English FAL Level 3 Module 5 hlayiso.com

English: First Additional Language NQF 3 Downloaded from hlayiso.com English FAL NQF Level 3

Office correspondence Module 5 Downloaded from hlayiso.com English FAL NQF Level 3

Overview • Topic sentences and paragraphs • Stages of the writing process • Connectors • Telephone calls and telephone messages • Office correspondence • Emails • Faxes • The memorandum (memo) Downloaded from hlayiso.com English FAL NQF Level 3

The writing process Use the ideas from your pre-writing and planning for Proofread your draft, so a first draft. Use an that you can identify and introduction, paragraphs correct any remaining with different ideas and a errors. conclusion. Planning Editing A note Drafting Proofreading & presenting Check for logical ideas; correct Use each of these Brainstorm ideas for the format and structure; stages for any text. Organise your ideas so appropriate vocabulary and writing that you that they are structured in language; grammatically correct do. Do not skip a logical order. sentences; correct use of any out! spelling and punctuation. Downloaded from hlayiso.com English FAL NQF Level 3

Topic sentences Supporting Ideas Main Idea Topic Sentence • These main ideas in each paragraph are called the topic sentences. • The other sentences add to what the topic sentence says, and are known as supporting sentences. • Topic sentences can come at the beginning of a paragraph, in the middle, or at the end. • A good topic sentence will allow the reader to understand quickly what your text is about. Downloaded from hlayiso.com English FAL NQF Level 3

Paragraphs and connectors Paragraph 1 New line Paragraph 2 New line Paragraph 3 New line Paragraph 4 New line Paragraph 5 Each new paragraph begins on a new line and contains various types of sentences of different lengths. Downloaded from hlayiso.com English FAL NQF Level 3

Paragraphs and connectors Paragraph 1 Idea 1 Paragraph 2 Idea 2 Paragraph 3 Idea 3 Paragraph 4 Idea 4 Paragraph 5 Idea 5 In a piece of writing, each new idea is written in a new paragraph. Downloaded from hlayiso.com English FAL NQF Level 3

Paragraphs and connectors Introduction Paragraph 1 Paragraph 2 Paragraph 3 Paragraph 4 Paragraph Conclusion5 Texts usually have a paragraph as an introduction, a number of paragraphs that develop the content, and a paragraph as a conclusion. Downloaded from hlayiso.com English FAL NQF Level 3

Paragraphs and connectors Introduction Paragraph 1 Paragraph 2 However, students take Paragraph 3 a gap year In addition to this, Paragraph 4 experts suggest… Finally, from the above we can Paragraph Conclusion5 conclude… To ensure that a piece of writing flows in a smooth, interesting and logical way, writers use connectors to link paragraphs to each other. Downloaded from hlayiso.com English FAL NQF Level 3

Paragraphs and connectors Introduction Paragraph 1 Paragraph 2 However, students take Paragraph 3 a gap year In addition to this, Paragraph 4 experts suggest… Finally, from the above we can Paragraph Conclusion5 conclude… Connectors ensure that all the paragraphs create a coherent whole. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.1 Module 5 Test your knowledge of this section by completing Learning activity 5.1 on page 77 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.2 Module 5 Test your knowledge of this section by completing Learning activity 5.2 on page 78 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.3 Module 5 Test your knowledge of this section by completing Learning activity 5.3 on page 79 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Telephone calls and telephone messages Polite Clear communication Listen Speak Positive image Downloaded from hlayiso.com English FAL NQF Level 3

Tips for role playing Language Tip • Know what you are expected to do – read the instructions carefully. • Prepare well with your partner/s. • Be ready to adlib during the role play if something goes wrong. Downloaded from hlayiso.com English FAL NQF Level 3

Hints for taking telephone messages Downloaded from hlayiso.com English FAL NQF Level 3

