This document discusses various types of short written communication like emails and memorandums. It provides guidance on writing emails, including the different types of emails and how to read, reply, forward and delete emails. It also discusses how to select topics and write memorandums in a professional tone. The document outlines how to evaluate information sources and write executive summaries, including their purpose and elements. Executive summaries should be concise versions of longer reports to inform decision makers. The document also covers persuasive writing, including the different elements and reasoning processes used to make compelling arguments supported by sufficient, reliable evidence.
This document discusses various types of short written communication like emails and memorandums. It provides guidance on writing emails, including the different types of emails and how to read, reply, forward and delete emails. It also discusses how to select topics and write memorandums in a professional tone. The document outlines how to evaluate information sources and write executive summaries, including their purpose and elements. Executive summaries should be concise versions of longer reports to inform decision makers. The document also covers persuasive writing, including the different elements and reasoning processes used to make compelling arguments supported by sufficient, reliable evidence.
This document discusses various types of short written communication like emails and memorandums. It provides guidance on writing emails, including the different types of emails and how to read, reply, forward and delete emails. It also discusses how to select topics and write memorandums in a professional tone. The document outlines how to evaluate information sources and write executive summaries, including their purpose and elements. Executive summaries should be concise versions of longer reports to inform decision makers. The document also covers persuasive writing, including the different elements and reasoning processes used to make compelling arguments supported by sufficient, reliable evidence.
This document discusses various types of short written communication like emails and memorandums. It provides guidance on writing emails, including the different types of emails and how to read, reply, forward and delete emails. It also discusses how to select topics and write memorandums in a professional tone. The document outlines how to evaluate information sources and write executive summaries, including their purpose and elements. Executive summaries should be concise versions of longer reports to inform decision makers. The document also covers persuasive writing, including the different elements and reasoning processes used to make compelling arguments supported by sufficient, reliable evidence.
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OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION
Topic 6 Short Forms of Written Communication
6.1 E-mails Electronic mail and is a method of composing, sending and receiving messages over electronic communication systems. Electronic mail has evolved from only able to send short messages to can be used to send messages and data thatcan range from pictures to animation to programmes Kinds of e-mails: 1) Personal e-mail; ) !egitimate business e-mail; ") #ubscription $approved by recipient); %) &n'no(ingly approved by recipient; )) #pamming not approved by recipient; and *) +irus mail $sent by infected systems). &pdate and protect your systems (ith the latest virus programmes to assured that e-mails are clean and free from any viruses ---------------------------------------------------------------------------- 6.1.1 Selecting and Narrowing Topics #elect one topic per e-mail. ,o one thing at a time. -ot to compress everything into one e- mail. .rite three separate ones (ith three different titles. Easy for /our reader or his secretary can read each mail and categorise them according to his0her o(n system and priority of tas's to be completed. ------------------------------------------------------------------------------ 6.1.2 To ead! epl"! Forward and #elete E-mail $a% To ead - clic' on the message sub1ect. $&% To epl" Reply 1. 2lic' on the message sub1ect then clic' reply . 3eplying message screen appear and you can (rite bac' to the sender of the message. reply all 1. 4o send a reply to the original recipients of the message. . &seful tool for group communication. $c% To Forward 1. 2lic' on the message sub1ect then clic' for(ard . 4his (ill ta'e you to a for(ard 5essage screen and you can for(ard the message to one or more people. $d% To #elete 2lic' delete button to delete one message a time (hen they are open. 2lic' chec' bo6 in bo6 vie( to delete a selection of messages and then clic' delete ,eleted e-mail$s) (ill be transferred from inbo6 to your trash folder ------------------------------------------------------------------- 6.1.' E(aluating and )a*ing Notes from Sources of +nformation 4o ensure that your material is relevant and your sources are ac'no(ledged. 7or(arding e-mails is great for 'eeping in contact (ith friends and relatives -ot good in the business conte6t because they may clutter your recipients inbo6, and this gives him0her more (or' to do to clear his0her inbo6. $(asting your reader8s time ) ,d(antages 1. 9et message to the reader:uic'ly . 4hey are cheap ". 4hey can carry massive amounts of information %. /ou can send a single piece of information to several different people at once ). 