Building (Ground Level)

Present:

1. Nizam Ahamd (President)

2. Zulaikha Fitri (Vice-President)
3. Nur Sabrina (Secretary)
4. Adriana Ezzati (Treasurer)
5. Nur Shahida (Head of Public Relation)
6. Nur Sabila (Head of Multimedia)
7. Umar Eusoff (Committee member)
8. Ahmad Daniel (Committee member)
9. Syed Haikal (Committee member)

Absentee (with apology)

1. Mohd Musa (Head of Protocol) - close contact with covid

2. Joshua Hong (Committee member) - family emergency
No. DETAILS REMARKS

1. Meeting Opening
1.1 Address by the Captain
The Captain called the meeting to order and thanked
everyone for attending.

1.2 Apologies for absentee

The Captain informed that Mohd Musa and Joshua
Hong could not attend the meeting because of close
contact with covid and family emergency

2. Approval of Previous Meeting

2.1 Approval
The previous meeting dated 8th February was read by
Nur Sabrina and was approved by the president

2.2 Matters arising

The president asked to find judges for the debate
competition.
3. Action Item Subject Led by Decisions

3.1 Venue to hold the debate Zulaikha Fitri The venue that will be
used to hold the
competition is Dewan Sri
Temenggong, UiTM
Cawangan Johor,
Kampus Segamat

3.2 Prize Budget Adrian Ezzati Need to request

sponsorship to bear half
of the money prize and all
members to pay for the
funds

3.3 Suggested Judges Syed Haikal Madam Didee and Miss

Wan Aisyah were
suggested to be the
judges. Need to send an
invitation first to them.
 DETAILS REMARKS

4. Announcements
4.1 Report from Public Relation
Needs a double confirmation about the judges9 side for
the debate

4.2 Report from Treasurer

Need to inform about the sponsorship request and the
fund collection that has been made

4.3 Report From Syed Haikal

Updating about the judges' invitation for the
competition

5. Next Meeting
The meeting will be held on 19th February 2022 (Saturday),
11.00 a.m. at Meeting Room (PTDI2)

The meeting was adjourned at 11.00 a.m.

Prepared by Approved by
Nur Sabrina
(Nur Sabrina) (Nizam Ahmad)
Secretary President
English Language Society English Language Society
(WHIZZ Society) (WHIZZ Society)
TEMPLATES FOR SUMMARY OF FINDINGS/ANALYSIS

CONTEXT

Category Details Comments and/or

Justifications

Format Inconsistency with the form The writer used more than one
type type of font in the document

Format Inconsistency in spacing and The spacing should be the

font size same such as 1.5 and font size
should be 11

Format Inconsistency in capitalisation The first letter in details under

‘Agenda’ should be in upper
case, but two details were in
lower case

Format Inconsistency in hard written The writer did not used the
hard written consistently

Format Inconsistency in table The ‘Action Items’ table is

arrangement different than others

Format Inappropriate font for signature The writer should use a fancy
font such as Lucida
Handwriting as a signature

Format Inconsistency in spacing The club’s name under the

arrangement position line was not aligned
correctly

Format Inconsistency in using title They change the title of

‘President’ to ‘Captain’ in the
third page, first table
Inappropriate table size
Format The ‘Decisions’ table size was
too small that it made the
details look unorganised
 CONTENT

Category Details Comments and/or

Justifications

Adequate Information/facts The ‘Remarks’ part in the The ‘Remarks’ part should be
table is not filled in. filled in to highlight the
discussion.
 LANGUAGE

Category Location of Error Correction Comments and/or

Error Justifications

Added copy Notice of A meeting will be held to A meeting will be held to discuss The writer might
error meeting, Line 1 discuss 8English Language English Language Carnival: overlook the
Carnival: Debate Debate Competition. unnecessary number
Competition9. in the sentence.

Conciseness Notice of A meeting will be held to A meeting will be held to discuss Article like a, an,
meeting, Line 1 discuss English Language the English Language Carnival: and, the, show noun
Carnival: Debate Competition. Debate Competition. specificity.

Punctuation Notice of The details of the meeting are The details of the meeting are as A colon should be
error meeting, Line 2 as follow follow: used to introduce
lists or text.
13th February 2022 (Sunday)
Conciseness Notice of February 13th, 2022 (Sunday) Make it fluent.
meeting, Date

Added copy Notice of Captain9s Opening Speech Captains Opening Speech The writer might
error meeting, overlook the
Agenda unnecessary number
in the sentence.

Punctuation Notice of Captains Opening Speech Captain’s Opening Speech The apostrophe is
error Meeting, used to indicate
Agenda possessive case,
contractions, and
omitted letters.

Transposition Minutes of Nizam Ahamd Nizam Ahmad The President name

error Meeting, is keyed out of order.
Present

Added copy Minutes of Zulaikha Fitri (Vice- Zulaikha Fitri (Vice President) Compound modifier
error Meeting, President) should not be
Present hyphenated if they
follow the noun they
describe.

