Module VII

Communication for Work Purposes

Objectives: At the end of the unit, the students must have

a) explained substantially what communication for work purposes is;
b) written an effective application letter;
c) created a brief and concise Curriculum Vitae/Resumé/Bio-Data;
d) developed a letter-request for transfer and a resignation letter with
courtesy;
e) given importance to the job interview simulation.
 Lesson 1

Communication for Work Purposes

Objectives: at the end of the lesson, the student must be able to:
a) explain briefly what communication for work is;
b) recall the considerations of communication in the work place;
c) differentiate the categories of communication in the work place.

Introduction

Communication takes place at a particular setting with some specific purpose or

purposes and with specific individuals or group of individuals. This lesson shall provide
the learner the avenue to understand what communication for work purposes is all
about.

Key idea

Workplace communication is a type of communication with specific intention or

purpose taking place in a work environment. It can either be upward, lateral, downward,
or outward depending on the hierarchy of the organization it follows. Conscious of the
considerations in writing avoids violations to ethics in communication taking place in the
work area.

Let’s get Started!

Lesson Focus: Communication for Work Purposes

Workplace communication is a discipline with specific purposes that is unlike

academic writing. It is meant for particular individuals, groups, organizations, or
departments. According to Searles (2014), workplace communication violates ethics if it
commits:
1. Suppression of information
2. Falsification or fabrication
3. Overstatement of understatement
4. Selective misquoting
5. Subjective wording
6. Conflict of interest
7. Withholding information
8. Plagiarism
3 Considerations in Workplace Communication
1. Purpose
a) Am I writing primarily to create a record, to request/provide information,
or to persuade?
b) What am I trying to say?
2. Audience (Searles, 2014).
a) Who will read what I have written?
b) What are their job titles and/or areas of responsibility?
c) What do they already know about the specific situation?
d) Why do they need this information?
e) What do I want them to do as a result of receiving it?
f) What factors might influence their response?
3. Tone. This will set how your target audience accepts what you are trying to say.
Reminder: you do not have to sound tough, demanding, or condescending in your
discourse especially in sensitive subjects or issues.

Categories of Workplace Communication

a) Upward Communication. Transmission of communication begins from one of
lower rank to someone of higher position following the hierarchy of the
organization. Example: Communication from the college dean to the President
b) Lateral Communication. This category takes place between two workers of the
same level or rank in an organization. Example: inter-office communication
between or among vice presidents, deans, unit managers, etc.
c) Downward Communication. In here, communication is passed from the person of
higher position to somebody of lower position in the organization.
Example: a memorandum from the President to everyone concerned under him.
d) Outward Communication. Communication emanates from an organization sent to
an outside organization done by the appropriate official of the sending
organization. Example: letters between or among agencies; inquiry of the end
user regarding the product offered by a supplier.

Let’s Learn!

Label the arrows with the categories of communication in the work place. Add
further who could be the possible sender and the receiver or the writer and the
recipient of the communication of an organization.
 Lesson 2

Effective Application Letter

Objectives: at the end of the lesson, the student must be able to:
a) define what application letter is;
b) discuss well how an effective application letter is written;
c) identify the parts of an application letter;
d) construct an effective application letter.

Introduction

Getting a job begins with an application letter carefully written that it leaves a
favorable impression to the prospective employer resulting to applicant’s acceptance to
the job applied for. Effective application letter starts the employer-employee
relationship or applicant’s getting a job. Thus, it must be done convincingly.

Lesson 2 of Module 7 gives the learner the insight on how to develop an

application letter that would end favorably to the part of the applicant or employment-
seeker.

Key idea

Application letter is a communication written in a wok environment submitted

before the services of the applicants are engaged. This letter is some kind of a sales
letter where the applicant sells the best qualification he or she possesses with a
purpose of getting the job.

Let’s get Started!

Lesson Focus: Writing a Job Application Letter

An application letter is a document submitted to a prospective and potential

employer expressing applicant’s interest to an available position. It highlights the
achievements and skills of the applicant with the purpose of getting the favorable
attention of the hiring manager. When written well, this letter leads the reader or the
hiring manager to call the applicant for an interview and subject the applicant to further
evaluation as part of pre-employment procedure. In addition, the application letter also
highlights or showcases the key qualifications the applicant possesses that makes
him/her fit to the position applied for.

