(L4) Applications of Technical Writing

• meaning “reminder” is normally used for communicating policies, procedures, or related official business within an organization

  memo
• It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication

  memo
• It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance

  memo
• is normally used for communicating policies, procedures, or related official business within an organization

  memo
• memo is a clipped word for?

  memorandum
• It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than an one-on-one, interpersonal communication.

  memo
• A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action


  true
• The unofficial, informal communication network within an organization is often called the _________ , and it is often characterized by rumor, gossip, and innuendo

  grapevine
• On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around,


  true
• 1. Header that clearly indicates who sent it and who the intended recipients are.
  2. Pay particular attention to the title of the individual(s) in this section.
  3. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.

  memo format
• The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.

  memo format
• Five Tips for Effective Business Memos

  1. Audience Orientation
  2. Professional, Formal tone
  3. Subject Emphasis
  4. Direct Format
  5. Objectivity
• ·  Consider audiences

  ·  An acronym or abbreviation 

  · The goal is clear and concise communication at all levels with no ambiguity.

  Audience Orientation
• ·         Linear, from the organization to the employees

  ·         The memo may have legal standing

  ·      Reference an existing or new policy in the employee manual, for example

  Professional, Formal tone
• ·         Declared in the subject line and should be clear and concise

   

  ·         Specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”


  Subject Emphasis
• · Choice between direct and indirect formats, but memorandums are always direct

  ·  The purpose is clearly announced.

   

  Direct Format
• ·         Just the facts

  ·         Should have an objective tone without personal bias, preference, or interest on display

  Avoid subjectivity

  Objectivity
• Are brief messages sent to recipients that are often outside the organization.

   

  Letters
• Often printed on letterhead paper, and represent the business or organization in one or two pages

  Letters
• Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length.

   

  Letters
• The effective business letter remains a common form of written communication. 

  Letters
• It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions.

  Letters
• 15 Elements of a Business Letter

  1. Return Address
  2. Date
  3. Reference (Re:)
  4. Delivery (Optional)
  5. Recipient Note (Optional )
  6. Salutation
  7. Introduction
  8. Body
  9. Conclusion
  10. Close
  11. Signature
  12. Preparation Line
  13. Enclosures/ Attachments
  14. Courtesy Copies or CC
  15. Logo/Contract Information
• address where someone could send a reply.

  return address
• should be placed at the top, right or left justified, five lines from the top of the page or letterhead logo.

  date
• where you indicate what the letter is in reference to, the subject or purpose of the document.

  Reference (Re:)
• you want to indicate on the letter itself how it was delivered.

  delivery
• indicate if the letter is personal or confidential.

  recipient note
• titles of the recipient

  salutation
• opening paragraph, and may include an attention statement, a reference to the purpose of the document, etc.

  introduction
• If you have a list of points, a series of facts, or a number of questions, they belong in the body of your letter.

  body
• An emphatic closing mirrors your introduction with the added element of tying the main points together, clearly demonstrating their relationship.

  conclusion
• “Sincerely” or “Cordially” are standard business closing statements

  Close
• Five lines after the close, you should type your name (required) and, on the line below it, your title (optional).

  signature
• If the letter was prepared, or word-processed, by someone other than the signatory (you), then inclusion of initials is common, as in MJD or abc.

  preparation line
• Sometimes has additional documents that are delivered with it.

  enclosures/attachments
• It indicates the relevant parties that will also receive a copy of the document.

  Courtesy Copies or CC
• A formal business letter normally includes a logo or contact information for the organization in the header (top of page) or footer (bottom of page).

  Logo/Contract information
• CC acronym for?

  Courtesy Copy
• Ø  Electronic mail, it may be used like text, or synchronous chat, and it can be delivered to a cell phone

  Email