Transcript 1_ERF_CMOT_L2

Lesson 2
• Written Communication
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Communication in
Mother tongue
• Steps for successful written
communication
– Formulate ideas
– Put ideas into written code
– Message transmitted to receiver
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Communicate in Written form
• Be aware of the following things:
– Age
• the age of the person you are addressing to. This is will also have an
impact on the formality of the letter
– Sex
• male or female. Will you address as a Mr. or Ms?
– Time constraints
• you do not want people to become bored when reading something.
Thus be short and precise in what you are writing
– Level of education
• do you have the same knowledge, if there is difference in knowledge
i.e. use simpler words
– Knowledge
– Status• are you are addressing to your CEO, to your colleague etc?
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Communicate in Written form
• Be clear and polite. Always watch out for the style you
are using:
UNHELPFUL
“We are not able to assist
you …”
CO-OPERATIVE
“We are willing to look
at …”
UNDERMINING
“I am not sure you can do
this job …”
SUPPORTIVE
“I think you are doing this
job well …”
AUTHORITARIAN
“You must complete this
job now …”
DEMOCRATIC
“When you have time you
could …”
ABRUPT
“Well, if you cannot handle
the project …”
PERSUASIVE
“I really think this is your
project …”
POMPOUS
“I have worked on many
jobs like this …”
UNASSUMING
“I will do my best on this
job …”
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Your writing style
• Active and Passive Voice
– Use Active Voice for more direct and effective communication.
In the active voice, the object receives the action of the verb.
– Use passive voice where you need to demonstrate politeness and
avoid being assertive. In the passive voice, the subject receives the
action of the verb.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Active and Passive Voice.

Zedcom is building
new laboratories.
 New laboratories are
Being built by Zedcom

Zedcom is launching
three new promotions in April.
 Three new promotions
are being launched
by Zedcom in April.

Zedcom is developing
a social assistance program
for those on a low income.
 Social assistance
programs are being
developed by Zedcom for
those on a low income.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Active Voice vs Passive Voice
Assertive
Less Assertive
The clinic cannot tell you your result
because you have not paid last
month’s bill.
Your result cannot be provided as
there is a payment outstanding.
This is the estimate for the repairs
to the window that your son broke
last Thursday
Here is the estimate for the repairs
to the window that was broken last
Thursday.
We are going to dismiss three
Workers tomorrow.
Three workers are going to be
dismissed tomorrow.
The auditor handling the inspection
noticed fraudulent activity in the
company accounts.
Fraudulent activity has been noted
in the company accounts by the
auditor.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Passive Voice: examples of
assetiveness
• The following words should be avoided in written
communication, as they indicate discrimination, they
can insulting:
•
•
•
•
•





