MILITARY CORRESPONDENCE

CORRESPONDENCE – is a written TYPES OF CORRESPONDENCE:

communication which conveys information and 1. Formal Correspondence
ideas to the reader or addressee. a. Military Letter (Subject-To-Letter)
b. Non-Military (Civilian Letter)
MILITARY CORRESPONDENCE – a military
c. Endorsement Letter
communication that concerns almost every
d. Memoranda
subject composed mostly of letters,
e. Written Reports:
endorsements and messages.
1) After Conference Report
2) After Activity Report
CHARACTERISTICS OF
3) After Travel Report
CORRESPONDENCE:
4) After Training Report
1. Accuracy - Information cited in a
5) After Battle/Casualty Report
letter must be factual. The sincerity of
6) Investigation/Spot Report
the purpose is based on the statement of true
7) Tour of Duty Report
facts.
2. Informal Correspondence
2. Brevity - Letter must be brief, (kept
a. Disposition Forms
short as possible but must contain
1) Informative DF
important details prepared in logical order)
2) Summary DF
leaving no doubt/question for the mind to
b. Routing Slip
imagine.
c. AFP Message/Fax message
3. Clarity - (denotes easy
d. Minutes of Conference
understanding, the words are simple and
e. Board Resolutions
common
f. Dot Point Brief
to the reader.) Lengthy correspondence
g. Power point presentation
confuses and makes the writer, as well as the
reader, to lose track of the substance of the
3. Miscellaneous Forms
letter. At times, it is too short or telegraphic
a. Personnel Action Form (AGO Form
that the idea being conveyed is not well
Nr 110)
understood.
b. Morning Report Form (AGO Form Nr
4. Dignity - Written communications
1)
must command respect and should
c. Personnel History Statement
reflect authority. It is wise to let the reader
d. Personal Data Sheet
picture a pleasant, cheerful, helpful and
e. Statement of Assets, Liabilities and
courteous writer.
Networth
NOTE: Do not sacrifice ACCURACY for
f. Military Summary of Information (SOI)
BREVITY.
g. Clearance Form

Formal Correspondence
1. Military Letter (STL)– is the accepted format in
corresponding with other commands both on and off the post
addressed to the Commander of higher headquarters or to the
subordinate units.
􀀀 SIZE OF THE PAPER – A4 (8.27” x 11.69”)
􀀀 MARGIN – Top - 0.75
Top (2nd page) -1.25
Left – 1.25
Right – 0.75
Bottom – 1.25

SOC Class 2022-B Area 1 Exam Reviewer Page 1 of 28

SOC Class 2022-B Area 1 Exam Reviewer Page 2 of 28
 Types of Authority Line:

(1) General Officer with command function (authority to command

troops) and addressed to a member of their command:
BY COMMAND OF GENERAL DELA CRUZ:

(2) If not addressed to a member of their command:

FOR THE COMMANDING GENERAL:

(3) General Officer issuing Memoranda addressed to their personnel:

BY DIRECTION OF THE DEPUTY CHIEF OF STAFF:

(4) For an Officer Below the grade of Brigadier General addressed to

a member of their Command:
BY ORDER OF LIEUTENANT COLONEL SANCHEZ:

(5) If not addressed to a member of an Officer’s Command:

FOR THE COMMANDING OFFICER:

(6) For a Branch/Section/Division Chief, in behalf of a Staff who is

addressing an individual in another part of the Armed Forces:
FOR THE STAFF JUDGE ADVOCATE:
Note:
1. Abbreviation of grade, arm of service
and title may be used except
those with the rank of Colonel and above.
2. Double signature is avoided.
Designated individuals may affix their
signature and add the word “FOR” or “F”.
3. As head of office, the Chief need not
put the position under his/her
name because its redundant. Likewise, a
personal letterhead cannot
be used by any other person.
4. If the rank is abbreviated, the letters
are capitalized. If not
abbreviated, the letters are in sentence form.
ADDITIONAL GUIDELINES:
1. Use one (1) side of the paper.
2. One (1) original and one (1) duplicate
are prepared. The duplicate
serves as the receiving copy and file copy of
the originating
office.
3. Standard black ink is the prescribed
ink color.
4. As a matter of preference, all
correspondence (civilian or military)
with CSAFP, VCSAFP and TDCSAFP as
signatories shall be in
“inverted pyramid” or “bottom line upfront

SOC Class 2022-B Area 1 Exam Reviewer Page 3 of 28

2. Non-Military Letter (Civilian Letter) - to be - it does not encourage abbreviations.
used when - Bookman Old Style, 12 – Letters to SND and
communicating with entities outside the AFP. President
- paragraphs are not numbered/lettered. - Arial 12 – all other civilian letters

3. Endorsement Letter - is a reply or a forwarding statement added to a military letter, it is meant to

furnish information, comment or recommendation on the matters in hand.

4. Memorandum - the prescribed publication pertaining to matters that are directive, advisory or
informative in nature. - for inter-office communications dealing with official matters. These may serve
as reminders or as records of events or observations.

SOC Class 2022-B Area 1 Exam Reviewer Page 2 of 28

 a. MEMORANDUM TO - the prescribed correspondence pertaining to matters that are
directive, advisory or informative in nature. This may be addressed to an individual or group of
individuals by the Head of Staff or Commander.
b. MEMORANDUM FOR - the prescribed correspondence pertaining to matters that are
advisory or informative in nature. This memorandum is usually made by a staff in conveying
information or message to the Commander or by a staff officer to his/her superior.

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5. Written Reports - a presentation of facts
and/or ideas or informational work made with
the specific intention of relaying information or
recounting certain events or displaying a result
of an investigation or inquiry.
Elements of a Written Report
1. Introduction - includes a background
statement as to why the report was written,
what was its purpose, how the data gathered.
2. Summary - a brief presentation of the
findings.
3. Body – a detailed presentation of the
pertinent facts gathered. 4. Conclusion –
summary of facts and observations. 5.
Recommendation – are suggestions for future
actions
Types of Written Report
1. After Schooling/Training Report – a
written report rendered by an individual who
have completed local/foreign courses or a unit
who have conducted trainings to the individual.
Elements:
a. Course Title
b. Date Convened & Date Completed
c. Number of Students-Graduates
d. Total Fund Utilized
e. Problems Encountered
f. Lessons Learned
g. Recommendation
h. Enclosures/Annexes: (Order on
Graduates, Order of Merit, Individual
Scholastic Record of Graduates,
Expenditure Report, and Pictures
2. After Conference Report – a written report
rendered by an individual who have attended a
conference informing his/her Commander on
what transpired during the conference.
3. After Battle/Casualty Report - a written
report rendered by units to the Commander
stating therein a narrative description of the
results of a specific mission/operations project
undertaken by the unit. Elements:
a. Reference h. Result of
Operation
b. Period Covered i.
Comments/Assessment
c. Area Covered j.
Recommendation
d. Participating Units
e. Mission
f. Situation
g. Narrative 31
SOP Nr 22 GHQ, AFP dtd 28 Oct 2014 “AFP
OPERATIONS REPORTING SYSTEM”
AFTER/ POST OPERATIONS REPORT(S)-
are documents covering the complete accounts
of operation included in ISORE, TDORE,
HADRE, and OMARE. This report may include
the ABR
ISORE- Internal Security Operation
Related Event - cover events that involve
ISOR against internal peace and security
threats such as NPA, Terrorist Groups and the
like.
TDORE- Territorial Defense
Operations Related Events - defending
territorial integrity and securing the maritime
interests of the country. - incidents that were
either directly observed and directed upon by
the AFP through other agencies or individuals
HADRE- After Disaster Related
Events - refers to all natural or man-made
disaster-related incidents that do not involve
AFP personnel, equipment, assets, and
facilities as affected parties in the disaster
itself.
OMARE- Organized Mass Action
Related Events
- non-violent actions
4. Investigation Report - a written report
which gives the result of the conduct of formal
investigation to erring military and civilian
personnel of the AFP.
Elements:
a. Reference
b. Matters Investigated
c. Background (Optional)
d. Facts of the Case
e. Discussion
f. Findings/Conclusion
g. Recommendation
5. After Activity Report - a written report of
individual or a unit stating therein a narrative
description of an activity. 6. After Travel Report
- a written report of individual who have
traveled foreign or local. Elements:
a. Administrative Matters – includes the
time and place of arrival, administrative
arrangements and the itinerary/program/schedule
of activities
b. Significant Discussions/Events –
includes the agenda of the activity, details of the
discussions. c. Recommendations – incorporates
the suggestions/ proposals on the best courses of
action that may undertake as a result of the activity.
d. Pertinent Documents – includes the
working papers and presentation gathered.
e. Conclusion – a reiteration of the gist of
the report
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 INFORMAL CORRESPONDENCE

