Acebog - Eng1-Midterm Module - Leganes - Bsba 1 - A B C D e

COLLEGE OF SCIENCE AND TECHNOLOGY
Cagamutan Norte, Leganes, Iloilo - 5003

Tel. # (033) 396-2291;
Fax : (033) 5248081
Email Address : svcst_leganes@yahoo.com
COO – FORM 12
SUBJECT TITLE: PURPOSIVE COMMUNICATION

INSTRUCTOR: LANE LYN B. ACEBOG, LPT
SUBJECT CODE: ENG 1
MIDTERM MODULE
TOPIC 1: COMMUNICATION FOR WORK PURPOSES AND SAMPLES
LEARNING OBJECTIVES:
At the end of this topic, the students are expected to:
1. Appreciate the relevance of communication for work purposes;

2. Identify strategies to deliver an oral presentation effectively;
3. Write formal letters; and
4. Write memos and emails for a variety of purpose.
A. ORAL PRESENTATION IN THE WORKPLACE
In every workplace no matter what sector or field, various forms of communication

are what enable tasks to be done in any business operation. Organizations make use of
communication strategies to sustain and achieve effective transactions crucial to its
objective.
Oral presentations are commonplace in the business world. Individuals who work in
small companies may be especially busy giving presentations as sharing information is vital
in a small company. There are fewer employees for each department in a small company,
which necessitates the frequent sharing of information. Whatever the case, oral presentations
at the workplace must achieve a specific goal, include visual aids and be delivered to the right
audience.
Significance
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 An oral presentation in the workplace is an employee's chance to show off the work
she has been doing, and prove her value to the company. Whether an employee is
presenting to a department or company-wide, it is important to gear the presentation
toward the audience.
 For example, engineers that are presenting to marketing and financial managers will
need to share information that is relevant to product features and the cost of
production, respectively. In addition, the engineer may need to explain more technical
terms in his presentation.
Features
 The employee or manager should first decide how to present the information. A
manager may be able to use slides or transparencies for a less formal presentation.
However, presentation software that includes PowerPoint and Keynote will usually
make a greater impact.
 Limit the number of slides, including those on a laptop, to eight or 10. The average
presentation should last about 10 minutes, allowing five minutes for questions and
answers. Slides should be easy to read and have plenty of white space. Adding color
and pictures to slides can also enhance an oral presentation.
Identification
 A presentation should have an opening, body and closing. The manager should open
with a comment or question that gets the audience's attention, according to the article
"Making Business Presentations Work" at businessknowhow.com.
 The opening should comprise about 10 percent to 20 percent of the presentation,
including showing the first slide. Managers should get to the point in the body of their
presentation, allocating about 65 percent to 75 percent of their time to it. Finally, the
manager should rehash the key points, then close with a statement that encapsulates
the main goal of the presentation. Including questions, the closing should be 10
percent to 20 percent of the overall presentation.
Function
 Everyone gets nervous when giving presentations. The manager or employee should
relax and take a deep breath before commencing their presentation.
 It is also important to maintain good posture, speak clearly and not too fast, focus on
the message, and maintain eye contact with the audience. Use a pointer to stress
certain points on the screen if you are using an overhead projector. However, it is
important to turn back toward the audience when talking.
Considerations
 Individuals should rehearse before their presentation. Practicing will better help a
person memorize what they will say. While practicing, the manager should use a
stopwatch to get their exact timing down. The stopwatch will also help the manager
gauge the right tempo for his presentation.
 In addition, it always helps to anticipate the types of questions people will ask. The
manager should be an expert on the material.
B. LETTERS
Whenever you need to communicate with another company or share important news,
business letters can present your message in a classic, polished style. Unlike internal memos,
business letters are usually written from one company to another, which is why they’re so
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formal and structured. However, letters are also quite versatile, as they can be used for official
requests, announcements, cover letters, and much more.
Parts of the Letters
The (business) letter’s precise structure is crucial to its look and readability. As you write your
letter, you can follow the structure below to create an effective document.
(Other letter formats include OPENING before the inside address)

Opening: Include your mailing address, the full date (for example, July 30, 2017), and the
recipient’s name, company, and address. Skip one line between your address, the date, and
your recipient’s information. Don’t add your address if you’re using letterhead that already
contains it.
 Inside address
 The inside address consists of the name and address of the person to whom you
are writing. You should try to address the formal letter to a specific person, but if
you do not know his or her name, try to at least include his or her title. This address
is usually placed four lines below the heading if a word processor is used or one
line below the heading if the letter is handwritten.
Mr. M. Leaf (name)

Chief of Syrup Production (title)
Old Sticky Pancake Company
456 Maple Lane
Forest, ON 7W8 9Y0
 Salutation
 Skip one line after the inside address and then type the salutation. Your choice of
salutation depends on whether you know the intended recipient of the formal letter.
The most usual greeting is
Dear followed by the person's name and punctuated with a colon. If you don't
know whether the person you are addressing is a man or a woman, you may begin
with
Dear Sir or Madam:

- again followed by a colon.
Ms.
- may be used if you don't know the marital status of a woman.
Furthermore, if the person has a specific title, such as
Dr.
- make sure that you use it. Here are some examples of each salutation:
Dear Mr. Trunk:

Dear Ms. Root:
Dear Mrs. Branch:
Dear Dr. Acorn:
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 Body
 Skip one line after the salutation and begin the body of the formal letter. This is
the main part of the letter.
 Keep in mind the rules outlined above regarding brevity and coherence. It is best
to use short, clear, logical paragraphs to state your business.
 Closing and Signature

 This is the end of the letter. Skip one line after the last paragraph of the body
of the letter and type the closing. Only the first word of the closing should be
capitalized. It is punctuated with a comma.
 Leave several lines after the closing and type (or print) your name. Your actual
handwritten signature is to be inserted between these two printed lines, written
in ink.
Respectfully yours,
EZRA TWIG
 Your typed signature marks the end of your letter, and while you can write a
postscript (P.S.) containing additional information, it is better to include all
pertinent details in the body of the letter itself so nothing is accidentally
overlooked.
Now that your formal letter has been written, read it through in its entirety to ensure
you have communicated your points thoroughly and accurately. Then, it's ready to be sent
off to its recipient!
Another important part of the structure is the layout, which determines how the text
is formatted. The most common layout for a (business) letter is known as block format, which
keeps all text left-justified and single spaced, except for double spaces between the
paragraphs. This layout keeps the letter looking clean and easy to read.
EXAMPLE
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Guidelines in Writing Letters
In today's email-driven society, the need to write a formal letter rarely arises.
However, it is still occasionally necessary to present a formal letter to obtain information, to
apply for an academic program or a job, to write a complaint letter, or simply to express your
opinion in an effective and coherent manner.
Be Concise
 State the purpose of your formal letter in the first paragraph and don't veer from the
subject. Try to avoid flowery language or long words.
 Keep the letter short and to the point.
Use an Appropriate Tone

 A business or formal letter should be written in a tone that is slightly more formal than
your everyday language.
 Avoid the following: slang or jargon; contractions such as I'm, can't, it's; and vague
words such as good and nice. Be polite and respectful, even if you are complaining.
Proofread
 Proofreading is so important. Once you have written your formal letter, check the
grammar and spelling carefully. Use the spellchecker on your computer and then re-
read the letter yourself, as the spellchecker will not catch every error. Use a dictionary,
if necessary.
 Check the grammar and punctuation for correctness and make sure the sentences are
complete.
 It is a good idea to have someone else proofread your formal letter, even after you
have done so, as it is easy to overlook errors in something you have read many times.
 If this formal letter is important enough for you to take the time to write, don't rush
its completion. Errors will diminish the impact of the statement or impression you are
trying to make.
Use Proper Format and Presentation

 Remember that first impressions last. Use high-quality paper and a matching envelope
for your formal letter.
 Make sure the recipient is addressed properly and that his or her name is spelled
correctly. Equally important—don't forget to sign the letter!
C. MEMOS AND EMAILS
For all intents and purposes, the email has become the memorandum of modern business.
Internal business emails can be used to communicate almost any and all types of information.
An internal email can be created in the form of a newsletter, event notification, company
policy change, announcement, meeting request, status update, appreciation, etc. In other
words, email can be used for any number of purposes.
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The Structure and Format of Emails
There are six primary features of an email:
 Subject line  Body

