LEARNING MODULE 3

Communication in the Workplace

Time Allotment: 10 Hours (2 Weeks)

LEAD IN
At the end of this
It is a must for professionals to
learning module,
know how to deal with coworkers for
you will be able
successful communication in the
to:
workplace to come into play. Also,

1.Exhibit
professionals are required to write

interpersonal specialized reports to convey information

skills that will about their work. It is a requisite then for
help you forge you, an aspiring professional, to acquaint
smooth yourself with the nuts and bolts of
relationships business correspondence.
with your
colleagues ENGAGE
2. Use language
Misconception Check: Agree or Disagree?
appropriate for
Box your answer.
professional
communication
Writing business letters, memos, and minutes of
3. Write business
letters, memos, the meeting is a difficult task.

and minutes of
the meeting EXPLORE
4. Write an What if you were asked to speak about the
effective things that make you good at dealing with
application letter colleagues, what would your topic be?
________________________________________
 EXPLAIN

Make sense of every lesson presented here.

LEARNING AID

LESSON 1

COMMUNICATING WITH MEMBERS OF THE WORKPLACE EFFECTIVELY

Successful communication among members of the workplace comes to light when they
strive to develop interpersonal skills. People come from different walks of life, so it imperative
that every individual strive to acquire skills for communicating and interacting with others.
The Value of Relaying Information in the Workplace and Interacting with the Members of
the Workplace

What makes an organization successful? What enables members of an organization to

function and accomplish their task efficiently and effectively? What can be done to establish a
pleasant and professional atmosphere in the workplace?

 One of the key factors is effective communication.

 Relaying information means using the appropriate language, tone,
style, and format.
 Communication in the workplace requires the same elements.
 You have also to consider the specific domain, sector, field, or industry
to which your workplace belongs.
 For example, your work maybe in government, the academe, the corporate
world, media, health, or social services.
 Each organization or community has specific philosophies, values, and
ideals that shape the way communication is practiced.
 Thus, in any kind of professional setting, you have to consider the
culture established by the founders and senior associates and adjust to
it accordingly.
 You are expected to meet prescribed standards and work within
specific norms to achieve common goals and objectives.
 For example, if the culture promotes conventions such as adhering to
certain dress code, you cannot just disregard them to show your
individualism.
 Showing respect for the company policies reflects maturity and integrity.
 However, there may be opportunities to introduce a new culture for a more
efficient and innovative organization (Inett 2016; Guo and Sanchez 2009).
 For example, to help negotiate heavy traffic during the morning rush, you
are inspired by the idea of ride-sharing within your department when
going to work.
  You and your colleagues may agree to meet at a particular pick up area or
you may agree on a specific pick up time for each person if it entails
multiple stops to ensure that you reach your department on time.
 Consequently, in this manner, you may even find yourself exceeding
company expectations in following the norm.
 Naturally, you communicate a new idea using language that is fair,
respectful, and ethical.
 As you have learned, communication is not only verbal.
 When it comes to face-to-face communication, people read your facial expression
and body language.
 If you keep looking at your watch, your colleague may sense that you are
in a hurry and do not have time to listen.
 If you raise your eyebrows after hearing a suggestion, you maybe
communicating that you are not convinced that it will work.
 If you are scrolling through your smartphone while in a department
meeting, you may be showing that you are not interested in the discussion.
 Indeed, the small yet visible detail on your face and in your movements
speaks a thousand words.
 Indeed, when you join an organization or community, consider yourself as a
relevant member of one big team.
 Keep in mind your primary responsibilities and objectives. Interacting with
colleagues in the workplace means listening purposefully, responding
appropriately, expressing ideas respectfully, negotiating proactively, and solving
problems efficiently.

Using Appropriate Language in the Workplace

 Professional communication requires that you use language that is most appropriate to a
given situation in your workplace.
 When you are in a meeting, assembly, conference, or a formal event, you are always
expected to use a polite tone.
  You have to address your heads, clients, and colleagues according to their official titles or
positions (e.g., Doctor, Professor, President, Justice, Honorable, Representative, Ms.,
Mr.).
 You need also to learn how to craft an effective email that commands respect and elicits a
prompt response.
 However, there are instances when formal language may be used in the workplace.
 For example, conversations during break time or after-office hours with peers
may not call for such formal language.
 In fact, being formal all the time may result in your alienating the rest of the
department.
 There is an art to knowing the appropriate language register based on unique
contexts.
 Vulgar language or slang that demeans is considered offensive in the workplace.
 In addition, remember to use jargon only if you are among colleagues who belong
to the same profession; otherwise, do not use jargon in the company of colleagues
who are not familiar with your field of expertise or interest.
 Indeed, the workplace consists of diverse individuals.
 Hence, using politically correct terms means to avoid offending people belonging to a
specific race, religion, gender, age range, class, and group is important.
 Political correctness in language means using words that have positive suggestions or
connotations to avoid discrimination.
 As in any community, being in a work place means being aware of your beliefs, and
principles, as well as your dormant or unexamined biases.
 Make sure you do not discriminate against a particular group through your
attitudes, behavior, and decisions.
 If you talk politely to your heads and associates, but talk disrespectfully to the staff or
your peers, then you are not treating people equally with respect.
 Each individual deserves respect regardless of position or status in the workplace.

Using the Appropriate Tone, Style, and Format in Professional Communication

  Tone refers to the attitude that is reflected in the words that you use, in both writing and
speaking.
 Your tone may be sincere, optimistic, sarcastic, pessimistic, and so on.
 People usually respond to the tone that you use.
 For example, if you say “Sorry” with a sincere tone, then people are more likely
to accept your apology.
 But if you say it sarcastically, the response can be negative.
 There are a number of details that may reveal tone.
 Word choice and language register can achieve a certain tone.
 Compare the following pair of sentences in terms of word choice and the tone it
achieves.

Style A: We should present our concerns in today’s open forum with the dean so
that they can be discussed.

Style B: We should raise our problems in today’s open forum with the dean so
that she can tell us what has been done about them.

