Professional Documents
Culture Documents
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
I. Learning Outcomes:
At the end of this learning module, the students should be able to:
1. Discuss workplace correspondence
2. Distinguish the various types of business letters, memos, reports, and other written documents in
the workplace; and
3. Observe the guidelines in writing effective workplace communication materials
II. Rationale
This module discusses the different written communication in the workplace. This includes
samples and format of business letters, letter of inquiry, response to inquiries, letter of claim, adjustment
letter, letter of request, memos, reports, and other written documents, incident reports, and minutes of the
meeting.
When you write a business letter, read your work as if you are the target reader and ask yourself
the following questions: (a) Does the message appear to be important?; and (b) Is the message easy to
understand?
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
B-revity – sentences must be kept short and direct. Simple, carefully chosen words and
expressions should be used while information overload is avoided. Nonetheless, completeness
should never be sacrificed for brevity.
C-larity – visualize the reader in front of you wishing only to hear precise words whose
meanings cut across quickly and clearly to him or her. A good grasp of grammar will be a great
help.
2. Select the format that is standard, prescribed, and acceptable to the institution represented or to
the parties of the transaction.
3. Courtesy, whether in written or oral form, is more implicit than explicit in purposive
communication. Use positive words that are proactive and not reactive. Correct word usage and
sentence structure will make a real difference.
Business Letters
Business letters are essential in the workplace, especially in the external operations of an organization. It
is through business letters that an organization can reach out to its clients and vice versa. The different
kinds of business letters illustrate the different communication situations that constantly need to be
addressed by the internal and external functions of an organization.
The three standard formats of business letters are full-block, modified-block, and semi-block. The
differences between these three are illustrated through the following examples:
Full-Block
Young Entrepreneurs Institute
369 Maple Street, Amorsolo Village
Makati, Metro Manila
Dear Sir/Madame:
A colleague informed me that your training centre conducts value-laden seminar-workshops for business
practitioners. This interests me as I am presently looking for a group to handle our newly-enrolled students.
I would like to inquire regarding the cost and capacity of your services so I may be able to gauge if you can
cater to our group’s needs.
Cordially yours,
Ismael M. Villegas
Administrative Officer
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Modified-Block
Dear Sir/Madame:
A colleague informed me that your training centre conducts value-laden seminar-workshops for business
practitioners. This interests me as I am presently looking for a group to handle our newly-enrolled students.
I would like to inquire regarding the cost and capacity of your services so I may be able to gauge if you can
cater to our group’s needs.
Cordially yours,
Ismael M. Villegas
Administrative Officer
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Semi-Block
Dear Sir/Madame:
A colleague informed me that your training centre conducts value-laden seminar-workshops for
business practitioners. This interests me as I am presently looking for a group to handle our newly-enrolled
students.
I would like to inquire regarding the cost and capacity of your services so I may be able to gauge
if you can cater to our group’s needs.
Cordially yours,
Ismael M. Villegas
Administrative Officer
Letter of Inquiry
A letter of inquiry, also known as a letter of interest, is written to ask for specific information
regarding a particular subject matter. Letters are usually written to inquire regarding particular goods or
services of a business. The sample letter used to illustrate the standard formats of business letters is
an example of a letter of inquiry.
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Response to Inquiries
Letters of inquiry should always and promptly be responded to. Professional and business ethics
demand that the receiver of such letter take the action that the sender expects.
St. Bonaventure
Crafts 92 Ma. Basa, Roxas City, Capiz
895-7731
Charlotte K. Lejrame
Vice-President
EMERALD COMPANY
192 Acacia Road
Valle Verde, Pasig
Dear Mrs. Lejrame: In reply to the need for more information about our special offer of capiz shell
souvenir items to be added to the reservation package for your guests come April to May 2018, find the
attached leaflets and brochures for your review. As a Le Café Perks Club member, you are entitled to a
number of promos as they are available from quarter to quarter. Since we have you in our mailing list,
updates on these will be sent to you on a regular basis. Thank you for your continued patronage.
Sincerely yours,
Kimberly V. Mitterash
President
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Letter of Claim
A letter of claim is usually in legal matters to assert some kind of wrongdoing. This letter aims to
notify the one responsible for the said wrongdoing and demands a response that would address its effects.
Claims are also used in the context of legal matters especially in instances of a breach of contract.
EMERALD COMPANY
19 Acacia Road
Valle Verde, Pasig
147-2369
April 21, 2018
As such, we would like to hear as to how you want to address this situation. Our company believes that
you aim to provide excellent service above anything else which is why we are expecting you to pay the
hospital bills of our employees who suffered from food poisoning. Aside from this, we are also requesting
a partial refund of the fees paid for your services in order to compensate for the trouble this incident has
caused our company.
We are expecting your response to this letter as soon as possible. If no response is given, we will have to
opt to resolving this matter legally
Sincerely,
Oliver Armin
HR Manager, Emerald Company
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Adjustment Letter
An adjustment letter is a response to a letter of claim. It contains the response to the claimant’s
statements, whether the claims are welcomed or not. If welcomed, the letter would also include offers to
resolve the effects of the action deemed to be unacceptable as well as the explanation for it. If it is not, the
claimant is entitled to a constructive, non-adversarial tone in the adjustment letter.
It is with regret that some of the figurines that were delivered to you had defects which seemed to have
gone unnoticed despite our strict quality control measures. These certainly would have to be replaced with
new ones but we can only deliver within two weeks.
Our production staff are on a two-week holiday and will be back to work only on the last week of the
month. Should the period of waiting be a cause for lost business, we would gladly send a refund of your
initial downpayment for the order that you placed. We still look forward to being your business partner in
the future.