 Greeting  Closing
 Opening  Signature
Email Subject Line
 The subject line is one of the most important features of any business email message.
It should quickly and concisely summarize the contents of the email in such a way as
to make the recipient want to open the message (remember an inbox is a sea of
subject lines- make yours stand out).
Greetings
 The greeting is really just a matter of good etiquette. Your goal is to sound professional
yet friendly.
 If the recipient is a teammate or colleague, a less-formal, friendly greeting is
appropriate: “Hi John”; “Good Morning Ben.” If your audience is outside your
department, in a different location, etc. you would be more formal, “Dear Cathy.”
Openings
 You might need an opening paragraph if the message is a long one with many details.
Make sure you make it clear to the recipients why they are receiving this email.
 Think of an executive summary where you are condensing down to the gist of the
message without all of the details.
Body of the message

 The body of your message should be concise and to the point. As with any writing,
always keep your audience in mind. It is common for people not to read all the way
though long emails or only read with half of their attention.
 Ask yourself whether you are conveying your message in a way that will be best
understood and minimize misinterpretation. Are there plentiful facts, background
information, or documentation that must be included? Since emails are generally short,
you must decide what information should be included to write a complete and accurate
message and what information would be best suited as an attachment.
Closing
 The close of your message should include a call to action with specific desired outcomes
and dates. Ask yourself why you wrote this message in the first place.
 Why this message is important and what do you want the reader to do? By when? For
example, you may want a response from the recipient such as “Please confer with Jane
and respond to the team no later than June 2nd.”
Signature
 Your signature should contain full contact information including your name, title,
address, voice number, and email address.
Here are some steps you can take to ensure that your message is understood:
1. Briefly state your purpose for writing the email in the very beginning of your
message.
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2. Be sure to provide the reader with a context for your message. If you’re asking a
question, cut and paste any relevant text (for example, computer error messages,
assignment prompts you don’t understand, part of a previous email message, etc.)
into the email so that the reader has some frame of reference for your question.
When replying to someone else’s email, it can often be helpful to either include or
restate the sender’s message.
3. Use paragraphs to separate thoughts (or consider writing separate emails if you
have many unrelated points or questions).
4. Finally, state the desired outcome at the end of your message. If you’re requesting
a response, let the reader know what type of response you require (for example,
an email reply, possible times for a meeting, a recommendation letter, etc.) If
you’re requesting something that has a due date, be sure to highlight that due date
in a prominent position in your email. Ending your email with the next step can be
really useful, especially in work settings. For example, you might write “I will follow
this e-mail up with a phone call to you in the next day or so” or “Let’s plan to
further discuss this at the meeting on Wednesday.”
MEMOS
 Memorandums, or memos, are quite similar to email messages. Memos, like emails,
also contain a “To” and “From,” a meaningful subject line, and states the reason for
the communication immediately in the message.
 Memos also require strong organization in the body of the message for readability, and
a call for action at the end. However, memos differ due to stricter formatting
conventions and do not require a closing phrase nor a signature.
Similar to an email, you should pay attention to the following points when composing a
memo:
 Audience  Subject Line

 Purpose  CC
 Style  Body
 Heading  Format
 Date  Closing
Points to consider in composing a memo
Audience
 Not everyone needs to read every memo—and most people don’t want to sort through
unnecessary mail—so you should be considerate when deciding who to send your
memo to. When deciding how formal or informal your tone should be, consider whether
your recipients are supervisors, peers, subordinates, or some combination of those
groups. And remember, your readers are busy. They don’t have time to waste on long-
winded, confusing, or disorganized information. That means your memo must be
organized, informative, and succinct.
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Purpose
 The purpose of a memo could be to announce a change in policy, an upcoming event,

or a personnel action. They may solicit more information or request that someone take
action. They may be written to persuade someone to support an initiative or change a
policy. They can also be used to thank or praise someone.
Style
 The writing style seen in a memo is succinct and professional. You do not want to be
pretentious or too formal if you are talking to your colleagues. Ostentatious language,
jargon, or complicated syntax will make you sound stuffy and pompous. Instead, write
short sentences in the active voice to maintain a cordial, straightforward, and
conversational style.
 Generally, your tone should be neutral or positive, but there are cases where memos
are used for complaints or reprimands. In these situations, use caution. You never
know who will ultimately read the memo, so be aware of the effect of your words.
Heading
The heading should include:
Date: Write the full name of the month (January 3, 2016) or its standard abbreviation
(Jan. 3, 2016).
Subject: Make the subject line concise and accurate, since that often determines where
or how the memo will be filed and even if it will be read. (In some instances, this line
will say “RE:” which is short for “Regarding”).
CC: List names of other people who will receive copies of your memo. The “cc” line
can be placed in the heading, next to the heading, or at the bottom of the document.
The term “cc” is short for “carbon copy,” a holdover from the days when memos were
written on a typewriter. Some writers now use a single “c” for “copy.” This line is
optional; it won’t be found on every memo.
Body Paragraphs
 The opening paragraph states your purpose for writing so that readers can quickly
grasp the memo’s content and significance to them. Focus your reader’s attention on
main ideas, not details and digressions. Be plain, direct, and brief and remember that
most memos are less than a page.
Format
 Decide on a pattern of organization that best suits your purpose. The two most
common for memos are deduction and induction.
 A deductive style of writing a memo presents ideas in decreasing order of importance
and assumes the reader is acquainted with the topic. Most memos use this pattern.
 To write in a deductive manner, place supporting facts in subsequent sentences for
readers who are unfamiliar with the subject. Background information should be
presented last.
 A memo written in an inductive, fashion presents ideas in increasing order of
importance. If you must give bad news or if your reader may not understand the main
idea without prior preparation, use this form. Lead up to the most important idea and
then present that idea at the end of the memo.
 If your memo is more than two or three paragraphs, you may want to add body
headings for your body paragraphs. Use headings that capture the section’s key topic
and set them in bold.
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Closing
 Finish with a courteous and clear call for action. Tell your reader precisely what results
you expect to follow from reading your memo. It may be helpful to include deadlines.
Close the memo with an invitation to give feedback or request further information.
ACTIVITY:
Instruction: Answer each question comprehensively.

1. Why are emails, letters, and memos necessary in your chosen career?
2. How can you deliver a presentation effectively?
3. Cite specific situations wherein you can make use of your skills in formal writing.
END OF TOPIC 1
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TOPIC 2: WRITING REPORTS - WORK PURPOSES
1. Understand the importance of writing reports;
2. Identify the different formats used in writing reports, letters and proposals;
3. Recognize the features of report; and
4. Apply the proper ways in writing written reports.
A. MINUTES OF THE MEETING
What are Meeting minutes?
 also called meeting notes, are the written record of everything that happened
during a meeting. They are not the same as the meeting agenda, which is prepared
in advance and refers to the list of activities that participants are hoping to accomplish
during their meeting.
 The word has actually originated from the Latin “minuta scriptura“, meaning “small
notes“. Thus, taking meeting minutes essentially means condensing the meeting down
to the most important points.
 Meeting minutes, can be defined as the written record of everything that's happened
during a meeting. They're used to inform people who didn't attend the meeting about
what happened, or to keep track of what was decided during the meeting so that you
can revisit it and use it to inform future decisions.
They are not a minute-by-minute record and instead focus on the outcomes of the meeting.
Minutes usually capture information such as:
 Names of participants
 Date and time of the meeting
 Agenda items covered
 Decisions made by participants
 Follow-up actions and next steps
What is the purpose of meeting minutes?

