Organize the writing process for yourself.

Organize the document for the reader.

Defining objectivesPlanningDraftingEvaluatingRevising

Same as process of project management.

You can’t get it right the first time around!

Defining objectives Objectives for job application

letter?PlanningDraftingEvaluating – in labsRevising

• Learn to separate these stages!

Start earlyLearn to draft – avoid

need for perfection at this stage

Learn to separate the creative and critical parts of your personality.

Most important questions

for you to ask:

Who is your reader? Do you have more than one reader? Why does the reader need your

information? Are you trying to persuade the reader

to take a certain action? Use the Audience Analysis worksheet

Much technical communication is interactive and interpersonal.

You may use “we” in documents this semester. In the letter only, you may use “I.”

Passive Voice literary longer more vague less active verb emphasizes the

thing acted upon sometimes, the

only accurate way to go

Active Voice the way we speak more concise says who did it more active verb emphasizes the

doer of the action all things being

equal, the way to go

Elapsed time is indicated by a pointer.

The project was completed by the installation crew.

It is suggested that readings be recorded hourly.

A pointer indicates elapsed time.

The installation crew completed the project.

I suggest you record readings hourly.

Voice is a rhetorical strategy.

“It was discovered during QD’s initial modeling efforts that the reservoir was actually a retrograde condensate reservoir.”

It was discovered during QD’s initial modeling efforts that the reservoir was actually a retrograde condensate reservoir.

Better: QD’s initial modeling efforts showed that the reservoir was actually a retrograde condensate reservoir.

((13-14 words))

(17 words)

The scope of this strategy does not cover testing all the functionality of the different sub components. It is expected that each component be tested prior to the solution integration test.

• to emphasize the agent of the action:

Previous researchers established the relationship between chemical qualities and model parameters.

Active Voice Passive Voice

• to emphasize the object:

The relationship between chemical qualities and model parameters was established by previous researchers .

The water sample was heated to a temperature of 1000C.

• to emphasize the action:

JMC Consulting recommends that BPAmoco adopt a risk-communication plan

1. Maintain focus and flow• Craft topic sentences• Use transitions• Provide trail markers• Maintain parallelism

2. Avoid abstraction• No empty pronouns!• Use passive voice with caution

3. Prune your sentences!

Letters are for external audiences. Contain salutations and sign-offs Include addresses of sender and receiver

Memos are for internal audiences (or those working on same big project). To: From: Date: Subject:

Both can be sent electronically as an attachment; letters must be signed.

Cover letters for resumes should “sell” yourself as highly qualified for the job. Read the job description carefully.

Mention personal contact if you have one. Use exact title of job and indicate source of

the information. Connect your qualifications and those

listed. Do NOT repeat your resume: highlight two

or three important qualifications/experiences.

Conclude with an action step.

Write a letter to the appropriate person named in the job description you have chosen. See the CE 333T Web site for more specs. See Professional Writing (pp. 49-52 and 69-71)

for letter format. On p. 70 is a sample cover letter.

Letter is due in draft form this Thursday (1/29). It is due in final form along with your resume on Monday, Feb. 2.

Bring a draft of your job-application letter AND a draft of your resume.

You will give and get a written and a verbal review of both.