Table of Contents

Module 5: Technical Writing Techniques

Introduction 33
Learning Outcomes 34
Lesson 1. Definition 34
Lesson 2. Description
A. Mechanism Description 44
Exercise 1 51
Exercise 2 52
 B. Process Description 52
Exercise 1 57
Exercise 2 58
Lesson 3. Classification 58
Exercise 1 60
Assessment Task 5-1 64
Summary 64
References 64

Module 6: Business Letters

Introduction 65
Learning Outcomes 65
Lesson 1. Business Letters 66
Lesson 2. Characteristics of a Business Letter 66
Lesson 3. Parts of a Business Letter 67
Lesson 4. Types of a Business Letter 73
Lesson 5. Guidelines in Writing a Business Letter 73
Assessment Task 6-1 74
Summary 74
References 75

Module 7: Memo and Email

Introduction 76
Learning Outcomes 76
Lesson 1. Memo and Email 76
Lesson 2. Guidelines in Writing a Memo 77
Lesson 3. Parts of a Memo 77
Lesson 4. Guidelines in Writing an Email 81
Lesson 5. Parts of an Email 81
Lesson 6. Differences of Letter, Memo, and Email 82
Assessment Task 7-1 83
Summary 84
References 85

LIST OF TABLES

No. Title Page

5.1 Some Examples of Formal Definition 37
6.2 Differences of Letter, Memo, and Email 82

LIST OF FIGURES

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 No. Title Page
5.1 Computer Mouse 46
5.2 Main Parts of a Mouse 47
5.3 Mechanical Mouse and Cordless 47
Optical Mouse
5.4 Proper Way of Using a Mouse 49

Course Code: CE 1

Course Description: Form and style in writing and packaging professional,

technical and scientific information for various audiences

Course Requirements:
 Assessment Tasks - 60%
 Major Exam - 40%
_________

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 Periodic Grade 100%

PRELIM GRADE = 60% (Activity 1-4) + 40% (Prelim exam)

MIDTERM GRADE= 30%(Prelim Grade) + 70 %[60% (Activity 5-7) + 40% (Midterm exam)]
FINAL GRADE = 30% (Midterm Grade) + 70 %[60% (Activity 8-10) + 40% (Final exam)]

Module 5
Technical Writing Techniques

Introduction

Congratulations! You survived the initial assessment tasks given to you from Modules One to
Four. By this time, you have adjusted yourself in the kind of activities that your teacher requires you to
do. The modules for the midterm period will indulge you more in writing and I expect you more by
applying what you have learned from the previous modules to improve your writing and analytical

32
skills.

Technical writing uses certain complex writing techniques such as definition, classification,
description of mechanisms and description of processes, exemplification, causal analysis, and others.
Like any other kind of writing, technical writing follows the methods used in paragraph development.
You can develop or expand the idea in your paragraph when you employ the appropriate methods of
paragraph development (Lacia and Fabella, 2004).

The following are some of the most frequently used techniques as cited by Lacia and Fabella
(2004):
● Definition
● Description
● Classification

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 Learning Outcomes

At the end of this module, the learner should be able to:

1. explain the different basic techniques in technical writing;
2. apply correct styles and basic techniques in technical writing;
3. analyze the structural features of each technique used in writing;
4. criticize each other’s student outputs by using the rubric.

Lesson 1. Definition

Definition

According to Baraceros (2011), definition is a way of giving or explaining the meaning of

an abstract term or a concept. It is a method of identifying and clarifying the meaning of a technical
term (Barrot, 2015).

Coming from Latin words finire (to limit) and de (from), the explanation it gives is limited
only to what the reader needs to know about the term to avoid confusion with other words
belonging to the same class to where the target word belongs. To define is to limit to or narrow
down the area of meaning of the word. By giving a meaning that clearly distinguishes what is being
defined from other species or things, definition works to prevent you from attaching other meaning
to the target term. As you come to know its specific group, basic features, and main function, you
regard the object as clearly different from other objects (Baraceros, 2011).

You can explain the meaning of a concept by showing details, giving examples, describing,
analyzing using symbols, antonyms, and the like (Lacia and Fabella, 2004).

Technical writing is different from other types of writing in that it uses many scientific,
technical or abstract terms and symbols that appear complex and ambiguous. An insufficient
explanation of these technical jargons is enough to confuse the readers. Thus, the terms that often
subjected to definition are expressions that readers find unfamiliar such as abbreviations, acronyms,
and other words with specialized meanings. So, the extent of

34
explanations given to a word greatly depends on the audience’s or readers’ background
knowledge of the term or on their familiarity with the word being defined (Penrose, 2010).

Location of Definition in the Text

Where in your technical report should you specifically place your Definition of terms? The
location of Definition is based on the following: 1) the nature of the audience or readers; 2)
length of definition; 3) purpose and layout; and 4) the agreed rules and practices in an area of
discipline (Baraceros, 2011).

If the definition consists of just a word or phrase or if you think the reader is not inclined to
read the report completely, you must put the definition in the Glossary. However, if the word is put
in the Glossary this decreases the reader’s attention in reading every time she/he consults the
Glossary for the meaning of a difficult term. Another section of the paper where you can place
definitions is the introduction, that is, if the meaning of the difficult term is necessary for the
reader’s understanding of the major parts of the paper. But if the definition uses 200 words or more,
or it serves several purposes for the readers, its place must be in the Appendix (Lay, 2000).

Types of Definition

1. Informal Definition

Informal definition is also called a parenthetical definition or an in-text definition.

Appearing in the text in the form of a synonym, a phrase, or a clause, this informal definition is
distinguished or separated from other words in the sentence through a dash, a colon, or comma,
parenthesis, italics or bold face (Baraceros, 2011).

Examples (lifted from Barrot, 2015 and Baraceros, 2011):

Dash
ROM – Read Only Memory – is the special memory that can be read from but not
written into.

Parenthesis
A tumor (swelling) signaling the presence of cancer in one’s body is either
malignant or benign.
Thiamine (vitamin B) prevents from beri-beri and diseases of the nervous of the
nervous system.
35
Comma
(phrase) A triptych, a painting on three adjacent panels, is displayed at the lobby.
(clause) Farad, which is a unit of electricity capacity, sounds unfamiliar to the newly hired
electrician.

2. Formal Definition

A formal definition, also known as essential definition, has three parts: species, genus,
differentia. The species, also known as term, is the word to be defined. The genus is the group
or class to which the term belongs. The differentia is that part of the formal definition which
states the distinctive characteristics of the term, distinguishing it from other members of the
same class (Vicente, C., Wenceslawa, S., Ernani, M., and Gloria, S. (2004).

It can be schematized this way as presented in Table 5.1 (lifted from Vicente et al., 2004
and SRA Sourcebook, 1996):
Table 5.1. Some Examples of Formal Definition
Species Genus Differentia Formal Definition
A triangle is a plane figure bounded by three straight A triangle is a plane figure
lines having three angles. bounded by three straight lines
having three angles.

by which a source sends

a message to a receiver Communication is a process
Communication is a process by means of some by which a source sends a
channel to produce a message to a receiver by
response from the means of some channel to
receiver, in accordance produce a response from the
with the intention of the receiver, in accordance with
source. the intention of the source.

The species to be defined has to fall under a genus or class to exclude explicitly other
meanings that anyone may attach to the term. You need to determine and exactly name the
context or class to which the term belongs to indicate clearly the exclusion of any substitute
meaning. Thus, specifying the genus in the sentence definition is setting a boundary or limit that
will prevent the attachment of another meaning to the term. This is so for some words are
ambiguous or have multiple meanings (Baraceros, 2011).

Examples (lifted from Baraceros, 2011):

a. Cast – to throw a ball
to discard a card
to assemble data for a horoscope
to register votes
to give birth to a cow prematurely
artists in a play
undigested matter like bones, fur, etc.
addition of figures
a tinge of some color
a coil of sand passed by a ringworm

b. Bore – a deep hole made by drilling

a nuisance
the internal cylinder of a gun barrel
an uninteresting person

36
 a high-tidal wave
past tense of bear
to thrust the head forward and down

Failure to specify the class or group of the species or term will give the reader any meaning
among the ones enumerated in the dictionary. This confusion can be avoided by giving the term the
most narrowed or limited class instead of giving it a genus or group connotating general meaning
like these words – thing, value, or art (Baraceros, 2011).

