READING AND WRITING IN ENGLISH FOR  Socially active around reading tasks

ACADEMIC AND PROFESSIONAL

PURPOSES  Mentally engaged

WHAT IS COMMUNICATION? WHAT IS READING AND WRITING?

 Process of interaction existing  READING is a multifaceted process

between at least two participants which involves word recognition,
comprehension, fluency, and
WHAT IS READING? motivation

 Part of the communication process  WRITING is a medium of human

communication that represents
 Not just a basic skill
language and emotion with symbols
 A complex process (the process
 WHY DO WE READ?
varies depending on the text)
- To prepare us for the writing
- TOP DOWN APPROACH: stock
process
knowledge
STAGES OF THE READING PROCESS
- BOTTOM UP APPROACH: relies
on the text 1. Pre-Reading

- INTERACTIVE APPROACH: 2. Reading

combination of top down and
bottom up approaches 3. Rereading

 Situationally bound STAGES OF THE WRITING PROCESS

1. Prewriting
 Not the same as decoding
2. Writing
 Proficiency requires characteristics
3. Revising
- ACCURACY: ability to understand
anything he or she reads 4. Editing
- FLUENCY: ability to read a text ESSAY
smoothly
 TITLE
 Viewed as problem solving
- Makes or breaks the writer and
CHARACTERISTICS OF A GOOD READER the essay

 Strategic in monitoring the - Catches the readers’ attention

interactive processes that assist
comprehension  INTRODUCTION

 Motivated to read and learn - Establishes a territory

 - Where the thesis statement is
presented
- The scope of the essay is clearly
stated
 BODY
- Justifies the argument
- Provides supporting details that
support the argument
 CONCLUSION
- Summarizes everything
- Paraphrase of the thesis
statement
- Final say of the author
ARGUMENTATIVE ESSAY
 Also known as PERSUASIVE ESSAY
 Piece of writing used to convince
readers to agree to an argument or
claim about a particular topic
CHARACTERISTICS OF AN
ARGUMENTATIVE ESSAY
 Has a clear thesis on an issue
 Uses sound reasoning
 Uses powerful language
 Presents detailed and relevant
evidence and references
 Presents alternatives and counter
arguments
 Uses clear organization
 Provides a clear conclusion
 Uses effective and error-free
sentence structures
FORMS OF ARGUMENTATIVE ESSAY
 EDITORIALS
- State the opinions of the editors
and publishers of news
organizations
 OPPOSITE-EDITORIAL
- An essay that tries to convince
readers to agree with the writer’s
views on an issue
- Written by a guest writer/s or
author/s
 LETTERS TO THE EDITORS
- Letters sent to print and internet
publications to express opinions
is response to previously
published articles
 REVIEWS
- Evaluate items and activities
such as books, movies, plays,
and music from the writer’s point
of view
 ADVERTISEMENTS
- Paid announcements that try to
convince people to buy or do
something
 PROPAGANDA
- Uses emotional appeal and is
often biased, false, or misleading
information to persuade people
to think or act in a certain way
ACTIVE STARTEGIES FOR READING AN
ARGUMENTATIVE ESSAY
1. Analyzing
2. Asking Questions
3. Identifying Main Ideas and Details
ELEMENTS OF ARGUMENTATION
 ARGUMENT or CLAIM
- States a claim and supports it
with reasons and evidence from
sources
- Arguing your side makes you the
PROPONENT
 COUNTERAGUMENT or
COUNTERCLAIM
- An argument that stands in
opposition to your argument or
claim
- Your opponent’s argument which
tries to explain why you are
wrong
 REFUTATION
- Simply disproving an opposing
argument
- This shows how a writer
successfully convinces the
audience of the validity of his or
her own argument
ORGANIZING AN ARGUMENT
 TITLE
 INTRODUCTION
- Hook, background information,
arguments
- Personal anecdote, examples
(real or hypothetical), question,
quotation, shocking statistics,
striking image
 BODY
- Topic sentence, main points,
factual evidence, counterclaims,
and refutation
 CONCLUSION
- Emphasizes the main points
made in the paper
- Thesis restatement (most
important sentence in your paper
that lets the reader know the
main idea of the paper; a claim
that has to be proven) and
argument restatement
- Avoid raising new claims in your
conclusion
REACTION PAPER
 A response to some sort of prompt
(question, current event, media)
 A popular academic assignment
because it requires thoughtful
reading, research, and writing
 It is customary that you have spent
enough time on the piece in order to
be knowledgeable
 A reaction to something you have
read or seen
 Should be organized
 Has citations an references
 Gives claims that are associated
 with claims written by experts - Analyze the scratch in order to
create a thesis
 Includes opinions that are
well-supported with evidence 6. Organize your Paper

