EE246 Lecture Notes

Table of content
Effective communication ....................................................................................................................2
Importance of communication .........................................................................................................2
Characteristic of effectives communication .....................................................................................2
Effective communication strategies .................................................................................................3
Writing angineering documents ...........................................................................................................5
What is an engineering document? ..................................................................................................5
Types of engineering documents .....................................................................................................5
Examples of technical documents ................................................................................................5
Examples of non-technical documents: ........................................................................................5
How to write an engineering document ...........................................................................................5
1. Conduct research and make a plan ...........................................................................................5
2. Identify the document structure ...............................................................................................6
3. Write the content .....................................................................................................................6
4. Finalize and test ......................................................................................................................6
5. Maintain and update as required ..............................................................................................6
Tips for writing an engineering document .......................................................................................7
Lab Reports ........................................................................................................................................8
Importance ......................................................................................................................................8
Typical Components: ......................................................................................................................9
Lab Report Example .....................................................................................................................11
Correspondence ................................................................................................................................13
Main parts of a letter ..................................................................................................................... 13
Application Letter ......................................................................................................................... 13
Example of a Letter of Application ............................................................................................ 14
Memo Example.............................................................................................................................15
Email Example ............................................................................................................................. 15
Resources .........................................................................................................................................17
Books ...........................................................................................................................................17
Websites .......................................................................................................................................17
Effective communication
Communication is an essential skill for engineers. It plays a crucial role in facilitating
collaboration, problem-solving, and innovation. Effective communication ensures that
engineering projects are completed on time, within budget, and to the satisfaction of all
stakeholders.

Importance of communication

The key reasons why communication is important in engineering are:

1. Collaboration: Complex Engineering projects require often involve large teams of
people from diverse backgrounds and collaboration among various stakeholders,
including engineers, architects, project managers, and clients. Effective
communication ensures that everyone is working together towards a common goal,
understands the project goals, and knows their roles and responsibilities.
2. Problem-solving: Engineers often face complex problems that require creative
solutions. Effective communication facilitates brainstorming, idea generation, and
critical thinking, allowing engineers to arrive at innovative solutions to complex
problems.
3. Risk management: Effective communication is critical in managing project risks.
Engineers must communicate clearly and transparently about potential risks and
their impact on project timelines and budgets.
4. Client satisfaction: Communication plays a vital role in ensuring client
satisfaction. Engineers must be able to communicate effectively with clients to
understand their needs, provide updates on project progress, and address any
concerns or questions. Engineers must be able to communicate effectively with
clients, regulatory bodies, and the public. This involves presenting technical
information in a clear and understandable way, and responding to questions and
concerns.

Characteristic of effectives communication

The 7Cs of communication are helpful principles for effective communication:
1. Clarity: Ensure that the message is clear and easily understood. Use simple, concise
language, avoiding jargon or ambiguous words.
2. Concise: The message should be delivered in a concise and to-the-point manner.
Unnecessary information that can confuse the client should be avoided.
3. Communication: Organize your message logically while maintaining clear,
coherent ideas. Make sure every part of your communication contributes to overall
understanding.
4. Consistency: Make sure your message is consistent with previous communications
and is consistent in tone, style, and content. Discrepancies can lead to confusion.
5. Correctness: Check the grammar and factual accuracy of your communication.
Mistakes can damage your credibility and the clarity of your message.
6. Courtesy: Communicate with respect and courtesy. Consider the customer’s
feelings and opinions while promoting a positive and transparent communication
environment.
 7. Completeness: Give the recipient all the necessary information to fully understand
your message. Anticipate questions or concerns, and manage your contacts

Effective communication strategies

Communication is a vital skill for engineers, as it enables them to work effectively with
colleagues, stakeholders, and clients, and ensures that projects are completed successfully.
Effective communication is the process of delivering a message in a manner that will be
understood and interpreted according to the sender's wishes, creating a clear understanding
between the parties. It involves information, thoughts, ideas, or feelings about accuracy and
efficiency.
Communication strategies are techniques and approaches used to convey information, ideas,
or messages effectively between individuals or groups. These strategies encompass various
aspects of communication, including verbal and non-verbal communication, to ensure clarity,
understanding, and successful interaction.

