Reading and Writing Second Quarter Exam Reviewer PDF

2. Date - it indicates the date the letter was INTRODUCTION TO written. The date is placed between the CORRESPONDENCE letterhead and the inside address. 3. Inside Address - it id...

2. Date - it indicates the date the letter was INTRODUCTION TO written. The date is placed between the CORRESPONDENCE letterhead and the inside address. 3. Inside Address - it identifies the reader's  Correspondence – exchange of name, position and company, and communication through letters or emails, address. The inside address is placed two-way communication. immediately below the date. 4. Salutation - it refers to the writer's formal greeting to the reader. 2 TYPES OF  Formal ( : ) CORRESPONDENCE  Informal ( , )  Business Correspondence - are letters 5. Body - it contains the message of the sent to transact business-related activities letter. Paragraphs are single spaced like requests, inquiries, orders, internally but double-spaced to separate complaints, etc. These letters can be paragraphs. achieved through a concise, tactful, and 6. Complimentary Close - it refers to the accurate writing style. expression used to end a letter. [see the  Professional Correspondence - is any level of formality of the closes in the written interaction with a potential Textbook, p.326] employer that gives an opportunity to 7. Signature Block - it includes the make a positive or negative impression signature and the typed name of the for a professional. sender. The typed name can be in all caps (e.g., HARRY DAMUS) or CLC format  An effective business letter elicits the (e.g., Harry Damus). expected response from the readers.  3 – 5 blank spaces THREE TYPES OF WRITING SALUTATION COMPLIMENTARY STYLES: CLOSE Highly Dear Sir/Ma’am: Respectfully yours, 1) Concise Formal Respectfully, Very 2) Tactful respectfully 3) Accurate Formal Dear Sir/Ma’am: Very truly yours, Yours very truly, Yours truly SERVES SEVERAL PURPOSES: Less Formal Dear Mr. Ramos: Sincerely yours, Yours, - Sale efforts Cordially yours Informal Dear John: As ever, Best regards, - Complaints Kindest regards, - Information dissemination Regards - Relationship building - For problem-solving OPTIONAL PARTS OF A - Etc. LETTER 1. Attention Line - it is used when the ESSENTIAL PARTS OF A writer wishes to address the whole LETTER company but wants to bring it to the 1. Letterhead / Heading - it identifies the attention of a particular person in the writer, his/her address, and contact company. (ATTN:) numbers. 2. Identification Initials - it indicates the way that you are talking directly to the typist's initials if the sender is not the one reader. who personally typed the document. 6) Specify the name of the receiver of the 3. Enclosure Notation - it refers to the letter. However, if it is impossible to get attachments to the letter. (ENC:) the name of the receiver, use a generic 4. Copy Notation - it indicates the name of title (e.g., Dear Sales Director). the secondary recipients of the letter. The 7) Leave three to five blank lines for a copy notation is indicated by (CC:) which signature before typing your name in the means carbon copy or courtesy copy. signature block. 5. Postscript (PS) - it is used when the 8) Never use plain numerals for dates as it sender of the letter wants to add personal may create confusion. Instead of using or other statements that are not part of the 01/02/19, use January 2, 2019 or 2 body of the letter. January 2019. LETTER FORMATS MEMORANDUM OR MEMO MEMORANDUM OR MEMO  Memorandum comes from the Latin term memorare which means “to remember”  It is meant to inform as well as to persuade people within an organization.  It follows an inverted pyramid – from  Full Block – most commonly used format most to least important information.  Modified Block – another widely used  A memo allows detailed and accurate  Semi-Block – least used style information to reach a large number of readers at the same time.  For Letterhead, it can be arrange to anywhere.  For Heading, should follow the format of the letter. LETTER-WRITING TIPS 1) Use correct format, punctuation, spelling, and grammar. LETTER VS MEMO 2) Present your ideas clearly by using a Letter: language appropriate for the target  Well-formatted / formal readers.  Can be sent to anyone 3) Arrange your ideas logically.  Can be written by anyone 4) Use an active voice as much as possible.  Requires seven basic parts of a letter Apply a direct but tactful tone.  Authenticated signature is a must 5) Focus on the readers by using the "you" approach; this means writing in such a Memo: 5. Subject line – announces the main  Less formal content  Can only be sent within the org. 6. Body – contains the message of the  Only some with a position can make memo.  Does not require Salutation and  Single space internally, but double Complimentary Close space per paragraph  Signature is not needed  Paragraphs are not indented 7. Identification Initials – indicates the SAMPLE MEMO typist’s initials if the sender is not the one who personally typed the document 8. Enclosure note – refers to the attachments to the memo  Enclosures (2)  Enclosure  enc. / encl. 9. Copy notation – name of secondary recipient  cc – carbon copy or courtesy copy WRITING A MEMO  Use the correct format and standard use of language.  Use a bullet or numbered list to enumerate information.  Use a positive tone, concise wording, and active verbs.  Use headings to highlight topics.  Check for and remove grammatical and typographical errors.  