Types of Technical

Communication Documents

Technical Writing & Presentation

Skills!

Day 3!
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Contents
• Objectives of the topic
• Background Introduction
• 1. Types of Technical Documentations
• 2. Structures of Official/Business
Documentations?
3. Characteristics of Technical Writing!
• Establishing Basic 5 Criteria of Characteristics of
Technical Writing!
• Knowing the specific purpose of the document by:
• Knowing the particular audience
• Collecting, Creating and Assembling Information!
• Sketch out and outline & Organize the information
• Sketch out Graphics and table to Present Data
• Write a first Draft
• Revise document in such away
• Editing
• One or more reviews
4. References
Objectives of the topic
1. Understanding different types of the ‘Technical writing’;
2. examine the structures and formats of Technical writing’.

4
 CHECK POINT QUESTION
 What are technical documents?

What are formal and informal documentations?

What should be formal structure of a letter and email?

What should be a formal structure of report?

Types of Technical and Communication
Documents
 Memorandum
 Meeting Documents
 Agenda
 Meeting Minutes
 Literature Review
 Reports (Formal and Informal)
 Long and Short
 Lab Reports
 Research Reports
 Project Reports
 Field visit/Trip reports
 Consulting Reports
 Progress Report
 Design and Feasibility Report
6
Types of Technical and Communication
Documents
 Letters
 Job application letters
 Acceptance Letters
 Letters of Inquiry
 Technical Information letters
 Reference and Recommendations letters
 Proposals
 Press Release
 Task oriented Documents
 Manuals (Technical and User Documentation)
 Instructional Progress
 Thesis & Dissertations

7
Types of Technical and Communication
Documents
 Oral Presentations
 Formal and Informal
 Electronical Documentations
 Resumes and CV
 Covering Letters

8
Structures of Technical Business
Documents
Insert the missing Parts of the following letter
1***********
2**********

3********

4**********,

This is to inform you that I have accepted a position with General Motors.
I want to express my gratitude for a rewarding professional association during my employment
with ITK Company.
This decision was not an easy one and involved many hours of thoughtful consideration,
particularly with respect to my own plans for my future.
I hope you will respect my position in this matter.
5**************,

JIM KARTER, CEO

Encl: 6 **********
Activity!
(5 Mins)
I look forward to hearing from you in the near future.
I purchased a mobile phone from you in November of last year at a cost of £150. The
phone has never worked properly and I have taken it back to Dixet many times for repair.
The Manager, Dixet Electricals, East Road, Sudnorth, Suffolk IP54 6ED
I am writing to complain about my mobile phone.
Refund for a non-functional phone

I would like to receive a full refund of the cost of this phone or a new replacement. I do
not want a further repair.

JOHN SMITH
CUSTOMER

For the attention of the Sales Manager

Each time the phone has been brought back to you it has been impossible to trace the
fault, although your staff agree that it does not work properly.

7 West Street, Sudnorth, Suffolk IP34 7ER

7 West Street, Sudnorth, Suffolk IP34 7ER

The Manager, Dixet Electricals, East Road, Sudnorth, Suffolk IP54 6ED

For the attention of the Sales Manager

Refund for a non-functional phone

I am writing to complain about my mobile phone.

I purchased a mobile phone from you in November of last year at a cost of £150. The phone
has never worked properly and I have taken it back to Dixet many times for repair.
Each time the phone has been brought back to you it has been impossible to trace the fault,
although your staff agree that it does not work properly.
I would like to receive a full refund of the cost of this phone or a new replacement. I do not
want a further repair.
I look forward to hearing from you in the near future.

JOHN SMITH
CUSTOMER
BUSINESS LETTERS
IDENTIFYING THE 5 PARTS OF THE
LETTER

1. Heading

2. Greeting

3. Body of the letter

4. Closing

5. Signature
EXAMPLE OF A LETTER INCLUDING
THEIR PARTS:  506 Country Lane
North Baysville, CA 53286
July 16, 2007

 Dear Susan,
It feels like such a long time since the last time I saw you. I know it's only
been several weeks since I saw you. So far my summer has been great!
I hope the summer's been going well for you too. There's only a month and
a half left in summer vacation and after that it's back to school. Would
you like to meet up some time before school starts? 
Your friend, 
Anna Anderson
STANDARD ELEMENTS OF A BUSINESS
LETTER

1. Letter Head/ Heading

1. Return address/Writer's address
2. Reference No(No/MUET/ELDC/Conf/022
3. Date.
2. Receiver’s Name and Address. (Inside Address)
3. Subject
4. Salutation.
5. Main Body.
6. Complementary Close.
7. Signature.
8. Sender’s Name and Designation.