In scientific and technical work, the formal definition is preferred because of the need for
more precision in its wording (Vicente et al., 2004).

Points to Remember when Preparing a Formal Definition as cited by Barrot (2015):

a. Avoid is when and is where expressions as a replacement for genus.
Example:
Ineffective: A library is where collections of books are stored.
Effective: A library is a building in which collections of books are stored.
b. Avoid circular definition.
Example:
Ineffective: Nazism is a form of socialism ruled by Nazis.
Effective: Nazism is a form of socialism manifested by racism and obedience to a forceful
leader.
c. Avoid defining the subject in a more complex language than the original.
Example:
Ineffective: Obdurateness means pachydermatous.
Effective: Obdurateness means unsympathetic.
d. Do not substitute the example for the definition. Example is best used for clarification, but it
does not define.
Example:
Ineffective: Republicans are people like Abraham Lincoln and Dwight Eisenhower.
Effective: Republicans refer to people who believe in a form of government ruled by law
and that is not a monarchy nor dictatorship. They are traditionally conservative like
Abraham Lincoln and Dwight Eisenhower.

3. Functional or operational definition

Functional or operational definition is used for procedures or phenomena that occur over
time. In experimental research, operational definition specifies the activities that researchers used to
measure a variable. In engineering, operational definition specifies the functions or workings of a
mechanism or process (Barrot, 2015).

Examples (lifted from Domingo, 2014):

1. Sex – whether male or female
2. Household member – immediate and extended relatives living with the respondent:
spouse, child/children, grandmother/grandfather, niece/nephew, in-law, cousin, and
others.
3. Financial literacy – is the level of understanding finance which can be shown by
saving effectively, managing money well and identifying business opportunity to
increase savings.

4. Extended (or amplified) Definition (Barrot, 2015)

Extended (or amplified) definition is a more detailed way of defining a term that is
usually composed of one or more paragraphs. It is used to explain technical, social, and economic
terms extensively.

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 Ways in amplifying a definition:
a. word derivation
b. exemplification and illustration
c. comparison and contrast
d. narration
e. description
f. classification
g. functional analysis
h. process
i. analogy
j. cause and effect
k. location

Forms of Definition

The following are different forms of definition as cited by Barrot (2015):

Definition by Synonym
A definition by synonym exists when a text contains words or phrases similar in meaning to
the unfamiliar word. Synonyms may be set off by commas, dashes, or parentheses.
Examples:
1. Peter seemed very condescending. He is so arrogant and snobbish.
2. Addiction is so harmful. It is so detrimental and should have been weeded by now.
3. When you present your report, make brief or concise.
4. The doctor told me to use my pollux (thumb) properly when holding a pen.

Definition by Contrast
A contrast or antonym exists when a word, phrase, or sentence indicates contradiction or
opposite meaning to the unfamiliar word. Words or phrases like although, but, despise, instead, in
contrast, unlike, however, even though, on the contrary, and conversely may signal definition by
contrast.

Examples:
1. The security guards should not infuriate the customers; rather, they should please
them.
2. Rina was ecstatic because she won the raffle, but Jake despaired because he lost.
3. Unlike the reluctant principal, the superintendent is more willing to support the
program.

Definition by Example
In some instances, authors provide examples to clarify a term. It is called definition by
example. Examples may be set off by colons and dashes. Words like such as, for example, for
instance, to illustrate, including, and consists of may signal definition by example.

Examples:
1. Planets, such as Venus, Mars, and Jupiter, are influenced by gravitational force.
2. Professor Mendiola applies stern rules for the written reports of his students. Margins
must be 1 inch in all sides; font style must be Arial; point 12; and spacing must be 1.5.
3. The authors were always remunerated for their books. For instance, Mrs. Lagdameo,
author of elementary English books, received P850,000 for her royalty two years ago.
The following year, she received P550,000.

Definition by Explanation

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 Definition by explanation provides hints about the meaning of an unfamiliar term through
explanation. Words that may signal an explanation clue are because and that is.

Examples:
1. Juliette became wistful because of her boyfriend’s death.
2. Filipinos who leave a sedentary life --- that is, those who sit all day watching TV and
sleeping relentlessly --- are advised by the doctors to be more physically active though
simple exercises.

Definition by Situation
The situation in which a word is used sometimes provides clues to its meaning. In some cases,
a meaning of a word varies depending on how and where it is used. Notice the changes in meaning
of the word trade.

Examples:
1. The trade was suspended between North Korea and the United States.
2. The book trade seemed to be successful.
3. Many vocational students need to learn the trade of welding.
4. Phentic Publishing is losing trade to its closest competitor.

Trade means buying and selling in the first example; means area of business or industry in the
second example; skilled occupation in the third example; and customers in the fourth example.

Definition by Direct Definition

In this form, a definition follows an unfamiliar word, which may be a word or a phrase.
Definitions may be set off by commas, or parenthesis or the term itself may be underlined or
rendered in boldface. Words like is, means, is defined as, and refers to may signal direct
definition.

Examples:
1. Prima facie means at first glance.
2. Many companies are downsizing, reducing the number of employees, in order to cut
operating costs during pandemic.
3. Her emaciation (thinness) worries her parents.

Placement of Definition (Barrot, 2015):

1. Glossary – a mini-dictionary placed at the beginning or end of a document.
2. Side bars – a supplementary definition printed at the side of the main text.
3. Information notes – are placed at the bottom of the page (footnote) or end part (endnote) of
the document.
4. Incorporated information - definitions are integrated into the sentences.
5. Appendix -a collection of relevant materials placed at the end of a document.
6. Introduction - first part of the document where definition can be written.

Understanding the Structural Features of a Technical Definition (Barrot, 2015)

Briefly reread the given technical definition and pay special attention to the structural features
by answering the questions below. Then, write your answers in one to two sentences only in your
Assessment Task 5-1.
1. How does the technical definition begin?
2. What organization does the technical definition follow? How is it structured?
3. How would you describe the style of technical definition?
4. How are the supporting details presented?
5. How does the language contribute to the clarity of the message?

39
 6. What transitional devices were used to signal technical definition?
7. How would you describe the conclusion? Is it effective or not?

Model of a Basic Technical Definition (Barrot, 2015)

The following parts show the structural model of basic technical definition:
I. Introduction
A. Background
B. Transition (Relevance of defining or understanding the term)
C. Thesis Statement
II. Body
A. Distinguishing Feature 1
B. Distinguishing Feature 2
C. Distinguishing Feature 3
D. Distinguishing Feature 4
E. Distinguishing Feature 5
III. Conclusion

Guidelines in Writing a Technical Definition (Barrot, 2015):

1. Focus on the purpose and consider the target reader.
2. Keep the definition as simple as possible without compromising accuracy.
3. Explain the relevance of understanding the term. Establish the need for definition.
4. Break the term into subcategories. Use one paragraph foe each of the distinguishing features.
Be sure to provide a clear topic sentence for each paragraph.
5. Provide sufficient details and clear examples. You may explain the etymology or origin of
the term and its history.
6. Incorporate the formal, informal, and extended definitions. Use informal definition for
simple terms, formal definition for complex terms, and extended definition of supporting
information.
7. Use an appropriate method of development for each distinguishing feature. You may use
narration, cause and effect, comparison and contrast, or classification whichever is
appropriate.
8. Write the complete details of the sources that you need.

Cohesive Devices for Definition (Barrot, 2015):

as defined for instance means to define
for example is defined as such as to illustrate

Exercise 1 (lifted from Barrot, 2015)

Write T if the statement is true and F if it is false. Answer this individually.
____ 1. Technical definition is a crucial document in understanding a concept or mechanism.
____ 2. Technical definition is usually written in a few sentences.
____ 3. Formal definition is appropriate for simple terms.
____ 4. Informal definition includes genus, species, and differentia.
____ 5. Circular definition is an effective strategy for definition.
____ 6. Operational definition is variable.
____ 7. Extended definition is the most detailed method of representing a term.
____ 8. Definition by synonym uses words like in contrast.
____ 9. Side bars are like a mini-dictionary placed at the end of a document.
____10. Endnotes and footnotes are separate materials from the main document.

