Communication For Work Purposes

Purposive Communication
Comm 01
1st Semester, 2022-2023
Purposive Communication
Comm 01
Communication for Work Purposes

Chapter 5
Memo or Memorandum
Memo
• a written letter from one worker to another
within the same company or organization.
• It is a short form of memorandum, which is a note

to help refresh the memory.
• It is not suitable for a lengthy conversation.
• It is filed for future references and may be used

as a proof for legal matters
Memo or Memorandum
Movement of Memo and E-mail
Memo and E-mail can move horizontally and vertically in a
company, hence, they are considered vital means of information
dissemination which is very sure to be received by everyone in the
company. Aside from this, they can also be considered written
records or documents of the company. It must be remembered that
key people in the organization, though they are not mentioned in
the memorandum, should be furnished with all important
memoranda to keep them abreast of what is happening in the
agency.
Memo or Memorandum
Memoranda and E-mail

messages do not have salutation
and complimentary closing.
Memo or Memorandum
Parts of a Memorandum
Letterhead
 This contains among other things the name of the
organization, its address and the specific division of the
agency from which the memo emanates.
Memo or Memorandum
Heading
 This consists of the TO, FROM, SUBJECT, and DATE
lines.
 They are written in capital letters and end with colon.
Memo or Memorandum
TO line
 This contains the recipient/s who may be an individual,
several individuals or a group.
 If the memo is being sent several people, their names may
be enumerated in the TO line. However, if the list is really
long, the names can be enumerated the end of the memo.
However, the name of the group or cluster must be written
the TO line.
It must be remembered that the names should either be
arranged alphabetically or by the positions of the addressees.
Memo or Memorandum
SUBJECT line
 This gives a bird's eye view of the subject matter or the
message.
DATE line
 This contains the date when the memorandum was written.
FROM line
 This contains the name of the writer and his/her professional
title.
Memo or Memorandum
Body
 This contains the message.
 In writing this, you must stick to the facts while explaining their
significance and the accompanying action that should be taken.
 Attachments like still pictures, documents, previous letters, and
others can also be attached to the memo. These should be
mentioned in the enclosures.
Memo or Memorandum
Parts of an E-mail Message
TO line
 This consists of the E-mail address of the intended recipient.
FROM line
 You need not to encode anything here for it automatically
registers your E-mail address.
Memo or Memorandum
Cc:
 Writing the E-mail addresses of the other recipients you wish to
receive the message.
Bcc:
 Writing the E-mail of the person who is to receive a copy of the
message without the original recipient knowing that a copy of the
letter was given to another person/s.
Memo or Memorandum
Subject line
 Main topic of the memo is written here.
Salutation
 A brief greeting which can be omitted.
Message
 Discussion of the topic.
Memo To vs Memo For
Memoranda and E-mail messages are ideally sent by

a person occupying a high position to the subordinates.
However, there are instances when a memo or E-mail
message is sent to individuals having the same rank
with you. In this case Memo for instead of Memo to
should be used.
Types of Memo and E-mail
1. Memo or E-mail that Requests

 As the word "request" implies, this document makes a
favor.
 Because you are asking for something, you should be
courteous and respectful. Do not demand nor dictate.
 Start immediately with the request and the reason for
it.
 End your document politely by stating the deadline for
such request and the reason behind the deadline.
2. Memo or E-mail that Responds

 This is used when there is a prior document that needs a
response.
 A such, you should start with a summary of the previous
document followed by your responses arranged
according to the order of the original requests.
 To facilitate this, use boldface headings to emphasize or
clarify groupings.
 Close politely by making an assurance that you are
willing to be of service again.
3. Memo or E-mail that Informs

 This is used to state, explain or clarify a policy
issue and others.
 As such, it should be concise and clear.
 To start with, summarize the main idea and
explain the reason behind it if necessary.
 Close by mentioning the benefits.
Sample template of a memo
LETTERHEAD AND LOGO
Memorandum No: _____

