JAIPUR ENGINEERING COLLEGE AND RESEARCH CENTRE

Year & Sem. – B. Tech II year, Sem.-IV

Subject – TECHNICIAL COMMUNICATION

4CS1-02

• Vision of the Institute

• To become a renowned center of outcome based learning, and work towards academic,
professional, cultural and social enrichment of the lives of individuals and communities.

• Mission of the Institute

• Focus on evaluation of learning outcomes and motivate students to inculcate research aptitude by
project based learning.

• Identify, based on informed perception of Indian, regional and global needs, the areas of focus
and provide platform to gain knowledge and solutions.

• Offer opportunities for interaction between academia and industry.

Develop human potential to its fullest extent so that intellectually capable and imaginatively gifted leaders
may emerge

• COURSE OUTCOMES:

• Upon the successful completion of the course, the students will be:

• CO1- able to express themselves better in technical writing by understanding the concept, style
and methodology used in Technical communication.

• CO2- able to pursue higher studies by working on all aspects of English Language and also
develop a better understanding of process and design of technical texts.

CO3- able to get an in depth knowledge of technical communication used in professional life by getting to
know all the forms and aspects of Technical Communication
UNIT -1

Contents :-

Introduction to Technical Communication- Definition of technical communication, Aspects

of technical communication, Forms of technical communication, Importance of technical

communication.

Introduction to Technical Communication:-

Technical Writing is a genre of non-fiction writing that encompasses not only technical materials

such as manuals, instructions, specifications, and software documentation, but it also includes

writing produced in day-to-day business operations such as correspondence, proposals, internal

communications, media releases, and many kinds of reports. It includes the communication of

specialized technical information, whether relating to computers and scientific instruments, or

the intricacies of meditation. And because oral and visual presentations are such an important

part of professional life, technical communication also encompasses these as well.

Technical Communication is a process of sharing and making technical documents .Technical

communication can be either written or verbal communication that can help users to accomplish

a defined goal or task. It is helpful to assist users who need specific information on completing

tasks, using products, operating equipment, and so on.

Technical communication and technical writing basically the same things but coming to

technical communication and general communication they are many differences.

Technical Communication

1. It has fixed technical message .

2 . It is always formal.

3 It has a set pattern.

4 it can be Verbal or Written .

5 The audience are fixed.

6 It involves reports ,graphs and pie charts and proper data.

General communication

1. Contains a informal message.

2. Informal style and approach.

3. No fixed pattern of communication.

4. It is non verbal.

5. Audience are varied.

6 . It has no fixed technical term

Characteristics of Technical communication.

It addresses specific audience or particular group.

It showcases the organisation aims and objectives.

It is produced collaboratively.

It is represented in form of words and images.

It is also a replica of culture of a particular organisation vocabulary.

The thing we should always have in mind is the Audience .Technical communication usually

takes place among professionals in their field and they discuss on some on some specific

project on some guidelines , The technical document should be such Firstly in which the reader

should get the organized information that can lead to quick understanding along with decision

making . Secondly it should be fruitful in inviting other ventures.memos, graphics, letters, fliers,

reports, newsletters, presentations, web pages, brochures, proposals, instructions, reviews, press

releases, catalogs, advertisements, handbooks, business plans, policies and procedures,

specifications, instructions, style guides, agendas and so forth.

More or frequently used:-

■ It includes all types of notices, minutes of meeting, circulars quarterly and annually

reports and manuals.

■ Emails, ,web pages, and even social media.

■ Clear and concise to help people get the main idea quickly.

■ Technical terms and technical aids are used. (specific vocabulary, graphics , table ,

diagrams , maps and charts , )

Importance of technical communication

→ It is the heart and soul of the organization as it s helpful in recruiting , functioning ,

decision-making and coordinating whether it is business enterprise, administrative

,academic organization, or medical firm or IT industry.

→ Good qualitative information will always help a company to grow.

→ Technical communication is a field that makes our life easier and more productive

Speaking, writing, reading writing linguistic ability, style in technical communication.

Listening skills are probably one of the most important language skills that you need in order to

be successful in your academic and professional pursuits.

Types of Listening

When we engage in listening we are doing so for many different reasons depending upon the

goals in which we are trying to achieve. There are four different types of listening that are

essential to know when deciding what your goal as the listener is.

The four types of listening are appreciative, empathic, comprehensive, and

critical. Familiarize yourself with these different types of listening so you can strengthen and

improve your ability to critically think and evaluate what you have heard.

Appreciative Listening:-

When you listen for appreciation you are listening for enjoyment. Think about the music you

listen to. You usually listen to music because you enjoy it. The same can be said for appreciative

listening when someone is speaking. Some common types of appreciative listening can be found

in sermons from places of worship, from a motivational speech by people we respect or hold in

high regard, or even from a standup comedian who makes us laugh.

Empathic Listening:-

When you listen empathically you are doing so to show mutual concern. During this type of

listening you are trying to identify with the speaker by understanding the situation in which

he/she is discussing. You are stepping into the other’s shoes to get a better understanding of what

it is he/she is talking about. Usually during this type of listening you want to be fully present in

the moment or mindfully listening to what the speaker is saying. Your goal during this time is to

focus on the speaker, not on yourself. You are trying to understand from the speaker’s

perspective.

Comprehensive Listening:-

If you are watching the news, listening to a lecture, or getting directions from someone, you are

listening to understand or listening to comprehend the message that is being sent. This process is

active. In class, you should be focused, possibly taking notes of the speaker’s main ideas.

Identifying the structure of the speech and evaluating the supports he/she offers as evidence. This

is one of the more difficult types of listening because it requires you to not only concentrate but

to actively participate in the process. The more you practice listening to comprehend, the

stronger listener you become.

