OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

PivkooovNotoMoouooitooouKXKutuov3(2009)
1


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


1.2 Problems in Communication
a) Status/Role
b) Cultural Differences
c) Choice of Communication Channels
d) Length of Communication
e) Use of Language
f) Disabilities
g) Known or Unknown Receiver
h) Individual Perceptions/Attitudes/Personalities
i)
Atmosphere/Noise/Distraction
j)
Clarity of Message
k) Lack of Feedback

1.3 The Communicator Behaviour
1) Be yourself, read everythings
2) Do not worry about grammar and spelling when you start out, fix it later.
3) Get your thoughts down first, talk through your topic and type the way you speak.
4) Edit and refocus the piece later.
5) Practise writing everyday
1.4 Written Communication
Communication by means of written symbols that is communicated by or to or between people or groups.
written communication is

the presentation of ideas or essays that make a

clear point

supply details supporting that point and demonstrate unity coherence of thought
Elements of written communication

The mastery of good or standard written english

Ability to comprehend

Write about information acquired through reading,note-taking and listening
Ways to Improve Written Communication
a.
Improve written communication skills

Continually practise writing in the language

write with a clear purpose that meets the needs of the reader


Decide what you want to say and put this in a logical and suitable sequence.

b.
Three important stages of written work

planning stage
-

Understand what your message
-

What audience you are sending
-

How massege will be perceived

Message is successfully received and comprehended
only when both the sender and the receiver perceive it
in the same way.




OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

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writing stage

editing stage
c.
written document should have: efficiency, equity, and effectiveness.
d.
Avoid four common errors












Reports

Reports intended for readers who are external to the
organisation are often written as letter reports

Usually on the organisations letterhead.

May present a problem, proposal, solution or reply
to a request.

Standard of letter report the seven basic parts of a
business letter:
-

The writers address.
-

The date.
-

Reader address
-

Salutation.
-

Body.
-

Complimentary close.
-

Signature block.
Memorandum

Used for routine information.

Includes information about a special issue, problem
or information needed for decision - making and
problem - solving within an organisation.

The memorandum report format is the least formal
report format.

Standard of a short memorandum report includes
five components:
-

Reader name.
-

Writer name.
-

Date.
-

Subject line or title.
-

Body.

Formal and Informal Reports
To write a good report, the following three
stages must be discussed
-

Planning.
-

Writing.
-

Editing.

Documentation
1. Some work kept for research purposes
2. Some historical work kept for posterity
3. Some for others to know and see.
4. Used to keep abreast with on- going projects, for remembrance,
acknowledgement and as a teaching-learning tool to improve
-

Confusing words that can mislead
the reader
-

Cause communication breakdown or
barriers between the writer and the
reader.
a.
Ambiguous
b.
Bombastic
c.
Vague
d.
Sexist
e.
Trendy
f.
Exaggerated
g.
inflated and archaic.

Solution
1.
Use the familiar word to the far-
fetched
2.
Concrete word to the abstract
3.
Single word to the circumlocution
4.
The short word to the long
-

use of too many words
-

overuse of words interferes with
understanding
-

interrupt the reader understanding
-

Too much information
-

Reader becomes overwhelmed and confused
-

Cause frustration and cast doubts on the writer credibility.

Solution
In order to produce a clear, concise and relevant written work
-

writing fragments instead
of completesentences
and writing sentences
that lack unity.
-

sentence(s) short and
compact to ensure that
they are correct, logical
and easy to read
Solution
Words ave to be structured
to the extent that what
precedes should be in
accordance with those that
follow.



OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

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ones
writing skill.
5. As avenues to project our ideas or opinions to be shared with
others as well as establish and defend our points of view.