Sincerely,
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Letter of Request
A letter of request reports situations which demand actions and decisions to be acted upon. In the
workplace, a letter of request is a formal letter which requests a specific product or service within the
professional business context.
The Department of Social Sciences requests your kind assistance in skirting five (5) tables in the afternoon of
September 18 at the Special Function Room. This will be in preparation for the Social Sciences Celebration 2018
which will be held on September 18–20, 2018.
I will be so grateful for your prompt action on this matter. Your presence as well during the said occasion will be most-
awaited.
Sincerely yours,
A memorandum (memo) is a written message which serves as a reminder for a particular matter.
Memos relay information to a large number of readers at the same time. A memorandum is a document
that records events in the workplace for everyone’s information
Types of Memo
1. Instruction Memo – contains directives that organization members need to follow (e.g., a memo
that remind employee to strictly follow the company’s dresscode)
2. Request Memo – contains a request for the provision of facilities and services (e.g., request for
the use of the conference room for a meeting)
3. Announcement Memo – notice of an important event in the organization (e.g., hiring, company
fire drill)
4. Transmittal Memo – notice officially announcing the release of a report (e.g., memo transmitting
the annual report to the manager)
5. Authorization Memo – granting permission to the undertaking of an operation in the organization
(e.g., permission to receive a document)
Memos are used for the internal undertakings of an organization whereas business letters are used
for external operations in of the organization. Memos are more focused on the flow of communication
within the organization.
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Format of a Memo
Word processing software programs have varied memo templates to choose from making it easier
to write memos. As indicated in the inverted pyramid (Figure 11.1), the information should flow from the
most important to the least.
Most important
information
Supporting data
and examples
Least important
information
In response to the call to develop research capacity and enhance research productivity in the academe, I request your approval on the
following event:
What: Research Forum on "Vision with a Mission"
When: August 7, 2018, 9:00 A.M. to 12:00 PM.
Where: Mini-theatre
Participants of the event are CAL students whose program courses require submission of theses for oral defense and selected faculty
representatives from the nine departments in the college who have ongoing research studies. Invited speakers are tasked to discuss
method triangulation, research ethics, and instrumentation in research.
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Incident Report
An incident report, also accident report, records the occurrence of an unusual event in the
workplace. This repeat usually follows a template that comes in forms to be filled out by the witnesses to
the incident. The main components of an incident report are the problem description, action taken, and
recommendations.
DM Paper Company
14 Siapno Road, Pacdal, Baguio City
437-1182
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
A meeting is a gathering of people to discuss, plan, make decisions, and resolve issues together.
For documentation purposes, a detailed and descriptive report is prepared. It has the following
components:
INTRODUCTION
CONCLUSION
announcement – time and date of the next meeting
other matters – new matters that may need to be covered in future meetings
time of adjournment
name and signature of the minutes-taker
name and signature of the presiding officer
Clubs, organizations and companies have prescribed formats for the minutes of their meeting.
The minutes-take has to be flexible enough to adopt what is customary to the group.
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
Present:
Abraham Manzon Department Chair
Faculty:
Dr. Prado Cruz Mr, Eli Jauneza
Dr. Celina Lazarte Mrs. Rizza Meneses
Ms. Lina Pantaleon Mr. Zosimo Balmoro
Mrs. Andrea Monforte Mrs. Kits Amparo
Dr. Fred Osias Dr. Ramon Naco
Ms. Teresa Diaz Mr. Sito Emperado
Mr. Bien Vivencio Mr. Lazaro Fruto
Late:
Mr. Pascual Howe (10:48) Mr. Mando Tan (11:04)
Mr. Gino Francisco (11:17) Mrs. Senda Lubi (2:01)
Mr. Romeo Wilson (3:48)
Absent:
Mrs. Rose Albino Ms. Wilhelmina Rambillo
Mr. Enderina Olaso Mrs. Blasita Villa
Mr. Osias Cruz
Discussion Points:
From Agenda/Items/Issues/Concerns Responsibility/Target Mission
Date/Status/Remarks Vision
Statement
1.Call to order
2. Opening Prayer
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
She will e-mail the mechanics and guidelines to the faculty for
easy review and revision.
6. Academic Sharing
Mr. Howe Shared his study about knowledge awareness on Greek
literature. This was the same paper presented in Greece last
June.
7. Other Matters
Mr. Diaz Raised a concern about the non-attendance or minimal
attendance of varsity players.
The chair suggested to give extra consideration for them to cope
with the requirements of the course like missed seatworks,
assignments, etc.
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
In preparing the minutes of the meeting, the minutes-taker must ensure that the minutes are:
1. chronological order;
2. factual, brief, and free from editorial comments or slanting of factual statements;
3. the gist or a recording of summary of the meeting and not a transcription of the matters discussed;
and
4. a verbatim report of parliamentary points, motions, resolutions and points of order.
A simplified variation of taking minutes of a meeting is possible if and only if permitted by the
group in the assembly. See the differences between the standard format provided previously and the
deviation in the following example.
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
ACTIVITY 1
Column A Column B
ACTIVITY 2. Draft a letter of inquiry to a certain sales enterprise/company about the largest catalogue
of their products.
ACTIVITY 3. Try to recall a recent incident you have witnessed. Write an incident report about it.
You are the president of the company. It has been brought to your attention that some of your
employees usually access their Facebook accounts during office hours and worst, they use the company
resources. As an action, you will release a memorandum to all the concerned employees to stop this
inappropriate practice. Write a memorandum about this issue.
V. Materials
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
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Communication
REPUBLIC OF THE PHILIPPINES
Region V
POLANGUI COMMUNITY COLLEGE
Alnay, Polangui, Albay
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Communication