Technical report writing of English communication.pdf

awaisiqbal132453 28 views 29 slides Apr 24, 2024
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About This Presentation

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


Slide Content

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

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

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

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

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

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

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

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

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

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

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

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

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

14

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

An Email Sample
16

Email Writing
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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

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

Email Writing
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EmailStructure
Head Greeting Email Text Closing

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

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

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

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

Email Writing
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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

Email Writing
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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

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

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

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

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