Helping Other People Communicate with You
-

Think carefully about all the possibilities.
-

Consider all aspects of the communication process
(interpretation, understanding, feedback).
-

Consider the possible barriers.
-

Consider the complexity of the subject matter and how it
might be best conveyed.
-

Ask Who? Why? What? and How?
-

Consider whether it is going to be in the form of a letter,
e-mail, memo or report

Problems Other People May Have Writing to You
-

People may not want to write to you for a variety of
reasons.
-

Some of these reasons have been stated earlier in the
text, while others may appear in the following forms:
-

Ones weaknesses as a writer (for example, language
deficiencies).
-

Too much information in the text.
-

Too many grammatical errors and mistakes.
-

Barriers between the sender and receiver (for example,
cultural, status, role).
-

Message not clear or precise.
-

Wrong choice of channel/format deliverance.
-

Past experiences (for example, treatment received).
-

Documents not structured, messy or not well laid out.

Using Questions to Overcome Problems
-

Where did it go wrong?
-

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?

Communication with People at All Organisational
Levels
To achieve a powerful effect and to ensure that your
document is easy to read,
make sure to provide the following:
-

A clear indication of your purpose.
-

Accurate and objective information.
-

Suitable headings.
-

A suitable order of information.

Giving and Receiving Good Instructions
-

Instructions must be clear and precise
-

In commenting on papers, a teacher can show
students precisely where their meaning is

unclear

pose questions designed to illuminate problems

underlying the unclear communication

provide models for expressing analysis more
clearly.

Communicating at Your Own Organisational Levels
Forms and documents should be accurate, complete and
clear in meaning.

When Written Communication is Most Important
such as

Memorandum of understanding (MOU)

Memorandum of agreement (MOA)

Letters of agreement and appointment

Job applications



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-

Has the report been proofread?
-

What is the minimum length of the report?
-

When should the report be sent?
Topic 2: Letter Writing
2.1 The Basics of Letter Writing
We write letters to each other when we want to:
1) Inform others (the readers)
2) Persuade others to take action/to promote an
idea.
3) Propose your ideas.
4) To contact the reader whom we cannot meet in
person.
5) They allow us to structure our thought in
accurately.
6) Can file or keep to and refer back when
needed.
Begin writing a formal letter
1) Analyse your audience.
2) Determine your purpose.
3) Gather information you want to include in your letter.
4) Create an outline.
5) Write a draft.
6) Revise it.


2.1.1 Write Your Letter Persuasively
Things to consider:
(a) Try to anticipate the readers reaction to your letter.

(b) Think of the readers benefit first, yours second.

(c) Adjust language and use reader familiar terms / concepts.
(d) Write with a positive attitude and show confidence.
(e) Do not condescend and talk down to the reader.
(f) Show humility but not too much.
(g) Do not preach your ideas.
(h) Be service - oriented.

2.1.2 How to Write the Introduction
1) The Letterhead or Return Address - name, address,
phone number
2) The Inside Address
3) Attention Line
4) Salutations


Dear Sir or Madam

5) The Subject Line - Use a concise and precise phrase
2.1.3 How to Write the Body of the Letter
1) The Introductory Paragraph - one idea per piece
2) Body/Middle of the Letter - supports that
introduction idea by giving it more detail and
justification
3)
End The Letter

conclusion, express your
gratitude, add a salutary close, Yours sincerely or
Sincerely


2.3 Letter Writing Activities
How to Add Substance to Your Plan Sheet
- transfer the sentences or ideas into a language that is more fitting for formal letter by translating the plans into more
appropriate language.
Making some things clear in your letter. These things include:
=
The actual reason you are writing:
=
Convincing someone is by making your requests clear.
=
State the aim of your request

2.4 Formal Replies and Follow-Ups
To reply to business letters, follow some basic steps.
1) Make sure you understand what your client requires.
2) Think of ways you can fulfill their request, if at all.
Follow up letter .Why?
1) Your letter may have been unnoticed
2) To make sure that your contacts have information



OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

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3) Express your plan or ideas in clear, precise and easily
understood language.

about your business
3) Give other person a chance.
4) Cheaper that getting legal council
Topic 3: Models of Writer Communication: The Elements of Good Communication Models

3.1
Claude Shannons Model

-

Information is transmitted from an information source
through a channel to a receiver



3.3
A Model Based on Ulric Neissers Work

-

Explore our world or specific phenomenon guided by
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
exploration again.
-

This cycle goes on and on as long as we are still
learning and exploring.


