ENG201 Business & Technical English (Lessons 1–18) Study Guide
ENG201 Business & Technical English (Lessons 1–18) Study Guide
• Communication: The exchange of ideas or information between a sender and receiver. Effective
communication requires clarity and a focus on the audience’s needs.
• Business Communication: Information exchanged within and outside an organization to achieve
goals. For example, it is “the act of information being exchanged…for the functions, goals, or
commercial activities of an organization” 1 . Business communication can be internal (between
employees) or external (with clients or other businesses).
• Technical Communication: Conveying scientific or technical information (e.g. engineering, science
content). It often involves written documents like reports or manuals, and uses visual aids as
needed. Technical communication is “communication of technical subject matter such as
engineering, science, or technology content” 2 , ensuring complex information is understandable
to the intended audience.
Differences from School Writing: At school, writing often aims to demonstrate knowledge to one
instructor; at work, writing is purpose-driven and targeted. For instance, a technical report by an engineer
may address multiple readers with different concerns (e.g. a supervisor wanting action steps, a finance
officer wanting cost estimates). In business contexts, writing must only include the information readers
need, because extra details can frustrate busy professionals 3 .
Example: When writing an internal report, use the “you-attitude”: focus on what the reader will gain. For
example, instead of “We extended our office hours so employees can shop,” write “You will be able to shop
in the evenings with the new hours” (this shows audience benefit) 4 .
Summary: Effective workplace communication emphasizes the audience’s needs and practical goals.
Business and technical writing aim to inform, persuade, or instruct, and always consider who will read the
message and why.
Practice Questions:
1. What is business communication? How is it different from technical communication 1 2 ?
2. Why must workplace writing focus on audience needs? Give an example.
3. Compare the purposes of writing at school vs. writing on the job.
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Lesson 2: Oral Communication
Key Concepts: Types of oral communication, modes of delivery, presentation planning, audience
interaction.
• Types: Oral reports and presentations can be formal (e.g. prepared speeches or conferences) or
informal (e.g. briefings in small meetings). Formal presentations are carefully planned and
rehearsed, often with slides or handouts; informal talks allow more interaction and a relaxed tone.
• Goals: Presentations may be informative (to teach or explain a topic) or persuasive (to convince an
audience of an idea or action). For example, an informative talk explains new findings; a persuasive
pitch aims to change attitudes or motivate action.
• Delivery Modes: There are four basic ways to deliver a speech:
• Extemporaneous: Prepared and practiced speech delivered using brief notes.
• Impromptu: No preparation; speaking spontaneously on a topic.
• Memorized: Speaker learns a script word-for-word.
• Reading: Speaker reads the text verbatim from notes or slides.
• Effective Speech Skills: Plan your talk with the objective and audience in mind. Use clear
organization (introduce main idea, develop points, conclude), and visual aids (charts, slides) to
reinforce points. Practice posture, eye contact, voice projection, and timing.
Summary: Good oral communication is planned and audience-aware. Choose an appropriate delivery mode,
organize ideas logically, and use visual aids. Being concise and engaging helps keep listeners’ attention.
Practice Questions:
1. List and briefly describe four modes of speech delivery. Give an example of when each might be used.
2. What is the difference between a formal and informal presentation? Name one tip for each.
3. What are two key goals of business presentations? How do they affect your approach?
• Reader-Centered Writing: Focus on how the reader (e.g. employer) will use the information. Always
ask: What does the reader need to know? An effective job application tailors content to the audience
(the employer and hiring manager).
• Defining Objectives: Before writing, define the purpose of your document. For a resume or cover
letter, your objective might be to convince an employer you’re qualified for a position. This guides all
choices in content and tone.
• Writing a Resume (Steps):
• Identify your objective: Know the job you want and target your resume to that role.
• Gather information: List your education, experience, skills, and achievements.
• Organize chronologically (usually): Present most recent, relevant experience first. E.g., list jobs in
reverse chronological order so the reader sees your best credentials immediately 5 .
• Use bullet points and active language: Make information clear and easy to scan.
• Review and revise: Ensure no irrelevant details; emphasize information that matches the job.
• Writing a Cover/Job Application Letter:
• Opening: State your purpose (which job you’re applying for) and how you learned about it.
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• Body: Highlight your most relevant qualifications and fit for the company, focusing on what you can
offer them. For example, “With my experience in X, I can help your team achieve Y.”
• Closing: Thank the reader for considering you, and request an interview or indicate next steps.
