COMMUNICATION FOR

WORK PURPOSES
 This part will help you:
• Communicate ideas effectively using the different forms of
communication in the work field; and
• Demonstrate mastery of the key concepts to effectively and
ethically communicate in the chosen field.
• Communication in the workplace is very important for
companies to work efficiently and be productive. Employees
can experience increased morale, productivity and commitment
if they can communicate up and down a company's
communication chain.
Lesson 1
Communication for Journalist: Writing a Lead
Initializing
Our goal!!! 1. Read the following lines. What essential details
are capitalized in each lines?
• Identify the essential details a.President Rodrigo Duterte has assured
of a lead; and Filipinos that they hold ownership over
Benham Rise. (Rappler, February
10,2018)
• Write a lead for a news a.President Rodrigo Duterte said he will order
article. the Philippine Navy to fire at those who
• try to exploit the country’s exclusive
economic zone (EEZ). (CNN Philippines,
February\
• 20,2018)
c.“Benham Rise is ours.” (Eagle News,
February 10,2018)
1. How were essential details presented?
 Concept Grounding
Writing the opening paragraph of a news article or the lead is one of the most challenging tasks.
The manner of presenting the lead may dissuade the readers from reading the entire news article.
Perhaps, a traditional way of opening a news article is using the summary lead or the straight
lead (presenting the W’s and the H). other types of lead include question lead, quotation lead,
funny lead, anecdotal lead, and descriptive lead.

Whatever type of lead you decide to use, remember to:

Emphasize the most important details;

Be specific and concise; and
Use active verbs as much as possible.
How to write a lead sentence or paragraph:
1. Determine your hook.
Look at the 5 Ws and 1 H. Why are readers clicking on this content? What problem are
they trying to solve? What’s new or different? Determine which aspects are most
relevant and important, and lead with that.

2. Be clear and succinct.

Simple language is best. Mark Twain said it best: “Don’t use a five-dollar word when a
fifty-cent word will do.”

3. Write in the active voice.

Use strong verbs and decided language. Compare “Dog bites man” to “A man was
bitten by a dog” — the passive voice is timid and bland (for the record, Stephen King
feels the same way).
4. Address the reader as “you.”
This is the writer’s equivalent to breaking the fourth wall in theatre, and while some editors will
disagree with me on this one, I stand by it. People know you’re writing to them. Not only is it
OK to address them as such, I think it helps create a personal connection with them.
5. Put attribution second.
What’s the nugget, the little gem you’re trying to impart? Put that information first, and then
follow it up with who said it. The “according to” part is almost always secondary to what he or
she actually said.
6. Go short and punchy.
Take my recent lead for this Marketing Land post: “Freelance writers like working with me.
Seriously, they do.” Short and sweet makes the reader want to know where you’re going with
that.
7. If you’re stuck, find a relevant stat.
If you’re trying to be clever or punchy or brilliant and it’s just not happening, search for an
interesting stat related to your topic and lead with that. This is especially effective if the stat is
unusual or unexpected, as in, “A whopping 80 percent of Americans are in debt.”
8. Or, start with a story.
If beginning with a stat or fact isn’t working for your lead, try leading with an anecdote instead.
People absorb data, but they feel stories. Here’s an example of an anecdotal lead that works
great in a crime story: “It’s just after 11 p.m., and Houston police officer Al Leonard has his
gun drawn as the elderly black man approaches the patrol car. The 9mm pistol is out of sight,
pointing through the car door. Leonard rolls down his window and casually greets the man.
‘What can I do for you?'” I want to know what happens next, don’t you?
9. Borrow this literary tactic.
Every good story has these three elements: a hero we relate to, a challenge (or villain) we fear,
and an ensuing struggle. Find these elements in the story you’re writing and lead with one of
those.

