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Chapter 5

Communication for Work Purposes

GENERAL LEARNING OBJECTIVES:

At the end of the chapter, you should be able to:

1. Create clear and coherent communication materials.

2. Conceptualize the content and organization of the communication materials.
3. Observe proper format and mechanics in making business correspondences.
4. Adopt awareness of audience and context in communicating ideas.

TOPIC 1: PARTS AND FORMAT OF A BUSINESS LETTER ( REQUEST LETTER)

TOPIC 2: RESUME WRITING AND APPLICATION LETTER

================================================================
TOPIC 1. PARTS AND FORMAT OF A BUSINESS
LETTER

What was the last letter that you have received? Get a copy of this letter and try
to check the different parts and the content. In many cases, writing a message
thru letters, communication materials, and work reports are more reliable. This
is why as a future employee or a boss of your own, you need to write good and
effective communication materials such as letters, reports and presentations.
Engage
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Explore
ELEMENTS TO CONSIDER IN WORK-RELATED COMMUNICATION
MATERIALS

Audience
•Is it individual or group?
•How familiar are they with the information?
•Are there cultural differences with the audience?
•How will they respond to the message?

Purpose
•What is the intent of the message?
•Is the message for information or both?
•What do you want the audience to know?
•What do you want them to feel or think?
•What do you want to gain from the communication?

Message Context
•What information must the message include?
•Are there cultural considerations?
•Are there external or internal events that impact the message?

AUDIENCE TYPES OF AUDIENCE IN BUSINESS CORRESPONDENCE

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PURPOSE

The purpose of doing effective business correspondences is tied with effective

communication.

When you want your business correspondences to fulfill its purpose, the message is
very important. Use these criteria for effective business and administrative communication.

1. Clear- The meaning that the audience gets is the meaning that the communicator
intended.
2. Complete- All the audience’s questions are answered.
3. Correct- All the information in the message is accurate.
4. Saves the receiver’s time- The style, organization, and visual or aural impact of the
message help the receivers read, understand, and act on the information as quickly as
possible.
5. Builds goodwill- The message presents a positive image of the communicator and his
or her organization.
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HOW TO ORGANIZE INFORMATION
Focus on the issue.
•If there are several issues, address each. Avoid jumping from one issue to
another. Do not discuss or mention anyhing that is not relevant to the issue.

Follow a chronological outline.

Use inductive or deductive order.

•Inductive- specifc to general
•Deductive- general to specific

HOW TO MAKE DOCUMENTS VISUALLY INVITING

Use a reader-friendly layout.

•Use indentions, appropriate margins, font styles and sizes.

Keep the document free from any smudges or

folds.

HOW TO REVISE DRAFTS FOR TONE

Avoid using street language/vocabulary, acronyms and jargons.

Use active rather than the passive voice.

Use clear verbs.

Avoid using archaic language.

Hackneyed expressions should also be avoided in business correspondence.

The definition of hackneyed is something cliché that has been overused or done too
much. An example of hackneyed writing is writing that is full of cliches and
boring phrases that have been used by countless other authors.

www.yourdictionary.com
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List of Hackneyed Expressions to Avoid in Business Correspondence

Many business letters contain hackneyed phrases that detract from a clear,
natural style. You need to look for them in your writing and use fresh, clear
expression instead.

according to our records detailed information

attached herewith enclosed herewith

on receipt of
after careful consideration
please do not hesitate to
any further action
please find enclosed
as you are aware
http://www.lupinworks.com/roche/pages/busLetter/overusedPhrases.php
please forward
at your earliest convenience
trust this is satisfactory
under separate cover
enclosed for your information
upon receipt of
for your convenience
urgent attention
further to
we acknowledge receipt
in receipt of
we regret to advise

Look at these examples from typical business letters and you’ll see how
removing the business clichés changes the tone of the sentence. The originals
have a formal and impersonal tone; the redrafts sound more personal and
genuine.

Original:
We trust this is satisfactory, but should you have any further questions please do
not hesitate to contact us.
Redraft:
We hope you are happy with this arrangement but if you have any questions,
please contact us.

