Passi City College

Passi City, Iloilo

SCHOOL OF BUSINESS MANAGEMENT

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GE- Purposive Communication Module No: 7
 Passi City College
Passi City, Iloilo

SCHOOL OF BUSINESS MANAGEMENT

GE 2 -Purposive Communication

MODULE 7
Communication Across Professions GE 2

Purposive Communication
Module Overview:
This module covers the different genres across professions, how to write
business letters, memoranda, minutes of the meetings, business proposals and
social media channels.
JOEVENELLE P. MALLORCA
Module Outcomes Instructor
At the end of the module the learner should have:
Module  identified the various genres used across professions
 show understanding of the structure of various genres used across

7
professions
 evaluates critically a business proposal, a genre used across
professions.

Module Content
A. Written Modes of Professional Communication
a. Genres Across Professions
b. Business Letters, Memoranda, Minutes of Meetings
c. Business Proposals
d. Social Media Channels

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GE- Purposive Communication Module No: 7
Engage
With the advent of technology, many communication materials that
were not present before now abound. How do these communication materials
differ in format from those that are written or prepared traditionally?

GENRES ACROSS PROFESSIONS

Different professions
use different genres.
However, you will note that
there are communication
materials that cut across
professions. They
communicate important
information about a certain
organization, event or
individual.
Some of these
communication materials are the memoranda, minutes of meetings, business letters
and business proposals. Moreover, with the advent of technology, there are now
new forms of communication materials using social media channels such as
Facebook, Twitter, LinkedIn, etc. All of these communication materials are
considered as genres and they cut across the different professions and/or disciplines.

BUSINESS LETTERS, MEMORANDA, MINUTES OF THE MEETINGS

 Business Letters
Letters according to Bovee & Thil (2010) are brief messages sent to
recipients that are often outside the organization. They are printed on
letterhead paper, and represent the business or organization in one or two
pages. Shorter messages may include emails or memos, either hard copy or
electronic, while reports tend to be three or more pages in length. Business
letters are a common form of writing in any organization.

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GE- Purposive Communication Module No: 7
 Parts of a Business Letter

1. Heading/ Conventional Heading/ Return Address

- includes the address of the writer and the date when the letter is
written. This is your address where someone could send a reply. A
modern heading uses the company's stationery which bears the
company's logo, address, telephone number and other information.
The date when the letter is written is simply indicated.

2. Inside Address
- indicates the name of the recipients of the letter, his/her
designation/position in a company or organization, and the company's
address. It is also possible that the recipient has no business or
company affiliation. In this case, the letter writer merely indicates the
recipient's address.

3. Greeting/Salutation
- a common salutation may be "Dear Mr. (Full Name)". But if
you are unsure about titles (i.e., Mrs., Ms., Dr.), you may simply write
the recipient's followed by a colon. A comma after the salutation is
correct for personal letters, but a colon should be used in business.

4. Body
-if you have a list of a points, a series of facts, or a number of
questions, they belong in the body of your letter. Normally it has three
paragraphs, the first of which provides the reason of writing. The
second paragraph gives more specific details about the information
provided in the first paragraph while the last paragraph emphasizes the
reason of writing and expresses gratitude to the reader for taking time
out to read/review the letter.

5. Complimentary Close
- closing statements are normally placed one or two lines under
the conclusion and include a hanging comma, as in Sincerely.

6. Signature

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GE- Purposive Communication Module No: 7
 -five lines after the complimentary close, you should type your
name (required) and, on the line below it, your title (optional).

Template of a business letter with a conventional heading and utilizing the

purely block format:

186 Int. Dolores Street

Arnaiz Avenue CONVENTIONAL HEADING

Pasay City
DATE
January 3, 2022

Mr. David Ruiz

Proprietor
INSIDE ADDRESS
Zenith Enterprises

28 Dart Street

Paco, Manila

SALUTATION

Dear Mr. Ruiz:

_____________________________________________________________________________________
_____________________________________________________________________________________
BODY OF THE LETTER
_____________________________________________________________________________________

_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
________.
Sincerely yours, COMPLIMENTARY CLOSE

SIGNATURE ABOVE TYPED/ PRINTED NAME

Joevenelle P. Mallorca

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GE- Purposive Communication Module No: 7
 Business Letter Sample:

Name of Company

Address of Company

City, State Zip Code

January 5, 2022

Name of Representative

Title of Rep

Name of Company

Address of Company

City, State Zip Code

Dear Representative Name:

I am writing you concerning a recent purchase of promotional items.

