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Spring 2013

Course: Basics of Technical English Course Code: 1425

Level: BS ASS!"#E"T "o$ 1

Q 1: Give a brief definition of technical writing. How does it differ from other kinds of writing?

Give suitable examples to make the difference clear. (1!A"S%E&: Technical %ri'ing( )efini'ion

"#echnical writing conve$s specific information about a technical sub%ect to a specific audience for a

specific purpose& #he words and graphics of technical writing are meant to be practical: that is' to

communicate a bod$ of factual information that will help an audience understand a sub%ect or carr$

out a task.

()ichael H. )arkel *irector of #echnical +ommunication ,oise -tate niversit$!

Technical *ri'ingis a form of technical communication. /t is a st$le of writing used in fields as

diverse as computer hardwareand software' engineering' chemistr$' the aerospace industr$'robotics'

finance' consumer electronics' andbiotechnolog$.

#he -ociet$ for #echnical +ommunication (-#+! defines technical writing as a broad field that

includes an$ form of communication that exhibits one or more of the following characteristics:

(1! +ommunicating about technical or speciali0ed topics' such as computer applications' medical

procedures' or environmental regulations

(2! +ommunicating b$ using technolog$' such as web pages' help files' or social media sites or

(3! 4roviding instructions about how to do something' regardless of how technical the task is' and

regardless of whether technolog$ is used to create or distribute that communication.

+o* s Technical %ri'ing )ifferen' ,ro- .'her T/pes .f %ri'ing#here are so man$ different t$pes of writing. +op$writing involves describing a product or service in

a desirable wa$ and convincing potential customers to purchase it 5 it is writing that is designed to

sell. 6iterar$ writing is fictional work that focuses on the human condition 5 it is meant to entertain

and provoke an emotional response in readers. 7lthough man$ t$pes of writing have at least a few

things in common' technical writing is completel$ different. #here are numerous characteristics of

technical writing that set it apart from all other t$pes:

The sole purpose of 'echnical *ri'ing is 'o educa'e and infor-$

#echnical writing documents aren8t intended to be entertaining or convince individuals about the

merits of a specific product. /nstead' the$ are designed to educate readers about a specific technical

sub%ect or provide instruction about a process. 7ssembl$ instructions' for example' are strictl$ 9how5to9 documents 5 the$ don8t discuss the benefits of the product or wh$ it is superior to similar products

on the market.

Technical *ri'ing does no' involve epressing opinions or e-o'ions aou' a 'opic$

#echnical writing is completel$ ob%ective' and there is no room for the author to express her thoughts

or opinions about the material being presented. #echnical writing is all about facts' and these must

alwa$s be presented in a clear and concise manner. #he author cannot let his or her opinions

influence the contents or the tone of the document.

Technical *ri'ing docu-en's are geared 'o*ards a highl/ specific audience$

hile some t$pes of writing (novels' for instance! are designed to appeal to a large audience'technical documents are written with a particular audience in mind. #raining materials for a

compan$' for example' are written specificall$ for emplo$ees' while help files are written for users

who have purchased a certain piece of hardware or software. ,eing familiar with the intended

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http://en.wikipedia.org/wiki/Technical_communicationhttp://en.wikipedia.org/wiki/Computer_hardwarehttp://en.wikipedia.org/wiki/Computer_hardwarehttp://en.wikipedia.org/wiki/Softwarehttp://en.wikipedia.org/wiki/Engineeringhttp://en.wikipedia.org/wiki/Chemistryhttp://en.wikipedia.org/wiki/Aerospacehttp://en.wikipedia.org/wiki/Roboticshttp://en.wikipedia.org/wiki/Roboticshttp://en.wikipedia.org/wiki/Financehttp://en.wikipedia.org/wiki/Consumer_electronicshttp://en.wikipedia.org/wiki/Biotechnologyhttp://en.wikipedia.org/wiki/Society_for_Technical_Communicationhttp://en.wikipedia.org/wiki/Computer_hardwarehttp://en.wikipedia.org/wiki/Softwarehttp://en.wikipedia.org/wiki/Engineeringhttp://en.wikipedia.org/wiki/Chemistryhttp://en.wikipedia.org/wiki/Aerospacehttp://en.wikipedia.org/wiki/Roboticshttp://en.wikipedia.org/wiki/Financehttp://en.wikipedia.org/wiki/Consumer_electronicshttp://en.wikipedia.org/wiki/Biotechnologyhttp://en.wikipedia.org/wiki/Society_for_Technical_Communicationhttp://en.wikipedia.org/wiki/Technical_communication

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audience and writing the document for that audience is absolutel$ essential if an individual hopes to

create a highl$ effective piece of technical writing.