 A judgement, analysis, or evaluation - Arrange ideas logically and come

of the issues about the topic up with an outline

 Should not include a lot of “I think”, “I 7. Gather Quotations

feel”, or “I believe” statements
8. Structure your Paragraphs
 Should not use the pronoun “you”
CRITIQUE PAPER
 Avoid sounding too imposing
 A genre of academic writing that
 Should not simply repeat what the briefly summarizes and critically
author has already said evaluates a work or concept

WHAT SHOULD A REACTION PAPER  Made by an expert on the given

INCLUDE? material

 EVIDENCE that you have understood EVALUATES WORKS SUCH AS:

what the material said
 CREATIVE WORKS (novels, exhibits,
 REACTION to the writer or creator’s films, images, poetry)
idea
 RESEARCH (monographs, journal
 EVALUATION of the material’s articles, systematic reviews,
strengths and weaknesses theories)

STEPS IN CREATING A REACTION PAPER  MEDIA (news, reports, feature

articles)
1. Reading and Studying the Material
WRITING A CRITIQUE PAPER
- Immerse yourself in the text
 INTRODUCTION
2. Annotate the Text as you Read
- The article and its author
- Provide or write marginal notes
- State your main point (evaluation
3. Ask Questions as you Read of the article)

- Use active reading strategies in  BODY

understanding the text
- Summary of the issues
4. Freewrite
- Author’s key assumptions
5. Decide on your Angle and Determine
your Thesis - Your perspective on these
 assumptions and basis or
criteria used
 CONCLUSION
- Overall evaluation of the work
- A summary of the key reasons
identified during the critical
evaluation, why this evaluation
was formed
- You may include
recommendations for
improvement
GENRE OR TEXT TYPES
 GENRE is any group of artistic
composition with similar
characteristics (art and music)
 GENRE is any form of oral and
written communication with
common observable patterns
(language)
TYPES OF GENRE
1. Literary Genre (Prose and Poetry)
2. Factual Genre
- PROCEDURE: process or series
of steps and shows how
something is done
- EXPLANATION: answers the
question why; reasons for the
existence of a term or
phenomenon; shows causes and
effects
- EXPOSITION: exposes the reader
to two or more sides of an issue
- RECOUNT: events are presented
in a chronological order; uses
personal pronouns; telling
factual stories
- INFORMATION REPORT: most
basic type of a factual text; basic
concepts or sentence definitions;
contains random and basic
pieces of information
CONCEPT PAPER
 Type of text that discusses or
clarifies the whatness of an idea or
term
 Starts with a definition (formal or
informal) of the term or the concept
and proceeds with an extended
definition and analytic description of
the aspects of the concept
CONCEPT PAPER IN THE WORKPLACE
 Asked before a full proposal
 Contains a proposed idea that may
not be detailed yet, but somehow
provides the reader a framework or
an overview of how it can be carried
out or implemented
 When presented, it should give a
clear picture of what the research
project or feasibility study is all
about
 Clarifies what the purpose is and
what process is necessary to carry
out that purpose
CONCEPT PAPER IN THE ACADEME
 May come in a form of a research
proposal
 Something that is done before a full
blown research is carried out,
 implemented, or approved for
funding
FORMAT OF A CONCEPT PAPER
1. Title Page
2. Background of the Study
3. Preliminary Literature Review
4. Statement of the
Problem/Objectives
5. Methodology
6. Timeline
PURPOSES OF WRITING A CONCEPT
PAPER
 Involves stipulating the meaning of
a term by limiting, extending, or
redirecting the reference or sense in
which the term is commonly
understood
 Involves defining some terms based
on the context of your research
EXPLAINING A CONCEPT
 DEFINITION
- A mode of paragraph
development that answers the
questions, “What is it?”, “What
does it mean?”, and “What are its
special features?”
TECHNIQUES IN DEFINING
 FORMAL DEFINITION
- The term is first assigned to a
class or group to which it
belongs and then distinguished
from other things in the class
- Made up of a term, class, and
distinguishing detail
 EXTENDED DEFINITION
- Used to define abstract concepts
- Allows the writer to broaden the
definition by using analogy,
descriptions, examples,
characteristics, components,
historical account, or something
else
PROJECT PROPOSAL
 A request for financial assistance
 A statement of work
 A detailed description of a series of
activities aimed at solving a certain
problem
CHARACTERISTICS OF A GOOD PROJECT
PROPOSAL
 Provides a logical presentation of a
research idea
 Illustrates the significance of an idea
by establishing the idea’s worth to
the company or institution
 Shows the idea’s relationship to past
actions by justifying how it supports
the company’s causes
 Articulates the activities of the
proposed project by giving in detail
how exactly you plan to implement
the project
A WELL WRITTEN PROJECT PROPOSAL
SHOULD BE:
 Clear
  Accurate and Objective  A systematic way of illustrating
ideas from top to bottom
 Accessible
EXAMPLES OF GRAPHIC ORGANIZERS
 Concise
 VENN DIAGRAM
PARTS OF A PROJECT PROPOSAL
- Best way in discussing or
1. Project Title illustrating similarities and
differences
2. Rationale