Original:
Further to your recent communication. Please find enclosed the requested
quotation…
Redraft:
Thank you for contacting us. I enclose the quotation you asked for…

Hackneyed business phrases ruin a clear natural style; so avoid using them and
choose your own words instead.
Another consideration is to make words precise and avoid redundancy to make the
message of the business correspondence clear.
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USING POSITIVE EMPHASIS IN MESSAGES

In most situations, it’s better to use positive emphasis over negative emphasis. Also,
some negatives are necessary. When you have bad news to give to the audiences, negatives
build credibility. Sometimes, negatives are needed to make people to take a problem seriously.
However, even in negative situations, try to be as positive as possible. End any business
correspondence with a positive note.

1. The Heading. You can see here the return address and the date on the last line.
Sometimes, the date is seen on the right side depending on the format that will be used.
Commission on Higher Education
Cordillera Administrative Region
La Trinidad, Benguet

December 2, 2019

2. Inside Address or Recipient’s Address. This part contains the name to which the
letter is written and addressed. It could be a person, a company or an organization’s
name.
DR. DANILO D. BOSE
OIC President
Benguet State University
La Trinidad, Benguet

3. Salutation. This is the greeting part that is written in a polite and courteous manner
followed by a comma (,) or a colon (:).
Mr. (Name), Sir (Name),
Dear Sir (Name), Dear Dr. (Name):
Dear Rev. (Name): Madam:
Mrs. (Name), Miss (Name):
Sir:
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4. Body of the Letter. This part contains the main purpose of the letter, the very reason
for writing. It is important that the body of the letter be written in a straightforward,
simple and coherent manner.

The Educational Quality Initiatives & Innovations Training Center will hold its
third batch of National Capability Building on Educational Research with the theme
“Basics and Beyond: Research Approaches and Designs” on November 20-22, 2019 at
Hotel Supreme, Baguio City. The activity aims to update participants on the status of
research in the country, review the participants on the research process, explain the
process of systematic review of literature to yield gaps or areas for research, explain
the different approaches and designs of research and explain the process of action
research.

May I recommend the 5 CAS faculty members to attend the abovementioned

National Capability Building?

We are looking forward for your positive response regarding this matter.

5. Complimentary closing. This is the polite yet business-like ending of the letter. This
ends with a comma.
Sincerely yours, Very sincerely,
Truly yours, Very truly yours,
Respectfully yours, Very respectfully yours,

The word very is used to show great respect to the receiver/recipient of the letter.

6. Signature block. The name of the sender is written on the first line, then his/her
position on the next line. It is expected that the sender will put his/her signature above
his/her name.

SIGNATURE
SAMUEL S. POLIDEN
Dean
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OPTIONAL PARTS OF A BUSINESS LETTER

 Reference line. It is included only for the writer’s administrative purpose of

reference later on. It is written two spaces below the writer’s identification at the left-
hand margin.

 Attention line. This is used by writers when a letter is addressed to a company in

general. This device is used for the purpose of directing the letter to the attention of a
specific person or group within the company that can take care of handling the message.

 Subject line. This is a device used by the writer if he wants the reader to know in
advance the subject matter of the message. It is written two spaces below the salutation.
 Enclosures. This is written for verification purpose only that something is enclosed or
included with the letter.
 Carbon copies. This is used by the writer when he sends duplicate copies of the letter
to other people than the addressee.
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The letter below is an invitation letter. Try to label the parts of this letter.
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FORMAT OF A BUSINESS LETTER

1. Full Block. This is the format that positions all the parts of the letter to the left, single
space, and justified. Double space is used only when starting a new paragraph.

Address

Date

Name of Receiver
Title
Company Name
Address

Sir:

When writing a letter using full block form, no lines are indented. Include your name, address,
and phone number where you can be contacted, as well as the date. You then include the name
and address of the person you are sending the letter to.
With new paragraphs, just skip a line instead of indenting.

Add your phone number where you can be contacted in the last paragraph.

Sincerely,

Your Signature

Your Name
Your Title
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2. Modified block. This is the format wherein all the parts of the letter are tabbed on the
left, single space, and justified except the heading and the closing which are tabbed in
the center.
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3. Semi-block. The paragraphs are indented instead of placing them all on the left.
Heading is on the center, and the date can be placed in the right side three spaces after
the heading. The recipient’s address is on the left, and the closing on the right.