Exercise 2 (lifted from Barrot, 2015)

Identify the form of definition used for each of the following sentences. Identify the word or phrase
that gives you an idea about the meaning of the underlined word. Answer this individually.
_______ 1. Parliamentary, a type of government, is more preferred over the presidential form.
_______ 2. Fruitarianism is a diet that includes fruits and berries, juice, nuts, legumes, and seeds.

40
_______ 3. During the zenith, or peak of her career, she did her best to help the poor.
_______ 4. Bogey, birdie, par are the terms used by rich individuals who play golf.
_______ 5. The three managers began to altercate over the proposal. This was not the first time that
they had a dispute over it.
_______ 6. The patient is so somnolent that she requires medication to help her stay awake for
longer periods.
_______ 7. Armando sought vengeance; he wanted to get back at his employers for the suffering
they had caused him.
_______ 8. Heinous crimes include murder and rape.
_______ 9. When you buy retainers from your dentist, it would cost you around P20,000.
_______10. All of those who have seen the beauty of Boracay would agree with me that the water
there is gauzy.

Lesson 2. Description

A. Mechanism Description (Barrot, 2015)

Mechanism description is a part-by-part depiction of the components of a mechanism or
equipment. A mechanism can be simple or complex, depending on the number of parts. Each part
has a specific function and all parts work together for a specific purpose. Mechanism description
also provides precise details about the features, appearances, or composition of the mechanism.
Such descriptions may appear in textbooks, operating manuals, specialized encyclopedias,
specification catalogs, trade books, professional articles, and sales literature (Barrot, 2015).

As cited by Barrot (2015), a subject for this kind of description can be any of the following
items:
1. Mechanism – electric fan, washing machine (any device with moving parts)
2. Location – electric power plant
3. Organism and organ – rabbit, zebra, heart, brain
4. Substance – tofu, insecticide, acrylic paint
5. Object – pencil, coin, figurine (any implement without moving parts)
6. Condition – a city after a tsunami; a car, after an accident
7. System – reproductive system, ignition system, alarm system

When you would like to describe a series of connected actions chronologically, you have to
write a description of a process in one paragraph or more depending on the complexity of the topic.
The outcome of the series of related actions being described is either a product, a natural
phenomenon, a mechanical process, or an effect of some kind (Lacia and Fabella, 2004).

There is a thorough description of equipment, gadgets, appliance, and other tools to help
the readers fully understand what the object is and how t functions. Professionals usually describe
different objects: a salesman demonstrating the use of an electronic calculator, a computer
engineering explaining a software, and a teacher differentiating communication models and
theories, etc. (Barrot, 2015).

Example of Description (lifted from Srivastava, 2002):

A seed germinates in this manner. Moisture softens the seed coat and swells the tissue of
the embryo. When the seed coat splits open, the embryo begins to grow. The root parts start
growing downward. In many plants, the seed leaves separate and start to rise from the ground. In
others, the seed leaves remain in the soil. Finally, the seed leaves dry up and a pair of tree leaves
take their place.

Read the following mechanism description before writing your own document. Bear in

41
mind the following questions (Barrot, 2015):

1. What is the purpose of this text?

2. Who is the target audience?
3. Has the writer achieved her/his purpose?

DESCRIPTION OF A MECHANICAL COMPUTER MOUSE

(Source: aprilrcooper.com/pdf/techdesc.pdf)

This mechanism description is intended for high school seniors who are training to become
volunteer computer lab assistants at a local elderly community center. They have a good deal of
experience using computer technology, including computer mouse, but have most likely never
examined how mice are put together or how they work.

They should know how the individual and combined parts of the mouse work in case they need
to repair it. Although familiar with how to use a mouse, they still need a simplified description of its
use so they help teach their clients who are unfamiliar with computer technology.

A mouse is an external computer hardware device that allows a user to control the motion
of a computer cursor and select objects on the screen by moving and clicking the device (Figure
5.1). During the 1980s, computer mice became the common way for people to interface with
personal computers after testing with various devices showed it to be the most convenient and
simple to use. The mouse works on the basic principle that the movement of the device is translated
into the movement of the cursor on the screen.

The name “mouse” was reportedly conceived by Doug

Engelbart during a conference lecture in 1961. His first design, in
1963, used rolling wheels inspired by mechanical area-measuring
devices called planimeters invented in the 1800s.

Figure 5.1: Computer mouse

The main parts of a mouse are the top casing, right- (Source: https://www.heraldic.cloudMEA/product/accessories/wired-
/)
click and left-click cover, scroll wheel, bottom casing, track mouse

ball, internal circuit board, connecting wire/cord, and plug.

The outer main parts of a mouse are shown below (Figure 5.2).

TOP CASING

Figure 5.2: Outer Main Parts of Mouse

(Source:
https://www.google.com/search)

On the other hand, Figure 5.3 shows the

detailed parts of a mechanical mouse and a cordless optical mouse.

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 Figure 5.3: Mechanical Mouse
(left) and Cordless Optical Mouse
(right)
(Source:
https://www.britannica.com/technology/input-output-device)

Top Casing
The top casing of a computer mouse is hard, curved sheet of plastic that is designed to fit
comfortably in the palm of the hand. It protects the inside parts of the mouse.

Right-click and Left-click Cover

The right-click cover is small, curved piece of plastic on the top front of a computer mouse.
It can be pressed to transport a signal to a receiver on a circuit board inside the mouse. The receiver
translates the mechanical action of “clicking” into instructions for the computer.

The left-click cover is a small, curved piece of plastic on the top front of a computer mouse
that can be pressed to transport a signal to a receiver on a circuit board inside the mouse. It is a
mirror of the right-click cover and also translates the mechanical action of “clicking” into
instructions for the computer. The left-click cover works effectively because it is wide enough to be
easily pressed by the user.

Scroll Wheel
The scroll wheel is a small wheel overlaid with rubber that is located between the right-
click cover and left-click cover. It connects to the internal circuit board through a system of tiny
gears. It is also positioned so that it can be easily turned by one finger. The scroll wheel allows the
user to navigate up and down in a user interface window.

Bottom Casing
The bottom casing is a hard shell of plastic located on the underside of a computer mouse it
protects the inner parts.
Track Balling
The track ball is a small rubber sphere on the underside by the mouse that can roll in any
direction as the mouse moves a surface. The movement of the track ball is captured through a
system of gears and translated to an electronic signal to control the motion of the pointer on the
computer screen.

Internal Screen Board

The internal circuit board is an electronic component of a copper sheet etched with
conductive pathways which connect different kinds of electronic equipment. The internal circuit
board is housed inside the protective covers of the mouse. It collects and translates information
from the user (clicking, scrolling, and moving) and sends it to the computer through the cord.

Cord
The cord is a bundle of connecting wires sealed in a plastic sheath that sends information in
electronic signals from the mouse to the computer. The cord is several feet long to allow it to reach

43
to the port on the computer and still give the user a wide range of motion to move the mouse.

Plug
A plug is a plastic- and metal- connecting piece at the end of the cord with prongs that
allow to fit into a computer port. The end of the plug is a round metal piece with pegs inside that
ensure a correct and snug fit in the proper port.

Operating Principle
The mouse works on the principle that the movement of the mouse translates directly into a
corresponding action of the cursor on the computer screen. The right and left buttons allow the user
to select or move objects on the screen. To use a mouse, a user simply rests the palm of his or her
hand on the curved top casing, with the index and middle fingers positioned over the front buttons
(Figure 5.4). When the user moves the mouse to the right, the ball underneath captures the motion
with its inner gears and translates it to an electronic signal on the simple circuit board. The board
then sends the signal along a group of wires through the cord and in port on the computer. A driver
on the computer then translates the signal into the appropriate matching motion on the screen. Thus,
pushing the mouse to the right will move the cursor to the right on the screen. The user can use the
mouse buttons to interact with objects on the screen. The user can use the mouse buttons to interact
with objects on the screen. Clicking the button depresses a receiver on the circuit board inside the
mouse, which in turn sends a signal through the cord to the computer. The scroll wheel works
similarly; when the user turns the wheel with a finger, gears capture the movement of the wheel and
circuit board sends the signal to the computer, telling to “scroll” in the interface window.