Some common communication strategies include:

1. Active Listening: Paying full attention to the speaker, asking clarifying questions, and
providing feedback to demonstrate understanding.
2. Clear and Concise Language: Using simple and straightforward language to avoid
confusion or misinterpretation.
3. Non-Verbal Communication: Utilizing body language, facial expressions, and gestures to
complement verbal communication and convey emotions or intentions.
4. Empathy: Understanding and considering the feelings and perspectives of others to build
rapport and trust.
5. Open and Honest Communication: Being transparent and truthful in your communication
to foster trust and credibility.
6. Feedback: Providing constructive feedback to help others improve their communication
skills.
7. Adaptability: Adjusting your communication style to the needs and preferences of your
audience.
8. Visual Aids: Using visual tools such as charts, graphs, or slides to enhance understanding
in presentations.
9. Storytelling: Using narratives to engage and connect with your audience on a personal
level.
10. Conflict Resolution: Employing effective communication techniques to resolve conflicts
and reach mutually beneficial solutions.
11. Active Questioning: Asking open-ended questions to encourage discussion and
exploration of ideas.
12. Cultural Sensitivity: Being aware of and respecting cultural differences in
communication styles and norms.

Here are some effective communication strategies for engineers:

1. Listen actively: Active listening is essential for effective communication.

Engineers should listen carefully to what others are saying, ask questions to clarify
any misunderstandings, and acknowledge others' perspectives.
2. Use clear and concise language: Engineers should use clear and concise language
to ensure that their messages are understood. Technical jargon should be avoided
 whenever possible, and complex ideas should be broken down into simpler
concepts.
3. Use visual aids: Visual aids such as diagrams, charts, and graphs can help to
convey complex technical information in a more accessible and understandable
way.
4. Be proactive in communication: Engineers should be proactive in communicating
with stakeholders. Regular updates, progress reports, and status meetings can help
to ensure that everyone is on the same page.
5. Adapt communication style to the audience: Engineers should adapt their
communication style to their audience. They should use language and terminology
that is appropriate for the audience's level of technical expertise and communicate
in a way that is respectful and professional.

Effective communication strategies for engineers include the following:

Listen actively: Good communication starts with active listening. Engineers should listen
carefully to others and seek to understand their perspectives and concerns.
Use clear and concise language: Engineers should use clear, concise language when
communicating technical information. Avoid jargon and explain technical terms in simple
language.
Use visual aids: Visual aids, such as diagrams, charts, and graphs, can help to communicate
complex technical information in a more accessible way.
Tailor the message: Engineers should tailor their message to their audience. For example,
when communicating with clients, they should focus on the benefits and outcomes of the
project rather than technical details.
Seek feedback: Engineers should seek feedback on their communication skills and be open to
constructive criticism. This can help them to identify areas for improvement and become
more effective communicators.

In summary, communication is a vital skill for engineers, and effective communication

strategies can help to ensure that projects are completed successfully. By listening actively,
using clear and concise language, using visual aids, tailoring the message, and seeking
feedback, engineers can improve their communication skills and become more effective in
their work.
Writing angineering documents
Engineers typically write these documents with a specific intended audience and focus more
on relaying particular data or results than making the information accessible to a wide range
of readers. While engineers are responsible for developing technical information, it's also
important for these professionals to feel confident documenting and disseminating it.

What is an engineering document?

An engineering document is a type of technical form professionals use to explain detailed

concepts and information to other professionals in their field. Technical documents are
documents that convey technical information to a specific audience, while non-technical documents
are documents that convey non-technical information to a general audience.

Types of engineering documents

Engineering documents you might write include technical socuments and non-technical
documents:

Examples of technical documents

User manuals and guides for software, hardware, and other products
Technical reports: Progress/interim reports, Inspection reports, Installation Reports
Research papers, Scientific papers, journals, and articles
Feasibility studies, and case studies
Engineering drawings and specifications
Patent applications and technical specifications
Technical proposals and project plans
Proposals
Technical descriptions
Quality assurance documents

Examples of non-technical documents:

Memo, email, and other forms of internal communication within an organization
Business letters, proposals, and other correspondence
Resumes, cover letters, and other job application documents
News articles, feature stories, and other forms of journalism
Fiction and non-fiction books
Marketing materials, such as brochures, flyers, and advertisements

How to write an engineering document

To write a technical engineering document, some dollowing steps should be considred :

1. Conduct research and make a plan

Before creating a draft of an engineering document, it's important to conduct preliminary
research and make a plan or outline. This allows you to have a clear idea of the details you
want to include and the information you hope to discuss, which can help make the writing
process more efficient and effective. Depending on the information or project you're writing
about, preliminary research may involve reviewing existing resources or analyzing the
materials you have to identify what you still need to complete your technical document.
Creating a document outline can also help you prepare for the writing process.

