Technical Correspondence

Sabeen Hayat
 Technical Correspondence
• Formal Letters
Adjustment
Inquiry
Claim
Introducing new product
Employment
Replies

• Email
• Memo
1. Letters
 Contents
1. Formal and informal letters
2. General Information about formal letters
3. Different styles of formal letters
4. Different types of formal letters
 Stationary
• Quality:
25 % cotton content [20 pound weight, based on
the actual weight of 4 reams (2,000 sheets) of standard
size papers.]
• Size:
Standard size 8 ½ by 11 inches, with some legal firms
using 8 ½ by 14 inches.
• Color :
white cream
professional touch by light-gray
 Language: Formal vs. Informal
Informal Letter
• Contractions
• Idioms (under the weather)
• Phrasal Verb (find out, go
up)
• Imperatives (send it soon)
• Very, rarely, totally
• On top of it all
Formal Letter
• No contractions
• No idioms
• No phrasal verbs (discover,
increase)
• You may send it at your
earlier convenience.
• Strongly
• First, furthermore, in
addition, moreover
 Cont..
Informal Formal
• TV • Television
• ! • No !
• A lot • Much/many
• Kids • Children
 Exercise
1. I didn’t need any help.
2. Let’s watch some TV this weekend.
3. We found out when they met up.
4. Many kids in the world lack adequate food and housing.
5. I’ve been under the weather lately.
6. I would like to apologize for any inconvenience I may have
caused.
7.  Lots of kids have dropped their courses this fall.
8. Write back ASAP.
9. To top it all off, I have an essay to write by Monday.
 Letterhead
• Firm name
• Address
• ZIP code
• Telephone code
• Cable address
• Fax number
• Nature of business
 Parts of Letter
1. Sender’s address
2. Date
3. Receiver’s designation and address
4. Subject
5. Salutation
6. Body
7. Complimentary close/ subscription
8. Signature
9. Enclosures
10.P.S.
11.CC/ BCC
 Example BCC (Blind Carbon Copy)
• An Example
This sample message will illustrate the use and the effect of these various
addressing options in a message:

TO: john_doe@jones.com
CC: mary_smith@jones.com
BCC: sam_jones@jones.com
Subject: sales figures Last year sales increased by 15% and costs decreased 5%.
Jim White (jim_white@jones.com)

NOTE: In this example, all recipients will be aware of both John Doe and
Mary Smith; but only Jim White (the sender) and Sam Jones (BCC:) are
aware that Sam Jones received a copy of the message.
 Conclusion
American Style British Style

According to the format The heading is usually placed

Heading but in the top right corner of the letter
usually aligned to the left (sometimes centered)

October 19, 2005 (month-

day-year)
According to the format 19 October 2005 (day-month-year) 
Date but usually Usually placed directly (or 1 blank line)
aligned to the left below the heading.
(two lines below the
heading)
Dear Mr./Ms. Smith:
Dear Mr./Ms. Smith,
Dear Sir or Madam:
Salutation Gentlemen: Dear Sir or Madam,
Dear Sirs,
After the salutation there is
a colon (:) After the salutation there is a comma (,)
Sincerely, Sincerely,
Complimentary close Sincerely yours, Yours sincerely,
Yours truly, Yours faithfully,
 Important Points
• When your letter is on letterhead, you do not
need to mention your address again.
• When you do not know the person’s name,
start the letter with Dear Sir/Madam and
finish with Yours faithfully.
• When you know the person’s name, start the
letter with Dear Sir John and finish with Yours
sincerely.
 Letter Layout
1.Punctuaion Styles:
a. Open
• no line of any letter part (except the body)
has any punctuation at the end unless
abbreviation requires a period.
b. Mixed
• Salutation: (colon)
• Complementary close: (comma)
 Format Of Letter
• Full-Block Style - All the elements are aligned to the left
margin and there are no indented lines. This is a standard
block-style format that is accepted by most businesses.
• Modified Block Style - The return address, date, closing
and signature start just to the right of the center of the
page or may be flush with the right margin. All body
paragraphs begin at the left margin.
• Indented or Semi-Block Style - Similar to the modified
block business letter style except that the first line of
each paragraph is indented.
123 Winner's Road
New Employee Town, Pakistan

March 16, 2001

Mr Ernie English
The Manager
Writing Lab Lane
Write City, Pakistan

Subject: Business Letter Writing Techniques

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly
transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next
paragraph.
Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background
information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your
reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related,
consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude
for the reader's time.
Sincerely,

Lucy Letter
Director
New Employee Town
Fax:
Tel:

Encl. Sample letter

 123 Winner's Road
New Employee Town, Pakistan

March 16, 2001

Mr Ernie English
Manager
Writing Lab Lane
Write City, Pakistan

Subject: Business Letter Writing Techniques

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then
quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until
the next paragraph.

Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of
background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough
to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment
related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing
with gratitude for the reader's time.
Sincerely,

Lucy Letter
Director
New Employee Town
Fax:
Tel:
Encl: Sample letter
 Winner's Road
New Employee Town, Pakistan
March 16, 2001

Mr Ernie English
Manager
Writing Lab Lane
Write City, Pakistan

Subject: Business Letter Writing Techniques

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly
transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next
paragraph.
Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background
information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your
reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment
related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with
gratitude for the reader's time.
Sincerely,

Lucy Letter
Director
SEATA
Fax:
Tel:
Encl. Sample letter
 Envelope
Inside address :OCR (optical character reading)
Sender address or Return address
Folding of the Letter
 Practice
I am writing you to express my dissatisfaction with a laptop computer I bought in
your store four days ago.
As soon as I turned on the computer, I realized that Windows operating system was
not installed in it, although the offer said it was included. I chose a gray laptop and
the one I received isblack. Moreover, the default language of the laptop
is Japanesse and I haven’t been able to change it to my native language, which is
English. The memory specifications of this laptop are not the same as the ones that I
read in your catalog.
I definitely need this situation to be solved as soon as possible. I made the decision
to buy the laptop at your store, because of previous good recommendations some
friends of mine gave me about your store. But, after this experience, I feel deceived.
I would like you can send me the laptop I first chose at your store, including all the
specifications were shown in the offer. If I don’t get a quick response to my request,
I hope to get back all the payment I already made.
Thanks in advance for your response.
I am writing you to express my dissatisfaction with a laptop computer I bought in your
store four days ago.
As soon as I turned on the computer, I realized that Windows operating system was not
installed in it, although the offer said it was included. In addition, I chose a gray laptop
and the one I received is black. Moreover, the default language of the laptop
is Japanese and I have not been able to change it to my native language, which is
English. To make matters worse, the memory specifications of this laptop are not the
same as the ones that I read in your catalog.
I definitely need this situation to be solved at your earliest convenience. I made the
decision to buy the laptop at your store, because of previous good recommendations
some friends of mine gave me about your store. However, after this experience, I feel
deceived.
I would like you can send me the laptop I first chose at your store, including all the
specifications were shown in the offer. If I do not get a quick response to my request,
I hope a full refund of the payment I already made.
Thank you in advance for your response.
Types of Formal Letters

1. Letter Application for Job

 Cover Letter
• Why should we spend our time and energy on
composing employment letter when we have
already attached our CV/resume with the letter?
• The application letter is a sales letter, structured to
attract attention and to create interest on the part
of the employer.
• A letter application is even more important than
resume/CV. It is the first step towards your
selection. It presents a clear picture of an individual.
 What is it?
An employment letter:
• Introduces you and your resume to potential
employers.
• Is an important first impression that prepares
the reader for your application, stating
– why you are writing,
– why you are the best person for the job,
– and when you will contact him or her.
 Cont..
• Explains your experiences in a story-like
format
• Allows you to go in-depth about important
experiences/skills and relate them to job
requirements
• Shows the employer that you are
individualizing this job application
• Provides a sample of your written
communication skills
 Rejection
Applications are rejected if they are:
• Not good in appearance
• Poorly written
• Not giving enough information
• Not matched with the vacancy that is
announced
• Bizarre or usual
 Steps
1. Job analysis
2. Composing the letter
Beginning…body…closing
 Beginning
1. State the position you are applying for and
where you heard about it.
2. Name drop if you have a good connection.
3. State why you believe you are a strong
candidate, including 2-3 key qualifications
that you will address in the rest of the letter.
 Novel Opening
• This is in response to your ad in ‘The News’ on Sunday, Jan
24, 2016. (very common opening)
1. Name beginning
2. Question beginning
Do you plan to hire fresh energetic Chemical Engineers with
leadership qualities? If so, please consider my qualification.
3. Praise
American Advertising is committed to providing their clients with
superior customer satisfaction and one-on-one collaboration. My
experience shows I can work with people from different backgrounds
and cultures, proving I know how to put customer satisfaction first.
 Examples
• As a Purdue University junior in Electrical
Engineering, I am applying for the Engineering
Internship advertised on General Electric's website.
• Professor Gene Smith speaks highly of Western
Electric, and he urged me to write directly to you.
• I have been thinking about our conversation at
Purdue's Career Fair on January 26. I agree that a
team spirit and strong work ethic are vital for
success, and I believe I can bring these qualities to
your company.
 Intro..
After gaining the initial attention of the reader, you must make a
strong claim about your candidacy.
Clearly state two-three qualifications you have that match the
company/position.
Examples