 The tone of style A may appear to be more open and inclusive with its choice of
words.
 The use of the verb “present” and the noun “concerns” do not intensify emotion
and attitude.
 In addition, the objective “so that they can be discussed” may suggest a level of
openness to holding a dialogue.
 In Style B, however, the verb “raise” and the noun “problems” may suggest a
negative attitude.
 The use of these words reveals a certain degree of resistance to negotiation.
 When you write messages, style and format also suggest your tone.
 Exclamation marks may suggest emotions or excitement or anger.
  Emoticons in email messages suggest informality and may not be appropriate if you are
writing a formal request or proposal.
 Words in all CAPS may indicate antoganism and may offend the recipient.
 Consider also the specific style and format that your organization requires.

 For instance, when writing official correspondence, you may be expected to use a
particular size of paper (e.g., letter; legal,; or A4), font size (e.g., Times New
Roman), and a letter head that shows the logo of your organization.

Maintaining Smooth Interpersonal Relationships in the Workplace

 One important principle underscored in the 2015 book titled In Search of Excellence by
Peters and Waterman is respect people.
 “Treat people as adults.
 Treat them as partners; treat them with dignity; treat them with respect. Treat
them …. As the primary source of productivity gains” (238).
 Working in any organization means working with different individuals with various
personalities.
 Having differing opinions on certain matters are fine as long as these are about
professional concerns.
 Arguing about differing opinions on personal preferences or taboo topics and religion
may result in intense and emotional rifts that may affect communication and performance
in the workplace.
 Keep communication to a professional standard during working hours.
 Working with people means you have to collaborate with them.
 You have to function as a team in order to accomplish your tasks and achieve your
objectives.

 Being a member of the team means that:

 1. You do your job proficiently and efficiently because your work may affect the
entire operations of your team.
2. You help all members of the team if needed to make sure the job gets done.
3. You listen and provide constructive feedback to improve the performance of the
entire team.
4. You take a positive and proactive attitude towards work. You do not focus
on problems; instead, you focus on solutions and take the initiative to help
overcome challenges.
5. You help resolve conflict instead of creating it, magnifying it, and spreading
it. You strive to be positive influence in your office.

 The ideal attitude is to be considerate, concerned and confident.

 Cheerfulness is also an effective antidote to negativity in the workplace.
 When people are happy, satisfied, and affirmed, they become more productive.
 When there are close bonds among colleagues, they look forward to going to
work and achieving more.

 In addition, working on concrete shared goals fosters a sense of camaraderie.

 For example, if you work as an event manager for a non-government organization

and discover that you do not have sufficient funds, you can either worry or take a
proactive stance.
 You can brainstorm with your team on creative ways to generate funds.
 You can create stronger bonds by working together on a common goal.

 Negativity in the workplace is contagious and brings down productivity; thus,

positivity is a better option if you want to make an impact and make a difference.
 In order for synergy or smooth interaction to take place, every member of the team
should do his or her part and think of the entire group or organization.
 As Francis Kong, an inspirational business speaker and corporate training consultant,
asserts, “Open space collaboration should be in the norm. Turf protection and egos
 should be parked in the parking lot while every person in the firm should be led to rally
for their common cause” (cited in Ferraz, 2015).

 Indeed, soft skills or interpersonal skills are important in the success of any
organization.
 Employers look at attitude and communication skills as significant attributes when
they evaluate applicants (Booher 2001).
 They do not look only for skilled graduates; surveys have shown that they prefer
applicants who have high communication and interpersonal skills (White 2013).

 In the workplace, opportunities to write business letters abound.

 When you write business letters, remember that you are
communicating with people who are busy.
 They expect letters to be brief, clear, and organized.
 Do not use vague words that are open to multiple interpretations.
 Avoid lengthy sentence structures that are packed with details.
 Use a polite and formal tone especially if you are writing an official letter and if you
are representing your organization or community.

Writing Memorandum

 When you send an official announcement, a directive, a guideline, or a reminder to your

colleagues within your department or across departments, you will have to write a
memorandum or, in short, a memo.
 Memos may be used to:
 Formally document a verbal message
 Inform, notify, or update colleagues about certain concerns
 Request, remind, or recommend
 Serve as an introduction to specific document
 When you write a memo, you have to indicate the time, the date, the recipients, and the
subject.
  Recipients are usually busy, and they do not have much time to read lengthy
emails.
 If there are details that need to be presented, place them in a separate document
and send them as an attachment.
 Similar to any communication in the workplace, use a formal and a polite tone with only
the essential points.
 Do not go into a lengthy narratives or heavily detailed accounts of discussions during
meetings.
 Avoid using humorous expressions in an effort to lighten the tone; this may offend your
recipients as it may be understood as an inappropriate.
 Be sure the copies are only sent to the ones who are concerned.

Consider the following samples

Sample A

DATE: September 16, 2020

TO: Finance Department; Marketing Department; Operations Department
FROM: Human Resource Department
SUBJECT: Annual Performance Evaluation Reports

THIS IS TO REMIND YOU THAT YOU HAVE NOT SUBMITTED YOUR

ANNUAL PERFORMANCE EVALUATION REPORTS. YOU HAVE UNTIL
SEPTEMBER 20, 2020 TO FORWARD THESE DOCUMENTS TO US. IF YOU DO NOT
MEET THIS DEADLINE, THEN YOU WILL NOT RECEIVE ANY OF THE INCENTIVES
EXTENDED TO EMPLOYEES ANNUALLY. YOUR LACK OF COMPLIANCE WILL
ALSO MEAN YOUR INSTABILITY TO FOLLOW THIS ORGANIZATION’S POLICIES
AND GUIDELINES.

For your compliance.

Sample B

DATE: September 16, 2020

TO: Finance Department; Marketing Department; Operations Department
FROM: Human Resource Department
SUBJECT: Annual Performance Evaluation Reports

Kindly submit your annual performance evaluation reports by September 20, 2020. We
have extended the deadline to allow you to fulfill the requirements and enable you to receive
the incentives extended to employees annually. If you have questions or concerns, please let us
know right away.

