COMM 01: PURPOSIVE COMMUNICATION

CHAPTER 5
Communication
for Work
Purposes

COLLEGE OF ARTS & SCIENCES Department of Languages & Literature

 Desired Learning Outcomes
1. Familiarized yourself with the concept of Organizational Communication as well as its
forms;
2. Written clear, coherent, and effective communication materials/ office documents (e.g.
memo, minutes, reports, project proposals, letters, resolutions, etc); and 2. performed a
simulation of a meeting applying the parliamentary procedures/ guidelines in business
meetings, considering awareness of audience and context and appropriate persuasive
language and;
3. Enhanced your communicative competence, particularly your verbal communication
skills in terms of delivering your oral presentations.
ORAGNIZATIONAL
COMMUNICATION
ORGANIZATIONAL
COMMUNICATION
❖ Organizational
communication refers to the
communication flow that an
institution or agency follows
to ensure accuracy and
efficiency in the
transmission of messages.
❖ The general communication
structures are either formal
or informal.
 FORMS OF FORMAL
ORGANIZATIONAL COMMUNICATION
❑Upward-Directed Communication
❑Downward-Directed Communication
❑Lateral Communication
UPWARD-DIRECTED
COMMUNICATION
❖ This form is used to inform
the administration reactions
or information that are
essential for the formulation
of policies all for the good of
the company
Examples: Reports, attitude
survey, exit interview,
employee publication,
formal meetings, informal
discussions, etc.
DOWNWARD-DIRECTED
COMMUNICATION
❖ This form involves the
passing of information from
supervisors to subordinates.
Examples: small-group
meetings, company
publication, supervisory
meeting, general
assemblies, bulleting boards,
public address
announcement, posters,
procedural manuals, etc.
LATERAL
COMMUNICATION
❖ This is a type of intra-company
communication that takes place
between sections, divisions, or
departments of the same level.
Examples: Meetings and
conferences, seminar-
workshops and socials.
COMMUNICATION
MATERIALS IN
THE WORKPLACE
 COMMUNICATION MATERIALS
IN THE WORKPLACE

❑ Business Letters
❑ Memorandums
❑ Minutes of the Meeting
❑ Business or Project Proposal
❑ Incident Reports
 BUSINESS
LETTERS
❖ A business letter is the formal
medium used to write individuals
outside the organization.
❖ Business letters have a distinctive
tone, style, language and content
which make them different from
social correspondences.
❖ A typical business letter has
distinct parts, format and
conventions in writing it.
TYPES OF BUSINESS
LETTERS
Cover Letters – It is a one-page
document that candidates submit along
with their resumes. It takes the
employer on a guided journey of their
greatest career & life achievements.
❑ Business Invites - These letters are a
formal way to reach out to a company
or an individual and invite them to
attend an event hosted by your
company.
Complaint Letter - This letter is a way
to formally express your
disappointment formally. You can
report a bad experience, poor
customer service, or let a company
know that their products didn’t meet
your expectations.
TYPES OF BUSINESS
LETTERS
Letter of Resignation
❑ Order Letters - Also known as
“purchase orders”, these letters
are used to order things or buy
material. They act as a legal
record, documenting the
transaction between the buyer and
seller.
Letter of Recommendation- These
letters intend to recommend
someone for an internship, job,
fellowship, or other such
opportunities.
PARTS OF A BUSINESS LETTER

Letterhead Date Inside Address Salutation Body

Complimentary Enclosure
Signature Attention Line Subject Line
Close Notation

Carbon Copy Blind Carbon Identification Punctuation

Postscript
Notation Copy Notation Initials Styles
 PUNCTUATION STYLES
& Ampersand ! Exclamation Point