In some unique instances, taking meeting minutes may be required by law, for
example during disciplinary meetings with employees or legal disputes. However, in most
cases, whether to take notes is entirely up to you.
Meeting minutes are important because they are used to document the key issues raised
during a meeting. For example, effective minutes can state the approaches that were
proposed to solve a particular problem and the main reason why members choose one method
over the other.
The minutes of the meeting can be recorded manually or on an electronic device such as a
laptop or iPad. After the meeting, the recorder reviews the minutes and makes edits where
necessary. The meeting minutes are then shared with the group participants. Apart from
distribution, the minutes are also saved for future reference.
Here's why taking meeting minutes is worth the effort.
 Minutes provide a written record of what was agreed at a meeting and create a shared
understanding of the outcomes. They are an important source of information allowing
participants to reflect on what happened. A written record is the best way to avoid
misunderstandings stemming from people having different recollections of the meeting.
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 They notify people of tasks assigned to them and create clear timelines to keep
everyone on track. They create clarity about what the next steps are and who is
responsible for what, making sure no action items are forgotten.
 They act as a source of information for members who were unable to attend. They
also help other stakeholders stay informed, for example when the meeting’s outcomes
impact collaborative, cross-team activities or projects within the company.
 They allow participants to go back and revisit the key ideas and discussion points
that led to a decision. Without a clear record, it is easy to forget why a certain decision
was made. In the worst case, you may end up having to repeat the meeting and have
the same discussions all over again.
Ways in Writing Minutes and Format in Writing Minutes
Things to include when writing meeting minutes
Date and time of the meeting

 Before you actually start writing your meeting minutes, note the date and time of the
meeting. Seems like a no-brainer, but it’s worth a mention seeing as it’s so important
to be able to go back to previous meetings and understand when they happened,
what’s been accomplished, and what’s still outstanding.
Names of the participants

 The next step is to document the names of all of the participants and any other people
who weren’t able to attend. Usually, at the beginning of the meeting, there’s some
time dedicated to the acceptance or amendment to previous meeting minutes so you
can take a look at who attended last time to have a draft version of an attendee list.
Better yet, use the calendar invite to check names as participants join or enter the
room.
Purpose of the meeting

 It’s pretty important that the “why” behind this meeting is documented and made
obvious. In this part of the meeting minutes, try to be detailed in explaining why this
meeting was called and what it’s trying to achieve. This is going to especially be useful
for any individuals who were unable to attend the meeting and for anyone who is using
the outcomes of this meeting to fuel decisions.
Agenda items and topics discussed

 Try using your meeting agenda as a general outline for your meeting notes and use
each agenda item as a section to record notes on, including any outcomes or major
decisions that have been made.
 It’s a good idea to send out your meeting agenda in advance so that everyone can
make suggestions and contribute to it. This also means that no one’s walking into the
room blind to what’s going to be discussed.
 Using a meeting minute’s template that you can use on a recurring basis is also going
to save you a lot of time and energy and foster some familiarity.
“What matters is not the agenda itself but the relevance and importance of what’s on it, and
how the leader facilitates discussion of the agenda items.”
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Having a meeting agenda isn’t worth your time unless you’re going to discuss the most
relevant and pertinent topics in an engaging manner. Definitely some food for thought.
Action items
 Productive meetings result in assigning action items to different participants. Record
any decisions or action items as soon as they happen so that you can transcribe them
with accuracy.
 Capturing everything would be impossible, so instead, listen for actions that need to
be made in relation to major decisions, recommendations, challenges or solutions that
have been identified.
 Recording the action items of a meeting is going to enable you as a group to hold each
other accountable for your responsibilities and support one another in getting tasks
done that bring you closer to achieving your larger, organizational goals.
Next meeting date and place
 If you’re taking formal meeting minutes, it’s important for the meeting attendees to
know when the call to order for the next meeting is, with regard to this project or topic
of discussion. This gives you a general timeline of how long you have to complete the
responsibilities that have been assigned to you.
 Understanding when you’re meeting next is going to help you manage your time
appropriately and prioritize all of your tasks appropriately. It’s as important to know
the place of your meeting, whether it be online or in person.
 Make sure you have the appropriate software downloaded, or if it’s an in-person
meeting that you’ve calculated how long you’re going to sit on the highway – in which
case you should probably have a podcast downloaded and ready to go!
Documents to be included in the report

 The last thing to include are supplementary documents that you should send out with
your minutes in the meeting report. Think about if any documents were used or
referenced in the meeting which may be useful to include for your team members.
This could include an action or issues log, updates or changes to the project.
 “Once the meeting is over, it’s time to tidy up your notes and distribute them to your
team. The best time to do this is directly after the meeting while everything is fresh in
your mind. This decreases the chance of mistakes and allows you to reach out to
meeting participants if you have questions.”
 Even though you’re sending this report out as quickly as possible, make sure that you
write the minutes well, focusing on quality, seeing as this serves as a minute record
which will be referred to in the future.
Writing meeting minutes doesn’t need to be stressful. In fact, the whole purpose of them is
to make your life less stressful by having the ability to go back and reference what was
discussed and what the key outcomes were. In this article, Fellow outlined what meeting
minutes are and why they’re so important. We provided formal and informal meeting
Tips that might help your note taking:
Create an outline – as discussed earlier, having an outline (or template) based on the
agenda makes it easy for you to simply jot down notes, decisions, etc. under each item as
you go along. If you are taking notes by hand, consider including space below each item on
your outline for your hand-written notes, then print these out and use this to capture minutes.
Check-off attendees as they enter the room - if you know the meeting attendees, you
can check them off as they arrive, if not have folks introduce themselves at the start of the
meeting or circulate an attendance list they can check-off themselves.
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Record decisions or notes on action items in your outline as soon as they occur to be
sure they are recorded accurately
Ask for clarification if necessary – for example, if the group moves on without making a
decision or an obvious conclusion, ask for clarification of the decision and/or next steps
involved.
Don’t try to capture it all – you can’t keep up if you try to write down the conversation
verbatim, so be sure to simply (and clearly) write (or type) just the decisions, assignments,
action steps, etc.
Record it – literally, if you are concerned about being able to keep up with note taking,
consider recording the meeting (e.g., on your smart phone, iPad, recording device, etc.) but
be sure to let participants know they are being recording. While you don’t want to use the
recording to create a word-for-word transcript of the meeting, the recording can come in
handy if you need clarification.
The Minutes Writing Process
Once the meeting is over, it’s time to pull together your notes and write the minutes. Here
are some tips that might help:
 Try to write the minutes as soon after the meeting as possible while everything is fresh
in your mind.
 Review your outline and if necessary, add additional notes or clarify points raised. Also
check to ensure all decisions, actions and motions are clearly noted.
 Ensure you're including sufficient detail
o For Board of Director’s minutes in particular, we recommend including a short
description of each action taken, as well as the rationale behind the decision
o If there was a lot of discussion before passing a motion, write down the major
arguments for and against
 Edit to ensure brevity and clarity, so the minutes are easy to read
 In terms of mom format, here are a few things to keep in mind:
o Be objective
o Write in the same tense throughout
o Avoid using names other than to record motions and seconds.
o Avoid personal observations — the minutes should be solely fact-based
o If you need to refer to other documents, don't try to summarize them. Rather,
simply indicate where they can be found or attach them as an appendix
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Sample Templates of Minutes of Meeting
Informal team meeting minutes template

Date: Today's date
Attendees
 List of attendees
Agenda
 Item 1 including key discussions, decisions made, next steps

 Item 2
 Item 3
Next steps
 List goes here in format: action item, responsible person, date

 Example: Brian to follow up to this group with a list of target companies by end of week
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Formal board meeting minutes template

DATE: Date of the meeting
PRESENT: First and last names of all those present at the meeting
ABSENT: First and last names of Committee members who are unable to attend the meeting.
1. CALL TO ORDER/OPENING REMARKS
 The time that the meeting was called to order and by whom.
 Any opening remarks summarized here.
2. APPROVAL OF THE MINUTES FROM (DATE)
 You need a motion to approve the prior meeting's minutes.

