Technical report writing of English communication.pdf

Technical report writing of English communication for students of University of 1st semester

1. Lecture# 12
Ms. Rabia Shaukat
E-mail: [email protected]
TECHNICAL
REPORT
WRITING

2. Previous Lecture
•Basics of Resumé
•Basics of CV
•CV and ResuméComparison
•CV and ResuméGuidelines
2

3. Email Writing
3
ElectronicCorrespondence
•Correspondencethrough“Internet”
oTheinformationsuperhighway
oGlobalinformationsystem
•Asystemofsendingmessagesfromoneindividualtoanother
person/groupviatelecomlinksbetweencomputersusing
dedicatedsoftware(Dictionary.com).

4. Email Writing
4
AboutEmail
•electronic+mail=Email
•Electronicversionofletter
•MostusedandpopularservicesonInternet
•Enablesmessagestobetransferredfromanindividual(sender)to
anotherindividual(receiver)orfromanindividualtoagroupof
people(receiver)
•Documents(audio,video,pictures,etc.)canalsobeattached

5. Email Writing
5
Categories:Objective-wise
•Self-FulfillingEmail:Information/Compliment,noreplyisnecessary
•Inquiries:AdviceorAnswerrequiredfromtheaudience.Replyisthe
desiredoutcome
•Open-EndedDialogue:Keepingcommunicationlinesopenfor
improvedfutureresults
•ActionEmail:Actiononthepartofreceiverisrequired

6. Email Writing
6
Advantages
•Canbesenttoanyoneanywhere
•Cost-effectiveandquick
•Convenient

7. Email Writing
7
ImportantAssumptions–Ourgoalistoconstructemail
that:
•willactuallyberead
•willactuallybeunderstood
•willnotannoythereceiver
•doesnottakeuptoomuchtimeonthereceiver’send

8. Email Writing
8
UnderstandingaReceiver
•May/maynotbegettingalotofemails
•May/maynotbereceivingaregularsetofstandardquestions
•May/maynothavefreetime
•Does/doesnotmindhelpingothers

9. Email Writing
9
StepsofEffectiveEmailWriting[1/3]
•Determineyourdesiredoutcome
•Jumpingtothepoint
oUseasfewwordsaspossible,introducewhoyouare,context
ifnecessary,andwhyyouareemailing,etc.
•Statetheincentivesandbenefitsofreceiversratherthanthe
sender
•Keepitsimple
•Sticktothefacts

10. Email Writing
10
StepsofEffectiveEmailWriting[2/3]
•Pretendfirstfacetofaceintroduction
•Pretendyouareusingamobiledeviceortabforcommunication
•Addfriendlycomment(e.g.,enjoyingweekend)
•BeauthenticandrealisticwithconversationalEnglish
•Fontsizeandstylemakesadifference

11. Email Writing
11
StepsofEffectiveEmailWriting[3/3]
•Formatmatters(bullets,list,shortparagraphs,bold,italics)
•Minimizequestions(notmorethan1or2)
•Ifneeded,askspecific(closeendedquestions)ratherthan
confusingquestions
•Rephrase:Trimsentencestoavoidunnecessarydetails

12. Email Writing
12
WhatdoIneedtosendandreceiveemail?
•Computer,laptop,tablet,smartphone,etc.
•Stableinternetconnection
•Emailaddressmanagedbyrespectiveorganization/systems

13. Email Writing
13
PopularEmailServiceProviders
•Gmail
•Hotmail
•Yahoo
•Juno
•Excite

14. 14

15. Email Writing
15
Howtomakeaneffectiveemailaddress?
•SigningUp
•Addingpersonalinformation,number,addressforverification
•SelectingaUsernameandPassword
•Usernamehastobeprofessional,e.g.,
[email protected]
[email protected]
•Thefollowingarenotrecommended
[email protected]
[email protected]

16. An Email Sample
16

17. Email Writing
17
Audience
Email •Generallymultiple readers with various
levels of knowledge
•Could include instructors
•Company supervisors
•Subordinates as well as family and friends
Topic
Email •A wide range of diverse topics determined
by audience