To: (Person to whom the memo is issued
From: (person and/or department issuing the memo
Date: (date sent)
Subject: (Subject of the memo)
Opening: (get to the point in the opening paragraph. Keep things simple and
short. Make it easy and fast to read
Summary: (Summarize any historical or contextual information needed to

support the opening paragraph
Conclusion: End with a call to action.
Cc: (send copies to anyone affected by the memo)

Attachments: (list any attachments to the memo, if any, . Only list items
referred to in the body of the memo)
CAGAYAN COLLEGES TUGUEGARAO
Tuguegarao City, Cagayan
College of Liberal Arts and Public Administration
MEMORANDUM
DATE: June 7, 2001
TO: Mrs. Chona Agustin

Miss Grace Ayonayon
Mr. Estanislao Caldez
Mrs. Heidee Centeno
FROM: The Dean
SUBJECT: Books to be purchased by the library
Please furnish not later than June 13, 2001 our office the list of books and
instructional materials you want to be purchased by our library.
Please include in your list the titles, authors, publishing companies and the
copyright years of the books. If they are instructional materials, please tell us
where to buy them.
Thank you.
JOEL JOSEPH L. EGIPTO

Dean
Business
Meetings
Business Meetings
It is a gathering of two or more people to
discuss ideas, goals and objectives that
concern the workplace.
Business Meetings
It can be conducted at an office or at a different
location, or even over the phone and by video
conference.
Business Meetings
Meetings take place with employees, managers,
executives, clients, prospects, suppliers and partners,
and anyone else related to the organization.
Business Meetings
Purposes of a Business Meeting
• To make important decisions regarding the

organization
• To make important announcements.
• To resolve conflict and solve complex problems.
• To review company or project progress

Guidelines in Business Meeting
Step 1. Call the meeting to order according to the
scheduled time. Introduce new workers or guests during
the start of the meeting.
Step 2. Pass an agenda during the meeting so that co-

workers will be guided step by step in the discussion.
Step 3. Provide a summary of the previous meeting as

the secretary reads the undertakings.
Step 4. End the meeting on time, an agenda should list
all the points to be taken during the discussion. Time
each segment of the discussion so chit-chats can be
avoided.
Step 5. Ask the secretary to take the minutes of the

business meeting for the decisions made,
documentation and review in the next meeting.
Step 6. Prohibit members from insulting each other
when the issue gets hot and intense. Instead call them
in a separate occasion to resolve the conflict.
Step 7. End the business meeting with optimism. Assign

what each member must do and the issues to be
tackled during the next assembly.
Taking the minutes of a business meeting
Minutes
• Refers to the official record of what happened and

what was and decided at a meeting.
• It aims to give continuity of procedures and

traditional activities, and to inform the members
who were out during the meeting.
• It also serves as a guide in planning the agenda for

the next meetings to come..
Taking/Writing the minutes of a business meeting
Before
• Take note of pertinent details regarding the meeting: the
organization, date, time, presiding officer, agenda, and
attendance.
• For easy facility, prepare your attendance sheet.
• Prepare an outline based from the agenda.
• Study the issues to be discussed and ask questions ahead

of time.
During
• Be sure to know all the participants to keep track of who

said what.
• Be selective of what to record. Do not go into details

anymore.
• Use a writing style that you are most comfortable with.
• Record what is done, not what is said.
• Summarize important discussions.

During
• Take note of the name of the chair or facilitator, main

topics, the time of adjournment, and approval of previous
minutes and all resolutions.
• Take down notation of reading and previous minutes and

how they were approved (“approved as read" or "approved
as corrected”)
• Ask for clarification if things are not understood.
• Do not fail to take note of the items discussed, decisions

reached, and actions decided on.
After
• Immediately put the minutes in final shape for you not to

forget anything regarding the meeting.
• The minutes should be approved by the presiding officer

before they shall be distributed to the members.
• Use full names not nicknames.

