COM 101

Lecture Notes Compilation

LEARNING MATERIAL
FOR WEEK NUMBER:
13

I. TITLE: SIMULATING THE PHILIPPINE WORKPLACE

II. OBJECTIVE:

By the end of this lesson, you should be able to:

1. construct basic workplace documents based on the principles of corporate/professional
communication
2. write an effective cover letter and resume based on the guidelines for the job application
process
3. effectively introduce oneself and answer questions in a scenario simulating the job interview

III. INTRODUCTION
In this lesson, you will apply the principles of the previous two lessons. You will review the general
principles of workplace communication by writing several workplace documents:
Memos, business letters, and emails. The exercises will be drawn from your realm of experience but will
be geared toward your future in the workplace. In line with this framing, you will then learn about the job
application process, from the writing of effective cover letters and resume, to the job application process.

IV. CONTENT:

TYPES OF BUSINESS LETTERS

1. Good news message - conveys a pleasant or favorable information to the receiver. It may
grant a request, may announce an upcoming sale or a new product. It may be used in internal
communications to announce promotion, expansion, salary increase or improvement in fringe
benefits. Good news messages can increase morale, promote customer goodwill, and
positively affect the reader.

2. Goodwill messages - these are written to communicate the writer’s concern and interest
when you send a goodwill message it shows that you care about the reader. It is an effective
way to build a positive relationship with a customer, an employee, or a supplier. Letters of
congratulations, appreciation, sympathy or condolence, welcome and invitation show goodwill
messages.
3. Bad news messages - are those that are likely to be unpleasant, disappointing, or unfavorable
to the reader. Refusal and apology letters, and those containing unsolicited bad news and delaying action
bring bad news.

4.Neutral news messages – convey neutral information to the reader. Letters of inquiry,
Acknowledgment, confirmation, introduction and complaint are neutral in tone.

5.Persuasive messages – are either requests for action or a communication trying to change
opinion of the reader. Sales letter, request, recommendation, application and collection letters
are all persuasive messages.

QUALITIES OF EFFECTIVE LETTERS

The test of an effective letter is the impression it makes on the reader. This letter is effective when
(1) it moves the reader to act, to know, or to feel exactly as the writer intend, and (2) it leaves the reader
with good feeling towards the writer and the organization represented. Such results depend largely. on the
content of the letter and on the writer’s ability to express ideas in ways that are acceptable to the reader.

1.Conciseness – is the expression of an idea in the fewest possible words without sacrificing of
meaning. Concise messages make each word count. Only the necessary information is included.
Unimportant words, phrases, clauses and ideas are omitted. Concise letters go straight to the point, using
precise words, short sentences and brief paragraphs. They have more impact because they save time and
hold the reader’s attention.

Examples: I wish each and every person who receives this notice and has a suggestion to make, to state
what he has to say on the enclosed card, sign it, and drop it in the mail at once so that I may know his
opinion as soon as possible. (48 words )

Improved: Please write your suggestions on the enclosed card and mail it at once. (13 words)

2. Correctness - your letters should be correct in its physical make up. Your letters should be free from all
errors in spelling, punctuation, capitalization, grammar, sentence and paragraph structure. Above all, the
dates, names and facts in the letters should all be accurate.

3. Coherence -means order and connection. Sentences and paragraphs should “hang
together”; that is the ideas are clearly related and the thought flows naturally and freely from the
beginning of the message to the end. A message is coherent if the sentences are arranged in an orderly
manner; that is, if the reader can follow the thought of the letter as it is developed from sentence to sentence.

4. Completeness – Nothing is more frustrating than to receive only a partial reply to an inquiry or
be able to make a decision because an important information has been omitted. Incomplete
information can cause delays, loss of goodwill, or loss of business, incomplete messages and
also send a negative message that the writer is careless. Completeness sends a message that
the writer is competent and efficient person.