TYPES OF BUSINESS LETTERS

1. Letter of Request. This letter is written to make someone do something or consider

something. A letter requesting for an interview is an example of this. The
application letter could be the most popular example of this as the applicant is
requesting a prospective employer to consider his job application.
2. Letter of Inquiry. Letters of inquiry are among those regularly received by
business firms; hence, they are also called everyday letters. Such letters have to be
answered promptly because they could clinch a business deal or at the least build
public relations for the company. Letter of inquiry is done when something in
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concern of the business must be clarified or get information about like the products
or services, price list, mode of payment, mode of delivery, etc.
3. Letter of Order. Letter of order is done when a company formally wants to avail
the service or product of their partner company. In writing an order letter, one must
remember that the description of the merchandise needed to order is clearly stated.
Its quantity, size, color, and other special features must be well stated as well. The
schedule of shipment as to when, where and how must also be given. Finally, the
ordering company must also inform the mode of payment it will do to process the
order.
4. Letter of Acknowledgement. Letter of acknowledgement is done by the company
when orders or remittances are finally received by them. When writing this kind of
letter, one must include the following: a very warm, polite, and welcoming start of
the letter, the confirmation that the company already received the remittance or
payment for the transaction, the OR (official receipt), and the assurance that the
expected service will be done right away.
5. Letter of Complaint or Claim. This is the letter to make when for example the
delivered products do not match the order that was made prior to the delivery. When
making this letter, you must include some background
information, but come quickly to the point, identifying the problem. Also, politely
say what you want the reader to do about the problem.
6. Letter of Adjustment. This is done when there is a request for the modification of
the product or to explain a thing about the delivered product. An adjustment letter
should begin with a positive statement, expressing sympathy and understanding.
Near the start it should let the reader know what is being done, and this news, good
or bad, should be followed by an explanation. The letter should end with another
positive statement, reaffirming the company’s good intentions and the value of its
product, but never referring to the original problem.
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A screen recording will be sent to you in the Facebook

Group Chat. This screen recording contains additional
reminders in making a business correspondence.

Choose one of the tasks to accomplish.

Task 1: Assume that you are a human resource management officer in a

company. Write a letter of request to Benguet State University asking for
permission to conduct a job orientation to BSED/ BEED/ BSDC/BPED
graduating students. Make sure that the letter contains all the parts and
the necessary information such as the description of your company,
purpose of the job orientation, time and date etc. Write it in full block
format with margins of 1” on all sides.

Task 2: Assume that you are the SK Chairman of your barangay. Write a
letter to Wide Horizons Mobile company requesting for sponsorship on
free internet connection in your office. This is for the students in your
barangay to also utilize for their online classes. Make sure that the letter
contains all the parts and the necessary information such as the
conditions that your barangay experiences and the benefits that the free
internet connection will give. Write it in semi-block format with margins
of 1” on all sides.

Service Management Program Business Communication Teacher’s

Guide

Badua, F. Module in Business Communication. A Graduate School

Requirement. Benguet State University
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https://www.gallaudet.edu/tutorial-and-instructional-programs/english-center/the-
process-and-type-of-writing/letters/business-letters-
formats#:~:text=Most%20business%20letters%20must%20include,ways%20to%20format%
20this%20information.

https://www.lexico.com/grammar/letter-formats-block-modified-block-and-semi-block
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Chapter 5
===============================================================

In the previous chapter, you learned about the different format

and mechanics in writing a business letter. You also made your
first business correspondence in the form of a request letter.
How did you feel about it? What were you confident in writing
this letter? What were the difficulties you encountered?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

TOPIC 2: The Cover Letter and the

Resume

After you graduate, the first tools that you will take with you in finding a work are your
application letter or most commonly known as the cover letter and your resume.

Let us define first these business correspondences and contrast with the other
correspondences that other companies also require from job applicants. Take a look at the
difference of a CV and a resume in the following infographic.
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Your prospect employers will either require you to submit a resume or Curriculum
Vitae. In these two documents, you have to carefully jot down the information needed for you
to complete. Remember that you have to also check your resume on accuracy and mechanics.

Both of these are to be printed on a long bond paper while the application or cover letter
is on a short bond paper. Traditionally, the resume can only be printed in black ink, however,
with the trend now, resume can be printed in another color but be sure that you still keep the
formality of this document.