1. Disposition Form (DF) - a means of communications among staff offices and between the
staff offices and the Commander. - applicable in giving instructions; transmitting orders, policy, advice
of information; requesting action, instruction, policy, opinion; tracing action of check or follow-up
implementation of orders; and recording comments, coordination and recommendation.

Types of Disposition Form

a. Informative DF - it is a type of DF
used to inform and appreciate the message
contained in the DF by the addressee.
b. Summary DF - it is a type of DF used
to secure the Commander’s approval of
recommended actions.
Important Reminders
✔ No need to put spaces after every
letter of surname with more than five (5) letters.
✔ The words “DISPOSITION FORM”
are the only words that should be written in the
upper left box of the DF. Remove Office
Name/Title and Logo.
✔ The borderline thickness should be 2
¼ point.
✔ The second page of the DF has no
border line.

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SDF

Packaging:
1. The communications must be packaged properly in a folder with a transparent cover page.
2. All references must be attached. If the reference is a bulky document, attach the first page
of the document and the specific page where the quotation/provision was lifted with the specific
provision highlighted.
3. Appropriate decent tabbings must be provided for: a. Pages that require the action of higher
authorities, i.e For signature/Notation; and b. References, annexes and attachments.
4. “For Signature” tabbings of originating and concurring staff and internal routing slips must be
removed prior to submission to higher authorities.

Communications must adopt the Complete Staff Work principle:

1. All staff concerned should concur on the SDF/DF and their comments, if any, should be
written in a DF format, attached with proper tabbings and comments incorporated in the discussion in
the main SDF/DF. If returned for corrections, an additional paragraph (COORDINATION) before the
RECOMMENDATION must indicate the concurrence of the concerned staff in the previous SDF with
the bar code number specified.

Example:

COORDINATION:
5. Chief, OFM, AFP and DCS for Logistics, J4 have already concurred on the previous
SDF with bar code Nr AFP-B40909.
RECOMMENDATION:

2. Informative SDFs must only include concurring lines and “SUMMARY” line without the
“COORDINATION” and “RECOMMENDATION” lines;
3. All documents, except those “For Notation”, must be signed by signatories specified in the
documents prior submission to higher authorities; and
4. All communications pertaining to Memoranda of Agreement and Memoranda of
Understanding must include the concurrence of TJAG (or its equivalent in the Major Services) and
TJAG’s (or its equivalent in the Major Services) legal opinion/comment shall be incorporated in the
SDF/DF.

General Formal
1. Font style is Arial, font size is 12, single-spaced and all paragraphs should be justified;
2. Headers and Footers should be located 0.25 inches from the top and bottom pages of the
paper, in Arial font style, font size is 10, italics and centered;
3. Margins: Top and Bottom: 0.5 inches from the top and bottom edge of the paper;
Left : 1.25 inches; and
Right: 0.75 inches
4. Date stamping for SDFs/DFs that will be endorsed by TDCSAFP should be done by the
OTDCSAFP after TDCSAFP signature. The signature of the drafter should not occupy the space for
the date stamping;
5. The references must be written as follows:
Wrong Memo from SND dated 17 Jun 20 subj: same as above.
Memo from SND dated 17 Jun 20, Subj: same as above.
Correct Memorandum from SND dated 17 June 2020 with subject:
Approval of the Prescribed Format of the Military Title of
General/Flag Officers of the AFP

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6. The recommendation should reiterate the complete requested action and not merely cite the
paragraph that is being referred; Instead of:
RECOMMENDATION:
7. Approval of para 6.
It should be:
RECOMMENDATION:
7. Approval of and signature on the letter recommending to the SND (Attention: ASHR) the
approval of the attendance of FIRST LIEUTENANT ALBERT CLO N VELUZ O-17670 (SC) PA and
CAPTAIN LAWRENCE F CRUZ O-16520 (SC) PA as principal and alternate candidates, respectively
to the Regimental Signal Officer Course in Kuala Lumpur, Malaysia from 15 March to 18 July
2020, for a period of 126 days inclusive of travel time
7. All pages of non-original attachments must be countersigned;
8. Attachments especially those involving financial concerns must be duly signed in the ‘Prepared by’
and ‘Certified correct’ lines; and
9. Contraction and abbreviation of words are not allowed e.g., they’re, they’ve, she’s, ref, dtd, subj,
thru except for THRU in the addressee of the SDF/DF (THRU: VCSAFP)

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Presentation
1. Communications must be clean and printed clearly, especially final drafts that are for signature of
higher authorities; and
2. Packaging must be presentable.

Grammar
1. Subject-verb agreement;
2. Punctuations;
3. Appropriate prepositions especially for prepositional phrases must be used;
4. Articles should be used appropriately;
5. Symbols are to be used only as necessary e.g. parentheses; and
6. On capitalization, only proper nouns are capitalized except for some military terminologies e.g.,
Enlisted Personnel, Officer(s) if particularly referring to specific officer(s

Coordinated Military Usage

1. Names
a. In the body of the letter, if the full name is used for the first time, the rank is spelled-out. When
names are mentioned subsequently in the following sentences/paragraphs, use only the abbreviated
rank, last name, suffixes if any, and AFOS and Major Service. In the case of Flag/General Officers,
the rank is not abbreviated and without AFPOS. Example:
2. Reference a pertains to the recommendation of the Commanding General, Philippine Army for the
attendance of CAPTAIN CECILIO N LUCAS JR O-137577 (CE) PA and FIRST LIEUTENANT ARIEL
C LACASANDILE O-17168(INF) PA as principal and alternate candidates, respectively to the Civil
Affairs Training at Fort Leonard Wood, Missouri, USA from 28 June to 25 November 2019 for a period
of 151days, inclusive of travel time.
3. CPT LUCAS JR (CE) PA is the Operations Officer/Acting CMO Officer, Engineering Support
Battalion, 51st Engineer Brigade, Philippine Army.