Sign beside your typed name (sender).  Flush left the To , From, and Subject lines.  Conclude the memo simply by saying Thank you or a directive action (e.g., For your compliance or immediate PARTS OF A MEMO action). 1. Memohead – identifies the  Never use plain numerals for dates. department/office name, address, and  Paragraphs are single spaced internally contact information but double spaced to separate paragraphs. 2. To line – indicates the name and title of  Paragraphs in the memo are not indented. the receiver  When discussing a number of subtopics, a 3. From line – indicates the name of the topic heading may be used so that the sender. Initials must be affixed for readers can quickly locate information. verification.  If the memo exceeds one page, begin the 4. Dateline – serves as a chronological following page with the recipient's record for reference name, date, and page number, which  are placed three lines from the top of the page. For example: Mr. Roxas, July 14, 2018, page 2. FIVE TYPES OF MEMO 1) Instruction memo – it provides the information needed by the readers to accurately perform directions. 2) Request memo – it asks readers to provide certain information or take certain actions. 3) Announcement memo – it provides information about an event, person, or thing. 4) Transmittal memo – it serves as a cover note for a more formal or lengthy document. 5) Authorization memo – it gives permission. ELECTRONIC MAIL (e-mail) ELECTRONIC MAIL OR E-MAIL  Electronic mail, commonly known as email, is a digital communication method used to exchange messages and information between individuals or groups over the Internet or other computer networks.  It allows users to send text-based messages along with attachments.  An email can serve many purposes – directives, transmittal, documentations, confirmations, explanations of procedure, recommendations, status reports, and inquiries.   The “To Line” should only contain the ADVANTAGES OF names of the primary readers. Secondary COMMUNICATING THROUGH readers must be placed in the cc line.  Be accurate in typing the e-mail addresses E-MAIL of the recipients - It reaches the target reader fast.  Keep the messages brief and - Confirmation of acceptance is easy. straightforward. - It is cheaper and easy to use.  Never publish an e-mail without the - Original messages can be easily attached permission of the creator. via thread.  State your business in the first sentence - It is environment-friendly because it of the text. requires no paper.  Store both your sent and received - It has an automated e-mail feature that messages in folders using descriptive notifies the sender if the receiver is on names (e.g., trainings, directives, vacation or will not be able to access minutes) his/her e-mail as soon as possible.  Use a standard memo format. Moreover, never capitalize all the letters of your text. DISADVANTAGES OF  If the message is important, try COMMUNICATING THROUGH composing it first using a word processor. E-MAIL  Although an e-mail is less formal than a - An e-mail may carry a virus. memo or a letter, maintain - Not all official documents can be sent via professionalism when writing one. Avoid e-mail due to their nature. using emoticons and informal Internet - An e-mail is sometimes used as a tool for jargon like LOL and BRB. scamming. Hence, using it requires  If attaching a file, make the filename of utmost caution. the attached document meaningful. For - Sending an e-mail is prone to technical instance, instead of using "jsbletter," use glitches and is dependent on Internet "jessiebarrot-coverletter." connection.  If your e-mail has an attachment, be sure that it is accurate and can be easily WRITING AN E-MAIL downloaded or accessed by the receiver.  Reflect if sending an e-mail is the best mode of correspondence compared to a face-to-face meeting, phone conversation, APPLICATION or memo. LETTER AND  Connect the subject line to your reader's needs and interests. Readers often delete RESUME messages solely based on the subject line.  Do not change the subject line when Application Letter you reply to an e-mail.  Job application letter or cover letter - is  Make the subject line short and simple, a type of personal business but also specific. For example, instead of correspondence that states your intention using "Schedule," use "Adjustment in to work in a particular organization. It Seminar Schedule." (Readers often delete should be enclosed every time you send messages solely based on the subject line.) your resumé.  Cover letter - can be a response to a job  Body advertisement, an unsolicited inquiry to a  Present your work experience, prospective employer as part of your academic qualifications, training, and direct mail strategy, or a letter to a some personal qualities with specific recruitment agency. evidence.  Explain the benefits to the employers Don’t forget that... if they hire you. Do not simply give facts; explain how these facts will contribute to the company. For instance, instead of merely telling the company about all the training you had, you may say, "I have extensive training in copyediting. You will save both time and money because I will need little training on this area."  