 Motion: To approve the minutes of (DATE) as circulated (or AMENDED) Motion By: Name of person (FIRST & LAST) who
made the motion
 Seconded By: Name of the person (FIRST & LAST)) who seconded the motion Carried or Defeated
3. ADDITIONS TO THE AGENDA
 If there are additions to the agenda or requests for the next meeting's agenda, these would be bulleted here.
4. APPROVAL OF THE AGENDA
 Motion: to approve the agenda as circulated (or AMENDED)

 Motion By: name of person (FIRST & LAST) who made the motion
 Seconded By: name of person (FIRST & LAST) who made the motion Carried or Defeated
5. BUSINESS FROM THE PREVIOUS MEETING
 Any items from the previous meeting that need to be discussed further
6. ITEM # 1 TO BE DISCUSSED
 Put a summary of the discussion around the topic

 If any motions were made, put the information here
 If further information is needed, put follow-ups, names, and a target date here
7. ITEM # 2 TO BE DISCUSSED
 Any other items
8. ADDITIONS TO THE AGENDA
 Any added agenda Item, including a summary of the discussions around this item
 If any motions were made, put information here
 If further information is needed, put follow-ups, names, and a target date here
9. ADJOURNMENT
 Record the time the meeting was adjourned

10. NEXT MEETING (DATE)
 The next meeting date should be decided at the end of the meeting before everyone leaves. It's a handy reminder to include it at
the bottom of the minute’s template so it isn't missed.
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B. INFORMAL REPORTS
 An informal report is usually in the form of a person to person communication. It

does not follow the rules and procedure directed by an organization.
 Informal report can be prepared in one page or if require it can be prepared in several
pages too.
Such report is quickly prepared and does not require any extended planning. Informal
report follows natural language and style.
 Informal reports are the simplest and shortest; they are also the most frequently used
reports in the business. How to write an informal report effectively or the development
process of the informal reports is very important for an effective informal report.
 The length may vary from one to five pages in the memorandum, letter, or manuscript
format. Regardless of the length or format, all informal reports have common
elements. The major common elements in the order of their development are:
How to write an informal report

1. Define the problem.
2. Cite sources of information.
3. Establish a work plan.
4. Collect and organize data.
5. Analyze data.
By these steps which are mention below, you will be able to develop an informal report.
Define the Problem
 The first step in the development of any report is to define the problem in precise
terms. The problem can be defined as the answer to the question? What do you want
to know? By answering other questions, why? When? Where? and Who? the problem
can be defined more clearly.
 The answers to these five questions will establish the scope of the study. Clearly
defining a problem is important because it will save time, effort, and money.”
For Example:
1. What: A study of the workflow.
2. Why: To determine whether the workflow is efficient.
3. When: Current.
4. Where: In the mailroom.
5. Who: Mailroom employees.
Cite Source of Information
 Sources of information can be any report, person, or other information, written or oral,
which will produce data to solve a problem. If you are given the task of finding out
how the employees would react to a certain proposal, you would either interview each
employee or have each one fill out a short questionnaire.
 If you are asked how customers would “react, the customers would be interviewed or
asked to complete a questionnaire. For example, many restaurants have simple
questionnaires that customers may fill in to indicate the quality of food, service, and
atmosphere.
 Observations can be a very important source of information. A clearly defined problem

statement is important in seeking the proper sources of information.
Establish a Work Plan
In establishing a work plan you must decide:
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1. When is the report due?

2. What are the tasks to be done?
3. Who is responsible for each task?
4. When is each task to be completed?
Your work plan should also include a detailed time frame so that exact dates are established
for the completion of each task. These dates will help enable the research team to meet the
time limitation for completing the entire report.
Collect and organize data
The process of collecting data depends on the sources of information used. You will find it
helpful to use index cards to collect data from any source. The index card should contain as
much information about the source as possible.
For example, the following information should be noted for each library source:
1. Author.
2. Title of article, chapter, or report.
3. Date of publication.
4. Page references
Although all this information may not be available for unpublished sources, enough
information should be collected so that you can easily find the source if it is needed again.
You can use abbreviations and put the material in your own words. If you want to use the
material in the author’s words or copy exactly from a report, the quoted material must be
enclosed in quotation marks and credit given to the source.
If the data are from interviews* questionnaires, personnel files, or any sources that need to
be tabulated, a summary or tally sheet should be used.
Analyze Data
The final step in the development process is to analyze data. After you have collected
the data on note cards, on a tally sheet, or in graphic form, you have all the information
necessary to solve the problem.
Introduction
 The introduction often sets the stage for the discussion of what is to follow. It may
include the statement of the problem, background information, and an overview of
what has been done.
Body
 The body makes up the bulk of the entire report. In it, the writer explains how the
information was collected, organized, and analyzed. Headings are used to showing
how the parts of the report fit together.
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Conclusions
 Conclusions are answers to the problem and are based on the findings derived from
the analyzed data. As a general rule, there will be only one major conclusion for each
problem statement.
For example, If Tahsin is writing a report to inform, he could draw one of two conclusions. He
could say, “The workflow in the mailroom is efficient, ” or ” The workflow in the mailroom is
not efficient.”
Recommendations
 Recommendations are the actions to be taken, based on the conclusion(s) of the
report. For example, Tahsin could recommend that since the workflow is efficient,
nothing should be done.
On the other hand, he could recommend further study to determine ways to increase
efficiency. He may recommend that the layout of the mailroom is changed, that the mailroom
equipment be updated, or that more people be hired.
Thus, he may make one or several recommendations, depending on the analysis of the
collected data.
C. PROPOSALS
What is a proposal letter?
A proposal letter is a professional document that introduces your business ideas to an

important recipient who holds a decision-making role. A proposal letter can introduce an idea
to try to convince the recipient to read a full document with supporting information, or it can
be the proposal itself.
When do you use proposal letters?
Proposal letters can be used for a variety of endeavors, including small business projects, like
requesting a loan or suggesting a new marketing plan to your manager. Proposal letters can
also be sent as a brief precursor to a larger, more-detailed business proposal, like a
government grant for a research project.
Why are proposal letters important?
Proposal letters are important because they are normally the first impression your recipient
has of you and your business. A clear and influential letter will increase the likelihood of your
audience favoring your proposal and moving forward with it.
Four Kinds of Proposals
There are 4 kinds of proposals, categorized in terms of whether or not they were requested,
and whether they are meant to solve a problem within your own organization or someone
else’s. From the following descriptions, you will see that can they also overlap:
Solicited Proposals: an organization identifies a situation or problem that it wants to

improve or solve and issues an RFP (Request for Proposals) asking for proposals on how to
address it. The requesting organization will vet proposals and choose the most convincing
one, often using a detailed scoring rubric or weighted objectives chart to determine which
proposal best responds to the request.
Unsolicited Proposals: a writer perceives a problem or an opportunity and takes the

initiative to propose a way to solve the problem or take advantage of the opportunity (without
being requested to do so). This can often be the most difficult kind of proposal to get
approved.
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Internal Proposals: these are written by and for someone within the same organization.
Since both the writer and reader share the same workplace context, these proposals are
generally shorter than external proposals, and usually address some way to improve a work-
related situation (productivity, efficiency, profit, etc.). As internal documents, they are often
sent as memos, or introduced with a memo if the proposal is lengthy.
External Proposals: these are sent outside of the writer’s organization to a separate entity
(usually to solicit business). Since these are external documents, they are usually sent as a
formal report (if long), introduced by a cover letter (letter of transmittal). External proposals
are usually sent in response to a Request for Proposals, but not always.
Writing format and Features of proposals
What you include in your proposal letter will vary based on the project. Here are some
common details you should consider including when composing a proposal letter:
1. Introduce yourself and provide background information
 The goal of your proposal's introduction is to gain the interest of your reader. This
paragraph should include basic information about your company and an overview of
the topic to make it clear what the recipient will be reading. If you are following up on
a meeting, briefly mention the meeting in the opening statements for context. If your
business already has a relationship with your letter's recipient, mention this as well.
2. State your purpose for the proposal
 Your purpose for the proposal is what you intend to accomplish, or what problem exists
that you intend to fix. A proposal for a business arrangement would provide clear
details and basic terms of the arrangement, while a proposal to redesign a company
website would discuss your understanding of their current website issues.
3. Define your goals and objectives
 Describe the long-term outcomes you plan to meet and the objectives you will establish
to get you there. Be very clear and include specific figures if possible. For example,
instead of, "We will increase our productivity significantly with this loan," you might
write, "We will increase our productivity by 40% over the next year with the loan
amount we have requested. We will increase our productivity with the addition of two
new machines and four additional employees."
4. Highlight what sets you apart
 If your proposal is the answer to a company's problem, showcasing your valuable