Example: Instead of listing your skills (“I have X experience”), emphasize benefits to the employer: “My X
experience enables me to streamline your processes” (you-attitude focus). Always answer what the
employer needs.
Summary: When applying for a job, clearly convey your goal (objective) and organize information for your
reader’s benefit. Tailor your resume and letter to the employer’s needs, using a professional tone and clear
format.
Practice Questions:
1. What does “reader-centered” mean in writing a resume or cover letter? Give one example of how you
apply it.
2. List the main sections of a resume and what each should contain.
3. What should be included in the opening of a job application letter?
• Target Audience: The specific group of people a message is intended for. This includes their roles,
concerns, and expertise. For example, a report aimed at executives will focus on decisions and
outcomes, whereas one for technical staff will include more detail.
• Expertise Levels: Audiences vary from laypersons to general experts (know the field broadly) to
specific experts (deep knowledge in the subject). Write accordingly. General experts may need
explanations of specialized terms; specific experts may not.
• Audience’s Purpose: Consider why the audience reads your document. Experts may read to
maintain their knowledge, find specific answers, or evaluate content. Managers may read for “the
bottom line” – concise summaries and recommendations 6 . Understanding purpose helps you
tailor detail level and emphasis.
• Attitude and Context: Assess your audience’s attitude toward you and the subject. If readers are
skeptical or unfamiliar with you, include extra explanations and evidence to build trust (an implicit
goal of communication) 7 .
Summary: Before writing, research and profile your audience: Who are they? What do they already know?
What do they expect from your document? This guides your tone, detail, and structure. For instance, for
technical readers use precise data; for general audiences, focus on clear explanations and benefits.
Practice Questions:
1. Define “target audience” and explain how it affects your writing approach.
2. What is the difference between general experts and specific experts? How would you adjust your writing
for each?
3. Why should you consider the audience’s purpose (e.g. making decisions, learning, evaluating) when
preparing a document?
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Lesson 5: Defining Objectives – Part I
Key Concepts: Explicit vs. implicit objectives, document purpose.
• Defining Objectives: Determine what you want your communication to accomplish (the “explicit
purpose”), and what effect you want on the reader. For example, a report’s explicit purpose might be
to inform a client about a project’s progress; the implicit purpose might be to reassure the client of
your competence.
• Explicit Objectives (Purposes): Common explicit purposes for technical/business documents are to:
• Provide information (e.g. status reports)
• Give instructions (e.g. user manuals)
• Persuade the reader (e.g. proposals)
• Enact or prohibit something (e.g. policy statements) 8 .
Always state the explicit purpose early (in a summary or introduction) 9 .
• Implicit Objectives: These are underlying goals the writer often has in mind. Typical implicit
purposes include establishing a good relationship, building trust/credibility, or documenting actions 10 .
For instance, even a simple informational memo may implicitly aim to reinforce the writer’s
credibility.
Example: In a progress report, explicitly your purpose is to update the manager on milestones; implicitly,
you also aim to show your reliability and build trust. Recognizing implicit goals helps you choose language
and details (e.g., using a polite tone and giving credit where due).
Summary: Clearly identify your document’s explicit purpose (what you and the reader agree the document
is for) and remember the implicit goals (like credibility) that shape how you present information 8 10 .
This focus keeps your writing effective and goal-oriented.
Practice Questions:
1. What are four general explicit purposes of technical/business documents 8 ? Give an example of each.
2. What is an implicit objective? Why is it important? Name two implicit objectives 10 .
3. How should you make the explicit purpose of a document clear to the reader?
• Enabling Reader Tasks: Think about what you want the readers to do or understand after reading.
All readers will generally locate, understand, and use information. Your writing should make these
tasks easy. For example, organizing data in tables or clear sections helps readers locate key facts
quickly.
• Reader Questions and Strategy: Identify the questions your readers will ask about your topic and
ensure the document answers them. Outline your information to address each question directly.
(E.g., A proposal might anticipate “What are the costs?”, “What benefits?” and answer these explicitly.)
• Presentation Patterns: The way information is organized affects readers. Alternating pattern
(comparing two items side by side) helps readers compare aspects directly. Divided pattern (one item
fully, then the other) favors the writer’s ease. A reader-centered approach chooses the pattern that
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helps readers make decisions. (In one example, comparing two furnace options was clearer when
arranged in an alternating table, because managers needed side-by-side comparisons 11 .)
