Lesson2-Written Communication

Writing Professional Email

How to write a perfect professional email in English
 Begin with a greeting. Always open your email with a greeting, such as “Dear
Juliana”. ...
 Thank the recipient. If you are replying to a client's inquiry, you should begin
with a line of thanks. ...
 State your purpose. ...
 Add your closing remarks. ...
 End with a closing.

Example:
I am writing to express my interest in the [Job Title] position. With a [Degree or
Professional Qualification] in [Your Field of Study] and [Number of Years] years of
experience in [Your Current or Previous Relevant Job Role], I am confident in my ability
to contribute effectively to your team at [Company Name].

What is professional email writing?

The best email format for professional communication is writing a quick and concise
message. Avoid walls of text. Keeping things short and lets, your recipient know that
you respect their time. State what you want clearly in the body of your email with 3–5
sentences and no more than three brief paragraphs.
Writing professional emails
 Include the topic in the subject line.
 Address the recipient properly.
 Keep it focused.
 Include your signature.
 Proofread.
 Avoid a casual tone.
 Watch your words.
 Make your directions clear.

Writing a professional email

You should start a professional email with a greeting and the name and title of the
recipient (e.g., “Dear Mr. Walken”). Then, you should include an introductory line like I
hope this email finds you well, followed by the body of the email.

How do you end an email?

These include:
 Sincerely. This traditional sign-off is a popular choice because it ends an email
on a positive, yet formal, note.
 Regards. ...
 Best wishes. ...
 Cheers. ...
 Take care. ...
 Best. ...
 Thank you. ...
 Appreciate your [help, input, feedback, etc.]
Activity(20-30mn) : Exercise : Write an email to your supervisor about your IT
system : e.g. your computer that is not working well and specify the
case/problem. Each student should read his/her writing to the whole class.
Objective and Result : This exercice is about to improve your writing skills.

Writing professional report on research

 Consider the objective of the report.
 Figure out what your audience needs to see.
 Decide what information you will include.
 Collate your data & visuals.
 Draft the content of your report.
 Review & edit your report.

Writing report: essential stages

 Understanding the report brief. ...
 Gathering and selecting information. ...
 Organising your material. ...
 Analysing your material. ...
 Writing the report. ...
 Reviewing and readrafting. ...
 Presentation.

Writing a brief report on reseach

For a brief research report, include the following stages:
 Short summary. This summarises the main points of the research. ...
 General background. This puts the research in the wider context by giving brief
details of the subject and the state of present research.
 Purpose. ...
 Procedure. ...
 Results. ...
 Conclusions.

Tips on report introduction

The introduction consists of three parts: It should include a short review of the literature
to provide a background to your report and to attract the reader's attention. It may
include a definition of terms in the context of the report, etc. It should try to explain why
you are writing the report.

Structure of report writing

Report Structure. Generally, a report will include some of the following sections:
 Title Page,
 Terms of Reference,
 Summary,
 Table of Contents,
 Introduction,
 Methods,
 Results,
 Main body,
  Conclusion,
 Recommendations,
 Appendices,
 Bibliography

End of report
There are at least four ways to end a report: a summary, a true conclusion, an
afterword, and nothing. Yes, it is possible to end a document with no conclusion (or
“final section”) whatsoever. However, in most cases, that is a bit like slamming the
phone down without even saying good-bye.

Activity-Exercice: How did you discover and know about ‘’Collège de Paris
Supérieur’’? Make a brief presentation on this University based on how you
know about this school.
Objective and Result : This activity is to improve your research and presentation
skills.

Writing a professional note

Steps on writing a professional note
 Begin by addressing the recipient. ...
 Write a clear and concise message that conveys the purpose of the note. ...
 Include any necessary details or instructions related to the purpose of the note.
 End the note with a polite and friendly closing, such as "Best regards" or "Thank
you".

Writing my notes
 Write legible notes;
 give yourself space to add comments later;
 underline, circle or highlight the most important points.
 Use abbreviations (so long as you understand them) – this can help in lectures
to give you more time to think whilst you write.

Format of note making

 Heading: Like every article, note-making should also have a title related to the
topic
 Subheadings: In note making, the main points can be portrayed very well by
adding subheadings
 Points: Note the subheadings.
 Note making samples include points to highlight the principal themes of the
note.

Activity/Exercice : Write a brief note of one (1) page to your parents about the
English course you attended today ; how well or bad you felt about your
participation to the course regarding your comprehension and speaking.
Objective and Result : This activity is about to improve your note writing skills.

Technical concept
A technical concept term is a word or phrase that designates something described in
a pertinent specific domain. Technical concepts are also often used as elements of
other concepts within the same discipline, such as when one concept references
another concept.

Examples of technical vocabulary

For example, words like cost, demand, price, supply are common technical terms in
economics. Words like circuit, field, energy, and plate are common technical words in
electronics

Writing a technical concept

Writing a technical specification involves several key steps:
 Defining the scope of the project,
 Gathering requirements from stakeholders,
 Creating an outline for the document,
 Writing out the technical specifications detailing the software or system being
developed,
 Reviewing to ensure clarity, precision, etc…

Subject specific Terminology

What is subject-specific vocabulary?
Each subject has words which are either used specifically in that subject area (and
not in general English), or common words which are used with special meaning in that
subject area. Such words are known as technical, domain-specific or subject-specific
words

What are main parts in a technical specification document?

You do not need to include all the sections mentioned below. Select the sections that
work for your design and forego the rest. From my experience, there are seven
essential parts of a technical spec: front matter, introduction, solutions, further
considerations, success evaluation, work, deliberation, and end matter.

Difference between general vocabulary and technical vocabulary

One of the ways of selecting the words you want to learn consists in distinguishing
between specialised vocabulary (technical terms that are specific to a particular
subject) and general academic vocabulary (formal vocabulary that you may find in
many subject areas).

Vocabulary & Terminology

Terminology is vocabulary associated with a certain field of study, profession, or
activity. Knowing the terminology is an important part of being able to work in a given
profession.

Activity/Exercice: Based on Lesson 1 regarding Computer Terminology,

describe the essential aspects of your knowledge on computer system.
Individual presentation to the class.
Objective and Result : To improve your vocabulary and Terminology use
specific to IT context ; and how to always adapt your vocabulary specific to any
audience and context in which you may find yourself.