assets can help you stand out. State some of your special skills related to the project
and reasons you are the best fit for the job. This might include experience with a
similar issue or outlining a unique process that gets great results. If your proposal is
for a business venture, highlight a few factors that differentiate your ideas from others.
When highlighting your key differentiators, you could use bullet points to list your
features so they're easier to read.
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5. Briefly discuss budget and how funds will be used
 Cost is a major factor for decision-makers. Depending on your reason for writing a
proposal letter, you may need to include details on how you will use a loan or how
much your project will cost investors. You will probably not need to include a full
account of costs, but providing a general idea of the budget will give investors a better
look at the project.
6. Finish with a call to action and request a follow-up
 A call to action is a request for your recipient to take additional steps and creates an
urgency for them to move forward. This can increase the chances that they will
respond. This action might be to simply reply to your proposal if they would like to
speak further.
7. Close the letter and provide contact details
 Thank the recipient for their consideration of your proposal and encourage them to
contact you if they have any questions. End the letter with a professional closing, such
as "Sincerely" or "Regards," followed by a comma. Type your name a few lines below,
then sign your name above your typed name.
Language Considerations
Proposals are fundamentally persuasive documents, so paying attention to the

rhetorical situation—position of the reader (upward, lateral, downward or outward
communication), the purpose of the proposal, the form, and the tone—is paramount.
 Clearly define your purpose and audience before you begin to write
 Be sure you have done research so you know what you are talking about
 Remain positive and constructive: you are seeking to improve a situation
 Be solution oriented; don’t blame or dwell on the negative
 Make your introduction very logical, objective, and empirical; don’t start off sounding
like an advertisement or sounding biased; avoid logical fallacies
 Use primarily logical and ethical appeals; use emotional appeals sparingly
As always, adhere to the 7 Cs by making sure that your writing is…
Clear and Coherent: don’t confuse your reader with unclear ideas or an illogically organized
structure.
Concise and Courteous: don’t annoy your reader with clutter, unnecessary padding,
inappropriate tone, or hard-to-read formatting.
Concrete and Complete: avoid vague generalities; give specifics. Don’t leave out necessary
information.
Correct: don’t undermine your professional credibility by neglecting grammar and spelling,
or by including inaccurate information.
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Proposal letter example
Here is an example of a proposal letter for a business plan:
Sarah Johnson
Pro Design LLC
555 Silver Lane
Raleigh, NC 27513
December 5, 2019
Garrett Williams
Marketing Masters
1443 East Drive
Raleigh, NC 27514
Dear Mr. Williams,
Our team at Pro Design enjoyed discussing the opportunity to work with you on developing a new website for your company. We
began working on this project last week after our initial email, and are submitting a proposed action plan for your review.
On December 12th, we discussed your growing concerns regarding the design of your website. The difficult navigation and lack of
mobile compatibility were slowly affecting customer acquisition. By making the interface more eye-catching, user-friendly and
compatible with both Android and IOS, we can increase the amount of time potential clients spend on your website, resulting in a
greater number of leads and clientele.
Per the goal you expressed in the meeting, our objective will be to increase your clientele by 30% and increase your leads by 40%
within the next year. This goal will be accomplished through the following steps:
1. Researching your ideal clientele to define your company's branding
2. Working with your marketing team to develop consistent messaging to target your ideal client
3. Rebuilding the website from the foundation using the most user-friendly features
4. Creating a flawless mobile design that draws mobile consumers in
5. Seamlessly incorporating your branding and messaging with the new interface
Our company completed a similar project for a hotel in Atlanta eight months ago. Our design kept users on their website 150%
longer and resulted in a 40% increase in sales over the course of six months.
For a project of this caliber, we estimate a budget of roughly $12,000 to $15,000. We can discuss the plan in more detail if you
choose to proceed, and can adjust the budget based on your specific needs and our recommendations.
If you would like to move forward with our proposal, please send me an email so we can begin discussing and planning the next
steps right away. I will follow up with you through email next Thursday, December 12th.
Thank you kindly for reviewing our proposal. If you have additional questions, I am available by email at sjohnson@gmail.com or
by phone at 919-222-3333.
Sincerely,
Sarah Johnson
ACTIVITY:
Instruction: Answer each question comprehensively.
1. What are the features of a winning project proposal?

2. Discuss the importance of proofreading.
3. Discuss the difference between solicited and unsolicited proposals.
4. Explain the important things to note when making minutes of meeting.
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TOPIC 3: INTERCULTURAL ISSUES IN WORKPLACE
1. Understand the importance of considering culture in workplace communication in the
twenty-first century.
2. Identify the cultural factors that influence intercultural or cross-cultural
communication.
3. Understand the ways for Effective Intercultural Communication.
NOTES
A. COMMUNICATION AND THE 21ST CENTURY WORKPLACE
In a study called "The Impact of

Globalization on Cross-Cultural
Communication" the authors make the
point that, "In a global environment the
ability to communicate effectively can be
a challenge. Even when both parties
speak the same language there can still
be misunderstandings due to ethnic and
cultural differences" (Matthew and
Thakkar, 2012). The advances of mass
media, particularly telecommunication systems like email, text messaging, and social
networking sites means that people across the planet can communicate and share information
with each other. "The world is getting smaller," says Gloria S. Chan (1999) in her essay
"Management Communication: An Asian Perspective," and the implication of this in terms of
communication, is that people who speak different languages or who come from different
culture will have to deal with each other. This type of communication is called Cross-Cultural
or Intercultural communication.
Cross-cultural communication is a process of creating and sharing meaning among

people from different cultural backgrounds using a variety of means. The term cross-cultural
communication is used interchangeably with intercultural communication at times. However,
cross-cultural communication and intercultural communication are differentiated based on the
focus of the research: whereas intercultural communication focuses on the interaction with
different cultures, cross-cultural communication focuses more on the comparisons of different
cultures.
B. CULTURAL DIFFERENCES
Having a multinational or Cross-Cultural team or partnership has benefits and

challenges. On the one hand, diverse cultures can mean a diverse knowledge base and new
approaches to solving workplace problems. On the other hand, certain ideas may be at risk
of being "lost in translation." As Amy Pascasio (1999) notes, "Cross-Cultural faux pas result
when we fail to recognize that persons of other cultural backgrounds have different goals,
customs, traditions, thought patterns, and values from our own." While one way of behaving
and communicating may be the norm for one group, it can seem unusual or even cause
offense to another.
Although not directly related to communication, one example of a cultural difference

that matters in workplace interactions is the value given to time. Pascacio(1999) notes that
"Americans value promptness. They generally make use of a schedules and evaluate each
other's behavior in these terms." This is also true in Japan, where the trains-and people-are
expected to arrive on schedule. However, in the Philippines, "to arrive late is the norm rather
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than the exception and it has a different meaning depending on how late one is, the
circumstances of the meeting, and how well one knows the person being met" (Pascacio,
1999). To elaborate, according to a recent Inquirer.net article, "arriving one minute late will
likely not merit an apology, but one hour would" (Lasco, 2017). There is also, according to
the same article, a "politics of time," wherein "Some can arrive 'fashionably late' because of
-or to assert- their importance" even in professional contexts in the Philippines today.
Cultural differences are tied to language differences, that is, language and culture go
hand in hand. As Pascacio (1999) notes, "Language reflects the realities of a given culture
and affects the way its members define their experiences." Language can reflect how concepts
like time, distance, color, pain, and so on are perceived differently by people from different
cultures. The pronoun system of the Tagalog language, for example, as two equivalents of
the English "we": The term kami is exclusive and refers to the in-group (and excludes the
outsider), while the term tayo is inclusive (Pascacio, 1999). Such a pronoun system suggests
the Filipino value for in-group loyalty. Philippine English, which was mentioned in a previous
lesson, may also be drawn on for examples of cultural-linguistic differences. English
expressions with meanings that are different locally, will not be understood by non-Filipinos.
One must be wary then of using expressions like blowout (a treat), dirty ice cream (local ice
cream bought from street vendors), jingle (to urinate), or go down (get off a vehicle) when
conversing with non-local speakers of English.
Another example that is particularly pertinent to workplace communication is how "no"