3.2
Roman Jakobsons Model

-

Information is transmitted from an information source
through a channel to a receiver



3.4
A Model Based on Michael Polanyis Work

-

A person discovers meaning in an experience
-

The person expresses the meaning he gained from
his experience in writing (a poem, a novel, an essay,
a letter, a journal entry, etc).
-

Someone reads the text and discovers meaning in it.
-

The reader may be the writer himself or herself
Or a complete stranger
-

Text does not convey the original experience to the
reader. Instead, it conveys meaning to the reader.



3.5 Some Ideas About Communication
Signs
Symbols
Metaphor
-

Anything that is used to point
to/stand for something else (to
representideas, experiences,
images, objects, feelings,
concepts and everything else.).
-

To refer to complex things
-

Symbols have complex meanings
in addition to the literal ones
-

The more significant or important
the symbol, the more meanings it
embodies.
-

It is a statement, phrase or word
that stands for something else.


3.5.3
Understanding, Explanation, Meaning and Interpretation
1) Make sure reader understands your literal meaning and plainly understand your message.



OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

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2) If he does not, you need to explain yourself.
3) You have to define your words, supply background information or supply the reader with additional information
he needs to understand your text. (Interpretation)

Topic 4: Report Writing
4.1 The Process of Preparing a Report
1. Stages of Report Preparation
researched, gathered, presented in a coherent and easily understood way to
the relevant parties.
execute a plan and carry out a project
2. Gathering the Data
Tips Data Gathering
-

Note your opinions and information relating to your opinions
-

Make note of how you want your data presented in the report
-

Keep progress notes
-

Document your plan in detail
3. Analysing and Sorting the
Results
Choosing relevant data and then review your earlier opinions in relation to
the report you want to write.
Following steps:
1) Write down results and observations in no particular order
2) Note down all the opinions
3) Note down new opinions
4) Choose the ones that you need.
5) Arrange all your data in the order of their importance.
6) Sort out the data you want to put into your conclusion
7) Turn your points into illustrations
8) Outline your final report and draft it.
4. Outlining the Report
-

A clear report is logically organised, concise, and easy to read.
-

Natural progression from analysis and sorting.
-

Outline should contain descriptive headings of each significant part of the
report and your expanded outline
a. complete scope of the report;
b. relation of the various parts of the work discussed;
c. amount of space to be given each part;
d. order of treatment;
e. places for inclusion of illustrations;
f.
conclusions.
-

three levels of headings and subheadings for simplicity and clarity, stick
to just

Main Heading

Subheading

Run-in heading: This heading is indented on the same line as
the first line of the paragraph.


Below run-in heading: This heading is indented on the same
line as the first line of the paragraph.

5. Writing the Rough Draft
First draft

Start writing soon after finishing your outline

Keep writing; follow your flow of ideas
Second draft

Check for style

Remember your audience (they be able to understand your draft easily or not)



OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

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Behonest. Be tactful. Be concise and logical.

6. Revising the Rough Draft
The Three Stages of Revision
Stage One - Check for material
Stage Two - Check for organisation, mechanics and conventions
Stage Three - Check your language

4.2 The Report Style

Style
determine the success
of report

Good reports are:
-
clear;
-
concise;
-
flow smoothly;
-
written from an objective point of view.


4.3 Report Introduction
Your introduction is important because:
-

it guides the readers to what they will encounter
in the rest of the paper.
-

It prepares the reader to easily receive what the
writer intends to present.
-

It launches you immediately into the task of
relating your readers to the subject matter of the
report.
-

It makes clear the precise subject to be
considered, indicates the reasons for
considering the subject, and lays out the
organisation and scope of the report.
-

It tells your readers what you plan to tell and
why and how you will tell it.
-

It focuses your readers attention on the subject
to be treated. It should enable them to approach
the body of the report naturally and intelligently.

