University of Mindanao-Main

College of Teacher Education

UNIVERSITY OF MINDANAO
College of Teacher Education
Bachelor of Secondary Education- English

Physically Distanced but Academically Engaged

Self-Instructional Manual (SIM) for Self-Directed Learning

(SDL)

Course/Subject: ELT 214 TECHNICAL WRITING

Name of Teacher: Christian Jay O. Syting

THIS SIM/SDL MANUAL IS A DRAFT VERSION ONLY; NOT

FOR REPRODUCTION AND DISTRIBUTION OUTSIDE OF ITS
INTENDED USE. THIS IS INTENDED ONLY FOR THE USE OF
THE STUDENTS WHO ARE OFFICIALLY ENROLLED IN THE
COURSE/SUBJECT.
EXPECT REVISIONS OF THE MANUAL.
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College of Teacher Education

Big Picture in Focus ULOB: Apply rules and conventions in making

business letter in terms of Correspondence

METALANGUAGE
Correspondence

2.1 Acknowledgement Letters. It is both a receipt and a public relations tool.

2.2 Complaint Letters. A complaint letter advises the reader of an error in a business
transaction or a defect discovered in a consumer product or service.

2.3 Inquiries. It is a request for information that the writer believes the reader can
provide.

2.4 Responses. It provides the answers or information requested in a letter of

inquiry.

2.5 Memos. It is a type of document used to communicate with others in the same
organization.

ESSENTIAL KNOWLEDGE
Inquiry Letter

A letter of inquiry is a request for information that the writer believes the reader can
provide. Regardless of its subject, the objective is to get the reader to respond with
an action that satisfies the inquiry.

The action taken can benefit either the writer or the reader, and sometimes both.
That being the case, the scope must include enough information to help the reader
determine how best to respond.

Identify Your Reader

An inquiry letter should be addressed to the person who is most likely to respond in a
positive and helpful manner. If you are unsure of who that might be, try making a few phone
calls to identify a contact person. That person's name should be placed in the inside heading
and the salutation of your inquiry. It should also be included on the top line of your envelope.
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Remember that people do business with people first, businesses second. When you address
your reader by name, you recognize their importance and value as an individual human
being.

Establish Your Objective

The objective in an inquiry letter is to make a request. It will either ask the reader to provide
something beneficial to the writer, or take advantage of something the writer has to offer.

Your inquiry should be specific and brief. If you are asking more than one question you might
consider highlighting them in a bulleted list.

Determine Your Scope

The scope of an inquiry letter should provide enough information for the reader grasp your
objective, make an informed decision and respond in a timely manner.

Consider your reader and get to the point. Do they have what you want? Can they do what
you ask? Think about what your reader will need to know in order before making a decision
and sending you a response.

If you are to receive some benefit, it may help to explain for what purpose the benefit will be
used. If the reader is to receive some benefit, it may help to offer an incentive to respond.

Organize Your Letter

Organizing your inquiry letter will establish a logical order in which to present your
information. You have already begun this task by establishing an objective and determining
your scope. Refer back to them. Together they include much of the content that will become
the body of your letter.

A simple outline will get you organized. Begin by creating a list of relevant points and place
them in the sequential order that will best help your reader. comprehend your inquiry. These
points will become the backbone of your draft; your outline will become a checklist.

Draft Your Letter

Working from an outline is the simplest way to draft an in inquiry letter. You have already
organized yourself by creating a list. Refer back to it and turn each fragment into a full

and complete sentence expressing a single thought or idea.

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In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural
a sounding voice as possible. Try writing your draft quickly and then read it out loud.
Concentrate on communicating your objective to your reader. Make sure that the scope of
your letter contains all the relevant information included in your organizational list.

Keep in mind that you are writing a rough draft. For the moment you can ignore spelling,
grammar, punctuation, sentence and paragraph structure. Those are technical details that
you will pay attention to in the final step when you review and revise your work.

Close Your Letter

An inquiry letter should close in a professional manner. Once your last paragraph is written,
sign off between a complimentary close such as "Sincerely," or "Thank you," and your
printed name.

