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Module 3 : COMMUNICATION FOR VARIOUS

PURPOSES
Table of contents
 1. Introduction/Overview
 1.1. Learning Outcomes
 1.2. Workplace communication
 1.3. Workplace Dynamics
 1.4. Multi-Generational Diversities
 1.5. Writing Activity 1
 2. The Small Group Discussion

 2.1. Introduction
 2.2. B. Planning a Small Group Discussion
 2.3. D. CHOOSING TOPICS FOR GROUP DISCUSSIONS
 2.4. E. Physical Setting Formats for Small Group Discussion
 2.5. F. SEATING ARRANGEMENTS of Participants
 2.6. SAMPLE SCRIPT FOR PANEL DISCUSSION

 3. Technical Writing in the Workplace

 3.1. Introduction
 3.2. Features of Technical Writing
 3.3. Writing Activity 2

 4. Writing Workplace Communication Materials

 4.1. Introduction : Written Communication in the Workplace

 4.2. Resume or Personal Data Sheet
 4.3. Activity : Making your Own Resume
 4.4. The Cover Letter
 4.5. Activity: Responding to a WANT Ads
 4.6. Creating your Personalized Web Resume
 4.7. Business Letters
 4.8. Parts of the Business Letter : MORE DESCRIPTIONS
 4.9. ILLUSTRATION ON SOME PARTS OFTHEBUSINESS LETTER
 4.10. Letter of Inquiry
 4.11. Letter of Claim
 4.12. Adjustment Letter
 4.13. Letter of Request
 4.14. Memos, Reports, and Other Written Documents in the Workplace
 4.15. Memorandum Formats
 4.16. Five Tips for Effective Business Memos
 4.17. Incident Report
 4.18. How to Conduct Effective Meetings
 4.19. How to make your next team meeting productive and interesting
 4.20. Minutes of Meeting
 4.21. The Email
 4.22. Fax Messages

1. Introduction/Overview
         Human connection is indispensable whether at school, home, or in the workplace. Proper communication will lead you to be more
productive and efficient specially when working with people in the workplace. In this lesson, students will demonstrate understanding of
nature of workplace communication is all about. They will be able also to use this knowledge in real life scenarios 

1.1. Learning Outcomes

At the end of this lesson, students  should be able to:

              1. Define workplace communication

              2. Discuss workplace dynamics

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              3. Engage in a group dynamics

1.2. Workplace communication

        Workplace communication is the process of exchanging information and ideas, both verbal and non-verbal between one
person/group and another person or group within an organization. The evolution of communication is best described as the process of
transmitting ideas and thoughts through the years for human survival.

        Therefore, we must be all aware on how communication really works while dealing with people in different scenarios such as in
education, science and technology, business and trade, and media so that we will be able to survive and cope with demands of time.

Let’s take for example this preliminary mental activity.

Scenario: Assume that the big circle in the middle is your new future.

Question: What would and where would you be? What would the smaller circles
represent? Write your thoughts inside the circles. You may add more smaller circles
if you wish.

         In other words, workplace communication would include the process of

exchanging information, either verbally or non-verbally in any social environment like
at school, or at work. Communicating with your classmates or co-workers needs you
to socialize and interact with them for you to become successful. In an
organizational structure, you need to communicate well in order to maintain good relationship and therefore you will be able to help
maintain its operation from the top up, middle, and the bottom level.

1.3. Workplace Dynamics

What is group dynamics? Read the definitions written inside the box.

 1. Diversity in the workplace refers to an organization that intentionally employs a workforce comprised of individuals of varying
gender, religion, race, age, ethnicity, sexual orientation, education, and other attributes.

Here are some examples:

a. Multi-genarational workforce comprises of employees that are classifies as Baby boomers, generation X, Generation Y, Millennials,
and Generation Z or Post-millennials.

b. Organizational culture refers to the way an organization operates, the attitudes the employees have, and the overall tone and
approach to any given operation.                

c. Multiplicity of Identities means the differences in gender, ethnicity, language, beliefs and other attributes. Mutual respect must work
here to attain success in communication.

2. Co-worker relationship.  A co-worker is the one who works with fellow

workers. Research has determined there are at least four types of relationships
that produce these results: social support, mentoring, service of others and role
models. 

3. Shared leadership. The distribution of leadership within a team can affect

the functionality of its members. There will be no boss without its constituents.
So both the leader and its members must share the responsibility by means of
communicating properly to attain success.
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4. Team building is the process of turning a group of individual contributing employees into a cohesive team. A team is a group of
people organized to work together interdependently and cooperatively to meet the needs of their customers by accomplishing their
purpose and goals.

Shared relationship is nurtured in team building which can be formal or informal team. Team roles are classified as:

 Task roles - roles that help the team carry out the task and get the work done.
 Relationship roles - roles that strengthen or maintain relationships.
 Self-centered roles - roles that interfere with the team;s ability to complete tasks.

1.4. Multi-Generational Diversities

Introduction

         Workplace dynamics deals with working with Multi-generational diversities. The classification of generations will make you realize
their personalities and attributes of each group. 

What makes each generation different?

Before we dive into each generation, remember that the exact years born are often disputed, because there are no comparably
definitive thresholds by which the later generations (after Boomers) are defined. But, this should give you a general range to help
identify what generation you belong in.

The other fact to remember is that new technology is typically first adopted by the youngest generation and then is gradually adopted
by the older generations. As an example, 96% of Americans have a smartphone, but Gen Z (the youngest generation) is the highest
user.

The Baby Boomer Generation

• Media Consumption: Baby boomers are the biggest consumers of traditional media like television, radio, magazines, and
newspaper. Despite being so traditional 90% of baby boomers have a Facebook account. This generation has begun to adopt more
technology in order to stay in touch with family members and reconnect with old friends.

• Banking Habits: Boomers prefer to go into a branch to perform transactions. This generational cohort still prefers to use cash,
especially for purchases under $5.

• Shaping Events: Post-WWII optimism, the cold war, and the hippie movement.

• What's next on their financial horizon: This generation is experiencing the highest growth in student loan debt. While this might
seem counterintuitive, it can be explained by the fact that this generation has the most wealth and is looking to help their children with
their student debt. They have a belief that you should take care of your children enough to set them on the right course and don't plan
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on leaving any inheritance. With more Americans outliving their retirement fund, declining pensions, and social security in jeopardy,
ensuring you can successfully fund retirement is a major concern for Boomers.

 Generation X

Media Consumption: Gen X still reads newspapers, magazines, listens to the radio, and watches TV (about 165 hours' worth of TV a
month). However, they are also digitally savvy and spend roughly 7 hours a week on Facebook (the highest of any generational cohort).

Banking Habits: Since they are digitally savvy, Gen X will do some research and financial management online, but still prefer to do
transactions in person. They believe banking is a person-to-person business and demonstrate brand loyalty.

Shaping Events: End of the cold war, the rise of personal computing, and feeling lost between the two huge generations.

What's next on Gen X's financial horizon: Gen X is trying to raise a family, pay off student debt, and take care of aging parents.
These demands put a high strain on their resources. The average Gen Xer carries $142,000 in debt, though most of this is in their
mortgage. They are looking to reduce their debt while building a stable saving plan for the future.

Millennials (Gen Y)

Media Consumption: 95% still watch TV, but Netflix edges out traditional cable as the preferred provider. Cord-cutting in favor of
streaming services is the popular choice. This generation is extremely comfortable with mobile devices but 32% will still use a computer
for purchases. They typically have multiple social media accounts.

