NAME ; TAHA HASEEB

REGISTRATION NO ; FA19-BEE-016
CLASS : BEE-3A
INSTRUCTOR: SHAHKAR ULLAH KHAN
SUBJECT: REPORT WRITING

ASSIGNMENT: 2

QUESTION:

Below is an example of a well-written letter. Analyze it with respect to traits of

technical writing and Seven C’s of communication. Identify the traits and explain how are they
present in the letter. For example, if you think its language is concise, give reason for your
answer.

Sally Kate
39 Hopkins Street,
California
October 7, 2020
Kelly Wing
44 Catridge Lane
Washington
Dear Kelly,
Please be advised that Softech Soultions was notified that an employee has tested positive for
COVID-19. As an immediate response to protect the health and safety of our workforce, we are
notifying all employees to be present on the facility on rotation basis to prevent full attendance.
We are also taking the following steps (as applicable):
a) Instituting remote workforce
b) Sanitizing and disinfecting whole building
c) Providing free KN95 masks
d) Notifying building management
We ask that you abide by the following federal Centers for Disease Control and Prevention
(CDC)
guidelines to protect your health and those around you:
a) Wash your hands often with soap and water for at least 20 seconds, especially after you
have been in a public place, or after blowing your nose, coughing, or sneezing.
b) If soap and water are not readily available, use a hand sanitizer that contains at least 60
percent alcohol. Cover all surfaces of your hands and rub them together until they feel dry.
c) Avoid touching your eyes, nose, and mouth with unwashed hands.
d) Follow all recommendations provided by the CDC here:
https://www.cdc.gov/coronavirus/2019-ncov/community/index.html.
e) If you, or someone in your household, exhibits COVID-19 related symptoms, please notify
HR department so that we may track any potential outbreaks within our company. All such
personal information will be maintained confidentially.
Your health and safety are our priority. We are immediately assessing this situation and will
contact you by October 07 via email with any/all relevant workplace notices detailing your rights
and protections as our employee.
You may contact HR with your questions.
These are trying times for us all, and we are here for you.
Yours Sincerely,
Sally Kate

Traits of technical writing and 7c’s of communication.

The given letter is

1. Correct / Accurate
2. Clear
3. Concrete
4. Courteous
5. Concise
6. Complete
7. Accessible
8. Audience recognition

Correct/accurate: The information of the COVID 19 is accurate and the facts are true, as
COVID 19 is a global virus now everyone is aware of it so accuracy can be measured. Miss
spelling of words have been identified in this letter i.e. soultions –has to be written as “solutions”
and i.e. catridge—has to be written as “Cartridge”.

Clear/ Clarity: The content is understandable, the purpose of writing the letter is very clear
that an employee has tested positive for COVID-19. As an immediate response to protect the
health and safety of our workforce, we are notifying all employees to be present on the facility
on rotation basis to prevent full attendance. And the guidelines are also given so the reader
knows what the letter is about.

The organization is clear about the purpose of forwarding this letter to its employees and the
steps to be taken up by the employees but it has not mentioned the name and the department of
the employee, who has been affected by COVID-19.

Concrete: The letter conveys everything in precise ways, there are to chances of
misinterpretation and confusing language used. The letter has figures mentioned in it for
example.

 We are immediately assessing this situation and will contact you by October 07 via email
 Wash your hands often with soap and water for at least 20 seconds.
  If soap and water are not readily available, use a hand sanitizer that contains at least 60
percent alcohol
Courteous: The message is not biased, nonjudgmental, graceful and includes the terms that
show respect for the recipient. The concern towards the health of their workforce can be seen, the
words are polite for example:
Your health and safety are our priority. We are immediately assessing this situation and will
contact you by October 07 via email with any/all relevant workplace notices detailing your rights
and protections as our employee. You may contact HR with your questions. These are trying
times for us all, and we are here for you
Complete: No or little part of the information is missing in the letter all the relevant information
related to the problem is stated in it and the recipient can understand it easily making the
decision making easy.
Accessible: The guidelines and steps to be taken or implemented are easily accessible e.g.

 Wash your hands often with soap and water for at least 20 seconds, especially after you
have been in a public place, or after blowing your nose, coughing, or sneezing.

 If soap and water are not readily available, use a hand sanitizer that contains at least 60
percent alcohol. Cover all surfaces of your hands and rub them together until they feel dry.

 Avoid touching your eyes, nose, and mouth with unwashed hands.
 Follow all recommendations provided by the CDC here:
https://www.cdc.gov/coronavirus/2019-ncov/community/index.html.

 If you, or someone in your household, exhibits COVID-19 related symptoms, please

notify
HR department so that we may track any potential outbreaks within our company. All such
personal information will be maintained confidentially.

Coherence: It indicates logic and relevance here i.e. soap and water.

Audience recognition: the letter is considering the audience, the workforce of the
organization, who are said to follow the guidelines, and to apply job rotation in order to prevent
full attendance.