Technical *ri'ing reuires in(dep'h research and e'ensive no*ledge$

/t8s not enough for a technical writer to have a general idea of the topic he is writing about. #he

technical writer must be able to prepare a document that focuses on the exact topic being addressed

or process being discussed. ;eaders must be told about how to use the specific machine in their

place of emplo$ment or how to install the exact make and model of printer the$ purchased.

Co-paring Technical *ri'ing and da/ 'o da/ *ri'ing

7udience anal$sis is a ke$ feature of all technical writing. #echnical writing is a communication to

conve$ a particular piece of information to a particular audience for a particular purpose. /t is often

an exposition about scientific sub%ects and technical sub%ects associated with finance' construction'

medicine' agriculture' technolog$' and various sciences.

4rocedural technical writing translates complex technical concepts and instructions into a series of

simple steps that enable users to perform a specific task in a specific wa$. #o present appropriate

information' writers must understand the audience and their goals.

4ersuasive technical writing attempts to sell products or change behaviors b$ putting forth

compelling descriptions of how a product or service can be used in one8s life. #his t$pe of writingoften delves into features and benefits of the product or service' and ma$ use illustrations to make

the benefits easier for the audience to understand.

Q 2: #echnical writers must observe certain codes of ethics. hat are the$? *iscuss in the light of

what $ou read on +hapter / of $our text book. (1

A"S%E&: E'hics )efini'ion:

=thics refers to the concept of what is right and wrong' moral and immoral. =thical behavior is

generall$ considered proper behavior that is in line with the accepted moral code.

Code of E'hics7s $ou put together professional documents and begin working in the "real world' $ou must

understand what could easil$ lead to $our downfall in $our professional workplace. #he 4aul

7nderson text claims that at work in a professional setting' there at least three ma%or "sources of

guidance:

1. #he code of ethics alread$ developed b$ $our field>s professionals'

2. #he ethical code set in place b$ $our compan$' and

3. our own personal ethics.

-ome companies have decided to have emplo$ees keep their personal ethics at home. /n realit$'

companies that tr$ to keep personal ethics at home find that emplo$ees are occasionall$ asked to

perform actions that the$ do not condone at home. /n professional settings we would like to assume

that companies would not act unethicall$' so wh$ should we even pa$ attention?

#he truth is' companies do act unethicall$ whether it is disposing of toxic waste incorrectl$ or price

gouging to name a few. #he same goes for writing professional documents. ou should keep them

clean and standardi0ed to save $ourself from damaging a possible %ob opportunit$ and the name $ou

represent.

E'hical Si'ua'ions

#he situations in which a person would have to make ethical decisions' and conse@uences from those

decisions' var$ dramaticall$. Aor instance' there are "this could cost me m$ %ob situations' or

whistle5blowing, a practice protected b$ federal law. /n these situations' the emplo$ee becomes

aware that the compan$ is doing something illegal or that could cause great harm' perhaps becauseB-H7' A*7' or =47 standards are not being followed. Aor instance' before the terrible challenger

disaster' one emplo$ee had written a ver$ clear memo outlining serious problems concerning the B5

rings. #his memo was subse@uentl$ used legall$ as the "smoking gun to prove negligence on the

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part of those in charge. #he writer subse@uentl$ lost his %ob' fought back and was reinstated under

the law' onl$ to leave the compan$ because of challenges posed b$ remaining emplo$ed.

S'ra'egies for Co--unica'ing E'hicall/

)an$ of the areas that re@uire ethical decisions are listed in the code of ethics of the -ociet$ for

#echnical +ommunication. /n the code' among other items' -#+ lists these five tenets:

)$ commitment to professional excellence and ethical behavior means that / will

se language and visuals with precision.

4refer simple direct expression of ideas.

-atisf$ the audience8s need for information' not m$ own need for self5expression.

Hold m$self responsible for how well m$ audience understands m$ message.

;espect the work of colleagues' knowing that a communication8 problem ma$ have more

than one solution.

