English For Specific Purposes

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Course Title:
ESP 201 ENGLISH FOR SPECIFIC PURPOSES
Learning Module No. 01
Learning Module on English for Specific Purposes (ESP)

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STUDENT
Name:
Student Number:
Program:
Section:
STUDENT
Home Address:
Name:
Email Address:
Student Number:
Contact Number:
Program:
Section:
Home Address:
PROFESSOR
Email Address:
Contact Number:
Name:
Academic Department:
Consultation
PROFESSSchedule:
Email Address:
Contact Number:

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LEARNING MODULE
INFORMATION
I. Course Code ESP 201
II. Course Title ENGLISH FOR SPECIFIC PURPOSES
III. Module Number 01
IV. Module Title Preliminary Period- English for Specific Purposes
V. Overview of the Module
This course is focused on the development of students' skills in
using the English Language in different contexts they may
engage with.
VI. Module Outcomes At the end of the module, the students should be able to:
1. distinguish particular styles and forms used across technical
outputs;
2. recall the techniques and principles in writing various
technical and research related documents;
3. write their own business letter and documents related to their
field of specialization;
4. have the knowledge in dealing with stress and pressure in
their profession; and
5. experience mock job interviews in preparation for their
profession.
VII. General Instructions
All assignments/activities should be handed in on or before due
date as specified in this school calendar.
All are requirements, not optional. No submission of such

requirements would mean a zero mark. All requirements should
be completed on or before the last day of the assigned weeks.
Intellectual Honesty Plagiarism is considered a major offense in

the City College of Calamba. A plagiarized work will
automatically receive a failing mark.
Incomplete Grade -A student who fails to submit the papers will

get a grade of INC. Students must complete all tasks in the
module.

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Lesson 1: English for Specific Purposes (ESP): An aapproach
Introduction
English for Specific Purposes or ESP is a concept that refers to the teaching or
studying of English for a certain occupation or career. The goal in this course is to impart to a
learner like you the ROLE of the English language to meet anticipated communication
needs that you will have in your future work environment.
This course is designed to meet your specific related needs in your future profession.
It targets specific language skills and context to assist you in achieving your goals and to
prepare you to be work-ready someday.
Lesson Objectives
At the end of the lesson, you should be able to:
a) define the concepts related to ESP approach in studying English;
b) recognize the basic features of the ESP approach to studying English; and
c) list down the advantages of ESP approach in the study of the English language.
Getting started: Share your most memorable experience in the study of English. What
makes it memorable? Write your answer inside the box provided.

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Discussion
In your journey towards language learning, we will use English for Specific Purposes as
a guide and a view of language.
English for Specific Purposes (ESP): A Definition

Hutchinson and Waters (1987) asserted that ESP is more of an APPROACH rather
than a product. For them, ESP does not involve a particular kind of language. They pointed
out that the foundation for ESP is the simple question, “why do students need to learn a
foreign language?” The answer to this question sets the learning context of ESP for English,
the NEED, the LANGUAGE REQUIRED, and the LEARNING CONTEXT.
- Question # 1: Why do you need to study the English language?
- Question # 2 How can the study of the English language help you in your future career?
Steven (1988) stated that in the ESP, a learner must understand that there is an
Absolute ESP and the two variable characteristics of ESP.

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Absolute ESP is a characteristic of this specialized study of English. Its goals are to meet
specific needs of the learner; relate it in the content (that is in its themes and topics) to a
particular discipline, occupation, or activities.
Two variable characteristics in ESP. In the study of the English language, the delivery or
scope of study may be restricted as to the learning skills to be learned (examples, reading,
speaking, etc.) and the teaching of the language may not follow a structured methodology.
Basic Features of ESP
1. ESP is goal-oriented - It is clear that students study English for Specific Purpose. Hence, the
approach and the topics to be considered should also be specific to the context and need
of the students.
2. ESP is based on the needs of the students - The topic to be offered in this course/learning
module is based on the analysis of the needs of the students and their projection of how they
are going to use the language in the future.
3. ESP is time bound - In the course of the study, students do not need to extend nor to spend
too much time. The lessons are intended to contribute to the end goal.
4. ESP is for adults - this method is designed for career takers; the ones who opt for learning in
preparation for the workplace.
5. ESP is discipline specific - Considering the students’ courses, ESP courses are prepared to fit
a particular group of students who belong to a particular field of study.
Advantages of ESP
Stevens (1988) summarizes the approach of English for Specific Purposes (ESP):
1. It is focused on the learners’ needs; it wastes no time
2. It is geared towards making the study of English relevant to the learners.
3. It is generally believed to be successful in education and training learners.
4. It is more cost effective than studying General English.

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Application
This activity aims to inform your instructor of your further needs when it comes to the
study of English. Although a module is prepared, this can help relate and inform their
teaching in the future.
STRENGTHS in WEAKNESSES in OPPORTUNTIES to THREATS in learning

English English learn in English English
In your current study of ESP, fill in the table below. Asses yourself as a learner of language.
Summary of the Lesson

- This is not an ordinary English class; the teachers view this English class as more approach
oriented than product oriented.
- This course is based on the anticipated need of the learners of English and their respective
field.
- ESP considers both content and delivery.
- ESP poses more advantages than ordinary General English class.
Assessment
Essay: write an essay about the role of English in your future career. Refer to the rubric
at the beginning of this module for the scoring of your answer. (15pts)

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Enrichment Activity
What are your expectations and how do you think this module can help you in the future?
References
Guia, C. DC. (2008). Speech and Oral Communication. Manila: Mindshapers Co. Inc.
Hutchinson, T. & Waters, A. (1987). English for Specific Purposes: A learner-centered

approach. Cambridge: Cambridge Press
Starfield, S. & Paltridge, B. (2014). The Handbook of English for Specific Purposes. United
Kingdom: John Wiley and Sons Ltd.

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Lesson 2: ESP and Vocabulary
Introduction
In the teaching of English using the ESP approach, there are three underlying issues
that many of you often encountered. These issues are grammar, vocabulary (both
technical and semi-technical), and the discourse analysis.
In this lesson, the focus is to familiarize and to initiate a life-long journey of banking on
your professional vocabulary. Your treasure-chest of vocabulary and ability to use specific
words in work related contexts will help you to gain confidence and success in your career.
Lesson objectives
At the end of the module, the students should be able to:
a. define technical terms;
b. list down words that they need to be familiar with their courses; and
c. write sentences using the technical terms.
Getting started
Identify the following terms. Which profession is most likely to use each word in their
career?
1. hemoglobin - _____________
2. code eight - ______________
3. Poaching - _______________
4. Legal custody - ___________
5. Redeye flight - ____________
Discussion
Swale (1983) emphasized the importance of the teaching of vocabulary in ESP
classes. In general, practitioners of the ESP are not compelled to teach technical
vocabulary in certain specific contexts; however, it is the duty of the ESP teachers to check
that learners have understood technical vocabulary appearing as carrier content.
Specifically, in learning ESP it is very important to be familiarize with the language
jargon. Jargon refers to the specialized language of a professional or occupational group.
This language often helps experts communicate with clarity and precision. Also, jargon is
different from slang, which is the casual language used by a particular group of people.
Many critics of jargon believe such language does more to obscure than clarify; they
argue that most jargon can be replaced with simple, direct language without sacrificing
meaning.

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Application
Technical Vocabulary. Identify the words that are related to your course or major
and provide their definitions. Directly copying from dictionaries or the internet is not
allowed and shall merit no point. Answers must be hand-written on a separate sheet.
Computer Related Courses Education Courses Accounting and Business-

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Summary
- Technical terms are jargons from the field. Familiarity and knowing what those words
mean help someone to be acknowledged, established, and grounded in the field.
- Professionals and various careers speak the same language and share the same
meaning of terms.
Assessment
Pick five words from the activity in application. Use each word that you have chosen
in a sentence. (15 points.)

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Enrichment Activity
List at least 10 words that are related to your course and write their definitions.
TERMINOLOGY DEFINITION
References
Guia, Clarissa Dela Cruz. (2008). Speech and Oral Communication. Manila: Mindshape
Co. Inc.
Hutchinson, T. & Waters, A. (1987). English for Specific Purposes: A learner-centered

approach. Cambridge: Cambridge Press
Starfield, S. & Paltridge, B. (2014). The Handbook of English for Specific Purposes. United
Kingdom: John Wiley &Sons Ltd.

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Lesson 3: ESP: Process and context of communicating
Introduction
In ESP, the goal of teaching English is to develop the strategic competence of the
learners. This concept is believed to be the mediator between external situation context
and the internal language and background that is needed by the learner to respond to
the communicative situation.
This lesson is focused on developing your ability to apply English in the appropriate
context and to bring your English language learning to your own future field of
communication.
Lesson Objectives:
At the end of this lesson, you should be able to:
a) construct a concept map about the works associated to your course;
b) recognize the communicative process and elements;
c) analyze an interaction; and
d) draw out principles in communicating in related jobs.
Getting Started
Starting a career, getting through the program is really a difficult task. However, it
offers great and rewarding career in the future. Using the concept map, write specific jobs
or works that await you after graduation.
Your course

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Discussion
Communication process requires both a sender (the party who initiates the
communication) and a receiver (the target of the communication) - a message must be:
A. encoded (the sender needs to find a way to make their thoughts understandable to the
receiver through the use of words, images, symbols, body language, etc.);
B. transmitted through a variety of potential channels, both verbal and non-verbal; and
C. decoded (the receiver is expected to understand and interpret the message correctly).
Components of Interactive Model
Interactive Model of Communication requires different components for the

communication process to work:
A. Encoder-Source-Decoder: The person who originates a message is the source. The encoder
and decoder are the same person/source. The second source is also encoder as well as
decoder. The source acts as an encoder while sending the message and as decoder while
receiving the message.
The second source decodes the message, then originates another message, encodes it,
and sends it to the first source. The source is known to be encoder and decoder during the
act of encoding and decoding.
B. Message: Message is the information sent during the interaction.
C. Feedback: The decoder forms a second message after receiving the first which is known as
feedback.
D. Field of Experience: Field of experience is the experience and knowledge that the source
possesses which affects the message formation and interpretation. For example, the source’s
culture, social behavior, etc. The field of experience refers to how environment, experiences,
culture, and even heredity can influence how a sender constructs a message. Keep in mind
that each person brings a unique field of experience to an interaction. This implies that
communication is achieved as people both send and receive messages.

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However, there are many factors that might have a negative impact on the
communication process such as the choice of a wrong channel, background noise and other
types of distractions, specific jargon only known to one of the parties involved, etc. , lack of
familiarity with the context in which the exchange occurs plays an important role, and for
people whose cultural backgrounds are dissimilar may interpret verbal and nonverbal
messages differently.
Context in Communication can be:
A. Physical: the setting in which communication takes place. The location, the noise level, the
time of the day, and the weather conditions are all environmental elements that contribute to
a more or less successful communication exchange (see lesson "Bonus Knowledge" on
proxemics - the study of human use of space and the effects that population density has on
behavior, communication, and social interaction - for further info on this particular point);
B. Social: mostly based on psychological factors, social context refers to individual and group
norms, behaviors, and social dynamics between the people involved (relationship type, level
of familiarity with each other, degree of expected formality, etc.);
C. Temporal: it considers how communication develops in relation to other events (for

instance, the communication process will be vastly different depending on whether two
people discuss a happy event or sudden bad news);
D. Cultural: it encompasses all aspects - both conscious and unconscious - of a culture

(values, beliefs, behaviors, lifestyles, language, power dynamics, etc.), which will be explored
in the upcoming modules.
*From Maria Antonietta Marino (2020), The Importance of Context in The Communication Process
APPLICATION
Write a short paragraph explaining How can you be communicatively appropriate in your
chosen line of career?

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- The communicators simultaneously send and receive verbal and nonverbal
Communications.
- This style of communication requires the speakers or the communicators to speak with
their colleagues in terms of context.
- Each communicator has a unique Field of Experience to an interaction due to their
individual differences specifically their experiences in life. In order to engage in a
meaningful conversation, there must be commonalities in the experiences of the
communicators.
ASSESSMENT
Read the conversation and answer the questions below.
Secretary: Mr. John will be with you in a moment. He is just talking to someone.
John : Thank you!
Secretary: Would you like some coffee?
John : Yes that would be great! Black, no milk two brown sugar please.
Secretary: Here you go
John : Thank you very much. Is this the whole firm?
Secretary: No, no, no! On this floor, we have the trainee accountants and the book
keepers.
John : And does everyone work in the one plan area?
Secretary : No, some of the managers have individual offices. The two big offices on the
left are for the company treasurers and for our senior tax accountant. The offices
on the right are for our cost accountant and for our budget manager.
John : How about that office in the corner of the open plan area?
Secretary: That is used by our back-office manager.
John : And you have offices downstairs as well?
Secretary: Yes, that is correct! Downstairs are the internal auditors, and at the moment, we
have a team of external auditors. They are in one of the conference rooms at
the end of the corridor.
John : I see!

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1. What sort of “Field of Experience” do John and the secretary have?
2. What underlying context do they have?
3. Based on your analysis of the conversation, what principles about communicating in the
business- or work-related community should you observe to be appropriate? List down at
least four (4) principles
Enrichment Activity
Reflective Essay:
How important is CONTEXT in communicating in the workplace?
References
Aquino, F. O. (2002). Effective Speech Oral Communication. Quezon City: Katha

Publishing Co., Inc.
Bassett, R. E. & Smythe, M.J. (1979). Communication and Instruction. New York: Harper
and Rows.
Bauzon, P. T. (2009). Handbook in Public Speaking, Argumentation, and Debate.

