ST. PETER’S COLLEGE OF MISAMIS ORIENTAL, INC.

15th de Septiembre St., Brgy. 2, Balingasag, Misamis Oriental

COLLEGE DEPARTMENT
SCHOOL YEAR 2021-2022

TOPIC OUTLINE IN PURPOSIVE COMMUNICATION

(Communication for Work Purposes)

PROFESSIONAL CORRESPONDENCE

 What is Professional Correspondence?

Communication between two or more parties through professional
writing of letters and emails.
Any written interaction you have with a potential employer, whether
electronic, printed, or hand-written, is an opportunity for you to make a
positive or negative impression.

There are a variety of ways in which you will correspond with potential
employers. Here are some of the most common documents you may use:

1. Cover letter
 It is a formal letter you send with your resume when you are applying for
your position. If you send your copy of your resume and cover letter in
one pdf.
2. Thank you letter
 A professional thank you letter or note, whether hard copy or email,
helps build and maintain relationships in the professional world. It's
important to let colleagues, employers, vendors and other contacts know
that you value their time and efforts.
3. Acceptance letter
 Acceptance Letter or Accepting Letter is a type of letter written to
communicate a positive response towards job offer, invitation, gift, offer,
contract, scholarship and other matters which require the intended.
Acceptance Letters are most widely used by prospective employers who
have received a job offer.
4. Withdrawal letter
 Withdrawal letter is written to express an applicant’s intention to
withdraw or terminate his/her ongoing application to an institution,
company or organization.

What is the purpose in writing professional correspondence?

 The purpose is to convince an employer that you can create the kind of
written materials and handle the type of work that is expected of an
employee in the position of which you are applying.

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What are the features of writing a Professional Correspondence?
 A correspondence is simple defined as Professional Communication done
by different parties via email or letter. The key features of a
correspondence include the heading and salutation, main body or
purpose of the letter, and the sign off.

The Importance of Business Correspondence

 The importance of business correspondence lies in the fact that it is the

formal way of exchanging information by which professional relationships
are maintained between organizations, employees, and clients. Since it is
in a written form, it can serve as a future reference for the information
being communicated.

Maintaining Proper Relationships

 The significance of business letters is governed by the fact that it

facilitates effective communication which does not cost the business
much.

Act as Evidence

 The importance of business is further correspondence solidified as it lets

businesses keep records of facts that can serve as evidence at a later
point in time.

Creating Goodwill

 A company’s growth increases due to business correspondence.

Costs Very Less

 Business Correspondence is an inexpensive mode of communication in

terms of money as well as time.

Removes Ambiguity in Communication

 It is a formal correspondence between the involved parties which helps in

Unambiguous communication.

Helps Businesses Expand and Grow

 A business can have a seamless flow of information regarding any

product or resources through business correspondence.

Types of Business Correspondence

A business typically uses many kinds of business correspondence in its day-to-

day activities. There are six most correspondences in the business common
kinds of business community as defined below:

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1. Internal Correspondence
 The flow of information between employees, departments, branches, and
units of the same company is termed internal correspondence. They can
be formal or informal.

2. External Correspondence
 The communication between 2 different organizations or between an
organization and a client comes under external correspondence.
3. Sales Correspondence
 Any communication related to sales is called sales correspondence. It is
not only concerned with the sale of a product or service but encompasses
many other activities.
4. Routine Correspondence
 Such correspondence happens routinely like orders, inquiries,
invitations, replies, etc.
5. Personalized Correspondence
 This involves personal and emotional factors. Some of the examples of
this correspondence are letters of gratitude, congratulation letters,
appreciation notes, letters of request for a recommendation etc.
6. Circulars
 This type of Correspondence is used when a business has to convey a
common matter to a large audience.

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E-PORTFOLIO

An electronic portfolio (e-portfolio) is a purposeful collection of sample

student work, demonstrations, and artifacts that showcase student's learning
progression, achievement, and evidence of what students can do.

E-PORTFOLIO EXAMPLE:

What to Include in your E-Portfolio?

There are no set rules on what to include in your e-portfolio because it is

your creative outlet to showcase your abilities and goals. But to help you get
started, the following steps are recommended:

 Welcome

Summarize who you are and a bit about what visitors will find in your e-
portfolio. Give your audience a flavor for what you’re all about and let them
know what you value.

 Career objective/profile

Write a statement summarizing your objective. To be meaningful, your

objective should be specific and clear.

