Purposive Communication for Work - Business Writing PDF

***Photos from Training Journal/google images*** **Module 4.2 ( June 6-11 )** **EFFECTIVE COMMUNICATION AND ORAL PRESENTATION IN THE WORKPLACE: BUSINESS WRITING** **Intended Learning Outcomes** **1.** Write professional communications - business letters, office memorandum and resume. **PREPARAT...

***Photos from Training Journal/google images*** **Module 4.2 ( June 6-11 )** **EFFECTIVE COMMUNICATION AND ORAL PRESENTATION IN THE WORKPLACE: BUSINESS WRITING** **Intended Learning Outcomes** **1.** Write professional communications - business letters, office memorandum and resume. **PREPARATION QUESTION/DIAGNOSTICS** Let's Do This! Try this self-assessment test to check your understanding of writing a business letter. 1. Business letters should be simple and easy to read.\ \ True False 2. It is advisable to wait a day between writing and sending an important letter.\ \ True False 3. The date on a business letter should appear after the salutation.\ \ True False 4. It is considered standard formatting to include the recipient\'s address before the salutation in a business letter.\ \ True False 5. Header, date, address, body, and signature are the components of a business letter. **PREPARATION** C:\\Users\\WALTER\~1\\AppData\\Local\\Temp\\ksohtml10264\\wps11.jpgLet's Do This!  (Source: [[https://resumegenius.com/cover-letter-examples]](https://resumegenius.com/cover-letter-examples)) 1. Label the parts of the business letter given above. 2. Does the cover letter bring great impact to the recipient? Why? Why not? 3. What is being highlighted in the letter which makes the cover letter appealing to the recipient? **PRESENTATION** C:\\Users\\WALTER\~1\\AppData\\Local\\Temp\\ksohtml10264\\wps24.jpg Let's Read! **Letter-writing** is an essential part of business. In spite of telephone, telex and telegraphic communication the writing of letters continues; in fact most telephoned and telegraphed communications have to be confirmed in writing Keep in mind that an ***effective business letter always communicates with a person first and a business second.*** If your letter is a first-time correspondence and you do not know, or are unsure of whom to address, do your best to find out. Addressing your letter to a person improves the likelihood of receiving a reply. It is perfectly acceptable to make a phone call asking for the name of a contact person. **Here are some points to keep in mind:** - - - - - - - - **The Main Parts of a Business Letter** A **business letter** is more formal than a personal letter. It should have a margin of at least one inch on all four edges. It is always written on 8½\"x11\" (or metric equivalent) unlined stationery. There are **six** parts to a business letter. **1. The Heading.** This contains the return address (usually two or three lines) with the date on the last line. Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar. Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin. It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date. **2. The Inside Address.** This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them. This is always on the left margin. If an 8½\" x 11\" paper is folded in thirds to fit in a standard 9\" business envelope, the inside address can appear through the window in the envelope. An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable. Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting. **3. The Greeting.** Also called the salutation. The greeting in a business letter is always formal. It normally begins with the word \"Dear\" and always includes the person\'s last name. It normally has a title. Use a first name only if the title is unclear\--for example, you are writing to someone named \"Leslie,\" but do not know whether the person is male or female. The greeting in a business letter always ends in a colon. (You know you are in trouble if you get a letter from a boyfriend or girlfriend and the greeting ends in a colon\--it is not going to be friendly.) **4. The Body.** The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs. Skip a line between the greeting and the body. Skip a line between the body and the close. **5. The Complimentary Close.