English Technical Writing

UNIT 1 DELIVERABLE: 3-Part Professional Email

Introduction

The world runs on email. Proficiency in writing emails is important in your day-to-day communication. This will be a regular part of your professional job.

While emails are not as formal as letters or memos, they do require a certain professionalism as well as tact. Emails are legally binding documents, so be careful what you say and how you say it.

Emails differ from other forms of writing in that the reader wants to know what you “want” in the beginning, so get right to the point in the introduction. You can explain “why” it is important in the body. Do not forget to review this in the conclusion.

Assignment

To construct a 3-part professional email by applying what you have learned from the ABSORB & COMPLETE sections of the unit.

Purpose

The purpose of this exercise is to practice writing professional-level emails.

Instructions

Using Word as your platform, write an email with a serious issue or concern to a company, government entity, or other of your choice. You will not actually email the correspondence, unless you so choose, but rather upload a screenshot to the appropriate portal in BlackBoard.

Pay attention to the following: email etiquette, the rhetorical situation (are you trying to inform, persuade, discuss, clarify, respond, complain, praise/congratulate, etc), organization, approach, and care reading of your audience (this will guide your tone and style). A nastily, or hastily, written email will only earn contempt and likely not get the results you need. Also, be mindful of your grammar and spelling as these are two of the most complained about (by employers) issues regarding emails.

See the rubric for more information regarding this assignment.

Examples

1. Write to your local grocery store asking that they post the levels of mercury in the fish, its origin, method of catch, etc.

2. Write to your local officials supporting or opposing a proposed policy change, bond issue, or city project.

3. Choose an option from the General category in the Lannon & Gurak textbook on pages 321-322.

Rubric

I suggest you see rubric below before creating your document.

Submission

Submit the Word file to Black Board using the dropbox portal in the Unit module.

Email Requirements

All Basic Features of Emails are Included

· To line

· Cc and Bcc lines

· Subject line

· Attachment line

· From line

· Salutation

Introduction (part 1)

· States Reason for writing (why you are writing)

· States Objective (what you hope to accomplish/or what you want to happen)

Body (part 2)

· Provides background info as necessary

· Stresses Importance of the matter in real terms

· Provides other necessary info so reader can make a decision or take action

Conclusion (part 3)

Signature Line is Included

Tone and Style are Appropriate

Note: “I am writing to inform you. . .” sounds rude.

Mechanics

Note: If I cannot read it, I will not grade it. Try using Grammerly.

· Grammatically Correct

· Spelling is Correct

· Word Choice is Correct (use simple words)

· Sentences are breath-length or shorter

Precision

· clear, concise, and to the point without wordiness

· is not excessive in length or too short to get your message across (3 short paragraphs)

· is visual as necessary (may use bullets, numbers, subheadings, etc. )