Technical Correspondence – What Professionals Need to Learn


Correspondence, perhaps the most commonly used medium in technical writing, is often viewed as a mundane administrative task. However, for the non-native English speaking technology professional, correspondence provides an opportunity to promote laboratory activities within a technical organization. Successful articulation also means greater access to similar organizations abroad. Nevertheless, when writing in the workplace, technology professionals are often forced to rely on business correspondence materials owing to the lack of a more suitable reference. This article examines the technical correspondence of fifty-two Chinese technology professionals at the Industrial Technology Research Institute (Hsinchu, Fintech recruiter Taiwan) over a one year period. Based on those observations, five common types of technical correspondence are identified: technical cooperation, technical visits abroad, technical visits from abroad, technical training, and requesting information.

Five Common Types of Technical Correspondence The technical correspondence of fifty-two Chinese technology professionals at the Industrial Technology Research Institute (Hsinchu, medlegalhq Taiwan) was collected and analyzed over a one year period. Their correspondence was categorized into the following five categories:

1. Technical Cooperation Correspondence involving technical cooperation typically includes exchanging information, seeking technology licensors, paving the way for technology transfers, proposing how to proceed with technical cooperation, search engines optimization company requesting participation in/or accreditation by an international body, and reporting the current status of related activities. Common patterns in correspondence related to technical cooperation include the following:

a. Stating the organization’s intention of seeking cooperation. Simply stating the organization’s desire to form a cooperative relationship with another organization helps avoid future confusion. Examples are provided below:

I’d like to propose a technological information exchange between our two organizations regarding environmental pollution prevention-waste minimization. We are seeking potential licensors of the Autoclaved Lightweight Concrete (ALC) product technology on behalf of local manufacturers in Taiwan, Camping Equipment ROC. In addition to our in-house R&D, we are also considering the possibility of technology transfer, from a foreign company, of a technology that is ready for (or close to) commercialization and that is already under patent protection. We are currently involved in a gear box development program and are seeking foreign partners who are capable of developing gear boxes or who can engage in a cooperative technical program with automotive manufacturers in the R.O.C. We are anxious to develop long-lasting cooperative relationships with manufacturers such as yours. We recognize that the continued success of our work depends on our sharing and exchanging experience with similar organizations.

b. Giving background information about the organization (e.g., mission, major activities, and achievements). Providing background information about the organization allows the other party to know whether both parties’ interests and expertise are compatible. Examples are provided below: The Wedding Planner

Our organization, Mechanical Industry Research Laboratories (MIRL), is a subsidiary of the Industrial Technology Research Institute (ITRI) established by the government of the Republic of China (ROC). One of our missions is to aid the local industrial sector by upgrading technology levels. One of our strategies is to license technology from abroad. The experimental results generated so far in this project have already been most helpful in Taiwan’s environmental protection work. Truck Top

c. Providing suggestions on how to initiate cooperation. Examples are provided below:

I am looking forward to hearing your ideas or suggestions regarding this information exchange opportunity. I would also like to arrange for a ten-day technical visit to your organization this upcoming May as the initial step of our cooperation. If you are interested in licensing this technology, AttaPoll Review please send the above mentioned information to the above address for evaluation. Further discussion, or a possible visit by members of ITRI to your production facility, would seem to be the appropriate next step. I suggest that ABC Corporation send a technical expert to UCL before the end of July and give a presentation, regarding the product development of this technology, to our scientists and technical staff. Please let me know if there are any areas of common interest you would like to discuss.

d. Commending the achievements and reputation of an organization. Sincerely acknowledging or commending the other party’s success in a particular technology expresses the organization’s intention to contribute toward as well as learn from the collaborative relationship. Examples are provided below: Essex County Skips

Your corporation has a long tradition of providing outstanding engineering TP (e.g., Noryl) that has various properties and excellent quality. ABC Corporation is recognized as the global leader in developing, producing, and marketing transdermal drug delivery system. ABC’s Biotechnology Group has developed some interesting products that we would like to understand in more detail before reaching the licensing stage. Stat-Rite 2300 is an excellent anti-static polymer that blends well with other thermoplastics and can be used in ESD applications. We believe that this permanent anti-static plastic has a strong market potential, especially in light of the emerging electronics industry in Taiwan.

e. Describing the reason(s) for technical cooperation. More than merely attempting to describe the organization’s intentions, the writer should outline specific plans or describe what has been achieved so far. Examples are provided below:

A new facility is to be established in Taiwan to design, develop and produce auto transmission parts. Therefore, we are seeking partners for technical cooperation through licensing and joint venture agreements. We are currently involved in a gear box development program and are seeking foreign partners who are capable of developing gear boxes or who can engage in a cooperative technical program with automotive manufacturers in the R.O.C.

2. Technical Visits Abroad

Correspondence involving technical visits overseas typically includes proposals for technical visits, topics of discussion, confirmation reminders, changing dates or itineraries, hotel accommodations and transportation, expressing appreciation for hospitality during stay, accepting invitations, and declining invitations. Common patterns in correspondence related to technical visits overseas include the following:

a. Proposing the visit and outlining preliminary details. A technical visit should be viewed as a way of satisfying an organization’s need (e.g., information exchange, short training courses, or general understanding of their operations). Details such as time and discussion topics should also be included. Examples are provided below:

It would be much appreciated if you could arrange for me to observe your production line during my stay at ABC on March 19, 1993. I would like to visit the Special Carbon Division (or the Technical Center) of ABC Corporation/Massachusetts during the upcoming trip. Professor Liu from the Virginia Institute of Technology recommended that we visit your renowned institute and find a time to discuss our needs with you, uman24 as well as to learn of your own related experiences. We recognize that ensuring continued success of this program depends on our observing and understanding similar work in other countries. At this stage, I would like to arrange for a visit to your country. I am keenly interested in visiting Dr. Jones and his staff to learn of all the operational aspects involved with this program.


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