CHAPTER
I
INTRODUCTION
Communication is a key to any
endeavor involving more than one person. Communicating through writing is
essential in the modern world and is becoming ever more so as we participate in
what is now commonly called the information age. In fact, written communication
is the most common form of business communication. It is essential for small
business owners and managers to develop effective written communication skills
and to encourage the same in all employees. The information age has altered the
ways in which we communicate and placed an increasing emphasis on written
versus oral communications.
In the field of education, especially in Indonesia, English skill
becomes significantly needed at school and educational
department at any municipals. For example, according to many of International
standardized school, English is playing important part as communication tool at class.
The needs about English skill is not just about speaking, but also reading and
writing. The needs to contact with foreigner becomes more frequently since we
playing part in international relationship and competition. Sending letter,
document, fax and email to school outside this country become something usual now. The
internet helps us a lot in correspondent nowadays, and adds something new and
valuable to be learned more by students or practices.
CHAPTER
II
DISCUSSION
A. THE
NATURE OF WRITTEN COMMUNICATION AND ENGLISH CORRESPONDENCE
1. Definition
of Written Communication
Communication is
a learned skill. However, while most people are born with the physical ability
to talk, not all can communicate well unless they make special efforts to
develop and refine this skill further. Very often, we take the ease with which we
communicate with each other for granted, so much so that we sometimes forget
how complex the communication process actually is.
Written
communication is the development and expression of ideas in writing. Written
communication involves learning to work in many genres and styles. It can involve working
with many different writing technologies, and mixing texts, data, and images. Written
communication abilities develop through iterative experiences across the
curriculum.
Written
communication is the sharing and exchanging of written symbols between individuals or
groups. It is also the
presentation of ideas in a coherent manner in written form. Written
communication can take place via:
• Letters;
• Faxes;
• Email;
• Reports;
• Memos; and
•
Advertisements.
2. Why Written Communication?
Writing means
that information can be stored and transferred from individual to
individual and group to group without relying on memory. Through the
written word, records can exist independently of the writer.
The written
document helps you to keep abreast of development in whatever project
you are involved in as it provides an avenue not only for the sharing of ideas
or opinions, but also for the presenting and defending of viewpoints.
Written
communication serve as a form of acknowledgement 􀄃 proof that something
has been done in case verification is needed later. Sometimes,
documenting work helps to clarify thoughts and thinking processes as it allows you
to mull over things slowly, at your own pace.
The reason why
it must be documented because Any idea,
logic, argument or phraseology derived from an outside source must be documented. In
academic writing, you must give credit for all borrowed materials, for
example, quotations, references, information from primary and secondary sources, facts,
data, statistics, opinions, ideas and interpretations which you have gathered from
your reading and research.
Such material
must be acknowledged and cited, irrespective of whether you have paraphrased,
summarized or quoted directly. The only exception is what is loosely termed
„general knowledge‰ or „common knowledge‰, which is information or
ideas generally known and accepted by everyone, including the writer and the
audience.
3. The
Writting Process
Successful
written communication requires careful thought and planning. It should contain
comprehensive information about a specific subject and yet be clear, correct
and easy to read. A well-written piece of work requires you to pay
attention to the following three stages in the writing process:
• Planning;
• Writing; and
• Editing.
(a)
Planning
To write a good
report, you need to plan what you want to say. After you have decided on what
you want to say, list down all the points and arrange them in a
logical and suitable sequence. This approach will ensure the clarity of your
message and help you to avoid omitting relevant details.
(b)
Writing
The writing
stage requires careful planning. It includes a pre-writing stage where you gather
all the information necessary to ensure that there is substance to
your writing. Start writing in simple and plain English and move from
something concrete to something more abstract and expressive.
In order to
improve your writing skills, you need to practice writing in the target language
every day until you are able to express yourself clearly and meet the needs
of your reader. Once you start writing, the words, sentences,
paragraphs and lay-outs become writing tools which you can use to convey your
message concisely, courteously, and confidently.
Sebranek, Meyer
and Kemper (1996) summed it up in a nutshell when they say that writing
is like „...basketball and juggling, (it) is not a God-given mysterious
talent given only to a chosen few but, rather, a skill that gets better with
practice, practice that involves increased challenges and, therefore, risk.
Adopt a plain,
straightforward style when writing as this makes your work easy to
understand and reduces the chances of misunderstanding arising from ambiguity.
(c)
Editing
The third stage
in the writing process is editing. It is crucial to check for grammatical
errors and ensure that there is smooth language flow. The longer the
report, the more editing is usually required. It can be useful to get someone else
to read through the written piece for you.
4. The
Advantages and Disadvantages of Written Communication
One advantage to using written forms of communication is that written
messages do not have to be delivered on the spur of the moment; instead, they
can be edited and revised several times before they are sent so that the
content can be shaped to maximum effect. Another advantage is that written
communication provides a permanent record of the messages and can be saved for
later study. Since they are permanent, written forms of communication also enable
recipients to take more time in reviewing the message and providing appropriate
feedback. For these reasons, written forms of communication are often
considered more appropriate for complex business messages that include
important facts and figures. Other benefits commonly associated with good
writing skills include increased customer/client satisfaction; improved
inter-organizational efficiency; and enhanced image in the community and
industry.
