Communication in Mother tongue

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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

Lesson 2

• Written Communication

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• Steps for successful written communication– Formulate ideas – Put ideas into written code– Message transmitted to receiver

Communicate in Written form

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• 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?

Communicate in Written form

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• Be clear and polite. Always watch out for the style you are using:

Your writing style

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 …”

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• 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.

Active and Passive Voice.

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Active Voice vs Passive Voice

Zedcom is building New laboratories are new laboratories. Being built by Zedcom

Zedcom is launching Three new promotions three new promotions in April. are being launched

by Zedcom in April.

Zedcom is developing Social assistance a social assistance program programs are being for those on a low income. developed by Zedcom for

those on a low income.

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Assertive Less Assertive

The clinic cannot tell you your result

because you have not paid lastmonth’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 bedismissed 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.

Passive Voice: examples of assetiveness

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• The following words should be avoided in written communication, as they indicate discrimination, they can insulting:

• Black Colored• Low-income families Poor families• Special needs Retarded • Sensory impaired Deaf or blind• Partner Boyfriend/girlfriend

Avoid Discrimination

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• Curriculum Vitae• Cover Letters• Thank you fax• Customer complaints fax

Different types of texts

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• 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

Curriculum Vitae

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• 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

Curriculum Vitae

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• 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 lifeTake a few moments to write a CV based on your qualifications, hobbies etc. Follow the steps.

Curriculum Vitae

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CV- example: Marie ThomasHome Address:

Telephone: Mobile: Email:

Nationality: Work Eligibility:

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

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CV- example: Marie Thomas-continued

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

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Use EUROPASShttp://europass.cedefop.europa.eu/europass/home/vernav/Europass+Documents/Europass+CV.csp

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Visit EUROPASS

http://europass.cedefop.europa.eu/europass/home/hornav/Introduction.csp

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– 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

Cover Letter

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Cover Letter-example

27th May 2010

Mrs xxxx

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)

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Cover Letter-continueI am particularly interested in working with clients towards solutions to their marketing needs.

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

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Thank you fax-sample

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)

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• Use letter headed paper showing home/business address and phone number

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.

Customer complaint

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• 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. loosely-connected

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.

Features of written language

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• Literary texts: – 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)

Literary and non literary textFairy tale: http://www.youtube.com/watch?v=hebtX_RMdFw

Myths: http://myths.e2bn.org/mythsandlegends/story1598-daedalus-and-icarus.html

Poems: http://www.optimisticrealism.com/assets/images/copywriting_poetry_01.jpg

Theater: http://www.3axes-lb.com/admin/project/files/Dsc00001.jpg

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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.

Poems -Homer

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