Thank you for following our organization’s policies and guidelines.

 The language, tone, style, and format in Sample A seem to show an

aggressive and threatening tone.

 First of all, the use of all caps indicates “shouting” at the receiver.
 Second, the message seems to focus on what has not been accomplished.
 The word choice and language use may create an attitude of resentment
that may lead to demotivation.

 On the contrary, the tone in Sample is more respectful as the word choice seems
to emphasize the receiver’s ability and willingness to fulfill the organization
requirements.

 This may encourage your colleague to do the expected tasks with more
enthusiasm.

 Therefore, before you write a memo, remember that the elements of word choice,
language use, format, and mechanics have a powerful impact on the recipients. It may
destroy or nurture the harmony in the workplace.
Sample Memorandum

999 Global Solutions

3rd Floor, Gateway Mall, Cubao, Quezon City

Memorandum Order No. 21

TO: ALL TEAM LEADERS

ALL CUSTOMER SERVICE REPRESENTATIVES

FROM: MS. EVANGELINE DORIA

Supervisor

SUBJECT: 52 TALK GLOBAL SOLUTIONS CHRISTMAS PARTY

DATE: NOVEMBER 12, 2013

______________________________________________________________

Good day.

This is to inform you about the scheduled Christmas Party that will be held at Marikina
Convention Center, Marikina City on December 23, 2013 (Saturday), 6:00 P.M. to 10 P.M.

With this, I am glad to announce that bringing of immediate family members to the event is
highly encouraged to enjoy and to feel the spirit of Christmas.

Please give the list of names of your invited guests to your Team Leader on or before November
29, 2013 for reservation.

Thank you and God bless.

Writing Minutes of the Meeting

One of the most important components of a meeting is its minutes. Minutes are a
descriptive report that provides an official written record of the discussion done and decision
made during the gathering. In other words, the minutes of the meeting refer to the summary of
the proceedings of a meeting.
Standard Elements of Minutes

Introduction

1. Name and address of the organization

2. Type of meeting (special, executive, committee, board, regular, emergency)
3. Call to order: time, date, and presiding officer/s
4. Attendance (For groups of under 20 members, list both the present and absent
members.)

Body

1. Reading, correction, and approval of the previous minutes: “I move that the
minutes of meeting dated January 16 be approved as corrected”
2. Business arising from the previous minutes of meeting
3. New Business
a. Agenda 1
b. Agenda 2
c. Agenda 3

Conclusion

1. Announcement (including the time and date of the next meeting)

2. Other matters (new topics that may need to be covered in future meetings)
3. Time of adjustment
4. Name and signature of the minutes-taker and the presiding officer (e.g.,
Respectfully submitted by Moran Homa)

NOTE: The format of the minutes of a meeting depends on the pattern and style used by the
organization. If you are not familiar with the company’s format, refer to the minutes of the
meetings held in the past. However, if you think the format used is flawed, you could make
suggestions or recommendations for its improvement.
Guidelines in Preparing Minutes of the Meeting

1. Use the chronological order.

2. Minutes should be factual, brief, and free from editorial comments or subtle
slanting of factual statements. Example of an editorial comment is: As always, Mr.
Garcia rejected the proposition of Ms. Roces.
3. Capture the gist of the meeting. Summarize rather than transcribe.
4. Verbatim record is required for parliamentary points: motions, resolutions, and
points of order. Motions and amendments should be stated accurately including the
name of the maker. The name of the seconder of the motion should not be entered
unless ordered by the body.
5. During voting, the number of votes on each side must be entered.
6. Use the meeting’s agenda to guide you in organizing the information.
7. Focus on action taken rather than topics discussed.
8. Be objective. If someone who is your adversary provided an excellent suggestion,
include it.
9. Type the minutes while the facts are still fresh.
10.Put single spaces between the text paragraphs.
11.Place page number at the bottom of the paper.
12. All sums of money mentioned should be written in both figures and words.
13. Place corrections made in the previous minutes above the affected line or in the
margin.
14. Never discard the original minutes. If you retype the page, attach the original to
the revised one.
Sample Minutes of the Meeting

ACADEMICIAN COLLEGE
Business Administration Department
Lalaan II, Silang, Cavite

Minutes of the Meeting (Regular Meeting)

Call to Order: November 19, 2008/1300-1400/Room 210
Presiding Officer: Dr. Alma Gonzales, Department Chair

Present: Absent:
Aala, Rose Ann Balababa, Teresa
Arible, Nemencia
Aviñante, Mary Jane
Calucin, Catherine
Cortez, Angeline
Digma, Hazel Jane
Nuestro, Eloisa
Macalino, Jillian
Medina, Jennylyn
Ylaya, Pamela

The meeting started at 1300 with a prayer led by Ms. Nuestro.

PROCEEDINGS:

1. The previous minutes of the meeting dated October 22, 2008 were approved with
the following corrections:
1.1 Attendance: Ms. Rose Ann Aala was not late.
1.2 Opening prayer led by Ms. Angelique Cortez should be Dr. Angelique
Cortez.

2. Business arising from the previous minutes of the meeting

2.1 3.2.3 The buddy system will be closely monitored by the subject
coordinators.
2.2 3.11.7 The Department will make the Letter of Intent form.

3. New business
3.1 Faculty
3.1.1 The chair explained that the bases for the inclusion in the FRDO
Blacklist are breach of contract and major offenses.
3.1.2 The chair enjoined the faculty to be prompt in submitting documents.
3.2 Administrative concern
3.2.1 The assistant chair asked the subject coordinators to strictly monitor
the faculty in requiring students to have their own copies of the
textbook.
3.2.2 The CBA director announced that there will be a power dressing
seminar on November 22, 2008, 1400-1600, Roosevelt Hall.
 3.3 Academic matters
3.3.1 The chair reminded the faculty to improve their classroom
management skills.
3.3.2 Ms. Ylaya reiterated the checking of attendance at the start of the
class.

