HANDOUTS IN GEC 105 (PURPOSIVE COMMUNICATION)

FINAL PERIOD

I. Communication for Various Purposes (Oral/Verbal Communication)

Basic Types of Speeches
∎ Speeches According To Purpose
1. Informative Speech – the purpose of this speech is to impart knowledge, to clarify
information, and to secure understanding. This type of speech begins with a favorable-attention
step and proceeds to a clarification step. A brief summary of these points follows before the
conclusion of the speech is needed to impress the audience with the message which the speaker
wants to put across.
2. Evocative Speech
Characteristics of a good evocative speech:
∎ geniality – the speaker needs a friendly, easy-going approach
∎ enthusiasm – the speaker must show that he has thoroughly convinced the soundness
of his proposal or cause so that the audience may be influenced by his spirit.
∎ modesty – the speaker should not sell his proposal boosting about it.
∎ tolerance – the speaker must be fair, polite, and careful toward competing ideas,
proposals, or organization.
3. Entertainment Speech. The speaker of this type of speech should transmit pleasure
and goodwill to his audience. By being genial, good-natured, and relaxed, he demonstrates to the
listeners the he is enjoying the pleasant job of speaking to them.
4. Argumentative Speech. The aim of this type of speech is to persuade the audience to
assent to the plausibility of the speaker’s side on the question. (PROPOSITION)
The speaker’s purpose is to appeal to the intellect of the audience so that he can win them over to
his side. The speaker can win them over by the force of logical inferences and accurate sound
reasoning.
5. Persuasive Speech. The purpose of this type of speech is to move the audience to
action.
The following should be done by the speaker:
∎ He should demolish the audience’s objection.
∎ He should prove the acceptability of his arguments.
∎ He should stimulate or impress them with the desirability of his plan in order that will
be receptive to his plea for action.

∎ Speeches According To Manner of Delivery

1. Impromptu Speech – it is on the spot speaking. Speaking off-hand without formal
preparation either in thought or in expression.
2. Extemporaneous Speech – this type of speech permits the speaker most careful,
painstaking, and thorough preparation.
3. Memorized Speech – the speaker is rendering word-for-word speech that has been
memorized.
4. Read Speech (Reading the Speech) – the speaker is reading a prepared speech from
manuscript, word-for-word, as it is written.

II. Communication for Work and Various Purposes

∎ Business Communication
1. The Business Letter

∎ The Eight (8) Basic Parts of a Business Letter (Formal Letter)

1. Heading or Headline – this contains information about the company, such as the
name and logo of the company, business address, telefax, and telephone
number.
2. Dateline – contains the specific date when the letter was written for record purposes.
3. Inside Address – contains the name of the recipient, designation and the business
 address.

4. Salutation – This is the formal way of starting the letter. This part of the letter brings
the receiver to a receptive mood.
5. Body of the Letter – this contains the specific intent and message of the letter.
6. Complimentary Close/Closing – this is the formal way of ending the letter.
7. Name and Signature of the writer – the letter must contain the name and signature of
the writer to give impression to the recipient that the letter was written or made in good
faith and not a fabricated one.
8. Identification Initials – this part of the contains the initials of the person in lower case
letters who prepared the business correspondence.

∎ The Eight (8) C’s of Business Letter Writing

1. Correctness – this means that the letter must be correct in FORM, CONTENT, and
STYLE.
2. Completeness – this means that the letter must contain all necessary parts and other
mechanical aspects
3. Concreteness – this means the use of specific words, ideas, and expressions to avoid
misunderstanding
4. Cheerfulness – this means the use of cheerful words, and expressions in conveying
ideas.
5. Conciseness – this means the expression of ideas in the fewest or shortest words,
sentences, and paragraphs as possible without sacrificing the completeness of its
meaning.
6. Courtesy – this means showing decorum or respect
7. Character – this means ethics in writing. It suggests originality which can be shown by
using new and fresh ideas and expressions.
8. Consideration – this means writing from the point of view of the reader rather than the
writer. This also means “you attitude.”

