Chapter 2

PROFESSIONAL COMMUNICATION

Objectives :

At the end of the lesson, the students are expected to :

1. explain the basics of writing and its proper/correct

mechanics;
2. contrast the different kinds of written communication
reports for various purposes;
3. expound the outputs of communication for work purposes;
and
4. write/do these work purposes communication in
preparation for the real world use/application.
Chapter 2

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 PROFESSIONAL COMMUNICATION

Basics of Writing

This begins with the idea development that includes creative thinking and
accumulation of data. Moreover, a careful writer plans the structure of the article/piece
of writing, uses an outline or other forms of organizing system such as a list or series of
questions to be answered as guide in writing (https:link.springer.com. Retrieved on July
24, 2020).

1. Narrative Report
- tells a story or discusses a past event, activity on undertaking

Sample Format of Narrative Report

Title : Local Cuisines Innovative Cooking Composition
Date : September 15, 2018; 9:00 am – 1:00 pm
Place : CHET Bldg. BSU, La Trinidad, Benguet
Participants : BSHM, BTLED and BSED Students of BSU
Actual Proceedings : (in at least 3-4 paragraph narration)

2. Action Plan – presents possible course of action/s to be undertaken in order to

meet the demands/needs of the community and the people

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 Format of Action Plan
I. Title :
II. Place / Venue :
III. Date :
IV. Proponent/s :
V. Rationale (at least 1 paragraph)
VI. Objectives (at least 5)

Action Plan Chart

Participants Activities Date / Time Personnel

Frame Involved

Sample of Checked/Evaluated Action Plan

VII. Evaluation (Explain briefly : 1-2 paragraphs who will evaluate the Action
Plan)

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3. Accomplishment Report
- detailed matrix or tabular presentation of a completed task, activity

Format of Accomplishment Report

Title of Activity

Objective Activities Place/Date Working Problems Action Remarks

Personnel Encountere Taken
d

Sample of Checked/Evaluated Accomplishment Report

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 4. Project Report – matrix/tabular presentation of a finished/done activity

Format of Project Report

TITLE OF PROJECT
Project Place Proponents Contact Project Cooperatin Cost of Rationale Specific Description Evaluation/
title / g
Person Type Project Purpose Monitoring
Date s Company

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 Sample of Checked/Evaluated Project Report

5. Progress Report
- Details/presents updates of activities whether on going or finished/completed

Format of Progress Report

Title of Progress Report

Activities Objectives Place Date/Time Problems Action Remarks

Taken
Encountere
d

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 Sample of Checked/Evaluated Progress Report

Kinds of Business Writing and Oral Communication

1. Minutes of the Meeting

-also known as protocol or note of meting proceedings, on the spot record
of meeting; includes the list of attendees, issues raised, related responses/
actions and final decisions taken to address the issues

2. Memorandum
-a communicated note that records events or observation on a topic that is
typically used within an office/institution as an inter-office tool and can serve
many purposes

3. Business Letters
-written communication from a person, company/institution to another or
between such organizations and their customers, clients or other internal/external

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 parties and further serve as permanent written records as basis for feedback
(response or reply) or immediate action/s by the receiver/recipient of message

Parts of Business Letter

1. Heading – deals with the complete address of letter writer and date when
letter is written
2. Inside Address – contains the complete name of the sender of letter, his/her
title profession and complete address
3. Salutation – initial greetings addressed to the reader/s
4. Body of the letter – refers to the message of the writer
5. Complimentary Close - final greetings of the writer
6. Signature – identification of the letter writer

Format/Indentation of Business Letter

1. Pure Block – all parts of the letter are aligned on the left side
____________________
____________________ Heading
____________________
____________________

____________________
____________________ Inside Address
____________________

____________________ : Salutation

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 ________________________________________________________________
________________Body of the Letter____________________________
________________________________________________________________
__________________________________________________________

____________________ , Complimentary Close

_____________________ Signature

2. Semi-Block - all parts of the letter are aligned on the left side but the body of
letter has indention/s
____________________
____________________ Heading
____________________
____________________

____________________
____________________ Inside Address
____________________

____________________ : Salutation
______________________________________________________
__________________________Body of the Letter__________________
________________________________________________________________
__________________________________________________________

____________________ , Complimentary Close

____________________ Signature

3. Indented - specific parts of the letter are found on the left and right side of paper
____________________
Heading ____________________
____________________
____________________
____________________
____________________ Inside Address
____________________

