- A proposed Title
The title that is proposed is An Analysis of The Use of English in Business Letters at the NISCONI Oil and Gas Company.
- Topic
The final project has a topic about an analysis of business letters case study at the NISCONI Oil and Gas Company. Moreover, it will use the theories of business writing, business communication, and grammar.
- Problem identification
The final project will be done based on the problem identifications. Due to the presence of grammatical errors, spelling errors, and also the use of word errors in the business letters in some companies including PT Dirgantara Indonesia where I had an internship, I would like to know whether in other companies especially in oil and gas company has the same problems. In addition, I am as an English student who is also learning Business concerned about that case, I am going to analyze the business letters in a company from those aspects. However, I am going to analyze the business letters that are used in oil and gas company because I am going to fill in the gap what materials that have not been analyzed in the previous projects about business letters or business English writing.
My analysis will be useful for other people because this analysis will make people, especially employees, aware about the importance of written communication in the business letters in a company, so they will have no mistakes in order to avoid the misunderstanding in a written communication. Moreover, this analysis will be useful for the students to make them aware about the business writing that becomes the most important thing in communicating between two companies just in case they are going to work in a company, and they are going to handle that kind of business letter writing.
- Aims
The final project of analysis has several aims. They are:
a. to identify what kind of business letters that are used in oil and gas company
b. to analyze what errors that are often made there
c. to identify what improvement that can be used to minimize the mistakes
- Research questions
The final project is done based on several research questions. They are:
a. what kind of business letters are used in oil and gas company?
b. what errors are often made there?
c. what improvement can be used to minimize the mistakes?
- Significance of study
The final project will contribute several values. They are:
a. Theoretical values
The final project will contribute the theoretical values that have been learnt in English Department Politeknik Negeri Bandung especially about business writing, business communication, and grammar.
b. Practical value
The final project will contribute the practical values for me as the researcher to practice the theories that have been learnt in the class which are about the business writing, business communication, and grammar into the real one in the workplace. Also, this research will contribute the practical value for the company whom the letters are going to be analyzed, so they can get the new opinion of how to improve their business letters.
- Background
The needs of business letters in the work place become an important part of human life to get a better job for a better living. The language use in the business letters is the most important part that people should be concerned about. The more formal and effective the language use of the letters is, the more respectful people are to the writer of the letters. Accordingly, Feathers (n.d.) suggest that the business letters should be checked in its use of words because there are some words that are often mistakenly interchanged, such as “affect” and “effect”. Therefore, the language use in the letters should include the grammar, the spelling, the expression, and also the use of words.
As I have said before in the problem identification that due to the presence of grammatical errors, spelling errors, and also the use of word errors in the business letters in some companies including PT Dirgantara Indonesia where I had an internship, and I am as an English student who is also learning Business concerned about that case, I am going to analyze the business letters in a company from those aspects. Therefore, my analysis will contribute to the knowledge of business letters that I have not learnt in college and also my analysis will give benefits to the company whom the business letters I am going to analyze to be better in making a business through business letters.
- Literature review
As I have said in the background that the needs of business letters in the work place become an important part of human life to get better jobs for a better living. The language use in the business letters is the most important part that people should be concerned about. The more formal and effective the language use of the business letters is, the more respectful people are to the writer of the letters. Accordingly, Feathers (n.d.) suggested that the business letters should be checked in its use of words because there are some words that are often mistakenly interchanged, such as “affect” and “effect”. Therefore, my project of analysis of business letters that is about the language use in the letters should include the grammar, the spelling, the expression, and also the use of words. I am going to analyze the business letters in oil and gas company based on those aspects. In addition, this literature review helps me to find the gaps from the previous projects and also to find the weaknesses in order to fill in the gaps and the strenghts in order to keep them as the references for my final project.
The wider technology nowadays seems to give humans lots of simplicities in getting a better living. This reflects also to the use of website that provides the needs of business letters. According to 4hb.com website, it provides about 600 samples of letters with different topics and situations. Unfortunately, this website does not give any descriptions for its each kind of letters. It just provides the samples. The language use in letters from the website is clearly defined. Also, the way every letter in the website expresses the situation is various. For example for a condolence letter, this website provides many kind of condolence letters, such as a condolence letter of lost the home, or lose of the family member.
Although this source is the same as the previous source which is from the Internet, it is an article, not from a full website. In an article titled “How to write effective business letters”, Wood (n.d.) tells about the expression of statement that should be used in the business letters and its expressions, such as avoidance of the negative statement use and suggestion of using a refreshing statement. Moreover, Feathers (n.d.) in his article titled “Writing business letters” discusses what way we should prepare for and finish with the business letters. For instance, he gives some suggestions how to recognize the mistakes in the business letters by leaving it then re-reading it after one or two hours. Unlike those two articles, Sundblad (n.d.) in her article titled “Business letter style” discusses the steps in every part of business letters, and she explains it literally. Those articles have its strengths and weaknesses from its focus, however those articles support each other to make a good combination in completing the full-theories of preparation for people before they start to make a business letter.
