Purposive Communication (GEC 4)

Republic of the Philippines

ISABELA STATE UNIVERSITY
City of Ilagan Campus

DEPARTMENT OF ARTS AND SCIENCES

MODULE 8: WRITTEN COMMUNICATION IN THE FINAL TERM, 1st Semester 2021-2022

WORKPLACE

Introduction

At work, written communication can include anything from emails to

contracts. It is a central part of the workplace across many industries and is
the professional pathway to keeping in touch, solidifying business
agreements, and collaborating. You can demonstrate proficiency in written
communication by composing clear, concise, and error-free messages.
Employers value this skill just as much as oral communication and are
increasingly seeking candidates with superior written communication skills.

Learning Outcomes
At the end of this lesson, you should be able to:
a. know the steps in writing a memorandum;
b. understand the importance of writing minutes of a meeting; and
c. create clear, coherent, and effective communication material in the workplace.

Learning Content

A. HOW TO IMPROVE WRITTEN COMMUNICATION IN THE WORKPLACE

We might not all be writers, but we all write. You compose written messages all the time at work – client proposals,
emails to co-workers and managers, internal memos. With all this writing, how much time do you spend ensuring that
your written communication is clear, concise and effective? Carolyn O’Hara explains in the Harvard Business Review
that busy, time-poor CEOs and managers often believe that setting aside time to improve their writing skills is fruitless.
However, having command of the written word works wonders for workplace productivity, and business profitability.
Regardless of how great your ideas are, no one will ever be able to understand – or execute – them if you cannot
properly communicate. Fortunately, author of The HBR Guide to Better Business Writing, Bryan Garner, argues that
everyone can improve their writing. Here is a collection of tips to improve your written communication in the workplace,
as explained by O’Hara.

1. Think first, write second. Remember when your Grade 10 English teacher told you to plan your essay before you
write it? She was onto something. Considering the purpose, and key message, of your communication prior to
actually putting pen to paper is incredibly fruitful. Make note of exactly what you want your audience to take away
from your email, memo, or proposal, and keep that in the back of your mind the whole time you’re writing.

2. Be straightforward. There is a time and a place for long-winded, creative language – but the workplace isn’t it. Most
of the people that will be reading your communication are time-poor, and need to know the key information right off
the bat. So, write your key point at the very top of the document – don’t hide it somewhere in the middle. Include the
key information succinctly in the email subject line if you can. Everything the audience reads after this will have more
context, considering they already know the key message.

3. Trim it down. Don’t use five words to explain something that could be said in two. Re-read your writing back to
yourself through the lens of a time-pressed manager to ensure each word is useful. As soon as a reader hits a
Page 1 of 9
 Purposive Communication (GEC 4)

sentence full of unnecessary words, they tune out. MIT Sloan School Managerial Communication lecturer Kara
Blackburn recommends using contractions, removing prepositions, and replacing -ion words with actions verbs.

4. Keep it simple. Buzzwords, acronyms and other industry-specific jargon are rampant in business writing.
Occasionally their use is inevitable, sometimes even helpful, but they certainly shouldn’t be relied upon. O’Hara
explains that if you’re using too many buzzwords, your writing looks generated, ingenuine, and even uninformed. In
addition, don’t use overly lavish language to look intelligent – generally, it stands out like a sore thumb.

5. Read everything. Everything you write, you should read back to yourself. Be critical of your own writing. Is it clear?
Does it follow a neat structure? Are your sentences too long or short? Put yourself in the shoes of your reader, and
honestly determine if your argument is presented well. Reading out loud can be really helpful here. Every time you
need to take a breath, there needs to be a comma or a full stop. Print it out, and read the hard copy – studies show
we process information better when it’s printed. Welcome feedback from colleagues on your work. After all, how else
will you learn!

6. Practice makes perfect. No one became an expert at anything overnight. Just like all skills, Blackburn explains that
writing improves with practice. Reading well-written material as often as possible is a great way to improve. Pay
attention to all written communication that you compose, taking note of sentence structure, flow, and word selection.
Blackburn suggests readying The Wall Street Journal for a great example of written style. It’s worthwhile creating a
style and grammar guide for your workplace, so every employee can improve their skills. Ensure you have time in
your day to edit and revise all your written communication – the edits you make yourself on a regular basis are the
ones that will really stick in your brain.

Key points to remember:

• Plan your communication • Don’t use unnecessary buzzwords and jargon
• Be direct • Practice your written communication
• Don’t fluff your language – keep it concise • Read and edit your work

B. WRITING MEMORANDUM/MEMORANDA (MEMOS)

When communicating with someone in a different organization, you will

usually use a letter or a fax message. If you want to communicate with
someone in your organization, you may:

1. go to his work area and speak to him

2. telephone him
3. text him
4. E-mail him
5. write him a message or an office memorandum and either leave it on
his desk or send it by internal messenger

The fifth alternative usually turns out to be the most convenient.