This type of plan includes:

Deliverables and deadlines: Review the format you plan to use for the document and
the date when the form is due to your employer or colleagues. This can ensure that you
create a realistic writing schedule and submit your materials on time.
Materials: Perform an audit of the resources you already have. This allows you to
understand what you can reference and highlight the information you still require to
feel confident writing your technical engineering document.
Objectives: Outline your goals and what you hope to accomplish by completing the
engineering document. Consider what the purpose of this information is and how it can
benefit the reader or end user so you can stay focused on these objectives as you write.
Tools: Review the software and technical tools you may require to complete the
document. Link to the style guides or websites for these tools and platforms so you can
reference them easily later on.

2. Identify the document structure

Once you have conducted research and formulated a plan for the document, you will be able
to determine the structure and page design you want to use ; depending on your engineering
focus, review organizational or industry requirements for the form you are writing. It's
important to focus on making a technical document easy to use and creating a logical structure
for other engineers to follow. Consider how you want a reader to navigate the document and
the hierarchy or logical order of the information.

3. Write the content

After deciding on the style and structure, you can write the technical content and create a draft
of your engineering document. The content varies depending on the purpose of the form. For
example, if you're writing an engineering requirements document, writing content may
involve translating information from a product requirements document into terminology other
professionals in your industry can understand. The primary goal of creating this document is
to create a clear and cohesive explanation or description, so it is important to remain
straightforward in your writing.

4. Finalize and test

Finalize your content and test its usefulness and clarity by sharing it with engineering
professionals and receiving their feedback. You can use these insights to highlight areas of the
document that may benefit from revision and improvement. If you know a subject-matter
expert (SME), you can have them review the document and ensure that the technical details
you include are accurate and easy for other engineers to understand. Edit the document or
send it to a technical editor to make sure it's logical and user-friendly.

5. Maintain and update as required

As industry developments progress, it may be beneficial to create a maintenance and updating
schedule so you can update the information listed in the document as needed. This is
important because it ensures your document meets industry standards and remains usable for
others in your field. For example, if you're developing a guide or manual, you can implement
a maintenance schedule that allows you to add updated instructions as equipment changes and
improves.

Tips for writing an engineering document

Here is a list of tips that could be considered when writing an engineering document:
Avoid using jargon. Although certain terms may seem like standard knowledge
within the engineering field, other professionals may be unfamiliar with technical
jargon, especially if they're in the beginning stages of their career. For this reason, it's
important to use language that's easy to understand and applies to all members of your
audience.
Use active voice. Using active voice rather than passive voice in your writing can help
you keep the reader engaged and improve the clarity of your work. It can also create a
more succinct document, making it faster for a professional to read, reference and
understand.
Understand your audience. While you are likely creating a document for other
engineers, there are instances where you may create a technical document for a wider
audience, such as a guide or equipment manual. Focusing on your audience can help
you ensure you use the appropriate language and terminology for your reader.
Lab Reports
Lab reports are the most frequent kind of document written in engineering and can count for
as much as 25% of a course – yet little time or attention is devoted to how to write them well.
Worse yet, each professor wants something a little different. Regardless of variations,
however, the goal of lab reports remains the same: document your findings and communicate
their significance. With that in mind, we can describe the report’s format and basic
components. Knowing the pieces and purpose, you can adapt to the particular needs of a
course or professor.

A good lab report does more than present data; it demonstrates the writer’s comprehension of
the concepts behind the data. Merely recording the expected and observed results is not
sufficient; you should also identify how and why differences occurred, explain how they
affected your experiment, and show your understanding of the principles the experiment was
designed to examine. Bear in mind that a format, however helpful, cannot replace clear
thinking and organized writing. You still need to organize your ideas carefully and express
them coherently.