Coordinated Military Usage

2. The use of the “AFP” suffix in the names of General/Flag Officers will be replaced by their
respective Branch of Service.
Example:
MAJOR GENERAL JUAN A CRUZ PAF
Deputy Chief of Staff for Operations, J3

MAJOR GENERAL JUAN A CRUZ O- 12345 PAF

JUAN A CRUZ
Major General PA
Deputy Chief of Staff for Operations, J3
3. Officers’ last names indicated in the signatory line of the SDF/DF must have a space after every
letter if the total number of letters is five (5) characters and below and the suffix is dropped.
4. For PA personnel, AFPOS should be indicated in their names;
5. For military names, no punctuation marks are used; however, for civilian names, proper
punctuation must be followed;
Example:
COLONEL RAMON F DOMINGO PAF (GSC)
Sergeant Gary V Garcia (Inf) PA
Ms. Charlotte H. Bermudez Civ H

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6. Officers’ name are typed in ALL CAPS format. These should be in bold format if one (1) to two (2)
name is listed. For three (3) or more officers name enumerated, name is no longer in bold format.
Example 1:
LTC MARCUS D LUNA PN (GSC)
MAJ SHERYL C BERMUDEZ (AGS) PA

Example 2:
CDR MARCUS D LUNA PN (GSC)
MAJ SHERYL C BERMUDEZ (AGS) PA
CPT GERALD C VELUZ PAF

7. Amount
a. Amount in words are all in ALL CAPS and not bold (XXX MILLION XXX THOUSAND XXX
HUNDRED XXX AND X/100 PESOS). Compound words are spelled-out with a dash; and
b. Amount in figures are written in bold with the format (PhPXXX.XX) and no spaces in
between including after the currencies such as PhP, USD, EUR, etc. as shown in the example below.
Example:
…ONE MILLION EIGHTY-SEVEN THOUSAND ONE HUNDRED EIGHTY-FIVE AND 05/100
PESOS (PhP1,087,185.05)

8. Figures stated must be consistent with those indicated in the attachments and letter/s. If amount
indicated is different from the submitted document from the originating office/unit (e.g., from the Major
Services), a certification or explanation must be provided
9. Dates a. If the communication is addressed to a military entity/person, the format should be:
DD/MM/YYYY, e.g., 03 June 2020; and b. If the correspondence is addressed to civilian
entities/personalities, format should be: MM/DD/YYYY, e.g., June 3, 2020
10.For numbers, only those from one (1) to ten (10) must be spelled-out along with their
corresponding numerals, enclosed in parentheses. This excludes compound nouns. Numbers 11 and
above are to be written in numeric form.
11. On spacing, four (4) spaces are rendered from the last line of the paragraph before the last name
of the signatory
12. Enumerating

a. Use semi-colon when enumerating with the word “and” after the second to the last item
enumerated;
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b. Enumerate the listed data in a table format if there are three (3) or more entries; and c. There
should be no spaces in between clustered items.

Example:
1. ………
a. Chief Nurses of the Major Services; and
b. Selected representatives from the combat medic
13. Alignment SDF
a. Tables must be aligned with the right and left margins.
b. The first line of a paragraph shall be indented while the second and succeeding lines must
be aligned with the left margin.

c. In the SDF/DF, the name of the signatory must start after one (1) space from the center of
the paragraph.

14. Acronyms must always be spelled out. If used again, the acronym must be indicated after the full
terminology and enclosed in parentheses. Subsequent uses will only indicate the acronym. Common
military acronyms such as AFP, SND, DND and OJ1 may not be spelled out for internal
communications.
15. For travel commos:
a. Names of attendees [if one (1) to two (2) are listed, or the lead person/most senior for more
than three (3) attendees], activity/training, place and date of travel are in bold format; and
b. Number of days is indicated, inclusive of travel time

2. Routing Slip - used to transmit papers from office to office within headquarters or between section
within office.
- used to speed up transmittal correspondence direct to action section without using the DF or formal
endorsement.
NOTE: It is never used for approvals, disapprovals, concurrence and other important
comments, even though brief.

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3. AFP Messages- A message is a thought or idea, expressed in brief, in plain or secret language
and prepared in a form suitable for transmission by any means of communications.
STYLE: In GHQ and Major Services, the plain text is used while in the field, the abbreviations are
used. It is written in capital letters or in normal text form.

Message Precedence Category

a. Flash (Z) – reserved for initial enemy contact report, operational or combat messages (10
minutes)
b. Immediate (O) – reserved for messages relating to situation which gravely affect the
security of national forces/populace and require immediate delivery to the addressee (30 mins to 1 hr
c. Priority (P) – reserved for messages requiring expeditious action by the addressee and or
furnishes essential information for the conduct of operations in progress when lower precedence will
not suffice (1 to 6 hrs).

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 d. Routine (R) – reserved for all types of messages that justify transmission by rapid means
unless sufficient urgency to require a higher precedence

Security Classification
a. Unclassified – routine messages that do not contain information which when disclosed to
unauthorized personnel will not be detrimental to the interest and security of the nation.
b. Classified – categorized into four (4) depending on the importance of the information in its
text.

Four (4) Categories of Classified Messages

1) TOP SECRET – the unauthorized disclosure which would cause exceptionally grave
damage to the nation, politically, economically or from security aspect.
2) SECRET – the unauthorized disclosure which would endanger national security, cause
serious injury to the interest and prestige of the nation and would be of great advantage to a foreign
nation
3) CONFIDENTIAL – the unauthorized disclosure of which will not endanger national security
but will cause administrative embarrassment, unwanted injury to individual and be of advantage to
foreign nation.
4) RESTRICTED – military information not given higher security classification but not intended
for general dissemination to the public

GUIDE IN THE PREPARATIONS OF THE MESSAGES

(AFPR G 101-541)
1. Abbreviations- use only authorized abbreviations.
2. Punctuation- use punctuation only when needed.
3. Brevity- text should be clear, accurate and brief. Conjunction, preposition and articles
should be eliminated unless essential to the meaning.
4. Paragraphing- paragraphs will be indented and numbered as in regular correspondence.
5. Numbers and fractions- will be written as digits.
6. TimeIn the Heading of Message- DTG represented by six (6) digits In the Text- local time
Time written- when the writing is of extreme critical significance to the addressee.

ORIGINATOR’S OR DRAFTER’S RESPONSIBILITIES:

1. Determine the necessity of the message.
2. Determine the addressee and type of message.
3. Use the prescribed message format.
4. Draft message text in accordance with the regulations.
5. Determine the security classification.
6. Determine precedence category.
7. Ensure authentication.
8. Forward the message to appropriate transmitting agency.
• May use Radio Message by Courier Dispatch when communicating with units where the
matter requires immediate action or dissemination.