10. When you’re staring at a blank screen.

Just start. Start writing anything. Start in the middle of your story. Once you begin, you can
usually find your lead buried a few paragraphs down in this “get-going” copy. Your lead is in
there — you just need to cut away the other stuff first.
 Here's a Few Examples of Good Leads or Blurbs
A little long but all 5 This evening at about 9:30 p.m. at Ford's Theatre, the President,
Ws & H while sitting in his private box with Mrs. Lincoln, Mrs. Harris and Major
Rathburn, was shot by an assassin, who suddenly entered the box and
approached behind the President.
CONTRAST lead - The Less than 3 years ago, two college friends decided to build a website
contrast lead draws contrast to exchange their favorite videos.
between two opposite
extremes - tragedy with
Today Your Tube is owned by Google and gets over 25 million
comedy, past
with present, age with unique visitors to the site each month.
youth, beauty with ugly.
PICTURE lead - The picture Standing tall and straight, easy to smile, unfurrowed brow under
lead draws a vivid word picture
of the person or in the story. glistening eyes, Mary told of her dramatic attitude change, having
The idea is to have the reader seen her business results turn around after bringing in a consultant.
see the thing as the writer saw
it.
BACKGROUND
lead - This is the same as the
High seas, strong winds and heavy overcast provided the setting for a
Picture lead except it draws a dramatic mission of mercy in the North Atlantic on the first day of the year.
vivid word picture of the news
setting, surroundings or
circumstances.
PUNCH lead - The Punch lead
consists of a blunt, explosive The President is dead. Friday the 13th is over, but the casualty list is still
statement designed to surprise or growing.
jolt the reader.
QUESTION lead - The Question How does your website conversion rates compare to other sites in your
lead features a pertinent query
that arouses the readers' curiosity
industry?
and makes them want to read the
body of the story for answers.
Make sure the question is
rhetorical, cannot be answered
with a straight "no" or "yes".
QUOTATION lead -
This lead features a short, eye- "You really don't know what freedom is until you have had to
catching quote or remark, escape from terrorist captivity", says Tom Dennon, an Air Force
usually set in quotation marks.
Use this only if the quotation is
pilot stationed in Iraq.
so important or remarkable it
overshadows the other facts of
the story.
Firming Up
1. Write an acronym poem about what a budding journalist should remember in writing a lead.
• L- LEAD WITH SIMPLE AND PERSUADING TITLE
• E-EYE CATCHING SENTENCE
• A-AVOID REPETITIVE AND LENGTHY WORDS
• D-DELIVER THE MOST IMPORTANT INFORMATION

2. A. Bring four different newspaper in class. Make sure that these newspapers were published on the same
date. Choose a news article with the same topic from each newspaper. Cut out the lead of your chosen
news article. Paste them on a short bond paper.

• B. Using a graphic organizer, illustrate the similarities and differences of the lead you placed on the
bond paper.
Choose two events that will be celebrated in your locality and write a lead about these events.

Pag selebrar sa ika 55 ka tuig sa Araw ng Pag saulog sa Gaginaway sa Malita Festival
Sangay niadtong Nobyembre 7, 2023. karong Nobyembre 27, 2023, mga pasundayag
Nagmapaluson! atangi!
Lesson 2
Communication for Teachers: Storytelling

Our goals!!!
Describe pictures within a given time frame
Tell a story effectively
*******************************************
Engage yourself!
What makes the students enjoy the class?
What do the teachers exhibit in conducting lesson?
Initializing
• As future teachers, it is essential that you hone your craft in
leadership and teaching. You need to be able to use the
language when you explain, describe, retell, interpret, plan, and
give instructions and feedback. You need a good command of
the language when you attempt to develop the social language
of your students for them to communicate effectively in
various activities like listening to stories, sharing information,
following directions, solving a problem in a conversational, and
the like.
Concept Grounding
One of the responsibilities of teachers is stimulating their students’ imaginations and understanding of the world. One approach
that is commonly used is storytelling. Stories, according to Aiex (1988), play significant roles in students; growth and through these,
they would learn to appreciate literature.
Storytelling is a powerful way if communicating and conveying emotion by improvisation or embellishment. It is the art of using
language, voice, movements, and gestures in order to reveal images and elements of the story to an audience. This is often used
by teachers, parents, and professionals to elaborate or convey messages, to entertain, to educate, and to preserve culture.

Reasons why storytelling is recommended as a strategy for teaching:

1. Cooter (1991) and Bla (1998) forwarded that the excitement and drama of storytelling provide a context that hold students’
attention. Stories are used to motivate, create an immense interest, attracts, and promotes communication.

2.Stories are an enormous language treasure. Storytelling is one of the oldest arts of telling morals and thousands of these stories
have been created and passed down. Many old stories are regarded as the models of language and treasures if the culture, from
which learners at various language levels and age groups can find suitable stories to read and tell.

3. Storytelling provides a lively atmosphere and a real-life environment that encourages the students to participate. When they
listen to stories, they easily can plunge into the plots and scenes and identify themselves among characters.
Firming up
1. Image Description: A number is assigned for each picture. Pick a picture and
describe in one minute the picture that corresponds the picture.
Concretizing
• Tell-tale:
a. Think of words and draw a list of five words or phrases. From the five words or phrases, come up
with a story.
Example:
1. Mat, bat, cat, fat, rat
2. Annoying orange, angry birds, singing pig, praying mantis, Alice bliss
b. Use quotation as your grabber and restatement of the lesson or moral of your story as your closing
c. You are given 5 minutes to prepare and 3 minutes to deliver.

