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HardWorkingMoldavite2357

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Ligao Community College

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business letters business communication writing document

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This document describes the basic parts of a business letter, including the letterhead, date, recipient's address, salutation (greeting), the body (the message), the closing, and the signature. It also mentions different styles of business letters such as full block, modified block, semi-block, simplified, indented, and hanging indented.

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JWMN – Eng 2B WEEK 7: BUSINESS LETTERS 2. Subject Line: Basic Parts of a Business Letter: o States the letter’s content; placed above or below the inside add...

JWMN – Eng 2B WEEK 7: BUSINESS LETTERS 2. Subject Line: Basic Parts of a Business Letter: o States the letter’s content; placed above or below the inside address. 1. Letterhead: 3. Identification Initials: o Contains company name, address, contact numbers, and, possibly, the logo. o Initials of the typist and the person who dictated the letter. 2. Dateline: 4. Enclosure Notation: o Date the letter is written. o Refers to any attachments; typically abbreviated o Rules: No abbreviations; no ordinal indicators (st, as Incl. nd, th); use conventional (e.g., January 15, 2007) or military-style (e.g., 15 January 2007). 5. Carbon Copy (cc) Notation: 3. Inside Address: o Indicates people copied on the letter. o Complete name, title, department, and 6. Blind Carbon Copy (bcc) Notation: company address of the recipient. o Only shown on duplicate copies, not the original. 4. Salutation: 7. Mailing Notation: o Uses Dear followed by the recipient’s last name. o Indicates postal services like air mail or special o Punctuation: colon (American English) or delivery. comma (British English). 5. Body of the Letter: Punctuations in Business Letters: o Main message; the first sentence should ease 1. Open Punctuation: the reader, and the last should leave them content. o No punctuation after any part except the body. 6. Complimentary Close: 2. Standard Punctuation: o Formal closing (e.g., Sincerely, Respectfully o Punctuation only in salutation (colon) and yours). complimentary close (comma). 7. Signature Line: 3. Mixed Punctuation: o Includes sender’s full name and official o Comma (British) or colon (American) after designation. salutation and comma after the close. 8. Written Signature: o Sender’s handwritten signature between the Business Styles: complimentary close and typed name. 1. Full Block Style: o All parts begin at the left margin. Optional Parts of a Business Letter: 2. Modified Block Style: 1. Attention Line: o Inside address and paragraphs at the left; o Directs the letter to the person who can handle heading and complimentary close at the center. it. JWMN – Eng 2B 3. Semi-Block Style:  Purpose: Effective communication and management within a company. o Modified block but there are Indented paragraphs, and standard punctuation.  Length: Often required to be concise (e.g., one-page memos). 4. Simplified Style: o All parts are at the left margin, heading centered, and there is no complimentary close. Memorandum vs. Letter: 5. Indented Style: 1. Destination: o left-aligned text with the first line of each o Memo: Internal (within the company). paragraph and some elements, like the date and o Letter: External (outside the company). closing, indented for a formal look 2. Format: 6. Hanging-Indented Style: o Memo: Includes "Date", "To", "From", and o First line of each paragraph aligned left, "Subject" lines, followed by the message. following lines indented five spaces. o Letter: Includes letterhead, address, salutation, body, complimentary close, and signatures. Types of Business Letters: 3. Audience: 1. Application Letter (Cover Letter): o Memo: Mostly internal business colleagues. o Accompanies a resume; explains why you are o Letter: External readers such as clients or applying and your qualifications. vendors. 2. Letter of Inquiry: 4. Tone: o Requests specific information. o Memo: Informal for peer audiences. 3. Letter of Reply/Response: o Letter: More formal for external audiences. o Answers an inquiry, providing requested details. 5. Attachments: 4. Letter of Request: o Memo: Hard-copy attachments stapled to the o Commonly asks for materials, services, or memo. information. o Letter: Enclosures included within the envelope. 5. Letter of Order: o Used for purchasing items, including details like Basic Elements of Memorandum: item names, quantities, prices, and shipping info.  