Technical Writing

Guidelines for how to write

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Coaching Committee Delivered By: ElSayed Mahmoud

Agenda …

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What is technical writing ?

How to be a good writer ?

Technical Writing process.

How to write formal & informal emails.

How to write a report.

Your Professional Way To Technical Writing :

So what is technical writing..??

Writing for any purpose in the fields of science,

technology, business, and the professions.

Such as,

( E-mails, letters, reports, abstracts,

instructions, manuals, incident reports, advertising,

promotional material, and so on all of this can be

considered technical writing).

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How to be a good writer:

The technical writer’s process :

• Follow these steps to effective technical writing:

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Remember: Be a reader before being a writer.

What is Email ?

Short for electronic mail, e-mail or email.

Messages that may contain files, images, or other attachments sent through a network to a specified individual or group of individuals.

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Remember: Your email is your image, before your organization.

Email …

Email …Mail, Email & Webmail

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You Know:The first e-mail was sent by Ray Tomlinson in 1971.US programmer who implemented an email system.

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Email Content ..

Compose ..

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ComposeAnswer these Questions !

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Compose ..

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The last Question “Email Subject”

Remember: Sometimes your subject more important than the while email.

Email Body …Salutation

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Email Body …Salutation

The Reader

Formal Know your audience

Single

Dear Smith,

“Dear” the most common and accepted e-mail salutation.Dear Ms. Smith:

Dear Sir or Madam:

Multiple

Greetings. A very formal greetings, Single & Multiple.To Whom It May Concern:

Dear Sirs:

To unknown recipients.Dear Gentlemen:

Dear Colleagues:

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American use a coma or a colon (:)Always try to find out the proper name of the person who

will be reading the message, and use it.

Email Body …Salutation

The Reader

Informal Know your audience

Single

James,

Show that the writer hasn’t taken the time to investigate the company they’re writing to.

Good morning, James.

Hello, James.

With No Name

Dear Hiring Manager,

Multiple

What’s up,

Jane and Tim,

Dear Jane and Tim:

Hello, Hi, Hey,

Hi, all!

Guys,

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Email Body …Message

Thank the recipient.

Thank you for contacting ABC Company.Thanks for getting back to me.Thanks for your trust.Thanks for your offer.Thanks for your interest.

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Introduce yourself in the first paragraph (if necessary).I am … This is …Your title & Organization.

Explain how you got the email address, if applicable.

State your purposeI am writing to enquire aboutI am writing in reference to ..

Why you are writing & the opportunity

you're writing about.Be Concise.

Write the actual message.Be concise.Give full details in the following paragraph(s).No more than 5 paragraphs.Use formal Vocab. Give option & Suggest an action.No contraction “I am - Is not”.

Positive ClosingThank you for your patience and cooperation.Thank you for your consideration.If you have any questions or concerns, don't hesitate to let me know.I look forward to hearing from you.Looking forward to your reply.Make sure that the final paragraph indicates what should happen next.

Remember: Try to build relationships through your emails.

Email Body …Sign Off

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Be careful with your signature.

Full name.

If you have a job title, Put it.

Phone number.

Work email.

If the e-mail is about a job, include a career-related website or blog.

.

Use Your Smart Signature :

www.wisestamp.com

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Email …Review

Proofread your message for content.

Proofread your message for spelling and

grammar.

Proofread Your Vocab.

Punctuations “ Comma, Dashes & Marks ”.

Remember: "Write Once, Read Twice"

Email …Attachments

Avoid attachment, If necessary.

Rename it.

Referrer to Attachments.

I have attached …

… Is/ are attached.

Please find attached …

Attached you will find ...

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Email …Submit

Now, You can your email.

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SENDSEND

For More Info, Click here:

Formal Business Email.

The Grammar of Business English Emails.

Formal and Informal Email Writing .

Tools to help you proofread emails .

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Remember: We write to taste life twice … Anais Nin

Your Task:

Please,

everyone of you write a technical email & report.

Send your email to:

elsayedmahmoud@outlook.com, mention subject “ Email Task”.

Send your report to:

engsaraghazy@gmail.com, mention subject “Report Task”.

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Your Feedback …

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Thank You ^_^

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