The Bio-data

Bio means life. Bio Data is the short form for Biographical Data and is an old
terminology for Resume or C.V. In a bio data, the focus is on personal particulars like date of
birth, gender, religion, race, nationality, residence, marital status, and the like. A chronological
listing of education and experience comes after. It is not about skills or specialization.
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https://drive.google.com/file/d/1_lK3OWfcZz0y_sCnKc3CtxQKc9iGwB6P/view
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The Resume

Resume is a French word meaning summary. A resume is ideally a summary of one's

education, skills and employment when applying for a new job, with focus on the most recent
experiences. A resume doesn’t have to be ordered chronologically, or cover your whole career.
Resume needs to be freshly tailored for each specific job depending on recruiter’s needs. The
goal of a resume is to make an individual stand out from the competition.

https://www.linkedin.com/pulse/difference-between-resume-cv-bio-data-onkar-singh-shekhawat

Basically, a resume should provide the recruiter a summary of your work history,
credentials, education, and skills and accomplishments. You can also customize your resume
by adding optional sections such as career objective and executive summary. These are the
most commonly requested document from job applicants.

Resumes should be as concise as possible since hirers view hundreds or even thousands
of every day, especially during hiring season. A good resume format should be a one-pager
document or two-paged at most. To cram as much information as possible and still aesthetically
pleasing, you can use bulleted lists.

For resume formats, you can choose from chronological (used by those with extensive
work experience), functional (for job applicants with limited experience or those who just want
to highlight their skills), and a combination of both.
https://www.jobstreet.com.ph/career-resources/difference-resume-cv-online-profile#.X2LTc5MzagA

The Curriculum Vitae or CV

Curriculum Vitae is a Latin word meaning course of life. It is more detailed than a
resume, listing out every skill, all the jobs and positions held, degrees, professional affiliations
the applicant has acquired, and in chronological order. A C.V. is used to highlight the general
talent of the candidate rather than specific skills for a specific position.

https://www.linkedin.com/pulse/difference-between-resume-cv-bio-data-onkar-singh-shekhawat

More detailed than resumes and can go over the two-page mark, CVs are much more
general than resumes since they are not tailored for jobs or companies. The CV is generally
used by top-level managers aiming for a different salary grade, professionals when applying
for international, medical, academic, and educational research positions or when applying for
international scholarships, grants, and fellowships.

Like a resume, a CV also contains your name, contact information, work experience,
education, and skills. However, it also contains your research and teaching experience, your
publications, grants, and fellowships, professional organizations and licenses, your
accomplishments and awards and other information that is relevant to the job you’re targeting.

When writing your CV, you should use a template to structure it like resume formats
to give it a clear organization. No one wants a messy CV with confusing information. This will
help the recruiter see your qualifications and credentials quickly.
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WRITING YOUR RESUME

PRE-WRITING

 DO A SELF –AUDIT/ ANALYSIS

Writing a self- analysis will help you identify the job that you want and your strengths
and weaknesses. This will also help you clarify your goals (short or long-term) in your prospect
employment.
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 Identify your skills and interests.

Knowing your skills will help you identify the things you want to highlight in your
resume. These skills are contributory to the success of your prospect organization/ employment
and your personal and professional skills.

Categorize your skills into:

a. Skills with People

b. Skills with Things

c. Skills with the Information or Data

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 Identify the job that suits your qualification and personality.

Once you are done with the self- audit and identification of your skills, you can be more
confident of selecting a job. There are many sources of information of job opportunities-
newspapers, radio, social media, recruitment agencies, online job-seeking platforms (e.g.
jobstreet.com) and referrals. Once you have listed the companies that you are interested in,
research about the company. This will give you an idea on what to highlight in your resume.
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Writing Proper

Parts of the Resume

PERSONAL DATA
Name
Address ( preferably a residential address)
Email address ( formal email address)
Contact Nos. ( functional)

*** In a webinar, Jonathan Yabut, a distinguished business communication speaker, mentioned

that the address is sometimes missed because of privacy issues.

OBJECTIVE

In a more traditional type of resume, this refers to the applicant’s goal when he/she is
hired. It describes a professional contribution of the employee to the company. In modern
resumes, this is already missed out.

EDUCATIONAL QUALIFICATIONS

This part enumerates the applicant’s degree, university or school graduated from,
inclusive years and awards (Latin Honors).

EXPERIENCE

This includes the work experiences that the applicant pursued before the application. If
the applicant has an existing job during the application, this should also be included. For new
graduates, the extra-curricular activities such as leadership and advocacy organization events
can be included. If the activity is an add-on to the resume, then this can be included.

