Reading and Writing Reviewer 2024-2025 PDF

R E A D I N G A N D W R I T I N G FOURTH QUARTER PERIOD | SECOND SEMESTER SY 2024 – 2025 GENERAL REVIEWER INTRODUCTION TO CORRESPONDENCE Business Correspondence refers to letters exchanged for business-r...

R E A D I N G A N D W R I T I N G FOURTH QUARTER PERIOD | SECOND SEMESTER SY 2024 – 2025 GENERAL REVIEWER INTRODUCTION TO CORRESPONDENCE Business Correspondence refers to letters exchanged for business-related activities such as requests, inquiries, orders, and complaints. Effective business correspondence should be concise, tactful, and accurate. Professional Correspondence includes any written communication with a potential employer that can create either a positive or negative impression. Essential Parts of a Letter 1. Letterhead / Heading, identifies the writer, including their name, address, and contact details. 2. Date, indicates when the letter was written. It is placed between the letterhead and the inside address. 3. Inside Address, identifies the recipient’s name, position, company, and address. It is positioned immediately below the date. 4. Salutation, a formal greeting addressed to the recipient. SALUTATION COMPLIMENTARY CLOSE Respectfully yours, Respectfully, Very Highly Formal Dear Sir/Ma’am: respectfully Very truly yours, Yours very truly, Yours Formal Dear Sir/Ma’am: truly Less Formal Dear Mr. Ramos: Sincerely yours, Yours, Cordially yours As ever, Best regards, Kindest regards, Informal Dear John: Regards 5. Body, contains the main message of the letter. Paragraphs are single-spaced, with double- spacing between them for clarity. 6. Complimentary Close, a polite expression used to end the letter. (Refer to the textbook, p. 326, for different levels of formality.) 7. Signature Block, includes the sender’s signature and typed name, which can be formatted in all caps (e.g., HARRY DAMUS) or in title case (e.g., Harry Damus). READING AND WRITING 2024 – 2025 1 Optional Parts of a Letter 1. Attention Line (ATTN:) Used when addressing the entire company but directing the letter to a specific individual. 2. Identification Initials Indicate the typist’s initials if the sender did not personally type the document. 3. Enclosure Notation (ENC:) Refers to any attachments included with the letter. 4. Copy Notation (CC:) Identifies secondary recipients of the letter. CC stands for carbon copy or courtesy copy. 5. Postscript (P.S.) Used to add a personal note or additional information not included in the body of the letter. Letter Formats 1. Full Block Format All elements of the letter (heading, date, inside address, salutation, body, complimentary close, and signature) are left-aligned. There is no indentation in paragraphs; each paragraph starts at the left margin. This format is the most commonly used in business correspondence due to its simplicity and clarity. 2. Modified Block Format Similar to Full Block, but the date, complimentary close, and signature block are right-aligned instead of left-aligned. The body paragraphs remain left-aligned, with no indentation. This format gives a more balanced and traditional appearance while maintaining professionalism. 3. Semi-Block Format The date, complimentary close, and signature block are right-aligned, like in the Modified Block format. However, the body paragraphs are indented (usually 0.5 inches or one tab space). This format is the most formal and is often used for professional letters with a more polished yet approachable tone. READING AND WRITING 2024 – 2025 2 Letter-writing Tips 1. Use correct format, punctuation, spelling, and grammar. 2. Present your ideas clearly by using a language appropriate for the target readers. 3. Arrange your ideas logically. 4. Use an active voice as much as possible. Apply a direct but tactful tone. 5. Focus on the readers by using the "you" approach; this means writing in such a way that you are talking directly to the reader. 6. Specify the name of the receiver of the letter. However, if it is impossible to get the name of the receiver, use a generic title (e.g., Dear Sales Director). 7. Leave three to five blank lines for a signature before typing your name in the signature block. 8. Never use plain numerals for dates as it may create confusion. Instead of using 01/02/19, use January 2, 2019 or 2 January 2019. MEMORANDUM AND ELECTRONIC MAIL Memorandum (Memo) ✓ A memo is used to inform or persuade individuals within an organization. ✓ The word memo comes from the Latin memorare, meaning "to remember." ✓ Memos follow the inverted pyramid structure, presenting the most important information first. Parts of a Memorandum 1. Memohead, identifies the department or office, including its address and contact details. 2. To Line, indicates the recipient’s name and title. 