1.

Business Letter Writing

2. Business Report
3. Business Meeting
4. Interview

At the end of the lesson, you should be able to:

1. Be familiarized with the ways and steps of communicating in the workplace
2. Determine the uses and importance of the knowing how to write business
letters
3. Write appropriate business letters for a specific function

WRITTEN COMMUNICATION

Written Communication is any type of message that makes use of the written
word. This is the most important and the most effective of any mode of business
communication. This should be carefully worded and constructed to convey the exact
meaning to its readers. It should also be grammatically correct.

Some forms of Written Communication are as follows:

 Memorandums
 Reports
 Bulletins
 Employee manuals
 Emails
 Training materials
 Instant messages

I. BUSINESS LETTER WRITING

Business or any institution is judged by its ability to communicate. The way in

which businesses express themselves say a lot. This must have formal tone; the writer has
to pay special attention to how he formats the letter and words the ideas. It is definitely
worth it to brush up on the basics of writing a business letter.
ELEMENTS OF A BUSINESS LETTER
 Address of the Sender (letterhead)
The sender writes his address in the letterhead. Alternatively, he can add these
details as the first item on the page. This section should only include the physical mailing
address without any contact details.
 Date of Writing
The date is usually written just below the sender’s address. For letter’s created
over a period of time, they should bear the date when the letter was completed. The date
is placed at the left or center.
 Recipient’s address (inside address)
The recipient’s mailing address follows under the date on the left side of the page.
Precede it with the name and title of the recipient. In some cases, if the person’s title is
unclear, do a bit of research to verify it. This type of information can easily be found on
corporate websites or by phoning the company.

Mr. Angelo Co, Manager

Griffi n Plumbing Supply Co.
2018 Broo Avenue
Sucat, Parañaque 18701

 Greeting
The salutation at the beginning of the letter can vary depending on how well the
sender knows the recipient. In extremely formal cases, it is acceptable to simply list the
recipient’s title and surname. When the two people are on a first name basis, the
salutation can instead read, “Dear [first name]”. If the person’s gender is unknown, it is
best to forgo a title and simply list their full name.

 Body of the letter

The first paragraph should be concise and clearly written. It is customary to
include a brief amiable sentence, followed by the reason behind the letter. The following
paragraphs shall be used to elaborate on this reason. Include any necessary details and
information to ensure that the recipient fully understands. The last paragraph is the
closing paragraph. It should use to sum up the letter and request any specific actions that
are needed.

 The closing
After the concluding paragraph, leave a blank line and then add a closing word
such as “Sincerely”, “Best regards”, “Cordially”, and “Cordially yours”. This should always
be followed by a comma and the sender’s signature below it. It is usually better to
personally sign the letter instead of using a digital copy of the signature. Below the
signature should be the sender’s name type out. This is specially useful since most
signatures are difficult to read clearly.
 Enclosed documents
If any supporting documents have been attached, list them at the bottom
of the letter. This section should be titled “Enclosures”. For digital letters, include
the actual file name along with the extensions.
  Typist’s Identification
If somebody else has typed the letter, include his/her initials at the very bottom
of the page. Senders who type the letter themselves do not need to include their own
initials.
 Copy notation
This is needed when others are being sent a copy of the letter. The notation
appears below the signature, if there are enclosure notations or reference initials, it
appears below these. Use c (for copy) or cc (carbon copy or courtesy copy) followed by a
colon and the list of the fill names of individuals receiving copies.

ADDITIONAL ELEMENTS OF A BUSINESS LETTER

 Attention line
The letter sender may know that the marketing manager is to receive the letter,
but cannot find the name of the manager. In this situation, it is appropriate to include an
attention line that says Attention Marketing Manager. This line is positioned as part of
the inside address.
Attention Marketing Manager
Smart Development Council
150 Procopia Avenue
Batangas City, Phil. 2001

 Subject line
This is like a subject line in an e-mail. It helps the receiver identify the content of
the message before reading. This may be in all caps or initial caps and the word subject is
optional. The subject line appears after the salutation and before the body of the letter.
Dear Mr. Angelito:
SUBJECT: MINUTES OF THE SUMMER MEETING
 Postscript
This means after writing and is information included after the signature.