Critical Listening:-
Have you ever had to buy an expensive item, such as a new appliance, a car, a cell phone, or an

iPad? You probably did some research beforehand and listened closely to the salesperson when

you went to compare brands. Or perhaps your best friend is telling you about some medical tests

he/she recently had done. You listen closely so you can help your friend understand her results

and the possible ramifications of the findings. Both of these scenarios are examples of critical

listening. Critical listening is listening to evaluate the content of the message. As a critical

listener you are listening to all parts of the message, analyzing it, and evaluating what you heard.

When engaging in critical listening, you are also critically thinking. You are making mental

judgments based on what you see, hear, and read. Your goal as a critical listener is to evaluate

the message that is being sent and decide for yourself if the information is valid.

Technical writing is an audience-centered means of communication that provides a reader with

clear and easy access to information. In the business world, time equates to profit, and profit is

the force behind all business interaction. The technical writer and reader have a vis-à-vis

relationship. The writer recognizes, respects, and addresses the importance of time in effective

and efficient communication by providing documents written in specific formats, using

unambiguous language to send clearly assessable information. The reader in turn thoroughly

understands the information in order to give a thoughtful response.

Importance of Technical communication

1 It is the heart and soul of the organization as it s helpful in recruiting , functioning , decision-
making and coordinating whether it is business enterprise, administrative ,academic
organization, or medical firm or IT industry.

2. It will provide good qualitative information which will always help a company to grow.

3. Technical communication is a field that makes our life easier and more productive
Unit -2
Comprehension of Technical Materials/Texts and Information Design & development-

Reading of technical texts, Reading and comprehending instructions and technical manuals,
Interpreting and summarizing technical texts, Note-making. Introduction of different kinds of
technical documents, Information collection, factors affecting information and document design,
Strategies for organization, Information design and writing for print and online media.

Reading comprehension :-

For any success of any organisation it is very, It is important that the employees should have
good reading and writing skills as they have to read a lot of documents related to their work so
every employee should have good comprehension skills.

The ways to work on comprehension skills are :-

 Read a lot and read on variety you should not limit yourself to a particular choice of
books but it should be reading of everything .

 Read the whole books if possible or try to read as a whole ie if you are reading read in a
stretch the entire text or the entire book .

 Try to jot down the words which you found are difficult and try to search for the
meanings and use it in your daily conversation which will enhance your vocabulary .

 After reading try to recall and make note of the important things in points

 Frame some questions related to what you read or heard someone in the video or read it
in text and try to frame questions and ask yourself .

1)Ways of Reading of technical texts:

a)schedule the time to read and recall session:

schedule the reading to make your certification done in time. 30 mins-1 hr for reading when you have
much free time and the highest focus.

b) set up a special reading area with no distractions:

find a place where you can get away from your phone, your family, and any other distractions and just
read. The idea is to create a place where you can focus and enjoy what you’re doing so you can absorb
what you’re reading because you need to keep focused, stay productive.

c)no speed-reading, neither quick reading:

In the century of efficiency, we are trying to absorb the information as soon as possible. But reading
demands time. All it benefits are not seen immediately. Usually, after you’ve read the big part of the
book. Speed reading does not work.

d) read in stages

start by reading the title of the manual, the preface and then study the table of contents. Then start
reading parts of the sections that you discovered are most relevant to you.

e) come back to difficult points:

understand the content of the book. Don’t clarify everything. Make a note and move forward.

2)Comprehending technical manuals:

a)survey:

 State your purpose for reading the material.

 Notice each bold face heading and sub headings.
 Skim over graphs, tables, charts etc to see how they support and explain the text.

b)questions: frame questions

c)read:

 Divide chapter into small sections.

 Ask questions before each paragraph or section and then locate the answers in the text.
 Note down essential points and vocabulary.
 Think, interpret and analyse the first time you read, to avoid unnecessary re-reading.

d)recite:

 make separate notes or outlines and answer questions from memory.

 Discuss.

e) review

3) Interpreting any technical text

a) read a lot ad everyday:

increasing your daily reading load will greatly help you in interpreting ay text. As it broadens your textual
analysis drills. And when we talk about “reading” we are referring not only to books but also to other
productions, such as news reports, blog posts etc.

b) explain to yourself what you are reading:

try to slow down the text by breaking it down into smaller parts so you do not have to interpret
everything at once in the end. Also, adopt some practices that help you understand all the phrases and
do not lose parts of speech.

c) study grammar:

while reading, always try to have a dictionary around. Each time you notice a word that you do not know
the meaning, note or search. This will help you not miss any important term within the text.

d) write a lot:

reading and writing are very related processes. Therefore writing well will help you develop a better
understanding of texts, as you will be more familiar with the structures and how they organize to create
meaning.

e) focus on each important key terms and vocabs.

While reading any reading any technical text focus on the key terms and words so that it can
help you a lot with the learning of the subjects.

4) Summarising any technical text:

a) the very first step for making a summary is to have a reading skill.

b) underline or mark the main sentence of the passage.

c) after collecting the main points, check for the appropriateness of the ideas for making the summary.

d) prepare the first draft of the summary. You can add or edit any piece of information.

Techniques for summarization:

a)selection:

for making a summary it is very important to select the main idea, keywords and the special terms in the
source. They help in getting the idea and making the summary.

b)rejection:

it is a process of removing uwanted and not so important sentences while making summaries as note
making examples.
c)substitution:

it is a process in which new sentences get to add up instead of the previous one. Also, several sentences
are combined to form one sentence. It reduces the length of the summary.

5) Note making:

Advantages of note making:

i)It is an organized form of important points which can be used in future.

ii) it helps in recollecting and recalling the past events said or heard.

iii) it helps a reader to go through bulky documents quicker.

iv) it helps in concentrating, understanding and providing a permanent record.

v) it distinguishes between main points and details.