Heading: Often company-specific.  Dateline: Actual date the memo was issued. WEEK 9: MEMORANDA AND REPORT WRITING  Number: Frequency of the issued memo. Memoranda:  Receiver: The person to whom the memo is  Definition: A short, official note sent within a addressed. company or organization to remind or inform.  Sender: Person issuing the memo. JWMN – Eng 2B  Subject: Title or topic of the memo. o Functions: Document, analyze, propose, recommend.  Enclosure: Optional, includes attachments. Three Levels of Reports: Fundamental Concepts of Report Writing: 1. Information Only: 1. K-I-S-S Concept (Keep It Short and Simple): o Examples: Sales reports, quarterly reports. o Use simple, concise words. 2. Information + Analysis: o Focus on expressing, not impressing. o Examples: Annual reports, audit reports, pay- 2. Quoting, Paraphrasing, Summarizing: back reports. o Quoting: Exact copying of text with proper 3. Information + Analysis + Recommendation: punctuation. o Examples: Feasibility reports, justification o Paraphrasing: Restating ideas in your own reports, and problem-solving reports. words. o Summarizing: Short restatement of the original text in fewer words. WEEK 10: TECHNICAL REPORTS 3. Graphic Organizers: Classifications of Technical Reports o Tables: Summarize data systematically in 1. Article Report columns.  Purpose: Inform the masses on general interest o Figures: Include graphs and charts to present topics, similar to magazine articles. information. 2. Laboratory Report 4. Documentation and Citation:  Purpose: Document and communicate o Ethical practices in acknowledging references. laboratory experiments and observations. o Proper format: Author’s last name and  Parts: Abstract, Introduction, Procedures, publication date in parentheses. Results & Discussion, References, Conclusions, Appendices. 3. Information Report Categories of Reports:  Purpose: Provide updates or summaries of 1. Informal Report: activities. o Short (a few paragraphs to several pages). o Periodic Report: Submitted regularly o Includes introduction, body, and (daily, weekly, monthly) to track conclusion/recommendation. progress and trends. o Functions: Inform, sell, clarify, or recommend. o Annual Report: Summarizes yearly organizational activities, financial status, 2. Formal Report: and achievements (public or private). o Lengthy with structured sections (title page, 4. Special Information Report executive summary, table of contents, etc.). JWMN – Eng 2B  Purpose: Track a project's progress and Other Types: outcomes.  Feasibility Reports o Preliminary Report: Details project  Inventory Reports proposals, including costs and designs.  Staff Utilization Reports o Progress Report: Tracks activities from start to present.  Travel Reports o Final Report: Summarizes project  Study Reports completion and results.  Justification Reports 5. Research Report  Purpose: Present data, methods, findings, and conclusions from research. Minutes of the Meeting  Parts: Introduction, Problem,  Minutes of the meeting are written records Purpose/Objectives/Scope, Literature Review, documenting discussions, decisions, and next steps Materials & Equipment, Methods, Results, during a meeting. They serve as a reference to Discussion/Conclusions/Recommendations, ensure tasks are completed and prevent redundancy. Bibliography. General Parts 6. Field Report 1. Heading: Company name, address, and possibly  Purpose: Connect theory with real-life practice contact details. through systematic observation and analysis. 2. Title: Date, time, and venue of the meeting.  Key Focus: Observe, analyze, and link findings to 3. Attendance: List of attendees, categorized into: theoretical frameworks. o Present: Those who attended. 7. Recommendation Report o Regrets: Those who are informed about  Purpose: Provide options and recommendations their absence. for decision-making. o Absent: Those who did not attend  Parts: Introduction, Technical Background, without notice. Comparisons, Critical Requirements, Conclusions, Recommendations. 4. Call to Order: Start time and the name of the person who initiated the meeting. 8. Incident Report 5. Approval of Previous Minutes: Motion to approve  Purpose: Systematically document incidents or amend prior meeting minutes. before, during, and after they occur. 6. Business Arising: Follow-up on unresolved issues  Focus: Clear, organized language avoiding jargon, from the previous meeting. with analysis of the context, details, impact, and demands. 7. New Business: Main agenda and other matters discussed; requires detailed recording. 