Mandaluyong City: National Book Store.
Cabrera, L. dM. & de Asis, B. Z. (2008). Effective Speech. Communication for Filipinos.
Manila: Booklore Publishing Corporation.
Diaz, Rafaela H. (2005). Speech and Oral Communication for College Students.
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Lesson 4: Functions of Verbal and Non-verbal Communication
Introduction
ESP is geared toward preparing learners to be strategically competent in terms of
communication. Strategic competence does not only mean being grammatically
proficient; it requires the knowledge and competence in terms of context, awareness,
and sensitivity on non-verbal cues, socio-linguistic, and situational competence.
In this lesson, the goal is to heighten your awareness and sensitivity to verbal and
non-verbal communication and to promote a conscious effort of using such
communication elements in your own communicative practice.
Lesson Objectives:
At the end of this lesson, you should be able to
a. differentiate the verbal and non-verbal communication;
b. determine the functions of verbal and non-verbal communication;
c. recognize the various levels/context of communication; and
d. communicate using these communication tools
Getting started
Based on your observation, draw an arrow to each figure and assign a word that
communicates the meaning of each body language.

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Discussion
Verbal Communication - It is communication through spoken and written words. It

implies the use of words to convey thoughts and meaning.
- It is the ability to communicate using words.
A. FUNCTIOS OF VERBAL COMMUNICATON
1. Sharing Meaning - It is the most obvious function of verbal communication.

Denotative – Literal meaning of the works, agreed in the culture
Connotative – deeper understanding of the words, implied and suggested.
2. Shaping of Thought - Language shapes how people think about things.

Linguistic determinism – language quite literally defines the boundaries of one’s
thinking.
Linguistic relativity – people of different cultures perceive and think differently about
the same things.
3. Naming - Creating linguistic symbols for objects. It allows people to communicate meanings
about the things in their lives.
4. Performance Actions - Verbal Communication enables people to perform speech acts.

(Call to actions – command, request, inspire, direct)
5. Crafting Conversations - Interactive – two or more people are involved.

Local Management – people decide about who gets to speak, when, and for how long
Universal – forms the foundation of people’s interpersonal ties
Scripts – rigid patterns of talking
6. Managing relations - Declaring powerful, intimate feelings to others.

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How is verbal communication different from non-verbal Communication?
VERBAL COMMUNICATION NON VERBAL COMMUNICATION
B. Non-Verbal Communication
“Behavior and elements of speech aside from the words themselves that transmit
meaning. Non-verbal communication includes pitch, speed, tone, and volume of voice;
gestures and facial expressions, body posture, stance, and proximity to the listener; eye
movements and contact; and dress and appearance.”
(http://www.businessdictionary.com/definition/nonverbalcommunication.html#ixzz4Gg63XJ
F6)
C. CHARACTERISTICS of Non-Verbal Communication

1. Subconscious- non verbal communication is often sent and received on a subconscious
level. People are usually not aware of the messages they send non-verbally.
2. Contextual - Non verbal communication depends on the situation in which it occurs.

3. Ambiguous- The meaning is open to interpretation and often confusing.
4. Cultural- Non-verbal communication has a distinct cultural nature.
In the work place, an informed practice of non-verbal communication can help:

1. create a positive professional image;
2. project competence and confidence; and
3. communicate assertiveness.

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D. TYPES of Non-Verbal Communication

1. Proxemics - It refers to the study of the relationships of humans to the special
dimensions of the surroundings. It means that in communication, speakers must
physically use distance with the people with whom they talk to, and the meaning
that they attribute to these physical distance relationships.
Edward T.Hall’s Four Basic Physical Distances between people

Intimate (3-18 inches) This distance is characterized by a high probability of physical
involvement. This is the distance between children and their parents, husband
and wife, and sweethearts and other loved ones.
Personal (18-48 inches) It refers to the range at which pople interact with intimate or
close associates with whom they maintain less sensory involvement. This is the
distance normally between a boss and his private secretary.
Social Distance (4-12 feet) This distance is normally used for interaction with business
associates and friends.
Public Distance (12-25 feet) This distance covers the formal and informal gatherings
of groups. It is the distance involved in public speaking and debate.
2. Haptics - It refers to a social class of events that occur when two people come into
physical contact with one another. In simple terms, haptics is a way of
communicating using the sense of touch.
Common Observed Haptics in Communication

Professional- Some jobs require that the other person is touched in some way, very
typically by people in the medical profession or caring jobs.
Punishment - Touch can be negative as well as positive and a slap or a punch sends a
very strong message
Greeting - Touching is a common part of greeting rituals, from shaking hands to cheek
to cheek kissing to full body hugs
Guiding- When a person is physically moving, a touch in the body, usually back,
shoulder, or arm can guide him/her in the right direction.
Sympathy- the correlation existing between bodies capable of communicating their
vibrational energy to one another through some touch
Friendship - Touching is often a part of friendship and demonstrates closeness. Friends
will walk close together and occasionally bump into one another.

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3. Chronemics - It refers to the use of time. Professionalism is often associated with

the promptness to use time in daily dealings. Hence, a speaker’s use of time
given or allotted to him/her tells so much about the speaker and the
credibility he/she wishes to establish.
4. Kinesics - It refers to the study of body motions such as gestures, posture, facial
expressions, eye contact and the like.
Common Observed Kinesics in Communication
EYE CONTACT - Important way in which we communicate our feelings towards

other people. People non verbally express their true feelings through their
eyes.
FACIAL EXPRESSIONS - Facial expression is bound to be an important indicator to

other people of our attitudes, state of mind and relationships to them. Human
face has a complex arrangement of muscles that allows us to produce a
whole range of different expressions, most of which are an index of our
feelings.
GESTURES-Gestures are arm and hand movements and include adaptors like
clicking a pen or scratching your face, emblems like a thumbs-up to say “OK,”
and illustrators like bouncing your hand along with the rhythm of your
speaking.
BODY MOVEMENTS/POSTURE- Head movements and posture include the

orientation of movements of our head and the orientation and positioning of
our body and the various meanings they send. Head movements such as
nodding can indicate agreement, disagreement, and interest, among other
things. Posture can indicate assertiveness, defensiveness, interest, readiness, or
intimidation, among other things.
5. Vocalics/ Paralanguage - refers to the vocalized but not verbal aspects of nonverbal
communication, including our speaking rate, pitch, volume, tone of voice, and
vocal quality. These qualities, also known as paralanguage, reinforce the
meaning of verbal communication, allow us to emphasize particular parts of a
message, or can contradict verbal messages.
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6. Artifacts - Artifacts are objects often used to communicate information about oneself.
Artifacts include clothes, jewelry, trinkets, and accessories like handbags, umbrellas, fans,
hats, and colors, to express one’s interests, hobbies, status, or lifestyle. With artifacts, one
can be distinguished from others demonstrating his or her own taste of life and philosophy.
However, different cultures have different interpretations of these artifacts.
LEVELS OF COMMUNICATION
Intrapersonal- It is the communication that involves talking to yourself. It may involve

deliberation where you think about your decision or possible courses of
action.
Interpersonal - It is the level that involves talking to one or a limited number of people.
Small Group - It is an increased level of interpersonal communication. This suggests that

three or more people are involved.
Public Communication - It involves communicating to a wide group of people with varied

traits, backgrounds, interests, and persuasion.
Intercultural Communication - It involves communicating with a person of group of people

who may not share same assumptions, values allegiances as that
of yours, and may have different associations with the symbols you
take for granted for having a particular meaning.
APPLICATION {SPEAKING} Ask a partner or use the following scripts to practice your speaking.
After you have spoken, ask someone (a friend or a family member) to comment on the way
you speak.
Britta: Good morning, Jeff! You wanted to see me?

Jeff : Ah, yes, Britta! About our board meeting next week, you know we’ll be discussing
debts concerns.
Britta: Of course, it is the company’s biggest problem at the moment.

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Jeff: Right! The stockholders are getting nervous and the markets don’t like our level of
gearing. We are getting more and more questions about whether we can service
our debt in the long term. It’s getting harder to attract investments. So, I want to
speak to you about anything that we can do. We are investing a significant amount
in our new factory in Calamba so we need to come up with a solution at the soonest
possible time. The new factory is very important and we are looking at leasing the
assets. And that is where you come in, Tell me what we can do with the leases on the
balance sheet. What is allowed in this province?
Britta: Is this a business decision, to lease these assets?
Jeff: Let us just say that it is one possibility we are looking at.
Britta: You are thinking that if we lease these assets, we can exclude these liabilities from the
balance sheet?
Jeff: Exactly!
Britta: You think that the auditors will look very closely at these transactions? The accounting
standards, or principles if you like, mean that finance leases must be disclosed. If we
are effectively the owner of these assets, then we’re not going to have a choice.
Jeff: And how do we determine the owner?
Britta: That depends on the conditions in the contract.
Jeff : That shouldn’t be a problem. And then we can call them…
Britta: Operating leases, but remember, auditors and the markets are now very sensitive to
these things. We can’t afford to be seen as trying to mislead anyone.
Jeff: Of course not. But for the meeting next week, think about it. Ok?
Britta: Yeah. I’ll try and bring some ideas.
Jeff: Great! See you later.
Britta: Ok. Bye!

-Using English in the context of speaking in specific purposes like the work place requires
individuals to observe the function of verbal and non-verbal communication.
- Using English as a language in the work place demands awareness and control of the
non-verbal cues to communicate some of the intangible values.
- There are various non-verbal communication cues, namely, Proxemics, Chronemics,
Haptics, Kinesics, Vocalics, and Artifacts.
- There are four (4) levels of communication which a communicator must learn to
navigate, to use, and to apply the various principles to successfully communicate.

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Assessment: For this task, you need to send a message to your teacher for the Instructions
regarding the graded task. You may contact him through the details provided. (Note: Please
introduce yourself first, no call shall be accepted unless you are instructed to do so.)
Enrichment Activity. Based on what you have read and studied, what did you realize about
communicating using the English language in your chosen career. List down three (3)
realizations and discuss you answer using a separate sheet.
References

Bassett, R. E. and Smythe, M.J. (1979). Communication and Instruction. New York: Harper
and Rows.
Bauzon, P. T. (2009). Handbook in Public Speaking, Argumentation and Debate.


Mandaluyong City: Nationa Book Store.
Cabrera, L. dM. & de Asis, B. Z. (2008). Effective Speech Communication for Filipinos.
Diaz, R. H. (2005). Speech and Oral Communication for College Students. Mandaluyong
City: National Book Store.

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Lesson 5: ESP Work Presentation and Communication Skills
Introduction
Oral communication in English is undeniably one of the essential skills that provides
advantage in the workplace. The ability to express and to communicate effectively gives
opportunities and raises ones’ platform for a larger role. Thus, learning the various techniques
and applying them can empower an individual.
In the future workplace, employees and managers alike are given the opportunity to
present and to communicate in a larger audience group once in a while. This learning
lesson aims to develop your skill in presenting and imparting knowledge and techniques to
better communicate in different dimensions of communication in English.
Learning Objectives:
a) recognize areas for effective presentation skills;
b) analyze a given situation;
c) construct a presentation based on your chosen profession; and
d) present ideas with visual materials.
Getting Started
List down your top five (5) best public speakers and describe what makes them
great in communicating their ideas.
Name of the Speaker Special Qualities as a speaker
A.

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Discussion
A. Communicative Context of Situation

According to Halliday, every communicative act takes place in ‘situational and
cultural context’. It is the context of situation that determines what sort of language will
be used.
1. Field: subject matter and the nature of the activity, i.e., what is happening, to who,
when, and where. What the participants know, why they are doing what they are doing.
2. Tenor: social (power and status) relationships existing between participants. How they
regard each other, and how familiar they are with each other.
3. Mode: how the language is being used, organised, whether it is written or spoken,
written to be spoken, spoken to be written. It also refers to how the text is produced:
spontaneous, prepared, performative, or reflective.
B. Communication according to purpose and style
1. Formal Communication- In formal communication, certain rules, conventions and

principles are followed while communicating a message.
-Formal communication occurs in formal and official style; usually
professional settings, corporate meetings, conferences
undergoes informal pattern.
2. Informal Communication - It’s just a casual talk. It is established for societal affiliations of
members in an organization and face-to-face discussions.
- In informal communication, use of slang words, foul language is
not restricted; usually, informal communication is done orally and
makes use of gestures.

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C. General Principles of Effective Oral Communication
WORDS
HOW YOU SAY

IT
POSTURE AND BODY
LANGUAGE
What are your thoughts about this? Do you agree to this? Why or why not?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
D. Three (3) advantages of using visual presentations

1. Clarity – clarify discussion of an idea by showing a picture or representation of it
2. Interest – visual aids effectively generate interest
3. Retention – visual images often are remembered longer than verbal ones
E. Guidelines in preparing visual presentations

1. Prepare visual aids in advance 9. Use fonts that are easy to read
2. Be creative 10. Adapt decorative fonts to situations
3. Can be used during practice 11. Use color effectively
4. Keep visual aids simple
5. Ultimate goal is communication not atr
6. Limit to manageable amount of information
7. Make sure visual aids are large enough
8. Useless if they can’t be seen

29
F. General Principles in Sharing a Visual Presentation

1. Don’t use a cheat card or a chalk board; it lessens competence and professionalism.
2. Display the visual material where the audience can see it.
3. Avoid distributing or passing visual aid to your audience.
4. Display the appropriate visual aid while discussing it to the audience.
5. Face to the audience and not to the visual.
6. Explain the visual aids briefly and concisely (avoid translating as a form of explanation)
APPLICATION:
Construct a visual presentation of any topic that is related to your chosen career. Make
sure to follow the guidelines in preparing visual presentations

- Using English in Specific purpose like the work place requires individuals to know the
different contexts involved to appropriately communicate in a speech community.
- According to UCLA research, three factors matter in becoming successful in
communicating in different contexts and purposes, BODY LANGUAGE, THE WAY PEOPLE
SAY IT, and finally, the least WORDS.
- Visual presentations are necessary in a business community work setting.
- Communicating in the work place is not limited to the knowledge of English, it also
entails, knowing visuals and supporting materials for better communication.
Assessment
Present the topic that you used in the application. Prepare a maximum of 3-minute
visual presentation (mp4 format) and send it to the email of your professor. Observe also the
layout and design of your presentation. (50 pts.)