Importance
Writing a laboratory report is of utmost importance for several reasons. The following key
points highlight the significance of writing a laboratory report:
1. Documentation and Communication: A laboratory report serves as a comprehensive
documentation of the experimental process, observations, and results obtained
during a scientific investigation. It allows researchers to communicate their findings
to the scientific community and beyond. Effective communication is essential for
sharing knowledge, replicating experiments, and building upon existing research.
2. Reproducibility and Verification: A well-written laboratory report includes detailed
methodologies, procedures, and measurements that enable other researchers to
reproduce the experiment and validate the results. Reproducibility is crucial in
science as it ensures the accuracy and reliability of findings. By providing a clear
account of the experimental process, a laboratory report allows others to verify and
confirm the reported results, contributing to the overall scientific progress.
3. Analysis and Interpretation: In a laboratory report, researchers analyze and interpret
the data collected during the experiment. This includes statistical analyses,
graphical representations, and comparisons with existing theories or models.
Through this analysis, researchers can draw meaningful conclusions, identify
patterns, and propose explanations for the observed phenomena. The process of
analysis and interpretation helps scientists gain a deeper understanding of the
subject matter and contributes to the development of scientific knowledge.
4. Record of Findings: Laboratory reports serve as a permanent record of the findings
and outcomes of an experiment. They provide researchers with a reference to revisit
their work, recall the experimental details, and use the findings for future research
or for building upon existing knowledge. This record can also be utilized by other
researchers who may be interested in the same topic or need to cite the original
work.
5. Academic Progress and Professional Development: Writing laboratory reports is a
fundamental skill for students and researchers in scientific disciplines. The process
of organizing thoughts, structuring information, and presenting findings in a clear
 and concise manner helps develop critical thinking, analytical skills, and effective
scientific communication abilities. It also encourages researchers to reflect on their
work, identify areas for improvement, and refine their experimental design and
methodologies.

In summary, writing a laboratory report is essential because it facilitates communication,

enables reproducibility and verification, supports analysis and interpretation of data, provides
a permanent record of findings, and contributes to academic and professional growth. It is a
crucial component of the scientific method, promoting transparency, collaboration, and the
advancement of scientific knowledge.

Typical Components:
1. Title Page
2. Abstract
3. Methods and Materials
4. Experimental Procedure
5. Results
6. Discussion
7. Conclusion
8. References
9. Appendices

1. The Title Page: needs to contain the name of the experiment, the names of lab partners,
and the date. Titles should be straightforward, informative, and less than ten words (i.e. Not
“Lab #4” but “Lab #4: Sample Analysis using the Debye-Sherrer Method”).

2. The Abstract: summarizes four essential aspects of the report: a) the purpose of the
experiment (sometimes expressed as the purpose of the report) b) key findings, c) significance
and d) major conclusions. The abstract often also includes a brief reference to theory or
methodology. The information should clearly enable readers to decide whether they need to
read your whole report. The abstract should be one paragraph of 100-200 words (the sample
below is 191 words).

3. The Introduction: is more narrowly focused than the abstract. It states a) the objective of
the experiment and b) provides the reader with background to the experiment. State the topic
of your report clearly and concisely, in one or two sentences. When determining the objective,
be sure to identify the end goal of the experiment itself, not the pedagogical goal of the
experiment:
The objective of this experiment was to learn how to use the SEM. (The Professor’s reason
for having you do the lab, but not the objective of the lab itself).
The objective of the experiment was to determine the composition of an unknown sample
using Scanning Electron Microscopy. (This is your key result)
The purpose of this experiment was to identify the specific element in a metal powder sample
by determining its crystal structure and atomic radius. These were determined using the
Debye-Sherrer (powder camera) method of X-ray diffraction.
A good introduction also provides whatever background theory, previous research, or
formulas the reader needs to know. Usually, an instructor does not want you to repeat the lab
manual, but to show your own comprehension of the problem. For example, the introduction
that followed the example above might describe the Debye-Sherrer method, and explain that
from the diffraction angles the crystal structure can be found by applying Bragg’s law. If the
amount of introductory material seems to be a lot, consider adding subheadings such as:
Theoretical Principles or Background.

