Business and Technical Writing - Professor McElroy's ... · PDF fileBusiness and Technical Writing 409 Business Letters ... punctuation are essential. Single-space your business letters

408 Business and Technical Writing

Business and Technical WritingBu

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Contents

Business Letters 409

Memos, E-mail, and Application Forms 418

Graphic Organizers 422

Technical Writing 427

Business and Technical Writing 409

Business Letters

Business and Technical Writing

Writing an effective business letter is a valuableskill that you will use in school and throughoutyour life. People write business letters every day toapply for jobs, complain about poor service, orderitems, say thanks, request help or information, andexpress opinions.

The language and tone of a business lettershould be conversational but polite. Aim for clar-ity, and avoid out-dated, overly formal businesslanguage, such as “In reference to yours of the

K. Lasher10/23/01Page 2

Bring to class three or four examples ofbusiness letters. In small groups, evaluatethese letters. What do these letters have incommon? Which are the most effective?Share the results of your discussion withthe rest of the class.

Activity 1Activity 1

fourteenth.” The impression the letter makes onthe reader will certainly dictate the nature of his orher response. Correct grammar, spelling, andpunctuation are essential.

Single-space your business letters and use onlyone side of a page. You may double-space a veryshort business letter to fill the page. If the letterextends to more than one page, include the nameof the recipient, the date, and the page number, allflush with the left margin on subsequent pages.

Business Letters


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Parts of a Business LetterA business letter contains the following parts.Examine each part in the model letter on page 411.

Heading The heading includes the sender’s com-plete address and the date. If you use letterhead(stationery with a preprinted return address), sim-ply add the date.

Inside Address The inside address is the nameand address of the recipient of the letter. Be sure itis correct and complete.

Salutation The salutation begins with the wordDear and is followed by the recipient’s title—suchas Mr., Ms., or Dr.—and last name, followed by acolon. If you don’t know and cannot get the per-son’s name, you may use a title such as “DearPersonnel Officer” or omit the salutation.

Body The body is the main part of the letter. Besure to place the most important information—usually a call to action—as close to the beginningas possible. Be clear and simple about the purposeof your letter. Do not make your reader search forwhat you want.

Closing The closing precedes the formal identifi-cation of the sender. You may choose among suchconventional closings as Yours truly, Sincerely,Sincerely yours, Best regards, or Respectfully. Donot capitalize the second word of the closing, andfollow the phrase with a comma. Type your namefour spaces below the closing, allowing room foryour signature.

7654 Middle RoadEmerald, WA 89786March 1, 2002

Dr. Michelle Franklin, DirectorGreen Valley Retirement Village9876 Fawn CourtEmerald, WA 89787

Dear Dr. Franklin:

I am a junior at Emerald High School and a member of astudent organization that performs community service. Iam writing to ask to meet with you to discuss ways that agroup of us can volunteer at the Green Valley RetirementVillage.

We believe that we could perform services valuable toGreen Valley’s residents. We could read aloud to visuallyimpaired residents, run errands for those who find it diffi-cult to get around, and visit with those who could usesome company. We believe that this time would be wellspent, for it would increase understanding across the generations.

Our faculty adviser on this project is Mr. Allen Weinberg.He can be reached at 555-6543. To set up a meeting timeat your convenience, please call me at 555-0908. I look for-ward to meeting with you.

Sincerely yours,

Michael C. O’Connor

Michael C. O’ConnorPresidentCommunity Action Group

cc: Allen Weinberg

Business Letters



Styles of Business LettersThere are two basic styles of business letters: blockstyle and modified block style.

Block Style The block style is the most commonlyused style. In this style, all parts of the letter arealigned with the left margin, and paragraphs areseparated with a line space.

Heading

Inside address

Salutation

Body

Closing

Signature and name

Business Letters


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7654 Middle RoadEmerald, WA 89786March 1, 2002

Dr. Michelle Franklin, DirectorGreen Valley Retirement Village9876 Fawn CourtEmerald, WA 89787

Re: Request for Appointment

Dear Dr. Franklin:

I am a junior at Emerald High School and a member ofa student organization that performs community service. Iam writing to ask to meet with you to discuss ways that agroup of us can volunteer at the Green Valley RetirementVillage.