IMPORTANT THINGS TO REMEMBER WHEN WRITING BUSINESS LETTER

1. Business writing is marked by compact precise expression without wasted words. It focuses on
specifity and accuracy.
2. Always put in mind that the audience is too much busy and has limited time to read. Skimming
is always possible to be used by the audience. The reader always wants to immediately know
the focus of the letter.
3. Know your audience for the style to be used. Style varies from conversational to formal.
Knowing your audience makes you use the appropriate style for a specific audience.
4. The content should know the writer’s authority over the matter, clarity of matters,
completeness of details, objectivity in writing, and veracity of information.
5. Use appropriate pronouns. It is proper to refer yourself as ‘I’ and the readear as ‘you’. When
you use ‘we’ in your business letter, it commits your company to what you have written. If it
is your idea, use ‘I’; but if is your company policy, use ‘we’.
KINDS OF BUSINESS LETTER

A. Application Letter
This is a way of giving intent to apply to the company by the writer’s self-
introduction with inclusion of his skills, abilities, and relevant experiences and
backgrounds. A well-crafted application letter may lead to interview. Consider the
following points in writing the letter:
 Be succinct, use precise expression without wasted words. Limit your letter to one
page.
 Try to identify the needs of the company of your skills. Match them in the letter in
a manner that it will appeal to the company’s interest. Have some knowledge of
the target company.
 The style/language must be precise. Avoid long and intricate sentences and
paragraphs. Use action verbs and active voice. Show professionalism, confidence,
optimism, and enthusiasm.
 Arrange points logically. Make an outline before the actual writing of the letter.
Each paragraph should be organized.

B. Letter of Inquiry
The letter asks someone for specific information or details. Matters of inquiry
may be about a product, a promotional material, office process, or anything about
business, office, or institution. Consider the following suggestions in writing this letter:
 Make the letter interesting to solicit response
 Give it a good friendly tone for quick response
 If the receiver does not know the sender, self-identification of the sender is
appropriate with his position and the institution he is connected
 An explanation why the information is requested is necessary. If needed, offer
confidentiality of the information requested.
 If there is an incentive for responding, write it.
The letter may contain the following:
1. First paragraph shall contain writer’s self-identification. If applicable, add writer’s
position and company.
2. The second paragraph may briefly explain the purpose of writing, why it is needed.
3. A list of specific information may be appropriate. The writer may also do it in a form
of question when less information is needed.
4. Make a good ending for the reader to respond.

C. Sales Letter

This letter is written to persuade its audience to try service provided, participate
in an activity, support a cause, and buy a product. This is also written to introduce a
product, person, company, or services to consumers. This letter is of great value to any
kind of profession.
In writing the letter, remember to target AIPA: Attention, Interest, Product
Application, Action.
 D. Transmittal Letter

In sending a number of documents, the sender should have a cover letter for
them or a transmittal letter. This letter provides the receiver specific information on the
documents and also gives the sender a tangible record of the documents sent.

E. Memorandum

This type is a great way to communicate big decisions or policy changes to

employees or colleagues. Business memos are written to an entire office.
The best way to write a memo is to start with the paragraph introduction which
explains what is going on, what has to be done and why. In writing business memos, it is
necessary to write to whom it is intended, the reason for writing it, and who it is from.
Memos intend to inform about procedural changes that apply to a large group of people.
It often provides instructions using imperative voice.

How to write a memo

1. Write “Memorandum” at the top of the page (with the number)

2. Write the date
3. Properly address the recipient
4. Write the sender’s name in the ‘from’ line
5. Have a specific phrase for subject line
6. Add other recipients in the cc line when necessary
7. Provide background information why the memo has to be written
8. Explain the issue at hand
9. Instruct what action the receiver must act upon
10. Provide/Attach necessary documents

I. APPLICATION LETTER:
Directions:
1. Create an application letter addressed to a company of your dream.
2. Cite in the letter your credentials (which you think you already have five years from
now).
II. LETTER OF INQUIRY:

Write a letter of inquiry to Local

Government Unit about the process on
how to send off locally stranded
individuals.