Memorandums can be used in written communications between people in the same organization for the following
purposes:

1. To confirm the essential points of a business conversation at which both receiver and sender were present
2. To inform a colleague/superior/subordinate of events/data/ideas
3. To give instructions
4. To request for information or assistance

Characteristics of Memorandums (Memos)

1. They begin with Date, To, From, and Subject.

2. They are short and usually cover just one topic.
3. They are usually informal.

Page 2 of 9
 Purposive Communication (GEC 4)

Some situations when a memo would not be appropriate even though the message is between people in the same
organization:

1. When an employee is given his resignation or promotion, the communication calls for a letter.
2. When sending messages concerning social occasions of personal nature such as weddings, birthday parties,
house warming, and similar occasion.

Parts of a Memo

Standard memos are divided into segments to organize the

information and to help achieve the writer's purpose.

1. Heading Segment. The heading segment follows this general format:

TO: (readers' names and job titles)

FROM: (your name and job title)

DATE: (complete and current date)

SUBJECT: (what the memo is about, highlighted in some way)

Make sure you address the reader by his or her correct name and job title. You might call the company president
"Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal
memo. Be specific and concise in your subject line. For example, "Clothes" as a subject line could mean anything
from a dress code update to a production issue. Instead use something like, "Fall Clothes Line Promotion."

2. Opening Segment. The purpose of a memo is usually found in the opening paragraph and includes: the purpose of
the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details
and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your
introduction will be depending on your memo plan style. The more direct the memo plan, the more explicit the
introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this
document. The introduction should be brief: approximately the length of a short paragraph.

3. Context. The context is the event, circumstance, or background of the problem you are solving. You may use a
paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use
the opening of a sentence to completely explain the context. Example:

"Through market research and analysis..."

Note: Include only what your reader needs, but be sure it is clear.

4. Task Segment. One essential portion of a memo is the task statement where you should describe what you are
doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like
the following examples:

"You asked that I look at...." If you want to explain your intentions, you might say, "To determine the best
method of promoting the new fall line, I will...."

Include only as much information as is needed by the decision-makers in the context, but be convincing that a
real problem exists. Do not ramble on with insignificant details. If you are having trouble putting the task into words,
consider whether you have clarified the situation. You may need to do more planning before you're ready to write
your memo. Make sure your purpose-statement forecast divides your subject into the most important topics that the
decision-maker needs.

5. Summary Segment. If your memo is longer than a page, you may want to include a separate summary segment.
However, this section is not necessary for short memos and should not take up a significant amount of space. This
segment provides a brief statement of the key recommendations you have reached. These will help your reader
Page 3 of 9
 Purposive Communication (GEC 4)

understand the key points of the memo immediately. This segment may also include references to methods and
sources you have used in your research.

6. Discussion Segments. The discussion segments are the longest portions of the memo, and are the parts in which
you include all the details that support your ideas. Begin with the information that is most important. This may mean
that you will start with key findings or recommendations. Start with your most general information and move to your
specific or supporting facts. (Be sure to use the same format when including details: strongest to weakest.) The
discussion segments include the supporting ideas, facts, and research that back up your argument in the memo.
Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is
inadequate, the memo will not be as effective as it could be.

7. Closing Segment. After the reader has absorbed all of your information, you want to close with a courteous ending
that states what action you want your reader to take. Make sure you consider how the reader will benefit from the
desired actions and how you can make those actions easier. Example:

"I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any
decisions you make."

8. Necessary Attachments. Make sure you document your findings or provide detailed information whenever
necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your
attachments in your memo and add a notation about what is attached below your closing, like this: Example:

Attached: Focus Group Results, January- May 2007

Formats of Memorandum

1. Formal Memorandum Template. This sample memo format includes some tips about how to write your memo.
These tips are also included in the memorandum template.

To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]

[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to
read.]

[Summary – Provide enough background so all readers understand the history, but again, keep it simple.]

[Conclusion – End with a call to action.]

CC: [Send copies to anyone affected by the memo.]

Attachments: [List any attachments to the memo. Only list items referred to in the body of the memo.]

2. Casual Memo Letter Template

To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]

[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to
read.]

[Summary – Provide enough background so all readers understand the history, but again, keep it simple.]

[Conclusion – End with a call to action.]