Different from the letters and materials that the website provides, Shirley Taylor (2005)’s book titled Model business letters, e-mail, and other business documents gives a complete description in every kind of letters. The language that the writer uses in the letter is so tidy and clear. It defines the understandable text of description including the sample of time when people should write the kind of the letter. Also, the book includes the vivid steps of how people should write business letters.
Based on what I got in the classroom specifically in the business writing, the handout titled “Business writing” is clear enough. Even though it cannot guide the researcher to support the needs of the research, at least this handout can give the enlightenment for me as the researcher to know more about the business letters because the materials in this handout are limited. There are still many kinds of letters that have not learnt in the classroom.
While some of established works of business letters provide clear complete samples and description, a student’s project of Fatimah (2009) discusses one kind of letter. It is about a recommendation letter in one institution. Because it only focuses on one kind of letter, the description is complete, clear and easy to understand. On the other side, another student’s project Hamdi (2009) discusses several kinds of business letters that are available in one department in an aeroplane company. He focuses on the expression in each kind of letter. However, Firdaus (2009), he discusses the business document which is an annual report of one communication-service company, and he focuses on the grammar and tenses that are used in the annual report.
Even though this research focuses on the language, the analysis of English business letters is rare to discuss as the final project for the students who learn English in other university in Indonesia. Also, although student’s project of Hamdi (2009) discusses several kinds of letter that are used in one department in one company, Firdaus (2009) focuses on the tenses that is used in the businss document which is an annual report, and Fatimah (2009) discusses grammatical errors in one kind of business letters, it also seems that these three approaches have to be researched more detail. Moreover, the Taylor’s (2005) book can be a good reference to support the research into more detail. Clearly, there is scope here for a great deal more research that:
· could be based on one company’s problem that should be solved
· could be based on different field of business, besides in aeroplane, communication-service, or institution
· looks specifically at the contexts of the language use. Not only do I analyze the tenses, the grammar, and spelling, but I should also analyze the expression and the use of words as complete as I can
· gives the clear description and explanation about when people should write that kind of letter
· should be based on the length time that is determined. Not only do I analyze several kinds of letter from a company, but I also analyzes the letters that are in and out at the length time that is determined at that time.
· put also some samples of business letters that I make by my self
· should clearly include other definition to support my analysis
· should analyze the specific expression in every kind of business letters and put or compile the specific expression into a book
In short, my final project is going about the analysis of business letters in a company. I am going to analyze the business in PT. NISCONI (Nippon Steel Construction Indonesia) which runs the business in oil and gas industry. I choose different field from the previous projects because in this case I am going to analyze what kind of letters that are usually used in oil and gas industry, and also what errors that are often made in their business letters. I select the specific letters based on the length time that is determined. In my opinion, selecting the letters by its current date is better than selecting specific letters that only have several mistakes because selecting the letters by its current date is continuously updated. Moreover, not only do I analyze the grammar, spelling, and tenses which are like the previous projects, but I will also analyze the expression and the use of words as complete as I can to fill in the gap from the previous projects. Furthermore, the previous projects do not put the specific time and explanation about when people should write every kind of letters, so I will put that explanation into my project in order to fill in the gap and also to make the readers more understand about the letters. In addition, I am going to make some samples of letters whose types are the same with the letters that are used in that company. At the end, if there are still much time, all of the specific business terms that I find in their business letters will be compiled into a handy book in order to make people easy in using the specific word in their business letters.
- Theoretical framework
In my final project, I am going to use the theory of writing in general. This theory is used in writing my final project in order to have a good structure and easy to understand in the texts of my final project.
In addition, there are several theories that I am going to use in my final project for the contents of my analysis. They are going to be about business letters which are about written communication, business writing that focuses on expressions, the use of words, its styles and formats. Moreover, the other theories are grammar, and vocabulary that focuses on the term in business letters.
According to Leslie’s article in the internet, “A business letter has six essential parts: the heading, the inside address, the salutation or greeting, the body of the letter, the complementary close, and the signature. ... Although your goal is to make sure your letter gets your point across, you do not have to bore the reader to death with business gobbledygook” (Wood, n.d.).
Writing business letters is easy if people follow the good steps to write an effective business letter. A business letter has a fixed format because it is determined as a formal letter in the work place generally. The letter format from Leslie (Wood, n.d.) can be guidance for people to start to write a business letter. On the other side, some people think that writing a business letter seems boring because of its formal style, but it would be better if you do not be too stiff. People can give natural nice surprise in your business letter. Furthermore, I am going to use this theory for business writing to analyze the use of language in the business letters related to business writing included the format and style.
