OUMH1203 Notes

OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION
AQ Q 2AWWWWWE2 `wxTopic: 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.
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
 writing stage
Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 1

 editing stage
c. written document should have: efficiency, equity, and effectiveness.
d. Avoid four common errors
 Confusing words that can mislead the

reader  use of too many words
 Cause communication breakdown or  overuse of words interferes with
barriers between the writer and the understanding
reader.  interrupt the reader understanding
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  writing fragments instead
3. Single word to the circumlocution
4. The short word to the long
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
 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.
Formal and Informal Reports Documentation

To write a good report, the following three 1. Some work kept for research purposes
stages must be discussed 2. Some historical work kept for posterity
 Planning. 3. Some for others to know and see.
 Writing. 4. Used to keep abreast with ongoing projects, for remembrance,
acknowledgement and as a teaching-learning tool to improve
 Editing.
one’s 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 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?
 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: Begin writing a formal letter
1) Inform others (the readers) 1) Analyse your audience.
2) Persuade others to take action/to promote an 2) Determine your purpose.
idea. 3) Gather information you want to include in your letter.
3) Propose your ideas. 4) Create an outline.
4) To contact the reader whom we cannot meet in 5) Write a draft.
person. 6) Revise it.
5) They allow us to structure our thought in
accurately.
6) Can file or keep to and refer back when
needed.
2.1.1 Write Your Letter Persuasively

Things to consider:
(a) Try to anticipate the reader’s reaction to your letter.
(b) Think of the reader’s 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 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 ’
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. Follow up letter .Why?
1) Make sure you understand what your client requires. 1) Your letter may have been unnoticed
2) Think of ways you can fulfill their request, if at all. 2) To make sure that your contacts have information
3) Express your plan or ideas in clear, precise and easily about your business
understood language. 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 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
exploration again.
3.2 Roman Jakobson’s 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
3.4 A Model Based on Michael Polanyi’s 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  Symbols have complex meanings  It is a statement, phrase or word
to/stand for something else (to in addition to the literal ones that stands for something else.
representideas, experiences,  The more significant or important
images, objects, feelings, the symbol, the more meanings it
concepts and everything else.). embodies.
 To refer to complex things
3.5.3 Understanding, Explanation, Meaning and Interpretation

1) Make sure reader understands your literal meaning and plainly understand your message.
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 Choosing relevant data and then review your earlier opinions in relation to
Results 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)
 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 4.3 Report Introduction
of report Your introduction is important because:
Good reports are:  it guides the readers to what they will encounter
 clear; in the rest of the paper.

 It prepares the reader to easily receive what the
 concise;
writer intends to present.
 flow smoothly;
 It launches you immediately into the task of
 written from an objective point of view. relating your readers to the subject matter of the
report.
 It makes clear the precise subject to be
4.4 The Writing Style considered, indicates the reasons for
 Use words and phrases that come naturally to considering the subject, and lays out the
you organisation and scope of the report.
 Concentrate on conveying your exact meaning  It tells your readers what you plan to tell and
 Get to your point quickly. why and how you will tell it.
 Always emphasise your main ideas.  It focuses your readers attention on the subject
 Keep your facts and opinions separate. to be treated. It should enable them to approach
 Only add figures and tables that are the body of the report naturally and intelligently.
 valuable to your reports;

 never repeat something Primary functions of the introduction
Statement of Subject
 Choose to present
Statement of Purpose
 your data in a way that is easiest for your reader
Statement of Organisation and Scope
to understand.
Style and Length
 If your report is multimedia, Technical films,
videotapes, video clips and animations can be
Format
very informative
1. Arrangement of Your Report - Title, Abstract,
Introduction, Method (and logistics), Results,
Discussion and Conclusion.
2. Citing References
3. Content and Style

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 The pattern for good news business letters
paragraph/sentence structure. should be as follows:
A better, general structure of writing a bad news letter is as 1. Good news.
follows: 2. Explanation or facts.
1. Buffer - either neutral information or an explanation that 3. Goodwill.
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.
5.2 The Format of Business Letters

Punctuation Styles/Grammar Parts of a Letter/Layout Block/Modified Block Layout
 Those are mechanics of writing Almost all business letters  Full block style, every line begins
 In business, accuracy and attention have at least five major parts: at the left margin and is suitable
to detail are equated with  heading; only with letterhead stationery.
carefulness and reliability.  inside address;  Modified block style, the return
 The kindest conclusion a reader  salutation; address, date and complimentary
can come to about a letter  body; close are placed to the right of the

containing mechanical errors is  complimentary close. centre of the page. The remaining
that the writer was careless. elements are aligned at the left
 Do not give your reader cause to margin.
form such a conclusion.
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 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)
Topic 6 Short Forms of Written Communication

