Reviewer – Purposive Communication
MB Room 407 | SEMI FINAL Exam
1. Written Modes of Professional Communication
Definition
Written communication in a professional context refers to the use of text (letters, emails,
memos, reports, proposals, etc.) to convey formal information. It emphasizes clarity,
accuracy, formality, and professionalism.
Common Forms of Written Professional Communication
1. Letters
o Formal letters (business, cover letters, complaint letters)
o Informal letters (personal, casual but still professional tone in workplace)
2. Memos (Memoranda)
o Internal communication in organizations
o Short, direct, used for reminders, instructions, announcements
3. Email
o Fast, professional digital communication
o Subject line must be clear and concise
o Formal structure (salutation, body, closing)
4. Reports
o Detailed, objective, written documents
o Purpose: to inform, analyze, or recommend
5. Minutes of the Meeting
o Official record of discussions and decisions in a meeting
6. Proposals
o Formal plans or suggestions for approval or funding
Characteristics of Effective Professional Writing
• Clarity – message is easy to understand
• Conciseness – no unnecessary words
• Correctness – grammar, spelling, punctuation
• Courtesy – respectful and polite tone
• Completeness – all necessary information included
• Concreteness – specific, not vague
• Consideration – focus on audience’s perspective
(Remember the “7Cs of Communication” often applied in professional writing)
Purposes of Professional Written Communication
• To inform (e.g., reports, memos)
• To request (e.g., business letters, emails)
• To persuade (e.g., proposals)
• To document (e.g., contracts, agreements)
2. Business Letter
Definition
A business letter is a formal written document used to communicate with individuals,
organizations, or companies for professional purposes.
Uses of a Business Letter
• Applying for a job (cover letter)
• Making requests or inquiries
• Complaints or adjustments
• Offering or requesting services/products
• Building professional relationships
Parts of a Business Letter (Standard Format)
1. Heading (Sender’s address & date)
2. Inside Address (Receiver’s name, title, company, address)
3. Salutation (“Dear Mr./Ms./Dr. [Last Name],”)
4. Body
o Introduction – reason for writing
o Main Content – details, explanation, supporting info
o Conclusion – action expected, polite closing
5. Closing (“Sincerely,” “Respectfully yours,” etc.)
6. Signature & Printed Name
7. Enclosures/Attachments (if any)
Styles of Business Letter
1. Block Style
o All parts aligned to the left
o Most common, formal style
2. Modified Block Style
o Date and closing aligned to the right
o Other parts aligned to the left
3. Semi-block (Indented) Style
o Each paragraph indented
o More traditional
Guidelines in Writing Business Letters
• Use formal tone and vocabulary
• Avoid contractions (write “do not” instead of “don’t”)
• Be specific and clear in purpose
• Always proofread before sending
• Keep it short and direct (one page if possible)