How to Write an Application Letter

These steps must be followed to make sure you include salient information about
yourself that is appealing to a hiring manager:
1. Read about the company and on the vacant position(s)
Spend some time reviewing the status and some other relevant information
of the company. Most likely you can find this in their website. Go over the list
of positions then check your qualifications and experience if you fit. Decision is
yours.
2.  Use a professional format
Job application letter should be done professionally. Layout should be in
single space, one-inch margins and left alignment, preferably using the professional
and traditional font style Times New Roman, size 10 to 12 points. Try to keep your
job application letter to one page and keep it concise.
3.  Create your own heading
Use a formal business heading for your job application letter. This includes your
name and contact information, the date and the company name and address. If you
send your job application letter via email, you can put it at the bottom of the email
after the signature instead.
4.  Address the letter to the hiring manager. Use the correct title to your addressee like
Atty., Dr., Hon., Mr., Mrs., Miss, Ms., Engr., etc.

5.  Open the letter by describing your interest

In the first paragraph of your letter, mention position you are applying and where
you saw the job advertisement. State your enthusiasm to the job and the relevant
experience or qualification you have that makes you a good fit.
6.  Outline your experience and qualifications
The next few paragraphs of your letter should highlight your experience,
qualifications and skills, positioned in a way that aligns with the company’s goals and
 mission. For example, if you are applying for a job with a non-profit organization that
provides educational opportunities to underserved community members, you could
talk about your experience with non-profit organizations or educational offerings.
Since a job application letter should stand on its own without a resume, it’s helpful to
include details about your experience that relate to the position to which you’re
applying.
7.  Include aspects of your personality
As you are writing your job application letter, consider how you can incorporate
aspects of your personality. A friendly and engaging letter is likely to appeal to the
reader, especially when they can get an idea of how well you might fit with the team.

8.  Show your courtesy and goodwill

Before you end your application letter, express your gratitude by appreciating
the company through its hiring official for taking time to read everything that you
have written. This is being polite and professional.
9.  Close the letter
Use the appropriate complimentary ending followed by a comma. Allow
space for your pen signature enough for your signature specimen to be
accommodated with ease, then your printed name in big letters down next line.
Source: https://www.indeed.com/career-advice/finding-a-job/how-to-write-an-application-letter-for-a-job# retrieved 7/31/20; 6:00PM

Let’s Learn!

Simplifying the foregoing procedure and for easy recall, think of the ABCD in writing
meaning:
1) Attracts attention. This refers to the physical layout and appearance of the
application letter and the rest of the types of business letters.
2) Builds interest. This refers to the quality of the letter which conveys the 5 C’s in
writing, as follows:
 Clear or clarity. The intention or purpose of writing and the message conveyed
must be clear to the reader. This includes the choice of words or
rhetoric used in developing the letter.
 Complete. All the needed informations are stated in the letter as well as the
parts of the letter must be complete.
 Concise. Only the necessary and relevant informations are included in the letter.
The letter-writer does not have to use a lot of words to convey his idea. A short
letter needs a little time to read and demands a short time to be understood. The
shorter the letter the sooner it can be acted upon. On the other hand, a longer
 letter demands more time to read and takes some time to be understood as it
may need to be reread. Response and action to it may also take some time.
 Courteous. Respect to others is a must even in letter writing. This character,
however, manifests only when a person has self-respect. Without it, it is hard for
him/her to respect others. Thus, address the reader politely.
 Correct.  Unscramble this sentence.
https://www.settlementatwork.org/lincdocs/linc5-7/business.writing/LINC6/18.five.Cs/18.the.five.Cs.act5.sent.scrmbl.htm

3) Convincing. Facts presented for the qualifications and skills of the applicant, correct
lay out, clear, complete, courteous, and being free from any error make the letter
convincing.

4) Directs favorable action/attention. A good letter-writer does not leave his/her reader
in the state of indecision. The writer should enable the reader to act on his/her letter
but with courtesy and without causing any difficulty to the reader.
JOB APPLICATION TIPS
When preparing a job application letter, follow these tips to make sure your letter
includes the information a hiring manager needs.
a) Emphasize your skills and abilities. An application letter is your opportunity to sell
yourself as an excellent candidate for the open position. Include specific examples of
situations in which you applied your experience, abilities and skills to benefit the
organization. It is also helpful to include data that support your claims.
b) Stay concise. Although it may be tempting to include a lot of detailed information
about yourself, it is important to be concise. If a hiring manager receives a letter that
is multiple pages, they may not take the time to read it. A brief letter is more
manageable and appealing.
c) Proofread the letter. Since this letter is serving as your first impression, you want to
make sure it is as positive as possible. Make sure your letter does not have any
grammatical or spelling errors to avoid a potentially negative first impression.
d) Review the job listing keywords. Most job postings will include certain skills and
abilities that the hiring manager and supervisor want applicants to possess.
Including these keywords in your application letter helps to show the person
reviewing it you would be a good fit in that specific role.
e) Send a letter for every position to which you apply. Unless a job posting
specifically states not to send an application letter, it is smart to send one for each
job to which you apply. This letter offers the opportunity for a potential employer to
learn more about you and gives you the chance to set yourself apart from other
applicants.

