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Published by nurulfadrullina, 2023-05-12 21:43:31

Course DOCUMENT PROCESSING II

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Course DOCUMENT PROCESSING II

DOCUMENT PROCESSING II OBM 172 MANUAL NOVEMBER 2, 2021 NURUL FADRULLINA BINTI ABD JALIL 011-2150 6194 | FADRULLINA @EASTWEST.EDU.MY

TABLE OF CONTENTS Chapter 1 BUSINESS LETTER Introductions Steps-By-Steps Guides Producing Business Letter Business Letter Samples Sample of Question Rubrics for Business Letter p.p. 2 – 18 Chapter 2 BUSSINESS REPORT Introductions Formats of Business Letter Business Report Samples Sample of Question Rubrics for Business Report p.p. 19 – 35 Chapter 3 ITINERARY Introductions Formats of Itinerary Itinerary Samples Sample of Question Rubrics for Itinerary p.p. 36 - 42 Chapter 4 NOTICE OF MEETINGS & AGENDA Introductions Formats of Notice of Meeting & Agenda Step-By-Step Guide Notice of Meeting and Agenda Sample Sample of Question Rubrics for Notice of Meetings & Agenda p.p. 43 - 49 Chapter 5 MINUTES OF MEETING Introductions Sample of Minutes of Meeting Sample of Question Rubrics for Minutes of Meeting p.p. 50 - 62

© Hak Milik East West International College OBM172|2021 2 Chapter 1 – Business Letter 1.0) INTRODUCTION A business letter is a letter from one company to another, or such organizations and their customers, clients, or other external parties. The overall style of letter depends on the relationship between the parties concerned. The purpose of Business Letter includes: • Invitation Letter • Appreciation Letter • Sales and Marketing Letter • Order Letter • Complain Letter • Application of Open Vacancy BEFORE you start typing a Business Letter, please bear in mind to setting up your margin as below: At the end of this topic, you should be able to: 1. Copy document at the speed of 30 wpm in Bahasa Malaysia and 35 wpm in English with 4% errors allowed. 2. Apply the correct format for different types of Business letters. 3. Use word processing software to produce mailable business letters from printed and manuscript form in English and Bahasa Malaysia with printer’s correction symbols. LEARNING OUTCOMES

© Hak Milik East West International College OBM172|2021 3 1.1) STEP-BY-STEPS TO PRODUCE A BUSINESS LETTER a) Letter Head: • In the top margin = 2” area. • It consists of the company name, contact number, fax number, logo, and email address. • Example: b) Reference Line: Our Reference: / Rujukan Kami: • Use for easy reference and filing purpose. • It contains specific numbers or letters that represent specific codes and meaning. • Bear in mind to tab once or twice after (:) sign. • Example: Your Reference: / Rujukan Tuan: (if available) Example for Reference Line:

© Hak Milik East West International College OBM172|2021 4 c) Date: i. Date is compulsory for each of letter because it indicates the date of issuing letter. ii. Use the current date when you type the letter. iii. Locate the date at 3” ruler after “Rujukan Kami:” iv. Be careful when you type the month. Aware, differentiate and ensure the MONTH is spelt correctly in Bahasa Malaysia or English. v. Format in writing the date of letter: • Bahasa Melayu = 25 Mac 2015 • Bahasa Inggeris = 25 March 2015 Example of Date : d) Mailing Notation: • This indicates the way mail is being handled. • It is typed in CAPITAL LETTERS and placed after the date. • 3 types of mailing notations are: URGENT / CONFIDENTIAL / REGISTERED or SEGERA / BERDAFTAR / SULIT • Example of Mailing Notation in a business letter: e) Inside Address: o It consists of the receiver’s name, job position, department, company’s name and address.

© Hak Milik East West International College OBM172|2021 5 o It is type in single spacing (SS) without COMMA at the end of each line. o Example: f) Salutation: ➢ It is the greeting to the receiver. ➢ It could be in: a. open punctuation i. No colon (:) or coma (,) at the end of salutation.

© Hak Milik East West International College OBM172|2021 6 b. mixed punctuation. i. If question given is mixed punctuation, you should put colon (:) at the end of salutation. g) Subject Line: • Identifies the topic of the letter. • It is placed double spacing (DS) after the salutation and in ALL CAPS. • It could be in: ❖ Block Paragraph: Align text left.

© Hak Milik East West International College OBM172|2021 7 ❖ Indented Paragraph: Align text centre. h) Body of the Letter: • This is the main part of the letter. • In this part, you provide information or reasons, requests or reply to someone. • The paragraphs are in SS with a DS between paragraphs.