Techniques of good comprehension

 To master your reading skills work on these factors

 Skimming and scanning

 Non verbal signals

 Structure of texts

 Structure of paragraphs

 Punctuation

Skimming and scanning:-

Skimming helps you tell what the general information is, while scanning helps you position a particular
piece of information. In fact, you have to understand your purposes of reading in order to apply a
proper technique. You have to be the most flexible reader you can become. The variability of the
situations requires you to be adaptable.

 The main headings

 After reading the first sentences, scroll your eyes down to the last on.

 Read the keywords. They can be nouns, dates, events, names and numbers.

 Underline and highlight main points .

  What is skimming?

 The reader reads an article to get the main ideas and gist of the story. Skimming is used to
preview a book quickly to decide if it is worth reading or to cast an eye over an article for the
main points. A reader who is skimming can read more text in less time. The text is read with
the purpose of finding the main facts. The skill of skimming requires a structure or plan so that
not everything is read but the important message is still grasped. The skimmer reads the first
few paragraphs in detail to get the general message. Then after that reads the first line of each
paragraph, these lines are known as ‘topic sentences.’ The final paragraph is important as it is
the conclusion of the article and is read in full as the final message of the article.

Scanning :-

Scanning is a reading skill that enables the reader to look for a specific piece of information
within an item of text. A reader will scan for a particular number in a phone directory for
instance or a name on a list. The written articles that are scanned are often written in a
particular order or in categories. The scanner has the key words in mind as they scan the list.

Summarizing

Summarizing plays a vital role in Technical writing and technical documents it is all about to be
concise up to the point and highlight the main content to de delivered or the aim and objective
to be achieved from your clients , sales team and logistics and so on . The main purpose of
summarizing is to make the idea clear and reachable .

Summarizing steps :-

Read and reread then revise the content till you get the main idea to be delivered .

Prepare a draft and organize : Preparing a rough draft and organizing is very
important factor which should be kept in mind before writing a technical document see
if it is complete? And that it contains all important details? It should contain all
relevant details needed by the original text?

Edit your Text : While writing or editing we have to check twice thrice that all details
flow in smoothly together. The sentences written and the idea should be clear, concise,
correct and coherent? If they require decoding that should be done very carefully . The
transitions effectively indicate the relationships between ideas? The following should be
focused that How effectively you have introduced, developed and ended?

Proof read: Check for Technical errors (fonts, spelling, punctuation, terms and subject
verb agreement ), and editing , typing errors and ,many more like of grammar and
usage errors often jargons , words and many others .
 Note making

It is a important technique that should be Note-taking (sometimes written as note

taking or note taking) is the practice of recording information captured from another
source. By taking notes, the writer records the essence of the information, freeing their
mind from having to recall everything. Notes are commonly drawn from a transient
source, such as an oral discussion at a meeting, or a lecture (notes of a meeting are
usually called minutes), in which case the notes may be the only record of the event.

Format of note-making:

i)Heading

ii)Subheading

iii)Point

iv)Keywords

Procedure of note making:

i)Read the passage provided

ii)Underline the important sentences. It helps to make headings and subheadings

iii)Make a rough note first so as to get an idea.

iv)Organize them in logical order or sequence for the final note.

v)Use the appropriate note making format.

Methods of Note making:

i)Split method/page method

ii)diagram/ pattern method

iii)mind map(a visual note making method)

iv)outline method

v)question and prompt format.

6) Information collection:

Ways to collect information:

i)survey

ii)observation and audits

iii)interviews

iv)existing data sources

v)focus group

vi)case studies

Important factors in effective document design:

i)white space

ii)written cues

iii)graphic aid

iv)proportion

v)consistency.

7)ways of Writing for print media:

a)inverted pyramid

b)the five w’s and H

c)simple language

d)narrative structure

ways of Writing for online media:

a)introductory text

b)points of entry

c)key facts first

d)link in and out

e)say it straight
Unit – III

Technical Writing, Grammar and Editing- Technical writing process, forms

of technical discourse, Writing, drafts and revising, Basics of grammar,

common error in writing and speaking, Study of advanced grammar, Editing

strategies to achieve appropriate technical style, Introduction to advanced

technical communication. Planning, drafting and writing Official Notes,

Letters, E-mail, Resume, Job Application, Minutes of Meetings.

UNIT -3 TechnicalWriting,Grammar and Editing-

 What is technical writing ?

 It is art of presenting technical information to the audience in such away that they can

understand and use the information. Today technical writing encompasses all documentation

of complex technical processes. It includes reports, executive summary statements, briefs.

Any time technical information is conveyed in writing at work, it is, by definition, technical

writing.

 This can include high-tech manufacturing, engineering, biotech, energy, aerospace, finance,

IT, and global supply chain.

 The format is no longer bound to lengthy user manuals. Technical information must be

distilled and presented unambiguously. This can come in the form of technical reports,

emails, policy, briefs, and press releases.

In easy words it follows through formal channels , formal communication can be in different forms

like vertical communication, horizontal, upward and others.

Technicalwritingprocess,formsoftechnicaldiscourse,Writing,draftsandrevising,Basicsofgrammar,com
monerrorinwritingandspeaking,Studyofadvancedgrammar,Editingstrategiestoachieveappropriatetech

nicalstyle,Introductiontoadvancedtechnicalcommunication.Planning,draftingandwritingOfficialNotes,

Letters,E-mail,Resume,JobApplication,MinutesofMeetings.

What is Technical writing? „

Writing that focuses on instrumental discourse (discourse that aims to do something) ‰ e.g.

computer manuals (print and help screens) ‰ Assembly instructions for toys, appliances, games

Purpose of all these documents: „ to inform, To be “instruments” or tools for people to use to get

things done. The documents you will write in this course all share this sense of purpose.