JOB APPLICATION LETTER TEMPLATE. The following are the parts of job
application letter:
1. Heading: Your name
Your address
Your email address
Your phone number
Date
2. Inside Address: Name of hiring manager or supervisor
Title of hiring manager or supervisor
Company name
Company address
3. Salutation  (Dear Mr./Ms.; Dear Sir/Sir; Dear Madam/Madam)
4. Body of the Letter.
a. Outline where you saw the job posting and express your interest in working in
this role.
b. Discuss some of your qualifications that would make you a good fit for the job.
c. Describe your past experience in a way that emphasizes your personality and
skills, while also showcasing how you align with the goals of the company.
d. Express your appreciation to the hiring manager for reviewing your letter.
Include any follow-up information, if applicable.
5. Complimentary Ending:  (Yours truly, Truly yours,)
6. Signature block: Your signature
Your name (printed)

Important considerations in Letter Writing:

a) Who will be the reader or receiver
b) What does the reader know
c) What does the reader need to know
d) What does the reader need to do

Lesson 3

Writing a Resumé/Curriculum Vitae/Bio-Data

Objectives: At the end of the lesson, the student must be able to:
a) differentiate by defining resumé, curriculum vitae, and bio-data;
b) construct an effective resumé or curriculum vitae or bio-data.
Introduction

Seeking job nowadays requires either a resumé, a curriculum vitae or a bio-data

accompanied by a well-written application letter. Which of the three is best? Which of
the three is comprehensive, impressive, and attractive to the prospective employer?
This lesson foresees that a student who understands well what a resumé, or a
curriculum vitae, or a bio-data is, would be able to construct a desirable one.

Let’s get Started!

A. Resumé

A resumé is a summary of one’s education, skills and employment history when

applying for a job. A resume does not list out all details of a profile, but only some
specific skills customized to the target job profile. It is usually 1 or a maximum of two
pages only. It is usually written in the third person to give it an objective and formal
tone. For emphasis, the most important informations are: Full Name, Contact
Details, Experience in reverse-chronological order, Education details, Professional Skills
& Certifications. Not required: Date of Birth, Gender, Fathers name, Nationality,
Hobbies, Declaration.

Structure: A good resume would start with a Brief Profile of the candidate,
Summary of Qualifications, followed by Industry Expertise and then Professional
Experience in reverse chronological order. Focus is on the most recent experiences
(with response abilities and accomplishments), and previous experiences are only
presented as a summary. This would be followed by Education details and/or
Professional Affiliations and/or Voluntary Initiatives.

B. Curriculum Vitae (CV)

Etymology:  Curriculum Vitae is a Latin word meaning “course of life”.

The CV is more detailed than a resume, generally 2 to 3 pages, or even longer

as needed. It lists out every skill, all the jobs and positions held, degrees, professional
affiliations the applicant has acquired, and in chronological order. It highlights the
general talent of the applicant rather than specific skills for a specific position. CV talks
about the entire career of the applicant from the time of graduation. Most Important
Informations are: Full Name, Contact Details, Short Bio, Education details, Experience
in chronological order, Professional Skills & Certifications, Interests, Courses,
Publications, References. Not required: Date of Birth, Gender, Fathers name,
Nationality, Hobbies, Declaration.

C. Bio-data
 Etymology:  Bio-data is the short form for Biographical Data. It is an archaic
terminology for Resumé or C.V. The term is mostly used in India by people who started
their careers back in the 60s, 70s, and 80s.  In it, 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 that but only to
show what a person has done, it is not for the purpose of a job.  In some South Asian
countries (e.g. Bangladesh), it may be used in lieu of a resume. Bio-data has no limit
on the pages. Its focus is on Date and Time of Birth, gender, religion, race, nationality,
residence, marital status. Education & Experience are not mandatory.
Source: https://www.getsetresumes.com/blog/143-difference-between-resume-cv-and-biodata

Let’s Learn!

In a nutshell:
– A resumé would ideally fit when experienced people apply for specific positions where
certain specific skills are more important than education.
– A CV is the preferred option for fresh graduates or people looking for a career change.
It could also be used by people applying for academic positions. Or, if specifically
asked to apply with a CV instead of a Resumé.
– A bio-data is mostly used in some South Asian countries when people apply for
government jobs, or for research grants where one has to submit descriptive essays.
Bio Datas are not common in the international markets where personal information like
age, gender, religion are not required to be submitted by candidates.
Source: https://www.getsetresumes.com/blog/143-difference-between-resume-cv-and-biodata
 Lesson 4

Other Employment Letters

Objectives: At the end of the lesson, the student must be able to:
a) describe a letter request for transfer;
b) discuss fairly well a letter of resignation;
c) develop the letter request for transfer and the resignation letter;
d) layout the different formats of business letters.