• Attitude Change: Consider if you want to reinforce or alter readers’ attitudes. For persuasive
messages, explicitly target attitudes (e.g. “We want the committee to trust our recommendation”).
Frame your information to build or change opinions as needed.
Example: If you know readers want to compare item A vs. item B, present data in parallel columns
(alternating pattern) so they can easily see differences, even though this may be more work for you 11 .
Summary: Good planning means analyzing reader tasks and attitudes. Organize content to answer reader
questions and facilitate decisions. Anticipate how readers will use your document, and choose structures
(headings, lists, tables) that guide them efficiently.
Practice Questions:
1. Why should a writer identify the specific tasks readers need to do (e.g., comparing, deciding) 11 ?
2. When might you use an alternating pattern vs. a divided pattern of information?
3. Give one way to address a reader’s attitude when writing a persuasive message (e.g. reinforcing or
changing an attitude) 11 .
• Accuracy: Ensure all facts, figures, and technical details are correct (technical accuracy), and that
grammar, spelling, and word usage are correct (stylistic accuracy). Inaccurate writing damages
credibility. Always double-check data and proofread for errors.
• Clarity: Write so the reader easily understands your message. Use simple sentence structure and
familiar words. For example, define any technical term if the reader might not know it. Clarity means
making your point without ambiguity 12 ; clear writing “is easy to understand” 12 . To improve
clarity, use specific terms, avoid jargon unless appropriate, and break complex ideas into shorter
sentences.
• Conciseness: Communicate complete information in as few words as needed. Avoid redundant or
filler words. For instance, instead of “due to the fact that”, say “because”. Conciseness means every
word counts – you convey the full idea in fewer words 13 . This keeps the reader focused on the
message without unnecessary fluff.
• Coherence: Ensure ideas flow logically from one sentence to the next. Coherent writing “moves
smoothly between ideas” and feels well-organized 14 . Use clear topic sentences and transitions (e.g.
“However,” “For example,” “Therefore,”) to connect paragraphs. A coherent document has a clear
structure so readers can follow your main points easily 15 .
Summary: A well-written technical/business document is accurate, clear, concise, and coherent (often
summarized as the 4 Cs). Always check facts and language (accuracy), use simple clear expression (clarity),
cut unneeded words (conciseness), and organize logically (coherence) 14 13 . These qualities ensure your
message is understood and trusted.
Practice Questions:
1. Define accuracy in technical writing. Give an example of an accuracy mistake and its effect.
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2. What does it mean for writing to be clear? Why is clarity important 12 ?
3. How can you make your writing more concise? Provide one strategy.
• Completeness: A message is complete if it includes all facts the reader needs for the desired
response 16 . To achieve completeness:
• Provide all necessary information. For example, answer the basic “5 W’s” (Who, What, When,
Where, Why) so nothing is missing 17 .
• Answer all explicit questions. If a request or inquiry contains questions, be sure to address each
one precisely. Omitting an answer can make your message seem careless and may cast doubt on
you 18 .
• “Give something extra” when appropriate. If the reader asked for a report, you might add
additional useful data (but only if helpful and not overwhelming) 19 .
Why It Matters: Complete messages build credibility and goodwill. Incomplete answers can frustrate
readers or make them think you’re hiding something 18 . For instance, if a customer’s letter asks five
questions and you answer only three, you risk losing trust.
Summary: Always check that your document or email provides everything the reader needs. This includes
answering all questions and giving clear, detailed information. A complete message is more likely to get the
desired result and avoids confusion 16 20 .
Practice Questions:
1. What makes a message “complete” 16 ? List two guidelines to ensure completeness 20 .
2. Why should you answer every question posed by the reader 18 ? What can happen if you don’t?
3. Explain the 5 W’s of information (Who, What, When, Where, Why) and why they matter in ensuring
completeness 17 .
• Consideration: Show empathy by writing with the reader in mind 21 . In practice, this means:
• Use the “you” perspective instead of “I” or “we.” Focus on what the reader gains. For example, say
“You will receive detailed instructions” rather than “I will include instructions.” This emphasizes
reader benefit 22 .
• Highlight reader benefits: Always make it clear how the information helps the reader’s interests. If
announcing a new policy, explain how it affects the reader positively.
• Stay positive: Emphasize what can be done, not what can’t. Even in negative situations, frame things
constructively.
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Example: Instead of “I am delighted that we extended hours,” write “You can now shop in the evenings,”
which focuses on the reader’s advantage 4 .