Importance of Technical Communication:-

While beginning to work as an engineer We will realize that our job requires While beginning to

work as an engineer you will realize that your job requires you to write proposals, specifications,

reports, conference papers, letters and electronic messages. Writing is perhaps the most important

way in which information is conveyed to managers, fellow engineers…show more content…

Of course, they knew technical knowledge would be important; but they never realized technical

communication in general, and writing in particular would be so crucial to their success. People

who cannot communicate well often find themselves wondering why they did not get the job or

why they were passed over for promotions. Today, effective technical communication is more

important than ever. We live in an age in which whole industries are built around the development,

retention and application of information. The ability to communicate effectively is crucial if you

plan to survive and succeed. Yet, managers regularly report that college graduates do not have

adequate communication skills. Fortunately, you can teach yourself to write and speak effectively

in the technical workplace. The ability to communicate effectively is not something people are

born with. With a little effort, anyone can learn to write and speak…show more content…

• Your performance evaluations will often be based on the documents that you wrote or helped
produce. • Your colleagues will judge your abilities by the effectiveness of your documents or

presentations. • Your company’s clients will judge the quality of your entire company by the

quality of your documents and the presentations you make to them. A lot of good ideas never see

the light of day because the engineers who have them are unable to communicate their ideas.

Therefore, if you want to advance beyond just being a number cruncher, then you need to be able

to communicate effectively; and that includes acquiring at least a minimal proficiency in writing. If

you want to work semi-independently or if you want to supervise other people, the ability to

communicate is critical. In fact, if you talk about leadership skills, communication skills is always

consistently at the top of the list. If you can’t communicate with the people that you’re trying to

direct or lead, then they won’t know what to write proposals, specifications, reports, conference

papers, letters and electronic messages. Writing is perhaps the most important way in which

information is conveyed to managers, fellow engineers,…show more content…

Of course, they knew technical knowledge would be important; but they never realized technical

communication in general, and writing in particular would be so crucial to their success. People

who cannot communicate well often find themselves wondering why they did not get the job or

why they were passed over for promotions. Today, effective technical communication is more

important than ever. We live in an age in which whole industries are built around the development,

retention and application of information. The ability to communicate effectively is crucial if you

plan to survive and succeed. Yet, managers regularly report that college graduates do not have

adequate communication skills. Fortunately, you can teach yourself to write and speak effectively

in the technical workplace. The ability to communicate effectively is not something people are

born with. With a little effort, anyone can learn to write and speak…show more content…

• your performance evaluations will often be based on the documents that you wrote or helped

produce. • Your colleagues will judge your abilities by the effectiveness of your documents or
presentations. • Your company’s clients will judge the quality of your entire company by the

quality of your documents and the presentations you make to them. A lot of good ideas never see

the light of day because the engineers who have them are unable to communicate their ideas.

Therefore, if you want to advance beyond just being a number cruncher, then you need to be able

to communicate effectively; and that includes acquiring at least a minimal proficiency in writing. If

you want to work semi-independently or if you want to supervise other people, the ability to

communicate is critical. In fact, if you talk about leadership skills, communication skills is always

consistently at the top of the list. If you can’t communicate with the people that you’re trying to

direct or lead, then they won’t know what to.

Essential for technical communication

The writing process stages :-

10/26/2020sonia khubchandani 10

 Next is understanding audience

 The audience are the important factor that is to be considered at the top most in technical

writing , you are supposed to write a highly technical subject but in such a way that a

beginner can understand it.

 Accumulating information:-

a).Style of writing

b). Type of document.

c). Type of Audience

d). Resources to be used

e). Subject matter that is to be written.

Stages in detail :-

Designing a document:-

Sorting of information.

Preparing a draft of the outline.

Sequencing the information as per importance.

Arranging as per format.

Essential details and examples with supporting documents.

Provides information about the type of document.

 Creating Document

a). Development of the design

b). Writing style should be simple

c).Avoid jargons

d).User friendly language

e ) Reviewing document

a)Self review

b).Client review

c).Technical review

Publishing Document

a). Soft copy /CD /DVD

b). Print or bind

Technical discourse :-

 There are mainlytwo types of discourse Written and Oral

 The difference between speech and writing is referred to as channel or medium as both of

the discourses needs some processes .

 Difference between the two is spoken has to understood at the spot whereas written can

be referred several times. Spoken is fast as compared to written.

 Difference between Spoken and Written discourse.

 1.Spoken gestures , body language.

 2 Intonation

 3 .Pitch range

 4. Stress

 5 Rhythm

 6 Pausing and Phrasing:- a small gap difficult to be measured.

Diagram for discourse process:-

What is technical writing ?

 It is art of presenting technical information to the audience in such away that they can

understand and use the information. Today technical writing encompasses all

documentation of complex technical processes. It includes reports, executive summary

statements, briefs. Any time technical information is conveyed in writing at work, it is, by

definition, technical writing.

 This can include high-tech manufacturing, engineering, biotech, energy, aerospace,

finance, IT, and global supply chain.

 The format is no longer bound to lengthy user manuals. Technical information must be

distilled and presented unambiguously. This can come in the form of technical reports,

emails, policy, briefs, and press releases.

In easy words it follows through formal channels, formal communication can be in different

forms like vertical communication, horizontal, upward and others.

Technical Writing

Official Notes, Letters, E-mail, Minutes of Meetings

Forms of communication

 There are various forms of technical communication the very first we will discuss is

Business letter

 A business letter is a document which is written by authorised person of an organisation ,

it is a document which is not only within the premises of the organisation but also outside

the organisation , this can be sent in other organisations, credit departments, suppliers

,customers and employees etc .