2. Storytelling: Choose any folklore that you are familiar with. Make sure that the story can be told in 3-
4 minutes. Prepare any hand props, materials, or upper garments that you can use to elaborate some
situations in the story. Rehearse with appropriate nonverbal (facial expression, gestures, movement,
voice variety) to show animation in the delivery. Ask someone to video your presentation.
Reflecting
• Self-video feedback: watch your video (as if you are watching another person’s
presentation) after your presentation give a feedback to yourself objectively.
• I observed that (things that effective in the presentation)

I think it would have been better if (points for improvement)

Lesson 3
Communication for Business and Trade
Our goal!
• Identify strengths and needed skills for improvement
• Construct personal and business SWOT analyses

Engage yourself!
a. Can business operate without communication? Why
yes/not?
Initializing
• In order to prepare you in the global work force, you must
prepare yourselves to the demand of the industry, and one way
of achieving this is through enhancing your English
communication skills. As university students, you need to
develop your expertise on how to sell an idea in a product
presentation, project proposal, and other opportunities of
making networks and connections in business. Enhancing your
craft in oral presentation will make you succeed in your future
internships and future career.
Concept Grounding
• A. Definition and Relevance
A SWOT analysis or matrix is a diagram that shows
organization’s or person’s key strength, weaknesses,
opportunities, and threats. Doing this type of analysis, any
organization, corporation, or company can innovate or adapt new
ways or strategies to put itself better in the corporate world.
B. Internal factors VS. External factors
• Internal factors are things that we can control. An example is when workers in a company spend
time and effort on fixing computer crashes. As a solution to this problem, the employees could be
trained or better software could be purchased.
• External factors are things we cannot control. For example, is inflation rate of goods due to
government regulations.
C. Benefits of SWOT analysis
• SWOT analysis identify any company or organization’s capabilities and resources. Moreover, they
also provide a look on the organization’s competitive environment.
• Based on the result of SWOT analysis, the company can create a better marketing strategy.
• A SWOT analysis can create a new venture or new opportunities for the company especially the
ones that are not yet explored.
• This can be an aid for the managers and directors reduce threats by understanding their company’s
current weaknesses.
• This can be used by the people in a company as a planning technique.
• Individuals who like to develop their careers can do SWOT analysis for identifies their skills,
opportunities, and abilities.
D. How to make SWOT analysis
• Make sure that the analysis heads to the right path or direction by defining your objective. If your study
focuses on what matters, this will eventually provide you a right strategy.
• Focus on the internal and external factors.
– Strengths. Identify the things that do better in your company rather than the competition. Are the
people familiar to your products or brand? What is your competitive advantage? Which one from your
internal resources is doing best or the one that excels in all aspects of intellectual property or human
resources?
– Weaknesses. In what areas are your competitors outclassing your company. What holds your
business back? Are there any things you can avoid? Does your business lack something? Or
weakness? For example, it may not have enough suitably-skilled workers. This is an area that
you can control.
– Opportunities. It can help your company grow. Can you turn any changes in technology, laws, or
society, for example, into an opportunity? Consumers today are more aware of and interested in the
quality of life.
– Threats. Are there obstacles stopping your company from growing? What are these rules,
regulations, or technology that impede your business? Some aspects
of society may also represent obstacles. Is inflation rate a threat in business?
E. Matrix
Firming Up
1. Create a personal SWOT analysis.
Given the situation, plot the applicant’s SWOT in a matrix. You
can make any graphic organizer showing the relationship of the
four elements.
Try to evaluate one organization (in school, business
establishments, club).
Concretizing
1. Create your personal SWOT Analysis
Directions: Imagine you are going to apply as financial analysis,
accountant or any position you wish in a corporate world.
– Assess yourself first by listing your potentials, capabilities,
talents, skills, or skills to improve in a draft.
– Edit and proofread your work. Write in phrases.
– Use a SWOT matrix to plot your own.
– Present your output.
Reflecting

1. What are the challenges you encountered when you were doing the SWOT
analysis project? In what ways did these challenges make you a better person?
 Lesson 4
Writing Business and Technical Report
Our goal!
Explain the classifications, parts, and types of reports
Write a sample report applying the principles of report
writing style
Engage yourself!
1. List the types of reports you usually do in school.
How do you frame such reports?

2. Bring old reports from the student council, government offices, companies,
schools, hospitals, and other organizations.
3. Draw a Venn Diagram to show the similarities and differences of school reports
and report that you brought.
Initializing
• A. Report is a comprehensive document that covers all aspects of the subject matter of study. It
presents results of an experiment, investigate, research, or an inquiry to a specific audience.

Business and Technical Reports

Classification Types Parts

Formal Progress Reports Sales  Cover Page

Informal Reports Personal  Title Page
Evaluation Feasibility  Table of contents
Reports Literature  List of illustrations
Review Credit Reports  Executive Summary
Informational Reports  Main
Recommendations body/Findings/Discussions
Reports  Conclusions
Research reports Case  Recommendations
Study Analyses  References/Sources
 Appendices
 Concept Grounding

What is a Technical Report?

A technical report is a document written by a researcher detailing the results of a project and submitted to the sponsor
of that project." TRs are not peer-reviewed unless they are subsequently published in a peer-review journal.
Technical report may contain data, design criteria, procedures, literature reviews, research history, detailed tables,
illustrations/images, explanation of approaches that were unsuccessful.
This may also be used to communicate information to customers, colleagues and managers, and they are used to document
the equipment and procedures used in testing or research and the results obtained so that the work can be repeated if
necessary or built upon.
Characteristics of a Report
1. It presents information not an argument.
2. It is meant to be scanned quickly by the reader.
3. It uses numbered headings and sub headings.
4. It is composed of short and concise paragraphs.
5. It uses graphic illustrations such as tables, graphs, pie, charts, etc.
6. It may have an abstract or an executive summary.
7. It may or may not have references or bibliography.
8. If often contains recommendations and/or appendices.