We believe that we could perform services valuable toGreen Valley’s residents. We could read aloud to visuallyimpaired residents, run errands for those who find it difficult to get around, and visit with those who could usesome company. We believe that this time would be wellspent, for it would increase understanding across the generations.

Our faculty adviser on this project is Mr. AllenWeinberg. He can be reached at 555-6543. To set up ameeting time at your convenience, please call me at 555-0908. I look forward to meeting with you.

Sincerely yours,

Michael C. O’Connor

Michael C. O’ConnorPresidentCommunity Action Group

cc: Allen Weinberg

Re is short forregarding. Thisoptional subjectline tells whatthe letter concerns.

Modified Block Style Some writers prefer amodified block style, in which the date and closingare indented, and which may include a subject

line. Indent both the return address and the clos-ing as well as the body paragraphs. With this style,no extra space is used between paragraphs.

Business Letters



November 21, 2002Dr. Michelle FranklinGreen Valley Retirement Village9876 Fawn CourtEmerald, WA 89787

Dear Aunt Michelle,Our community action group would like to volunteer at Green

Valley, as we discussed last week at dinner. Representatives of ourgroup would like to meet with you to consider the options. The students were especially interested in reading to the residents and running errands for those who need help. Please give me a call and let me know when we can meet.

Love, Mike

Personal Letter Style On rare occasions, youmay need to use a friendly letter style for businesspurposes. Use the format of a friendly letter, asshown in the model below.

lege applications. You will recall that Iwas a student in your freshman biologyand junior advanced biology classes. I amplanning to major in science or pre-med.Please submit the letter to Mrs. Janderat our college placement office.

Business Letters

Types of Business LettersPeople write business letters to request informa-tion or assistance, complain, express opinions, orapologize for an inconvenience. Although the basicform of the letter remains unchanged regardless ofthe purpose, each type of letter will be organizedand structured somewhat differently. Elements ofstyle may also change, depending on your purpose.

Request for Information or Action The key towriting a letter requesting information or action isto ask for what you want in the first paragraph.Clearly describe your expected response in theparagraphs that follow. If you are requesting sev-eral items, it is helpful to provide a bulleted list.

Please send the following items:

• one ream of white copy paper

• two 12-packs of black erasable pens

• three yellow legal pads

• two rolls of 1.5-inch strapping tape

• one box of 8.5” x 11” manilaenvelopes

Type your return address clearly and includeother helpful information such as a phone or faxnumber or an e-mail address in case the readerneeds clarification.

Request for Personal Assistance Another kindof business letter is a request for personal assis-tance. To write this sort of letter, follow these threesteps.1. Acquaint the reader with the situation for which

you are requesting assistance.2. Provide details.3. Suggest a way or ways that the reader can

address your request.

The tone of your letter should be respectful butnot pleading or demanding.

I am writing to ask if you would write aletter of reference that I can use for col-

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Imagine that you have been asked to writea profile of a famous living person. Thesubject of your profile could be a sportsstar, a political figure, or the head of anorganization. Your goal is to learn as muchas you can about the person. One source ofinformation is a “press kit” often puttogether by organizations (or the individ-uals themselves) to help writers like you.Write a business letter to the media rela-tions or public relations department of theorganization with which the person isaffiliated. Request a press kit or other biog-raphical information about the individual.

PURPOSE To write a business letterrequesting information

AUDIENCE Public relations office

LENGTH 1 page

Writing RubricsTo write an effective request letter, youshould

• use the correct spacing and alignmentfor the style chosen

• write clearly and succinctly

• state your request in the first paragraphof the letter

• use polite but conversational language

• check your letter for grammar, spelling,and mechanics


Business Letters

Opinion When you write to state your opinion,you want to persuade others to adopt your pointof view. If you will disagree with another point ofview, you must also state the opposing positionclearly and accurately.

I am opposed to most of the new securityarrangements proposed for Emerald HighSchool. While I understand the concernabout school safety, turning the schoolinto a fortress will only create a prison-like atmosphere. I believe that othersteps can be taken to make students andfaculty more secure.