*Note on Verb Tense: Introductions often create difficulties for students who struggle with
keeping verb tenses straight. These two points should help you navigate the introduction:
The experiment is already finished. Use the past tense when talking about the experiment.
“The objective of the experiment was…”
The report, the theory and permanent equipment still exist; therefore, these get the present
tense:
“The purpose of this report is…”
“Bragg’s Law for diffraction is…”
“The scanning electron microscope produces micrographs …”

4. Methods and Materials (or Equipment): can usually be a simple list, but make sure it is
accurate and complete. In some cases, you can simply direct the reader to a lab manual or
standard procedure: “Equipment was set up as in CHE 276 manual.”

5. Experimental Procedure: describes the process in chronological order. Using clear

paragraph structure, explain all steps in the order they actually happened, not as they were
supposed to happen. If your professor says you can simply state that you followed the
procedure in the manual, be sure you still document occasions when you did not follow that
exactly (e.g. “At step 4 we performed four repetitions instead of three, and ignored the data
from the second repetition”). If you’ve done it right, another researcher should be able to
duplicate your experiment.

6. Results: are usually dominated by calculations, tables and figures; however, you still need
to state all significant results explicitly in verbal form, for example:
Using the calculated lattice parameter gives, then, R = 0.1244 nm.
Graphics need to be clear, easily read, and well labeled (e.g. Figure 1: Input Frequency and
Capacitor Value). An important strategy for making your results effective is to draw the
reader’s attention to them with a sentence or two, so the reader has a focus when reading the
graph.
In most cases, providing a sample calculation is sufficient in the report. Leave the remainder
in an appendix. Likewise, your raw data can be placed in an appendix. Refer to appendices as
necessary, pointing out trends and identifying special features.

7. The Discussion is the most important part of your report, because here, you show that you
understand the experiment beyond the simple level of completing it. Explain. Analyse.
Interpret. Some people like to think of this as the “subjective” part of the report. By that, they
mean this is what is not readily observable. This part of the lab focuses on a question of
understanding “What is the significance or meaning of the results?”
To answer this question, use both aspects of discussion, a) Analysis and b) Interpretation.
a) Analysis: What do the results indicate clearly? What have you found? Explain what you
know with certainty based on your results and draw conclusions:
Since none of the samples reacted to the Silver foil test, sulfide, if present at all, does not
exceed a concentration of approximately 0.025 g/l. It is therefore unlikely that the water
main pipe break was the result of sulfide-induced corrosion.
b) Interpretation: What is the significance of the results? What ambiguities exist? What
questions might we raise? Find logical explanations for problems in the data:
 Although the water samples were received on 14 August 2000, testing could not be
started until 10 September 2000. It is normally desirably to test as quickly as possible
after sampling in order to avoid potential sample contamination. The effect of the delay is
unknown.

More particularly, focus your discussion with strategies like these:

i) Compare expected results with those obtained: If there were differences, how can you
account for them? Saying “human error” implies you’re incompetent. Be specific; for
example, the instruments could not measure precisely, the sample was not pure or was
contaminated, or calculated values did not take account of friction.
ii) Analyze experimental error: Was it avoidable? Was it a result of equipment? If an
experiment was within the tolerances, you can still account for the difference from the ideal.
If the flaws result from the experimental design explain how the design might be improved.
iii) Explain your results in terms of theoretical issues: Often undergraduate labs are
intended to illustrate important physical laws, such as Kirchhoff’s voltage law, or the Müller-
Lyer illusion. Usually you will have discussed these in the introduction. In this section move
from the results to the theory. How well has the theory been illustrated?
iv) Relate results to your experimental objective(s): If you set out to identify an unknown
metal by finding its lattice parameter and its atomic structure, you’d better know the metal
and its attributes.
v) Compare your results to similar investigations: In some cases, it is legitimate to
compare outcomes with classmates, not to change your answer, but to look for any anomalies
between the groups and discuss those.
vi) Analyze the strengths and limitations of your experimental design: This is particularly
useful if you designed the thing you’re testing (e.g. a circuit).
8. The Conclusion: can be very short in most undergraduate laboratories. Simply state what
you know now for sure, as a result of the lab:

Example: The Debye-Sherrer method identified the sample material as nickel due to the
measured crystal structure (fcc) and atomic radius (approximately 0.124 nm).