 Résumé

Summarize your education, achievements, and work experience. Include

detailed information on your skills.

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  Work samples

This information is as diverse as your background. Upload articles, papers,

projects, reports, and publications so your audience can see your work.
Consider including graphics, audio and video for further illustration.

 Study Abroad/ International Experience

Explanation of what you learned that will benefit the employer; specifics
about projects and photos.

 Awards and honors

Scan certificates of awards and honors.

 Additional education

List conferences, seminars, workshops and any other professional

development. Add courses, degrees, certifications, and licenses.

 Volunteer and extracurricular activities

List your activities or illustrate through photos.

 References

List three to five people who have agreed to talk about your strengths,
abilities and experience. Be sure to include full contact information.

 Letters of recommendation and testimonials

Include feedback you’ve received from employers, customers, professors,

and colleagues.

Types of E-Portfolios:

 Showcase/Professional E-Portfolios — These E-Portfolios are primarily a

way to demonstrate (showcase) the highlights of a student’s academic
career. Great examples of showcase E-Portfolios on Clemson’s campus
come from Health Sciences, Architecture and

 Learning E-Portfolios — These portfolios are typically created by a student

as part of a course to demonstrate learning and the learning process.
These portfolios are often shared with other students to elicit peer

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 feedback. Learning portfolios support the idea of formative feedback as
an essential part of the learning process.

 Assessment/General Education E-Portfolios — At Clemson the use of

portfolios played a substantive role in the assessment of our general
education competencies. Using both formative and summative
assessments feedback was provided to colleges, departments, and
instructors on the quality of evidence students used in their portfolios to
demonstrate our general education competencies.

Portfolios are considered as a learning and assessment tool:

Student Learning: E-portfolio has been used to facilitate, document, and

archive student learning. It is a learning tool for students to clarify their
educational goals, integrate and solidify learning through reflection, and
showcase achievement to potential employers. By having students reflect on
what they learned, how they learned it, and how much they learned, they start
to take control of their own learning. As Paulson and Paulson (1991) said,
“portfolio is a laboratory where students construct meaning from their
accumulated experience” (p. 5). As students select their representative work
and reflect on what they learned, they start to make sense of their educational
experiences in various courses and derive new meaning out of the process
(Banta, 2003).

Assessment and accreditation:

E-Portfolio can also function as a tool for faculty to monitor and evaluate
program effectiveness. To collectively examine student achievement for
program improvement, portfolio can be a useful way to organize, sample, and
assess what students gained out of the program. Portfolios enable faculty to
not only observe what students know and can do, but also learn how students
learn through student reflections.

What portfolio is NOT:

A portfolio is not a placeholder for all or random student work. To ensure

that the portfolio process is educational and that it serves to assess student
learning outcomes, instructors need to be mindful about which artifacts need
to be included for what purposes.

EMAIL

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 Email (or e-mail) communication can be defined as the exchange of short
informational messages between at least two people over a computer network.
These messages containing plain text, images or document attachments are
delivered through email web-based services like Gmail, Outlook, or Yahoo.

Email communication is critical in any business, and for many

professionals, it is the most immediate method of communication. Most of us
send and receive emails at work on a daily basis, but when was the last time
you considered your email communication skills and how you could improve
them?

EMAIL PROVIDERS EXAMPLE:

How to communicate effectively over emails at workplace?

Some basic email etiquette to draft the perfect official email:

Relevance

Email as a means of communication can be effective only when it is relevant.

Email may be convenient but does not necessarily mean that it is the best
means of communication in every situation at the workplace. Before you start
writing, ask yourself if it really is necessary and you need to email at all; will
a phone call or a face-to-face discussion not suffice.

Subject line

Always add a subject line to your emails. Emails without a subject line are
overlooked as spam, more often than not. The subject line, as the name
suggests, must be specific to the content of your email. Treat an email subject

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line as you would a newspaper headline – use it to grab the reader’s attention
whilst summarizing the main idea of the email in a concise sentence.

Content

It is always a good idea to think about what you want to write before you
actually do so. It helps in adding clarity to your message. Organise your
thoughts in a logical sequence before jotting them down. Refrain from sending
inappropriate messages. Keep your messages clear and brief. Your sentences
should be short and to the point.

Tone

The emails you send are a reflection of your professionalism. Emails at the
workplace must have a formal tone to them. There is always a higher chance
of miscommunication over emails because your words are not accompanied
by gestures, body language and facial expressions, and your reader may
easily misconstrue your words. Be polite, choose your words wisely, use
proper punctuation and avoid capitalizing all your words.

