WRITING AFTER COLLEGE (WAC) essay and memo
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WritingforSuccess_3.docxWriting for Success
Author: James E. Vincler Nancy Horlick Vincler Vincler Communications Inc.; Kim, Irene
Publication info: Chemical Engineering ; New York 104.2 (Feb 1997): 111.
Abstract:
If you design and implement your correspondence as carefully as you do your engineering projects, your return on investment will be more than worth the effort. Good correspondence can help you get requests granted, sell your projects to upper management and maintain optimal relationships with internal and external customers. No matter who receives the correspondence, neatness, correct spelling, clear organization and concise writing all show a professional attitude and respect for the reader. Guidelines are presented for writing successfully.
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If you're like many engineers, you might think of writing memos and letters as an onerous task or obligation that does little to help you in your daily activities. But, if you design and implement your correspondence as carefully as you do your engineering projects, your return on investment will be more than worth the effort. Good correspondence can help you get requests granted, ``sell'' your projects to upper management and maintain optimal relationships with internal and external customers.
Memos and letters are similar, containing news, requests, legal points, problem descriptions or solutions. Both may also serve as records of past actions -- such as technical events, observations and findings. In their most-effective form, both are brief, ranging from a few sentences up to a full page, but no more.
The main difference is in the reader: Memos are usually written for someone inside the organization, while letters typically go to outside readers. Usually, an inside reader doesn't need as much introduction to you or to your topic, product or terminology.
No matter who receives the correspondence, neatness, correct spelling, clear organization and concise writing all show a professional attitude and respect for your reader. In addition to having a positive effect on the reader, you want your memos and letters to reflect well on you, the writer.
Setting the right tone
If you've decided that a memo or letter is the best way to go (box), it's time to work on your ``memo mindset.'' Your tone conveys not only your message, but also your attitude. Depending on the situation, you may select a tone that's formal, informal or casual. Think about how you would speak to your reader in the current situation, and just put that into your memo or letter.
For a thank-you note to a supplier, use a positive and informal, yet professional tone. For example, ``Your always-on-time delivery to our Mainville construction site helped our district crew complete its rerouting project a week before the deadline. Thank you.''
A recommendation to a prospective client may require a more-formal, but not stuffy, tone: ``Pipex Corp. has delivered pipe materials to the South Bay Water District for the past decade, consistently ensuring prompt delivery and one of the most-efficient monitoring systems in the business.''
For a brief memo to compliment an employee for a job well done, use a casual, appreciative tone: ``You did it! You spearheaded one of our most-successful design projects this year. Thanks for your excellent work and award-winning results.''
The three-part pattern
Correspondence has a beginning, a middle and an end -- called, respectively, the orientation, information and close. At the beginning of your message, you want to grab your reader's attention within just a few seconds and keep him or her interested enough to keep reading.
The orientation may briefly answer any of the five ``W'' questions: who, what, when, where and why. The information section then elaborates on what you've said in the orientation, filling in the details. And the close might request confirmation, assign duties or mention the expected outcome.
Messages for all occasions
Most memos and letters fall into the following categories.
News or updates. If writing about a discovery, problem, solution, meeting or contract win, you're sharing that information to keep your readers current. Give the basic information, and don't drag it out.
Requests for products, help, money or information. Keep one point in mind: Ask for what you want -- though not necessarily in the first sentence. You may first need to persuade your reader to see things your way.
If the reader is resistant to your request, explain in the orientation how the project you're working on will benefit him or her. In the information section, tell what aspect of the project you need help with, and perhaps explain what discrepancy, conflict or unanswered questions you have found in your research. In the close, be specific. ``Your cooperation will be appreciated'' doesn't tell the reader what you need from him or her. If you need specific data, detail your needs. If you want an opinion, ask for one.
``Yes'' replies. Reread the letter you're answering to ensure that you understand the request or problem. Address the point immediately, giving only enough details to solve the problem or answer the question.
``No'' responses. You want to firmly refuse a request without alienating the reader. Keep a respectful, positive tone. First, reread the request to make sure you understand the reader's need and that the reader understands your product or service. (E.g., if the reader simply misunderstands your CAD package and is trying to draw cartoons with it, tactfully explain the product's correct use.)
If you must write a ``no'' letter, open with a courteous, soothing comment that shows a positive approach. Subordinate bad news to good news (if you have any). Explain or justify your refusal reasonably and logically. Don't give company policy as a reason -- give the reason behind the policy. Try to offer a reasonable alternative or consolation. End positively, and offer the reader a suggested benefit, if possible.
Rapport builders, such as thanks, congratulations or recognition. Although easy to write and greatly appreciated by all, these are fairly uncommon. With these, avoid conditional expressions, such as ``I would like to thank you,'' which implies that you would like to thank the reader, but somehow can't. Just say ``thank you.''
Similarly, don't thank someone ``in advance,'' as this sounds like you're trying to coax or coerce the person into doing something. Instead, say, ``I will (not would) appreciate your help on this project.'' Keep these notes short and concise.
Recommendations. With a proliferation of hiring-based lawsuits, some companies now refuse to write recommendation letters. However, if your company allows you to write such documents, make sure your letter explains how long you've known the individual, your business relationship with him or her and your honest evaluation of the person's skills, with examples.
Sales letters for overcoming potential resistance to your idea, project, product or service. As an engineer, you have to sell your ideas. Explain how your idea will benefit your reader. Since most benefits are measured in terms of money, your best bet may be to explain how your project can save the reader money.
On the other hand, if you're trying to sell the solution to a problem, just state the problem clearly, and then offer the solution as your best option.
Adapted from Engineering Your Writing Success by James and Nancy Vincler (1996: Professional Publications Inc., Belmont, Calif.).
AuthorAffiliation
James Vincler and Nancy Vincler are owners of Vincler Communications Inc. (P.O. Box 3479, Redwood City, CA 94064; Phone: 415-364-5136 ; Fax: 415-364-5273 ). Currently writing and training consultants, they are past presidents and directors of the Peninsula Marketing Assn. and are members of the American Soc. for Training and Development. James Vincler, with a B.A. in journalism from Pennsylvania State U., has experience in public relations, business and sports editing and technical writing. Nancy Vincler, with an M.A. in English and education from California State U. at Los Angeles and a B.S. in education from Clarion U. (Pennsylvania), has experience in teaching English, tutoring languages and serving as director of a learning-disabilities center. Their clients include Hewlett-Packard Co., Blue Shield of Calif., Chevron U.S.A., Pacific Gas & Electric, Kaiser Permanente, Genentech, Synopsys and Allergan International.
Subject: Writing; Correspondence; Interpersonal communication; Guidelines
Location: US
Classification: 9190: US; 9150: Guidelines; 2200: Managerial skills
Publication title: Chemical Engineering; New York
Volume: 104
Issue: 2
Pages: 111
Number of pages: 0
Publication year: 1997
Publication date: Feb 1997
Section: YOU & YOUR JOB
Publisher: Access Intelligence LLC
Place of publication: New York
Country of publication: United States
Publication subject: Chemistry, Engineering--Chemical Engineering
ISSN: 00092460
Source type: Trade Journals
Language of publication: English
Document type: PERIODICAL
Accession number: 01376311
ProQuest document ID: 194430911
Document URL: https://search.proquest.com/docview/194430911?accountid=9699
Copyright: Copyright 1997 The McGraw-Hill Companies, Inc.
Last updated: 2016-11-19
Database: ABI/INFORM Global