Complaint If you are writing to complain about aproduct or service, first decide what you want therecipient to do. Do you want an apology, a replace-ment, a refund, or a change in the product? In thefirst paragraph, explain the problem and politelyexpress how you would like to have it resolved.

Recently, I and five other students ate atyour restaurant after the junior prom.We were treated rudely by our server,even though we were mannerly and lefta 15 percent tip. Students deserve thesame respect accorded other customers.We would appreciate an assurance thatstudents choosing to dine with you in thefuture will not be treated in such anunpleasant manner.


Suppose that, during a class trip, youexperienced an inconvenience—poorservice, canceled reservations, lost luggage,or rude service personnel. Write a letter ofcomplaint to the service provider.

PURPOSE To write a business letter reg-istering a complaint

AUDIENCE Service provider

LENGTH 1 page

Writing RubricsTo write an effective letter of complaint,you should

• write clearly and succinctly

• state your complaint in the first para-graph of the letter

• use polite but conversational language

• check your letter for grammar, spelling,and mechanics

• use correct business-letter style

Write a letter to your school or localnewspaper expressing your opinion aboutan issue that concerns you. Before youwrite, take some time to investigate andunderstand the opposing position or posi-tions. Use either a block or a modifiedblock style.

PURPOSE To express your opinionabout an issue

AUDIENCE Readers of your school orlocal newspaper

LENGTH 1 page

Writing Rubrics To state your opinion in a business lettereffectively, you should

• state your opinion clearly in a reason-able tone

• give a fair picture of the opposingpoints of view

• provide evidence or reasons to supportyour opinion

• check the letter for errors




Apology There are two keys to writing an effec-tive apology. First, do not trivialize the concern ofthe person making the complaint. Too often, peo-ple who write apologies say things like “I’m verysorry for any inconvenience you experienced,” butto the person who bothered to complain, incon-venience is probably much too weak a word todescribe the experience. Second, do not makeexcuses. The person complaining does not want tohear about how “the computer was down” or how“we were really busy.”

We are sorry that you were treatedrudely by the server at our restaurant.Please accept our apologies and theenclosed coupon for a free lunch for yourparty of six, which you can use when-ever you wish. I will make sure that ourservers are more aware of the need totreat all our patrons with the respectthey deserve. Thank you for bringing thisproblem to my attention.

Notice that the writer takes the complaint seri-ously and offers no excuses for the error.

Letter of Application When you apply for a job,you usually send a letter of application, or coverletter, along with your résumé. A cover letter pre-sents your qualifications but does not provide thespecific details that are found in your résumé.However, you can and should refer to your résuméin your letter. For example, “As my résumé shows,I have substantial experience in retail sales”—andyou should mark your résumé as an enclosure atthe bottom of your letter. Begin your letter with areference to the advertisement or job posting.

I am writing to apply for the sales jobadvertised in the Miami Herald.

If there is no advertisement and you are simplywriting to determine whether there is an opening,begin with a relevant statement.

I am writing to find out if you have anopening for an entry-level sales person.

Then immediately identify yourself and yourqualifications for the position.

As my résumé indicates, I have threeyears of experience in retail sales andone year of experience as an assistant manager.


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Business Letters


In the body of the letter, you can expand on therelationship between your experience and the spe-cific job advertised. You may even want to quoteportions of the advertisement to show exactly howyour experience matches the company’s needs.End your letter by asking for an interview andinclude your phone number and suggested timesfor calling. Your final sentence can thank thereader for considering you for the position.

I would like to meet you personally todiscuss my qualifications. I can bereached at 444-2234 after 3:00 P.M. toschedule an interview.

Thank you for considering me for youropen position.


Write a cover letter to accompany arésumé. Follow a block or modified blockstyle.

PURPOSE To write a cover letter

AUDIENCE The company with the openposition

LENGTH 1 page

Writing RubricsTo write an effective letter of application,you should

• refer to your résumé in the letter

• make sure that the letter is completely error free

• make your interest in the job clear


Business Letters

contains essential information for the reader,including the identity of the writer and the sub-ject. The rest of the memo is single-spaced, with aline space between paragraphs. The content isdirect and concise. There is no closing, since thewriter is identified in the heading.

