Module 4 Communication For Work Purposes

COMMUNICATION FOR WORK PURPOSES
MODULE 4
Instructor : Salirick S. Andres
Course : GEC 005 Purposive Communication
Intended learning outcomes
2
Explain the different purposes of communication in the

workplace;
Create different communication materials in the workplace;

and
Utilize these communication materials in the simulated

workplace.
GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

3 Business Letters
Starting to establish connection…

What is a Business Letter?
4
➢ A business letter is a formal

document often sent from
one company to another or
from a company to its clients,
employees, and stakeholders,
for example.
➢ Business letters are used for
professional correspondence
between individuals, as well.

Business Correspondences
5
➢ A letter of application, also known as a cover letter, is a document

sent with your resume to provide additional information about your
skills and experience.
➢ A resume is a one- or two-page formal document that job hopefuls
submit to hiring managers and employment recruiters as a means of
itemizing their work experience, educational background, and
special skills.
➢ Resumes are traditionally accompanied by cover letters, in which
applicants champion their relevant skills and tout their specific
qualifications for a given position.
Parts of a Business Letter
6
Business
Letter
Essential Supplementary
Parts Parts
Essential Parts
7
1. Letterhead or Heading. Most professional business correspondence is

printed on a letterhead template. A letterhead contains the company
name, address, and contact information. An individual may also
create a letterhead that contains his name and personal contact
information. While some individuals may choose not to create a
formal letterhead, it is always necessary to include a header with the
sender’s information.
2. Date. Simply put, the date is the day the letter is sent. The most
commonly used data format is August 6, 2018. Do not abbreviate
the month and always include all four digits of the year.

Essential Parts
8
3. Inside Address. This is the address of the recipient. If applicable, the

first line in the address block should include the recipient’s name and
title, and the second line should state the recipient’s company or
business. The third and fourth lines are designated for the actual
address.
4. Greetings or Salutation. Different circumstances determine which
salutation or greeting is most appropriate. Use “Dear” when the
recipient’s name or title is known. Examples include “Dear Mr. Doe”
or “Dear Sales Director.” When the name or title is unknown, use “To
Whom It May Concern.” Always punctuate the salutation of a
business letter with a colon (:) instead of a comma.

Essential Parts
9
5. Body. The body is the longest part of a letter and is usually divided into
three subcategories: introduction, main content, and summary. The
introductory paragraph states the purpose of the letter. The main content
conveys all necessary detailed information and has no set length
requirements. The last paragraph summarizes the information provided,
restates the letter intent, and offers either instructions or an inquiry
regarding follow-up correspondence.
6. Complimentary Close. The complimentary close is a word or short phrase
that basically means “goodbye.” “Sincerely” is the most common closing
remark. Others include “cordially,” “best wishes,” and “best regards.” The
complimentary close can vary in degrees of formality and is dependent
upon the relationship between the sender and recipient.

Essential Parts
10
7. Signature. In letters that are sent via email, the signature is

simply the sender’s name and title typed immediately below
the complimentary close. When a letter is mailed, faxed or
hand-delivered, however, there should be a large enough
space below the closing and above the typed name and title
for the sender to provide her written signature.

Supplemental Parts
11
1. Attention Line. This part directs the letter to a specific person

or position who will read and pay attention to the letter. It is
often written using the format:
➢ Attention: <Name> <Position>
2. Subject Line. This part identifies the main
topic/business/purpose why the letter was written. It is often
written using the format:
➢ Subject: <Adjustment Letter> or with the use of
➢ Re: <Letter of Inquiry>
Supplemental Parts
12
3. Identification initials. This part contains the initials of whoever

typed the business letter.
➢ For example, the initials, /SSA identifies that Salirick S. Andres
typed the letter.
4. Enclosure or attachment notation. This part contains any
attached documents or any additional material in the mail or
envelope.
➢ For example, the enclosure notation, Encl (5) identifies that there are
five enclosed or attached documents in the letter.

Supplemental Parts
13
5. Copy notation. This part identifies other persons or parties

receiving the letter whether as a Carbon Copy (CC) where all
recipients know who else received the letter or a Blind Carbon
Copy (BCC) where each recipient is unaware who else received
the letter. Nowadays, this stands for Courtesy Copy.
6. Postscript. This part, normally written as PostScript or PS adds
personal comment or emphasis or any additional message the
writer wants to include but not able to include it in the body of
the letter.
14 Writing Business Letters
Putting it together…

Writing Business Letters
15
➢ It is important to remember that any business letter is

a legal document between the interested parties.
➢ These documents can be held for up to seven years, so it is
important that all information is honest and legitimate.
➢ A business letter can be classified as private, however, it is
typically not circulated to others, but rather meant for the
eyes of the participants involved.
➢ A business letter needs to be clear, focused, and to the point.

