FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.

Reading and Writing

4th Quarter WHAT IS CRITICAL THINKING?
Critical Reading Critical Thinking
HYPERTEXTS: NEW TYPES OF TEXTS - Considered to be a - Go straight to this if
• Refers to any language or text used and precursor or prerequisite reading is very easy to
encoded in any electronical device to critical thinking and understand and does
• Very different from traditional reading writing not require critical
o Traditional reading - Judging an idea in a reading
- use of traditional reading materials text whether it is valid or - Reading between the
o Digital/ Online reading invalid. lines
- use of digital medium - Getting what the text
• Online Reading really means
- More difficult and complicated - Make inferences what
- Like a maze; you will get lost if you is present and not
don’t know how to navigate it present in the text
• Non-linear document Implied Idea Stated Idea
o No orderly sequence of reading (e.g. online
articles)
Three Components:
o Do not follow singular/ regular flow
1. Knowledge of making Inferences – drawing out
• Words embedded with hyperlinks
unsaid ideas in the text based on what is said
2. Knowledge of context clues – words, phrases and
Case Study by Mary Mcnabb
punctuations that serve as guide to unlock
Sara John meanings of different words
Average reader Average reader i. Synonym – a similar word is used
Traditional reading Tech-savvy; Online reading § The baseball coach punished
Interest in biking Interest in medicine the team’s duplicity of
deceitfulness…
Research on how lifestyle and personal attributes
ii. Antonym – an opposite word is given
influence a person’s health by reading all about Lance
§ Honesty to spare
Armstrong on www.lancearmstrong.com
iii. Restatement – meaning is given after the
About Lance About Lance word
Ø Key Stats: athletic Ø The Subject’s § Jack’s duplicity-crafty
information (height, Foundation dishonesty-…
weight etc.) Ø Let your voice be iv. Example – word is further illustrated or
Ø Links heard explained
Ø Shimano Ø Take control § Forging signature, changing
Components Ø Google – decided names…
Ø Which bike is right to exit site and find 3. Knowledge of figures of speech
for you? another page
MENTAL EXERCISE ON CRITICAL READING
Lance Armstrong: former Lance Armstrong: cancer
1. Paul was woken sometime in the night by a deep
cyclist patient
rumbling sound and a constant pattering on the
roof. The next morning, there were large puddles
Navigating the maze of Hypertexts
everywhere. – it rained hard last night
Overview:
2. Cats crept quietly, all its attention was focused
1. Qualities of Hypertexts
on the tiny, cheese stealing creature in front of it.
o Interactive
What was the cat doing? – hunting for a mouse
- Readers are required to interact with
3. Melissa threw the device into the windy sky and
page in order to find information
then ran while holding a string. What was Melissa
- Readers take part in choosing what to
doing? – flying a kite
read
4. The wolf lay flat on its stomach in the snow not
o Multi-Sequential
making a sound. A herd of deer ate grass just
- Process of reading and its outcome
downwind of it. The wolf huffed forward inch by
may vary from one reader to another
inch salivating. What was the wolf doing? –
2. Tips to be done when reading online
hunting
- What readers should possess when
5. Large grey clouds hovered menacingly over the
engaged in online reading:
court. The boys, dressed only in their shorts and t-
o Comprehension-monitoring skills
shirts, sheltered under a tree when the first drops
i. Reviewing – scanning, skimming
fell. What is going to happen? – it will rain
ii. Evaluating – assess information
whether valid or not
iii. Synthesizing – gather relevant
information and form new
knowledge
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
EXERCISE ON CONTEXT CLUES What serves as an example of an academic and
1. The floors of the restaurant were extremely scuzzy. professional text where one may get to encounter
They were covered with spilled cheese, crumbs of information report? Concept Paper
food, and cigarette butts.
CONCEPT PAPER
Definition Context Clues 1. Prospectus
Unsanitary Spilled grease - Prospective solution
Contaminated Crumbles of food - Audience: potential funders/ investors
Polluted Cigarette butts - Goal: advertising, propose concept
Infected All of the above 2. Preliminary proposal
- If the project is going to be funded
2. The contractor was always well-remunerated for - Brief and concise (2-5 pages)
his work. For example, he received 20,000php for 3. A type of text that discusses or clarifies the
a small addition to a house and last year he “whatness” of idea/term.
received 30,000php for reconstructing a stairway. - What is it?
- What about it?
Definition Context Clues 4. Starts with a definition, either formal or informal,
Overworked but Well of the term or the concept and proceeds with an
underpaid expanded definition and analytic description of
With good compensation always the aspects of the concept.
Opportunist Contractor
Objectives:
demanding Last year
1. Definition
2. Importance
3. The department store carries a variety of
3. Characteristics
breeches, for example the carried Levis,
4. Guidelines/ formats
Wranglers, and even some plain unlabeled
5. Research vs. Project Proposal
brands made of cotton.
6. Sample project proposal
Definition Context Clues
TRUE – Based on the working definition, it seems
Undergarments Department Store that it qualifies for the criteria of an information
Handkerchief Brand names report text.
Contracts Cotton FALSE – A concept paper is purely information
Pants Variety report type of text.
o Procedural
4. Josie received a bauble for Christmas, from her o Explanation
great aunt. This she put with her others, a pair of o Persuasive
earrings, an emerald pendant, and a ring.
Concept Paper in Workplace
Definition Context Clues • In the workplace, a concept paper (project
Gift Great Aunt proposal) is asked before a full proposal. It
Jewelry Christmas contains a proposed idea that may not be
Toy Pendant, ring and earring detailed yet, but somehow provides the reader a
Make-up Kit None of the above framework or an overview of how it can be
carried out or implemented.