Importance of Business letter

 Helps in maintaining business relationship.

 Important media for complex information.

 Valuable source of information for future.

 It helps to serve a large number of people.

 It is economic as compared to other means of communication.

Functions of business letter.

 To create andsustain new business relations, different organisations will have different

purpose of writing it.

 To send greetings.

 To inform about newproduct or offers and services.

 To request dues and collect dues. (Airtel , Vodafone bill warning, insurance policies ).

 Reminders for different products, services available dates.

 To apply for a job and internship. (Job application)

 Always use rgeetings before starting .

 Approach should be direct and concise.

 Provide all details required in concise andcorrect form.

 Proof read your letter as its the replica of the company .(avoid mistakes vocabulary ,

grammar )

 Avoid Jargons .

Essentials of business letter

Heading

Date

 Subject

 Inside address

 Salutation

 Message

 Complimentary message
 Signature

Sample Business Letter About Shipment

 Company, Inc.

 123 Alphabet Drive

 Los Angeles, California 90002

 13 July 2020

 Mr. John Doe

 Customer Service Representative

 Widgets Galore, Inc.

 987 Widget Street

 Miami, Florida 33111

 Dear Mr.Doe:

Greetings”

 I am writing you concerning a recent purchase of widgets. Approximately two weeks

ago, on June , I5 ordered a total of 50 widgets for Company, Inc. via the Widgets Galore

client webpage. I received an email notification two days later confirming the receipt of

payment and the shipment of the widgets. According to your website, shipments should

reach their destination within 3-5 business days of being sent, but I have yet to receive

the widgets. Do you have any information on what may have happened to delay the

shipment or where the shipment is currently?

 I have worked with Widgets Galore, Inc. in the past and have the greatest confidence in

your products and customer service. We need the shipment of widgets soon, however,

and I hoped you might be able to provide me with an idea of when I can expect them.
 Thank you in advance for any help you might be able to offer.

 Sincerely,

 Saksham

 Vice President of Company, Inc.

 555-555-5555

 [email protected]

Email writing :-

 Emailis the most common form of business communication so it is important to make

them clear, concise and actionable.

 Important contents-:

 Subject Line Subject line is the first thing a recipient reads. Subject should be short and

to the point and it should highlight the main message of the email. The ideal subject gives

the reader all they need to know or informs them they need to make a decision.

 Greeting-: · Begin with a greeting Always open your email with a greeting. The greeting

should be concise and formal. You may or may not choose to address a person

specifically by name, depending on the context of the message. Some examples of

greetings are:

 State your purpose

 If you are starting the email communication, it is not possible to include a line of thanks

then begin by stating your purpose.

 For example, “I amwriting to enquire about …” or “I am writing in reference to …”

Make your purpose clear early on in the email, and then move into the main text of your

email. Remember, people want to read emails quickly, so keep your sentences short and
clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so

that you present a professional image of yourself and your company.

 · Attachments Include URLs or attachments if hat

t will help the recipient .

Never force the recipient to hunt for a URL or attachment in another email.

 · End with a closing

 The last step is to include an appropriate closing with your name.

 Some potential closings:

 I look forward to your response,

 I hope to hear from you soon,

 Thank you for your time,

 Thank you for your attention to this matter,

Sign your name

 It is appropriate to write your name and title in a work at the end of an email.

 Choose the most suitable phrase beforetyping your name.

 Yours sincerely, (when you know thename of the recipient, (Formal)

 Best regards, or Kind regards, (Formal, Most common) .

Minutes of meeting

 What are meeting minutes for?

 Meeting minutes are the notes that capture what happenedat a meeting! Different than

a meeting agenda, it records the decisions made and actions requested by the group.

Despite the team, they are not a minute-by-minute record but include the key details that
the team will want to know. It's important in meeting minutes to capture information such

as:

 decisions made

 next steps

 action items and who is responsible

 Minutes are the record of who was there and what happened. They are an important

source of information for people who were unable to attend or looking back to reflect on

what happened. They're also an incredibly effective tool to notify or remind people of

tasks assigned to them or timelines to keep everyone on track.

What should go into meeting minutes?

Here are some of the details that you should into the meeting minutes.

a. Date and time of meeting

b. Names of the participants

c. Agenda items and topics discussed

d. Action plan

2. informal team meeting minutes template

a. date: today's date

b. attendees

c. List of attendees

 Agenda

 Item 1 including key discussions, decisions made, next steps

 Item 2

 Item 3
 Next steps

 List goes here in format: action item, responsible person, date

 Example: Brian to follow up to this group with a list of target companies by

SAMPLE MOM

EUREKA FORBES

VAISHALI NAGAR

AMARPALI CIRCLE

Noting Reference No. EUP /01/2019-20/131

19/12/19

Minutes of Meeting

Venue : CONFERENCE HALL 01

Date & Time : Thursday AUGUST 19, 2020 at 11:00 AM

Agenda :

1. Dress code in the Organization

2. Any other issues

Members Present :

1. Prof. (Dr.)G.K. Chandna, Chair

2. Dr. Sanjay Kaushik

3. Sh. Bhoopesh Kumawat

4. Dr. Vmprakash Netula

5. Dr. M.P. Singh

6. Sh. Hetram Sharma

7. Dr. Fauzia SIddiqui

8. Dr. Parul Tyagi

9. Dr. Aruchi Mathur

Meeting started at 11:00 AM; following items were discussed –

1. There is a need of proper dress code for the staff to maintain the College decorum.

They are coming casual dress. Therefore,

2. It has been decided that –

a. Every staff should wear their identity card while they are in the campus.

b. Male faculty member will wear formal dress with leather shoe. Every day

clean shave / well groomed beard.

c. Female members will wear sari or collared shirts with trousers .