Banking Habits: Millennials have less brand loyalty than previous generations. They prefer to shop product and features first and have
little patience for inefficient or poor service. Because of this, Millennials place their trust in brands with superior product history such as
Apple and Google. They seek digital tools to help manage their debt and see their banks as transactional as opposed to relational.

Shaping Events: The Great Recession, the technological explosion of the internet and social media, and 9/11

What's next on their financial horizon: Millennials are entering the workforce with high amounts of student debt. This is delaying
major purchases like weddings and homes. Because of this financial instability, Millennials prefer access over ownership which can be
seen through their preference for on-demand services. They want partners that will help guide them to their big purchases.

Gen Z

Media Consumption: The average Gen Zer received their first mobile phone at age 10.3 years. Many of them grew up playing with
their parents' mobile phones or tablets. They have grown up in a hyper-connected world and the smartphone is their preferred method
of communication. On average, they spend 3 hours a day on their mobile device.

Banking Habits: This generation has seen the struggle of Millennials and has adopted a more fiscally conservative approach. They
want to avoid debt and appreciate accounts or services that aid in that endeavor. Debit cards top their priority list followed by mobile
banking. Over 50% have not entered a bank branch in at least 3 months.

Shaping Events: Smartphones, social media, never knowing a country not at war, and seeing the financial struggles of their parents
(Gen X).
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What's next on Gen Z's financial horizon: Learning about personal finance. They have a strong appetite for financial education and
are opening savings accounts at younger ages than prior generations.

Why are generations named after letters?

It started with Generation X, people born between 1965-1980. The preceding generation was the Baby Boomers, born 1946-1964. Post
World War II, Americans were enjoying new-found prosperity, which resulted in a "baby boom." The children born as a result were
dubbed the Baby Boomers.

But the generation that followed the Boomers didn’t have a blatant cultural identifier. In fact, that’s the anecdotal origin of the term Gen
X — illustrating the undetermined characteristics they would come to be known by. Depending on whom you ask, it was either
sociologists, a novelist, or Billy Idol who cemented this phrase in our vocabulary.

From there on it was all down-alphabet. The generation following Gen X naturally became Gen Y, born 1981-1996 (give or take a few
years on either end). The term “Millennial” is widely credited to Neil Howe, along with William Strauss. The pair coined the term in 1989
when the impending turn of the millennium began to feature heavily in the cultural consciousness.

Generation Z refers to babies born from the mid-2000s through today, although the term isn’t yet widely used. This may signal the end
of ‘alphabet soup’ (it does coincide with the literal end of the alphabet, after all). A flurry of potential labels has appeared, including Gen
Tech, post-Millennials, iGeneration, and Gen Y-Fi, and Zoomers.

1.5. Writing Activity 1

Instruction: Answer the following questions briefly, and submit file in pdf form.

1. Which among the four workplace dynamics do you perceive to be the most challenging? Explain in not more than 5 properly phrased
sentences. (5 points).

2. How can communication help in organization to reach out to clients and offer their products and services. Explain briefly by using
your own words. (5 points)

3. In your academic institution, create an infographic identifying three (3) people who belong to each of the different generations
mentioned in this lesson. Substantiate your findings with data as to their ages, and assigned position or rankings. (Ex. The President,
The College Dean  and the Secretary or staff)-10 points.

2. The Small Group Discussion

Learning Outcomes

               At the end of the lesson, students should be able to;

a .understand  the nature and process of small group discussion;

b. describe and compare the format and operation of various types of small group discussions;

c. learn the seating arrangements of the group discussion.

2.1. Introduction
A. The Small Group Discussion

                  This is an enlarged conversation with a goal and a purpose undertaken by persons who study a common topic or problem in
communities, conferences or public groups.

                   It is an intelligent and fulfilling activity where participants talktogether by sharing their knowledge in order to find solution of
a common problem. 

                 Small group communication takes place when agroup of say, five to eightpersons mutually perceive and discuss an idea in
order to accomplish a purpose. 

                 Some specialists generally agree thata small group ranges from a dyad to 25 persons, recognizing eight to ten participants
as the maximum small group and five to seven as the optimum. 

                 More significant than the number however, is the perception and the interdependency that each participant brings to the
group so that a mutual system is established for the attainment of a group purpose. 

2.2. B. Planning a Small Group Discussion

              A small group discussion is a planned conversation .It starts at a given point in time and goes through the steps of
defining, exploring and solving a problem. It is an ideal process of reflective thinking, an unbiased search for truth and a strategy for
securing mutual agreement on the solution of a common problem. 
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                An effective group discussion contains the following elements:

1. A worthy objective acceptable to the group;

2. A topic for discussion;

3. A recognized and responsible leadership;

4. Responsible, well-informed, thoughtful and skilled participants;

5. An outline for discussion. (Plan)

C. Deciding the PURPOSE of The Small Group Discussion

                The purpose of a small group discussion depends on the circumstances or situations at hand. Are facts and information
needed for solving a problem? Or is a decision to be made on an issue confronting the group? 

Whatever the needs and objectives the group has, there are three (3) recognized broad purposes for small group communication: To
Obtain Facts, to share information, and to make a decision.

I. The purpose of obtaining Facts

            A fact finding group aims to discover factual information or to  clarify existing information on an earlier event, situation or state of
affairs. 

             It is highly task oriented; it has very specific and highly-defined purpose; it has a strong division of labour; and it has a tight time
schedule. 

            The fact finding group is created by a larger or a parent group which is the sole decision making body, and the created fact
finding group has no Decision Making authority at all.

                Members divide specific tasks and responsibilities among themselves and accomplish these inter-dependently, reporting
together at specified dates to compare notes and to ensure that group objectives are met. 

II The Purpose of Information Sharing

            When a small group of persons takes part in a group activity formally or informally, to give  and receive specific knowledge,
ideas perceptions or judgements ona topic of interest – it is doing one broad function- information sharing.

          The following are examples of information sharing groups- Staff Meetings, Study Groups, Briefing sessions and conferences.

1. Staff meetings- are popular among executives and managers of organization who meet with staff members having mutual interests,
not only to share and disseminate information but also to reach their subordinates and clarify misunderstood directives so that staff
reaction is recived and communication flows smoothly.

2. Study groups – aims to give the participants an opportunity to meet and study issues.

3. Briefing session and Press Conferences- provide anindividual or groups of individuals to present or suggest information to a larger
group of audience and for the audience to get information through questioning. 

III. The Purpose of Decision Making

         When a group authorized to make a decision meets with the specific purpose of resolving an issue, decision making
communication takes place. In this discussion, this smallgroup uses the data and information used by the fact finding group and the
information sharing group.

1. Committee or Council – is a small decision making group formed from a larger unit such as an organization to perform specific
functions related to the head unit. Committees are widely usedbecause as an organized groups there is a wider range of sharing
experiences, working together by planning together. 

2. TASK FORCE- this is a TEMPORARY small group whose main purpose is to investigate and recommend a solution to a problem at
hand. The Task force is dissolved once the problem is solved.

3. Conference – This is a small group or a large group discussion composed of experts and specialists who approach a large and
significant problem by analysing it from various points of view and from different fields of expertise.

         a. Convention- a conference where the focus is on subject matter rather than problem solving, and it has variety of formats that
could last for several days. These formats are; General assembly, a Brainstorming group, Panel discussion, Symposium or a Forum.

          1) General assembly -opens a conference to welcome participants.

          2) Brainstorming group – uses techniques such as inter stimulation response and freewheeling discussion in place of habitual
lines of thinking to come up with new ideas during the discussion.
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          3) Panel Discussion – is a small formal group, consisting of 4-6 people discussing a subject matter in the presence of an
audience. 

