MODULE 1 Elements of Communication

LESSON 1 INTRODUCTION Sender/ Transmitter

Communication
- communicare (Latin Word)
o to impart, to participate, to share
- process of exchanging facts, ideas,
opinions
- transmission and interacting the facts,
ideas, opinion, feeling, attitudes
- initiates the message
Message
- subject matter of any communication
Encoding
- turns his idea into series of symbols

The Essence of Business Communication Communication Channel

What should be done? - the media through which the message

passes
1. Know your business jargon.
2. Plan how to write effectively. Receiver
a. Introduction - the person who receives the message
b. Body
c. Conclusion Decoding
3. Know your purpose. - process of interpretation of an encoded
Role of Communication in Business message

Communication Feedback

- the lifeblood of any organization - information goes back to the sender

- to effect change to influence action - the reaction/ response of the receiver

Internal Communication Brain Drain

- communication within the organization - a possibility of misunderstanding at any

level
External Communication - the breakdown of cycle
- communication outside the organization
Purpose of Communication LESSON 2
1. For instruction BUSINESS CORRESPONDENCE
2. For integration
3. For information Communication
4. For evaluation - exchange of information in a written
5. For direction format for the process of business
6. For teaching activities
7. For influencing
8. For image building Business correspondence
9. For employee’s orientation - umbrella term for any form of written
10. Other communication which happens in
business relationships
- with business partners or internal
communication
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The Importance of Business - notice of tenders, change in contact
Correspondence information, etc.
1. Maintaining Proper Relationships Some topics that affect style:
2. Acts as Evidence
Controlling
3. Creating Goodwill
4. Costs Very Less - Sentence Structure
5. Removes Ambiguity in Communication o subject and the verb are the core
6. Helps Businesses Expand and Grow of a sentence
o keep the subject close to the verb
Types of Business Correspondence
- Sentence Length
Internal Correspondence o sentences must be between 10-
22 words
- the flow of information between
- Sentence Content
employees, departments, branches, and
o each sentence should have only
units of the same company
one controlling idea
- Formal
o promotion letter, a formal request Use the active voice.
for approval, memorandum
- active voice is direct and uses fewer
- Informal
words
o or routine
o quick instructions between a Being concise.
manager and subordinate
o email form - less is more

External Correspondence Building old to new information flow.

- communication between 2 different Using parallel structure. Avoiding misplaced

organizations or between an modifiers.
organization and a client Using conjunctions to show relationships.
Sales Correspondence Bridging ideas effectively.
- any communication related to sales tense active passive
- marketing letters, invoices, discount simple write, writes am/is/are
letters, etc. present written
simple past wrote was/were
Routine Correspondence
written
- happens routinely simple future will/shall will/shall be
- orders, inquiries, invitations, replies, etc. write writtten
present am/is/are am/is/are
Personalized Correspondence continuous writing being written
past was/were was/were
- personal and emotional factors
continuous writing being written
- letters of gratitude, appreciation notes,
present have/has have/has
congratulation letters perfect written been written
Circulars past perfect had written had been
written
- to convey a common matter to a large future perfect will/shall will/shall
audience have written have been
written
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Business Phrases You need to Lose Right
Now
1. At the end of the day
2. It is what it is.
3. take it into the next level
4. win-win
5. think-out-of-the-box
6. touch base
7. hit the ground running
8. no-brainer
9. reinvent the wheel
10. 24/7
Parts of Business Letter
Heading/ return address/ letterhead
- bears all the necessary information
about the organization’s identity
Date
- month should be fully spelled out and
the year written with all four digits
Inside address
Greetings/ Salutation
Subject line
- optional
- preceded with the word Subject: or Re:
- usually placed one line below the
greeting or after the inside address
Body
- where you explain why you are writing
- main part of the business letter
- avoid starting with “I”
- skip line between paragraphs
Complimentary close
- Dear Sir or Madam, = Yours faithfully
- Dear = Yours sincerely
- second word is not capitalized
Signature and writer’s identification
- sign your first and last names
BALCITA, DIANNE C.
Initials, enclosure, copies
- if someone other than writer types the
letter
- two lines before the entry
- Cc means a copy/ies are sent to
someone else
Lesson 3
Full-Block Style
- all the elements are aligned to the left
margin
- no indented lines
- standard block-style
Modified Block-style
- return address, date, closing and
signature start just to the right of the
center of the page or may be flush with
the right margin
Indented or Semi-Block Style
- similar to the modified block business
letter style but the first line of each
paragraph is indented
How to Write a Business Letter?
1. Know the format
2. Include information about your company
3. Include the date
4. Add the recipient’s information
5. Choose a salutation
6. Strike the right tone
7. Write clearly and concisely
8. Be conversational when appropriate
9. Be courteous
10. Wrap it up
11. Choose a closing
12. Sign the letter
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13. Include your typed name and contact
information
• horse-and-buggy
14. If necessary, include “enclosures” ▪ old expressions
• jargons
15. Edit the letter
▪ words used by a
16. Post the letter certain set of people
with common
Types of Business Writing
interest or in the
Instructional same profession
c. maintain short sentences and
- directional and aims to guide the reader
paragraphs
through the steps of completing a task
d. express yourself in the active
Informational voice
2. Conciseness
- recording business information o complete without being wordy
accurately and consistently o eliminate wordy expressions,
Persuasive avoid unnecessary repetitions,
and include only relevant matter
- to impress the reader and influence their 3. Consideration
decision o you-viewpoint
Transactional o looking at the situation from the
standpoint of the reader
- day-to-day communication 4. Courtesy
Written communication o attitude of the mind that cultivates
goodwill and friendliness
- important medium for passing 5. Concreteness
information o the use of descriptive words or
mental pictures about the product
6. Cheerfulness
LESSON 4 o polite, courteous, and friendly
words
8 CS OF A BUSINESS LETTER
o use of positive words
1. Clarity 7. Correctness
o use of precise, concrete, familiar o right level of the language
words o accuracy of figures, facts,
o construction of effective grammars, spelling, punctuations,
sentences and paragraphs and lay-out
a. think first before you write 8. Character
b. express yourself in simple and o written through the writer’s own
familiar words style of expression
• avoid using high-falutin
The Writing Process
▪ complex words
• avoid using verbal dead Phases of Writing
words
1. Composing
▪ words with no
- creating, inventing, discovering, and
significance
molding your topic

