Department of Mechanical Engineering,
Punjab Engineering College
(Deemed to be University)
Subject: Technical Communication (MEN 205) Instructor: Dr. Mahesh Kumar Yadav
Assignment #02: Letter and email writing Due date: March 14, 2022 (Monday)
Note: All assignments must be submitted as a single .pdf file. Write your name and roll
number on the first page of the file.
Name your file as <Roll Number>_Assign<Assignment Number>
without any excuse. For example, if your roll number is 202021 and assignment
number is 1, then name your file as 202021_Assign01.
25% marks penalty per week will be levied on late submission. This will be strictly
followed even if you submit the assignment just after the due date.
1. Assume that you are a resident of Chandigarh city. Write a letter to an appropriate
government official about an issue that you feel needs attention. You are free to choose
any situation you feel is unfair, poorly managed, a threat to your future, or in need of
attention for whatever reason.
As you consider topics, remember to think about what you want from the person you
are writing to. Do you want information, an explanation, or action? Be specific about
what you think should be done and what kind of response you are expecting.
A letter has three parts:
An introduction that establishes the purpose.
A middle that fully develops the message (as appropriate to the purpose).
A courteous, graceful closing that makes clear what you expect to happen.
A few things to keep in mind when you are writing a letter:
Always be brief, clear, specific, and respectful.
Focus your message so that it achieves your purpose.
Keep your paragraphs to one idea each.
Develop your ideas logically and carefully.
If you wouldn’t say it, don’t write it.
Be direct.
Be definite.
Make sure your work is letter-perfect.
2. Assume that you are the appropriate government official to whom the letter is written
in Question 1. Write a letter of reply.
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Department of Mechanical Engineering,
Punjab Engineering College
(Deemed to be University)
3. Write an official email for exploring the followings:
i. Internship opportunity in an industry.
ii. Job opportunity in an industry.
iii. Research assistant or post-graduation opportunity with a specific professor in a
university.
Few things to keep in mind while writing an official email:
Use bottom-up approach while writing an email. Keep emails short and specific.
Always use a professional email address for sending the official email.
The subject line should state what the email will be about. It should be short and
specific.
Address the reader by his or her title.
Give a pleasantry or short greeting. This makes the tone friendly and polite.
State the reason for writing. Give some background information if necessary.
Use white space in between sections of your email. This makes it easier to read.
Thank the reader and include a short sign-off.
Identify yourself. Write your full name and state which class you are in.
If you include an attachment, tell the reader that a file is attached.
Provide a link for a file in place of the attachment, if the file size is too large or you
want to update the file later on. In case a link is provided, do not change the file
name and its location. However, you are free to make any change you want.
General things to remember:
Do not use all capital letters or too many exclamation marks.
Avoid using abbreviations.
Do not use emojis in emails.
Use "CC" to send an email to more than one person. CC is usually for people who
need this information but do not need to respond.
BCC: This is for when you need to send the email to a lot of people, but for privacy
reasons, you do not want to show their names.
4. Prepare your resume for the followings:
i. Job as a fresher in the industry.
ii. Higher education in a field of your choice (M. Tech., Ph.D., MBA, Diploma in a
specific subject, etc.).
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