Page 4 of 9
 Purposive Communication (GEC 4)

3. Memos through the E-mail

Memos thru e-mail messages are becoming increasingly important forms of internal communication for most
companies today. They replace conversations and they are usually informal. However, they still maintain a businesslike
tone. Organizations of today which are downsizing, flattening chains of command, forming working teams, empowering
rank and file employees, giving more power in making decisions, employees find that they need more information. They
must collect, exchange, and evaluate information about the products and services they offer. Management also needs
input from employees to respond rapidly to local and global market actions. This growing demands for information results
in an increasing use of memos and especially e-mail. That is why anyone entering the business world today should
know how to write good memos and E-mail messages.

Parts of the e-mail includes:

To: _______________ The e-mail address of the sender and the

From: _____________ user is composed of the user ID and the domain.
Subject: ___________
CC: ______________
Example:[email protected]
BCG: _____________
JCRUZ is the user ID
@yahoo.com is the domain

Important Points to Remember when Writing a Memo:

• Always use a clear and specific subject line.

• Do not waste the reader’s time by using lengthy memos.
Be clear and concise.
• Use the active voice.
• Use the first person.
• Be formal.
• Avoids slangs and friendly words.
• One should use a careful and logical arrangement of
information.
• Keep the paragraphs short.
• One can use enumerations for the paragraphs.
• One can use solid capitals and center indentation for
important details.
• Use of bullets to make points.
• Always end the memo in courteous words.
• Use text fonts and color to attract attention.
• Avoid rude and thoughtless memos.
• It does not need a complimentary close or a signature.
• Proofread the content before sending.

C. WRITING MEETING MINUTES

The minutes are the account of the meeting. They serve as the official
record of the meeting. The minutes are written by the secretary from notes
that he makes during the meeting. The minutes are circulated to members
before the next meeting at which they have to be approved by the members
before being confirmed by the chairperson.

The meeting minutes is known as protocol or note, minutes are the live
written record of a meeting. They include the list of attendees, issues raised,
related responses, and final decisions taken to address the issues. Their
purpose is to record what actions have been assigned to whom, along with
the achievements and the deadlines.
Page 5 of 9
 Purposive Communication (GEC 4)

Meetings are essential to move things forward in organizations. But they're also infamous for their inefficiency:
according to Doodle 2019 state of meeting report, the cost of poorly handled meetings in 2019 will reach $399 billion
in the U.S solely.

That's why learning how to write effective meeting minutes is vital to leverage all the efforts spent in meetings
and make your team or company thrive.

Layout of the minutes of a meeting:

A. Unnumbered Sections B. Numbered Sections

• Title identifying the meeting 1. Obligatory items for ordinary meetings
• List of members present and the Presiding 1.1. Apologies for absence
Officer 1.2. Minutes of the previous meeting
• Formal opening of the meeting (The 1.3. Matters arising
chairperson calls the meeting to order) 2. Items for discussion at this meeting (Discussion
of the agenda)

Format of Minutes of Meeting

A minute of meeting normally includes the following elements:

Name of the company − to the top-left of the page.

Date − to the top-right of the page.

Topic − after two return keys; Center-aligned.

Meeting Presider – person in-charge of the meeting

Time Started

Attendees − name and designation (2 columns of a table).

Absentees − name, roles, reasons for absenteeism. (3 columns)

Agenda at hand − topic to be discussed.

Issues raised − along with the names of the speakers.

Suggestions − made along with the names of the speakers.

Decision − the outcome of the meeting.

Task List − task allotted and the respective allottee.

Future Meetings − the date and topic of the next meeting

Time Ended

Recorded by: ___________________, Minute Secretary

Signed and Attested by: ___________________, Meeting Presider

Page 6 of 9
 Purposive Communication (GEC 4)

If an item appears on the agenda, it must also appear in the minutes even if nothing came up on it during the
meeting. For example, if all members were present, that is, no one was absent, this must be noted under the heading
“Apologies for Absence” as follows:

1. Apologies for Absence. There were no apologies for absence.

2. Matters arising. There were none or there were no matters arising.
3. Any other business. There was none or there was no other business. If amendments were made to the minutes
of the previous meeting, these should be noted in the minimum. Example:

Mr. Reyes pointed out that his name was not spelled correctly. The secretary made the corrections.

Ms. Bautista requested that it be recorded in the minutes that she was opposed to the proposal to hire an
additional technician. The chairperson asked the secretary to insert, “Ms. Bautista objected to the proposal that the
management should hire an additional technician.” The minutes were accepted with the above amendments.

https://www.thebalancecareers.com/thmb/OY-3bovdpBiCYW7cIiL9ZzFRuAQ=/3000x2000/filters:fill(auto,1)/how-to-take-meeting-minutes-
524780_final-a6c6eb5572e642a2afc53369e02d8529.png

Kinds of Minutes According to Form

The amount of detail in the minutes varies. As decided by the group, it may either be:

1. Condensed. Only the wording of the motion, the proposer and seconder, the number of votes and the decision
appear.
2. Detailed. It includes a description of the discussions preceding the voting.

