Advanced Technical Writing – Assignment #6 – Professional Email

Writing 321, Section C-2 – Spring Semester –2021

This assignment should be prepared as a document (not an actual email) and is due March 18^th, before 11:00 a.m., via Turnitin, using the following format:

To:

Subject:

March 18^th, 2021

Name of Recipient

Address of Recipient

City, State and Zip code of Recipient

Dear Ms./Mr. Last Name or First Name, depending on the relationship: (colon)

Body of the email:

The email should be approximately three paragraphs long and include the following:

• An introductory paragraph that provides context

  • First contact? First Introduction?

  • Follow-up/Response to an inquiry?

  • Known or unknown recipient?

• Message substance

  • Information request?

  • Editing/Comment request?

  • Attachment explanation (you will not have an actual attachment, but may refer to one if appropriate)?

  • Update?

  • Setting a meeting?

• Instructions and closing remarks

  • Action required?

  • Confirm attendance?

  • Type of response needed?

  • Deadlines?

• Request for confirmation of receipt of email

• Complimentary closing (Sincerely, Best, Regards, etc.) followed by a comma

• Signature Block

  • Your signature

  • Your typed name and title

  • Complete Address

  • Phone

  • Email

  • Web address if appropriate

Please use the following file naming convention:lastname.Assignment6.C2

Make sure your email follows all grammar rules.

Use block format and a readable font.

Maintain a professional and positive tone.

Possible Topics:

• Update/Progress Report on any project project

• Requesting input on an attached document

  • Purpose of document

  • Editing/Commenting request

  • Timing/Deadlines

• Cover/Transmittal letter for an attached document

  • Background

  • Purpose

  • Requesting comments/decision

  • Timing/Deadlines

• Meeting Announcement

  • Purpose of meeting

  • Attendees

  • Brief agenda

  • Meeting time, place and date (virtual or in person; link to virtual platform if appropriate)

  • Confirmation of Attendance

• New Policies Announcement

  • Background

  • Brief summary of new policy or policies

  • Implementation schedule

  • Request for questions/comments

• Follow-up to an interview

  • Thanking the reader for the opportunity

    • To speak with interview committee

    • To tour facilities

  • Offering to Answer additional question

  • Looking forward to hearing from the employer