Module:3

Technical writing, Grammar, and Editing

Technical writing process, Forms of technical discourse, Drafting and revising documents,
Basics of grammar and common errors, Advanced grammar for technical writing, editing
strategies for technical style, Writing official documents( notes, letters, emails, resumes, job
applications, minutes of meetings)

TOPIC: Technical writing, Grammar and Editing.

Technical writing: an introduction

Technical writing is a written communication about business and industry. Technical writing
focuses on products and services – how to manufacture them, market them, manage them,
deliver them, and use them.

Technical writing should be reader oriented, descriptive, demographic (study of changes in a

place with a long time), clear, concise, correct, positive, appropriate (according to need and
purpose), acceptable (related to content) impersonal, formal, free of redundancy (avoid saying
the same thing twice) and accurate.

Technical documents

•Memos and electronic mail, Letters, Reports, Proposals, Brochures, Newsletters, Fliers
(Pamphlets), Resumes, Web site, and Online help screens, User manuals, Technical descriptions

Technical writing process

The Technical writing process includes, Writing, drafts and revising.

The thumb rule of writing is to write to express, not to impress: write to communicate, not to
confuse. The writing process is dynamic, with the three parts- Planning/Pre-write Drafting/Write
and Editing (Rewrite) - often occurring simultaneously, you may revisit any of these parts of the
process at various times as you draft your document. The process approach to writing requires
the following sequence:

[Link]/Pre-write – Before you can write your technical document, you must have
something to say. Prewriting allows a good span of time prior to writing the correspondence for
generating information. As

•Examine your purposes: – External Motivation, Internal Motivation

•Determine your goals: – to Persuade, to Instruct, to Inform, to Build Trust,
•Consider your audience
•Gather your data: – Answering the reporter’s questions, Mind mapping ( look at the
topic from multiple perspectives) Brainstorming or listing,(give and take suggestions)
Outlining,(break a topic into minor and major components)

Storyboarding,(visual plan on screen) Creating organization charts, Flowcharting,

Researching
•Determine how the content will be provided
[Link]/Write – Once you have gathered your data and determined your objectives, the next
step is to state them. You need to draft your document. To do so, you should (a) organize the
draft according to some logical sequence that your readers can follow easily and (b) format the
content to allow for ease of access.
Instructions Regarding Drafting:

•Draft should be written or typed on double space with sufficient margin.

•Should bear the relevant file no. and subject.
•Should clearly indicate the enclosures which are to accompany the fair copy and
•The officer under whose signature the communication is to issue should initial the draft
as token of his/her approval.
•Indicating appropriate priority, example, immediate etc.

[Link] (Rewrite) – The final step, and one that is essential to successful writing, is to rewrite
your draft. This step requires that you revise the rough draft. Revision allows you to perfect your
writing so you can be proud of your final product. It may involve the followings:

•Add any missing detail for clarity.

•Provide specific details. Avoid abstract adjective and adverbs as recently, some, several.
etc.
•Delete redundant/surplus words and phrases for conciseness.
•Simplify unnecessarily complex words and phrases to allow for easier understanding.
•Move around information (cut and paste) to ensure that your most important ideas are
emphasized.
•Reformat (using highlighting techniques) to ensure reader-friendly ease of access.
•Enhance the tone and style of the text.
•Correct any errors to ensure accurate grammar and content.

Forms of Technical Discourse,

Introduction: discourse is yet another extensive term used for spoken and written language. To
study discourse is to analyze the use of spoken or written language in a personal, social and
technical context. In another words the writer or speaker uses different literary devices and
compositional techniques. An example of discourse is a professor meeting with a student to
discuss a book.

Forms of Discourse

While every act of communication can count as an example of discourse, it can be divided into
four primary types: argumentative, narrative, description, expository and persuation. Many acts
of communicate include more than one of these types in quick succession.
Discourse can be classified into four main categories, namely:

[Link]

The main focus of this type of discourse is to explain the audience about the topic, subject,
method or an idea of the discussion. Definitions and comparative analysis of different ideas and
beliefs are examples of discourse exposition.
Expositon technique are often used in; History books
Biographies Autobiographies Some novels
[Link]

Narration is a type of discourse that relies on stories, folklore or a drama as a medium of

communication. It narrates an event to the reader by showing the reader what happened and how.
Stage play, story, and folklore are narrative discourse examples.
Features involved in it are;
Narrative point (first person or third person) Characters
Setting Plot Conflict Resolution

[Link]

This type involves describing something in relation to the senses. Descriptive discourse enables
the audience to develop a mental picture of what is being discussed.
It includes the 5Ws- who, what, when, where, and why for a lively and precise description.
Descriptive parts of novel, essay, poems and fiction, are descriptive discourse examples. tries to
convince the readers/listeners them to

[Link]

This type of discourse is based on valid logic and, through correct reasoning.
Examples of argumentative discourse include lectures, essays, and prose.