One advantage of the memo format is that therecipient can write a response on the memo itselfand return it. If you choose, you can end thememo with the word Response: or Comment: tomake it clear that you expect only a quick, hand-written note in response.

Memos and e-mail may be used more frequentlythan the regular mail in many businesses. Formsof various kinds are also frequently used for busi-ness and other purposes.

MemosMemos are documents that are written for usewithin a business, school, or other organization.They share many of the characteristics of the busi-ness letter but are less formal.

The memo format allows maximum efficiency.Typically, a memo is one page or less, and all thetext is flush left. The heading is double-spaced and

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To: Alice Suarez

From: Jocelyn Alexander JBA

Date: February 15, 2002

Re: Textbook recommendations

The board of education has asked for our history textbookrecommendations for next year by February 25. Has the his-tory text selection committee met? If not, you’ll need to call ameeting right away and urge members of the committee tocome armed with recommendations. If you have met, have youdecided on the texts that you want to recommend? Please letme know the status of this issue as soon as possible.

Thanks.

The senderneed not signthe memo, buthe or she mayinitial it.

Memos, E-mail, and Application Forms





Send an e-mail message to a classmateconcerning one of the letters or memoswritten for a previous activity. Explain toyour classmate the circumstances thatprompted the correspondence and ask fora response to your e-mail message. Sendthe letter or memo with the e-mail as anattachment.

PURPOSE To send an e-mail messagewith an attachment

AUDIENCE Classmate

LENGTH 1 paragraph

Writing RubricsTo send an e-mail message with attach-ment, you should

• convey your message clearly and concisely

• include all necessary information

• call attention to the attachment

• request a response

• proofread the message

important, since busy readers use the subject lineto decide whether to open the message.

Clarity and directness are also important. If youare answering an e-mail message, repeat enough ofthe original message to remind the recipient of thecontext.

Because you cannot always format an e-mail asyou can a letter, messages that must be somewhatformal should be done in a word processing pro-gram and e-mailed as attachments. In most e-mailprograms, sending an attachment requires simplythat you click on a button marked attachment,type in the path and file name, and click OK.

Imagine that you are the chairperson of aschool committee charged with investigat-ing allegations of unruly student behaviorat football games. The committee has beenasked to determine whether there is aproblem and, if one exists, to make recom-mendations for solving it. Write a memoto members of the committee asking thatthey research the issue and gather ideasbefore the first meeting. Be sure to includethe date and time of the meeting.

PURPOSE To write a memo

AUDIENCE Committee members

LENGTH 2–4 paragraphs

Writing RubricsTo write an effective memo, you should

• use the correct format

• convey the message clearly and concisely

• include all necessary information

• proofread the memo

E-mailOf all the forms of business communication,e-mail is by far the least formal. E-mail can readlike a transcript of a conversation. As e-mailbecomes more and more prevalent, however,writers need to analyze their audiences. The useof sentence fragments, colloquial language, andabbreviations may be fine for friends, but they arenot appropriate for many business exchanges.

For anyone other than a close friend, an e-mailmessage should be similar to a memo in formatand style. The subject line, in fact, is even more




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2. Keep in mind that neatness counts. If possible,request more than one copy of the form so youcan redo it if necessary.

3. Do not leave blank spaces. If something doesnot apply, write n/a (not applicable) in thespace. Blank spaces suggest that you have some-thing to hide or that you did not carefully readthe form.

4. Complete the form in ink, preferably black.

Voter Registration Form

Check all that apply: ❏ Name change ❏ Address change ❏ New registration

Namelast name first name middle initial

Addressstreet number / street name / apartment number / city or town / ZIP code

Date of Birth Telephone number: ( ) – month day year

Party Enrollment or Designation (check one): ❏ Democratic ❏ Republican

❏ Libertarian ❏ No party (independent) ❏ Other (identify)

Address at which you were last registered to vote:

street number / street name / apartment number / city or town / ZIP code

I hereby swear (or affirm) that I am the person named above, that the infor-

mation is true, that I am a citizen of the United States, and that I am not

disqualified by law from voting.