4. Announcements
4.1 Dr. Macalino announced that there will a holy mass on November
21.
4.2 The chair informed the body that Academician College has been
granted a deregulated status by CHED.

5. Other Matters
5.1 The assistant chair said that there will be two faculty members who
will attend a seminar organized by the Business Educators Society
of the Philippines.
5.2 The chair reminded the body that no faculty is allowed to enter the
chair’s office without permission.

The meeting was adjourned at 1415 with a prayer led by Ms. Catherine Calucin.

Respectfully submitted by:

April Joy Calanog

April Joy Calanog
Secretary
Letter Styles
Noted by:

Alma Gonzales
Dr. Alma Gonzales
Department Chair

cc: EVP, VPA, Dean

Writing Business Letters

 When you write business letters, remember that you are communicating with people
who are busy.
 They expect letters to be brief, clear, and organized.

 Do not use vague words that are open to multiple interpretations.

 Avoid lengthy sentence structures that are packed with details.
 Use a polite and formal tone especially if you are writing an official letter and if you
are representing your organization or community.
 Look at the following samples with specific formats.
 The block format (all parts are left justified) is considered the most formal.
 The options are the modified block ( the date and the closing are towards the center) and
the semi-block format ( the date and the closing are toward the center and each paragraph
is indented).

Sample A: Block Format

Letterhead

September 16, 2020 [Date]

Ms. Maria F. Santos [Title and Name of Recipient]

Executive Director [Position]
Society of Medical Practitioners [Organization]

Dear Ms. Santos: [Formal Salutation]

[Body of the letter]

Thank you very much for accepting our invitation to support our outreach project for children with
special needs. Without your help, we will not be able to attain our objectives.

We are sending you a copy of our brochure that shows other details of the project. It includes the
schedule of activities that we will follow when we launch the project on November 2020.
We look forward to seeing you at the launch!

Sincerely,

[Signature of letter sender]

Ben Danilo [Name of letter sender]
Project Coordinator[ Position]
We are the Children Foundation [ Affilliation]
301 Goodness Road, Fair Village, Q.C., Phil. [Address]
[email protected];+639227554677 [Contact details]

Sample B: Modified Block Form

Letterhead

September 16, 2020 [Date]

Ms. Maria F. Santos [Title and Name of Recipient]

Executive Director [Position]
Society of Medical Practitioners [Organization]

Dear Ms. Santos: [Formal Salutation]

[Body of the letter]

Thank you very much for accepting our invitation to support our outreach project for children with
special needs. Without your help, we will not be able to attain our objectives.

We are sending you a copy of our brochure that shows other details of the project. It includes the
schedule of activities that we will follow when we launch the project on November 2020.

We look forward to seeing you at the launch!

Sincerely,

[Signature of letter sender]

Ben Danilo [Name of letter sender]
 Project Coordinator[ Position]
We are the Children Foundation [Affiliation]
301 Goodness Road, Fair Village, Q.C., Phil. [Address]
[email protected];+639227554677 [Contact details]

Sample C: Semi-block Format

Letterhead

September 16, 2020 [Date]

Ms. Maria F. Santos [Title and Name of Recipient]

Executive Director [Position]
Society of Medical Practitioners [Organization]

Dear Ms. Santos: [Formal Salutation]

[Body of the letter]

Thank you very much for accepting our invitation to support our outreach project for children
with special needs. Without your help, we will not be able to attain our objectives.

We are sending you a copy of our brochure that shows other details of the project. It includes the
schedule of activities that we will follow when we launch the project on November 2020.

We look forward to seeing you at the launch!

Sincerely,

[Signature of letter sender]

Ben Danilo [Name of letter sender]
Project Coordinator[ Position]
We are the Children Foundation [Affilliation]
301 Goodness Road, Fair Village, Q.C., Phil.
[Address]
[email protected];+639227554677
[Contact details]
 Two punctuation styles are used in business letters: open and mixed.

 Open punctuation means that no punctuation marks are used after the salutation and the
complimentary close.
 Open punctuation is considered a time-saving style and is used with block letter style.
 Mixed punctuation may be used with modified block letter style, in which as the salutation
and complimentary close are followed by punctuation marks.
 The proper punctuation with this style is a comma after the complimentary close and a
colon (for business letters) or a comma (for personal letters) after the salutation.

A Sample Letter of Inquiry

ELYSIAN EVENTS SPECIALISTS

Gateway Mall, Cubao, Quezon City

January 20, 2017

MR. ERIC YATAL

Business Manager
Tiffany Chairs and Tables Co.
Ermita, Manila City

Dear Mr. Yatal:

Can Tiffany Chairs and Tables Co. provide 1,000 pieces of golden tiffany chairs and
500 pieces golden tiffany tables to be delivered on February 5, 2017?

We need to find a bulk supplier of tiffany chairs and tables for our events company.
Please answer the following questions:

1. Can you provide us with the total number of chairs and tables needed?
2. Can you deliver the products on February 5, 2017?
3. Do you accept credit card or cash only?

We will highly appreciate your immediate response to this letter for we are currently
preparing for our schedule events on February 14, 2017. May we please have your
response by January 25, 2017?ours,

Thank you so much.

Sincerely yours,

Anthony Herrera
Anthony Herrera
Proprietor
A Sample Letter of Response

TIFFANY CHAIRS AND TABLES CO.

Ermita, Manila
Contact #: 09056675432

January 24, 2017

MR. ANTHONY HERRERA

Proprietor
Elysian Events Specialists
Cubao, Quezon City

Dear Mr. Herrera:

SUBJECT: YOUR JANUARY 20 LETTER OF INQUIRY ABOUT OUR

PRODUCTS

Here are the answers to your questions about our company’s products. We are glad to
inform you that we can supply your needed chairs and tables. we also wish to inform
you that from January 1 to January 31, 2017, we have a New Year Promo which is 10%
discount on all our products.