Taking the minutes of a business meeting
Essential Parts of the Minutes
• Name of the organization
• Date, time, and venue
• Attendance
• Name of the presiding officer
• Time the meeting begins
• Meeting proper/discussion
• Adjournment
Distributing the minutes of the business meeting
• Minutes must be distributed to the team prior to the

meeting
• This will serve as a reminder of the things discussed, the

decisions made, and what are the next steps to be done.
• If one notices error, it should be corrected and revised.
• If items were overlooked, it should also be brought to the

attention of the person who prepared the minutes so
that it can be added.
Writing Business Correspondence
A letter is written message sent to an individual or a group of

people. A business letter is used to transact official business;
hence, its tone and style should be formal and businesslike while a
social letter is a friendly letter intended to convey personal
messages to people close to the writer.
A. Characteristics of business letter
Clarity – clearness of the idea. The message of the

business letter is clear if it is not misunderstood.
Study the following examples:
Vague: We will be more than happy to

answer any questions you may have
in the future.
Clear/Specific: We will be happy to answer

your questions about other shrubs and trees
suitable to your climate.
Conciseness – completeness of idea with
the use of the fewest number of words
possible.
• A concise letter is not
necessarily short but
one which conveys
the message it
intends to make the
recipient
understands
Instead of Use
according to our records we find

at a later date later
despite the fact that although
due to the fact that since/because
during the time that while
in the neighborhood of about
pursuant to our agreement as we agreed
we are not in a position to we cannot
will you be kind enough please
Instead of Use
it is our opinion we think

in accordance with your request as you requested
for the purpose of to, for
until such time as until
allow me to thank you thank you for
we regret to inform you that we are sorry
at this present writing now
Courtesy – the use of polite expressions to
show respect.
• Merely saying “please” or “thank you” is not

the essence of courtesy.
• A good tone in your message will come from
your attitude – from remembering that a
human being will read what you write.
There is courtesy if:
• letter is sent to the recipient promptly,

• letter received is answered at once.
• letter help your correspondent by directing to the
• department or the person who
• has to deal with it.
Observe the following examples
a) Poor attitude: If you feel that you cannot afford

to contribute this large amount to the fund this
year, just tell me how much you will donate and I
will make up the difference
Better tone: The amount of each individual gift

is a personal matter and all gifts –larger and
smaller—are much needed and greatly
appreciated. We just hope you will take a part.
Observe the following examples
b). Poor attitude: We have checked our records for
the payment you say you sent last month, but the
computer shows no such amount in that time
segment.
Better tone: The payment you wrote us about

last month still has not arrived and we are trying
to trace it. Meanwhile, you may want to warn
your bank to stop payment on it.
A business letter is NOT effective:
• If it is longwinded and difficult to understand;
• when the writer utilizes overused, trite phrases and

expressions, and an over-formal approach;
• when one or more of the following elements

considered essential for standard business letters
are missing
Parts of a Business Letter
1.Heading/Letterhead/Return Address
2.Inside address (and attention line if needed)
3.Salutation or greeting
4.Body
5.Complimentary close
6.Signature
Heading/Letterhead/Return Address
• the first part of the letter.
• If no printed letterhead is available, type

your return address so that it ends at the
right-hand margin.
• Start 1 ½ inches from the top.

1. Heading/Letterhead/Return Address
• It gives two kinds of information about
the writer:
primary
secondary information
Heading
• primary information (refers to the name,
address, and telephone number of the
company)
Heading
• secondary information (gives other
information about the writer like the logo and
motto of the company.)
Heading
• modern style of heading - heading is placed at the

top most part of the paper, and is presented in a
decorative or extraordinary style . Letterhead is the
term used for this kind of heading.
Modern heading
Republic of the Philippines