Signed DateSign your name here. month day year


Application FormsPeople fill out application forms for a variety ofpurposes, such as to obtain an apartment, a socialsecurity card, a driver’s license, or a credit card.Almost every employer requires that job applicantscomplete an application.

There are four important steps in completingan application form.1. Read instructions carefully. Read through the

entire document before writing anything.



Fill out one or more practice applica-tions. You can obtain blank forms from abank, a local employer, the Department ofMotor Vehicles, the public library, or pos-sibly from your school. Work in a smallgroup to evaluate and critique each other’swork.

PURPOSE To complete a sample application

AUDIENCE Your classmates

LENGTH 1–2 pages

Activity 8Activity 8Writing RubricsTo prepare an application form, youshould

• respond to each request for information

• correctly place information on the form

• write neatly and legibly in ink

• check spelling and punctuation



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MEMBERS

COMPUTER CLUB ORGANIZATION

Maria Lopez, Tyrone JonesCo-chairpersons

Ms. TaftFaculty Advisor

Simon TaftTreasurer

Pat MoranSecretary

Marc BouchetWeb Site Manager

Graphic organizers are devices for organizing datapictorially. They are useful in business andtechnical writing because they help readers tocomprehend and compare data.

ChartsOrganization Charts Organization charts showhow individuals, positions, or departmentswithin an organization are related to one another.Your word processing program may have a func-tion or template to help you create organizationcharts. Check its Help menu. If your programdoes not allow you to create them automatically,you can use the drawing tools to make a chart.

Simply click the appropriate icons to create textboxes and lines similar to those shown in theexample chart. You can choose either a vertical(portrait) or horizontal (landscape) orientationfrom Page Setup in the File menu, depending onwhether you need greater depth or greater widthfor your chart. Once you have determined astructure, simply type in the names, titles, orneeded information.

Be careful not to show too much informationin one chart or one box; your information shouldbe easy to read and understand. Start each boxthe same way. Be sure to include a title for yourchart.

Graphic Organizers



Choose one option:

• Use a computer to make an organiza-tion chart showing the structure ofyour student council or some otherschool group. Show each level of theorganization.

• Use a computer to make a flow chartthat explains a process with which youare familiar, such as how to do a physicsexperiment, how to install a modem foryour computer, or how to make afavorite dish. Show all steps in theprocess.

PURPOSE To create an organizationchart or a flow chart

AUDIENCE Your teachers and classmates

LENGTH 1 page

Writing RubricsTo create an effective chart, you should

• write a title for the chart

• use the correct format

• label consistently

• check for accuracy

Graphic Organizers


Flow Charts Flow charts highlight a differentkind of relationship; they show the stages in aprocess. They usually use arrows to show progressfrom one step to the next. In flow charts, be con-sistent in the kind of information you enter in

each box. For example, each box might include asingle step or a single action in a process. Theexample describes how you can use your wordprocessing software to create a flow chart.

How to Create a Flow Chart

Select arrowsfromAutoshapes orthe Drawingtoolbar. Adjustsize.

Pull down Viewmenu and selectPage Layout.

On the StandardToolbar, clickthe Drawingicon.

From the Drawingtoolbar, selectAutoshapes/Flow Chart.Choose a shapeand insert it in thedocument.

Click on the textboxand type text intoeach shape.Adjust size of boxto fit text in.

GraphsBusiness and technical writing often includes oneor more graphs. A graph highlights data by show-ing it pictorially. Many word processing andspreadsheet programs include a graphing func-tion. These programs usually refer to graphs ascharts. Software specifically for creating graphsand charts is also available. You can create a graphin another type of software and import it into aword processing document.

Bar Graphs Bar graphs usually show numbers orquantities of something. They make it easy to seeand compare data. A bar graph plots data alongtwo axes—the vertical axis, or y-axis, and the hor-izontal axis, or x-axis. The y-axis usually contains ascale of numbers or percentages. The bar graphexample shows the amount of annual snowfall in aparticular location.

Graphic Organizers

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Annual Snowfall, in Inches

Oct.

