Transmittal letter covering New Energy Resources; Rechargeable storage cells (batteries)

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Your Letter of Transmittal should introduce the “primary reader to the purpose and content of the report” and “establishes a courteous and professional tone” (page 479). For a sample, see pages 488-489. Be sure to follow the guidelines in Chapter 18 and in the multi-media links provided under Required Resources in Week Five. Your Letter of Transmittal should be one page or approximately 250 words long.

This Transmittal letter must cover New Energy Resources; Rechargeable storage cells. I attached a copy of Rough Draft Report so that information relevant to this discussion (if needed) can easily be obtained from it or researched via website.

Writing the Front Matter

Front matter is common in reports, proposals, and manuals. As indicated in Table 18.1 on page 476, front matter helps readers understand the whole report and find the information they seek. Most organizations have established formats for front matter. Study the style guide used in your company or, if there isn’t one, examples from the files to see how other writers have assembled their reports.

Letter of transmittal In the letter of transmittal, which can take the form of a letter or a memo, the writer introduces the primary reader to the purpose and content of the report. In addition, the writer often states who authorized or commissioned the report and acknowledges any assistance he or she received in carrying out the project. The letter of transmittal is attached to the report, bound in with it, or simply placed on top of it. Even though the letter likely contains little information that is not included else- where in the report, it is important because it is the first thing the reader sees. It establishes a courteous and professional tone. Letters of transmittal are customary even when the writer and the reader both work for the same organization. See page 488 in the sample recommendation report for an example of a transmittal letter in the form of a memo.

Cover Although some reports do not have covers, reports that will be handled a lot or that will be exposed to harsh environmental conditions, such as water or grease, often do. The cover usually contains the title of the report, the name and position of the writer, the date of submission, and the name or logo of the writer’s company. Sometimes the cover also includes a security notice or a statement of proprietary information.

Title page includes at least the title of the report, the name of the writer, and the date of submission. A more complex title page might also include a project number, a list of additional personnel who contributed to the report, and a distribution list. See page 490 in the sample recommendation report for an example of a title page.

Abstract An abstract is a brief technical summary of the report, usually no more than 200 words. It addresses readers who are familiar with the technical subject and who need to decide whether they want to read the full report. In an abstract, you can use technical terminology and refer to advanced concepts in the field. Abstracts are sometimes published by abstract services, which are useful resources for researchers.

Abstracts often contain a list of half a dozen or so keywords, which are entered into electronic databases. As the writer, one of your tasks is to think of the various keywords that will lead people to the information in your report.

(Markel 479)

Markel, Mike. Technical Communication, 11th Edition. Bedford/St. Martin’s, 12/2014. VitalBook file.

The citation provided is a guideline. Please check each citation for accuracy before use.

Pages 488 and 489

Writing Recommendation Reports

Sample Letter Below

Rawlings Regional Medical Center

7500 Bannock Avenue Rawlings Regional Medical Center

Rawlings, MT 59211 7500 Bannock Avenue

Date: December 14, 2013

To: Jill Bremerton, M.D. Chief Executive Officer Rawlings Regional Medical Center

From: Jeremy Elkins, Director of Information Technology Eloise Carruthers, Director of Nursing

Subject: Rawlings Regional Medical Center Recommendation Report for the Tablet Study at RRMC

Attached is the report for our study, “Selecting a Tablet Computer for the Clinical Staff at Rawlings Regional Medical Center: A Recommendation Report. “We completed the tasks described in our proposal of October 6, 2013: familiarizing ourselves with tablet use by clinical staff in hospitals across the country, assessing RRMC clinical staff’s knowledge of and attitudes toward tablet use, studying different models for administering tablet use, determining the criteria by which we might evaluate tablets, and performing the evaluations.

To carry out these tasks, we performed secondary and primary research. We studied the literature on tablet use, distributed a questionnaire to RRMC clinical staff who own tablets, and interviewed Dr. Bremerton. Then, we collected and analyzed our data and wrote the report.

Our main findings are that the clinical staff who already own tablets are very receptive to the idea of using tablets in a clinical setting and slightly prefer having the hospital supply the tablets. We, too, think the hospital- supplied model is preferable to the bring-your-own-device (BYOD) model. Although the best tablets for our needs would be those designed and built for health-care applications, those are too expensive for our budget. Because reports on the technical characteristics of computer products are notoriously unreliable, we cannot be sure whether the many

Letter to Jill Bremerton, M.D. December 14, 2013 page 2

general-purpose tablets can meet our standards for ease of disinfection or durability, and we are not sure whether they have sufficient battery life.

We recommend one of two courses of action: reconsidering the cost criterion or testing a representative sample of general-purpose tablets for disinfection and the other technical characteristics and letting the clinical staff try them out.

We appreciate the trust you have shown in inviting us to participate in this phase of the feasibility study, and we would look forward to working with you on any follow-up activities. if you have any questions or comments, please contact Jeremy Elkins, at or at 444-3967, or Eloise Carruthers, at or at 444-3982.

The major recommendation. The writers ask their supervisor if she will reconsider whether the hospital can afford tablets specifically designed for health-care environments. That’s not insubordination. Just be polite about it.

A polite offer to participate further or to provide more information

Transmittal “letters” can be presented as memos.

The writers include their titles and that of their primary reader. This way, future readers will be able to readily identify the reader and writers.

The subject heading indicates the subject of the report (the tablet study at RRMC) and the purpose of the report (recommendation report).

The purpose of the study. Notice that the writers link the recommendation report to the proposal, giving them an opportunity to state the main tasks they carried out in the study.

The methods the writers used to carry out the research.

The principal findings: the results and conclusions of the study. Notice that the writers state that they can- not be sure whether the technical information they have found is accurate. Is it okay to state that you are unsure about something? Yes, as long as you then propose a way to become sure about it.

(Markel 488)

Markel, Mike. Technical Communication, 11th Edition. Bedford/St. Martin’s, 12/2014. VitalBook file.

Check list for letter of transmittal

Does the transmittal letter?

  • clearly state the title and, if necessary, the subject and purpose of the report? (p. 479) 2.
  • clearly state who authorized or commissioned the report? (p. 479)
  • acknowledge any assistance you received? (p. 479)
  • establish a courteous and professional tone? (p. 479)

(Markel 512)

Markel, Mike. Technical Communication, 11th Edition. Bedford/St. Martin’s, 12/2014. VitalBook file.

The citation provided is a guideline. Please check each citation for accuracy before use.

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