Conclusion
A mouse is a simple, easy-to-learn device for interacting with a computer that translates
actions of the user directly into movements and actions on the computer interface. It does require
some practice to learn the coordination of controlling the mouse, but once a person understands the
concept of how the mouse works, it is easy to control.

Figure 5.4. Proper Way of Using a

Mouse
Source:
http://intimecatalog.com/blog/)
Understanding the Structural Features of a Mechanism Description (Barrot, 2015)
Briefly reread the given mechanism description and pay special attention to the structural
features by answering the questions below. Then, write your answers in one to two sentences only
in your Assessment Task 5-1.
1. How does the mechanism description begin?
2. What organization does the mechanism description follow? How is it structured?
3. How would you describe the style of mechanism description?
4. How are the supporting details presented?
5. How does the language contribute to the clarity of the message?
6. What transitional devices were used to signal mechanism description?
7. How would you describe the conclusion? Is it effective or not?

44
Model of a Basic Mechanism Description (Barrot, 2015)
I. The following parts show the structural model of a mechanism description:
A. Intended audience
B. Statement of the purpose/function and/or formal definition
C. Overall description with illustration
D. Theory (if applicable)
E. Operation: who, when, where, and how
F. Main parts with labeled illustration
II. Main Parts
A. Description of first main part
1. Definition and/or purpose statement
2. List of subparts
3. Shape, dimension, weight, composition, texture, capacity, color
4. Material and finish
5. Relationship with other parts
B. Description of second main part
1. Definition and/or purpose statement
2. List of subparts
3. Shape, dimension, weight, composition, texture, capacity, color
4. Material and finish
5. Relationship with other parts
C. Description of third main part
1. Definition and/or purpose statement
2. List of subparts
3. Shape, dimension, weight, composition, texture, capacity, color
4. Material and finish
5. Relationship with other parts
III. Closing – may include one or more of the following:
A. Advantages and disadvantages
B. Optional uses and equipment
C. Other models
D. Cost and availability

Guidelines in Writing a Mechanism Description (Barrot, 2015)

1. Use a clear and limiting title.
2. Describe each part separately.
3. Compare the familiar aspects to unfamiliar ones through analogy.
4. Use highlighting techniques (heading, boldface, underlining) to describe each major
component.
5. Use appropriate graphics and illustrations.
6. Use spatial organization, if necessary.
7. Use appropriate description: photographic or impressionistic. Photographic description is
suited for factual, precise, and objective description. Impressionistic is more appropriate for
subjective, sales-oriented description.
Photographic Impressionistic
0.02 cm. thin
10 meters long
50 kg. heavy
grams light

8. Define highly technical terms if the intended readers have nontechnical backgrounds.
9. Indicate a range if the description varies.
Poor: A human heart usually weighs 10 oz.
Better: A human heart varies in weight from 8 to 12 oz.

45
Exercise 1 (lifted from Barrot, 2015)
Write T if the statement is true and F it is false. Answer this individually.
______ 1. A mechanism is any subject that is tangible.
______ 2. A mechanism description accurately presents the essential parts and their corresponding
functions.
______ 3. A mechanism description focuses on both the parts and their corresponding functions.
______ 4. A radio is an example of a substance.
______ 5. A book is an example of a system.
______ 6. The principle behind a mechanism is usually placed in the conclusion part.
______ 7. Main parts can be enumerated in the introduction.
______ 8. Each main part must be described in terms of color, size, dimension, and texture.
______ 9. Advantages and disadvantages should be presented in the introduction.
______10. Graphics can reinforce the description.

Exercise 2 (lifted from Barrot, 2015)

Think of an item that would fall under the category of mechanism below (preferably related to your
course). Write a one-paragraph description about the item you chose. After writing your individual
paragraph, exchange papers with your groupmate for feedback. Correct grammar and spelling. Use
copy editing and proofreading symbols. Answer this individually.
Mechanism: _____________________
Location: ________________________
Organism and Organ: _____________
Substance: ______________________
Object: __________________________
Condition: _______________________
System: _________________________

B. Process Description
Read the process description below before writing your own document. Bear in mind the following
questions (Barrot, 2015):

1. What is the purpose of this text?

2. Who is the target audience?
3. Has the writer achieved her/his purpose?

The Process of Digital Printing

In digital printing, files go directly from the creator to the press, computer-to-print. There
are two types of processes: fixed image data and variable image data printing. Digital printing with
fixed image data uses printing plates, while no plates or any other type of physical image carrier is
used with variable image data printing. In digital printing, with fixed image data, computer-to-press
system, the printing process is similar to that of offset printing. The image is created by laser
ablation of a silicone plate of aluminum or polyester. The presses use waterless offset litho
technology. In this description of digital printing, only the process with variable image data printing
is described.
As digital printing systems are constantly developing, there will be a lot of changes during
the next 10 to 15 years. Some of the more advanced machines can produce prints that can compete
with the traditional printing methods. An increasing number of jobs are moved from the traditional
printing processes, especially sheet-fed offset printing and screen printing.
There is a wide range of digital printing technologies, such as electrostatic,
electrophotography, magnetographic, ink jet, ion deposition, thermal transfer, and dye sublimation.
The electrophotography system and ink jet printing are the most widely used and the principles for
these methods are discussed as follows:

Electrophotography

46
 The electrophotographic process, also called xerography, is used in copy machines, laser
printers, and digital presses.

An electrostatic charge is applied to a photoconducting layer on a rotating drum. Near the

drum is a corona – a wire within a metal housing and attached to a high-voltage power supply.
When the power is turned on, the surface of the drum is charging.

The photoconducting layer is exposed to light from a laser or LED unit. The areas on the
charged drum that have been exposed with light lose their charges. Controlled levels of light from
the laser or LED unit define the image. More light exposure to the drum means more toners will be
applied to the area. Charged toner is then applied to the drum, adhering only to the image areas –
developing a latent electrostatic image on the drum. The toner is transferred from the charged drum
onto the final substrate. The toner is heat-fused onto the substrate to give the visible image.

There are systems that use either solid or liquid toners. In the liquid toner system, the
image is transferred from the drum to a heated blanket and then to the substrate, not directly to the
substrate as in the solid toner system.

Toners consist mostly of pigment, soot in the black toner or colorant, dispersed in
thermoplastic resins. Toner resins often soften and may flow at around 65 ℃ – 67 ℃. Liquid toners
consist of a pigmented toner and carrier, which normally consists of high-boiling aliphatic
hydrocarbons. Toner used for high speed laser printers and copiers are usually a two-component
system which consists of toner particles plus a charge control agent and 90% polymer binder, dry
lubricants, and cleaning additives such as zinc stearate and silicone oil.

Systems that use toners do not require solvents for cleaning the machines. Vacuum
cleaning or dry rags can be used.

Inkjet
From digitally supplied information, it is possible to produce one off-color prints of
varying sizes, but this can also be used to print n any shape or texture of substrate. It competes with
screen printing in many types of printed products.

Inkjet printers operate by directing small droplets of ink from nozzle onto the printing
substrate. There are different technologies applied to ink jet printers such as continuous inkjet and
drop-on-demand. There are different ways of producing the droplets such as piezoelectric, thermal
jet or bubble jet, and by hot melt. In a drop-on-demand system, drops of ink are produced only
when they are needed to form part of the image.

A continuous jet printer pumps ink through a nozzle towards the substrate to be printed.
After the ink has split into droplets, the droplets are given an electric charge. The droplets are given
an electric charge. The droplets then pass between two charged deflector plates. The charged ink
droplets can be directed onto the substrate and the drops of ink which have no charge are deflected
away into a recycling reservoir. There is one nozzle for each color.