3. Objectives of the Project  t-CHART

4. Project Proponents - illustrates the differences

between concepts
5. Description of the Project
 DATA RETRIEVAL CHART
6. Target Beneficiaries or Audience
- Modified version of a t-chart
7. Venue (table)

8. Project Duration  DATA STORAGE CHART

9. Program Flow - A table that contains missing

elements or details
10. Budget Proposal
 FLOWCHART
GRAPHIC ORGANIZERS
- Shows sequence in events, steps
 A systematic illustration of
in a process, or cause and effect
something
 ISHIKAWA DIAGRAM
 A systematic illustration of ideas
taken from a text - Also known as FISBONE
TECHNIQUE
 A more interesting way of providing
an overview of a text - Made by Kauru Ishikawa

 May be used to summarize - Shows causes and effects

information from an academic paper
 SUNGRAM
 May be used to simplify information
about your research paper during - Shows minor topics arising from
your oral defense a major topic

 For a qualitative research, graphic  PYRAMID

organizers verbalize your conceptual - Shows hierarchy of concepts
or theoretical framework
  TIMELINE STRUCTURE OF A DATA COMMENTARY

- Shows sequencing of events 1. Location Elements and Summary

Statements
- Chronological order (oldest to
latest)  LOCATION ELEMENTS

 FIRE TRIANGLE - Address of the graphic organizer

being pertained to
- Shows the relationship between
three elements that are  SUMMARY STATEMENTS
dependent on one another
- Statement that starts with a verb
DATA COMMENTARY (shows, illustrates, describes)

 Verbal presentation of graphic 2. Highlighting Statements

organizers
 Generalizations that you can
 Can be found in the Results and draw from the details of the
Discussions part of a research paper data display

