MODULE 5

WRITTEN MODES OF PROFESSIONAL COMMUNICATION

Objectives

At the end of the lessons, the students are expected to:

1. Identify the various genres used across professions;
2. Show understanding of the structure of various genres used across
professions; and,
3. Write a business proposal which is a genre used across professions.

Genres Across Professions

Professional communication practices today are growing faster than
there is time to train people adequately. At one time, professional communication
consisted of written, verbal or oral communication. Today, professional
communication has expanded to include digital and technical communication.
Competent communication skills are vital to all professional careers because all
careers, to different degrees, involve communication in one form or another.

Verbal Communication

Effective professional verbal communication includes the ability to speak

fluently, to be succinct yet thorough, to exude confidence and to communicate in a
manner appropriate for the occasion. The style of verbal communication used at a
board meeting is different than the style of verbal communication appropriate for a
working lunch, working as a customer service representative or running into a colleague
at an out of office event. An essential component of effective verbal communication is
the ability to listen to comments from those you are communicating and to observe their
reactions. Verbal communicating is categorized into interpersonal communication and
public speaking.
Public Speaking

Another form of verbal professional communication is public speaking or

making a formal presentation to a group of people. To be an effective public speaker, a
professional must be prepared to communicate with a particular group of persons, thus
preparing the speech to fit the audience. Communicating to a group of high school
students is different than communicating to a group of senior citizens. A professionally
delivered speech is well organized and thought out, convinces the listener you know
what you are talking about and is delivered as if it was off-the-cuff and not read from a
script.

Written Communication

Professionals who excel at written communication understand how to use

language to get their message across. They are efficient at utilizing all forms of
grammar and punctuation to add in-depth meaning to their writing. There are a variety
of types of written communication including writing: letters, memos, project plans,
policies and procedures, articles for general audiences, technical scientific reports,
studies and articles, marketing flyers, posters, magazines and many more. Each of
these types of professional written communications require different technical and
literary skills.

Digital Communication

Digital communication is evolving so rapidly, it requires serious effort by

professionals to keep up with the opportunities and how to use them effectively in their
professions. Social networking, emailing, bloging, texting, internet conferencing and
research and teleconferencing are all forms of communication that effective
professionals must understand and master, to whatever degree is appropriate to
communicate in their professional careers. Using email to communicate, rather than
making a phone call, may be time efficient, but there are some things that are better not
written down for posterity. Electronic mail is quick and efficient and documents a string
of communications that can be referred back for historical documentation. Digital
communication is the way of the future. Every professional must learn which types of
digital communication is the most effective for him.

How to Write Memorandums( Leslie NiersteUpdated July 05, 2017)

A memorandum, or memo, is a document used to communicate within

an organization. This type of document usually communicates problems or notices
to organization members, persuades others to take action, or asks for feedback.
Memos are necessarily short and concise and follow a specific format. Almost every
professional field uses memos to communicate; learning how to write one is often
important for professional success.

Jot down the general idea of your memo and your intended audience before
writing the actual document. Audience consideration is very important when writing
memos. For example, if an issue only involves a small group of people, do not address
the memo to the entire organization. Consider the language appropriate for the
audience at large. You may want to communicate a message differently to superiors
than subordinates.

Fill out your header section. All memos should have the same sections.
First, the “To” section will contain the name of the receivers. For example, “To: John
Smith” or “To: Smith Co. Staff” would work in a “To:” line. Under the “To:” line, fill in a
“From:” line with your name in it. Directly underneath the “From:” line include a “Date:”
section with the date the memo is written. Months are often abbreviated; February
becomes “Feb.” Lastly, include a “Subject:” line with a specific title that will indicate what
the memo is about.

Write your message next; aim for no more than a page. Your first sentence
should clearly state the purpose and context of the memo. Next, if appropriate, explain
the background of the event, situation or circumstance of the subject of the memo
briefly. Following, explain exactly what you want or expect from those receiving the
memo. If your memo is necessarily longer than a page, you may want to include a brief
summary paragraph at the end of the message for clarity purposes.

Close with a polite ending. Make sure to thank the recipients for their time
in reading the memo and invite discussion or comments about the content of the memo
itself.

Include an “Attached:” line after the closing if you need to enclose

additional documents with the memo. Briefly state the title of the attachments in this line
such as “Attached: Resume.”