6.1 E-mails (c) To Forward
 Electronic mail and is a method of composing, sending and 1. Click on the message subject then click forward
receiving messages over electronic communication systems. 2. This will take you to a forward
 Electronic mail has evolved from only able to send short Message screen and you can forward the message
messages to can be used to send messages and data thatcan to one or more people.
range from pictures to animation to programmes (d) To Delete
 Kinds of e-mails:  Click delete button to delete one message a time
1) Personal e-mail; when they are open.
2) Legitimate business e-mail;  Click check box in box view to delete a selection of
3) Subscription (approved by recipient);
messages and then click delete
4) Unknowingly approved by recipient;
5) Spamming not approved by recipient; and  Deleted e-mail(s) will be transferred from inbox to
6) Virus mail (sent by infected systems). your trash folder
 Update and protect your systems with the latest virus -------------------------------------------------------------------
programmes to assured that e-mails are clean and free from any 6.1.3 Evaluating and Making Notes from Sources
viruses of Information
----------------------------------------------------------------------------  To ensure that your material is relevant and your
6.1.1 Selecting and Narrowing Topics sources are acknowledged.
 Select one topic per e-mail.  Forwarding e-mails is great for keeping in contact with
 Do one thing at a time. friends and relatives
 Not to compress everything into one e- mail. Write three  Not good in the business context because they may
separate ones with three different titles. clutter your recipients inbox, and this gives him/her
 Easy for more work to do to clear his/her inbox. (wasting your
Your reader or his secretary can read each mail and categorise reader’s time )
them according to his/her own system and priority of tasks to be  Advantages
completed. 1. Get message to the readerquickly
------------------------------------------------------------------------------ 2. They are cheap
6.1.2 To Read, Reply, Forward and Delete E-mail 3. They can carry massive amounts of information
(a) To Read - click on the message subject. 4. You can send a single piece of information to
several different people at once
(b) To Reply
5. They are easy to store
 Reply
6. Enable you to contact your clients or business
1. Click on the message subject then click reply
contacts easily 􀈱
2. Replying message screen appear and you can write back to
the sender of the message.
 reply all
1. To send a reply to the original recipients of the message.
2. Useful tool for group communication.
6.2 Memorandum and Executive Summaries

The memorandum = communication in appropriate language that you send
to people who work with you(your colleagues, bosses,
workers and everyone else in your organisation
Appropriate language = language that suits the purpose and context

you are working in.
Basic Appropriate language
Use Gender-neutral  Gender specific actor, actress, chairman Chairwoman, and some terms of references that are the
Language same mr and mrs.
 Try to use language that does not differentiate or discriminate between the sexes
Use Slang-free  Slang is a local variation of a language
Language  Working in a company consisting of a multinational workforce - avoid using too much Manglish
 Try to use the standard adopted by our school system when write memos
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
Format  not need an address,but to know where the memo is from

 indicate your department position and project code when sending memos to people outside your
department
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.
Topic 7 Persuasive Writing

7.2 Type of Persuasive Writing
Reasons for and Purposes of Persuasive Writing
1) To influence or change an audience’s thoughts or actions.
2) Want people to believe us, remember what we have written
and will take the necessary action based on our written
Concession/ work.
Assertion Proof
Rebuttal
when the writer  writer does not presents the evidence
Types of Reasoning Processes
asserts a certain exaggerate or for the assertion
opinion to the distort the using a series of facts,
Deduction  begins with a general principle or premise
reader opponent’s view examples, instances Mode and draws a specific conclusion from it.
state the problem or  do not defend the and observations to Induction  supports a general conclusion by examining
controversy and opposing side but support the argument Mode specific facts or cases.
may appear clearly fairly and compelling  The process itself
and succinctly. reasonably state restatement of the
Appeal to Reason
expressed in the what these views assertion.
thesis statement are  argument is an appeal to person’s sense of
reason
Element for good Arguments  its a measured, logical way of trying to
(a) Element Evidence persuade others to agree with you
In order to convince the reader to agree with you. You must  choose one side of an issue clearly in an
ensure that your evidence is convincing & satisfy the following effort to persuade others
questions: Evidence must Appeal to Emotion
 Enough evidence? valid,reliable,  evoking emotion in our reader is to use
 The evidence trustworthy? Reliable? sufficient, trustworthy vivid images.
Informed, valid sources? and can be verified Appeal to Good Personality/Character
 Evidence verifiable? The appeal to our good behaviour or our ethics
can occur at one or more of the following levels
(B) Element Appeal To Authority
in any argument:
To clear the uneasiness authoritative, we must consider the
 Are you a reasonable person? (Are you
following elements. They are:
willing to listen, compromise and concede
 Do people question your authority on a particular subject?
points?)
 Is your expert opinion current or up to date?
 Can someone reason with you? (Are you
 Do your peers accept and respect your opinion? ready to listen?)
 Is your expert advice free of bias?  Are you authoritative? (Do you have the
(C) Element Improper Evaluation Of Statistics mandate or power to stand by your
 Use them ethically, accurately & as objective as possible. decisions?)
 Have samples which are pool representative and unbiased.  Are you an ethical/moral person?
 Have statistics accurately tabulated and see that the  Are you concerned for the well-being of
statistics are not taken out of context your audience? (Do you have them at
heart?)
7.2 Persuasive Strategies