Approximately two weeks ago, on December 22, 2021. I ordered a total of 500 promotional items for
Company, Inc. via the Promotional item’s webpage. I received an email notification within three
hours confirming the receipt of payment via credit card and the prompt shipment of promotional
items. Your website indicated, shipments should reach their destination within 3-5 business days of
being sent, but I am eagerly waiting to receive the promotional items. Do you have any information
I have
on whatworked withhappened
may have name of company beforeorand
with shipment havethe
where confidence
shipmentinisyour product lines and excellent
located?
customer service. The shipment of promotional items must arrive soon, and I hoped you might be able
to provide me with an idea of when I can receive them in our office. Thank you in advance for
assistance you may provide regarding the purchase.

Sincerely,

Your name

Phone Number
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Email address
GE- Purposive Communication Module No: 7
 Note that there is a need for you to adjust the content of your letter depending
on the purpose for writing. As it is, there are different kinds of business letters:
letter of application, letter of resignation, letter of acceptance, follow-up letter and
letter of appreciation, among others.
It is also possible that you write professional emails when you apply for work
or for other business purposes. Remember that when you write a business email
message, you write it the way you write any other business correspondence. It is
important that you always fill in the subject line so as not to leave the recipient of
the message guessing as to what the message is all about. Then begin your email
with a professional greeting, followed by the body, closing and signature. Include
your full name and contact information such as email address and phone number.

INFO CORNER

Strategies for Writing Effective Letters

Remember that a letter has 5 main areas:

 The heading, which establishes the sender, often including address and date
 The introduction, which establishes the purpose
 The body, which articulates the message

The conclusion, which restates the main point and may include a call to action
The signature line, which sometimes includes the contact information
Always remember that letters represent you and your company in your absence. In order to
communicate effectively and project a positive image:

 be clear, concise, specific and respectful

 each word should contribute to your purpose
 each paragraph should focus on one idea
 the parts of the letter should form a complete message
 the letter should be free of errors

 Memorandum
-The term memorandum can be shortened or abbreviated by calling it
a memo. A Latin term which means "it must be remembered", the memo is
usually issued and disseminated by those occupying mid-level positions and
up in an organization. It is written to communicate policies, procedures or

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GE- Purposive Communication Module No: 7
 related official business within an organization. It is often written form a
one-to-all perspective. The purpose of a memorandum is to inform, but it
occasionally includes an element of persuasion or a call to action. All
organizations have informal and formal communication networks.
Memos have the same structure. This is the template for a
memorandum:

MEMORANDUM

TO: (Receiver)

FROM: (Sender)

DATE:

SUBJECT: (Some memos use RE to mean regarding)

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________.

Memorandum example:

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GE- Purposive Communication Module No: 7
 INFO CORNER

Tips for Effective Business Memos

 AUDIENCE ORIENTATION
Always consider the audience and their needs when preparing a memo.
 PROFESSIONAL, FORMAL TONE
Memos are often announcements, and the person sending the memo speaks for a part
or all of the organization.
 SUBJECT EMPHASIS
The subject is normally declared in the subject line and should be clear and concise. If
the memo is announcing the observance of a holiday, for example, the specific holiday should
be named in the subject line-for example, use "Thanksgiving weekend schedule" rather than
"holiday observance"

 DIRECT FORMAT
Some written business communication allows for a choice between direct and
indirect formats, but memoranda are always direct. The purpose is clearly announced.

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GE- Purposive Communication Module No: 7
  MINUTES OF A MEETING

Minutes are written or INFO CORNER

recorded documentation that is
used to inform attendees and non-
attendees about what was discus-
sed and what happened during a
a meeting. The meeting minutes
are generally taken or recorded by
a note taker/minute taker during
the meeting.
 Who is the note taker/
minute taker?
a. An employee who takes the
meeting minutes, he or she is
usually, a member of the team
and takes the notes while
participating in the meeting.
b. The note taker must have an ear for details to record accurately. He or she
must also multi-task effectively to participate in the meeting while recording
the minutes.
A meeting is a group communication in
action around a defined agenda, at a set time, for
an established duration. Meetings can be effective,
ineffective, or a complete waste of time. If time is
money and effectiveness and efficiency are your
goals, then if you arrange a meeting, lead a
meeting, or participate in one, you want it to be
worth your time (Mosvick, R.K., 1996). Meetings
can occur face to face, but increasingly business
and industry are turning to teleconferencing and
videoconferencing option as technology improves,
the cost to participate is reduced, and the cost of
travel including time is considered. Regardless how
you come together as a team, group or committee,
you will need to define your purpose in advance
with an agenda (Deal, T., and Kennedy, A., 1982).

 What does a minute taker need?