4hey are easy to store 6. Enable you to contact your clients or business contacts easily 6.2 )emorandum and E-ecuti(e Summaries The memorandum ; communication in appropriate language that you send to people (ho (or' (ith you$your colleagues, bosses, (or'ers and everyone else in your organisation ,ppropriate language ; language that suits the purpose and conte6t you are (or'ing in. .asic ,ppropriate language /se 0ender-neutral 1anguage 9ender specific actor, actress, chairman 2hair(oman, and some terms of references that are the same mr and mrs. 4ry to use language that does not differentiate or discriminate bet(een the se6es /se Slang-free 1anguage #lang is a local variation of a language .or'ing in a company consisting of a multinational (or'force - avoid using too much 5anglish Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 1 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION 4ry to use the standard adopted by our school system (hen (rite memos 2rofessional3 Formal Tone 1. Firstl"! courteous to fello( (or'ers for able to be sincerely courteous to people outside your organisation. . Secondl", memo is a record of the communication (ith fello( (or'ers for us in future to refer to this piece of (riting, and bring it up in a meeting or report. $avoid embarrassment) ". Thirdl", get support and approval from people in organisation, impressing the people in your organisation (ith proofread your memos for style, mechanics and content before send them. $-ever send embarrassing memos to create a positive image (ith your colleague) Feed&ac* #hare drafts (ith your colleagues and get their comments to improve your (riting #ure that they (ill understand (hat you (ish to convey <elps your colleagues as (riting is not an easy thing to do for many people and often an also helping each other to start 5a'e yourself important to your colleagues, because provided them (ith reference or a source of valuable information Format not need an address,but to 'no( (here the memo is from indicate your department position and pro1ect code (hen sending memos to people outside your department E-ecuti(e Summaries 1) 4o provide a condensed version of the content of a longer report. ) =re (ritten for someone (ho most li'ely ,>E# ->4 have time to read the original. ") ?e called an abstract (hen it accompanies a scholarly document. %) =n abstract is a shortened form of a (or' that retains the general sense and unity of the original. )) =n abstract is basically a miniature version of the original and it loo's li'e the original. 6% ,n e-ecuti(e summar" let the reader in on .hat the real significance of the report is .hat is the reader e6pected to respond to@ 4he reader is a decision - ma'er (ho (ill have the responsibility of deciding on some issue$s) related to the report. 4% The e-ecuti(e summar" 5ust not longer than 1AB of the original document. 2an be 1- 1A pages depending on the length of the report. 4hey are self- contained, stand-alone documents. =ccuracy is essential because decisions made by people based summary and (ho have not read the original -------------------------------------------------------------------------------------- $a% Functions of an E-ecuti(e Summar" 9ives readers essential contents of document in 1-1A pages. Previe(s the main points to enable readers to build a mental frame(or' for organising and understanding the detailed information <elps readers determine the 'ey results and recommendations reported. $&% 2rocesses of Writing an E-ecuti(e Summar" .rite after research is finished. 4ry to: 1) Scan research to determine content, structure and length of report ) 5ighlight 'ey points; determine purpose0central theme of the report. ") e(iew research and determine (hat the 'ey ideas or concepts %) 0roup ideas in a logical fashion and prepare a point- form outline of the summary. )) Edit the outline to eliminate secondary or minor points $'eep the summary concise) *) #etermine subtitles, bullets, selective bolding of organisational structure to the clarity to summary. C) Write the summary in your o(n (ords, using professional style. D) ead aloud or record yourself reading your summary. ------------------------------------------------------------------------- $c% Elements of an E-ecuti(e Summar" /ou should choose the elements depend on the 1) Purpose and nature of your document purpose and scope of document ) 5ethods ") 3esults %) 2onclusion )) 3ecommendations *) >ther supportive information Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 2 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION Topic 4 2ersuasi(e Writing 4.2 T"pe of 2ersuasi(e Writing ,ssertion Concession3 e&uttal 2roof (hen the (riter asserts a certain opinion to the reader state the problem or controversy and may appear clearly and succinctly. e6pressed in the thesis statement (riter does not e6aggerate or distort the opponent8s vie( do not defend the opposing side but fairly and reasonably state (hat these vie(s are presents the evidence for the assertion using a series of facts, e6amples, instances and observations to support the argument compelling restatement of the assertion. Element for good ,rguments $a% Element Evidence En order to convince the reader to agree (ith you. /ou must ensure that your evidence is convincing F satisfy the follo(ing :uestions: Enough evidence@ 4he evidence trust(orthy@ 3eliable@ Enformed, valid sources@ Evidence verifiable@ $.% Element Appeal To Authority 4o clear the uneasiness authoritative, (e must consider the follo(ing elements. 4hey are: easons for and 2urposes of 2ersuasi(e Writing 1) 4o influence or change an audience8s thoughts or actions. ) .ant people to believe us, remember (hat (e have (ritten and (ill ta'e the necessary action based on our (ritten (or'. T"pes of easoning 2rocesses #eduction )ode begins (ith a general principle or premise and dra(s a specific conclusion from it. +nduction )ode supports a general conclusion by e6amining specific facts or cases. 