o Product
WRITING o Program
Connecting Reading with Writing: o Service
o Software
TRUE – The sentence definitions generated, if develop o Policies
further serve as examples of information report type. • When presented, the concept paper should give
TRUE – Based on the definitions provided in the activity, a clear picture of what the research, project, or
one may conclude that there are different ways to feasibility study is all about. It clarifies from the
define a concept. very beginning what the purpose is and what
Ø Denotative process is necessary to carry out that purpose.
Ø Connotative • INVESTORS: serves as your target audience when
Ø Figurative you create a concept paper
Ø Formal Concept Paper in the Academe
Ø Informal • In the academic setting, a concept paper may
Ø Extended come in a form of a research proposal.
TRUE – There are different types of academic and • It is something that is done before a full-blown
professional texts that may use definitions in beginning research paper is carried out, implanted, or
their discussions. approved for funding.
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
• RESEARCH TEACHER: serves as your target - It justifies how it supports the
audience when you create a concept paper company’s causes
TRUE – A concept paper follows a format. • Articulate the activities for the project
o 1st Chapter: Introduction proposal
o 2nd Chapter: RRL - It gives in detail how exactly you
o 3rd Chapter: Methodology plan to implement the project
o 4th Chapter: Results and Discussion
o 5th Chapter: Conclusion A well-written project proposal should be:
TRUE – The format may vary depending on your • Clear – can easily be understood by the
teachers. reader
• Accurate and objective – factual; do
Purposes of Writing a Concept Paper not have anything not intended in the
- It includes stipulating the meaning of a budget proposal; transparency
term by limiting, extending, or redirecting • Accessible – graph, appendix, etc. are
the reference or sense in which the term is made to be accessible
commonly understood. • Concise – brief
- It involves defining some terms based on • Correct – free from errors (punctuation
the context of your research. and grammar)
TRUE – Defining some terms in your concept
paper can be subjective because you have the PARTS OF PROJECT PROPOSAL
freedom to choose what areas to conceptualize 1. Project Title
what explanations and analyses to include and 2. Rationale
exclude and what complex ideas have to be 3. Objectives of the Project
simplified. 4. Project Proponents
5. Description of the Project
PROPOSAL 6. Target Beneficiaries/Audience
- A request for financial assistance to implement a 7. Venue
project 8. Project Duration
- Outlines the following: 9. Program Flow
o Information about the project 10. Budget Proposal
o Implementation
o Expected results I. Header
• School logo
RESEARCH PROPOSAL vs. PROJECT PROPOSAL • Office or department
Research Proposal Project Proposal II. Project Title and Project Proponent
Addresses a specific Has a definite start and • ≤ 12 words
stream of scientific study end • Name of members of working committee +
roles
Involves a systematic study The end goal of this III. Rationale/Executive Summary/Abstract
proposal is generally • The rationale must be composed of at least 2
known, and the efforts are paragraphs and must not exceed 200 words
focused towards attaining • Project’s objectives
it • Implementing organizations
The result of this proposal is A request for financial • Key project activities
information assistance to implement a o Date of implementation
project o Time and venue
Aims to advance in the Is a detailed description of IV. Project Description
field with new method and a series of activities aimed • What does your group (agency) plan to do?
inventions at solving certain problem • Why is your project proposal a unique
It is created to ensure that approach?
it gets the support it needs • Definition
when the project is V. Project Timeline
implemented • Date of Implementation
• Event
In order to be successful, the document should: • Persons involved
• Provide a logical presentation of o What’s the project deadline?
research idea o Are there any key milestones,
- It follows a format important dates, or time constraints?
• Illustrates the significance of the idea VI. Activity Guidelines/ Methodology
- It establishes the activity’s worth to • Project planning
the company/institution • Project implementation
• Show the idea’s relationship to past VII. Target Beneficiaries
actions • Estimate number of Target Group
VIII. Budget
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
• An itemized summary of an organization’s
expected income over a specific period of
time
• Objective & accurate
IX. Monitoring and Evaluation; Management
and Personnel (Members of Organizing
Committee + Roles)
• Who is responsible for which project
deliverables? 3. Data Retrieval Chart
• Who are the stakeholders involved? - Modified version of T-Chart
• How will you communicate feedback and - Does not contain concepts as headers
inform stakeholders or project success? - Used when there are more than two
concepts discussed
Tips in Writing a Concept Paper (Project Proposal) Concept Characteristics
• Be positive and definite 1 1
• Let the administration know that you 2 2
understand the types of projects 3 3
• Describe exactly your procedures for
accomplishing the task 4. Data Storage Chart
• Explain what you need from the organization - Contains missing elements
• Emphasize the benefits of the project - Missing elements are ideas not directly stated
• Appearance is important in the text
• Plan ahead Concept Characteristics
• Make it a team effort ??? Characteristic 1
• Be realistic Concept 2 ???
• Choose a format that is clear and easy to
read
5. Flowchart
• Use action words when writing your proposal.
- Shows sequence in events, steps in a
(Achieve, engage, begin, compare, process, or cause and effect
evaluate, exhibit, offer, lead, involve,
- Step 1 > Step 2 > Step 3
organize, prepare, research, restore, reveal,
support, demonstrate, define, implement, 6. Fishbone/ Ishikawa Diagram (Kaoro Ishikawa)
instruct, produce, validate, verify, test,
- Also shows causes and effects
recognize, use, etc.)