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4. Minutes of Conference – an official written record of a meeting.
Elements:
a. Heading
b. Participants
c. Approval of the Previous Minutes
d. Action Items
e. Announcements
f. Next Meeting
g. Adjournment
h. Signature Lin

5. Board Resolution – a written document of the decisions made by the Board.

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6. Dot Point Brief – It is a short summation of the key point that you want to brief or present.
Elements:
a. Subject
b. Background
c. Salient Features
d. Recommendation

7. PowerPoint Presentation – allows the user to create slides with recordings, narrations, transitions
and other features in order to present information.
Guidelines for the preparation of PowerPoint Presentations
(Undated Memo from SJS series of 2008):
a. Slide background should be plain and dark in color.
b. Fonts should be in Arial and white in color.
1) Slide title fonts should be at least size 40 and should be a one liner.
2) Subtitle fonts should be at least size 32.
3) Bullet fonts should be at least size 24.
c. As much as possible, a slide should only contain seven (7) lines with seven words each line.
d. Avoid placing pictures and animations unless necessary.
e. Slide transitions must be consistent all throughout the presentation.
f. Presentations are to be solely used as a guide for the presenter in delivering points of
discussion and not as a manuscript

WRITING CONVENTIONS
• Using blue colored ink for signing documents
• Using Special Paper for Letters to be Signed/Noted by CSAFP, VCSAFP and TDCSAFP
• The “tapal” system” when changing errors are hereby discouraged.
• Summary Disposition Form (SDF) with major patch-up correction, i.e. with a whole paragraph
being replaced, will no longer be allowed/accepted.
• Use of “then subsequently”
• Use of punctuation marks on salutation and complimentary close in civilian letters. (Use
comma after the salutation if the letter is personal, colon if otherwise. Comma is used after the
complimentary close.)
• Use of endorsement type of correspondence addressed to SND.
• Cut and paste practice.
• Use of “Madam” and “Madame”
• Use of acronyms.
• Use of very long sentences and paragraphs.
• Use of the following terms: “RBIT”, “ITC”, “ITCON”, “Per”, “Anent”, “As per”, “_____, Request
for”
• Non-observance of gender-fair language in all communications.

GUIDELINES IN THE USE OF GENDER-FAIR LANGUAGE IN ALL COMMUNICATIONS,

DOCUMENTS, POLICIES, DESIGANTIONS, PUBLICATIONS AND MANUALS IN THE AFP (Ltr
Dir Nr 25, series of 2015)
1. Eliminate the sexual stereotyping in the different designation of the AFP
As Read: Chairman
To Read: Chairperson
2. Amend/change the following terms common in the AFP organizations:
As Read: Manpower, Enlisted Man/ Enlisted Woman
To Read: Human Resource/ Enlisted Personnel
3. Eliminate the generic use of he, his, him, unless the antecedent is obviously male by:
a. Using plural nouns: Traditional: The soldier uses his map to guide him. Suggested: The
soldiers use their map to guide them.
b. Deleting he, his and him altogether. Reword if necessary.
Traditional: The engineer-officer uses his blueprint to guide him.
SOC Class 2022-B Area 1 Exam Reviewer Page 10 of 28
 Suggested: The engineer-officer uses a blueprint as a guide
c. Substituting articles (a, an, the) for his, using who instead of he:
Traditional: An officer should know his men well.
Suggested: An officer should know the men well.
d. Using one, we or you:
Traditional: As one grows old, he becomes more reflective.
Suggested: As one grows old, one becomes more reflective
4. Eliminate the generic use of MAN, MANKIND. Instead, use people, person(s), human(s),
human being(s), humanity, the human race, men and women, we, ourselves.
Traditional: ordinary man, mankind, the brotherhood of man
Suggested: ordinary people, humanity, human family

5. Eliminate sexism in symbolic representations of gender in words, sentences and texts

by: a. Taking the context of the word, analyzing its meaning and eliminating sexism in
the concept:
Traditional: the founding fathers, the Father of Relativity
Suggested: the founders, the founding leaders, the Founder of Relativity

6. Eliminate sexual stereotyping of roles by using following terms:

a. using the same term for both genders when it comes to profession or employment.
Traditional: Stewardess, salesman
Suggested: Flight Attendant, sales agent
b. Using gender fair terms in lexical terms
Traditional: sportsmanship
Suggested :highest ideals of fair play
c. Treating men and women in a parallel manner
Traditional: I now pronounce you man and wife
Suggested: I now pronounce you husband and wife
d. Avoiding language that reinforces stereotyping images
Traditional: a man’s job, the director’s girl Friday
Suggested: a big job, the director’s assistant
e. Avoiding language that catches attention to the sex role of men and women Traditional:
working mothers, spinsters or old maids
Suggested: wage-earning mothers, unmarried women
7. Eliminate sexism when addressing persons formally:
a. Using Ms instead of Mrs
Traditional: Mrs. Cruz
Suggested: Ms. Cruz
b. Using a married woman’s first name instead of her husband’s
Traditional: Mrs. Juan Cruz
Suggested: Ms. Maria Santos-Cruz
c. Using the corresponding titles for females
Traditional: Dra. Maine Reyes
Suggested: Dr. Maine Reyes
d. Using the tile of the job or group, in letters to unknown persons. Traditional: Dear Sir
Suggested: Dear Editor, Dear Colleague
8. In referring to women, avoid words or phrases that seem to imply that MEN as the NORM
and WOMEN as the EXCEPTION, or descriptions that would be irrelevant if the subject were
male.
Example: In a traffic accident where one of the drivers involved was a woman, a taxi driver
commented: “She’s a woman, that’s why she drives like that!”
9. Do not assume maleness when both sexes are involved
Traditional: Enlisted man, enlisted woman
Suggested: Enlisted personnel

SOC Class 2022-B Area 1 Exam Reviewer Page 11 of 28

Letters to be signed by the Top 3:

For civilian letter, the font style is Bookman Old Style, font size is 12, single-spaced and justified. For
paragraphs with line sentences of nine (9) and less, the body of the letter is formatted at double
spacing.

Letterheads:
-There must be one (1) space after the header.
-The Republic of the Philippines Letterhead is used for letters to the President/Commander-In-Chief
and the SND only, while the Flag Letterhead is used for other addresses outside the AFP
organization and for personal letters

Inside Address:
-There must be two (2) spaces after the appropriate letterhead; and
-Only the designation is in sentence case and bold format while the full name is in ALL CAPS and
bold format.