© Hak Milik East West International College OBM172|2021 9 REMEMBER !!: Don’t justify the paragraph. At least one paragraph in 2nd page i) 2 nd Page Heading: REMEMBER: Date of letter. The format of date should follow as stated in 1st page.

© Hak Milik East West International College OBM172|2021 10 j) Complimentary Close: • A complimentary close is a term use in an email message or business letter. • This shows your respect and appreciation for the person who is considering the request in your letter. • Locate at 3” ruler. ❖ If the question given is MIXED PUNTUATION, you should put comma (,) at the end of closing sentences:

© Hak Milik East West International College OBM172|2021 11 k) Initial Notation / Reference Initial: • This is the operator’s initial / typist initial. • It is typed in lowercase and DS after the writer’s name and job position. • Typist initial refers to the student initial • Represent the first alphabet of student’s name • All small letter • E.g.:

© Hak Milik East West International College OBM172|2021 12 l) Enclosure Notation: • It indicates the material other than the letter itself. • The enclosure notation is typed in DS below the initials. English Enclosure (if there is only one material) Enclosures: Price list Catalogue Bahasa Malaysia Lampiran (sekiranya satu lampiran sahaja) Lampiran: Sebut harga Katalog Example:

© Hak Milik East West International College OBM172|2021 13 m) Copy Notation: • This notation indicates the name of each person whom a duplicate of the letter is being sent. • A copy notation is typed with a small “c” in English and “sk” (salinan kepada) in Bahasa Malaysia, followed by the person’s name and job position. • It is placed DS below the initial or enclosure notation.

1.2) BUSINESS LETTER SAMPLES MODIFIED INDENTED BUSINESS LETTER SAMPLE

1.3) SAMPLE OF QUESTION

© Hak Milik East West International College OBM172|2021 18 1.4) RUBRICS FOR BUSINESS LETTER Full Marks: 30 Marks Accuracy (Deduct 5 marks for each error, maximum of 25 marks or 5 errors) Display (Deduct 1.5 marks for each, maximum of 5 marks or 4 errors. Deduct once only for repeated errors) • Uncorrected error (not following proof-reader’s marks) • Omission/addition of words/figures/symbols/columns/punctuation/letters • Omission of space between words • Spelling error • Omission of page number • Omission of parts of a letter (deduct 5 marks maximum) EXCEPT for body of letter • Omission of page two heading/headings (deduct once only) • Failure to list enclosures (once only) • Failure to list copies (once only) • Omission of punctuation/incorrect punctuation used in references (if errors are repeated deduct once only) • Incomplete heading (deduct once only) • Errors in address deduct maximum of 5 marks • Incorrect punctuation in salutation/complimentary close • Errors in complimentary close deduct maximum of 5 marks a) Wrong placement of parts of letter • Reference line • Date line • Mailing Notation • Address lines • Attention line • Salutation • Subject line • Complimentary close • Name of Company • Name and Designation of Signee • Typist’s Initial • Enclosure Notation • Copy Notation • Second-page Heading b) Wrong letter format (block/modified) c) Incorrect margins d) Incorrect spacing between parts of the letter (once only) e) Incorrect alignment f) Incorrect spacing between paragraphs g) Incorrect display of enumerated items h) Incorrect typist’s initial i) Incorrect font type/size j) Any other errors

Chapter 2 – Business Report 2.0) INTRODUCTION A report is a written form which communicates for specific purpose and for specific target audience. Different organization will have different format in writing the Business Report. In this chapter, you will be learning the basic elements of a report. The four (4) elements are: • Page Number • Body of Report • Heading of Report • List of References or Footnotes Overall, this chapter will introduce you four (4) types of Report as below: • Unbound Report with References (Laporan Tidak Berjilid Dengan Rujukan) • Unbound Report with Footnotes (Laporan Tidak Berjilid Dengan Nota Kaki) • Leftbound Report with References (Laporan Berjilid Kiri Dengan Rujukan) • Leftbound Report with Footnotes (Laporan Berjilid Kiri Dengan Nota Kaki) BEFORE you start typing your Business Report, please bear in mind to setting up the correct format of: i. Margins ii. Spacings iii. Headings iv. Citations At the end of this topic, you should be able to: 1. Copy document at the speed of 30 wpm in Bahasa Malaysia and 35 wpm in English with 4% errors allowed. 2. Apply the correct format for different types of Business Report. 3. Use word processing software to produce mailable Business Report from printed and manuscript form in English and Bahasa Malaysia with printer’s correction symbols. LEARNING OUTCOMES