Primary functions of the introduction
Statement of Subject
Statement of Purpose
Statement of Organisation and Scope
Style and Length

Format
1. Arrangement of Your Report - Title, Abstract,
Introduction, Method (and logistics), Results,
Discussion and Conclusion.
2. Citing References
3. Content and Style


4.4 The Writing Style
-

Use words and phrases that come naturally to
you
-

Concentrate on conveying your exact meaning
-

Get to your point quickly.
-

Always emphasise your main ideas.
-

Keep your facts and opinions separate.
-

Only add figures and tables that are
-

valuable to your reports;
-

never repeat something
-

Choose to present
-

your data in a way that is easiest for your reader
to understand.
-

If your report is multimedia, Technical films,
videotapes, video clips and animations can be
very informative






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Topic 5: The Language of Business Writing
5.1 The Language of Business Writing
-

job-related writing


-

it usually represents a direct communication between one person and another.

5.1.1
Process of Writing Business Letters
=
First, establish your purpose, your reader Es needs, and your scope.
=
Second, prepare an outline
=
Third, write a rough draft from the outline.
=
Fourth, set the draft aside for a

cooling

period. The cooling period is especially important in the case of a letter
written in response to a problem.
=
Fifth, revising the rough draft, go over your work carefully, checking for sense as well as grammar, spelling, and
punctuation.

5.1.2
Choice of Words and Tone
In general, the active voice creates a friendlier, more courteous tone than the
passive, which tends to sound impersonal and unfriendly. Polite wording,
such as the use of please, also helps to create goodwill.

5.1.3
Direct and Indirect Patterns
More effective to present good news directly and bad news indirectly
Bad news present directly would cause an abruptly phrased rejection early in the letter may prevent us from re-
establishing an amicable relationship.

5.1.4
Paragraph/Sentence Structure
The way of writing a bad news letter is to manipulate
paragraph/sentence structure.
A better, general structure of writing a bad news letter is as
follows:
1. Buffer - either neutral information or an explanation that
makes the bad news understandable.
2. Bad news - puts the bad news in perspective or makes
the bad news seem reasonable maintains.
3. Goodwill. between the writer and the reader.
The pattern for good news business letters
should be as follows:
1. Good news.
2. Explanation or facts.
3. Goodwill.


5.2 The Format of Business Letters
Punctuation Styles/Grammar
-

Those are mechanics of writing
-

In business, accuracy and attention
to detail are equated with
carefulness and reliability.
-

The kindest conclusion a reader
Parts of a Letter/Layout
Almost all business letters
have at least five major parts:
-

heading;
-

inside address;
-

salutation;
Block/Modified Block Layout
-

Full block style, every line begins
at the left margin and is suitable
only with letterhead stationery.
-

Modified block style, the return
address, date and complimentary



OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

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can come to about a letter
containing mechanical errors is
that the writer was careless.
-

Do not give your reader cause to
form such a conclusion.
-

body;
-

complimentary close.
close are placed to the right of the
centre of the page. The remaining
elements are aligned at the left
margin.
5.3 Business Letters

A good letter is better understood if
-

Clear - clear idea
-

Concise - the language is simple
-

Correct - are no errors.
-

conversationtioninalthe tone is friendly
-

courteous
-

convincing

Tips to write a good business letter

Use Plain English
simple English
The Reader is Your Priority
1. find the correct one, use appropriate
2. language and insert just enough facts or information to suit your
audience
Short, Plain and Straight to the Point 1. focused on the information that supports your main aim come up with
a guideline or outline plan.
2. Styles may be adopted.
-

Use contractions.(add the human touch; the close,personal and
human feel to your writing)
-

Use personal references. (use words such as I, we,you, your, my
and our in your writing)
-

Use direct questions.( direct question to get a
reaction from your reader and to give your writing impact.)

Responding to Enquiries
1. Treat them equally and with grace
2. providing the materials or information that the perspective client has
asked for


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 continuewould
(could) you please
send me




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(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)