• Concreteness: Be specific and definite. Avoid vague language. For example, use exact figures
(“$5,000” instead of “a large amount”) and specific terms. Concreteness gives the reader confidence
and clarity. It means “being specific, definite, and vivid rather than vague and general” 23 .
Guidelines for concreteness: Use actual data and imagery. For instance:
- Facts & Figures: Whenever possible, give numbers or precise data. (“10% increase” instead of “some
increase.”) 24
- Strong Verbs: Use active, specific verbs (“completed” instead of “did”).
- Vivid Words: Choose descriptive terms that paint a clear picture.
Summary: To show consideration, focus your message on the reader (use “you,” show benefits, stay
positive) 22 4 . To be concrete, replace abstract language with specific facts and vivid details 23 24 .
Together, these make communication clear, engaging, and reader-friendly.
Practice Questions:
1. What does “consideration” mean in writing? Give two ways to show consideration 22 .
2. Rewrite this sentence to use “you-attitude”: “We are pleased to inform you of our new schedule.”
3. Define concreteness. Why is it important? List one guideline to make writing more concrete 23 24 .
• Clarity: Ensure each sentence is easy to read and understand. Use simple structure, concrete
wording, and organized paragraphs. Start each section with a clear topic sentence, and use headings
or lists to break up complex information. Avoid jargon or explain it.
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Summary: Clarity is achieved when writing is easily understood by the reader 12 . To enhance clarity,
choose words carefully and structure sentences clearly. Good clarity means the reader can readily grasp the
main ideas without guessing 12 .
Practice Questions:
1. What makes writing clear? Provide an example of a sentence rewritten for clarity.
2. List two strategies to improve clarity when revising a draft.
• Correctness: Use proper grammar, spelling, punctuation, and technical terms. Always proofread for
errors. Correct writing reflects professionalism and authority.
• Do’s of Correctness:
• Follow grammar and style rules. (E.g., subject-verb agreement, proper tense.)
• Use industry-specific terms accurately.
• Ensure all numbers, names, and facts are right.
• Don’ts of Correctness:
• Avoid slang, abbreviations, or colloquialisms unless standard.
• Don’t guess spellings – look up anything you’re unsure about.
• Never send drafts without checking format (fonts, headings) and attachments.
Summary: Correctness builds reader confidence. A single typo or wrong value can undermine an entire
message. Always edit carefully so your writing is error-free and follows any required style guidelines.
Practice Questions:
1. Why is correctness important in technical/business writing? Give an example of a minor error and its
potential impact.
2. What are two proofreading strategies to catch errors before sending a document?
• Three-Step Process: All business writing follows planning, composing, revising. This keeps writing
organized and purposeful.
• Planning: Determine purpose, audience, main idea, and the channel/medium. Decide what you need
to achieve and how readers will receive it 25 . For example, before writing a memo, clarify whether
your purpose is to inform, request, or persuade, and which employees should read it.
• Composing: Organize the message (outline structure) and draft the content 26 . Arrange your ideas
in logical order (direct or indirect) and start writing.
• Revising: Edit the draft for content and style; then proofread for errors 27 . Check that it meets the
plan from step 1 and that sentences are clear and concise.
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• Planning Guidelines: Overcome “blank page” by brainstorming: use positive self-talk (“I can do
this”), visualize explaining the topic, create an outline, then write gradually. Allot enough time and
stick to a schedule. Consider whether writing is necessary and if the purpose is clear. For example, if
an email can achieve the purpose faster than a report, plan accordingly.
Summary: Effective writing starts with clear planning 25 . Always define your purpose and audience first.
Then draft and finally revise. A well-planned document will be focused and meet its objectives efficiently.
Practice Questions:
1. What four tasks are involved in the Planning stage of writing a message 25 ? Explain each briefly.
2. Why is it important to define your purpose before writing 28 ? What questions can a clear purpose
answer?
3. Describe one strategy to overcome writer’s block during the planning stage.
• Message Structure: Use the plan from Lesson 12 to organize content. A common structure is:
opening (purpose), body (details and discussion), and closing (summary/action). Decide whether to
lead with good or bad news based on audience (e.g., bad news often uses an indirect approach).
• Paragraphs: Each paragraph should have a clear main idea (often the first sentence) and supporting
details. Keep paragraphs focused – avoid mixing topics. Use headings and bullet lists for clarity.
