HUM102 Report Writing Skills

Assignment # 2

Fall 2020

Question:
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 they are 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 Cartridge 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:
 TECHNICAL WRITING:

Technical writing is the manner of simplifying and presenting any complex

information in such a way that it is understandable and usable by the people who
need it. The people for whom this information is presented are called target
audience. The objective of Technical writing is to inform the target audience about
facts or to instruct them on how to set-up or fix something.
It almost always uses formal tone of language. That means a technical writer uses
Dear Sir in place of Hi Dude, contact instead of get in touch with, and inform in
place of tell. It is not just about using formal and precise words. It comes with a set
of rules regarding grammar, language, formatting, and presentation.
Technical writing can be either online or offline. It refers styling guide, specialized
vocabulary, and narrates things quite straight forward.

Analysis with respect to traits of technical writing:

Clarity:

A message from well written letter to Multiple Audience. In this pandemic it's
significance to care for our adored one however ourselves. Instances of fever or
influenza every year can cost not exclusively one's well-being however a family's
gaining and lead to genuine disease. Ensure you and everyone around you are
getting their immunization to appreciate and care for their health.
Conciseness:
a) Sanitizing and disinfecting whole building, workplace and your houses.
b) Providing free KN95 masks and also use for yourself.
c) Notifying building management if you doughty that one have fever and
cough.
d) 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.
 e) 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.
f) Avoid touching your eyes, nose, and mouth with unwashed hands.
g) Its flu season protect your family and friends.

Accuracy:
This record has appropriately sorted out with certainties and figure. It mirrors the
idea of issue to inoculated yourself, then appreciate winter season.

Seven C’s are:

1: Completeness.
2: Conciseness
3: consideration
4: Clarity
5: Concreteness
6: Courtesy
7: Correctness

Analysis with Respect to Seven C’s of Communication:

1) Completeness:
Please be advised that Softech solutions was notified that employee has
tested positive for covid-19.
Reasons:
This sentence shows Completeness of seven C’s method, because it
conveys complete message or idea.

2) Consideration:
1: As an immediate response to protect the health and safety of our
workforce, we are notifying all employees to be present on the faculty
on rotation basis to prevent full attendance.
2: We ask that you abide by the following federal centers for Disease
control and prevention (CDC) guideline to protect your health and those
around you.
Reason:
In consideration we mainly focus on the safety of others. We suppose to
consider the needs of others.

3) Concise:
a) Instituting remote workforce.
b) Sanitizing and disinfecting whole building.
c) Notifying building management.
Reason:
There is no extra information or any expressions in the above written
instructions. It is concise, concrete and to the point.

4) Courtesy:
Your health and safety are our priority.
Reason:
It shows the humble nature and polite behavior of the company or
Manager.

5) Concreteness:
a) Wash your hands often with soap and water for at-least 20 seconds.
b) If soap and water are not really available use sanitizer.
Reason:
These lines represent Concreteness in the letter because it shows facts
and figures.

6) Correctness:
There are no grammatical mistakes in the sentences and punctuated
correctly and written in a formal and easy language.
7) Clarity:
This whole letter is the sign of clarity, because each sentence such as “If
you or someone at your household exhibit 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”, bears clarity and provides complete
message.