Report Categories
• Informal Reports
– It functions to inform, analyze, and recommend.
– It may be in the form of a memo, financial report, monthly activities report, development report,
research, etc.
– It written according to an institution’s style and rules. Introductory and prefatory parts are not
required.
– It is used for conveying routine messages.
Types of Informal Reports
• Progress report – written to provide information about the way a project is developing.
• Sales activity report – helps a firm to understand about the progress of the sales people and also identify the
shortcomings.
• Personnel evaluation – used by an organizational to assess an employee’s performance.
• Financial Report – a present formal record of the financial activities of a business, person, or other entities.
• Feasibility report- assesses the viability of a new project; details whether or not a project should be undertaken
and the reasons for that decision; persuades or helps
• the decision makers to choose between available options.
• Literature review – conveys to the readers the work already done and the knowledge and ideas that have been
already established on a particular topic of research.
• Credit report – detailed report of an individual’s credit history prepared by a credit reports based on that
information, and lenders use the reports along with other details to determine loan applicants’ credit worthiness.
Formal Reports
• It is an official report that contains a collection of detailed information, research, and
data necessary to make decisions.
• It is formal, complex, and used at an official level
• It is often a written account of a major project.
• It may be in the form of launching a new technology or a new project line, results of a
study or an experiment, a review of developments in the field. Etc.
 Types of Formal Reports
Type Characteristics Examples
Informational report  Provides data, facts, feedback, and other  Results of a research on the rise of HIV
types of information without analysis or patients
recommendations.
 Presents an update of an operation, an
information
or status of a current research so readers
can understand a particular problem or
situation.
Analytical  It goes beyond just  Explanation of what causes a
Reports presenting results phenomenon.
 Analytical reports present results analyze  Presentation of results of a traffic study
those results, and draw conclusions based showing accidents at an intersection- the
on those results. It attempts to describe why report explains what is means
or how something happened and explains  Explanation of the potential res ults of a
particular course of action
what it means.  Suggestion which option, action, or procedure
is best.
 Report writing on monthly budgets, staff
absentees and so on,
Recommendation Reports  This type advocates a particular course of  Using treatment X is more efficient than
action. This usually presents the treatments Y and Z. however, that does not
results and conclusion that supports the mean that you will use treatment X as cost and
recommendation. other considerations might recommend
treatment Y.

Research Reports  Most widely used report  Writing a report on some

usually in university levels. product development.
 Report writing for your competitor’s
activities
Case Study Analysis  Includes real life examples  Widely used in university level competitions.
Reports
PARTS OF A REPORT
Parts Brief Description Contents Language
Characteristics
Title Page Name of the report  Name of the report in all caps (e.g FINAL Factual
REPORT)
 Receiver’s name, title, and organization
 Team name and team members
 Date submitted (month/date/year)
 The author/s and their
association/organization
 No page number on title page
Table of What you find in  Show the beginning page number where each Factual
Contents the report report
heading appears in the report (do not out page
number range, just the first page number)
 Connect headings to page
numbers with dots.
 Heading should be grammatically parallel
 Include major section headings
and sub-headings
 No page number on this page
Executive A summary of the report  Should be no longer than one page. Factual, use of third person,
Summary  It provides the key recommendations and use of passive verbs
conclusions, rather than a summary of the
document.
Introduction Background, problem,  Briefly describe the context. Factual, use of third person,
approach, definition of  Identify the general subject matter. use of passive verbs
special words used.  Describe the issue or problem
to be reported on.
 State the specific questions the report answers.
 Outline the scope of the report
(extent of investigation)
 Preview the report structure.
 Comment on the limitations of the report and any
assumptions made.
 Parts Brief Description Contents Language
Characteristics
Methods Methods or procedures For all types of research provide: Factual, use of third
which led to the  Goal for each piece of research (what is your person, use of passive
findings question/hypothesis?) verbs
 Data source
For surveys give the number of surveys distributed,
how was it distributed, how the population was
chosen.
For observations occurred.
Findings Results, investigation,  The goal is to supply proofs for conclusions Factual, use of third
research, and  Discuss, analyze, and interpret person, use
calculation (don’t just give results, also say what they mean- of passive verbs
particular with benchmarking)
 Remember to report on all your
research, including interviews with client and
personal observations (discuss in methodology too).
 Support your findings with new evidence.
 Provide summary paragraph of key findings and their
significance at end of section.
 Explain all graphs in writing.
 Arrange the findings in logical segments that follow
your outline. Findings should be presented in the
same order as discussed in methodology.
 Use clear, descriptive headings.
 Present “just the facts”, no opinions, and no
feelings
Conclusion Conclusion drawn from  Interpret and summarize the findings Transition signals such
the  Say what they mean as
findings  Relate the conclusion to the report issue/problem it seems that, the results
 Limit the conclusion to the data indicate that, it is
presented; do not introduce new material probable that, etc.
 Number the conclusion and present them in parallel
form
 Be objective: avoid exaggerating or manipulating
the data
 Parts Brief Description Contents Language
Characteristics
Recommendation Things that should  Make specific suggestions for actions to
be done as a result solve the report problem
 Avoid conditional words such as maybe and
perhaps
 Present each suggestion separately and
begin with a
verb
 Number the recommendations
 Describe how the recommendations may
be implemented (if you were requested to
do this)
 Arrange the recommendations in an
announced order, such as
most important.
Bibliography Books,
magazines, journals,
reports and other
references used
Concretizing
• Using a sample report, you utilized in the engagement part of
the lesson, analyze how the English language is used in terms of
structure, tense, and voice. How does the language differ from
other forms of writing?
• What is your advocacy right now? Who are your targets
audience? Using the appropriate type of report, make a write-up
of your advocacy. Incorporate all the parts of the report.
Reflecting!
In this section on writing business and technical report, I learned that
Lesson 5
Communication for Employment: The Resume and Application Letter