∎ Letter Layout or Format

1. Semi-Block Form

Generally, starts with the heading or headline either in the middle or right part or corner of the
paper or the company’s stationery – the official paper used. Then the dateline is written right side
of the paper. The, inside address, salutation are aligned and written left side of the paper.
The body of the letter starts with indention and this also is done every start of a new paragraph.
The complimentary close, name, signature, and identification initials are aligned and written
right of the paper.

2. Block Form or Pure Block

Generally, starts with the heading or headline either in the middle or right part or corner of the
paper or the company’s stationery – the official paper used. Then all parts of the letter starting
from the dateline, to inside address, salutation are aligned and written left side of the paper.
The body of the letter starts without indention and this also is done every start of a new
paragraph. The complimentary close, name, signature, and identification initials are aligned and
written left side of the paper showing straight alignment.

∎ Role of Communication in Business

According to the Wisconsin School of Business, all business is built on people who
communicate effectively. Thus, the following are the roles of communication in business:
1. It provides information, direction and motivation.
2. It is the lifeblood of any business organization.
 3. It increases employee’s satisfaction, customer retention.
4. It improves company’s public image when communication is delivered effectively.
5. It is the medium through which messages are sent.
6. It serves as a listening and feedback agent.
7. It educates, trains and develops employees to improve productivity and efficiency.
∎ Types of Communication in Business
1. Internal-Operational Communication. It refers to all communication that happen in
the conduct of work within the business. Internal-operational communication includes the
instructions from the supervisor to the workers, and the oral exchanges from all workers in
relation to work matters. Reports and records, memoranda, and e-mail messages are some forms
of internal-operational communication.
The role that communication plays in internal communication is for information, training and
vision. Internal communication is any message sent within the company.
2. External-Operational Communication. It is the work-related communication by
people and groups outside the business. The business communication with its publics, suppliers,
service companies, customers, and the general public is termed as external-operational
communication. The role of communication here is to promote, persuade and maintain a
business’ positive image. This is commonly accomplished through public relations, marketing
and advertising efforts.
3. Personal Communication. This is a non-business exchange of messages within the
workplace. It is not a part of the business’ plan of operation, but it can have a significant effect
on the success of the business. The major effect of the personal communication is on its
influence to the worker’s attitude.
The extent of personal communication permitted in the workplace affects the worker’s attitude.
Absolute denial of personal communication could lead to emotional upset while an excessive one
may interfere with the work done. A middle ground therefore is the best personal
communication.
∎ Functions of Business Communication
1. To inform
2. To persuade
3. To promote goodwill
∎ Routes of Communication
1. Downward Communication flows from top to bottom in the organizational chart. It
shows the people how to perform their designated tasks. This approach is used by the top level
management to communicate to the lower levels. This is used to implement policies, guidelines,
etc.
2. Upward Communication comes in a form of feedback or response to the downward
communication. It flows from the bottom going up. Upward communication keeps management
informed about the feelings of the lower-level employees, taps the expertise of employees, and
others.
3. Horizontal/Lateral Communication carries information and interactions between
organization units on the same level. It is a primary means of achieving coordination in
functional organization structure. Unit coordination allows accomplishment of task goal.

∎ Written communication is impersonal because the people involved in the process cannot see
each other and that immediate feedback cannot be provided. Most forms of business
communication belong to this category.
∎ Most organizations rely on the written communication since it provides permanent record and
convenience.
∎ Written documents are more developed, well-organized, and well-considered messages.
They can also be reviewed if necessary. Written communication is disadvantageous due to its
careful preparation requirement and sensitivity to audience and anticipated effects.

∎ Oral communication is personal because it allows the communicators a face-to-face

conversation or meeting. It minimizes misunderstanding because communicators can
immediately ask questions or raise a point of clarification. Understanding of the message can be
improved by seeing the gestures and hearing the voice inflections.
∎ Its drawback are inconvenience, wasted time, and production of no written document.

∎ Business Communication/Correspondence and Messages