Eng 103
Eng 103
Contents
Memos .......................................................................................................................................................... 2
Letter ............................................................................................................................................................. 4
Résumés ........................................................................................................................................................ 6
APPLICATION LETTERS (cover letter) ............................................................................................................ 7
Definitions ..................................................................................................................................................... 9
Descriptions. ............................................................................................................................................... 10
SPECIFICATIONS .......................................................................................................................................... 10
Instructional ................................................................................................................................................ 11
Procedures .................................................................................................................................................. 11
Summaries .................................................................................................................................................. 12
Informal Reports ......................................................................................................................................... 13
Formal reports ............................................................................................................................................ 13
Proposals ..................................................................................................................................................... 14
Email............................................................................................................................................................ 15
Instant Messages ........................................................................................................................................ 15
Blogs ............................................................................................................................................................ 16
Web Pages................................................................................................................................................... 17
Online Videos .............................................................................................................................................. 18
Podcasts ...................................................................................................................................................... 18
Oral Presentations ...................................................................................................................................... 19
1|Page
ENG-103 | By Ghannam
Memos
Purposes of a Memo:
Memos are the major form of internal communication in most organizations.
Memos serve to leave a paper trail of directives, inquiries, instructions, requests,
recommendations, and daily reports for future reference.
Memo Types
Transmittal Memo (with information is being sent from one place to another)
Summary or Follow-Up Memo (record of a meeting or conversation)
Informational Memo (some type of announcement or update)
Memos are often turned into PDF files and attached to emails, or emails themselves can
function like memos.
Direct approach: Subject line gets right to the main point Opening paragraph starts with the
bottom line
Indirect approach: Subject line is not specific about bottom line
STRATEGIES:
Focus on one topic.
Be brief
Use the appropriate organizational format (direct or indirect).
Follow the standard format illustrated throughout this chapter.
Use white space, headings, and bullets.
Distribute to the right people.
2|Page
ENG-103 | By Ghannam
3|Page
ENG-103 | By Ghannam
Letter
Use a letter when you need to:
Personalize your message
Convey a dignified, professional impression
Act as a representative of your company or organization
Present a carefully constructed case
Respond to clients, customers, or anyone outside your organization
Provide an official notice or record
Parts of a Letter
Sender’s Address
Date
Inside Address
Salutation
Body Text
Complimentary Closing
Signature
Optional Parts
Typist notation
Enclosure notation
Copy notation
Types of Letters
Inquiry letters
Claim letters
o Routine
o Arguable
Sales letters
Adjustment letters
4|Page
ENG-103 | By Ghannam
5|Page
ENG-103 | By Ghannam
Résumés
Parts of a Résumé
Contact information
Job and career objectives
Education
Work experience
Personal data
Personal interests, awards, and skills
References
6|Page
ENG-103 | By Ghannam
APPLICATION LETTERS (cover letter)
Dossier (Includes your official records, such as a college transcript, and scholarship letters)
Interviews
face-to-face
one-on-one
with a committee
with a group of candidates
7|Page
ENG-103 | By Ghannam
8|Page
ENG-103 | By Ghannam
Definitions
Definitions explain terms or concepts that are specialized and may be unfamiliar to people who
don’t have expertise in a particular field.
TYPES OF DEFINITIONS
9|Page
ENG-103 | By Ghannam
Descriptions.
Are essential in workplace writing because, like definitions, they help ensure that readers
understand the full meaning of any technical document.
Descriptions Types:
Product Descriptions
Process Descriptions
SPECIFICATIONS
Type of description used by professionals. Specifications build on definitions and descriptions
by asking the question "How is this process or procedure performed according to regulations
Specifications prescribe standards for performance, safety, and quality. Specifications may
describe:
Methods for manufacturing, building, or installing a product
Materials and equipment to be used
Size, shape, and weight of the product
Specific testing, maintenance, and inspection procedures
10 | P a g e
ENG-103 | By Ghannam
Instructional
Instructional is spell out the steps required for completing a task or series of tasks.