           4) Symposium – just like panel discussion, speakers deliver short prepared speeches on a common topic, When speeches are
finished, discussion is opened to the audience and interaction takes place. This makes the symposium a FORUM- a format that allows
the speakers and audience to interact in order to increase audience involvement and to clarify speaker’s thoughts and perceptions.

4. BOARD – the last type of decision making group. This consists of a group of elected or appointed officials who work as one body to
establish the policies for an organization. Usually numbering three (3) people, they meet to discuss problems and capabilities of the
organization and form task forces to deal with specific problem areas.

2.3. D. CHOOSING TOPICS FOR GROUP DISCUSSIONS             

   A good topic for a small group discussion should be;

a. Controversial in nature;

b. Interesting and important to the group;

c. Stated impartially as a question;

d. Capable of being discussed significantly in the time available.

E. General Principles in Group Discussion

1. Serve by leading — If you have the task of leading discussion, the primary way you can serve the group is to actually lead it.
Therefore, lay aside the misplaced humility and serve them by being a leader. Plan your questions. Take the discussion somewhere.
Be intentional.

2. Make questions answerable — If you want people to talk, make sure you have questions that can be answered The easiest way to
make sure your question is answerable is to write it out and then ask yourself two basic but essential questions about your questions
(it’s very meta): (1) “What would a good answer to this question look like?”; and (2) “Can I reasonably expect this kind of answer from
this group of people in this context?” 

3. Know what you are asking and why —Others’ questions are a tendency to ask that are either confusing, or abstract, or pure
nonsense. And after the initial question is asked, someone inevitably asks, “Can you restate the question?” The more confident you are 
about  asking and why you are asking it, the clearer I will be able to make it for those in the group.

4. Know what kind of question you’re asking — Sometimes discussion leaders ask questions that have a specific kind of answer,
but they want and expect a different kind of discussion. Once the content has been covered, the question is dead. But though he asked
a content question, he expected an open-ended discussion. 

2.4. E. Physical Setting Formats for Small Group Discussion

The different types of Small group discussed earlier can be structures in two ways: CLOSED or OPEN. 

Small group communication is CLOSED or PRIVATE when only the participating members
are present. 

It is OPEN or PUBLIC when the participating members are heard and seen by a public audience
who may or may not participate in the discussion

2.5. F. SEATING ARRANGEMENTS of Participants

1. Face the Audience

In the “Face the Audience” seating arrangement, the discussion participants face and speak to the
audience more than each other.

2. Altogether
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In the seating type “Altogether” there is a good visual contact among the members and their position gives them a feeling of equality
among each other.

3. Face Off 

The “Face-off” type of seating arrangement places the members face-to-face with each other. With this
grouping, close interaction is encouraged and members are placed in confrontation with the individual
directly across the table.

4. Leadman

The “Leadman” seating arrangement places an individual at the lead and at the front of the table
or group. This grouping tends to have an authoritarian relationship in the small group because the
focus is one person.

2.6. SAMPLE SCRIPT FOR PANEL DISCUSSION

PANEL DISCUSSION

Following is a portion of a panel discussion on “Raising Teenage Children: The Parents’ Viewpoint.” A class of nursing sophomores
(average age: 18) asked their guidance co0unselor to help them organize the panel so that better communication and understanding
will be achieved between parent and teenage son or daughter.

Four parents were asked to participate in the discussion: one from the administration, another from the parents’ organization, a third
from the faculty, and a fourth from the students themselves, a young married student. The nursing class president served as moderator
(M).

Raising Teenage Children: The Parents’ Viewpoints

A panel discussion*

MODERATOR:  Many of us will admit at one time or another, we’ve had some conflict with our parents, especially on matters
concerning boy-girl relationships. Although we tried hard, we experienced much difficulty adjusting our differences with Mom and Dad.

This afternoon, we’ll listen to four parents express their views about certain problems that we teenagers feel our parents should
understand. By the end of the panel discussion, we deeply hope that we will understand better how our parents treat us. By the end of
our interaction with the panel speakers, we also hope that our parents will better understand us.

Let us now listen to our first parent speaker – Dr. Mark Castro.

Dr. Castro:  I raised three children. From my experience with them, I think a lot of problems between parent and child can be avoided if
we teach our children the right values during their formative years – one year to 12 years. If we do this, by the tie they are teenagers, 13
to 19, the value are already there. They have become part of the teenager’s behaviour.

The formative years are extremely important. This is when we instill in our children such values as obedience and respect, love ,
discipline, serious study, independence, openness.

Take openness. I’ve always been open with my children and I’ve always expected them to be open with me. No secrets, no hidden
relationships. They were taught this value ever since I can remember. Consequently, they don’t fear talking to me about their problems
—school problems, love problems.

My daughter, for example. She fell into bad company in high school. I asked her to dinner outside and at the end of a good meal, over a
cup of coffee, we discussed her problem. In effect, I told her frankly that her Mom and I felt her friends in school were doing her a lot of
harm and that it was time she moved to another school. She’s a lot very intelligent child, you know.  There was no need for lengthy
arguments. She saw reason and even before I finished my coffee, she said: “All right, Dad, let’s arrange for my transfer.” Openness. I
think the much-talked-about communication gap wouldn’t be there if parents and their children were open to one another. You’d be
surprised. My son would even introduce his girlfriend to us, his parents, and my daughter, her boyfriend.

MODERATOR: Thank you, Dr. Castro. How I wish you were my father! But not all parents are like you. Anyway, let’s hear our second
parent, Mrs. Vicky Ortega.

Mrs. Ortega: I agree with Dr. Castro. Of all the values he mentioned, love is most important to me. I’m the true romantic, you know. But
really, parents must show how much they truly love their children. Not by pampering them. I mean – by small gestures of
thoughtfulness, meaningful gifts on occasions, for example; by caring, listening to their problems, and giving them time and attention.
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Note how I stressed time. In a great deal of teenage problems today, you will notice that the root cause is an absentee parent, a parent
who is somewhere else most of the time,  a parent who cannot give his children tie to be with them. In worst ccases, the parents are
separated. Who was it that said, “There are no delinquent children, there are oly delinquent parents”?

Children must also show love for their parents. When was the last tie you said, “I love you, Dad! I love you, Mom!”? you see, love
should be mutually given and when you genuinely love a person, you can not, you will not hurt that person.

One final word: dining oout on occasions as one happy family is important too. I know that most of you would rather go out with your
Barkada. But please, find time too to be with your parents.

MODERATOR: We’ll remember that, Mrs. Ortega. Come to think about it, I guess our parents and ourselves must give time for one
another. Let’s now give time to our third parent panellist – Mr. Philip Guzman of the department of English.

Mr. Guzman:  So far, you’ve heard how important love and openness are in raising teenage children. Allow me to share with you now
my experience on the matter of discipline.

As a parent, I’m not autocratic. My word is not law. I discuss things with my children and we arrive on muual agreeents after the
discussion. Discipline, we agree, has countless benefits.

Take self- discipline in the children’s studies in school. Homework should never be neglected. There should be time for TV or basketball
and time for study. Performance in school should never be sacrificed for anything else. The children should discipline themselves to do
their parents proud when it comes to scholastic performance.

Then consider discipline in time management. If we agree that my daughter should be home before dark, then she should be home
before dark. If my son goes to a late night party and we agree that he should be home before midnight, then he should be home before
midnight. Otherwise, some penalty is forthcoming: no allowance for the coming week or no party for a whole month. No bargaining, no
excuses.

A home without discipline will be chaotic. Just like horrible traffic resulting from motorists without discipline. A nation without discipline?
Think of the dreadful consequences!

MODERATOR: our last speaker comes from our ranks. You all know Michelle Reyes – well disciplined, happily married, and just prod
0of her one-year-old son.