If you are writing in conjunction with an official duty, place your title below the printed name.
Additional information such as dictation remarks, notification of attachments, enclosures and
copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Inquiry Letter

Reviewing and revising your inquiry letter is the final step in the writing process. You will
check your draft in this step, making sure that your objective is clear and your scope is
concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as
the recipient, whether you are able to comprehend the request quickly and if enough
information has been included to enable a timely response.

Look for the obvious errors first. Check for spelling, sentence structure and grammar
mistakes. Remember that a passive voice is not as commanding as an active one. You want
your inquiry to be strong, so write with an active voice.

The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for
accuracy, clarity and a sense of completeness. Ask yourself if the transitions between
paragraphs are working and if your point of view, tone and style are consistent throughout
the text.

Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and
abstract terms may not be understood at all and affectations, cliches and trite language
serve no real purpose and will obscure your objective. You want to help your reader
understand exactly what it is that you want, so remove all that is not helpful.

And finally, if you have not written an opening or a conclusion now is the time. The
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introduction needs to lead into the body of your letter with a firm statement about the subject
of your inquiry and enough supporting information to keep the reader reading. Your closing
remarks need to reiterate your objective with a question that calls for an action.

Acknowledgement Letter

A letter of acknowledgement is both a receipt and a public relations tool. Its objective is to let
the reader know that items requested in a prior communication, usually an inquiry or an
order letter, have been received.

The scope can actually be quite brief, just enough to complete a business communication
cycle. Confirming the day in which an item arrived or expressing some appreciation for
having a request satisfied may be all that is necessary.

Remember, it's the thought that counts. An acknowledgement letter is a professional

courtesy routinely extended by successful people in the building and maintenance of
productive business relationships.

Identify Your Reader

An acknowledgement letter should be addressed to a person who requires a receipt

for an item sent. If you do not know the name of the sender, you may find it in the
complimentary close of a previous letter; an original inquiry or an order letter, for
instance. That name should be placed in the inside heading and the salutation of
your acknowledgement. It should also be included on the top line of your envelope.

Remember that people do business with people first, businesses second. When you
address your reader by name, you recognize their importance and value as an
individual human being.

Establish Your Objective

The objective of an acknowledgement letter is to let the reader know that expected
items have, in fact, been received. You should be brief.

In the body the writer should mention a specific point, clarifying for the reader that it
is an important part of her overall objective, letting him know that further discussion
will be expected in their upcoming meeting.
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College of Teacher Education

Determine Your Scope

The scope of an acknowledgement letter can be quite brief, a line or two, the
objective of which is to notify the reader that a request has been satisfied. When a
continuing dialogue is required, the scope may be broadened to include new
information.

In the body the writer should provide the name of her assistant, a second contact
person with whom he can speak should she be unavailable to take his call. This
establishes a line of communication that indicates her serious interest in exploring a
further business relationship.

Organize Your Letter

Organizing your acknowledgement letter will establish a logical order in which to

present your information. You have already begun this task by establishing an
objective and determining your scope. Refer back to them. Together they include
much of the content that will become the body of your letter.

A simple outline will get you organized. Begin by creating a list of relevant points and
place them in the sequential order that will best help your reader. comprehend your
acknowledgement. These points will become the backbone of your draft; your outline
will become a checklist.

Draft Your Letter

Working from an outline is the simplest way to draft an acknowledgement letter. You
have already organized yourself by creating a list. Refer back to it and turn each
fragment into a full and complete sentence expressing a single thought or idea.

In order that your thoughts and ideas are conveyed in a cohesive manner, write in as
natural a sounding voice as possible. Try writing your draft quickly and then read it
out loud. Concentrate on communicating your objective to your reader. Make sure
that the scope of your letter contains all the relevant information included in your
organizational list.

Keep in mind that you are writing a rough draft. For the moment you can ignore
spelling, grammar, punctuation, sentence and paragraph structure. Those are
technical details that you will pay attention to in the final step when you review and
revise your work.
University of Mindanao-Main
College of Teacher Education

Close Your Letter

An acknowledgement letter should close in a professional manner. Once your last

paragraph is written, sign off between a complimentary close such as "Sincerely," or
"Thank you," and your printed name.