[Link]:- the purpose of this technique is to convince the readers/listeners to change their
mode of thinking or persuade them to take a specific action.
Persuasive techniques are often used in

•Advertisement
•Argumentative writing
•Political campaigns
A suitable discourse type consider
•The writer’s purpose
•The main idea of the speech/passage
•The type of language used
•The way the information is organized.

The ultimate goal of any review is to enhance the quality of the product or service. Technical
documents could include design specifications, user manuals, engineering drawings, project
plans, software code, or deployment/requirements documentation related to a technical product
or system. Technical process documentation reviewers will enforce the review steps by taking
the document type involved into account and prioritizing the review stages accordingly. Apart
from this, during a technical document review cycle, there are several things to look for to
guarantee that the document is accurate, complete, and compliant.

Drafting and revising documents

Drafting technical documents is a critical skill that combines clarity, organization, and audience
awareness. Here are key points to consider when creating effective technical documentation:

Understanding the Purpose and Audience

Identify Goals: Clearly define the purpose of the document. What information needs to be
conveyed? What action should the reader take after reading it?
Know Your Audience:
Understanding who will use the document is crucial. Consider their knowledge level, needs, and
how they will interact with the document. This influences the language, complexity, and format
used in the writing.

Planning and Organization

Initial Preparation: Start with project planning. Create a mind map to outline key concepts and
select the appropriate type of technical document (e.g., reports, manuals) based on project
requirements.

Document Structure:
Use a multi-step process for organizing content. This includes outlining major sections such as
introductions, body content, and conclusions. Each section should serve a specific purpose and
flow logically into the next.

Standards and Guidelines:

Adhere to industry standards for terminology, layout, and presentation. This ensures consistency
and quality across documents. Familiarize yourself with organizational guidelines that dictate
how documents should be structured.

Writing Techniques

Clarity and Conciseness: Use precise language to convey information clearly. Avoid jargon
unless it is well-understood by the target audience. Aim for brevity while ensuring that all
necessary information is included.

Effective Introductions: Craft engaging introductions that outline the subject, purpose, main
points, and importance of the document. This sets expectations for readers and provides context.

Visual Elements: Incorporate figures, tables, and diagrams where appropriate to enhance
understanding. Visual aids can help clarify complex information and break up text-heavy
sections.

Revising documents

1. Content:
Review the document’s content to verify that it is accurate, complete, and relevant to its intended
purpose. Look for errors, inconsistencies, or omissions in the information presented.

2. Format:
Review the document’s formatting to make sure that it is consistent and easy to read. Look for
issues such as font size, spacing, margins, and page numbering.

3. Structure:
Review the document’s structure to ensure that it is well-organized and easy to follow. Look for
issues such as headings, subheadings, and the logical flow of information.

4. Language:
Review the document’s language to ensure that it is clear, concise, and appropriate for the
intended audience. Look for issues such as spelling errors, grammar errors, and overly technical
language. Making the document easy to read will help improve user engagement in the
document.

5. Compliance:
Review the document to confirm that it complies with applicable regulations, standards, and
guidelines. Look for issues such as non-compliance with safety standards, environmental
regulations, or data protection laws.

6. References:
Review the document’s references to check that they are accurate and up-to-date. Look for issues
such as outdated sources or incorrect citations.

7. Consistency:
Review the document for consistency in terminology, formatting, and style. Look for issues such
as inconsistent use of abbreviations, inconsistent capitalization, or inconsistent use of headings.

8. Usability:
Make sure that the technical document is user-friendly and easy to navigate. Look for issues such
as unclear instructions, difficult-to-read fonts, or poorly labeled tables and figures.

Basics of Grammar and common errors

Writing clear and concise technical documents requires adherence to proper grammar rules,
which help avoid misunderstandings and ensure professionalism. Technical writing differs from
other writing styles because precision is critical, and even minor grammatical mistakes can lead
to confusion. Below are 20 essential grammar dos and don’ts for technical documentation.

Basics of Grammar in Technical Writing

Grammatical Accuracy: Maintaining grammatical accuracy is crucial. This includes proper

subject-verb agreement and correct tense usage to avoid miscommunication.

Active Voice: Using active voice makes sentences clearer and more direct. For example, "The
engineer completed the report" is preferable to "The report was completed by the engineer" as it
emphasizes the subject's action.

Punctuation: Correct punctuation is vital for clarity. Misplaced commas or periods can alter
meanings and confuse readers. Understanding when to use colons, semicolons, and commas is
particularly important in technical writing.

Consistency: Consistency in terminology, formatting, and style enhances professionalism.

Inconsistent usage can lead to confusion and undermine the document's credibility.

Clarity: Clear sentence structure helps convey complex ideas effectively. Avoiding ambiguity
through precise language and well-defined terms is essential.

Common Errors in Technical Writing

Excessive Jargon: Overusing technical terms can alienate readers who may not be familiar with
them. Strive for simplicity and clarity, using jargon only when necessary.
Vagueness: Being too vague can lead to misunderstandings. Use specific language and clear
headings to guide readers through the content effectively.