III. SALES LETTER:

Read and evaluate the sales letter

below. Be guided with the following
questions:

1. How does the letter start? Did it apply

AIPA?
2. How is the body written?
3. If you were the receiver, what would
you feel about the letter?
4. If it needs improvement, what parts will
you change and why?

Defined as an objective, unbiased, impartial, and planned factual presentation of the

information to a targeted audience for a particularly pertinent business purpose, the business
report may discuss facts about people, places, commodities, events, qualities, quantities,
concerns, discrepancies, results, and solutions.
1. Report Classification
Business reports can be classified as internal or external.
 Internal business reports are distributed within the organization and can be:
(a) Horizontal (peer-to-peer);
(b) Upward vertical from workforce to management); or,
(c) Downward vertical (from management to workforce).
 External business reports are those distributed outside the organization. Such a
report usually presents information to clients, prospective clients, stakeholders,
the public, and even, when necessary, the government.

2. Report Typologies
Business report, types can be informational or analytical.
An Informational Report is written when you write facts about your subject of
the letter without you providing any analysis or recommendation. It can be:
1) Progress report gives receivers update on status of a specific project and is
provided either during project; research or construction.
 2) Periodic report is comparable to that of a progress report and the only
difference is that of its frequency of issuance. This report type is given on a
regular interval like weekly or monthly.
3) Travel re port sums up the purpose .and activities of a particular trip like
out-of-town seminar, national convention, or international conference.
4) Minutes of the meeting is sent to provide all those involved with a record of
what transpired during the meeting, particularly but not limited to
discussions and decisions made. However, personal biases and
interpretation on what transpired is not included.

An Analytical Report is a more complicated type of business report written to not only
provides facts about your subject of the letter but also analysis, interpretation, conclusion, and
even.; recommendation. Additionally, the analytical report after describing a specific situation
alto convinces the reader of an action needed to be performed as part of a solution. And, an
analytical report can either be a:

1) Feasibility report is an analytical report that measures the possibility of possible

solutions that. Will later be furthered:: with recommendations.
2) Justification report provides' the receiver with details in relation to what is needed
to be performed such as the need to order, purchase, suspend, or return.

REPORT CATEGORIES
Business reports are categorized as formal or informal. The category can be determined
by identifying the subject of the report, the specific audience recipient, and the preference of
the company.
Formal Report, written in formal language, this very detailed report is created to
explicate complex projects, transactions, cases, or situations, and includes specific parts
with its particular components that constitute project complexities. This comprehensive
reportage requires thorough investigation for factual reporting.
Informal Report, written in a rather informal language, this report category- is created
for less serious, less complicated projects with fewer parts needed for inclusion.
PARTS OF FORMAL REPORTS
Formal reports have three main parts: preliminaries, body, and supplementary. The
preliminaries and supplementary provide separate component, however the inclusion of each
component is dependent on the subject, required length, required information, and company
policy.
1. The Preliminaries
This is also known as the front matter and precedes the body of the report.
A. Title Page contains the descriptive title of the report in bold and all capital letters;
the receiver's name with the professional title, position in the company, and name
of the company; the author's name and professional title; position in the
company, and the company name; the date when the report is submitted. Make
sure that the descriptive title should reflect the nature, purpose, and content of
 the entire report. Also, place all information at the center of the page, and extend
it downward to cover most of the page's length.
B. Transmittal Message contains the information needed to be shared to the
recipient if done personally. This is the report's cover letter in either letter (for -
external distribution) or memo (for internal distribution) form. The letter opens
with the reason why the report is created, followed by the important points the
reader should consider, an outline of conclusions and recommendations, a
statement of gratitude, and a goodwill close stating I he anticipation of a
discussion of opportunities and other assistance that can be rendered.
C. Table of Contents shows the list of the parts and components of the report with
its corresponding page numbers.
D. Abstract is the summary of the report, but does not include the conclusion and
recommendation.
2. The Body
This part of the format report provides readers the information and ether supporting
details of the main objective of the report. This may also present visuals such as pie charts,
graphs, or bar graphs among others. The body has three main sections, namely the introduction,
the text, and the terminal section.
A. Introduction gives the receiver the proper direction of the content of the report by giving
any or all of the following components:
a. Authorization statement identifying the person, department, sector, or office
that requested the business report.
b. Report objectives that specify the reasons why the report was prepared.
c. Problem provides a clear description of the situation to be reviewed and
analyzed.
d. Background offers an in-depth explanation of how the situation being reported
has evolved.
e. Scope defines the extent of the investigation of the report.
f. Limitation states the restrictions encountered in preparing the report such as
time, support, finances, and source of information.
g. Research sources reveal the sources used to provide the primary and secondary
information given in the report.