GRAPHIC ORGANIZER
- Making meaning
- Graph, illustration
- Organize
- Systematize
7. Timeline
• A graphic organizer is a systematic illustration of
- Shows sequencing of events
something.
- Major events (in years)
• A graphic organizer is a systematic illustration of
- Linear; may be horizontal or vertical
ideas taken from a text you’ve read.
• It is a more interesting way of providing an
overview of text.
• Graphic organizers may be used to summarize
information from an academic paper.
• They may also be used to simplify information 8. Sun gram
about your research papers during your oral - Shows minor topics arising from a major topic
defense. 9. Pyramid
• For Qualitative research, these may be used to - Shows hierarchy of
verbalize your conceptual/ theoretical concepts
framework.

1. Venn Diagram
- Illustrates similarities
and differences 10. Fire Triangle
between concepts - Shows the
relationship between three (3)
2. T-Chart elements that are dependent
- Illustrates differences between concepts on one another
- Limited to two (2) concepts
FRANCIA, R.M.C. GALLEGO, A.R.G.
DATA COMMENTARY
- It is the verbal comment on visual
presentation
- It usually appears in the Results and
Discussion section of a thesis
- Usually consists of 5-7 sentences
Main Purposes of a Data Commentary:
• To present results of research (Location and
Summary Element)
• To interpret these results (Highlighting Statement)
• To discuss the significance and implications of
the result (Discussion)
Why use data commentary?
• Highlight results
• Compose and evaluate different data sets
• Assess standard theories, common beliefs, or
general practices in light of the results
• Assess the reliability of data in terms of the
methods that produced it
Elements/ Parts:
1. Location and Summary Element
o [1] Table 5 shows the prints of entry of
computer viruses for XYZ Company
o [2] Figure 4 gives the results of the
second experiment
2. Highlighting Elements
- Generalizations that you can draw from the
details of the data display
DO:
• Spot trends or regularities in the data
• Separate more important findings
from least important
• Make claims of appropriate strength
DON’T:
• Simply repeat all the details in words
• Attempt to cover all the information
• Claim more than is reasonable or
defensible
o As can be seen, in the majority of
cases, the entry point of the virus
infection can be detected, with disks
brought from home being by far the
leading cause in the list (43%).
However, it is alarming to note that
the source of nearly 30% of viruses
cannot be determined.
3. Discussions of implications, problems, exceptions,
recommendations
o While it may be possible to eliminate
home-to-workplace infection
requiring computer users to run anti-viral
software on diskettes brought from
home, businesses are still vulnerable to
data loss, especially from identifiable
sources of infection.
Focus: Language
o Verbs for introducing summary statements
o Table 2 shows…
o Figure 1 illustrates…
o Table 3 demonstrates…
o Provide, present, summarize, repeat,
indicate
MONTE, A.L.
Some specific ways for qualifying or moderating a claim:
1. Probability
Sleeping 7-9 hours each day will result in better
academic performance.
Stronger It is certain that…
It is almost certain that…
It is probable/ likely that…
It is possible that…
It is unlikely that…
Weaker It is very/ highly unlikely that…
o Stronger claim: The factory has benefitted from
the recent technology upgrade.
o Soft claim: The factory seems to have benefitted
from the recent technology upgrade.
o Weaker claim: It has been said that the factory
seems to have benefitted from the recent
technology upgrade.
2. Generalization
- When qualifying or defending a
generalization, use the word “tend” or
qualifying modifiers.
o Stronger: UST Senior High School
Students are too complacent.
o Soft: UST Senior High School Students
tend to be complacent.
o Soft: Many UST Senior High School
Students are too complacent.
o Weak: A majority of UST Senior High
School Students tend to be
complacent.
3. Soft Verbs
o Stronger: If advised policies of the
government led to the financial
crisis.
o Softer: If advised policies of the
government may have contributed
to the financial crisis.
4. Distance
- Distance yourself from the data by showing
in some way that is “soft”.
Majority of UST Grade 11 Senior High School
Students came from private schools.
Based on the limited data available,
In view of some experts,
According to this preliminary study,
Based on informal of several STEM Students,
by
5. Hedging Devices
a) Introductory verbs
o Seems, tend, look like, appear to
be, think, believe, doubt, be
sure, indicate, suggest
b) Certain lexical verbs
o Believe, assume, suggest
c) Certain modal verbs
o Will, must, would, may, might,
could
d) Adverbs of frequency
o Often, sometimes, usually
e) Modal adverbs
FRANCIA, R.M.C.
o Certainly, definitely,
probably, possibly, perhaps,
conceivably
f) Modal adjectives
o Certain, definite, clear
g) Modal nouns
o Assumption, possibility,
probability
h) That clauses
o It could be the case that
o It might be suggested that
o There is every hope that
i) To clause + adjective
o It may be possible to obtain
o It is important to develop
o It is useful to study
EXAMPLES: Identify the verb that makes the weaker
claim.
1. The results (indicate, establish) that there is a link
between smoking and lung cancer.
2. The survey results (suggest, show) that the reuse
of sentences or sections from one’s previously
published papers is a questionable practice.
3. The latest series of students (question, challenge)
the value of including consumer expectations in
the assessment of service quality.
4. The results given in Figure 4 (validate, support) the
second conclusion that certain bacteria can
reduce arsenic (as) levels in groundwater.
5. Baseline conditions have been (assumed,
shown) to be more accurate at the time of the
surveys.
6. Several studies have (identified, alluded to) the
importance of cultural sensitivity as a precursor to
culturally appropriate medical care.
7. Changes in ambient temperature may have
been (influenced, distorted) the test results.
ARGUMENTATIVE ESSAY
o The argumentative essay, also called the
persuasive essay, is a piece of writing used to an
argument or claim about a particular topic.
o Persuasive essay uses the same techniques and
strategies, but are less formal.
FORMS OF ARGUMENTATIVE ESSAY
1. Editorial state the opinion of the editors and
publishers of news, organizations
2. An op-ed (opposite editorial) piece is an essay
that tries to convince readers to agree with the
writer’s views of an issue.
3. Letters to the editor are letters sent to print any
internet publications to express opinions in
