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BBI 3415 Professional Writing Unit 1 -6 Assoc. Prof. Dr. Tan Bee Hoon tanbh@fbmk. BBI 3415 Professional Writing Unit 1 -6 Assoc. Prof. Dr. Tan Bee Hoon [email protected] upm. edu. my Tel: 03 8946 8798 1

Introduction 4 credit hours Contents - Language of professional writing - Diction and mechanical Introduction 4 credit hours Contents - Language of professional writing - Diction and mechanical conventions related to professional, technical and business fields. - Principles of professional communication, strategies for professional writing, and audience. - Writing of memoranda, letters and short reports using appropriate style, format and graphics. 2

Course Objectives By the end of the course, students should be able to produce Course Objectives By the end of the course, students should be able to produce representative examples of the kinds of correspondence and basic types of documents used by business, agencies, and technical professions in the English-speaking environment. 3

Textbooks Old: Huckin, T. N. , & Olsen, L. (1991). Technical Writing and Professional Textbooks Old: Huckin, T. N. , & Olsen, L. (1991). Technical Writing and Professional Communication for Non-Native Speakers of English. New York: Mc. Graw-Hill. New: Krizan, A. C. , Merrier, P. , & Jone, C. L. (2005). Business Communication (6 th Ed. ). USA: Thomson. 4

Assessment Percentage (%) Assignment 1 • Task A: Memo • Task B: Letter of Assessment Percentage (%) Assignment 1 • Task A: Memo • Task B: Letter of Request 20 Assignment 2 • Task A: Letter of Complaint • Task B: Job Application Letter 20 Mid-semester Exam (Units 1 -6) Final Exam (Units 7 -10) TOTAL 30 30 100% 5

Assignment 1 Task A: Writing an effective memo Write a memo to your employer Assignment 1 Task A: Writing an effective memo Write a memo to your employer requesting a day off work to attend your sister’s wedding. You must use a correct memo format with all the required headings (see p. 26 of the Module). Task B: Writing a request letter As the principal of a secondary school, write a letter to a noted doctor to request him to talk on the danger of smoking at your school on a specific day. Use the blocked format on p. 17 of the Module. Submission: Week 7 (before the mid-term exam). 6

Assignment 2 (a) Task A: Writing a letter of complaint You are a training Assignment 2 (a) Task A: Writing a letter of complaint You are a training officer responsible for conducting a workshop for a company. You have placed an order for 20 copies of a book you intend to use for the workshop at a local bookstore. You have called the bookstore several times, but no one seemed to know about your order. Write a letter to the manager of the bookstore giving details of your order. You also stress the importance of getting the books on time for the workshop. Make it clear that if you do not receive a call from the manager by a certain date, you will cancel the order, and buy the books from another bookstore. Use the blocked format on p. 17 of the Module. 7

Assignment 2 (b) Task B: Writing a job application letter Clip an advertisement from Assignment 2 (b) Task B: Writing a job application letter Clip an advertisement from a newspaper about a job you would like to have. Write an application letter in reply to the advertisement. Submit the advertisement together with your written letter. Use the blocked format on p. 17 of the Module. Submission: Week 14 (before the final exam) 8

Face-to-face/Tutorial sessions You will meet me twice during the semester and you will also Face-to-face/Tutorial sessions You will meet me twice during the semester and you will also meet your tutor five times at your centre. The schedule for these meetings will be given to you by PPL. 9

Work with your Tutor Please complete your assignments at home (see “Tutorial Work” in Work with your Tutor Please complete your assignments at home (see “Tutorial Work” in the Module), and bring them to the tutorial sessions where your tutor will help you with any problem you may have with the topics covered. 10

Schedule for Tutorial Work Tutorial Sessions Assignments 1 Unit 4 &5 2 Unit 6 Schedule for Tutorial Work Tutorial Sessions Assignments 1 Unit 4 &5 2 Unit 6 3 Unit 7 4 Unit 8 5 Unit 9 & 10 11

Learning Schedule WEEK UNIT TOPIC 1 1 Writing for Professional Communication 2 2 Developing Learning Schedule WEEK UNIT TOPIC 1 1 Writing for Professional Communication 2 2 Developing Strategies for the Writing Process 3 3 Identifying the Audience and Purpose 4 4 Writing Effective Business Letters 5 5 Writing Effective Memos 6 &7 6 Writing Requests and Replies to Requests MID-SEMESTER EXAMINATION 8&9 7 Writing Complaints and Replies to Complaints 10 & 11 8 Writing Application Letters and Resumes 12 9 Forwarding an Argument 13 & 14 10 Fundamentals in Report Writing FINAL EXAMINATION 12