Poor Structure: A lack of organization can confuse readers. Ensure that documents have a
logical flow, with clear sections and headings that reflect the content's structure.

Redundancy: Avoid redundant phrases that do not add value. Concise writing enhances
readability and keeps the reader engaged.

Unclear Antecedents: Ensure that pronouns clearly refer back to their nouns to avoid confusion.
Ambiguous references can mislead readers about what is being discussed.

Overly Complex Sentences: Long, convoluted sentences can obscure meaning. Aim for shorter,
straightforward sentences that enhance understanding

Advanced Grammar for technical writing

Syntax: Understanding the arrangement of words to create clear and meaningful sentences is
fundamental. Proper syntax helps convey complex ideas effectively, making it easier for readers
to grasp the intended message.

Active vs. Passive Voice: While active voice is generally preferred for its directness (e.g., "The
technician installed the software"), passive voice can be appropriate in certain contexts (e.g.,
"The software was installed by the technician") when the focus is on the action rather than the
subject.

Tense Consistency: Maintaining consistent verb tense throughout a document is crucial.

Typically, established facts are presented in the present tense, while descriptions of specific
experiments or past actions are conveyed in the past tense.

Diction: The choice of words impacts clarity and professionalism. Avoid vague language and
clichés; instead, opt for precise terms that accurately convey the intended meaning.

Common Advanced Grammar Issues

Ambiguity: Ambiguous sentences can lead to misunderstandings. Writers should ensure that
every pronoun has a clear antecedent and that modifiers are placed correctly to avoid confusion.

Complex Sentences: While complex sentences can convey detailed information, they should be
used judiciously. Overly lengthy sentences may obscure meaning; therefore, clarity should
always be prioritized.

List Formatting: Technical writing often includes bulleted or numbered lists. Each list item
should relate directly to a lead-in statement, which should end with a colon. Consistent
punctuation within lists is also essential for grammatical accuracy.

Techniques for Improvement

Proofreading: Thoroughly reviewing documents for grammatical errors is vital. Reading aloud
can help identify awkward phrasing and mistakes that might be missed during silent reading.
Peer Review: Engaging colleagues or subject matter experts to review drafts can provide
valuable feedback and help catch errors that may have been overlooked.

Grammar Resources: Utilizing grammar guides and resources specifically tailored for technical
writing can enhance understanding and application of advanced grammar rules.

Editing Strategies for technical style

Understand the Document’s Purpose: Before editing, grasp the document's goals and target
audience. This understanding informs the editing process and helps maintain focus on relevant
content.

Develop an Editing Checklist: Create a comprehensive checklist that includes common errors
to look for, such as grammar issues, formatting inconsistencies, and clarity of technical terms.
This structured approach ensures no critical aspect is overlooked.

Read for Comprehension First: Begin by reading the document thoroughly to understand its
overall message and structure. This initial read-through helps identify major issues before
delving into detailed edits.

Focus on Clarity and Conciseness: Apply the three Cs—Consistency, Clarity, and Conciseness.
Ensure that terminology is used uniformly throughout the document, sentences are
straightforward, and unnecessary words are eliminated.

Use Active Voice: Whenever possible, prefer active voice over passive voice to enhance clarity
and directness. For example, "The engineer completed the analysis" is clearer than "The analysis
was completed by the engineer."

Check for Logical Flow: Ensure that ideas transition smoothly from one section to another. Use
headings and subheadings effectively to guide readers through the content logically.

Proofread for Grammar and Spelling: Conduct a thorough proofreading session to catch
grammatical errors, typos, and punctuation mistakes. Utilize spell-check tools but remember they
may not catch context-specific errors.

Read Aloud: Reading the document out loud can help identify awkward phrasing and errors that
may be missed during silent reading. This technique also aids in assessing the document's tone
and flow.

Edit in Stages: Break down the editing process into stages—first focusing on content accuracy,
then on grammar and style, followed by formatting. This segmented approach prevents
overwhelm and improves focus on specific aspects of editing.

Review Visual Elements: If applicable, check all figures, tables, and images for accuracy and
consistency with captions. Ensure that visual elements adhere to brand guidelines and enhance
understanding of the text.

Final Steps
Collaborate with Writers: Engage with authors throughout the editing process to clarify
uncertainties regarding content or intent. Collaboration can lead to more effective revisions and a
better final product.

Track Edits: Keep a record of changes made during editing to avoid revisiting already reviewed
sections unnecessarily. This practice helps maintain efficiency throughout the editing process.

Writing official documents ( notes, letters, emails, resumes, job applications, minutes of
meetings)

Notes:
In technical writing, "notes" are used to provide supplemental, non-critical information, tips, or
reminders to the reader, often appearing as a separate section or within a paragraph.
A Note is the least severe of all these three prompts.

Notes are used when the writer wants to add something that is not essential for the understanding
of the text but which they want to add for their own convenience.

There is no risk of system failure or any damage to the system.