response to previously published articles.
4. Reviews evaluate items and activities, such as
books, movies, plays, and music from the writer’s
point of view.
5. Advertisements are paid announcements that try
to convince people to buy or do something.
6. Propaganda uses emotional appeal and often
biased, false, or misleading information to
persuade people to think or act in a certain way.
GALLEGO, A.R.G. MONTE, A.L.
clearly, ELEMENTS OF ARGUMENTATION
1. Argument/ Claim
- An argument states a claim and supports it
with reasons and evidences from sources.
- Arguing your side makes you the proponent
2. Counterargument/ Counterclaim
- An argument that stands in opposition to
your argument/ claim, the counterargument
is your opponent’s argument which tries to
explain why you are wrong.
3. Refutation/ Rebuttal
- Simply disproving an opposing argument,
refutation is an important skill because it is
how a writer successfully convinces the
audience of the validity of his/her own
argument.
WRITING A REACTION PAPER
• A reaction paper is a response to some sort of
prompt. The prompt may be a question, a
current event, or a form of media, including
movies or video clips. It is a popular academic
assignment because it regulates thoughtful
reading, research, and writing.
A reaction paper SHOULD:
• Is a reaction to something you have read or seen
• Should be organized
• Has citation and references
• Includes opinions that are well-supported with
evidence
• Is a judgment, analysis, evaluation of the issues
about the topic
A reaction paper SHOULD NOT:
• Include a lot of “I think,” “I feel,” or “I believe”
statements
• Use the pronoun “You”
• Simply repeat what the author has already said
What should a reaction paper include?
1. Evidence that you have understand what the
material said
2. Your reaction to the writer or creator’s idea
3. Your evaluation of the material’s strength and
weaknesses
STEPS IN WRITING A REACTION PAPER
1. Reading and studying the material
2. Annotate the text as you read
3. Ask questions as you read
4. Freewrite
5. Decide on your angle and determine your thesis
6. Organize your paper
7. Gather quotations
8. Structure your paragraph
Reaction Paper Critique Paper
Written by anyone; written Written by professionals in
as a requirement in the specific field
academe
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
CRITIQUE PAPER o Secondary Audience – the
• A critique paper is a genre of academic writing people affected
that briefly summarizes and critically evaluates a o Size and Composition
work or concept. - Larger size = Longer
• Written by professionals message
• Evaluates works such as: - Number of people
1. Creative works – novels, exhibits, film, to be addressed
images, poetry and how the
2. Research – monographs, journals, message needs to
articles, systematic reviews, theories be written
3. Media – news reports, feature articles o Understanding Level – what
the audience know and
PARTS OF CRITIQUE PAPER does not know
1. Introduction o Good Relationships – bits
- Article and its author and pieces of the actual
- Your main point (evaluation of the article) message are considered
2. Body Establishing Good
- Summary of the issues Relationships
- Author’s key assumptions • Spotlight Audience
- Your perspective on these assumptions and Benefits
basis/ criteria used • Cultivate “You”
3. Conclusion View
- Overall evaluation of the work • Sound
- Summary of the key reasons, identified during Conversational
the critical evaluation, why this evaluation • Use Positive
has formed Language
- Sometimes; recommendations or • Use Inclusive
improvement Language
• Adopt Plain
CREATING BUSINESS MESSAGES Language
• Purposeful – • Draw on Familiar
• Economical – economical use of words + be Words
concise as possible
• Audience oriented – placing oneself in the shoes ESTABLISHING GOOD RELATIONSHIPS
of audience/ receiver 1. Spotlight Audience Benefits
• Process oriented – undergo different stages - Focus your statements on the
audience, not the sender
PROCESS OF CREATING BUSINESS MESSAGES
1. Prewriting Instead of this: Try this:
• Analyzing (Audience & Situation) We are promoting a You will enjoy total
• Anticipating new hospitalization peace of mind with our
• Adapting plan that we believe affordable
has many outstanding hospitalization plan.
EXERCISE: benefits.
1.
Stages Involved in Pre-Writing: 2. Cultivate/ Develop a “You” View
i. Defining Purpose - Emphasize second-person
o Realistic – Is your purpose pronouns (You/Your) instead
doable? of first-person pronouns
o Timely – Is it relevant? (I/We/Us/Our)
o Acceptable – Does your
purpose/ objective conform Instead of this: Try this:
with company’s standpoint Before we can allow You may begin making
or goals? you to purchase items purchases on your new
o Appropriate – Are you the on this new account, account in two weeks.
right person to we must wait two
communicate that kind of weeks to verify your
business message? credits.
We are now offering You can now purchase
ii. Analyzing the Audience HP computers at HP computers at
o Primary Audience – the discounted prices. discounted prices.
decision makers or opinion We are pleased to Congratulations! You
holders announce that you have been selected to
have been approved enter our leadership
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
to enrol in our training program! You claim that It’s probably untrue
leadership training You are wrong I am right
program. You do not You are not smart
understand
3. Sound Conversational You delay You are at fault
- Levels of Language Use You forgot to You are inefficient,
stupid and careless
Unprofessional Conversational Formal
Found in: I need you to be more like _______.
Some comic Business Scientific That person is better than you.
strips and messages, writing, How do you think you’ve been performing?
songs, some novels, most scholarly I already know how you’re performing, but I just
commercials, newspapers books, formal want to see if you’re aware.
some and most essays, I’m cutting you some slack since.
conversations, magazines proclamations If you were anyone else, you’d be fired.
some IM and or prepared - Courteous Language – avoid
e-mail speeches sounding demanding,
messages preachy or rude
Examples:
wasted ruined annihilated Instead of this: Try this:
nab catch apprehend You must complete Will you please
bad-mouth criticize disparage this research by June complete this research
dough, bread money currency 1. by June 1?
stewed, intoxicated, inebriated I am sick and tired of Let me show you how
plastered drunk being the only one to remove jammed
I ain’t I’m not I am not who removes the paper so that you can
humongous enormous prodigious jammed paper from complete your copying.
tight frugal penurious the copier!