____________________ : Salutation

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 _____________________________________________________
___________________________Body of the Letter_________________
________________________________________________________________
__________________________________________________________

____________________, Complimentary Close

____________________ Signature

4. Hanging/Overhanging – used by offices/institutions to communicate with their

clienteles or customers with letter head format

Benguet State University

Office of Students Services
La Trinidad, Benguet

____________________ Date

____________________
____________________ Inside Address
____________________

____________________ : Salutation

________________________________________________________________
________________Body of the Letter____________________________
________________________________________________________________
__________________________________________________________

____________________ , Complimentary Close

_____________________ Signature
Kinds of Business Letters

- vary/differ based on purposes and messages but 6 parts of the letter are
still present

1. Application – to seek/apply for a job, work or employment

a. Solicited Application – in response to a read published/printed classified
ad of newspapers or website advertisement
b. Unsolicited Application – in response to a heard source (radio, tv, reliable
source/person/s)
2. Request – to ask for materials/goods and services to be done or acted upon

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3. Invitation – to invite a person/people for or specific function/role in an event,
affair, occasion or activity
4. Inquiry – to ask for specific information needed
5. Order – goods and services with quantity, quality, specific descriptions, unit/total
price, mode of delivery and payment considered
6. Acknowledgment – to thank writer for the ordered goods
7. Claim – problem/s encountered on the ordered goods
8. Complaint – issues/problem of concerned citizens that need immediate action/s
9. Adjustment – reply letter to the claim (problem/s of ordered goods) stating
action/solutions done
10. Authorization – to assign/designate someone to receive goods in one’s favor with
proper documentation (valid ID, etc.)
11. Recommendation – to vouch or appraise someone for a particular office or
position
12. Resignation – to leave the job respectfully considering date of effectivity,
gratefulness for opportunity given, reasons for leaving and willingness to return if
need be.

Sample of Solicited Application Letter (Classified Ad below :)

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Sample 2

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Resume – comprehensive personal data about the job applicant

Format A

RESUME

I. PERSONAL DATA
Name :
Position Desired :
Other data indicated on scanned sample

II. EDUCATIONAL BACKGROUND

Level School, Address Year Graduated or
Year of attendance

III. TRAININGS/SEMINARS/WORSHOPS/FORA/CONFERENCES/CONVENTIONS
ATTENDED (at least 2)
Title Place Date Scope

IV. WORK EXPERIENCES (at least 2)

Position From To Institution/Company, Address

V. CHARACTER REFERENCES (at least 3 from different fields / professions)

Format B

Complete Name

Address (top part header)

Contact No.

email
I. PERSONAL DATA
II. EDUCATIONAL BACKGROUND
III. SEMINARS, TRAININGS, WORSHOPS, CONVENTIONS, CONFERENCES,
FORA ATTENDED (at least 3 from different fields or professions)
IV. WORK EXPERIENCES (at least 2)
V. CHARACTER REFERENCES (at least 3 from different fields / professions)

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`Job Interview – oral examination of the job applicant; consists of a conversation
between a job applicant and an employer or representative of an employer to assess
whether the applicant should be hired; varies in the extent to which the questions are
structured from a totally unstructured and free-wheeling conversation

Sample Job Interview Questions

1. Tell me/us more about yourself (name, place from, course/degree finished)
2. Describe yourself in 3 to 5 adjectives.
3. How do your friends or co-workers describe you ?
4. Who is the most influential person in your life and why ?
5. Why should we hire you ?
6. What makes you think you can do the job ?
7. Where do you see yourself 10 years from now ?
8. Are you adjustable to working conditions/situations (reassigned to different
parts of the country or abroad) ?
9. If a company or institution offers you better working opportunities and higher
salary, would you accept them ? Why or Why not ?
10. Aside from yourself, whom could you recommend suited for the job and why ?
(other job-related questions may be included)

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References :

Di Sanza, JR & NJ Legge . 2000 . Business and Professional Communication :

Plans, Processes and Performance. Boston : Allyn and Bacon.
Dunn, D. 2003. Communication : Embracing Differences. Boston : Allyn and Bacon.
Farol, H. 2000 . Effective Business Correspondence . Manila : National Book Store.
MEDRUNIO, MR & IS MARTIN. 2018. Purposive Communication : Using English in
Multilingual Contexts. Quezon City : C & E Publishing, Inc.
UYCHOCO, MLS & ML SANTOS. 2018. Purposive Communication. Masida : Rex
Book Store.

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