If you are writing in conjunction with an official duty, place your title below the printed
name. Additional information such as dictation remarks, notification of attachments,
enclosures and copies sent to other individuals should be placed beneath the title
line.

Review and Revise Your Acknowledgement Letter

Reviewing and revising your acknowledgement letter is the final step in the writing
process. You will check your draft in this step, making sure that your objective is
clear and your scope is concise. Put yourself in the reader's shoes as you examine
the rough draft. Ask yourself, as the recipient, whether you are able to comprehend
the request quickly and if enough information has been included to enable a timely
response.

Look for the obvious errors first. Check for spelling, sentence structure and grammar
mistakes. Remember that a passive voice is not as commanding as an active one.
You want your letter to be strong, so write with an active voice.

The important thing to keep in mind is the overall cohesiveness of the whole unit.
Look for accuracy, clarity and a sense of completeness. Ask yourself if the
transitions between paragraphs are working and if your point of view, tone and style
are consistent throughout the text.

Examine your word choices carefully. Ambiguous words lead to confusion. Jargon
and abstract terms may not be understood at all and affectations, cliches and trite
language serve no real purpose and will obscure your objective. You want to help
your reader understand exactly what it is that you want, so remove all that is not
helpful.

And finally, if you have not written an opening or a conclusion now is the time. The
introduction needs to lead into the body of your letter with a firm statement about the
subject of your acknowledgement and enough supporting information to keep the
reader reading. Your closing remarks need to reiterate your objective with a question
that calls for an action.

Complaint Letter
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College of Teacher Education

A complaint letter advises the reader of an error in a business transaction or a

defect discovered in a consumer product or service. The objective is to provide
detailed information regarding the error or defect and to serve as a legal document
recording the writer's claim and the corrective action or adjustment being requested.

Keep in mind that your reader is a trained customer service professional and not
very likely to be the person responsible for the error or defect. Rather than being
angry, use a firm but courteous tone when stating a complaint. Remember, you want
results, not a fight.

The scope of a complaint letter should include only those facts that validate your
claim and a request that corrective steps be taken. It may also detail the options that
you are willing to accept in satisfaction of the claim.

Identify Your Reader

Although a clearly identified reader is not absolutely necessary, a complaint letter should be
addressed to the person who is most likely and able to resolve an unsatisfactory situation.

In a very small business the owner is generally the contact person. In a mid-size company a
vice president or upper level management person solves problems. In either case place that
person's name in the inside heading and the salutation of your complaint letter. Include it
also on the top line of your envelope.

Large companies often have a Customer Service department to whose attention a complaint
can be addressed. In these cases, the inside heading should contain just the name and
address of the company. The salutation will then be replaced by a simple attention getting
device.

Establish Your Objective

The objective of a complaint letter is to prompt an action that resolves a conflict. You should
avoid threats and accusations when providing the details of your complaint. Stick to the facts
and your reader will comprehend what went wrong and what action you expect them to take.

Determine Your Scope

The scope of a complaint letter should encompass the relevant information necessary to
resolve a problem, correct an error or repair a defect. It should provide the reader with exact
descriptions, including dates, times and places. It should reference purchase orders, invoice
numbers, payment records and even dollar amounts when appropriate.
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Organize Your Letter

Organizing your complaint letter will establish a logical order in which to present your
information. You have already begun this task by establishing an objective and determining
your scope. Refer back to them. Together they include much of the content that will become
the body of your letter.

A simple outline will get you organized. Begin by creating a list of points that your letter will
address and put them in the sequential order that will best help your reader comprehend
your complaint. These points will become the backbone of your draft; your outline will
become a checklist.

Draft Your Letter

Working from an outline is the simplest way to draft a complaint letter. You have already
organized yourself by creating a list. Refer back to it and turn each fragment into a full and
complete sentence expressing a single thought or idea.

In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural
a sounding voice as possible. Try writing your draft quickly and then read it out loud.
Concentrate on communicating your objective to your reader. Make sure that the scope of
your letter contains all the relevant information included in your organizational list.

Keep in mind that you are writing a rough draft. For the moment you can ignore spelling,
grammar, punctuation, sentence and paragraph structure. Those are technical details that
you will pay attention to in the final step when you review and revise your work.