#his section explains some implications of this code. /n appl$ing high standards in the choice of

words and images' communicators use unambiguous language use design honestl$ use visuals with

precision use simple' direct expression of ideas and credit the ideas or work of others.

se na-iguous Language

-uppose' for instance' that $ou are writing a manual for a machine that has a sharp' whirling partunder a protective cover. #his dangerous part could slice off a user8s fingers. hen $ou explain how

to clean the part' $ou inform the reader of the danger in a manner that prompts 5 him or her to act

cautiousl$. /t would be unethical to write' 97 ha0ard exists if contact is made with this part while it

is whirling.9 #hat sentence is not urgent or specific enough to help a user prevent in%ur$. /nstead

write' 9arningC Him off all power before $ou remove the cover. #he blade underneath could slice

off $our fingersC9

However' the need for unambiguous language appears in other much less dramatic situations. #ake'

for instance' the phrase 9hen / click on the h$perlink' nothing happens.9 7n$one familiar with

h$pertext knows that this message is not accurate. -omething alwa$s happensDa message window

appears' the cursor moves to a point on the screen that $ou did not expect it to' or the original screen

reforms itself. #he phrasing 9nothing happens9 is so imprecise that it does not allow another person

to act in a helpful wa$. How can someone fix it if she does not know what is wrong? ,ut that

phrasing also indicates a moral stanceD9/ am not responsible. /t is $our %ob. / will not take the time

and effort to write this' whatever inconvenience it ma$ cause $ou.9 #his kind of ambiguous use of

language certainl$ is not dangerous' the wa$ the previous example was' but it is a refusal to take

responsibilit$ in the situation. 7s such' the language does not help other people achieve their goals.

/t is wrong' not %ust because it is imprecise' but because it does not help the stakeholders.

)esign +ones'l/

-uppose that in a progress report $ou must discuss whether $our department has met its production

goal. #he page5formatting techni@ues $ou use could either aid or hinder the reader8s perception ofthe truth. Aor instance' $ou might use a boldfaced head to call attention to the department8s success:

idget 6ine =xceeds Goals. Bnce again this month' our widget line has exceeded production

goals' this time b$ 1EF.

+onversel$' to downpla$ poor performance' $ou might use a more subdued format' one without

boldface and a head with a vague phrase:

Ainal +omments. Great strides have been made in resolving previous difficulties in meeting

monthl$ production goals. #his month8s achievement is nearl$ e@ual to expectations.

/f reader misunderstanding could have significant conse@uences' however' $our use of 9Ainal

+omments9 is actuall$ a refusal to take responsibilit$ for telling the stakeholder what he or she

needs.

Crea'e +elpful 6isuals

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-uppose readers had to know the exact location of lie emergenc$ stop button in order to operate a

machine safel$. #o help them find the button @uickl$' $ou decide to include a visual aid.

se )irec' Si-ple Epression

-a$ what $ou mean in a wa$ that $our reader will easil$ understand. -uppose $ou had to tell an

operator how to deal with a problem with the flow of toxic li@uid in a manufacturing plant. 7

complex. indirect expression of a ke$ instruction would look like this:

/f there is a confirmation of the tank level rising' a determination of the source should be made.

7 simple' direct expression of the same idea looks like this:

*etermine if the tank level is rising. isuall$ check to see if li@uid is coming out ofthe first5floor

trench.

Credi' .'hers

-uppose a new coworker has found a wa$ to modif$ a process and save the compan$ mone$. ou

are assigned to write the internal proposal that suggests the change. our obligation is to present the

facts so that $our manager understands who conceived the idea and who gets the credit' to do

otherwise would be to den$ $our coworker proper credit for the idea. ou must learn strategies for

the clear presentation of language' format' and visual aids. se these communication devices

responsibl$ to ensure that $our writing tells the audience ever$thing it has a right to know. #heaudience trusts $ou because $ou are an expert. ,e worth$ of that trust.

Q 3: #echnical writing makes use of a specific st$le to have a greater impact on the reader. 7

guideline' in this regard' has been provided in +hapter . Go through the chapter and discuss

the technical writing st$le in detail. (1

A"S%E&:#echnical writing makes use of a specific st$le to have a greater impact on the reader.

Aor this purpose $ou have to follow a guideline which is given below:

%ri'e Clear Sen'ences

Aollow these guidelines for writing sentences which will be clear to the readers. Ieep the main idea on top.

se normal word order

se active voice.

=mplo$ parallelism.

;epeat for emphasis.

rite sentences of 1< to 2< words.