5. Clarity – clear writing is one that your reader will understand in one reading. There should be
no doubt in his mind as to what you mean. When you use big, technical, and unfamiliar words
the reader will have difficulty understanding your message. Therefore, write to express not to
impress. Avoid ambiguity, vagueness or doubt.
Three suggestions for writing clearly
• present one idea in each sentence
• arrange sentences in a manner easy to follow, be coherent
• use simple, familiar words

6. Courtesy – it is a mental attitude. It implies respect and helpfulness. Courtesy in letter writing
consists in using words and phrases that indicate a willingness to serve. It likewise means
avoidance of negative statements those they offend, humiliate or belittle the reader. A
courteous letter always gains goodwill. Be considerate of the reader’s interests and feelings
always.

Use the following pleasant words as often as possible:

thank you please promptly

appreciate glad benefit
pleasure considerate generous
service happy delighted

7. Consideration – it goes beyond courtesy. Whereas courtesy involves using words like please
and thank you, consideration means having empathy – being sensitive to the reader’s attitudes
and feelings. It means putting yourself in the place of the reader.

A considerate letter emphasizes the “you approach” – it writes from the viewpoint of the
reader. A considerate letter is helpful – it anticipates questions or concerns the reader may
have and responds to them before a problem develops.

Suggestions on how to have the “you” attitude before writing:

• consider the person to whom you are writing: sex, age, occupation, environment
• consider why he should be interested in your letter or product
• consider what you should say that will arouse his interest
• carefully plan how you should say it

A considerate letter is also tactful. Tact is a keen sense of what to do or say in order to
build goodwill and to avoid being offensive.
8.Timeliness
How would you feel when you receive a reply to an inquiry, to a complaint, or to a request within a few
days? Would you feel important? Will you feel good about the person or organization that is
responding? Prompt and timely messages convey positive feelings. On the other hand, even the most
courteous, considerate and tactful message may be ineffective if the receiver had to wait too long for it
and it arrives after he has no longer has a need for it. Recognize the importance of timeliness. Deal
with the situations as they arise and answer incoming letters promptly.

Below are examples of Business Letters

Southwest Technologies Inc.
555 J. Luna St. Malate, Manila
632-215- 300
www.southwestechnologies.com.ph

May 24, 2021

Ms. Gelie P. Quezon

Marketing Manager
Blink Industries
Ayala Ave., Makati City

Dear Ms. Quezon:

STI has been in the merchandising business for 25 years now and is committed to providing new
technologies that facilitate business operations. Currently, STI plans to expand its product line by adding
a wireless computer monitor to its long list of products. I have read your advertisement about GLP800
and I am very interested to include your product in our list.

I need, however additional information before STI can officially include GLP800 to our catalogue. In
particular, we kindly request the following details:
• Required voltage
• Advanced features of the product
• Price
• Sales terms

I will be pleased if I can receive the information not later than June 13,2021, so that I can include it in the
agenda during our next board meeting. I look forward to profitable and healthy business relationship with
Blink Industries. Feel free to contact me at the above number or email me at gelolopez@gmail.com.

Thank you.

Very respectfully yours,

Gelo H. Lopez
Sales Letter
Sales letter

Leyte Institute of Technology (LIT) Mini-Bookstore

Leyte Institute of Technology
Tacloban City, Leyte

November 10, 2020

Dr. Reynerio C. Santos

Vice President for Academic Affairs
Holy Trinity College
Tacloban City, Leyte

Dear Dr. Santos:

That Mother Earth is ailing is a fact. People are inconsiderate of our environment, failing to realize that
we have to preserve our environment for us and for the next generation. It is, therefore, necessary that
people be educated on how to preserve Mother Nature.

It is in this context that we are sending you this invitation to come to our mini-bookstore to check out
books which your students can avail themselves of. The books are reasonably priced precisely to make
them affordable to students.

Books like Focus on the Environment, The Big Picture in Nature Scope, The Environment and Me are on
sale. These are very good books which would not only help you understand the environment better but
provide entertaining illustrations as well.