30
RUBRIC FOR THE GRADED ACTIVITIES

5 4 3 2
Excellent Good Average Needs
Factors Improve
ment
A. EFFECTIVE SPEECH DELIVERY SKILLS
1. Effectively Chosen the Words Spoken (Verbal Language)
The student was able to communicate using the appropriate words, observing
courteous, unbiased and professional words.
2. Effectively Observed how to say ideas. (How you say it-
Vocalics/Paralanguage)
The student was able to observe the proper use of voice, volume, tone, pauses,
pacing and rhythm. The student was able to manipulate his or her voice to
sound enthusiastic and communicate professionalism in the way he or she
speaks.
3. Effectively Used the Non-Verbal Language.
The student was able to observe a professional posture that communicates
confidence and authority. He or she was able to keep eye contact, appropriate
facial expression and complementary gesture. He or she also observes the
appropriate movements and body positioning within the communicative area
C. EFFECTIVE CONSTRUCTION AND PRESENTATION OF VISUAL

PRESENTATION AID
1. The visual presentation is creative and neat.
The student was able to perform presentation that suits to the level, interest and
need of the audience. The presentation aid creatively shows the necessary
information and is well organized and follows a logical order. The presentation
aid also uses the appropriate font size, color and spacing.
2. The information in the visual presentation/aid/ artifact supports the
over-all goal of the communicative process.
The student was able to choose and to put the relevant information in the
presentation aid. The said information helps in the over-all attainment of the
speech objective.
3. The visual presentation was utilized to effectively deliver the message
The student was able to use the visual presentation to support the points of the
speech. The student was able to use it as a guide to organize the
communicative process. He or She follows the guideline in presenting the visual
aid/artifact, presentation aid.
/30
TOTAL

31
Enrichment activity
What did you realize after the activity about your communication ability? In what areas
did you perform well? What areas do you need to develop?
References
Bassett, R. E. and Smythe, M.J. (1979). Communication and Instruction. New York: Harper
and Rows.


Mandaluyong City: Nationa Book Store.
Cabrera, L. dM. & de Asis, B. Z. (2008). Effective Speech Communication for Filipinos.
Diaz, R. H. (2005). Speech and Oral Communication for College Students. Mandaluyong
City: National Book Store.

1
Course Title:
Learning Module No. 02

2
STUDENT
Name:
Student Number:
Program:
Section:
Home Address:
STUDENT
Email Address:
Name:
Student
Contact Number:
Number:
Program:
Section:
PROFESSOR
Home Address:
Email Address:
Name:
Contact Number:
Consultation Schedule:
PROFESSOR
Email Address:
Contact Number:

3
LEARNING MODULE
INFORMATION
IV. Module Title Midterm Period- English for Specific Purposes
engage in.
1. distinguish particular styles and forms used across technical
outputs;
3. write their own business letters and documents related to
their field of specialization;
profession.
VII. General Instructions
All assignments/activities should be handed in on or before
the due dates as specified in this school calendar.

requirements would mean a zero mark. All requirements
should be completed on or before the last day of the
assigned weeks.
Intellectual Honesty Plagiarism is considered a major offense

in the City College of Calamba. A plagiarized work will
Incomplete Grade -A student who fails to submit the papers

will get a grade of INC. Students must complete all tasks in
the module.

4
Lesson 1: ESP writing in English
Introduction
The previous module gave an overview about the use of English in the oral
communication domain. While the overview is extensive, English is not limited to spoken
communication. In the workplace, there is a growing demand for better communicators
in the written form in English. It is such a skill being sought by many organizations and
companies.
In this lesson, you will explore the nature of writing. This learning material will help
you see the difference in terms of language use in the workplace setting and types of
written works usually done.
Lesson objectives
a) distinguish creative writing and technical writing styles;
b) define Technical writing; and
c) list down the features of technical writing styles;
Getting started:
List down your top seven (7) reasons why writing in English is such a difficult skill to
develop?
1. ________________________________________________________
2. ________________________________________________________
3. ________________________________________________________
4. ________________________________________________________
5. ________________________________________________________
6. ________________________________________________________
7. ________________________________________________________

5
Discussion
In this module, the goal is to help clarify and remove your apprehension about the
skill in writing in English. Below are two types of writing: which do you think falls under the
category of CREATIVE writing and which belongs to TECHNICAL Writing. After you have
identified them, explain what made you thinks so.
I grew up in an Ilocano family where

the provider, my father was was This paper shall describe the bridging
susceptible to lay off every year. I strategies used by Grade 3 and
quickly learned about the hardships Grade 4 English teachers from schools
of life. Unemployment and labor in two regions in the Philippines to
unions were common topics in the help their multilingual students
dinner table. transition from using the mother
tongue as medium of instruction.
Do you have a friend who loves you?
Well I did, here name was Josephine.
This is to inform your good office the
She was a very close friend of mine.
required competencies in hiring a
She was almost like a family to me.
new staff member. Eligibilities for the
She was very kind, she had a bright
said position are as follows.
black eyes and curly hair. I loved her
very much.
(SET A)
(SET B)
Explanation

6
Compare your answer in the previous tasks to the descriptions provided below. In what way
are your responses the same? How are they different?
Creative Writing highlights the artistic Technical Writing emphasizes the writing
point of view. It is marked with that is ideally characterized by the
COLORFUL WORDS that weave maintenance of an attitude of impartiality
beautiful ideas. and objectivity.
It allows the use of words and structures It aims to convey information accurately
the shows peculiar personal style. and concisely.
It reflects a particular mood. Its It is marked by the absence of any attempt

expression of thought is rich and well to arouse emotion.
articulated.
Its subject matter is informative and It uses scientific language as a tool and uses
instructive. a scientific point of view.
It is writing that pours out from the heart Technical writing leaves its readers with
with no serious attempt to initiate a halt specific knowledge while creative writing
to what is natural, pure, and sincere. leaves its readers with powerful emotion.
A. In your own words, how do you define TECHINICAL WRITING?

7
B. Examples of Technical Documents

1. Abstracts 9. Handbooks, Instructional materials
2. Articles for Technical Journals 10. Project projections
3. Business Letters/Reports/ Memo 11. Minutes of the meeting
4. Contracts 12. Policy documents , production orders
5. Conference Report 13. Progress reports, proposal, records
6. Design evaluation
7. Feasibility reports
8. Graphic aids
C. Characteristics of Technical Writing

1. Clear and accurate presentation of facts
2. Style is simple and direct
3. Scientific/ Impersonal point of view
4. Concise and unemotional
5. Uses special writing techniques like definition, description of a mechanism,
description of a process, classification, and interpretation.
Application
Look for a sample technical document and re-write (hand write) that document here.
After copying, based on the document, what can you say about the organization where
the document came from? What do the wordings and the layout communicate to the
reader? Write your answer inside the box provided.

8
[USE THIS SPACE FOR THE COPIED DOCUMENT]

9

- Writing in the context of accountancy program is geared towards Technical writing.
- Technical writing is a kind of writing that highlights the use of impartial style, objective,
and accurate presentation of details.
- Writing follows certain kind, style, and format.
Assessment
Read the conversation below. Assume that you are the secretary for the said
meeting, Write a document narrating the things that transpired during the meeting to the
members of the Board of Trustees. [No need to observe layout and paper format]. Please
observe the characteristics of the Technical Writing in preparing the report.
Manager: I’ m sorry, but the external accounts don’t help me much. Doesn’t matter if it is
in English or Chinese. I need information from you which will help me run this
department.
Chief Financial Officer: What exactly would you like?
Manager: Well, for example, I need something which tells me about the profit we make
from our customers, with some sort of breakdown based on the size of the
company. I want to compare the money we make to the size of the
customers.
CFO: Sure, we can do that. And how about the cost per customer?
Manager: Exactly, how much we spend on each customer compared to the size of their
orders.
CFO: That should be possible.
Manager: Great! Also, the profit made per employee. I would like to know where we are
profitable and with which employees we make our money.
CFO: You realize that this is going to be a lot of work for my department.
Manager: Yes, I know. But it is very important for me. Can I also have a complete
breakdown of the overhead expenses, and their allocation to each of the
products that we sell?
CFO: Ok! How would you like all this information to be presented?
Manager: In plain English, please. So that even I can understand it.

10
Enrichment Activity
Read the sentences below. Identify whether the text is creative or technical. After
identifying them, explain what was/ were your basis/bases?
Text No. 1
Calamba is a soulful city, born in the cradle of the lake’s warmth but raised by a
gentle and humble land. There are touches of nature and modernization on every street
and is never hidden in the corner of every city.
Text No. 2
Wimberley Glassworks hosts glassblowing demonstrations for art glass enthusiasts
from around the world. The glasswork’s custom lighting designs are featured in luxury and
commercial properties throughout the nation. Come experience first-hand the unique
craftsmanship of hand blown glass by our artisans.

11
Text No.3
At the LBJ Presidential library, visitors will experience the life and times of one of the
country’s best president and the era of his administration. This library features new exhibits
and interactive latest technology with historic and cultural artifacts.
References
Calixihan, J.O. (1996). Developing skills in business communication. Philippines: National
Bookstore Inc.
Cameron, T., Grant, L., & Polnac, L. (2002). Common sense: Handbook and guide for
writers. New Jersey: Prentice Hall
Kuiper, S., & Wolf, M.P. (1996). Effective communication in business. (10 th ed.) Cincinatti,
Ohio: South Western Publishing Company
Pfieffer, W.S. (2003). Technical writing: A practical approach. Columbus: Prentice Hall
Romero, P.P. (1997). English for business: Developing communication skills. (rev.ed.).
Quezon City: Katha Publishing Co., Inc.
Young, M. (2002). Technical writing handbook: Writing with style and clarity. Mill Valley:
University Science Books.

12
Lesson 2: Standards for Effective Writing in English
Introduction
Writing in a business is not an easy task. One must be familiar with the universal
standards and the generally norms of what are acceptable. Writing is often the medium
used to communicate within and outside the business organization.
Your ability to comply and to observe these guidelines send powerful stimulus.
Appearance and writing content are measures of judgment of a well organized and an
excellent company.
Learning Objectives
a) explain the standards for effective writing in English in the workplace;
b) differentiate between the technical and academic writing; and
c) write sentences observing the principles of readability.
Getting started
Read the written e-mail below. Is the document written effectively? What made you
think so? Write your explanation in the box provided below.
Hey there!
I am disappointed by ur shop,
We recently bought units of computer and it was not just that right. It was terribly built and a complete was of
money. When I went back to the storae to express my stentiment regarding this, your stupid shop attendant,
she was very rude bitch, she is a whore and said cant do anything about this. She said I better write you the
letter. This is crazy!
I think I deserved to be refunded of my money, so what I want is refund my money, I also want a public apology
and an explanation for the bad treatment that I received.
I want it as soon as possible.
Yours,
Ms. Britta Perry

13
Discussion
A. Standards for Effective Technical Writing
Standard # 1. Consider your READER or the AUDIENCE.
This will allow you to use appropriate tone, words, and terminologies if
you know who will read your document. For example, if a CEO or a
client will be your reader, to be professional or courteous, you will adjust
your language to them.
Standard #2. Be clear in your objectives.

Whatever intention you may have in writing the document: to analyze
and to solve a problem, to describe a thing, to offer services, or to
engage in a special task or project, you must make your objective
clear so that your reader understands what your objective is.
Standard # 3. Be conscious in using the pronoun “I”.

It is customary for technical writers to be objective or impersonal in their
manner of presenting facts, figures, and statistics which they skillfully
wraps around the subject matter. Writers must be not involved;
thus, use the third person “He” or “She.” However, in the event that you
are expressing your personal point of view, then, be cautious in terms of
your word usage, spelling, and tone. Always communicate a sense of

14
professionalism in your technical document.
Standard #4. Use specific language.

Technical literature is written in formal English language. Writers must
avoid slang, Taglish, or shifing of language in any technical documents.
Formality is essential to command confidence and authority.
Standard # 5. Set the Format.

Use an organized and presentable formats. The aesthetics of the
document help improve the document perception of the audience.
Standard #6. Work on a sex-fair tone.

Technical literature writers are conscious of sex bias in the wordings of
directives, instructions, reports, or other messages. Freedom from sexist
bias is realistic, appropriate, and fair for messages referring to people as
people.
B. Subject matters of Technical Documents
- Technical documents contain records/data in businesses, finance, law, science,

engineering, industry, and technology, and in other formal aspects of professional
areas.
- The content or subject matter of technical writing is objective information which is
accurate and clearly presented.
- Thus, a Technical Writer knows his subject, his purpose or objective, and his reader or
audience.
C. Style of Technical Writing

-Technical Style refers to the writer's way of writing, the manner by which he or she
presents his or her thoughts and feelings in language.
-Technical Style is the writer's way to convey the information to the reader. Writers may
give the same information but they vary in style in terms of word usage, sentence
patterns and organization.