20

15

10

5

0Nov. Dec. Jan. Feb. Mar. Apr. May

Graphic Organizers



Circle Graphs A circle graph (or pie chart) showsthe relationship of parts to a whole. The parts canbe labeled with either numbers or percentages. Thewhole circle always represents 100 percent of

something. The example circle graph, for instance,using some of the same numbers used in the bargraph on page 424, expresses in percentages theamount of snowfall each month.

Line Graphs A line graph shows changes in dataover time. For example, the line graph here showschanges in the price of a corporation’s shares ofstock. Line graphs allow you to easily spot changes

or trends. XYZ Corporation’s stock, for example, isclearly increasing in value following a slight dropin 2000.

Average Share PriceXYZ Corporation, 1998-2002

1998 1999 2000 2001 2002

$40.00$30.00$20.00$10.00$0.00

Percentage of Yearly Snowfall per Month

Oct.3%

Nov.10%

Dec.21%

Jan.23%

Feb.20%

Mar.20%

Apr.2%

May1%

Creating Graphs Most spreadsheet programsinclude a graphing function. You enter data into aworksheet, and the program converts the informa-tion into a graph. Some word processing programsalso have a graphing function. After the data isentered into a worksheet, you can choose the kindof graph you want, enter titles and a legend, andclick OK. The word processor creates the chart foryou and inserts it into your document. If you dis-cover a problem with your chart after it has beeninserted into the document, simply double-clickon the chart to return to the editing function. Insome programs, you can switch between one kindof chart and another once the data is entered to seewhich best conveys the point you wish to make.Use the Help menu of your software if you needadditional help.

Graphic Organizers


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ng Use the Internet or print resources togather statistical data for publication in astudent magazine. You may choose anytopic that interests you and for which youcan find statistics. Research your topic,gather data, and create a graph to show thedata pictorially.

PURPOSE To gather, use, and presentdata in graphic form

AUDIENCE Readers of a student magazine

LENGTH 1 graph

Writing RubricsTo prepare an effective graph, you should

• choose data that can be presentedvisually

• present the data in the most effectivegraphic form

• include a descriptive title, labels, and/orlegend

• proofread for accuracy




Publication Manual of the American PsychologicalAssociation.

Clarity In technical writing, the writer’s goal is totranslate scientific or technical information intolanguage that is easy to read and understand.Thus, technical writers must be particularly awareof their audiences. Language appropriate for anaudience of engineers may baffle nontechnicalreaders. On the other hand, if a document isintended for engineers, translating technical jar-gon into everyday language will unnecessarilycomplicate the writing.

Brevity People who read technical writing wantto be able to gather the relevant information asquickly as possible, so technical writers often useshort sentences, bulleted lists, and brief para-graphs to convey information. They divide thetext into multiple sections that make it easy tofind information.

The abstract at the beginning of many techni-cal reports and papers summarizes the documentin one tightly written paragraph. Many readersrely on abstracts not only to get the informationthey need but also to help them decide if the doc-ument is one they need to read in its entirety.

Technical writers are careful to organizereports so that readers can easily find the sectionsthat are relevant to their needs. Tables of contentsguide the reader, and chapters are divided intosections. Abstracts provide a quick summary, andappendixes include details too cumbersome to beincluded in the body of the report.

Technical writers also help their readers by pre-senting as much information as possible incharts, graphs, tables, or other graphic forms.

Elements of TechnicalCommunicationTechnical writing is practical and objective, focus-ing on the technical content of the subject.Technical style is simple and direct. Accuracy, con-sistency, clarity, and brevity are its most importantcharacteristics.

Accuracy While errors in all kinds of writing areto be avoided, errors can cause a calamity in tech-nical writing. Merely substituting the word left forthe word right in assembly directions can lead tomillions of dollars worth of damage if the piece ofequipment in question is an aircraft part or anindustrial boiler.

Consistency Technical writers and editors mustuse a uniform style, so that words are consistentlycapitalized and units of measure are the samethroughout the document. In some cases, incon-sistencies may be merely annoying, but in othercases they can spell disaster. For example, in 1999NASA lost a Mars Climate Orbiter worth $125million dollars because the manufacturer, whichwas supposed to supply metric measurements,sent English measurements instead. That smallerror caused the orbiter to hurtle past Mars, whichit was supposed to orbit, and to spin into orbitaround the Sun.