1. Yes, we can provide you the needed number of golden tiffany tables
and chairs.
2. Yes, we can deliver it as soon as you pay the total amount of the
products.
3. Yes, we accept credit cards.

We hope we answered all your queries about our golden tiffany products. If you have
more questions, you may reach us at 09056675432 or you can visit us from Monday
through Saturday, 8:00 A.M. to 7:00 P.M.

We look forward to more business transactions with your company. Thank you.

Truly yours,

ERIC YATAL
Business Manager
Writing Emails

 Also known as an "electronic mail message" an email message is a text, typically brief
and informal, that is sent or received over a computer network.
 An email message is generally limited to one idea rather than addressing
several issues.
 If you address more than one topic in a single email message, chances are the
recipient will forget to respond to all points discussed.
 Discussing one topic allows you to write a descriptive subject line, and the
receiver can file the single subject message in a separate mailbox if desired. If
you must send a lengthy message, divide it into logical sections for easy
comprehension.
Sample Email
 WERE YOU
ELABORATE
ENGAGED?
Activity 1

Name: _________________________________ Date: _______________

Program/Year/Section: ____________________ Score: ______________

A. Writing an Email

Instructions:
1. Write a business email of invitation.
2. Submit a typewritten email of invitation.
3. See Appendix E for the business correspondence writing rubric.
-------------------------------------------------------------------------------------------------------------
B. Look for a copy of a sales letter; then, evaluate its characteristics.

Type of Sales Letter: _____________________________

Source: ________________________________________

1. Language - _________________________________________________________

__________________________________________________________________

2. Accuracy and Completeness - __________________________________________

___________________________________________________________________

___________________________________________________________________

3. Professional Appearance - _____________________________________________

___________________________________________________________________

4. Conventional Format - ________________________________________________

___________________________________________________________________

5. Logical Organization - ________________________________________________

___________________________________________________________________
 6. Politeness - _________________________________________________________

___________________________________________________________________

LESSON 2

WRITING YOUR COVER LETTER

Almost always, applying for a job necessitates an application letter. An effective application
letter can make a good impression on a prospective employer. Consequently, it is best to write an
application letter that can help you land a job.

 Cover letters accompany your application when applying for a new position. You can use
cover letters to introduce yourself, describe your interest in a company and outline
your qualifying skills.

 Tips in Preparing a Cover Letter

 Content

1. Never begin your letter with ho-hum phrases (e.g., “Enclosed please find my
résumé for…”). To be more creative, you may begin with the following topics:
a. Begin with a question that stimulates the reader’s interest.
b. Lead in with a name of someone you both know (e.g., When Dr. Gilda
Nomer mentioned your name in a conference…)
c. Start out with a quote that applies to the type of business of the employer.
d. Explain how you learned about the job opening you are applying for.
However, though readers want attention-getters, do not be tempted to use
shallow gimmickry.

2. The cover letter must not simply repeat the content of your résumé. Emphasize
concrete examples
3. Address the letter to a specific person. If you do not know the specific addressee, call
the company and inquire.
4. be specific with the position you are applying for. do not use general or incidental job
vacancies.
5. Avoid superfluous information. Do not begin with “let me tell you something about
myself. My name is …” Moreover, do not include lots of specifics (dates, numbers, names,
places). Just choose the hard factual information.
6. Focus on what you can do for the company. Remember that they are looking after
their own benefit.
7. Minimize opinions about yourself. When you claim one, be sure to support it with
specific and factual evidence.
8. Highlight two or three of your most significant accomplishments or abilities.
9. Use the active voice and powerful action verbs.
10. Be sure you observe correct grammar, spelling, vocabulary, and usage. Avoid
jargon, clichés, and verbosity. Readers expect good grammar and writing. Any
typographical and grammatical error may cause the reader to doubt your
competence.
 11. Be direct to the point because some readers are impatient.
12. Be factual. Never misrepresent yourself by overstating your experience and skills. In
short, don’t exaggerate.
13. Do not beg for the job (e.g., “Please call today! I’ll be waiting by the phone. I am
desperately eager to start.”)
14. As you write, imagine that you are writing a script for your interview: how yu could
break the ice at the beginning of the interview; how you can convey positive personality;
the things you want to talk about during the interview; and what you hope to get from the
interview.

Format and Mechanics

1. Use letter-sized bond paper.

2. Limit the letter to one or two pages.
3. Never miss the signature.
4. Use a letterhead. Include your full name, address, phone number, and e-mail
address.
5. Use a business letter format (block, modified, simplified)
6. Use 1- to 1.5-inch margin on all sides.
7. Do not cram the text at the upper half or lower half of the page. Be sure to have
appropriate page fill.
8. Preferably, use a blue sign pen when signing a black-inked text.
9. Use white or off-white paper with (at least bond 20).
10. Use a font size of at least 10 and maximum of 20.

Parts of a Cover Letter

Introduction

1. State your purpose in writing the letter.

2. Indicate your source of information: newspaper, magazine, the internet, personal
contact.
3. State an eye-catching or attention-getting statement about yourself that will make
the reader continue reading your credentials.
4. Show your enthusiasm to work with the company.

Body

1. Present your work experience, academic qualifications, training, some personal

qualities with specific evidence.
2. Be sure to segregate and organize your paragraphs. You may group paragraphs by
theme (one paragraph for work experience nd one for education) or by function
(management, financial. technical)
3. Tell the prospective employer the benefits of hiring you. Don’t just give facts;
explain how these facts will benefit the company. for instance, instead of telling the
company all the trainings you had, you may just say “I have extensive training in
copyediting. You will save both time and money because I will need little training in
this area.”
4. Refer the reader to a specific part of the résumé that suggests your strongest credentials for
the position. Place this evidence in the last part of the body.

