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EMAIL  

Know  The  Six  Types  of  Email:  
1
...
Connecting:  
• Clear,  succinct  and  friendly    
• Are  sent  to  say  hello  or  to  socialize  in  a  pleasant  way  
3
...
   
• The  most  dangerous  types  of  email,  according  to  Shipley  and  Schwalbe  
• Interrupt  and  impose  upon  the  receiver  
• can  negatively  impact  relationships  
• Make  sure  the  request  is  truly  needed,  reasonable  and  appropriate  before  
emailing  it  
• Requesting  emails  should  be  specific,  to  the  point,  relatively  brief,  focused  and  
polite  
4
...
)  
5
...
)    
• Should  only  thank  the  right  people  
• Should  not  contain  requests  or  anything  other  than  the  thank-­‐you  
6
...
 170)  
• Insincere  apologies  are  obvious  and  should  not  be  sent  
• Should  use  the  active  voice,  especially  if  apologizing  for  something  severe  
• Email  format  is  not  always  appropriate  for  an  apology  
• The  words  "sorry"  or  "apologies"  should  be  in  the  subject  line  
• Do  not  Cc  
 
 
Know  the  Key  Features  of  the  Requesting  Email:  
• Put  something  interesting  and  attention-­‐grabbing  in  the  subject  line  

•
•
•

Make  the  request  early  in  the  email  
Front-­‐load  the  email  with  identifying  characteristics  
End  with  an  appropriate  and  polite  sign-­‐off  

 
 
Know  How  Purpose  Influences  Genre:  
The  purpose  of  written  communication  determines  the  kind  of  writing  format  to  be  used
...
 Audience  influences  genre  as  well  -­‐-­‐  an  email  written  to  a  boss  requesting  a  
reassignment  will  have  an  entirely  different  tone  and  formality  than  an  email  to  a  friend  
sharing  news  of  the  latest  sports  news
...
Narrative:  tell  a  story  
2
...
Argument:  identifies  an  issue,  explains  the  problem,  asserts  a  solution  
 
Know  the  Characteristics  of  Text  Types:  
• Narrative  text  uses  setting,  time,  imagery  and  other  literary  and  plot  devices  
• Descriptive  text  relies  heavily  on  adjectives  and  chronological  or  spatial  organization  
• Argument  writing  relies  on  statistics  and  other  factual  data  as  well  as  logic,  credibility  
and  pathos  in  stating  a  problem  and  proposing  a  solution  
 
Know  That  The  Parts  of  an  Argument:  
1
...
According  to  Toulmin's  Model  of  Argument:  
1-­‐Stating  a  claim:  making  a  statement  that  you  are  asking  the  other  person  to  accept  
2-­‐Grounds:  the  basis  of  real  persuasion  and  is  made  up  of  data  and  hard  facts,  plus  the  
reasoning  behind  the  claim  
3-­‐Warrant:  links  data  and  other  grounds  to  a  claim,  legitimizing  the  claim  by  showing  the  
grounds  to  be  relevant  
4-­‐Backing:  the  support  for  an  argument  that  gives  additional  support  to  the  warrant  by  
answering  different  questions  
5-­‐Qualifier:  indicates  the  strength  of  the  leap  from  the  data  to  the  warrant  and  may  
limit  how  universally  the  claim  applies
...
Leading:  Include  value  words  that  suggest  a  "correct"  answer
...
Blaming:  Asks  so  directly  that  someone  appears  at  fault
...
 
3
...
 Often  irrelevant  and  too  demanding,  
hypothetical  and  speculative  
 
Be  Able  to  Identify  at  Least  3  Different  Types  of  Questions:  
1
...
Hypothetical:  speculative  
3
...
General:  focuses  on  big  picture  
 
What  are  Two  Requesting  Questions?  
1
...
If  you  could  tell  the  developers  just  one  thing  about  this  product,  what  would  it  be?  
 
THE  CANON  
Know  what  Invention  is:  
• The  process  of  discovering  the  available  means  of  persuasion;  the  process  of  developing  
and  refining  arguments
...
 
ethos:  credibility  proof  –  appeals  to  the  audience’s  impressions,  opinions,  and  
judgments  about  the  individual  stating  the  argument  
                 pathos:  emotional  proof  –  appeals  and  arouses  feelings  of  the  audience  
 
Know  what  Arrangement  is:  
• The  process  of  organizing  and  arranging  information  to  make  the  argument
...
 
 
 
Know  what  Style  is:  
Problems  with  concision,  clarity,  cohesion  and  coherence  all  involve  possibilities  for  
miscommunication
...
 If  the  work  does  not  demonstrate  cohesion  and  coherence,  the  argument  will  
be  weakened  and  perhaps  misunderstood
...
         Know  your  target  audience  or  user  group  
2
...
         Allow  users  to  decide  whether  the  document  is  the  right  one  
b
...
         Provide  a  lost  of  requirements  or  equipment  needed  
d
...
         Write  usable  steps  
a
...
 If  not,  bullet  points  
b
...
         Put  one  action  in  each  step  
d
...
         Format  actions  different  than  explanations  
4
...
         Chunking-­‐re-­‐group  the  procedure  into  chunks  of  information-­‐usually  between  
seven  and  ten  steps  in  each  chunk  
5
...
         Design  an  effective  page  layout  
a
...
         Choose  a  page  orientation  
3
...
         Include  and  visually  emphasize  tips,  warning  and  cautions  
5
...
 Get  rid  of  extra  words
...
 
Clarity:  presents  the  parts  of  the  argument  in  a  clear  and  straightforward  manner  so  as  not  
to  confuse  the  reader  or  incorporate  too  much  information
...
 Happens  across  two  sentences
...
 Can  be  fixed  with  repetition  of  same  word  or  substitution  
of  relevant  word
...
 
Coherence:  focuses  the  reader’s  attention  on  the  specific  people,  things,  and  events  you  are  
writing  about
...
 The  no  tangent  rule
...
 
 



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