3. From Line, indicates the sender’s name. The sender should affix their initials to the right of their name for verification. 4. Date Line, provides a chronological record for reference. 5. Subject Line, clearly states the main topic of the memo. The term "Subject" is preferred over the outdated "Re." 6. Body, contains the main message of the memo. Notes on Writing a Memorandum ✓ Paragraphs are single-spaced, with double-spacing between them. ✓ No indentation is used in memo paragraphs. ✓ Use topic headings for easy navigation when covering multiple subtopics. ✓ For memos over one page, include the recipient’s name, date, and page number three lines from the top (e.g., Mr. Roxas, July 14, 2018, Page 2). READING AND WRITING 2024 – 2025 3  Types of Memorandums 1. Instruction Memorandum – Provides clear directions or procedures for the reader to follow. 2. Request Memorandum – Asks the recipient to provide information or take specific action. 3. Announcement Memorandum – Communicates important updates about events, people, or changes. 4. Transmittal Memorandum – Serves as a cover note for an attached formal or detailed document. 5. Authorization Memorandum – Grants permission or approval for a specific action. See examples below: 1. Announcement Memo Subject : Office Renovation Schedule and Temporary Work Arrangements To : All Employees From : Juan Dela Cruz, Office Manager Date : February 13, 2025 The office will undergo renovations starting March 1, 2025, focusing on improvements to flooring, lighting, and overall workspace enhancements. The renovation will take place on the 2nd and 3rd floors of the main office building and is expected to be completed by April 15, 2025. These upgrades aim to create a more efficient and comfortable work environment. During the renovation period, employees will either work remotely or be assigned to designated temporary workspaces. Further details on work arrangements will be communicated soon. Any concerns or questions should be directed to the HR department. 2. Request Memo Subject : Request for Additional Budget for IT Equipment To : Finance Department From : Juan Dela Cruz, IT Manager Date : February 13, 2025 An additional budget of Php150,000 is requested to purchase upgraded IT equipment. Outdated laptops and software have negatively impacted efficiency and security across departments. The requested funds will be allocated toward purchasing 10 new laptops and updating cybersecurity software to ensure operational efficiency. The funds are required by March 1, 2025, to facilitate timely procurement and deployment. A detailed breakdown of the proposed expenses is attached for review. Approval is expected at the earliest convenience. READING AND WRITING 2024 – 2025 4 3. Instruction Memo Subject : New Employee Onboarding Process Update To : HR Department From : Juan Dela Cruz, Director of HR Date : February 13, 2025 Effective immediately, the HR team must implement the updated onboarding process for all new employees. The revised process includes an orientation session, a mentorship program, and an IT setup checklist to ensure a seamless transition for new hires. These changes apply to all company locations and are designed to improve employee retention and productivity. The new onboarding procedure takes effect on February 15, 2025. Full details are outlined in the attached document. Direct any questions or concerns to the HR office. 4. Transmittal Memo Subject : Submission of Monthly Sales Report To : Marketing and Finance Teams From : Juan Dela Cruz, Sales Manager Date : February 13, 2025 The Monthly Sales Report for January 2025 is submitted for review. The report provides a comprehensive analysis of sales performance, including revenue breakdowns, customer insights, and recommendations for the next quarter. This document is essential for evaluating current strategies and making informed decisions for future growth. Submission was completed on February 13, 2025, via email, and a copy has been uploaded to the shared drive. Review and provide feedback by February 20, 2025. Direct any inquiries to the sales department. 5. Authorization Memo Subject : Approval for Overtime Work Request To : Payroll Department From : Juan Dela Cruz, Operations Manager Date : February 13, 2025 Authorization is granted for overtime pay for the customer support team for February 2025. Increased customer inquiries have necessitated additional working hours to maintain service efficiency. Overtime work will be compensated for the period of February 1 to February 28, 2025. Employees will track overtime using the company’s timekeeping system, and payroll is instructed to process payments accordingly. Any concerns or additional requirements must be reported immediately. READING AND WRITING 2024 – 2025 5  Writing Tips for Memorandums 1. Follow the correct format and use professional language. 