4he process itself ,ppeal to eason argument is an appeal to person8s sense of reason its a measured, logical (ay of trying to persuade others to agree (ith you choose one side of an issue clearly in an effort to persuade others ,ppeal to Emotion evo'ing emotion in our reader is to use vivid images. ,ppeal to 0ood 2ersonalit"3Character 4he appeal to our good behaviour or our ethics can occur at one or more of the follo(ing levels in any argument: =re you a reasonable person@ $=re you (illing to listen, compromise and concede Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 3 Evidence must valid,reliable, sufficient, trustworthy and can be verified OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION ,o people :uestion your authority on a particular sub1ect@ Es your e6pert opinion current or up to date@ ,o your peers accept and respect your opinion@ Es your e6pert advice free of bias@ $C% Element Improper Evaluation Of Statistics &se them ethically, accurately F as ob1ective as possible. <ave samples (hich are pool representative and unbiased. <ave statistics accurately tabulated and see that the statistics are not ta'en out of conte6t points@) 2an someone reason (ith you@ $=re you ready to listen@) =re you authoritative@ $,o you have the mandate or po(er to stand by your decisions@) =re you an ethical0moral person@ =re you concerned for the (ell-being of your audience@ $,o you have them at heart@) 4.2 2ersuasi(e Strategies 2ossi&le persuasi(e strategies include6 1. Emphasising eaders .enefits e6plains to readers ho( they (ill benefit from performing the action0ta'ing the position0purchasing the product recommended readers are members of organisation, stress organisational ob1ectives and gro(th needs 2. ,ddressing eaders Concerns predict (hat thereaders responses. to counteract any negative thoughts or arguments that arise in readers minds. '. Showing Sound easoning (riter needs to persuade readers that the decisions or actions recommended (ill actually bring about benefits and e6plain (hy 7. 2resenting elia&le E(idence o readers are (illing to accept 3eliable evidence depending on the field. o = (riter needs to use common sense to determine (hat type of evidence is needed. 4.' The easoning 2rocess $ 2 &asic t"pes or reasoning processes6 deduction and induction refer to 4.2 % En order to have confidence in the (riter, readers must understand the: $a% Writer8s Claim 4he claim is the position the (riter (ants readers to accept. $&% E(idence 4he evidence consists of observations, facts and other information provided in support of the claim. $c% 1ine of easoning 4he line of reasoning is the connecting lin' bet(een the claim and the evidence the reasons given for believing that the evidence proves the claim. 4.7 #irect and +ndirect 2atterns of 9rganisation $a% 9rganising to Create a 2ositi(e esponse carefully choose the organisational pattern (hich best suits your purpose. Ensure that all the parts of your persuasive piece fit together tightly. $&% #irect 2attern 9rganisation o En a direct pattern of organisation, the (riter8s main point is started first. o Evidence and other related information are given after(ards. o 4he direct organisational pattern (or's (ell (hen the reader8s initial response is all important you recommend a course of action or presenting an analysis (hich you e6pect your readers to vie( favourably. $c% +ndirect 2attern of 9rganisation Endirect pattern of organisation postpones the bottom- line statement until all the evidence and related information have been presented. /ou first discuss the situation, then ma'e your recommendations after presenting your arguments. 4he (riter can prepare readers for the recommendations about to be made Endirect pattern is particularly useful (hen you convey information (hich your readers might vie( as threatening. 4he indirect pattern avoids of inciting the readerGs initial negative reactions. Et can frustrate the reader (ho (ants to 'no( the abottom line first. 4.: ;oice and Credi&ilit" Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 4 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION .e a credi&le and can &e trusted writer 1) Consider the easoning 2rocess and T"pes of easoning - to thin' and consider ho( he reasons out his (riting 2% Choosing an ,ppropriate ;oice '% Esta&lishing Credi&ilit" ?elief your readers have regarding (hether you are a good source of information and ideas .hen people believe "ou are credi&le, they are more li'ely to accept the things you say. Ef people do not find "ou credi&le, they ma" refuse to consider your ideas seriously ------------------------------------------------------------------------------------------------------------------------------------------------------------- Topic < Writing and 2resenting 2roposals <.1 #efinitions of Terms6 2roposals and Feasi&ilit" Studies Proposals are informative and persuasive (riting because they attempt to educate the reader and to convince that reader to do something. a research proposal should contain all the 'ey elements involved in the research process and include sufficient information for the readers to evaluate the proposed study. ,ll research proposals must address the following =uestions6 1. .hat do you (ant to do@ . .hat do you plan to accomplish@ ". .hy do you (ant to do it@ %. <o( are you going to do it@ ). .hat is the sub1ect of the proposal@ *. 7or (hom the proposal intended@ The 0ood proposal should 1) have sufficient information to convince your readers to research idea, good grasp of the relevant literature and ma1or issues and methodology is sound. ) 4he :uality of your research proposal depends on the :uality of proposed pro1ect and proposal (riting. <.2 Writing a 2roposal &% ecognition of Critical Factors in 2roposal ,ssessment = clearly outlined evaluation process can help to clarify goals, define ob1ectives and refine procedures during the initial development of the proposal Evaluation serves a number of useful purposes =ssessment assists everyone in understanding (hat made the pro1ect successful and (hy and (hat hindered its success. =s' a fe( :uestions yourself c% 2ro&lems in 2roposal Writing and 0etting a 2roposal Together 1. Problem to get the right title Wea* title: Emproving English Education in Primary #chools .etter title: Ennovative Enstructional 5aterials to Emprove English Education in Primary #chools . Problems 'eep on cropping up ". 4ough time in organising documents %. .hat should or should not be included. ). 