- Conversational Language 5. Use Inclusive Language

Instead of this: Try this:
The undersigned takes I’m happy to… Instead of this; Try This:
pleasure in… Have you called a Have you called a
It may be of some We’ve credited your salesman? salesperson?
concern to you to account for Php2500. Every executive has o All executives
learn that your check his own office. have their own
has been received offices.
and your account has o Every executive
been credited for has an office.
Php2500. o All executives
have offices.
4. Use Positive Language o Every executive
has his or her
Instead of this: Try this: own office.
Employees may not Employees may use the
use the Dapitan gates P. Noval gate during 6. Plain Language
during the remodelling the remodelling of - Avoid federalese,
of Roque Ruaño Roque Ruaño bulding. bureaucratese, and inflated
building. language.
We cannot fill your We can fill your order o Federalese: Each person to
order until we receive once we receive an whom the request is herein
an exact model exact model number. addressed is henceforth solicited
number. to submit, or to have his or her
We must withhold You will be paid department representative
payment until you promptly once the job submit, to the Department of
complete the job is completed Labor official described above,
satisfactorily. satisfactorily. a comment on whether the
proposed plan, in his or her
- Negative Language considered view, meets the
Negative Language Hidden Meaning requirements of the 2003 law.
You overlooked You are careless o Simple Translation: You may wish
You state that But I don’t believe you to comment on whether the
You failed to You are careless
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
proposed plan meets the - Search manually (books,
requirements of the 2003 law. magazines, journals).
- Access data electronically.
7. Familiar Words - Go to the source.
- Avoid long, difficult and - Conduct scientific
unfamiliar words. Use short, experiments.
simple, and common words o Informal: Colleagues; accessible
whenever possible. inside the workplace/ company
- Look in your organization’s
Less Familiar Words Simple Alternative files.
encounter meet - Talk with your boss.
extrapolate project - Conduct an informal survey
obligatory required by interviewing the target
terminate end audience.
• Organizing – arranging information
iii. Choosing channel and medium logically
o Fire Triangle – ALL stages should be included o Scratchlist: Randomly
enumerating
CHANNELS o Outline: Identifying the major
Face to Face Group Message and minor parts
Telephone Call Video/ Telephone Conference o Direct: Positive to Neutral
response
Voice Mail Memo
- Saves reader’s time
Fax Letter - Sets a proper frame of mind
E-mail Report/ Proposal - Prevents frustration
o What would you select to announce all - Appears businesslike
employees that the company will close at noon o Indirect: Negative response
every Friday during the summer? Memo - Respects feelings of
o What would you select to inform an employee audience
that he/she needs to explain how he/she - Encourages a fair hearing
mishandled a call with a customer? Face to Face - Minimizes a negative reaction
o Making decisions and consensus? Group Meeting • Composing – transforming effective
sentences
Media Richness Theory o Structures
• Everything is possible, but not all will be equally
effective. SENTENCES
1) Urgency of Feedback Active and Passive
2) Cost Simple 1 Independent
3) Formality Compound 1 Independent, 1
4) Permanence (of the Business Message Independent
itself)
Complex 1 Independent, 1
Dependent
Compound-complex 2 Independent, 1
Dependent