A note is a helpful hint, sometimes a tip, to help the user work more efficiently.

Without a note, a user may lose precious time and get frustrated while trying to understand why
something is not working.

You can prevent that by adding a note like the following:

“NOTE: Make sure the system is turned on and running for at least 7 minutes before you slide
Lever R4 from right to left.”

Letter

In technical communication, letter writing involves clear, concise, and accurate communication
of technical information, often used for formal correspondence, reports, or conveying specific
instructions, following a structured format with elements like a heading, introduction, body, and
conclusion.
 Resume writing

A resume is a document used by individuals to present their background and skill sets. Resumes
is most often used to secure new employment. A typical resume contains a summary of relevant
job experience and education. The resume is usually one of the first items, along with a cover
letter that a potential employer encounters regarding the job seeker and is typically used to
screen applicants, often followed by an interview. The resume is comparable to curriculum vitae
(CV) in many countries; a resume is substantially shorter than CV.
In many contexts, a resume is short (usually one to three pages), and directs a reader's attention
to the aspects of a person's background that are directly relevant to a particular position.

Types of Resumes:

There are several basic types of resumes used to apply for job openings. Depending on your
personal circumstances, choose a chronological, a functional, combination, or a targeted resume.
Chronological Resume:
A chronological resume starts by listing your work history, with the most recent position listed
first. Your jobs are listed in reverse chronological order with your current, or most recent job,
first. Employers typically prefer this type of resume because it's easy to see what jobs you have
held and when you have worked at them.

Functional Resume:
A functional resume focuses on your skills and experience, rather than on your chronological
work history. It is used most often by people who are changing careers or who have gaps in their
employment history.

Combination Resume:
A combination resume lists your skills and experience first. Your employment history is listed
next. With this type of resume you can highlight the skills you have that are relevant to the job
you are applying for, and also provide the chronological work history that employers prefer.

Sample CV for fresher Name:……………………..

Mobile: 09XXXXXXXXXXX
Email: SharvinXXXX@[Link]

Address: XXXXXXXXXXXXX

CAREER OBJECTIVE
Looking for a challenging career which demands the best of my professional ability in terms of,
technical and analytical skills, and helps me in broadening and enhancing my current skill and
knowledge.

SYNOPSIS
A fresher with [Link] Degree in Computer Science and Engineering from ABC Institute of
Technology, XYZ.

PROFILE
•Good knowledge of C, Oracle.
•Analytical, good at problem solving and excellent in maintaining interpersonal
relationship.
•Good verbal and written skills.

EDUCATIONAL QUALIFICATION

•B. Tech (Computer Science and Engineering) with aggregate 74.76% from .
•12th with aggregate 70.08% from XXXXX ( Board) in 2022.
•10th with aggregate 73.33% from XXXXX ( Board) in 2021.

SOFTWARE SKILLS
Languages & Skills C, Oracle 10g (SQL & PL/SQL) Operating Systems Windows all, linux
Softwares Microsoft Office

HARDWARE SKILLS
•Assembling of PC
•Networking & Troubleshooting PC
PROJECTS UNDERTAKEN
•College Database in Oracle.
•Library Management System (Java/Oracle).

EXTRA CURRICULAR ACTIVITIES

•Won 1st Prize in school Drama in 5th class.
•Won prizes in quiz competition.

STRENGTHS
•Determined to learn with practical approach.
•Hardworking and Punctual.
•Positive attitude towards every aspect and being open minded.

PERSONAL DETAILS
Date of Birth - 30/09/2005

Sex - Male
Marital Status- Single
Languages known - English, Hindi.

Job Application
Covering Letter/ Letter for Job to be attached with the Resume.
Example Que: Applications for the post of Junior Engineer are invited by the director
(Recruitment Division) of R.S.E.B., Rajbhawan Road, Vidhyut Bhawan, Jaipur (Raj.) Candidates
with B.E./[Link]. in Electrical, Mechanical and Electronics Engineering can apply. Send an
application with a brief bio-data.

721, Keshavpura,
Sector 7, Kota

18 March, 2025

The Director (Recruitment Division),

Rajasthan State Electricity Board,
Vidhyut Bhawan,
Rajbhwan Road, Jaipur (Raj.)

Reference: Your Advertisement in ‘Rajasthan Patrika’ of 10th July 2019. Subject: Request
application for the post of Junior Engineer.