Most companies that issue technical docu-ments and reports have a style manual to helpwriters maintain a consistent style. These manualsdeal with such issues as capitalization, abbrevia-tions, punctuation, and methods of writing num-bers and equations. You can use such manuals asThe Chicago Manual of Style or the MLAHandbook for Writers of Research Papers, or the

Technical Writing

Technical Writing


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Technical InstructionsIn order to write instructions well, you mustthoroughly and completely understand theprocess you are describing. Then you must travelbackward in time to recall what it was like not tounderstand the process so that you can explain itto others.

You should also divide the process into clearlydelineated logical steps. Then explain the steps inthe correct order so that the person performingthe process does not have to repeat steps or back-track.

Following are some key recommendationsfrom technical writers of “how-to” manuals.

• Show or describe the finished product so thatthe reader knows the goal.

• List all required parts and tools. You do notwant to send the reader to the store in the mid-dle of a project because you forgot to mentionthat your process requires a blank disk.

• Label each step clearly: Step One: Make abackup copy of the master disk.

• Write imperative sentences. Insert a workingcopy of the master disk, metal end first and labelside up, in your internal disk drive.

• Spell out even those steps that you think oughtto be obvious: Start up your computer.

• Check for errors or omissions by followingyour directions exactly as they are written.Then have someone else follow the steps to helpyou identify instructions that may be confusingor difficult to understand.

Write a brief “how-to” manual to teachyour classmates to perform a step-by-stepprocess. Select a process that you know wellbut which others may not know. Considersuch processes as setting up a tent, playinga card game, assembling a toy, scanning aphotograph, or refinishing a piece offurniture.

PURPOSE To write a “how-to” manual

AUDIENCE Your teacher and classmates

LENGTH 2–4 pages

Writing RubricsTo write effective instructions, you should

• list tools and equipment

• place steps in chronological order

• label each step

• use visuals effectively

• write clearly

• test for omissions

• consider the audience

• proofread for grammatical errors andvague language


Technical Writing



Making TablesTables present facts and figures in an easy-to-readformat. Information is organized into columnsand rows. Columns are the vertical elements in atable, and rows are the horizontal elements. Cellsare the individual boxes that contain data.

To make a table in a word processing program,use the Tables pull-down menu. Select the num-ber of rows and columns you think you will need.An empty table will appear, and you can fill in thedata. If necessary, you can insert or delete rowsand columns after you have created your table.You can also add borders, shading, and color. Forfurther help, see your software’s Help menu.

Using SpreadsheetsA spreadsheet looks like a table. A spreadsheet,however, allows you to group fields and sort withina category; you can also analyze data and performmath operations.

Spreadsheets are helpful at home and school aswell as in business. Most spreadsheet programshave a variety of options: You can change the sizeof columns and rows, add borders and fill, changehow the numbers appear in the cells, and tell theprogram that the numbers in cells are dates ortimes.

You can also use spreadsheets to sort text andnumerical data. To sort a column of data, highlightthe data, click the sort option, and then indicatewhether you want to sort in ascending or descend-ing order, alphabetically or numerically.

The spreadsheet below is a list of expendituresfor a school chemistry lab. The spreadsheet doesthe math work for you. The benefit of using aspreadsheet like this one is that if the cost of anitem changes or if there is a change in the numberof items ordered, the program automatically recal-culates the total cost.

Number ofName of Item Cost per Item Items Ordered Total CostTest tubes $0.75 74 $55.50Beakers $3.95 12 $47.40Calcium chloride $4.95 4 $19.80

Total $122.70

CURRENCIES OF SELECTED COUNTRIES

Country Name Symbol SubdivisionGreece drachma Dr 100 leptaIceland krona KR 100 aurarNigeria naira N= 100 koboPoland zloty ZI 100 groszyVenezuela bolivar B 100 centimos

Borders help show the columnsand rows.

Notice that eachcolumn has its owntitle.