2annot organise their material in a logical (ay. Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 5 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION ---------------------------------------------------------------- <.' 2roposal Writing to Fit the Needs of 9rganisation or Clients a% )ain Concerns of 2roposal Writing people (ho (ill carry out the (or' of the proposal (ho could be your tutor or supervisor the supervisor or (hoever you are dealing (ith is reputable and (ill be able to fulfill that contract the people in the institution submitting the proposal )a>or points that a researcher has to address. 1) The filtration process for (riting a thesis proposal. ) Keep on filtering, redefine "our title and content so that it becomes a doable pro1ect. ") Tal* to "ourself H 'eep on selling your ideas to your friends or supervisor. 4al'ing assists in clarifying your ideas. %) Write a &rief note about your idea in one or t(o pages, especially on your area of interest. 4ry to read through and put it aside for a moment $as if to forget about it), come bac' to it and thin' (hether you have done a good 1ob. )) ?eep on reading H spend time in the library, read through various te6ts and *) ,ttend to "our areas of interest. 4a'e notes $never forget to reference the te6ts). C) 5ull through the write-up because you might find some things to change. D) #iscipline, (hich is sorting out the various topics so that they are in order. I) eferencing so that you ac'no(ledge other people8s (or'. Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 6 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 7 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 8 <.7 +nformal and Formal 2roposals = formal proposal is usually submitted by or through an organisation such as a school, college, university, non-profit organisation or museum to an organisation such as a foundation, funding agency or corporation. = proposal often begins (ith a person acting upon a (holehearted desire to fulfill a need, to do something for one8s o(n benefit and for the benefit of others. 5otivated by deep personal convictions, people e6periencing this strong desire often recognise that solving a pressing problem, performing critically important research or achieving a particular goal, can ma'e the (orld a better place. 4he researcher (ill go all out and is (illing to devote his or her personal time and energy to satisfy this burning desire. <.7.1 Nature of Formal3+nformal 2roposal $#ifferentiate% Formal 2roposal +nformal 2roposal 1. to be (ritten in a formal business-li'e manner . means you have your to right and clear ". present it to the board or to (hoever it is for %. from the beginning, to the methods and the instruments. 1. (ritten neatly and structured li'e the formal one, it may be done on a smaller scale and normally carries less (eight compared (ith a formal proposal . it consumes almost the same amount of time ". the informal proposal is prepared not to see' funding or for an academic degree %. done to underta'e a small research pro1ect on something ). can be completed sooner than a formal one. <.7.2 .usiness 2roposal Proposal (riting is a lengthy process and costs time and money every time you are not a(arded the contract0tender Et ta'es researchers a long time to set up Present business proposal in (ell laid-out, loo's highly professional and is compelling !ay out specific terms (ithin the la( to prevent being ta'en for a ride .ith the right proposal, you (ill be assured of (inning the contract ?usiness proposals are developed for t(o possible reasons $June 2ampbell, AA) 1. = business company has called for tenders or has invited you to submit an 37P $e=uest for 2roposal%. /our proposal must stand out among possibly doKens of submissions. 9oal is to be shortlisted . @ou ha(e an idea! concept or pro>ect that you (ant to propose to someone (ith the goal of gaining support, funding or an alliance. -o competitive bidding process 5a'e a favourable impression and e6plain all aspects of your proposed concept clearly and :uic'ly. .usiness proposal guidelines 2larity #trive to communicate not to impress Error free Print and bind !ayout +isual elements 4itle page ?e politically correct Jargon free 4echnology <.: Funding of 2roposals Enternal funding from his0her o(n employer Ef done outside one8s institution, he0she has to loo' for e6ternal sponsors. #ponsorship0funding may come from >nes o(n employer ?usiness establishment 5ultinational companie E6ternal sources $such as ford foundation, roc'efeller foundation or other reno(ned sponsors) <.6 Feasi&ilit" Studies ,nd eports feasi&ilit" means Feasi&ilit"8s ' parts meaning capable of being done e!ecuted or effected 1. 4he degree to given alternative mode, management strategy, design or location is economically 1ustified. capable of being managed utilised or dealt "it# successfull$ . 4he degree to an alternative is considered preferable from an environmental or social perspective. reasonable likel$ ". 4he degree to construction and operation of such an alternative can be financed and managed $a% There are two general t"pes of feasi&ilit" stud" reports 1. +nterim reports document findings and if appropriate, general interest reports made during the course of feasibility studies. . Final reports should contain an e6ecutive summary or should briefly define the study approach, briefly summarise the types of analysis methods used, summarise the results and state a conclusion $&% 2ro&lems in feasi&ilit" report 1. .rite a good introduction L situation, audience, overvie( . #tate re:uirements - factors that influence the decision ". Endicate ho( option being compared %. >rganise the comparison - using the point-by-point approach ). state the best choice of each comparative section *. include a 'ey data summary in table form and provide technical bac'ground C. ,iscuss the bac'ground of the problem or opportunity D. Enclude sections of definitions, descriptions I. Enclude a conclusion section 1A. Enclude a recommendation section OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION <.6.1 What is a Feasi&ilit" Stud" 1. ,esigned to pro(ide an o(er(iew of the primary issues related to a business idea . To identif" any ma'e or brea' issues that (ould prevent your business from being successful in the mar'etplace ". ?e considered a &rief formal anal"sis of a prospecti(e &usiness idea %. To gi(e the entrepreneur a clear e(aluation of the potential for sales and profit of a particular idea ). 