2. Use bullet points or numbered lists for clarity. 3. Maintain a positive tone, use concise wording, and prefer active verbs. 4. Use headings to highlight key topics. 5. Proofread to eliminate grammatical and typographical errors. 6. Sign next to your typed name (sender). 7. Align To, From, Date, and Subject lines to the left margin. 8. End with a simple closing, such as Thank you or a directive (e.g., For your compliance, For immediate action). 9. Avoid plain numerals for dates to prevent confusion. Instead of 01/02/19, use January 2, 2019 or 2 January 2019. Electronic Mail (Email) Electronic mail (email) is a digital communication method used to send and receive messages over the Internet or other computer networks. It enables users to exchange text-based messages along with attachments such as documents, images, and other files. Email is widely used for personal, professional, and business communication, allowing instant message delivery across the globe. Parts of an Email 1. To Line – Specifies the primary recipient(s) of the email. 2. CC (Carbon Copy) – Sends a copy of the email to additional recipients who should be informed but are not the main audience. 3. BCC (Blind Carbon Copy) – Sends a copy to recipients without revealing their addresses to others. 4. Subject Line – A brief summary of the email’s purpose. 5. Salutation, – A greeting to the recipient (e.g., Dear Mr. Smith, or Hello, Jane,). 6. Body – The main content of the email, typically structured into clear paragraphs. 7. Complimentary Close – A polite ending phrase (e.g., Best regards, Sincerely,). 8. Physical Address (Optional) – Can be included in the email signature for formal or business emails. Advantages of Email Communication: 1. Delivers messages instantly to the recipient. 2. Provides easy confirmation of message receipt. 3. Cost-effective and user-friendly. 4. Allows original messages to be easily referenced through email threads. 5. Eco-friendly since it eliminates the need for paper. 6. Offers automated notifications (e.g., vacation replies) when the recipient is unavailable. READING AND WRITING 2024 – 2025 6 Disadvantages of Email Communication: 1. Emails can carry viruses if attachments are unsafe. 2. Some official documents cannot be sent due to security or legal restrictions. 3. Emails are a common tool for scams, requiring careful scrutiny. 4. Sending emails is reliant on an internet connection and can be affected by technical issues. Writing Tips for Effective Email Communication: 1. Evaluate whether email is the best communication method or if a face-to-face meeting, phone call, or memo would be more effective. 2. Craft a subject line that is relevant to the recipient’s needs, as unclear subject lines often lead to deletion. 3. Do not change the subject line when replying to an ongoing conversation. 4. Keep the subject line concise yet specific (e.g., use "Adjustment in Seminar Schedule" instead of "Schedule"). 5. List primary recipients in the "To" line and secondary recipients in the "CC" line. 6. Double-check email addresses to ensure accuracy. 7. Keep messages clear, concise, and to the point. 8. Never share or publish an email without the sender’s permission. 9. State your purpose clearly in the first sentence. 10. Organize sent and received emails into folders with descriptive names (e.g., Trainings, Directives, Minutes). 11. Use standard email formatting and avoid typing in ALL CAPS. 12. For important messages, consider drafting them first in a word processor. 13. Maintain professionalism—avoid emoticons and informal internet slang (e.g., LOL, BRB). 14. When attaching files, use descriptive filenames (e.g., JessieBarrot- CoverLetter instead of jsbletter). 15. Ensure attachments are correct and easily accessible by the recipient. READING AND WRITING 2024 – 2025 7  LETTER OF INQUIRY AND QUOTATION A Letter of Inquiry (LOI) is a formal document or communication written to request information, clarification, or details about a specific subject, service, product, or opportunity. The purpose of this letter is to gather necessary information in a polite and professional manner, often to help the writer make an informed decision or take the next steps in a process. Writing a Letter of Inquiry typically involves five key sections: 1. Begin with a formal salutation addressing the recipient by name (if known) or their designation. Introduce yourself or the organization you represent to establish credibility and context. State the general purpose of your inquiry in one or two sentences. Example: I am a Program Coordinator for Future Skills Academy. I am reaching out to inquire about your organization’s advanced training programs for digital marketing professionals. 