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
Understand what your message Message is successfully received and comprehended
What audience you are sending only when both the sender and the receiver perceive it
How massege will be perceived in the same way.
Solution
1. Use the familiar word to the far-
fetched
2. Concrete word to the abstract writing fragments instead
3. Single word to the circumlocution of completesentences
4. The short word to the long and writing sentences
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
Reader becomes overwhelmed and confused to the extent that what
Cause frustration and cast doubts on the writer credibility. precedes should be in
accordance with those that
Solution follow.
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 problem - solving within an organisation.
to 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 writers 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
Ones 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
Message not clear or precise. clear in meaning.
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?
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 Shannons Model 3.3 A Model Based on Ulric Neissers 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
exploration again.
3.2 Roman Jakobsons Model
This cycle goes on and on as long as we are still
Information is transmitted from an information source
learning and exploring.
through a channel to a receiver
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 continuewould
(could) you please
send me
Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 9
OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION
(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)
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 to Write after research is finished. Try 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
Helps readers determine the key results and recommendations 6) Other supportive information
reported.
1. Emphasising Readers explains to readers how they will benefit from performing the action/taking the position/purchasing
Benefits the product recommended
readers are members of organisation, stress organisational objectives and growth needs
2. Addressing Readers predict what thereaders responses.
Concerns to counteract any negative thoughts or arguments that arise in readers minds.
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) Writers 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.
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people who will carry out the work of the proposal who
could be your tutor or supervisor
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.
9.4 Research and Analysis
1. Reason = to provide evidence to prove your thesis.
Methodology include laboratory research, surveys, close textual
2. Ways to research or analyse = methodology analysis and psychoanalytic search.
3. Research
Include looking up other research on the same or similar
topic Research Suggestions.
To find out what other people have said about it. Start Out by Reading a General Study or Two on Your Subject
Can help you prove your thesis, clarify your methodology Treat Research Like a Detective Story
or even find contrary opinions you need to disprove Look at the Most Recent Books and Journal Articles First
Photocopy Important Material
Step 1 Choose a Topic Select a subject you can manage. Avoid subjects that are too technical, learned or specialised, very narrow
range of source materials.
Step 2 Find Information a) evaluate web sites critically and to search effectively on the Internet
b) Use Search Engines to search in the Net for general or background information, check out useful URLs,
general information online, almanacs or encyclopedias online
c) check out materials available in your own universityEs library or in other libraries
d) jot down full bibliographical information
Step 3 State Your Thesis Do some critical thinking and write your thesis statement in one sentence.
Step 4 Make a Tentative INTRODUCTION, a BODY and a CONCLUSION
Outline
Step 5 Organise Your a) Organise according to your outline and critically analyse your research data
b) Check for accuracy and verify that the information is factual, up to date and correct
Notes
c) Effectively communicate your thoughts, ideas, insights and research findings to others through written
words or through spoken words as in an oral or multimedia presentation with audio-visual aids.
d) Jot down detailed bibliographical information for each cited paragraph and have it ready to transfer to your
word cited page.
Step 6 Write Your First a) Use a technique that suits you to Summarise, paraphrase or quote directly for each idea you plan to use in
your paper.
Draft
b) Put all your note cards or paper in order of your outline
c) well-organised research paper completed exactly as outlined
Step 7 Revise Your a) Read your paper for any errors in content.
b) Arrange and rearrange ideas to follow your outline.
Outline and Draft
c) Reorganise your outline if necessary, but always keep the purpose of your paper and your readers in mind.
d) Re-read your paper for grammatical errors
e) Correct all spoted errors and improve the overall quality of the paper.
9)