4rovide transitions.

7void wordiness.

7void redundanc$.

7eep 'he #ain dea on Top

#his is the ke$ principle in writing so that $our sentences are eas$ to understand. 4lace the sentence8s

main idea' the sub%ect' first. #he sub%ect makes the rest of the sentence accessible. ;eaders therefore

orient themselves and the$ are able to interact with the subse@uent discussion.

-ee this example from a popular newspaper.

9*oubts persist over orld +up 2J.9 (Kote how the interest of the reader is immediatel$

captured.!

(Kow the details follow.!9+louds are gathering over the est /ndies' and the$ are more than rain5

bearing masses of cumulous. ith eight months and a few da$s to go for the 2J orld +up'

doubts are increasingl$ being aired about the abilit$ of the region to host a venture of such andcomplexit$.9 #hus readers are informed about the crux of the problem so that the$ are interested to

read on.

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se "or-al %ord .rder

#he normal word order in =nglish is sub%ect5verb5ob%ect. #his order makes it easier to read as it

reveals the topic first and the structures the idea. #his order produces sentences which are clear to

the readers and do not cause an$ confusion.

;ead the following sentence. 9Ainance )inister on #uesda$ backed the +entral ,ank8s decision to

increase interest rates' stating that the move was aimed at containing inflation.9 #he sentence is

clear' though a little long (23 words! and follows natural flow.

se Ac'ive 6oice

7ctive voice emphasi0es performer of the function and not the receiver. 7ctive voice helps the

reader follow the meaning @uickl$ as it is sticking to sub%ect5verb5ob%ect pattern. hen the sub%ect

acts' the verb is in the active voice. hen the sub%ect is acted upon' the verb is in the passive voice.

se passive voice sparingl$ and when it is absolutel$ re@uired.

Ea-ples:

/ completed the work in time (active voice as the sub%ect acts here.!

)$ mobile was stolen (passive voice as the sub%ect is acted upon.!

Go through the following example.

)anufacturers add preservatives to food products to increase their shelf5life (emphasis is onmanufacturers' which is not correct.!

4reservatives are added to food products to increase their shelf5life (emphasis is on preservatives'

which is correct. /n such cases' passive voice should be used.!

se 8arallelis-

se similar structures for similar elements.

#he vendors promise that the$ will replace the old machine and to attend to the new order (wrong!.

#he vendors promise that the$ will replace the old machine and will attend to the new order.

(+orrect!

&epea' for E-phasis;epeat ke$ words for emphasis so that the reader has better recall. ;ead the following example.

#he doctrine of 9Ko work' no pa$9 is a fundamental axioms in industrial relations. #he philosoph$ is

ver$ simple. hen a person is emplo$ed' he is expected to carr$ out the work assigned to him. hen

he does not do so' he is not eligible for pa$ment of an$ salar$. =ven when a general strike disrupts

public transport s$stems' and conse@uentl$ emplo$ees are unable to reach their work places' the

same principle prevails. Bf course corporate ma$ permit their staff to avail themselves of an$ leave

to their credit. =ven die5hard trade union leaders respect this principle. 9Ko work' no pa$9 la$s a

strong foundation to industrial peace and harmon$ in the long run.

8rovide Transi'ions

+onnect sentences b$ using words that signal a se@uence or pattern.-e@uence: first' second' next.

7ddition: and' further.

+ontrast: but' however' nevertheless.

Avoid %ordiness

Generall$' concise expressions are more effective than verbosit$. =liminate all repetitions'

subordinate clauses etc. to make the writing compact and pointed.

Ea-ples of %ordiness

+ame to the conclusion

tili0ation of

)ake ;evisions

)ake an amendment to

Ea-ples of co-pac'ness

+oncluded

se

;evise

7mend

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Avoid &edundanc/

;edundancies are words that sa$ the same content. +onciseness is achieved b$ sa$ing an$thing onl$

once. /n the following examples' what is bracketed ma$ be omitted for conciseness.

*uring (the $ear! of 2L

(Keedless to sa$!

(Kew! innovation

#he (other! alternative is

Choose a Tone

Kow $ou can prepare clear' effective documents. our documents are eas$ to read. However' we are

assuming that the writer and reader are e@ual and unemotional. /n practice' it ma$ not be so. Hence it

is important to control 8tone8. #he 8tone8 can communicate as much as the content of the message.