Notice that, after the material is identified in the example above, the writer provides a
justification. We know it is nickel because of its structure and size. This makes a sound and
sufficient conclusion. Generally, this is enough; however, the conclusion might also be a
place to discuss weaknesses of experimental design, what future work needs to be done to
extend your conclusions, or what the implications of your conclusion are.

9. References: include your lab manual and any outside reading you have done.

10. Appendices
This typically include such elements as raw data, calculations, graphs pictures or tables that
have not been included in the report itself. Each kind of item should be contained in a separate
appendix. Make sure you refer to each appendix at least once in your report.
For example, the results section might begin by noting: “Micrographs printed from the
Scanning Electron Microscope are contained in Appendix A.”

Lab Report Example

Title: The Effect of Light Intensity on Plant Growth

Objective: To investigate how different light intensities affect the growth rate of plants.

Introduction: Plants require light for photosynthesis. This experiment aims to understand the
relationship between light intensity and plant growth rate.

Materials:
Potted plants (all of the same species and approximately the same size)
Light sources with adjustable intensity
Ruler
Timer

Procedure:
1. Place plants under light sources set at different intensities: low, medium, and high.
2. Ensure all other conditions (water, temperature, etc.) are kept constant.
3. Measure the height of each plant at the start of the experiment.
4. Allow plants to grow for two weeks.
5. Measure the height of each plant again.

Results

Discussion: The results indicate that plants grown under medium light intensity had the
highest growth rate, followed by those under high and then low light intensity. This suggests
that there's an optimal light intensity for this plant species, beyond which additional light
doesn't significantly boost growth.

Conclusion: Light intensity affects the growth rate of plants. For the plant species tested,
medium light intensity was found to be the most favorable for growth.

Recommendations: Future experiments could vary other factors, such as the type of light or
the duration of light exposure, to gain a more comprehensive understanding of plant growth
dynamics.

Remark
It should be borne in mind the previously shown example is a rather simple if not simplistic.
The main point to remember is that captures the essence of what a lab report should be. A real
lab report might include more detailed methods, a comprehensive literature review, more in-
depth discussion, and extensive references. Always refer to your institution's or instructor's
guidelines when preparing a laboratory report.
Correspondence
Enegineering, throughout their course of studies, and engineers, throughout their professional
carriers write and send letters, memos and emails. These are used when applying for jobs,
communicating updates to team members and providing feedback to other companies.

Main parts of a letter

Standard across most types, here are the main parts of a letter :

Heading: Include your name and contact information, such as an address, phone
number and email address. You might also include a company logo in the header.
Date: the date you send the letter.
Reference: Applicants may reference a job position or customers may refer to the
order information when filing a complaint.
Recipient's address: the details of the recipient including their address and contact
information.
Subject: Include the topic of the letter. If you are writing a complaint letter, the
subject can be the order number
Salutation: the formal greeting directly addressing the recipient
Body Paragraphs: the full text with details of the letter and relevant information.
Closing: the last paragraph in a business letter that includes what the writer expects
from the recipient.
Signature: Some letters require a handwritten signature in addition to a typed
signature.
Enclosures: Consider including your contact information. You may not need to
include this if you have shared your contact details in the heading.
Copy Circulation: the additional recipients for a letter.
PostScript: You can include an additional message after the writer finishes an article.
You can note this with P.S. and your text after your signature.

Application Letter

Letter of Application Letters of application, also called cover letters, generally accompany a
resume and rely heavily on persuasive writing skills because the main goal is to convince the
employer that the writer of the letter is good enough to be called for an interview. It is helpful
to try to think from the employers’ perspective—what are they looking for? How will they
evaluate credentials? How much information do they want in the letter? What skills are
important to them? Considering these questions and brainstorming before the letter is written
can help the author in deciding what content to include and which skills to emphasize.
Because most employers will probably have several letters to review, it is important to
emphasize major points clearly and concisely in a format— and font—that is easy to read.
Proofreading is critical, as is organization. The letter should only highlight key qualifications
to avoid repeating the accompanying resume.

