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This week I am sharing the second writing assignment in the series of assignments I designed for my technical writing course. The series focuses on tasks related to a fictional business incubator, the Ut Prosim Incubator. The first assignment asks students to share the basic information about their company in a memo.
Once they establish a company name and focus, students are ready to undertake messages related to their companies. In the scenario for the second writing assignment, students deal with changes they need to make to support an influx of new employees, hired with the investment funds provided by the incubator.
The goal of this assignment is to help students learn about the differences between letters and memos by designing guidelines for the ways that their companies will use the different kinds of correspondence. Specifically, in order to fulfill the assignment, students have to be able to explain how letters are different from memos.
The assignment below has some minor changes to remove specific information that is relevant only to the students in my classes. References to “Markel & Selber” in the assignment refer to chapters in the class textbook Technical Communication by Mike Markel & Selber and Stuart Selber.
You will create guidelines that your employees will use as they communicate with others inside and outside the company. The goal is to ensure that your company’s letters, memos, and emails have a uniform appearance and style.
Using the investment funds from the Ut Prosim Incubator, you have just expanded your company by hiring 20 new people. When there were just a few of you, it was easy to make sure everyone presented a consistent message. Now that there are nearly two dozen people making contacts, you will need to be more proactive to ensure that your company correspondence with clients, vendors, local regulators, and the public represents your company consistently and professionally.
To address this need, you will write a memo to all employees that explains the letter-writing style and format that your company follows and include a sample letter that illustrates the style and format as an attachment.
For your assignment, write the related documents:
Your company’s address is [Your Company Name], Ut Prosim Incubator, 1872 Inventors Way, Suite #[you choose a number], Blacksburg, Virginia 24060. Your company’s phone number is 540-555-5555. You may create a fictional Internet domain for your company, and use that domain for a web page address and your email addresses. If you’d like, you may create other information (including a logo) for your company as appropriate.
Step 1: Explore the characteristics typical of correspondence in your field.
Think about the documents that you have seen from businesses in your field as your own. You can search the Internet and the textbook for examples as well. Consider characteristics of these documents such as the following:
Step 2: Decide on the general style your business will follow.
Decide on the expectations you will set for your company’s correspondence. Brainstorm a list of required information, details on the typical look and feel, and other features you want employees to include in the letters that they write. Include everything from how to open the letter to the closing and expectations for signatures. If there is specific information that should always be included in letters, model how that information should be included and demonstrate it in your example.
Be sure to consider how to emphasize important information and create organizational structures in your letters (relying in particular on Markel & Selber, Chapter 14). Additionally, create a letterhead format for your company, using appropriate details.
Step 3: Analyze the audiences for your memo.
You will write a memo to all employees in your company that explains your company’s style and format for letters. Use the information from Markel & Selber, Chapter 5 to decide how the characteristics of the audiences will influence the writing that you do. Consider the questions in Figure 5.2: Audience Profile Sheet and/or the Writer’s Checklist at the end of the chapter to guide your analysis.
Step 4: Compose a letter illustrating the style and format your company will follow.
Use the information your gathered in Steps 1 and 2 to write your example letter. Be sure to demonstrate how to emphasize important information and how to organize the letter in a way that makes it clear and easy to read.
For the content of the letter, you can use placeholder text. See the article, How to Use Lorem Ipsum Dolor Placeholder Text, for examples. If you prefer, you may use real letter text that you write as well. Despite the use of placeholder text, be sure that the required layout and format is clear and that any specific details required (such as the signature expectations) are demonstrated.
Step 5: Write a memo to all your employees with the details on your company’s letter style and format.
Compose your memo, as requested in The Scenario above, with all the details you have gathered and created. Attach your example letter, and point to it as examples of your style as appropriate. You may add annotations to your letter, like the examples in the textbook, if you choose; but be sure that you connect your annotations to your memo directly.
As you work, keep the following points in mind:
Step 6: Check the drafts for your example letter and your memo for correct use of memo style and format.
Be sure that you include the appropriate headings and expected features for correspondence. Review your project, using the Writer's Checklist for Chapter 14 (on page 386 of Markel & Selber).
Step 7. Review your draft for design and basic writing errors.
Everything you write should use accurate/appropriate image editing, grammar, spelling, punctuation, mechanics, linking, and formatting. These are important basic writing skills that you should have developed in high school. Review your project, using the Writer’s Checklist at the end of Markel & Selber, Chapter 10.
You can also consult the information on “Sentence-Level Issues” in Markel & Selber, Appendix, Part 😧 Guidelines for Multilingual Writers (ESL). While the section is labeled for multilingual writers, it is useful for everyone. It includes explanations and examples for many common mistakes writers make.
Step 8: Submit your draft to your Writing Group in Canvas.
Post a rough draft of your info sheet to your Writing Group in Canvas in the 09/05 Draft Feedback Discussion in Canvas. Additional instructions are in the Discussion. Post a draft of your bio by September 6. If you are late submitting a draft, your group may not have time to provide feedback.
Step 9: Provide feedback to your Writing Group in Canvas.
Provide feedback to the members of your writing group in the 09/05 Draft Feedback Discussion in Canvas, by September 10 (end of the grace period). Use the information on the Writing Groups page to provide constructive feedback that will help your group members make concrete improvements to their drafts.
Step 10: Revise your draft.
Use the feedback that you receive from your group members to revise and improve your document. You can share your draft again with your Writing Group, if you desire. As you revise, keep in mind the advice in the steps above, as well as the Assessment Criteria below.
Step 11: Include a polished version of your project in Project Portfolio 1, due October 1.
Have your Correspondence Project finished and ready for submission in your Project Portfolio 1, which is due Monday, October 1. The grace period for Project Portfolio 1 ends at 11:59PM on Thursday, October 4.
All technical writing projects should meet the following general criteria:
Your project should meet the following criteria for effective letters, based on the checklist at the end of Chapter 14 of Markel & Selber:
Your project should meet the following criteria for effective memos, based on the checklist at the end of Chapter 14 of Markel & Selber:
As I originally designed the assignment, it also included an email message. Students were to write an email to their co-founders, asking them to review the memo and letter and offer any advice for improving the message. I like the idea of asking students to demonstrate an understanding of the characteristics of email messages in addition to letters and memos. Given the other work in the course however, I decided that adding an email component would be too much. With more time for the unit, I would certainly consider including it.
The next assignment in the sequence focuses on technical description in a rewrite of an assignment I designed to ask students to think about diversity in the workplace. Come back next week to read more, and if you have any feedback for me, please leave a comment below.
Photo credit: Edwin B. Stimpson Company Rivets (Brooklyn, New York) 1925 by Paul K on Flickr, used under a CC-BY 2.0 license
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