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Writing and Speaking for Engineers

This guide offers essential tips for engineering professionals on writing effective memos and emails. It emphasizes the importance of tone, audience awareness, and adherence to formal stylistic conventions. Learn how to structure your correspondence with appropriate subject lines, salutations, and signatures. The guide also provides practical examples to illustrate how to communicate effectively in a professional environment. Whether adding attachments or managing the formality level, these tips will help you convey your messages clearly and succinctly.

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Writing and Speaking for Engineers

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  1. Writing and Speaking for Engineers Memos and E-mail

  2. Memos and E-Mail Topics • Tone • Audience • Stylistic Conventions

  3. Memos and E-Mail E-mail: Stylistic Conventions Stylistically Between Memo and Letter • In the Header: Use the Subject Line • In the Body: Format as a Letter • Salutation (Dear Professor Smith) • Signature Line

  4. Memos and E-Mail E-mail: Stylistic Conventions Treat as Formal Business Correspondence • Use Standard Capitalization, Punctuation, Etc. • Create a Professional User Name • Remember that Records are Kept

  5. Memos and E-Mail E-mail: Tone and Audience Always Consider Tone • Appear helpful • Avoid condescending attitudes • Adjust formality to audience Allow for Cooling Off Time Keep them Brief • Use Attachments for Long Documents

  6. Memos and E-Mail Example 1 To: dcothran@nwe.ufl.edu From: anxiousandy@ufl.edu Subject: Date: 15 June 2005 00:21:34 Many people seem confused as to what type of format to use for the paper. Please consult with Dr Elms and get back with us. Many people want to work on this Saturday, so the sooner the better. Thanks.

  7. TO:lrjackso@umich.edu, mitsukoclemmons@crc.ufl.edu,lynnerd@ufl.edu, ssm@ufl.edu Subject: Personal Statement Hi guys. The attached personal statement is the one I have written for my Duke application. I intend on sending similar statements to the other schools, with particular information [ex. specific professors with whom I would like to do research] changed to fit the particular school. Any and all comments are welcome. Be as picky as possible... check grammar, content, paragraph coherence, everything. Any suggestions about transitions, etc are also welcome. Thanks in advance. My resume is also attached for your perusal. Feel free to make comments about the resume as well. Take care and if I don't see you or talk to you before the holidays, have a happy and safe holiday. Take care. Memos and E-Mail Example 2 1

  8. Memos and E-Mail Example 3 To: dcothran@nwe.ufl.edu> From: braindead@fireme.com Subject: Dear Ms. Cochran: Attached is my report, as you requested. 1

  9. Memos and E-Mail Example 4 To: dcothran@nwe.ufl.edu From: mysteryman@dontreadthis.org Subject: attachment 1

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