preparing the respondents : ppt presentatio

8/18/2019 Preparing the Respondents : PPT PRESENTATIO

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HOW TO WRITE THELETTERS TO NOTIFYRESPONDENTS, HOW TO

CONDUCT INTERVIEW, AND

OTHER DATA GATHERINGMATTERS.

PREPARING THE

RESPONDENTS:


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PREPARING THE RESPONDENTS

HOW TO WRITE NOTIFICATIONLETTERS?


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Preparing to Write a Notification Letter

Step 1:

Kn! t"e FORMAT # t"e Lette$


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Tp Le#t:

Recipient’s Name

(space

Recipient’s Occ!pation (if t"ere is: e#g# an office personne$(space

Recipient’s P$ace (%"ere "e&s"e is c!rrent or oftentimesresi'ing&%oring

(spaceT"e 'ate t"e $etter is e)pecte' to *e recei+e' *, t"e

recipient#


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Tp Le#t:

Sen'er’s Name

Tit$e (if t"e sen'er "as

Sen'er’s P$ace (%"ere "e&s"e is c!rrent or oftentimes

resi'ing&%oring

Date e)pecte' t"e $etter *e recei+e' *, t"e recipient

Recipient’s NameTit$e (if t"e recipient "as

Recipient’s P$ace (%"ere "e&s"e is c!rrent or oftentimesresi'ing&%oring


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F%$&t L%ne:

-orma$ Sa$!tation

Ne't L%ne:

Letter Te)t

Note: .se t"e recipient’s $ast name/ as t"is iso+er$, frien'$, sa$!tation *e$ies t"e forma$

nat!re of ,o!r notification&re0!est#


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A$so note t"at t"ere are 12inc" margins on

*ot" si'es of t"e paper an' !se on$, a sing$espacing# Don’t in'ent/ 3!st !se a 'o!*$espace *et%een t"e paragrap"s#

A$so/ !se on$, eas, to rea' font s!c" as

Times Ne% Romans or Aria$/ in 14 point font#


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En( L%ne:

Sincere$,&Wit" *est regar's&etc#

(spaceSen'er’s Name

(space

Sen'er’s P$ace (%"ere "e&s"e is c!rrent or oftentimesresi'ing&%oring


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En( L%ne:

Sincere$,&Wit" *est regar's&etc#

(space

(space(space

(space

Sen'er’s Name (signe'

(space

Sen'er’s P$ace 5%"ere "e&s"e is c!rrent or oftentimesresi'ing&%oring (t,pe%ritten6


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Step ):

G%*e A(*+ne( Nt%e


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A$$o% at $east one %ee for a$$ re0!ests#

Specif, if t"e notification $etter is time2sensiti+e


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Step -:

G%*e t"e Re%p%ent En/" T%0e t Re&pn(n t"e Lette$


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-or e)amp$e/ ,o! %o!$'n’t as for a respon'ent torespon' on ,o!r re0!est 4 'a,s *efore ,o!r researc"

is '!e# T"at is an !nreasona*$e re0!est# If ,o!’'p$anne' a"ea'/ ,o!’' no% t"at s!c" re0!ests!s!a$$, re0!ire a mo'erate2span of time especia$$, toan emp$o,e' respon'ent#


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T"ings to -!rt"er Prepare t"e Rig"t -ormat an' Writings of a Notification Letter

1#

7Dear8 is t"e accepte' opening of t"is $etter#Openings $ie 7Hi8 or 7He$$o8 are inappropriate an'

!nprofessiona$ for a notification $etter#.se 9r#/ 9rs#/ an' 9s# as appropriate# Ne+er !se

on$, someone’s first name#

If ,o!’re !ns!re of t"e recipient’s gen'er/ !se t"e f!$$

name in t"e greeting# -or e)amp$e/


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4#

o!r intro'!ction can on$, *e a sentence or t%o# o!'on’t nee' to pro+i'e a *iograp",/ ,o! 3!st nee' to

gi+e t"e recipient an i'ea of %"o ,o! are# I'entif,ing ,o!rse$f %i$$ "e$p t"e recipient !n'erstan' %"o ,o!are an' *etter process ,o!r re0!est#

