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Lecture 6

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					        UNIT 3:
TECHNICAL CORRESPONDENCE




                                      Go to Letter
                                       Examples




                      Technical Writing EE 3013 – Lecture 6   1
         Technical Correspondence

• Business Letters

• Resumes

• Other Business Correspondence - Memoranda

                                - News Releases
                                - Electronic Mail



                                    Technical Writing EE 3013 – Lecture 6   2
1. Business Letters

  1.1. General Qualities:


  • Informal   - Particularly if you know the reader

  • Personal    - Use personal pronouns such as I, you...

  • Non-Antagonistic - Ensure that you do not use
                       words, phrases or sentences
                       that may annoy the reader



                                            Technical Writing EE 3013 – Lecture 6   3
1. Business Letters

  1.1. General Qualities:


 • Clear, Brief, and Logical - As all technical documents
                               should be

 • Sincere - Enthusiasm and brevity vs. drawn out
             apologies or compliments

 • Dependent on - Informative letters: notices, responses
   Purpose      - Inquiring letters: asking and replying
                   - Persuasive letters: applications, complaints

                                                 Technical Writing EE 3013 – Lecture 6   4
1. Business Letters

  1.2. Tone:

   • Concentrate on the readers needs and desires -
    De-emphasize your point of view by writing
    ‘reader-centered’ letters

   • Emphasize ‘you’ in the first and last sentence
    whenever possible

   • Be positive


                                             Technical Writing EE 3013 – Lecture 6   5
 1. Business Letters

    1.2. Tone:

      • Do not be antagonistic
 Words that make a      Words that provoke         Words that talk
 reader feel guilty         a reader               down to a reader


• You have neglected…   •   You must return…      • We have to assume…
• You ought to know…    •   Your demand for…      • I must request…
• You seem to have      •   We insist that you…   • I simply do not
  overlooked…                                       understand your…
                        •   I am sure that you
• You have not              will agree...         • You must understand my…
  understood
                                                  • Undoubtedly you will...

                                                         Technical Writing EE 3013 – Lecture 6   6
1. Business Letters

  1.3. Elements:



 • Stationery   - Appearance counts. Use good quality,
                  unruled bond paper, preferably white

 • Letterhead - Identifies the source of the
                letter by company and address
                but not the name of the writer



                                          Technical Writing EE 3013 – Lecture 6   7
1. Business Letters

  1.3. Elements:


      • Date

      • Inside Address - Identifies the letter’s
                         recipient by providing the
                         name, title and address




                                          Technical Writing EE 3013 – Lecture 6   8
1. Business Letters

  1.3. Elements:


  • Salutation - Provides an informal greeting
               - Conventional form is “Dear…”
               - Use first name if it is known and
                 accepted

               - Formal title abbreviations may be used
                 only for Mr., Mrs., Ms., Dr. (Otherwise,
                 write title in full)
               - Stay gender-neutral. Never use “Dear
                 Sirs” or “Dear Gentlemen”. Use the
                 company name instead      Technical Writing EE 3013 – Lecture 6   9
1. Business Letters

  1.3. Elements:


 • Subject line - Optional title or caption outlining
                  the letter’s purpose

 • Body - Single spaced, 12 point serif font
          for average length letters
         - Double spaced if letter is less than 5
           lines in length



                                               Technical Writing EE 3013 – Lecture 6 10
1. Business Letters

   1.3. Elements (see example):

• Complimentary Close - Conventional form of
                        farewell
                       - Usually “Regards” for
                         informal, and “Sincerely”
                         for formal
• Signature - Writer’s name and title

• Reference Information - place along left hand margin
                         - enc. indicates enclosed
                           material
                         - c.c. indicates others who
                           received a copy Technical Writing EE 3013 – Lecture 6   11
1. Business Letters
  1.4. Structure: - Pyramid structure caters to
                    the reader

         I want to                Summary
          tell you                                       The main message
                                  Statement
            that
                                                         The circumstances leading
                                                         up to the situation described
    Tell the                     Background              in the letter
     reader
    what he                         Facts                     All the details the reader
    needs to                                                  needs to understand what
      know                                                    the letter is about0
                                  Outcome

                     Informing                 Inquiring or
                                               Persuading
                          Main results      Request for action or approval
                                                                   Technical Writing EE 3013 – Lecture 6 12
1. Business Letters
  1.4. Structure (See Example):
   • When writing a letter, avoid:
     - starting with a word that ends in ‘ing’
       (Referring, Replying…)

     - starting with a phrase that ends in ‘to”
       (With reference to, In answer to...)

     - starting with a redundant expression (I am writing,
       For your information, This is to Inform you,
       Enclosed please find…)

                                                 Technical Writing EE 3013 – Lecture 6 13
1. Business Letters
          1.5. Format:

             • Full Block                                       - Most Popular
              MACRO ENGINEERING INC.
                                                                - All but essential punctuation is
                                                                  eliminated from the address
         600 Deepdale Drive, Toronto ON M5W 4R9

May 25, 1997
File: 20/3/4

Mr. Larsen



                                                                - One blank space between the city
Contracts Administrator
Envirosafe Inc. – Grounds Division
PO Box 3200
Shining Tree ON N1R 5S2


Dear Mr. Larsen                                                   and the province, and two spaces
                                                                  between province and postal code
          Re: Results of the Damage Inspection

Tests of the environmental monitoring station at Wickens
Peak show that 60% of the instruments need to be repaired
and recalibrated at a cost of $7265.




                                                                - Provincial abbreviations should be
Our electronics technicians examined the Wickens peak
Monitoring station on May 16 and 17, in response to your
May 10 request to Partick Friesen. Most of the damage
was caused by a tree northwest of the site that fell onto the



                                                                  used (two capital letters)
road and north and west walls. Instruments along these
walls were impact-damaged and then soaked by rain.
Other instruments in the station were affected by moisture.

Sincerely,




                                                                - Every line starts against the left
Ted Grummly
Project Engineer




                                                                  margin
enc




                                                                                            Technical Writing EE 3013 – Lecture 6 14
1. Business Letters
          1.5. Format:

      • Modified Block - Less Popular
              MACRO ENGINEERING INC.
         600 Deepdale Drive, Toronto ON M5W 4R9
                                                                 - Date is set off to the right
                                                                 - First word of each paragraph is
                                                 May 25, 1997
                                                  File: 20/3/4

Mr. Larsen



                                                                   indented about 1 cm
Contracts Administrator
Envirosafe Inc. – Grounds Division
PO Box 3200
Shining Tree ON N1R 5S2




                                                                 - Signature block should start at the
Dear Mr. Larsen

          Re: Results of the Damage Inspection




                                                                   centreline
   Tests of the environmental monitoring station at
Wickens Peak show that 60% of the instruments need to be
repaired and recalibrated at a cost of $7265.

   Our electronics technicians examined the Wickens peak
Monitoring station on May 16 and 17, in response to your



                                                                 - All other formatting characteristics
May 10 request to Partick Friesen. Most of the damage
was caused by a tree northwest of the site that fell onto the
road and north and west walls. Instruments along these
walls were impact-damaged and then soaked by rain.



                                                                   agree with Full Block
Other instruments in the station were affected by moisture.

                          Sincerely,

                       Ted Grummly
                      Project Engineer


enc




                                                                                          Technical Writing EE 3013 – Lecture 6 15
1. Business Letters
  Examples:




     Full Block 1     Full Block 2   Can you find
                                     the errors?


                                        Technical Writing EE 3013 – Lecture 6 16

				
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