Reference no: EM133262210

Question: What are some of the steps proposed in Ch. 6 for writing letters, memos, or emails? What things should be kept in mind when you are composing these? What are the different kinds of readers you might encounter? What suggestions does the text give you to consider when you are composing these sorts of documents? Which of these documents do you think you would use most often in your chosen field of study? When are how will they be used? What sort of readers will you have? What ethical implications will you need to watch for?

In Chapter 6, they clarify how writing letters, memos, and emails are all very similar in how they are setup with some minor differences in their formatting. The first step in creating any of these is to make a plan and do research over the material you are trying to address. The next steps one should take in making these are to decide what kind of email, letter, or memo is needed, organize and draft your message. You have to also consider choosing the style, design, medium, and using email for transcultural communication for your message. These are all the steps one will have to take in order to properly execute whichever one your writing.

Some things you have to know when writing any of these is that even though they are all similar, you have to know which approach you have to keep in mind when writing. Emails can be used for messages inside and out the company while letters are just for sending messages outside the company, memos will usually be for internal messaging inside the company. This will help you be able to determine the tone of the message and how to word it properly to present your message the most efficient way possible.

Primary readers, secondary readers, and tertiary readers are the type of readers one will have writing any of these out. Your primary reader is the most crucial reader that will read your message and take response from this. Your secondary readers will typically be advisors while your tertiary readers are evaluators who can play a big role in determining the outcome.

The different kind of emails, letters, and memos will help you be able to consider the text in your message. Inquiries are one the types you can have which is used to gather information that you might need or whatever answers you need to help you. When doing so you have to clarify what exactly is you are trying to have explained or answered so that you can get the message across to the reader the best way possible. Another kind of these you will have to write are responses to the material given to you. When you are to give a response to a letter, memo, or email you must be able to state the material you are responding to and answer any questions or concerns point by point to best clarify your response to the writer. You must thank the reader or writer when writing either of these to come across as properly as possible. When also setting up larger writings of one of these you have you a transmittal or a cover letter to clarify the main points that you are trying present to make it easier for the reader to pin point what exactly it is they are needing to look at.

I will be pursuing the field of Civil Engineering, which will primary just be messaging other individuals from within the company to give them my data to examine. I will more than likely use primarily just memos to communicate with other individuals from within the company and will almost always have a cover memo to help the reader find the main points in my work. I will send memos to my firm's licensed engineer to examine and go over any errors that could potentially arise. I will send emails to the different construction managers to view my work be able to use that and start the infrastructure projects.

My primary reader will be the construction manager that will be in charge of the project. He will take my data that is given and be able to decide how to go about starting the infrastructure that will be developed. My secondary readers will be the licensed engineer in the firm I would be working for and would look through my work to make sure there are no errors in the data and sign off on it in order to be handed to the construction manager. My tertiary readers will be other engineers who will examine and evaluate my work to use as an example or have a second set of eyes to determine if there is no errors or miscalculations. Some ethical implications I will come across when writing these will be having to prioritize on the safety of the public. I must make sure that all my work is as correct as possible with little to no errors because this data will be signed off and used to make public infrastructures that the public will use everyday. I must also be as formal as possible and use correct scientific notations when stating my data and calculations to come across as professional as I can to the reader.

Chapter 6 also covers texting, which is becoming a valid form of workplace communication. What sort of suggestions does it have for professional texts? Do you think texting would ever be used in your chosen field of study? If so, how?

Somethings that will make your texts professional is to make them longer, spell out most words and right punctuations, make sure you stay on track and that it is work that you are texting. Somethings to avoid when texting professionally is to not flirt through text or texting during a meeting, getting off topic, and remember that if you use a company phone it will not be private. I think texting will be used slightly in my field just for conveniency of it and being able to address anything important as quickly as possible as letters, memos, and email might take longer to process and be sent out. I think primarily emails and memos will be used the most for my field with occasional letters. Professional texting is a great way to communicate as quickly as possible with whomever it may be, but there is the most room for the writer to get off topic or come off as unprofessional. It can be easy for the texter to have an error and come across as unprofessional instead of using a different method of messaging.

Take a look at the sample memos in the text. What do these memos do correctly? What criticism might you have? What suggestions for improvements would you make? Please give us very specific examples. How effective is each in achieving its purpose? How will they be received by their audience?

From the BioNextGen memo in the textbook it is setup correctly in format for the reader to view. In this memo it is telling the reader from BioNextGen to have better management so that everyone else will do their job. They went as far as to say, "do your damn job" in all caps, inciting more of the writers frustration towards the reader of the memo. This was an example of unprofessional text in the memo which does not represent the writer well. This shows the reader just exactly how unformal the writer is being in the memo by inciting profanity from a company message. This can make the audience feel out or almost offended by presenting the issue in a unprofessional manner.