Michelle: I got married as a teenager. I’m not sure I know why, considering I have yet to complete mu nursing studies. I hate to say
this: is it possible I wasn’t happy living with my parents?

You see, I didn’t quite understand my parents. There were many prohibitions. Don’t do this, don’t do that. I tried to be open with them,
to consider them as noth my parents and best friends. I expected understanding, affection if not love. Instead, they were unkind, even
hostile to me at times.

It’s only now that I’m a parent when I’m beginning to understand my parents. I know they care about me but they did the wrong things to
show me they really care! Tings that turned me off. I love y parents. Perhaps that was why I stayed on – until I met Fred, who was so
unlike them.

When I told them about Fred, they raised a storm. We got married anyway. I’mm sure I didn’t make a mistake. I think my arents
understand mme now. They have accepted Fred and me and they’re crazy about their grandson.

MODERATOR: all’s well that ends well. We’ll now have an interaction. Our guests may wish to interact with one another and, dear
classmates, do ask questions. Have a lively interaction with our discussants.

OPEN FORUM FOLLOWS THIS DISCUSSION

3. Technical Writing in the Workplace

Learning Outcomes:

 At the end of this lesson, you should be able to;

              a.    Understand what technical writing is;

              b.    learn the features of Technical writing;

              c.     know how technical writing was affected in the workplace due to globalization.

3.1. Introduction
Technical Writing in the Workplace

          Technical writing is a form of written communication used mainly as correspondence and in the production of written outputs
valuable to an organization. As an act of writing in the workplace, it pertains to written communication present in all kinds of
organizations, jobs, and professions.
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3.2. Features of Technical Writing
 Features of Technical Writing

A. Accurate- A technical written work is accurate  when it deals with facts that are completely true. An accurate report uses words,
sentences, numbers, or figures that exactly express what the written work intends to convey. (Bantin 2008 in Baraceros, 2011).

     1. Document accuracy refers to the proper coverage of your topics in appropriate detail. Often an accurate document needs to focus
clearly on a problem. Document accuracy is generally cultivated by a clear problem statement and by a preliminary outline. These
writing tools help you focus your writing effort by reducing your data in a way that solves a theoretical or practical problem.

     2. Stylistic accuracy concerns the careful use of language to express meaning. Accurate language requires the careful use of
paragraph and sentence structure and word choice to describe and analyse your topics effectively. As a writer, you gain command of
accuracy by studying the elements of style and by learning to apply those elements to your drafting, revising, editing, and proofreading.
Stylistic accuracy is also a matter of  using words precisely.

     3.Technical accuracy requires stylistic accuracy but is not based solely on it. The effective document in science and technology must
be grounded in a technically accurate understanding and representation of the subject. Technical accuracy depends on the writer's
conceptual mastery of the subject and its vocabulary, as well as on his or her ability to analyse and shape data with a minimum of
distortion. In science and technology, enormous creative energy is given to mastering this technical aspect of subject development.

 B. Clear

       Your written work is clear, if in one reading your readers are able to easily understand the main message or point of the whole
composition. You can achieve this if you remember that writing clearly is thinking clearly, as well as with the use of simple, concise,
specific and grammatically correct language structures. (Gustav 2008).     

C. Formal

       In technical writing, you cannot just write anything you like in any way you want because some writing standards underlie the
structure, pattern, format, and language of this kind of writing. You have to adhere to these agreed upon technical writing rules because
your readers judge the value for credibility of your output based on how you conform to the conventions governing this kind of writing.

D. Graphical

       Graphs like tables, charts, figures, diagrams, maps, pictures, and other illustrations are necessary in technical writing to support the
written information provided. Since technical writing deals with technical information, visual representations help in expressing
specialized meanings, or ideas known only to a specific set of people.( Bertoline, 2009 in Baraceros, 2011).

E. Objective

       Technical writing must avoid inclusion of individual and subjective

judgement in relaying information. Being straightforward and direct, forms of technical writing should avoid including inner thoughts,
sentiments, or feelings in order to adopt an impartial or impersonal stand or attitude towards what is written.

 F. Practical

         Forms of technical writing should be practical in the way that they function according to their purpose.

G. Specialized

           Technical Writing usually functions within a specific demographic. Language used is specialized and easily understood by a
specific set of readers.

H. Diverse

            Technical writing as on-the-job writing is prone to extensive exposure to multicultural clients and co-workers. Cross-cultural or
multilingual communication brought about globalization through the internet, materialized through technical writing will lead you to
various topics, ideas, people, methodologies, concerns, purposes, formats, and language.

i. Straight Forward

            A straightforward manner of writing means presenting facts and information honestly and directly. Unlike other forms of writing
like literary and expository writing that permit the writer to hide meanings through figurative language-technical writing presents ideas in
a frank, unequivocal, or clear cut-way.

j. Authoritative

            To describe technical writing as authoritative is to think of it as a piece of writing with the ability to command or to enforce
something on anyone. Forms of technical writing use an authoritative voice to exude credibility in relaying information.

k. Presentable
 11
  Any technical writing output must be presentable, without any grammatical or typographical errors. A technical writer must ensure that
his or her output always undergoes proofreading.

3. Workplace Communication as Technical and Professional Communication

        Due to globalization- inevitable gives rise to professional communication which entails technical communication. Professional
communication encompasses written, oral, visual, and digital communication that may be used in part or in full in creating, delivering,
consuming, and managing information and date for business purposes. Professionals in different disciplines are therefore needed for
writing, editing, reading, speaking and listening to maintain effective operations management in the workplace.

         Workplace communication is technical in a work environment where management and employees focus on manufacturing and
marketing products and services for target clients and customers. Opinion papers, technical reports, business proposals and
presentations, and similar types of writing are written, read, listened to, and disseminated for various business purposes. A specialized
language or technical jargon is used relative to the field it is intended for.

        In the long run, effective workplace communication brings about more customers or clients and brings profits for the company.
Stakeholders, management, and the employees get fair share from the benefits of customer satisfaction and continued patronage.

3.3. Writing Activity 2

Answer the following questions briefly. Submit the file in pdf form.

1. Differentiate Academic writing with Technical writing. Give specific examples.

2. What do we mean with straight forward wording in Technical writing?

3. There are three (3) forms of accuracy. Differentiate each of them.

4. Writing Workplace Communication Materials

Learning Outcomes

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

                                1. Discuss workplace corresponding;

                               2. Distinguish the various types of business letters, memos, reports, and other written 

                                        document  in the workplace; and

                                3. Observe the guidelines in writing effective workplace communication materials.

4.1. Introduction : Written Communication in the Workplace

            As in any form of correspondence, business or workplace correspondence involves three factors: the sender, the message, and
receiver.   As the sender initiates the process, the intended reader is expected to respond according to the nature of the business letter.
A business letter, for example, must be deemed worthy to be read in order for the sender to gain feedback.

         The message, the purpose, and the target receiver or audience must all be considered in writing any business letter. The
message and its purpose should be clear for the letter to be properly understood by the intended receiver.

        When you write a business letter, read your work as if you are target reader and ask yourself the following questions:

Does the message appear to be important?

Is the message easy to understand?

 Tips for Effective Written Communication in the Workplace

        To ensure the effectiveness of written communication materials in the workplace, the following qualities must be remembered:

A-ccuracy – The content must be truthful and accurate. It must stay true to facts. Sweeping statements that may be challenged letter
on should be avoided.

B-revity – Sentences must be kept short and direct. Simple, carefully chosen words and expressions should be used while information
overload is avoided. Nonetheless, completeness should never be sacrificed for brevity.