Secretary DELFIN N. LORENZANA

Department of National Defense
Camp General Emilio Aguinaldo, Quezon City

President RODRIGO ROA DUTERTE

Office of the President
Malacañan Palace, Manila

Salutation:
-Only the designation and last name are indicated and are in sentence case and bold formats.
Example:
Dear Secretary Lorenzana:
Dear Mister President:

Body of the Letter:

1. The letter must be direct to the point, should be brief and concise. The first sentence conveys the
objective of the letter.
2. Standard opening
Awards commo - May I have the honor to recommend to the Secretary…
All other commo - May I respectfully (appropriate action) to the Secretary
3. Standard Closing – I hope this (reiterates the objective of the letter) merits the appreciation (if
informing) or consideration and approval (if requests or recommendations are expressed) of the
Secretary.
4. Ideal length – 1 to 1.5-page long
5. When enumerating, add one (1) tab from the paragraph indention.
May I respectfully recommend to the Secretary the approval of the designation of the following Officer
and Enlisted Personnel:
1. CAPTAIN JUAN B CRUZ JR O-12465 (OS) PA;
2. Sergeant Pedra S Legada (Inf) PA; and
3. Sergeant Pedro C Cruz (Cav) PA

Complimentary Close:
For the President: Very respectfully yours,
For the Secretary of National Defense: Respectfully yours,
For other military/civilian addressees: Very truly yours,

Letters for signature of the Top 3 must be printed on a special paper (Brand: Conqueror; A4; Quality:
Texture Laid, 90gsm; Size: A4; Color: High White) strictly following the prescribed format.
SOC Class 2022-B Area 1 Exam Reviewer Page 12 of 28
SOC Class 2022-B Area 1 Exam Reviewer Page 13 of 28
PUBLIC SPEAKING

Communicative Skills • In addition to simple oratory skills, tools and

technologies have been created which allow
• Good communication skills enable for more methods of communication for
managers to receive and send negative or speakers and public orators
heavy messages without creating frustration • Telecommunication and videoconferencing
and disruption of trust. This is important to are also a form of public speaking
keep employees motivated and engaged. • Whether we’re talking in a team meeting or
• They expect from the leaders to presenting in front an audience, we all have
communicate regularly their role and goals. to speak in public from time to time
• They expect continuous feedback on their • Public Speaking is a verbal presentation
work, and they expect to be able to find
that is given live before an audience.
information that they need in seconds.
• Public speeches can cover a wide variety of
• Employers who manage to successfully
different topics.
communicate the organization’s values and
goals to their employees have higher “love • The goal may be to educate, entertain, or
turnover” and retention rates. influence the listeners.
• Often, visual aids in the form of an
4 Other Useful Communication Skills electronic slideshow are used to
supplement the speech and make it more
1. Self-awareness - clear understanding of interesting to the listeners.
your personality, your thoughts, emotions
and ultimate behaviors
2. Empathy - ability to accurately put yourself
"in someone else's shoes“
3. Adaptability - espond quickly to changing
ideas, responsibilities, expectations, trends,
strategies and other processes.
4. Building trust and relationships –
transparency, consistently, sincerity,
responsibility..

TIPS IN PUBLIC SPEAKING

Plan appropriately
- use tools like the Rhetorical Triangle, Monroe’s
WHAT IS PUBLIC SPEAKING? Motivated Sequence, or 7Cs of Communication
• Oratory or oration (or any method that will work for you) to think about
• Process or act of performing a speech to a how you’ll structure what you’re going to say
live audience
• Commonly understood as formal, f2f
speaking of a single to a group of listeners
• Can serve the purpose of transmitting
information, telling a story, motivating
people to act or some combination of those
• Xan also take the form of a discourse
community, in which the audience and
speaker use discourse to achieve a
common goal
• Public speaking for business and
commercial events is often done by
professionals
• Although there is evidence of public speech
RHETORICAL TRIANGLE
training in ancient Egypt, the first known
piece on oratory, written over 2000 years
A. Pathos
ago, came from ancient Greece
- Latin for “emotion”
- the fastest way to get your audience’s attention
SOC Class 2022-B Area 1 Exam Reviewer Page 14 of 28
- People tend to have emotional responses before
their brains kick in and tell them to knock it off
However, too much pathos can make your
audience feel emotionally manipulated or angry
because they’re also looking for the facts to support
whatever emotional claims you might be making so
they know they can trust you
- E.g:
• I have a Dream – Martin Luther King, Jr
compares the “vicious racists” of Alabama
with the idyllic picture of “little black boys
and black girls” joining hands with the “little
white boys and white girls.” C. Ethos
• The Gettysburg Address – Abraham - Latin for ethics
Lincoln’s speech at the battleground evoked - it is what you do to prove to your audience that
mourning for the soldiers lost in the Civil you can be trusted, that you are a credible source
War, as he dedicated the ground as a “final of information
resting place for those who here gave their - It is assuring the audience that they are good
lives that the nation might live.” people who want to do the right thing
• Their Finest Hour – Willian Churchill, a - it is especially useful when writing an argument to
master of rousing oration, explains that the an audience who disagrees with you
Battle of Britain will determine “the survival - it is about convincing the audience that you
of Christian civilization” and describes a respect their opinion and that you have established
nightmare of a world that will “sink into the credibility through the use of logos and pathos,
abyss of a new Dark Age” without a victory which show that you know the topic on an
in World War II. intellectual and personal level
- E.g:
• Liberty or Death – Patrick Henry’s words
brought American Revolutionaries to battle • “Now, the first time I addressed this
as he declared that the time for negotiations convention, in 2004, I was a younger
was over (“there is no longer any room for man – a Senate candidate from Illinois
hope”) and appealed to their fighting spirit who spoke about hope, not blind
with his immoral cry of “give me liberty or optimism, not wishful thinking but hope
give me death!” in the face of difficulty, hope in the face
of uncertainty, that dogged faith in the
B. Logos future which has pushed this nation
forward even when the odds are great,
- Latin for “logic” (facts) even when the road is long.
- Audience will question the validity of your claims; Eight years later that hope has been
- The opinions you share in your writing or speech tested by the cost of war, by one of the
need to be supported using science, statistics, worst economic crises in history and by
expert perspectives, and other types of logic political gridlock that’s left us wondering
- However, if you only rely on logos, your writing
whether it’s still even possible to tackle
might become dry and boring, so even this should
be balanced with other appeals the challenges or our time. I know
- E.g: campaigns can seem small, even silly
• “It was we, the people; not we, the white sometimes.”
male citizens; nor yet we, the male (Barrack Obama, Acceptance Speech
citizens; but we, the whole people, who at the Democratic National
formed the Union. And we formed it, not Convention, 2012)
to give the blessings of liberty, but to
secure them; not to the half or ourselves
and the half of our posterity, but to the
whole people – women as well as men.
And it is a downright mockery to talk to
women of their enjoyment of the
blessings of liberty while they are denied
the use of the only means of securing
them provided by this democratic-
republican government- the ballot.”
(Susan B Anthony, “Is it a Crime for a
U.S. Citizen to Vote?”, 3 April 18733)

SOC Class 2022-B Area 1 Exam Reviewer Page 2 of 28

 5 CANONS OF RHETORIC - is this stage is done well, people may feel angry,
sad, frustrated or other negative emotions
1. Invention - it’s this negative emotion that is the goal of this
- What you are saying stage of the model because with this negative
Creating & adapting info specifically to the emotion comes a desire for change
audience you are speaking to
STAGE 3: SATISFACTION
2. Arrangement - after you create a sense of need in your audience,
- The order that sense that things are currently bad and all
- Organizing the speech negative emotions that come with that, next is,
- Best suited to your topic and audience provide a solution.
- explain or describe your proposed solution to the
3. Style current, unsatisfactory state.
- How to say it - make the audience feel that you know how to
- the way the speaker uses language/words to make those negative emotions go away through
express the info your solution
4. Delivery
- How the speech is said STAGE 4: VISUALIZATION
- All the verbal, vocal, and nonverbal behavior used - explaining your solution alone isn’t normally
in a speech to express the message to the enough, and this is where stage four of the model
audience comes in
- instead of simply explaining your solution to the
5. Memory audience, help your audience visualize the future
- Retaining the speech you’re painting
- Practice, practice, practice until you can - the goal is for them to feel like they are in the
effectively deliver the speech to the audience future and to connect emotionally with the vision
you have painted for them
- let them feel their negative emotions vanish and
be replaced with the positive emotions of the future
that you’ve created and is “visualizing”