MARIANO MARCOS STATE UNIVERSITY
Batac, Ilocos Norte
Tel. No. 792-3131,792-3420, Fax No. (077)792-3131, 792-3447
E-mail:mmsuop@laoag.amanet.net
December 6, 2018
_______________________
_______________________
_______________________
_______:
_________________________________________________________________________________
_________________________________________________________________________________
___.
__________________________
__________________________
Heading
• Traditional heading - heading is at the upper right
side of the paper where only address and the date
are stated.
Traditional heading
#16N Quiling Norte
City of Batac, Ilocos Norte
December 6, 2019
______________________
______________________
______________________
______________________
____________________________________________________________________
____________________________________________________________________
_____________________________________
____________________________________________________________________
__________________________________________________________________
__________________,
__________________
Dateline
 Place the dateline two lines below the letterhead.
 If you type your return address, type the date

immediately below the last line of the address.
 The position of the dateline depends on the style

and the length of the letter.
Some pointers to consider about the heading and
dateline:
1. The name of a day is not a substitute of the day and

month. Do not use Tuesday for December 10.
2. There is no punctuation between the month and the

day. Write December 04 not December, 04.
Some pointers to consider about the heading
and dateline:
3. The abbreviations th, st, nd, etc. are not used in

the heading after the day of the month. Write
December 04, 2021 – not December 04th , 2021.
2. Inside address
• This is the second part of the letter

• Put two spaces below the dateline, place the name title,
and mailing address of the person to whom you are
writing.
• Particular care should be exercised to spell the
addressee’s name correctly and courtesy demands that
his or her name be prefaced with “Mr.” or “Ms.” Or an
appropriate title.
Inside address
• The inside address may require three, four, or five lines,

each starting at the left margin
• When addressing an individual in a company, write

his/her name followed by the company name.
 The position of the addressee may be placed right after
the name in the first line. It can also be placed in the
second line together with the name of the company
where the addressee is employed
Letterhead
Date
Dr. Sosima R. Demandante

Dean, College of Agriculture, Food and Sustainable Development
Mariano Marcos State University
City of Batac, Ilocos Norte
• In writing the name of the institution, organization or

company, write as the company does.
Ex. if the company spells out the world “Company” in its

correspondence, write the same. Don’t abbreviate. This is
a simple courtesy.
• If you must write a letter to a company

but do not know the name of the person
to whom to address it, you may address
the company or a certain department of
the company.
• When a letter is officially addressed to a company but you
wish some particular individual or office of the company
to see the letter, you may use an “attention line.” Write
“Attention,” or the abbreviation “Att.” followed by a colon
and the name of proper person or department.
Example:
Luisa Trading Department Store
Tongson Avenue
Vigan City
Attention: Mr. Allan D. Cruz
Gentlemen:
Some rules to remember
a) A woman may be addressed as Miss, Mrs. or Ms.
 Miss is used for an unmarried woman, it is a

complete word and is not followed by a period.
 Mrs. is used for married woman or widow, it is an

abbreviation of Mistress
 Ms. is used if you are unable to determine the

marital status of a woman
b. Messrs is the abbreviation for the French Messieurs

(may-syur). It is used as the plural of Mr. It is used only
as title never as salutation. A partnership may be
addressed as Messrs., if the partnership is composed of
all men. If only women comprise the firm, the title
Mesdames (may-dam) or its abbreviations Mmes. is
used.
c. Always use the abbreviation Dr. for the title Doctor.

e. Professor is the title of those who hold professorship in

colleges and universities. The abbreviation should not
be used when only the surname is written.
f. Reverend is the title of a clergyman. It should not be

abbreviated and should be preceded by The.
g. Honorable is a title applied to man who hold or have

held important positions in the city, province or
country. It is applied to congressmen, senators,
members of the cabinet, and mayors.
h. The name of the position which holds like Manager,

Secretary, Superintendent, President, or Treasurer may
either precede or follow a name.
3. Salutation or Greeting
• Coming two spaces after the inside address, written

flush left is the salutation.
• It is a greeting, an expression of courtesy, intended
to put the reader in a friendly and receptive frame
of mind. It conveys the writer’s regard for or
relation to the correspondent.
• If an attention line is used, type the salutation two
lines: below the attention line.
Here are some examples of greetings ranging from most
formal salutation to the least formal greeting:
Most formal - Sir, Madam