C-larity – Visualize the reader in front of you wishing only to hear precise words whose meanings cut across quickly and clearly to him
or her. A good grasp of grammar will be a great help.

        Select the format that is the standard, prescribed, and acceptable to the situation presented to the parties in the transaction.

       Courtesy, whether in written oral form, is more implicit than explicit in purposive communication. Use positive words that are
proactive and not reactive. Correct word usage and sentence structure will make a real difference.
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4.2. Resume or Personal Data Sheet
At the end of this lesson, students should be able to:

                 Write their own resume or personal data sheet as an attachment to their application letters. 

Sample Resume/Personal Data Sheet

Personal Information 

Name :  JUNIOR B. ANGELO

Home Address : 7332 Sunny Villas, Pearl St., East Fairview, Quezon City

Contact Nos. : 7778889/09228791807

 Date of birth  : 02 January 1985

Place of Birth   : New Era Medical Center, Quezon City

Gender          : Male

Height           : 2 meters

Weight           : 85 kilograms

Civil Status    :  Married

Citizenship    : Filipino

Nationality     : Filipino

Ethnicity        : Ilocano

 EDUCATION

1. Doctor of Science in Civil Engineering

University of Wisdom, Quezon City, Philippines

2.  Master of Science in Civil Engineering

University of knowledge, Cebu City, Philippines

3. Bachelor of Science in Civil Engineering

University of Engineering and Technology, General Santos City, Philippines

 Secondary Education

General Santos Science Academy, General Santos City, Philippines

 Elementary

San Fernando Central Academy, San Fernando City, Pampanga, Philippines

 ELIGIBILITY

Civil Engineering Executive Examination, 2010

Civil Engineering Senior Examination, 2007

Civil Engineering Licensure Examination, 2004

WORK EXPERIENCES        

                                                                                                           
1. Consultant- Global Infrastructure Corporation, EDSA, Makati City.

2. Professorial Lecturer - School of Engineering and Technology,  University of wisdom

     Central Avenue, New Era, Quezon City

3. Former Secretary- Department of Public Works and Highways,Republic of the Philippines

4.  Regional Director- Department of Public Works and Highways, National Capital Region

 13
5. District Engineer- Mandaluyong City Engineering District

6. Project Engineer - Mandaluyong City Engineering District

 SCHOLARSHIPS

1. Asian Development Bank

2. Graduate Civil Engineering Scholarship

3. Department of Science and Technology

4. BS Civil Engineering Scholarship

 INVENTIONS AND PUBLICATIONS

1. Quick  Fix Low Cost Bridge

2. Intellectual Property Office

3. Dura Dwell Afforedahaus

4. Intellectual Property Office

5. Modern Structural Designs

6. National Book Store, Inc.

7.  Strength of Materials

8.Asian Publishing Corporation

 AFFILIATIONS

1. President-Philippine Association of Civil Engineers.

2. Chairperson-Foundation of Civil Engineering Education

3. President- Family of Filipino Fathers

 ACHIEVEMENTS

1. Most Outstanding Professional Civil Engineer, Asian Development Bank

2. Best Filipino Father Award-Office of the President,Republic of the Philippines

3. Topnotcher - Civil Engineering Executive Examination

TRAININGS AND SEMINARS

1.Resource Speaker-Techniques,University of Tokyo, Japan.

2. Resource Speaker- Reconstruction Techniques for Devastated community, University of Thailand

3. Resource Speaker- Planning a model Community, Mall of Asia Convention Center, Philippines

 COMMUNITY INVOLVEMENT

1. Spillways Rehabilitation Volunteer- National Capital Region

2.Residential Structures Rehabilitation Volunteer- City of Marikina and Province of Rizal

4.3. Activity : Making your Own Resume

After learning the different portions of a Personal Resume, create your own resume.
make first a Complete resume on a Word file, with a Profile picture on the upper left hand portion.
Follow the following Categories;
1. Personal Information- including Family background
2. Educational Qualifications
3. Computer skills
4. Working Experiences
5. Seminars and Training Attended
6. References

Then, save the file on a pdf file. Submit it on the activity Box intended for this assignment. 
 14
4.4. The Cover Letter
Here is a sample cover letter for your Resume

                                                                                                                       983 Culbreth Rd. Charlottesville, VA 22903 

                                                                                                                                           January 5, 2021 

The Hiring Manager 

Garvey, Schubert & Barer 

123 14th Street 

Los Angeles, CA 90064 

Dear Hiring Manager: 

Please accept this letter and the attached resume as an indication of my sincere interest in the open legal assistant position at Garvey, Schubert & Barer that I
found on CAVLink, the University of Virginia’s job database. I graduated in December 2014 with a degree in History and Sociology and would like to gain
experience in the legal field before applying to law school. While reviewing your website, I was pleased to see that your firm operates in a wide variety of spheres.
The areas of your practice to which I am particularly attracted are the Environment & Natural Resources and Land Use & Condemnation sectors. 

Throughout my college career, the courses I found most interesting were those revolving around subjects such as law, business, and land use. After taking a
course in Land, Law and The Environment, my professor took me on as an intern to work at the University’s Institute for Environmental Negotiations. My internship
included reading reports, analyzing data, conducting active research contacting persons of interest to arrange interviews, and giving reports of my findings. From
my coursework and professional experiences, I have developed the researching, analytical thinking and writing skills necessary to be a successful legal assistant.
In addition, I am aware of the long hours and hard work that is required of the role. I am ready to dedicate myself to Garvey, Schubert & Barer in much the same
way that I committed myself to being a varsity athlete. As a member of the swim team, I devoted up to 30 hours a week to practices, travel and competition while
maintaining a full course load. 

I am eager to learn from the many successful lawyers at Garvey, Schubert & Barer holding high peer review ratings in accordance with Martindale-Hubbell Legal
Network. I hope that you will afford me the opportunity to become a member of your team. 

Thank you for your time and consideration. I can be reached via phone (865-987-2222) or email ([email protected]). 

                                                                                                                                                  Very Sincerely yours, 

Wilson Huffma

4.5. Activity: Responding to a WANT Ads

Instruction
             Option 1: Choose among the sample advertisements here, and respond with your own cover letter and resume attachment.
             Option 2: Choose from the net, and respond to the ad. Attached the clip reference.
 

For CMT and Allied Health Courses

For Business group:

 15

For Any Group

4.6. Creating your Personalized Web Resume

Instructions:

This activity requires you  to a FREE  website, to post your Professional Resume. 
You will use your Resume done previously, and then posted as BLOG in a website. 
Some of the FREE websites that you can explore are : wordpress.com/blogspot.com or wix.com.
This post can be your LIFETIME WEB Resume. 

MODEL  RESUME   --->  Miss Ashley Keith Desear (Sample Student's Work)

4.7. Business Letters

Business Letters
       Business letter are essential in the workplace, especially in the external operations of an organization. It is though business letters
that an organization can reach out to its clients and vice versa. The different kinds of business letters illustrate the different
communication situations that constantly need to be addressed by the internal and external function of an organization.
There is a pre-specified format for writing a business letter. There are some parts of a business letter and rules associated with them.

Let us start to know how to write a business letter by knowing the parts of a business letter.

Parts of Business Letter

A business letter will be more impressive if proper attention is given to each and every part of the business letter.
There are 12 Parts of Business Letter
1. The Heading or Letterhead
2. Date
3.Reference
4. The Inside Address
5. Subject
6. Greeting
7.Body Paragraphs
8. Complimentary Close
9. Signature and Writer’s Identification
10. Enclosures
11. Copy Circulation
12. PostScript
 16
Let us discuss the parts of a business letter.