Our goal!
• Know the importance of resume in seeking professional career; and
• Write an effective and appropriate print and scannable resume
• Construct a professional Application Letter
Engage yourself!
1. Describe yourself and your positive attributes to the class.
2. Make a persuading presentation highlighting the importance details about you as
student.
Initializing
In writing resume, you start by doing an inward assessment of
yourself and by asking the questions, “How can I encourage the
employer to pay attention to my resume? And What kind of
resume should I use?”. These questions may be your starting
point in fitting your qualifications, skills, and experiences in
creating your effective advertisement.
Concept Grounding
• What is resume?
• A resume is a formal document that a job applicant creates to itemize his or her
qualifications for a position. A resume is usually accompanied by a customized
cover letter in which the applicant expresses an interest in a specific job or company
and draws attention to the most relevant specifics on the resume.
• It is a persuasiAve summary of your qualifications for employment used by a
person to present their background, skills, and accomplishments. Moreover,
writing a resume and application letter is writing an advertisement selling your
skills, talents and abilities to the employers who will likely sift through many
applications to decide whom to grant an interview. Thus, resumes and application
letters require a level of care that few other documents do.
Types of Resume
Print resumes are printed on paper for prospective employers to scrutinize. They are
designed to emphasize key information using bold or italic typeface.
Scannable resumes are designed to be read by computers; hence, they are to be
formatted using single typeface or without italics or bold.

Print Resumes Name in

boldface

Objective tailored to
specific job sought

Work experience in
reverse chronology
order

Format fill entire

page
All information in as ingle
typeface, aligned on left margin

No underlining bold,
or italics
FEATURES OF A RESUME

1. Organization
There are different ways on how you can organize your resume depending on your goals, experiences and qualifications. You
can organize a resume chronologically, functionally, or targeted.

a. Chronological resume is the general listing of all your academic and work experience from the most recent to the oldest.
b. Functional resume is organized around various kinds of experience. If you wish to demonstrate a lot of experience in more than one
area and if you wish to downplay dates, you may write this type of resume.
c. Targeted resume generally announces the specific goal up to top, just beneath your
name, and offers information selectively. You can show only the experience and skills relevant to your goal.
2. Succinctness
A resume must be concise. Entries may not be written in sentences but should be parallel. For instance, “organized inventory records”
rather “I organized inventory records.” For print resume, use action verbs (organized, designed, etc…) rather than nouns (organizer, designer,
etc…) to emphasize your accomplishments. For scannable resume, use nouns rather than verbs as key words.
3. Comprehensiveness
A resume must present all important details that can gain the nod of the prospective employer. In giving details, however, carefully choose the
words that you use. You may use the exact words in the advertisement provided that they really reflect your experiences or qualification. Check
all the information you provided-from the contact information down the references. Make sure that all information is reflected correctly and
that those whom you placed in the references know that you placed them as sources of information for your employment before sending the
resume.
4. Design
The resume should be reader-friendly and be professionally packaged. For print resume, use appropriate spacing, section headings, and
uniform typeface for each heading. Scannable resume, on the other hand, shall only have standard typeface.
• What is Application Letter?
• An application letter serves as a formal introduction of yourself to your
prospective employer. It goes with the resume, so you don’t have to give much
information. It does, however, have to make favorable impression so you can get
an interview. This is achieved through how the letter is written and presented.
• Features of an Application Letter
1. Qualification
Make your interest clear, identify the position or the organization to indicate what skills
you possess that matches what the company is looking for.
2. Pleasing Tone
Go beyond simply stating your accomplishments. Through your words, you need to
demonstrate that you will be the kind of employee the organization wants.
3. Format
Follow the prescribed format. The most common is the block format shown in the
example provided.
Below is an example of an application letter which cites details that are specifically
tailored to a particular position.
453 Mahogany Street
Street address, city, zip
code, date Leonilla Hill, Bagiuo City 2600 June 28,2018

Recipient’s name and title, Gilbert Reyes Director

organization, address AB Investment
17 Upper Session Road Baguio
City

Salutation with a colon Dear Sir:

I am writing to apply for the position of financial associate recently advertised at Enigma Courier dated June 25,2018.
Position identified

My experience as inventory clerk and office clerk trainee molded my intrapersonal and management skills. With the
M a t c h b e t w e e n developed and acquired skills, I believed that I can be great help to the company. I enclosed my resume, which provides
experience and job detailed information about my qualifications.
description

Availability I will be more than willing to share my ideas with the opportunity to be interviewed. You can contact me at my mobile
number or email address.