3. It was also made clear that jeans, sports shoes, T-shirts etc. will not allowed in the campus.
4. All concerned assured that they will follow the same with to come in proper dress from

November 2, 2020.

5 .It also decided that after November 2, 2020; They will be penalized for the same

6 The meeting ended with a vote of thanks.

Warm Regards

Mr……

Designation

RESUME WRITING

Resume Writing-

-Highlight skills, knowledge, and expertise

-Concise, easy to read document

 Summary of:

- Qualification

- Education

- Experience

- Skills

 A One page resume is preferred by most employers

 An employer will evaluate you as a person while scanning your resume, i.e.:

 Neat resume = neat person

 b) Well-organized resume = well-organized person.

 c) Error free resume = careful person

 d) Professional appearance = careful & competent person

 Anemployer will evaluate you as a person while scanning your resume, i.e.:

 Neat resume = neat person

 b) Well-organized resume = well-organized person

 c) Error free resume = careful person

 d) Professional appearance = careful & competent person

How to write a Cover letter?

 Rules

 Give enough information to interest the reader, don’t overwhelm.

 Research the company. Address the letter to a specific person.

 Answer an ad if you have 50% of the skills or background that the ad requires.

 Mention the person who referred you if appropriate.

 Contents

 Your address, city, state, zip, and telephone number.

 Date

 Name, title, company, address, city, state, and zip of person you’rewriting to.

 Greeting, followed by a colon.

 Paragraph-1:

 What do you want?

 How do you know about the organization?

 Mention enclosure of your resume?

 Paragraph 2:

 Concise overview of work history and skills that will help you perform the job.

 Paragraph 3:

 State confidence in your ability.

 Give information on how you can be contacted (Ph.no., e-mail id)

 Paragraph 4:

 Express appreciation and gratefulness.

Sample

ABC

 B-75 Civil Lines

 Road ,45

 T: (07) 8222 1111

 M: 0400 333 888

 *date+

 Rajeev Batra

 HR Manager

 HCL Ltd.

 PO Box 300

 Green Plains NSW 2008

Dear Ms Forrester

Re: Mechanical Engineer Position

I am writing to apply for the position of Mechanical Engineer as recently advertised on

seek.com.

 I am a highly motivated Mechanical Engineer with a Bachelor of Engineering

(Mechanical Major) I have one year of practical on-site mining experience. I am very

much interested in joining the engineering team at HCL Ltd. given your reputation for

world-leading innovation in open cut and underground mining.

I am very confident in planning and designing projects using AutoCAD and EXTB, and

contributing to the budgeting process. I enjoy the hands-on work that this type of mining role

entails, including checking the technical aspects of drawings and equipment designs and the

maintenance of existing infrastructure.

 I have a thorough knowledge of the processes of opencut and underground mining and

experienced in directing and managing the on-site team, including contractors. I possess

excellent interpersonal and communication skills and my multitasking abilities are

advanced.

 Given my on-site experience I am accustomed to operate in a FIFO environment and

working hard to keep projects running on time and within budget.

 I am keen to employ my skills and enthusiasm as an integral part of your team and I look

forward to being able to discuss this position with you further.

 Yours sincerely

 *sign here+

 ABC
 Unit 4.
Advanced Technical Writing

Technical Reports
A technical report (also scientific report) is a document that describes the process, progress, or results of
technical or scientific report or the state of a technical or scientific research problem. It basically
compiles the description about some process, it may be progress of some activity or an organisation or a
scheme. The technical report should ensure all the components necessary in it and in proper sequence. If
the target group needs some background to study the report, it should be covered. The information should
be factual and purpose specific.

Characteristics of Technical reports ....

• may contain data, design criteria, procedures, literature reviews, research history, detailed tables,
illustrations/images, explanation of approaches that were unsuccessful.

• may be published before the corresponding journal literature; may have more or different details
than its subsequent journal article.
 • may contain less background information since the sponsor already knows it

• may have restricted access

– classified and export controlled reports

• may contain obscure acronyms and codes as part of identifying information

Characteristics of Technical reports in detail....

• Shape and Size: The report may have 8-10 pages, typed or printed in proper format, with proper
margin and spacing. The upper size of the report is related with time, efforts and resources. If
necessary, trim it as per requirement.

• Content: The reports should be easy to follow, for a non technical person or a non specialist. The
necessary technical details may be covered but, over doze of technicality should be avoided.

• Facts: As per the objective of the report and requirement of the target group of the agency
assigning the job, the facts and figures should be covered. The necessary detailing of facts should
not be sacrificed.

• Sources: The technical report is the compilation of information from various sources, like
publication in journals and books, technical brochures, personal and written communication with
experts, site visits, surveys, etc. The sources of information should be reliable.

• Documentation: As mentioned, the information compiled in the report is collected from different
sources. There is a tradition of acknowledging the sources as references or other modes. This
transparency will be liked by the original writers. All the information, data, opinions should be
well documented

• Target Readers: Some times, the report is prepared by a committee, appointed for the purpose.
So, it is ought to be specific. In other cases, it is desirable that the report aims at some specific
group, so that it can meet with the expectations of that group. Too general report may not be
useful to any body.

• Titles and subtitles: The report may cover different aspects of the work. They may be given
some titles or headings. In case of a detailed report, under each title, there may be a lot of content.
It may be further sub divided in to subtitles. The titles and subtitles, help the readers in
discriminating one topic or an aspect from the other and one subtopic from the other. On the
writer side, it helps in proper organisation of the report, with proper focusing and on user side it
helps in proper understanding of the report. If somebody is interested in a specific aspect of the
report, he can refer accordingly.

