○ information are approved by

people concerned before

BUSINESS dissemination

MESSAGES STAGES IN BUSINESS WRITING

● Pre-writing
● form of communication in the ○ prior to the actual writing of
workplace the business message
● regardless of position, you are free ○ define purpose
to write and receive this kind of 1. realistic
message 2. timely
3. acceptable
MEDIUM OF BUSINESS 4. appropriate
MESSAGES ○ audience analysis
1. primary (receiver) and
● letters secondary
● emails (beneficiaries)
● video presentations audience
● memos 2. size
3. level of understanding
PURPOSES OF BUSINESS 4. probable reaction
MESSAGES ○ choose a channel and
medium
● hiring or firing 1. media richness
● organizational changes theory: the media has
● new policies the ability to transmit
● inquiry needed informations
● request that might be used in
● response to requests or inquiries times of uncertainty
2. urgency of feedback
EFFECTIVE BUSINESS MESSAGE 3. cost
4. formality
● purposeful 5. confidentiality
○ has a clear reason 6. permanence
● economical ● Writing
○ straight to the point ○ putting thoughts into words
● audience-oriented 1. researching
○ manifests writer’s knowledge 1. informal research: less
of audience’s ability to organized and systematic
understand the message 2. formal research: scientific
● process-oriented and methodical approach
2. organizing
 1. scratch list: relevant ideas ■ grammar
related to your topic ■ choice of words
2. outline: identifies major and ■ spelling &
minor ideas capitalization
3. transforming ■ layout / design
1. vary sentence structure
1. S, C, CX, CCX KEEP A GOOD RELATIONSHIP
2. active voice: S - V - WITH YOUR AUDIENCE
DO
3. passive voice: DO - V ● spotlight audience benefits
- (S) ● cultivate a “you” view
2. construct grammatical ● sound conversational
sentences ● use positive language
1. avoiding fragments: ● use inclusive language
sentence that is ● adopt plain language
missing its subject, its ● draw on familiar language
main verb, or both
2. fused sentences:
run-on sentence;
consist of two or more
COMMUNICATION
sentences written as
one IN THE
3. comma splice:
instance of using a WORKPLACE
comma to link two
independent clauses ● Internal Organizational
(which should be a Communication
colon, semicolon, or ○ interaction between company
conjunction) representatives
4. dangling modifiers: ○ emails, memos, minutes of
word or phrase that the meetings
modifies a word bot ● External Organizational
clearly stated in the Communication
sentence ○ interaction between company
5. misplaced modifiers: and outsiders
a modifier that is
incorrectly placed in
the sentence
INTERNAL
● Revising ORGANIZATIONAL
○ making necessary changes
to improve the message and
COMMUNICATION
how the audience will
perceive it MINUTES OF THE MEETING
○ things to watch out for:
 ● specifies what was discussed in a ○ end with information (dates
meeting and created as a permanent and deadlines)
record for future reference ○ summarize the message
● contains: ○ provide a closing thought
○ onset ○ avoid overused expression
○ attendance
○ agenda and ends with other SALUTATION OPTIONS
matters
● introduction:
○ no salutation
WRITING E-MAILS AND MEMOS
○ Ann, Dear Ann:, Hi, or Good
USES morning!
○ include name in first line
● inform ■ “Thanks, Ann, for
● request your help…”
● enumerate procedure ● body section:
● reply ○ use uppercase and
lowercase letters
COMPONENTS ○ use short line length

● subject line: attention getter OTHER TIPS

● opening: main idea
● body: supporting details ● consider composing offline
● closing: prepares the reader of the ● type the receiver’s address correctly
messages ending ● don’t use email to avoid contact
● scan all messages before replying
REMINDERS ● acknowledge receipt
● revise the subject line if the topic
● subject line changes
○ avoid meaningless one-word ● never respond when you are angry
headings ● do not use company computers for
○ do not use sentences since personal matters unless allowed by
they are too long organization
● opening ● assume all email is monitored
○ front load main idea
immediately FORMATTING MEMOS
○ avoid reviewing background
● body ● on plain paper, set 1-inch top and
○ cover just one topic bottom margins; 1.25 inches for side
○ use numbered and bulleted margins
lists ● if desired, type the company name 1
○ consider adding headings for inch from the top or use company
visual impact header
● closing options
 ● A double-space below the company want the reply to be
name, type heading “Memo” or given in the said date,
“Memorandum.” and how the positive
reply of the reader will
benefit you or them
● Parts:
○ Letterhead: company name,
EXTERNAL address, and contact number
ORGANIZATIONAL ○ Dateline: date when the letter
was sent/written
COMMUNICATION ○ Inside Address: recipient’s
full name, recipient’s position,
BUSINESS LETTERS company name, and
company address
INFORMATION REQUEST ○ Salutation: usual form is
“Dear” followed by the
● inquire for company services
surname of the recipient
○ hotel accommodations,
followed by a comma or
suppliers, company outing
colon
venue
○ Content: contains the
● Writing plan:
message (opening, body,
○ opening: states request
and closing)
politely
○ Complimentary close: comes
○ body: explains request
immediately before the
○ closing: gives date of
signature of a letter and
expected reply and reason
expresses the sender's
● Tips in stating request:
regard for the receiver
○ opening
○ Signature line: full name of
■ proceed right away
the sender followed by
with asking the
his/her position in the
information you need
company
to know
○ Reference initials: the initials
■ make use of polite
of the writer’s name and
expressions (will you
typist’s name in capital letters
please, please)
○ body LETTER OF REPLY
■ state your reason for
requesting ● written to respond to an information
■ ask additional request
questions in bullet ● Parts:
form ○ opening: responds to main
○ closing request
■ provide exactly when ○ body: answers and add
you want the reply to details
be made, why you ○ closing: entices
LETTER OF CLAIM ● Desire - indicate your traits leading
them to think you are qualified
● written by a client to identify a ● Action - provide action information
problem with a product or service
● Parts: Types of Interviews
○ opening: states desired ● Structured - a set of questions
action prepared in advance
○ body: contains background ● Panel - there are several
information interviewers
○ closing: uses goodwill ● Behavioral - questions requiring you
expressions to describe past actions done to
address problems
LETTER OF ADJUSTMENT ● Working - practical exam/simulation
● Open-ended - starts with one
● written in response to a complaint or
question followed by a series of
letter of claim
questions based on previous
● Parts:
answers (follow-up qs)
○ opening: states the grant
● Group - there are several
○ body: desires to regain the
interviewees
trust of the outsider
● Situational - a hypothetical situation
○ closing: uses goodwill
is given and you are asked to
expressions
respond to it
RESUMES ● Stress - negative environment is
created and you are judged on how
●Short written description of you you react to it
●Previous jobs, skills, personal
interests, educational attainment Professional Image
● objective/field you are pursuing ● Business clothing
Types of Resumes ● Good grooming
1. Chronological Resume ● Appropriate behavior
● Focuses on job history with most
recent positions listed first
2. Functional Resume
● Focuses on one’s skills and
experience

CV
● Course of one’s life

AIDA Model
● Attention - state your intention
● Interest - discuss in brief your
educational background and work
experience