2ro(ides a lot of information necessary for a business plan 6. , feasi&ilit" stud" loo*s at three ma>or areas )ar*et +ssues 9rganisational3Technical +ssues Financial +ssues 5ar'et analysis begins by as'ing: 1..hat precisely is the mar'et@ .4he more specific you can be, the better it is. ".Es the mar'et gro(ing, shrin'ing or staying the same@ %.Es it (orth your (hile@ ).Es the mar'et enough to ma'e it (orth the time@ ?e" =uestions to answer include6 1. .hat organisational structure is right for your pro1ect@ . .ho (ill manage the business@ ". .hat :ualifications needed to manage business@ %. .ho (ill sit on the board of directors@ .hat are their :ualifications 4he cost and availability of technology may be of critical importance to the feasibility of a pro1ect ?e" issues to answer include6 1. .hat technology needed@ . .hat other e:uipment needed@ ". .here to obtain this technology F e:uipment@ %. .hen can ac:uire it@ ). <o( much e:uipment F technology cost@ 4hird and final step of a feasibility analysis is to ta'e a loo' at 'ey financial issues. Start-up costs 2osts incurred at start of ne( business 9perating costs >ngoing costs, such as rent, utilities, (ages e(enue pro>ections <o( (ill you price goods and services@ Source of financing -eed to borro( money 2rofita&ilit" anal"sis .ill the business bring enough revenue@ .ill it brea' even, lose money or ma'e a profit@ <.6.2 .enefits of Feasi&ilit" Studies ?enefit cost analysis developed during a feasibility study may (ell attract more attention and produce more controversy than any other product of the study. ?enefit cost analysis is generally considered the most ob1ective and credible product of such studies. Emplementing feasibility studies can: 1. 5ap out for lenders your proposalMs strengths and potential. . 3ealistically analyse the impact of e6pansion. ". #ho( you the pros and cons %. =nalyse the business data. <.6.' The Feasi&ilit" Stud" Topic A The Fundamentals of Writing , esearch 2aper Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 9 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION A.1 esearching for a 2aper esearch 2apers #ocumented Essa"s #tudents search for and use outside sources to support their main argument. #ources are cited (ithin the paper Publication information about each source or reference is included at the end of the paper in a a (or's NcitedO page. #tudent uses :uotes from one or more sources that he or she has read in a class. A.2 What is a esearch 2aper 1. ,n e-tended essa" that summarises information about a particular sub1ect in order to prove a point. . , sustained in=uir" about a particular sub1ect ". 3esearch paper not an BenglishC assignment %. , tool for the student to use as he e6plores one of the content areas of the curriculum something he is interested in. A.' Choosing a Topic 0enerall" 3ead the assignment very carefully and select a topic or a thesis that fits (ithin the assignment 2hoose topic that you are interested F capable of ade:uately pursuing in the space you have =void topics that too broad or too narro(. ?etter to do something more narro(ly focused ?e" feature of successful research. @ou need to choose a topic that 1. 7ulfills the course re:uirements; and . Es doable. ". <as available resources in the library or on the internet Es not too e6tensive and, in actuality, is several topics in one, so that it is manageable in the time available P =s' Question (%) #a&e a strong opinion' (2) read a ne"spaper article t#at tested $our curiosit$' (3) #a&e a personal issue problem' (() #a&e a researc# paper due in a class t#is current' ()) *s t#ere an aspect of one of $our courses t#at $ou are interested in learning about more' P.rite do(n any (ords or phrases that may be of interest to you. P?e a(are of certain overused topic ideas. P3ead a general encyclopedia article on the top t(o or three topics you are considering. 1imit a topicPgeograp#ic region+culturetime frame discipline and population group, Topic more difficult if itPlocall$ confined recent broadl$ interdisciplinar$ - popular +f uncertainties Pdiscuss topic "it# $our tutor.instructor - librarian, Keep trac' of the (ords that are used to describe your topic. (ords that best describe your topic. synonyms, broader and narro(er terms to e6pand your search capabilities. Keep a list of these (ords Pmodify research topic during the research process. Pdevelop a more focused interest in an aspect of something relating to that (ord and then begin to have :uestions about the topic P&se the 'ey (ords, need some research and reading before you select your final topic .rite your topic as a thesis statement. ,evelopment of a thesis assumes is sufficient evidence to support the thesis statement. 4he title should clearly convey the focus, purpose and meaning of your research. P3emember to discuss and follo( any specific instructions from your instructor. A.7 esearch and ,nal"sis 1. 3eason D to pro(ide e(idence to pro(e "our thesis. Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 10 )ethodolog" include laboratory research, surveys, close te6tual analysis and psychoanalytic search. OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION . .ays to research or analyse ; methodolog" '. esearch Enclude loo'ing up other research on the same or similar topic 4o find out (hat other people have said about it. 2an help you prove your thesis, clarify your methodology or even find contrary opinions you need to disprove esearch Suggestions. #tart >ut by 3eading a 9eneral #tudy or 4(o on /our #ub1ect 4reat 3esearch !i'e a ,etective #tory !oo' at the 5ost 3ecent ?oo's and Journal =rticles 7irst Photocopy Emportant 5aterial A.: esearch Sources 1% eference Wor*s materials in the reference room are valuable resources for beginning to structure the basic outline or your topic. !anguage encyclopedias and dictionaries are one of the many resources 2% .oo*s >&5 +irtual #ystem $+!