15
-Technical Style at large is a style of expressing characterized by brevity and accuracy.
Technical Writing vs Academic Writing

Projects EXPERTISE and Projects Learning and discovery
Authority in writing. in writing.
Writers write for the Writer write for the academic
professionals and members of audience, researchers, scholars,
the organization in the field. students.
Clear and simple ,visually Highly structured, logical, depth in
appealing, and easy to follow. use of language
Often use graphics, charts, and It may or may not use graphics,
numerical data to ALWAYS charts and numerical data to
explain a point explain things.
Readability in Technical Writing

Readability is determined by ease of reading. It is concerned about how the
document written facilitates for easy understanding of what it aims to convey.
Steps to achieve Readability
1. Write clearly and accurately. Readability of technical document is determined by the
reader's ability to state with ease what is expressed in the document.
2. Be direct. Technical document aims to avoid lengthy and time wasting reading. The
goal is to express the objective or the intent of the message immediately. The writers goes
to the point at once.
3. Simplify. The use of simple words in writing allows for an easy understanding of the
subject matter. Difficult terms my confuse and complicate readers' understanding.
4. Economize the words. Effective writing is concise. Thus, avoid unnecessary words or
minimize the number of words in a sentence. Sentences and paragraphs must be kept
short at all times.
5. Minimize the use of Jargon. Readable documents can be understood by readers not
sharing the same field or even outside of the organization.

16
D. Based on what were discussed, use your own words to explain the role/s of the following
concepts in making an effective Technical document.
Planning-
Clarity-
Brevity-
Simplicity-
Word choice-
Committing to the writing process
Application
Each of the following sentences is too long. Revise the following sentences
using the techniques suggested from the previous lesson. Avoid the shun words, avoid
expletives, omit redundancies, and delete wordy phrases.
1-2. It is anticipated that these changes will lead to a reduction in the failure rate.
3-4. There is a possibility that we will implement these suggestions early next month.
5.-6. New personnel will be assessed when brought on board and then tested on a yearly
basis in order to ensure their continued successful job prowess.
6. -8. If there are any questions that you might have, please feel free to contact me by
phone.
9.-10. On two different occasions, I have made an investigation of your residence, and I
believe that your sump pump might result in damage to your neighbor’s adjacent
property. I have come to the conclusion that you must take action to rectify this potential
dilemma, or your neighbor might seek to sue you in the court of law.

17

- As a technical writer in the workplace, there are three important considerations that you
should always be careful or mindful about. These are: the audience or intended reader
of the document, the objective of communicating, and the process of how you will
communicate.
- Technical documents tend to present subjects that are professional in context and nature.
- Writers need to be mindful and observe using appropriate style.
- Technical writing is different from academic writing in terms of authority, the intended
reader, and the structure.
- Technical writers strive for readability in making the technical document.
Assessment
Set 1: Simplify the following sentences to make them readable.
1. Your proposal is an antithesis of the other group.
2. This is for the remuneration of the accountants.
3. I like to inquire about the costs of the comestibles.
4. I initiate contact to the initiator of this conflagration.
5. The reply to the clients must be concise and unsophisticated.
6. The manager relinquished his job.
7. We have authorized the agents to give discounts.
Set 2. Revise the following paragraph to make the document more reader friendly. Be
sure the original idea remains. Use a separate yellow paper for this task. (10 pts)
As you know, we use electronics to process freight and documentation. We are in the
process of having terminals placed in the export department of some of our major
customers around the country so they may keep track of all their shipments within our
system. I would like to propose a similar tracking mechanism for your company. We could
handle you all of your export traffic from your locations around the country and monitor
these exports with a terminal located in your home office. This could have many
advantages for you. You could generate an export invoice in your export department
which could be transmitted via the computer to our office. You could trace your shipments
more readily. This would allow you to determine rating fees more accurately. Finally, your
accounting department would benefit. All in all, your export operations would achieve
greater efficiency.

18
Enrichment Activity
is the email from the onset part of this module. Rewrite the email by observing and
following the standards of effective writing.
Hey there!
I am disappointed by ur shop,
We recently bought units of computer and it was not just that right. It was terribly built and a complete was of
money. When I went back to the storae to express my stentiment regarding this, your stupid shop attendant,
she was very rude bitch, she is a whore and said cant do anything about this. She said I better write you the
letter. This is crazy!
I think I deserved to be refunded of my money, so what I want is refund my money, I also want a public apology
and an explanation for the bad treatment that I received.
I want it as soon as possible.
Yours,
Ms. Britta Perry
VIII. References
Bookstore Inc.

19
Lesson 3: Grammatical considerations in effective writing in English
Introduction
The inability of the reader to comprehend the content of a technical document can
be traced by the document’s lack of readability. Readability is determined by the ease of
reading. How the document is written allows for the easy understanding of what the
document expresses.
A matter to consider in the presentation of a technical document is the simplicity of
the writing style and the ability of the writer to follow the generally accepted standards of
writing English. In this lesson, you will embark on a journey of reviewing some of the common
areas of error in the field of writing.
Lesson Objectives
a) review grammatical concepts in writing;
b) analyze documents and identify errors; and
c) construct written documents that are grammatically appropriate.
Getting started
As writer of a Technical document, what do you think are the negative impacts
of releasing grammatically flawed documents in the work place? Write your reflection
in the box below.

20
Discussion
Technical writing process in the workplace requires time, accuracy, and detail.
Grammar - According to Oxford Dictionary, it refers to the whole system and structure
of language or languages in general.
• - In writing, grammar is the collection of norms and examples that deal with a
• language’s syntax and word-formation usually designed to help in the
learning of the language (Crystal, 2004).
“Grammar is the structural foundation of our ability to express ourselves. The more we
are aware of how it works, the more we can monitor the meaning and effectiveness of the
way we and others use language.” (Crystal, 2004)
A. Importance of Grammar in Writing Technical Documents

1. In Technical Writing, a properly written document keeps your reader free from confusion,
multiple interpretation, and misunderstanding.
2. Technical writing allows you and your company or office build an admirable reputation.
3. Appropriate grammar in Technical writing serves as a valuable resource for success in many
areas of life.
B. EIGHT IMPORTANT BASIC GRAMMATICAL CONSIDERATIONS IN WRITING TECHNICAL DOCUMENTS

1. The Subject and Verb must agree in number.
In writing, one of the essential skill is to identify which is the subject and make the verb agree
with it. Simple rule, if the subject is singular (one), there should be a singular verb, and if the
subject is plural (more than one), there should be a plural verb.
Task # 1. Write four (4) sentences showing the application of the rule. Label the subject and
the verb. The sentence must be accounting-related.
Sentence # 1: _________________________________________________________________________
______________________________________________________________________________________
Sentence # 2: __________________________________________________________________________
________________________________________________________________________________________
Sentence # 3: __________________________________________________________________________
21
_________________________________________________________________________________________
Sentence #4: ____________________________________________________________________________

__________________________________________________________________________________________
2. Collective Nouns are singular. Collective nouns are group words used to refer to multiple
individuals have singular subjects.
Give 7 examples of collective nouns in accounting and use each one of them in a
sentence following the rule.
3. Prepositional phrases DO NOT make a subject singular or plural. Prepositional phrases are
not used when identifying whether or not a subject is plural or singular. Instead, the head noun,
or the noun being modified, tells which verb form to use.
Task # 3. Analyze the following sentences below. Underline the prepositional phrase/s
encircle both the subject and the verb. Then answer whether the subject agrees with the verb.
Sentence # 1. After the movie, the group of teenagers went to McDonalds for a burger
_____________________________________________________________________
Sentence # 2. Without sugar, the blueberries were too sour for the dinner guests.
_____________________________________________________________________
Sentence # 3. The police searched throughout the apartment complex for the escaped
criminal.
____________________________________________________________________
Sentence #4. Away from home for the first time, Mary wrote numerous letters to her family.
_____________________________________________________________________
4. Pronouns must be clear in Reference and Number. A technical writer must be able to
identify a pronoun and draw an arrow to the exact subject or noun being referenced.
Example:
Even though Camille arrived late, she was till able to present well.
22
Note: The pronoun is a part of speech that used to take the place of a noun. Make sure
that it refers to the correct noun. Always check your document for common mistakes like
this.
5. Word Order in the Sentence

Technical writing often use the natural order sentence structure, where the subject and
its modifiers come first and are followed by predicate and its modifiers. Transposed or
inverted order is normally for creative writing.
Natural Order
The business (subject) anticipates development in the coming years. (Predicated)
Inverted Order
Development is anticipated in the business.
6. Voice of Verbs
Voice is the property of the verb which shows whether the subject of the verb acts or is
acted upon. The active voice shows the subject as the doer of the action. This is the reason
why most of their verbs are action verbs.
In contrast, the passive voice shows the subject when it is acted upon. It uses linking
verbs. In technical writing, Active voice is highly preferred. Limit passive verbs to the
description of a process or other scientific texts.
Active Voice
The school provides quality education.
The principal manages the school.
Passive Voice
The school is assigned by the principal.
Quality education is provided by the school.
Task # 4. Convert the following sentences from active voice to passive voice.
1. A parent company owns most of the share in another company.
2. Salvage value refers to the estimated value of an asset at the end of its useful life.
3. Liquidation means dissolving of a company which can no longer pay its bills.

23
7. Observing the Rule of Parallelism

Parallelism means that words, phrases, and clauses that express similar relationships in
sentences are expressed in parallel grammatical forms. Compared and contrasted
ideas as well as coordinated ideas in sentences and paragraphs can also be expressed
in parallel forms.
a.Parallel word forms
The project is costly, comprehensive, and technical. (adj)

The team supported actively and enthusiastically. (adv)
The team is collecting, organizing, and presenting data
b. Parallel phrases and clauses

The employee who refuses to report and who continuously violates protocols run the
danger of termination.
8. Following the Sentence Structures

Sentences are classified as simple, compound, complex and compound-complex
sentences.
a.Simple Sentence - has only one independent clause. A simple sentence may have
various forms of its subject and predicate.
* Simple Subject and Simple Predicate (Simple Subject (S) + Verb Predicate (VP)
The financial crisis (SS) is slowed down by the pandemic. (SP)
* Compound Subject and Simple Predicate (S and S + VP)
The management (SS) and the employees (SS) work for that goal. (SP)
*Simple Subject and Compound Predicate (S+ VP and VP)
The company (SS) assumes economic responsibilities (VP) and propels social
responsibilities. (VP)
24
Compound Subject and Compound Predicate (S and S + VP and VP)

The investors (SS) and the clients (SS) make the business flourish (VP) and propel
economic development (VP).
b. Compound Sentence
Compound sentence consists of two or more independent clause. The clauses in a

compound sentence are related to each other in some form such as addition of ideas,
contrast of ideas, and choice of ideas; but each clause is independent of each other
and can stand alone. (Use these coordinating conjunctions: For-because, why, And-
showing additional information, Nor- not either, But- contrast, Or- choice, Yet- contrast, So-
as a result of)
Examples:
The first exam is about the General Education but the second exam is about Professional
Education.
This proposal is to be approved or this is to be rejected.
The writers provide feedback and they encourage the students to pursue writing.
Task # 5. Arrange the following jumbled words to form a compound sentence.

1. the – in- listen – the- to- teacher – and- room – they-the-are-students
2. was-stolen-but-the-was-returned-cash-check-the
3. unsystematic-the-for-doctor-is-not-does-procedure-follow-guidelines-the-the
4. hire-employees-office-accepts-our-applicants-and-we-permanent
5. help – students-learn-to-yet-low-they-salaries-have-teachers
c. Complex Sentence- A complex sentence has one independent clause and one or
more dependent clause(s). A dependent clause may be used as an adjective, adverb,
or noun.
Example:
When all the plans have been executed, the initial phase may begin.
Task # 6. Search the internet, explain the rules that govern the construction of the Complex
sentence. Afterwards, write three (3) sentences related to accounting following the
complex sentence format.

25
C. Qualities in Well-Written Technical Documents

1. Completeness and Conciseness
The writer includes in the body (introduction, text, terminal section) all facts needed to
answer both primary and secondary readers' questions relevant to the report's purpose.
The writer covers the what, why, when, where, who, and how whenever appropriate for
purpose and reader (s).
The writer gives the person who requested the report what he or she wants- detailed
descriptions and figures or mainly highlights with minimum supporting data.
The writer trims the report to essentials that fit purpose and reader requirements. He or
she omits all irrelevant materials even if he or she has devoted many hours writing it.
2. Concreteness, Conviction, and Objectivity

The writer uses specific words and figures because these are essential for fair and
convincing reports.
The writers identifies information source within the document.
The writer substantiates a source's reliability, whether the source is a recognized
authority; where, when, how, and under what conditions the person made the quoted
statements; and whether they are likely to be biased.
The writer avoids emotional writing, with glowing adjectives and adverbs on his opinions.
He uses facts impartially.
3. Consideration and Courtesy

-The writer is honest in his/her research, analysis, interpretation, organization and
presentation of all facts, figures, and comments.
-The writer chooses his/her organizational plan (inductive or deductive) for the most
effective reader reaction.
-He/She organizes text topics after considering what will be most meaningful for the
reader.
-The writer adapts a writing style and formality in view of his or her audience.
-The writer watches his or her tone and logic to establish or reinforce the readers'
confidence in him/her.
4. Clarity
-The writer phrases all statements so the reader can easily understand them.
-The writer includes definitions of technical terms.
-He/She uses graphics and numerical aids whenever they help clarify his or her
presentation of quantitative ideas.
-The writer uses transitional terms and uses headings to guide the reader.

26
4. Correctness
-The writer double checks accuracy of facts, grammar, language use, expressions and
spellings and structures.
-The writer observes the five important cautions regarding arrangement of heading and
subheadings.
-The writer words his conclusions accurately, with conservative, unexaggerated
statements
-The writer edits to see that his or her documents has all the other good qualities of a
report.
-The writer revises drafts and corrects errors wherever desirable.
Application
Rewrite the document here. Observe previously-held discussion about making it
technical, concise, clear, and readable to the audience. Also, follow the grammatical
considerations discussed in this module.
I am willing to express my intention of applying for teaching position in Junior High School
and I am willing to teach in JHS whether in (full time / part time.)
I am a Bachelor of Science graduate major in Public Administration have earned 18 units

Methods of Teaching, at present I am now a Licensed Teacher with Social Science
specialization.
I can offer to teach Social Studies / History / Literature or any subject related to my major
subject in Junior High School, hoping that the requirement commensurate with my
qualifications.
Please find attached to this letter the pertinent papers needed to be included in the pool
of applicants for JHS school year 2019-2020. This includes various qualifications that I have
for your perusal.
I look forward to hearing your positive response.