ACTIVE- and PASSIVE-Voice Verbs

• Use the active voice for most business writing.
• Use the passive vice to emphasize an action or
the recipient of the action-rather than the actor
(New laws were passed; drunk drivers were
targeted).
• Use the passive voice to break bad news
(Although your lease cannot be renewed, we
can offer…).

EXERCISE: Convert the following sentences to active

voice. You may have to add a subject.

2. Writing We were given our orders The manager gave us our

• Researching – finding information on by the manager. orders.
topic Our internet is used by Employees use our internet
o Formal: More rigorous and employees to complete to complete forms.
complex in nature; Outside the forms.
workplace/ company
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
Convert the following sentences to passive voice. Fragment Although technical Although
We must delay shipment of Your merchandise skills are important. technical skills
your merchandise because shipment must be delayed Communication are important,
of heavy demand. because of heavy skills are also in communication
demand. great demand. skills are also in
Management rejected our Our plan was rejected by great demand.
plan. the management. Comma-splice College used to be College used to
for young people, be for young
o Errors
however many people;
ERRORS older students now however, many
Fragment Disguised Sentences seek degrees. older students
Fused and Comma No Separator now seek
Comma Connector degrees.
Dangling; Misplaced Missing Modified Word Run-on Technology is Technology is
Far Modified Word sentence changing the changing the
business world business world.
Faulty Parallelism Inconsistent Forms
people are writing People are
EXAMPLES: more messages writing more
• Sentence Fragments than ever before. messages than
o Fragment: Even though the pay was low. ever before. OR:
Many candidates applied. Technology is
o Revision: Even though the pay was low, many changing the
candidates applied. business world;
• Fused Sentences people are
o Two candidates applied only one was hired. writing more
o Revision: Two candidates applied. Only one messages than
was hired. ever before.
• Comma Splice Comma-splice Executives are Executives are
o Many were qualified, Jeff was hired. busy, they won’t busy. They won’t
o Revisions: read wordy read wordy
Many were qualified. He was hired. messages and messages and
Many were qualified; he was hired. reports. reports. OR:
Many were qualified; however, Jeff was hired. Executives are
busy; they won’t
EXERCISES:
read wordy
• Misplaced Modifiers
messages and
Poor Revised
reports.
It’s hard to understand why It’s hard to understand why
employees would not go to employees with software
Developing Parallelism
our technical support staff problems would not go to
• Parallel expression uses balanced construction.
with software problems. our technical support staff.
Match nouns with nouns, verbs with verbs,
phrases with phrases, and clauses with clauses.
• Dangling Modifiers
Poor Revised Poor Revised
Using the search engine, Using a search engine, we Training sessions have been Training sessions have been
the Web site was finally finally located the Web stimulating and a stimulating and
located. site. challenge. challenging.
(Matches -ing verbals)
• Developing Parallelism We are very concerned We are very concerned
Poor Revised with the quality of raw with the quality, location,
We are very concerned We are very concerned materials, where they are and transportation costs of
with the quality of raw with the quality, location, located, and how much it raw materials.
materials, where they are and transportation costs of costs to transport them. (Matches nouns)
located, and how much it raw materials. Serena takes the Serena takes the
costs to transport them. telephone orders, Matt telephone orders, Matt
locates the items in the locates the items in the
Revise the following to avoid fragments, run-on warehouse, and the items warehouse, and Yolanda
sentences, and comma-splices. are sent by Yolanda. sends the items.
Poor Revised (Matches active-voice
Fused You can create a You can create verbs)
Sentences Web-based job a Web-based job
portfolio it will portfolio; it will
impress potential impress potential
employers. employers.
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
How could parallelism be improved in the following o Redundancy (use of repetitive
sentences? words)
- Remove Redundant
Our knowledge Our knowledge Words: Avoid necessarily
management system management system repetitious words.
focuses on the collecting, focuses on collecting, EXERCISE: What words could be omitted in these
storage, and sharing of storing, and sharing of best expressions?
best practices. practices. 1. Advance (adj) warning
This fall seminar is in This fall seminar is in 2. Close (adj) proximity
October, December is October, the winter 3. Exactly (adv) identical
scheduled for the winter seminar is in December, 4. Filled to capacity(adv)
seminar, and May is the and the spring seminar is in 5. Final (adj) outcome
month of the spring May. 6. Necessary (adj) requisite
seminar. 7. New (adj) beginning
8. Past (adj) history
3. Revising 9. Refer back (adv)
• Revising 10. Serious (adj) danger
• Proofreading
• Evaluating o Buried Verbs
- Revise verbs that have
I. Grammar – proper use of words as they been converted to
relate with other words in a sentence nouns.
o SVA (Subject Verb Agreement) - Tip: Look for words
/PAR (Pronounce Antecedent ending in tion or ment.
Relationship) Could they be more
efficiently and forcefully
Subject-Verb-Agreement converted to verbs?
SINGULAR PLURAL - Use verbs more than
S FORM B FORM nouns.
Is Are
Was Were Instead of this: Try this:
Has Have Once we have the Once we establish a
Does Do establishment of a web Web site, our business
site, our business will grow. will grow.
EXERCISE Please give serious Please seriously consider
1. The patient and the doctor (meet, meets) for consideration to a a company intranet.
hours to discuss some matters. company intranet.
2. The man and buyer of that lot (assign, assigns) a
secretary to process the land title. o Exuberance
3. Pen and paper (is, are) needed in the exam. - Control exuberance: To
4. The cabinet together with the drawers (was, sound credible, don’t
were) sold at a very low price. overuse intensifiers such
5. Either the notebooks or the English book (has, as very, definitely, quite,
have) to be covered. completely, extremely,
6. Civics (has, have) not been part of this year’s really, actually, and
curriculum. totally.
7. The pieces of equipment (help, helps) make the
job easier. Excessive Businesslike
8. A pair of scissors (is, are) enough to cut through The manager is actually The manager is pleased
the thin plastic cover. quite pleased with your with your proposal
9. The team (promise, promises) the audience to proposal because the because the plan is
win the coming batch. plan is definitely workable. workable.
10. Everyone (try, tries) to do his/her best to perfect
the exam. o Precision
11. Only a few (manage, manages) to submit the - Revise your writing to
requirements on time. include precise words.
12. The number of judges (agree, agrees) to her Strive for specific verbs,
proposition. concrete nouns, and
13. A number of items in the test (need, needs) to be vivid adjectives. Beware
reviewed. of unclear pronouns.
14. There (has, have) been errors in the encoding of
grades.
15. Almost 1/3 of the pizza (do, does) not taste good.
FRANCIA, R.M.C. GALLEGO, A.R.G.
Unclear More Precise
The man asked for a raise. Jeff Jones asked for a 10
percent salary increase.
An employee presented a Kelly Keeler, production
proposal. manager, presented a
plan to stagger hours.
MONTE, A.L.
III. Design – physical appearance of the
whole business message/ readability
Designing Documents for Readability
Serif: Useful for body text. Sans serif: Useful for
headings and signs