Possible persuasive strategies include:
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) 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.
7.4 Direct and Indirect Patterns of Organisation

(a) Organising to Create a Positive Response (c) Indirect Pattern of Organisation
 carefully choose the organisational pattern which best  Indirect pattern of organisation postpones the bottom-
suits your purpose. line statement until all the evidence and related
 Ensure that all the parts of your persuasive piece fit information have been presented.
together tightly.  You first discuss the situation, then make your
recommendations after presenting your arguments.
(b) Direct Pattern Organisation  The writer can prepare readers for the
o In a direct pattern of organisation, the writer’s main recommendations about to be made
point is started first.  Indirect pattern is particularly useful when you convey
o Evidence and other related information are given information which your readers might view as
afterwards. threatening.
o The direct organisational pattern works well when  The indirect pattern avoids of inciting the reader‘s
 the reader’s initial response is all important initial negative reactions.
 you recommend a course of action or presenting  It can frustrate the reader who wants to know the
an analysis which you expect your readers to view abottom line first.
favourably.
7.5 Voice and Credibility

Be a credible and can be trusted writer
1) Consider the Reasoning Process and Types of Reasoning - to think and consider how he reasons out his writing
2) Choosing an Appropriate Voice
3) Establishing Credibility
 Belief your readers have regarding whether you are a good source of information and ideas
 When people believe you are credible, they are more likely to accept the things you say.
 If people do not find you credible, they may refuse to consider your ideas seriously
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Topic 8 Writing and Presenting Proposals

8.1 Definitions of Terms: Proposals and Feasibility Studies
 Proposals are informative and persuasive writing because they attempt to educate the reader and to convince that
reader to do something.
 a research proposal should contain all the key elements involved in the research process and include sufficient
information for the readers to evaluate the proposed study.
All research proposals must address the following The Good proposal should
questions: 1) have sufficient information to convince your readers to
1. What do you want to do? research idea, good grasp of the relevant literature and
2. What do you plan to accomplish? major issues and methodology is sound.
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.
5. What is the subject of the proposal?
6. For whom the proposal intended?
8.2 Writing a Proposal
b) Recognition of Critical Factors in Proposal
Assessment
 A clearly outlined evaluation process can help to
clarify goals, define objectives and refine
procedures during the initial development of the
proposal
 Evaluation serves a number of useful purposes
 Assessment assists everyone in understanding
what made the project successful and why and
what hindered its success.
 Ask a few questions yourself
c) Problems in Proposal Writing and Getting a

Proposal Together
1. Problem to get the right title
Weak title: Improving English Education in Primary Schools
Better title: Innovative Instructional Materials to Improve
English Education in Primary Schools
2. Problems keep on cropping up

3. Tough time in organising documents
4. What should or should not be included.
5. Cannot organise their material in a logical way.

Major points that a researcher has to address.

1) The filtration process for writing a thesis proposal.
2) Keep on filtering, redefine your title and content
so that it becomes a doable project.
3) Talk to yourself · keep on selling your ideas to
your friends or supervisor. Talking assists in
clarifying your ideas.
4) Write a brief note about your idea in one or two
pages, especially on your area of interest. Try to
read through and put it aside for a moment (as if to
forget about it), come back to it and think whether
you have done a good job.
5) Keep on reading · spend time in the library, read
through various texts and
6) Attend to your areas of interest. Take notes
(never forget to reference the texts).
7) Mull through the write-up because you might find
some things to change.
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.
----------------------------------------------------------------
8.3 Proposal Writing to Fit the Needs of