Please visit our new Leyte Institute of Technology Mini-Bookstore and have copies of books you will
treasure forever. Thank you.

Very truly yours,

Ronald M. Corpuz, Ed. D

Vice President for Administration
Work Email

Many companies today use emails as an alternative to memos. As Mary Ellen Guffey (2000) notes
in Essentials of Business Communication, the email messages and memos are” standard forms of
communication within organizations” and will probably become most common business communication
channel.” Email messages have several advantages over print communication: they allow professionals to
send, forward, and receive many messages quickly and efficiently, and they are designed for simultaneous
circulation. Messages may also be organized easily in electronic “folders” for later reference and replies.
Emails are eco-friendly, as large documents may be sent economically and without using paper resources.

The use of emails comes with challenges, however. Because of the ease of sending, one click of
the “send" that contains factual, grammatical, or typographical errors, may result in the writer’s loss of
credibility. Emails produce a permanent record, so writers should be aware of the dangers of messages
travelling to unintended recipients. According to Guffey (2000), even when deleted, emails “can remain on
multiple servers that are backed up by companies or internet service providers.” Moreover, in sensitive
situations, emails are not as effective, as they are only partially able to convey the writer’s attitude or
emotions.

Like memorandums and business letters, email messages should be warm and friendly, but not too
conversational, emotional, or intimate. The goal is a professional tone – neither too formal nor too
conversational. There are guidelines specific to email correspondence. The term “Netiquette” refers to
etiquette on the internet or the acceptable ways of communicating on Internet platforms. Various netiquette
guides are available online. Here are some links to few of these:

• http://email,about.com/od/emailnetiquette/tp/core_netiquette.htm

• http://www.businessinsider.com/email-etiquette-rules-every-professional-needs-
to-know-2016-1

Workplace emails still follow the standard format, minus the automatic components:
email systems automatically insert the date of incoming messages and the name and email address of the
sender. The writer inputs, the name and email address of the recipient, as well as the subject which, as in
memos, should summarize the central idea of the message. Work emails have salutations that use the colon
at the end, but in certain contexts when sender and recipient have a close working relationship, titles are
dropped and first names are used. Paragraph organization is the same as for memos and letters, and the
information given should be only what is necessary. Opening fillers (there is, it is), long lead- ins (I am
writing this memo to inform you that, and the wordy phrases (because of the fact that) should be avoided.
Lastly, it is best to compose emails offline or to at least proofread the message before sending it.
THE JOB APPLICATION PROCESS

Preparing the Cover Letter

A cover letter is a letter you write to a prospective employer to persuade him/her to give you a job.
It literally covers or goes on top of the applicant’s resume. It is typically just one page long with a message
conveyed in about three to five paragraphs. Different companies may specify different formatting
requirements for this but most will be printed on short, 8.5 x 11inch bond paper.

The cover letter is formatted like a business letter, but it has its own specific challenges. It is very
important that the cover letter does not contain mistakes when it comes to the information about the
company and prospective employer. The applicant should find out the full name, position, and preferred
title of the addressee- sometimes the employer, sometimes the head of the Human resource department.
The message should provide adequate information about the position being applied for, the top
qualifications of the applicant (highlights of the resume), how the applicant stands out from other applicants,
and contact information of the applicant.

First the date and inside address should be provided, the latter including the contact person’s name
and position, as well as the company name and its address. Like in other business letters, the salutation
should begin with the word “Dear” followed by the appropriate courtesy title (e.g., Mr., Ms., Dr., Prof.,
Atty., Engr.,Hon.,etc.) and a colon. In the first paragraph, the applicant should immediately state an interest
in the specified position as well as give reasons, for example, background, as to his/her suitability as a
candidate. The first paragraph should be kept short—no longer than a page or half of page.

In the second paragraph, qualifications should be supported with concrete and specific details, such
as highlights from the applicant’s resume. The applicant’s interest in the company should be emphasized
further with details that call attention to the fact that he/she knows the firm, field, or industry well. In the
closing paragraph, there should be a request for an interview or some form of follow up action. It helps to
provide contact information or mention the option of calling or sending an email to arrange an interview at
a convenient time for both parties.