A piezoelectric jet printer has a pumping membrane near the nozzle opening; this pumping
membrane moves with the help of a piezo crystal. Droplets are generated intermittently according to
the electronic signals received and forced onto the substrate.

A bubble jet printer uses a small heating element to create pressure droplets within the
reservoir. The ink boils, creating a bubble which forces an ink droplet through the nozzle and onto
the substrate.
A hot melt jet printer is an extension of the bubble jet principle. In a hot melt printer, the
ink is supplied as solid sticks of colored wax. The wax is melted into a reservoir where it is kept in
a fluid state by a heating element. The hot liquid ink is then directed onto the substrate. Once the

47
liquid ink reaches the substrate, it returns to its original solid state.

The process of digital printing varies depending on the technology used. Though digital
faces challenges, it has potential for improvements. To save energy, the equipment should have a
stand-by function when not in use. Used cartridges for powders and toners should be reused if
possible. Today, digital printing is said to be the cleanest technology solution of al printing
processes. It is increasing in importance and the systems will be faster and be able to compete with
other printing processes.
Source: http://ec.europa.eu/environment/ecolabel/ecolabelled_products/categories/pdf/
technicalannex1_nov03.pdf

Process Description (Barrot, 2015)

A process is a series of steps or actions that follow a sequence or an order. It may also occur in
various situations. It may be partially controlled by people such as in the printing of a book. Other
processes may be totally uncontrolled by humans like the metamorphosis of insects and the water
cycle. No matter what the situation is, a process must be accurately described and clarified. This is
the role of a process description. A process description is a precise and step-by-step explanation
of how somethings is/was performed or how it occurs/occurred. It allows the readers to understand
a process without necessarily performing it; hence, it is in a declarative form. It is usually written in
the third-person perspective. Process description is useful when you describe an experiment, when
you explain how a machine works, when you record the steps in product development, and when
you describe the events during a field test. In terms of format, process description may be written in
a paragraph form or as listed steps, or a combination of the two. Processes can be classified as
natural (how metamorphosis of insects and water cycle occurs), mechanical (how an iPad
operated), historical (how the 2011 Japan nuclear meltdown happened), organizational (assessing
the effectiveness of a reward system), and scientific (how in vitro fertilization takes place).

Below are the topics that will fall under this category as cited by Barrot (2015):
How digestion works
How instant coffee is made
How was the solar system formed
Life cycle of a star
how a baker makes a cake

Understanding the Structural Features of a Process Description (Barrot, 2015)

Briefly reread the given process description and pay special attention to the structural features
by answering the questions below. Then, write your answers in one to two 2 sentences only in your
Assessment Task 5-1.
1. How does the process description begin?
2. What organization does the process description follow? How is it structured?
3. How would you describe the style of process description?
4. How are the supporting details presented?
5. How does the language contribute to the clarity of the message?
6. What transitional devices were used to signal process description?
7. How would you describe the conclusion? Is it effective or not?

Model of a Basic Process Description (Barrot, 2015)

The following parts show the structural model of a basic process description:
I. Introduction
A. State the purpose and the intended audience of the process.
B. Define the process and/or the mechanism.
C. Explain the who, when, and where of the process.
D. List the tools or materials needed.
E. List the major steps of the operation.
II. Body

48
 A. Main Step 1
1. Sub-step 1
2. Sub-step 2
B. Main Step 2
1. Sub-step 1
2. Sub-step 2
C. Main Step 3
1. Sub-step 1
2. Sub-step 2
III.Conclusion
A. Summarize the functions of the mechanism and the major steps of the operation.
B. Explain its advantages, disadvantages, effectiveness, importance, or relationship to a
larger process.

Guidelines in Writing a Process Description (Barrot, 2015)

1. Know your purpose and your audience.
2. Use the declarative – not imperative – form.
3. Do not include unnecessary details.
4. Use flow charts for complex processes.
5. Arrange the body of the description chronologically.
6. Divide the process into main steps when necessary. Include heading and subheadings to
distinguish important details, particularly for long descriptions.
7. If the main steps contain sub-steps, list them first before explaining in details.
8. Describe special considerations and precautions in the body.
9. Observe parallel structure when using a list form.
10. Explain each step clearly and thoroughly.
11. Define unfamiliar terms.
12. Use appropriate transitional words and phrases. Avoid using repetitive connectors, so as not
to make your paper boring.

Cohesive Devices for Process Description (Barrot, 2015):

About Before In the meantime Prior to Tomorrow

After During Later Second Until
Afterwards Eventually Meanwhile Soon When
As soon as Finally Next Then Yesterday
at First Next week Till
At this point Immediately presently today

Exercise 1 (lifted from Barrot, 2015)

Write T if the statement is true and F if it is false. Answer this individually.
______ 1. A process can be totally uncontrollable by humans.
______ 2. A process description employs spatial arrangement.
______ 3. A process description uses the imperative form.
______ 4. A paragraph form may be used for a process description.
______ 5. A process description can be written without any purpose.
______ 6. A flow chart is a helpful tool in simplifying a complex process.
______ 7. Headings should not be used for longer process description.
______ 8. Define the process in the body of your process description.

49
______ 9. Discuss the benefits of the process description in the introduction part.
_____10. “Finally” is always used to signify the end of the process.

Exercise 2 (lifted from Barrot, 2015)

Identify whether each of the following topics involves process description. Write PD if it involves
process description and N if it does not. If the topic involves process description, write its type
(historical, scientific, mechanism, natural, organization) beside PD. Answer this individually.
______ 1. How the heart functions
______ 2. How a tsunami occurs
______ 3. The story of a great hero
______ 4. Fixing a car battery
______ 5. Making coins
______ 6. Evaluating a manager
______ 7. Understanding what freedom is
______ 8. How cancer is treated medically
______ 9. How laptop computer is developed
______ 10. How Barack Obama became the U.S. President?

Lesson 3. Classification

Vicente et al. (2004) define classification as a systematic process of dividing material into
kinds of classes. It involves not only dividing the subject into its constituent classes but also
grouping similar units in a subclass which in turn falls under a larger class.

Lacia and Fabella (2004) mentioned that its purpose is to break down information into parts
in order to simplify a concept or to explain a series of things by discussing their individual parts.
The effectiveness of classification depends upon the following principles:
1. Classify consistently on a single basis which points to a fundamental distinction among the
members of a class. For example, the characteristics of paper may be divided into physical,
optical, chemical, electrical, and microscopical properties.
2. The basis of classification should further the purpose controlling it. Librarians, for instance,
classify books by subjects, not color nor size, because readers are more interested in their
contents. In choosing profitable sites for shopping centers, classifying them by location, size of
trading area, and population should be the primary considerations.
3. Classifications should not overlap. Be sure that each species is distinct and separate from all the
others. Classifying reports as information, performance, research, recommendation, and
investigation is not a satisfactory way because an information report may also be considered a
research or recommendation report. A better method of classifying them would be according to
their style, formal and informal or according to frequency of issue, monthly, quarterly, semi-
annually, and annually.
4. Name all the species according to a given basis. A complete classification means presenting
every known species. At times, however, it may be feasible to exclude some, in which case it is
important to inform the reader just what the limitations are in the classification being presented.
For example: a classification of the most frequently used processes in the fabrication of plastic
articles in the Philippines may be stated as “the most widely used methods in the manufacture
of plastic articles in the Philippines are: 1) Molding, 2) Extrusion, 3) Coating, 4) Thermo
forming.” In this statement two limitations are made: processes not frequently used are not
discussed; and the discussion is limited to those which are prevalently used in the Philippines
(other countries may favor other processes).

Example of Classification (lifted from Lacia and Fabella, 2004):

Here in the Philippines, there are several vitamin deficiency diseases which are prevalent
among Filipino children. Kwashiorkor is one of those deficiency diseases. It is characterized by

50
edema or swelling of the lungs, skin pigmentation, flabby, muscles and face, and colored hair. This
disease is caused by deficiency in protein.
Another deficiency disease is anemia which is caused by severe deficiency in iron. The
person becomes weak, pale, sluggish, and dizzy.
Xeropthalmia, on the other hand, is an eye disease due to deficiency in Vitamin A. It
results to night blindness if untreated.