+onsider some possible 8tones8 depending on the situation.

forceful

passive

personal

impersonal

#he forceful tone implies that the writer is in command. #his is appropriate when the writer

addresses subordinates. hile writing forcefull$' se the active voice.

se imperatives.

+learl$ indicate that $ou are responsible.

Aor example:

/ have decided to introduce 4erformance 7ppraisal -$stem forthwith in our organi0ation.

hen the reader has more power than the writer' use passive voice.

Aor example:

#he instructions to implement the new =valuation -$stem has been complied with

#he personal tone implies that reader and writer are e@ual.

Aor example:

*avid thanks for $our suggestion about maintenance routine. /t has given good results.

#he impersonal tone is emplo$ed when the writer is not important and the situation is neutral.

Aor example:

7 proposal to introduce @ualit$ circle has been made.

se 8osi'ive %ords and 6ers

7 sure wa$ to involve $our audience is to sprinkle positive words and positive verbs throughout $our

text. 4ositive words and verbs convince the reader the benefits of $our sub%ect matter.

8osi'ive %ords

7dvantage effective satisfied value favorable success

,enefit asset profitable

8osi'ive 6ers

4ositive verbs motivate $our readers. -ome of the verbs that motivate $our readers into action are

here.

7ccomplish plan achieve produce implement

4repare organi0e assess promote exceed

Tune 'o 'he Audience

#uning to the audience is the ke$ for effectiveness of $our document with the reader.

;emember the following points.

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Kot all $our readers will understand acron$ms and abbreviations.

;eaders need glossaries.

4rovide extended definitions for technical terms.

7s multiple audiences have different levels of technical knowledge' choose carefull$ the

amount of technical content in $our document.

-how $our reader how he or she will benefit from $our document.

Q : hat aspectsMpoints should be considered in writing an effective resume for a particular

situation' Aor example appl$ing for a %ob? =xplain in detail. (1!

A"S%E&: Having a solid and effective resume can greatl$ improve $our chances of landing that

dream %ob. #hat is be$ond discussion. How does one make sure that his resume is top notch and

bullet proof' however? #here are several websites with tips around the web' but most bring %ust a

handful of them. e wanted to put them all together in a single place' and that is what $ou will find

below:

1$ 7no* 'he purpose of /our resu-e

-ome people write a resume as if the purpose of the document was to land a %ob. 7s a result the$ end

up with a reall$ long and boring piece that makes them look like desperate %ob hunters. #he ob%ective

of $our resume is to land an interview' and the interview will land $ou the %ob (hopefull$C!.

2$ Bac up /our uali'ies and s'reng'hs

/nstead of creating a long (and boring! list with all $our @ualities (e.g.' disciplined' creative' problem

solver! tries to connect them with real life and work experiences. /n other words' $ou need to back

these @ualities and strengths up' else it will appear that $ou are %ust tr$ing to inflate things.

3$ 8u' 'he -os' i-por'an' infor-a'ion firs'

#his point is valid both to the overall order of $our resume' as well as to the individual sections.

)ost of the times $our previous work experience will be the most important part of the resume' so

put it at the top. hen describing $our experiences or skills' list the most important ones first.

4$ A''en'ion 'o 'he '/pograph/

Airst of all make sure that $our fonts are big enough. #he smaller $ou should go is 11 points' but 12

is probabl$ safer. *o not use capital letters all over the place' remember that $our goal is to

communicate a message as fast and as clearl$ as possible. 7rial and #imes are good choices.

5$ Eplain 'he enefi's of /our sills

)erel$ stating that $ou can do something will not catch the attention of the emplo$er. /f $ou manage

to explain how it will benefit his compan$' and to connect it to tangible results' then $ou will greatl$

improve $our chances.

9$ Avoid nega'ivi'/

*o not include information that might sound negative in the e$es of the emplo$er. #his is valid both

to $our resume and to interviews. ou don>t need to include' for instance' things that $ou hated about

$our last compan$.

$ Achieve-en's ins'ead of responsiili'ies

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;esumes that include a long list of "responsibilities included& are plain boring' and not efficient in

selling $ourself. /nstead of listing responsibilities' therefore' describe $our professional

achievements.

;$ .ne resu-e for each e-plo/er

Bne of the most common mistakes that people make is to create a standard resume and send it to all

the %ob openings that the$ can find. -ure it will save $ou time' but it will also greatl$ decrease the

chances of landing an interview (so in realit$ it could even represent a waste of time!. #ailor $our

resume for each emplo$er. #he same point applies to $our cover letters.

t have a degree $et' mention the title and the estimated date for completion. /f those points

are relevant to the %ob in @uestion' it does not matter if the$ are official or not.