Sir
With all due respect I wish to say that I am Nakual Soni. I have done my [Link]. (Mechanical
Engineering) from University college of Engineering, Kota, which is a constituent College of
Rajasthan Technical University, Kota.
I believe I posses all the required qualification for the post of Junior Engineer. I have finished my
[Link]. In Electrical Engineering with a First Division and now I am in search of a challenging
job where may qualifications can be properly utilized.
Besides my branch, I have a sound knowledge of web technology, which will be of great
additional use. I like working with different people with cooperation and harmony. I am
confident I will be able to discharge my duties as a Junior Engineer quite efficiently.
I hope you will give me a chance for interview where I will be able to tell much in detail about
my qualifications and exposures I am enclosing my brief bio-data for your quick perusal.
Regards,

Your faithfully
(Nakul Soni)

Enclosures:
[Link] Boi-data
[Link] Certificates –

E-mail messages

Email (electronic mail) is a method of electronic document transmission from an author to one or
more recipients across computer networks. To send and receive email you need an access to the
internet. Email servers accept, forward, deliver and store messages.
Techniques for writing Email.
Email is with its dominant features of ease and pace, has been accepted as a very common
medium of correspondence, both formally and informally, yet the vagueness in the style and
technique persists due to multiculturalism. The ambiguity can be escaped by following a few tips
or say email etiquette, as follows:
Firstly, email messages follow the forms and the texts common to the letters and faxes, for
example, the words of salutations and complimentary words of closure. But if you are making a
series of communication with a person, you may dispense with the salutations and other
complimentary words.
Secondly, there must be followed a clear and distinctive style between a personal message and
business message. The texts of the messages must be clear and courteous.
One must consider- the audience, purpose, clarity, consistency, conciseness, and tone.
One must not use capital letters in an email message.

Thirdly, it one must rely on correct grammar, spelling, and punctuation in its writing. Always
keep your message simple, shot and to the point because the reader of your message may be
getting a lots of messages daily, and he may not put so much time to a single of yours.
In the end check the entire message before finally sending.

Message format

The Internet email format messages consist of two major sections:

•Header – Structured into fields such as From, To, CC, Subject, Date, and other
information about the email.
•Body – The basic content, as unstructured text; sometimes containing a signature block
at the end. This is exactly the same as the body of a regular letter.

Note- The header is separated from the body by a blank line.

Following examples suggest the format of email.

Example1&2
Advantages
[Link] has a great deal of advantages for it has proven itself to be a valuable mode of
communication.
 [Link] begin with, it is user friendly and easy to use.
[Link] prominent benefit of email is that it is a time saving machine; one can send
innumerous emails around the world in fraction of seconds.

[Link] is now used in the offices and all where, as an ideal means of communication cutting
the heavy expanses of the stationery like, papers and printers etc. it is the single cost-
free, mode of communication which does not require any charges like the postage stamp.

[Link] one to maintain mailing lists on the computer, It results in avoiding repetition or
reproduction of text.

[Link] of email messages can be saved and stored, and one can search message
files electronically.

[Link], sounds, video clips, and other computer files can be attached to an email.
Letters, notes, files, data, or reports can all be sent using emails.

[Link] in the case of postal mail, emails can be marked with high, medium, or low priority.
T he email can also be marked for receiver’s action.

Disadvantages

[Link] of various benefits of email there are many unexpected challenges that one
needs to be aware of depending on emails as this kind of communication may not be
always foolproof. A major disadvantage is that it greatly lacks privacy and security;
hence it cannot be used to share the confidential information.

[Link], all the hardware and software are not universally compatible, the receiver may
receive a differently interpreted data (underling, italics, or colour) than that the sender has
originally used.

[Link] shortcoming of email is that it uses many acronyms, expressions and

abbreviations etc, which may result in misunderstanding and erroneous of
communication through email.

[Link] cannot be retracted. Once the ‘Send’ button is pressed, there is no bringing it
back.

[Link] can receive too much or unwanted email, just like other types of junk mail. Junk
email is called spam. One may have to take active steps to delete the junk mail received
and try to stop it from being sent in the first place.

Some Tips for Email Effectiveness

[Link] a meaningful subject line.
[Link] the message focused and readable.
[Link] attachments sparingly.
[Link] yourself clearly.
[Link] kind. Do not flame.
[Link].
[Link] not assume privacy.
 [Link] between formal and informal situations.
[Link] promptly.
[Link] respect and restraint.

For Extraordinary Students

E-Mail Advantages and Limitations: (Learn as many from these) Advantages

•It is possible to communicate quickly with anyone through the Internet. Email usually
reaches its destination in a span of minutes or seconds.

•It is easy to send messages to more than one recipient simultaneously by just typing in
several email addresses. It also allows one to maintain mailing lists on the computer,
which allows quick distribution to many people. It results in avoiding repetition or
reproduction of text.

•Email can be used to access vast pools of information stored on the Internet.

•Thousands of email messages can be saved and stored, and one can search message files
electronically.

•All or part of an email can be pasted into other computer documents.

•Some email services allow access to a printer-friendly version of email messages.

•Most email systems have a reply button that enables one to include all or part of the
original message when replying. This feature speeds up replying to messages, as people
spend a lot of time establishing a context for their reply in a phone call or a letter.

•Drawings, sounds, video clips, and other computer files can be attached to an email.

•Letters, notes, files, data, or reports can all be sent using emails.

•One need not worry about interrupting someone when sending an email. The email is
sent and delivered by a computer system communicating with the Internet. Although it is
put into someone’s mailbox, the recipient is not interrupted by the arrival of email.