27

- In this lesson, there are grammatical considerations many writers in technical writing
often commit. These are subject and verb agreement, singular use of verb in collective
nouns, and the role of the prepositional phrase on the pronoun reference.
- In terms of the structure, Technical writers should be mindful about the word order in their
construction of sentences, the voice of the verbs, the sentence structure, and patterns.
- Also, there are Cs that qualify a well-written document. These are: Completeness and
Conciseness; Concreteness and Conviction; Consideration and Courtesy;
and Clarity and Correctness.
Assessment
By Observing the principles above, rewrite the following paragraphs in
grammatically correct, concise, logical, and appropriate technical document (20 pts)
Food is essential things especially in the company premises. Several innovations have been
applied to industrial canteen business in large and small scale. This initiative has elevated the
reputations not only of food business in the Philippines but industrial canteen in First Philippines
Industrial Park in Sto. Tomas, Batangas. In account for customer satisfaction, this initiative
depends on the quality of service offered to the customers. In the industrial business, the
service providers are the restaurant managements, Canteen Concessionaires, Cafeterias and
other Food Services and clients are the receiver of service that seeks quality service. A tag line,
“customer is always right” has been existed for several decade which means that the customers
are always the top priority of the business that resulted to quality services are given to customers
and the customers want quality services offered by the restaurant management, Canteen
Concessionaires, Cafeterias and other Food Services. In best set up, the industrial canteen
management and customers have give and take relationship.
The Micro, Small and Medium Enterprises (MSMEs) show’s significant responsibility in the
Philippine Economy. (Fong, 2018) noted that MSMEs registered business produced over 70% jobs. In
2017, MSMEs has total 920,677 establishments, of which 828,436 were microenterprises 88,412 were
small enterprises, and 3,829 were medium enterprises. It was also found out that one of the top five
industries in terms of the number of MSMEs in 2017 is food service activities (Philippine Statistics
Authority, 2019).

28
Enhancement
Below is an example of a written information about an author. Write a two
paragraph introduction about you as an author. Please take note of the tone, point of view
and concise appearance of the document.
VIII. References
Bookstore Inc.

29
Lesson 4: Writing styles Part I
Introduction
Technical writing styles refer to the writer’s way of writing in a manner by which he or
she expresses his or her thoughts and feelings in a language. It is a way by which information
is conveyed to the reader. Different writers may give the same information but they may
vary in vocabulary, sentence patterns, and organization.
In this lesson, you will explore and determine the unique characteristics and they way
to write using the writing style in your technical document writing. Learning varieties can
help you be more flexible in expressing your thoughts better.
Lesson Objectives
a. recognize the common techniques in writing a technical document;
b. use the internet to search for samples of these styles; and
c. write/construct a technical document using the common techniques.
Getting started
Write at least three (3) things you already know and what you want to know about style
and language in technical correspondence. Write them in bullet form, whether complete
sentences or short phrases.
What I already know
What I want to know

30
Discussion
Technical writing employs techniques in writing to achieve its communicative
purposes and goals.
The use of these writing techniques makes the document appealing and interesting
to the reader.
A technical document usually employs a combination of these methods.
A. KINDS OF WRITING TECHNIQUES
1. Definition- It is a process which uses analysis and explication to make the meaning of
a term clear.
- Technical writing is replete with technical terms that need to be defined. It is
a must to define scientific terms to allow for better comprehension (Menoy, 2003).
DEFINITION
Informal Formal
DEFINITION DEFINITION
a. Informal Definition - It is the simplest type of definition. It clarifies a word by giving another
word that means the same.
- It comes in the form of word (synonyms) or a phrase.
Example: An electrician is a technician. A T-square is a measuring tool. An accountant is a
keeper.
b. Formal Definition -A formal or sentence definition, as its name suggests, is in the form
of a sentence with these three elements: species, genus, and differentia/e.
species is the term defined; the genus is the class or kind to which the term
belongs; the differentia or differentiae are the distinguishing characteristics that make
the term different from other terms of the same class
31
Term/ Species Genus Differential
The comput is a specialized instru that performs different operations as pa

er ment rt of an integrated system.
A technique is a systematic proce used to accomplish a complex or scien

dure tific task. c.
Amplified or Extended Definition - This kind of definition ensures the reader's

understanding of a thing or idea. It uses phrases, clauses, or sentences in order to
make the ideas or concepts clear.
The amplified (extended or expanded) definition comes in the form of

addition sentences that support a formal definition which becomes the topic
sentence of a paragraph with definition as method of development. The amplified
(extension or expansion) is done in any of the following ways:
1.Function – use of the thing defined;

2.Location – placement/position of the thing defined;
3.Physical description – physical traits (color, size, shape, etc.) of the thing define;
4.Further definition – definition of words in the formal definition of the thing defined;
5.Causation – causes or effects of the thing defined;
6.Comparison – similarities of the thing defined with another thing;
7.Contrast – differences of the thing defined from another thing;
8.Exemplification – concrete examples of the thing defined;
9.Etymology/word derivation – words from which the thing defined was derived;
10.Analysis – parts of the thing defined;
11.Basic principle – law or principle governing the thing defined; and
12.Negation – negative statements about the thing defined.

32
Examples of Amplified Definition

Never eat canned or jarred foods that emit a foul oder. The danger is botulism. Botulism
is an after fatal variety of food poisoning caused by the botulin organism. There are
several symptoms of botulism you should be aware of. (Obnaia, Dela Cruz, Aquino,
2005)
Stars and planets are both heavenly bodies which can be seen through a telescope-
some even with the naked eye. There are many scientific methods of differentiating stars
from planets. Two basic difference, however, help the layman distinguish between these
heavenly bodies. First, a star keeps the same position in relation to other stars. It always
appears in the same group or constellation . A planet, however, is a wanderer, and may
appear in different positions. This is due to the fact that planets revolve around the sun.
(Obnaia, Dela Cruz, Aquino, 2005)
2. Classification- It is a systematic process of dividing material into kinds or classes. It is an

action noting relationships.
Classification is division of several species into classes or groups. Similar to an analysis, a
classification is written with the foregoing guidelines in mind. A classifier has to make an
outline.

33
3. Description of a Mechanism
It is commonly used to direct the reader to initiate some kind of action
It is also the technique or way of presenting a device to reader by naming it,
defining it, and explaining its function and describing its physical appearance.
A fundamental and logical method of organizing the technical description of a
mechanism is to start with a clear introductory generalization, stating what the machine
is, its functions, its physical appearance or nature, and the principle governing its
operation.
A discussion of the various component parts of the machine follows. The conclusion
is a general description of how the mechanism works or how it is used. To make the
technical description more concrete, a textual explanation with pictures is presented,
thus, showing the physical appearance of the mechanism.

34
Application
Look for a book, a document, or you can search the internet and do the tasks
below.
1. Look for Five (5) accounting terms and their formal definitions. Copy and write them
below and identify the three (3) elements to be indicated in a formal definition.
2. Look for two (2) accounting terms with extended or amplified definitions. Copy or
rewrite the definitions below.
3. Look for an accounting document that follows the Classification technique and re-
write it here or re-write it in a separate page and attach it here.
4. Look for an accounting document that follows the Description of a Mechanism
technique and re-write it here or re-write it in a separate page and attach it here.

The use of these writing techniques make the document appealing and interesting to
the reader.
Technical writing employs techniques in writing to achieve their communicative
purposes and goals.
Three (3) writing techniques in this material include Definition, Classification, and
Description of a Mechanism.
Assessment
Provide what is being asked for.
A. DEFINITIOIN
* Give the formal definition of the following accounting terms
1. Prudence principles
2. Holding company
3. Consistency principle
4. Balance Sheet
5. Tax Return

35
Give an informal definition of the following education terms

1. Teacher 3 . Class Record 5. School
2. Subsidiary 4. Leasing
B. Following the outline provided above, write an essay using the Classification writing
technique classifying the real, personal, and nominal accounts.
Enrichment Activity
Using the principles and outline of the Description of Mechanism Writing Technique,
construct an outline that explains the school mechanism in curriculum delivery
References
Bookstore Inc.
Kuiper, S., & Wolf, M.P. (1996). Effective communication in business. (10th ed.) Cincinatti,

36
Lesson 5: Writing styles Part II
Introduction
Technical writing styles refer to the writers’ way of writing in a manner by which they
express their thoughts and feelings in a language. It is a way by which information is
conveyed to the readers. Different writers may give the same information but they may vary
in vocabulary, sentence patterns, and organization.
In this lesson, you will explore and determine the unique characteristics and they way
to write using the writing style in your technical document writing. Learning varieties can
help you be more flexible in expressing your thoughts better.
Lesson Objectives
a. recognize the common techniques in writing a technical document;
b. use the internet to search for samples of these styles; and
c. write/construct a technical document using the common techniques.
Getting started
Write at least three (3) things you already know and what you want to know about style
and language in technical correspondence. Write them in bullet form, whether complete
sentences or short phrases.
What I already know
What I want to know

37
Discussion
purposes and goals.
the reader.
A technical document usually employs a combination of these methods.
KINDS OF WRITING TECHNIQUES

4. Process- is simply describing a series of steps/stages or a series
of actions. Unlike a mechanism description which makes use of spatial or logical order,
a process description always uses chronological (time) order. Steps or stages are based
on the time of occurrence.
a. Process descriptions are classified into directional or instructional and informational.

The directional process description comes in the form of directions/instructions
(imperative sentences or commands) addressed to the doer or agent of the action; it is
written in the active imperative style and the second-person point of view. Examples of
this process are writing, lay outing, cooking, and teaching.
Informational process description comes in the form of pieces of information

(declarative sentence) addressed to the reader of the description who is not the doer
or agent of the actions; it is written in the active indicative or passive indicative style
and the third-person point of view.
The process is done by any of the following: a group of individuals (human process),
e.g., mass production of wine and newspaper publishing; a machine (mechanical
process), e.g., computer data-processing and air-conditioning; and nature (natural
process), e.g., volcanic eruption and disease transmission.

38
5. Comparison and Contrast

Comparisons maybe literal or figurative. A comparison is literal when the things
compared are of the same kind. Figurative Comparison when the things n
compared do not belong to the same class. A figurative comparison is known as an
analogy.
While similarities exist between two items, differences (contrasts) between them do
occur, too. Because there are more differences than similarities as regards two
items compared, writer’s devised ways or pattern to show contrast.

39
6. CAUSATION/CAUSAL ANALYSIS
Causation is one of thee techniques commonly used by technical writers.
It analyzes the causes and/or effects of an event or a phenomenon. It may be
presented in various ways, based on the number of causes and effects involved and
the interrelationship between the two.
a. Single Cause-effect Pattern

40
The first pattern is exemplified by the relationship between the rain and flowers (single
cause) and growth of the flowers (single effect);
The second, between drug addiction (single cause) and its individual and social effects
(multiple effects);
The third, between heredity and environment (multiple causes) and personality (single
effect);
The fourth, between land pollution, air pollution, and water pollution (multiple effects);
and indiscriminate between throwing of garbage and similar factors (multiple causes);
and fifth is exemplified by poverty leading to death.

41
Application
Look for a book, a document, or you can search the internet and do the tasks
below.
1. Look for a certain school document that follows the PROCESS technique and re-write
it here or re-write it on a separate page and attach it here. Discuss whether the text is
Directional Process or Informational Process.
2. Look for a school document that follows the CAUSAL or COMPARSION CONTRAST
technique and re-write it here or re-write it on a separate page and attach it here. After
that, briefly explain what made you think that these document is using the technique.

the reader.
purposes and goals.
Three (3) writing techniques in this material include, Process, Compare and Contrast,
Definition, and Causal Effect
Assessment
Using the principles and the outline shown in the discussion part, write an essay
explaining the figure below as an accounting process.

42
Enrichment Activity
Using one of the general cause and effect patterns, write a five-paragraph essay
talking about the Effects of the Pandemic on the Philippine Education System.
References
Bookstore Inc.
Kuiper, S., & Wolf, M.P. (1996). Effective communication in business. (10th ed.) Cincinatti,

43
Lesson 6: Supporting Documents with Visual Aids
Introduction
Effective visual aids increase understanding and retention of message content.
Visual aids (also called visuals, graphic aids, or graphics) clarify complex data, emphasize
points that deserve special attention, or condense voluminous data. Graphics may also be
used to provide contrast or visual appeal in a document - a satisfying break from a mass of
words.
Lesson Objectives
a. recognize the common visual aids used for supporting information in documents;
b. determine the principles and benefits of using each; and
c. construct visual aids for a report.
Getting started
Below are the common graphic aids used by technical writers. Draw an arrow and
identify each of the visual aids.

44
Discussion
- Effective visual aids increase understanding and retention of message content.
- Visual aids (also called visuals, graphic aids, or graphics) clarify complex data
emphasize points that deserve special attention, or condense voluminous data.
- Graphics may also be used to provide contrast or visual appeal in a document- a
satisfying break from a multitude of words.
A. GENERAL GUIDELINES FOR THE USE OF GRAPHICS

1. The purpose of the graphics is determined.
2. The accuracy and validity of the data are evaluated.
3. All graphics in the text are referred to.
4. Placement of the graphics is thought of carefully.
5. Graphics are positioned vertically when possible.
6. Clutter is avoided.
7. Titles, notes, keys, and source data are provided.
B . COMMON TYPES OF GRAPHIC AIDS
1. TABLE- when quantitative information is presented in rows and columns, a table is used.
Informal Tables -(brief tabulations) - may be inserted into the report text without
the number or title
Formal Tables - carry complex data reports from text. They may appear on the
pages of the text that includes the table reference or the attachment or
appendix.
In a formal table, a stub identifies information in a row (horizontal plane), a column head
identifies data in a column (vertical plane). A stub head describes the stubs, and a
spanner head describes the column heads. The information appearing in the columns
and rows of the table is the field or body.