Federic C Padilla, the author of “The proper steps to write a business letter” article, states, “... Do not forget to state the purpose of writing the letter in the first sentence of the body. Besides, make sure to state the point clearly” (Padilla, par. 4). Also, according to Donna’s article in the Internet, “..., be sure to proofread and edit the entire letter. A sloppy business letter can make a wrong impression” (Sundblad, par. 14).
In order to make a good communication with the reader, people should be concerned about the written communication that they build in the letter. People have to be wise in choosing the words for their business letter. If people cannot develop their main idea into long sentences, just write a full sentence of their main point. Do not make the reader confused with the long sentences without clear points. Therefore, people should check their letter, at least twice in order to avoid a miscommunication and misunderstanding when the reader reads the letter. Therefore, I am going to use this theory to analyze the use of language related to written communication.
On the other side, the most powerful theory that will help me to analyze the letters is a book titled Model business letters, e-mails, and other business documents by Shirley Taylor (2005). This book discuss everything what I need in analyzing the business letters. This book tells about the overview of written communication, language and tone, routine business documents, and also classified business letters. I will use this book to be guidance in analyzing the business letters and support the result of analysis that I will have.
In addition, one way that is used by the best writers to try to give the readers a clear message and avoid misunderstanding is use the passive voice rarely. The effects of using a passive voice are often making our writing daft, ambiguous, or even impersonal overly. That is why the best writers try to avoid the use of passive voice even though it is sometimes necessary (“Business letters”. Par.7). Also, in business letters, we do not put many ideas into a sentence, and make the tone of the business letters as formal as possible, not in conversational English (Feathers, par. 3).
As the previous theory which is about the use of language, this theory is also helpful to define the analysis about the use of language in communication in the business letters. The use of formal language is the important part to build a good written communication. This theory is going to be used in analyzing the formal language use in the business letters.
Furthermore, for the theory of grammar, the text book of Murphy titled English grammar in use is really helpful to be used to support or to refuse the case in analysing the business letters. This book consists of the grammar included the tenses, modal verbs, propositions. I am going to use this theory when I am analysing the grammatical errors in the business letters.
Moreover, for the writing style of analysis of business letters, I am going to use the descriptive text for explaining the theories, whether to support or to refuse the theories. Furthermore, I am going to use the theory for formal language that consists of how to use formal language in business letters and also the formal-
language to describe, to explain, and to analyze the letters because everything about business is usually related to the formal situation.
- Research methods
As I have mentioned in the literature review, I will select the specific letters based on the length time that is determined. In my opinion, selecting the letters by its current date is better than selecting specific letters that only have several mistakes because selecting the letters by its current date is continuously updated. I am going to analyze the business letters at NISCONI gas and oil Company with the length time about three weeks; it starts from the early March until the three following weeks. Furthermore, the analysis will use the theory about the business writing, business communication, and grammar.
Moreover, not only do I analyze the grammar, spelling, and tenses which are like the previous projects, but I will also analyze the expression and the use of words as complete as I can to fill in the gap from the previous projects. Furthermore, the previous projects do not put the specific time and explanation about when people should write every kind of letters, so I will put that explanation into my project in order to fill in the gap and also to make the readers more understand about the letters. In addition, I am going to make some samples of letters whose types are the same with the letters that are used in that company. At the end, if there are still much time, all of the specific business terms that I find in their business letters will be compiled into a handy book in order to make people easy in using the specific word in their business letters.
- Ethical consideration (Agreement/Permission)
The final project will need the ethical consideration because I am going to analyze the business letters in one company. The ethical considerations that will be needed are the letter of asking permission from English Department and a written approval from the company. Moreover, the company has asked me to send them the letter application, CV (Curiculum Vitae), and the proposal of asking the permission to have an internship.
- Resources
In doing the research, the final project will need any resources. The resources are from several media. The most powerful source that I am going to use is the thory from the book (printed media). Besides, I am going to use the materials from the Internet (Website, Internet articles, Internet journal). Also, I am going to use the previous projects as the references.
- Special consideration
If there is a problem so that I cannot analyze the letters in the first position, I will change the position and ask to be placed in the position where I will have the more general letters of the company. But if it is impossible for me to analyze the business letters in that first company, I will change the company.