Writing Business Letters
16
➢ When writing a business letter, the author should avoid

interjecting personal stories.
➢ In writing a business letter, it is preferable to use personal
singular pronouns like “I” and “you”.
➢ Avoid using plural pronouns like “we” since it can mislead
the audience to assume that the company supports the
message of the letter.
➢ In addition, personal pronouns are easier to understand,
because it directly refers to the parties involved.

The Format of Business Letters
17
➢ Use single or 1.15 line spacing. NEVER use double spaces

within the business letter.
➢ Use a simple format with a font that is easy to read. You
may use:
1. Full block format
2. Semi-block or modified block format
3. Simplified format
➢ Leave a blank line between each paragraph. This makes it
easier to follow the changes of topics within the letter.

The Introduction
18
➢ This paragraph should introduce why you are

writing the letter and sum up the key points in the
following paragraphs.
➢ Include a statement that shows you are
knowledgeable of the audience to which your letter
is directed.

The Body
19
➢ Provide background or history regarding the purpose

of the letter.
➢ Talk about the key points you are making.
➢ Include a justification for the importance of the main
points.
➢ List any important dates, discussions, and conversations
that are relevant.
➢ Ask questions, if necessary.

The Conclusion
20
➢ Summarize the main points of the letter.

➢ Restate the problem and resolution if pertinent.
➢ Include deadlines.
➢ Provide contact information (Email, Phone Number,
Fax, Etc…).

The Complimentary closing
21
➢ Being both respectful and professional are two important elements

of your ending salutation.
➢ You must remember that each employer, boss, or co-worker may
have different expectations as to what is acceptable as a proper
salutation. A few general ending salutations deemed professional
include:
1. Sincerely,
2. Respectfully yours,
3. Yours truly,
4. Best regards,

The Signature block
22
➢ Always close a letter.

➢ ‘Sincerely’ would be the safest way to close out a business
letter.
➢ On a typed business letter, following the closing, you should
leave one space to sign your name with a pen.
➢ This will allow for a more personal touch on an otherwise
bland letter. This is the only handwriting on the paper so make
sure the signature is clear.
The Signature block
23
➢ Below this personal signature should be your typed first and last
name to allow for easy reading. After this, you can include anything
else that the reader may need to know.
➢ This could include:
1. your job title,
2. identification number,
3. a notation that there are copies attached at the bottom of the
document, or
4. other contact information, such as e-mail address or business phone
number.
Additional Tips
24
1. Address the reader formally (with Mr., Ms, or Mrs.) unless otherwise
directed.
2. Address the letter to a specific person whenever possible, and not the
company so it does not get discarded.
3. Use a colon after the salutation if using the reader’s last name and
a comma if using their first name. (if you are comfortable with each
other already )
4. Use company letterhead to make the document more professional, if
the document is related to company affairs.
5. Use a subject line to inform the reader quickly of the content of the
document.
Additional Tips
25
6. Sign your name in ink neatly at the bottom, between the closing and
the Electronic Signature of the document. An alternative is a scanned
signature then pasted on top of the printed name in the soft copy.
7. If a letter does not fill an entire page but be sure the content of the
letter is in the middle of the page and the document is balanced.
8. Be sure to list the people on the letter that you are sending copies to
so a certain individual is not left out.
9. It is okay to use specific pronouns, such as “I” and “You”, but be
careful when using “We”. This is simply because it can commit your
company to what you have written.

26 Writing Resume
How to showcase yourself…

What is a Resume?
27
➢ A resume is the
representation of your
professional self.
➢ It is a concise
compilation of your
educational and
professional experience,
as well as the skills that
make you desirable for
the workforce.