is said or expressed by people from different cultures. In Western countries, like the US,
clarity is very important: this means communicating a refusal has to be brief and direct.
However, in many Asian countries, "more focus is placed on the context of communication
than the communication itself" (Kim, 2013) and a direct "no." According to Sean Upton-
McLaughlin (2014), a Chinese-focused writer, editor, and business consultant, in China, for
instance, one method of saying no is "to begin a refusal by expressing one's own
embarrassment at the situation." He says that the objective of this is "to placate the person
being spoken to and to give them an extra measure of respect so as to not cause them to
lose face or feel unappreciated" (Upton-McLaughlin,2014).
Many guidebooks for tourist or business purposes warn Westerners about

misunderstanding regarding the Japanese of saying "no." In fact, a book entitled Doing
Business with the New Japan (2008), lists sixteen ways of avoiding saying "no"; these ways
include tangential responses, counter questions, a conditional "no," or silence. This and other
practices, such as nodding "yes" during a conversation to indicate attention to what the
conversation partner is saying rather than agreement with what he/she is saying, may be
explained by the Japanese value wa or maintaining interpersonal harmony over frankness
(Hodgson, Dani, & Graham,2008). Sometimes a linguistic difference may be at fault, such as
when an American boss makes a request and asks "Do you mind?" and the Filipino responds
with a yes, to mean a willingness to so the errand and not "Yes, I mind" (Pascacio,1999).
C. EFFECTIVE INTERCULTURAL COMMUNICATION
By now, it should be clear how important it is to be culturally aware and culturally

sensitive when navigating Intercultural communication. The key is to be aware of the
existence of cultural differences and managing such differences. Here are two more cultural
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differences that affect communication between those from the East and West, along with
some suggestions as to how to find a middle ground.
Directness versus Circumlocution
As mentioned earlier, brevity, clarity, and

directness of communication are favored in
American and British cultures. As Chan (1999)
explains it, "this means that a message, an idea, a
request, etc. should be conveyed to the audience or
recipient clearly and in as few words as mandatory."
For example, when communicating a refusal or
rejection to Westerners, Asians, should avoid
circumlocution or indirectness and instead, state a polite yet clear "no." On the other hand, a
Westerner communicating with someone from Asia should be aware of the latter culture's
valuing of interpersonal harmony or smooth interpersonal relationships (abbreviated as SIR).
For instance, when an American communicates in a typically direct way to a Filipino, this can
be viewed as too "brutally frank" an approach, according to Pascasio (1999). Pascasio
paraphrases Frank Lynch's definition of SIR as "a facility at getting along with others in such
a way as to avoid outward signs of conflict" (Pascasio, 1999). The American who is aware of
the value of SIR can then make an attempt to both clearly convey a rejection but also "soften"
this with buffers, for instance an explanation or good news preceding the outright "no."
Personal/Friendly Language versus Respectful Language
Chan (1999) calls attention to the

emphasis in Western contexts on using friendly
and personal -rather than impersonal -language
in the workplace. Employers and employees are
encouraged to use personal pronouns such as I,
you, me, and we in writing; she says the objective
of this is establishment of rapport between
communicator an audience" (Chan, 1999). For
example, in American workplaces, colleagues
are encouraged to use first names when
conversing with each other and even with their employers. However, in Asia, the use of formal
titles is a way of showing respect for someone considered superior -"in age, economic, status,
education, profession" (Chan, 1999). In the Philippines, for example, the dropping of a title
in favor of using the first name of someone older and higher in rank is considered rude or
disrespectful. Pascacio notes that "Informal addresses are used only with peers or those of
lower status such as the rank and file" (Pascasio, 1999). Speakers from this context are
therefore conscious of addressing people with titles or labels such as Boss, Doctor, President,
Attorney, Manager, Judge, Engineer, Commissioner, and Professor (Pascasio,1999).
For intercultural communication to be effective, writers and speakers from both

Eastern and Western contexts should be familiar with these conventions. They may either
adjust to the culture and mode of address of the other or choose to not take offense because
they understand the culture that drives the linguistic convention. One final example is the
effusive and sometimes exaggerated humility displayed in the professional correspondence if
Filipinos, as seen in the phrases "your good office," "I will be eternally grateful for your
assistance," and the ubiquitous "more power to you." A Filipino writing to an American may
choose to omit these, knowing it is unnecessary and even confusing for the American reader.
An American writing to a Filipino should also know that, according to Alzona Encarnacion
(quoted in Pascasio, 1999), "Bluntness or brusqueness of speech is frowned upon, being
regarded as a sign of ill-breeding" and as such, can make an effort to extend more courtesy
in his/her writing.
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EXERCISES
DIRECTION: Explain the following in not less than three sentences.
1. Explain Directness versus Circumlocution.
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
2. Explain Personal/Friendly Language Versus Respectful Language.
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
3. What is Cross-Cultural Communication/Intercultural Communication?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
4. For you, what are the things to consider to have an effective intercultural
communication?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
5. Cite an example that shows cultural differences.
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
END OF TOPIC 3
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TOPIC 4: SIMULATING THE PHILIPPINE WORKPLACE
1. Understand the difference between Memo, Business Letter and Work Email.
2. Learn how to create a Cover Letter and Résumé.
3. Know the tips in preparing for Job Interview.
NOTES
A. PROFESSIONAL CORRESPONDENCE
Memos
The memo follows a specific format designed for internal communication. It tends to
be brief (one page is usually enough), and its content is arranged into the paragraphs,
typically just one to three. The memo's subject line is of prime importance. Like a title, it
"aids in filing and retrieving the document, tells the readers why they need to read the
document, and provides a framework in which to set what they are about to say" (Locker and
Kienzler,2013). Good-news memos and letters can highlight the good news in the subject
line, but bad news letters and memos should have a neutral subject line. A good subject line
is specific, concise, and appropriate to the kind of message. The examples that follow, based
on similar ones in Arinto (2009), illustrate the differences between ineffective and effective
subject lines.
A. Too general: Training Seminar

Better: Dates for 2018 Training Seminar
Or: Schedule of Training Seminar on Conducting Interviews
B. Wordy: Survey of Students' Preferences Regarding Course Offerings

Better: Students' Course Offering Preferences
Or: Survey of Students' Course Preferences
StarPower Data Associates
Memorandum
To: Raissa Mendoza, Coordinator of Employee Relations