Gratitude Thank you very much and I am looking forward to your reply so that we can further discuss my application

Closing Respectfully yours,

3-4 lines space for signature

Sender’s name, typed Miranda V. Robles

 Firming Up
• Making a resume
– Choose one job advertisement related to your field and make a
print resume for that position.
– Create a scannable version and a print resume.
• Write an application letter for the job you wanted to apply for.
 Reflecting!
Answer the following questions briefly.
1. Now you have completed your resume, how much do you like it and why?
2. Site some instances when you need to pull this resume out.
3. What did you learn in the writing process?
4. Explain the relevance of the topic to your career.
Lesson 6
Communication for Employment: The Business Letters

Our goals!
 Use the right tone in persuading a prospective employer
 Identify the purpose and nature of business communication
 Write an effective business letter

Engage yourself!!!
Compare five employment advertisements.
a. What are the common qualifications employers are looking for?
b. What employment advertisement is relevant to your discipline or industry
area?
c. Do you have the qualifications required by the advertisement?
Initializing
The business people, by the nature of their jobs, use a form of written or printed documents to get their ideas and
thoughts across. These can be sent to give a positive message, to give negative messages or apologizing, to place a
straight or modified rebuy, or simply to resign from the job in consideration (oops!).
Since they are written by serious people for serious business, they are rarely informal. They may be polite, but
not informal, and are formal to semi-formal (again, rarely, but also depends on the type of the business). They
convey a clear message and therefore should leave no room for obscurity. So naturally, they become an important
carrier of useful information.
Writing for a business audience is usually quite different than writing in the
humanities, social sciences, or other academic disciplines. Business writing strives to be
crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not
make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations
involved when writing in a business context.
Business writing varies from the conversational style often found in email messages to the more formal, legalistic style
found in contracts. A style between these two extremes
is appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an
attempt to be overly casual may come across as insincere or unprofessional. In business writing, as in all writing,
you must know your audience.
 Concept Grounding
BUSINESS LETTER
It is a letter written in formal language, used when writing from one business organization to another, or
for correspondence between such organizations and their customers, clients and other external parties.
They are used for different purposes; like placing orders, making inquiries’, making credit request,
requesting claims and adjustment, to apologize for a wrong or simply to convey goodwill. etc.
Even today, they are very useful because it produces a permanent record, they are confidential,
formal and delivers persuasive, well-considered messages.

Style of letter depends on the relationship between the parties concerned.

PARTS OF BUSINESS LETTER
• The Heading
• The heading contains the return address with the date on the last line. Sometimes it is necessary to include a
line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between
the address and the date. It is not necessary to type a return address if you are using stationery with the return
address already imprinted, but you should always use a date. Make sure the heading is on
the left margin.

• Example:
• Ms. Jane Doe
• 543 Washington St
• Marquette, MI 49855 Tel:
• Fax:
• Email:
• June 28, 2011

• Recipient’s Address
• This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its
destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left
margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside
address should appear through the window in the envelope (if there is one). Be sure to skip a line after the
heading and before the recipient’s address, then skip another line after the inside address before the greeting. For
an example, see the end of this sheet for a sample letter.
The Salutation
The salutation (or greeting) in a business letter is always formal. It often begins with “Dear
{Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr). If
you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s
first name if the person you are writing to is “Jordan” and you’re not sure if he or she is
male or female.
The salutation always ends with a colon.

The Body
The body is the meat of your letter. For block and modified block letter formats, single space and left justify each
paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also
skip a line between the salutation and the body, as well as the body and the close.

The Complimentary Close

The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification
as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and
leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.
The Signature Line
Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes
a middle initial, although it is not required. Women may put their title before had to show how they wish to be
addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.

Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below
the listing. You also may include the name of each document.
Format and Font
Many organizations have their own style for writing a business letter, but here are some common
examples.

Full Block
The most common layout for a business letter is called a block format. In this format, the entire letter is
justified to the left and single spaced except for a double space between paragraphs.

Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and
recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are
tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.

Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to
read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.) Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)

First and Last Name of the Person to whom you are writing
Address
City, ST zip

Dear Mr./Ms. Whomever:

In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you.
Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also,
let them know that you will contact them or that they can contact you with any questions.