UNIT 1 Writing for Professional Communication Learning Objectives: • To review the importance of UNIT 1 Writing for Professional Communication Learning Objectives: • To review the importance of professional communication • To identify the components in professional communication • To identify the contexts in professional writing • To collaborate in professional writing 13

1. 1 The importance of professional communication Writing well in English is critical for 1. 1 The importance of professional communication Writing well in English is critical for both local and international arenas in commerce, science, and technology. 14

1. 2 The components in professional communication Writer Context Reader Professional Communications Feedback Message 1. 2 The components in professional communication Writer Context Reader Professional Communications Feedback Message Medium 15

1. 3 The contexts in professional writing Individual Context – must follow shared conventions 1. 3 The contexts in professional writing Individual Context – must follow shared conventions of discourse of the discourse community Local Context - must adhere to the conventions of that community in order to be clearly understood. National Context – must follow certain common conventions to the particular country (E. g. Salutation - ‘Dear Mr. ’) Global/Cross-Cultural Context – there is a need to communicate with a foreign audience (e. g. Japan- need to be very polite and adopt formal tone) Legal Context – must pay attention to law terms to avoid ambiguity Ethical Context – must be aware of the dominant characteristics for different nationalities. 16

UNIT 2 Developing Strategies for the Writing Process Learning Objectives: • To be able UNIT 2 Developing Strategies for the Writing Process Learning Objectives: • To be able to use pre-writing strategies • To group ideas • To write a thesis statement • To develop an outline • To develop materials from libraries or databases 17

2. 1 Prewriting Strategies a) b) c) d) e) Keeping an idea book Writing 2. 1 Prewriting Strategies a) b) c) d) e) Keeping an idea book Writing in a journal Free writing Using “Wh” questions Brainstorming : Listing Clustering/mapping (see Module, pp. 11 -13) 18

2. 2 Grouping Ideas You may have all the ideas laid out in front 2. 2 Grouping Ideas You may have all the ideas laid out in front of you. You have to group the ideas When you group the ideas, divide the ideas into groups by making connections and finding patterns. Try looking for a focus 19

2. 3 Forming a Thesis Statement A thesis statement - the most important sentence 2. 3 Forming a Thesis Statement A thesis statement - the most important sentence in your introductory paragraph It indicates the central message or the main point. An effective thesis is important : ◦ Prepare you as a the writer to better organize ◦ Provide the reader with a guide to understand your point 20

Elements of a good thesis statement It states the subject It reflects the purpose Elements of a good thesis statement It states the subject It reflects the purpose It includes a focus It uses specific language It is a complete statement. 21

2. 4 Developing an Outline Simple Outline Detailed Outline (see Module, pp. 16 -21) 2. 4 Developing an Outline Simple Outline Detailed Outline (see Module, pp. 16 -21) 22

UNIT 3 Identifying the Audience and Purpose Learning Objectives: • To identify the type UNIT 3 Identifying the Audience and Purpose Learning Objectives: • To identify the type of target audience for a report • To be able to analyse audience needs • To identify the purpose in report writing • To use language in terms of accuracy, comprehensibility and tone 23

3. 1 Types of Audience 1. 2. 3. 4. 5. The managerial audience – 3. 1 Types of Audience 1. 2. 3. 4. 5. The managerial audience – busy and less time for careful reading (e. g. abstract /excutive summary) The non-specialist audience - avoid technical jargon (e. g. report/memo) The peer audience – straight forward The international audience – do some background research on the culture The mixed audience – used the “layered” technique to cater to different needs. 24

3. 2 Audience Analysis Steps in understanding your audience : 1. Make notes of 3. 2 Audience Analysis Steps in understanding your audience : 1. Make notes of what you know about your reader 2. Ask for information from colleagues about the intended reader. There may be previous records of documents written for the same reader which have been well-received 3. The most important reader is the one who will make decisions based on documents sent to him. You need to identify who he is to tailor your writing accordingly 4. All readers appreciate simple and straight-topoint writing 25

3. 3 Identifying your Purpose The purpose of your communication should not be left 3. 3 Identifying your Purpose The purpose of your communication should not be left to guesswork. The purpose should be clearly stated. 26

3. 4 Building up your Readability Accuracy Sexist Language Correctness Comprehensibility Tone 27 3. 4 Building up your Readability Accuracy Sexist Language Correctness Comprehensibility Tone 27