From: Sherwil Jose, Manager, Legal Support Services
Date: June 24, 2012

Subject: Reactions to Proposed Daycare Facilities
Here are my reactions to your inquiry in your memo of June 21 about the possibility of setting up a daycare facility within
the college premises.
• Establish a daycare center? I agree with you that there is a need for this. In my department as well we have a large number
of employees with young children. They have also expressed their desire for such a facility for days when they have no option
but to take their children to work. I think setting up a center and program could definitely benefit the company.
•. Use the old employees lounge? That is a good suggestion as the space is currently being underutilized as you pointed out.
However, it will take some time to clean and refurbish the room, perhaps two weeks.
• Guidelines for its use? I believe that a list of rules should be drafted and that you and your team are the ones best informed
to write this. I and other senior officers can then review it. We must establish a secure and comfortable daycare center for
employee's children. We should also make sure that the establishment of this will not cause any work disturbances.
A daycare center guidelines or its use can be beneficial and improve employee morale. We should get started immediately in
setting it up and drafting the guidelines. Let me know if I may assist you further in any way.
Busines
Business Letter
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The business letter, like the memo, should be clear, concise, and organized. Typically,
it contains a brief introductory paragraph establishing the context and purpose of the letter,
a middle section conveying details of the message in a logical sequence, and a brief concluding
paragraph politely requesting action, thanking the reader, providing any additional pertinent
information.
While the main message should be the focus of the letter, it is important to write
effective openings and closings. Openings should be clear and direct, that is, they should
immediately tell the reader the purpose of the letter. The following two examples show the
difference purpose of the letter. The following two examples show the difference between an
indirect and a direct opening.
Indirect: Thank you for your email of May 11 in which you inquired about the availability of
sprinkler part H640B.
Direct: You will be glad to know that we have an ample supply of H640B parts.
The closing or concluding paragraph wraps up the main points while building goodwill
via what is called a positive or forward-looking final message. For example, writers can say,
"I'm glad to have been of help," "Feel free to call me again," or "I look forward to... [working
with you, receiving your application in the next call for proposals, etc.]."
Work Email
Many companies today use emails as an alternative to memos. As Mary Ellen Guffey
(2000) notes in Essentials of Business Communication, email messages and memos are
"standard format of communication within organizations" and "will probably become [the]
most common business communication channel." Email messages have several advantages
over print communication: they allow professionals to send, forward, and receive many
messages quickly and efficiently, and they are designed for simultaneous circulation.
Messages may also be organized easily in electronic "folders" for later reference and replies.
Emails are eco-friendly, as large documents may be sent economically and without using
paper resources.
The use of emails comes with challenges, however. Because of the ease of sending,
one click of the "send" button for a message that contains factual, grammatical, or
typographical errors, may result in the writer's loss of credibility. Emails produce a permanent
record, so writers should be aware of the dangers of messages travelling to unintended
recipients. According to Guffey (2000), even when deleted, emails "can remain on multiple
servers that are backed up by companies Internet service providers." Moreover, in sensitive
situations, emails are not as effective, as they are only partially able to convey the writer's
attitude or emotions.
Like memos and business letters, email messages should be warm and friendly, but
not too conversational, emotional, or intimate. The goal is a professional tone -neither too
formal nor too conversational. There are guidelines specific to email correspondence. The
term "netiquette" refers to etiquette on the Internet or the acceptable ways of communicating
on Internet platforms. Various netiquette guides are available online. Here are some links to
a few of these:
Netiquette links:
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 http://email.about.com/od/emailetiquette/tp/core_netiquette.htm
 http://www.businessinsider.com/email-etiquette-rules-every-professional-needs-to-
know-2016-1
Workplace emails still follow the standard format, minus the automatic components: email
systems automatically insert the date of incoming messages and the name and email address
of the sender. The writer inputs the name and email address if the recipient, as well as the
subject which, as in memos, should summarize the central idea of the message. Work emails
have salutations that use the colon at the end, but in certain contexts when sender and
recipient have a close working relationship, titles are dropped and first names are used.
Paragraph organization is the same as for memos and letters, and the information given
should be only what is necessary. Opening fillers (there is, it is), long lead-ins (I am writing
this memo to inform you that), and wordy phrases (because of the fact that) should be
avoided. Lastly, it is best to compose emails offline or to at least proofread the message
before sending it.
B. THE JOB APPLICATION PROCESS
This section covers documents and guidelines specific to one area of workplace
communication: the job application process. First, the two main professional documents are
discussed in detail. Then, guidelines and tips for taking part in a job interview are outlined.
Finally, preparations required for the mock job interview are provided.
Cover Letter and Résumé
The first two workplace documents any person has to accomplish upon or even before
graduation are the cover letter (or letter of application) and the resume. This section gathers
guidelines and examples from Arinto's English for the Professional (2009), Wallace's Adams
Media Resume Almanac (2005), and Write for College: A Student Handbook, written and
compiled by Patrick Sebranek, Verne Meyer, and Dave Kemper (1997). These references
contain explanations of the form, function, and features of these documents, as well as
evaluation and writing exercises.
A cover letter is a "letter you wrote to a prospective employer to persuade him/her to

give you a job" (Arinto, 2009). It literally covers or goes on top of the applicant's resume. It
is typically just one-page long, with a message conveyed in about three to five paragraphs.
Different companies may specify different formatting requirements for this, but most will be
printed on short, 8.5 x 11-inch bond paper, ivory or white in color, and about 70 to 80 gsm.
The cover letter is formatted like a business letter, but it has its own specific challenges.
It is very important that the cover letter does not contain mistakes when it comes to the
information about the company and prospective employer. The applicant should find out the
full name, position, and preferred title of the addressee sometimes the employer, sometimes
the head of a Human Resources department. The message should provide adequate
information about the position being applied for, the top qualifications of the applicant
(highlights of the resume), how the applicant stands out from other applicants, and contact
information of the applicant. In a cover letter template constructed by Richard J. Wallace
(2006) in the Adams Cover Letter Almanac, he provides a summary of the kind of information
that should be included in each section of a cover letter.
First, the date and inside address should be provided, the latter including the contact
person's name and position, as well as the company name and its address. Like in other
business letters, the salutation should begin with the word "Dear," followed by the appropriate
courtesy title (e.g., Mr., Ms., Dr., Prof., Atty., Engr., Hon., etc.) and a colon. In the first
paragraph, the applicant should immediately state an interest in the specified position as well
as give reasons, for example, background, as to his/her suitability as a candidate. The first
paragraph should be kept short -no longer than a page or half a page.
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Tel. # (033) 396-2291;
Fax : (033) 5248081
In the second paragraph, qualifications should be supported with concrete and specific
details, such as highlights from the applicant's resume. The applicant's interest in the
company should be emphasizes further with details that call attention to the fact that he/she
knows the firm, field, or industry well. In the closing paragraph, there should be a request
for an interview or some form of follow-up action. It helps to provide contact information or
mention the option of calling or sending an email to arrange an interview at a convenient
time for both parties. The complimentary close should be formal (e.g., "Sincerely,"
"Respectfully," or "Very Truly Yours").
Next, Locker and Kaczmarek (2009) define résumé as a document attached to a cover
letter to serve as "a persuasive summary of your qualifications for employment" (as cited in
Robinson-Easley, 2013). Ideally, unless one is applying for a top-level position, one page is
adequate, especially for fresh graduates. Less important content should be trimmed or
omitted in order to fit the more important achievements into a single page. When there is
more than one page, each page should have the applicant's name and a page number for
easy reference. The type of paper used is the same as for a cover letter.
There are many different ways of writing a résumé depending on the requirements of
the job, but only the three main types will be covered here. The chronological résumé is
the traditional and most accepted resume format. Items are listed in reverse chronological
order, with the most recent work or schooling first. Names, dates, and places if employment
are listed, and education and work experience are grouped separately. Thanks used when
there are no large gaps in the applicant's work history and if his/her education are previous
work experience relate to the current job objective.
The second type, the functional résumé focuses on the skills and talents developed
by the applicant and does not emphasize job titles, employer names, and dates. This is used
when there are gaps in the writer's work or study history, when such experiences are not that
relevant to the position for which he/she is applying, and when the writer wishes to combine
experiences from paid jobs, activities, volunteer work, and courses to show the extent of
his/her experience in a particular area.
Finally, the chrono-functional résumé, as the name suggests, is a combination of

the two types: It chronologically lists job history and education but also allows the applicant
to highlight certain marketable qualifications. This is used by fresh graduates who have some
job experience and by those who are returning to work or are changing careers.
For recent college graduates, education should appear first and be outlined in detail.
For example, degrees, honors, special awards, relevant courses or projects should be listed.
Experience should only be listed first when the applicant has had at least two years of full-
time career experience. For chronological résumés, the dates if employment and education
are on the left of the page, while the companies worked for and schools attended are a few
spaces to the right of the dates. Job experience should be listed in reverse chronological order,
with the most recent job emphasized the most. An applicant may also slant past
accomplishments toward the type of position he/she hopes to obtain.
Some companies like to see personal data of the applicants, such as their interests,
hobbies, and sports. A concise reference to commonly practiced activities such as sports can
prove to be an interesting conversation piece during an interview. The key word is "concise"
- such data should be kept very brief, two lines at the most. Details like the applicant's weight,
height, or marital status are irrelevant and should not be included.
Page 29 of 38
When including references, there shoulder be at least three listed. These are people
who can speak well of your abilities -usually former teachers or employers. Ask permission
to cite them as references and list complete and accurate information about their job titles
and contact details.
Lastly, an effective résumé should also look good, with effective use of white space,
and other typeface features (e.g., font size, bold). Information should be nearly divided into
clearly labeled sections for education, experience, and other major categories of professional
qualifications. There should be no typographic or mechanical errors in spelling, capitalization,
punctuation, and grammar.
C. JOB INTERVIEW
If the employer or hiring personnel like the overall picture presented by a cover letter
and résumé, they will want a closer picture. They will then ask the applicant to come in for a
job interviews can vary from structured or formal with a set of specific questions to
unstructured with more freewheeling conversation. Among several other types of interviews,
the following are the most common:
 The traditional one-on-one interview - The candidate is interviewed by one

person.
 The panel interview - The candidate is interviewed by a group or panel.
 The group interview - The candidate is interviewed along with fellow

