QUESTION:

Below is an example of a well-written letter. Analyze it with respect to traits of technical writing and Seven
C’s of communication. Identify the traits and explain how they are present in the letter. For example, if you
think its language is concise, give reason for your answer.

Sally Kate

39 Hopkins Street,

California

October 7, 2020

Kelly Wing

44 Cartridge Lane

Washington

Dear Kelly,

Please be advised that Softest Solutions was notified that an employee has tested positive for COVID-19. As
an immediate response to protect the health and safety of our workforce, we are notifying all employees to
be present on the facility on rotation basis to prevent full attendance.

We are also taking the following steps (as applicable):

a) Instituting remote workforce

b) Sanitizing and disinfecting whole building

c) Providing free KN95 masks

d) Notifying building management

We ask that you abide by the following federal Centers for Disease Control and Prevention (CDC)
guidelines to protect your health and those around you:

a) Wash your hands often with soap and water for at least 20 seconds, especially after you have been in
a public place, or after blowing your nose, coughing, or sneezing.
b) b) If soap and water are not readily available, use a hand sanitizer that contains at least 60 percent
alcohol. Cover all surfaces of your hands and rub them together until they feel dry.
c) c) Avoid touching your eyes, nose, and mouth with unwashed hands.
d) d) Follow all recommendations provided by the CDC here: https://www.cdc.gov/coronavirus/2019-
ncov/community/index.html.
 e) e) If you, or someone in your household, exhibits COVID-19 related symptoms, please notify HR
department so that we may track any potential outbreaks within our company. All such personal
information will be maintained confidentially.
f) Your health and safety are our priority. We are immediately assessing this situation and will contact
you by October 07 via email with any/all relevant workplace notices detailing your rights and
protections as our employee.
g) You may contact HR with your questions.
h) These are trying times for us all, and we are here for you.
i) Yours Sincerely,
j) Sally Kate

Answer:

Clarity:

Clarity is interconnected with the principle of completeness and concreteness.in the above letter clarity is
achieved through short, simple and fluent sentences and paragraphs. Each paragraph should describe only
one idea. So this letter is easy to understand.

Conciseness:

Conciseness is interconnected with the principles of concreteness and consideration. By concise in this

letter, convey messages in shortest possible words. And provide all the information in shortest possible words.

Because of conciseness, in this above letter save time as well as save a lot of costs.

Concreteness:

Concreteness is interconnected with the principles of clarity, conciseness and consideration Concrete

message is like a factsheet put to words. In this letter by concreteness diminishes the need to guess the
meaning and the possibility of misinterpretation. As it involves clear words only, it helps in increasing
reputation.

Completeness:
Completeness is interconnected with the principles of clarity and courtesy. In given letter a complete
message should convey all facts. There is no possibility more for corrections.

Correctness:

Correctness is interconnected with the principle of consideration. Correctness refers to both factual and
linguistic accuracy. All the information in this letter provides valid, reliable, and credible sources. In this
letter no spelling, and grammatical errors.

Courtesy:

Courtesy is interconnected with the principle of completeness. Courteous message is written from the
viewpoint of the audience. It provide background information. This letter provides the expressions that show
respect also this letter avoid the discriminatory language i.e., race, color, gender, creed etc. The letter use
polite expression like sincerely.

Consideration:

Consideration is interconnected with the principle of correctness. Figures, paragraphs, headings, bulleted
lists, and highlights are tools by which the letter is more appealing and comprehensible. The letter provides
entails  good language.

The End