** This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the [**[Business Letter Style]**](http://englishplus.com/grammar/00000150.htm) that you use. It begins at the same column the heading does. The block style is becoming more widely used because there is no indenting to bother with in the whole letter. **6.The Signature Line.** Skip two lines (unless you have unusually wide or narrow lines) and type out the name to be signed. This customarily includes a middle initial but does not have to. Women may indicate how they wish to be addressed by placing **Miss, Mrs., Ms.** or similar title in parentheses before their names. **Types of Business letters** **Sales Letters** Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link. **Order Letters** Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter. **Complaint Letters** The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you. **Adjustment Letters** An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer's favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint. **Inquiry Letters** Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond. **Follow-Up Letters** Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter. **Letters of Recommendation** Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender's relationship with and opinion of the job seeker. **Acknowledgment Letters** Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place. **Letters of Resignation** When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company. **Cover Letters** Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct. **PRACTICE** **Quick Check!** - The most acceptable and readily used format for college students is the chronological resume, in which your most recent experience is first. How you choose to construct your resume, in terms of style, is up to you. For example, placing dates on the left or right or whether your contact information should be centered or on the left-hand column is your choice. Remember consistency is the name of the game. Always maintain the same style throughout your resume. **Contact Information:** Put your contact information at the top of your resume. It should include your name, address (optional), phone number, and email address. If you plan to relocate soon it is acceptable to list a permanent address. **Objective:** For most college students seeking internships or entering the professional job market, stating an objective on your resume is not necessary. Instead, bring out your interests in a cover letter that is customized for the specific job. **Education:** List your degrees in reverse chronological order, with the most recent degree first as well as any study abroad experiences. Include relevant coursework to highlight your specific skills and knowledge. If your GPA is 3.0 or above, you may list it in this section. **Experience:** List your most recent experience first and do not overlook internships, volunteer positions, and part-time employment. Use action verbs to highlight accomplishments and skills. **Leadership and Activities:** List leadership positions in university or community organizations. Highlight activities including community service, athletics (which could be a separate heading), or volunteer experience. **Academic Projects:** If you have specific academic projects that qualify you for the position, include them in their own section with details on what you accomplished. **Additional Information:** This section may stand alone under the "Additional Information" heading and highlight relevant information that may include computer skills, language skills, professional associations, university and community activities (including any offices held), and interests. **Other Headings:** Choosing to highlight information such as interests and professional associations as separate headings is acceptable if relevant to the position. Personal information (e.g., religious and political affiliations) should be omitted unless relevant to the job. **References:** Do not list your references on your resume. A prepared list of 2-4 references should be printed on a separate sheet of paper that matches your resume format. Bring a hard copy (or multiple copies, if needed) of your resume and references with you to the interview. One-page resumes are standard practice. **A curriculum vitae** (CV) refers to a summary of qualifications and education that is usually more than one page and is used when applying to academic/faculty or research-related positions. Employers