9. Accomplishment Report 8. Adjournment: Time the meeting ended.  Purpose: Present organizational achievements and monitor plan execution. 9. Signature: Signature and name of the corporate secretary who prepared the minutes.  Steps: Use a template, include tables/charts, add risk factors if needed, and list recipients. Key Notes JWMN – Eng 2B  A company-specific format may apply. 2. Building and Reinforcing Brand Identity  The corporate secretary must ensure accuracy and o Logos and Color Schemes: Ensure visual completeness. consistency across platforms. o Typography: Reflects professionalism and brand personality. WEEK 11: VISUAL RHETORICS PART 1 3. Persuasion and Engagement Key Concepts o Visual Storytelling: Emotional connections  Visual Literacy: The ability to understand, interpret, through visuals. and evaluate visual messages effectively. o Presentation Slides: Support arguments and  Rhetoric: The art of speaking or writing effectively keep audiences engaged. for communication or persuasion. 4. Increasing Credibility and Professionalism  Visual Rhetoric: The analysis and interpretation of visual elements and their impact on the audience. It o Reports and Proposals: Use visuals to includes: enhance precision and detail. o Visual components (photos, charts, graphs, o Corporate Videos: Convey culture and tables) achievements effectively. o Document design (font style, size, color, text 5. Facilitating Decision-Making placement, paragraph length, use of o Dashboards: Help analyze real-time data headings) quickly. o Overall visual organization and professional o Product Mockups: Visualize products to aid credibility. discussions. 6. Cross-Cultural Communication Modes of Persuasion (Rhetorical Appeals by Aristotle) o Universal Symbols: Overcome language 1. Ethos (Ethical Appeal): Focuses on the barriers in global communication. communicator's credibility and character. 2. Pathos (Emotional Appeal): Evokes emotions Media Platforms for Visual Rhetoric through visual cues to align with the communicator's goals. 1. Social Media 3. Logos (Logical Appeal): Uses logic and factual o Images: Attract attention and convey quick evidence to persuade the audience. messages. o Infographics: Simplify complex data for easier engagement. Importance of Visual Rhetoric in Business Communication o Memes: Humor-driven visuals to connect with audiences. 1. Enhancing Clarity and Understanding o Videos: Combine visuals and audio for o Charts and Graphs: Simplify complex data. storytelling. o Diagrams and Flowcharts: Clarify processes 2. Television and Film and workflows. JWMN – Eng 2B o Cinematography: Camera angles and lighting How They Differ shape perceptions.  Hypertext: Refers to the overall system or structure o Color Schemes: Evoke emotions or set themes. of linked information. o Visual Symbols: Represent ideas or themes.  Hyperlink: A specific element within hypertext that users click to navigate. 3. Advertising o Design Elements: Logos and typography establish identity. Importance of Hypertext in Visual Rhetoric o Imagery: Showcase products in appealing  Enhances communication by connecting text, contexts. images, and media seamlessly. o Layouts: Emphasize key messages or calls to  Facilitates interactive, non-linear narratives for action. engagement, accessibility, and persuasive messaging. 4. Print Media o Layouts: Enhance readability and impact. Basic Elements of Visual Rhetoric in Hypertext o Typography: Conveys tone and importance. (Dynamic Diagrams, Inc., 2014) o Photographs: Complement text and evoke 1. Link Presence: Visual clues (e.g., underlined text, emotion. bold words, images) indicating a link exists. 5. Public Art and Installations 2. Link Destination: Describes where the link leads o Visual Elements: Use of space, shapes, and (e.g., document, webpage, file). colors to create impact. 3. Link Mapping: Illustrates relationships between o Provocative Imagery: Highlights societal issues links and destinations, aiding navigation in complex or challenges norms. systems. o Spatial Relationships: The interaction of artwork Steps to Create Hypertext (Hyperlinks) in Microsoft with its environment adds meaning. PowerPoint 1. Select the Element: Highlight the text, shape, or picture to hyperlink. WEEK 12: VISUAL RHETORIC PART 2 2. Go to Insert Tab: Navigate to the toolbar and click Definition of Visual Rhetoric "Insert."  The art of effective communication through visual 3. Click Link/Hyperlink: Choose the “Link” button in elements like images, typography, and text. the "Insert" menu. 4. Choose Link Type: Select options (e.g., existing file Meaning of Hypertext or web page).  