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Lesson 6: Communication for Work Purposes

Learning Outcomes

At the end of the lesson, you are expected to achieve the following:

1. Discuss the importance of oral communication skills in the workplace.

2. Describe the pressing challenges encountered by business communicators.
3. Expound on the fundamentals of online interviews.
4. Discuss the essentials of physical and virtual meetings.
5. Observe the etiquette of face-to-face and online meetings.
6. Show the ability to communicate through independent and group communicative learning
activities

Preparing the Cover/ Application Letter

A few years from now, you will enter the world of professional work. Bur before you land in any job,
one of the first steps that you have to do is prepare a cover or application letter. When you are applying
for a new position, a cover letter is extremely important as your resumé or curriculum vitae (CV). The
purpose of the cover letter is to persuade your reader to consider reading your resumé. This contains little
information of the job which you are applying, as well as your strongest qualities and qualifications.

Writing a Job Application Letter or a Cover Letter

Preparing A resume’ or a CV and application letters or cover letters are essential parts of job
hunting. A job application letter or a cover letter is like a sales letter in which you sell your knowledge
and competence. It is the most essential part of the application as this is far more than just a note saying
‘Please find enclosed my CV’. Usually, this is the part of your application that really sells you to your
potential employer. Without a good cover letter, your résumé is unlikely to be read.

Remember that your application letter is your selling factor. Your main goal is to market yourself.
Think about competition; your judges are your readers. They are professionals who select and hire you.
With hundreds or thousands of applicants, make sure that your application letter has to standout.
Therefore, your application letter and accompanying resume have to attract professionals’ attention. Your
final goal is to get an interview.

When you are writing the application letter, bear in mind to achieve the four important tasks:

 Catch the reader’s attention purposively.

 Tailor it to the company, to the employer, and to the job.
 Persuade the reader that you are a qualified applicant for the job.
 Request an interview.

After writing the application letter, use the checklist below to make sure your letter has already
met the needed information.

 The title of the job, source of your information and the statement of your objective have to be clear.
 There should be a summary of your qualification for the job. This includes work experience,
educational background, and summary of relevant skills such as leadership skills, skills, organizational
skills, and intercultural communication skills.
 Indicate that you enclosed your CV or resumé.
 Request for an interview. This includes place and time you will be available and the contact
information such as phone numbers and email addresses.
 Identify the job. Include any information that is not included in your CV or resumé.

Before submitting your application letter, proofread it carefully. Free it from grammatical
mistakes and organizational inconsistencies. Check also for correct punctuations, margins, spacing, and
right letter format.

General guidelines for the overall structure of your cover letter:

 Format your cover letter for post, mail or email. It should consist of one page only.
 Include your complete address, email address, phone numbers.

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 Use the tile of the person when you address him/her in the letter. If you can’t find a name, write ‘Dear
Sir/ Madamme.’
 Use standard, easy-to-read font. Make it readable. Times New Roman or Arial is preferred; it should be
no smaller than 11 for readability on screen.

Sample Application Letters

Two sample letters of application from JobStreet.com are presented below. The first letter (Sample
#1) follows the correct format that you should follow when sending out the application letter in print form.
The second letter (Sample #2) shows the tailored format when submitting your application letter through
email.

Sample 1 (Print Copy)

22 H Venture St.,
Diliman, Quezon City
Philippines

April 17, 2015

Mr. Vincent Chua

Hiring Manager
Bank of the Philippines Islands (BPI)
12/F Ayala Life-FGU Center, Ayala Ave.
Makati City 1226

Dear Mr. Chua

I am writing to express my interest for the position of Recruitment Assistant in your esteemed company.

Having recently obtained my Bachelor’s Degree in Business Administration major in Human Resource
Development Management (BSBA-HRDM) in the Polytechnic University of the Philippines (PUP), I wish
to bring my knowledge, skills and commitment to excellence to your company’s innovative environment.

As a Business Administration student, majoring in HR management, I’ve become equipped with the
necessary knowledge that come with the position including manpower recruitment, work force
organization, personnel training and compensation as well as legal provisions and other labor concerns.

My internship at San Miguel Corporation also afforded me with the crucial skills to work with some of
the best professionals in the recruitment and human resources industry. Being a trainee has developed in
me enthusiasm and a true passion for human resources and has subsequently convinced me that human
resource management is my true calling.

For additional details regarding my qualification and expertise, please review my attached resume.

Thank you for taking the time to consider this application and I look forward to hearing from you.

Sincerely,

(signature)

Jessica Cenadoza

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Sample 2 (Email Copy)

Email Subject: Eric Tala, Marketing Associate Position

Dear Ms. Castañeda,

I would like to express my interest in applying for the position of Marketing Associate as was recently
made available in your company.

I believe that my degree in Business Administration (BSBA) major in Marketing from the Philippine
School of Business Administration (PSBA) has prepared me for this position. As a student, I was equipped
with the necessary knowledge and skills to help develop and drive effective marketing strategies.

During my internship at Uniliver Philippines’ Marketing Department, I learned how companiesdetermine

what product or service to sell, how to reach target demographics and how to respond to the demands of
competitors. More importantly, I had the opportunity to work with seasoned professionals who taught me
how to easily grasp complex marketing concepts and at certain times, how to roll with the punches in
order to achieve various objectives.

I have also acquainted myself with a wide range of skills that allow me to blend with the group or team’s
culture and to continuously strive to reach common goals amidst failures and setbacks.

My active involvement in many academic and extracurricular activities has done so well in developing my
communication and leadership skills, which are vital in finding success in the corporate world.

With this application letter, I attach herewith my resume for your full consideration. Thank you for
taking time to review my application and I am looking forward to your reply so that we can further
discuss my application.

Yours sincerely,

Alvin C. Marfal
7194 Marcelo Ave
Parañaque City, Metro Manila 1700
Mobile: +63 929 XXX XXXX

NOTE: These application letter samples are for reference only. All information provided should be
considered as fictional

The Content of the Cover Letter

The Introductory Paragraph

Your first paragraph must be very convincing. It tells your reader that you are the best person for
the job. It also emphasizes that you have the set of skills and experience that make you the ideal
candidate for the post.

Examples:
1. I learned that you are in need of the position of English faculty and I believe that I have the
necessary credentials for this role. I have considerable working experience as an English Language and
Literature Professor, and I enclose my CV to support my application.

2. Please find attached CV in application for the job of financial analyst advertised on your
company’s website. I strongly believe that my competence and experience and particularly my experience
at ABC Company, and my ability to do financial reports make me the right candidate for this post.

3. I am seeking a position as a manager in your Data Center. In such a management position, I can use
my master’s degree in information systems and my experience as a programmer/analyst to address
business challenges in data processing.

If someone from the company refers you, include in the opening before stating your main objective.

Example:

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During the recent International Research Conference in Vietnam, one of your research heads, Dr. Rogine
Madrigal, informed me of a possible opening for a research director in your institution. My extensive
background in research and my Master’s degree in management make me highly qualified for the position.

In the succeeding paragraphs, expand on the qualifications you mentioned in your opening. Add
any appropriate details, highlighting experience listed on your resume that is especially pertinent to the
job you are seeking.

The Main Section

The main section of your cover letter should show the summary of your qualification, organized
around the job description and person specification. Describe in this section what you have accomplished,
your expertise, and your special skills needed for the job.

In this section, you also have to present how you performed your duty and demonstrated the
requirement of your previous job. Specific work of action and its effective results should also be indicated
to show that you did it successfully. In short, you have to show the clear description of the situation and
more on what you did as proof of results or outcomes.

The main section of your cover letter can be structured to show the sub-section or sub-headings.
The sub-section guides the human resource manager how each requirement is met.

You may want to structure the main section of your cover letter into sub-sections, with headings,
to make it easier for the recruiter to see how you meet each requirement.

You can make use of the following phrases:

“My ability to manage ____________ speaks for itself: I have accomplished the ____________ in my
department.”
“I hope it goes without saying from my list of previous jobs that I am extremely flexible and good
at __________________ .”
“I first developed my _____________(skill) in ___________(job), but have improved it since in
______________________(mention jobs).”

When you are done writing the main section, get back over it and check if you have already
mentioned every important skill and bits of experience that are considered crucial on the person
specification. Edit and polish until you have come up with the most ideal content of an application letter.
Most recruiters prefer shorter application containing only the most essential skills, experiences, and
accomplishments.

Sample:
I have obtained Doctor of Philosophy (Educational Management), Master of Arts in Education
(Major in English and Administration & Supervision), and Bachelor of Education (Major in English,
Minor in History). I have ample experience in teaching in both local and international arenas. During the
fifteen fruitful years in education, I have gained valuable expertise on pedagogy and class management,
among others, along with meaningful experiences needed to pursue my mission and dreams in life. I have
been very active in academic and co-curricular endeavors in my desire to boost my self-esteem and build a
desirable character. As an active member of academic and civic organizations, I have developed in myself
the sense of integrity and responsibility towards other people by helping and cooperating with humility.
My other special skills include Research, Campus Journalism, Book Writing, and Quality Assurance.

I am a positive and proactive person able to do the tasks posed by my superiors. With sufficient
Kaizen knowledge, I can easily execute plans and work details and expedite the job to beat deadlines.
Given a chance to work in your prestigious institution, I will humbly discharge my duties and
responsibilities for the welfare of the institution and its clienteles.

The Closing Paragraph

Your closing paragraph should be written concisely and neatly. It should make clear what action
the reader will be taking after reading your cover letter. But don’t sound arrogant.

So it might end, for example:

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“I hope this convinces you that I have the necessary competence and experience to achieve as
___________________ ( job title). I look forward to hearing from you.”

Close with a request for an interview.

“If you find my application desirable to your needs, I am willing to come for a personal interview. I
can be reached via my email: [email protected] or through mobile: +639488005694.”

For a letter, end it with “Yours sincerely” if you have addressed it to someone by name, and “Yours
faithfully” if you started it with “Dear Sir/Madam”.

Remember: Before you submit your application letter or cover letter, proofread or polish it carefully.

Designing the Curriculum Vitae

What is a CV or Résumé? Basically, your CV or resumé describes your education, competence, and
experience. It defines what kind of applicant you are for the job. It determines if you are the right person
for the job.

As one of the essential requirements for job hiring, your CV should demonstrate to any prospective
employer why they should hire you above any of the other skilled candidates who have presented
themselves for employment.

Basic Rules of CV Writing

In writing a curriculum vitae (CV) or resumé, like other forms of business writing, you should
always consider its reader (part of audience analysis, as discussed in Lesson 1). In this case, your readers
are the recruiters. They are usually the human resource managers or any other staff in the recruitment
department assigned to screen applicants through their CVs. Avoid being eliminated by following these
basic rules in writing a CV or resumé.

 Write with the recruiter or human resource manager in mind. Assume that you are the recruiter. Think
about what he needs to know about you. Consider the job description.

 Present your CV or resumé to inform them well about what they need to know. Show it in a way that it
reveals very professional and credible information.

 A well-written CV or resumé limits the chance of not selecting you. It easily puts you in the shortlist.

 CV or resumés are the most important documents needed in job screening. They provide the highlights
of your qualifications, work experiences, competence, professional and educational history.

 In some academic institutions, the CV or resumé is the standard for job applications. The objective of
both CV and resumé remain. However, the appearance of the document is noticeably different.

Resumé vs. Curriculum Vitae

There are three major differences between CVs and resumés: the length, the purpose, and the
layout.

A resumé is a brief summary of skills and skills over one or two pages. It is short with noparticular
format rule and highly customizable. The goal of a resumé is to make an individual stand out from the
competition. A resumé does not have to be ordered chronologically; it does not have to cover the whole
career. The resume contains three simple sections: name and contact information, education, and work
experience. A CV, on the other hand, is more detailed and can be more than two pages. It covers your
entire career history. It has a clear chronological order listing the whole career of the individual.

In writing your CV, you have to consider the following information:

 Areas of interest.
 Education.
 Grants, honors and awards.
 Publications and presentations.
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 Employment and experience.
 Academic memberships.
 Character references.

Guidelines for Writing Effective CV

 Include your contact details at the top.
 Decide whether you want to start with a personal statement or career objective.
 Include sections on Key Skills, Knowledge and Achievements, Work Experience, and Education.
 When discussing achievements, focus on what you have actually done and the end result achieved.
 Include everything relevant in the ‘Work Experience’ and ‘Education’ sections.
 Make sure that your spelling and grammar are all correct.
 Work on your presentation.

CV Mistakes and Pitfalls to Avoid

 Do not be tempted to lie just to ‘look good’.
 Avoid leaving gaps in your career history.
 Do not start your CV with the dull bits.
 Do not include your hobbies and interests.
 Don't make your CV too long.
 Do not use an unprofessional email address

Your professor can show you samples of curriculum vitae. These are not presented in this module for
pragmatic purposes.

Online Interviews
Many companies conduct online job
interviews, since these interviews are more cost
effective. In addition, applicants do not have to
spend money for travel to the interview site.
Online interviews require technology
which has become mainstream in business. The
use of computers and other gadgets makes
communication between the interviewer and
candidates simple and effective.

Job hunters find online interview easy at the comfort of their home. It is time-saving and less
stressful. Online job interviews may vary depending on the company where one is applying. Familiarity of
these types of line job interviews may help job seekers achieve their goal of landing a desired job.

One of the most typical online interviews is the webcam job interview. In this interview, the
interviewer will simply arrange the interview through video. Webcam interview requires a camera, which
is very convenient nowadays, as most of the laptops have built-in webcams.

The interviewer usually conducts interviews using popular video conferencing applications like
Skype, Zoom Cloud or Google Meet. Familiarizing with these application is an advantage to meet the
requirements of the employer. Practicing the use of webcam can help ensure better focus and face angle.
This ensures that you appear pleasing in the frame of the camera.

Keep in mind that online interviews are as important as in-person interviews. Your online
interview could get you to the next stage of selection or even a job contract if the company conducts the
selection process online.

Here are some preparation tips that Alison Doyle has suggested for a successful online
interviews.

 Download the software required by the company ahead of time so that you’ll have the opportunity to get
used to it.
 Create a professional username, such as a variation on your real name, as it appears on your resume, if
it’s available.
 Dress professionally even if you are sitting down. Wear nice pants and shoes, as you never know when
you will have to stand up. Plus, dressing the part will help you get your head in the game.
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 Clear your workspace and any clutter that is behind you so that it doesn't show up on the screen. You
don’t want your interviewer to be distracted by visual noise in the room or to assume that your
disorganized space is a sign of how you’d perform as a worker.
 Make sure that you are in a quiet room where you will not be disturbed by people, pets, etc. Turn off
your ringer, any alarms, and electronics that are likely to interrupt.
 Have a piece of paper and a pen ready so that you are not scrambling to find them later.
 Have a copy of your resume in your sightline in case you have to refer to dates, job titles, or numbers.
 Smile and focus as much as possible and try to behave as if you’re in a regular, in-person interview. Look
into the camera, listen attentively, and engage with your interviewer. Don’t just wait for your turn to
speak.
 Practice using your webcam equipment before the interview, so you are sure everything is in working
order and that you’re comfortable interviewing on video.

Physical and virtual meetings

The outset of technology and the
advancement of internet connectivity give
favors to many businesses. Business
meetings and contract deals have been
eased by the use of computers and smart
phones.
More often, these meeting are now
conducted virtually. Workmates can meet
over telephone conference using cellphone
features and state-of-the-art software
applications, which are commonly known now as Apps.
Businessmen, investors, entrepreneurs, sales agents and clients can do more business transactions
over video conferencing. However, there are some business enterprises that still use face to face meetings
because they believe they are still effective.

Virtual Meeting and its Benefits

Virtual meetings can be done using technological innovations like computers and software
applications. Doyle (2019) explains that people attending virtual meetings do not need to leave their home
or work station. The meeting can be held over the phone or computer using virtual meeting software like
Google Meet, Zoom Cloud, and Skype.
With these applications, virtual meetings can be done any time, hence the distance is no longer a
problem. Doyle further shares that people can take part in the meeting regardless of where they are. In
other words, they can hold meetings and discuss business concerns without having to travel all the way.

Virtual meetings save time and energy.

For example, when working on a project, the team
leader and his members do not need to travel all
the way to the office to discuss the details during
a meeting. This is just but one of the many other
scenarios when virtual meetings will come easy.
Virtual meetings are also inexpensive.
Everybody only needs a computer, laptop, or
smart phone, a good internet connection, and a
professional virtual meeting software. A good
environment adds favor to effective meeting. This
does not need much money on arranging a
meeting place, the facilities and equipment to be
used and organizing transportation for attendees.

The tenets in online interviews as discussed in previous topics are applicable to virtual meetings.

Face to Face Meeting and its Benefits

Face to face meetings are the usual meetings that are conducted by people in the same venue and
in person. The place can be in the office, at a restaurant, a conference room, or at the coffee shop. Like the
virtual meetings, face to face meeting has it benefits.

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 Meeting people face to face is freer than it is held online. People can express their thoughts and
feelings using their body language, hand gestures, and facial expressions. Hence, they can communicate
better and misunderstandings are less likely to happen.

When meeting face to face, people have to be at the particular venue at the given time. They will
be attending the meeting and nobody should waste their time. All should observe professionalism and
should not be distracted by other things like phone calls, messages, or other personal or family concerns.
They must observe discipline and keep a serious environment to be able to give the best for the meeting.

Feedback is an important aspect of face to face meeting. Getting feedback from the attendees
provides input in the development of something that requires cooperation and teamwork. Face to face is
the best for brainstorming and planning. It can establish stronger relationship and create better
teamwork; people can understand each other very well.

Face-to-Face Communication
By Ronel M. Sapungan

As many researches have revealed that effective communication skill takes the top place of the
business skills needed in the company, face-to-face communication and online meetings have been
identified as significant key factors that contribute to their realization. Effective face-to-face
communication skills and online meetings can help you build solid relationships and achieve success in
the workplace and in your social life.

Face-to-Face Communication Defined

In in its instructional manual, IT & Business Process Association Philippines (IBAP) presents two
definitions of face-to-face communication:
 Face-to-face communication is the exchanging of information, thoughts, and feelings between the sender
and the recipient.
 Face-to-face communication takes place during one-on-one discussions, informal groups, meetings, and
more.

IBPAP quoted Thill and Bovee’s definition stating that "face to face communication is the richest
medium because it is personal, it provides immediate feedback, it transmits information from both verbal
and non-verbal case, and it conveys the emotion behind the message."

Face-to-face experience
Because face-to-face communication is the richest medium, it offers better understanding of the
meaning of information. It also develops the confidence you need to convey the message during one-on-one
discussions, informal meetings, and many more. You can easily provide feedback because face-to-face
communication involves the elements of effective communication such as the spoken words, tone of voice,
and body language.

When you speak, you immediately relate the message easily using facial, expression, hand
gestures, body language, and other non-verbal language. It means that you can easily understand what
people say when you see and hear them. The idea has been validated by the research conducted by
Emeritus Albert Mehrabian, a UCLA psychology Professor who revealed the following
findings: That when we converse, …
 Seven (7) percent of meaning is conveyed through the spoken words;
 Thirty-eight (38) percent of communication is credited to how one speaks like tone of voice; and
 Fifty-five (55) percent of communication occurs through facial expression.
Thus, face-to-face communication is highly recommended as vital medium of communication in
business because oral communication is enriched by non-verbal communication. Effective communicators
in the organization or department have to know the elements of good face-to-face communication. They
also have to consider the face-to-face communication in the digital age.

Face-to-Face Communication in the Digital Age

The way communicate at work has changed dramatically in this modern-day digital era.

Distance communication between employer and employee communication is no longer a problem. Teams
can work collaboratively through time and distance, managers or team leaders can work away from home
or the company, and employees can do important office jobs at the comfort of their homes or school library.

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Though digital communication and telecommuting have limitations, it still offers rich advantages for the
company and its people. Like many other soft skills, digital communication and telecommuting can’t be
underestimated in organizations. Large or multinational companies have now invested on communication
facilities for more efficient business outcomes. Yet they don’t undervalue the power of face-to-face
communication that can improve the people, the business product, and profit.

Megan Baker and Jelena Milutinovic of the Australian Institute of Business suggest the top benefits of
face-to-face communication, and scenarios where digital should be the last choice.

 Stronger working relationships. Your presence at the workplace signifies your interest and cooperation
with your fellow employees. The more familiarity and exposure you have with your co-workers ensure
better interaction. It establishes trust among yourselves and better working relationship. You also
promote a sense community or belongingness. However, in your absence, you can choose email or
teleconferencing to communicate. Phone calls or video calls will keep the connection stronger.

 Perception of thoughts and feelings. Through face-to-face communication you will be able to express
exactly your personal thoughts and feelings. Non-verbal cues or body language are equally important as
the words you say. Effectiveness of hand gestures and facial expressions can easily reinforce the message
you wish to convey. Everything from non-verbal communication contributes to your attentiveness,
engagement, and understanding of your perceptions through face-to-face communication.

 Engagement and innovation. Face-to-face communication enriches the sense of belongingness and
collaboration. It creates a healthy environment that inspires and motivates employees to be more
innovative and productive. Innovations and productivity are important for employee’s promotion and self-
actualization. The environment that promotes engagement and innovation contributes to company growth
and culture.

 Addressing sensitive issues. Face-to-face communication is necessary when discussing pressing issues or
addressing sensitive concerns in the company. When it occurs, you should keep your phone, stop working
on your computer, and make effort to engage with the persons. While communicating through technology
is effective, face-to-face communication is much preferred more importantly when you are dealing with
pressing problems that need urgent solutions.

 Clear and concise communication. Miscommunication or misunderstanding is often minimized when you
do face-to-face communication. You may be giving incorrect information, but you can immediately correct
it for better understanding. In face-to-face interactions, you can easily persuade your thoughts and
perceptions than writing emails.

Face-to-Face and Online Meetings Etiquette

Many companies remain intact and hold
both physical and virtual meetings as essential
parts of the operation to maintain productivity
and continuity. As many may have known the
rules in physical meetings, rules on online
meetings may not be as popular.
Virtual meeting etiquette is a whole new
idea that many people have to learn, compared
to face. To help you keep your meetings
productive and professional, follow these seven
simple virtual meeting etiquette rules that every professional should know.

1. Know your surroundings

Virtual meetings or online class sessions require a quiet and conducive place where learnings
and mutual understanding can be achieved. Organize the place, free it from distractions, and provide
good lighting. Do not appear that you are inside the cave or less-lighted museum. You want to avoid
looking like you are at the town fiesta because of the pile of clothes and accessories in the corner behind
you.

Adjust your place setup so your face favors the light. Make sure that you have a professional
background. It must be work appropriate. This means that no beds are in the background, no messy
rooms or open closets, and no nonsense arts or frameworks.

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 Free the place from unhealthful noise like screaming child, barking dogs, or honking cars.

2. Dress appropriately

Your attire should be work or school appropriate. Your appearance online is as important as your
look during a face-to-face meeting. Hence, take a few minutes to dress up on a clean cloth and well-
brushed hair. Women may consider putting on a light make-up to look fresh on the screen.

Think that the best part of actually getting ready while working remotely is that you want to be
effective and productive.

3. Listen carefully.

Be an active listener. While attending a virtual meeting, devote your full attention to the meeting.

Leave the computer keyboard alone. Remember that your typing may distract your focus. It
prevents you from devoting your full attention to the details of the meeting. Pick a good headset, your
notebook and pen to take essential notes.

4. Unmute your microphone when you wish to talk.

When you are not going to talk, keep your microphone on the mute mode. The sound you create
from your audio annoys other people attending the virtual meeting. It is really frustrating to hear echo
noise or unnecessary sounds from the surrounding. Other attendees will appreciate you because you want
to save them from ear-splitting noise and help them productive.

Muting your audio when you are not speaking allows other attendees the chance to fit in and share
their views and feelings.

5. Speak clearly

When you join any virtual meeting, introduce yourself and say hello or hi. Make sure that the
people in the meeting hear and notice your presence. Hence, make your voice clear. Modulate it well if
necessary to make you sound pleasant to the ears.

If you come late in the meeting, you may use the chat box to greet the people and to let them know
of your presence.

6. No food, please.

No eating is a strict rule that participants have to observe during the virtual meeting. Chewing
some food or sipping some drinks may show disinterest and may be perceived as unprofessional.

To avoid graving for food during virtual meeting, eat few minutes before the actual time of meeting.

7. Remain seated and stay present

Stay focused. Be patient staying seated while attending the meeting. Don’t ever try to open your
email inbox or chat with friends on social media messenger.

Doing other things while attending a virtual meeting might distract other participants. You had
better turn off your webcam if there is an emergency or a very important personal needs to attend to.

Writing Correspondence via Print or Email

Business transactions and negotiations are communicated effectively using different channels. In
the advent of computer technology, most business organizations communicate through the internet and
platforms of social media. Despite the efficiency brought by the internet, some companies still utilize the
typical business letters to communicate with other businesses, their clients, and other stakeholders.

Business letters are formal letters used for business-to-business, business-to-client, or clientto-
business correspondence. There are a number of elements to a business letter. These are date and
sender’s address, recipient’s address, salutation, body of the letter, and closing paragraph (Gamble, 2017).
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A business letter uses a formal language. The style of the letter depends on the relationship between the
parties concerned. A business letter is written for many reasons. It is used to…
 request direct information or action from another party
 order supplies from a supplier
 identify a mistake that was committed
 reply directly to a request
 apologize for a wrong or simply to convey goodwill.

A business letter is also very useful because it…

 produces a permanent record

 is confidential and formal
 delivers persuasive and well-considered messages

In writing a business letter, the most important element that you need is to ensure its accuracy.
You should know the type of business letter you are writing to be able to determine the accuracy of its
details.

Writing Center of the University of North Carolina explained that business writing should be clear
and concise. Hence, in writing you take care that the documents would not turn out to be an endless
series of short, choppy sentences. Keep in mind that your purpose is to communicate the information and
be understood by your reader.

Always consider your audience or the ones who will read your letter. Don’t confuse your reader.
Stress specificity and accuracy. Observe formality and sincere. But don’t be too formal that you alienate
readers, nor too casual that your readers may feel you are insincere or unprofessional. In giving
information that might harm the reader’s feeling, be diplomatic and respectful. The letter should reflect
the unique purpose and considerations involved, like the reader’s feeling and character, when writing in a
business context.

Uychoco and Santos (2018) of Communication for Society Purposive Communication, explained
that business letters should be clear, concise, and organized. Its introductory paragraph should be brief
establishing the content and purpose of the letter. Its middle section should contain the details of the
message in logical order. Its concluding paragraph is short, politely requesting action, thanking the
reader, or providing additional important information.

For beginners, it is a good idea to read or review business letters and emails examples from your
office or from the internet before writing your own. Sample letters of different types are available in many
sites in the internet. Business communication books and manuals also provide good samples for you to
review. Examples can help you see what kind of content or how it is organized in the letter. Examples can
also help you learn about the layout and format of the letter.

Preparing Endorsement and Follow-up Letters

Preparing an endorsement and follow-up letter may be easy to some but, to others this writing
tasks is challenging because these letters are rarely written or seldom required at work.

However, more often, still many people do not know how to write endorsement and follow-up
letters. If, in case, you are tasked to write endorsement or follow-up letter, follow the useful ways below.
Online source WriteExpress provides useful tips that you may consider in writing request and give
endorsement letters.

Request an Endorsement

1. State who you are, the name of your company or organization, and your position or role. Remind the
reader of your relationship to him/her, if necessary.
2. Use clear, specific language to request the endorsement (clearly describe what it is that you would like
endorsed).
3. Explain why you are requesting the endorsement, what it will be used for, why you feel that the
endorsement is necessary or why you merit receiving the endorsement, and so forth.
4. Include guidelines for the format, length, or content of the endorsement letter. Also, indicate anything
else that the reader needs to do to provide the endorsement, such as filling out attached forms and the
like.
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5. Indicate by when you need the letter of endorsement.
6. Consider providing a preaddressed, stamped envelope with your request letter if the endorsement
letter is to be mailed.
7. If you plan to make a follow-up call to the reader, indicate in your letter when you intend to do so.
8. Thank the reader for considering the endorsement.

Give an Endorsement

1. Indicate what or who it is that you are endorsing.

2. Substantiate (or give reasons for) your endorsement.
3. If you are endorsing a person for a particular position, role, job, etc., include how long you have known
the person, in what capacity, the positive qualities of the person that make him/her a suitable candidate
for endorsement (including accomplishments and abilities), etc. Be as specific as possible.
4. If necessary, indicate the next step that should be taken or what will happen next. Include a time
frame, if appropriate.
5. You may want to include your contact information and offer to give further information upon request.
6. Conclude your letter by summarizing the reasons for the endorsement and by restating your
endorsement of the person or project, etc.

Writing a Follow-up Letter

A follow-up letter is as important as other forms of communication. It is an effective means of

establishing a good relationship between you and the recipient.

A follow-up letter is best written after a business meeting, or a job interview, or after making a
great business contract. It provides an avenue for continued communication and connects the points
discussed and agreed during the previous meeting.

When writing a follow-up letter, make sure to observe grammar flaws and spelling errors. A well-
written follow-up letter can make a great impact on your future career and expected success.

As you write the follow-up letter, bear in mind that it needs to be fairly formal. Use more
appropriate words and phrases. Write your thoughts straight to the point. Do not go around the bush.
Read and proofread it thoroughly. Use grammar checking tool and a comprehensive spell checker. Keep a
good dictionary as your essential reference for words.

Let's consider some tips from Learn English to help you write a better follow-up letter:

Here are what you need to include:

 Start with your name, address, city and zip code, telephone number. Include next the recipient’s details.
Note that in a follow-up letter you are going to write to the same person you had originally written to or
contacted with.
 Add the salutation.
 In the first line, mention that you had written earlier and haven’t received a response yet.
You can mention here if you had called. Actually, you’ll let him know that you’re re-writing in this line.
 State your request or interest. If you are writing inquiring about a job vacancy for which you had sent a
job application, reiterate your key skills experiences and state why you think you are a great potential.
 Invite for contact and thank for their attention.
 Close with signature.

Here are more things that you’ll need to remember than the actual steps to write the letter:

 Add fresh insights to your old appeal. Don’t write a photocopy of your old letter.
 Take at best 2 days after a meeting or a job interview to write a follow-up letter. Work while the
memories are still fresh in the recipient’s mind.
 If you’ve sent a CV, wait 7 days before sending the follow-up letter. The employer is likely very busy,
hence the late response, so keep your letter short. Do not bring up your whole CV in the letter. Hold the
interest and attention with nice wording, not boring.
 Do not convey negative sentiments in your letter, even if you are frustrated by their speed and sincerity.
 Indicate how you want to proceed next in your letter if you think it is needed.
 Be extremely polite even if you feel like they’ve been ignoring you by ignoring your past letters.
 To look polished and professional, edit and proofread a couple of times before sending the actual letter.
Page 13 of 22
 If you want, you can attach copies to document proof that you had sent letters earlier.
 Follow up again if required.

Sample Follow-up Letters

Sample A

Hello David,

Thanks for a great meeting yesterday. I feel the presentation was a success, and the feedback from you
and your team was encouraging. Based on some of the points raised by you in the meeting, I had some
further ideas, particularly related to the print media campaign. I hope I can raise them next time we meet.

Speaking of which, how about we schedule another presentation in around a week's time? I can then
prepare the projection reports your team asked for.

I will call you by the end of the week to confirm a meeting time.

Yours Sincerely,

Gareth Ewing

Sample B

Dear Dr. Greg,

It was great speaking with you and the team last time. We are all excited about this new partnership
between your university and ours.

I would like to gently follow up on the memorandum of agreement which we discussed last meeting. Once
I receive the agreement, I will endorse it to our legal department for review, and will return it to you the
soonest so our universities can commence with our activities.

I am looking forward to a productive partnership with you. Cheers!

Best regards,

Dr. Kristoffer

WRITING NETIQUETTE

Whether you are writing text messages, emails, memos, letters and posts on social media in a
professional context, you should be familiar with proper etiquette for using the internet. It is called
“netiquette.”
What is netiquette? The term refers to THE
right manner or protocol for communication on the
Internet. What we create, post and do via online
technologies can leave a lasting image. The text
messages, emails, photographs or blogs we post on a
web page or social media accounts can create an
impression of your personality. The nasty remarks or
reactions you post on your Facebook page or Tweeter
newsfeed may come back to haunt you later.

In writing in an online environment, you do not only need tact and skill but also an impression
that will boost you character. Awareness that what you are write or post online, which may be there for a
long time, should be considered before writing or posting. The text messages, letters, business proposals,
press releases, or any written communication will represent yourself and your company. Hence, you
should observe the etiquette or protocol of writings that are clear, concise, constructive, and professional.

Listed on the next page are the several guidelines that you may consider before writing and
posting online.

Page 14 of 22
Texting
Always consider your audience and your company, and
choose words, terms, or abbreviations that will deliver
your message appropriately and effectively.
 Know your recipient.
 Use appropriate symbols and codes.
 Never abuse text messaging.
 Don’t text while driving.

Email

Email is very useful for messages for personal or business purposes. It contains slightly more content
than a text message. In more established companies, they prefer to use with fairly brief messages for
efficient and effective communication.
 Start with proper salutation.
 Use clear, short and specific subject line.
 End with your name, company information and
signature.
 Avoid abbreviations.
 Observe conciseness and good format.
 Reread, revise and review before sending to intended
recipients.
 Reply promptly and use “Reply All” sparingly.
 Avoid using all caps.
 Give feedback or follow up.
 Test provided links.
 Avoid sending emails with large files.

The sample email below demonstrates the principles listed above

From: Steve Jobs <[email protected]>
To: Human Resources Division <[email protected]>
Date: September 12, 2015
Subject: Safe Zone Training

Dear Colleagues:

Please consider signing up for the next available Safe Zone workshop offered by the College. As you know,
our department is working toward increasing the number of Safe Zone volunteers in our area, and I hope
several of you may be available for the next workshop scheduled for Friday, October 9.

For more information on the Safe Zone program, please visit

http://www.cocc.edu/multicultural/safe-zone-training/

Please let me know if you will attend.

Steve Jobs
CEO Apple Computing
[email protected]

Memos
As “in house” or company’s documents, memoranda, or memos, are one of the most adaptable
document forms used in professional settings. They are usually used for asking and giving information,
company policy, business reports and proposals. They are often used to inform but they are sometimes to
persuade. Most companies nowadays use template for their memos and letters.
Memos are “in house” documents (sent within an organization) to pass along or request information,
outline policies, present short reports, and propose ideas. While they are often used to inform, they can
also be persuasive documents. A company or institution typically has its own “in house” style or template
that is used for documents such as letters and memos

Page 15 of 22
 Follow strictly the institutional memo format.
 Complete the memo header block. It appears at the top left side of the memo, immediately under the
word Memo or Memorandum. It is always in large, bold and capitalized letters.
Place a horizontal line under your header block, and place your message below.

TO: (Provide the recipient’s full name, and position or title within the organization)
FROM: (Include the sender’s full name and position or title
DATE: (Indicate the full date on which the memo is sent)
SUBJECT or RE: (A brief phrase that concisely describes the main content of your memo)

 Organize the memo message very well. Regardless of the length, memo message should follow an
organization principle. In writing the memo, you should consider the following questions: Do I have to
read this? Why do I have to read this? What do I need to know? What am I expected to do now or later?

The length of a memo can range from a few short sentences to a multi-page report that includes figures,
tables, and appendices. Whatever the length, there is a straightforward organizational principal you
should follow. Organize the content of your memo so that it answers the following questions for the reader:

Page 16 of 22
1. Opening: Do I have to read this? Why do I have to read this?
2. Details: What do I need to know?
3. Closing: What am I expected to do now?

Letters
Letters are written communications usually sent to intended recipients that are outside the
organization. They are usually printed on letterhead paper bearing the business name, address and
contact numbers.
Along with emails and memos, the company still uses letters to communicate formally with a
potential employer (application/cover letter) or introduce a product or service or other purposes
(Transmittal letters, Recommendation letters, Complaint letters, Petition letters etc.)
There are many types of letters and carry different forms and contents. In this lesson, the fifteen
elements of a traditional block-style letter are considered.

In writing letters, observe the seven (7) main parts:

1. Letterhead/logo: Sender’s name and return address
2. The heading: names the recipient, often including address and date
3. Salutation: “Dear ______ ” use the recipient’s name, if known.
4. The introduction: establishes the overall purpose of the letter
5. The body: provdies the details of the message
6. The conclusion: restates the main point and may include a call to action
7. The signature line: often includes the contact information

Page 17 of 22
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