prefer **resume formats** which are minimal and easy-to-read. ### - ### **Resume Checklist** No spelling, grammar, or punctuation errors Makes clear, concise, and positive impression in 30 seconds or less One page (more if writing a curriculum vitae/CV for an academic or research position) Organized, easy to read, and has a balance between content and white space Uses standard fonts including Times New Roman, Arial, Century, Helvetica, or Verdana in sizes 10, 11, or 12; do not use a font size smaller than size 10. Highlights skills and accomplishments that match keywords found in the job description Quantifies accomplishments, if possible (e.g., how much \$ raised, \# of people served and % of time saved) Utilizes accomplishment statements Action verb stating what you did How you did it Result (quantify when possible) Cites relevant publications and presentations using the bibliographic style of your field Do not use graphics, tables, or columns in your resume; Applicant Tracking Systems cannot read them NO GENERIC RESUMES! - **PRACTICE** **Quick Check!** Write **T** if the statement is **[True]** or **F** if the statement is **False** about resume. \_\_\_\_\_\_\_ 1. A references should always be sent with your résumé. \_\_\_\_\_\_\_ 2.  A résumé is a written summary of your hobbies and accomplishments. \_\_\_\_\_\_\_ 3. Relevant information to gather for a résumé includes education, work experience, skills and abilities. \_\_\_\_\_\_\_ 4. You should not share your resume electronically through e-mail. \_\_\_\_\_\_\_ 5. A resume is a formal document that presents a person\'s knowledge, skills, and abilities to potential employers. \_\_\_\_\_\_\_ 6. A resume should be detailed enough to paint a picture of your qualifications for someone that does not know you. \_\_\_\_\_\_\_ 7. Volunteer work should be included in your work experience. \_\_\_\_\_\_\_ 8. Formatting and appearance of a resume does not matter when an employer is evaluating your personality or work traits. \_\_\_\_\_\_\_ 9. Writing in slang is appropriate: \_\_\_\_\_\_\_ 10. A skill resume is organized around your strengths and is a good choice if you have if you have limited work experience. \_\_\_\_\_\_\_ 11. Resume highlights an applicant\'s qualifications for employment \_\_\_\_\_\_\_ 12. Resume should be kept updated. **PERFORMANCE** **Let's Do This!** 1. 2. **Cover Letter Rubric** +-------------+-------------+-------------+-------------+-------------+ | | Exemplary | Satisfactor | Unsatisfact | Rating | | | -- 5 | y | ory | | | | | -- 3 | -- 1 | | +=============+=============+=============+=============+=============+ | Opening | The opening | The opening | The opening | | | Paragraph | paragraph | paragraph | paragraph | | | | arouses the | is poorly | is poorly | | | | interest of | written or | written and | | | | the | is missing | is missing | | | | employer by | one of the | more than | | | | stating why | required | one of the | | | | you are | elements: | required | | | | interested | why you are | elements. | | | | in the | interested, | | | | | organizatio | specific | | | | | n, | job, where | | | | | names the | you heard | | | | | specific | of the job. | | | | | job applied | | | | | | for and | | | | | | states | | | | | | where you | | | | | | heard of | | | | | | the job. | | | | +-------------+-------------+-------------+-------------+-------------+ | Middle | The middle | The middle | The middle | | | Paragraph | paragraph | paragraph | paragraph | | | | is neatly | is poorly | is poorly | | | | written and | written and | written and | | | | creates a | does not | does not | | | | desire for | create a | make the | | | | an employer | desire for | employer | | | | to know | the | want to | | | | more about | employer to | meet the | | | | you. It | know more | individual, | | | | emphasizes | about the | emphasize | | | | the resume | student or | the resume | | | | pointing | does not | and does | | | | out | emphasize | not refer | | | | achievement | the resume. | to the job | | | | s | | description | | | | and | |. | | | | qualificati | | | | | | ons | | | | | | that meet | | | | | | the job | | | | | | description | | | | | |. | | | | +-------------+-------------+-------------+-------------+-------------+ | Closing | The closing | The closing | There is no | | | | paragraph | paragraph | closing | | | Paragraph | paves the | leaves the | paragraph. | | | | way for an | employer | | | | | interview | unsure if | | | | | by offering | the | | | | | to call in | applicant | | | | | the future. | would like | | | | | | an | | | | | | interview | | | | | | or does not | | | | | | offer to | | | | | | call in the | | | | | | future. | | | +-------------+-------------+-------------+-------------+-------------+ | Layout | The letter | The letter | There is no | | | | is | is missing | apparent | | | | organized. | 1 of the | organizatio | | | | It includes | required | n | | | | all of the | elements or | to the | | | | required | the | letter. It | | | | components | component | is missing | | | | in the | are not in | multiple | | | | correct | the correct | components. | | | | order with | order. | | | | | the correct | | | | | | spacing | | | | | | between | | | | | | elements. | | | | +-------------+-------------+-------------+-------------+-------------+ | Writing | Sentences | Sentences | Sentences | | | Skills | are fluent | are usually | are | | | | and | controlled. | generally | | | | effective. | There are | adequate. | | | | Very few | minor | There are | | | | errors in | errors in | lapses in | | | | mechanics, | mechanics, | mechanics, | | | | punctuation | punctuation | punctuation | | | | , | , | , | | | | and word | and word | and | | | | usage. | usage. | grammar. | | +-------------+-------------+-------------+-------------+-------------+ | Format | Letter | Letter does | The letter | | | | meets 100% | not include | is missing | | | | of the | one of the | more than | | | | formatting | formatting | one of the | | | | requirement | requirement | formatting | | | | s. | s. | requirement | | | | | | s. | | +-------------+-------------+-------------+-------------+-------------+ | | | Total | | | | | | Rating | | | +-------------+-------------+-------------+-------------+-------------+ | | | Total Score | | | +-------------+-------------+-------------+-------------+-------------+ Formatting Requirements: One page 10-12 size font Signed letter **Résumé Writing Rubric** Student Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\_\_\_\_\_\_ +-----------+-----------+-----------+-----------+-----------+-----------+ | Task | | | | | | | Descripti | | | | | | | on: | | | | | | | (Teacher | | | | | | | may | | | | | | | explain | | | | | | | specific | | | | | | | assignmen | | | | | | | t | | | | | | | in this | | | | | | | space.) | | | | | | +===========+===========+===========+===========+===========+===========+ | Criteria | | Exception | Admirable | Acceptabl | Attempted | | | | al | | e | | +-----------+-----------+-----------+-----------+-----------+-----------+ | **Persona | 15% | - Bolde | - Easil | - Clear | - Uncle | | l | | d | y | | ar | | Informati | | and | read | - Incom | | | on** | | easil | | plete | - Missi | | | | y | - Name | name | ng | | | | read | | | name | | | | | - Addre | - Incom | | | | | - Legal | ss | plete | - Missi | | | | name | | addre | ng | | | | | - Phone | ss | addre | | | | - Compl | numbe | | ss | | | | ete | r | - Incom | | | | | addre | | plete | - Missi | | | | ss | | phone | ng | | | | | | numbe | phone | | | | - Compl | | r | numbe | | | | ete | | | r | | | | phone | | | | | | | numbe | | | | | | | r | | | | +-----------+-----------+-----------+-----------+-----------+-----------+ | **Heading | 40% | - Each | - Most | - Unnec | - Incom | | s** | | headi | headi | essary | plete | | | | ng | ngs | headi | headi | | | | serve | serve | ngs | ngs | | | | s | a | inclu | | | | | a | purpo | ded | - Lacki | | | | purpo | se | or | ng | | | | se | for | lacki | perti | | | | for | type | ng | nent | | | | type | of | neces | infor | | | | of | résum | sary | mation | | | | résum | é  | headi | | | | | é  | | ngs | - Infor | | | | | - Inclu | | mation | | | | - Perti | des | - Gaps | lacks | | | | nent | perti | in | dates | | | | infor | nent | perti | | | | | mation | infor | nent | - Incom | | | | fits | mation | infor | plete | | | | job | under | mation | descr | | | | objec | each | | iptions | | | | tive | headi | - Infor | | | | | or | ng | mation | - Crite | | | | perso | | in | ria | | | | nal | - Infor | rando | not | | | | state | mation | m | relev | | | | ment | in | order | ant | | | | | some | | to | | | | - Infor | order | - Basic | state | | | | mation | | descr | d | | | | liste | - Descr | iptions | objec | | | | d | iptions | | tive | | | | in | fairl | - Some | | | | | rever | y | crite | | | | | se | well | ria | | | | | chron | writt | meets | | | | | ological | en | state | | | | | order | | d | | | | | | - Most | objec | | | | | - Well | crite | tive | | | | | writt | ria | | | | | | en | meets | | | | | | descr | state | | | | | | iptions | d | | | | | | | objec | | | | | | - Crite | tive | | | | | | ria | | | | | | | submi | | | | | | | tted | | | | | | | meets | | | | | | | state | | | | | | | d | | | | | | | objec | | | | | | | tive | | | | +-----------+-----------+-----------+-----------+-----------+-----------+ | **Referen | 15% | - Submi | - Notes | - Lists | - No | | ces** | | ts | that | refer | note | | | | separ | refer | ences | or | | | | ate | ences | on | list | | | | refer | are | résum | of | | | | ence | avail | é | refer | | | | sheet | able | | ences | | | | and | | | | | | | notes | | | | | | | on | | | | | | | résum | | | | | | | é | | | | | | | that | | | | | | | refer | | | | | | | ences | | | | | | | are | | | | | | | avail | | | | | | | able | | | | +-----------+-----------+-----------+-----------+-----------+-----------+ | **Appeara | 30% | - Typed | - Typed | - Typed | - Handw | | nce** | | ; | ; | ; | ritten | | | | forma | forma | poor | | | | | t | t | forma | - More | | | | corre | accep | t | than | | | | ct | table | | one | | | | | | - Crowd | page | | | | - Thoro | - One | ed | | | | | ugh | page | one | - Diffi | | | | and | | page | cult | | | | on | - Easil | | to | | | | one | y | - Diffi | read | | | | page | read | cult | | | | | | font | to | - Obvio | | | | - Profe | | read | us | | | | ssional | - Few | font | gramm | | | | font | gramm | | ar, | | | | | ar, | - Sever | usage | | | | - Corre | usage | al | , | | | | ct | , | gramm | mecha | | | | gramm | mecha | ar, | nics, | | | | ar, | nics, | usage | or | | | | usage | spell | , | spell | | | | , | ing | mecha | ing | | | | mecha | error | nics, | error | | | | nics, | s | spell | s | | | | spell | | ing | | | | | ing | - Adequ | error | - Lack | | | | | ately | s | of | | | | - Well | organ | | organ | | | | organ | ized | - Poorl | ization | | | | ized | | y | | | | | | | organ | | | | | | | ized | | +-----------+-----------+-----------+-----------+-----------+-----------+ Assignment Score \_\_\_\_\_\_\_\_\_\_\_\_\_\_ **+** Beyond/Bonus \_\_\_\_\_\_\_\_\_\_\_Final Score \_\_\_\_\_\_\_\_\_ References: Books: Barrot, J. & Sipacio, (2018). Purposive Communication in the 21^st^ Century. Quezon City: C&E Publishing, Inc. Daiton, M. & Zelley E. (2015). *Applying communication theory for professional life. A practical introduction*. 3^rd^ ed., Sage Publications. Madrunio, M & Martin I (2018) Quezon City: C&E Publishing, Inc. Magan, Rhodora, et.al. 2018. *Purposive Communication in the 21st Century*. Manila, Philippines: Mindshapers Co., Inc Pilapil, Edwin A., et.al.2018. *Purposive Communication*. Malabon City, Philippines. Mutya Publishing House, Searles, G. (2014). *Workplace Communication: The Basics*. Boston: Allyn & Bacon, 6^th^ ed. Lucas, S. (2011). The art of public speaking. NY: McGraw Hill. Wakat, G. (2018). Purposive Communication. Quezon City. Lorimar Publishing. Internet Sources: ([[http://www.free-management-ebooks.com/faqcm/effective-07.htm]](http://www.free-management-ebooks.com/faqcm/effective-07.htm)) \ \ [[http://www.healthknowledge.org.uk/public-health-textbook/organisation-management/5a-understanding-itd/effective-communication]](http://www.healthknowledge.org.uk/public-health-textbook/organisation-management/5a-understanding-itd/effective-communication) [[http://promeng.eu/downloads/training-materials/ebooks/soft-skills/effective-communication-skills.pdf]](http://promeng.eu/downloads/training-materials/ebooks/soft-skills/effective-communication-skills.pdf) Communicating in a multicultural society and world" [[https://.ted.com/talks/gordonbrown]](https://.ted.com/talks/gordonbrown) [[http://www.nytimes.com/2012/04/22/opinion/sunday/the-flight-from-conversation.html?r=0]](http://www.nytimes.com/2012/04/22/opinion/sunday/the-flight-from-conversation.html?r=0) [[https://prezi.com/sxgsoofhd5wm/united-nations-sustainable-development-goals/]](https://prezi.com/sxgsoofhd5wm/united-nations-sustainable-development-goals/)