• Physical Arrangement: The physical presentation of the report is concerned with typing and
printing. The graphical or pictorial information may not be reproduced properly in computer or
machine printing. Photo copying or scanning is advisable. A loose report or a strip binding or a
spiral binding is not impressive and durable. Hard paper binding is advisable.
• Graphics: In addition to description in alphanumeric form, the reports may have graphs, line
diagrams, photographs, histograms, tables, pie charts, bar charts, line graphs, flow charts, block
diagrams, etc. Graphics makes the report to be followed easily, more illustrative and authentic. It
is an art to make the report impressive, by using graphics.

Types of Technical Reports

• Only some forms of technical reports are highlighted here. Depending on

the nature of activity, there can be many more types.

• 1) Technical background report

This type of report is a technical description, to give some background of

topics like wind power, environment protection, VLSI technology, etc. The
other technical writings may be for the general understanding of students,
teachers or a common public. Here, the target audience is not specific.
Technical background report is usually meant for a specific group. While
inviting proposals for hospitals, engineering institutes, technical survey, etc.
the government, semi government and private organisations may give some
background about the requirement

• 2) Instructions Report:

When the students perform the laboratory experiments, to record the

procedure, they describe it in the instruction form. For uniformity, teachers
also, prepare standard instruction manual for the students. It may be typed
and given in advance, so that the students can perform the practical
systematically. It covers objective or aim of the experiment, instruments
required to carry out the experiment, some theoretical concept necessary,
procedure of actual experiment including some precautions necessary for the
safety of the instruments and users.

• 3) Feasibility Study Report:

When a new product is to be developed or a new technology is to be adopted

for the existing product, or a model is to be changed or a new manufacturing
process is proposed, feasibility study is necessary. Some experimentation
may be done on the prototype, alternative technologies may be studied,
various procedures may be analysed and different revisions of models are
 tried After experimentation, analysis, study or survey the final outcome is
expected. The report may justify or otherwise, the new product, technology,
procedure, model or technique. The justification may be based on the state
of art technology and its awareness, available or trainable manpower,
availability of equipment and material, infrastructure, resources, etc.

4) Recommendation report:

• When a government, semi government or a private organization, gets

number of offers from different persons or agencies or organisations for a
specific work, the offers are critically reviewed by the expert committee.
The parties may be given the opportunity of presentation and demonstration.
After this exercise the committee prepares and submits a report, to accept a
particular product, procedure, technology, option or offer by a particular
party. The decision may be based on the capability of the proposer and
financial considerations. In a purchase committee recommendation,
negotiations and discounts are also helpful.

5) Evaluation Report:

Report of the evaluation committee helps the management in taking the

decision. Similarly, for a syllabus revision, assessment scheme, result
analysis, ragging, student discipline, proposal for new courses, etc. issues
committee may be formed and may give report.

6) Primary Research Report:

It may not be related to some original work. Some experimentation may be

done in house or some external facility may be used for the experimentation,
some supporting survey may be carried out. The experimentation and survey
work generates some data, which is analysed to draw conclusion. The report
may cover the experimentation, equipments, hardware, software,
infrastructure, background of the problem and final outcome of the research

7) Technical specifications:
While marketing the product, two types of manuals are used. Commercial
manual describes the general details and cost aspect. The technical manual
covers the detailed specifications of the product. It covers construction,
materials, dimensions, size, weight, functions, operational features and
special features. It may also, cover the market potential. A lot of
alphanumeric data, tables, graphs, pictures are involved here. The stress is
not laid on the quality of language but, facts and figures, highlighting the
quality and performance characteristics of the product. It is aimed at
convincing the consumer. For smaller consumer goods, the presentation
style may be simple. For major items, with high costing, the target readers
may be purchase officers or marketing managers. Some better style of
presentation is preferable.

8) Report Length Proposal:

Some proposal report may be the result of years of work. Large number of
people may be involved in the study and analysis. The population of samples
may also, be very large. Such reports are published in a book form, by many
government and semi government agencies. Many private industries and
organisations can use such reports for their activities. In addition to some
common features, it may include feasibility study, literature survey,
qualifications of investigators, and other persons involved in the process.
Sometimes, this type of report may be the compilation of many other
reports. The scope of the report is very wide. Large many details are covered
here.

9) Business Prospectus:

To start a new business or to expand or diversify the existing business, the

businessman or an entrepreneur requires support of other people. The
businessman or an entrepreneur has to prepare the blue print of his business
plan. The business activity should be described at length, the market
potential should be identified, the capacity of other manufacturers or
businessmen should be reviewed, the import and export problems should be
covered, and total plan of full fledged activity should be developed. The
requirement of manpower, infrastructure, etc. should be studied and
 reported. In some cases, phase wise plan for five or ten years may be
proposed. Initially profitability may not be there. By future projection, the
breakeven point and state of profitability should be forecasted.

The technical reports can also be classified as following types, based on

the objective.

• Progress reports

• Trip reports

• Equipment evaluation reports

• Laboratory report

• Summary report

• Data Archival report

• A technical activity report

• Inspection report

• Investigation report

Structure and format of Reports:

• Shape: The reports may be typed or printed. The report may be in a bound
form, if it is to be submitted outside.

• Cover page: Depending on the number of pages spiral binding, strip binding
or hard paper binding is used. Standard A4 size, unlined, white plain papers
are used. Hand written report is discouraged. The report usually starts with a
cover page or the title page. The cover page covers title of the report, the
name of agency or individual or group submitting the report, with complete
address and contact details. It should also indicate the agency to which it is
submitted.