Hypertext: Text containing links to other sources, 5. Link to a Website: Ensure "Existing File or Web allowing readers to access additional information Page" is selected. instantly. 6. Enter URL: Type the web address in the “Address”  Hyperlink: A clickable link within hypertext that field. connects to another document or element. 7. Click OK: Finalize the hyperlink creation. JWMN – Eng 2B  Meaningful details Steps in Generating Visual Materials 2. Identify the Significance of Visual Elements 1. Identify Visual Needs o Analyze: o Analyze content areas that benefit from visuals  Why the designer chose specific visuals. (e.g., diagrams or charts).  How they appeal to pathos (emotion), o Consider the audience to ensure relevance and logos (logic), or ethos (credibility). engagement. 3. Determine the Overall Message 2. Gather or Create Visuals o Ask: What is the ad’s purpose? o Use free resources like Unsplash or Pixabay 4. Pinpoint the Target Audience (with permission). o Consider: Are you part of the intended audience? o Create visuals using tools like Canva, Google Drawings, or PowerPoint. 3. Ensure Quality and Relevance Three Sites and Modalities (Rose, 2007) o Check clarity to avoid blurry or confusing visuals. 1. Production/Technological o Ensure visuals directly relate to the content for  Medium: What type of medium is used (e.g., better understanding. photograph, digital graphic)? 4. Incorporate Visuals Strategically  Materials: What materials were used (e.g., paint, canvas, software)? o Place visuals near corresponding text for easy connections.  Tools: What tools were employed (e.g., brushes, cameras)? 5. Add Alt Text and Captions  Design Choices: How elements like color and o Alt Text: Provide a brief description of the image style were applied. for accessibility and SEO. 2. Image/Compositional o Captions: Offer context or explanations beneath visuals.  Objects: What objects are shown? What is their importance? 6. Review and Adjust  Text: How does the text relate to the image? o Evaluate visuals for alignment with the text and make adjustments as necessary.  Color: What emotions or meanings do the colors evoke?  Style: What artistic style is used (e.g., realism, WEEK 13: VISUAL RHETORIC PART 3 abstract)? Steps in Conducting Visual Rhetoric Analysis  Arrangement: How are elements organized? 1. Observe the Ad Completely  Graphics: Do visuals enhance or detract from o Note every detail, including: the meaning?  Colors 3. Audiences/Social  Objects JWMN – Eng 2B  Reach: Who can access the image? Is it broad or o Trust your observations before researching specific? history.  Individual Perspectives: How does background o Determine the genre (e.g., advertisement, book influence interpretation? cover).  Social Context: What societal norms or o Discuss the relevance of the text to the visual. expectations impact its meaning? o Highlight appeals to logic, emotions, or character. How to Write a Visual Analysis Paper o Explain cultural aspects or stories conveyed by the visual. Introduction Conclusion  Provide basic details about the visual image:  End with a fascinating or motivating fact, not o Interesting facts about the artwork or artist just a summary. (if known). o Clear description to create imagery for the reader. WEEK 14: SOCIAL MEDIA PART 1 o Purpose or argument of the image. History of Social Media and Electronic Communication Thesis Statement  550 BC: Letters as the earliest form of long-distance communication.  State your thesis at the end of the introduction or the beginning of the body:  Persia & Rome: Early organized postal systems. o Consider the creator's time period or  1830s–1840s: Invention of the telegraph by Samuel intended audience. Morse (Morse Code). o Determine your position on the image’s  1876: Telephone by Alexander Graham Bell claim. revolutionized long-distance communication. Body  1940s–1969: Development of computer networks (ARPANET and early supercomputers). 1. State Your Claim:  1970s–1980s: Internet development and launch of o Use evidence from the visual image. personal computers. 2. Analyze Visual Composition:  1989: World Wide Web by Tim Berners-Lee. o Directional Terms: Layout, balance, background,  1997: First social media platform, SixDegrees. juxtaposition, contrast, focus, frame, vector.  Growth of platforms: MySpace, LinkedIn, Facebook, o Techniques: etc.  Mood: Bright, gloomy, pastel, dark colors. Why Use Social Media?  Light: Bold, plain, shadowy. 1. Communication: Stay connected globally.  Texture: Rough, smooth, organic, geometric, linear. 2. Learning: Engage with news and discussions. 