#) <eadings for (ays to cross- reference your search for boo's '% Scholarl" Eournal ,rticles sources of ne( information and analysis 7% 0o(ernment 2u&lications a report of a government agency, hearing or reports of a parliamentary committee, the P=2 $Public =ccounts 2ommittee), the transcript of the proceedings of Parliament or a document from a government printer :% News magaFines and Newspapers not good sources of analysis chec' (ith tutor to ensure that these are considered acceptable sources 6% World Wide We& $WWW% Electronic 3esources 9overnment bureaucracies. -et(or' government resources. 5alaysian government lin's. Encluded data references: =uthor of the (eb page; ,ate of the (eb page; 4itle of the (eb page; and complete url. 4% )iscellaneous Sources 3eferences to sources that are not found in your library <% E-ternal Sources 2onduct an intervie( (ith a decision-ma'er or some other relevant person A% Thesis Statement , thesis statement in an essay is a sentence that e6plicitly identifies the purpose of the paper or previe(s its main ideas. important to lets the reader 'no(: 4here is one main point rather than several main points; /our position on a particular issue .hat e6actly you are trying to prove or substantiate. The supporting paragraphs should all (or' to support the thesis statement. Ets can 2larify your position on an issue; Provide 'ey definitions related to the topic; ,iscuss the Nho(O and N(hyO aspect of the thesis statement ,iscuss patterns or inconsistencies in development. Thesis Statement6 1) 5a'es an argumentative assertion about a topic; ) #tates the conclusions that you have reached about your topic; ") 5a'es a promise to the reader about the scope, purpose and direction of your paper; %) Es focused and specific enough to be proved (ithin the boundaries of your paper; )) Es generally located at the end of the introduction; *) Es e6pressed in several sentences or in an entire paragraph; and C) Edentifies the relationships bet(een the pieces of evidence that you are using to support your argument 1G% 9utlining and 9rganisation Entroduction establish your topic and state your thesis; 5ove to the body of paper in a clear, logical manner Prove your thesis, step by step and convince your reader End (ith a conclusion 11% ,rgument convince your. organise your thoughts, logically and provide evidence !oo' for gaps in your o(n argument and try to fill those in =void errors in reasoning $stereotypes, invalid assumptions, hasty generalisations or appeals to the emotions) 12% Writing 1) -ot to (rite in a collo:uial style unless it is necessary; ) =void lots of choppy short sentences and paragraphs ") Each paragraph has a central idea and that paragraphs are %) 2learly connected )) =void using the same (ords repeatedly *) ,ouble chec' your paper for grammatical, punctuation, spelling and other errors Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 11 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION 1'% Citation a) 4o Gcite8 is to point to evidence, authority or proof. b) need to collect and assemble details of (here your information came from and note this in your te6t. c) 2iting to protect ourselves against charges of plagiarism. Et is also vital to: prove that our (or' has a substantial, factual basis; sho( the research (e have done reaches our conclusions allo( our readers to identify and retrieve the references for their o(n use. d% There are two main st"les of citing <arvard Es a type of author-date style; 3e:uires only the name of the author$s) and the year of publication $(ith no punctuation bet(een the t(o items) 3e:uires citations to be placed at the end of a sentence $before the concluding punctuation). E6ample: adnin $1IIA: )*%) has argued thatR +ancouver = footnote0endnote style 3eferences are numbered in the order in (hich they are cited in the te6t. e% For Notes! Footnotes and Endnotes 5a'e your argument coherent and sound #ince they provide the reader (ith the sources0evidence to bac' your argument. Endicating thoughts and ideas of a secondary nature. E6plain or to ma'e a comment on something 7ootnotes$little notes) found on the same page Endnotes $little longer notes ) found on bac' pages f% For .i&liograph" presents them in a (ay that permits a prospective reader to see ho( you did your research ,uthor $9ne 9nl"%3 Title 32lace 2u&lished Compan"3@ear. 17% 2resentation a) (riting it clearly sentences b) need also be clear and concise c) chec'ed for synta6, punctuation and style. d) paragraphs and sentences should flo( easily paper is cleanly typed or printed (ithout any missing pages or errors e) figures or illustrations are clearly labelled. A.6 1oo*ing for a 2aper 1. 5eans that you as a (riter have to do some &ac*ground reading, thin' hard and spea' (ith your tutor or instructor in order to identify a good topic. . ?egin by reading in the field ". 3ead a fe( boo's or articles on topics you find of interest. %. 7ollo( up by reading on the course syllabus or the footnotes or bibliographies of the te6ts you are reading for the course. ). #pea' to your tutor or instructor about some of your general ideas and the possible research directions you are thin'ing about pursuing. T"pical Structure 1) #tart (ith a paragraph that summarises the 'ey results in the conte6t of the :uestion $s) you as'ed in the introduction ) 2ompare and contrast (ith others in the literature. ") !ist the limitations might resolve them. %) ,iscuss implications in other fields such as culture and religion. )) <ypothesise and speculate on the data. $provide a model)