Instead of this: Try this: Times New Roman Arial

They thought her report The management Century Tahoma
was good. council thought Erin’s Georgia Verdana
Garamond Calibri
report was factual and
well-written.
She said she would get in Sheila said she would o B-M-A (Background-Margin-
touch. send you an e-mail. Alignment)
o Style and Face
II.Mechanics – writing conventions (how Smaller Chunks:
words are formed) o Bullets, Numbers, Letters
o Spelling - Numbers and Bullets:
EXERCISE: Check your spelling. Use a numbered list for
1. Embarrass instructions.
2. Accommodate - Process/ instructions
3. Guarantee
4. Indispensable Instead of this: Try this:
5. Judgment To clean the printer, you To clean the printer, do
6. Leisure should do the following. the following:
7. Maintenance First, you should 1. Disconnect the
8. Personnel disconnect the power power cord.
9. Occasionally cord. Then you open the 2. Open the front
10. Privilege front cover, and the cover.
11. Separate printer are should be 3. Clean the
o Capitalization cleaned with a soft cloth. printer with a
- Person’s title in the soft cloth.
signature line
DOs DONTs - Letters: Use letter to list
Sincerely yours, Sincerely yours, items within sentences.
Strive for parallelism.
Pen Vee Piscoso Vivian S. Atotubo - Enumerating a generic
Maintenance Head directress list of items.
Best regards, Best regards,
Instead of this: Try this:
Angelo Caoili Aaron Paul Balahadia Our team constantly tries Our team constantly
President chief executive officer to achieve our goals, tries to (a) achieve our
customer services must be goals, (b) improve our
- First letter of salutation improved, and our customer service, and
and complimentary production targets must (c) hit our production
close be met. targets.
Salutation Complimentary Close
Dear Dean yours truly, o Columns and Paragraph
Baluyot (correct) (incorrect) Headings
To whom this may yours in Christ - Column Headings:
concern (incorrect) (incorrect) Organize information
with column headings.
dearest fellow Thomasians Respectfully yours,
(incorrect) (correct)
Instead of this: Try this:
- Titles On April 3 we will be Date City Speaker
in Toledo, and the
DOs DONTs
speaker is Troy Lee. April 3 Toledo Troy Lee
Public Relations Officer dear Baluyot
On May 20 we will be May 20 Detroit Sue Wu
Jessica de Mesa
in Detroit, and the
Operations Manager Languages coordinator
speaker is Sue Wu.
Justin Pahimolin Artiz Mae Quijano
Police Officer Regil Kent department chair
Acapulco Aphrodite Soliven
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
- Paragraph Headings: Writing Plan for a Direct Information Request
Use paragraph Writing Moves
headings to improve Opening
organization and - State request politely
readability. - TIPS IN STATING REQUEST:
Correct Incorrect
Instead of this: Try this: Will you please answer the I’ve been given the task of
The next topic is Vacations. A new following questions location a convention site
vacations. A new vacation schedule will regarding possible for my company’s meeting.
vacation schedule will be be available on May 1. accommodations at the I’ve checked a number of
available on May 1. Hyatt Regency for a places, and your hotel
To assist employees, we Flextime. To assist conference in May. looks possible.
will begin a flex schedule employees, we will
in the fall. begin a flex schedule in
the fall.
Please have a My company is interested
COMMUNICATING IN THE WORKPLACE representative visit my in building a commercial
company to discuss Web site. I noticed at your
Organizational/Operational Communication building a commercial web site an offer to have
1. Internal Organizational Communication site. representative visit and
- Company representatives discuss plans. We are eager
2. External Organizational Communication to have someone visit us.
