SAN ISIDRO COLLEGE

City of Malaybalay
Tel No. 088-813-5541
Website: sic.edu.ph
Webmail: info@sic.edu.ph

OAC 104 Business Report Writing Mr. Jiemarie D. Paderes

(Course Code) (Course Tittle) (Name of Instructor)

I. Learning Module 8 Types of Business Letter

(Topic)

II. Introduction
Greetings! Good morning, everyone! Praised be Jesus and Mary! Welcome to module. You
will find here our general instructional guidelines, then the components of our module. You
will be guided one step at a time through the specific instructions of the learning tasks given
below, which intend you to understand the types of business letters. Let joy and peace abound
in your mind and heart as you genuinely and responsibly respond to the learning processes
that this module offers

III. Intended Learning Outcomes (ILOs)

a. Write a business letter in good format

IV. Stimulating Recall

1. what is the importance of having the minutes of the meeting?

V. Presentation of the topic/learning material

Introduction to business letter
 Solicitation letters
 Minutes of the meetings
 memorandum
 BUSINESS LETTERS

MINUTES OF THE MEETING

Meeting minutes are notes that are recorded during a meeting. They highlight the key
issues that are discussed, motions proposed or voted on, and activities to be
undertaken. The minutes of a meeting are usually taken by a designated member of the
group. Their task is to provide an accurate record of what transpired during the meeting.
The minutes of a meeting are the record of the discussions/decisions therein. They
have an official status; they are useful in law, and in some cases required by law to be
written. Minutes are final when they are approved by the members of the group to which
they relate, generally in the next meeting, and signed by the chairperson.
Even if there are emotional moments in a meet, the minutes are written in an
unemotional manner, are cool, factual, impersonal, and impartial. Moreover, such are
the demands of time on most people that the minutes should be concise, boiled down to
the essentials.
Only some organizations require that they record the detailed discussions as well
(i.e. who said what and what were the reactions… until the decision was reached).
Normally, the body of the minute’s records.
 The motions and amendments thereto
 The proposer and seconded of motions
 The details of voting, if any
 Recommendations
 Decisions/ resolutions
 Tasks assigned to individuals, sub-committees
The overall minutes should give:
(a) The name of the organization/ unit
(b) Day, date, time and place
(c) Number in order (e.g. 33rd meeting of…)
(d) Names of chairperson and secretary
(e) Names of members present
(f) Names of the absent
(g) Attendees by special invitation, e.g. auditor, caterer, etc.
(h) Record of the transactions (on the guidelines given above)
(i) Signature of secretary and, after approval, that of the chairman.
TIPS FOR WRITING MINUTES:
The minutes are written generally by the secretary from the notes taken during the
meet. He/she can use the agenda as the framework for writing them and use short
forms, shorthand etc. to take quick and accurate notes. He may have to ask members
to repeat their words to get them right.
He should note down all the particulars needed for the fair copy of minutes. The items of
the minutes can be written under short headings such as are used in the agenda.

MEMORANDUM
A memorandum, more commonly known as a memo, is a short message or record used
for internal communication in a business. Once the primary form of internal written
communication, memorandums have declined in use since the introduction of email and
other forms of electronic messaging; however, being able to write clear memos certainly
can serve you well in writing internal business emails, as they often serve the same
purpose.
PURPOSE OF MEMOS
Memos can be used to quickly communicate with a wide audience something brief but
important, such as procedural changes, price increases, policy additions, meeting
schedules, reminders for teams, or summaries of agreement terms, for example.

WRITING EFFECTIVE MEMOS

Communications strategist Barbara Diggs-Brown says that an effective memo
is "short, concise, highly organized, and never late. It should anticipate and answer all
questions that a reader might have. It never provides unnecessary or confusing
information."
Be clear, be focused, be brief yet complete. Take a professional tone and write as if the
world could read it—that is, don't include any information that's too sensitive for
everyone to see, especially in this age of copy and paste or "click and forward."
FORMAT
Start with the basics: to whom the article is addressed, the date, and the subject line.
Start the body of the memo with a clear purpose, state what you need the readers to
know, and conclude with what you need readers to do, if necessary. Remember that
employees may just skim the memo upon receipt, so use short paragraphs, subheads,
and where you can, use lists. These are "points of entry" for the eye so the reader can
refer back easily to the part of the memo that he or she needs.
Don't forget to proofread. Reading aloud can help you find dropped words, repetition,
and awkward sentences.

VI. Assessment Tasks

Activities

Make a Solicitation Letter, Minutes of the Meeting, and a Memorandum using

the standard format we already discussed.

VII. Other reading materials or sources

Messenger
Google Classroom
Google Meet
PowerPoint Presentation