Capitalisation Notice of close contact with covid close contact with COVID COVID is capitalised
error Meeting, because it is an
Absentee acronym.

Omitted copy Notice of close contact with covid close contact with COVID-19 COVID should be
error Meeting, spelled as COVID-19
Absentee because it is the
official name given
by the World Health
Organization (WHO).

Dangling Notice of close contact with covid close contact with COVID-19 The intended subject
modifier Meeting, patient of the modifier is
Absentee missing from the
sentence.
Capitalisation Meeting The Captain informed that
error Opening, 1.2 Mohd Musa and Joshua
Hong could not attend the
meeting because of close
contact with covid and family
emergency
Omitted copy Meeting The Captain informed that
error Opening, 1.2 Mohd Musa and Joshua
Hong could not attend the
meeting because of close
contact with covid and family
emergency
The Captain informed that Mohd
Musa and Joshua Hong could
not attend the meeting because
of close contact with COVID and
family emergency
The Captain informed that Mohd
Musa and Joshua Hong could
not attend the meeting because
of close contact with COVID-19
and family emergency
An acronym should
be capitalised.
COVID should be
spelled as COVID-19
because it is the
official name given
by the World Health
Organization (WHO).

Dangling Meeting The Captain informed that
modifier Opening, 1.2 Mohd Musa and Joshua
Hong could not attend the
meeting because of close
contact with covid and
family emergency
Punctuation Meeting The Captain informed that
error Opening, 1.2 Mohd Musa and Joshua
Hong could not attend the
meeting because of close
contact with covid and family
emergency
Punctuation Approval of The previous meeting dated
error Previous 8th February was read by
Meeting, 2.1 Nur Sabrina and was
approved by the president
The Captain informed that
Mohd Musa and Joshua Hong
could not attend the meeting
because of close contact with
COVID-19 patient and family
emergency
The Captain informed that Mohd
Musa and Joshua Hong could
not attend the meeting because
of close contact with covid and
family emergency.
The previous meeting dated,
8th February was read byNur
Sabrina and was approved by
the president
The intended subject
of the modifier is
missing from the
sentence.
A period should be
used to signal the
end of a complete
sentence.
Commas should be
used as a tool to
indicate certain
separation of words,
phrases, or ideas.

Conciseness Approval of The previous meeting dated The previous meeting dated Make it fluent.
Previous 8th February was read by February 8, was read byNur
Meeting, 2.1 Nur Sabrina and was Sabrina and was approved by
approved by the president the president

Punctuation Approval of The previous meeting dated The previous meeting dated 8th A period should be
error Previous 8th February was read by February was read by Nur used to signal the
Meeting, 2.1 Nur Sabrina and was Sabrina and was approved by end of a complete
approved by the president the president. sentence.

Word form No. 3 Action Item Action Items ‘Item’ here should be
in plural form.

Punctuation Decisions, 3.1 The venue that will be used The venue that will be used to A period should be
error to hold the competition is hold the competition is Dewan used to signal the
Dewan Sri Temenggong Sri Temenggong, UiTM end of a complete
UiTM Cawangan Johor, Cawangan Johor, Kampus sentence.
Kampus Segamat Segamat.
Punctuation Decisions, 3.2 Need to request Need to request sponsorship A period should be
error sponsorship to bear half of to bear half of the money prize used to signal the
the money prize and all and all members to pay for the
 members to pay for the funds. end of a complete
funds sentence.

Transposition Decision, 3.3 Madam Didee and Miss Madam Didee and Miss Wan The sentence
Wan Aisyah were Aisyah were suggested to be structure is keyed out
suggested to be the judges. the judges. Need to send an of order.
Need to send an invitation invitation to them first.
first to them.
Word form Announcements, Needs a double confirmation Need a double confirmation ‘Needs’ is used for
4.1 about the judges9 side for about the judges9 side for the singular subjects in
the debate debate the third person.

Added copy Announcements, Needs a double confirmation Needs a double confirmation Proper spelling is
error 4.1 about the judges9 side for about the judges side for the proper to maintain
the debate debate the clarity of writing.

Punctuation Announcements, Needs a double confirmation Needs a double confirmation A period should be
error 4.1 about the judges9 side for about the judges9 side for the used to signal the
the debate debate. end of a complete
sentence.

Punctuation Announcements, Need to inform about the Need to inform about the A period should be
error 4.2 sponsorship request and the sponsorship request and the used to signal the
fund collection that has fund collection that has been end of a complete
been made made. sentence.

Report From Syed Haikal Report from Syed Haikal

Capitalisation Announcements, Preposition should
error 4.3 not be capitalise in a
sentence.

Punctuation Announcements, Updating about the judges' Updating about the judges' A period should be
error 4.3 invitation for the invitation for the competition. used to signal the
competition end of a complete
sentence.