Organisation or Clients
a) Main Concerns of Proposal Writing
 people who will carry out the work of the proposal who
could be your tutor or supervisor
 the supervisor or whoever you are dealing with is

reputable and will be able to fulfill that contract the
people in the institution submitting the proposal
8.4 Informal and Formal Proposals 8.5 Funding of Proposals

 A formal proposal is usually submitted by or through an
 Internal funding from his/her own employer
organisation such as a school, college, university, non-profit
organisation or museum to an organisation such as a  If done outside one’s institution, he/she has to look for external
foundation, funding agency or corporation. sponsors.
 A proposal often begins with a person acting upon a
wholehearted desire to fulfill a need, to do something for one’s  Sponsorship/funding may come from
own benefit and for the benefit of others.  Ones own employer
 Motivated by deep personal convictions, people experiencing  Business establishment
this strong desire often recognise that solving a pressing  Multinational companie
problem, performing critically important research or achieving a
 External sources (such as ford foundation, rockefeller
particular goal, can make the world a better place.
foundation or other renowned sponsors)
 The researcher will go all out and is willing to devote his or her
personal time and energy to satisfy this burning desire.
8.6 Feasibility Studies And Reports
8.4.1 Nature of Formal/Informal Proposal (Differentiate)
feasibility means Feasibility’s 3 parts meaning
Formal Proposal Informal Proposal
1. to be written in a formal 1. written neatly and structured like the  capable of being done, 1. The degree to given alternative
business-like manner formal one, it may be done on a smaller executed or effected mode, management strategy,
2. means you have your to scale and normally carries less weight
design or location is economically
right and clear compared with a formal proposal
3. present it to the board 2. it consumes almost the same amount of justified.
or to whoever it is for time  capable of being 2. The degree to an alternative is
4. from the beginning, to 3. the informal proposal is prepared not to
managed, utilised or considered preferable from an
the methods and the seek funding or for an academic degree
instruments. 4. done to undertake a small research dealt with successfully environmental or social perspective.
project on something  reasonable, likely 3. The degree to construction and
5. can be completed sooner than a formal operation of such an alternative can
one.
be financed and managed
8.4.2 Business Proposal (a) There are two general types of feasibility study reports
 Proposal writing is a lengthy process and costs time and money 1. Interim reports document findings and if appropriate,
every time you are not awarded the contract/tender general interest reports made during the course of feasibility
 It takes researchers a long time to set up
studies.
 Present business proposal in well laid-out, looks highly
professional and is compelling 2. Final reports should contain an executive summary or
 Lay out specific terms within the law to prevent being taken for a should briefly define the study approach, briefly summarise
ride the types of analysis methods used, summarise the results
 With the right proposal, you will be assured of winning the
and state a conclusion
contract
 Business proposals are developed for two possible reasons (June (b) Problems in feasibility report
Campbell, 2002) 1. Write a good introduction – situation, audience, overview
1. A business company has  Your proposal must stand 2. State requirements - factors that influence the decision
called for tenders or has out among possibly dozens
of submissions. 3. Indicate how option being compared
invited you to submit an RFP
(Request for Proposal).  Goal is to be shortlisted 4. Organise the comparison - using the point-by-point approach
2. You have an idea, concept  No competitive bidding 5. state the best choice of each comparative section
or project that you want to process
 Make a favourable 6. include a key data summary in table form and provide
propose to someone with the
goal of gaining support, impression and explain all technical background
aspects of your proposed
funding or an alliance. 7. Discuss the background of the problem or opportunity
concept clearly and quickly.
8. Include sections of definitions, descriptions
 Business proposal guidelines
 Clarity  Visual elements 9. Include a conclusion section
 Strive to communicate  Title page 10. Include a recommendation section
 not to impress  Be politically correct
 Error free  Jargon free
 Print and bind  Technology
 Layout

8.6.1 What is a Feasibility Study
1. Designed to provide an overview of the primary issues related to a business idea
2. To identify any make or break issues that would prevent your business from being successful in the marketplace
3. Be considered a brief formal analysis of a prospective business idea
4. To give the entrepreneur a clear evaluation of the potential for sales and profit of a particular idea
5. Provides a lot of information necessary for a business plan
6. A feasibility study looks at three major areas
Market Issues Organisational/Technical Issues Financial Issues