Understanding the Structural Features of a Classification (Barrot, 2015)

Briefly reread the given classification and pay special attention to the structural features by
answering the questions below. Then, write your answers in one to two 2 sentences only in your
Assessment Task 5-1.
1. How does the classification begin?
2. What organization does the classification follow? How is it structured?
3. How would you describe the style of classification?
4. How are the supporting details presented?
5. How does the language contribute to the clarity of the message?
6. What transitional devices were used to signal classification?
7. How would you describe the conclusion? Is it effective or not?

Exercise 1 (lifted from Barrot, 2015)

Think of an item that would fall under the category of classification below (preferably related to
your course). Write a one-paragraph description about the item you chose. After writing your
individual paragraph, exchange papers with your groupmate for feedback. Correct grammar and
spelling. Use copy editing and proofreading symbols.
Classification: __________
Location: _____________
Organism and Organ: _____________
Substance: ______________
Object: __________________
Condition:________________
System: _________________

Now, you have learned the basic writing techniques in technical writing such as definition,
description of mechanism, description of processes, and classification. A piece of writing of any
length usually employs a combination of these methods. Seldom do these methods appear alone as
cited by Vicente et al. (2004).

Assessment Task 5-1

As an individual or as a pair OR GROUP, do the following:

1. Apply the three basic techniques in technical writing using one topic or different
topics.
a. Identify the techniques used.
b. Explain also what method/s and form/s of definition did you use?
c. What cohesive devices did you use?
2. Have
Write your answers here.
a target audience such as children, college students, out-of-school youth, farmers,
fisherfolks, women, business executives, mothers, etc. As you do this, identify the 6
components.
3. Create a situation that you will use for your composition by identifying the 6
components:
Context:
Purpose:
Product: 51
Audience:
Message:
Language:
 Summary

Definition, classification, and process are essential techniques that are used generally for
technical writing (Lacia and Fabella, 2004). Provided in the discussions were definitions,
examples, outlines, and guidelines of the technical writing techniques.

REFERENCES

Books
Baraceros, E. (2011). Technical writing in this era of globalization and modern technology. Rex
Book Store.
Barrot, J. S. (2015). Technical writer’s survival kit. C & E Publishing, Inc.
Lacia, F. and Fabella M. (2004). Enhancing basic research and writing skills. Rex Book Store, Inc.
Vicente, C., Wenceslawa, S., Ernani, M., and Gloria, S. (2004). Technical writing. Revised edition.
UNI-ED Incorporated.
Websites
Description of a mechanical computer mouse. (n.d.). aprilrcooper.com/pdf/techdesc.pdf.
The Process of Digital Printing (n.d.)
http://ec.europa.eu/environment/ecolabel/ecolabelled_products/categories/pdf/
technicalannex1_nov03.pdf.
Srivastava, L. M. (2002). Seed Germination, Mobilization of Food Reserves, and Seed Dormancy.
Department of Biological Sciences, Simon Fraser University, Burnaby, British Columbia,
Canada. https://doi.org/10.1016/B978-012660570-9/50161-1.

Dissertation
Domingo, O. J. (2014). Communication, financial literacy and performance in loans and savings
program: The Case of Ahon sa Hirap, Inc. (Unpublished doctoral dissertation). University of
the Philippines Los Banos, College, Laguna.
Module 6
Business Letters

Introduction

Time is gold in the business world, thus businessmen need one instrument that can
make them iron out business deals or negotiations at once. This instrument is none other than the
business letter, the backbone of business (Baraceros, 2000).

According to Barrot (2015), writing correspondences is an essential activity of business,

academic, or industrial entities. Correspondences or technical reports usually aim to educate and
convince their audience. They also have specific leverage over verbal communication such as the
following:

52
 1. The writer has time to think thoroughly about the message he/she wants to convey.
2. Written communication is more accessible and can be retrieved by the reader at any time
convenient to her/him.
3. The writer can present a detailed message.
4. The writer can document and file a written communication.

Learning Outcomes

At the end of this module, the learner should be able to:

1. discuss the definition and principles in writing business letters;
2. identify the different parts of a letter;
3. point out the characteristics of a good business correspondence;
4. make business letters such as inquiry and reply, request, and job application and
resumé;
5. apply the basic techniques and styles in writing business letters; and
6. criticize each other’s student outputs by using the rubric.

Lesson 1. Business Letter

A business letter is a written device that is used to transact business which cannot be
conveniently conducted orally (Vicente et al., 2004). As mentioned by Barrot (2015), an efficient
business letter obtains the normal response from the reader. This can be done by using precise,
polite, and detailed writing technique. A business letter serves many purposes: for sales efforts,
complaints, information dissemination, relation building, and problem solving.

Lesson 2. Characteristics of a Business Letter

The 8 C’s of a business letter (Van Baren, 2019):

1. Clarity
The purpose of the letter and words used within the text should be clear. Clearly state your
point near the beginning to allow the reader a clear understanding of the letter’s purpose.

2. Conciseness
This means stating an idea in the fewest words possible. Avoid using extra words in a
business letter. Do not add superfluous information or extra words to fill space. Simply
state the information that is important and pertinent.

3. Consideration
A business letter should always be considerate. This element is important because you
must think about the reader and his feelings and point of view. Make the letter about
her/him and not about you.

4. Courtesy
Business letters should show respect to the reader. It should demonstrate the writer’s
personal respect to the reader and the company he works for.

53
 5. Concreteness
Concreteness refers to using vivid, specific words that appeal to the reader’s senses. If a
business letter is dull, the reader may skim through, missing important points.

6. Cheerfulness
When writing a business letter, demonstrate a positive attitude that expresses joy and cheer.

7. Correctness
A business letter must always be accurate. This means ensuring every word within the
document that contains accurate facts and figures. This includes proofreading the letter to
check grammar and spelling before sending it.
8. Character
Every business letter should show a bit of uniqueness from the writer. This gives the letter
character to make it more interesting.

Lesson 3. Parts of a Business Letter

The parts of a business letter are the following as cited by Barrot (2015):
1. Letterhead – identifies the writer, her/his address, and contact numbers
2. Date – placed between the letterhead and the inside address. Never use plain numerals for
dates to avoid confusion. Instead of using 01/02/11, use January 2, 2011 or 2 January 2011.
3. Inside address – identifies the reader’s name, position and company, an address. It should
be placed immediately below the date.
4. Attention line – is used when the writer wishes to address the whole company but wants to
bring the subject or topic of the letter to the attention of a particular person in the company.
You may use either of the two formats:
Attention Dr. Gilda Cores
Attention: Dr. Gilda Cores
5. Salutation – the writer’s greeting to the reader. It can appear in different formats like:
Dear Sir:
Sir:
Dear Mr. Santiago:
6. Body – contains the message of the letter. Paragraphs are single-spaced internally but
double-spaced to separate paragraphs. If the letter is too short, the body can be double-
spaced and triple-spaced to separate paragraphs.
7. Complimentary close – is an expression used to end a letter. Expression used reflects the
level of formality of the complimentary close (Merriam-Webster’s Guide to Business
Correspondence, 1996):
Highly Formal Respectfully yours,
Respectfully,
Very respectfully,

Polite and Formal Very truly yours,

Yours very truly,
Yours truly,

Less Formal Sincerely yours,

54
 Yours,
Cordially yours,

Informal and Friendly As ever,

Best regards,
Kindest regards,
Regards,

Beare (2019) said that for clients who are not on a first-name basis with, use:

 Yours faithfully (if you don't know the name of the person you're writing to)
 Yours sincerely, (if you do know the name of the person you're writing to.