 Verbal comment on a visual  Spot trends or regularities in

presentation the data

PURPOSES OF A DATA COMMETARY  Separate more important

findings from least important
 To present the results of a research ones
 To interpret these results  Make claims of appropriate
strength
 To discuss the significance and
implications of the results  Do not attempt to cover all
information
WHY USE A DATA COMMENTARY?
 Do not simply repeat all
 Highlights results
details in words
 Compare and evaluate different data
3. Discussion of Implications,
sets
Problems, Exceptions,
 Assess standard theories, common Recommendations
beliefs, or general practices in light
*written in paragraph form
od the results
THE JOB SEARCH PROCESS
 Assess the reliability of data in
terms of the methods that produced  BUILD TOWARD CAREER
it
- Complete a degree and attend
 seminars, trainings, conferences,  Ability to communicate ethically
and workshops
 Ability to manage time and
 PREPARE RESUME resources

- Create your resume following the RESUME

described format
 A structured, written summary of a
 UNDERSTAND THE PROCESS person’s education, employment
background, and job qualifications
- Wait to be called for an interview
 Intended to stimulate an employer’s
 PREPARE FOR INTERVIEW
interest in meeting you and learning
- Practice answering most more about you
commonly asked interview
 Its purpose is to WIN AN INTERVIEW
questions

 COMPLETE INTERVIEW

- Ace the interview

 FOLLOW UP AND ACCEPT THE JOB

- Check for updates and decide if

you want to accept the job THREE-STEP RESUME PROCESS

WHAT DO EMPLOYERS EXPECT? COMPLETIN

PLANNING WRITING
G
 Ability to organize ideas and
information Analyze
Revise
Situation
 Ability to express ideas and Adapt to the
information Gather Audience
Produce
Information
 Ability to listen actively to others
Select
 Ability to communicate with diverse Proofread
Medium Compose
groups
Get the Message
 Ability to use communication Distribute
Organized
technology
COMPOSING YOUR RESUME
 Ability to write and speak effectively
 CONTACT INFORMATION
 Ability to adapt to audiences and
situation - Name, address, phone number,
and e-mail address
 Ability to apply business etiquette
  INTRODUCTORY STATEMENT
- Objective and Qualifications
Summary
 EDUCATIONAL BACKGROUND
- Academic preparations
(recent-latest)
 EMPLOYMENT HISTORY
- Positions handled with itemized
dates and responsibilities
 ACTIVITIES AND ACHIEVEMENTS
- Volunteer activities attended
outside of studies and work
 RELEVANT PERSONAL DATA
COMMON RESUME ISSUES
- interests that may contribute to
your hiring
 CHARACTER REFERENCES
- People from your school,
previous workplaces,
neighbourhood
TYPES OF RESUMES:
 CHRONOLOGICAL RESUME
- Focuses on job history with most
recent positions listed first
(timeline)
- Include only the most important
information about each position
- Be specific rather than general in
your descriptions
- Quantify the impact of your
actions in your previous
positions (facts, figures,
numbers)
 FUNCTIONAL RESUME
- A type of resume that focuses on
skills and experiences
- Used to avoid dates
- Best used when a person has
work gaps
 COMBINATION RESUME
- Includes the best of the
chronological and functional
approaches
- Not commonly used because it
is longer and can be repetitive
 FREQUENT JOB CHANGES
- Avoid suggesting in your resume
that you always move from one
place to another
 GAPS IN WORK HISTORY
- Avoid implying that you have
been idle for months or years
 LEVEL OF EXPERIENCE
- You can’t be too inexperienced
and overqualified
 LONG TERM WITH ONE FIRM
- If there is not much employment
history, itemize positions held to
show progress
 FOR-CAUSE TERMINATION
- If a victim of retrenchment, clear
you name in the interview
  CRIMINAL RECORD
- If cleared of previous charges, no
need to disclose or be honest
and clear your name
sending it, and how they can benefit
from reading it
 Also called as COVER LETTER an
can either be printed or e-mailed

TYPICAL RESUME PROBLEMS TIPS FOR WRITING AN APPLICATION

LETTER
 Long or Wordy
 BE CLEAR AND SPECIFIC
 Short or Sketchy
 SHOW YOUR KNOWLEDGE
 Difficult to Read
- Show that you understand the
 Amateurist company