Market analysis begins by Key questions to answer include:  Third and final step of a feasibility analysis is to take a
asking: 1. What organisational structure is right for your project? look at key financial issues.
1.What precisely is the 2. Who will manage the business?
market? 3. What qualifications needed to manage business? Start-up Costs incurred at start of new business
2.The more specific you 4. Who will sit on the board of directors? What are their costs
can be, the better it is. qualifications Operating Ongoing costs, such as rent, utilities,
3.Is the market growing, costs wages
shrinking or staying the The cost and availability of technology may be of critical Revenue How will you price goods and services?
same? importance to the feasibility of a project projections
4.Is it worth your while? Key issues to answer include: Source of Need to borrow money
5.Is the market enough to 1. What technology needed? financing
make it worth the time? 2. What other equipment needed? Profitability Will the business bring enough revenue?
3. Where to obtain this technology & equipment? analysis Will it break even, lose money or make a
4. When can acquire it? profit?
5. How much equipment & technology cost?
8.6.2 Benefits of Feasibility Studies 8.6.3 The Feasibility Study

 Benefit cost analysis developed during a feasibility
study may well attract more attention and produce
more controversy than any other product of the study.
 Benefit cost analysis is generally considered the most
objective and credible product of such studies.
 Implementing feasibility studies can:
1. Map out for lenders your proposalês strengths
and potential.
2. Realistically analyse the impact of expansion.
3. Show you the pros and cons
4. Analyse the business data.

Topic 9 The Fundamentals of Writing A Research Paper

9.1 Researching for a Paper 9.2 What is a Research Paper
Research Papers Documented Essays 1. An extended essay that summarises information about a
 Students search for and use outside  Student uses quotes particular subject in order to prove a point.
sources to support their main argument. from one or more 2. A sustained inquiry about a particular subject
 Sources are cited within the paper sources that he or
3. Research paper not an “english” assignment
 Publication information about each she has read in a
source or reference is included at the class.
4. A tool for the student to use as he explores one of the
end of the paper in a a works “cited” content areas of the curriculum ・ something he is
page. interested in.
9.3 Choosing a Topic

Generally Key feature of successful research.
 Read the assignment very carefully and select a topic or a You need to choose a topic that
thesis that fits within the assignment 1. Fulfills the course requirements; and
2. Is doable.
 Choose topic that you are interested & capable of adequately
3. Has available resources in the library or on the internet
pursuing in the space you have
Is not too extensive and, in actuality, is several topics in one, so
 Avoid topics that too broad or too narrow.
that it is manageable in the time available
 Better to do something more narrowly focused
► 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.
Limit a topic►geographic region;culture,time frame, discipline and population group.

Topic more difficult if it►locally confined, recent, broadly interdisciplinary & popular
If uncertainties ►discuss topic with your tutor/instructor & librarian.
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
►modify research topic during the research process.
►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
 Write your topic as a thesis statement.

 Development of a thesis assumes is sufficient evidence to support the thesis statement.
 The title should clearly convey the focus, purpose and meaning of your research.

►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 analysis and
2. Ways to research or analyse = methodology 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
9.5 Research Sources

1) Reference Works 5) News magazines and Newspapers
 materials in the reference room are valuable resources for  not good sources of analysis
beginning to  check with tutor to ensure that these are considered acceptable
 structure the basic outline or your topic. Language sources
encyclopedias and 6) World Wide Web (WWW) Electronic
 dictionaries are one of the many resources Resources
 Government bureaucracies.
2) Books
 Network government resources.

 OUM Virtual System (VLS) Headings for ways to cross-  Malaysian government links.
reference your search for books Included data references:
 Author of the web page;
3) Scholarly Journal Articles  Date of the web page;
 sources of new information and analysis  Title of the web page; and complete url.
7) Miscellaneous Sources
4) Government Publications
 References to sources that are not found in your library
 a report of a government agency, hearing or reports of a
parliamentary committee, the PAC (Public Accounts 8) External Sources
Committee), the transcript of the proceedings of  Conduct an interview with a decision-maker or some other
Parliament or a document from a government printer relevant person
9) Thesis Statement Thesis Statement:

A thesis statement in an essay is a sentence that explicitly 1) Makes an argumentative assertion about a topic;
identifies the purpose of the paper or previews its main ideas. 2) States the conclusions that you have reached about your
important to lets the reader know: topic;
 There is one main point rather than several main points; 3) Makes a promise to the reader about the scope, purpose and
 Your position on a particular issue direction of your paper;
 What exactly you are trying to prove or substantiate. 4) Is focused and specific enough to be proved within the
boundaries of your paper;
The supporting paragraphs should all work to support the 5) Is generally located at the end of the introduction;
thesis statement. Its can 6) Is expressed in several sentences or in an entire paragraph;
 Clarify your position on an issue; and
 Provide key definitions related to the topic; 7) Identifies the relationships between the pieces of evidence
that you are using to support your argument
 Discuss the “how” and “why” aspect of the thesis statement
 Discuss patterns or inconsistencies in development.
10) Outlining and Organisation 11) Argument
 Introduction establish your topic and state your thesis;  convince your.
 Move to the body of paper in a clear, logical manner  organise your thoughts, logically and provide evidence
 Prove your thesis, step by step and convince your reader  Look for gaps in your own argument and try to fill those in
 End with a conclusion  Avoid errors in reasoning (stereotypes, invalid assumptions,
hasty generalisations or appeals to the emotions)
12) Writing
1) Not to write in a colloquial style unless it is necessary;
2) Avoid lots of choppy short sentences and paragraphs
3) Each paragraph has a central idea and that paragraphs are
4) Clearly connected
5) Avoid using the same words repeatedly
6) Double check your paper for grammatical, punctuation, spelling and other errors
13) Citation 9.6 Looking for a Paper
a) To ‘cite’ is to point to evidence, authority or proof. 1. Means that you as a writer have to do some background
b) need to collect and assemble details of where your reading, think hard and speak with your tutor or instructor in
information came from and note this in your text. order to identify a good topic.
c) Citing to protect ourselves against charges of plagiarism. 2. Begin by reading in the field
It is also vital to: 3. Read a few books or articles on topics you find of interest.
 prove that our work has a substantial, factual basis; 4. Follow up by reading on the course syllabus or the footnotes
 show the research we have done reaches our conclusions or bibliographies of the texts you are reading for the course.
 allow our readers to identify and retrieve the references for 5. Speak to your tutor or instructor about some of your general
their own use. ideas and the possible research directions you are thinking
d) There are two main styles of citing about pursuing.
Harvard  Is a type of author-date style; Typical Structure
 Requires only the name of the author(s) 1) Start with a paragraph that summarises the key results in the
and the year of publication (with no context of the question (s) you asked in the introduction
punctuation between the two items) 2) Compare and contrast with others in the literature.
 Requires citations to be placed at the end 3) List the limitations might resolve them.
of a sentence (before the concluding 4) Discuss implications in other fields such as culture and
punctuation). religion.
 Example: 5) Hypothesise and speculate on the data. (provide a model)
adnin (1990: 564) has argued that…
Vancouver  A footnote/endnote style 9.7 Looking for Materials
 References are numbered in the order in Materials for research can be divided into three categories:
which they are cited in the text. (a) Background Information - brief and to the point that a
summary either:
e) For Notes, Footnotes and Endnotes  Explains why the topic that you chose is significant
 Make your argument coherent and sound  Provides a brief history of your chosen topic.
 Since they provide the reader with the sources/evidence (b) Supporting Information
to back your argument.  Drive your argument forward.
 Indicating thoughts and ideas of a secondary nature.  Validates your opinion.(more believable and plausible)
 Explain or to make a comment on something (c) Opposing Information
 Footnotes(little notes) found on the same page  Its useful to strengthen your position on an issue.
 Endnotes (little longer notes ) found on back pages  Include opposing information
 Useful tactic to persuade the reader to take your side.
f) For Bibliography
presents them in a way that permits a prospective reader to
9.8 The Craft of Note-Taking
see how you did your research
 One note card should be used for each major point
Author (One Only)/ Title /Place Published Company/Year.  Information incidentbe written in a corner of the note card
(name of book or article, place and year published and
published company.
 process of note-taking.
14) Presentation (a) Examine the Books and Articles
a) writing it clearly sentences
 Skim sources, locating useful material, then make good
b) need also be clear and concise
notes of it,. (icluding quotes & nformation for footnotes. )
c) checked for syntax, punctuation and style.
 Make these notes on separate cards for each author.
d) paragraphs and sentences should flow easily paper is
(b) Take Care in Note-taking
cleanly typed or printed without any missing pages or errors
 Be accurate and honest.(not distort the author’s
e) figures or illustrations are clearly labelled.
meaning.)
 do not want to collect only those things that will support
your thesis while ignoring other facts or opinions.
(c) Get the Right Kind of Material
 Get facts, not just opinions.
 Compare the facts with the author’s: deas,
opinions.Deliberations.Quotations.Closure, conclusions.
9.8.1 How to Take Research Notes 9.9 Writing a Research Paper

1) Write down all the bibliographical information (author’s name, publisher,  Clarity in writing
date & place of publication) on a 3-by-5 index card “source card”
 Be written in the third person
2) Number all your source cards.
 Good writing can be divided into three parts:
3) Skim each source for information on your subject.
effort, style considerations and technical
4) Write down the information you wish to note on an
matters
5) “information card”. (using a direct quote, a paraphrase)
6) Jot down the page number of the source from information card.

