Technical Writing Skills " Emails " - IEEE CUSB
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Technical Writing Guidelines for how to write 10/5/2014 1 Coaching Committee Delivered By: ElSayed Mahmoud
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How to be a professional technical writer ?.. Simple small steps guide you to make professional, business, informal & informal emails. P.S. Please, Download it to see the animation slides.
Transcript of Technical Writing Skills " Emails " - IEEE CUSB
Technical Writing
Guidelines for how to write
10/5/20141
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:
[email protected], mention subject “ Email Task”.
Send your report to:
[email protected], mention subject “Report Task”.
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Your Feedback …
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Thank You ^_^
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