PRESENTATION BY GROUP 2

ROUTINE
WORKPLACE
CORRESPONDENCE
PURPOSIVE COMMUNICATION
GROUP 2

THE SIGNIFICANCE OF
WRITTEN COMMUNICATION
Written communication involves a lot of work, whereas vocal communication
comes naturally and spontaneously to man. Writing is a skill that requires a lot
of practice and perseverance to master. It is obvious that speaking comes
first and writing follows after. Writing first appeared in all languages long
after speech did.
It is crucial that we are able to effectively communicate in writing, both face-
to-face and via email. Your company's reputation will be greatly impacted by
maintaining professionalism, using the appropriate language, and speaking in
a kind and sincere manner.
 5 MOST COMMON TYPES OF
BUSINESS CORRESPONDENCE
INTERNAL CORRESPONDENCE

Is written communication that takes place between LITERARY employees,

PREVIEWunits,
departments, and branches of the same organization.
Internal Communication can be formal or informal.
Routine internal correspondence is typically less formal, such as quick
RESULT
instructions between as supervisor and a member of staff, and is typically sent
via email.
 EXTERNAL CORRESPONDENCE

There is external communication between several organizations or between a

company and its various clientele. This a type of written correspondence by a
business to people outside of their organization.

SALES CORRESPONDENCE

Communication relating to sales are referred to as sales correspondence. It

involves other sales-related actions as well and is not just restricted to the act
of selling a good of service.
Marketing letters, offer and discount letters, sales proposals, invoices,
statement of accounts, sales reports, order conformation, purchase orders,
letter of authorization, collection letters, and other types of correspondence are
all examples of sales correpondence.
 PERSONALIZED CORRESPONDENCE
Personal and emotional aspects played a role in personalized correspondence.
This kind of correspondence, despite being called "personalized" can also be
used for professional purposes.
Examples of customized correspondence include letters of thanks, request for
favor or other things, notes of appreciation, letters of congratulations or other
kinds of praise, and other things.

LITERARY PREVIEW
CIRCULARS
Circulars are announcements that are distributed throughout the entire
organization. It is sometimes known as announcement or office directions.
RESULT
Circulars are frequently used to transmit broad news (such as alterations to
contact information, information regarding shareholder meetings, guidelines
for specific protocol etc.)
 SELECTING A TYPE OF
CORRESPONDENCE
The major characteristics of the four main types:
Letters - Most traditional, most formal, appropriate for communicating with
people outside of your organizations and with formal situations within your
own organization.
Memos - Moderately formal, appropriate for within an organization.
E-mail - best quick, relatively informal communications with one or many
recipients, easy to attach other files.
Microblogs- Twitter, Facebook, most informal type
 BUSINESS LETTER

A business letter is a letter that organizations use to

communicate professionally with customers, other companies,
clients, shareholders, investors, and so on. A business letter is
written in formal language and follows a specific format.
Companies use it to communicate critical information and
messages.
 ELEMENTS OF A BUSINESS
LETTER
Business letters should be formal and professional

CLARITY COURTESY
Clearly and briefly give the information
Address your recipient politely, even if
that the recipient of the letter needs to
you are writing a complaint letter.
know.

STYLE TONE
Write your letter in a formal style. Use a respectful, formal tone.
ELEMENTS OF A BUSINESS
LETTER
Business letters should be formal and professional

VOCABULARY
Use the same vocabulary that you
would use in a formal speaking
situation. Define any terms that your
recipient might not know
UNDERSTANDING THE PROCESS
OF WRITING CORRESPONDENCE
Analyze Your Audience
Analyze Your Purpose
Gather Information About Your
Subject
Choose a Type of Correspondence
Draft the Correspondence
Format the Correspondence
Revise, Edit, and Proofread the
Correspondence -Send the
Correspondence
 6 PARTS OF A LETTER

HEADING DATE
The reader can identify you and get in
Give the letter a date on which it was
touch with you by using the information
written or sent. Write the day, the
you include at the top of a business
month, and the year as follows:
letter. If you use a preprinted letterhead,
November 05, 2022
your letter will already have a heading. If
not, include your address, along with
your street address, city, state, and zip
code, at the top of the letter. Since you
will sign the letter, you do not need to
include your name in the heading.
 6 PARTS OF A LETTER
ADRESSEE INFORMATION
This element, also known as the "inside
address", includes the name of the
person to whom you're writing, his title,
the company, and his complete mailing
address. Make an almost superhuman
effort to address the letter to a specific
individual within a company, even if this
requires some research. Insert a line
space before the salutation after the
addressee information.
SALUTATION
The salutation is a two-part greeting
that starts with a word of welcome
like "Dear" and is followed by the
person's name. Instead of addressing
the general "To Whom It May
Concern" or "Dear Gentlemen,"
address the particular person or group
you specified in the address
information. The reader can tell a lot
from the attention to detail.
 6 PARTS OF A LETTER
LETTER BODY
The body of the letter, or the main
section, conveys your company's
information. There are three parts to
it.
Introduce yourself in the first
paragraph by outlining your purpose
for writing.
Lay out your arguments in the
following paragraphs, adding more
information and relevant details in a
logical sequence.
CODES
Like the letter body, the closing is one of
the parts of a letter that has various
components. Complimentary close. Your
letter ends with this brief phrase, which
nonetheless conveys your tone. Select a
closing letter that expresses politeness
and respect while reflecting your
relationship with the reader. (A list of the
most formal business letter closings is
provided here.) A comma should come
after your closing sentence.
COMMUNICATION TOOLS