17
OPTIONAL PARTS OF A BUSINESS LETTER

 Writer's Initials: typist's initials ( if writer did not type letter).

 Enclosures (Encl:)

 Carbon copy Recipients (cc:)

 Photocopy recipients (xc:)

 Postscript means after writing and is information included after the

signature

P.S. Remember, our sale ends this Thursday

18
OPTIONAL PARTS OF A BUSINESS LETTER
 Additional letter elements
 Attention Line—part of inside address

Attention Marketing Manager

 Subject Line—appears before salutation

SUBJECT: MINUTES OF MEETING

Dear Mr. Ramito:
OPTIONAL PARTS OF A BUSINESS LETTER

 Writer’s name and title are called the signature or signature block
 Enclosure notation alerts the reader to materials that are included with the
letter
 Reference initials indicate who keyed the letter
 Copy notation indicates others are being sent a copy of the letter
CHECK POINT QUESTION
 How many parts of letter are?

 How many standard elements of a letter are?

 Give the meaning of each parts

 Tell me any optional Element of a letter?

TYPES OF FORMAT
 FORMATS TYPES
1. Full Block Format.
2. Block Letter Format.
3. Semi-Block Format.
4. Modified Block Format.
5. Simplified Format.
6. Memo Format.

23
FULL BLOCK FORMAT
BLOCK LETTER FORMAT
 This is similar to the full-block letter but has two exceptions: to the right go:

1) the date and

2) the complimentary close, signature,
name and title line.
3) Unindented paragraphs.
4) Reference is on left side in line with the
date.
5) Inside address, subject and enclosure are
on left side of the margin.
BLOCK LETTER FORMAT
MODIFIED BLOCK LETTER FORMAT

 It is identical to the block letter

 Modified block style business letters are less formal than full
block style letters.
 If you are corresponding with someone you already have a
good working relationship with, the modified block style
letter is a good one to use.
 Modified
Block Style
Letter Format
SAMPLE

Paragraphs are not

indented; however,
these parts of the
letter are on the right
side:
•Sender’s return address
•Date letter written
•Complimentary closing
•Sender’s signature/title
http://www.englishplus.com/grammar/00000144.htm
SEMI- BLOCK LETTER FORMAT
 It is identical to the block letter except it has indentations. All beginning
sentences of paragraphs are indented five to ten spaces.
 Less formal than Full Block Format.
 Date, Complimentary Close, Signatures, Name and Designation are on the
right side of the margin.
 Company Logo or Letterhead

Semi-block Style
Mr. John Smith, Director of Operations
SomeGroup Group
100 SomeStreet Drive
Letter Format
Sometown, Alabama 34567 March 15, 2007 SAMPLE
Dear Mr. Smith:      

Thank you for your inquiry about Semi-Block format for letters. What
follows is a quick summary of the format and the conventions it uses.      

Semi-block format or style is frequently called modified semi-block

because it is a slightly less formal modification of full block format. This letter
style places the date line in alignment with, or slightly to the right of dead
center. Another option for placing the date line in semi-block is flush right.
Similar to full block, semi-block places the inside address, salutation and any
end notations flush with the left margin. However, unlike full block, each body Indent paragraphs 5
paragraph of semi-block is indented five spaces. The complimentary close
and signature block are aligned under the date. spaces. Everything
else is flush at the left
     This page illustrates the spacing and layout of semi-block format. Both full
block and semi-block formats generally contain all of the necessary parts of a
margin.
letter.