45
Example:
2. PIE CHART
Pie chart dramatizes percentage components of a single factor.
Guidelines in constructing a pie chart

1. The writer uses the ‘twelve o’clock’ clockwise position, beginning with the largest to
the smallest wedge.
2. He uses no more than 6 or 7 divisions.
3. All segments total 100 percent.
4. He identifies each segment and the percentage it represents.
5. He constructs a creative but simple pie chart.

46
3. Bar Graphs
Easy to construct and understand, the bar graph is a common adaptable type of
graphic representation. The bars of equal width but varying lengths help to show
changes and comparisons in certain areas. Careful labeling is necessary for the bars
and the units in which the values are measured.

47
4. Line Graphs
The line graph is useful and fairly easy to construct. It is used to portray a trend or series
of figures covering a large number of time periods. The peaks are clearly marked with
figures.
5. Flow Charts - It diagrams the actual, anticipated, or desired movement of supplies,

personnel, documents, or equipment. They tell a story about a process usually by
stringing together a source of boxes and other shapes that represent separate activities.
Steps used to organize a flow chart

1. The writer presents only overviews.
2. He/She limits the number of shapes used in the chart.
3. He/She provides a legend when necessary.
4. He/She runs the sequence from top to bottom or from left to right.
5. He/She labels all shapes clearly.

48
APPLICATION
Read and analyze the selection below. Construct a visual aid that best highlights or
shows the participants of the research.
The study was conducted in the eight (8) industrial canteens residing in different industrial
parks in the South Luzon Region. Six of those industrial canteens are located at the First Philippine
Industrial Park (FPIP) in Santo Tomas, Batangas, and one at the Cavite Export Processing Zone in
Rosario, Cavite and another one at the Laguna Techno Park located in Santa Rosa, Laguna. The
respondents, particularly the employees, were briefed and interviewed with regard to the study
The data of this study came predominantly from the primary source. These were the respondents
from the eight (8) different industrial canteens operating in different industrial parks within the
CALABARZON region. Every canteen has a 25-35 employees including the owner/manager
based on the organizational structure of the business and the information gathered through the
interview. The employees are made up of the cooks, servers, janitorial services, administrative
officer, custodians, quality specialist, delivery staff, warehouse associate, and the
supervisor/manager. However, when it comes to the customers, the population is indefinite since
the industrial parks are too large and the customers are coming from different companies and
factory operations. Thus, the researcher categorized the respondents into three, the managers,
the employees and the randomly selected customers who dines in the identified canteen.
The researcher purposefully selected the managers as a separate group but randomly
elected the employees and the customers. For the employees, the researcher used the Slovin
formula to identify the number of employees to serve as respondents. Given that every canteen
has 25-35 employees, the researcher decided to use the maximum number to serve as the
49
total population size of every canteen. Thus, upon computation, it was found to be five (5)
employee respondents for every canteen. This is the required sample size to ensure the statistical
validity of the results.
SUMMARY of the Lesson
Visual aids or Graphic organizers are visual representations of knowledge, concepts,
thoughts, or ideas. Graphic Organizers historically have been organized bits of data in
easy-to-understand formats, such as charts, tables, and graphs.
Visual aids in document writing helps relieve reading boredom, enhances recall, provide
motivation, create interest, clarify information, assist in organizing thoughts, and promote
understanding.
ASSESSMENT
I. Completion type: Fill in the blanks with the correct responses to complete the
sentences.
1. Effective __________ increase understanding and retention of message content.
2. ____________ may be used to provide contrast or visual appeal in a document.
3. A ___________ is used when qualitative information is presented in rows and columns.
4. ______________ clarity complex data, emphasize points that deserve special attention,
or condense voluminous data.
5. ____________ tables may be inserted into the report text without number or title.
6. _____________ tables carry complex data separate from text.
7. _________________ construction is creative but simple.
8. The ________________ is one of the most common and adaptable types of graphic
presentation.
9. The _________ is used to portray a trend.
10. _____________ tell a story about a process, usually by stringing together a source of
boxes and other shapes that represent separate activities.

50
Enrichment Activity
Create a visual aid for the following.
1. The Education students from 1st year to 4th year.
2. The BSE Second year students (in your section ) in accordance to their SHS track.
3. BEED graduation rate from 2016-2019.
References
Bookstore Inc.

1
Course Title:
Module No. Learning 03

2
STUDENT
Name:
Student Number:
Program:
STUDENT
Name:
Section:
Student
Home Number:
Address:
Program:
Email Address:
Section:
Contact Number:
Home Address:
Email Address:
Contact Number:
PROFESSOR
Name:
PROFESSOR
Consultation Schedule:
Email Address:
Contact Number:

3
LEARNING MODULE
INFORMATION
IV. Module Title Final Period- English for Specific Purposes
engage in.
1. distinguish particular styles and forms used in technical
outputs in different communication situations;
3. write their own business letters and documents related to
their field of specialization;
profession.
VII. General Instructions All assignments/activities should be handed in on or before
due date as specified in this school calendar.

requirements would mean a zero mark. All requirements
should be completed on or before the last day of the
assigned weeks.
Intellectual Honesty Plagiarism is considered a major offense

in the City College of Calamba. A plagiarized work will
Incomplete Grade -A student who fails to submit the papers

will get a grade of INC. Students must complete all tasks in
the module.

4
Lesson 1: Technical Writing Correspondence
Introduction
There is power in proper correspondence. When you write using English in the
workplace context and purposes, you must observe writing in a professional manner. This is
because your technical documents do not only communicate, They also serve as the face
and the goodwill of the company in relating to the world of business. Your correspondence is
key to making the business more efficient. It also enables the continuity of the business
activity and at the same time, the business organization and its relation to other businesses
remain intact.
As a student of a writing course in English, your goal is to use the language and
understand the dynamics of the systems and context to effectively communicate in the
workplace.
Lesson Objectives
A. distinguish the characteristics and purposes of the three main types of
correspondence used in the workplace;
B. determine principles on how to use the English language in writing directives; and
C. write /construct the assigned technical documents.
Getting Started:
In what aspect/s are memos, emails, and letters the same? How do they
differ? Discuss your answers below.

5
Discussion
A. Correspondence- It refers to the communication through the exchange of letters.

- Correspondence is communication in writing between two persons on
matters of personal/official/ business interest.
- Correspondence refers to the media or means through which views are

expressed and information or ideas are communicated in writing in the
process of business activities.
B. Most Common Technical Writing Correspondence in the Workplace

1. Memo (memorandum or reminder) is normally used for communicating policies,
procedures, or related official business within an organization.
It is written from a one to all perspective (like mass communication) broadcasting a

message to an audience rather than a one-on-one, interpersonal communication.
It may also be used to update a team on activities for a given project or to inform a
specific group within a company of an event, action, or observance.
2. Business letters serve as a means of information exchange in a written format for the
process of business activities.
-It can take place between organizations, within organizations, or between the
customers and the organization.
-The correspondence is generally of widely accepted formats that are followed
universally.
3. Electronic Mail (E-mail) is a system that allows people to send messages to each other
electronically.
It is a method of exchanging digital messages, designed primarily for human use.
It is an electronic message sent from one device to another. With e-mails, people can
send and receive messages with attachments.

6
C. The Differences among Memos, Letters, and E-mails
Characteristics Memos Letters Emails
Internal: External: Internal or External:

Destination Correspondence Correspondence written Correspondence written to
written to a colleague outside of the business personal friends and
ONLY within a acquaintances as well as
company business associates.
Identification lines Includes letterhead Identification lines include
include “Date,” “To,” address, date, reader's “Subject,” “From,” (writer's
“From,” and “Subject,” address, salutation, text, name and e-mail address),
Format The message follows complimentary close, and “Sent,” (date of transmission),
signatures; and “To,” (reader's name and
e-mail address). The message
follows.
Generally high-tech or Generally low-tech and Generally multiple readers with
low tech, mostly lay readers, such as various levels of knowledge.
Audience
business colleagues. vendors and clients. Could include instructors,
company supervisors, and
subordinates as well as family
and friends.
Generally high-tech to Generally low tech to lay; A wide range of diverse topics
low tech; abbreviations and determined by audience.
Topic
abbreviations and acronyms usually defined.
acronyms allowed.
Informal (peer More formal (audience of Usually informal (due to the
audience) vendors or clients) non-conversational” nature of
Tone
electronic communication.
Attachment or Hard copy Additional information Computer files, active Web

Enclosures attachments can be can be enclosed within links and down loadable
stapled to the memo. the envelope. graphics can be attached,
Complimentary copies Complimentary copies Complimentary copies can be
can be sent to other can be sent to other sent to other readers.
readers. readers.
Structure Typically “8 1/2 x 11” Typically “8 1/2 x 11” within Typically, one view-able screen
within 1'' margins, 80 1'' inch margin, 80 within 60-70 characters per line
characters per line, characters per line, and and 12-14 lines per screen.
and about 55 lines per about 55 lines per page. Beyond these parameters, a
page. reader must scroll.

7
Characteristics Memos Letters Emails
Delivery Time Determined by a Determined by the E-mail messages can be

company's in house destination (within the city, delivered within minutes but
mail procedure. province, region, or delays are possible depending
Memos could be country). Letters could be on the fax tone availability.
delivered within the delivered with 3 days but
day or 3 days (more or may take more than a
less) week.
If a company's mail The letter sender must E-mail systems, like all
delivery system is strictly adhere to the rules computer systems, malfunction
Security
reliable, the memo will and regulations of the from time to time. What the
be placed in the postal bureau not to insert reader sees on the screen
reader's mailbox. Then, money, checks, and other might not be what the writer
what the reader sees sensitive items i the the saw on the screen due to
on the hard copy envelop otherwise it will problems with fixation point or
page will be exactly be confiscated. They are computer resolution. The text
what the writer wrote. advised to use the postal will be the same, but the page
Security depends on money or avail the layout could differ. E-mail can
the ethics of co- services of cargo be tampered with and/or read
workers and whether deliveries. Privacy laws by others with access to the
the memo was sent protect the letter's system
within an envelope. content.
D. Writing Directives and Instructions

⚫ Directives are memos that tell employees what to do.
⚫ Instructions, which tell people inside and outside the company how to do something,
may take the form of memos, letters, or even booklets. But directives and instructions are
both considered routine messages because readers are assumed to be willing to
comply.
⚫ The goal in writing directives and instructions is to make the point so obvious and the
steps so self- explanatory that readers will not have to ask for additional help.
⚫ Directives and instructions are especially important within companies; faulty internal
directives and bungled instructions are expensive and inefficient.
⚫ -The key with instructions is to take nothing for granted. Assuming that readers know
nothing about the process you are describing is better than risking confusion and
possible damage or harm by overlooking some basic information.

8
E. How to write Instructions

1. Include four elements as needed; an introduction, a list of equipment and materials,
a description of the steps involved in the process, and a conclusion.
2. Explain in the opening why the process is important and how it relates to a larger
purpose.
3. Divide the process into short, simple steps, presented in order of occurrences.
4. Present the steps in a numbered list or present them in paragraph format, making
plentiful use of words indicating time or sequence, such as first and then.
5. If the process involves more than ten steps, divide them into groups or stages
identified with headings.
6. Phrase each step as a command (“Do this” instead of “You should do this); use active
verbs, specific terms ('three' instead of 'several')
7. When appropriate, indicate how readers may tell whether a step has been performed
correctly and how one step may influence another. Supply warnings when
performing a step incorrectly that could result in damage or injury, but limit the
number of warnings so that readers do not underestimate their importance.
8. Include diagrams of complicated device, and refer to them in the appropriate
steps.
9. Summarize the importance of the process and the expected results in the conclusion.
F. Testing your instructions

a. Review the instructions to be sure they are clear and complete. Also, judge whether
you have provided too much detail.
b. Ask someone else to read the instructions and tell you whether they make sense and
are easy to follow.
G. Essential Parts of a MEMO

A. Letterhead
B. TO
C. FROM
D. DATE
E. SUBJECT
F. BODY

9
Criteria for Writing successful memo

Subject Focus plus TOPIC
Example:
Termination of Contractual Employees
Hiring Procedures for Contractual Employees
Project review of Design Proposal
Readers are busy and you want your first

sentence to communicate immediately.
A goal is to write one or two clear introductory

sentences which tell your readers what you
want and why you're writing.

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The INTRODUCTION reminds the

reader why this memo is being
written- as a follow up- and tells the
reader what will happen next.
The DISCUSSION allows you to develop

your content.
In this part, you want to respond to the
reporter's questions (who, what, when,
why, where, how)

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CONCLUSION, conclude your memo with

a complimentary close and/or a directive
close. A complimentary close motivates
your readers and leaves them happy.
Application
Read and follow the instructions below.
A. LETTERHEAD- Many companies have stationary letterhead. If you are using an ordinary paper, type the
letterhead at the center part of the bond paper. The letter head includes the name of the company,
business address and most often the contact information. However, the company name and address
can be sufficient.
SPRINKLER SPRINGS WATER CORPORATION

123 Hill Street, Brgy. Jordan, General Trias, Cavite City
Contact Number (02)-545-2394
“Water is Life”
Contact number and motto is optional.

Note: In office setting, others just write the office where the letter is written because the letter is
understood as an inter-office communication. Look at the samples below.

