URDANETA CITY
UNIVERSITY
Owned and operated by the City Government of Urdaneta
PURPOSIVE COMMUNICATION
Lesson 7.3: Minutes of the Meeting,
Memorandum, and Job Interview
Writing the Minutes of the Meeting
Every meeting is important. Furthermore, every minute in
a meeting is important as well. Every minute in a meeting
especially during board meetings, annual meetings, and
other executive meetings should be recorded so that
none from the agenda will be overlooked. This is vital in
saving time and money.
Minutes of the meeting or sometimes called meeting
minutes can be defined as written or recorded
documentation that is used to inform people of what
happened during the meeting and define the next step
planned (beesapps.com).
Every company has its own format or template for the
minutes of the meeting. The template depends on how
the companies use the document. Here are some of the
essential and general parts of the minutes of the meeting.
1. Heading - contains the complete name and
address of the company. Every company has its
own template for heading.
2. Title of the Meeting - includes the date, day, and
starting time of the meeting. Also, the venue or
location of the meeting is included
3. Attendance - is the complete list of names of all
the attendees of the meeting. Most of the time,
the attendance of the meeting is listed on a
separate sheet of paper that is being attached to
the minutes of the meeting
4. Call to Order - consists of the exact time of the
scheduled meeting. Moreover, in this part, the
complete name and position or designation of
the one who set the meeting is stated.
5. Approval of the Minutes of the Previous Meeting
- contains the motion to approve the minutes of
the previous or last meeting as circulated to
approve the minutes as amended.
6. Business Arising from the Previous Minutes of
the Meeting - includes some agenda from the
previous meeting that are needed to be reviewed
and needed to take immediate action.
7. New Business – refers to the agenda of the
meeting. You may refer to the Notice of the
Meeting to follow the flow of the agenda of the
meeting. Adjournment – is composed of the
exact time the meeting was adjourned or ended
by the chairman or presider.
8. Signature - contains the signature over complete
name of the corporate secretary who prepared
the minutes of the meeting.
Writing Memorandum
Memorandum is a written record of an important
message between two or more employees of the same
company or department. It is an official communication
within the organization used to put on record what is
going on or agreed verbally, make announcements,
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discuss produces, report on company activities, provide
a response to question, make a suggestion, and
disseminate employee information.
Can be used in written communication between people
in the same organization for the following purposes:
1. To confirm the essential points of business
conversation at which both receiver and sender
were present.
2. To inform a colleague/superior/subordinate of
events/data/ideas
3. To give instructions
4. To request for information or assistance
Basic elements of memorandum
1. Heading – most of the time, companies create
their own heading
2. Dateline – the actual date when the memorandum
is issued
3. Number – refers to the frequency of the issued
memos
4. Receiver – the person whom the memorandum is
to be sent
5. Sender the person who issued the memo
6. Subject – the topic or title of the memo
7. Body – provides the details of the memo
8. Enclosure – an optional part which includes
attachments
Job Interview
The Oral Application Interview
The oral application interview is a special type of
conversation in the workplace for which one usually
prepares in advance by appointment.
The Informational Interview
The informational interview aims to seek information
from the interviewee. Like a report questioning a
distinguished official or a celebrity or a public opinion poll
worker seeking facts and beliefs on specific questions.
Accurate informational interview requires careful
planning which include the preparation of questions to be
asked
The Persuasive Interview
The persuasive interview has to do with selling goods.
Sales talk also needs careful preparation for as salesman
you should have explicit and detailed information about
your goods and their advantages over other products of
similar nature.
Purposes of Job Interview
1. Amplifies and clarifies information from application
forms and resumes.
2. Evaluates the presentability of the applicant.
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San Vicente West, Urdaneta City, Pangasinan
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 URDANETA CITY
UNIVERSITY
Owned and operated by the City Government of Urdaneta COLLEGE OF ARTS & SCIENCES

3. Elicits new information.
4. Supports or contradicts information from tests
conducted by the company and reference checking.
5. Provides the applicant with information about the job.
10. After the interview, graciously thank the interviewer
for taking time to speak with you. Reiterate your interest
in the position and tell him that you look forward to
HEARING FROM HIM.

6. Develops impressions about motivation, interpersonal References:

skills, and other personality characteristics.
7. Contributes to the organization’s public relations by
leaving the applicant with a positive feeling regardless of
the hiring decisions.
Job Interview Etiquettes
1. Come on time for tests and interview. You are
assessed the moment you step in the step in the office. It
does help you to come late.
2. Wear the proper business attire. For men, do not come
in jeans and a polo shirt.
Men should wear a pair of dark slack, black or gray, and
long sleeved polo shirt or shirt and a tie. Avoid those in
loud colors and those with cartoon prints because they
are distracting and in bad taste.
Ambida, R. S., Galicha, J. P., & Oandasan, R. L.
(2019). Purposive Communication. C & E
Publishing, Inc.
Caudilla, J. P., & Cansancio, J. E. (2019). Purposive
Communication. Mandaluyong: Books Atbp.
Publishing Corp.
Francisco, I. B. (2006). English for Occupational
Purposes. Manila: Rex Book Store, Inc.
Prepared by:
JHON GHMUEL FRANCIS R. CAADIANG
Faculty, College of Arts & Sciences

Women should not overdress, a simple skirt or a pair of

slacks coupled with a blazer will do. Choose light, pastel,
or muted earth colors. Avoid wearing heavy make-up and
loud jewelry, or anything that is distracting and showing
poor taste.

3. Do not bring anything unnecessary. Preferably, carry a

bag where you keep your wallets, fans, keys and chains.
Avoid fidgeting or searching anything in your bag while
you are being interviewed, it indicates nervousness and a
lack of confidence.

4. Memorize the contents of your resume and always

carry a pen and two or three copies of your resume neatly
tucked in a folder or an envelope. Be sure to know your
accomplishments.

5. Observe the basics of good manners. Do not sit unless

told to do so. Do not chew gum or smoke even if these
are offered to you.

6. During the interview, it is all right to be a little nervous

but do not let this affect the way you speak or conduct
yourself. Speak clearly and be attentive to the questions.

7. If you have any questions, do not be afraid to ask and

do not be afraid to speak up. It indicates confidence and
shows the interviewer that you are interested.

8. Let the interview take the lead in discussions, however,

avoid being too opinionated.

9. Do not volunteer information which are not job-related

unless asked or are necessary to your job like age and so
forth.

(075) 600 - 1507

San Vicente West, Urdaneta City, Pangasinan
Bright future starts here ucu.edu.ph | univpresidentofficial@gmail.com