SKILLS AND INTERESTS

Technical, communication and other pertinent skills to the job are included here. The
self-audit and skills audit can be of help here.

CHARACTER REFERENCES

These are three or more persons who serve as your recommendatory people. It should
include their complete names, positions, contact details. Make sure that these references are
not your relatives but they are the ones whom you have worked professionally. These people
can be your former boss, dean, or teachers.
Others:
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CERTIFICATIONS AND AWARDS

****** In a webinar, Jonathan Yabut, a distinguished business communication speaker,

mentioned that in more recent format of the resume, this part is already missed out
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Make the verbs in the resume “ active”.

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Below are some notes from the free webinar of Jonathan Yabut, a
business communication speaker.

3 Key Purposes of your Resume:

1. To get thru an interview

Your resume will be the first tool to land you an interview. There are many applicants for a
single position, thus, your resume should showcase the highlights of your qualifications for the
job.

2. For future hiring, in case a new position comes up.

3. For profile reference

Anatomy of a Resume
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TIPS:

1. Keep it short- Make your resume around 2 pages only. Recruiters/ interviewers only
glance at your resumes for seconds only especially for screening purposes. The first
three inches of the resume is the focal point.

2. Quantify your experience.

3. Add personality to your profile. Include volunteer works, advocacies and projects.

Task:

1. On a separate sheet of paper, accomplish your self- audit /analysis and skills
inventory.
2. From any source of job information (web, newspaper, referral), select a job that is
suited to your specialization.

With the accomplishment of the task above, you are now ready to make
a resume. A screen recording will be sent to you on a sample of a resume.
Make or create your own resume without making use first of a template.
After I have given the corrections, that is the time that you can migrate to a template.
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TOPIC 2: WRITING THE COVER LETTER OR APPLICATION LETTER

The letter of application, also known as a cover letter, explains to the employer why
you are qualified for the position in which you are applying and why you should be selected
for an interview. A letter of application should complement, not duplicate, your résumé.
Its purpose is to interpret the résumé and add a personal touch. The letter of application is
often your earliest written contact with a potential employer, creating a critical first
impression. That first glance at your letter of application is your one opportunity to make a
good impression and make it to the next round in the search process.

✔ In order to pass that first round of screening, you must specifically address the job posting
and state why you are qualified for the position. This way, the search committee can see at a
glance, why and how you’re qualified for the job. The letter of application responds to
a known job opening and should express a high level of interest and knowledge about
the position. Effective letters of application explain the reasons for your interest in the
specific job position and identify your most relevant skills or experiences.

✔ Your letter of application should be designed specifically for each position you seek. Do
not design a form letter and send it to every potential employer. Although it can be
time consuming to write a custom letter of application for each job, it’s important to take the
time and effort to show why you are a good match. To write a custom letter of application,
take the job posting and list the criteria the employer is looking for. Then list the skills
and experience you have. Either address how your skills match the job in paragraph form or
list the criteria and your qualifications.

Format:

Font: Use a traditional font such as Times New Roman or Arial. The font size should
be between 10 and 12 points.

Format: A letter of application should be single-spaced with a space between each

paragraph. Use about 1" margins and align your text to the left, which is the standard
alignment for most documents.

Length: A letter of application should be about one-page long.

Organization:

Introductory Paragraph: Begin by stating the job for which you are applying. Briefly
mention how your skills and experience match the company and/or position; this will give
the employer a preview of the rest of your letter.
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Body Paragraph(s): In a paragraph or two, explain why you are interested in the job and
why you make an excellent candidate for the position. Mention specific qualifications listed
in the job posting and explain how you meet those qualifications. Do not simply restate
your résumé, but provide specific examples. You can either write about these specific
examples in complete sentences or in a bulleted format. It is better to use shorter paragraphs
or a bulleted list of your qualifications rather than one large block of text.

Closing Paragraph: Conclude your letter of application by stating that you would like to
interview and/or discuss employment opportunities.

A screen recording of an example of an application letter will be sent

to you.

Frazier, H., & Cognard-Black, J. (1999). Getting the Job: How To Write Your Resume. A Resume
Writing Workshop.

http://www.lbwcc.edu/Content/Uploads/lbwcc.edu/files/How%20to%20Write%20a%20Lette
r%20of%20Application.pdf

You are done with the topics under this chapter! What are your thoughts? How do
you feel about the topics and the tasks presented?