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 a. Pre-writing
o researching, reading, and
discussing a topic to gain
insights, taking notes and
mapping
b. Planning
o organizing and prioritizing key
ideas
o clarifying purpose and audience
2. Editing
- making stylistic changes
3. Revising:
- restructuring, rethinking, or
reorganizing content
Scratch Outline
- sketch your ideas on paper before
you begin to write
Brainstorming Sessions
- brainstorming an opportunity for
writers to share thoughts and
generate ideas without fear of
criticism
Note Taking
- keep track of your ideas in a pocket-
sized notebook
Tools For Organizing and Prioritizing

MODULE 2 Mind maps

LESSON 1 WRITING BLOCKS - originally known as clustering

Writer’s Block
- to get your ideas on the page
Editor’s Block, Type A
- keeping the two processes –
composing and editing – separate
activities
Editor’s Block, Type B
- to sculpt your words to achieve a
nicely flowing product that is correct
Critic’s Blocks
- think of criticism as feedback that
leads to growth
- keep focus on feedback and
progress
LESSON 2 THE FIRST STEPS OF
COMPOSING
Formal Outlines
- brainstorming tool before you start to
write or as an organizing tool after
you have a draft
- free form way to get your ideas on
the page
Information Wheels
- use spokes for the information wheel
Page maps
- may help keep you from being stuck
- you are already familiar enough with
your topic to have an idea of the
major sections your piece will contain
Concept Webs
- for project that has clear parts
LESSON 3 COMPOSING TOOLS:
FREEWRITING, FOCUSED WRITING, AND
FORCED WRITING
Free writing
- putting whatever is on your mind on
paper in a free form
Focused Writing
- more structured than freewriting
- involves only one topic
- perfect way to use 20 minutes

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Forced writing Basic Semicolon Rules
- producing something you plan to use 1. No Conjunction (NC)
- a great activity when you are up o Use a semicolon to separate two
against a deadline or practicing independent clauses that are
taking an exam joined without a conjunction.
o sometimes referred to as
LESSON 4 THE MECHANICS OF WRITING
“semicolon in place of period.”
Basic Comma Rules 2. Transition (TRANS)
o Place a semicolon before and a
1. When in doubt, leave it out comma after an adverbial
o If you don’t know why you are conjunction when it acts as a
putting in a comma, leave it out. transition between independent
2. The Cardinal Rule clauses.
o Do not separate a subject and
verb with only one comma.
3. Conjunction
o Use a comma to separate
independent clauses when they
are joined by a coordinating
conjunction
4. Introductory (INTRO)
o Place a comma after a word,
phrase, or dependent clause that
introduces a main clause.
5. Nonessential Elements (NE)
o Use commas to set off
nonessential elements.
6. Direct Address (DA)
o Use commas to set off the name
or title of a person addressed
directly.
7. Independent Comment (IC)
o Use commas to set off a word or
phrase that interrupts an
independent clause.
8. Appositive (AP)
o Use commas to set off a word or
phrases that describes or
identifies a preceding noun or
pronoun.
9. Address/Date (AD)
o Use commas to set off an
address or a date.
10. Series (SER)
o Use a comma to separate three
or more items in a series.

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