Conclusion

1. Indicate your interest for an interview at a time most convenient to the employer. If
necessary, specify the day and time you are available for an interview.
2. Indicate how the interviewer can contact you.
3. Anticipate a positive response form the employer.
4. Say thank you.
 Sample Cover Letter

RICO M. GALLOSI
1212 Florence Nook, Caloocan City
Contact No.: +63974-225-2255
E-mail: [email protected]
______________________________________________________________

May 15, 2012

Professor Wu Siew Mei

Director, Center for English Language Communication
National University of Singapore
10 Architecture Drive, Singapore 117511

Dear Professor Wu:

I read with great interest a recent article titled “CELC Towards Global
Competitiveness.” The article discussed your plans to increase the members of your
teaching team. This emphasis on expansion appears to be a positive sign of CELC’s long-
term dedication to quality language teaching. It is with my interest to submit my
application as a full-time lecturer in your prestigious organization as a response to your
advertisement in your website on January 20, 2012. I am confident that my credentials
meet the requirements of the job.

As stipulated in my résumé, I have 15 years of teaching experience at the tertiary

level in some of the most reputable universities in the Philippines. This experience has
honed me to be a better teacher and to imbibe the pedagogical beliefs of inculcating the
value of discipline, excellence, inquisitiveness, and integrity to my students. I set very
high standards that the students should meet. I allow my students to reflect on what they
know, what they do not know, and what they want to know – from these I teach. I
instruct my students to learn how to teach themselves and become more independent
learners. This is how I show my strong commitment to teaching which has been
consistently confirmed by the high ratings I have obtained from peer, administrator, and
student evaluations.

To further enhance my teaching skills, I continuously update myself on the

current trends in language teaching by attending seminars and engaging myself in
pedagogical research and presenting them in reputable conferences. I believe that with
these activities, you will save both time and money because I will need little training in
these areas. Not only that I focus on acquiring learning, I also share with my fellow
educators what I know our requirements for the post.

Further, I am grateful that my educational qualifications have met your

requirements for the post. I have obtained a master’s degree in Language Teaching which
shaped and honed my strategies and approaches in teaching English courses. And to
satisfy my endless craving to learn, I started taking up my doctoral degree Applied
Linguistics in 2007 and finished it in December 2011.
 I hope that my credentials make me a viable candidate for the position. I
wish that I can be given a chance to contribute to realizing your aspirations to
be a leading international center for the teaching of English language and
communication skills.

I look forward to meeting you personally for a n interview at a time

most convenient to you. You may refer to my résumé for additional details
regarding my credentials. Should yu have any questions regarding the details,
please do not hesitate to get in touch with me at the above contact details.
Thank you.

Sincerely,

R. M. Galosi

Rico M. Galosi

Qualities of a Good Application Letter

Job application letter, just like other formal correspondence or business letters, should
have good qualities to promote positive impression from the recipient. The qualities your
application letter should have are:

1. Complete
2. Simple and clear
3. Accurate
4. Relevant
5. Courteous and neat

The Essential Parts of a Job Application Letter

1. Heading
 contains your full name, residential address, landline and cellphone number, and email
address.
 Your contact details must be updated and active so the hiring manager can update you
on the progress of your application.

Example:
MARY CLAIRE N. CRUZ
No. 155 Masipag cor. Maganda Streets
Bagong Bario, Caloocan City, 1400 Philippines
Email: [email protected]
Mobile: 09987656321

2. Date
 conforms with the convention used by the country or region.
 It is always proper to write the name of the month instead of the abbreviation.
 The digital format should also be used less as it often times may cause
confusion to some people who are not used to the convention.
 For example: 02/03/2020 may mean February 3, 2020 or March 2, 2020,
depending on the region’s convention.

 There are two acceptable ways of writing a dateline:

• October 15, 2020
• 15 October 2020

3. Inside Address
 contains the recipient’s name, position, company and company address.

Example:
MS. ROSARIO V. SEQUIA
Director, Human Resource Department
ABS-CBN Corporation
  Be able to know the complete name and title of your letter’s recipient.
 This creates a good impression for you that you did your homework.
4. Salutation
 has common forms such as:
• Sir:
• Madam:
• Dear Sir:
• Dear Madam:
5. Greetings
 is like a gesture of courtesy in your letter.
 Words typically used are:

• Greetings!
• Compliments!
• Good day!

6. Body
 First Paragraph:
 Say why you are writing.
 Say what job you are applying for.
 Say where/when you saw it advertised

I read with great interest a recent article titled “CELC Towards Global
Competitiveness.” The article discussed your plans to increase the members of
your teaching team. This emphasis on expansion appears to be a positive sign
of CELC’s long-term dedication to quality language teaching. It is with my
interest to submit my application as a full-time lecturer in your prestigious
organization as a response to your advertisement in your website on January
20, 2012. I am confident that my credentials meet the requirements of the job.

 Second Paragraph
  Introduce yourself.
 Say what qualities you have which make you suitable for the job.
 Give details of your qualifications and previous experience.
 Make sure you include any details that are mentioned in the
advertisement!

As stipulated in my résumé, I have 15 years of teaching experience at the

tertiary level in some of the most reputable universities in the Philippines. This
experience has honed me to be a better teacher and to imbibe the pedagogical
beliefs of inculcating the value of discipline, excellence, inquisitiveness, and
integrity to my students. I set very high standards that the students should meet. I
allow my students to reflect on what they know, what they do not know, and what
they want to know – from these I teach. I instruct my students to learn how to teach
themselves and become more independent learners. This is how I show my strong
commitment to teaching which has been consistently confirmed by the high ratings
I have obtained from peer, administrator, and student evaluations.

Note: Details of your qualifications and previous experience may be written in more than
one paragraph. However, it would be best if you write them in just one paragraph since
they will also be presented in your résumé.

Third Paragraph
 Say why you are applying.
 Say why the company should consider you.
 Sell yourself!

To further enhance my teaching skills, I continuously update

myself on the current trends in language teaching by attending seminars
and engaging myself in pedagogical research and presenting them in
reputable conferences. I believe that with these activities, you will save
both time and money because I will need little training in these areas. Not
only that I focus on acquiring learning, I also share with my fellow
educators what I know our requirements for the post.
  Conclusion
 We make a general statement about how we hope our application will be
considered.
 We thank the person we are writing to for their time.
 We tell them that we look forward to hearing from them.