Introduction

Employment begins with a good job application letter and a comprehensive

Curriculum Vitae or Resumé submitted to the prospective employer. When hired,
employer-employee relationship begins. While having the job, an opportunity may
come for which an employee may seek transfer to another office or department most
likely for reason of promotion, for a higher salary, or for a better position that fits the
qualification. For a circumstance beyond the control of the employee, he or she may
tender resignation for valid reason. If resignation is the ultimate recourse, the employee
should bear in mind not to burn bridges should there be an exit interview to be
conducted.

There are many letters which can be considered under Employment Letters as
they are done when situation demands it to be written while employed. Lesson 4 limits
only to Letter request for Transfer and Resignation Letter.

Key ideas
Business Letter is a category given to all types of letters written for business
and legitimate transactions purposes but not limited to commerce and trade only. This is
sub-categorized into Sales, Employment, Letter of Request, Letter of Inquiry,
Acknowledgement/Reply, Letter of Complaint/Claim, Letter of Adjustment,
Memorandum(s)/Memoranda, etc.

Letter Request for Transfer is type of employment letter, which for a valid
reason, written by an employee who seeks transfer from one office or department to
another. It can also be done if the request is from one sister company to another sister
company of a group of companies.
 Resignation Letter is a type of employment letter written by an employee who
opts to end his or her tenure of service with the company for a personal or a valid
reason.

Let’s get Started!

Parts of a Business Letter

1. Heading - includes the return address, e-address, contact number(s) and the date
when the letter is written on the last line
2. Inside address/Recipient’s address - contains the name, the position and the
business address of the receiver of the letter.
3. Salutation - is the greeting part that is written in a polite and courteous manner
followed by a comma (,) or a colon (:) For example: Mr. (name), Madame (name):
Sir (name), Dear Madame (name): Dear Sir (name), Dear Dr. (name): My dear
(name), Dear Rev. (name): Mrs. (name), Miss (name):
4. Body of the letter - contains the main purpose of the letter, the very reason for
writing. It is very important that the body of the letter be written in a straightforward,
simple, and coherent manner.
5. Complimentary Ending - is the polite yet business-like ending of the letter. This
ends with a comma (,). Example: Sincerely yours, Very sincerely, Truly yours, Yours
truly, Very sincerely yours, Respectfully yours, Very respectfully yours, Much
obliged, Very much obliged, etc.
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. It has the pen signature, the printed name, and the position
held in the company of the sender.

Formats of a Business Letter

1. Full Block. All parts of the letter begin from the left, single space between lines of
some parts, and justified.
2. Modified Block. Some parts of the letter are tabbed on the left, single space
between lines of some parts, and justified. The heading, the complimentary
ending, and the signature block are tabbed to the center right.
3. Semi-block. Similar layout to that of the Modified Block except that the paragraphs
begin with indentation. 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 while the complimentary ending and the signature block are tabbed to the
right.
4. Indented. Parts such as the heading, the inside address, and the complimentary
ending have indentation. Paragraphs of the body of the letter also begin with
indentation.
5. Hanging Indented. The beginning of every part is aligned to the succeeding lines
except for the body of the letter where the first line is anchored to the established
margin but the second to the last lines of the paragraphs are indented.

Let’s Learn!

Letter Request for Transfer is written when there is known available position in
one office or department and somebody would like to move thereto with qualification of
the requester being considered. The request should be written addressed the Chief
Executive Officer or the Manager of the company through the Human Resource
Manager or Channel. Channel is used when there are 2 or more offices which would
review or evaluate the request prior to the approval of the CEO or the Manager. When
the request is approved and necessary documents are prepared to effect the transfer,
the requester can move to the desired office or department. The request is viewed as
beneficial both to the company and to the requester. Necessary courtesies must be
observed in organizing the letter.

Resignation Letter is a letter written to end the employer-employee relationship.

This is an option resorted to by an employee who may have problem in his personal life
that could affect the quality of service he or she can render to the company rather than
going AWOL (Absent With Out Leave of absence). Resignation is also written when the
employee opts to leave the company for a better opportunity outside of the current
employer. As the resignation letter ends the harmonious relationship between the
employer and the employee, it must be done with all respect for being grateful to the
company. Thus, bridges should not be burned, to consider the possibility of returning
back to the company.
 Lesson 5

Job Interview

Objectives: At the end of the lesson, the student must be able to:
a) tell substantially what job interview is;
b) construct a scenario where a job interview is taking place.