In the last part of the body, refer the reader to a specific part of the resumé  The General Rule on SPACING is 1 – 2 that suggests your strongest credentials spaces between parts; except between for the position. Close and Name, 3-5  Letters may also follow one of the EXAMPLE general formats: Full block, modified I graduated cum laude with a bachelor's degree in business management and my thesis was adjudged the "Most block, or semi-block Outstanding Thesis in Business Management." These honors can be attributed to hard work, discipline, and diligence. I also served as the president of LPU Business Management PARTS OF THE BODY OF THE Organization and the vice president for external affairs of APPLICATION LETTER the LPU Student Council. In these two positions, I have  Introduction spearheaded income generating projects that helped provide scholarships to LPU's underprivileged students. These  Introduce yourself and state your experiences honed my leadership and interpersonal skills-- purpose in writing to the receiver. talents relevant for the job I am currently applying for. As  Indicate your source of information in these details have shown, I carry a commitment to excellence and a passion to deliver results that can contribute to the learning about the job vacancy. Was it company's vision-mission. You may refer to my resumé for through a newspaper, magazine, the additional details regarding my credentials. Should you Internet, or personal contact? have questions, please contact me through the details I provided above.  Add an interesting statement about yourself that will cause the reader to  Conclusion continue reading your credentials.  Indicate your interest for an  Show your enthusiasm to work in the interview at a time most convenient to company the employer. If required, specify the time you are available for an interview. EXAMPLE  Indicate how the interviewer can I am a fresh graduate from the Lyceum of the Philippines University (LPU). I am writing to express my interest in your contact you. management trainee position, which I read about in your  Express an expectation of a positive official website. I bring a commitment to quality, and I am confident that my credentials will meet your requirements. response from the employer. And with your expertise in the field of education since 1920,  Thank the employer. I know I will be in the right hand  RESUME 9. Professional Licensure & Certifications  Resumé - is a concise document that 10. Honors and Awards provides an overview of a person's **References education, work experience, skills, achievements, and qualifications. Derived from a French term, it means “summary”.  It is typically used by job applicants to present their professional background to potential employers. Resumes are tailored for specific job applications and serve as a marketing tool to showcase an individual's suitability for a particular position.  One offshoot of a traditional resumé is the electronic resumé. It has the same content and format as a traditional resume but an e-resumé is a softcopy that can be viewed on screen, stored in a hard drive, sent over the Internet, searched for keywords, and manipulated into other types of documents.  Compared to a traditional resumé which is printed, an e-resumé can be accessed faster and is more cost-efficient on the part of both the employer and job seekers.  Contact information FUNCTIONS OF A RESUME:  Include your name, address, contact  It informs the employers of the skills that number, and e-mail address. Make you can bring to the company. sure your e-mail address is  It shows how qualified you are for the professional; you can opt to create a job. new e-mail address for job  It functions as a persuasive document applications. Refrain from using that allows you to proceed to the next juvenile e-mail addresses such as stage of the recruitment process which is i_lOve_unicOrns_4ever @yahoo. com the the interview. or [email protected].  Don't include marital status, height, weight, religion, name of parents, and 10 COMPONENTS OF A color of eyes and hair. These pieces of RESUME information do not have much 1. Contact Information relevance to your credentials. 2. Summary of Qualifications  Increase the font size of your name and 3. Objective Statement write it in bold face for emphasis. You 4. Employment History may use font size 15 for your name 5. Education and font size 13 for your address and 6. Skills contact details. 7. Training 8. Organizations  EXAMPLE  If your job responsibilities are similar in more than one job, put the details in the most recent one. Responsibilities need not be written in complete  Summary of Qualifications sentences.  Use this when you have at least five  Do not state your past and present years of professional experience. salary. Reserve it for the final  It should consist of one to four strong interview. sentences that will highlight your  Do not clutter your text. Use generous experiences and accomplishments. spacing and bullet lists.  It should be written in the third  Use present tense active verbs for person and in active voice. current jobs and past tense active verbs EXAMPLE for past jobs. EXAMPLE  Objective Statement  It is a part of a resumé that includes job title, function, industry, and what you can offer to the company. Usually, it is appropriate for recent graduates.  It may include a concrete and direct statement of the short-term/long-term goal of the applicant to the position being aspired. EXAMPLE  Education  Start with the most recent educational attainment.  Include the name and address of the school, years attended or year of graduation, degree, and specialization. You may start with the name of the school if it is very prestigious.  