The title explainswhat the table isabout.

Technical Writing


Busi

ness

and

Tec

hnic

al W

riti

ng Imagine that you are the class treasurerand that part of your job is planning thejunior prom. Using spreadsheet software,identify the various expenses the promwill entail, such as a band, decorations,and the printing of tickets. Then revise thespreadsheet on the assumption that theoriginal band canceled and you have tohire another, more expensive one.

PURPOSE To create a spreadsheet

AUDIENCE Yourself and classmates

LENGTH At least 1 page

Writing RubricsTo create an effective spreadsheet, youshould

• identify the categories useful to youand label them

• sort the data to produce differentreports

• proofread to make sure the data is accurate

Writing Scientific ReportsYou may be familiar with technical reports. Manyscience and social science teachers require studentsto produce such reports. Often they will outline aspecific format for these reports. If not, the follow-ing format will probably be acceptable.

Every report needs a title page, followed by anabstract. The text should be divided into sections,each with its own heading. Number pages consec-utively and include a header with your name and abrief version of the title on each page.

Jones, dress codep. 1

AbstractThis report demonstrates that stu-

dents surveyed at Emerald High Schoolfavor the establishment of a limited dresscode. The majority of students feel thatbanning hats and tattoos would limit theinfluence of gangs while still allowing stu-dents to express individuality in otherforms of dress.

The first section of the report should be anintroduction that includes the purpose of thesurvey or experiment, relevant background infor-mation, and your hypothesis. This section mayalso include a review of the literature of similarexperiments.

IntroductionThe purpose of this report is to dis-

cover whether students favor a uniformdress code, limited clothing regulations,or no dress code at all.

The second section should cover materials andmethods used.

Materials and MethodsA twenty-item questionnaire was

administered to one hundred EmeraldHigh students. The sample was evenlydivided by grade. All one hundred ques-tionnaires were returned.

The third section details the result of the exper-iment and may include tables and graphs to show-case the data collected.

ResultsAs the following chart indicates, the

opinions expressed by juniors closelymatched the overall student response.Seniors were more inclined to favor lib-eral dress policies, and freshmen weremore interested in uniformity.


Technical Writing



Work with five or six classmates todesign, administer, and then report on asurvey of high school students. Eachgroup should select one of the followingtopics:

• school security

• school dress codes

• a twelve-month school calendar

• preferences for extracurricular activities

• ideas for reducing student absenteeism

Develop a questionnaire that includes atleast twenty questions. Use the question-naire to collect data from everyone in yourclass, including members of your owngroup. Be sure to write questions that canbe easily scored—multiple-choice ques-tions or rankings rather than open-endedquestions.

Analyze your data and present it in areport, using the report format outlinedabove.

PURPOSE To write a technical report

AUDIENCE Your teacher and classmates

LENGTH 4–5 pages

Writing RubricsTo write an effective technical report, youshould

• use the proper format

• draw reasonable conclusions from thedata

• include charts, tables, or graphs

• write clearly and simply


In the fourth section, the writer should discussthe results and draw conclusions.

ConclusionsWhile students in general favor estab-

lishing a limited dress code, the overallconcern seems to be one for safety ratherthan morality.

If necessary, you may include appendixesincluding raw data or references. For example, acopy of the questionnaire you used to gather datamight be included as an appendix. The model thatfollows can be used as a guide as you develop yourown questionnaire.

Sample Questionnaire

1. Should Emerald High School have adress code?❏ Yes ❏ No ❏ No opinion

2. A dress code would enhance thelearning environment at EmeraldHigh School. (Check one.)❏ True ❏ False

3. If you favor a dress code, which ofthe following items should it include?❏ Clothing ❏ Shoes ❏ Hats❏ Jewelry ❏ Tattoos

4. Who do you think should make thedecision about a dress code? (Checkone.)❏ School board ❏ Parents❏ Principal ❏ Faculty❏ Student Council ❏ All of the

above❏ None of the above

Documents

Business and Technical Writing - Professor McElroy's ... · PDF fileBusiness and Technical Writing 409 Business Letters ... punctuation are essential. Single-space your business letters