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

MEMO

To : All group members
From : Secetary (Mohammad Alif Baharudin bin Hassan
Date : 26 Jan 2011

Title : A meeting of Academic Week

Date : 31 Jan 2011
Time : 8.00 p.m
Venue : Classroom 2046


Agenda : 1) to discuss about task (Academic Week)
2) to discuss about financial
3) to discuss about organization that participate

* Attendance is compulsory.

Thank You.

Planning a Problem - Solving Meeting

Setting an Agenda

An agenda is a list of topics to be covered in a meeting. Agenda is a very important thing in the meeting because agenda such a guidelines to make a meeting running smoothly. A meeting without an agenda will lead to failure because no one aboard knows where it is or where it's head.

Agenda can be prepared by using several question:

• What do we need to do in the meeting to achieve our meeting?
• What conversations will be important to the people who attend?
• What information will need to begin?

Besides that agenda can be search from many sources such as group leader, minutes from the previous meetings, groups members or standing items.

A complete agenda contains this information:

• A list of the attendees.
• The meeting's time and location.
• Necessary background information and brief of each item.

TIME, LENGTH, AND LOCATION

All these details above must be present on an agenda to avoid any problems occurs in the meeting.

More possibilities can be happen if we do not put all these details such as participant will doubt about the time starting or how long the meeting will takes time or where the meeting will be done.

PARTICIPANTS

The overall size of the group is important. It depend to what issues that need to discuss. If the agenda includes one or more problem-solving items is keep the size of participants small so all can participate in the discussion. Make sure to identify on the agenda the people who will be attending. So, you can overlooked who ought to attend, who not attend.

BACKGROUND INFORMATION

Background information sometimes needed in the meeting in order to give participants new detail or to remind them of things they may have forgotten and also provide a description of the meeting's significance.

ITEMS AND GOALS

A good agenda goes beyond just listing topics and describes the goal for the discussion. Most people have at least vague idea of why they are meeting. A clear list of topics and goals will result in better-informed members and more productive, satisfying meetings.

Summary

CONDUCTING THE MEETING

In the beginning of meeting, everyone must have a clear picture of what needs to be accomplish, define how to reach the goal and set the stage for good teamwork. Start the meeting with identify the goals of the meeting by repeating the info listed in the meeting by repeating the info listed in the agenda to help to focus the discussion. Provide the background information by explain the context of meeting to prevent misunderstanding among the group. Outline the contribution that members can make during the meeting. It is necessary to remind the group about time constraints to prevent wasting time.

MEMBERS CAN BE LEADER TOO

Members also can play an important role in making a meeting successful. Members should ask for help at the beginning and before meeting closed. Try to volunteer to be a record keeper or timekeeper. Members also should be tactfully bold and suggest canceling badly planned meeting. Not only for a leader, members should also responsible conducting business. The way of groups in conduct business and make decision in meeting can be approach by using the Parliamentary procedure. this method can be use when a groups' decision will be of interest to an external audience, when haste may obscure critical thinking or when emotions are likely to be strong. Keep order of business by reading of minutes, reports, unfinished and new business.

GETTING CREDIT FOR YOUR IDEA

One method for giving every members' ideas an equal chance to be considered is nominal group technique (NGT). NGT methods is to elaborate for relatively unimportant matters but works well for important issues. Another approach is to give every member turn to speak and use questions. The types of questions are direct, reverse and relay questions.

KEEPING THE DISCUSSION ON TRACK

Always remind the group of time pressure and redirect the discussion by summarize what has been accomplished and mentioning next task. Sometimes, use the relevancy challenges by questioning the idea's relevancy. Promise to deal with good ideas later. Keep asking questions and paraphrase to clarify understanding. After that, enhance the value of members' comment and pay attention to cultural factors.

CONCLUDE THE MEETING

Conclude the meeting on how well they follow up on any decision that have been made and close the meeting. The meeting should be closed when the scheduled closing time has arrived, the group lacks resources to continue, or the agenda has been covered. The discussion leader should give signal when time is almost up, summarize the meeting accomplishment and thank the group. After meeting has been closed, make the following up the meeting. This can be done by build an agenda for the next meeting, follow up on other members, and take care of your assignments.

Minutes of meeting using correct verb tense and format

No	Item	Details	Action to be taken by
3	Confirmation of Minutes (2/2009)	The minutes of the last meeting (2/2009) were noted and approve as true record of the meeting with minor amendments on the numbering. The minutes were then approved as true record by Mr Muzayin Alimon and seconded by Prof. Madya Dr Wan Fuad Wan Hassan.	Secretary
4	Matter Arising 4.1 Representatives from  Electronic Manufacturers 4.2 MS866-Specification for barites used in oil-well drilling & ISO  13500:1998	Prof Madya Dr Luay informed that USM had a compiled list of the manufacturers. Dr Luay will email to secretary this list for onwards actions.  Secretary reported that `ISO 13500:1998 Petroleum & natural gas industries-Drilling fluids materials-Specification & tests` have been forwarded to ISC H on petroleum and Gas. Member will be informed of the ISC H decision as soon as they had their next meeting, which was scheduled on late August/early September	Prof Madya Dr Luay Secretary