Employment History  Omit high school educational  Never put anything that is not a background after a year of graduating hundred percent true. from college.  Begin with the most recent experience.  Include your GPA if it is at least 3.0  Each job mentioned must include the or 4.0 (2.0 of 1.0 in other schools). name and the address of the employer,  List academic honors, scholarships, the inclusive dates (month and year), and extracurricular activities. and a brief job description. EXAMPLE  Do not use many adjectives and superlatives, as well as jargon.  Skills  Start with the most recent affiliation.  Show your skills through past events. n professional Licensure and  Be clear with your strengths and Certifications communicate them well. EXAMPLE  Include transferable skills, such as the following:  managerial skills (motivates others to reach team goals)  professional qualities (understands professional and technical aspects of work)  personal qualities (adapts to changing demands and conditions)  Professional Licensure and  entrepreneurial qualities (understands Certifications commercial and business principles)  Include the name of certification, EXAMPLE rating, date issued, and place of issuance. EXAMPLE  Honors and Awards  List your recognized achievements.  Training  Never list achievements that have  Include only training that has a bearing nothing to do with work. on the job position you are applying  Include the title of the award or honor, for. inclusive date, sponsor or award-  Include the title of the training, giving organization. organizer, date, and venue.  Start with the most recent training  **References EXAMPLE  Preferably, the list of references should not be included in the resumé. Simply state “References available upon request”  If you decide to put them, do not  Organizations exceed three references. Include their  Include professional and civic name, position, company, and affiliations. As much as possible, do contact details (preferably the not include religious and political business contact details). organizations unless you are applying for a job that requires such affiliation. Four Types of Resume  Include the name of the organization, 1. Reverse Chronological your position, and inclusive dates.  Listed in reverse chronological order, which includes company and job title,  dates of employment, responsibilities, "Increased sales by 20%" or "Managed a and accomplishments team of 15 employees"), as this provides  Commonly favored by employers, as it concrete evidence of your impact. is very straightforward  Clarity and Conciseness: Keep your  Best for applicants with steady career resume clear, concise, and well- progression in business, in government, organized. Use bullet points to present and whose employer is a respected information in a reader-friendly format. A name typical resume should not exceed two pages. 2. Functional Resume  Professional Summary/Objective:  Consolidates skills and responsibilities Include a professional summary or by describing them in a general way objective statement at the beginning of under headings that represent different your resume. This brief section should areas of expertise instead of titles; focus summarize your skills, experience, and on skills and not on the job career goals in a few sentences.  Best for job-hoppers, career changers,  Relevant Skills: Include a dedicated skills new graduates, or people with minimal section highlighting both technical/hard work experience skills (e.g., programming languages, software proficiency) and soft skills (e.g., 3. Targeted Resume communication, teamwork). Tailor this  Contains career objective that you want section based on the job requirements. to achieve  Education and Certifications: Mention  Lists capabilities that match your career your educational background, including objective degrees earned, institutions attended, and  Written to match point-for-point a graduation dates. Include relevant specific job listing certifications and training programs that  Best for people with only one career enhance your qualifications for the job. pattern and a multitrack job history  Work Experience: Provide detailed information about your work experience, 4. Combination Format Resume emphasizing achievements,  Contains both the features of the responsibilities, and promotions. Use reverse chronological and functional action verbs to start each bullet point and types focus on what you accomplished in each role. Writing Tips:  Keywords: Incorporate relevant keywords  Customize for the Job: Analyze the job from the job description. Many employers description and tailor your resume to use applicant tracking systems (ATS) to match the specific skills and screen resumes, so including keywords qualifications required for the position. related to the job can increase your Highlight the experiences and chances of passing through this initial achievements most relevant to the job. screening process. READING AND WRITING 2024 – 2025  Professional Formatting: Use a clean,  Focus on Achievements: Instead of professional format with consistent fonts listing job duties, emphasize your and bullet points. Avoid decorative accomplishments. Quantify your elements and overly elaborate designs. achievements whenever possible (e.g.,  Ensure that your resume is visually appealing and easy to read.  Proofreading: Thoroughly proofread your resume to eliminate grammatical errors, typos, and inconsistencies. Consider asking a friend or mentor to review your resume as well.