BBI 3415BBI 3415Professional Writing Professional Writing

Unit 1-6Unit 1-6

Assoc. Prof. Dr. Tan Bee Assoc. Prof. Dr. Tan Bee HoonHoon

tanbh@fbmk.upm.edu.myTel: 03 8946 8798Tel: 03 8946 8798

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Introduction 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.

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Course ObjectivesCourse 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.

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TextbooksTextbooksOld:Huckin, T.N., & Olsen, L. (1991).

Technical Writing and Professional Communication for Non-Native Speakers of English. New York: McGraw-Hill.

New:Krizan, A.C., Merrier, P., & Jone, C.L.

(2005). Business Communication (6th Ed.). USA: Thomson.

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AssessmentAssessmentAssessment Percentage

(%)

Assignment 1 • Task A: Memo • Task B: Letter of Request

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Assignment 2•Task A: Letter of Complaint•Task B: Job Application Letter

20

Mid-semester Exam (Units 1-6)

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Final Exam (Units 7 -10) 30

TOTAL 100%5

Assignment 1Assignment 1Task A: Writing an effective memoWrite 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 letterAs 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).

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Assignment 2 (a)Assignment 2 (a)Task A: Writing a letter of complaintYou 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.

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Assignment 2 (b)Assignment 2 (b)

Task B: Writing a job application letterClip 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)

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Face-to-face/Tutorial Face-to-face/Tutorial sessionssessions

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.

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Work with your TutorWork 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.

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Schedule for Tutorial WorkSchedule for Tutorial Work

Tutorial Sessions

Assignments

1 Unit 4 &5

2 Unit 6

3 Unit 7

4 Unit 8

5 Unit 9 & 10

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Learning ScheduleLearning 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

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UNIT 1UNIT 1Writing 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

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1.11.1 The importance of The importance of professional professional communicationcommunication

Writing well in English is critical for both local and international arenas in commerce, science, and technology.

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1.21.2 The components in The components in professional communicationprofessional communication

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1.3 The contexts in 1.3 The contexts in professional writing 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.

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UNIT 2UNIT 2Developing 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

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2.1 Prewriting Strategies2.1 Prewriting Strategies

a) Keeping an idea bookb) Writing in a journalc) Free writing d) Using “Wh” questionse) Brainstorming :

Listing Clustering/mapping

(see Module, pp.11-13)

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2.2 Grouping Ideas2.2 Grouping IdeasYou 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

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2.3 Forming a Thesis 2.3 Forming a Thesis StatementStatementA 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 Elements of a good thesis statementstatement It states the subject It reflects the purpose It includes a focus It uses specific language It is a complete statement.

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2.4 Developing an Outline2.4 Developing an Outline

Simple OutlineDetailed Outline(see Module, pp. 16-21)

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UNIT 3UNIT 3Identifying 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

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3.1 Types of Audience3.1 Types of Audience1. The managerial audience – busy and

less time for careful reading (e.g. abstract /excutive summary)

2. The non-specialist audience - avoid technical jargon (e.g. report/memo)

3. The peer audience – straight forward4. The international audience – do some

background research on the culture5. The mixed audience – used the

“layered” technique to cater to different needs.

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3.2 Audience Analysis3.2 Audience AnalysisSteps in understanding your audience :1. Make notes of what you know about your

reader2. 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-to- point writing

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3.3 Identifying your 3.3 Identifying your PurposePurpose

The purpose of your communication should not be left to guesswork. The purpose should be clearly stated.

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3.4 Building up your 3.4 Building up your ReadabilityReadabilityAccuracySexist LanguageCorrectnessComprehensibilityTone

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UNIT 4UNIT 4Identifying 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 4.1 Purpose of Writing a Business LetterBusiness Letter

1. WHAT you are writing about– SUBJECT

2. WHO you are writing for- AUDIENCE OR READER

3. WHY you are writing – PURPOSE29

4.2 Principles of Effective Business 4.2 Principles of Effective Business LettersLettersThe 7 “Cs” are :1.Courteous – friendly and natural2.Clear – readers are able to

understand3.Concise – fewest words possible4.Complete - content5.Concrete – specific terms6.Constructive – identify positive

words/phrases7.Correct – proofread your writing 30

4.3 Parts of a Business Letter4.3 Parts of a Business LetterPART 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*rules

•Single-spacing for each paragraph• 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

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4.4 Basic Format of a 4.4 Basic Format of a Business LetterBusiness Letter

see Module, pp. 10 – 17

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UNIT 5UNIT 5Writing 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

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5.1 Purposes of Writing a 5.1 Purposes of Writing a MemoMemo

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5.2 Parts of a Memo5.2 Parts of a Memo

PART CONTENTS

Part I : Heading •To•From•Subject•Date•Distribution•Enclosure

Part II : Statements of Purpose

• see p. 22 for examples

Part III : Supporting Details

• see pp. 22 & 23 for examples

Part IV : Ending • see p. 23 35

5.3 Basic Format of a 5.3 Basic Format of a MemoMemo1. 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

2. Heading 3. Message4. Sample format for a memo (see

Module, pp. 24-28.)

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UNIT 6UNIT 6Writing 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

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6.1 Purposes of Writing a Request 6.1 Purposes of Writing a Request LetterLetter

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6.2 Steps to Organize a 6.2 Steps to Organize a Request LetterRequest Letter

STEP 1: State the Purpose or Background Information

STEP 2: Indicate the Details of the Request

STEP 3: Signal the Closing

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Provide information as requestedImprove the chances of having a

potential customer for your organization

6.3 Purposes of Writing a Reply 6.3 Purposes of Writing a Reply to a Requestto a Request

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6.4 Organize a Reply to a 6.4 Organize a Reply to a RequestRequest

“YES” Letters◦STEP 1 : State the Purpose◦STEP 2 : Provide Details◦STEP 3 : Signal the Closing

“NO” Letters◦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 EndThe End

Happy Studying Happy Studying &&

Good Luck Good Luck

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