Review your memo to cut out any information that is superfluous and
simplify wordy sentences. The goal of the memo is briefness.

Check over your memo for spelling and grammar issues. Memos usually
are considered to be professional documents. Careless mistakes and inattention to
grammar could reflect poorly on the writer.

Sample Memo

TO: Kelly Anderson, Marketing Executive

FROM: Jonathon Fitzgerald, Market Research Assistant
DATE: June 14, 2019
SUBJECT: Fall Clothes Line Promotion
Market research and analysis show that the proposed advertising media for the new fall lines
need to be reprioritized and changed. Findings from focus groups and surveys have made it
apparent that we need to update our advertising efforts to align them with the styles and trends of
young adults today. No longer are young adults interested in sitcoms as they watch reality
televisions shows. Also, it has become increasingly important to use the internet as a tool to
communicate with our target audience to show our dominance in the clothing industry.

Internet Advertising

XYZ Company needs to focus advertising on internet sites that appeal to young people.
According to surveys, 72% of our target market uses the internet for five hours or more per
week. The following list shows in order of popularity the most frequented sites:

 Google
  Facebook
 Myspace
 EBay
 iTunes

Shifting our efforts from our other media sources such as radio and magazine to these popular
internet sites will more effectively promote our product sales. Young adults are spending more
and more time on the internet downloading music, communicating and researching for
homework and less and less time reading paper magazines and listening to the radio. As the trend
for cultural icons to go digital, so must our marketing plans.
Television Advertising
It used to be common to advertise for our products on shows like Friends and Seinfeld for our
target audience, but even the face of television is changing. Young adults are tuning into reality
television shows for their entertainment. Results from the focus group show that our target
audience is most interested in shows like American Idol,The Apprentice, and America's Next Top
Model. The only non-reality television show to be ranked in the top ten most commonly watched
shows by males and females 18-25 is Desperate Housewives. At Blue Incorporated, we need to
focus our advertising budget on reality television shows and reduce the amount of advertising
spent on other programs.
By refocusing our advertising efforts of our new line of clothing we will be able to maximize the
exposure of our product to our target market and therefore increase our sales. Tapping into the
trends of young adults will help us gain market share and sales through effective advertising.
Attachments: Focus Group Results, January- May 2018; Survey Findings, January - April 2019
This is a sample memo; facts and statistics used are fictional.
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os/sample_memo.html

Bussiness Letter

Date
The date line is used to indicate the date the letter was written. However, if your
letter is completed over a number of days, use the date it was finished in the date line.
When writing to companies within the United States, use the American date format.
(The United States-based convention for formatting a date places the month before the
day. For example: June 11, 2001. ) Write out the month, day and year two inches from
the top of the page. Depending which format you are using for your letter, either left
justify the date or tab to the center point and type the date. In the latter case, include the
sender's address in letterhead, rather than left-justified.
Inside Address
The inside address is the recipient's address. It is always best to write to a
specific individual at the firm to which you are writing. If you do not have the person's
name, do some research by calling the company or speaking with employees from the
company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's
preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's
preference in being addressed, use Ms. If there is a possibility that the person to whom
you are writing is a Dr. or has some other title, use that title. Usually, people will not
mind being addressed by a higher title than they actually possess. To write the address,
use the U.S. Post Office Format. For international addresses, type the name of the
country in all-capital letters on the last line. The inside address begins one line below
the date. It should be left justified, no matter which format you are using.
Salutation
Use the same name as the inside address, including the personal title. If you
know the person and typically address them by their first name, it is acceptable to use
only the first name in the salutation (for example: Dear Lucy:). In all other cases,
however, use the personal title and last/family name followed by a colon. Leave one line
blank after the salutation.
If you don't know a reader's gender, use a nonsexist salutation, such as their job title
followed by the receiver's name. It is also acceptable to use the full name in a salutation
if you cannot determine gender. For example, you might write Dear Chris Harmon: if
you were unsure of Chris's gender.
Body
For block and modified block formats, single space and left justify each
paragraph within the body of the letter. Leave a blank line between each paragraph.
When writing a business letter, be careful to remember that conciseness is very
important. In the first paragraph, consider a friendly opening and then a statement of the
main point. The next paragraph should begin justifying the importance of the main point.
In the next few paragraphs, continue justification with background information and
supporting details. The closing paragraph should restate the purpose of the letter and,
in some cases, request some type of action.
Closing
The closing begins at the same vertical point as your date and one line after the
last body paragraph. Capitalize the first word only (for example: Thank you) and leave
four lines between the closing and the sender's name for a signature. If a colon follows
the salutation, a comma should follow the closing; otherwise, there is no punctuation
after the closing.
Enclosures
If you have enclosed any documents along with the letter, such as a resume,
you indicate this simply by typing Enclosures below the closing. As an option, you may
list the name of each document you are including in the envelope. For instance, if you
have included many documents and need to ensure that the recipient is aware of each
document, it may be a good idea to list the names.
Typist initials
Typist initials are used to indicate the person who typed the letter. If you typed
the letter yourself, omit the typist initials.