• Tone and Style: Match the formality of the situation. Use active voice and professional language. For
example, say “The team completed the project” instead of “The project was completed by the team,”
which is more direct and engaging.
• Visual Aids: In complex documents, use charts or tables (see image examples below) to summarize
data. Label everything clearly and refer to it in the text.
Summary: In the composing stage, follow your outline to write a clear draft. Organize ideas logically and
write in a professional tone. Use formatting (headings, bullets) to make the message easy to scan.
Practice Questions:
1. What are the three main parts of a typical business message? What is included in each part?
2. How do you decide whether to give bad news at the beginning or end of a message?
3. Rewrite this sentence in active voice for better style: “The report was reviewed by the committee.”
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• Proofreading: Focus on surface errors: check grammar, spelling, punctuation, and formatting. Read
slowly (or out loud), use spell-check tools wisely, and look at details (date, names, attachments).
• The document achieves its purpose (goals from Lesson 5) and addresses audience needs.
• All 4 Cs (accuracy, clarity, conciseness, coherence) are met.
• Visuals (if any) are clear and labeled.
• The layout is neat (consistent fonts, aligned margins, correct heading format).
Summary: Always revise. An effective message is rarely perfect on the first draft. Improve content and then
catch any errors. Careful revision increases clarity and professionalism, while proofreading catches any
remaining mistakes.
Practice Questions:
1. What is the difference between revising and proofreading? Give one example task for each.
2. Name two common errors to look for when proofreading a technical document.
• Memorandum (Memo): An internal written message. Memos have headings (To, From, Date,
Subject) and a brief body. They are used for announcements, requests, or internal reports. Key
guidelines: put important points up front; use concise paragraphs or bullet lists for clarity. Example
structure:
TO: [Recipient]
FROM: [Your Name]
DATE: [Date]
SUBJECT: [Short summary of memo topic]
[Brief opening stating purpose. Then details in body. Conclude with any required
action or response information.]
• Meeting Minutes: A record of what happened at a meeting. Minutes typically include date/time,
attendees, agenda items, decisions made, and assigned action items. They may be written as a
narrative (summary) or bullet point list. The goal is to capture decisions and tasks for attendees and
absentees.
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• Details: Discuss timeline, costs, benefits, and required resources.
• Conclusion: Summarize the key points and call to action (what you want the decision-makers to do).
Proposals use persuasive language and often include persuasive visuals (charts, graphics) to support
recommendations.
Summary: Choose the document type based on audience and purpose: use memos for quick internal
communication, minutes to document meetings, and proposals to recommend plans or projects. Follow
each format’s conventions to ensure clarity and professionalism.
Practice Questions:
1. What are the four headers of a memo, and what does each one contain?
2. What information is typically included in meeting minutes?
3. Name three sections of a business proposal and explain their purpose.
• Business Letters: Formal messages sent outside the organization (e.g. to customers, clients,
suppliers). Common types include job application letters, inquiry letters, letters of recommendation,
cover letters, transmittal letters, and more 29 .
• Modified-block: The date, closing, and signature lines start at the center (or right).
Summary: Business letters must look and sound professional. Follow the standard format and include all
required elements. Adapt the tone and detail to the audience (e.g. a formal tone for unfamiliar business
contacts).
Practice Questions:
1. List five common types of business letters and give a brief purpose for each 29 .
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2. What are the main differences between a memo and a business letter? (Consider audience and format.)
3. Outline the parts of a standard business letter and what each part contains 30 .
• Paragraphs & Presentations: Some lessons cover writing formal reports (with structured headings
and visuals) and policy or procedure documents. Always use clear headings, professional tone, and
appropriate visuals (charts/tables) when needed.
• Forms & Notices: You may also encounter documents like forms or charts (for data collection) and
announcements (which are often styled like memos or flyers). The key is clarity and completeness.
• Final Review: By the end of Lesson 18, you should be familiar with all standard business document
formats (memos, letters, reports, proposals, minutes) and know how to plan, write, and edit them
for a professional audience.
Practice Questions:
1. When writing a report, why is it important to use headings and visual aids effectively?
2. How would the tone differ between an internal announcement memo and an external press release?
3. What steps should you follow to ensure a form or official notice is clear and easy to use?
This study guide has summarized the essential points from lessons 1–18. Review each section, understand
the examples, and use the practice questions to test your knowledge. Good luck with your exam
preparation!
8 9 10 Document Purpose
https://www.mit.edu/course/21/21.guide/purpose.htm
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