STAGE 5: ACTION
- the stage wherein you ask your audience to do
something to help you make your vision a reality.
- this is where you issue your call to action
- at this stage, your audience will have been on an
emotional roller-coaster
- having felt the different emotions, the audience
will be motivated to do something to banish their
negative emotions and achieve their potential
MONROE’S MOTIVATED SEQUENCE positive state.
- they just need to know what it is they can do to
1. Grab attention make this happen.
2. Define the need - YOU TELL THEM, YOU INFLUENCE them
3. Satisfy the need
4. Visualize the solution
5. Call to action

STAGE 1: ATTENTION
- do something dramatic, funny, unusual or striking
to capture the attention of your audience (joke, a
fact, a visual aid or anything else that will get
people to focus)
- basically, to engage with your audience
Whatever means to captivate your audience,
enough that they stay with you and pay attention to
whatever you are going to say next. THE TOULMIN METHOD

STAGE 2: NEED 1. CLAIM

- create a need
- paint a picture showing why the current state is
not satisfactory through data, images or stories
- ultimate goal is to create an emotional response
to the current state.
- the conclusion or argument being made
2. GROUNDS
- the data and facts offered to support the claim
3. WARRANTS
- logically connects the grounds to the claim
SOC Class 2022-B Area 1 Exam Reviewer Page 3 of 28