1. The Heading or Letterhead

It usually contains the name and the address of the business or an organization. It can also have an email address, contact number, fax
number, trademark or logo of the business.

2. Date

We write the date on the right-hand side corner of the letter below the heading.

3. Reference

It shows the department of the organization sending the letter. The letter-number can also be used as a reference

4. The Inside Address

It includes the name, address, postal code, and job title of the recipient. It must be mentioned after the reference. One must write inside
address on the left-hand side of the sheet.

5. Subject

It is a brief statement mentioning the reason for writing the letter. It should be clear, eye catchy, short, simple, and easily
understandable.

6. The Greeting

It contains the words to greet the recipient. It is also known as the salutation. The type of salutation depends upon the relationship with
the recipient.

It generally includes words like Dear, Respected, or just Sir/Madam. A comma (,) usually follow the salutation.

7. The Body Paragraphs

This is the main part of the letter. It contains the actual message of the sender. The main body of the mail must be clear and simple to
understand. The body of the letter is basically divided into three main categories.

Opening Part: The first paragraph of the mail writing must state the introduction of the writer. It also contains the previous
correspondence if any.

Main Part: This paragraph states the main idea or the reason for writing. It must be clear, concise, complete, and to the point.

Concluding Part: It is the conclusion of the business letter. It shows the suggestions or the need of the action. The closing of the letter
shows the expectation of the sender from the recipient. Always end your mail by courteous words like thanking you, warm regards, look
forward to hearing from your side etc.

8. The Complimentary Close

It is a humble way of ending a letter. It is written in accordance with the salutation. The most generally used complimentary close are
Yours faithfully, Yours sincerely, and Thanks & Regards.

9. Signature and Writer’s Identification

It includes the signature, name, and designation of the sender. It can also include other details like contact number, address, etc. The
signature is handwritten just above the name of the sender.

10. Enclosures

Enclosures show the documents attached to the letter. The documents can be anything like cheque, draft, bills, receipts, invoices, etc. It
is listed one by one.

11. Copy Circulation

It is needed when the copies of the letter are sent to other persons. It is denoted as C.C.

12. PostScript

The sender can mention it when he wants to add something other than the message in the body of the letter. It is written as P.S.
 17
A. Standard Formats of Business Letters

       The three standard formats of business letters are full-block, modified-block, and semi-block. The differences between these thee

are illustrated through the following examples   Source: Ambida, Galicha and Oandasan, 2019)

A.1 Full-Block

Young Entrepreneurs Institute

369 MapleStreet, Amorsolo Village

Makati, Metro Manila

April 21, 2018

Values Formation Staff

Kensington Road

Mapayapa Village, Manila

To whom this may concern:

Dear Sir/Madam:

A friend me training that your entre conducts value-laden seminar-workshops for business practitioners. This interests me as I am presently looking
for s group to handle our newly-enrolled students.

I would like to inquire regarding the cost and capacity of your services so I may be able to gauge if you can cater to our group’s needs.I am looking
forward to hearing from you soon.

Cordially yours,

Ismael M. Villegas

Administrative officer
A.2  Modified Block 

Young Entrepreneurs Institute

369 MapleStreet, Amorsolo Village

Makati, Metro Manila

April 21, 2018

Values Formation Staff

Kensington Road

Mapayapa Village, Manila

To whom this may concern:

 
 18
Dear Sir/Madam:

A friend me training that your entre conducts value-laden seminar-workshops for business practitioners. This interests me as I am presently
looking for s group to handle our newly-enrolled students. 

I would like to inquire regarding the cost and capacity of your services so I may be able to gauge if you can cater to our group’s needs. 

I am looking forward to hearing from you soon.

Cordially yours,

Ismael M. Villegas

Administrative officer

A.3 Semi-Block

Young Entrepreneurs Institute

369 MapleStreet, Amorsolo Village

Makati, Metro Manila

April 21, 2018

Values Formation Staff

Kensington Road

Mapayapa Village, Manila

To whom this may concern:

Dear Sir/Madam:

       A friend me training that your entre conducts value-laden seminar-workshops for business practitioners. This interests me as I am
presently looking for s group to handle our newly-enrolled students. 

       I would like to inquire regarding the cost and capacity of your services so I may be able to gauge if you can cater to our group’s
needs.

       I am looking forward to hearing from you soon.

Cordially yours,

Ismael M. Villegas

Administrative officer

4.8. Parts of the Business Letter : MORE DESCRIPTIONS

 19

1. Heading. It is the topmost part of any correspondence containing the company name, seal or logo, company address, website, and
even communication lines. It indicates the source of the document.

Example:

WORLD BUILDERS COMPANY

Commonwealth Ave. ,Quezon City

www.wbc.com.ph

2. Date. A part that shows the day, month and year when the document was written.

Example: 06 May 2009

16 July 2009

3. Inside Address. It states the name of the person or office when the letter is forwarded. Four major information appear in this part:
the name of the addressee, position, office name, office address, and if mailed through the postal service, include the postal code or
ZIP code. The presence of the postal code facilitates expeditious sorting of mails by the machine.

Example:

ENGR. MICHAEL V. BENAVIDEZ, JR.

Project Engineer

Satellite Communication

1107 Central Avenue, New Era, Quezon City 

Note:

1. The line spells the title, first name, middle initial, surname and other name of addressee in uppercases letters.

2. The second line is exclusively a space for the designation or position which may be changed anytime.

3. The third line states the name of the company, and

4. The fourth line contains the postal code followed by the complete address or traceable location of the letter receiver.

5. Never write to a person whose complete name is not known to you.

4. Salutation. This is the greetings of the letter. Common greetings may be illustrated through these styles:

Example:

Dear Engineer Benavidez: - if the writer is a superior or of same rank with the addresses.
 20
S i r : - if the writer considers himself a subordinate of the addressee.

5. Body. It contains the message or content of the document. This part normally includes information about time, date, place, people,
topic and mechanics of the subject of the document.

6. Complimentary Close. This serves as the farewell part of the document. Common closes include yours truly, truly yours, very truly
yours, sincerely, sincerely yours, respectfully yours.

7. Signature Block. It indicates the complete name and signature of the party who sends the document, Signature Block donates
accountability on the part of the signatory.

8. Reference Initial. This part reflects the alphabetic, numeric, or combination of the both as code of the document writer, encoder or
secretary who are secondary accountable persons as to the veracity, truthfulness or authenticity of the document.

9. Copy Furnish Notation. A part of the letter spells the names of persons or offices that are provided another copy of such document.
It is indicated by cf: not cc: as the latter denotes carbon copy notation. In modern technical communication, we do not use carbon paper
anymore, the most primitive material in replicating copies, because resograph, laser printers or other photocopying machines perform
the production of affordable multiple original copies. 

10. Postscript. It reiterates, stresses or emphasizes an information that is stated at the body of the document. It does not supply a
forgotten information. In some cases, writers use N.B. ( nota bene ) or note well or simply “note”

11. Enclosure Notation. Also called attachment, denotes that other document accompanies the main paper. Below the signature block
the writer indicates: enclosed as stated or attached as stated.

12. Notation Line. A part indicated below the signature that contains the name and signature of the signatory’s superior. The notation
line evidences that the signatory that the signatory thereon consents or is knowledgeable or aware about the totality of that document.
Normally, “Noted” appears which means consented “Noted by” means consented by a proxy of the noting party.

13. Subject Line. It spells the topic of the document or a memorandum.

14. Date Line. In a memorandum, the date when the instrument was penned by the issuing party.

15. Sender Line. This is a part of the memorandum that reflects the position only of the issuing authority.

16. Addressee Line. It is a part of the memorandum that indicates the names of limited number of memorandum receivers or
collectivity of concerned addressees.