7) Number each information card to refer back to the source.
8) Organise your information cards according to subject matter.
9.10 Looking at Different Sets of Research Papers
Steps to Ensure a Good Research Paper

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.
f) Get someone else to read it over
Step 8 Type Final Paper a) be type-written using a word processor or in a rare case, a typewriter
b) Read the assignment sheet again
c) Proof read your final paper carefully for spelling, punctuation, missing or duplicated words
d) ensure that your final paper is clean, tidy, neat and attractive.
9.11 Writing Your Research Paper in Four Steps
Step 1 Select a Paper Topic  Topic which is of interest to you
 Consult your course instructor or tutor you are writing the paper for before you see the advisor.
Step 2 Locate Relevant Academic  Deepen the understanding of your chosen topic
Literature  Reviewing the existing literature
Step 3 Make an Argument  Organise your thoughts, present them logically and provide evidence to back them up.
 Be detailed and cite sources and specific things you have found to clearly ground your argument
 Anticipate counter- arguments or counter-evidence and to argue against those in your paper

 Avoid errors in generalisations or appeals to emotions.
Step 4 Support Your Argument with  Good argument is only as good as the evidence that supports it
Evidence  Library research advisor can assist you
 Examples of evidence to support an argument = transcripts of interviews and speeches by
officials,
 Legislative acts, court decisions, internal memos and other official documents
9.12 Referencing and Editing

Referencing Three types of editing:
 Show evidence of what an author has said; 1. Substantive Editing- deal primarily with the content and
 Avoid misrepresentation through restatement message of the copy.
 Save unnecessary writing when ideas have been well- 2. Stylistic Editing - focuses on matters specifically related to
expressed by the original author the actual writing, such as clarity, flow, sentence length and
word selection.
Editing 3. Copyediting - focus on grammar, internal inconsistencies,
1) Editing is the process of refining a piece of writing so that headline writing and spelling.
it suits a particular purpose. It gets your document ready
to do its job (Bandy, 2004). According to Bandy, once you have finished writing the
2) To reveal hidden mistakes and will ensure that your best document, you can take the following steps:
possible work is being submitted. 1) Run spell-check.
3) Find and eliminate all common mistakes from the 2) Let it rest, then read for sense and tone.
document as previously stated 3) Reread backwards for the following common mistakes (invalid
4) Proper editing cures inconsistent statements, ambiguities, sentences, non-parallel constructions, bad apostrophes and
poorly written sentences and weak word choices. wrong words).
4) Run spell-check again
Topic 10 Writing Collaboratively

10.1 Stages in Collaborative Writing (Three stages)
The Learners are engaged in preliminary discussions of Andrew Booth (2002) divides collaboration into two types
Invention ideas and approaches using
Stage Note sharing
 Brainstorm about the topics first then trade notes
and materials with the others
Preliminary debating
 Prepare a debate/idea on a topic
 Group members gather support for their positions,
which then becomes shared materials for papers.
The Three models
Drafting Chunk mode - divides the writing of a project into
Stage sections.
Good everyone involved
Bad-result in an incoherent paper
Blended model-learners be present in the same place
and discuss every aspect of the paper
Compiler model-each group member does the whole
assignment, final best product be selected to create the
final draft.
The Group members have to revise the paper
Revision 1) The group members can revise one another‘s
Stage drafts.
2) The best writer of the group can become the chief
editor of the draft.
3) Other group members can give comments or
suggestions.
10.2 Team Communication 10.5 Management of Time/Writing/Documents

 Effective writing teams know what they intend to accomplish. # Time - deadlines affect group writing tasks constantly
 They know their responsibilities, resources, strengths and # Writing - bulletin board to show the writing cpmpleting
weaknesses and know how to communicate well. progress, using a type of story-board format to post sections

 But such problems can include: of the work Itself.
1) unsatisfactory negotiations; # Document - an outline of the steps that will occur in the
2) non-acknowledgement of ideas/opinions; writing process
3) over-zealous editing;
4) missed deadlines/non-delivery; and When all done, they must make decisions
5) non-understanding of subject matter 1) Group versus Individual Work
 decide activities to be done by group and by individual group
members
2) Equivalency of a Task
 Each group member have an equal amount of work
 complete the job as quickly as possible and will ensure
fairness
3) Best Use of Individual Skills
 Match up individual skills with a job that utilises those skills.
 If group members are comfortable with each other, they will be
less hesitant to state their own strengths and weaknesses.
10.6 Managing Collaborative Writing Projects
10.3 Team Building