Introduction

Pre-employment process has always a job interview part of it. Lesson 5 will help
a job applicant to get rid of butterflies in his/her stomach during interview. In here the
job applicant should show confidence and certainty of having the knowledge about the
job applied for by not being boastful or by not exuding too much confidence. Soft skills
are manifested without being conscious of them.
Key idea:
Job interview a part of pre-employment process by which the applicant has to submit
himself, as needed, and answer with all honesty the questions asked of him by
the job interviewer.

Let’s get Started!

An interview is a two-party interaction in which at least one party has a specific,

serious purpose and that usually involves the asking and answering questions.

Characteristics of an Interview:
a) Interviews always involve two parties.
b) Interviewing is always purposeful.
c) There is focus on asking and answering questions.

Planning an Interview (Adler, 2012), this is for the interviewer:

a) Define the goal.
b) Identify and analyze the other party/respondent.
c) Prepare a list of topics.
d) Choose the best interview structure.
e) Consider possible questions.
f) Arrange the setting.

Conducting an Interview (Adler, et al., 2012)

a) Open with a greeting and an orientation.
b) Perform several tasks during the question-and-answer phase of the discussion.
c) Close with a satisfactory conclusion.

Guidelines for both the interviewer and interviewee in the conduct of an

interview:
a) Formally inform that you will be conducting or attending an interview.
b) Being punctual is key in making a good impression.
c) Dress to impress.
d) Always start with a strong handshake.
e) Color your words with kindness.
f) Avoid unnecessary stories.
g) Do not lose eye contact during the interview.
h) The magic word is thank you.

Let’s Learn!
The following is an example of job interview setting. The blanks are for you to ponder
first then write your idea on the appropriate blank.
(usual courtesies were observed)
Interviewer: How do you like me to call you?
Interviewee: Please call me Nick, Madam.
Interviewer: Nick, may I know what position are you applying for? What do you know
about the job?
Interviewee: I am applying as _____________________, Madam. I know the nature of
the job because I was exposed to it during my on-the-job training in a well-
known company. In school back in college, we were also trained not only
in theories but also in shop works because we had laboratory in our major
courses.
Interviewer: That’s very impressive! From what school did you graduate?
Interviewee: I graduated from _____________________________________________
Interviewer: Why do we have to hire you?
Interviewee: ___________________________________________________________
___________________________________________________________
___________________________________________________________

Interviewer: Given the chance to be hired, in what way can you add to the productivity
of the company?
Interviewee: ___________________________________________________________
___________________________________________________________
___________________________________________________________
Interviewer: How do you look at yourself say 5 years from now after you are hired?
Interviewee: ___________________________________________________________
___________________________________________________________
___________________________________________________________

Hints before coming to Job Interview:

1. Free yourself from any form of anxiety; overcome this with a prayer.
Remember: you just have to do your best with an aim to get a job for a living.
2. Come before your scheduled time for the job interview.
3. Appear with pleasing personality, fresh, clean, and hair properly combed.
4. Unless the company has prescribed what to wear, usually in business attire, during
the interview, dress yourself properly and modestly. Wear clothing that makes
 you feel comfortable and without much accessories. Remember: you come for a
job interview not for a fashion show or for a party.
5. Observe proper behavior with strangers surrounding you. Remember: the
usual you when you are with your family, friends, and acquaintances may not be
pleasing to others whom you just meet in person.
6. When you are in a job interview, do not begin answering the question with
because; rephrase the question in a declarative statement, for example:
Interviewer: Given the chance to be hired, in what way can you add to the
productivity of the company?
Interviewee: Given the chance to be hired, I will work with the company to the
best that I can following the instructions from my supervisor
and not to be absent from work except for reason of sickness and
emergency at home.
7. Answer the questions direct to the point without being flamboyant or
arrogant. It is understood that during the job interview you are trying your best to
convey what you would like to convey, however, avoid wordiness. Remember:
more words may lead you out of context.

Let’s do this!

The following are possible questions asked during the interview:

a) May I know your name?
b) What attracts you to apply in this company?
c) Give three reasons why we will not hire you.
d) Supposed you are hired but you are unhappy or unsatisfied with your job, what will you do?
e) How much salary do you wish to receive?
f) Tell us what is best in you.

Organize the foregoing questions into a question and answer format similar to what you
see in Let’s Learn. You may add some questions from Let’s Learn if you wish. Be sure
you have the answer to the questions you have in the scenario.