More formal - Dear Sir, Dear
Ma’am
Formal - Dr. or Mr. Cruz, Dear
Mrs. Manuel
Friendly/intimate - Dear John, Hello
Myra
• When writing to a company, committee, organization,

board, or other group made entirely of men use
“Gentlemen” (not Dear Sirs).
• Use “Ladies” or “Mesdames” when writing to a

company or organization composed entirely of women.
• The choice of salutation is governed by the relations

existing between the writer and addressee. There is a
growing tendency, though among many correspondents
to use the formal “My dear Mr. Enriquez,” or “Dear Miss
Castillo” in addressing strangers because these
salutations suggest greater friendliness and goodwill.
4. Body of the Letter
• This forms the longest and most important part of the

letter. It is here where you present your ideas or
messages to the addressee.
• Begin the body two lines below the salutation.
• Either indent the first line of each paragraph five spaces

or start it at the left margin.
Body of the Letter
• There should be double-space between paragraphs.
• Use simple language, clearly and directly phrased. You

need to make it sure to indicate your purpose of writing
the information you need or want, and what should the
addressee do about the information you mentioned.
5. Complimentary Close
• Put the complimentary close two lines below the end of

the body, starting five spaces to the right of the center.
• Capitalize the first word and put a comma after the last.
• Note that the complimentary close varies with the tone of

the letter, as well as the degree of its formality.
Complimentary Close
• It is a farewell to the reader as the salutation is the

greeting. It is expressed in certain degrees of formality.
Most formal - Very respectfully yours

More formal - Respectfully yours
Formal - Very truly yours, Truly yours,
Sincerely yours
Informal - Always, Lovingly yours
6. Signature
• The signature appears below the complimentary close. To

give enough space for the penned signature that appears
over the printed name, you have to allot four spaces
between the complimentary close and the printed name.
Example:
Yours truly,
(penned signature) Margarita P. Robles

(printed name) MARGARITA P. ROBLES
Chief, Accounting Division
Very truly yours,
RIVERSIDE TEXTILE CORPORATION
Janella P. Reyes
JANELLA P. REYES, President
In addition to these eight requisites, certain others are

sometimes needed:
Identification Line
 When typing someone else's letter, list that person's

initials followed by your own.

sometimes needed:
Enclosure
 If you enclose anything with the letter, place an enclosure

notation two spaces below the identification line or typed
signature.

sometimes needed:
Carbon Copy Notation

If anyone other than you and the addressee is to receive a
copy of the letter, include a carbon copy notation.
Put it on the left margin two spaces below the previous

notation

sometimes needed:
Second Page Heading
• If a letter requires more than one page, use plain paper

instead of letterhead for the second and subsequent
pages.
• Leave a one-inch margin at the top, type a second page
heading, skip three spaces, then continue the letter.
Letter Form, Appearance and Style
A. Form and appearance
• The paper to be used for business correspondence

should be of high quality, white bond paper, and 8.5 x 11
inches in size..
• Attractive appearance calls for a minimum margin of at

least one inch on all sides of a paper.
A. Form and appearance
• Moreover, words divided at the end of the lines should

be divided between syllables or not at all.
• In letters that are more than one page long, you should
write the name of the addressee, the page number, and
the date on the page two and any additional page – all in
one line and about one inch from the top of the sheet,
beginning at the left-hand margin.
B. Letter Styles
• The three commonly used styles or arrangements for the

business letter elements are full block style, semi-block
style, and the indented style.
• In the full block style, all the parts of the letter are begun
on the left side of the stationery which should be 8.5 x 11
inches bond paper. There are no indentions.
• In the modified block style, the sender’s address, the

date, the complimentary close and signature are placed
on the right side of the paper.
• While in the semi-block style, the sender’s address, the

