Communication f o r

work purposes
1. Workplace
Communication
2. Business Letters
3. Memos

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 a.
workplace
communication

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 Workplace communication
- is a discipline of its own that is unlike
academic or
scholastic writing.
- serves specific purposes for particular
individuals, groups, organizations, or
departments.

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3 things t o consider in communicating in t h e
workplace :
1. Purpose

a) Am I writing primarily to create a record,

to request/provide information, or to
persuade?
b) What am I trying to say?

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2. Audience (Searles,
2014)
a) Who will read what I have written?
b) What are their job titles and/or
areas of responsibility?
c) What do they already know about the
specific situation?
d) Why do they need this information?
e) What do I want them to do as a
result of receiving it?
f) What factors might influence their
response?
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 B r o a d c a t e g o r i e s of workplace communication

a) Upward Communication
-from your position to an audience above you in the job
hierarchy
Example: a response to a letter from your manager

b) Lateral Communication
- between you and an audience within your level of
hierarachy
Example: a phone call to/from a co-worker you are collaborating
with
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c) Downward Communication
- from your position to an audience below you in
the job hierarchy
Example: an oral reminder to a trainee

d) Outward Communication
- between you and a company that you do business with or
an
audience outside your workplace
Example: a letter of inquiry addressed to a supplier regarding a
delivery to your office
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3. Tone
-it will set how your target audience will accept
what you are trying to say.
-you do not have to sound tough, demanding, or
condescending in your discourse especially in
sensitive subjects or issues

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 Workplace communication will f a i l t h e ethics t e s t if it is
c o r r u p t e d by a n y o f t h e following t a c t i c s ( Se a rl e s , 2014):

1. Suppression of information.
2. Falsification or fabrication.
3. Overstatement o r understatement.
4. Selective misquoting.
5. Conflict of interest.
6. Withholding information.
7. Plagiarism.

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 b.
business l e t t e r s

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“Business writing refers to memorandums, reports, proposals, e-
mails, and other forms of writing used in organizations to
communicate with internal and external audiences. Business writing
is a type of professional communication. Also known as business
communication and professional writing (Nordquist, 2017).”

“Writing business correspondence like letters and memos is a skill

or potential that must be developed and possess by a person
regardless by his work, profession, or specialization (Mosura, et
al., 199).”

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 P a r t s of a business l e t t e r
1. Heading
- includes the return address and the date on the last
line.
Example:

The National Teachers

College Quiapo, Manila
Telephone Number
E-mail

January 1, 2018

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2. Inside address/Recipient’s
address- contains the name to which the letter is written
and addressed
Example:

DR. VICTORIA B. MARTINEZ

Principal
St. Anthony Integrated School
Quezon City

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3.
Salutation
- is the greeting part that is written in a polite and
courteous manner followed by a comma (,) or a colon (:)
Example:
Mr. Madame (name):
(name), Dear Madame
Sir (name):
(name), Dear Dr. (name):
Dear Sir Dear Rev.
(name), (name): Miss
My dear 15
(name):
4. Body of the
letter - contains the main purpose of the letter, the very
reason for writing. It is very important that the body of the
letter be written in a straightforward, simple, and coherent
manner.
Example:
“ The undersigned would like to request your good office to grace her an
interview with the one in-charge on the Human Resource Management in your
respected company. This is in line with the expansion that our business is going to
have whether we can consider your business as one of our partners. These all will be
depending on the result of our somehow quick survey and study with your
company
The undersigned is fervently hoping for your favorable response.”

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5. Complimentary
closing - is the polite yet business-like ending of the letter. This
ends with a comma (,).
Example:
Sincerely yours, Very sincerely,
Truly yours, Very sincerely yours,
Respectfully Very respectfully
yours, Much yours,
obliged, Very much obliged,

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6. Signature block
- the name of the sender is written on the first line, then
his/her position on the next line. It is expected that the sender
will put his/her signature above his/her name.
Example:

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 F o r m a t s of a business l e t t e r

1. Block.
positions all the parts if the letter to the left, single space, and
justified.
2. Modified Block.
all parts of the letter are tabbed on the left, single space, and
justified except the heading and the closing which are tabbed in the
center.
3. Semi-block
the paragraphs are indented instead of placing them all on the
left. Heading is on the center , and the date cam be placed in the right
side three spaces after the heading. The recipient’s address is on the
left, and the closing on the right
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Block letter format

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Modified Block
letter format

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Semi-block letter
format

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 F r e q u e n t l y w r i t t e n business l e t t e r s
1. Letter of
Request

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2. Letter of
Inquiry

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3. Letter of
Order

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4. Letter of
Acknowledgement

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5. Letter of
Complaint/Claim

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6. Letter of
Adjustment

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 Meetings and
minutes of meeting

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 Why is there a need for a meeting?

To gather and impart information;

To exchange ideas, views, opinions and suggestions;
To discuss options;
To solve problems;
To make decisions;
To devise plans.
 What is an agenda?

• notifies or reminds participants of the meeting

date, time, and place

• focuses participants on the meeting‘s goal

• indicates the items to be discussed

 What is an agenda?

• circulates any relevant documents for perusal

before the meeting

• serves as a guide for the chairperson, helping

maintain focus and time control
 Minutes of the meeting
Minutes of meetings are written records of the
proceedings in the meeting.
 Minutes of the meeting

1.Motions-
formal proposals or suggestions
determined or voted upon by the
group
 Minutes of the meeting

2.Resolutions –
statement of the will or opinions of the
participants or organizers
subjected to voting
 Minutes of the meeting

3. Reports-
reports to give information about
routine activities, assessment, and
achievements of members