•The received emails can be dealt with at a convenient time in leisure. Also, it does not
have to be written or sent only at a time when the recipient will be available. This is
known as asynchronous communication.

•Emails are not anonymous—each message carries the return address of the sender—but
it is possible to write to anyone with an email address. All the messages appear the same
to the person who gets the email. The messages are generally judged on the basis of their
content, not their source.

•As in the case of postal mail, emails can be marked with high, medium, or low priority.
The email can also be marked for receiver’s action.
 •The cost to of sending an email is independent of the distance, and in many cases, the
cost does not even depend on the size of the message. Most Internet access charges are
based on the number of hours one uses the Internet per month, or a flat monthly fee.

Limitations

•Email is editable. Email communication is subject to security issues. It is therefore

insecure. 'What a wonderful thing is mail, capable of conveying across continents a warm
human hand-clasp.'

-Author Unknown
•Email is anonymous. The identity of a message’s author can be completely masked or
lost in just two generations of the message. It might be impossible to be certain as to
where an email originated. Without an identifiable source, any claim based on it cannot
be validated.

•Email cannot be retracted. Once the ‘Send’ button is pressed, there is no bringing it
back.

•Email is not necessarily private. Since messages are passed from one system to another,
and sometimes through several systems or networks, there are many opportunities for
someone to intercept or read email. Many types of computer systems have built-in
protections to stop users from reading others’ email, but it is still possible for a system
administrator to read the email on a system or for someone to bypass the security of a
computer system.

•Some email systems can send or receive text files only. Although we can send and
receive images, programs, files produced by word processing programs, or multimedia
messages, some recipients may not be able to properly view the message.

•It is possible to forge email. This is not common, but it is possible to forge the address of
the sender. We may want to take steps to confirm the source of some emails that we
receive.

•We can receive too much or unwanted email, just like other types of junk mail. Junk
email is called spam. One may have to take active steps to delete the junk mail received
and try to stop it from being sent in the first place.

•We may not know about the person with whom we are communicating. The
communication is often all in text and it is possible for us to get an incorrect impression
of the person sending us email. Also, some people misrepresent themselves. One must be
aware of phishing, which can be used for identity threat. Phishing is the process of
attempting to access sensitive information such as usernames and credit card details by
pretending to be trustworthy entity.

E-mail etiquette guide

There are many etiquette guides and many different etiquette rules. Some rules will differ
according to the nature of the business and the corporate culture. Here, we list what we consider
as the 24 most important email etiquette rules that apply to nearly all formal communication
situations.
Answer swiftly
People send an email because they wish to receive a quick response. If they did not want a quick
response, they would send a letter or a fax. Therefore, each email should be replied to within
at least 24 hours, and preferably within the same working day. If the email is complicated, just
reply saying that the email has been received and that you will get back to them. This will put the
reader’s mind at rest and usually they will then be very patient.

Do not overuse, reply all

Use Reply All only if you really need your message to be seen by each person who received the
original message.

Use templates for frequently used responses

If you often tend to receive the same queries, such as directions to your office or how to
subscribe to your newsletter, save your replies as response templates and paste these into your
message when you need them. You can save your templates in a Word document, or use pre-
formatted emails. Even better is a tool such as Reply Mate for Outlook (allows you to use 10
templates for free).

Use proper structure and layout

Since reading from a screen is more difficult than reading from paper, the structure and layout
are very important for email messages. Use short paragraphs and blank lines between each
paragraph. When making points, number them or mark each point as separate to keep the
overview.

Identify yourself and the topic

Where possible, identify yourself on the From: line using your full name rather than just email
address. Recipients are more likely to respond if they can easily identify the sender. In addition,
knowing whom a message is from helps the recipient put the message in context. At the end of
the message, include an alternative way to be contacted (i.e. phone number, FAX, postal address)
along with the name. Providing contact information is especially important when asking for an
answer that is likely to be quite complex. Often, less time is required to explain something
complex over the phone or in person than to type out the message. The information in the subject
line should be meaningful to the recipient as well as the sender. For instance, when sending an
email to a company requesting information about a product, it

is better to mention the actual name of the product, e.g., ‘Product A information’, than to just say
‘Product information’ or the company’s name in the subject.

Answer all questions, and pre-empt further questions

An email reply must answer all questions, and pre-empt further questions. If all the questions in
the original email are not answered, it will likely bring further emails regarding the unanswered
questions, which will not only waste the time of the sender and the recipient but also cause
considerable frustration. Moreover, if one is able to pre-empt relevant questions, the reader will
be grateful and impressed with the sender’s efficiency and thoughtfulness. Imagine for instance
that an off campus student sends you (assume that you are a professor of Electronics
Engineering) an email asking some doubts on a lesson. Instead of just explaining the answer to
the student’s problem, if you mention some other sources that he/she can refer to for further
understanding, the student will definitely appreciate this extra information. Be concise and to the
point
Do not make an email longer than it needs to be. Remember that reading an email is harder than
reading printed communications and a long email can be very discouraging to read.
Use proper spelling, grammar, and punctuation

As in all forms of written communication, this is not only important—because improper spelling,
grammar, and punctuation give a bad impression of the individual or the company— but also
essential for conveying the message properly. For example, using u, r, and your for you, are, and
your respectively is inappropriate for formal messages. Mails with no full stops or commas are
difficult to read and can sometimes even change the meaning of the text. If your program has a
spell checking option, why not use it?