12
Application Task # 1: Construct your imaginary company’s letter head or heading.
B. TO/FOR- The label TO/FOR should be CAPITALIZED, typed at the left side of the paper.
The audience of this memo can be individual employees or a group.
TO : Maintenance Officers, Institutional Workers

TO : College Faculty and Staff
TO : Kevin D. Alapag, Head Coach Basketball Varsity Team
TO : John A. Ferrer
Head, College of Languages and Literature
Note: The arrows here indicate the marks and data entry should be aligned.
C. FROM- The label FROM should be capitalized always. Write your name and your position in the
company. Be consistent with the format or location of your position. This should be consistent, too
with the format of the receiver of the memorandum.
FROM : Alyssa O. Taguro, Dean, College of Education
FROM : Martin B. Malabano

Branch Manager, Blue Stars
FROM : Branch Manager
FROM : Dean, College of Education

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D. DATE- Include the date the memorandum is written. It can be written following the American
format (MM/DD/YYYY) or the British format (DD/MM/YYYY) depending on a company’s
preference.
DATE : January 03, 2020 (American Format)
DATE : 03 January 2020 (British Format)
E. BODY – The body is the same as in writing an ordinary business letter. Make sure each paragraph
conveys one main idea. The body of the memorandum should be short and simple. Any
attachments should be mentioned in the body part. Common closing sentence in the body parts
include:
For strict compliance.

For your information.
Please act accordingly.
For your guidance.
For strict implantation.
For information and proper guidance.
For proper dissemination.
Application Task 2: Imagine that you are a head of an institution related to your course. Write a
memo instructing your employees about health protocols to be observed in the new workplace
context brought about by the pandemic.

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1. Memos are an important part of interpersonal communication in the workplace.
2. Subject lines are read by 100 percent of your audience.
3. Use a topic and focus on your subject line.
4. In the introduction, state what you want and why you are writing.
5. In the discussion section, state the details.
6. Conclude the telling the reader what you plan to do next or what you expect him
or her to do next. You might also want to date this section.
7. Consider the level of your audience when you write a memo.
Assessment
Write a memorandum based on this scenario. A school (construct an identity and
name for this educational institution) partnered with your company for a
practicum/immersion of some of its senior high school students. As an administrator, you
do not want your employees to be surprised with the coming of these on-the-job
trainees. Write a memo that orients your employees about this partnership. (20 pts.)

15
Enrichment Activity
You are an administrator of a company/institution asking your employees to submit their
accomplishment reports for the month. Make sure that the details of the memo are relevant to your course.
VIII. References:
Bookstore Inc.
writers. New Jersey: Prentice Hall.
Ohio: South Western Publishing Company.
Pfieffer, W.S. (2003). Technical writing: A practical approach. Columbus: Prentice Hall.

16
Lesson 2: Technical Writing Correspondence: Writing Business Letters
Introduction
The Business letter is the medium used most often for written messages to persons
outside the firm or the organization. The appearance of the business letter is a powerful non-
verbal stimulus. Content presentation and physical appearance are measures of judgment
of a well-constructed business letter.
In this section, as a technical writer, you must yield once again to the use of the
English language to communicate in a business-like and professional manner. At the same
time, you have to follow prescribed universal formats.
Lesson Objectives
1. recognize the role and the purpose of business letters as a way of technical
correspondence in the workplace;
2. observe the principles of writing letters; and
3. write/construct the assigned business letter.
Getting Started
Based on the prior lesson, what do you think are the characteristics of an excellent
business letter?

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Discussion
A. Letters do not only reflect your communication abilities but also the image of your
company or organization.
-- The letter you write constitutes a legally binding contract. Hence, you must maintain the
proper tone, correct information, and avoid errors.
-- The appearance or the physical aesthetics of the business letter sends a powerful non-
verbal message.
B. Functions of Technical Correspondence/ Letters

1. To provide a convenient and inexpensive means of communication without personal
contact.
2. To seek or give information
3. To furnish evidence of transaction entered into
4. To provide a record for future reference
5. Making a lasting impression
6. Widening the approach
7. An authoritative proof
8. Building goodwill
Components of Letters

18
Guide #2 : Paper - The standard size of a business letter is 8 ½ by 11 inches (short) or 8 ½ by

13 (long) and 20-24 substance white or off white paper. Other firms use a pastel paper to
suggest warmth or refinement.
Guide # 3: LETTERHEAD - A printed paper usually shows the name, address, and telephone
number of the sender’s company. In addition, the letterhead may contain features like the
company’s logo, slogan or motto; fax number, cable, and e-mail address and the branch
address. Creative designers also put some information at the side (letter side) or bottom
(letter bottom) of the paper.

19

20
C. Optional Parts of the Letter

When appropriate, any of these optional parts may be included: 1) ATTENTION LINE,
2) SUBJECT LINE, 3) ENCLOSURES, 4) COPY NOTATION, and 5) POST SCRIPT.
1. Attention Line – It is considered as part of the Inside Address, the attention line directs
a letter to a particular person or title or department when the letter is addressed to a
company. It is useful when the writer:
a). does not know the individual’s name but wants the message to go to a particular
office;
b). knows only the individual’s surname and thus, cannot use that name on the first line
of the inside address; or
c. expects that addressee travels often, and the writer wants the letter to be attended
to promptly by whoever takes care of the addressee’s business.
2. Subject Line – It is considered as part of the body of the letter, the subject line
tells the receiver what the letter is all about. It also assists in easy filing. The subject line
may or not omit the word SUBJECT. It is placed on the second line below the salutation
and centered or flushed left.
3. Enclosure Notation – It is normally indicated using a single space or double space

under the reference initials. An enclosure is anything in the envelope other
than the message itself.
4. Copy Notation – When the writer sends copies of the letter written to the addressee to
other persons, he types the names of these persons, arranged in order of
importance or in alphabetical order, in a copy notation. The writer places cc notation
directly below the typist’s initial on the enclosure notice.
5 Post Script - It is used by writer when he or she wants to emphasize a point in the letter
or to include a personal brief message completely unrelated to the letter. The writer
adds a post script below everything else.

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LETTER STYLES

22
HANGING INDENTED STYLES

23
INDENTED OR SEMI-BLOCK LETTER STYLE

24
Application
Name and discuss the three (3) main differences between the full block and the modified
block letter style. (15pts)

- The letter you write constitutes a legally binding contract.
-The appearance or the physical aesthetics of the business letter sends a powerful non-
verbal message.
- Letters have universal components and elements.
- There are four (4) common Letters styles. These are the Full Block Letter Format; the Modified
Block Letter Style; the Hanging Indented Styles; and the Indented or Semi-Block Letter style.
Assessment
You are conducting a research about your course. Write a letter addressed to a
company/institution whose members you are requesting to participate in your study. (20
pts.)
Enrichment Activity
Which do you think is the letter style that is the most suitable for your future career? Why?
(10 pts.)

25
References

26
Lesson 3: Writing Different Types of Business Letters
Introduction
Business letter writing skill is one of the significant skills that you need to develop if
you are to be part of the corporate world. If you lack the knowledge on how to write a
business letter, this lesson may help you to build the foundation for building the skill.
This lesson comes with principles and guides that you can contextualize depending
on the situation in the workplace.
Lesson Objectives
1. familiarize yourself with the process of writing business letter;
2. recognize factors to consider in the process of writing; and
3. write the required business letter.
Getting Started
Write at least three (3) things that you already know and what you want to know about
business letters. Write them in bullet form, whether in complete sentences or short phrases.

27
Discussion
A. Pre-writing- No single method of pre-writing is more effective than another.

- It is the thinking and planning the writer does before drafting and throughout
the writing process , including considering the topic, audience, and purpose;
gathering information; choosing a form; and making a plan for organizing
and elaborating ideas.
B.Writing - Once you have gathered your data and determined your objectives, the next
step in the process is to begin your rough draft.
1. Study the letter criteria. By studying the specific criteria for the type of letter you will write;
you can remind yourself of what information should be included in each paragraph.
2. Review your pre-writing. Now that you have reminded yourself of what each paragraph
should include, reviewing the pre-writing will help you determine whether, in fact, you
have provided the correct details .
3. Organize the data for your discussion paragraph. One organizational pattern especially
effective for most letter is importance. When you organize by importance, you place the
most important information first and less important ideas later.
4. Draft your correspondence. Write a rapid rough draft focusing on content and
Organization, not on grammar, mechanics, or style. Your primary goal in a rough draft is
to get words on the paper or screen.
C. Re-Writing - It is editing that involves writing something again.
1. Add for Clarity and correctness - Check whether you answered all the necessary
information . Review your draft and add any missing letter essentials.
2. Delete for conciseness. Review your rough draft to delete any dead words and phrases
which will raise your fog index. Delete irrelevant content.
3. Simplify to aid understanding. Avoid words and phrases that are old-fashioned such as
pursuant, accede, supersede, and in lieu. Simply your word selection than putting pompous
words.
4. Move information for emphasis. This involves cutting and pasting-moving information
within your letter. This is to focus your reader’s attention so you should move it from the
bottom to the list to the top. By doing so, it make the ideas more emphatic.

28
5. Reformat for reader-friendly ease of access. Review your letter’s format. How does the
letter look on the page? The letter’s appearance affects your readers before they read one
word. If the letter is open and appealing, then you’re off to a good start.
6. Enhance the letter’s tone. Letters are not the inanimate objects they appear to be. Your
letter is a reflection of your interpersonal communication skills and your company’s
attitudes.
7. Correct errors. Finally, before your letter leaves your office, correct any errors you may
have committed. Proofread. Check and double check your grammar, check and double-
check your data and scientific notations. Your letter is a legal document. A mistake can
cost your company money and your job. Proofreading is boring. But reading the want ads
to find a new job is worse. Save yourself future problems by proofreading your letters.
D. Good news letter and Neutral Letters

1. These are letters that will receive favorable response or neutral reaction from your readers.
It is easy to write because such message tells the reader something pleasant or offer
usual information.
2. These letters are generally organized by the direct approach.
F. How to write Good news letter

Step # 1. Write the usual headings, the date, and the recepient of the letter
Step # 2. Use the first line or the first paragraph to present the most important information in
the positive way.
Step #3. Use the next paragraph to present the who, what, where, when, why, and how
related to the action you are going to do.
Step #4. Close the letter confidently and politely.
Step #5. Re-read your letter before sending to check for potential error/s.

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G. Writing a bad news letter

1. A Bad news letter can be communicated using a Direct Approach or an Indirect
Approach
2. Strategies for Bad News Letter

a. Convey the message.
b. Gain acceptance.
c. Maintain Goodwill.
d. Promote a good corporate image.
e. Minimize future correspondence.
H. How to write a bad news letter

1. Begin with a buffer- begin with a sincere, relevant, not misleading and neutral message.
2 Provide the reasons for the Bad news:
- Highlight the positive points.
- Provide the relevant ideas.
- Highlight the benefits.
- Minimize company policy.

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3. State the message.

- De-emphasize or soften the blow of the bad news.
- Use a conditional statement.
- Focus on the positive .
- Avoid discouraging and hurtful words.
4. Close with confidence.
- Maintain an emphatic tone.
- Limit future correspondence.
- Be optimistic about the future.
- Remain confident and sincere.
I. How to write a complaint letter

✓ Writing a complaint letter is something that most people have to do at some point in
their lives.
✓ Resolving issues with mutual benefits is a better option in most cases, so complaint letter
should be effective as well as polite.
✓ Writing a complaint letter is essential; rather than ranting your complaint in the social
media which may compromise everybody, it is better to deliver it to the appropriate
channel.
✓ It is not something difficult - writers should state the facts clearly and politely request for a
solution or immediate action.
J. In writing the effective service complaint, keep the following points:

1. Addressthe letter to the Customer Service Department.
2. Be to the point.
3. State clearly about the action or resolution that will satisfy you.
4. Enclose copies of supporting documents.
5. Mention time limit to resolve matter.
6. End the letter respectfully.

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Application
One of the most challenging letters to write is a claim letter, a document complaining
about a problem of a customer with a product or service from a company. Here is your task:
Write a claim letter that reports these issues and asks for necessary actions on the part of
the supplier.
Imagine that you are the head of material procurements in your school library. However,
you encountered several problems with the supplies delivered to you.
1. The package arrived a week later than what was originally agreed upon/indicated.
2. You messaged the contact person of your supplier to follow up for the package’s
delivery, but they threw expletives at you.
3. The package that you received had issues. Three Physical Education books were
absent, and two Mathematics in the Modern World books had missing covers.
You may improvise names of companies and people.
Summary of Lesson
- Business letter writing skill is one of the significant skills that you need to develop if you are
to be part of the corporate world.
- Basic business letters include Good news letter, Bad news letter, and the Complaint
letter.
- Writing a good news letter requires a direct approach while bad news and complaint
letters may follow both direct and indirect approaches.
- In using the English language to communicate in writing, you must observe the guidelines
and techniques for better writing.

32
Assessment
Complaining might be easy but responding to complaints is difficult. Earlier, you wrote a
claim letter. Now, imagine being on the receiving end of these claim letters. This is where
writing a claim adjustment letter comes to the picture. A claim adjustment can be briefly
explained as a letter that handles the complain of a client. Your task is to revisit the
application part and situate yourself in the place of the company you are complaining
about earlier. Write a claim adjustment letter that addresses the complaints in the application
part.
Enrichment Activity
Imagine that you are the Vice President for Administration in an educational institution.
One senior faculty member is asking for a three-day leave. However, in the said instructor’s
letter, the dates covered by the leave he is requesting are the exact dates of the accreditor’s
visit to observe classes. Moreover, granting the request would mean staff shortage and the
risk of unattended classes. Write a letter that rejects this teacher’s request.
References
Cameron, T., Grant, L., & Polnac, L. (2002). Common sense: Handbook and guide for writers.
New Jersey: Prentice Hall.
Kuiper, S., & Wolf, M.P. (1996). Effective communication in business. (10th ed.) Cincinatti, Ohio:
South Western Publishing Company.
Romero, P.P. (1997). English for business: Developing communication skills. (rev.ed.). Quezon
City: Katha Publishing Co., Inc.