Close Your Letter

A complaint letter should close in a professional manner. Once your last paragraph is
written, sign off between a complimentary close such as "Sincerely," or "Thank you," and
your printed name.

If you are writing in conjunction with an official duty, place your title below the printed name.
Additional information such as dictation remarks, notification of attachments, enclosures and
copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Complaint Letter

Reviewing and revising your complaint letter is the final step in the writing process. You will
check your draft in this step, making sure that your objective is clear and your scope is
concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as
University of Mindanao-Main
College of Teacher Education

the recipient, whether you are able to comprehend the request quickly and if enough
information has been included to enable a timely response.

Look for the obvious errors first. Check for spelling, sentence structure and grammar
mistakes. Remember that a passive voice is not as commanding as an active one. You want
your letter to be strong, so write with an active voice.

Keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a
sense of completeness. Ask yourself if the transitions between paragraphs are working and
if your point of view, tone and style are consistent throughout the text.

Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and
abstract terms may not be understood at all and affectations, cliches and trite language
serve no real purpose and will obscure your objective. You want to help your reader
understand exactly what it is that you want, so remove all that is not helpful.

And finally, if you have not written an opening or a conclusion now is the time. The
introduction needs to lead into the body of your letter with a firm statement about the subject
of your complaint and enough supporting information to keep the reader reading. Your
closing remarks need to reiterate your objective with a question that calls for an action.

Memos

What is a memorandum?

It is good to understand the meaning of a memo before you proceed to encrypt one so that
you can be, of what you are writing. A memorandum is a short notice usually written by the
management to address a certain policy or give a certain announcement or changes in an
organization. In official instances, a memo is usually written by the organization heads, but
even students at different levels of education may be examined on the same.

So, whether you are a student or working-class, writing a memo is a very important skill that
you cannot afford to miss. A memo can also be written in a business case where you are
writing to confirm to your suppliers that you have received certain goods. This type of memo
called a business memorandum.

You can find professional memo writers here:

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How to write a good memo?

It is good to know how to come up with the best memo so that whatever you are trying to
pass across to your audience is clear. In most cases, a memo is usually used to address
very critical matters and therefore it has to come out clear so that the content of the
information being passed is not distorted. Below are some of the tips that you need to pay
attention to while writing your memo:

•Make it a s short as possible- the memo should not be lengthy because it will be tiresome to
read. Most people would want to go through it with the shortest time possible but acquire all
the information. You need to summarize as much as you can. The shorter your memo will
be, the more the readers because most people are prone to be ignorant to lengthy notices.

•Use simple English- you should not use complex language while writing your memo
because the readers may end up missing up important points and your memorandum will not
have served its purpose. Avoid too much use of vocabularies in your work.

•Use a captivating heading- the heading of your memo should attract readers- you should be
very selective in the words that you use for your heading because that is the first impression
that your readers would come across. Others would just read the heading and leave, so it is
your responsibility to make them curious to read the rest of the document. There are
different ways that you can use to captivate the readers:

1. Use bolding on emphasize- you should use bold letters in the action that expect your
readers to take so that it can attract their attention and they will have gotten the message.

2. Use a different color for the heading- you can decide to use a different color for your
heading so that it can attract readers from a distance.

•Avoid simple grammar and spelling errors- you should be very cautious in memo writing
because a simple spelling mistake may confuse the intended information that you needed to
pass and that would be chaos especially if it is a critical matter that affects an organization.
You should go through your memo after writing to ensure that everything reads as required.

For more information, you may visit the link https://www.aresearchguide.com/write-a-

memorandum.html

Further Reading
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College of Teacher Education

Alred, Brusaw, Oliu (2009). Handbook of Technical Writing Book. Ninth Edition. Retrieved
from http://site.iugaza.edu.ps/mahir/files/2017/01/Handbook-of-Technical-Writing-9th-Edition.pdf

Purdue Online Writing Lab (nd). Retrieved from

https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_busi
ness_letters/index.html#:~:text=When%20writing%20business%20letters%2C%20you,a%20
double%20space%20between%20paragraphs.

You may also visit :

https://courses.lumenlearning.com/suny-professionalcommunication/chapter/business-letters-
professional-and-technical-writing/