28

29

1. Reverse-Chronological
30
➢ This format has the items in the content listed chronologically

from the most recent to the least. This is the more traditional
format and is what you are most likely to come across.
➢ This is flexible and can be used for applicants with any level
of experience. Click here for a sample.
➢ You should use this if:
1. You want to show a vertical career progression.
2. You want to apply for a job in a similar field.
3. You want to promote my upward career mobility.
1. Reverse-Chronological
31
➢ This format has the items in the content listed

chronologically from the most recent to the least. This is
the more traditional format and is what you are most
likely to come across.
➢ You should not use this if:
1. You have major gaps in your employment history.
2. You are changing your career path.
3. You change jobs every few months.
2. Functional
32
➢ While chronological places emphasis on career progression, a

functional format focuses on your abilities and skills. Since it
heavily emphasizes the applicant’s qualifications, the
functional format is more suitable for those with an expert
level of experience. Click here for a sample .
1. You have gaps in your employment history.
2. You are changing your career industry.
3. You want to highlight a specific skill set.
2. Functional
33
➢ While chronological places emphasis on career

progression, a functional format focuses on your abilities
and skills. Since it heavily emphasizes the applicant’s
qualifications, the functional format is more suitable for
those with an expert level of experience.
1. You want to highlight upward career mobility.
2. You are an entry-level candidate that lacks experience.
3. You lack transferable skills
3. Combination
34
➢ The combination format merges bits and pieces from both

chronological and functional formats.
➢ This format is generally reserved for those with a great deal of
experience in a particular industry. Click here for a sample.
1. You want to highlight a developed skill set within a specific
career.
2. You want to change your career path.
3. You are a master of the subject you are applying to.

3. Combination
35
➢ Like the functional format, it focuses on specific

qualifications, yet the body of the document contains
professional experience similar to chronological format.
This format is generally reserved for those with a great
deal of experience in a particular industry.
1. You want to highlight your education.
2. You lack experience.
3. You are an entry-level candidate.
Tips on Writing Resume
36
1. The number one tip is to keep your resume as clear and

to-the-point as possible.
2. The average time spent looking at a resume is 6 seconds,
so a concise resume in a one-page format is highly
preferred.
3. Showcase only your relevant work experience as fast as
possible.
4. The keyword in resume writing is relevant.

37
➢ Contact Information. When including your email address, be sure to

use addresses that are professional looking and sounding.
➢ Work Information. This section should include all relevant paid work
experience, including internships. You should also include information
about promotions in this section.
➢ Education. List degrees in reverse order. Only include your GPA if it
is higher than 1.5. But if you’ve already been in the workforce, tone
down your education section, the best rule of thumb is that one line
will suffice.
38
➢ Skills. Skills on your resume are important. Your resume should be

tailored to each job you apply to so the skills should be integrated
organically into your work experience if possible. Also include a
description of the skill, or your expertise level as possible.
➢ Awards. Only include this section if it makes sense for the job for
which you’re applying.
➢ Community Service. Always think of relevance before adding
anything to your resume.

39
Writing Application Letters
Selling yourself…

What is an Application Letter?
40
➢ An application letter is a business

letter sent by the job applicant
to the prospective employer with
the hope of eventually landing
the job.
➢ Application letters are actually
sales letters. You are trying to
“sell” yourself so you are
“packaging” or “showcasing”
your educational qualifications,
experiences, talents, skills, and
knowledge.
Types of Application Letter
41
Solicited Application Letter Unsolicited Application Letter

➢ This is the type of application ➢ This is the type of application
letter that you write in letter when the company did
response to announced a job not actually post any job hiring
opening in various media such event but you are writing
as Classified Ads, Billboards, somehow because of the
Radio, TV, among others. common knowledge about the
potential need to hire
additional employees.

42
➢ Opening Paragraph:
1. Why are you writing – mention the job you are applying
for and where you found the listing/opening.
2. For unsolicited, mention that a reliable source has fed you
with information hence you are expressing your desire to
apply.
3. Don’t forget to state what made you decide to choose the
company and apply for the job.
43
➢ Middle Paragraph(s):
1. What you have to offer the employer –
systematically mention why your experiences,
educational qualifications, knowledge, and skills are a
good fit for the job.
2. Mention that the company and yourself will both
benefit from the “partnership” if ever you will be
hired by them.
44
➢ Closing Paragraph:
1. Be appreciative. Say thank you to the hiring manager
for considering you and note how you will follow up.
2. You may leave your contact details, email, website,
LinkedIn account, among others, should they wish to
contact you.