 Practising democracy is another aspect of team building.
 Every member needs to be given the chance to speak and
respect must be shown for each person’s ideas or opinions.
 More creative energy as well as better quality product will
emerge as a result of team- work. 10.7 Practice in Writing Step-By-Step
 Students working as a team will maximise use of resources Instructions
and improve their profile.
# Develop a style and format guide at the very beginning of
the writing project.
10.4 Analysis of Task # questions to consider
 The group must analyse the task to be done so that each 1) What style guide? Which spelling conventions?
member has the same interpretation. 2) What size for font type, margins and headings ?
 They must consider the major questions to be answered 3) Will abbreviations be allowed and which ones?
concerning the writing project. 4) Which technical terms necessary to define?
5) Will processes be explained in point form or paragraph
form?
10.8 Conflict Management 10.12 Writing as a Group

 Groups need to face these conflicts with patience,
understanding and respond to them directly  Writing collaboratively tends to take a bit more time than
 Take steps to resolve the conflict as soon as they become writing alone.
aware that it exists  Each writer might have different ideas on what to write, how
 Process to write and how much to write.
 Find the source of the problem  Group should lay out a detailed series of deadlines and
 What is the issue dates for meeting in order to eliminate as much of the last-
 Where did it come from minute rush as possible.
 Who started it  Collaborative writing also has the potential to be far superior
to individual writing, because
10.9 Collaborative Writing Practice  The weaknesses and inadequacies of individuals are
 Group members need to know what they are supposed to do checked upon by one another
following is an example of a group project  The strengths of the individuals are pooled together.
 Get students to work as a team to brainstorm, research, Tips for
outline, draft and revise the material which will be submitted

to the tourism board
10.10 Preparing Manuals and Other Forms of

Team Writing
# Guidelines in the manual should be clear, straightforward
and easy to understand
# Guidelines to be considered when preparing a manual:
1) Purpose
2) Amount of detail
3) Heading
4) Format
5) Inclusion of diagram
6) Level of language
7) User friendliness
8) Other appriopriate consideration
9)

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OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION

AQ Q 2AWWWWWE2 `wxTopic: 1 Introduction to Written

1.2 Problems in Communication

1.3 The Communicator Behaviour

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 1

 Confusing words that can mislead the

Formal and Informal Reports Documentation

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 2

Topic 2: Letter Writing

2.1.1 Write Your Letter Persuasively

2.3 Letter Writing Activities

2.4 Formal Replies and Follow-Ups

Topic 3: Models of Writer Communication: The Elements of Good Communication Models

3.4 A Model Based on Michael Polanyi’s Work

3.5 Some Ideas About Communication

3.5.3 Understanding, Explanation, Meaning and Interpretation

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 5

Topic 4: Report Writing

 clear; in the rest of the paper.

 valuable to your reports;

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 7

Topic 5: The Language of Business Writing

5.1.1 Process of Writing Business Letters

5.1.2 Choice of Words and Tone

5.1.3 Direct and Indirect Patterns

5.1.4 Paragraph/Sentence Structure

5.2 The Format of Business Letters

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 8

A good letter is better understood if

Tips to write a good business letter

Use Plain English simple English

Responding to Enquiries 1. Treat them equally and with grace

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 9

Topic 6 Short Forms of Written Communication

6.2 Memorandum and Executive Summaries

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 10

Format  not need an address,but to know where the memo is from

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 11

-------------------------------------------------------------------------------------- scope of document

Topic 7 Persuasive Writing

7.2 Persuasive Strategies

Possible persuasive strategies include:

7.4 Direct and Indirect Patterns of Organisation

7.5 Voice and Credibility

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 13

Topic 8 Writing and Presenting Proposals

c) Problems in Proposal Writing and Getting a

2. Problems keep on cropping up

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 14

Major points that a researcher has to address.

8.3 Proposal Writing to Fit the Needs of

a) Main Concerns of Proposal Writing

 the supervisor or whoever you are dealing with is

8.4 Informal and Formal Proposals 8.5 Funding of Proposals

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 16

Market Issues Organisational/Technical Issues Financial Issues

8.6.2 Benefits of Feasibility Studies 8.6.3 The Feasibility Study

Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 17

Topic 9 The Fundamentals of Writing A Research Paper