Do not write in CAPITALS

IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be highly
annoying and might trigger an unwanted response in the form of a flame mail. Therefore, try not
to send any email text in capitals.

Avoid long sentences

Try to keep the sentences to a maximum of 15-20 words. Email is meant to be a quick medium
and requires a kind of writing different from letters.

Use active instead of passive voice

Try to use the active voice of a verb wherever possible. For instance, ‘We will process your
order today’ sounds better than ‘Your order will be processed today’. The first sounds more
personal, whereas the latter, especially when used frequently, sounds unnecessarily formal.

Keep your language gender-neutral

It is important to be gender-sensitive. Avoid using discriminatory language such as: ‘The user
should add a signature by configuring his email program’. Apart from using he/she, you can also
use the neutral gender: ‘The user should add a signature by configuring the email program’.

Maintain coherence
When replying to an email, include the original mail in the reply, Click ‘Reply’, instead of ‘New
Mail’. Some people opine that the previous message must be removed since this has already been
sent and is therefore unnecessary. However, if a person receives several emails, it is difficult to
remember each individual email. This means that a ‘threadless email’ will not provide enough
information and the recipient may have to spend a frustratingly long time to find out the context
of the email in order to deal with it. Leaving the thread might take a fraction longer in download
time, but it will save the recipient much more time and frustration in looking for the related
emails in their inbox.

Do not overuse the high priority option

We all know the story of the boy who cried wolf. Overuse of the high-priority option will make
it lose its function when really needed. Moreover, even if a message has high priority, it will
come across as slightly aggressive if it is flagged as ‘high priority’.

Do not attach unnecessary files

Large attachments can annoy readers and even bring down their email system. Wherever
possible, try to compress attachments and only send attachments when they are productive.
Moreover, one should have a good virus scanner in place to prevent the readers from receiving
documents containing viruses.
Re-read the email before you send it
A lot of people do not bother to re-read an email before they send it out, as can be seen from the
many spelling and grammatical mistakes contained in emails. Besides, reading the email from
the recipients’ perspective will help frame a more effective message and avoid
misunderstandings and inappropriate comments.

Take care with abbreviations and emoticons

In business emails, try not to use abbreviations such as BTW and LOL. The recipient might not
be aware of the meanings of the abbreviations, and in business emails these are generally not
appropriate. The same goes for emoticons. It is advisable to avoid using any entities that the
recipient might not be familiar with. Be careful with formatting

Remember that when an email is formatted, the sender might not be able to view the formatting,
or might see fonts that are different from the ones intended. When using colours, use a colour
that is easy to read on the background. One also needs to be aware of the fact that there are some
accessibility norms that do not allow the use of certain colours, keeping in mind colour¬ blind
people.

Take care with rich text and HTML messages

When sending an email in rich text or HTML format, be aware that the sender might be able to
receive only plain text emails. If this is the case, the recipient will receive the message as a .txt
attachment. Most email clients, however, including Microsoft Outlook, are able to receive
HTML and rich text messages.

Do not use email to discuss confidential matters

Sending an email is like sending a postcard. Do not send confidential information by email.
Moreover, never make any vilifying or discriminating comments in formal emails, even if they
are meant to be jokes. Avoid using URGENT and IMPORTANT
Even more so than the high-priority option, try to avoid the use of words such as ‘Urgent’ and
‘Important’ in an email or subject line. Use this only if it is a really, really urgent or important
message.

Use the Bcc: field or do a mail merge

When sending an email, some people place all the email addresses in the To: field. There are two
drawbacks to this practice: (1) the recipient knows that the same message has been sent to a large
number of recipients, and (2) someone else’s email address is being publicized without their
permission. One way to get round this is to place all addresses in the Bcc: field. However, if the
To: field appears blank, it might look like spamming to all the recipients. Instead, the list
containing the email addresses of all recipients could be included in the To: field, or even better,
with Microsoft Outlook and Word, it is possible to mail merge and create one message for each
recipient. A mail merge also allows the use of fields in the message so that each recipient can be
addressed personally. For more information on how to do a Word mail merge, consult the Help
feature in MS Outlook.
Using the cc field

Try not to use the Cc field unless the recipient in the Cc field
know why they are receiving a copy of the message. This will depend on the situation. Only the
recipients in the To field are supposed to act on the message. The Cc field is used to keep others
informed about the project, e.g. the manager or a co- worker. The Bcc is used when a copy of the
mail is to be sent to other recipients without the knowledge of the main recipient. For example, it
is used in official correspondence such as appraisals being done by first-level managers. The
first-level manager provides some feedback to his/her subordinate over email, but includes the
second-level manager in Bcc, just for his/ her information. The subordinate doesn’t get to see
that the email is also copied to the second- level manager.