Hints for taking telephone messages When answering a call, Be sure that you have the greet the caller and say caller’s contact details so that your name (or the name of he or she can be contacted the company) clearly. again in the future. Sometimes the caller will Pay attention to the give you his or her name, register that you use, and but if they do not, ask for it. to the tone of the caller, Jot it down on a piece of Always have pen and paper and to your tone as you paper so that you can use it near the telephone so that respond. Stay polite and during the call. you can jot down important pleasant. numbers, names or facts and figures from the telephone call. Ask the caller to spell words you are unsure of, or to repeat any information that you may have missed. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.4 Module 5 Test your knowledge of this section by completing Learning activity 5.4 on page 80 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.5 Module 5 Test your knowledge of this section by completing Learning activity 5.5 on page 81 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Emails • Emails are a standard form of communication in business. They: o have replaced letters to a large extent. o can be sent to anywhere in the world. o are a quick, cheap method of communication. o can include graphics, sound and colour. o can be sent to many people simultaneously. Downloaded from hlayiso.com English FAL NQF Level 3

Problems with emails • Error in the address will prevent sending • Spam or unwanted advertising • Viruses can be sent via email • Emails can always be traced Downloaded from hlayiso.com English FAL NQF Level 3

Tips for writing and sending good emails Be careful of sending emails to the wrong recipients. Emails must have appropriate greetings, and must be concluded Use Carbon Copy (CC) and Blind with a phrase such as Regards and Copy (BC) when you want to copy your name. other recipients on an email. After your name in a business Never just press Send. Always re-read email, you will include your what you have said. Check that you have contact details. attached any attachments that you intended to, and that the attachment opens correctly before you send the email. The sender’s name will show up as a Signature if that has been set up. It will contain your name and your The choice of register of this title, if it is a business email, and communication will depend on your contact details. the purpose and audience of the email. Formal register will be used if the email is business related, and colloquial to informal register Always fill in the subject line for personal emails. meaningfully. It will help that email to be located in the future. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.6 Module 5 Test your knowledge of this section by completing Learning activity 5.6 on page 84 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Email etiquette: Do’s Keep emails brief and to the point. Respond to emails – even with a Thank you to let the sender know you have received them. Include subject lines. This can help you find emails in the future. Keep subject lines brief and accurate, and keep to one subject per email. Keep your emails virus free. Downloaded from hlayiso.com English FAL NQF Level 3

Email etiquette: Do’s Ask recipient’s permission before clogging up their inboxes with huge attachments. Compress files where you can. Use plain text in emails. Sometimes fancy text cannot be seen properly on the recipient’s computer. Resize graphic material before attaching. Downloaded from hlayiso.com English FAL NQF Level 3

Email etiquette: Don’ts Do not Reply all or Forward indiscriminately. Do this only if you mean to, and make sure that the email content is appropriate for all the recipients. Don’t Forward hoaxes, chain letters and spam. Using all capitals in an email is the same as shouting at someone. Don’t do this. Don’t open or forward emails if you do not know the source. You could be the one who spreads a virus. Downloaded from hlayiso.com English FAL NQF Level 3

Email etiquette: Don’s Avoid multiple exclamation and question marks. Don’t use emoticons/emojis in a business email. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.7 Module 5 Test your knowledge of this section by completing Learning activity 5.7 on page 85 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Faxes Definition A fax is a document that is sent via a telephone network. • Faxes are used to send copies of official documents and confirm payments made. • Most organisations use a cover sheet to accompany the document to be faxed. • A fax cover sheet contains information about documents being sent, the company’s details and a message. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.8 Module 5 Test your knowledge of this section by completing Learning activity 5.8 on page 89 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

The memorandum (memo) Definition A memo is used to convey information, or make suggestions or proposals. • Memos are used for internal communication in the workplace. • The length of a memo varies. Some companies have memo templates that the writer fills in. • They are written objectively, to communicate with subordinates or colleagues in the workplace. • They can be signed or display the name of the person writing it. • They should not be informal, but the writer can use a personal tone. Downloaded from hlayiso.com English FAL NQF Level 3

Learning activity 5.9 Module 5 Test your knowledge of this section by completing Learning activity 5.9 on page 90 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

Summary of Module 5 Downloaded from hlayiso.com English FAL NQF Level 3

Formative assessment Module 5 Test your knowledge of Module 5 by completing the Formative assessment on page 92 of your Student’s Book. Downloaded from hlayiso.com English FAL NQF Level 3

VIDEO: Office correspondence Downloaded from hlayiso.com English FAL NQF Level 3

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