17. Through Line. This part of a document shows the channel, the immediate superior whom the sender channels a document
intended to be sent to further higher ranks in the same organization. As a matter of protocol, this procedure avoids bypassing the
immediate superior, and is a prudent showing of ethics about communication processes.

18. Attention Line. A part indicated on the letter, if the sender intends to convey a written message to a subordinate of a superior in
another organization. As a matter of protocol again, courtesy needs to be accorded to the chief of office who will thereafter signal an
action of a subordinate whose name appears at the attention line.

See the next page for the illustration of thisparts.

4.9. ILLUSTRATION ON SOME PARTS OFTHEBUSINESS LETTER

4.10. Letter of Inquiry

        A letter of inquiry, also known as a letter of interest, is written to ask for specific information regarding a particular subject matter.
Letters are usually written to inquire regarding particular goods or services of a business.

          The sample letter below  illustrates  the standard format  of business letters .

4.11. Letter of Claim

          A letter of claim is usually used in legal matters to assert some kinds of wrongdoing. This letter aims to notify the one responsible
for the said wrongdoing and demands a response that would address its effects. Claims are also used in the context of legal matters
especially in instances of a breach of contract.
 21
4.12. Adjustment Letter
         An adjustment letter is a response to a letter of claim. It contains the response to the claimant’s statements, whether the claims
are welcomed or not. If welcomed, the letter would also include offers to resolve the effects of the action deemed to be unacceptable as
well as the explanation for it. If it is not, the claimant is entitled to a constructive, non-adversarial tone in the adjustment letter.

4.13. Letter of Request

           A letter of request reports situations which demand actions and decisions to be acted upon. In the workplace, a letter of request
is a formal letter which requests a specific product or service within the professional business context.   

4.14. Memos, Reports, and Other Written Documents in the Workplace

 A memorandum (memo) is a written serves as a reminder for particular matter. Memos relay information to a large number of readers
at the same time. A memorandum is a document that records events in the workplace for everyone’s information.

Types of Memo

1. Instruction Memo – contains directives that organization members need to follow (e.g., a memo to remind employees to
strictly follow the company’s dress code)
2. Request Memo – contains a request for the provision of facilities and services (e.g., request for the use of the conference
room for meeting)
3. Announcement Memo – notice of an important event in the organization (e.g., hiring, company fire dill)
4. Transmittal Memo – notice officially announcing the release of a report (e.g., memo transmitting the annual report manager)
5. Authorization  Memo – granting permission to the undertaking of an operation in the organization (e.g., permission to receive
a document)

       Memos are used for the internal undertakings of an organization whereas business letters are used for external operations of the
organization. Memos are more focused on the flow of communication within the organization.

 Format of a Memo

      Word processing software programs have varied memo temples to choose from making it easier to write memos. As indicated in the
inverted pyramid, the information should flow from the most important to the least. On the next page is a sample memo.

    The following should be considered in writing a memorandum:

        1.  Use formal or academic language

        2. Clarity

       3. Conciseness

       4. General use of the active voice of the verb

       5. Absence of grammar lapses

The signature finishes the Memorandum.

 22

PIONEER UNIVERSITY

MALATE, MANILA

COLLEGE OF ARTS AND LETTERS

 TO/FOR:   Dr. Venicio Y. Madamba

                  Dean, College Of Arts And Letters

Thru:         Prof. Benilda S. David

                  Chair, Department Of Literature

From:        Ms. Wilhelmina O. Santos

                  QC 10 – Research Chairperson

Subject:     Research Forum

Date:          July 11, 2018

 In response to the call to develop research capacity and enhance research productivity in the academe, I request your approval
on the following event:

What: Research Forum on “Vision with a Mission”

When: August 7, 2018, 9:00 A.M. to 12:00 P.M.

Where: Mini-theatre.

Participants of the event are CAL students whose program courses require submission of theses for oral defense and selected
faculty representatives from the nine departments in the college who have ongoing research studies, invited speakers are tasked
to discuss method triangular, research ethics, and instruments in research.

Your full support to this endeavor will be most appreciated.

4.15. Memorandum Formats

               Memorandums or memo - (or memorandum, meaning “reminder”) is defined by Merriam-Webster as a "brief written
message or report from one person or department in a company or organization to another."  In practice, a memo is used for
communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective,
broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may be used to update a team on
activities for a given project or to inform a specific group within a company of an event, action, or observance.

         A memo’s purpose is often to inform, but it may occasionally include an element of persuasion or a call-to-action. All organizations
have informal and formal communication networks. The unofficial, informal communication network within an organization is often
referred to as the grapevine, and it is characterized by rumour, gossip, and innuendo. 

       On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumours
change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your
entire department!
 23
          One effective way to address unofficial speculation is to spell out clearly for all employees what is going on with a particular
issue. If budget cuts are a concern, then you could send a memo explaining the changes that are imminent. If a company wants
employees to take action, they may issue a memo. For example, on February 13, 2009, upper management at the Panasonic
Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president
noted that if everyone supported the company with purchases, it would benefit all (Lewis, 2009). While memos do not normally include
a call-to-action that requires personal spending, they do usually represent the organization’s interests. They may also include
statements that align business and employee interest.

Memo Format

             A memo has a header that indicates who sent it and who the intended recipients are. Pay particular attention to the title of the
individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion,
and a summary.

             In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo,
and each part has a purpose. The introduction in the opening uses a declarative sentence to announce the main topic. The body
elaborates or lists major points associated with the topic, and the conclusion serves as a summary. Let’s examine a sample memo.

When constructing the heading, be sure to double space between sections and align the text.

You may choose to add a line below the heading that goes all the way across the page. This will separate the heading from the body of
the memo.

4.16. Five Tips for Effective Business Memos

1. Audience Orientation

         Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to
management may not be known by all the employees of the organization, so, if the memo is to be posted and distributed within the
organization, your goal should be clear and concise communication at all levels with no ambiguity.

2.  Professional, Formal Tone

        Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may
contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal
standing, as it often reflects policies or procedures.

 3.  Subject Emphasis

         The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of
a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule”
rather than “holiday observance.”

4.  Direct Format

          Memos are always direct, meaning they get to the point quickly and the purpose is clearly announced.

5.  Objectivity

         Memos are a place for just the facts and should have an objective tone without personal bias, preference, or interest on display.
Avoid subjectivity.

4.17. Incident Report

               An incident report, also called accident report, records the occurrence of an unusual event in the workplace. This repeat
usually follows a template that comes in forms to be filled out by the witness to the incident. The main components of an incident report
are the problem description, action taken, and recommendations.   

4.18. How to Conduct Effective Meetings

How to organize an effective meeting yt
4.19. How to make your next team meeting productive and interesting
How to make your next meeting productive and interesting? Yt watch
4.20. Minutes of Meeting
    A meeting is a gathering of people to discuss, plan, make decisions, and resolve issues together. For documentation purposes, a
detailed and descriptive report is prepared.

The minutes of the meeting has the following component:

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 Introduction

1. Name and address the organization

2. Type the meeting (special, executive,  committee, board, regular, emergency)

3. Call the order – time, date, presiding officer

4. Attendance – for groups less than twenty (20) members, with both present, late, and absent included

 Body

 Reading, correction, and approval of minutes of the previous meeting

 Business arising from the previous meeting
 New business

Conclusion

 Announcement – time and date of the next meeting

 Other matters – mew matters that may need to be covered in future meeting
 Time of adjournment
 Name sand signature of the minutes-taker
 Name and signature of presiding officer

         Clubs, organizations, and companies have prescribed formats for the minutes of their meeting. The minutes-taker has to flexible
enough to adopt what is customary to the group.