candidates.
 The stress interview - The candidate is asked a series of difficult and

intimidating questions to see how he/she handles stress.
It is best to find out ahead of time which type of interview to expect and to prepare
appropriately for this kind of interview. It is normal to be nervous, but there are ways of
reducing this interview fear.
The best way to fight nervousness is to be well-prepared for the interview. The
following are some general tips for preparing for an interview.
Before the Interview
Have the right mindset. Remember that the primary goal of the interviewer is to learn
whether you have the skills, training, experience, and interest necessary to fulfill the
requirements of the position. Answer their questions, honestly so that you may both find out
if you can meet the company's needs.
Research. Gather information about the company you are applying to so you can adjust your
responses to fit that company. Find out specifically about the company's leaders, its mission
and vision or business philosophy, its products, services, or customers, and its competition.
Based on this, think about your goals, strengths, and weaknesses. Think about why the
company would be interested in you. Finally, think about what the job involves in terms of
duties, hours, wages, and opportunities for advancement.
Know the typical questions asked. Below is a table of questions collated from various
sources but mainly based on those from The Professional Development Seminar Junior and
Senior Course Workbook (Nicholas College Professional Development, 2007). You should
practice by preparing responses for these general types of questions.
Page 30 of 38
Tel. # (033) 396-2291;
Fax : (033) 5248081
Getting-to-know-you questions Tell me about yourself. What was your

course and major in college, and why did
you choose it? If you could do it over again,
would you stay in the same field? Why?
What are your greatest strengths? What
are some things you enjoy doing in your
spare time? What are your hobbies, sports,
it interests?
Questions about your qualifications What specific qualifications do you have for
this job? Can you talk about your previous
work experience, whether part-time jobs or
internships? What were your biggest
achievements in college? Why should we
hire you when there are other applicants
with better credentials or more experience?
Forward-looking questions Where do you see yourself five years from

now? If you were hired for this position,
what would you do to ensure that you fit
in? Do you plan to continue your
education?
Tough questions What are your greatest weaknesses? Is

there anything you would like to change
about your personality? What is this, and
why? God did you prepare for this
interview? Do you feel you achieved the
best grade-point average of which you
were capable in college? Have you ever
faced an ethical dilemma? What did you do
and how did you feel about it? If a superior
gave you specific instructions to do
something in a particular way, and you
knew that way was wrong, what actions
would you take?
Questions about money What kind of salary do you expect? How

much did you previously earn? How much
are you presently earning? By age ______,
how much money do you expect to earn?
Can you take a pay cut from your current
(or previous) job?
Know what questions are illegal. According to the Business Insider Australia, employers
cannot ask about your relationship status, disabilities, how much alcohol you drink, whether
you have ever been arrested, your religious preference, whether or not you have children,
birth control practices, living arrangements, whether you own or rent your home, you weight
and height. None of these are relevant to the job you are applying for (Giant, 2013).
Page 31 of 38
You may choose to answer the question if you feel it is harmless, and deflect the question
tactfully (e.g., by asking what it has to do with the responsibilities of the position).
Prepare your own questions. Interviewers typically ask the applicant if he/she has any
questions. Take the opportunity to ask about your duties, what it is like to work in the
company, what training programs are available, and if there are possibilities for promotion
from this position, etc.
Practice, practice, and practice.
During the Interview
Arrive early and present yourself well. Be on time, even 5 minutes early, so that you
have time to compose yourself before you step into the interview room. Introduce yourself to
the office staff and say why you are there. Complete forms neatly and quietly. Greet the
interviewer confidently with a handshake, look at him/her in the eye, and try your best to
seem at ease (via small talk, if necessary). Listen carefully to what he or she says.
Smile, make frequent eye contact, and control your body movements. Sit erect,
leaning forward slightly. Keep your feet in the floor. Sound enthusiastic and interested but
sincere.
Be clear. Answer questions clearly and briefly. Restate questions in your own words if you
are unsure about what the interviewer means. State your strengths and how you use them.
Wait for the interviewer to officially signal the end of the interview. You may ask at
this point, what action will follow or when you will be contacted. Then, thank the interviewer
for considering you for the position.
EXERCISES
DIRECTION: Answer the following questions in not less than three sentences.
1. Differentiate memo, business letter and work email.

2. Differentiate the three types of résumé.
3. Differentiate the types of interviews.
4. What are the significance of cover letter and résumé in the job application process?
5. Aside from the tips given for job interview, for you, what are things to consider?
END OF TOPIC 4
Page 32 of 38
Tel. # (033) 396-2291;
Fax : (033) 5248081
References:
Henson, R. (2018) Purposive communication: Crafting messages with intentions.C & E

Publishing Inc. Quezon City.
Retrieved from https://smallbusiness.chron.com/oral-presentation-workplace-1710.html

https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-
business-letter/1/.
Uychoco, M.T. & Santos, M.L. (2018). Communication for Society. Sampaloc, Manila: Rex
Book Store, Inc.
London, England: David Fulton.

Apter, A. J. (1968). The new technology of education. London, England: Macmillan.
Reksten, L. E. (2000). Using technology to increase student learning. Thousand Oaks, CA:
Corwin Press.
https://www.scribendi.com/academy/articles/how_to_write_a_formal_letter.en.html.
Retrieved from https://courses.lumenlearning.com/wmopen-
businesscommunicationmgrs/chapter/internal-emails-and-memos/.
Retrieved from https://writing.ku.edu/writing-process.
Retrieved from https://library.leeds.ac.uk/info/14011/writing/106/academic_writing.
Ager, R. (2000). The art of information and communications technology for teachers.
London, England: David Fulton.
Apter, A. J. (1968). The new technology of education. London, England: Macmillan.
Reksten, L. E. (2000). Using technology to increase student learning. Thousand Oaks, CA:
Corwin Press.
END OF MIDTERM MODULE
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COLLEGE OF SCIENCE AND TECHNOLOGY

Cagamutan Norte, Leganes, Iloilo - 5003

SUBJECT TITLE: PURPOSIVE COMMUNICATION

TOPIC 1: COMMUNICATION FOR WORK PURPOSES AND SAMPLES

1. Appreciate the relevance of communication for work purposes;

A. ORAL PRESENTATION IN THE WORKPLACE

In every workplace no matter what sector or field, various forms of communication

Parts of the Letters

(Other letter formats include OPENING before the inside address)

Mr. M. Leaf (name)

Dear Sir or Madam:

Dear Mr. Trunk:

 Closing and Signature

Guidelines in Writing Letters

Use an Appropriate Tone

Use Proper Format and Presentation

C. MEMOS AND EMAILS

 Subject line  Body

Email Subject Line

Body of the message

 Audience  Subject Line

Points to consider in composing a memo

 The purpose of a memo could be to announce a change in policy, an upcoming event,

The heading should include:

Instruction: Answer each question comprehensively.

A. MINUTES OF THE MEETING

What are Meeting minutes?

What is the purpose of meeting minutes?

Here's why taking meeting minutes is worth the effort.

Ways in Writing Minutes and Format in Writing Minutes

Things to include when writing meeting minutes

Date and time of the meeting

Names of the participants

Purpose of the meeting

Agenda items and topics discussed

Next meeting date and place

Documents to be included in the report

Tips that might help your note taking:

The Minutes Writing Process

 In terms of mom format, here are a few things to keep in mind:

Informal team meeting minutes template

 Item 1 including key discussions, decisions made, next steps

 List goes here in format: action item, responsible person, date

Formal board meeting minutes template

1. CALL TO ORDER/OPENING REMARKS

2. APPROVAL OF THE MINUTES FROM (DATE)

 You need a motion to approve the prior meeting's minutes.

3. ADDITIONS TO THE AGENDA

4. APPROVAL OF THE AGENDA

 Motion: to approve the agenda as circulated (or AMENDED)

5. BUSINESS FROM THE PREVIOUS MEETING

 Put a summary of the discussion around the topic

 Any other items

8. ADDITIONS TO THE AGENDA

 Record the time the meeting was adjourned

 An informal report is usually in the form of a person to person communication. It

How to write an informal report

Define the Problem

Cite Source of Information

 Observations can be a very important source of information. A clearly defined problem

Establish a Work Plan

In establishing a work plan you must decide: