Purposive Communication

GROUP 5 MANUSCRIPT
Members:
Olaso, Jian Andthrew, Pontillo, Steve Laurence,
Painagan, Milescent Anne, Rapisora, Margarette Saara,
Patotoy, Michael Angelo, Rejuso, Jhon Alvin
Peña, Isaac Gabrielle,

Painagan, Milescent Anne:

Features of Technical Writing

Below are some characteristics of technical writing (Baraceros, 2011)

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).
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 easily
achieve this if you always remember that writing clearly always results from thinking
clearly, as well as from the use of simple, concise, specific, and grammatically correct
language structures (Gustavi, 2008 & Marsh, 2005 in Baraceros, 2011).

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 or credibility of your output based on how you
conform to the conventions governing this kind of writing.

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)

Objective- Technical Writing must avoid inclusion of individual and subjective judgment
in relaying information. Being straightforward and direct, forms of technical writing
should avoid including inner thoughts, sentiments, or feeling in order to adopt an
impartial or impersonal stand or attitude towards what is written.

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

Rapisora, Margarette Saara:

TECHNICAL WRITING
  form of written communication used mainly as correspondence. and in the
production of written outputs valuable to organization
 It pertains to written communication present in all kinds of organizations, jobs,
and professions.

Some characteristics of Technical Writing:

Procedural - some forms of technical writing are "procedural" as they provide sets of
instructions and sequenced information such as user manual and laboratory reports.

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

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 by
globalization through the internet, materialized through technical writing will lead you to various
topics, ideas, people, methodologies, concerns, purposes, formats, and language.

Straightforward - 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.

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.

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

Olaso, Jian Andthrew:

WORKPLACE COMMUNICATION AS TECHNICAL AND PROFESSIONAL COMMUNICATION
PROFESSIONAL COMMUNICATION
-is defined as oral, written, digital, or visual forms of information delivery in a workplace.
Just like what I'm trying here today. I am discussing or delivering information in a formal manner but in
workplace.
-It involves various forms of speaking, writing, and responding within and beyond the workplace
environment.
- professional communication purposes include to inform, which includes providing good and
bad news; instruct; request; and persuade.
- It is usually used in memos, letters, business proposals and press releases.

There are 4 Examples of Professional communication: we have Written, Oral, Visual and
Technology-Based Communication.

 Written Communication
- Any written message exchanged between two or more people. It is generally
considered more formal than other types of communication.
 Oral Communication
 - Communication with spoken words. For example, Presentations, staff meetings,
business meetings, and interviews.
 Visual Communication
-It can be incorporated when conducting an office presentation, making company’s
social media posts, or presenting at a conference
 Technology-Based Communication
- In the 21st Century, technology adoption has been on the rise, including forms of
communication. Some instances where technology is used in making conference calls,
phone interviews, and video calls.

Professional Communication Skills

1. Active Listening 5. Self awareness
2. Confidence
3. Non verbal Cues
4. Conciseness
5.
TECHNICAL COMMUNICATION
-Technical communication in the workplace refers to the process of conveying technical or
complex information to various audiences within an organization in a clear and understandable
manner.
- provide users with easy to understand, step-by-step, guides that provide relevant information
in a helpful and engaging manner. This can provide benefits to the organization and to users.
- Its purpose is to help communicate important information as effectively as possible so that people
can do their jobs better and consumer goods can be more convenient.
- It should be CLEAR, CONCISE, and ACCURATE

It can help businesses in so many ways:

 to be more productive
 to help employees set goals and accomplish them with success
 for training programs
 for product manuals
 for medical instructions
Pontillo, Steve Laurence:
Written Communication in the Workplace

As in any form of correspondence, business or workplace correspondence involves three

factors: the sender, the message, the receiver

As the sender initiates the process, the intended reader expected to respond according to the
nature of the busines
letter. A business letter, for example, must be deemed to be read in order for the sender to gain
feedback.

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

When you write a business letter, read your work as if you

are the 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

1. To ensure the effectiveness of written communication materials in the workplace, the

following qualities must be:
A-ccuracy - The content must be truthful and accurate. It must stay true to facts. Sweeping
statements that may be challenged later on should be

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

are only to hear precise words whose meanings cut across

2. Select the format that is the standard, prescribed, and acceptable to the institution
represented or to the parties in the transaction.

3. Courtesy, whether in written or 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.

Patotoy, Michael Angelo:

BUSINESS LETTERS

Business letters are essential in the workplace, especially in the external operations of an
organization. It is through 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 functions of an
organization.

STANDARD FORMATS OF BUSINESS LETTERS

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

1. FULL BLOCK
- The most common layout of a business letter is known as block format. Using this format, the
entire letter is left justified and single spaced except for a double space between paragraphs

2. MODIFIED BLOCK
-Modified block format. In this type, the body of the letter and the sender's and recipient's
addresses are left justified and single-spaced. However, for the date and closing, tab to the
center point and begin to type.

3. SEMI BLOCK
-The final, and least used, style is semi-block. It is much like the modified block style except
that each paragraph is indented instead of left justified.

LETTER OF INQUIRY
A letter of inquiry, also known as a letter of interest, is written to ask specific information
regarding a particular subject matter, letter are usually written to inquire regarding particular
goods or services of a business. The sample letter used to illustrate the standard formats of
business letter is an example of letter inquiry.

RESPONSE TO INQUIRY
Letters of inquiry should always and promptly be responded to. Professional and business
ethics demand that the receiver of such letter take the action that the sender expects.

Peña, Isaac Gabrielle:

LETTER OF CLAIM
- A letter of claim is usually used in legal matters to assert some kind 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.

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 the
adjustment letter.

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.

Rejuso, Jhon Alvin:

Memos, Reports, and other written documents in the workplace
A Memorandum (memo) is a written message. Which serve as a reminder for a 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.

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

Minutes of the 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