- Bibliography
The final project will be used the references from:
Azar, Betty S. (2003). Fundamentals of English Grammar. USA: Longman
Bartholomae, David. (1985). When a Writer Can’t Write: Studies in Writer’s Block and Other Composing-Process Problems. New York: Guilford
“Business English”. (2003). Retrieved November 9, 2010, from http://englishsuccess.com
“Business letters”. (n.d.) Retrieved December 1, 2010, from http://careers.unc.edu/depts/wcweb/handouts/business.html
“English business letters”. (n.d.) Retrieved October 10, 2010, from http://theenglishweb.com/sample-business-letters
Fatimah, Nurul Hayati. 2009. The analysis of recommendation letters at Impact unit in Padjajaran University. Bandung: Politeknik Negeri Bandung
Feathers, Alice. (n.d.). “Writing business letters”. Retrieved November 28, 2010, from http://www.writeexpress.com/writing-business-letters.html
Firdaus, Mochamad Dimas. 2009. The analysis of English usage in the annual report of PT. Telekomunikasi Indonesia, tbk. Bandung: Politeknik Negeri Bandung
“Grammar exchange”. (n.d.). Retrieved November 9, 2010, from http://longman.com/grammarexchange
Hamdi, Abdul Aziz. 2009. The use of English business letters in sales marketing department PT. Dirgantara Indonesia. Bandung: Politeknik Negeri Bandung
“Letter formatting”. (n.d.). Retrieved Ovtober 28, 2010, from http://letterformatting.net/category
Murphy, E. (1995). English grammar in use. England: Cambridge.
“Online business letters”. (n.d.). Retrieved October 10, 2010, from http://www.homebusinessonline.com/resources/elibrary/samples
Padilla, Frederic C. (n.d.) “The proper steps to write a business letter”. Retrieved October 7, 2010, from http://ezinearticles.com/?The-proper-steps-to-write-a-business-letter&id=4928796
“Sample letters”. (n.d). Retrieved October 10, 2010, from http://www.bestsampleletters.com/wacky
“Samples of business letters”. (n.d.) Retrieved October 28, 2010, from http://4hb.com/letters
Sundbald, Donna. (n.d.). “Business letter style”. Retrieved October 7, 2010, from http://business.lovetoknow.com/wiki/Business_Letter_Style
Taylor, Shirley. 2005. Model business letters, e-mail, and other business documents. Jakarta: PT Index
“Template for business letters”. (n.d). Retrieved October 10, 2010, from http://jobsearchtech.com.about.com/od/letters/l/bl_b_letters.htm
Wood, Leslie. (n.d.). “How to write effective business letters”. Retrieved October 7, 2010, from http://www.weeno.com/art/1099/179.html
- Timetable
The process of analysis for the final project will be set based on this proposed schedule.
| DATE | ACTIVITY | RESULT |
| February |
|
|
|
| Make a final project proposal | The proposal is approved |
| March |
|
|
| Week 1 | Do the internship for the final project in a company | Have more than 10 letters |
| Week 2 | Do the internship for the final project in a company | Have about 30 letters |
| Week 3 | Do the internship for the final project in a company | Finish completing the administration of the company |
| Week 4 | Analyze the letters briefly | Analyze all of the letters |
| April |
|
|
| Week 1 | Do the chapter one | Complete the chapter one |
| Week 2 | Do the supervision for the chapter one | Revise the chapter one |
| Week 3 | Do the chapter two | Complete the chapter two |
| Week 4 | Do the supervision for the chapter two | Revise the chapter two |
| May |
|
|
| Week 1 | Do the chapter three | Complete the chapter three |
| Week 2 | Analyze the letters completely | Analyze all letters |
| Week 3 | Make own sample of letters and compile the terms in that business letters | Have own sample of letters for about 10 letters and have a compilation of business terms |
| Week 4 | Do the supervision for the chapter three and the correction for the letters | Revise the chapter three and have corection for the letters |
| June |
|
|
| Week 1 | Do the chapter four | Complete the chapter four |
| Week 2 | Do the supervision for the chapter four | Revise the chapter four |
| Week 3 | Complete all of chapters and the results of the analysis | Complete all of chapters and the results of analysis |
| Week 4 | Do the revision for the whole chapter | Revise the project |
| July |
|
|
| Week 1 | Prepare for the final touching | Complete everything |
| Week 2 (15th) | Prepare for the final touching | Complete everything |
- Budget
The final project will spend money as I estimated it. These are the details:
| No. | Subject | Details | Total |
| 1. | Fee for the cyber cafe (warnet) (±30 hours) | @3.000/hour | Rp. 90.000 |
| 2. | Fee for going to Jakarta (±20 days) | @20.000/day | Rp. 400.000 |
| 3. | Printing (including the revision) (±600 pages) | @500/page | Rp. 300.000 |
| 4. | Making four copies final project | @30.000/book | Rp. 120.000 |
| 5. | Binding (hard cover) four books | @20.000/book | Rp. 80.000 |
| 6. | Stationary | @5.000/peencil |
|
|
|
| @5.000/pen |
|
|
|
| @5.000/eraser |
|
|
|
| @5.000/liquid correction | Rp. 20.000 |
| T O T A L | Rp. 1.010.000 | ||
No comments:
Post a Comment