Professional Documents
Culture Documents
Communication For Work Purposes
Communication For Work Purposes
is a discipline of its own
that is unlike academic or
scholastic writing.
serves specific purposes for
particular individuals,
groups, organizations, or
departments.
3 things to consider in
communicating in the 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?
2. Audience
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? (Searles, 2014) .
Broad categories 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
hierarchy
Example: a phone call to/from a co-
worker you are collaborating with
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
3. Tone
Similar to that
of full blocked
style, except
that the
letterhead or
heading is
place at the
upper center of
the stationary
Parts of a business
letter
heading
Is used when it is
important that the
letter reaches first the
person who should
give attention to the
letter.
Greetings or salutation
The type of salutation depends on your relationship
with the recipient.
It normally begins with the word "Dear" and always
includes the person's last name. Use every resource
possible to address your letter to an actual person.
If you do not know the name or the sex of your receiver
address it to Dear Madam/Sir (or Dear Sales Manager or
Dear Human Resources Director).
As a general rule the greeting in a business letter
ends in a colon (US style). It is also acceptable to use
a comma (UK style).
Body of the letter
The Body Paragraphs
The body is where you explain why you’re writing.
It’s the main part of the business letter.
Make sure the receiver knows who you are and why
you are writing but try to avoid starting with "I".
Use a new paragraph when you wish to introduce a
new idea or element into your letter. Depending on
the letter style you choose, paragraphs may be
indented.
Regardless of format, skip a line between
paragraphs.
Complimentary close
James Purdue
Source :
Purdue University, College Of Liberal arts
2.Letter Requesting Favors [Senders Name]
[Address line 1]
[Address line 2]
A favor is requested from a [State, ZIP Code]
[Letter Date]
[Recipients Name]
person or company only when it [Address line 1]
[Address line 2]
[State, ZIP Code]
of appreciation. Do not be
Sincerely,
Source :
3. Order Letter
August 15, 2005
Ms.VickyReezel
SMStore
Manila
An order letter should contain the
following elements:
Dear Ms. Reezel:
3.1 name of article ordered
3.2 description of each items –size,
style, finish, quality, material, weight Please enter our order No. 2459 for the following:
and other specifications. 3 Mecca, G-23, size 24”26” @ $150 – $ 450
3.3 catalog number of the item, if 2 Mecca, G-25, size 22”23” @ $70 – $ 140
available 2 Merced, G-45, size 45”size 47” @ 100 – $ 200
3.4 quantity of each item We shall appreciate your shipping these goods so
3.5 unit price of each item and the that they will reach us not later than August 25,
total price of the order billing them f.o.b. San Fernando, Pampanga, at
3.6 mode of payment 2/30, n/60 – your usual term.
3.7 mode of delivery desired
3.8 date and address by which goods Very truly yours,
are to be delivered
Harry Glenn
Source :
Recommendation Letters
Requesting References
The letter should indicate the specific position applied for, the reasons why,
you wish to use the individual as reference, and a self-addressed, stamped envelope or e-
mail ad.
Writing a Recommendation
The letter should include the following:
• Length of time you have known he person
• Nature of the relationship or familiarity with the applicant
• Assessment of the person’s character
• Qualifications
This is done in order to give the prospective employer relevant information
about the applicant.
Letter of resignation
This letter is written when the person has a valid reason for leaving the company that he
is connected with.
The resignation letter should be courteous and positive, should include the reasons for
leaving, your appreciation and gratitude to the employer for the knowledge, training and
valuable things gained during your stay in the present company.
Also state the affectivity of your resignation which should be at least 15 to 30 days before
you leave, or as stated by the company policy.
Reservation letter