Black
Low-income families
Special needs
Sensory impaired
Partner





Colored
Poor families
Retarded
Deaf or blind
Boyfriend/girlfriend
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Avoid Discrimination
•
•
•
•
Curriculum Vitae
Cover Letters
Thank you fax
Customer complaints fax
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Different types of texts
• The following are just guidelines:
– tailor your own CV that is appealed to a specific employer, based on
your unique skills and experience.
• Format:
– One or two pages (include the most relevant information ONLY)
– No spelling or grammar mistakes
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Curriculum Vitae
• Content:
–
–
–
Use your name as heading,
Keep personal details simple,
Start with the most recent work and backwards
• split your experience into relevant employment experience and other
employment experience
• describe your experience as Employment or Professional
• can use bullet points to communicate clearly, use first person and
past tense
• Be clear about your qualifications-provide information
about equivalence
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Curriculum Vitae
• Refer to work permit/ visa if relevant (i.e. Fully eligible
to seek work in CY)
• Demonstrate your skills and competencies (how they
meet employer’s expectations)-use active verbs like
negotiated, co-ordinated, lead, organised, use
indicators of success like on time, on budget
• Refer to various but relevant parts of your life
Take a few moments to write a CV based on your
qualifications, hobbies etc. Follow the steps.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Curriculum Vitae
CV- example: Marie Thomas
Home Address:
Mobile:
Nationality:
Work Eligibility:
Email:
Education and Qualifications:
2005-2008: BA Marketing -European University of Cyprus
•provide an understanding of social and ethical values including corporate social
responsibility
• improve ability to write and speak effectively and creatively
•understand the main decision making areas in marketing including market structure,
research tools etc
•knowledge of Porter’s, 4Ps, statistical techniques
Employment:
2006-2007: Receptionist- xxxxxx
-worked full time. Responsibilities included answering calls, report to management,
update client records and manage and run projects. Developed excellent telephone
and communication skills
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Telephone:
Skills:
IT : knowledge of statistical packages, Microsoft word, excel, access and
PowerPoint
Use the internet for research
-Language: Basic Greek
Interests:
- Cooking, Exercising, enjoying reading
References available on request
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
CV- example: Marie Thomascontinued
http://europass.cedefop.europa.eu/europass/home/ver
nav/Europass+Documents/Europass+CV.csp
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Use EUROPASS
http://europass.cedefop.europa.eu/eur
opass/home/hornav/Introduction.csp
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Visit EUROPASS
–
–
–
–
–
–
–
–
–
–
–
Read the advert
Highlight key requirements
Have an opening paragraph about the specific job you are applying
Introduce yourself-do not repeat info on CV
Say why you are the ideal candidate and why you have interest in the
job and the employer
Construct sentences to use
Make a rough draft
Check draft
Avoid “I” and “I am” too often-start sentences in different ways
Check consistency with CV
Explain gabs in time periods using positive language
• Take a few moments to write a cover letter based on
your qualifications, hobbies etc. Follow the steps
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Cover Letter
Cover Letter-example
27th May 2010
Marketing Manager
(company)
Cyprus
Dear Mrs xxx,
Re: Marketing Assistant
I am pleased to enclose an application for the job of Marketing Assistant that
you have advertised in Kariera newspaper on 23/06/2010.
I am very interested in the marketing area and this was confirmed during my
work as a client relations officer at THE HOTEL. I feel that the advertised
position would offer a great opportunity to combine my skills in team working,
leadership and interest in the marketing area.
(continue next page)
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Mrs xxxx
Cover Letter-continue
I have excellent communication and time management skills matched with my
ability for effective collaboration. Both my degree and my employment experience
allowed me to develop my leadership skills for running projects efficiently.
(Company name) attracts me because ..(of the opportunities it offers
for..according to comments of other graduates currently working for this company
it provides training opportunities as well as allowing responsibilities)
I am available for interview at any time. I look forward to hearing from you soon
Yours Sincerely,
(signature)
(Name)
Enc: CV
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
I am particularly interested in working with clients towards solutions to their
marketing needs.
Dear xxx,
We wish to thank you for participating in xxx that took place at xxx.
For any assistance you may need in the future please call us at xxx or
contact us on xxx (email)
We look forward to working with you in the future
Thank you
(name)
(Position)
(Email)
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Thank you fax-sample
Customer complaint
Name and Address (of customer service department)
Date
Dear Sirs
Faulty (xyz) product
I'm afraid that the enclosed (xxx) product does not work. It is the second one I've have
returned this month (see attached correspondence). I bought it from xxx stores at xxxx
(city) on (date). I was careful to follow the instructions for use. I've always found your
products to be excellent and I was rather disappointed with the two recent incidents.
I'd be grateful if you could send a replacement and refund my postage (state amount).
I really appreciate your help.
Yours faithfully
(signature)
(Print name)
Enc.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
• Use letter headed paper showing home/business address
and phone number
• Formal Written Language:
– avoid dialect, slang, pay attention to differences in spelling, use
graphological elements like subheadings and bullets, there is structure
like topic sentences and linking sentences, punctuation and paying
attention to layout features. Use complex & complete sentences
• Informal Written Language:
– slang vocabulary, simpler grammatical structure (i.e. looselyconnected sentences and phrases) and personal insight
• Scientific Written Language:
– is a written report describing original research results. It consists of a
Title, Abstract, Introduction, Materials and Methods, Results, and
Discussion
• Journalistic Written Language:
– is about investigating and reporting events, trends and/or issues.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Features of written language
Literary and non literary text
– use language in aesthetic &
imaginative ways− to entertain, to
express & reinforce cultural identity &
to reflect. They can be: narrative or
non-narrative. (fairy tale, poetry,
animated story, short story, myth,
short play, narrative etc)
• Non literary texts:
– use language in precise and accurate
ways to transact and negotiate
relationships or goods & services, give
directions & report on things
(greetings, personal letter, request,
complaint, advertisement, group
discussion etc)
Fairy tale:
http://www.youtube.com/watch
?v=hebtX_RMdFw
Myths:
http://myths.e2bn.org/mythsan
dlegends/story1598-daedalusand-icarus.html
Poems:
http://www.optimisticrealism.co
m/assets/images/copywriting_
poetry_01.jpg
Theater:
http://www.3axeslb.com/admin/project/files/Dsc0
0001.jpg
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
• Literary texts:
Sing to me of the man, Muse, the man of twists and turns
driven time and again off course, once he had plundered
the hallowed heights of Troy.
Many cities of men he saw and learned their minds,
many pains he suffered, heartsick on the open sea,
fighting to save his life and bring his comrades home.
But he could not save them from disaster, hard as he strove-the recklessness of their own ways destroyed them all,
the blind fools, they devoured the cattle of the Sun
and the Sungod blotted out the day of their return.
Launch out on his story, Muse, daughter of Zeus,
start from where you will--sing for our time too.
By now, all the survivors, all who avoided headlong death
were safe at home, escaped the wars and waves. But one
man alone . . .
his heart set on his wife and his return--Calypso,
the bewitching nymph, the lustrous goddess, held him back,
deep in her arching caverns, craving him for a husband.
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Poems -Homer
You have successfully completed this
section.
Thank you for participating in this
learning session and remember never
stop engaging in learning situations
This project has been funded with support from the European Commission. This [publication]
communication reflects the views only of the author, and the Commission cannot be held
responsible for any use which may be made of the information contained therein.
Communication in Mother tongue
Thank YOU