A.4 1oo*ing for )aterials 5aterials for research can be divided into three categories: $a) ?ac'ground Enformation - brief and to the point that a summary either: E6plains (hy the topic that you chose is significant Provides a brief history of your chosen topic. $b) #upporting Enformation ,rive your argument for(ard. +alidates your opinion.$more believable and plausible) $c) >pposing Enformation Ets useful to strengthen your position on an issue. Enclude opposing information &seful tactic to persuade the reader to ta'e your side. A.< The Craft of Note-Ta*ing >ne note card should be used for each ma1or point Enformation incidentbe (ritten in a corner of the note card $name of boo' or article, place and year published and published company. process of note-ta'ing. $a% E-amine the .oo*s and ,rticles #'im sources, locating useful material, then ma'e good notes of it,. $icluding :uotes F nformation for footnotes. ) 5a'e these notes on separate cards for each author. $&% Ta*e Care in Note-ta*ing ?e accurate and honest.$not distort the author8s meaning.) do not (ant to collect only those things that (ill support your thesis (hile ignoring other facts or opinions. $c% 0et the ight ?ind of )aterial 9et facts, not 1ust opinions. 2ompare the facts (ith the author8s: deas opinions,/eliberations,0uotations,Closure conclusions. Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 12 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION A.<.1 5ow to Ta*e esearch Notes 1) Write down all the &i&liographical information $author8s name, publisher, date F place of publication) on a "-by-) inde6 card Nsource cardO ) Num&er all your source cards. ") S*im each source for information on your sub1ect. %) Write down the information you (ish to note on an )) Ninformation cardO. $using a direct :uote, a paraphrase) *) Eot down the page num&er of the source from information card. C) Num&er each information card to refer bac' to the source. D) 9rganise "our information cards according to sub1ect matter. A.A Writing a esearch 2aper 2larity in (riting ?e (ritten in the third person 9ood (riting can be divided into three parts: effort, style considerations and technical matters A.1G 1oo*ing at #ifferent Sets of esearch 2apers
#tep 1 2hoose a 4opic #elect a sub1ect you can manage. =void sub1ects that are too technical, learned or specialised, very narro( range of source materials. #tep 7ind Enformation a) evaluate (eb sites critically and to search effectively on the Enternet b) &se #earch Engines to search in the -et for general or bac'ground information, chec' out useful &3!s, general information online, almanacs or encyclopedias online c) chec' out materials available in your o(n universityEs library or in other libraries d) 1ot do(n full bibliographical information #tep " #tate /our 4hesis ,o some critical thin'ing and (rite your thesis statement in one sentence. #tep % 5a'e a 4entative >utline E-43>,&24E>-, a ?>,/ and a 2>-2!&#E>- #tep ) >rganise /our -otes a) >rganise according to your outline and critically analyse your research data b) 2hec' for accuracy and verify that the information is factual, up to date and correct c) Effectively communicate your thoughts, ideas, insights and research findings to others through (ritten (ords or through spo'en (ords as in an oral or multimedia presentation (ith audio-visual aids. d) Jot do(n detailed bibliographical information for each cited paragraph and have it ready to transfer to your (ord cited page. #tep * .rite /our 7irst ,raft a) &se a techni:ue that suits you to #ummarise, paraphrase or :uote directly for each idea you plan to use in your paper. b) Put all your note cards or paper in order of your outline c) (ell-organised research paper completed e6actly as outlined #tep C 3evise /our >utline and ,raft a) 3ead your paper for any errors in content. b) =rrange and rearrange ideas to follo( your outline. c) 3eorganise your outline if necessary, but al(ays 'eep the purpose of your paper and your readers in mind. d) 3e-read your paper for grammatical errors e) 2orrect all spoted errors and improve the overall :uality of the paper. f) 9et someone else to read it over #tep D 4ype 7inal Paper a) be type-(ritten using a (ord processor or in a rare case, a type(riter b) 3ead the assignment sheet again c) Proof read your final paper carefully for spelling, punctuation, missing or duplicated (ords d) ensure that your final paper is clean, tidy, neat and attractive. Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 13 Steps to Ensure a 0ood esearch 2aper OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION A.11 Writing @our esearch 2aper in Four Steps Step 1 Select a 2aper Topic 4opic (hich is of interest to you 2onsult your course instructor or tutor you are (riting the paper for before you see the advisor. Step 2 1ocate ele(ant ,cademic 1iterature ,eepen the understanding of your chosen topic 3evie(ing the e6isting literature Step ' )a*e an ,rgument >rganise your thoughts, present them logically and provide evidence to bac' them up. ?e detailed and cite sources and specific things you have found to clearly ground your argument =nticipate counter- arguments or counter-evidence and to argue against those in your paper =void errors in generalisations or appeals to emotions. Step 7 Support @our ,rgument with E(idence 9ood argument is only as good as the evidence that supports it !ibrary research advisor can assist you E6amples of evidence to support an argument ; transcripts of intervie(s and speeches by officials, !egislative acts, court decisions, internal memos and other official documents A.12 eferencing and Editing eferencing #ho( evidence of (hat an author has said; =void misrepresentation through restatement #ave unnecessary (riting (hen ideas have been (ell- e6pressed by the original author Editing 1) Editing is the process of refining a piece of (riting so that it suits a particular purpose. Et gets your document ready to do its 1ob $?andy, AA%). ) 4o reveal hidden