Digital solutions called communication tools promote teamwork and

increase output. Since there are numerous ways to communicate at
work, there are also numerous tools available that are designed to
accomplish various specific tasks. There is something for every need,
from group messaging to video calling, project management to task
management.
DIFFERENT TYPES OF COMMUNICATION
TOOLS

E-MAIL
Email, or electronic mail, is a
communication technique that sends
messages using electronic devices over
computer networks. The term "email"
can refer to both the method of delivery
and the specific messages that are sent
and received.
 When is e-mail the appropriate form of communication to use?

You need to contact someone who is difficult to reach by phone, does not come to
campus on a regular basis, or lives in a different part of the country or world (for instance,
someone who lives in a different time zone).
You must send someone an electronic file, such as a course document, a spreadsheet
with data, or a rough draft of your paper.
You must quickly disseminate information to a large number of people (for example, a
memo that needs to be sent to the entire office staff).
A written record of the communication is required. When you need to provide evidence
(such as receipts for purchases of goods or services), refer back to information from an
earlier message, or review the details of a crucial meeting or memo, saving important
emails can be useful.
 When is e-mail NOT an appropriate form of communication to use?

Your message is lengthy and complicated, or it necessitates additional discussion that is

best accomplished in person. For example, if you want feedback on your work from your
supervisor or if you need more than a yes/no answer or a simple explanation from your
professor, you should schedule a meeting instead.
The information is extremely private. Email is NEVER secure! Remember that your
message may be forwarded to others without your knowledge. Even if you delete an email
and believe it is gone forever, a backup copy is always stored on a server where it can be
easily retrieved by interested parties.
Your message is emotionally charged, or its tone could be easily misconstrued. If you
wouldn't say something to someone's face, don't say it in an email.
DIFFERENT TYPES OF COMMUNICATION
TOOLS
MEMO FAXES
A memorandum (memo) is used to - A facsimile, also known as a fax, is
communicate urgent information to the electronic transmission of a
people within a company or document or image from one location
organization. A memo can also be sent to another. The document is scanned
to people or businesses with whom you and transmitted via phone or Internet
have a close or long-standing connection. A fax machine is a device
relationship, such as vendors or that combines a scanner and a
consultants. A memo, like a business transmitter. The use of fax machines
letter, is a record of your has been greatly reduced by modern
communication. Internet connections.
DIFFERENT TYPES OF COMMUNICATION
TOOLS
BLOGS/ VLOGS

A blog is typically written in a Overall, blog and vlog content are

chronological order, with each post both effective tools for increasing
focusing on a specific topic. Vlogs, brand awareness and
on the other hand, are frequently communicating with your target
shot in real time and are used to audience. Vlogs, on the other
convey a user's personal thoughts hand, are more engaging and user-
or experiences. They can also be friendly, making them a better
used to promote your company or choice for marketing your
product as a marketing tool. company
GROUP 2

REFERENCES:
Chand, S. (2014, February 24). Written Communication: Characteristics and Importance
(Advantages and Limitations). Your Article Library.
https://www.yourarticlelibrary.com/business - communication/written -communication -
characteristics -and -importance -advantages -and - limitations/28009.

Guide, F. (2022, February 1). 5 common types of business correspondence. Founder's

Guide. Retrieved November 5, 2022, from https://foundersguide.com/5 - common -types -of
-business -correspondence/.

The parts of a letter. Nonprofit Copywriter. (n.d.). Retrieved November 5, 2022, from
http://www.nonprofitcopywriter.com/parts -of - a - letter.html.
GROUP 2

THANK YOU!
REPORTERS:
CAJIPE, JOHN CEDRICK
CARANDANG, JULLIANA
CARDOZA, PIERCE
CATABAY, JHULIAN MINER
DANDAYANAN, RICHEL
DE VERAS, ANGELA
DEMDAM, GILLY
DIMAILIG, JENLIE
ENFANTE, JAY