B. The Text or more commonly known as the findings of the report entails the details
needed to support the objectives of the report. This includes all the pertinent and
relevant information that you have gathered from your primary and secondary
sources. Since this is the longest part of the business report, headings and
subheadings should be indicated to give clear distinction of information.
Additionally, you should be able to appropriately present the information following
a formal discussion sequence of (a) presenting main points, (b) order presentation
of reasons by priority, and (c) organize discussion by topical consideration.

C. The Terminal Section content will be dependent on the type of report. If it is

informational, then you would need to present the main points in the order it was
presented in the report. If it is analytical, then provide the results of the analysis of
information as your conclusion, and whenever applicable, include your
recommendations. Always be guarded that, if and when you do share your own
 opinions in any part of the report, it should be clearly stated as such so that your
credibility will not be questioned.

3. The Supplementary
Also called as the back matter, the supplementary would consist of the work citations or
references, the glossary, and the appendixes.
A. Work Citation or References is the list of all the resource materials you have used in
the report you have written. It usually follows an APA or MLA format.
B. Glossary is the alphabetical list of unfamiliar terms found to the report. Together
with these terms are- the definitions based on either an established source or on
how it was used in the report.
C. Appendices are documents one other pertinent information needed to further
understand some of the parts dismissed in your report. This includes visuals, images,
technical data, and instruments for data collection.
D. Index is the alphabetical listing of the topics and subtopic elaborated in the report.

I. GUIDELINES IN CONDUCTING BUSINESS MEETINGS:

PREPARATION

1. Know the meeting policies (have a copy if any)

2. Prepare a minutes template in advance
3. Be ready with the writing pad for the recording of minutes

DURING THE MEETING

1. Have the attendance sheets signed/filled out
2. Note all the motions: name of movers and seconders, result of votes. Note also if the
motion was approved or disapproved
3. Be objective in recording
4. Get a copy of the reports and similar documents discussed in the meeting
5. Record all points of orders and rulings. When an objection is made, it should be
recorded in full and its basis. The ruling of presiding officer must also me noted.
6. Wrap up at the end of meeting.
PRECAUTION
1. Do not write too much detail – be precise and brief as possible. Choose only the most
necessary ones
2. Personal interpretations of the secretary must not be included in the record (unless
stated in the meeting)
3. If the minute taker were asked to record a confidential discussion such as between a
lawyer and a client, make separate minutes and store them separately from the
‘general meeting minutes’ folder. Mark them confidential and make it clear who has
access to the folder.
 II. BUSINESS MEETING SKILLS

The chairperson has to have the following in mind:

 The chairperson controls the meeting
 All remarks are addressed to the chair
 Members do/must not interrupt one another
 Members aim to reach consensus
 A vote is taken if consensus is not reached
 The majority wins the vote
 All members accept the majority decision
The chairperson can/should:
 Indicate progress, or lack of
 Refocus discussion that has wandered off point
 Conclude one point and lead to the next
 Highlight important points
 Assist secretary, if necessary
 Clarify any misunderstanding
 Pace the meeting ensuring it runs in time
 Remind members what they have achieved and thank their contributions

All participants should:

 Undertake necessary preparations prior to the meeting
 Arrive on time
 Keep an open mind
 Listen the ideas and opinions of others
 Participate in the discussion
 Avoid dominating the proceedings
 Avoid conflict situations
 Avoid side conversations which may distract others
 Ask questions for clarifications
 Take note
 Undertake all agreed actions after the meeting
III. AGENDA

