REPORT WRITING SKILLS

ASSIGNMENT NO # 2
QUESTION# 1
Below is an example of a well-written letter. Analyze it with respect to traits of technical

writing and Seven C’s of communication. Identify the traits and explain how are they

present in the letter. For example, if you think its language is concise, give reason for your

answer.

Sally Kate

39 Hopkins Street,

California

October 7, 2020

Kelly Wing

44 Catridge Lane

Washington

Dear Kelly,

Please be advised that Softech Solutions was notified that an employee has tested positive for

COVID-19. As an immediate response to protect the health and safety of our workforce, we are

notifying all employees to be present on the facility on rotation basis to prevent full attendance.

We are also taking the following steps (as applicable):

a) Instituting remote workforce

b) Sanitizing and disinfecting whole building

c) Providing free KN95 masks

d) Notifying building management

We ask that you abide by the following federal Centers for Disease Control and Prevention (CDC)

guidelines to protect your health and those around you:

a) Wash your hands often with soap and water for at least 20 seconds, especially after you

have been in a public place, or after blowing your nose, coughing, or sneezing.

b) If soap and water are not readily available, use a hand sanitizer that contains at least 60

percent alcohol. Cover all surfaces of your hands and rub them together until they feel dry.

c) Avoid touching your eyes, nose, and mouth with unwashed hands.
d) Follow all recommendations provided by the CDC here:

https://www.cdc.gov/coronavirus/2019-ncov/community/index.html.

e) If you, or someone in your household, exhibits COVID-19 related symptoms, please notify

HR department so that we may track any potential outbreaks within our company. All such

personal information will be maintained confidentially.

Your health and safety are our priority. We are immediately assessing this situation and will

contact you by October 07 via email with any/all relevant workplace notices detailing your rights

and protections as our employee.

You may contact HR with your questions.

These are trying times for us all, and we are here for you.

Yours Sincerely,

Sally Kate

ANSWER:
Letter Analyzation:
Firstly, the five traits of technical writing are:
1. Accuracy
The letter was overall accurate. Although, it can still provide more information with regards to
their plan to conduct a rotation for their attendance. Sally could have at least provided what
percent of attendance should HR decide on.

1. Clarity

Sally's message was very clear and easily understandable, Also sally used bullet point for
precautions

2. Conciseness

Sally provided enough information and did not indicate 'fillers' or sentences that do not
necessarily support her message.
 3. Readability(Audience Recognition)

The message is easily readable, and the bullet points make it easy to skim.

4. Accessibility

The message was very informative and usable. She emphasizes his employees to follow the
guidelines to protect yourself and the people around you.

5. Accuracy

The message does not contain any fake information. Sally even cited recommendations
provided by the CDC (Centers for Disease Control).

Secondly, 7c’s of communication

1. Correctness –
The letter was overall accurate. Although, it can still provide more information with regards to
their plan to conduct a rotation for their attendance. Sally could have at least provided what
percent of attendance should HR decide on.

2. Clarity-
Sally's message was very clear and easily understandable, also sally used bullet point for
precautions

3. Conciseness-
Sally did not use any wordy expression, irrelevant material, and unnecessary repetition

4. Concreteness –
The message tells a concrete and clear picture of the instructions

5. Consideration –
All information stated by Sally support the main subject of her letter which is to help prevent
the spread of COVID-19 in the workplace.

6. Completeness-
The letter could have been more complete if Sally already cited the recommendations provided
by the CDC (Centers for Disease Control).

7. Courtesy –
Sally seemed to be very friendly and even concerned in her letter. This is shown especially in
her closing words "You may contact HR with your questions. These are trying times for us all,
and we are here for you"
The traits identification:
1. Accuracy
The letter is overall accurate. She uses correct punctuations, spellings, and grammar.

2. Clarity
In the first paragraph She explains a clear message to the employees how they are taking necessary
precautions against covid-19.

3. Conciseness
She did not used difficult or unnecessary words. Her message is accurate, to the point and crisp.

Reason:
She did not use any wordy expression. She starts the first paragraph with these word “Please be
advised”

Other reasons of conciseness:

“We are also taking the following steps (as applicable):

a) Instituting remote workforce

b) Sanitizing and disinfecting whole building

c) Providing free KN95 masks

d) Notifying building management”

4. Accessibility:
She uses bullet points to highlight and emphasize main points to helps reader to easily understand the
information and precautions

We are also taking the following steps (as applicable):

a) Instituting remote workforce

b) Sanitizing and disinfecting whole building

c) Providing free KN95 masks

d) Notifying building management

5. Audience recognition:
She only targeting the employees of her company. So, she used the words that every employee can
easily understand.
THE END