If ,o!’+e met t"e person *efore/ it mig"t "e$p to

remin' "im or "er# -or e)amp$e/ ,o! mig"t %rite:


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;#

State t"e fa+or ,o!’re asing/ po$ite$,/ *!t c$ear$,#

Don’t go cra


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=#

Te$$ ,o!r recipient %", t"e fa+or is important#

Ha+e ,o!r s!pporting e+i'ence rea', an' *rief$,

state %", t"is re0!est is important/ an' %",granting it %o!$' "e$p t"e recipient#


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>#

Offer to pro+i'e assistance to t"e recipient#

A$%a,s 'emonstrate ,o!r %i$$ingness to %or %it"

t"e recipient#


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?#

@$ose t"e $etter po$ite$,#

T"an t"e recipient for consi'ering ,o!r re0!est/

an' sa, t"at ,o! $oo for%ar' to "earing *ac#


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#

Proofrea' ,o!r $etter *efore sen'ing it#

An, spe$$ing or grammar errors %i$$ mae ,o!r $etter

$oo !nprofessiona$/ an' co!$' 'ecrease ,o!rc"ances of "a+ing ,o!r re0!est grante'#

B!st *eca!se ,o!’re t,ping ,o!r $etter 'oesn’t meant"at ,o!r spe$$ing an' grammar c"ec %i$$ catc"

e+er,t"ing#


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Samp$e Letter C1


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Samp$e Letter C4


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Samp$e Letter C;


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Preparing an' @on'!cting Inter+ie%s an' S!r+e,s

1# @"oose a setting %it" $itt$e 'istraction#

A+oi' $o!' $ig"ts or noises/ ens!re t"e inter+ie%comforta*$e (,o! mig"t as t"em if t"e, are/ etc#

Often/ t"e, ma, fee$ more comforta*$e at t"eir o%n"o!se or offices#

2.) Explain the purpose of the interview.

3.) Address terms of confidentiality.

• Explain who will get access of their answers and how

their answers will be analyzed.


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=# E)p$ain t"e format of t"e inter+ie% ,o! are con'!cting an'its nat!re#

Specif, "o% $ong an' %"at in' of inter+ie%#

5.) ell them to get in touch.

!.) As" them if they have any #uestions before you get

started with the interview#

$.) %on&t count on your memory to recall their answers.

• As for permission to record the interview or bring along

someone to ta"e notes' video record' or voice record.


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W$(%n/ # e&t%n&

1#Wor'ing s"o!$' *e open2en'e'#

Respon'ents s"o!$' *e a*$e to c"oose t"eir o%nterms %"en ans%ering 0!estions#

4# !estions s"o!$' *e as ne!tra$ as possi*$e#

A+oi' %or'ing t"at mig"t inf$!ence ans%ers#

;# !estions s"o!$' *e ase' one at a time#


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Cn(t%n/ Inte$*%e!

1# Occasiona$$, +erif, t"e tape recor'er (if !se' is %oring#

4# Enco!rage responses %it" occasiona$ no's of t"e "ea'/7!"/ "!"8s/ etc#

;# Pro+i'e transition *et%een ma3or topics#

e#g# 7We’+e *een ta$ing a*o!t (some topic an' no% I’'$ie to mo+e on to (anot"er topic#8

=# Don’t $ose contro$ of t"e inter+ie%#T"is occ!rs %"en respon'ents stra, to anot"er topic/ tae

so $ong to ans%er a 0!estion/ t"at time *egins to r!n o!t#


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P$ep+$%n/ t"e e&t%nn+%$e&

1# Open -ormat or Open En'

Gi+es opport!nit, to ,o!r respon'ents to e)press

t"eir opinions in a free2f$o%ing manner#


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4# @$ose' -ormat9!$tip$e c"oice

a# Lea'ing !estions


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*# Importance !estionsRatings accor'ing to significance


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c# Liert !estions Agreement


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'# Dic"otomo!s !estions es or No


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e# ipo$ar !estionsT%o e)treme ans%ers at t"e opposite en's#


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f# Rating Sca$e !estions


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g# H,pot"etica$ !estions


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T"+n2 Y33

preparing the respondents : ppt presentatio

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