‘ Apostrophe
? Question Mark

“ ” Quotation Mark
() Parentheses

- Dash/En Dash
[] / {} Brackets

: Colon
… Ellipsis

• Bretty
; Semicolon ❖ Bretty
❑ Bretty
Bullet Points

. Period/Full Stop * Asterisk

 Sir
Most Formal and Madam
Impersonal Salutations My Dear Sir
My Dear Madam
My Dear Mr. Reid
Formal and Personal
My Dear Ms. Lustre
Salutations
My Dear Mrs. Gomez
My Dear Beatrice Luigi
Less Formal Salutations
Gomez
 Degree of Formality Salutation Complimentary Close
Very Respectfully Yours
Sir
Most Formal and Very Respectfully
Madam
Impersonal Salutations Respectfully Yours
My Dear Sir
Respectfully
Very Sincerely Yours
My Dear Mr. Realgo Sincerely Yours
Formal and Personal
My Dear [Link] Yours very faithfully
Salutations
My Dear Mrs. Bungcayao Very Truly Yours
Truly Yours
Lovingly
Less Formal Salutations My Dear Chris Evans Lovingly Yours
Faithfully
SUBJECT: FACULTY APPLICATION
 FORMS OF BUSINES LETTER
Full Block Format– Illustrates how quick and easy
communications can be to type. All elements are
left justified. The paragraphs are not indented. This
is a format that you can use for all business
occasions.
❑ Blocked Style- Is a less formal than full block style
letters. Most of the elements are left justified
except for the date, the complimentary close and
the signature that are moved towards the right side
and aligned.
Semi-Block Format- This letter is a way to formally
express your disappointment formally. You can
report a bad experience, poor customer service, or
let a company know that their products didn’t meet
your expectations.
FULL-BLOCKED SEMI-BLOCKED

BLOCKED
 MEMORANDUM
❑ Unlike the business letter, which is sent
in the outside, your organization, the
memorandum (memo) goes within the
organization, that is, from one person or
department to another person(s) or
department. Specifically, it is written to
communicate the following:
❑ Confirm the essential points of a meeting;
❑ Channel updates on policies;
❑ Give Directives;
❑ Ask Data or Support;
❑ Notifications;
❑ Brief Reports; and
❑ Announcements
MINUTES OF THE
MEETING
❑ Minutes of the meeting are instant
written account of what transpire in
an organizational meeting. Generally,
minutes include a list of attendees, a
statement of the issues considered by
the participants, and related to
responses or decisions for the issues.
They are used as a reference in case
doubt on policies discussed arises.
 Letterhead