1. Concise notes
2. Informative notes

 Elements of Meeting Minutes

1. Heading
2. Attendees
3. Approval of Previous minutes
4. Action items
5. Announcements
6. Next meeting details
7. Sign off signature

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GE- Purposive Communication Module No: 7
 Below is a template of the minutes of a meeting:

MINUTES OF THE MEETING

(Name of Organization)

(Date the meeting was held)

List of Attendees

 Present
 Absent

I. Approval of Agenda
II. Review and Approval of Minutes of the Previous Meeting
III. Business Arising from the Minutes
IV. New Agenda
V. Adjournment

Signature of the one who prepared the minutes/date

Approval of the person occupying the top position in the organization

INFO CORNER

Strategies for Effective Meetings

You want an efficient and effective meeting, but recognize that group communication by
definition can be chaotic and unpredictable. To stay on track, consider the following strategies:

 Send out the last meeting's minutes one week before the next meeting
 Send out the agenda for the current meeting at least one week in advance
 Send out reminders for the meeting the day before and the day of the meeting
 Schedule the meeting in Outlook or similar programs so everyone receives a reminder
 Start and end your meetings on time
 Make sure the participants know their role and requirements prior to the meeting
 Make sure all participants know one another before discussion starts

 Formal communication styles and reference to the agenda can help reinforce the
time frame and tasks
 Follow Robert's Rules of Order when applicable, or at least be familiar with them
 Make sure notes taken at the meeting are legible and can be converted to minutes
for distribution later
 Keep the discussion on track, and if you are the chair, or leader of a meeting, don't
hesitate to restate the point to interject and redirect the attention back to the next
agenda point
 If you are the chair, draw a clear distinction between on-topic discussions and those
that are more personal, individual, or off topic.
 Communicate your respect and appreciation for everyone's time and effort
 Clearly communicate the time, date, and location or means of contact for the next
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GE- Purposive Communication Module No: 7
meeting.
  Business Proposal
The purpose of business proposal is to attract clients or secure supports
from possible investors or organizations. You may also write one for your
own use if you have the same template. Because there are numerous
competing companies nowadays, it is important that you produce a well-
written proposal so that you will have an edge over the others. You need to
know and understand your target client in developing a proposal that has a
sound methodology, a viable solution to the problem that the company is
facing, a realistic schedule, and a reasonable and justifiable budget.
A good proposal cannot be prepared overnight. If you are targeting a
client, research about it exhaustively. Know how it operates. design a
method by which you can outshine others competitors who also wish to
submit a proposal on the same ground.
Business proposals generally have three major parts: the problem
statements, the proposed solution and the costing or pricing. Make sure that
you begin with the executive Summary which highlights what you or your
company is all about, the services it provides and how it differs from the
others.
After the Executive Summary, proceed to the problem statement or
what your prospective client is encountering. This should be followed by the
proposed solutions which explain how you can address or resolve the
concerns besetting the client. The last major part is the costing. You need to
state the price of the services you will render if given the chance.

SOCIAL MEDIA CHANNELS

To date, Facebook has become the most popular social media website.
Developed by Mark Zuckerberg in the early 2000s, Facebook allows you to link
with people whom you have not yet met and reconnect with family, friends, and
acquaintances and to stay in contact with them.
Facebook, however, is not limited to individuals as it is also used nowadays
by organizations and companies. It is the fastest way to reach out to others and
disseminate information. Online postings such as those in Facebook and Twitter are
also the cheapest way to advertise events and achieve optimum results.

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GE- Purposive Communication Module No: 7
 Finally, LinkedIn as social networking services is used for professional
networking. Employers use this site to post job vacancies while interested
applicants post their curriculum vitae or résumé. LinkedIn is a very effective way to
connect professionals and establish professional linkages.

SUMMARY
There are many communication materials that cut across
professions: business letters, memoranda and minutes of a
meeting among others. Other genres are the Facebook,
Twitter, and LinkedIn which are found in social media channels.
While traditional genres now have their counterparts in the
social media, their structures are essentially the same. One
important genre that cuts across disciplines is the business
proposal which has three major parts: the problem statement,
the proposed solution and the costing and pricing.

Activity No. 1
Write a business letter that informs a prospective client or customer of
a new product or services. (50 points)

Activity No. 2
Write a memorandum/memo informing your class of an upcoming event
during the Passi City College Foundation Day 2023. (50 points)

Rubric of scoring
Content………………………………………20 pts.
Organization……………………………… 10 pts.
Convention………………………………….10 pts.

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GE- Purposive Communication Module No: 7
 Language and Mechanics…………… 10 pts.
TOTAL………………………………………….50PTS.

Great! You are almost done. I am happy for you. It seems that you’ve
learned a lot in our journey. I appreciate your determination and diligence in
reading the module’s content and answering all our activities. Now, it’s time to
evaluate what you’ve learned from the start.

References:

Purposive Communication: Using English in Multilingual Contexts/ Marilu R.

Madrunio and Isabel P. Martin.-Quezon City: C & E Publishing, Inc., ©2018.

Purposive Communication in the 21st Century/ Rhodora G. Magan, Maria Christina

B. Nano and Isabel T. Turano.-Recoletos St., Manila: MINDSHAPERS CO.,
INC.,©2018

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GE- Purposive Communication Module No: 7