Written communication

Written communication

This is a more reliable method of communication since it usually provides a permanent written record of the key information. The same information is available for all those who require it.

Anyone who has ever marked an English comprehension test will know that the same written passage can mean very different things to different people. Therefore, care must be taken in preparing written information. To avoid confusion, the normal conventions of grammar and punctuation must be used. Words must be correctly spelt. Use a dictionary if you are uncertain. If you are using a word-processing package use the spell checker. However, take care, many software packages originate in the USA and the spell checker may reflect this.

Never use jargon terms and acronyms unless you are sure that those reading the message are as equally familiar with them as is the writer.

An engineer often has to write notes, memoranda and reports. He/she often has to maintain logbooks and complete service sheets. An engineer may also have to communicate with other engineers, suppliers and customers by letter. Being able to express yourself clearly and concisely is of great importance.

Activity 2.41

Prepare a brief article for the local press (using not more than 1000 words) on any one of the following topics:

• A sporting event that you took part in.
• A recent school or college activity.
• A newly available product or technology.

Include contact or other details for further information. Present your work in word-processed form and include relevant photographs, diagrams or sketches.

Activity 2.42

Prepare:

(a) a word-processed letter

(b) an e-mail message

to an engineering supplier requesting details of a product or service. This may simply take the form of a request for a short-form catalogue or for the supply of a data sheet or application note. Present your work in the form of printed copies of correspondence and e-mail messages.