There are also several potential pitfalls associated with written
communication, however. For instance, unlike oral communication, wherein
impressions and reactions are exchanged instantaneously, the sender of written
communication does not generally receive immediate feedback to his or her
message. This can be a source of frustration and uncertainty in business
situations in which a swift response is desired. In addition, written messages
often take more time to compose, both because of their information-packed
nature and the difficulty that many individuals have in composing such
correspondence. Many companies, however, have taken a proactive stance in
addressing the latter issue. Mindful of the large number of workers who
struggle with their writing abilities, some firms have begun to offer on-site
writing courses or enrolled employees in business writing workshops offered by
professional training organizations, colleges, and community education
programs.
5. Definition
of English Correspondence
Correspondence is any written or
digital communication exchange by two or more people/parties. Correspondence my
come in the form of letters, emails, text messages, voicemails, notes, or
postcards. Correspondences are important for most business because they serve
as a paper trail of events from point A to point B. “ the law firm required all
employees to archive their correspondences so
that they could be retrieved as a reference point for pending case.
According to Cambridge Dictionary
is letters,
especially official or business letters. It means that a business operations
needs letter to cooperate with other company.
6. The
Importance of English Correspondence
Now-a-days business/operations are not restricted to any
locality, state or nation. Today
production takes place in one area but consumption takes place everywhere. Since
the businessmen as well as customers live in far off places they don’t have
sufficient time to contact each other personally. Thus, there arises the need
for writing letters. In the past the situation was not so. Business letters
were not essential in olden days. But now the importance of letters has
increased because of vast expansion of business, increase in demand as well as
supply of goods. Let us learn about the
importance of business letters.
a.
Help in
maintaining proper relationship
Now-a-days business activities are not confined to any one area
or locality. The businessmen as well as customers are scattered throughout the
country. Thus, there is a need to maintain proper relationship among them by
using appropriate means of communication. Here business letters play an
important role. The customers can write letters to the businessman seeking
information about products and businessmen also supply various information to
customers. This helps them to carry on business on national and international basis.
b.
Inexpensive and convenient mode
Though there are other modes of communication like telephone,
telex, fax, etc. but business information can be provided and obtained
economically and conveniently through letters.
c.
Create and maintain goodwill
Sometimes business
letters are written to create and enhance goodwill. Businessmen at times send letters to enquire
about complaints and suggestions of their customers. They also send letters to inform the
customers about the availability of a new product, clearance sale etc. All this results in cordial relations with
the customers, which enhances the goodwill of the business.
d.
Serves as
evidence
We cannot expect a
trader to memorise all facts and figures in a conversation that normally takes
place among businessmen. Through
letters, he can keep a record of all facts. Thus, letters can serve as evidence
in case of dispute between two parties.
e.
Help in
expansion of business
Business requires information regarding competing products,
prevailing prices, promotion, market activities, etc. If the trader has to run from place to place
to get information, he will end up doing nothing. It will simply result in loss of time. But
through business letters, he can make all enquiries about the products and the
markets. He can also receive orders from different
countries and, thus enhance sales.
7.
Types
of English Correspondence
Correspondence consists of memos, letters, and
electronic mail.
a. Memos
Typically,
you write memos to people within your place of work, and you write letters to
people outside your place of work. One major difference between memos and
letters is the title line found in memos. Because readers often decide whether
to read the memo solely on the basis of this title line, the line is important.
Another difference between letters and memos is that you sometimes write memos
that serve as short reports.
b. Letters
Formats
for letters vary from company to company. For instance, some formats call for
paragraph indents; others don't. Included in this section is a sample format
for letters. Also included in this section is a sample thank-you
letter written by someone after a job interview. In this letter, notice how
the writer gets to the point in the first sentence of the first paragraph.
Notice also the simple and straightforward salutation ("Sincerely").
As with a memo, people who are mentioned or directly affected by the letter
should receive a copy.
c. E-mail
Electronic
mail is a less formal version of memos and letters. Electronic mail is
relatively new and is changing in terms of sophistication in format and
expectation by audience. The principal advantages of electronic mail over other
types of correspondence are its speed and ease of use. For instance, in
minutes, you can send out information to many recipients around the world.
Included in this section is a sample e-mail
format.
CHAPTER III
CONCLUTION
Written communication is the sharing
and exchanging of written symbols between individuals or groups. It is also the
presentation of ideas in a coherent manner in written form. Written
communication can take place via:
• Letters;
• Faxes;
• Email;
• Reports;
• Memos; and
•
Advertisements.
Correspondence is any written or digital
communication exchange by two or more people/parties. Correspondence my come in
the form of letters, emails, text messages, voicemails, notes, or postcards.
Correspondences are important for most business because they serve as a paper
trail of events from point A to point B. “ the law firm required all employees
to archive their correspondences so that
they could be retrieved as a reference point for pending case. According to
Cambridge Dictionary is letters, especially official or business letters. It means
that a business operations needs letter to cooperate with other company.