2. Provide a clear and concise outline of the specific information or details you are requesting. List your questions in bullet points or short, structured paragraphs to ensure clarity and readability. Be polite and avoid overly demanding language. Example: I would greatly appreciate it if you could provide information on the following: § The schedule and duration of your courses. § Available certification options. § The cost and payment methods. 3. Explain why you are seeking the information or how it relates to your goals, interests, or responsibilities. This section adds context, helping the recipient understand the importance of your inquiry. Example: As our organization aims to enhance professional development for our employees, we are exploring programs that align with their skill-building needs. Your training courses seem highly relevant to this initiative. 4. Politely indicate when you need the requested information, especially if it’s time- sensitive. Use a courteous tone and provide a reasonable deadline. Example: If possible, I kindly request your response by February 10, 2025, to allow ample time for us to finalize our decision. READING AND WRITING 2024 – 2025 8  5. End your letter by expressing gratitude for the recipient’s time and assistance.Mention your willingness to provide additional information if needed.Offer a way to follow up (e.g., your contact details). Example: Thank you for taking the time to address my inquiry. Please do not hesitate to contact me at [email protected] or (123) 456-7890 if you need further details. I look forward to your response. See more examples below: READING AND WRITING 2024 – 2025 9 A Letter of Quotation (LOQ) is a formal business document sent in response to a Letter of Inquiry (LOI). It provides a detailed breakdown of the terms and conditions for a proposed transaction, including product descriptions, pricing, payment terms, delivery schedules, and other relevant details. The purpose of an LOQ is to inform a potential buyer about the cost and availability of requested products or services while setting the stage for a business agreement. Key Components of a Letter of Quotation 1. Express Gratitude – Begin by thanking the recipient for their inquiry, acknowledging their interest in your products or services. Example: Thank you for your interest in our office furniture solutions. We appreciate your inquiry and are pleased to provide you with the requested quotation. 2. Provide Product or Service Details – Clearly outline pricing, specifications, and key features of the items or services being offered. If applicable, include variations or alternatives that may suit the buyer’s needs. Example: We are pleased to offer the following items: o Ergonomic Office Chair – $250 per unit o Adjustable Standing Desk – $500 per unit o Bulk order discount: 10% on purchases of 10 or more units 3. Explain Payment Terms – Specify the payment terms and conditions, including payment timelines and any advance deposits required. Example: Payment must be made within 30 days of invoice issuance. A 50% deposit is required for orders exceeding $5,000. 4. Detail Payment Methods – List the accepted payment methods, such as credit card, bank transfer, or check, and include any relevant instructions. Example: We accept payments via bank transfer, PayPal, and major credit cards. Bank transfer details will be provided upon confirmation of the order. READING AND WRITING 2024 – 2025 10  5. Highlight Discounts and Additional Benefits – If applicable, mention discounts, special offers, or additional services (e.g., free shipping, extended warranty) to make the quotation more competitive. Example: As a valued customer, we are pleased to offer free shipping on all orders above $2,000. Additionally, a 5% discount is available for first- time clients. See more examples below: READING AND WRITING 2024 – 2025 11  JOB APPLICATION LETTER WRITING A job application letter, also known as a cover letter, is a formal business correspondence that expresses your intention to apply for a position in a specific organization. It should always accompany your resumé when applying for a job. A cover letter may serve different purposes: It can be a response to a job advertisement. It can be an unsolicited inquiry to a prospective employer as part of a direct mail strategy. It may also be addressed to a recruitment agency to express interest in job opportunities. Types of Application Letters 1. Solicited Application Letter – Written when responding to a job advertisement. 