date, the complimentary close, signature and notation
are placed on the right side of the paper. The body is
indented, too. The most commonly used style is the
semi-block style though big business firms refer the full
block style.
Full Block
______________________
______________________ 1. Heading
______________________
______________________
______________________ 2. Inside address
______________________
______________________ 3. Salutation
________________________________________________________________________
________________________________________________________________________
_________________. 4. Body
________________________________________________________________________
________________________________________________________________________
______________.
__________________________ 5. Complimentary close
__________________________ 6. Signature
__________________________ 7. Notations
Modified Block
1. Heading ______________________
______________________
______________________
______________________ 2. Inside address
______________________
______________________ 3. Salutation
________________________________________________________________________
________________________________________________________________________
_________________. 4. Body
________________________________________________________________________
________________________________________________________________________
______________.
5. Complimentary close __________________________
6. Signature __________________________
7. Notations __________________________
Semi Block
1. Heading ______________________
______________________
______________________
______________________ 2. Inside address
______________________
______________________ 3. Salutation
__________________________________________________________________
________________________________________________________________________
_______________________. 4. Body
__________________________________________________________________
________________________________________________________________________
____________________.
5. Complimentary close __________________________
6. Signature __________________________
7. Notations _______________
Preparing Resumés and Job Application Letters
Preparing your Resumé
The resumé summarizes your experiences and

qualifications. It is written before your application letter
and it provides background information to support your
letter. It is a persuasive summary of an applicant's
qualifications for employment
Essential characteristics of
resume
• Neatness
• Simplicity
• Accuracy
• Honesty
Features of a resume
• It looks good; it appears neat.
• It can be easily read.
• It provides material background information, which the

employer needs for making an interviewing decision.
How Employers Use Resumés
• Employers use resumés to decide whom to interview. Since

resumés are used to screen out applicants, omit anything
that may create a negative impression.
• Resumés are scanned or skimmed.
• Employers assume that your letter and your resumé

represent your best work. Here, neatness and accuracy are
both essential.
How Employers Use Resumés
• Interviewers usually reread your resumé before the

interview to refresh their memories.
• After an employer has chosen an applicant, he or she

submits the applicant's resumé to people in the
organization who must approve the appointment.
Types of Resumés
1. Chronological Resume
 This lists in sequential fashion highlights of work

experience and educational background in year-by-year
reverse order, starting from the most recent and going back
in time.
 This type of resumé is mostly favored by those who have a

history of fairly continuous employment in one line of work
with no conspicuous time gaps between jobs.
Types of Resumés
2. Functional Resumé
 It stresses general work skills acquired during the years,

without giving emphasis to specific dates of
employment.
 It is recommended for those who have been self-

employed or have worked as a consultant or freelancer
and for those entering the job market for the first time or
after a long absence
Types of Resumés
1. Curriculum Vitae
 It represents a blend of the chronological and functional

resumé and is reserved mainly for persons in the academic
fields, as well as in the professions of law, medicine, and the
sciences.
 It features a scholarly background documented with
universities attended degrees earned, professional
achievement, affiliations, published works, and a listing of
positions held in specialized fields.
Writing Application Letters
The purpose of a job application letter, the same as that of

a resumé, is to get you an interview. What should your
application letter focus on? They are as follows:
• Focus on major requirements of the job for which you

are applying.
• Focus on points that separate you from other applicants

Writing Application Letters
• Focus on points that show your knowledge of the

organization.
• Focus on qualities that every employer is likely to

value: the ability to write and speak effectively, to solve
problems, to get along with people, among others.
Types of Application Letters
Solicited Letter
• This is written in response to an invitation, usually in the

form of an advertisement, from the employer.
•
Unsolicited Letter
• It is written to a prospective employer who has not

advertised a job opening.
Sample Phrases for Application Letters that Work
• Please refer to the enclosed curriculum vitae/personal data

sheet for further particulars.
• With reference to your advertisement in Express of February