I look forward to meeting you personally for a n interview at a

time most convenient to you. You may refer to my résumé for
additional details regarding my credentials. Should you have any
questions regarding the details, please do not hesitate to get in touch
with me at the above contact details. Thank you.

7. Complimentary Close

 hints the closure of your letter. Its usual forms are:

• Very respectfully yours,
• Very sincerely yours,
• Truly yours, [less formal]
• Cordially yours, [less formal]

8. Signature

 is basically your signature over your printed name. Signature line has two
parts:

• Handwritten signature
• Type written signature

Example:
Mary Claire Cruz
 MARY CLAIRE CRUZ

9. Enclosures

 list documents attached with the letter.

Example: Enc. Curriculum Vitae

Writing a Résumé

 A résumé provides a summary of your education, work history, credentials, and other
accomplishments and skills. There are also optional sections, including a resume
objective and career summary statement.
 A résumé should be as concise as possible. Typically, a resume is one page long,
although sometimes it can be as long as two pages.
 Résumés come in a few types, including chronological, functional, and combination
formats.

1. Chronological resume: For candidates with rich, consistent professional

experience.
2. Functional resume: For candidates with several gaps or changes in their career.
3. Combination: For candidates with a diverse background of experience or when
skills and abilities are more relevant than work experience.

When deciding which format to choose, consider both your background and the job you’re
applying for. For example, you may have a rich, consistent professional background typically
represented in a chronological format. However, the job you’re applying for might place heavier
value on your proven skills and abilities, in which case you might choose a combination format
to highlight what’s important to the employer. For clues on which the employer values most, pay
attention to requirements listed in the job description.
You should use a chronological resume if:

You have several years of experience in one career path

You have worked for several employers or clients in one industry
You have minimal or no gaps between jobs

If you’re a recent college or high school graduate with little or no professional

experience, you might consider using a functional or combination resume.
A functional resume format is also useful if you have been out of work for a
significant amount of time.

If you’re changing positions or industries, a combination resume might be a better

fit. In this case, a resume that puts more emphasis on your transferable skills and abilities
may be more beneficial to potential employers.

A chronological resume helps employers quickly understand the value of your most
recent and relevant work experiences. As employers may only spend a few seconds on each
resume, prioritizing the most recent information helps ensures your experience gets seen.

How to write a chronological resume

Your resume should include information relevant to the position for which you’re applying.
Chronological resume sections should include the following in this order:

Name and contact information

Summary or objective
Professional history
Educational history
Skills and abilities
 You can also include achievements and interests, but these should only be included at the
end of your resume, and only if they are relevant. If your resume is multiple pages, consider
removing optional sections like these to make it as brief, concise and readable as possible.
The key difference between a chronological resume and other formats is how you
structure your experience section. In this format, you will list your most recent experience first.
When you are writing the details of each experience, you should reference the job descriptions
that interest you to see which keywords employers are using. These terms can be a guide for
what phrases to include when you describe your own experiences.
The placement of your professional experience and education sections depends on where
you are in your career and the relevance of education to your chosen industry.
For example, if you are writing a resume as a student, you may want to prioritize your
education section as it may be more helpful information for potential employers. This is
especially true if you have relevant certifications, diplomas or coursework. If you have been in
the workforce for several years, you might consider placing your education after your experience
section.

Name and contact information

Begin with your name and contact information. In this section, include your name, phone
number and email address. Optional information includes your mailing address or links to online
portfolios if appropriate.

Summary or objective

You might also choose to include a short professional statement at the top of your resume. This
section provides quick context for employers as they review your application. Those with several
years of experience in a specific industry should include a summary of their skills and
experiences. New graduates or those still in school may want to consider an objective statement
that describes your most valued, short-term goals.
Professional experience

Your professional experience section should include all relevant work experience starting with
your current or most recent position, if applicable.

For example, if you’re applying for a dental assistant position, you should list your work history
starting from your current employer and going back to the first job you obtained out of high
school or college related to the dental or healthcare industries.

Education

Your education section should be structured similarly to your professional experience. List the
most recent educational achievements first and go backward in time from there.

If you have are currently enrolled in or have completed and obtained a post-secondary degree
(Associate’s degree or above), you should not list your high school information. However, if you
graduated from high school and did not seek a post-secondary degree, you might consider
including your high school background with your GPA (if above 3.5) and any other relevant
information related to your educational experiences.

Your education section should focus on degree acquisition and coursework but can also include
other academic achievements such as certificate programs or awards.

Skills and abilities

Your skills and abilities section should highlight your most relevant competencies. Skills and
abilities can include both hard (technical) skills and soft (interpersonal) skills. Carefully review
the job posting to identify which of your skills the employer is looking for in an ideal candidate
and include them in your skills section.
An Example of a Reverse-Chronological Resume

Janet Chobot
Little Rock, Arkansas • (123) 456-7891
[email protected]

Summary

An exceptionally organized and friendly dental assistant with 3+ years of successful experience
working with dental offices and clients

Professional History

Smith Family Dentistry, Dental Assistant

July 2017 – Present

• Clean and prepare treatment rooms

• Prepare patient to be seen by for dental treatment

• Answer common patient questions about dental procedures, treatments, and issues

E&H Dental, Office Assistant

August 2015 – July 2017

• Organized client schedules

• Received patients upon arrival

• Handled client billing and paperwork

• By end of work experience, took on key dental assistant roles

Educational History

Little Road Junior College

August 2012 – June 2014

Certified Dental Assistant Program

Skills

Dental assistant skills include: DANB certification • X-ray certification • Denture impressions •
Calming personality and demeanor • Hygienic • Minor oral surgery experience
 An Example of a Functional Resume

John A. Doe
999 Main Street
Ann Arbor, MI 99999
(123) 555-1234
[email protected]

CAREER OBJECTIVE

Experienced and versatile professional with strong urban planning as well as people,
management, and research skills seeks a position in urban planning and environmental
impact analysis with a major city or Fortune 500 company.