mista'es and (ill ensure that your best possible (or' is being submitted. ") 7ind and eliminate all common mista'es from the document as previously stated %) Proper editing cures inconsistent statements, ambiguities, poorly (ritten sentences and (ea' (ord choices. Three t"pes of editing6 1. Su&stanti(e Editing- deal primarily (ith the content and message of the copy. . St"listic Editing - focuses on matters specifically related to the actual (riting, such as clarity, flo(, sentence length and (ord selection. ". Cop"editing - focus on grammar, internal inconsistencies, headline (riting and spelling. ,ccording to .and"! once "ou ha(e finished writing the document! "ou can ta*e the following steps: 1) 3un spell-chec'. ) !et it rest, then read for sense and tone. ") 3eread bac'(ards for the follo(ing common mista'es $invalid sentences, non-parallel constructions, bad apostrophes and (rong (ords). %) 3un spell-chec' again Topic 1G Writing Colla&orati(el" 1G.1 Stages in Colla&orati(e Writing $Three stages% The +n(ention Stage !earners are engaged in preliminary discussions of ideas and approaches using Note sharing ?rainstorm about the topics first then trade notes and materials (ith the others 2reliminar" de&ating Prepare a debate0idea on a topic 9roup members gather support for their positions, (hich then becomes shared materials for papers. The #rafting Stage Three models Chun* mode - divides the (riting of a pro1ect into sections. 9ood everyone involved ?ad-result in an incoherent paper .lended model-learners be present in the same place and discuss every aspect of the paper Compiler model-each group member does the (hole assignment, final best product be selected to create the final draft. The e(ision Stage 9roup members have to revise the paper 1) 4he group members can revise one anotherGs drafts. ) 4he best (riter of the group can become the chief editor of the draft. ") >ther group members can give comments or suggestions. ,ndrew .ooth $2GG2% di(ides colla&oration into two t"pes Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 14 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION 1G.2 Team Communication Effective (riting teams 'no( (hat they intend to accomplish. 4hey 'no( their responsibilities, resources, strengths and (ea'nesses and 'no( ho( to communicate (ell. ?ut such problems can include: 1) unsatisfactory negotiations; ) non-ac'no(ledgement of ideas0opinions; ") over-Kealous editing; %) missed deadlines0non-delivery; and )) non-understanding of sub1ect matter 1G.' Team .uilding Practising democracy is another aspect of team building. Every member needs to be given the chance to spea' and respect must be sho(n for each person8s ideas or opinions. 5ore creative energy as (ell as better :uality product (ill emerge as a result of team- (or'. #tudents (or'ing as a team (ill ma6imise use of resources and improve their profile. 1G.7 ,nal"sis of Tas* 4he group must analyse the tas' to be done so that each member has the same interpretation. 4hey must consider the ma1or :uestions to be ans(ered concerning the (riting pro1ect. 1G.: )anagement of Time3Writing3#ocuments # Time - deadlines affect group (riting tas's constantly # Writing - bulletin board to sho( the (riting cpmpleting progress, using a type of story-board format to post sections of the (or' Etself. # #ocument - an outline of the steps that (ill occur in the (riting process .hen all done, they must ma'e decisions 1% 0roup (ersus +ndi(idual Wor* decide activities to be done by group and by individual group members 2% E=ui(alenc" of a Tas* Each group member have an e:ual amount of (or' complete the 1ob as :uic'ly as possible and (ill ensure fairness '% .est /se of +ndi(idual S*ills 5atch up individual s'ills (ith a 1ob that utilises those s'ills. Ef group members are comfortable (ith each other, they (ill be less hesitant to state their o(n strengths and (ea'nesses. 1G.6 )anaging Colla&orati(e Writing 2ro>ects 1G.4 2ractice in Writing Step-."-Step +nstructions # ,evelop a style and format guide at the very beginning of the (riting pro1ect. # :uestions to consider 1) .hat style guide@ .hich spelling conventions@ ) .hat siKe for font type, margins and headings @ ") .ill abbreviations be allo(ed and (hich ones@ %) .hich technical terms necessary to define@ )) .ill processes be e6plained in point form or paragraph form@ Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 15 OUMH1203 ENGLISH FOR WRITTEN COMMUNICATION 1G.< Conflict )anagement 9roups need to face these conflicts (ith patience, understanding and respond to them directly 4a'e steps to resolve the conflict as soon as they become a(are that it e6ists Process 7ind the source of the problem .hat is the issue .here did it come from .ho started it 1G.A Colla&orati(e Writing 2ractice 9roup members need to 'no( (hat they are supposed to do follo(ing is an e6ample of a group pro1ect 9et students to (or' as a team to brainstorm, research, outline, draft and revise the material (hich (ill be submitted to the tourism board 1G.1G 2reparing )anuals and 9ther Forms of Team Writing # 9uidelines in the manual should be clear, straightfor(ard and easy to understand # 9uidelines to be considered (hen preparing a manual: 1) Purpose ) =mount of detail ") <eading %) 7ormat )) Enclusion of diagram *) !evel of language C) &ser friendliness D) >ther appriopriate consideration 1G.12 Writing as a 0roup .riting collaboratively tends to ta'e a bit more time than (riting alone. Each (riter might have different ideas on (hat to (rite, ho( to (rite and ho( much to (rite. 9roup should lay out a detailed series of deadlines and dates for meeting in order to eliminate as much of the last- minute rush as possible. 2ollaborative (riting also has the potential to be far superior to individual (riting, because 4he (ea'nesses and inade:uacies of individuals are chec'ed upon by one another 4he strengths of the individuals are pooled together. Tips for I) Ringkasan Nota Modul daripada FKC Kumpulan 3 (2009) 16