2, I would like to apply for the position of....in your
company.
• I am used to working independently.
• I prefer to work on my own initiative and to take on a

certain amount of responsibility.
Sample Phrases for Application Letters that Work
• I've learned from reliable sources, that there is a vacancy in

your accounts department.
• Since my present position offers little prospect for

advancement, I should prefer to be employed in an
expanding organization such as yours.
• The company with which I am employed at present does

not, I feel, offer enough scope to develop my own ideas.
Organizing the letter
a) The beginning
• The importance of the opening paragraph cannot be

overemphasized. It must accomplish the task of
attracting the attention of the prospective employer. To
have a good opening, an applicant must consider the
following suggestions:
a) The beginning
• Compose the opening paragraph that reflects your

individuality. Do not write trite or stereotyped beginnings.
Trite
I would like to apply for the position of an information officer…..

a) The beginning
• State where you learned about the opening.
Your advertisement in the Ilocos Times for an educational

researcher appeals to me
Mr. Franklin M. Natividad, a good friend of mine, who is

working in your Ticketing Department, indicated that your
firm is in need of a ticketing officer.
a) The beginning
• Specify the particular position you want. Your purpose in

writing must be made clear and not left for your reader
to guess.
a) The beginning
Poor
I would like to apply for a job which suits my training
in development journalism
Good
I believe that my training at the Asian Institute of
Journalism in writing and editing qualifies me to work as
an information officer in your institution.
a) The beginning
• Catch the prospective employer’s interest by indicating

your good qualifications. Study the following examples:
I believe that my five years experience as an information officer

qualifies me for the job.
Are you looking for a man who is self-starter, willing to assume

responsibilities and face the challenges? If you will allow me, let
me tell you why I believe I am the man for the job.
a) The beginning
• Consider the tone of your letter. This will give away your
attitudes and partly reveal your personality. The
applicant must be careful in avoiding the following:
Apologizing
Poor: I have no job experience but I am willing to learn.
Good: In college, I had a good training in writing and editing and I

think I can apply it satisfactorily in my line of work.
Bragging
Poor: I am certain I can break your sales record.
Good: I believe that this job will give me the chance to show my
selling ability.
Sounding hopeless
Poor: I am willing to get any job.
Good: I believe that my training has equipped me to be a writer in

your office
Sounding over-confident
Poor: I am sure I am the man for the job.
Good: I believe that my experience qualifies me for the job.
Begging
Poor: I really need a job for my family.
Good: Your firmed has gained a good reputation and I would

consider it an honor to work with you.
b) The body
• The body of the letter should mention the following:

the requirements of the job, one’s education, work
experience, and personal data
• The educational background and work experience

should be stated concretely so as to avoid monotony.
The writer can mention the outstanding aspects for
emphasis..
Uninteresting Interesting
I obtained a degree I graduated from the University

in Development of the Philippines Los Banos in
Communication 2003, where I obtained a degree in
Bachelor of Science in
Development Communication.
My major is educational
communication which equipped
me with the necessary skills in
producing instructional materials.
Uninteresting Interesting
I can write scripts. I can write scripts for

video, sound slides and
audio aid. I also know
how to make good
posters and to
conceptualize and put
up an exhibit.
b) The body
• The subject of salary in the body of the letter may or

may not be mentioned. If the prospective employer
asks the applicant, then it should be stated; otherwise,
it is better to leave the subject of salary out of the body.
b) The body
• I am willing to start a salary suited to my job.
• The subject of salary is rather delicate; however, I would consider

_______a month fair enough
• Since the firm I worked with in the past gave me the monthly
compensation of ______ I would consider the amount satisfactory.
c. The ending
• The concluding paragraph of the application

letter should request an interview. Write the
paragraph as forcefully a possible to try to elicit
a response from the reader. Here are some
examples:
1. I hope you will give me the chance to discuss further with you my
personal qualifications
2. May I have the opportunity of an interview? My telephone

number is_______.
3. May I see you on a convenient time so that I can tell you why I
believe I can do the job. My telephone number is ______.
4. May I come in and talk with you or another member of your firm?
I believe I can assure you of my value.
In contrast, avoid endings that do not encourage specific response
from the reader or sound as if you are not eager or confident about
arranging an interview. Study the following examples:
• I am looking forward to hearing from you. Thank you for your

time.
• I was wondering if I could possibly get an interview with your

people in one of the aforementioned departments.
December 8, xxxx
Mr. Juan Nepomuceno