CORE QUALIFICATIONS

• Background managing direct transportation planning and programs

• Adept at managing urban planning programs and people
• Able to anticipate and project organizational change
• Background as administrator of office operations

EXPERIENCE AND SKILLS

• Skilled in Government Guidelines

• Quality Control
• Urban Planning
• Environmental Impact Mitigation and Research

Administrative: Lead coordinator for the daily processing of thousands of checks for
payment and the mailing of confidential reports, meeting strict deadlines, and avoiding
late fees.
Problem Solving: Designed a waste-management program involving Recycle Ann
Arbor and a major book company, intended for the efficient handling of tons of
paper, cardboard, plastic, metal, and glass, achieving net savings of $20,000 per
building annually and reducing company disposal obligations.

Management: Oversaw operations of an expanding research lab, providing

expertise, commitment, and quality control during a time of significant transition.

EMPLOYMENT HISTORY

Senior Process Engineer, September 2016-Present

Zezee Corp., Ann Arbor, Mich.

Process Engineer: Technical Support, September 2012-September 2016

Zezee Corp., Ann Arbor, Mich.

Technical Professional, September 2010-September 2012

City of the Stars, Mich.

EDUCATION

Master of Business Administration (2015); GPA 3.9

Southern Nazarene University, Bethany, Okla. (Online Program)

Bachelor of Science (Emphasis: Ecosystem/Environmental Business) May 2012

Eastern Michigan University, Ypsilanti, Mich.

 An Example of a Combination Resume

Alex Lee
Scranton, Pennsylvania • (123) 456-7891 • [email protected]

Summary

A strategically-minded and hard-working sales associate with 2 years of

experience increasing sales and increasing brand awareness.

Skills

Sales and marketing skills include: Tableau (intermediate level) • Excel

(intermediate level) • SalesForce Administration (entry level) • Team player •
Hardworking • Creative

Professional History

L&O Financial, Sales Associate

August 2016—Present

 Utilize Sales Force to help manage client accounts

 Learned and used various data analytics tools, including Excel and
Tableau, to provide data insights
 Work collaboratively with other associates and managers to create new
marketing strategies
Educational History
Pennsylvania State University
August 2012 – June
L&O Financial, 2016
Intern

June 2016—August 2016

 Trained on industry financial systems

 Assisted sales teams with day-to-day operations
 Learned skills in sales and developing client relationships
 Accepted as full-time Sales Associate following successful internship
Awards Include: Magna Cum Laude, President’s Scholarship Award (2014,
2016), Academic Honors (2012-2016)

Extracurriculars include: Debate Team Captain (2015), Student

Government Treasurer (2013-2014), Habitat for Humanity (2012-2016).
ELABORATE WERE YOU
ENGAGED?
Activity 2

Name: __________________________________ Date: _______________

Program/Year/Section: _____________________ Score: _______________

Instructions:
1. Answer each of the following questions in 3 to 5 sentences. (15 Points each)
2. See Appendix A for the essay writing for rubric.
-------------------------------------------------------------------------------------------------------

1. Why are cover letters important?

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

_________________________________

_____________________________________________________________________

2. Why are résumés important?

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

_________________________________

_____________________________________________________________________
LESSON 3

THE JOB INTERVIEW

The job interview plays a pivotal role in the job application process. It is important then
that you know what to do during a job interview.

Interview Guidelines

a. Thirty (30) minutes before the appointment time the applicant must be in the venue.
b. Formal attire (business attire) is necessary to make the applicant presentable.
c. All credentials should be submitted 91 photocopy for file) the original is always on
the possession of the applicant for the purpose of authentication.
d. The photo of the applicant is at least 6 months when it was taken, to claim it recent
or latest.
e. The nature of the answer of the applicant is a factor to validate all information
declared in his/her credentials.
f. Application letter and resume’ will be filed in the company once the applicant/s
would not be hired and subject for calling again for anther interview.
g. The word “thank you” take significant role on how the employer will give his last
impression to the applicant.

10 Tips to Have a Successful Job Interview:

1. Display sense of responsibility by coming to the scheduled interview on time and
prepared.
2. Exhibit research skills by conducting a study about the employer, hiring manager
and job opportunities.
3. Suggest sense of loyalty by verbalizing intention to stay longer with the company.
4. Insinuate leadership skills by articulating that you can work with less supervision.
5. Showcase creativity by answering difficult questions with style and ease.
6. Demonstrate professionalism and proper work ethics by dressing up corporately
during the interview.
7. Be natural, optimistic, focused, confident, candid, and precise.
8. Flaunt your sensibility by asking insightful questions.
9. Illustrate confidence by positively selling yourself.
10. Exemplify social graces by thanking the interviewer for his/her time.

ELABORATE WERE YOU

ENGAGED?

Activity 3

Name: ___________________________________ Date: _______________

Program/Year/Section: ______________________ Score: ______________

Instruction: Fill in the following table with the necessary information.

Job Interview Conduct

What to do What not to do
 HOW ENGAGED
EVALUATE WERE YOU?

LEARNING MODULE 3 ASSESSMENT

Name: ___________________________________ Date: _______________

Program/Year/Section: ______________________ Score: _______________

Instructions:

1. Write a memorandum. See Appendix E for the business correspondence rubric. (16
Points)
2. Write your own cover letter. See Appendix F for the rubric for cover letter.(16
Points)
3. Write your own résumé using your preferred type. See Appendix G for the rubric
 for résumé.(16 Points)
4. Type your cover letter and résumé.
5. Use letter size bond paper.
6. Font style: Times New Roman; Font size: 12

EMBELLISH
YOUR
LEARNING!

Name: _____________________________ Date: ____________________

Program/Year/Section: ________________ Score: ____________________

Instructions:

1. Get a sample of a cover letter from any reputable website or from someone you
know. Write your source. Then, read the document and write an evaluation on how
effective or ineffective the cover letter is. (15 Points)
2. See Appendix A for the essay writing rubric.