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Assignment 2

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4 views

Assignment 2

Uploaded by

bijayt
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Assignment 2

Bijay Tamrakar

In preparing my response email to the client, I utilized a freewriting


technique to ensure clarity and thoroughness. This approach allowed me to
effectively address the client’s concerns and organize my thoughts before
crafting the final message. Initially, I focused on identifying the specific
issues raised in the client’s email. I highlighted the key concerns that
required attention, which served as the foundation for my response.

Once I identified these concerns, I created a series of bullet points outlining


what I intended to include in my email. This outline covered essential topics
such as the design specifications, the actions taken by the contractor, best
practices, and my recommendations moving forward. By breaking down the
information into manageable sections, I was able to ensure that I would
address all pertinent aspects of the issue.

The primary audience for this response was the project manager. Although
he possesses considerable expertise in construction methods, his
understanding of engineering design concepts may not be as deep. With this
in mind, I aimed to communicate my points in a straightforward manner,
using clear language that would resonate with his background. My goal was
to bridge the gap between engineering terminology and construction
practices, facilitating better understanding and collaboration.

The central issue presented by the client was a concern regarding the use of
larger rocks with insufficient thickness compared to the original design. They
wanted to know if this configuration could still be deemed acceptable. I
started my response by briefly outlining the current situation, ensuring that
the project manager could easily grasp the bottom line of the problem. After
establishing the context, I proceeded to offer potential solutions to mitigate
the existing issue, demonstrating a proactive approach to problem-solving.

In my conclusion, I emphasized that the current configuration was not


acceptable. I wanted to ensure the client was fully aware of the implications
of deviating from the design specifications. It was essential to communicate
this clearly to prevent any misunderstandings that could lead to further
complications down the line.

Throughout the preparation process, I continually considered the purpose of


my response and the importance of conveying my message effectively. If I
had simply stated that the current configuration was unacceptable, it would
likely have resulted in a series of back-and-forth communications. This could
have prolonged the resolution process and potentially frustrated both the
client and the project manager. By thoughtfully structuring my email and
providing actionable recommendations, I aimed to streamline our
communication and foster a more productive dialogue.

In crafting my response, I also took note of a common stylistic choice in


professional communication: the use of passive voice in past tense to
describe completed work. This approach can lend an air of objectivity and
formality to the discussion, making it more suitable for the context of
engineering and construction.

To ensure the accuracy of my response, I reviewed relevant reference


documents, including the design report. This allowed me to provide
appropriate comparisons with the original design, reinforcing my points.

The bullet points I created served as a basis for my email, helping me stay
focused on the key elements that needed to be addressed. Once I had
fleshed out my initial thoughts into full sentences, I took the time to refine
my vocabulary, seeking clearer and more impactful ways to express my
intentions. Choosing the right words is crucial in technical communication, as
it can greatly influence the recipient’s understanding and response.

I dedicated over an hour to preparing and revising my email response,


recognizing the importance of thoughtful communication in our field. I
realized that better preparation before beginning writing could have
minimized the time spent on revisions. This highlighted a valuable lesson
that a thorough planning and organization can lead to more efficient writing
processes, ultimately saving time and effort.

In conclusion, preparing my response email was a comprehensive process


that involved careful consideration of the client’s concerns. By taking the
time to organize my thoughts, consult relevant materials, and refine my
language, I aimed to create a response that would effectively address the
client’s needs and foster a collaborative relationship moving forward. This
experience reinforced the importance of preparation in professional
communication and the value of clear, concise messaging in achieving
successful outcomes.

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