Conciseness Next Meeting The meeting will be held on The meeting will be held on Make it fluent.
19th February 2022 February 19, 2022 (Saturday),
(Saturday), at
11.00 a.m. at Meeting 11.00 a.m. in the Meeting Room
Room (PTDI2) (PTDI2)
 Notice of Meeting

ENGLISH LANGUAGE SOCIETY (WHIZZ SOCIETY)

A meeting will be held to discuss the English Language Carnival: Debate Competition. The
details of the meeting are as follow:

Date : February 13th, 2022 (Sunday)

Time : 9.00 a.m.

Location : C001, ICU Building (Ground Level)

Attendance is compulsory for all society members.

Agenda

1. Captain’s Opening Speech

2. Apologies for Absence

3. Approval of Previous Minutes

4. Minutes of the Previous Meeting

5. Debate Competition Preparation

6. Suggested Judges

7. Other Business

8. Date and Time of Next Meeting

 MINUTES OF MEETING

ENGLISH LANGUAGE SOCIETY (WHIZZ SOCIETY)

Date : 13th February 2022 (Sunday)

Time : 9.00 a.m.

Location : C001, ICU Building (Ground Level)

Present:

1. Nizam Ahmad (President)

2. Zulaikha Fitri (Vice President)

3. Nur Sabrina (Secretary)

4. Adriana Ezzati (Treasurer)

5. Nur Shahida (Head of Public Relation)

6. Nur Sabila (Head of Multimedia)

7. Umar Eusoff (Committee member)

8. Ahmad Daniel (Committee member)

9. Syed Haikal (Committee member)

Absentee (with apology)

1. Mohd Musa (Head of Protocol) - close contact with COVID-19 patient

2. Joshua Hong (Committee member) - family emergency

No. DETAILS REMARKS

1. Meeting Opening

1.1 Address by the President

The President called the meeting to order and thanked

everyone for attending.

1.2 Apologies for absentee

The President informed that Mohd Musa and Joshua

Hong could not attend the meeting because of close
contact with COVID-19 patient and family emergency.

2. Approval of Previous Meeting

2.1 Approval

The previous meeting dated, February 8, was read by

Nur Sabrina and was approved by the president.

2.2 Matters arising

The president asked to find judges for the debate

competition.
3. Actions Subject Led by Decisions
Item

3.1 Venue to hold the debate Zulaikha Fitri The venue that will be used to
hold the competition is Dewan Sri
Temenggong, UiTM Cawangan
Johor, Kampus Segamat.

3.2 Prize Budget Adrian Ezzati Need to request sponsorship to

bear half of the money prize and
allmembers to pay for the funds.

3.3 Suggested Judges Syed Haikal Madam Didee and Miss Wan
Aisyah were suggested to be the
judges. Need to send an
invitation them first.
 DETAILS REMARKS

4. Announcements

2.3 Report from Public Relation

Need a double confirmation about the judges side for

the debate.

2.4 Report from Treasurer

Need to inform about the sponsorship request and the

fund collection that has been made.

2.5 Report from Syed Haikal

Updating about the judges' invitation for the

competition.

5. Next Meeting

The meeting will be held on February 19, 2022 (Saturday), at

11.00 a.m. in the Meeting Room (PTDI2)

The meeting was adjourned at 11.00 a.m.

Prepared by Approved by

NurSabrina NizamAhmad

(Nur Sabrina) (Nizam Ahmad)

Secretary President

English Language Society English Language Society

(WHIZZ Society) (WHIZZ Society)

 REFERENCES:

Comma rules. (n.d.). Style and Grammar | Academic Writing | Writing Resources | Brandeis
University. https://www.brandeis.edu/writing-
program/resources/students/academic/style-grammar/comma-
rules.html#:~:text=Use%20commas%20to%20separate%20three,that%20describe%
20the%20same%20noun

Naming the coronavirus disease (COVID-19) and the virus that causes it. (n.d.).
https://www.who.int/emergencies/diseases/novel-coronavirus-2019/technical-
guidance/naming-the-coronavirus-disease-(covid-2019)-and-the-virus-that-causes-
it#:~:text=WHO%20announced%20%E2%80%9CCOVID-
19%E2%80%9D,the%20United%20Nations%20(FAO)

Calonia, J. (2020, October 1). Сonciseness: Its meaning and importance | Grammarly.
Сonciseness: Its Meaning and Importance | Grammarly.
https://www.grammarly.com/blog/conciseness/#:~:text=Conciseness%20is%20comm
unicating%20complete%20information,words%20to%20illustrate%20your%20point

FreshBooks. (2023, March 28). Accounting Errors: What is a transposition error.

https://www.freshbooks.com/hub/accounting/transposition-
error#:~:text=A%20transposition%20error%20is%20a,amount%20and%20the%20co
rrect%20amount.