Sincerely yours,

{four spaces so that your signature may appear here}

Jane Doe

A business letter is not restricted to one page; the letter should be as long as it needs to be.
• TYPES OF BUSINESS LETTER
Business letters can be written between to an employer of the same company, by an employer to his employee, can be
written to the suppliers or other business partners, and of course to the customers. There are different types of business
letters:
• Business-to-Business Letters: Type Purpose and Definition
Letter of Appreciation Letter of appreciation is an expression of gratitude to a person who
granted the request or initiate actions that benefits the sender.
By writing this letter to that person could result
in a potential long-term relationship and goodwill? By expressing
gratitude while putting an effort to write it makes the person on the other
side feel good about themselves and want to do the thing, if possible, more
sincerely, the next time for someone else. A letter of appreciation is,
therefore, a very handy tool in the workplace, just as it is elsewhere.

Letter of Acknowledgement A letter of acknowledgement, otherwise

known as a letter of receipt, is a fairly common one in business dealings and a
mark of professionalism.
It can be a receipt of not just goods or products. It can be the confirmation of
the receipt of documents. We have the Resume
Acknowledgement Letter that confirms the receipt of the CV of an applicant.
Similarly, an Acknowledgement of Resignation confirms that the firm has
received the letter from an employee, which he submitted before
resigning. Lastly, the letter which is about the receipt of goods and other
relevant
documents, is the Business Acknowledgement Letter.
Cover Letter A cover letter is a one-page letter that is presented with your resume. It includes
a brief introduction of yourself, the job or the position you are applying for,
shows that your qualifications match with the qualifications
asked for, ends with a call of action, and most importantly encourages to read
the resume.
Letter of Reference Reference letter, also known as recommendation letter, is a letter that speaks
about a former acquaintance’s work experience, expertise, personal traits and skills, and/or
academic performance. It is written if you can speak positively about that
acquaintance, otherwise, it totally defeats the purpose.
A reference letter is required in the process of a candidate’s job search whether as an intern, a
volunteer, or a job applicant. This is because it is his positive endorsement by someone, you, who
knows him and, therefore, is very
reassuring to the hirer.

Inquiry Letter A job inquiry letter is sent to the companies that may be hiring in future, but at the
moment haven't advertised for job openings. It is by this definition; such a letter is also known as
a letter of interest.
If your inquiry letter is commendable enough, it can help you get noticed by even an inactive
employer. By inactive, I mean s/he may not be a recruiting member, but you will still stand a
chance, and a better one too.

Letter of Termination A termination letter is a letter in which the

employers write about firing an employee. The letter has in it the details of the firing and any
information that the employee to be fired will need to know.
A termination letter is used for a couple of reasons. It could be required by state or local law to
provide documentation of employee termination. It can also be issued when you believe the
employee in question is ineligible for employment.
Order Letter An order letter is usually written when you
need to assign orders for goods. It is quite common and is written almost on a daily basis. The
language of the letter, however, needs to be formal and the letter follows a standard format, since
the information is very specific.
An order letter needs to pen down the terms and conditions of the purchase. These benefits
both the involved parties. It generally contains details such as product specifications, their
quantities, a price that the parties have agreed upon, the date of delivery, what to do in case
there occurs a late delivery, etc.
Business-to-Customer/Customer-to-Business Letters:

Letter of Apology It is a formal letter to apologize for a mistake

which is done unintentionally and reassuring the authority about not to repeat that mistake
again and doing the job accurately next time. If we make a mistake that can put our client’s
venture is in danger, it is a matter of business ethics to take the responsibility and pursue the
necessary steps to correct our error.
Circular letter A circular letter or email is used when a company needs to inform all its customers about a
change or important event happening
in the company. This could be a new address, a change in the management, the opening of
a new factory, store or e-commerce website.
Letter of Complaint a written letter in which someone reports a
bad experience or situation. to complain: to moan, to express dissatisfaction or a negative
opinion.
When writing a complaint letter you should: describe your problem and the outcome you
want. include key dates, such as when you purchased the goods or services and when the
problem occurred. identify what action you've already taken to fix the problem and what
you will do if you and the seller cannot resolve the problem.
Letter for Payment Collection A letter of collection is written
when payment is due, or it could be in case of an overdue bill. Writing a letter to collect
payments from your customer is very important. Ask for the payment simply and be
straightforward. Tell them you have included the invoice as part of the email and how you
want to be paid. The conclusion is polite and lets them know that you'd love to work more
with them in the future. This script also uses the exclamation point very strategically.

Letter before Signing a Contract
You will know your business is doing well when the suppliers and other stakeholders will
take a positive interest in your company. It isevident that you will need to write contract
letters then. This will be the starting point of
an official relationship between you and the other party concerned.
A contract letter is a letter between two
parties that is sent to confirm the early negotiations between them, and a significant
document in case there are future disputes. It can be the contract for buying a property,
hiring an employee, marker of the distributable, etc. It is a written version of the agreement
that both of you have had in acceptance of the terms and conditions in doing business
together.
Follow-up Letter A follow-up letter is a letter that consolidates between you and the recipient a relationship
and sets the platform of continued communication while referring to something
of the past. A follow-up letter can be a follow up to a previous letter, a meeting, a job
application, an order confirmation, a contract, etc.