Below is an example of a cover letter

Phase 4, Block 5, Lot 43
V & G Subdivision
Tacloban City, Leyte

May 27, 2021

Mr. Rommel A. Cruz

Regional Director
Department of Environment and Natural Resources
Region VIII, Candahug
Palo, Leyte

Dear Mr. Cruz:

The Leyte-Samar Express in its issue dated March 26, 2021 advertised the need for a Bachelor of Science
Environmental Education graduate to environmental research.

I wish to apply for the position. I am confident that I am qualified. I obtained my Bachelor of Science in
Environmental Education at the Leyte Institute of Technology, Tacloban City, Leyte. I am presently
enrolled in the master’s program in Environmental Science in the same school and hope to graduate in
school year 2020-2021.

I was a researcher of the Municipal Officer in Barugo, Leyte for about five years. I also worked as aide to
our Rural Health Officer for two years.

May I refer you to the following persons for my personal integrity, credibility, honesty and scholastic
capability.

Dr. Jovita V. Juguilon, Former Director, CHED, Region VIII

639332142761

Dr. Ronald M. Corpuz, President, Leyte Institute of Technology

639341903482

Dr. Josie C. Reyes, Director, OSA, Leyte Institute of Technology

639329073611
Should my qualifications merit your considerations, I shall be glad to discuss with you personally any
further details you may require.

Respectfully yours,

Maricel G. Pernia

Preparing the Resume

Resume – is a document attached to a cover letter to serve as “a persuasive summary of your

qualifications for employment” (as cited in Robinson-Easley, 2013). It is a brief summary of your work
experiences and achievements, educational background and personal qualifications. Your resume is your
introduction to a potential employer. If your resume makes a good impression, a potential employer will
be more likely to respond by setting you up for an interview.

How to Prepare a Resume

• Keep your resume as short as possible

• Include a heading on the second page giving your name and the page number if you use two
pages
• Type your resume perfectly
The Contents of a Resume

• Include the following information: your name, address and telephone number; the position or
type of position in which you are interested; your work experiences; and your educational
background
• Information such as fluency in foreign languages and outside activities can be included,
depending on the applicability to the position you are applying for.
• Do not date your resume, but be sure your work experiences and educational data are up-to-date
and your address and telephone number are current
• There is no need to give your age and civil status. You do not have to state whether or not you
have children. You may mention your family during the interview, if appropriate
• Some employees consider references important. A potential employer will assume that you have
references.
• Do not include salary requirements and other benefits in your resume. These may be discussed in
a different venue during the interview.

Types of Resume

1.Chronological resume – is the traditional and most accepted resume format. Items are listed in reverse
chronological order, with the most recent work or schooling first. Names, dates, and places of employment
are listed, and education and work experience are grouped separately. This is used when there are no large
gaps in the applicant’s work history and his/her education and previous work experience relate to the current
job objective.

2.Functional Resume – it focuses on the skills and talents developed by the applicant and does not
emphasize job titles, employer names, and dates. This is used when there are gaps in the writer’s work or
study history, when such experiences are not that relevant for the position for which he/she applying and
when the writer wishes to combine experiences from paid jobs, activities, volunteer work, and courses to
show the extent of his/her experience in a particular area.

3.Chrono-functional resume – it is a combination of the of the two types: it chronologically lists job history
and education but also allows the applicant to highlight certain marketable qualifications. This is used by
fresh graduates who have some job experience and by those who are returning to work or are changing
careers.