Format and Font

Block Format

When writing business letters, you must pay special attention to the format and
font used. The most common layout of a business letter is known as block format. Using
this format, the entire letter is left justified and single spaced except for a double space
between paragraphs.
Modified Block
Another widely utilized format is known as modified block format. In this type,
the body of the letter and the sender's and recipient's addresses are left justified and
single-spaced. However, for the date and closing, tab to the center point and begin to
type.
Semi-Block
The final, and least used, style is semi-block. It is much like the modified block
style except that each paragraph is indented instead of left justified.
Keep in mind that different organizations have different format requirements for their
professional communication. While the examples provided by the OWL contain common
elements for the basic business letter (genre expectations), the format of your business
letter may need to be flexible to reflect variables like letterheads and templates. Our
examples are merely guides.
If your computer is equipped with Microsoft Office 2000, the Letter Wizard can
be used to take much of the guesswork out of formatting business letters. To access the
Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will
present the three styles mentioned here and input the date, sender address and
recipient address into the selected format. Letter Wizard should only be used if you
have a basic understand of how to write a business letter. Its templates are not
applicable in every setting. Therefore, you should consult a business writing handbook if
you have any questions or doubt the accuracy of the Letter Wizard.
Font
Another important factor in the readability of a letter is the font. The generally
accepted font is Times New Roman, size 12, although other fonts such as Arial may be
used. When choosing a font, always consider your audience. If you are writing to a
conservative company, you may want to use Times New Roman. However, if you are
writing to a more liberal company, you have a little more freedom when choosing fonts.
Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation
(never a comma) and a comma (,) after the closing. In some circumstances, you may
also use a less common format, known as open punctuation. For this style, punctuation
is excluded after the salutation and the closing.
Sample Business Letter

Block Format

123 Winner's Road

New Employee Town, PA 12345
March 16, 2001

Ernie English
1234 Writing Lab Lane
Write City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin
with a friendly opening, then quickly transition into the purpose of your letter. Use a couple of
sentences to explain the purpose, but do not go in to detail until the next paragraph.

Beginning with the second paragraph, state the supporting details to justify your purpose. These
may take the form of background information, statistics or first-hand accounts. A few short
paragraphs within the body of the letter should be enough to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the
purpose of your letter is employment related, consider ending your letter with your contact
information. However, if the purpose is informational, think about closing with gratitude for the
reader's time.

Sincerely,

Lucy Letter
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asic_business_letters/sample_letters.html

BUSSINESS PROPOSAL

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 A business proposal can bridge the gap between you and potential clients. It
outlines your value proposition, and its primary purpose is to persuade a company or
organization to do business with you.

There are two types of business proposals: solicited and unsolicited. Solicited
business proposals are requested by a prospective client. While with unsolicited
business proposals, you approach a potential customer with a proposal, even if they
don't request one, to gain their business.

In a solicited business proposal, the other organization asks for a proposal with
an RFP (request for proposal). When a company needs a problem solved, they invite
other businesses to submit a proposal which details how they'd solve it.

It's a common misconception that business proposals and business plans are
the same. The proposal's aim is to sell your product or service, rather than your
business itself. Instead of assisting your search for investors to fund your business, a
proposal helps you seek new customers.

Whether the proposal is solicited or unsolicited, the steps to create your

proposal are similar. Ensure it includes three main points: a statement of the problem
the organization is facing, proposed solution, and pricing information.

How to Write A Business Proposal

Begin with a title page.

Create a table of contents.

Explain your why with an executive summary.

State the problem or need.

Propose a solution.

Share your qualifications.

Include pricing options.

Clarify your terms and conditions.