• I agree that a team spirit and strong work ethic are vital for
success, and I believe I can bring these qualities to your
company.
• I believe that my production experience, design skills, and
enthusiasm for writing make me a strong candidate for the
Production/Design Internship.
 Body
• State the relevant experience, education, skills
and personality traits etc.
• Able to do more challenging jobs… this job
beneficial for both the employer and the
candidate
• Be specific (page#313)
 Body cont..
• describe the most important qualifications to prove
why you are the strongest candidate for the job.
• focus your letter's body around the two-three
qualifications you have mentioned in the
introduction.
Example
My communication skills in the workplace have grown because of my
internships. When I was an intern at Newberry & Jones, I wrote
memos and letters to customers and colleagues on a daily basis. This
experience taught me to write professionally and to-the-point.
 How am I Different?
• Special projects
– Explain course work that gives you a type of professional experience.
• Awards
– Show that others have recognized the high quality of your work.
– Include only those awards that relate to the position you desire.
• Accomplishments
– Demonstrate how you improved efficiency/productivity at work or school.
– Include what you did at school that proves your skills.
– Explain how you set a goal and reached it.
Example
While at IPFW, I participated in a collaborative web-consulting project for a
Technical Writing class. With two peers, I served as a web consultant for a
local business, Patters' Painters. In order to make feasible
recommendations for revisions, additions, and deletions to Patters'
Painters' website, we conducted interviews, observed the workplace, and
completed multiple web analyses...
 Closing
• Request an interview in some way.
• Mention that the detailed CV/resume has
been attached to the letter
• Thank them!
 Example
• I am eager to speak with you and discuss my
possible contribution to Country Press, as I
feel my experiences in communication and
customer service will be an asset to the
company. Please contact me during week
days. Thank you for your time and
consideration.
 Do’s
1. The tone of the letter must be sincere
2. There must be proof to the mentioned
qualification.
3. The letter should show uniqueness of the
writer.
4. The body should be specific not general.
5. Proofread your letter after few hours.
6. Peer or teacher review.
 Class Task

• Page#348 Q #13-15
 Types of Formal Letters

2. Inquiry, Claim, Adjustment, Letters

(and Replies)
 Inquiry
Writing a letter of inquiry involves detective
work.
 Types
• Solicited
When a company advertises its product or
service and asks for further information.

• Unsolicited
The person asks for information from a source
he/she believed to have the answer without
an invitation.
• Ask yourself these questions:
– Exactly what do I want or need?
– By when?
– Where can I get it?
– Am I being realistic or expecting too much?
 Body
• The request is stated in the first sentence
(answer what, who and why).
• Specific details are listed.
• Final statement looks forward to action and
beforehand thanks.
 Dear Sir:
Our company ‘Aventis Publisher and Co.’ wants to
arrange annual dinner for its 200 employees on
Thursday, Dec 31, 2019. Would you please tell us your
hotel’s:
• Per person Buffet rate
• Food items in the night buffet
I will be grateful if I get the information by Dec 15,
2019. I thank you in anticipation.
Faithfully,
 Practice
• You want to get buy a car. Write a letter to the
xyz showroom and ask for catalogue of most
popular car companies these days.
 Claim and Adjustment
• What is the problem
• Details of the problem
• Action/adjustment you think will be fair
 Practice
• You had recently bought a new camera from
an XYZ company outlet. You soon find problem
with the camera.
Write a letter to the manager of the company.
In your letter,
• Describe the situation
• Ask for apology and refund
You had taken expository writing techniques classes for three weeks and at
the end of the module you are asked to submit an assignment explaining
any technical process. However, you show a very poor result. Therefore,
your course instructor is angry at your performance and thinking to
cancel your Technical Writing course. This may have a bad impact on
your overall 4 years engineering degree. Write an apology letter to your
teacher in which mention:
1. The reason(s) for your poor result (be honest)
2. Possible remedies
3. Your future commitment to the course
Remember:
4. Your letter should have semi-blocked style.
5. Enclosed should be correct version of the assignment.