           In preparing the minutes of the meeting, the minutes-taker must ensure
that the minutes are:

1. in chronological order;
2. factual, brief, and fee from editorial comments or slating of factual statements;
3. the gist or a recording od summary of the meeting and not a transcription of the matters discussed; and
4. a verbatim export of parliamentary points, motions, resolutions and points of order.

       A simplified variation of taking minutes of a meeting is possible if and only permitted by the group in the assembly.

4.21. The Email

Email - is a means or system for transmitting messages electronically (as between computers on a network).

          Email has changed the face of communication.  What used to take days or even weeks to reach recipients can now be sent with
the click of a button.  Even with these modern technologies in place, students should still be aware of how to impress companies,
prospective employers, and others with their ability to compose a letter in correct business letter format.  This on-demand practice
prompt provides a valid reason that guides students through including the correct parts to a business letter.  

A. Components of an Email:

1.  Subject Lines - The email subject lines are like newspaper lines.  They state the gist of the message and require specification.  If
the message deals with a deadline, the specific date must be included in the subject line.

2.  Greetings and Sign-offs - It is appropriate to use greetings and sign-offs in writing the message. Directly proceeding the message
to the intended receiver is not sound.  The purpose or context of the sending the email must be considered as well as the receiver you
are writing to.  To avoid offending a person, address the person more formally such as:

*  Dear President Duterte,

*  Dear Professor X,

*  Hi, Ceasar,

If the name of the person is unknown or if the email addresses a diverse group, use something generic but polite like:

*  To whom it may concern,

*  Dear Members of the Board of Directors,

*  Hi, Everyone,
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The closing is very significant because it provides the receiver of the email an information of whom is writing to him.  It is therefore
mandatory to sign-off with the name of the sender at the end of the message.  Consider writing your affiliation as well.  For example:

*  Prof. Thelma L. Luza

   New Era University - College of Education

*  Eden G. Resuento

   NEHS - Batch 1992

For the closing, state something concisely but friendly.  Merely signing-off with the name of the sender can be done as well:

*  Thank you,

*  Best wishes,

*  Regards,

For a very formal message, such as a job application, use the kind of closing that you might see in a business letter:

*  Sincerely,                  *  Respectfully yours,

3.  Cc: and Bcc: (‘carbon copy’ and ‘blind carbon copy’) Copying an individual is beneficial when a sender wants to proliferate the
same exact information or message to another aside from the main recipient.  In the professional arena, copying another person on an
email not only speeds up the dissemination of information but it also gets the job done.

      Be aware, however, that when the sender sends a message to more than one address using the Cc: field, both the original recipient
and all the recipients of the carbon copies can see all the addresses in the To: and Cc: fields. Each person who receives the message
will be able to see the addresses of everyone else who received it.

     Blind copying emails to a group of people can be useful when the sender  does not want everyone on the list to have each other’s
addresses. The only recipient address that will be visible to all recipients is the one in the To: field. If the sender does not want any of
the recipients to see the email addresses in the list, he can put his own address in the To: field and use Bcc: exclusively to address his
message to others. However, the sender must not assume that blind copying will always keep recipients from knowing who else was
copied—someone who is blind copied may hit “reply all” and send a reply to everyone, revealing that they were included in the original
message.

Tips for Effective Business Emails

1.  Proper salutations should demonstrate respect and avoid mix-ups in case   a message is accidentally sent to the wrong recipient.
For example, use a salutation like “Dear Ms. X” (external) or “Hi, Barry” (internal).

2.  Subject lines should be clear, brief, and specific. This helps the recipient understand the essence of the message. For example,
“ABC Sales Proposal attached.”

3.  Close with a signature. Identify yourself by creating a signature block that automatically contains your name and business contact
information.

 4.  Avoid abbreviations. An email is not a text message, and the audience may not find your wit cause to ROTFL (rolling on the floor
laughing).

5.  Be brief.

6.  Format cleanly. Include line breaks between paragraphs for ease of reading.

7.  Do a three-stage review (including structural edit, copy edit, and proofread) before you press send. It will take more time and effort to
undo the problems caused by a hasty, poorly written email than to get it right the first time.

8.  Reply promptly. Watch out for an emotional response—never reply in anger—but make a habit of replying to emails within 24 hours,
even if only to say that you will provide the requested information within 48 hours.

9.  Use “Reply All” sparingly. Do not send your reply to everyone who received the initial email unless your message absolutely needs
to be read by the entire group.

10. Avoid using all caps. Capital letters are used online to communicate yelling and are considered rude.

11. Email ahead of time if you are going to attach large files (audio and visual files          are often quite large) to prevent exceeding the
recipient’s mailbox limit or triggering the spam filter.

12.  Give feedback or follow up. If you don’t get a response in 24 hours, email or call. Spam filters may have intercepted your message,
so your recipient may never have received it.
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  Example Email Form:

Subject: Welcome to the [our name] Store.

Dear [customer name],
Thank you for registering with the [our name] Store.  You can manage your personal information from the “My Account” section of the
website when you sign in to the [our name] Store.
Here, you can change your contact details and password, track recent orders, add alternate shipping addresses, and manage your
preferences and profile, all in this single convenient location.

Thank you for your interest in the [our name] Store!

We look forward to your next visit. 

Example Custom Email:

     To: Sean Carlson Physical Plant Manager, XYZ Corporation

From: Miles Nickel, Construction Site Manager, McCrady ConstructionSent: Monday, March 05, 2015, 2:47 p.m.
Subject: Construction Interruptions

             Sean,

I know employees of XYZ Corporation are looking forward to moving into the new ABC Street building in June, but recently, groups of
employees who do not have business here have been walking through the building. These visits create a safety hazard, interrupt the
construction workers, and could put your occupancy date in jeopardy.

Please instruct your staff members who haven’t already been moved to ABC Street to stay out of the building. If they need to meet with
someone who has already moved, they should conduct their business and leave promptly via the nearest staircase.

We need to avoid further interruptions so our construction workers can get the building ready for occupancy on schedule. If you have
any questions, please call me.

Thanks,

Miles

Miles Nickel, Construction Site Manager, McCrady Construction

1234 Main Street
Big City, B.C. P8C 9D9
(555) 123-4567 x222
[email protected]
www.mccradycon.com 

 Example  Email Form from A Student

Subject: Materials for Wed; Staff Meeting

Hi, everyone—

For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15 copies of the following materials:

 Your project calendar

 A one-page report describing your progress so far
 A list of goals for the next month
 Copies of any progress report messages you have sent to clients this past month

See you tomorrow—

Jane

4.22. Fax Messages

Fax Cover Sheet - is a sheet that is faxed through to your recipient before
your actual fax message. Cover sheets are optional in fax marketing. Their
intended purpose is to identify the sender and provide some contact
information, as well as to state the intended recipient and their information.
 27
In general, fax cover sheets usually have some or all of the following contents:

•     Company name or logo

•     Date

•     Name and fax number of receiver

•     Name, fax, and phone number of sender

•     Number of pages

•     Subject*

•     Message*

•     Confidentiality Notice

              *These are not always included. Use them if you have additional information not covered by the fax contents.

 Example Fax Cover Sheet:

FAX        Smith & Sons. Ltd.

To: James Milford      

From: Leonard Smith    Fax: (555) 212-0988                                      Fax: (555) 313-0122  

 Date: 08/09/2015                                                                              Phone: (555) 401-9876

CONFIDENTIAL                                                                                     Pages: 5

Subject: Employment Contract

Message:

James,

Please sign and return the attached contract at your earliest convenience.

If you have any questions or concerns, please contact my office.

Best Regards,

Leonard.