Do’s of Writing Application Letters
45
✓ Include the addressee‘s full name, title, company

name, and company address
✓ Include your own full name, address, and contact
information
✓ Use a formal greeting (Mr., Ms., Dr.) use formal
language throughout the letter
✓ Mention how you found out about the position
Do’s of Writing Application Letters
46
✓ Be clear, objective, and persuasive — rather than

simply describing your background
✓ Be positive in tone, content, and expectations
✓ Use transitions appropriately
✓ Follow up after five business days

Don’ts of Writing Application Letters
47
❖ Write a long letter—shorter is better (2 pages max)

❖ Address the person by the first name unless you know
him or her personally and have permission to do so
❖ Write more than three/four paragraphs (just limit it with
intro, core, closing)
❖ Forget to personally sign the letter

Don’ts of Writing Application Letters
48
❖ Use contractions (I‘m, I‘d, you‘ll)

❖ Mix up the UK and US English varieties
❖ Use flashy stationery (unless you‘re applying for a highly
creative job)
❖ Use slang, vulgar, street, and profane words

49
Job Interviews
Presenting yourself…

What is Job Interview?
50
➢ A job interview is a
conversation that occurs
between a potential employer
and a job applicant.
➢ During the job interview, the
employer has the opportunity
to appraise the applicant’s
qualifications, appearance,
and general fitness for the job
opening.

Types of Job Interview
51
1. One-to-one interview – You are

interviewed by just one person
2. Panel interview – This is where
you’re interviewed by more than
one person at a time – expect two
or more interviewers to be in the
room with you.
3. Competency interview – The
most advanced interview type.
You’ll be tested on different
situations via varied questions
What to wear?
52
1. Do err on the side of caution.

2. Don’t go too sexy.
3. Grooming is as important as what
one is wearing.
4. Do try on the outfit beforehand to
make sure it’s right.
5. Don’t wear anything uncomfortable
that will make you feel self-conscious
or distracted.
6. Do forget what you’re wearing once
you get into the room.

Prepare to answer questions
53
1. Questions about you

2. Questions about your
work experience and
knowledge
3. Questions about why you
want THIS job
4. Competency-based
questions
Interview Do’s and Don’ts
54
1. Do: Make eye contact.

2. Don’t: Slouch.
3. Do: Use your hands.
4. Don’t: Touch your face.
5. Do: Smile.
6. Don’t: Move about.
7. Do: Mirror. Ask Questions
8. Don’t: Ask personal
matters

Interview Do’s and Don’ts
55
➢ Job Interview Tips - Job

Interview Questions and
Answers
➢ https://www.youtube.com/w
atch?v=epcc9X1aS7o&t=5s

In summary
56
➢ There are many communication materials that cut across professions:

business letters, memoranda, and minutes of a meeting, among
others. Other genres are Facebook, Twitter, and LinkedIn which are
found in social media channels.
➢ While traditional genres now have their counterparts in social
media, their structures are essentially the same.
➢ One of the important genres that cut across disciplines is the business
proposal which has three major parts: the problem statement, the
proposed solution, and the costing or pricing.
In summary
57
➢ The job interview is a vital component of the job application process.

➢ A job interview is conducted to determine whether or not the
applicants possess the qualities expected from employees.

See you next time!
58
Check your Canvas regularly (Messages, Announcements, etc.)
Submit the tasks on time (Assignments, Discussions, Quizzes)
Message me if needed (Canvas Inbox)
Enjoy your online classes and stay safe always!


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COMMUNICATION FOR WORK PURPOSES

Explain the different purposes of communication in the

Create different communication materials in the workplace;

Utilize these communication materials in the simulated

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ A business letter is a formal

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ A letter of application, also known as a cover letter, is a document

1. Letterhead or Heading. Most professional business correspondence is

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

3. Inside Address. This is the address of the recipient. If applicable, the

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

7. Signature. In letters that are sent via email, the signature is

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

1. Attention Line. This part directs the letter to a specific person

3. Identification initials. This part contains the initials of whoever

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

5. Copy notation. This part identifies other persons or parties

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ It is important to remember that any business letter is

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ When writing a business letter, the author should avoid

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Use single or 1.15 line spacing. NEVER use double spaces

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ This paragraph should introduce why you are

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Provide background or history regarding the purpose

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Summarize the main points of the letter.

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Being both respectful and professional are two important elements

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Always close a letter.

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ This format has the items in the content listed chronologically

➢ This format has the items in the content listed

➢ While chronological places emphasis on career progression, a

➢ While chronological places emphasis on career

➢ The combination format merges bits and pieces from both

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Like the functional format, it focuses on specific

1. The number one tip is to keep your resume as clear and

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ Contact Information. When including your email address, be sure to

➢ Skills. Skills on your resume are important. Your resume should be

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

➢ An application letter is a business

Solicited Application Letter Unsolicited Application Letter

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

✓ Include the addressee‘s full name, title, company

✓ Be clear, objective, and persuasive — rather than

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts

❖ Write a long letter—shorter is better (2 pages max)

GEC 005 Purposive Communication | Salirick S. Andres | College of Arts