- Company & Outsiders Please send us a procedure I am conducting a training
- Information Request & Reply for ordering a copy of a class for students of
- Claim & Adjustment photography to be used for photography at the Lincoln
EXERCISE: training purposes. Training Center, and I saw
Analyze each situation and decide if it is external or a picture we could use in
internal org. comm. our program.
1. Toyota Philippines is advertising its latest model of
the year 2018 – 2019 through an infomercial. Body
EXTERNAL - Explain request
2. All Meralco offices invite their customers to fill out TIPS IN EXPLAINING REQUEST
a survey questionnaire provided at every counter 1. Reason for Requesting
and suggestion boxes in front of every office, so 2. Additional questions related to the
they can conduct regular quantitative and request presented in bullet form.
qualitative analysis on the customer’s satisfaction
rate. What possible questions can you add to the
EXTERNAL following information request?
3. Mr. Cruz wrote a memo to his immediate a. Discount offered for orders made in bulk
subordinates to inform them of the new guideline - Is there going to be a delivery
policies pertaining to attendance bonus. charge? How long?
INTERNAL b. Rates for catering services
4. The sales manager of a music store coordinates - How much do you charge per
with his subordinates in order for them to be head?
notified of the store’s latest promo. c. Availability of function rooms in a hotel
INTERNAL - How large? Inclusions?
5. Mrs. Reyes, a regular employee, sees to it that her
new co-workers can still cope with the demands Closing
of the company by taking the initiative - Give date of expected reply and reason
INTERNAL Correct Incorrect
We would Thanks for any
In conclusion, appreciate receiving information you can
There are different ways by which we can communicate answers to these provide.
with each other internally and externally in the workplace questions before
or business setting. June 4 so that we will
have plenty of time
to plan our
conference.
Letter for External Organizational Communication Please call us at Hoping to hear from
BUSINESS LETTERS (213) 457 – 2998 you at your earliest
Information Request before June 4 to convenience.
- USE: Inquiring for company services arrange an
- E.g. hotel accommodations, suppliers, appointment during
company outings the week of May 10.
FRANCIA, R.M.C. GALLEGO, A.R.G. MONTE, A.L.
Your answer to my Thank you for your
inquiry will help me cooperation.
make my printer
choice.

Parts of a Business Letter

1. Letterhead
2. Dateline
3. Inside Address (NP (Name & Position)-CN
(Company Name)-CA (Company Address))
Asst. Prof. Mary Erika P. Bolaños, Principal
University of Santo Tomas Senior
España, Manila + Zip Code
4. Salutation
Dear Asst. Prof. Bolaños:
5. Content: OBC
6. Complimentary Close
7. Signature Line
8. Reference Initials (Writer & Sender)
- Used in big companies in order to track
and protect his employees
CEO – Allan B. Gonzales asked his secretary,
Anna Marie Reyes, to write the letter for him.
ABG (sender): amr (typist)

Between letterhead and dateline = 1 line

Between dateline & inside address = 2-10 lines

Between inside address and salutations = 1 line (double

space)

Between salutation and first paragraph = 1 line (double

space)

For the paragraphs in the body of the letter = single

space paragraphs; leave 1 blank line (double space)

Last paragraph and complimentary close = 1 line

Signature = 4 lines for the space

Position and reference initials = 1 line (double space)

OTHER TYPES OF BUSINESS LETTERS

1. Reply
- Opening: respond to main request
- Body: answer & add
- Closing: entice
2. Claim
- Opening: desired action
- Body: background info (-WH?)
- Closing: Goodwill expressions
3. Adjustment
- Opening: grant
- Body: regain
- Closing: express
Content
Subject Line – Body
Opening - Closing