Technical Communication Chapter 15
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Questions and Answers

What is the short form of "memorandum"?

Memo

What are the three types of Memos?

Transmittal Memo, Summary or Follow-up Memo, Routine Miscellaneous Memo

What are the six main purposes of business letters?

  • To personalize the correspondence. (correct)
  • To convey a dignified, professional impression. (correct)
  • To represent a company or organization. (correct)
  • To present a reasoned, carefully constructed case. (correct)
  • To respond to clients, customers, and others outside your organization in a formal, businesslike manner. (correct)
  • To provide an official notice or record (letters are often the required format for legal notifications). (correct)
  • All of the above.

What are the four main components of a business letter?

<p>Heading/Letter Head (A), Inside Address (B), Salutation (C), Body (D), Complementary Close (E), Signature Lines (F)</p> Signup and view all the answers

What are the four different letter formats we discussed?

<p>Full Block Format (A), Modified Block Format (B), Semi Block Format (C), Modified Semi Block Format (D)</p> Signup and view all the answers

What are the five important elements of a business letter?

<p>Formatting (A), Line Spacing (B), Punctuations (C), Names and Titles (D), Content (E)</p> Signup and view all the answers

Flashcards

Memo

Short for memorandum, a memo is a document used to remind readers about important events, provide information, give directives, provide instructions, and make requests.

Transmittal Memo

A type of memo used to transmit documents or information to another person or department.

Summary/Follow-up Memo

A type of memo used to summarize previous information or follow up on a previous conversation or task.

Routine/Miscellaneous Memo

A type of memo with a wide variety of purposes; not falling under other categories.

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Business Letter

Formal, written communication used to communicate with individuals or organizations outside of your company.

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Cover Letter

A letter accompanying a resume, outlining qualifications for a job.

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Complaint Letter

A business letter expressing dissatisfaction with a product, service, or situation.

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Letter of Recommendation

A letter supporting a candidate's skills and abilities.

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Interview Follow-up Letter

A letter sent after an interview to express continued interest.

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Offer Letter

A formal letter extending a job offer.

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Sales Letter

A letter promoting a product or service.

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Apology Letter

A letter expressing regret for a mistake or error.

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Letter of Commendation

A letter praising an employee's or individual's contributions.

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Letter of Resignation

A formal letter informing a company of the employee's intent to leave.

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Thank You Letter

A letter expressing gratitude for an act of kindness or generosity.

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Letter of Termination

A letter notifying employees of termination from employment.

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Full Block Format

Letter format where all elements are left-aligned.

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Modified Block Format

Letter format where specific elements are tabbed to the right.

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Semi Block Format

Letter format with left-aligned paragraphs and indented paragraphs.

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Modified Semi-Block Format

A letter format combining semi-block and modified block formats.

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Letter Heading/Letterhead

The top portion of a letter containing the company's contact information.

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Study Notes

Technical Communication: Chapter 15

  • Chapter 15 covers specific documents (memos and letters) and applications of technical communication
  • This chapter also addresses workplace email use.

Outline: Workplace Emails

  • Identify workplace email uses and types
  • Analyze audience and purpose in writing emails
  • Identify components of a workplace email
  • Write professionally styled and toned emails
  • Recognize email ethical, legal, and global issues

Memo Basics, Audience, and Purpose

  • "Memo" (short for memorandum) comes from Latin roots (memorize, remember, remind)
  • Memos remind about important events, give directives, provide instructions/information, and make requests.

Memo Parts and Format

  • Memo should be centered on the page or set flush left
  • Subject line clearly announces the purpose (e.g., "Recommendations for Software Security Upgrades" instead of "Software Security Upgrades")
  • Memo text should state the main point in the first paragraph
  • Use headings for multiple subtopics to organize
  • Use tables or lists for facts and figures
  • Single-space paragraphs, double-space between
  • Include running head on subsequent pages (if exceeding one page)
  • Use "cc" for courtesy copies and "Enclosure" for additional documents

Common Types of Memos

  • Transmittal Memos
  • Summary or Follow-up Memos
  • Routine Miscellaneous Memos

Letter Basics, Audience, and Purpose

  • Letters personalize communication, aiming for a professional impression tailored to the recipient.
  • Letters represent a company, present cases to clients, and formally communicate with external parties.
  • Letters serve as official records for legal notices
  • Letters are typically a format suitable for specific communications

Common Types of Business Letters

  • Cover letters
  • Letters of recommendation
  • Interview follow-up letters
  • Offer letters
  • Sales letters
  • Letters of commendation
  • Letters of resignation
  • Thank you letters
  • Complaint letters
  • Apology letters
  • Office memorandums
  • Welcome letters
  • Request letters
  • Announcement letters
  • Termination letters

Letter Parts, Formats, and Design Elements

  • Heading/Letter Head
  • Dateline
  • Inside Address
  • Salutation
  • Body (Introduction, Details)
  • Closing
  • Complimentary Close
  • Signature Lines
  • Enclosure
  • Writer Initials/Typist Initials

Parts of a Letter

  • Include recipient details (name, title, organization, address), a clear subject line, and a brief description of the subject.
  • Indentation is critical in the letter's structure and formatting

Full Block, Modified Block, Semi Block Letter Formats

  • All parts are left-aligned ("full") in full-block format
  • Heading/dateline are left-aligned; paragraphs are indented ("modified block")
  • Heading/dateline/complementary close and signature lines are tabbed right ("modified semi block")
  • Paragraphs are indented in "semi block"

Formatting Considerations

  • Formatting (appropriate font, size), style, and tone
  • Line spacing
  • Punctuation and grammar
  • Names and titles
  • Content

Things to Consider

  • Letter Tone
  • Global and Ethical Considerations
  • Conveying Bad or Unwelcome News

References

  • Lannon, J. M., & Gurak, L. J. (2022). Technical Communication. Pearson Education Limited.

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Description

This quiz focuses on Chapter 15 of Technical Communication, covering essential workplace documents such as memos and emails. It addresses writing styles, components, and the ethical considerations of communication in a professional setting.

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