Note: For recent college graduates, education should appear first and be outlined in detail. For example,
degrees, honors, special awards, relevant courses or projects should be listed. Experience should only be
listed first when the applicant has had at least two years of full-time career experience. For chronological
resumes, the dates of employment and education are on the left of the page, while the companies worked
for and schools attended are a few spaces to the right of the dates. Job experience should be listed in reverse
hronological order with the most recent job emphasized the most.
 Janina Mae E. Dela Cruz
123 Talulah Road
Brgy Quill, Quezon City
5678910/janinemaecruz@yahoo.com

EDUCATION

College 2008-2012 University of the Philippines

Diliman, Quezon, City
Bachelor of Arts in English Studies, Major: Creative Writing
Cum laude

Highschool 2005-2008 Philippine Science High School

Diliman, Quezon City
Full scholar

Elementary 2000-2005 Sta. Isabel School

Naga City
Consistent honor student, class officer, declamation winner

Preschool 1998-1999 Jumel’s Learning Center

Naga City
Outstanding achiever, award for psychomotor skills

WORK EXPERIENCE

Summer 2010-2012 Penn Foster/ Learning Services Inc.

Tutor/instructor for Practical English/correspondent staff

Summer 2008-2010 Development Academy of the Philippines

Documenter of conference and seminar proceedings

Part-time 2005-2010 Book Shop Center

Clerk/shelf-stocker; and other miscellaneous duties on the shop

INTERESTS Playing badminton, aerobics, manga drawing

REFERENCES:

Dr. Maximo S. Uruga Dr. Mira S. Tribas

Principal, Philippine Science H.S. Department Head, UP
639341781098 6393908756

Dr. Dia A. Embila

Dean, University of the Philippines
6393679832

JOB INTERVIEW

Interviewing skills is similar with other communication skills. Thus, it is necessary for you to
learn and practice the techniques that will enhance both your skill levels and performance. It is also
important that you know the current methods and practices. This would give you an edge over other
applicants.

Job interview is a chance for the employer to get a better look at you and for you to get a
better look at the employer and the company. Usually, those people who are asked to be interviewed are
the people who qualified in the prescreening.

Types of Interview According to Participants

1. Multistage interview- a series of interviews that gradually narrow the field of applicants
2. Group interview – several applicants, one interviewer
3. Panel interview - one applicant, several interviewers
4. One-on-one interview – one applicant, one interviewer

Types of Interview According to Purpose

1. Information Interview – a type of interview that has a purpose to gather information for the
purpose of research, news, investigation, and medical treatment
2. Appraisal Interview – A type of interview that has a purpose to give feedback on the
performance of an individual
3. Persuasive Interview – a type of interview that has a purpose to motivate an individual or
group to accept a product or idea
4. Counseling interview – It has a purpose to assist individuals who need personal and
professional advice
5. Focus Group – A specialized type of interview done by marketing firms that has a purpose
to test consumer’s reaction to products and advertisements
6. Hiring Interview – A type of interview that has a purpose to fill in vacant position

Tips and Stages in the Job Interview Process

Pre-interview Stage

1. Research the company you are applying for. Your goal here is to know more about the
company which you can use as a springboard in determining where you can position yourself
in the company. Information includes company history, financial report, company culture
mission/vision, inhouse training, major competitors, and current and future challenges. You
may use the internet, phone call, or site visit.
2. Get the interview details. Obtain the following information: name and title of the interviewer,
type of the interview, duration of interview, how to get to the company, hiring process, time
frame for the process, and decision-makers.
3. Dress professionally. Avoid too casual and provocative attire.
4. Prepare your portfolio or work samples that correspond to the job. Things to include in your
portfolio are extra resumes, a pad and pen, and information about the company.
5. Study the possible questions and practice answering them.
6. Master your resume and application letter so you will not be caught off-guard.
7. Smile and introduce yourself to the receptionist.
8. Arrive 10 to 15 minutes earlier.
9. Relax. Find ways in minimizing the nervousness that you experience. You can do deep
breathing.

Interview Opening

1. Greet the interviewer with smile and firm handshake.

2. Introduce yourself as an applicant. Give your full name and the job you are applying for.
3. Hand in your employment kit if asked by the interviewer.
4. Allow the interviewer to open the conversation to show respect for his/her authority.