Note: In most minutes the discussions are summarized instead of being reported word for word.

Page 7 of 9
 Purposive Communication (GEC 4)

Language Used for Writing Minutes

1. The language of minutes is formal in style. The secretary does not refer to himself…
a. as I but as the Secretary of Mr. X/Miss Y. When names are used, the surname
b. preceded by Mr./Miss/Mrs. and another honorific as Dr/Sir/Madam are used.

2. The past tense of the verb is used to relate what happened at the meeting.
Example: “As there were no amendments, the chairperson confirmed the minutes.”

3. What happened before the meeting is related in the past perfect.

Example: The residents had complained about the equipment.

4. Both active and passive voice are acceptable.

Examples:
Active: The chairperson confirmed the minutes.
Passive: The minutes were confirmed by the chairperson.

5. Accounts of what was said in the meeting are given in reported or indirect speech. Suitable adjustments have
to be made to the verbs: when converting from direct to indirect speech, the verbs must be moved back in time.
Example:
Mrs. Duque asks, “Has the new set been purchased?”
Mrs. Duque asked whether the new set has been purchased.

6. Expressions of time and nearness must also be changed, as shown in the table below.

Direct speech Indirect speech

tomorrow the next day
today that day
yesterday the previous day
last month/year/week the previous month, year, date (or give the month, year, date)
two years ago two years before then
now then
here there
this that, the
these those

Examples:
• Mrs. Dela Cruz said, “The meeting can be held tomorrow.”
• Mrs. Dela Cruz said that the meeting can be held the next day.
• Mrs. Lopez said, “The meeting could be held in that room.”
• Mrs. Lopez said that the meeting could be held in that room.

7. The pronouns and possessive adjectives must be in the third person, not the first or second person. Sometimes,
the person we/us in direct speech is replaced by “the committee” or “the meeting” when it refers to the members
as a group.

Examples:
• Mr. Gloria said that he would approach the relevant committee.
• Mr. Gloria said, “I will approach the relevant authorities…”
• Mr. Tanedo said the committee should investigate...
• Mr. Tanedo said, “We should investigate the matter…”
• Mr. Domingo said that he would contact his friend.
• Mr. Domingo said, “I will contact my friend.”

Page 8 of 9
 Purposive Communication (GEC 4)

8. When writing minutes, avoid using the same reporting verb. Instead of said, the following verbs may be used
as:
explained announced agreed stated informed
reported pointed out suggested opposed assumed
commented agreed explained supported remarked

Learning Materials and Resources for Supplementary Reading

• https://www.ziprecruiter.com/blog/written-communication-skills-at-work/
• https://blog.hubspot.com/marketing/how-write-memo
• https://slite.com/learn/meeting-minutes

Evaluation

Activity WRITTEN COMMUNICATION

Directions: Produce a clear, coherent, and effective communication materials. Encode your written communication in
the workplace samples in an A4 size document and convert to PDF. Submit via Google Classroom.

Scenario: Assuming that you are the secretary of the committee in the school/institution/company you are working to.
Produce the following written communication in your workplace:

A. Write a memo for a scheduled meeting asked by your principal/president/chairman.

B. Write the minutes of the meeting.

Note: Make sure to align this activity to your chosen career.

RUBRIC
CRITERIA POINTS PER ITEM
1. Context of and Purpose for Writing 15
2. Content Development 15
3. Genre and Disciplinary Conventions 10
4. Sources and Evidence 5
5. Control of Syntax and Mechanics 15
TOTAL 60

Flexible Teaching and Learning Modalities (FTLM)

• Synchronous: FB, Messenger, Zoom, Google Form, Google Classroom
• Asynchronous: Modular/ Self-directed modules

References
Francisco, I.B. (2006). English for Occupational Purposes. ISBN 978-971-23-4547-0. Sampaloc,Manila: Rex Book
Store, Inc.
Baraceros, E.L. (2011).Technical Writing in This Era of Globalization and Modern Technology. ISBN 978-971-23-5933-
0. Quezon City, Philippines: Rex Book Store, Inc.
Wakat, G.S. et al. (2018).Purposive Communication .Quezon City, Metro Manila: Lorimar Publishing, Inc.writing
https://roubler.com/resources/blog/written-communication/ (accessed on December 8, 2020)

Course Instructor: KERUBIN JAN F. LAMORENA, LPT, MAEd

Page 9 of 9