Technical Communication Chapter 15

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.

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.