Interview Development

1. Observe good manners. Do not bite your nails or pen. Do not chew a gum.
2. Sit properly. Use 50% of the chair so that you will not lean backward.
3. Maintain good posture to suggest confidence and enthusiasm for the job.
4. Observe 80-20 ratio in speaking turns; 80% speaking time for you and 20% for the interviewer. A
question especially if they are behavioral, should be answered in detail with concrete examples.
5. For shaking voice, speak slowly.
6. Avoid verbal mannerisms like uhs, ahms, and okay.
7. Observe eye contact. Use 80% to 90% eye contact during the communication process. Do not gloat!
Lack of eye contact suggests negative self-image, inferiority, and neurotic personality. Avoid looking at
the floor or at ceiling.

Interview Closing

1. Close on a high note by summarizing key credentials. You may follow the flow of your resume
when reiterating why you deserve the position.
2. Accept a take-home project if ask by the interviewer.
3. Do not leave the room until you know what to do next.
4. Say thank you after the interview with a handshake and smile.
Post-interview Stage

1. Send a thank you note after two or three days after the interview. This can be in a form of a
card or a simple email. But do not give gifts as they may be misconstrued as bribery.
2. Follow up the status of your application through a letter or phone if the company permits.
3. Be prepared for the worst scenario. Use your experience as a learning tool for the next
interview.

Interview Etiquette

1. Turn off your cell phone during the interview.

2. Avoid being negative. Do not speak negatively about your previous employer or school.

3. Never argue with the interviewer.

4. Maintain the role clarity. Speak more than the interviewer.
5. Ask well-thought-out questions.
6. Do not over answer. Be direct to the point.
7. Do not mumble or speak too slowly.
8. Do not ask about salary during the preliminary interview.
9. Dress professionally or one step more formal than the attire of the company employee.

Typical Questions Asked During Job Interview

Getting-to-know-you questions
• Tell me about yourself
• What was your course and major in college, and why did you choose it?
• What are your greatest strengths?
• What are some things you enjoy doing in your spare time?
• What are your hobbies, sports, or interests?

Questions about your qualifications

• What specific qualifications do you have for this job?
• Can you talk about your previous work experience, whether part-time jobs or internships?
• What were your biggest achievements in college?
• Why should we hire you when there are other applicants with better credentials or more
experience?

Forward-looking questions
• Where do you see yourself five years from now?
 • If you were hired for this position, what would you do to ensure that you fit in?
• Do you plan to continue your education?

Tough questions
• What are your greatest weaknesses?
• Is there anything you would like to change about your personality? What is this and?
• How did you prepare for this interview?
• Have you ever faced an ethical dilemma? What did you do and how did you feel about it?
• If a superior gave you specific instructions to do something in a particular way, and you knew
that was wrong, what actions would you take?

Questions about money

• What kind of salary do you expect?
• How much did you previously earn?
• How much are you presently earning?
• By age 30, how much money do you expect to earn?

PROJECT: (Lecture/ handout 10)

A. Write the following business letters:

1. Sales letter
2. Complaint letter
3. Request letter

B. Write a cover letter (Job Application letter) and a Resume

C. Requirements

• Observe the rules in writing a business letter

• Font size: 12
• Font style: Arial
• After the complimentary close, encode your name and affix your signature
• Compose your own letter
• With Picture ( 2x2) for Resume
V. REFERENCES: Uychoco, Marikit Tara A. and Maria Lorena Santos., Communication for
Society Purposive Communication, 1st Edition, 2018, Rex Book Store, CM
Recto Ave. Manila, Philippines

Barrot, Jessie S., Speak Successfully, A Guide to Effective Speaking for

College Students, 2011, Rex Printing Company Incorporated, Quezon City
, Philippines

Padilla, Mely M. and Lourdes A.Dagdag et.al , Communicate and Connect,

2018, Mutya Publishing House Inc., Malabon City , Philippines,

VI. ASSESSMENT TASK