Human Resource Officer
RTC Learning Center
68 Juan Luna Street
Binondo, Manila
Dear Sir:
It has come to my attention that you need a college graduate for clerical position as
advertised in the Daily Bulletin, dated December 7, xxxx. In this connection, may I be
considered as one of the applicants?
I am a graduate of the Philippine Normal College with the degree of Bachelor of Science
in Elementary Education. I have also finished in the University of Manila the academic
requirements leading to the degree of Master of Arts in Education with Administration
and Supervision as my field of concentration. It would be worthwhile to mention that I
have taken courses in Commercial Law and Accounting. In 1969 and 1970, I passed the
teachers and clerical examinations, given by the Civil Service Commission and the
Professional Regulation Commission.
As to my experience and training. I was detailed for five (5) years in the Office of the
District Supervisor at the Mauban North District, Division of Quezon, doing clerical job,
including answering of endorsement letters from the higher office.
Should you find my qualifications and training fit for said position, I would be willing to
arrange for an interview. I can be reached through these numbers: 515-60-15.
Very respectfully yours,

Communication For Work Purposes

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Communication For Work Purposes

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Purposive Communication

Communication for Work Purposes

• It is a short form of memorandum, which is a note

• It is not suitable for a lengthy conversation.

• It is filed for future references and may be used

Memoranda and E-mail

Memoranda and E-mail messages are ideally sent by

1. Memo or E-mail that Requests

2. Memo or E-mail that Responds

3. Memo or E-mail that Informs

Memorandum No: _____

Summary: (Summarize any historical or contextual information needed to

Cc: (send copies to anyone affected by the memo)

TO: Mrs. Chona Agustin

FROM: The Dean

SUBJECT: Books to be purchased by the library

JOEL JOSEPH L. EGIPTO

• To make important decisions regarding the

• To make important announcements.

• To resolve conflict and solve complex problems.

• To review company or project progress

Step 2. Pass an agenda during the meeting so that co-

Step 3. Provide a summary of the previous meeting as

Step 5. Ask the secretary to take the minutes of the

Step 7. End the business meeting with optimism. Assign

• Refers to the official record of what happened and

• It aims to give continuity of procedures and

• It also serves as a guide in planning the agenda for

• For easy facility, prepare your attendance sheet.

• Prepare an outline based from the agenda.

• Study the issues to be discussed and ask questions ahead

• Be sure to know all the participants to keep track of who

• Be selective of what to record. Do not go into details

• Use a writing style that you are most comfortable with.

• Record what is done, not what is said.

• Summarize important discussions.

• Take note of the name of the chair or facilitator, main

• Take down notation of reading and previous minutes and

• Ask for clarification if things are not understood.

• Do not fail to take note of the items discussed, decisions

• Immediately put the minutes in final shape for you not to

• The minutes should be approved by the presiding officer

• Use full names not nicknames.

• Name of the organization

• Date, time, and venue

• Name of the presiding officer

• Time the meeting begins

• Minutes must be distributed to the team prior to the

• This will serve as a reminder of the things discussed, the

• If one notices error, it should be corrected and revised.

• If items were overlooked, it should also be brought to the

A letter is written message sent to an individual or a group of

Clarity – clearness of the idea. The message of the

Vague: We will be more than happy to

Clear/Specific: We will be happy to answer

according to our records we find

it is our opinion we think

• Merely saying “please” or “thank you” is not

• letter is sent to the recipient promptly,

a) Poor attitude: If you feel that you cannot afford

Better tone: The amount of each individual gift

Better tone: The payment you wrote us about

• If it is longwinded and difficult to understand;