• Summary: After the cover page, the successive page(s) may cover the
summary of the report. It gives some idea about the purpose and scope of the
report.
• Index: The index or table of contents, with page wise references is
desirable. It gives clear cut idea, about the details covered in the report. If
the report is very lengthy, just like a book, the index helps in referring
particular part of the report. If somebody is interested in the particular
process or procedure, it can be referred on specified pages.

• Introduction:

The main part of the report follows the introduction. If the report is about
some research or experimentation, it is necessary to explain the actual
problem. What is the actual problem for the research or investigation that
should be specified in the introduction, it defines the scope of the research or
the investigation. How the research was carried out or what was the nature
of investigation or experimentation that is specified here. Thus, it defines the
background, which specifies technological, economical, social, political,
legal condition under which the research or investigation was necessary .

• Main body or Core: The main body or core of the report is covered here. It
first tries to identify the problem. How the problem was originated and what
are the actual symptoms of the problem? This part basically deals with tools
and techniques. In case of a software based problem, algorithms and flow
charts may be covered. In electronics, waveforms are recorded.

• Results: In technical and scientific research, based on investigations, results

are derived. The results are usually presented as observation tables giving a
lot of alphanumeric data. The results are tabulated. Using the observations,
some graphs and histograms are developed. The errors, means and standard
deviations are found.

Conclusion:

After getting the results, a lot of statistical analysis is done. To derive fruitful
conclusion, large number of proper samples are taken under proper
condition. If the condition is not proper, if the sample size is less and if the
samples are not proper, the process may give wrong conclusion.

• Recommendation:
• After completion of the research or the investigation, the results are
analysed. There is some conclusion of the work. Using the conclusion,
recommendations are made for the future course of action. If the research is
for a new process, procedure or material, with encouraging results the new
process, procedure or material is recommended for routine practice.

• References & Bibliography:

For any research work, a lot of papers published in journals and presented in
conferences are available. It is an art to scan large number of references and
select the relevant references.

• Appendices:

While writing the report, the researcher or the investigator has a lot of
material. He tries to arrange the material in a logical sequence. The flow and
content should be such that one can easily read and follow the report. In this
process some information, particularly factual data, is necessary to make the
report authentic. If all the information is covered in the main body, the flow
is not smooth. Such data is usually covered at the end, as appendices.

2) Technical Proposal

• Document that lists and defines the technical requirements of a contract or

project, and explains the approach and plan formulated to address them.

or

• A technical proposal is a written official document to carry out some

activity, with specified conditions on either side, with some financial
consideration. It is a written/printed document, indicating their interest in
providing the service, with specified conditions; procure material or
equipment of given specifications; develop software for required application
with given constrain; construct a building, road, bridge, railway line/station,
dam, power house of given specifications; carry out research on a given
problem or to solve some problem. The proposal also indicates financial
expectations and other conditions like payment terms and time frame or
schedule of completing the assignment.
 Types of Proposals:

• Business Proposals:

• Supply of material, construction of roads, buildings, railway, a garden, a

bridge, a dam, a party plot, a parking lot, etc; providing services for
transportation, washing, catering, safety, security, insurance, fire fighting,
training, consultation, recruitment, maintenance, etc; procurement of
equipment, hardware, software, stationary, etc: all these can be considered as
business proposals.

Research Proposals:

• Research proposals may be invited internally or externally. Government and

public undertakings, private organizations, and educational institutes
encourage the research activities. For the technological growth of the nation
and survival of the industries in global competition, research is inevitable.
There are certain funding agencies at national and international level for the
research. From time to time, they invite research proposals on thrust areas
and other areas decided by them. There are some government organizations,
exclusively set up to carry out full time research, in specific area already
identified or areas which may be identified in future.

Educational Proposals:

• Education spans from playgroup, kindergarten, primary school, secondary

school, higher secondary school; under graduate colleges of various faculties
 like arts, commerce, science, law, pharmacy, engineering; post graduate
institute and institutes offering Ph.D. programmes in various faculties and
various branches in case of engineering. At lower, school level, local
authority may be involved. In all the cases, proposals are to be submitted to
the competent authority, to initially start the institute with specified intake
and later on to continue to run the institute. For schools and colleges, not
offering professional courses, usually proposals are not invited. A particular
trust or a body plans to start a school or a college. It prepares the proposal in
a specified format and approaches the concerned authority. Here, as the
proposals are not invited by advertisement or common circular or general
announcement, the number of proposers may be less. There is not much
competition of other proposers. The assessment is on individual basis,
depending on the fulfillment of requirements and bonafide intentions of the
trust. There may be indirect competition of other institutes in the area. So,
the proposer should be aware about the availability and demand of seats,
absorption to further studies or employment, available quality of education
in the area, target group of students, transport and other infrastructure
facility.

• Accreditation Proposals:

There is a national board accreditation for the accreditation of programmes

offered by engineering institutes. Accreditation is programme wise, for the
strengths and weaknesses, as per specified format. The detailed criterion
cover teaching learning aspects, management aspects, administrative aspects
and financial aspects. The information covers student intake, admission
process, result, recruitment, student feedback, teacher feedback, employer
feedback, etc. The visiting team interacts with the students, the faculty, the
supporting staff, the management, the administration, the guardians and the
employers, too. Similarly, for Institutes and Universities, there is NAAC
accreditation. These accreditations are not mandatory but, are useful for the
institute or university to find its strengths and weaknesses and get third party
assessment.

Structure and format of technical proposal

Technical Article
 Types of Articles

Scientific Article

• A scientific article is a publication that is based on empirical evidence. It can

support a hypothesis with original research, describe existing research or
comment on current trends in a specific field.

Research Paper

• A research paper is an essay in which you explain what you have learned
after exploring your topic in depth. In a research paper, you include
information from sources such as books, articles, interviews, and Internet
sites. You also use your own ideas, knowledge, and opinions.

• Structure of Technical Article

•