Communication Skills

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Rules for Writing Formal Letters

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Rules for Writing Formal Letters

In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

Addresses:

1) Your Address
The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Salutation or greeting:

1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.

2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.

Ending a letter:

1) Yours Faithfully
If you do not know the name of the person, end the letter this way.

2) Yours Sincerely
If you know the name of the person, end the letter this way.

3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male or female, put you title in brackets after your name.

 

 

 


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Self Learning Materials

Communication Skills

Engineers use communication skills to explain an idea, process, or technical design. They use written, oral, computers, graphics, and other engineering tools to communicate to other engineers and management.

Written communication includes technical writing of journal, texts, and other informational material. It includes specific, to-the-point details about a topic of mastery by the author. Other engineers use these texts for continued research and development because the knowledge gained by one engineer has been communicated to others.

Oral Communication includes the delivery of presentations, explaining a design or design process and many other details that improve meeting coordination and team development.

Graphical communication utilizes the visual senses and allows for the engineer to explain an idea without using detailed written reports and oral communication. Graphics is an extensive discipline that encompasses a large range of topics from rough preliminary sketches to detailed computer AutoCAD pictorials. Graphical and visual communication is crucial to all stages of the design process.

Self-Learning

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