Do not reply to spam

Replying to spam or unsubscribing confirms that the email address is ‘live’. Confirming this will
only generate even more spam. Therefore, just hit the delete button or use email software to
remove spam automatically.

Effectiveness and Security

Email is, of course, a form of written communication, but it is different from traditional written
communication. Email is not bound by the physical limitations of a page of paper, it can be
transmitted and received very quickly, and a single message can be sent to a group of thousands
supposed to be private.

Minutes of meeting

Introduction: Meeting minutes are official written notes of the motions and resolutions that are
recorded during a meeting. They highlight the key issues that are discussed, motions proposed or
voted on, and activities to be undertaken. The minutes of the meeting are usually taken by a
designated member of the group, and they provide an accurate record of what transpired during
the meeting.
Definition: Minutes of meeting are “the official records of the proceedings of a meeting”, needed
by the participating members of the business meeting to approve the strategies of working.

Types of Minutes

Considering the methods of writing, minutes can be of the following three types:

[Link] of resolutions and

[Link] of narrations
[Link] minutes

The above three types of minutes are discussed below-

Minutes of resolutions: In this type of minute only the resolutions passed in the meeting are
recorded without any reference to the discussion, preceding the resolutions. Minutes of
resolution means on a paper declaring the decisions that have been taken and approved by the
participating members of the meeting. Here no record even the names of movers and seconders
of the motions or proposals are done. Examples of this type of minutes are as follows:

“Resolved that Mr. Md. Abul Hasnat is hereby appointed as the Chairman of the Board
of Director and of the Company.”

Minutes of narrations: In this type of minutes resolutions are recorded including a brief
reference of discussions on the motions and the voting pattern on the motions. These minutes
will be a concise abstract of all discussions which took place, reports received, actions to be
taken and decisions made. It includes:

Names of the participating members.

 Name of the proposer and supporter.
Discussion summary.
Resolutions voting pattern etc.

This type of minute is somewhat similar to a report.

[Link] minutes – These minutes are a word for word transcription of the events. Whilst
they may be completely accurate, they are often harder to understand. Verbatim minutes are not
a requirement for most organizations.

Need of Meeting Minutes

Minutes act as a formal summary of the discussions and decisions which occurred at a meeting.
They tell the reader the official version of what happened at the meeting. The minutes from the
last meeting are often circulated at the beginning of the MEETING . These minutes must be held
on file indefinitely by certain companies and government bodies.
Writing minutes can take time, and may seem like an unimportant task compared with getting on
with “real work”, but in fact not taking meeting minutes can be costly in terms of both time and
resources. If you don’t take minutes, you will find that your colleagues have different
recollections from the meeting than you. They also may have different ideas about what was
agreed. If there are no minutes, then important tasks will be forgotten or not achieved by the due
date.

Creating meeting minutes provides a written record of what was agreed at a meeting. Good
meeting minutes tell people what was decided and what they need to achieve and by what date.
When meeting minutes are received it jogs memories about tasks that people need to do. If a task
is not performed then you can refer back to the meeting minutes and follow up on it. In some
instances, meeting minutes may be required for legal reasons. An example of this is where local
bylaws require it for certain types of organizations. Also, they may be required for

disciplinary meetings with employees. Getting into the habit of taking meeting minutes is good
practice.

How to Take Meeting Notes

[Link] an attendance sheet. As soon as everyone is in attendance, distribute a

single piece of paper (more for very large meetings) with space for each person to write
their name and contact information. You can use this after the meeting to fill out the
attendees section of your template, or attach the sign in sheet itself to the completed
minutes.

[Link] out as much of your template as possible. While waiting for the meeting to begin,
record the name of the organization, the date and place of the meeting, and the type of
meeting (e.g. weekly board meeting, a special committee meeting, etc.). When the
meeting begins, note the start time.

[Link] the result of the first motion. Most formal meetings will begin with a motion to
adopt an agenda, so this step will use that as an example. If the meeting begins with a
different motion, just make sure to record all the same relevant information.
[Link] other motions throughout the meeting. Listen attentively to all discussions, if
required record them. When a new motion is made, record the relevant information.

[Link] to reports and obtain copies. Whenever a report, news bulletin, or similar item
is read aloud, record the name of the report and the person reading it (or the name of the
subcommittee that drafted it). If there is a motion attached, record it like you would any
other motion.

[Link] actions taken or assigned. This includes "check ins" on the last meeting's
assignments as well as new actions. Has someone been assigned to write a letter? Note
their name and instructions.

[Link] all points of order and rulings. Whenever an objection is made to a

procedure, record the full objection and its basis, as well as the full ruling given out by
the Chairman.

[Link] up at the end of meeting. Record the time the meeting adjourned. Remember to
pick up any copies of reports or remind someone to send them to you.