2. Unsolicited Application Letter – Sent without a job advertisement, expressing interest in potential job openings. Structure of an Application Letter A job application letter consists of three key paragraphs: 1. Introduction State your purpose for writing. Mention how you learned about the job (e.g., job ad, website, referral). Include an engaging statement to grab the employer’s attention. Express enthusiasm for the company by learning something about them. Example: As a results-driven digital marketing professional, I am eager to apply for the Marketing Associate position at ABC Corporation. Your company’s commitment to innovation and customer engagement aligns with my expertise in content creation, SEO, and data-driven campaigns. With a proven ability to develop impactful marketing strategies, I am excited about the opportunity to contribute to your dynamic team. 2. Body Highlight relevant experience, education, and skills. Explain how your qualifications benefit the company. Reference specific details in your resumé that support your suitability for the role. READING AND WRITING 2024 – 2025 12  Example: With three years of experience in content marketing and social media management, I have developed expertise in crafting compelling digital campaigns that drive customer engagement. At XYZ Agency, I led a campaign that increased brand awareness by 35% within six months. My ability to analyze data and optimize strategies would help ABC Corp. enhance its marketing performance and reach a broader audience. Additionally, my Google Ads certification and proficiency in SEO tools position me to strengthen your online presence and lead-generation efforts. As detailed in my resumé, my analytical mindset and creativity ensure impactful marketing strategies that align with ABC Corp.'s goals. I look forward to the opportunity to contribute to your team’s success. 3. Conclusion Express interest in an interview. Provide contact details. Show enthusiasm for a response. Politely thank the employer. Example: I would welcome the opportunity to discuss how my skills align with ABC Corp.'s goals. I am available for an interview at your convenience and can be reached at (123) 456-7890 or via email at [email protected]. Thank you for your time and consideration. I look forward to your response. Tips for Writing This Section of a Cover Letter: 1. Highlight Relevant Experience: 2. Show How You Can Benefit the Company: 3. Incorporate Industry-Specific Skills: 4. Refer to Your Resumé Strategically: 5. Keep It Concise and Engaging: READING AND WRITING 2024 – 2025 13 Sample 1: I recently came across your job posting for a part-time instructor on your bulletin board and would like to express my interest in the position. With a strong background in microbiology education and a commitment to excellence in teaching, I am confident in my ability to contribute effectively to your esteemed institution. Your 30-year legacy in academia is truly inspiring, and I would be honored to be part of your team, helping uphold its reputation for academic excellence. I hold a Bachelor’s degree in Secondary Education, majoring in Microbiology, and a Master’s degree in the same field from the University of the Philippines - Diliman. As an exclusive member of the Asian Progressive Microbiologists since 2010, I have had the opportunity to attend international training programs, enhancing my expertise. Currently, I serve as a guest lecturer at the University of the Philippines – Clark, where I have gained valuable experience in engaging students and delivering high-quality instruction. My qualifications, experience, and passion for education make me a strong candidate for this role. I have attached my resumé for your review and look forward to the opportunity to discuss how my skills can benefit your institution. Sample 2: I am excited to apply for the Digital Marketing Officer position at [Company Name]. With a strong background in digital strategy, content creation, and data-driven marketing, I am eager to contribute to your company's growth and online presence. Your organization's commitment to innovation and digital excellence aligns perfectly with my expertise and professional goals. I hold a Bachelor’s degree in Marketing and have [X] years of experience in SEO, social media management, and paid advertising. As a certified Google Ads professional, I have successfully led campaigns that increased brand engagement by [X]% and boosted conversion rates. Currently, as a [Current Role] at [Current Company], I manage multi-channel digital campaigns, analyze market trends, and optimize content strategies to drive business results. My skills in marketing analytics, audience targeting, and campaign optimization make me a valuable addition to your team. I have attached my resumé for your review and would love the opportunity to discuss how I can help elevate your brand’s digital presence. Sample 3: I am excited to apply for the Accountant position at [Company Name]. With a Bachelor’s degree in Accounting and [X] years of experience in financial reporting, budgeting, and tax compliance, I am confident in my ability to support your company’s financial