18. Email Writing
18
GeneralFormatandTone
•Anemailingeneralhastwoparts:Head+Body
•Typicallyoneviewablescreenwith60-70charactersperline
•Beyondtheseparameters,areadermustscroll
•12-14linesperscreen
•Usuallyinformal
•Duetothe“conversational”natureofelectroniccommunication

19. Email Writing
19
EmailStructure
Head Greeting Email Text Closing

20. Email Writing
20
EmailStructure:Head[1/2]
•Identificationlinesinclude:
•To(reader'snameandemailaddress)
•Cc(CarbonCopy)
•Bcc(BlindCarbonCopy)
•Subject

21. Email Writing
21
EmailStructure:Head[2/2]
•Theheaderalwayscontainsaclearsubjectline.
•Thisisaveryimportantpartofthemessageandyoushouldalways
includeasubjectline.
•Somefolkssorttheirmessagesbysubject,soitisrudetonot
includeasubject!
•Thesubjectlineindicatesthepurposeorcontentofthemessage.

22. Email Writing
22
EmailStructure:SubjectLineasHeadLine[1/4]
•Neverleavethesubjectlineempty
•Itshouldbrieflyintroducethetopicoftheemail

23. Email Writing
23
EmailStructure:SubjectLineasHeadLine[2/4]
•GrabbingtheAttention
•GettingtothePoint
•BadExample*
•Subject:Meeting
•GoodExample*
•Subject:Reminderof10amMeetingSched.10/05onPASS
Process
*Source:http://www.mindtools.com/CommSkll/EmailCommunication.htm

24. Email Writing
24
EmailStructure:SubjectLineasHeadLine[3/4]
•Focused,ClearandInformative
•CorrectSubjects
oInvitationtotheABCConference,Nov2009
oApplicationforAccountManagerPosition#413–JaneSmithCV
oAgendaforthemeetingonMonday,10am
oPartyInvitationforJohn,SallyandMartin
oUpdatesonthebuildingplans
oMeetingscheduledforOct15,Thursday@10am
oGreatcraftideasusingrecyclablematerials
*Source:http://www.qgroupplc.com/?catid={C07567E5-9742-4A9F-8940-261D1E629EC5}#{4FB078D9-DD5A-4058-
9FB1-B635C84261FB

25. Email Writing
25
EmailStructure:SubjectLineasHeadLine[4/4]
•WeakSubjects
o[blank]
oHi,Hello,Howareyou?
oFirstlineoftheemailmessage
oWholeEmailinSubjectLine(MostCommonError)
oWordstoavoid:Help,PercentOff,Reminder,Free
*Source:http://www.qgroupplc.com/?catid={C07567E5-9742-4A9F-8940-261D1E629EC5}#{4FB078D9-DD5A-4058-
9FB1-B635C84261FB

26. Email Writing
26
EmailStructure:Greetings[1/3]
•Ifyouareunsureabouttheaddressee’sgenderorname,usetheir
designationforaddressingthegreeting.
•ForExample:
oDearProfessorMadani
oDearCEOTelenorPvt.Ltd
oDearDirectorCIIT

27. Email Writing
27
EmailStructure:Greetings[2/3]
•IfyouareONLYsureabouttheaddressee’sgenderandNOTtheir
designation,thenusethatinformation.
•ForExample:
oDearSir
oDearMadam

28. Email Writing
28
EmailStructure:Greetings[3/3]
•Examples*
oDear[name],
oHi[name],
oHi,
oHello[name],
oHello,
oTowhomitmayconcern,
*Source:http://www.qgroupplc.com/?catid={C07567E5-9742-4A9F-8940-261D1E629EC5}#{4FB078D9-DD5A-4058-
9FB1-B635C84261FB

29. Conclusions
•Basics of Email
•Steps of Effective Email Writing
•Email Structure (to be continued…)
29