Tips and Checklist for a Letter of Application

When writing your letter of application, consider the following questions:
Is the letter in the correct format?
Does the introduction
 o Refer to the name of an employee to the company?
o Refer to how you found out about the job
o Specifically mention the job?
o Gain interest?

Does the body of the letter

o Reduce resistance?
o Give specific examples to help show strong points?
o Emphasize experience?
o Emphasize how education helped prepare you for the job?
o Focus on reader benefits—catering strong points to the job qualifications?
o Build interest?
o Keep paragraphs to six or less lines?

Does the closing

o Refer the reader to the enclosed resume?
o Ask for an interview?
o Repeat main qualifications?
o Motivate action?
o Give pertinent contact information?

Example of a Letter of Application1

501 Silvermead Lane Austin,

Texas 78722 January 21, 2010
Susan Lesser
AndroCode
901 East 16th Street
Austin, TX 78703

Dear Mrs. Lesser:

I am writing in response to your ad in the Austin American-Statesman for a Technical

Writer/Intern. I have attached a copy of my resume for your review.

During the past five years, I have gained valuable experience in various types of technical
writing, documentation, and graphic design. I have written technical specifications,
government contracts, and white papers for International Software Systems, Inc., in
conjunction with several branches of the United States Army and Navy. I have also edited
several ads that were published in major magazines for Object International (such as PC
World, PC Weekly, and ORACLE). In my current position at Dell Computer Corporation, I
have written and illustrated an employee handbook and documented and flowcharted several
corporate processes (such as hiring processes, EMI procedures and flowchart maps for
engineering reviews and checkpoints).

1
The following example of a letter of application was taken from David McMurrey’s online
textbook, Online Technical Writing.
I am currently in the process of completing my Associate Degree in Communication at Austin
Community College. Once I achieve this degree, I plan to transfer to The University of Texas
(at Austin) to complete a Bachelors Degree in Journalism. While my studies at UT have been
invaluable to my career goals, your intern program provides an important element. I have
been searching for an employment opportunity like this one that combines my continuing
education with practical experience in technical writing.

In the past, several team members from your organization have assisted me in completing
projects on a contract basis. They were instrumental in enhancing documents and the work
reflected a strong sense of pride and professionalism. Since these are the same business ethics
I strive for personally, I can think of no better learning environment than joining an
organization such as yours.

I look forward to having the opportunity to further discuss my qualifications with you.

Sincerely yours,
Carol N. Brand
(000) 000-0000
Enclosure: resume

Memo Example
Date: [Date]
To: All Employees
From: [Sender's Name]
Subject: Company-wide Training Session

Dear Team,

I am writing to inform you about an upcoming company-wide training session on [Date] at

[Time]. The training will cover new procedures and guidelines for our customer service
department. It is mandatory for all employees in the department to attend.

Please make sure to arrive on time and bring a notepad and pen to take notes. We believe this
training will enhance our customer service skills and improve overall customer satisfaction. If
you have any questions, please don't hesitate to reach out to me.

Thank you for your cooperation.

Best regards, [Sender's Name] [Position]

Email Example
Subject: Meeting Request - Marketing Strategy

Dear [Recipient's Name],

I hope this email finds you well. I would like to request a meeting with you to discuss the
marketing strategy for the upcoming product launch. I believe it is crucial for us to align our
efforts and ensure a successful campaign.

Based on your availability, I suggest scheduling the meeting for [Date] at [Time] in
[Location]. Please let me know if this works for you, or if you have any alternative
suggestions.

Additionally, please come prepared with your insights and ideas regarding target audience
segmentation, key messaging, and the media channels we should focus on.

Thank you for your attention to this matter. I look forward to meeting and working together to
achieve our marketing objectives.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
Resources
Books
Kenneth G. Budinski, Engineers’ guide to technical writing , ASM International,
2001
David Beer , and David McMurrey, A guide to writing as an engineer , Fourth
edition, Wiley,2014
John X. Wang, What Every Engineer Should Know About Business Communication,
CRC Press, 2008

Websites
https://ecp.engineering.utoronto.ca/resources/online-handbook/
https://writingcenter.gmu.edu/writing-resources
https://owl.purdue.edu/owl/index.html
https://mcmassociates.io/textbook/models.html