Include a space for signatures to document agreement.

Before writing your business proposal, it's crucial you understand the business
you're writing the proposal for. If they've sent you an RFP, make sure you read it
carefully so you know exactly what they're looking for. It can also be helpful to have an
initial call or meeting with the new client to ensure you fully understand the problem
they're trying to solve and their objectives.

Once you've done your research, it's time to begin writing your business proposal.
There's no one-size-fits-all approach to writing a business proposal, but let's take a look
at some elements proposals often include.

1. Begin with a title page.

Use the title page to introduce yourself and your business. Be sure to include
your name, your company's name, the date you submitted the proposal, and the name
of the client or individual you're submitting the proposal to.

2. Create a table of contents.

A table of contents will let your potential client know exactly what will be covered
in the business proposal. If you're sending your proposal electronically, include a
clickable table of contents that will jump to the different sections of your proposal for
easy reading and navigation.

3. Explain your "why" with an executive summary.

The executive summary details exactly why you're sending the proposal and
why your solution is the best for the prospective client. Similar to a value proposition, it
outlines the benefits of your company's products or services, and how they can solve
your potential client's problem. After reading your executive summary, even if they don't
read the full proposal, the prospect should have a clear idea of how you can help them.

4. State the problem or need.

This is where you provide a summary of the issue impacting the potential client.
It provides you with the opportunity to show them you have a clear understanding of
their needs and the problem they need help solving.

5. Propose a solution.

Here's where you offer up a strategy for solving the problem. Make sure your
proposed solution is customized to the client's needs so they know you've created this
proposal specifically for them. Let them know which deliverables you'll provide, the
methods you'll use, and a timeframe for when they should expect them.

6. Share your qualifications.

 Are you qualified to solve this prospect's problem? Why should they trust you?
Use this section to communicate why you're best for the job. Include case studies of
client success stories, mention any relevant awards or accreditations to boost your
authority.

7. Include pricing options.

Pricing is where things can get a bit tricky, as you don't want to under or over-
price your product. If you'd like to provide the prospect a few pricing options for their
budget, include an optional fee table. Some proposal software offer responsive pricing
tables which allow clients to check the products or services they're interested in, and the
price will automatically adjust.

8. Clarify your terms and conditions.

This is where you go into detail about the project timeline, pricing, and payment
schedules. It's essentially a summary of what you and the client are agreeing to if they
accept your proposal. Make sure you clear the terms and conditions with your own legal
team before sending the proposal to the client.

9. Include a space for signatures to document agreement.

Include a signature box for the client to sign and let them know exactly what
they're agreeing to when they sign. This is also a chance to include a prompt for the
prospect to reach out to you if they have any unanswered questions you can address.

Business Proposal Ideas

There's a lot to keep in mind when writing a business proposal. Here are a few
tips to help you out:

. 1.Start with an outline: Before you dive into writing, outline the major sections of your
business proposal and the pertinent information you want to include. This will ensure
you stay focused and your message stays intact as you write.

. 2.Keep it simple: While there's no ideal business proposal length, focus on quality over
quantity. Keep sentences short and simple, and avoid the use of business jargon.

. 3.Stay on brand: Don't be afraid to let your company's personality shine through in
your proposal. Stay true to your brand and show the client what sets you apart from
your competitors.
. 4.Include data and visuals: Don't forget to include compelling, quantitative data. When
applicable, use visuals such as charts and graphs to enhance the proposal.

. 5.Use a call-to-action: Make sure the reader knows what to do next after reading your
proposal. If the reader is ready to take action, your CTA should clearly indicate the next
steps in the process.

. 6.Create a sense of urgency: Your proposal should not be an indefinite offer. Give the
reader a deadline to act on the proposal to expedite the decision-making process.

. 7.Quality control: Before you send the proposal out, make sure to read and re-read it
for any typos or grammatical errors.

Explaining Learned Concepts

Choose what you consider as the trending genre across professions and explain.
Search also “how to write Minutes of the Meeting.”

Points to Ponder

. Genres across professions are communication cut across different professions. These
are in the forms of memorandums, business letters, business proposals and others.

Assessment

Write an e-mail application letter. Apply for a position that is relevant to your
current qualifications.

References

https://careertrend.com/info-8008108-types-professional-communication.html

Leslie NiersteUpdated July 05, 2017

https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/memos/s
ample_memo.html

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