11$ )on=' include irrelevan' infor-a'ion

/rrelevant information such as political affiliation' religion and sexual preference will not help $ou.

/n fact it might even hurt $our chances of landing an interview. Nust skip it.

12$ "o lies> please

-eems like a no brainer' but $ou would be amused to discover the amount of people that lie in their

resumes. =ven small lies should be avoided. 7part from being wrong' most H; departments do

background checks these da$s' and if $ou are buster it might ruin $our credibilit$ for good.

13$ 7eep 'he salar/ in -ind

#he image $ou will create with $our resume must match the salar$ and responsibilit$ level that $ou

are aiming for.

14$ !e' so-eone else 'o revie* /our resu-e

=ven if $ou think $ou resume is looking kink$' it would be a good idea to get a second and third

opinion about it. e usuall$ become blind to our own mistakes or wa$ of reasoning' so another

people will be in a good position to evaluate the overall @ualit$ of $our resume and make appropriate

suggestions.

15$ .ne or '*o pages

#he ideal length for a resume is a polemic sub%ect. )ost emplo$ers and recruiting specialists'

however' sa$ that it should contain one or two pages at maximum. Nust keep in mind that' providedall the necessar$ information is there' the shorter $our resume' the better.

19$ se a good prin'er

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/f $ou are going to use a paper version of $our resume' make sure to use a decent printer. 6aser

printers usuall$ get the %ob done. 4lain white paper is the preferred one as well.

1$ pda'e /our resu-e regularl/

/t is a good idea to update $our resume on a regular basis. 7dd all the new information that $ou think

is relevant' as well as courses' training programs and other academic @ualifications that $ou might

receive along the wa$. #his is the best wa$ to keep track of ever$thing and to make sure that $ou will

not end up sending an obsolete document to the emplo$er.

1;$ "o pronouns

ou resume should not contain the pronouns "/ or "me. #hat is how we normall$ structure

sentences' but since $our resume is a document about $our person' using these pronouns is actuall$

redundant.

1

A"S%E&: )efini'ion of a #e-o

7 memo is a document t$picall$ used for communication within a compan$. )emos can be as

formal as a business letter and used to present a report.

However' the heading and overall tone make a memo different from a business letter. ,ecause $ou

generall$ send memos to co5workers and colleagues' $ou do not have to include a formal salutation

or closing remark.

7ll the operations of a compan$ depend on memos and information reports circulated within' outside

and among the departments. #hese documents report on various problems and present information

about products' methods and e@uipment.

)emos are used to report ever$thing from results of tests to announcement of meetings. )emos

must be written clearl$ and @uickl$.

.?ec'ive@ 8urpose of #e-os

)emos have a twofold purpose: the$ bring attention to problems and the$ solve problems. #he$

accomplish their goals b$ informing the reader about new information like polic$ changes' price

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increases' or b$ persuading the reader to take an action' such as attend a meeting' or change a current

production procedure. ;egardless of the specific goal' memos are most effective when the$ connect

the purpose of the writer with the interests and needs of the reader.

#e-o

Bffice of the 4resident

*rugs and Karcotics +ommittee /slamabad

-ub%ect: Kotice of meeting

7 meeting of the committee will be held in m$ office on Arida$' 1 Nune' 213 at O.3 am.

Agenda

1. -muggling of drugs to abroad

2. )atters arising from this issue

3. *rug and Karcotic +ontrol

. ,rainstorming 7ctivitiesA"S%E&: 8roposal

7 document that offers a solution to a problem or a course of action in response to a need is called

proposal. #$pes of proposals include internal proposals' external proposals' grant proposals' and

sales proposals.

n'ernal 8roposal

#he internal proposal persuades someone to accept an idea usuall$ to change something' or to fund

something' or both. +overing a wide range of sub%ects' internal proposals ma$ re@uest new pieces

of lab e@uipment' defend ma%or capital expenditures' or recommend revised production control

standards. /t ma$ consist of internal proposal8s audiences' visual aids' and design.

E'ernal 8roposal

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#he external proposals are ver$ common. #he$ re@uire the same planning and contain the same

elements as a length$ proposal. #he following sections illustrate the planning and elements of a brief

external proposal.