33
Lesson 4: English in Virtual Communication
Introduction
Virtual communication is a modern technological phenomenon through which
transmission of action or information is achieved even to distant parts of the world. Heavily
influenced by the advent of Globalization, it is more becoming a reality that professionals
must learn how to communicate in English in the virtual space.
This module will help you to find guidelines and principles to be successful in
communicating virtually. It is an undeniable fact that more and more professionals
should also develop their skill in communicating not only by using the language but also in
navigating and accommodating the emerging trends in the business world.
Lesson Objectives
At the end of the lesson, the students should be able to:
1. identify the modes of virtual communication;
2. recognize ways to strategically communicate in a virtual mode; and
3. construct an email message in English as way of communicating virtually.

34
Getting Started
What does the image below aim to convey with regard to workplace
communication?
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Discussion Proper
A. Virtual Interaction/ Communication
- It is communication recognized as a modern technological phenomenon through which
the transmission of the information or action is achieved to remote or distant locations
around the world.
- It refers to the modern technological phenomenon through which the transmission of
information or action is achieved to remote or distant locations around the world.

35
B. Advantages of Virtual Communication

1. Convenience - People or employees can interact with each other from wherever they
are. It eliminates the need to meet in person.
2. Time Saving - Going virtual lessens the consumption of time. Virtual communication
allows us to pass messages and communicate in a time efficient context.
3. Cost Saving - By meeting virtually, reduction of transport and other operational
expenses becomes evident.
4. It is Fast - Communication does not need that much of an effort, one can make it in a
click or dial away.
5. It is flexible- It can be done anywhere and anytime.
6. Increase of Productivity - The convenience and flexibility brought by virtual
communication create effectiveness and efficiency among employees.
7. Reduction of Facilities and Space - It eliminates the need for creating a space for
people who are working. Virtual communication can be done wherever they are.
8. Easy Record keeping- Virtual Communication gives an option for easy recording and
documenting of the details of the meeting or conversation.
C. Disadvantages of Virtual Communication

1. Technical Problems - Virtual communication relies on software, machines, and the
Internet, which can malfunction at any time. This affects ongoing and scheduled virtual
communication endeavors.
2. Absence of Non-verbal Communication - Some virtual communication techniques, like
voice calls, do not accommodate faces of people. Therefore, it is easy to mistake a
sarcastic comment for a genuine one, unless you are very keen. This causes
miscommunication.
3. Some Functions Require Face-to-face Communication - Interacting virtually does not
solve all communication needs, for instance during crisis. That is why face-to-face
conversations will never get outdated.

36
D. Some of the important areas where effective virtual communication is critical are:
1. Interviews/ Meetings
2. Team calls/ con calls
3. Prospecting
4. Calling of previous and existing clients
5. Making virtual sales calls
6. Emails and document attachments
E. How to be effective and strategic in a Virtual Communication

1. Interviews
a. As in real interviews, practice your answers well. If there is no video, pay special
attention to voice modulation and clarity of speech.
b. Make sure that you have a plain background free of distractions. The main source of
light should be in front of you and not behind you. Use an additional lamp at a higher
level and in front when doing live sessions.
c. As mentioned earlier, check your audio and video properly in advance. You do not
want to go “Check, check! Can you hear me” just before an important interview.
d. Dress up, at least the top half, if you have a video interview. It would not hurt to dress
up anyways to get into the proper frame of mind.
e. Sit comfortably but alert. Your posture will reflect in the way you talk.
f. Make sure your answers are direct and to the point. Online conversations do not have
the luxury to “hmm…” and “haw” as you ponder since the non-verbal cues might be
absent and you will only sound weird.
g. You can always ask things like – I hope that answers your question – just to make sure
that the interviewer got your answer.
h.Watch your energy levels – find a sweet spot. It is easy to feel low energy sitting in
one’s home instead of a formal interview room. You will need to muster some extra
energy to convey that through your voice.
2. For Team Meetings
a. Make sure that you are heard loud and clear at least once during the call. This is
especially important if it’s an audio call and people cannot see you.
b. Be on time even though it is an internal meeting and dress appropriately.

37
c. Pay attention to your voice and its modulation since that alone will project you as an
effective speaker.
d. Learn active listening since it is easier for the mind to wander when people are not
physically present around you.
f. If you are going to talk about a project – or have the main speaking role – in the
meeting, make sure you make it really interesting.
g. If you want people to listen, make them! As a speaker, it is your job to hold their
attention – rendered more difficult in a virtual situation.
3. For Prospective Clients

a. Sales or prospecting calls need a lot of preparation. The good news is most of the
things you would do for a real call apply on phone/video call too. You need to bring
in the same presence – if not more – on a virtual call, too.
b. Be well prepared. Practice what you are going to say and get into the flow since
pauses on an audio call will be especially glaring
c. Make your pitch interesting. Do not just show slide after slide if you are making a
presentation. That fails to hold attention even in a conference room scenario.
A few key things that will make a huge difference on a virtual sales calls are:
Enunciation: Be very clear in your speech. Do not mumble.
Articulation: Long, winding style of speaking in virtual modes fails to hold people’s
attention. Be clear about what you want to say. Structure it coherently.
F. Electronic mails
It is a method of exchanging messages between people using electronic devices.
It is a system for sending messages from one individual to another via telecommunications
link between computers or terminals using dedicated software. – Dictionary.com
Being able to write professional emails is very important. Learn the following rules to make
a good impression on your future employer/ professional colleagues/ associates/ clients.

38
1. ALWAYS include a meaningful heading in the subject line along with a brief outline of
what the email body will include, e.g. [REQ] Request (for a reference) [ACTION] Action
(to be completed) [FYI] For your information.
2. ALWAYS address the reader in a professional manner. If you are not sure who the
reader is, you can see the example on how you could address them (e.g. Dear Miss
Rose). You should make it as personal as possible.
Dear Mohammed
To whom it may concern

39
3. Round up the main point of your email in the opening sentence,

e.g. Think about what you would like the reader to do next, what actions they need to
take or how the information you are sending is useful for them.
4. DO NOT use all capital or all small case unless referring to a known acronym or term
that is familiar to the reader, e.g. CSDO/ WP/ TTFN/ PAF.
5. ALWAYS check your grammar before sending and NEVER use slang/ text
speak/colloquiums, e.g. LOL/WAG1/WUUP2/LY.

40
6. ALWAYS keep language professional. If necessary, ask a friend or colleague to proof

read before you send the email, e.g. Would it be possible to request this information from
you?
7. ALWAYS check for spelling, grammar, punctuation, and any careless mistakes, e.g.
Careless mistakes are more difficult to identify so attention to detail is necessary.
8. ALWAYS use paragraphs, e.g. Ensure that the email is broken up into paragraphs and
not written as an essay.
Elements to consider before sending an e-mail

1. Format
2. Keep e-mails brief
3. Proper grammar
4. Greeting
5. To-the-point subject
6. Know who is reading your e-mail
7. Respond in a timely manner
8. No signatures and taglines overpowering your e-mail

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Application
Imagine yourself as a teacher in the future tasked by your superior to invite a guest
lecturer about a topic relevant to your major. Send an invitation through email addressed to
this speaker.
You may improvise names.

- Virtual communication is a mode of communication that includes the use of technology
audio, and video to communicate with people who are not physically present. People
can be in the next room, other floor, in the neighborhood, or even miles away.
- There is an increasing demand for future labor force members to know and to be
proficient in communicating in English in this context.
- Virtual communication areas that learners need to develop themselves are
interviews, meetings, sales, prospecting of clients, and electronic mails.
Assessment
Compose an email of submitting your research to a certain journal/publication. (20
pts.)
Enrichment
Review the emails that you have sent before. What are the aspects of the e-mail writing
that you got correctly? Which aspects need improvement? (20 pts.)
References

Bookstore Inc.
Cameron, T., Grant, L., & Polnac, L. (2002). Common sense: Handbook and guide for writers.
New Jersey: Prentice Hall.

42
Lesson 5: English in technical reports
Introduction
In your future workplace, you will be asked to write a technical report. Reports are
technical documents written to describe a certain process, progress, result, or findings of a
technical or scientific research.
There are many different types of reports and various companies have unique
formats, demands, and requirements. Hence, in this specific workplace purposes, it is
good to be aware of certain traits basic to all report writing.
Lesson Objectives
At the end of the lesson, the students should be able to:
1. define the reports in the business or industry context;
2. recognize the various types of reports in the workplace;
3. familiarize themselves with the different parts and types of reports; and
4. write the assigned technical report.
Getting Started
Make an acrostic or a composition which certain letters in each line may form
word or words about your idea of the word REPORT. An example is show below.
R- ecommend future actions

E- xplain complex information
P- rovide reference
O- btain records from a large number of people
R- ecord procedures
T- ake into account work accomplished

43
Discussion
In your future workplace, you’ll be tasked to write a report. Reports can vary in
length. Generally, a shorter report (approximately one to five pages) will be formatted
(differently than a longer report).
A. Technical Reports - presents facts and conclusions about certain projects.

- It includes a research about technical concepts as well as graphical
depictions of designs and data.
- A technical report follows a very strict organization.
B. Purpose of a Report
1. It supplies a record of work accomplished.
2. It records and clarify complex information for future reference.
3. Present information to a large number of people.
4. Record problems encountered.
5. Document schedules, timetables, and milestones.
6. Recommends future action.
7. Documents current status.
8. Records procedures.
C. Types of Reports
1. Accident/ Incident reports - What happened, how it happened, when it happened,
why it happened, who was/were involved.
2. Feasibility reports - Can we do it, should we do it?
3. Inventory reports - What is in the storage, what has been sold, what needs to be
ordered?
4. Staff utilization reports - Is labour sufficient and efficiently being managed?
5. Progress/ Activity reports - (weekly, monthly, quarterly, annually) what is your status?
6. Travel reports - Where did I go, what did I learn, whom did I meet?
7. Laboratory Reports - How did we do it?
8. Study reports - What is wrong?

44
9. Justification reports - Why we need the material (or will pursue this action) on this
date.
D. Parts of the Report

Every report should contain four basic units: heading, introduction, discussion, and
conclusion/recommendations.
1. Heading- The heading includes the date on which the report is written; the name(s)
of the people to whom the report is written, the name(s) of the people from whom the
report is sent, and the subject of the report, the subject line should contain a topic
and focus
DATE: June 23, 2020

TO : Harry R. Torque, CPA
FROM: James Y. Bayani
SUBJECT: REPORT ON THE TRIP TO BANGKO SENTRAL NG PILIPINAS (BSP)
2. Introduction - The introduction supplies an overview of the report. It can include

three optional subdivisions:
2.1 Purposes - a topic sentence(s) explaining why you are submitting the report
(rationale, justification, objectives) and exactly what the report’s subject matter
is.
2.2 Personnel- names of others involved in the reporting activity
2.3 Dates- what period of time the report covers.
3. Discussion
The discussion of the report summarizes your activities and the problems you have
encountered. This is the largest section of the report and involves development,
organization, and style.
4. Conclusion/ Recommendation
The conclusion allows you to sum up, to relate what you have learned, or to state
what decisions you have made regarding the activities reported. The
recommendations allow you to suggest future action, to state what you believe
and what you or your company should do next.

45
Application
Below are some of the common outlines for the selected reports. Write a report by
completing and supplementing imaginary data for the said report.
Trip Reports - when you leave your work site to go to a particular place, analyze problems
in another work environment, give presentations, or make sales. You must report on these-
work-related travels.
Application Task - With the given outline, write a travel report of your visit to a community
to assess problems where your teaching department (imagine that each teaching
department is based on your major) can make necessary interventions/outreach.
1. Heading
Date
To
From
Subject (Topic + Focus)
2. Introduction (Overview, background)
Purpose: In the purpose section, document the date(s) and destination of your visit. Then
comment on your objectives or rationale. What motivated the visit, what did you plan to
achieve, what were your goals? Why were you involved in a job-related visit?
3. Discussion - Using subheadings, document your activities. This can include a review of
your observations, interviews, and other pertinent data.
4. Conclusion/Recommendations - Narrate your accomplishment, learning, persons met,
activities conducted, and benefits to your educational institution.

46

- Report writing is a specialized, structured way of writing where information is presented in
a format style and in a manner that best suits the psychological needs of the reader.
- It is used to convey technical information to business people.
- Technical report writing has four basic units: heading, introduction, discussion, and
conclusion/recommendations.
- There are many different types of reports that serve different functions in an organization
Assessment
Progress Report pertains to a document that explains in detail both what you have
accomplished so far and what remains to be accomplished (and plan for accomplishing
these tasks/project parts).
Application Task - Imagine that you are writing your thesis. Note # 1: the thesis in this
situation is an individual work, not a group task. Note # 2: your thesis is of course relevant to
your major. You have already finished your research proposal, and your research adviser is
interested to know its progress and your plans for data gathering.
With the given outline, write a progress report.
1. Heading
Date
To
From
Subject (Topic + Focus)
2. Introduction (Overview, background)
Purpose - In the purpose section, state your intention to inform your research adviser
about your progress (with an underlying assumption that his/her feedback/suggestions if
ever there are will be helpful). Briefly enumerate the tasks or parts of the paper you have
accomplished.

47
Discussion - Using subheadings, detail what and how you accomplished the tasks/parts
you were able to finish. Moreover, narrate the problems you encountered and how you
overcame them.
Conclusion/Recommendations - Explain what knowledge you have learned/gained or
the skill that you honed while accomplishing the tasks/parts of your study’s first chapters.
Lastly, state what remains to be accomplished and your plans and anticipated concerns
and needs in accomplishing them.
Enrichment Activity
Search for the different types of technical reports. Write those in a table and
indicate their purpose, intended audience, length, and writing style.
References:

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