Language

An email can be effective only when the language used is grammatically

sound and is spelt correctly. If the reader cannot understand what you have
written, there is hardly any chance of them taking any action on it, thereby
rendering your message ineffective. An email rife with spelling mistakes also
makes you look incompetent.

Response time

Good email etiquette maintains that you do your best to respond to business
communications as soon as possible. When you do not respond promptly, you
come across as unorganised and unconcerned. Even if you are not able to
attend to an email right away, writing a line back in acknowledgement that
you have received it and will attend to it shortly, shows professionalism.

The Impact of Email in the Workplace

Email has had a significant impact on the workplace since the late 1990s.
Some of the effects of email communication at work have been positive, while
others have detracted from the benefits of face-to-face communication.
Choosing the best method in any given workplace situation is key to effective
communication.

Timeliness of Email Communication

Email serves as an effective way to send one-way messages or engage in two-

way interaction that doesn't have time urgency. When employees send emails
to colleagues or customers, the recipients can access and respond to the
email when they have a chance. Sending emails when a fast response is

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needed isn't a good move. When time is of the essence, talking with someone
in person, sending an instant message, a text, or making a phone call is
typically a better approach.

Broader Work Teams

Email has enabled companies to have more spread-out and diverse work
teams. Employees can interact and collaborate without the need of face-to-
face conversation at times. In these cases, companies use virtual work teams
where employees engage in the same projects and work tasks. These teams
often use virtual-team software to share files and hold virtual meetings, but
they also send email communication back and forth. In global companies,
email allows employees to communicate across country borders.

Less Personalization and Miscommunication

A drawback of rampant growth in email has been less use of more

personalized communication. Sales and service employees can overuse email
in contacting prospective clients and sending confirmation and thank you
emails. Work group members often prefer to sit at their desks and send
emails rather than walking across the office to interact personally with a co-
worker.

Administration and People Not Reading Emails

Email overload is a growing problem for many workers. Employees are

sometimes so overwhelmed with catching up on email, they neglect other
critical job duties. Managers who spend too much time reading and replying
to emails with partners, suppliers, workers and customers have less time to
coach, train and motivate their subordinates. Salespeople who respond to an
abundance of internal and customer emails have less time for face-to-face
sales meetings. To control this challenge, some people schedule 30 to 60
minutes of email time each morning.

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LINKEDIN

LinkedIn is the world's largest professional network on the internet. You

can use LinkedIn to find the right job or internship, connect and strengthen
professional relationships, and learn the skills you need to succeed in your
career.

Like Facebook, Instagram, Twitter, and a dozen others, LinkedIn is a

social network. And like other social network, it's owned by a big tech
company: Microsoft.

But unlike most social networks, LinkedIn is a professional

networking site, designed to help people make business connections, share
their experiences and resumes, and find jobs. 

Despite the professional focus, LinkedIn is quite similar to social

networking sites like Facebook. It's based on principles like connecting to
friends (or, in the case of LinkedIn, "connections,"), posting updates, sharing
and liking content, and instant messaging other users. 

LinkedIn also puts a professional spin on ideas you know from

Facebook. Your profile, for example, becomes a resume, complete with work
experience, accomplishments, recommendations, and referrals from
colleagues. 

HERE IS YOUR SAMPLE PROFILE LINKEDIN ACCOUNT:

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Who should be joining LinkedIn?

LinkedIn is a platform for anyone who is looking to advance their career. This
can include people from various professional backgrounds, such as small
business owners, students, and job seekers. LinkedIn members can use
LinkedIn to tap into a network of professionals, companies, and groups within
and beyond their industry.

What you can do with LinkedIn:

It should be clear that LinkedIn is a tool you can use to enhance your
professional networking and job searching activities. 

Many people use the site to grow their contacts and find career opportunities,
and the Jobs section of the site is a powerful tool for finding and applying for
jobs. There are settings on LinkedIn that let you alert recruiters that you're
actively job searching as well. 

Some people use LinkedIn to enhance their professional reputation by making

posts in the news feed, and commenting on other people's posts.

LinkedIn Premium is a subscription version of LinkedIn that adds a number of

additional features, such as online professional development classes, insights
into who's viewing your profile, and the ability to instant message anyone on
LinkedIn, even if they're not in your network. 

LINKEDIN APPLICATION:

Prepared by:

NIEZL JIA T. OLARIO

Instructor

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