 Poorly Produced  DO NOT MENTION SALARY

 Writing Problems - Never talk about your decided

salary unless asked by the
 Boastful Tone
employer
 Gimmicky Design
 KEEP IT SHORT
ARRANGING THE PARTS
- It should be made up of one
1. Main Heading page only

2. Career Objectives  SHOW YOUR PERSONALITY

3. Summary of Qualifications - Show a little new about yourself

which the resume can’t give
4. Education
 AIM FOR HIGH QUALITY
5. Work Experience
- Avoid committing minor lapses
6. Special Skills
AIDA MODEL
7. Achievements, Awards, Activities
 ATTENTION
APPLICATION LETTER
- State your intention
 Its purpose is to request for an
interview  INTEREST

 Whenever you submit a resume, - Discuss in brief your educational

accompany it with an application background and work experience
letter to let the readers know what
 DESIRE
you are sending, why you are
 - Indicate your traits leading them INTERVIEW MEDIA
to think that you are qualified
 Telephone
 ACTION
 E-mail and IM
- Provide action information
 Video Interview
TYPES OF INTERVIEW
 Virtual Online
 STRUCTURED
A PROFESSIONAL IMAGE
- A set of questions is prepared in
advance  Business Clothing

 OPEN-ENDED  Good Grooming

- Starts with one question  Appropriate Behavior

followed by a series of questions
CHARACTERISTICS OF BUSINESS
based on previous answers
MESSAGES
 PANEL
 Purposeful
- There are several interviewers
 Economical
 GROUP
 Audience Oriented
- There are several interviewees
 Process Oriented
 BEHAVIORAL
WRITER’S BLOCK
- Questions requiring you to
describe past actions done to  Page fright
address problems
 Fear of the blank sheet
 SITUATIONAL
 Feeling of not being able to write
- A hypothetical situation is given
 Writing without the muse
and you are asked to respond to
it  Inability to get things started
 WORKING HOW TO DEAL WITH THE WRITER’S BLOCK
- Practical exam or simulation  Positive Self-Talk
 STRESS  Listing Achievements
- A negative environment is  Interview
created and you are judged on
how you react to it  Brainstorm
  Divide Large Tasks message?

 Concede it Existence  Is it something you can do at

the moment?
 Read for a Break
- ACCEPTABLE
 Establish a Routine
 Does it not go against
 Show Up for Work company’s policy

 Cope with the Badness - APPROPRIATE

 Reinvent your Space  Am I the right person to give

the message?
 Go Back to the Start
ANALYZING THE AUDIENCE
 Morning Pages
- PRIMARY AUDIENCE AND
- Serves as a dumping site of the SECONDARY AUDIENCE
writer
 PRIMARY AUDIENCE:
- Tool where the writer disposes decision makers or opinion
ideas that get in the way of holders that can help you
writing persuade others
- Done before a writer starts
 SECONDARY AUDIENCE:
writing
people who would most likely
- Cannot be used in actual writing be affected by the action

PROCESS OF WRITING A BUSINESS - SIZE AND COMPOSITION

MESSAGE
 SIZE: the number of intended
1. First Phase of Creating Letters recipients for your message
(planning phase)
 COMPOSITION: how the
DEFINING THE PURPOSE message needs to be written

- REALISTIC  The smaller the size, the

shorter the message is
 Is it doable?
 The larger the size, the longer
 Is it executable? the message is