4. BACKING
- support the warrant
5. QUALIFIERS
- make a statement about the strength of the claim
6. REBUTTAL
- an exception to the claim
Example of the Toulmin Method:
- Imagine that you want to present an argument
stating that smoking tobacco should be banned on
all college campuses. This would be your CLAIM.
- The GROUNDS on which you would base this
claim would possibly note the health risks
associated with secondhand smoke.
- The WARRANT may present the idea that the
health risks of secondhand smoke hinder learning
which may be warranted by a study that shows the
effects of secondhand smoke on learning
- it may be appropriate to indicate that the health
risks will “possibly” hinder learning, or that the
hindrance occurs only in at-risk groups such as
those with asthma to qualify the argument.
- A REBUTTAL to the argument could be that
smoking tobacco is a way that some students relax
in between classes or that it is only harmful if
extremely high levels of secondary smoke are
ingested.
THE ROGERIAN METHOD
1. INTRODUCTION
- address the problem at hand, identifying what the
source in conflict is and why there are multiple
ways of looking at the issue
2. OPPOSING VIEW
- identify the overarching view of your component
- if your opponent’s view is complex (this will be
determined by the topic at hand), you may wish to
just give a brief synopsis at this point, then clarify
later.
- If your opponent’s view is easily explained in two
or three paragraphs, go ahead and describe it in its
entirety
3. VALIDATION OF OPPONENT’S VIEW
- as a way to show respect and understanding,
point out why your opponent’s view is logical.
- state the view as you understand it and how you
recognize why someone could feel or think the way
they do
4. YOUR POSITION
- after clarifying that you understand their
perspective, shift politely to suggest what your view
is on the matter.
- again, if your view is complex, simply state the
overarching point in 1-3 paragraphs.
5. VALIDATION OF YOUR POSITION
- elaborate now on why your position also makes
sense
- provide convincing evidence and sound reasoning
as to why your argument should also be
considered.
- while you may be trying to persuade your reader
that your idea is better than theirs, don’t explicitly
state that or you’ll often lose the respect and mutual
understanding you’re working towards
6. ARGUMENT BACK-AND-FORTH
- if the problem/issue at hand is sufficiently complex
that it would help your reader to follow the
argumentation by taking the argument in broken-
down segments, move back and forth between their
sub-arguments and your sub-argument, always
validating their point of view while showing
convincing evidence as to why your point of view is
also very strong
7. BENEFITS OF YOUR POSITION
- as you conclude, summarize your position,
moving your reader towards knowing why that
position is beneficial in some way.
FIVE-PARAGRAPH ESSAY • a style of
argumentative essay that allows the author to make
a claim then provide several examples in support of
it.
• the goal is to clearly state and explain your side of
the argument through use of clear evidence.
• most useful when making a brief argument or
when exploring an interpretation of something at a
relatively superficial level
1. Introduction: The introduction states a topic and
an argument about that topic, which would be
labeled the thesis statement. (The thesis statement
is the central argument, upon which all evidence
should support.)
- The introduction will then state three or more main
ideas that support the thesis statement.
- These three main ideas are the crux of the next
three paragraphs/sections in the essay.
2. Body Paragraph #1: - The first body paragraph
should explain the strongest idea that supports your
thesis.
- The paragraph should begin with a topic sentence
that introduces the idea, then show the key
evidence that supports the idea of the paragraph
SOC Class 2022-B Area 1 Exam Reviewer Page 4 of 28
and explain why the evidence is relevant to the idea
of the paragraph and to the main claim (thesis
statement) of the essay.
3. Body Paragraph #2: -The second body
paragraph provides the second piece of evidence
or support that you mentioned in the introduction.
Like the first body paragraph, the second body
paragraph should include a topic sentence to
introduce the idea, followed by evidence and
interpretation as support for it.
4. Body Paragraph #3: -The third body paragraph
should explain the third piece of evidence or
support of your
thesis statement. This paragraph should be
formatted like the previous two body paragraphs.
5. Conclusion: -The conclusion is expanding upon
the main idea of the thesis statement by combining
the ideas from your paragraphs to find meaning in
the paper. The conclusion includes a brief summary
of the ideas in the paper and how they support your
thesis and a cohesive ending to the essay
7 Cs OF COMMUNICATION CHECKLIST:
1. CLEAR - make objective clear; avoid
complex words and sentences
2. CONCISE - keep it clear and to the point; avoid
filler words and sentences
3. CONCRETE - be specific, not vague; use
facts and figures to support your message
4. CORRECT -try to avoid typos; use correct facts
and figures; use the right level of language
5. COHERENT -does your message make
sense? ensure it flows logically; avoid covering too
much
6. COMPLETE -does the message contain
everything it needs to? Include a call-to-action
7. COURTEOUS -being polite builds goodwill;
ensure the message is tactful
PRACTICE! If you’re going to be delivering a
prepared speech or presentation, create it as soon
as possible. The earlier you put it together, the
more time you practice.
Then, if appropriate, do a dummy run-in front of a
small audience: this will help you calm your jitters
and make you feel more comfortable with the
material. Your audience can also give you useful
feedback, both on your material and your
performance… or record your speech (and play it
afterwards).
ENGAGE WITH YOUR AUDIENCE! If appropriate,
ask some questions targeted to individuals or
groups, and encourage people to participate and
ask questions. Not only will asking questions to the
crowd get you some active participants, but it will
help ease any nerves you have by sharing the
spotlight.
PAY ATTENTION TO HOW YOU’RE SPEAKING.
If you’re nervous, you might talk quickly. This
increases the chances that you’ll trip over your
words or say something you don’t mean. Force
yourself to slow down by breathing deeply. Don’t be
afraid to gather your thoughts; pauses are
important part of conversation and they make you
sound confident, natural, and authentic.
AVOID READING WORD FOR WORD FROM
YOUR NOTES. List important points on cue cards,
or as you get better with public speaking, memorize
what you’re going to say- you can still refer back to
your cue cards when you need them.
TYPES OF SPEECH DELIVERY: M I M E
- Manuscript delivery, Impromptu delivery,
Memorized delivery, Extemporaneous delivery
PAY ATTENTION TO YOUR BODY LANGUAGE.
Stand up straight, take deep breaths, look people in
the eye, smile. Don’t lean on one leg or use
gestures that feel unnatural. Your body language
gives your audience constant, subtle clues about
your inner state. If you’re nervous or don’t believe
what you’re saying, the audience will know.
THINK POSITIVELY. Positive thinking can make a
huge difference to the success of your
communication, because it helps you feel more
confident. Fear makes it so easy to slip into a cycle
of negative self-talk, especially right before you
speak. Self-sabotaging thoughts, like “I’m not good
at this” lowers your confidence and increase the
chances that you won’t achieve what you’re truly
capable of.
USE AFFIRMATIONS AND VISUALIZATIONS to
raise your confidence, especially right before your
speech or presentation. Visualize giving a
successful presentation and imagine how you’ll feel
once it’s all over and when you’ve made a positive
difference to others. Use positive affirmations like,
“I’m going to do well!”
SOC Class 2022-B Area 1 Exam Reviewer Page 5 of 28
1
PAY ATTENTION TO YOUR APPEARANCE.
The audience will initially judge you based on your
appearance so make an effort to dress in a way that
conveys the messages you want to. Dress
professionally, but comfortably.
Expect the best, be prepared for the worst.
Reminder #1: Don’t try to be Steve Jobs. Or
Oprah. Be YOU. Too often, when we try to be “good
public speakers,” we think about other people who
are great speakers – Steve Jobs, Oprah, Brené
Brown – and try to mimic them. But according to
Khan, that often backfires because we’re not them –
and that’s ok! We’re each unique. So before
speaking, take a little time to figure out what makes
you unique and then own that. Your individualism is
a big part of what makes you personable, and that’ll
help you better connect with the crowd.
Reminder #2: The fear will come, so just plan for
it. No matter how many times you speak in public,
you’ll likely always experience some level of fear; but
as long as you plan for that, you can easily overcome
it. Prior to speaking, combat every negative thought
you have. Keep in mind, “You worked really hard on
this.” When you get up on stage or stand in front of
a room – just take deep breaths – slowly in through
your nose, then slowly out through your mouth. This
will help calm you.
Reminder #3: At the end of the day, it’s really not
about you. It’s about the audience! Don’t put so
much pressure on yourself to “present.” Your job is
not to do a good job. Your job is to serve the
audience. That said, think about what you want the
audience to walk away with and focus on that.
Identify your intention and then plan your
presentation from there.
RELY WITH HUMOUR.
Remember: the more you practice, the better you’ll
be!
(Additional)
PUBLIC SPEAKING
• also called oratory or oration; process or act of
performing a speech to a live audience
• commonly understood as formal, face to face
speaking of a single person to group of listeners
• can serve as the purpose of transmitting information
to act or some combination of those
• can also take the form of a discourse community, in
which the audience and speaker use discourse to
achieve a common goal
• -public speaking for business and commercial
events is often done by professionals
telecommunication and videoconferencing are also
a form of public speaking!
TIPS FOR BETTER PUBLIC SPEAKING
Plan Appropriately
-use tools like the Rhetorical Triangle, Monroe’s
Motivated Sequence or 7Cs of Communication
Rhetorical Triangle
ETHOS (Ethics/Credibilty)
-Trustworthiness or authority
-Tone/style
PATHOS (Emotion)
-Emotional Impact
-Personal connection
LOGOS (Logic/Reason)
-Facts, statistics, case studies, scientific evidence
5 Canons of Rhetoric
1. Invention – What you are saying
2. Arrangement – The order
3. Style – How to say it
4. Delivery – How the speech is said
5. Memory – Retaining the speech
Monroe’s motivate sequence steps
1. Grab attention
2. define the need
3. satisfy the need
4. visualize the solution
5. Call to action
Toulmin Method
• a complex argumentation structure that allows
you to establish your argument while
considering your opponents’ points of view
• its goal is to persuade the reader that your
argument is reasonable and effective based on
thorough research and organization
• most useful for theoretical essays and
academic papers
Claim – the conclusion or argument being made
Grounds – The data and facts offered to support 3
the claim
Warrant – Logically connects the grounds to the
claim
Backing – support the warrant
Qualifiers – Make a statement about the strength
of the claim.
SOC Class 2022-B Area 1 Exam Reviewer Page 6 of 28
Rogerian Method
• a conflict-resolution technique that you can use to Target Audience Analysis
build common ground while still stating your position • Income Level
• the goal is to build toward a common • Interest
understanding, to open you and the person you are • Location
speaking to towards new ideas, but not necessarily • Age
to change their mind • Gender
• especially effective when addressing highly • Occupation
controversial issues where you or the person you • Values
are speaking to may have a tendency to be highly • Opinions
emotional
• Introduction – address the problem at hand EFFECTIVE PUBLIC SPEAKER
• Opposing View – Identify the overarching view 1. PRACTICE
of your component 2. ENGAGE WITH YOUR AUDIENCE
• Validation of Opponent’s View – as a way to Speech Delivery:
show respect an understanding ▪ Impromptu
• Your Position – After clarifying that you ▪ Extemporaneous
understand their perspective, shift politely to ▪ Manuscript
suggest what your view is on the matter. ▪ Memorize
• Validation of Your Position - elaborate now 3. PAY ATTENTION TO YOUR BODY LANGUAGE
on why your position also makes sense 4. THINK POSITIVELY
• Argument Back and forth – if the 5. PAY ATTENTION TO YOUR APPEARANCE
problem/issue at hand is sufficiently complex 6. RELY ON HUMOR
• Benefits of your position – as you conclude,
summarize your position, moving your reader REMINDER:
towards knowing why that position is beneficial 1. Don’t Try to be Steve Jobs or Oprah. BE YOU.
is some way. 2. The Fear will come, so just plan for it
3. At the end of the day, it’s really not about you. It
The Five Paragraph Essay is about the audience
• a style of argumentive essay that allows the
author to make a claim then provide several FUNDAMENTALS OF COMMUNICATION
examples in support of it.
• The goal is to clearly state and explain your COMMUNICATION SKILLS
side of the argument through use of clear
evidence COMMUNICATION – a process by which information is
• Most useful when making a brief argument or exchanged between individuals through a common
when exploring an interpretation of something system of symbols, signs, or behavior.
at a relatively superficial level
PURPOSE OF COMMUNICATION
• To get your message across to others clearly and
1. Introduction – states a topic and an argument unambiguously
2. Body Paragraph #1 – first body which explains • It is only successful when both the sender and the
the strongest idea receiver understand the same information as a
3. Body Paragraph #2 – 2nd body provides the result of the communication.
second piece of evidence
4. Body Paragraph #4 – 3rd body explain the third GOALS OF COMMUNICATION
piece of evidence • Inform
5. Conclusion – expands upon the main idea of • Persuade
the thesis statement • Build Relationships