Appointment Letter An Appointment Letter is a legally binding

document that confirms that an organization has offered a position to an employee and they have
accepted the terms and agreement in exchange for a salary.

Sales letter A sales letter is a piece of direct mail which is designed to persuade the reader to purchase a
particular product or service in the absence of a salesman.
The purpose of a sales letter is to persuade a specific reader to purchase a service or product. This
is a persuasive letter, and must both enhance the author's credibility while
also advertising the product or service.
Welcome Letter A welcome letter is a document provided by
you to new employees. Welcome letters introduce key team members and provide basic
information to the new
employee to prepare them for their first day on the job.

Goodwill letter A goodwill letter, otherwise known as a goodwill adjustment letter, is written as a request to remove
a missed payment fromyour credit report. To wipe this black spot off your white cloth, you’re at the
total empathy of the card issuer and there is no obligation on the part of the reader to do as you ask.
If you can make a case and explain your situation, only then it will work.
THE MEMORANDUM
The word “memo” is derived from the latin word “memorare” changed to “memorandus”, and means “to state or to tell”. In an organization,
it takes the form of a short official note that one writes to a person or to several individuals such as members, faculty, head of offices, and the
like.
Memos most frequently contain routine information.
Example:
Announcements for diverse occasions.
Changes of policies, procedures or processes.
Confirmation of discussion, decisions and meetings.
Submission of documents such as reports, data, research and results of survey.
Recommendations
Request for further information
Solicitations for opinions
Though memos are less formal than business letters, they must be crafted in an effective way. Adelheid Thieme in her presentation for
Arizona State University claims that effective memos must be:
Civilized
Concise
Coherent
Compelling
Correct
THE MINUTES OF THE MEETING
Official written records of a meeting’s proceedings are called minutes. They serve as an official record, aids in refreshing memories of
participants, supplies information to individuals who were not present, and help prepare members for upcoming meetings. Unless law or
policy mandate that verbatim records be kept, minutes should be reports in summary form.
Minutes should succinctly and truthfully account all pertinent information that transpired in a meeting. All motions and resolutions
should be recorded word for word as presented. Individuals presenting motions and resolutions should be identified by name in the
minutes. It is important to indicate that a motion was seconded but the name of individual the name of the individual who seconds a
motion need to be recorded. The outcome-approval or defeat-should be included also.
Sample of Minutes of the Meeting

Baguio City Association of Writers, Inc. Second Officers’ Meeting

Heritage Conference Hall February 14,2018
1:00-5:00 p.m
1. CALL TO ORDER
President Jose called the meeting to order at 1:00 p.m. on Febraury 14,2018.
2. ROLL CALL AND DETERMINATION OF QUORUM
A quorum was established. The following members were present: Maggie Jose, President; Jude Sy, Vice President; Ana Li, Secretary; Annie
Asan, Treasurer; Connie Magtanggol, Member; Mark Kafagway, Member;Donna Belle, Member; Ann Caroy
Absent: Durlyn Egnim, Past-President, Guest: Beck Wakit, Butch Ibanes, and Chong Go
3. APPROVAL OF THE MINUTES OF JANUARY 15,2018 MEETING
Copies of the minutes of Jnauray 15,2018, Association meeting were distributed the members prior to the February 14 meeting. The minutes were
approved with one correction: page 3, “…The selection of members for the sub-committee will be held during the February 15,2018 meeting..”
4. COMMITTEE REPORTS
Scholarship Awards
Ana Li, the secretary, announced that the organization will be granting two 20,000 Php scholarship next year. Any student who will be studying
Library Science at a university level eligible to apply. Announcements and other pertinent documents will be sent to all members. All application
must be submitted by August 16,2018.
5. OLD BUSINESS
Articles for the organization’s yearly journal are due by June 19, 2018.
6. NEW BUSINESS
The organization’s website does not seem to attract individuals and lacks a sense of creativity. A committee was formed to look into the possible
ways of improving the website’s aesthetics and content. Beck Wakit, the committee’s chair, has assigned Butch Ibanes to re- design the website. The
committee’s proposal will be forwarded to the board for approval.
7. ADJOURNMENT
The meeting was adjourned at 5:00p.m

Prepared by:

Miggue P. Ruiz, Secretary

Firming Up
1. Which among the types of business letters are commonly applied in the workplace or
for you as professional? Select at least 3 and explain why?

2. Explain the significance of the “memo” and the “minutes” in the organization.
Concretizing
• Construct at the three business letters you find very relevant for you
following the standards and proper format in writing a business letter.
• Watch the video of a simulation of a meeting
(https://www.youtube.com/watch?v=- oXHq1KrBbQ). Listen carefully
for details and make sure all pertinent information are correctly
documented. After watching the video, write a Minutes of the meeting.
Reflecting
In this lesson, I learned that business letters are….
THE END

THANK YOU