16 March 2011 (UNIKL OPEN DAY by GROUP 5)

HOW TO WRITE THE EMAIL

PROBLEMS IDENTIFIED

1. Using short form

2. Notation

3. Capital letter

4. Vocabulary

5. Spelling

6. Personal problem

7. Jokes

STEPS TO SOLVE THE PROBLEM

1. Write the proper sentence

2. Rewrite the email

REFLECTION

1. Gain knowledge how to write email in proper way

2. Improvise language (grammar, vocabulary)

3. Know the guidelines to write an email

4. Distinguish between formal and informal situation

5. Show respect

RESOURCES

1. Internet

• http://www.askmen.com/money/how_to/1_how_to.html
• http://www2.elc.polyu.edu.hk/CILL/eiw/e-mail.htm 
• http://jerz.setonhill.edu/writing/etext/e-mail.htm

PROPER WAY TO WRITE AN EMAIL

Subject: Hello.

Hi Mr. Jack,

My name is Jaana and I am from Finland. I bet you don’t have students from here before. That’s probably because we are so amazing at languages, that we don’t need any extra help except me. I need all the help I can get. For your information the problem really started when I was in primary school and my parents who had been arguing non-stop since I was a little baby. They got divorce and decided that I should be adopted as they couldn’t decide who should have custody on me. If had been in their situation, I think I probably wouldn’t have known either. Anyway, this was all a bit traumatic, so all my school subject suffered, especially English. It only jokes. I am actually quite a good student and you better keep it as secret. By the way, are you doing courses for university students? How many lessons per week? Is there any extra stuff after class? So, can I meet some cool people and how about trips? Give me all the information you can, sir.

From,

Jaana a.k.a Jakki

LETTER AND TENTATIVE PROGRAM

University Kuala Lumpur IPROM,

SENDER’S ADDRESS

Taman Shamelin Perkasa,

Email: roy_ichigo@yahoo.com.my

Phone No: 017-5968580

RECIPIENT’S ADDRESS

Institute Kemahiran Mara Kuala Lumpur,
Jalan Belangkas Kg. Pandan,
55100, Kuala Lumpur.

Tel: 03-928444455/03-92844535

Fax:

TITLE OF PROJECT & OBJECTIVE

REF: PROMOTING UniKL IPROM

Dear Sir/Madam,

We are proud to invite your student to attend our Academia Week which will be held on 14^th March-18^th March 2011.

There will be a variety of interesting programmes for visiting students to know our institute better. The main objective of the programmes is to provide students with information about UniKL IPROM. Another objective is to establish networking among higher education institutions expecially between UniKL IPROM and your institute. Besides that, students from your institute can exchange ideas with UniKL IPROM students.

There will also be a campus tour, other special event will be held on 16^th of March. Please refer to attachment.

We look forward receiving your positive feedback by 3^rd March 2011 using the email address or phone number state above. Thank you for your attention and consideration.

YOUR SINCERELY

Yours sincerely,

Nor Mohd Zulfaqar Bin Baharudin

Tentative program

DATE	TENTATIVE PROGRAM
9.00 am – 9.30 am	Assemble, short briefing, Doa (Ustaz Sanusi)
9.30 am – 10.30 am	Unikl Iprom courses offered lecture from Prof. Dr. Mohd Razif Bin Idris
10.30 am – 11.30 pm	Workshop visit, other booth event, lab visit
11.30 pm – 12.30 pm	Lunch
12.30 pm – 1.00 pm	Souvenir given, End of programme.

INDENTED LETTER

The indented/semi-block style of business letters is very similar to the modified block and Dixie would suggest you follow the link above if you haven't been to the page about modified block business letter yet. The only difference between the two is that the semi-block letter's paragraphs are indented one tab stop.

FORMAT OF FORMAL LETTER

Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

There some details that we must put in the formal letter:

Addresses:

1) Your Address

The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to

The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Salutation or greeting:

1) Dear Sir or Madam,

If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.

2) Dear Mr Jenkins,

If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.

Ending a letter:

1) Yours faithfully

If you do not know the name of the person, end the letter this way.

2) Yours sincerely

If you know the name of the person, end the letter this way.

3) Your signature

Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.

Content of a Formal Letter

First paragraph

The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much.

Last Paragraph

The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc. 

This is an example of formal letter. 

~ Effective Meeting ~

Types of meeting

1. Information sharing

2. Problem solving

3. Ritual activities

Information sharing meetings

To exchange the information in organization need a good medium to practice. When the organization become larger or the job that require to continuously duty like a shift, a meeting is necessarily to be conduct. It becomes more important to have at least a short briefing when the job or task is involves with observing, researching and monitoring jobs. So everyone will know what has been happening recently and the information will circulated effectively.

Problem Solving or decision making meetings

To solve a problems or make some decision in an organization need an ideas and review of each members. The better solution is when each member in the organization or company can sit together and take a part to give an idea on how to solve the problems. 10 head is better than 1 head! Because problem solving and decision making are the most challenging part of group activities.

Format Formal Letter