___________________Title___________________

I. CALL TO ORDER

MEMBERS PRESENT MEMBERS ABSENT

__________________ __________________
__________________ __________________
__________________

II. APPROVAL OF THE AGENDA

III. APPROVAL FOT HE MINUTES OF THE LAST MEETING

IV. MATTERS ARISING FROM THE LAST MEETING

V. NEW BUSINESS

VI. OTHER MATTERS

VII. ADJOURNMENT

Prepared By:
________________________
Secretary

Attested By:
_________________________
Chair
BUSINESS/
PROJECT
PROPOSAL
❖A project proposal is
a document that
describes a proposed
project and its
purpose, outcomes,
and the steps that
will be taken to
complete the project.
BUSINESS/
PROJECT
PROPOSAL
• The following are the several key
elements of a proposal:
• Project Background: What
problems, challenges, or
opportunities exist that create a
need for this project?
• Objectives: What are the intended
outcomes of this project?
• Project Scope: What are the steps
or stages of the project? What
elements are included in this
project? How will the objectives
be reached through this project?
(Mavenlik Blog, n.d.)
BUSINESS/
PROJECT
PROPOSAL
• Title Page
• Executive Summary
• Statement of Need
• Project Description
• Budget and Budget
Justification
• Biographical Date
and References
• Appendices
INCIDENT
REPORT
• Are written to document unusual
and/or significant events or
emergencies involving individuals
who receive services and/or
support.
• A report is essentially a form that
allows you to document all
workplace occurrences that could
have caused injury to a person or
damage to a company asset.
Incidents can include injuries and
accidents, near misses, equipment
damage, health and safety issues
and security breaches (Aaron,
2019).
RESUME
• Is a formal document that serves
to show a person’s career
background and skills. In most
cases, it is created in order to help
a candidate to land a new job.
• A traditional resume consists of a
professional summary, work
history, education sections. It
works like your job hunt
marketing document.
• The purposes of a resume is to
introduce yourself to employers,
present your qualifications, and
secure and interview.
❖ SLAY YOUR RESUME
• Don’t name the file “Resume” instead, you should put your name in it
(this is applicable if you are sending your resume electronically).
• Don’t forget to check for misspellings and grammatical errors.
• It’s okay to include previous job experiences and trainings –BUT…
=DEALBREAKERS=
• Don’t include your photograph – (your resume should be a list of your
qualifications and professional experience)
• Don’t use percentage for skills!
• Don’t include references (references are available upon request)
 INTERVIEW
Dos Don’ts
• Dress smartly but simply; be well-groomed • Volunteer information
• Be on time • Give prepared answers
• Remain standing until asked to sit • Chew gum
• Maintain eye contact • Smoke
• Greet the interviewer; pronounce their name • Wear sunglasses and/or a hat
clearly
• Talk against your former employers and teachers
• Be honest and straightforward
• Talk too much
• Answer the questions briefly but completely
• Put personal items in the interviewers desk
• Think before you speak
• Slouch in your chair
• Watch your grammar and manners
• Make excuses
VIRTUAL (ONLINE) INTERVIEW TIPS
• Do a Test-Run With Your Computer
• Pick the Perfect Spot for Lighting
• Forgo Virtual Backgrounds
• Remove Distractions
• Log on Early and Test Setup
• Sit Up and Dress Professionally
• Calm Your Nerves
VIRTUAL (ONLINE) INTERVIEW TIPS
• Look your interviewer in the “eye“
• Listen carefully
• Use engaged body language
• Don't rely on notes
• Be yourself
• Make a connection
• Write down 5 questions beforehand
• Follow up afterward
ORAL
PRESENTATION
• Also known as public speaking or
simply presentations, consist of an
individual or group verbally
addressing an audience on a
particular topic.

❑ Prepare
❑ Develop your objectives
❑ Analyze your audience
❑ Organize your thoughts
❑ Create/Insert your visual aid
❑ Get Ready
❑ Assert yourself
❑ Make connections with
• the audience
 STAGE FRIGHT
• Is the nervousness or anxiety
experienced by an individual to
perform on stage or before an
audience.
• To overcome stage fright keep in
mind the following tips:

❑ Prepare your material

❑ Visualize your success
❑ Connect with your
audience
❑ Move
❑ Practice
REFERENCES
• [Link]
• [Link]
• [Link]
• [Link]
• [Link]
 REQUIREMENTS IN COMM 01
(COMMUNICATION FOR WORK PURPOSES):
• This the official instructions for your Requirement in COMM 01 (Communciation for Work Purposes)
• This will be an individual requirement.
• Imagine that you are applying for a position in a company and you need to pass the following:
• Your own resume, your own cover letter and to pass the job interview.

o Resume
▪ Based from what you’ve learned during our class about writing a resume, apply what your learnings and
craft your own resume. Your resume will be critiqued based on the criteria below:

o Format- 25
o Organization – 25
o Content - 25
o Overall Impact – 25
 REQUIREMENTS IN COMM 01
(COMMUNICATION FOR WORK PURPOSES):

o Cover Letter
▪ Draft a cover letter (based from our discussion) addressed to the CEO/Director of a
company that you are applying for. You can provide the name and address of the
company you are applying for and then state what specific position you are applying
for. This document shall be simultaneously passed together with the CV/Resume
and shall be given during the interview date.

o Format and Content- 50

o Effectiveness- 25
o Grammar & Mechanics-25
 REQUIREMENTS IN COMM 01
(COMMUNICATION FOR WORK PURPOSES):

o Job Interview
▪ After passing your resume and cover letter, a simulation job interview shall
commence. You shall observe the proper job interview attire. A semi-formal
attire/smart casual/business casual attire would be the dress code. Before the
interview shall commence, kindly bring your resume and your cover letter.

o Grammar & Fluency: 30 pts

o Appearance: 10 pts
o Content: 50 pts
o Bonus: 10 pts
REFERENCES
• Domingo, M., Florendo, Z., Reloza, R., Banez, R.C., Merza, H., and Bose, M.L. (2018). Purposive
Communication. Bulacan: IPM Publishing.
• [Link]
• [Link]
• [Link]
• [Link]
• [Link]
• [Link]
• [Link]
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