 Is it possible?  The smaller the size, the

message is more specific
- TIMELY
 The larger the size, the
 Is it the right time to give the
message is more general
- UNDERSTANDING LEVEL
 What the audience knows
and does not know
 The higher the understanding
level is, the less information
will be provided
 The lower the understanding
level is, the more information
will be provided
- PROBABLE REACTION
 The possible reaction of your
audience about the message
(positive, negative, neutral)
 DIRECT APPROACH: straight
to the point
 INDIRECT APPROACH:
supporting ideas and main
point
- GOOD RELATIONSHIPS
 Start formulating bits and
pieces of the message
 SPOTLIGHTING AUDIENCE
BENEFITS
- Think about what they can get
from you and not what you can
give to them
- Focus your statements on the
audience, not the sender
 CULTIVATING A “YOU” VIEW
- Make use of the second person
pronouns to empower the
audience
 SOUND CONVERSATIONAL
- Academic words do not have a
place in the workplace setting
- You cannot be too formal or too
informal
 USE POSITIVE LANGUAGE
- Avoid using expressions or ideas
with negative connotation
- Avoid sounding demanding,
preachy, or rude (use courteous
language)
 INCLUSIVE LANGUAGE
- Avoid using words or ideas that
discriminate
- Use words or ideas that are
universal
 ADAPT PLAIN LANGUAGE
- Avoid federalise or
bureaucratese language and
legalese language
 DRAW ON FAMILIAR WORDS
- Avoid long, difficult, and
unfamiliar words
- Use short, simple, and common
words whenever possible
CHOOSING A CHANNEL AND A
MEDIUM
- Face to Face
- Telephone Call
- Voice Mail
- Fax
- E-Mail
- Group Meeting
- Video/Telephone Conference
- Memo
- Letter
- Report/Proposal
- MEDIA RICHNESS THEORY
 Every channel is possible, but
not all will be equally
effective
 Whatever the situation is, as
long as the channel is
available, you can use it
- CRITERIA IN JUDGING THE
EFFECTIVENESS OF A CHANNEL
OR MEDIUM
 URGENCY OF FEEDBACK
- The faster it takes for the
channel to get a response, the
more effective it is
 COST
- How expensive the channel or
using a channel is
- Less expensive, more effective
 FORMALITY
- Ability of the channel to make
the receiver take the message
seriously
- More serious, more effective
 CONFIDENTIALITY
- Ability of the channel to keep the
messages between the sender
and the receiver confidential
 PERMANENCE
- Ability of the channel to keep the
message for a long period of
time
- The longer it is kept, the more
effective the channel is
2. Second Phase of Creating Letters
RESEARCHING
- Act of finding out as may pieces
of information as you can about
the topic of your business
message
- INFORMAL RESEARCH
 To be conducted first
 Done if the pieces of
information you are looking
for can be provided by your
own workplace
 WAYS OF MAKING AN
INFORMAL RESEARCH
- Look in your organization’s
files
- Talk with your boss
- Conduct an informal survey
by interviewing your target
audience
- FORMAL RESEARCH
 To be done if you do not have
enough information gathered
after doing an informal
research
  The pieces of information to use (direct or indirect)
cannot be provided by your
COMPOSING
own company or workplace
- Transforming ideas and
 You generate your own data
information into actual
 WAYS OF MAKING A sentences
FORMAL RESEARCH
- Varying the sentence structure
- Search manually (books, makes the business message
magazines, journals) not monotonous and creates a
rhythm
- Access data electronically
- STRUCTURE
- Go to the source (look into
the files of other companies)  SIMPLE SENTENCE

- Conduct scientific  COMPOUND SENTENCE

experiments
 COMPLEX SENTENCE
ORGANIZING
 COMPOUND COMPLEX
- Act of arranging ideas and SENTENCE
information gathered logically
 ACTIVE VOICE
- WAYS OF ORGANIZING
INFORMATION - The subject is the doer of the
action
 SCRATCHLIST
- Used for most business
- Randomly enumerating ideas writing
gathered and identifying which
will be useful and which will be  PASSIVE VOICE
not
- The subject is not the doer of
 OUTLINE the action