For a better discussion, the agenda shall be known to the participants prior to the
meeting so they may prepare or read in advance. This saves time during the meeting. The
agenda may have the following components:

 Opening formalities  Special reports

 Apologies  Election of office bearers
 Confirmation of minutes  Election of auditor
 Business arising from the minutes  Guest speaker
 Correspondence  Motions on notice
\  Business arising from the  General business
correspondence  Notice of motions
 President’s report  New business
 Treasurer’s report  Date of next meeting
 Approval of membership  Close of meeting
 IV. AT THE MEETING
For formal meetings, Rule of Debate may be used. These are guidelines based on
parliamentary procedures and apply to general meetings and public meetings. Formal procedure
gives meetings a structure and helps members reach clear decisions. They can also help control
large meetings or a single antagonist on a committee.
a) Motions
The Rules of Debate require that all business be put forward as a possible statement of
action called a ‘motion’. A ‘motion’ is a formal recommendation put to a meeting for debate and
consideration.
b) Understanding motions
All items or issues requiring actions and decisions must be presented during the meeting.
If passed/approved, it will be a resolution.
All motions shall be proposed by a mover in front of the chairperson and then
supported/seconded by another committee member before any discussion can take place on the
item.
The proposer then explains the motion to support it. The seconder has the right to speak
immediately or wait until the end of the debate.
The chairperson then call for speakers alternately for and against the motion. At the end
of the debate, the propose can reply. A vote is taken. The secretary should record the motion,
who proposed and seconded it and whether it was carried.

c) Amendments
Any speaker can move an amendment to the motion. When this happens, people speak
for and against the amended motion. The amendment must be put before voting on the original
motion. If the amended motion is carried, the debate continues on the amended motion. If the
amended motion is lost, discussion moves back to the original motion.

d) Voting at Meetings
The chairperson must have a clear understanding of the voting rights of members. There
are several ways of voting. Choose the one most appropriate to your situation – don’t opt for a
secret ballot when you know everyone in the room agrees on an issue.

 General Agreement – why put it to vote if everyone seems to agree? The chairperson may
say “Do we all agree…” or “Does anyone agree…?”
 Verbal – the chairperson asks people to say “yes” or “no” and decides which was the
louder response. Suitable for larger groups.
 Secret ballot – individuals vote on paper and two elected people – often committee
members – count the votes. Suitable for elections.
 Proxy – individuals who are absent can give someone else the power to cast their vote.
Proxy votes are permitted only if the constitution allows for them and are usually bound
by strict rules to prevent unfair lobbying.
 Postal – again, these are only permitted if the constitution allows.

e) After the Meetings

For the sake of accuracy, minutes should be written as soon after the meeting as possible,
when the details are still fresh in mind. Preferably minutes should be circulated within a week of
meeting being held. Prompt circulation of the minutes stirs people who have been assigned tasks
into early action and swiftly brings up to date those who missed the meeting.
 The class will be group into 12-15 members. Each group is tasked to perform a simulation
of a business meeting following parliamentary procedure. The topics to be discussed are the
following:
1. Precautionary measures to be implemented inside school premises to prevent spread
of CoViD-19.
2. Duties and responsibilities to be regulated inside every classroom.
3. Plans and projects to be organized in an specific club/organization.
4. Nutritious food to be suggested at the school canteen/cafeteria.
5. Plans and schedule on the improvement of school gardens.
This may be conducted using Video Calls. Minutes of the meeting shall be written as
well.

THE INTERVIEW
An interview is a system of dyadic communication consisting of an interchange of ideas
and opinions through questions and answers to achieve a purpose.
An interview is essentially a conversation, though with several s pecial features: it has a
special purpose; it follows a fairly structured pattern – time, place, length, participants, and
subject matter are established well in advance; and one group or participant controls the
proceedings and contributes mainly questions – the other contributes only answers.
To note, there are different types of interviews, different kinds of interview questions,
different kinds of interviewers, and of course different ways to provide responses to interview
questions. The following discussions will hopefully equip you the knowledge and skills that will
give you a head start to acing that job interview.