.?ec'ives of n'ernal 8roposal

/nternal 4roposals are informal written plans la$ing out how $our companies business can be run

more economicall$ and efficientl$. our internal proposal can incompact almost an$ activit$ thatcan affect da$ to da$ business operations. =xamples can include lowering costs' saving emplo$ee

hours' or better meeting customers> needs.

#he ke$ parts of a complete internal proposal are: 4urpose' 4roblems' -olution' and +onclusion.

#he purpose is a brief overview wh$ $ou are writing the proposal. #he 4roblems section shows the

problem(s! in the workplace that $ou intend to fix. Bften in this section $ou will focus on fre@uenc$

of the problem and documentation on how the problem is affecting the compan$. #he solution is the

portion of the proposal where $ou want to tie $our answer to the problem. /n the solution $ou will

answer the @uestions: How is his proposal workable? 7nd how is this solution cost effective? our

conclusion sums up $our proposal. /t should be short and to the point while reminding howimportant this issues is to the compan$. 6astl$' an optional inclusion to $our proposal can be a

section on costs. #his section is used to show how $our solution is cost effective' using

documentation to prove wh$ the compan$ should implement $ou plan into action.

.?ec'ives of E'ernal 8roposal

7 firm writes external proposals to win contracts for work' Government agencies and large and

small corporations issue are@uest for proposal (;A4!' which explains the pro%ect and lists its specifications

precisel$. Aor example' a ma%or aircraft compan$' such as ,ritish 7irlines' often sends ;A4s to

several large firms to solicit proposals for a specific t$pe of e@uipmentDsa$' a guidance s$stem.#he ;A4 contains extremel$ detailed and comprehensive specifications' stating standards for minute

technical items and specif$ing the content' format and deadline for the proposals.

#he companies that receive the ;A4 write proposals to show develop the pro%ect. 7 team turns them

assembles a document demon: pa$ has the technical know5how' managerial expertise' and budget to

develop the pro%ect.

7fter receiving all the proposals' the firm that re@uested them turns them over to a team of

evaluators' some of whom helped write the original specifications. #he evaluators rate the

proposals' %udging the technical' management' and cost sections in order to select the best overall

proposal (,acon!.Kot all proposals are written to obtain commercial contract. 4roposals are also commonl$ written b$

state and local governments' public agencies' education' and industr$. niversit$ professors often

write proposals' bringing millions of dollars to campuses to support research in fields as varied as

food spoilage and genetic research.

Q J: rite an application letter to $our ,oss re@uesting him grant $ou leave for a week so that $ou

can make arrangements for $our sister>s wedding. 7lso' re@uest him for the grant of a loan of

;s

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7,+ +ompan$

/slamabad

-ir'

ith due respect' it is submitted that m$ sister>s wedding is being held next week./t is re@uested that

kindl$ grant me seven da$ leave w. e. f 2

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the countr$. Aor example' carbonated drinks are called 9pop9 in the Korth and 9+oke9 in the -outh.

-outherners often address both friends and strangers as 9a8ll9 while northerners ma$ refer to 9$ou

gu$s.9 -lang is also sometimes referred to as collo@uial' a term which describes the ver$ limited

audience likel$ to understand its meaning. hile slang ma$ be perfectl$ appropriate for talking with

friends' $ou should avoid using slang when $ou write since it is so easil$ misunderstood.

argon

Nargon is the speciali0ed language of a discipline or profession. /magine a soccer team at a team

meeting' a conversation between computer programmers working on a pro%ect' or a group of medical

specialists at a conference. =ach group uses words and phrases that are meaningful to a specific

audience but fail to communicate to the general public. Nargon isn8t necessaril$ bad instead' it8s

limited. 7 computer specialist is expected to use the language of his profession' as is a doctor' an

athlete' or an$ other specialist. However' when %argon is used in text addressed to a general audience'

the writer sounds snobb$ or pretentious.

Clich

#he word clichis Arench and refers to a cla$ mold used to produce multiple identical images. #hus'a clichR is a trite' overused expression that lacks originalit$. +lichRs tell the reader' 9ou8ve heard

this before' so go to sleep no attention necessar$.9 ;eaders pa$ onl$ minimal attention when a

character is described as being 9over the hill9 or when told that his mood was 9black as midnight.9

+lichRs and put readers to sleep. +hoose fresh' vivid expressions rather than clichRs.

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