Technical Writing for success Brief Correspondences CH 5

1. Technical Writing for successBrief CorrespondencesCH 5 Ms. Amany AlKhayat

2. Identify brief correspondence • remote brief communication between people, including text messages, emails, memos and letters. See ex 103-104 • Seeks the goodwill of readers through its word choice • Research skills: stakeholders?

3. How to format text messages, emails, memos and letters • Importance: • Making decisions • Sharing information Characteristics: • Goodwill • Principles of effective communication (table 5.1 P107) • Use of suitable tone and humour

4. How to format text messages, emails, memos and letters Cont.Audience d. Audience for text messages: • Use of abreviations • Formality depends on the reader • Brief and informal but clear • Popular • Important business avenue • Effective and inexpensive

5. How to format text messages, emails, memos and letters Cont.Audience • Audience for email • Common way of communication • Readers may be inside or outside the writer’s organization • More focused • Brief but comprehensive

6. How to format text messages, emails, memos and letters Cont.Audience • Audience for memos • Inside organization (internal audience) • Must consider audience carefully

7. How to format text messages, emails, memos and letters Cont.Audience • Audience for letters • Outside organization (external communication for external audience)

8. Planning • Prewriting (p.110) • Planning text messages and emails • Subject line should be specific • Consider readers’ expectations for formality and length • Plan for differences in email software • Context of message should be clear Dos and Don’ts (113)

9. Planning • Planning memos • Brief • Covers one topic

10. Planning • Planning letters • Usually formal (p. 114)

11. Formatting • Formatting sms and emails • Formatting memos To: From: Date: Subject: Pp. 115-119

12. Formatting • Letter parts • Heading, dateline, inside address, salutation, body, complimentary closing, signature and reference initials. P. 120 • Letter styles p. 121 • Composing the message p.122

13. Writing ethically • Honesty – Truthful and accurate communication are provided to the best of ability. Permission is obtained before using another's work. Work is not done outside the job scope of the client or employer. • Confidentiality – Business-sensitive information is disclosed only at the consent of the client or employer or when legally required. • Quality – Realistic agreements are made with clients and employers. Obligations are strived to be fulfilled in a timely and responsible manner. • Fairness – Business interest of clients and employers are served as long as they are inline with the public good. Any conflict of interest is disclosed to the concerned, and their approval must be obtain be proceeding. • Professionalism – Technical communication is improved through integrity and excellence in performing each task taken. Others in the profession are assisted through mentoring, networking, and instruction. There are also conferences and course for improvement. • Source: http://www.kdingo.net/engl462group_3/index.php?t=ethics

14. Assignment • Group work • Go to the library. Collect information about letters, emails or memos in your field • Describe the format, language, and content • Graded 3%