WRITTEN COMMUNICATION

Dr. Marvello Yang, ME., MM.

Objectives
6.1 WRITTEN COMMUNICATION
6.2 PURPOSE OF WRITING
6.3 PRINCIPLES OF EFFECTIVE WRITING
6.4 WRITING TECHNIQUES
6.4.1 ADAPTATION AND SELECTION OF WORDS
6.4.2 MASCULINE WORDS
6.4.3 CHOOSING WORDS WITH RIGHT STRENGTH AND VIGOUR 6.4.4 THESAURUS
6.4.5 WRITING EFFECTIVE SENTENCES
6.4.6 FOREIGN WORDS & PHRASES SOMETIMES USED IN CORRESPONDENCE
6.4.7 DEVELOPING LOGICAL PARAGRAPH
6.4.8 OVERALL TONE

6.5 ELECTRONIC WRITING

PURPOSE OF WRITING
 PURPOSE OF WRITING
Wide access
Avoiding mistakes Communication media having become very fast,
written communication enjoy a wide access. If the
In transmitting messages, communicator and the receiver are far from each
earlier records help in other, written communication sent through post or e-
reducing mistakes and mail is the cheapest and may be the only available
errors and also prevent means of communication between them
the occurrence of fraud

Future references Legal requirements Effective decision-making

The limitation of human mind and poor retention Written communication is
power cannot be overlooked. Written messages acceptable as a legal document.
can be preserved as records and reference That is why some executives think
sources. Various media of communication can that even if some messages have
be filed for future reference. Thus, keeping been transmitted orally, they should
records are essential for continuous operation later be confirmed in writing.
of the business
Old documents help effective decision-
making in a great way. Decision-making
process becomes easier if old records are
available. Because the messages provide
the necessary information for decision-
making purpose
PRINCIPLES OF EFFECTIVE WRITING
As far as possible, the writer should avoid
jargon. Jargon is a language which is special to
science, commerce, technology, trade or
profession. In private language with persons in
the field, jargon may be incorporated. In other
cases, jargon can be used, but the only thing is
that the words used must be clear to others as
well

Unity & Coherence 7 Cs of

Avoid jargon Accuracy Brevity communication
 2020
WRITING
TECHNIQUES
 Adaptation and Selection of Words
Endeavour – Try Generally, short words
Ascertain – Find out communicate better as a
Terminate – End heavy proportion of long
Demonstrate – Show words confuse the reader
Utilize – Use
Use familiar words Choose the short
over the long word
you will be wise to use long
words with some caution.
Further, you need to
ensure that those you do
use will be familiar to your
reader.
Use technical words
with caution
Masculine Words
Developing Logical
Paragraph
 Developing Logical Paragraph
Clearness in writing does not depend only
on careful choice of words and writing clear
sentences. It also invokes carefully designed
paragraph. Just as words are combined into
sentences, so are sentences put in logical
order in paragraph.

The paragraph is thus one’s thought process

as it proceeds from one sentence to another
and develop step by step. Designed
paragraph requires the ability to organize
and relate information. It involves the use of
logic and imagination

Andi Andreas Aris Arman

100% 70% 50% 30%

 Characteristics of a Good Paragraph
Unity
Like sentences, paragraph should have unity. The
contents of the paragraph should concern one
topic or idea. When the paragraph ends it should
give a sense of completion.
Coherence
There is flow from one sentence to
The topic sentence another in a good paragraph. Each
sentence should be logically connected
The most efficient way of organizing a paragraph
with the preceding and the following
is to use topic sentences, as the topic sentence
sentence. There should be a movement
expresses the main idea of a paragraph. And the
of thoughts from sentence to sentence
remaining sentences build around and support it. Length
In sense, the topic sentences serve as a headline Length of the paragraph should neither be too short nor too long.
for the paragraph and all the other sentences How long a paragraph should be depends on its content. Shorter
supply the story paragraphs are appropriate for messages. Short paragraph helps
the reader to follow the papers organizational plan. In addition,
short paragraphs are more inviting to the eyes. People simply prefer
to read materials that give them frequent break

Omitting unnecessary detail

Business writing
 IS THERE A BEST WAY TO APPROACH BUSINESS WRITING?

Preparation
A
Research
B
Organization
C
Writing the draft
D
Revision
E
 Planning is more than the text

Sharples’s model of writing as creative design

 WHY IS STRUCTURING INFORMATION SO IMPORTANT IN
1

BUSINESS COMMUNICATION?
Structuring information: the planning triangle. Whenever we write a business
document, we need to plan three factors which influence each other:
■ how we are going to structure the document and organize the information;

2 ■ how we are going to design the document and lay out the sections and pages;
■ what style of writing we should use to express our ideas to the intended audience.

3
Paragraph structure
Buatlah sebuah iklan menarik :
1. IKLAN PRODUK/BARANG
2. IKLAN ASURANSI
3. IKLAN PERBANKAN
4. IKLAN PENERBANGAN
5. IKLAN PROPERTI
6. IKLAN LAHAN KUBURAN

catatan :
Buat dalam kertas uk.A4
(KERTAS FOTO)
- PRESENTASIKAN………………..
Thank You, 谢谢