Furthermore, he said that if you are on a first-name basis, use:

 Best wishes, (if you're acquaintances)

 Best regards or Regards (if the person is a close friend or contact)

8. Signature block – includes the signature and the typed name of the sender. The typed name
can be in all caps (HARRY DUMAS) or in sentence case (Harry Dumas). The space for the
signature should be three to five lines.
9. Identification initials – indicates the typist’s initials if the sender is not the one who
personally typed or encoded the document.
10. Postscript or PS – emphasizes something explicitly stated in the body of the letter.
Example:
P.S.
The pictures and the cheque are in the red thin envelope.
11. Enclosure notation – are the attachments to the letter. It can be written in the flowing
formats:
Enclosures (2)
Enclosure
Enc. / encl.
12. Copy notation – indicates the name of the secondary recipients of the letter. It is indicated
by cc: which means carbon copy or courtesy-copies.

55
 Laguna University
Laguna Sports Complex, Brgy. Bubukal
Santa Cruz, Laguna

July 14, 2020

DR. COLEGIO S. GASCON

Vice President for Academic Affairs
Full Block Format Laguna University
Santa Cruz, Laguna
Letterhead
Attention: Prof. Rachelle E. Abella
Faculty

Date Dear Vice President Gascon:

(2-3 spaces) Xxxxxx!
Inside Address
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
(2-3 spaces) xxxxxxxxx.

Attention Line Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

(2-3 spaces) xxxxxxxxxxxxxxxxxxxxxxx.
Salutation Xxxxxxxxxxxxxxxxxxxxxxxxx.
(2-3 spaces)

Body
Sincerely yours,
(single space)
( 2 spaces between Olga J. Domingo
paragraphs) OLGA J. DOMINGO
Faculty-in-Charge

OJD: EER
Complimentary Close (3-4 P.S. Xxxxxxxxxx
spaces for signature) Encl. Xxxxx
Penned Signature
cc: file
Written signature OJD

(2-3 spaces)

Identification Line
Postscript
Enclosure
Carbon copy notation
56
 Laguna University
Laguna Sports Complex, Brgy. Bubukal
Sta. Cruz, Laguna

J
July 14, 2020

Modified Block Format DR. COLEGIO S. GASCON

Vice-President for Academic Affairs
Letterhead Laguna University
Sta. Cruz, Laguna

Dear Vice-President Gascon:

Date Xxxxxx!
(2-3 spaces)
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Inside Address
xxxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
(2-3 spaces) xxxxxxxxxxxxxxxxxxxxxxxx.

Salutation Xxxxxxxxxxxxxxxxxxxxxxxxx.
(2-3 spaces)
Sincerely yours,

Olga J. Domingo
Body
(single space) O
(2 spaces between each OLGA J. DOMINGO
paragraph) Faculty-in-Charge

OJD: EER
Complimentary Close (3-4 P.S. Xxxxxxxxxx.
spaces for signature)
Encl. xxxxx
Penned Signature
cc: file
Written signature OJD

(2-3 spaces)

Identification Line

Postscript

Enclosure
57
Carbon copy notation
Semi-block Format

58
 Letterhead

(2-3 spaces)
Laguna University
Laguna Sports Complex, Brgy. Bubukal
Date Sta. Cruz, Laguna

Inside Address July 14, 2020

PROF. RACHELLE E. ABELLA

Faculty
(2-3 spaces)
Laguna University
Attention Line
(2-3 spaces) Sta. Cruz, Laguna

Attention: Dr.Colegio S. Gascon

Salutation Vice-President for Academic Affairs
(2-3 spaces)
Dear Prof. Abella:
Body Xxxxxx!
(single space)
( 2 spaces between Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
paragraphs)
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxx.

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Complimentary Close (3-4 Xxxxxxxxxxxxxxxxxxxxxxxxx.

spaces for signature)
Sincerely yours,
Penned Signature
Written signature
Olga J. Domingo
(2-3 spaces)
OLGA J. DOMINGO
Faculty-in-Charge
Identification Line

Postscript OJD: eer

Enclosure P.S. Xxxxxxxxxx
Enc. :xxxxx
Carbon Copy Notation
cc: file
OJD

Lesson 4. Types of a

59
Business Letter

Our discussion will only limit about certain types of letters. The following are the types of
business letter as cited by Casela and Cuevas (2010).

1. Inquiry and reply - A letter of inquiry is a request for information that the writer
believes the reader can provide. Regardless of its subject, the objective is to get the
reader to respond with an action that satisfies the inquiry. That latter is contained in
the reply letter. The action taken can benefit either the writer or the reader, and
sometimes both.
2. Request – A letter of request is a letter in which one person asks another person or
group of people to grant a specific demand or respond to an inquiry or
appeal. Request letters should be brief, polite and to the point.
3. Job application letter and resumé – An application letter is a letter in which a
person applies for a work in an office, attached to it is her/his resume or curriculum
vitae. Resumé is a written sales tool that contains contact section, resume profile,
objective or summary, experience, education, and skills. Optional parts to include
are awards, languages spoken, community service, and hobbies.

Lesson 5. Guidelines in Writing a Business Letter

The following are the guidelines in writing a business letter as mentioned by Barrot (2015):

1. Present your ideas clearly.

2. Arrange your ideas logically.
3. Use direct and tactful tone.
4. Use active voice as much as possible.
5. Focus on the readers by using the “you” approach.
6. Use correct format, punctuation, spelling, and grammar.
7. Specify the name of the receiver of the letter. However, if it is impossible to get the
name of the receiver of the letter, use a generic title (e.g. Dear Sales Director).
8. Leave three to five blank lines for your signature. Then type, your name.

Assessment Task 6-1

Direction: Prepare inquiry and reply letter, request letter, and job application
and resumé. Again, always remember to apply the 3 stages of technical writing, copy editing
and proofreading symbols, and the characteristics of a business letter. There is peer
correcting and rubric to use. Make your own letters. Do not copy your letters from the
internet.

Summary

60
 A business letter is a written type of communication used to transact business which cannot
be conveniently conducted orally (Vicente et al., 2004). As mentioned by Barrot (2015), this can be
done by using precise, polite, and detailed writing technique. A business letter serves many
purposes like for the sales efforts, complaints, information dissemination, relation building, and
problem solving. Its parts are letterhead, date, inside address, salutation, body, complimentary
close, signature block, and notations. Some business letters can be used for inquiry and reply,
request, and application. The 8 C’s of a business letter are clarity, conciseness, consideration,
courtesy, concreteness, cheerfulness, correctness, and character (Van Baren, 2019).

REFERENCES

Books
Baraceros, E. (2000). Communication skill II: Developing basic research and writing skill. Rex
Book Store.
Barrot, J. S. (2015). Technical writer’s survival kit. C & E Publishing, Inc.
Casela, N. and Cuevas, G. (2010). Developing technical writing skills towards meeting academic
challenges. Books Atbp. Publishing Corp.
Lacia, F. and Fabella M. (2004). Enhancing basic research and writing skills. Rex Book Store, Inc.
Complimentary close (1996) in Merriam-Webster’s Guide to Business Correspondence.
Vicente, C., Wenceslawa, S., Ernani, M., and Gloria, S. (2004). Technical writing. Revised
edition.UNI-ED Incorporated.

Websites
Beare, K. (2019). How to format and write a business letter. Retrieved from
https://www.thoughtco.com/business-letter-basics-1209018
VanBaren, J. (2019). What are the 8 C's of a business letter? https://bizfluent.com/info-8396664-8-
cs-business-letter.html

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 Module 7
Memo and Email

Introduction

Technology has changed not only the way messages are produced and transmitted,
but also the way readers react to documents. Electronic mail or popularly known as email allows
a person to write, edit, and send messages via the computer where there is paperless (Casela and
Cuevas, 2010).

Learning Outcomes

At the end of this module, the learner should be able to:

1. explain the definition and guidelines in writing memo and email;
2. identify the different parts of a memo and email;
3.differentiate letter, memo, and email; and
4.analyze prepared memo and email following the guidelines.

Lesson 1. Memo and Email

According to Casela and Cuevas (2010), memo or memorandum comes from the Latin term
memorare which means “to remember.” It is a form of letter typically used for communication
inside the business organization. It is a written message exchanged by employees in the conduct of
their work.

Memo is an internal communication of the company. It is used to inform or persuade

people in the company. It follows an inverted pyramid structure; that is the most important
information comes first (Barrot, 2015).