3. Understand Context: JWMN – Eng 2B 3. Networking: Build relationships with like-minded  Enable sharing of text, images, videos, and individuals or groups. interactive features. 4. Employment: Job hunting and professional connections. Apps and Networking Sites 5. Commerce: Buy and sell products/services.  Examples of networking platforms: Skype, Tagged, 6. Visibility & Branding: Establish influence and share and Lino. ideas.  Image hosting sites/apps: Google Photos, Dropbox, Instagram. Making the Most of Social Media  Profile impressions: Online profiles shape Mobile Devices as Life’s Total Package perceptions. 1. Communication: Messaging, calls, emails.  Personal branding: Defined as how others perceive 2. Entertainment: Music, videos, apps. you based on your online presence. 3. Productivity: File sharing, calendars, reminders. o Steps to develop personal branding: 4. Shopping & Commerce: Apps like Shopee, Lazada.  Define Yourself: Reflect on values, skills, and personality. 5. Business Management: Social media for branding.  Clean Your Profile: Remove outdated or 6. Travel & Well-being: Apps for logistics and irrelevant posts. mindfulness.  Identify Your Brand: Consistently portray your values, goals, and personality. WEEK 15: SOCIAL MEDIA PART 2  Live Your Brand: Maintain consistency online and offline. Social Media  Social media is digital technology that allows the sharing of ideas and information, including text and Classifications of Social Media (Kaplan & Haenlein, visuals, through virtual networks and communities. 2010) Technical Documentation 1. Collaborative Projects: Wikipedia.  Any piece of writing that describes the application, 2. Blogs & Microblogs: Twitter. purpose, creation, or architecture of a product or 3. Content Communities: YouTube. service 4. Social Networking Sites: Facebook. 5. Virtual Game Worlds: World of Warcraft. Key Uses of Social Media Platforms in Technical Writing 6. Virtual Social Worlds: Second Life. 1. Facebook: o Post variety: Combine text, images, videos, and links to engage diverse audiences. Content Sharing Platforms o Call-to-actions: Encourage user interaction with  Examples: Facebook, LinkedIn, Twitter, YouTube, questions or feedback. Instagram, Pinterest, Tumblr, Snapchat, etc. JWMN – Eng 2B o Interactive guides: Use visuals to simplify o Online scams: 15,937 cases. complex instructions. o Illegal access: 4,821 cases. 2. Instagram: o Identity theft: 2,384 cases. o Infographics: Summarize information visually Cybercrime Offenses for quick reference. 1. Against Confidentiality, Integrity, and o Stories/Reels: Provide short, digestible tutorials. Availability of Systems: o Highlight Q&A: Address FAQs and organize them o Illegal access, interception, or for accessibility. interference with data and systems. 3. Twitter: o Misuse of devices for malicious o Conciseness: Share quick updates or tips within purposes. the character limit. 2. Computer-Related Offenses: o Hashtags: Enhance discoverability o Forgery, fraud, identity theft. (#techwriting). o Exploitation through cybersex, child o Polls: Gain audience insights for future content. pornography, or libel. 4. LinkedIn: 3. Other Offenses: o Article publishing: Share best practices and case o Aiding, abetting, or attempting studies. cybercrimes. o Networking: Join groups and connect with peers in technical writing. Technologies Used in Cybercrime o Profile updates: Highlight professional achievements.  Malware: Steals or damaged data. 5. YouTube:  Adware: Tracks user behavior for advertising. o Tutorial videos: Step-by-step guides using  Remote Access Trojans (RATs): Allow attackers screen recordings. to control devices. o Video series: Break content into manageable  Network devices: Spying via webcams or CCTV. segments. o Accessibility: Use annotations and subtitles for inclusivity. Tips for Staying Safe Online 1. Avoid Malware: WEEK 16: CYBERSECURITY o Use passwords for your Internet Service Provider (ISP). Cybercrime Cases o Ignore spam messages and backup files  Governed by R.A. 10175: Cybercrime Prevention regularly. Act of 2012. o Avoid suspicious websites, downloads,  Common cybercrime statistics (Philippines, July and installations. 2022–January 2024): 2. Protect Against Identity Theft: JWMN – Eng 2B o Secure all devices and accounts with strong passwords. o Avoid clicking unknown links. o Use guest/child accounts to limit access. o Monitor account logins via email notifications. 3. Secure Personal Privacy: o Use a VPN for secure data transmission. o Enable private browsing and turn off GPS. o Make accounts private and control shared content.

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