operations. As a Certified Public Accountant (CPA) [if applicable], I have successfully managed budget forecasting, reconciliations, and cost reduction strategies, improving financial efficiency at [Current Company]. My proficiency in QuickBooks, SAP, and Excel ensures accuracy and streamlined reporting. I have attached my resumé and would love the opportunity to discuss how my skills can benefit your team. READING AND WRITING 2024 – 2025 14  RESUME WRITING A resumé is a brief document summarizing an individual's education, work experience, skills, and qualifications. It serves as a marketing tool tailored for job applications, highlighting an applicant's suitability for a role. The term "resumé" comes from the French word "résumé," meaning "summary." Why is a Resumé Important? Showcases relevant skills and qualifications. Demonstrates eligibility for a position. Functions as a persuasive document leading to an interview. Traditional vs. Electronic Resumé A traditional resumé is a printed document, whereas an e-resumé is a digital version that can be shared online, stored, and searched for keywords—making it more accessible and cost- effective. Comparison of Resumé, Curriculum Vitae (CV), and Biodata Resumé Curriculum Vitae Biodata A comprehensive A personal document document detailing A brief summary of education, listing details such as academic background, Definition skills, and work experience name, date of birth, research, work tailored for a specific job. gender, marital status, experience, and and education. achievements. Latin: curriculum Origin French: résumé ("summary") Short for biographical data vitae ("course of life") 2+ pages (often 5–10+ for Length 1–2 pages 1–3 pages academic CVs) Used in academia, Used for government jobs, research, and medical Used for job applications in personal records, and Purpose fields for grants, corporate/private sectors. arranged marriages in fellowships, and some countries. teaching positions. Government jobs, Corporate jobs, marketing, IT, Academia, research, personal background Used In business, engineering, medicine, teaching, records, and cultural finance. grants. settings. READING AND WRITING 2024 – 2025 15 PARTS OF A RESUMÉ 1. Contact Information Include your name, address, phone number, and professional email. Omit personal details like marital status or religion. Use bold formatting for emphasis. Example: JUAN DELA CRUZ Lot 2 Block 12 Kennedy St., Sto. Domingo, Angeles City 0992 123 4567 | [email protected] 2. Summary of Qualifications (for professionals with 5+ years of experience) One to four sentences highlighting key skills, experience, and achievements. Written in third person, active voice. Example: "Results-driven accountant with expertise in financial reporting, tax compliance, and cost reduction strategies. Proven ability to optimize budgets and ensure regulatory compliance." 3. Objective Statement (for entry-level applicants) States job title, function, and value proposition. Example: "Detail-oriented Accounting Graduate eager to apply financial analysis skills in a dynamic firm. Passionate about optimizing financial operations and ensuring accuracy in reporting." 4. Employment History List most recent job first. Include company name, role, dates, and responsibilities. Example: Senior Accountant, XYZ Firm, Angeles City (April 2018 – Present) Managed financial reporting, budgeting, and tax compliance. Improved cost efficiency, reducing expenses by 15%. READING AND WRITING 2024 – 2025 16 5. Education List most recent degree first, including school, graduation year, and honors. Example: Master of Business Administration (MBA), Quezon City (2020) University of the Philippines, Diliman 6. Skills Highlight technical, managerial, and interpersonal skills. Example: Proficient in QuickBooks, SAP, and Excel. Strong leadership and problem-solving abilities. 7. Training & Certifications (if applicable) List relevant training programs or certifications. Example: Certified Public Accountant (CPA) – Passed in 2018 8. Professional Organizations (if applicable) Mention memberships in industry-related associations. Example: Member, Philippine Institute of Certified Public Accountants (PICPA) 9. Honors & Awards (if applicable) Highlight significant recognitions. Example: Best Thesis Award, University of the Philippines (2018) 10. References Either state "Available upon request" or list up to three professional references with their contact details. TYPES OF RESUMÉS 1. Reverse Chronological (Preferred by employers; lists jobs from most to least recent.) 2. Functional (Focuses on skills, ideal for career changers or fresh graduates.) 3. Targeted (Tailored to match a specific job posting point-for-point.) 4. Combination (Blends reverse chronological and functional styles.) READING AND WRITING 2024 – 2025 17