UNIT 4 Identifying the Audience and Purpose Learning Objectives: • To identify the type UNIT 4 Identifying the Audience and Purpose Learning Objectives: • To identify the type of target audience for a report • To be able to analyse audience needs • To identify the purpose in report writing • To use language in terms of accuracy, comprehensibility and tone 28

4. 1 Purpose of Writing a Business Letter WHAT you are writing about– SUBJECT 4. 1 Purpose of Writing a Business Letter WHAT you are writing about– SUBJECT 2. WHO you are writing for- AUDIENCE OR READER 3. WHY you are writing – PURPOSE 1. 29

4. 2 Principles of Effective Business Letters The 7 “Cs” are : 1. Courteous 4. 2 Principles of Effective Business Letters The 7 “Cs” are : 1. Courteous – friendly and natural 2. Clear – readers are able to understand 3. Concise – fewest words possible 4. Complete - content 5. Concrete – specific terms 6. Constructive – identify positive words/phrases 7. Correct – proofread your writing 30

4. 3 Parts of a Business Letter PART CONTENTS Part I : Heading • 4. 3 Parts of a Business Letter PART CONTENTS Part I : Heading • Writer’s address • Date line Part II : Opening • Inside Address: the reader’s name, job title, organization/company and address, postcode , town and/or state/city • Attention line (optional) • Subject line • Salutation Part III : Body • Single-spacing for each paragraph *rules • Single/double spacing between paragraphs • At least 2 paragraphs for the body Part IV : Closing • Complimentary closing • Writer’s Typed Name and Job title • Initials line • Enclosure line • Copy line 31

4. 4 Basic Format of a Business Letter see Module, pp. 10 – 17 4. 4 Basic Format of a Business Letter see Module, pp. 10 – 17 32

UNIT 5 Writing Effective Memos Learning Objectives : • To identify the purpose of UNIT 5 Writing Effective Memos Learning Objectives : • To identify the purpose of writing a memo • To identify the parts of a memo • To use the basic formats of a memo 33

5. 1 Purposes of Writing a Memo Saves time Brief and straight forward Delivered 5. 1 Purposes of Writing a Memo Saves time Brief and straight forward Delivered instantly Advantages of Memo Written record A unique informality 34

5. 2 Parts of a Memo PART Part I : Heading Part II : 5. 2 Parts of a Memo PART Part I : Heading Part II : Statements of Purpose CONTENTS • To • From • Subject • Date • Distribution • Enclosure • see p. 22 for examples Part III : Supporting • see pp. 22 & 23 for examples Details Part IV : Ending • see p. 23 35

5. 3 Basic Format of a Memo 1. Overall Format • • • One-inch 5. 3 Basic Format of a Memo 1. Overall Format • • • One-inch margins around the page All the lines of the memo begins from the left margin You should continue typing the message on the third line below the heading Heading 3. Message 4. Sample format for a memo (see Module, pp. 24 -28. ) 2. 36

UNIT 6 Writing Requests and Replies to Requests Learning Objectives: • To understand the UNIT 6 Writing Requests and Replies to Requests Learning Objectives: • To understand the purpose of writing a request letter • To use the appropriate steps to organize a request letter • To understand the purpose of writing a reply to a request letter • To use the appropriate steps to organize a reply to a request letter 37

6. 1 Purposes of Writing a Request Letter Request for price list and etc. 6. 1 Purposes of Writing a Request Letter Request for price list and etc. Request for suggestions/rec ommendations Request for discounts Specific Purposes Request for methods of payments Request for reservations Request for appointments 38

6. 2 Steps to Organize a Request Letter STEP 1: State the Purpose or 6. 2 Steps to Organize a Request Letter STEP 1: State the Purpose or Background Information STEP 2: Indicate the Details of the Request STEP 3: Signal the Closing 39

6. 3 Purposes of Writing a Reply to a Request Provide information as requested 6. 3 Purposes of Writing a Reply to a Request Provide information as requested Improve the chances of having a potential customer for your organization 40

6. 4 Organize a Reply to a Request “YES” Letters “NO” Letters ◦ STEP 6. 4 Organize a Reply to a Request “YES” Letters “NO” Letters ◦ STEP 1 : State the Purpose ◦ STEP 2 : Provide Details ◦ STEP 3 : Signal the Closing ◦ ◦ ◦ STEP 1 : Start with a Positive and friendly buffer STEP 2 : State the Reasons or explanation STEP 3 : Make a statement of Refusal STEP 4 : Provide Suggestions STEP 5 : End with a Goodwill Statement 41

The End Happy Studying & Good Luck 42 The End Happy Studying & Good Luck 42