JOB INTERVIEW
A job interview is a formal, structured business meeting where a representative of the
prospective company exchanges information with the candidate and asks questions in order to
assess their knowledge, competencies; skills; and suitability for employment. And, while it is
obvious that you, as an applicant, are looking for the right job, the truth is that the employer too
is looking for the right applicant who can fill in their vacant position; hence, the interview is a
two-way street.
III. WHAT TO DO BEFORE AN INTERVIEW?
Here are some tips on what to do before your job interview:
1. Know your ability to:
a. respond to questions effectively;
b. use verbal communication proficiently;
c. use nonverbal communication efficiently; and
d. use relevant and relatable experiences qualification and credibility.
2. Prepare yourself to:
a. Articulate your thoughts, skills, talents, objectives;
b. Have more than expected knowledge about and the position you are applying for; and
c. Complete all the other pertinent legal, documents needed for
3. Dress yourself to:
a. Create positive impression;
b. Imbibe confidence;
c. Project professionalism; and,
d. Strengthen character.

WHAT TO DO DURING AN INTERVIEW?

You have prepared for the day of interview and so when it does, here are some pointers:
A. Travel Time:
a. Plan your route. Make sure that you already have a concrete idea on how to go
to your destination in the shortest time possible. More importantly, have at least
two more alternative routes, just in *ease the first becomes worrisome.
b. Allot a good amount of time for you to travel from your place to wherever your
interview is. There are mobile and Internet applications that can help you know
how much time you need-to travel. Never be clueless.
c. Make sure that you arrive at least 13 to 30 minutes earlier than the set
appointment. This will give you enough time to gather your thoughts, compose
yourself, freshen up, use the restroom, be wore telexed, and walk to the
interview without you having to hurry up. d. If possible, try having a dry run of
your travel so you can really 'lest the water."

B. Actual Interview:
a. Smile and give a corporate handshake (receive the interviewer's hand with
both of your hands, then handshake gently but firmly.)
b. Listen attentively. Wait till the person finishes the question
c. Breathe in. Breathe out. Oxygen is needed by the brain when thinking. Relax.
d. Maintain eye contact. Be cautious of your nonverbal cues.
e. Be poised, confident, and dignified.
f. Be humble, honest, and polite.
g. Be focused, attentive, and professional.
h. Be spontaneous, natural, and be yourself.

What to Do After an Interview?

After your interview, listen to the instructions that will be given you by your interviewer.
Also, take note of the name of your interviewer/s and ask for their email addresses so you can
do your follow up, say three weeks after your actual interview. More importantly, ask for their
omens so you can send these individuals your letter of gratitude. Never forget to formally say
thanks through the written word.
How Do You Answer Questions in an Interview?
For situational inquiries, one of the recommended formulas in creating responses for
job interview questions is by using a structured means to respond when given a behavior-based
query. • This method allows you to specifically describe and elaborate a situation, task, action,
and result; hence it is called the STAR method. However, before you even begin verbalizing your
response, you would need to first identify the skill or competency being sought for you to
provide the most appropriate response.

 Situation. Provide a vivid description of the particular situation you were that is highly
relative to the question given. Make it a point that you are able to provide pertinent
details of the situation.
 Task. Identify the specific problem that needed resolution. You also' need to determine
what really is being asked or demanded of you to do in the given specific situation. •
 Action. Enumerate, describe, and elaborate all the things that you did and its
contributions to resolve the conflict at hand. Be mindful that when it is a team effort
that you would be relating to your interviewer, focus on your actual, personal
contributions to address the problem. Always use the first personal singular pronoun "I"
and not the plural form "we" whenever you discuss actions.
 Result. Narrate the details of the outcome of your actions. Do not be afraid to give
credit to yourself for taking such steps in order to resolve the problem. More
importantly, make mention of the skills, knowledge, and other positive values you have
learned from the experience.

To reiterate, there is no one sure way and no short cuts to achieving a successful
interview. You need to really practice a lot in enhance your interviewing skills. Remember that it
is only through constant practice that you are able to better your performance so never hesitate
to practice, practice, and practice some more.

MOCK INTERVIEW

In this activity, you will be experience how to conduct and answer an interview. The class
will work in pair – one will be the interviewee and the other will be the interviewer and vice versa.
RUBRICS: