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UNIT 5 - Lesson 1 - Written Modes of Professional Communication

The document discusses various written communication genres used across different professions, including traditional forms like business letters, memoranda, and meeting minutes as well as newer social media forms. It provides templates and guidelines for constructing effective memoranda, meeting minutes, and business proposals which typically have three major parts: a problem statement, proposed solution, and costing/pricing.

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Jebb Licdan
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139 views18 pages

UNIT 5 - Lesson 1 - Written Modes of Professional Communication

The document discusses various written communication genres used across different professions, including traditional forms like business letters, memoranda, and meeting minutes as well as newer social media forms. It provides templates and guidelines for constructing effective memoranda, meeting minutes, and business proposals which typically have three major parts: a problem statement, proposed solution, and costing/pricing.

Uploaded by

Jebb Licdan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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UNIT 5

Written Modes of
Professional
Communication
Genres Across Professions
⚫ Different professions use different genres.
⚫ They communicate important information about a
certain organization, event, or individual.
⚫ Some of these communication materials are the
following;
⚫ Memoranda
⚫ Minutes of the meeting
⚫ Business letters, and
⚫ Business proposals
⚫ Moreover, with the advent of technology,
there are now new forms of communication
materials using social media channels such
as;
⚫ Facebook
⚫ Twitter
⚫ LinkedIn
⚫ All these communication materials are
considered as genres and they cut across
the different professions and/or disciplines.
Business Letters, Memoranda,
Minutes of the Meetings
⚫ 1. Business Letters – are a common form of
writing in any organization.
⚫ The traditional parts of the letter are;
⚫ Heading
⚫ Inside address
⚫ Salutation
⚫ Body
⚫ Complimentary close
⚫ Signature
⚫ Note that there is a need for you to adjust the
content of your letter depending on the purpose
for writing.
⚫ There are different kinds of business letters:
⚫ Letter of Application
⚫ Letter of Resignation
⚫ Letter of Acceptance
⚫ Follow-up letter
⚫ Letter of Inquiry, Letter of Permission, etc.
⚫ It is also possible to write professional
e-mails when you apply for work or for other
business purposes.
⚫ Remember when you write business e-mail
message, you write it the way you write any
other business correspondence.
⚫ Complete the details needed to fill.
Memorandum
⚫ 2. Memo – in a shortened term
⚫ A Latin term which means “it must be
remembered”
⚫ It is usually issued and disseminated by those
occupying mid-level positions and up in an
organization.
⚫ It is written to serve as a reminder to one’s
constituents who need to do or act upon
something.
⚫ This is done so that the concerned
constituents will be properly guided as to
what to do next so that errors in the
organizational system/process can be
avoided or if already made or committed, it
may or will not happen again.
How do you construct an effective
memorandum?
⚫ Organize your thoughts very well so that clarity is
achieved in the first instance or at the outset.
⚫ The first part should contain the most important
information.
⚫ Indicate the information you want and the reason
for such by presenting relevant information.
⚫ The succeeding parts may discuss in specific terms
what has been indicated in the first part of the
memo.
⚫ Your conclusion should also be clear so that the
readers will know what to do after reading it.
⚫ Note that the effective memorandum is one that is
written in a powerful manner so that the readers
will be convinced to act upon it.
⚫ Address the memorandum only to those who are
concerned.
⚫ Review the memo before releasing it especially if it
contains confidential information.
⚫ Remember that memos, just like any form of
writing, can serve as a permanent record in
any office or organization.
⚫ Sending memo via electronic mail is
acceptable but you still need to follow the
correct format. It is also better if a memo is
sent as an attachment to the e-mail.
⚫ (Refer page 284 for the format)
Template of the Memorandum
⚫ MEMORANDUM

⚫ TO: (SENDEE)
⚫ FROM: (SENDER)
⚫ DATE:
⚫ SUBJECT: (Some memos use RE to mean regarding)

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________.
⚫ 3. Minutes of a Meeting – it is important that
things discussed in the meeting are documented
so that you can always refer to them when issues
arise in the future.
⚫ It is possible that any clarification on matters that
have been previously addressed are found in the
minutes of meetings held in the past.
⚫ Thus, it is important that records are kept
properly. Soft and hard copies are highly
recommended.
Template of the minutes of the
meeting
⚫ MINUTES OF THE MEETING
⚫ NAME OF THE ORGANIZATION
⚫ DATE OF THE MEETING
⚫ VENUE OF THE MEETING

⚫ List of Attendees:
Present
Absent

I. Approval of Agenda
II. Review and Approval of Minutes of the previous meeting (if there is previous meeting)
III. Business Arising from the Minutes
IV. New Agenda
V. Business Arising of the new agenda (discussion)
VI. Adjournment ( Time)

Signature of the one who prepared the minutes/date


Approval of the person occupying the top position in the organization
Business Proposal
⚫ When the company you work for wants to venture into
a project with another organization, you may be asked
to write a business proposal.
⚫ The purpose of a business proposal is to attract clients
or secure support from possible investors or
organization.
⚫ Because there are numerous competing companies
nowadays, it is important that you produce a well
written proposal so that you will have an edge over the
others.
⚫ Your goal is having a proposal approved by your
prospective clients so do your best to attain that
objectives.
⚫ A good proposal cannot be prepared overnight. If you
are targeting a client, research about it exhaustively.
⚫ There are three major parts: the problem statement,
the proposed solution, and the costing or the pricing.
To synthesize…

1. There are many communication materials that cut across


professions: business letters, memoranda, and minutes of a
meeting, among others.
Other genres are Facebook, Twitter and LinkedIn which are
found in social media.
2. While traditional genres now have their counterparts in the
social media, their structures are essentially the same.
3. One important genre that cut across disciplines is the business
proposal which has three major parts: the problem statement,
the proposed solution, and the costing or pricing.

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