7 Cs of Communication Checklist NOTE: effective communication helps us better

understand a person or situation and enables us to
• Clear – Avoid complex words and phrase
resolve differences and build trust and respect.
• Concise – clear and to the point
• Concrete – be specific No two people ever communicate perfectly. However, the
• Correct – avoid typos more clearly, we communicate, the greater is our ability to
• Coherent – does it make sense trust.
• Complete – message contains everything
EFFECTIVE COMMUNICATION
• Courteous – Being Polite
• The ability to effectively communicate with other
is one of the most important tools for
NOTE: Know yourself professional and personal success.
Know your audience • Effective communication can help you influence
Think about the context others.
SOC Class 2022-B Area 1 Exam Reviewer Page 7 of 28
 • Your capacity to communicate is often seen as • Send written documents covering issues in advance
an indicator of your ability and intelligence. • Carefully spell out goals and expectations in writing
ahead of time
COMMUNICATION PROCESS • Allow indirect communicators the necessary time
• Source process and craft their responses prior to face-to-
• Message face encounters
• Channel • They need to learn how to listen
• Receiver
• Feedback LINEAR COMMUNICATION:
• CONTEXT Discussion is conducted in a straight line, almost like an
outline, with the connections among the points stated as
CONTEXT IN COMMUNICATION you move towards an endpoint, which is stated explicitly
• Context may include the surrounding environment or
broader culture—power dynamics CIRCULAR COMMUNCATION:
Departmental Discussion is conducted in a circular manner, telling
University culture stories and developing a context around the main point,
International cultures which is often unstated because the listener will get the
• It can also include your frame of mind at the time of point after I give them all the information. There is a high
the interaction – are you stressed, happy etc. reliance on context.

NOTE: COMMUNCATION ACROSS CULTURES

Effective communicators use the KISS (Keep It Simple • Cultures provide people with ways of thinking,
and Straightforward) principle. seeing, hearing, and interpreting the world
Understand the LESS is often MORE, and that good • Members of any culture often perceive their own
communication should be efficient as well as effective. behavior as logical, since that behavior works for
them
Effective Communication • People tend to accept the values of the culture
✓ Depends on your ability to convey information around them as absolute values
clearly and simply, but also on your ability to
anticipate and eliminate sources of confusion NOTE:
✓ Requires that you know your audience and are
Culture has its own rules about proper behavior
aware of possible sources of miscommunication
• Eye contact
• Shaking Hands
7 C’s of Effective Communication:
• Personal Space
• Clear
• Say what they mean overly or talk around the
• Concise
issue
• Concrete
• Displays of emotion
• Correct
• Coherent Culture Encompasses more than just race
• Complete • Age
• Courteous • Gender
• Power differentials
NOTE: Conversation Styles and Dynamics can differ • Dis/ability
dramatically, leading to miscommunication. (Direct vs • Sexual Identity
Indirect Communication) Socioeconomic circumstance
Educational Level
✓ Direct Communicators: Religion and Spiritual Beliefs
Get to the Bottom line quickly Personality
Don’t have patience (beat around the bush) Upbringing and life experiences
Brutally Honest
Distrustful
• Be aware of how past experience may color
✓ Indirect Communicators: interpretation of the message you are trying to
Respect others and value courtesy convey
Seek out the polite response
• Strive to be culturally competent in your
Hesitant to give bad news
interactions with other
Avoid directly answering question
Change the subject
UNDERSTANDING BIAS (instinct vs logic)
Indicate disagreement
Leave sentences unfinished
Conscious mind provides 5% or less of our cognitive
Direct Communicators – have great difficulty in
(conscious) activity during the day – and 5% they say is
comprehending indirect communicators. Often, they
for the more aware people.
miss the messages entirely.
Many people operate at just 1% consciousness
They need to:
• Slow down
• Learn to be gentler
SOC Class 2022-B Area 1 Exam Reviewer Page 8 of 28
HOW BRAIN PROCESSES INFORMATION
• Unconscious mind operates at 40 million bits of LISTENING
data per second, whereas the conscious mind • One of the most important skills you can acquire
process at only 40 bits per second • How well you listen has a major impact on your job
• Unconscious mind is much more powerful that effectiveness, and on the quality of your relationships
the conscious mind, and it is unconscious mind with others.
that shapes how we live our life
A Sobering thought…
• Studies have shown that most of our decisions, We forget 50% of what we hear immediately
actions, emotions and behavior depend on the We forget 75% of what we hear within two months
unconscious mind, which means that 95 – 99% Of the 25% we do remember, only 60% is correct, plus we
of our life comes from the programming in our add things that were never said in the first place
subconscious mind.
ACTIVE LISTENING
NOTE: The unconscious mind can process vastly more information than hearing what people are actually saying
our conscious mind because it uses shortcuts based on our
backgrounds, cultural environment and personal experiences to make ACTIVE LISTENER (KEY ELEMENTS)
almost instantaneous decisions about everything around us.
The unconscious mind is often wrong, particularly on matters that • pay attention
require rational thinking “Be aware of selective attention”
It uses instinct not analysis when making decisions • show that you are listening
“Be cognizant of non-verbal cues
• provide feedback
• defer judgment
“Interrupting is a waste of time”
• respond appropriately
“Active listening is a model for respect and
understanding

CHANNELS IN COMMUNICATION

Include:
Verbal, including face-to-face meetings, telephone and
videoconferencing
Written, including letters, emails, memos, and reports

Different channels have different strengths and

weaknesses

GOAL OF CULTURAL COMPETENCY Choose your channel for communication wisely

• To move from automatic (unconscious) mode to
intentional (conscious) mode and begin to value The Power of empathy in Mitigating Miscommunication
differences • put aside your viewpoint, and try to see things from
• Develop (Awareness, Knowledge and Skills) the other person’s point of view
• validate the other person’s perspective
• examine you attitude
AWARENESS OF YOUR OWN BIASES
Understand attitudes, stereotypes and other hidden
Using Empathy Effectively
biases that influence perception, judgment, and action
- Listen
around numerous topics from political issues, ethnic
- Ask what the other person would do
groups and sexual orientation to sports teams,
entertainers and styles of music

COMMUNICATION ACROSS CULTURES SCENARIO:

Expectations of Gender

BARRIERS TO COMMUNICATION

55% of what we communicate is based on non-verbal

behavior
38% is based on voice inflections
7% is based on vocabulary

• work on body language and non-verbal cues

The Power of Inflection

Different meanings, but the words are the same – only
your voice inflection has changed

COMMUNICATION A TWO-WAY STREET

Willing to listen as much as you are open to speak

SOC Class 2022-B Area 1 Exam Reviewer Page 9 of 28