© Hak Milik East West International College OBM172|2021 20 ➢ If your ruler’s measurement is in centimetres, please change to inches. How to do that?? • Go to ‘File’ • Choose ‘Option’ tab • Click at ‘Advanced’ tab • Scroll down to ‘Display’ section • At ‘Show measurements in units of’ line, choose ‘Inches’ • Then click ‘OK’ 2.1) MARGINS ➢ How to set up Margin? • Go to ‘Home’ tab • Click at ‘Page Layout’ tab, then ‘Page Setup’ icon • Make sure Margins are set to 1” for top, bottom, left, and right. (For UNBOUND (Tidak Berjilid) Report) • Set the Margin to 1.5” for Left Margin and 1” for top. Bottom and right (For LEFTBOUND (Berjilid kiri) Report) • Go to ‘Paper’ tab and choose ‘A4 Paper’ • Click ‘OK’

© Hak Milik East West International College OBM172|2021 21 2.2) SPACINGS ➢ Where to use SS ? • Footnotes and References line only. ➢ Where to use DS? • Between page number and first line of report • Throughout body of the report • Between one reference to another references • Between one footnote to another footnotes ➢ Where to use QS? • Between last line of last paragraph and References/Rujukan • Between References/Rujukan to first list of References/Rujukan ❖ Since most places use DS, then, Spacing needs to be set to DS before starting typing. ❖ In the part that needs to use QS, students only need to press 'Enter' 2 times only because the spacing setting is DS. ss

© Hak Milik East West International College OBM172|2021 27 ➢ FOOTNOTES: ➢ How to write author’s name for FN according to MLA Style? Both lead author and co-author; the name is remain as stated in the question.

© Hak Milik East West International College OBM172|2021 35 2.7) RUBRICS FOR BUSINESS REPORT Full Marks: 25 Marks Accuracy (Deduct 5 marks for each error, maximum of 20 marks or 4 errors) Display (Deduct 1.5 marks for each, maximum of 5 marks or 4 errors. Deduct once only for repeated errors) • Uncorrected error (not following proof-reader’s marks) • Omission/addition of words/figures/symbols/columns/punctuation/letters • Omission of space between words • Spelling error • Omission of page number • References/Footnotes • Side heading/Paragraph heading → Incorrect margins (once) → Incorrect line spacing for: • body • references / footnotes → Incorrect centering of headings → Incorrect position of headings → Incorrect font type/size → Any other errors

© Hak Milik East West International College OBM172|2021 36 Chapter 3 – Itinerary 3.0) INTRODUCTION Itinerary is a travel schedule arranged in chronological order (according to date). Itineraries include departure and arrival times, mode of travel, and accommodations. Itinerary also called as a list of scheduled activities. This Chapter will introduce you the formats of an Itinerary. 3.1) FORMATS OF AN ITINERARY 3.1.1) FORMAT OF MARGIN Margin of an itinerary as below: Top 1” Bottom 1” Left 1” Right 1” 3.1.2) FORMAT OF SPACING ➢ All lines using Single Spacing. ➢ Double Spacing between Paragraph. 3.1.3) FORMAT OF HEADINGS Main Heading The Main Heading alignment is Centre. There are three (3) lines of Main Heading. They are: At the end of this topic, you should be able to: 1. Copy document at the speed of 30 wpm in Bahasa Malaysia and 35 wpm in English with 4% errors allowed. 2. Apply the correct format of an Itinerary. 3. Read the copied document accurately and produce Itinerary with good work habits. LEARNING OUTCOMES

© Hak Milik East West International College OBM172|2021 37 ➢ Title for itinerary – Written in All Capital Letters. (Example : ITINERARY FOR DATO’ RASHIDI BIN RAMLI ) ➢ Date of Travel – Use “-“symbol. (Example: 18 – 23 December 2021) ➢ Destination – Use “,” and “and”. (Example: Kuala Lumpur, Sydney and Melbourne) Example of Main Heading: Side Heading The Side Heading is the details of DATE and DAY which is written in all capital letters in left alignment, underlined with NO full stop. Example of Side Heading (Highlighted in Yellow): :