Sincerely yours ,

Dr. Sheila Carter-Todd

OFFICIAL LETTER FORMAT
 This format is used by some government agencies.
 The inside address appears two to five lines below the
signature block.
OFFICIAL LETTER FORMAT
Letterhead
Date
Salutation 
Body of the letter (introduction, second
paragraphs, conclusion)
Complimentary close
Signature
Name and title

Inside address
Encl.:
Cc
Per pro
SIMPLIFIED LETTER FORMAT
 
 Like the full-block format all lines begin at the left margin. The subject line
exchanges the salutation and there is no complimentary close. The name
and title are written in capital letters.
 Unindented paragraphs.
 Salutation and Complimentary Close are omitted.
 Full Block Style.
 Subject Line is in Capital Case and the word subject is
omitted.
 Printed Name is in Capital Case.
SIMPLIFIED LETTER FORMAT
 Letterhead
 Date
 Inside address
 Subject title (Subject:)
 Body of the letter (introduction, second paragraphs, conclusion)
 Signature
 NAME AND TITLE
SIMPLIFIED LETTER FORMAT

© Goodheart-Willcox Co., Inc.

TYPICAL MEMO FORMAT
 Parts of a memo

1. The Heading
 NAME OF THE COMPANY & LOGO (center)
 INTEROFFICE MEMORANDUM (center)
 guide words (TO:, FROM:, DATE:, REFERENCE, SUBJECT:)- left

2. body or message paragraphs with single line spaced

3. The Closing Notations
at the bottom of the memo indicate specific things such as c or cc, enclosures for copies
or attachments
 no complimentary close
Sample Memo

Heading
Date: March 18th, 2007
To: Amnesty International Members
From: Amnesty International
Re: Human Rights Day - April 13th
_________________

Opening April 13th is human rights day. Com help us

support the liberation of oppressed people
everywhere. An all -day event!
Join your local Amnesty chapter to raise
awareness on college campuses nation-wide.
Summary Pass out flyers on ways ordinary citizens can
help. Write letters to elected officials . Spend
time with friends. Share food and fun for a
good cause.
No one is free when a single innocent soul is
caged.
Conclusion
 Sample Circular
Name of the Co. Nishan Pvt. Ltd.
1,Gidc Area, Vatwa
Address & Reg. No. Ahmedabad.
Reg. Guj\Ahm\99.108

Date: January 28,2020.

Date & Circular No. Circular no. 177/61.
The Organization is conducting a “visit to
Introduction village” programmed, under the rural development
project, on June 20,2020.
we will be visiting a near by village and
Main Part conducting a cleanliness campaign there.
The employees are advised to come in informal
Conclusion dress code and assemble in the main around at
11:00a.m and join for the noble cause.

Sign Sign.

Bharat Malik
Designation (personnel manager)
 Sample Notice (within organization)
Name of the Co. Nishan Pvt. Ltd.
1,Gidc Area, Vatwa
Address & Reg. No. Ahmedabad.
Reg. Guj\Ahm\99.108

Date & Notice No. Date:June10,2006.

Notice no. 177/61.

Title & Subject Notice

Sub.: Notice for Diwali Celibration
There will be a general body Meeting of our
Main Part employees recreation club of this organization to
from sub committees for organizing the various
activities connected with our Diwali celebration
suggestions in this connection are welcome.
Sign.
Sign
Bharat Malik

Designation (personnel manager)

 FORMATING EMAIL
 Parts of an e-mail:
 header (to and copy lines)
 salutation
 body
 complimentary
close and
signature
 PARTS OF A REPORT

Title Page
Table of Contents
Executive Summary/Abstract
Introduction
Findings and Discussion Body of report
Conclusions
Recommendations
Bibliography/References
Appendices
PARTS OF A REPORT
Part Description
Title Page Title, Author’s name, Date of submission

Table of Contents List of sections, sub-sections, appendices, etc.

Executive Summary Summary of entire report

Introduction Purpose, Background, Methods of Investigation, Scope

Findings Analysis of facts obtained

Conclusions Deductions based on findings

Recommendations Suggestions and advice based on conclusions

Bibliography/References List of references

Annexures Supplementary materials e.g. other supporting data

Technical report writing today Steven E. Pauley, Daniel G. Riordan. [electronic resource] - 4th ed.
Reference!
Boston Houghton Mifflin Co. 1990 xx, 481 p. :

Exploring The World of English, Syed Saadat Ali Shah (2019), Ilmi Kitab Khana. Pak

Goodheart-Willcox Co., Inc

https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/me
mos/sample_memo.html

https://www.careerride.com/post/circular-and-memo-sample-format-and-templates-527
.aspx

2013 Sherrie Lee http://www.linkedin.com/in/orangecanton