On the other hand, email or electronic mail is a communication tool that consists of a
network of wires and electronic signals. It allows a person to write, edit, and send messages via
the computer where no paper is used. A message can be sent to an individual or a group, and
when the recipient signs on to his computer, he is notified that a message is waiting for him
(Casela and Cuevas, 2010).

In an article published by Doist (n.d), synchronous communication means that the

recipient displays the full text of the message, read it, and responds to it immediately in real time.
However, he has a choice. He may not respond to the sender immediately. It is called
asynchronous communication, or async for short.

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 According to Kolin (2006), making communication is so quick and easy, email is the “life
blood of almost any business company or organization.”

Lesson 2. Guidelines in Writing a Memo

The following are the guidelines in writing a memorandum as mentioned by Barrot (2015):
1. Use bullets, numbers and letters to list information.
2. Use a positive tone, active verbs, and concise words.
3. Use headings to highlight topics.
4. Eliminate grammatical and typographical errors.
5. Use correct format.
6. Sign beside or above your typed name (sender).
7. Flush left the To, from, Date, and Subject lines.
8. Conclude the memo by simply saying Thank you or by giving a directive (e.g. For
your compliance, For your immediate action.)

Lesson 3. Parts of a Memo

Parts of the memo are the following as cited by Barrot (2015):

1. Letterhead – identifies the writer, her/his address, and contact numbers
2. Date line – serves as chronological record for reference purposes.
3. “To” Line – indicates the name and title of the receiver.
4. Attention line – is used when the writer wishes to address the whole company but wants to
bring the subject or topic of the letter to the attention of a particular person in the
company.
5. “From” Line – indicates the name of the sender.
6. Subject Line – announces the main content or topic of the memo. The word Subject is the
preferred than the old term Re.
7. Body – contains the message of the letter.
8. Identification initials – indicates the typist’s initials if the sender is not the one who
personally typed or encoded the document.
9. Enclosure notation – are the attachments to the letter.
10. Copy notation – indicates the name of the secondary recipients of the letter

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Format 1 (lifted from Barrot, 2015)

LETTERHEAD
MEMO No. 2020-01
Date: September 28, 2020

To: Ms. Glenda Hutamares

HRD Manager

Harry Dumas
From: Harry Dumas
Managing Editor, Editorial Department
Subject: Request for Salary Increase Upon Regularization
____________________________________________________________________________
Upon reviewing the overall performance of Ms. Rema Galarin, I highly recommend that she be given a
10% salary increase (or a salary increase commensurate to her performance) from the point she was
conferred with regular status. As indicated in the Performance Evaluation and Feedback Guide dated
April 7 and September 7, 2020, Ms. Galarin has consistently obtained high scores and very satisfactory
remarks.

On top of her performance rating, Ms. Galarin religiously renders overtime work as needed and
consistently meets deadlines.

Thank you.

fgm
encl.
cc: Florence Gilas, President
Lloyd Nomer Cadayona, Manager

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Format 2 (lifted from Barrot, 2015)

LETTERHEAD

MEMO No. 2020-01

TO: Ms. Glenda Hutamares

HRD Manager

FROM: Harry Dumas

Harry Dumas
Managing Editor, Editorial Department

SUBJECT: Request for Salary Increase upon Regularization

DATE: September 28, 2020

________________________________________________________________________
Upon reviewing the overall performance of Ms. Rema Galarin, I highly recommend that
she be given a 10% salary increase (or a salary increase commensurate to her
performance) from the point she was conferred with regular status. As indicated in the
Performance Evaluation and Feedback Guide dated April 7 and September 7, 2020, Ms.
Galarin has consistently obtained high scores and very satisfactory remarks.

On top of her performance rating, Ms. Galarin religiously renders overtime work as
needed and consistently meets deadlines.

Thank you.

fgm
encl.

cc: Florence Gilas, President

Lloyd Nomer Cadayona, Manager

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Lesson 4. Guidelines in Writing an Email (Barrot, 2015)

The following are the guidelines in writing an email:

1. Connect the subject line tour reader’s needs and interest.
2. Keep the subject line short and simple.
3. Be accurate in typing the email address of the recipient.
4. Make the name of the attached filename meaningful. Instead of using “jsbletter,” use
“jessibarrot-cover letter.”
5. Keep the message brief and straightforward.
6. Never use all caps for the main text.
7. Never publish an email without the permission of the creator.
8. State your business in the first sentence of the text.
9. Use standard memo format.
10. Maintain professionalism even if the email is less formal than a memo and a letter.
Observe certain level of formality. Be careful in using emoticons and informal jargons like
LOL and BRB.

Lesson 5. Parts of an Email (Casela and Cuevas, 2010)

1. “From” Line – indicates the name of the sender.

2. “To” Line – indicates the name and title of the receiver.
3. Copy notation – indicates the name of the secondary recipients of the letter
4. Date line or Sent – serves as chronological record for reference purposes.
5. Subject Line – announces the main content or topic of the memo. It is the preferred than
the old term Re.
6. Salutation - the writer’s greetings to the reader
7. Body – contains the message of the letter.
8. Closing or Complimentary Close - is an expression used to end a letter. Expression used
reflects the level of formality. Most emails end with just the writer’s name especially when
the sender and the receiver are acquaintances. The conventional complimentary closes
(Sincerely, Truly yours) in traditional letters are not usually practices, but are useful in
formal business relationships.
9. Enclosure notation – are the attachments to the letter.

Format 1 (lifted from Barrot, 2015)

From: BDO Consumer Lending Group <bdoloans@bdo-

clg.com>
To: Olga Jara Domingo
Cc:
Sent: Jun 5, 2020, 4:18 PM
Subject: Status of your Auto Loan Application
Dear Olga Jara Domingo,
Greetings!
Thank you for your interest in taking an Auto Loan with 80
BDO. Your loan application is now in process. We will
keep you updated on its status.

Sincerely,
Lesson 6. Differences of Letter, Memo, and Email

Let us study the differences of letter, memo, and email as shown in Table 6.2.

Table 6.2. Differences of Letter, Memo, and Email (Source: Memo, letter, and email: Use and
formatting.pptx. (n.d.)
Memo Letter Email
Receiver Internal External Both
Tone Less Formal More Formal Varies
Salutation and Close None Both Varies
No. of Topics 1 topic only 1 or more topics 1 or more topics
Enclosure Notation “Enclosure” “Enclosure” “Attachment”
Heading Yes No Yes
Medium Paper/ Computer Paper/ Computer Computer

Assessment Task 7-1

1. Get two different copies of each of a memo and an email

(could be one that you received from somebody). Do a critical
analysis and evaluation of these memos and emails vis-à-vis you
have learned about writing memo and email.
2. Correct the documents to improve them, if necessary.

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 Write your answers here.

Summary

Memo or memorandum is a form of letter typically used for communication inside the
business organization (Casela and Cuevas, 2010). It is an internal communication of the company
(Barrot, 2015).

Email or electronic mail is a communication tool that consists of a network of wires and
electronic signals (Casela and Cuevas, 2010). According to Doist (n.d), synchronous
communication means that the recipient responds immediately in real time. In contrast,
asynchronous communication or async for short means the recipient does not respond to the sender
immediately.

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 REFERENCES

Books
Barrot, J. S. (2015). Technical writer’s survival kit. C & E Publishing, Inc.
Casela, N. and Cuevas, G. (2010). Developing technical writing skills towards meeting academic
challenges. Books Atbp. Publishing Corp.

Websites
Doist. (n.d.). Asynchronous Communication: The Real Reason Remote Workers Are More Productive.
https://blog.doist.com/asynchronous-communication/.
Memo, letter, and email: Use and formatting.pptx (n.d.). mde.instructure.com.

- END OF MODULE FOR THE MIDTERM PERIOD -

EXAMINATION FOR MIDTERM PERIOD IS ON APRIL_____, 2021.
PLEASE SEE YOUR SPECIFIC SCHEDULE FOR THIS COURSE.
DO NOT FORGET TO TAKE THE EXAM AS SCHEDULED.

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