© Hak Milik East West International College OBM172|2021 38 3.1.4) BODY OF ITINERARY Body of an Itinerary is written in two columns: Time and Description of Activities. Time Time is written in figures with colon (:) symbol with a.m. or p.m. Time column is shown in red box: Description of Activities The description of activities is written as per requested with correct order and all abbreviation should be spell out briefly except for: o Company’s Name (e.g.: Sendora Idaman Sdn. Bhd.) o English Salutation (e.g.: Mr. / Mrs.) o Organization/Club’s Name (e.g.: UiTM Alumni) Egample of Decription of activities shown in red box:

© Hak Milik East West International College OBM172|2021 42 3.4) RUBRICS FOR ITINERARY Full Marks: 25 Marks Accuracy (Deduct 5 marks for each error, maximum of 20 marks or 4 errors) Display (Deduct 1.5 marks for each, maximum of 5 marks or 4 errors. Deduct once only for repeated errors) • Uncorrected error (not following proof-reader’s marks) • Omission/addition of words/figures/symbols/columns/punctuation/letters • Omission of space between words • Spelling error • Side heading/Paragraph heading • Incorrect margins (once) • Incorrect line spacing • Incorrect placement of title • Incorrect placement of headings • Incorrect arrangement of events • Incorrect spacing between columns • Incorrect vertical alignment of column • Incorrect font type/size • Any other errors

© Hak Milik East West International College OBM172|2021 43 Chapter 4 – Notice of Meeting & Agenda 4.0) INTRODUCTION Notice of Meeting is a call of meeting or is an early advice of a meeting. It will be given early of meeting which detailed name of committee, date, place, and also the starting and finishing times. On the other hand, Agenda is a listing of activities or the order of business for a meeting. 4.1) FORMATS OF A NOTICE OF MEETING AND AGENDA ➢ Please bear in mind to set all these elements BEFORE start typing Notice of Meeting and Agenda. Font Arial , 11 Margin All 1” (Top, Bottom, Left, Right) Spacing Single Spacing At the end of this topic, you should be able to: 1. Copy document at the speed of 30 wpm in Bahasa Malaysia and 35 wpm in English with 4% errors allowed. 2. Apply the correct format of Notice of Meeting and Agenda. 3. Read the copied document accurately and produce Notice of Meeting and Agenda with good work habits. LEARNING OUTCOMES

© Hak Milik East West International College OBM172|2021 44 4.2) STEP-BY-STEP TYPING A NOTICE OF MEETING AND AGENDA 4.2.1) Step 1 Type the Main Heading with All Capital Letters and Centre Alignment. Then Double Spacing. Main Heading Example of Main Heading: 4.2.2) Step 2 Type the Secondary Heading in Initial Capital Letters and Centre Alignment. Then Double Spacing. (Depends on question, it might be in two lines or three lines). Secondary Heading Example of Secondary Heading:

© Hak Milik East West International College OBM172|2021 45 4.2.3) Step 3 The detail of the notice includes the Date, Time, and Venue of the meeting will be held. The Details of the Notice should be written from Left alignment and follow the proof-reader’s marks accurately. Spell out all abbreviations. The details are written in single spacing. Double spacing to separating paragraph. Then, Double Spacing (DS). Details of the Notice Example Details of the Notice: 4.2.4) Step 4 Type Complimentary Close; the person who signed the Notice of Meeting. Only the Name and position WITHOUT any salutation (e.g.: Encik/Mr./Puan) hen, Double Spacing (DS). After that, type “AGENDA” IN All Capital Letters and Centred Alignment. Then, Double Space (DS) Complimentary Close Example of Complimentary Close:

© Hak Milik East West International College OBM172|2021 46 4.2.5) Step 5 Last step is to list the agenda in below format: • Numbered Listing • Initial Capital Letters • No Full Stop • Left Alignment • Double Spacing List of Agenda Example of List of Agenda:

© Hak Milik East West International College OBM172|2021 49 4.5) RUBRICS FOR NOTICE OF MEETING AND AGENDA Full Marks: 20 Marks Accuracy (Deduct 5 marks for each error, maximum of 15 marks or 3 errors) Display (Deduct 1.5 marks for each, maximum of 5 marks or 4 errors. Deduct once only for repeated errors) • Uncorrected error (not following proof-reader’s marks) • Omission/addition of words/figures/symbols/columns/punctuation/letters • Omission of space between words • Spelling error • Main heading/secondary heading • Complimentary close • Incorrect margins • Incorrect line spacing • Incorrect placement of title • Incorrect placement of headings (AGENDA – all capital letters and centered) • Incorrect format of notice • Incorrect format of agenda item • Incorrect font type/size • Any other errors

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