Instructional Type
Instructional brochures
User manuals
Quick reference materials
Hyperlinked instructions
Computer instructions
STRATEGIES of Instructions
Procedures
Procedures prescribe rules and guidance for people who know how to perform the task but are
required to follow accepted practice.
Used to standardized tasks
Types of Procedures:
Standard operating procedures (SOPs),
General safety procedures
Medical or health procedures
11 | P a g e
ENG-103 | By Ghannam
Summaries
A summary is:
Shows what a document is about
Helps users decide how much to read
Gives users a framework for understanding the body of the document
12 | P a g e
ENG-103 | By Ghannam
Informal Reports
Formal reports
Formal Reports:
Address situations that require critical thinking and research to arrive at a conclusion.
Often end with an action plan.
13 | P a g e
ENG-103 | By Ghannam
Proposals
Proposals encourage an audience to take some form of direct action, such as:
To authorize a project
To purchase a service or product
To support a specific plan for solving a problem
Proposal Types:
Planning (Offers solutions to a problem or suggestions for improvement)
Research (Requests approval or funding for some type of study)
Sales (Offers a service or product)
Elements of a Proposal
A clear title or subject line
Background information
Statement of problem or situation
Description of solution or resolution
Costs, timing, and qualifications
Conclusion
14 | P a g e
ENG-103 | By Ghannam
Email
Benefits of Email
Email can quickly and efficiently address an individual or a group.
One email message can reach thousands of readers in seconds.
Email is useful for people working in different time zones.
Email allows users to attach files.
Components of Email
“To” line
“From” line
“Date” line
“Subject” line
Copy notations
o CC: carbon copy
o BCC: blind carbon copy
Enclosure notation
o Attachment: sometimes indicated with an icon
Instant Messages
15 | P a g e
ENG-103 | By Ghannam
Blogs
Blogs is short for web log. Blogs began as social networking sites to provide forums for
people to read and discuss shared interests.
Internal Blogs: Users can post information to be seen by all with access
External Blogs: Facilitate customer feedback and enhance public relations
Wikis: are a type of blog that allow for the sharing and updating of content.
Corporate Wikis: Users can comment on earlier posts and edit them
RSS feed is a retrieval program that monitors selected sites, identifies relevant information,
and sends links by email to subscribers.
Copyright is a system of legal protection for original works of authorship
o If you are a full-time employee, most of what you create will be owned by the
company
o If you find a file on the internet, you need to seek permission for its use, unless it is
marked “public domain” or qualifies as fair use.
Privacy Issues
16 | P a g e
ENG-103 | By Ghannam
Web Pages
Structure of a Web Page:
Outlining (Storyboarding): instead of outlining a Web page, called a site map.
Chunking: readers expect easy-to-digest chunks of content
Sequencing: a Web page should follow a logical sequence
Style:
Conciseness: Information on the Web must be presented in small, easy-to-digest
chunks.
Visuals: Use visuals to perform a function, rather than to dress up the page
Design:
Grid patterns Line spacing and indentation Bulleted and numbered
Margins Font style and size lists
Justification Headings Running heads and feet
White space Color, shading, italic, bold, and Table of contents and
underlining index
17 | P a g e
ENG-103 | By Ghannam
Online Videos
Podcasts
Advantages of Podcasts:
Ease of production
Ease of distribution
18 | P a g e
ENG-103 | By Ghannam
Oral Presentations
Oral Presentations Are Interactive
Advantages of interactivity:
You give and take information through body language, vocal tone, and eye contact.
You can see audience reactions.
You receive immediate feedback, and you can change direction instantly.
You can answer questions right away.
Types of Oral Presentations:
Informative
Training
Persuasive
Action Plan
Sales
19 | P a g e
ENG-103 | By Ghannam
Using Presentation Software:
Remember, software is only a tool.
Have a backup plan in case the technology fails.
Start with an overview slide.
Find a balance between text and visuals.
Avoid using too many slides.
Don’t simply read the slides.
Avoid too much flash.
Keep viewers oriented.
End with a “conclusions” or “questions” slide.
20 | P a g e
ENG-103 | By Ghannam