- Act of identifying the major - Used to emphasize an action

and minor points or the recipient of the action
rather than the actor
- You come up with the
skeleton or framework of the - Used to break the bad news
business message
- ERROR
- Identifying when a particular
 FRAGMENT
information should appear
 FUSED SENTENCE
- Deciding on which approach
  COMMA SPLICE
 DANGLING MODIFIERS
 MISPLACED MODIFIERS
 FAULTY PARALLELISM
3. Third Phase of Creating Letters
(revising phase)
 Polish whatever was
generated in the first two
stages of the writing process
GRAMMAR
- Proper use of words as they
relate with other words in the
sentence
- SUBJECT-VERB AGREEMENT
- REDUNDANT EXPRESSIONS
 Pair of word that appear
immediately after the other
completely, extremely, really,
actually, and totally
- PRECISION
 Be economical but do not
sacrifice the content of the
message
 Strive for specific verbs,
concrete nouns, and vivid
adjectives
 Beware of unclear pronouns
MECHANICS
- How do I form a particular word
or sentence
- Writing conventions
- SPELLING
- CAPITALIZATION
- PUNCTUATION

 Avoid unnecessarily DESIGN

repetitious words
- Physical appearance of your
- BURIED VERBS business message

 Transforming a verb to a - Readability

noun - A well-designed message
improves the readability of the
 Ends with –tion or -ment
message
- EXUBERANT EXPRESSIONS
- BMA
 Qualifiers or intensifiers used
 BACKGROUND
just to prolong the sentence
 MARGIN SIZE
 Unnecessary words
 ALIGNMENT
 To sound credible, do not
overuse intensifiers such as - FONT STYLE AND FONT FACE
very, definitely, quite,
  FONT STYLE 1. Letterhead

- Seriff (with design): body text  Company logo, company name,

company address
- San Seriff (without design):
important information such as 2. Dateline
the title
 Date when the letter was written
- BULLETS, NUMBERS, AND
LETTERS 3. Inside Address

 Use LETTERS to list  First Line: name of the receiver and

items within sentences position

- COLUMN AND PARAGRAPH  Second Line: company name

HEADINGS
 Third Line: company address
 Organize information with
4. Salutation
COLUMN HEADINGS
5. Content
 To improve organization
and readability, us  Opening
PARAGRAPH HEADINGS
 Body
COMMUNICATING IN THE WORKPLACE
(Organizational/Operational  Closing
Communication)
6. Complimentary Close
 INTERNAL ORGANIZATIONAL
 Sender’s name, position, and
COMMUNICATION
signature
- Takes place when people
7. Signature Line
coming from the same
organization are communicating 8. Reference Initials
or interacting with each other
 Initials of the letter sender and the
- Between and among the people letter writer (JVE:msa)
inside the company
LETTERS FOR EXTERNAL
- Memo, minutes of the meeting ORGANIZATIONAL COMMUNICATION
 EXTERNAL ORGANIZATIONAL INFORMATION REQUEST
COMMUNICATION
 You write this paper when you are
- Interacting or communicating asking or requesting for information
with people outside the company
 Inquiry for company services or
PARTS OF A BUSINESS LETTER
 canvassing realize that there is something
wrong with the transaction
 OPENING
 Complaining about the product or
- State request politely service and how you want it to be
corrected
 BODY

- Explain request by giving  OPENING

background information - Desired action worded politely
- Reason for requesting - Replacement, reimbursement,
- Additional questions related to refund
the request presented in bullet
 BODY
form (as many as you can)
- Background information
 CLOSING answering WH questions
- Give date of expected reply and
 CLOSING
reason
- Give goodwill expressions
- Contact information
ADJUSTMENT LETTER
REPLY LETTER
 Written in response to a claim letter
 Written in response to an
in order to create adjustments or
information request
changes in the product or service
 OPENING
 OPENING
- Response to the main request
- Grant the desired action or offer
 BODY another

- Answer the questions and add  BODY

more information about the
- Provide information that would
service or product
regain the positive image of the
 CLOSING product

- Provide enticing statements so - Damage control

that the client will transact with - Build up the new product
you
 CLOSING
CLAIM LETTER
- Express that you would still want
 Written when we transacted to have a transaction with the
business with one party and we sender of the letter
SUBJECT LINE

 Functions as a title

 Attention getter

 Found between the salutation and

opening

 Introduced by the word subject

(phrase) or Re: (regarding)

 Optional for an information request

and reply letter

 Required for a claim letter and

adjustment letter