they make difficult tasks easier to understand. It may seem that writing instructions would be easy, especially when writing about a task you are already familiar with. In actuality, writing instructions can be a very difficult and overwhelming task once you get started. Extreme preparation and maintaining your focus is of utmost importance in writing instructions. and pay attention to detail, including everything, even menial steps. . It's always better to have too many steps, than not enough. Your ability to put yourself in the place of the reader, the person trying to use your instructions
Business genres are different categories of business-related communications. There are three main types of business genres; each has its own function and each is frequently used in the workplace. Email - Email is often the quickest and easiest form of communication on the workplace. Individuals use it for everyday conversation and for correspondence for various corporate matters. Since email doesn't usually have any inherent or special formatting, and some email messages are made spontaneously, they aren't considered to be a very formal means of communication.
Letters - In the workplace, letters serve chiefly as a formal, persuasive document, like employment recommendations, inquiries for information, and claims asking for adjustments or compensation. Letters stick with a certain format, and can vary slightly.
Memos - Informed decisions of any kind may rely on memos. Many different kinds of memos exist, and in the workplace they serve to inform and/or to persuade decision makers like a boss or even top management to make those decisions.
People read business letters quickly. Therefore, get to the point in the first paragraph--the first sentence, if possible. Single space your letters and use a serif typeface. Skip a line between paragraphs. Because people read business letters quickly, use shorter sentences and paragraphs than you would in a longer document. Sentences should average fewer than twenty words, and paragraphs should average fewer than seven lines.
As amar has explained the format of Memorandum is same as email
Correctly incorporated visuals can make a point or idea clearer and understandable which in turn make the author's message more effective. For example using a line graph to represent the percentage of unemployed in a country will totally confuse the reader and will obscure the point. On contrary using a pie chart to represent the same data will be much better because with just a glance the reader will be able to get the message.
Choosing the right visual to support an idea is very important because instead of enhancing understanding they can make it more complex.
Technical writing is any written form
of writing or drafting technical
communication used in a variety
of technical and occupational fields, such as
computer hardware and software,
engineering, chemistry, aeronautics,
robotics, finance, consumer electronics,
Start with your audience.
Create an outline
Try some empathy.
Use simple language
1. Short Paragraphs
2. Use of Headers, Subheaders, Bullets
3. Use of facts and questions
Instructions are a step-by-step explanation of
how to do something.
Make sure you stay on target .
Do not assume your reader knows anything
about the subject, unless instructed .
Format of Instructions
• What your aim
• What you use
• What you do
Email - Email is often the
quickest and easiest form of
communication on the
Letters - letters serve chiefly
as a formal, persuasive
Memos - Informed decisions
of any kind.
Date of Letter
Recipient's company address
If possible, keep your letter to one page. Second pages often are not read.
what you want
what you will do for them
3. Be Polite
avoid informal language, slang, jargon and
Emoticons can be useful for clarifying your intent.
Close your message with "Regards," "Yours sincerely,"
or "All the best," depending on the situation.
Parts of a Report
Title Page Title, Author’s name, Date of submission
Table of Contents List of sections, sub-sections, etc.
Summary of entire report
Introduction Purpose, Background, Methods of
Findings Analysis of facts obtained
Conclusions Deductions based on findings
Suggestions and advice based on
List of references