Technical Writing

Technical WritingE-mailE-mailIt is correspondence through Internet. It is an electronic message.

Benefits?Emails are cheap.Emails are quick.Emails are convenient.Examples:Yahoo, Hotmail, G-mail, Excite etc

How to write effective E-mail?Use the Correct email address:i.e. name@gmail.comProvide an effective subject line:i.e. Topic/SubjectLimit your email message to one screen:i.e. use cyber speak abbreviations

Continue..Organize your email:IntroductionDiscussionConclusionProofread your emailDont email confidential informationMake hard copies for future referenceFollow Practice etiquettes

Proof reading Set your email program to automatically check before sendingRe-read email for other spelling, grammar and punctuation errorsEtiquettes.. Only One topic per email(Use topic sentences)Review your organizations policy regarding the appropriate use of e-mail.Maintain a high level of professionalism in your use of e-mail. Do not forward jokes or spam, discuss office gossip, or use biased language. Conti Do not send flames (e-mails that contain abusive, obscene, or derogatory language) to attack someone. Do not use an e-mail account with a clever or hobby-related address (chat.lover@yahoo.com); e-mail addresses based on your last name are appropriate (ahmad23@yahoo.com)

Conti.Provide a subject line that describes the topic and focus of your message to help recipients manage their e-mail.Ineffective subject linesSubject:Date:Hi9:17 amquestions10:11 amMeeting12:44 pmOne more thing...........3:02 pmSome thoughts4:21pmEffective subject linesSubject:Date:Party planning meeting rescheduled for 3pm9:17 amHelp: I cant find the draft for the Smith Paper10:11 amReminder: peer-review articles due tomorrow (3/30)12:44 pmQuestions about Sociology 210 project3:02 pmCongratulations to Jennifer for winning Nobel Prize4:21pmContinue..Adapt forwarded messages: revise the subject line to reflect the current content and cut irrelevant previous text, based on your purpose and context.

Effective subject linesSubject:Date:Re: Re: Re: [Fwd: [Fwd: [hrfac] Reminder: Deadline for Spring Semester Is Jan. 15]]9:17 amRemove extra email prefixes

ContiUse the cc: (copy) and bcc: (blind copy) address lines thoughtfully and consider your organizations practice or protocol.Include a cover (or transmittal) message for all e-mail messages with attachments (Attached is a copy of the report for your review. . . .). Conti.Send a courtesy response informing someone when you need a few days or longer to reply to a request. Do not write in ALL UPPERCASE LETTERS (called shouting) or in all lowercase letters. Avoid e-mail abbreviations (BTW for by the way, for example) used in personal e-mail, chat rooms, and instant messaging.

ContiDo not use emoticons (keyboard characters used to create sideways faces conveying emotions) for business and professional e-mail.

Uses of E-mail E-mail functions in the workplace as a medium to exchange information and share electronic files with colleagues, clients, and customers. Although e-mail may take the form of informal notes, you should follow the writing strategy and style described in correspondence because e-mail messages often function as business letters to those outside organizations and memos to those within organizations. Of course, memos and letters can also be attached to e-mails.Conti.E-mail is such a quick and easy way to communicate that you need to avoid the temptation of sending a first draft without revision. As with all correspondence, your message should include all crucial details and be free of grammatical or factual errors, ambiguities, or unintended implications.