Simulating the Philippine

Workplace
MS. SHARA MAY JALLORES
Language Instructor
Professional Correspondence
• Business Letter
• Memos
• Work Email
Chapter Objectives:
• provide additional tips, evaluation
exercises and composition exercises for
memos and letters.
• discuss the principles of guiding email
communication in the workplace, followed
by an email evaluation and writing
exercises.
• construct basic workplace documents on
the principles of corporate/professional
communication
 BUSINESS LETTER
• The business letter, like the memo, should be clear, concise,
and organized.
• Typically, it contains a brief introductory paragraph
establishing the context and purpose of the letter, a middle
section conveying details of the message in a logical sequence,
and a brief concluding paragraph politely requesting action,
thanking the reader, or providing any additional pertinent
information.
Business Letter Template
Company Letter Head
(two or more blank lines)
Date of the letter
(two or more blank lines)
Name of recipient
Position/Designation of recipient
Address of Recipient
(one blank line)
Dear + Courtesy Title + Reader’s last name:
(one blank line)
First Single-spaced paragraph
(one blank line)
Second Single-spaced paragraph
(one blank line)
Third Single-spaced paragraph
(one blank line)
Complimentary Close
(three blank lines for the sender’s signature)

Name of Sender
Title/ Designation of Sender
 BUSINESS LETTER
• While the main message should be the focus of the letter, it is
important to write effective openings and closings. Openings
should be clear and direct, that is, they should immediately
tell the reader the purpose of the letter.
Indirect: Thank you for your email of May 11 in which you
inquired about the availability of sprinkler part H640B.
Direct: You will be glad to know that we have an ample supply of
H640B parts.
 BUSINESS LETTER
• The closing or the concluding wraps up the main points while
building goodwill what is called a positive or forward-looking
final message.
• For example, writers can say, “I’m glad to have been of help,”
“Feel free to call me again,” or “I look forward to…[working
with you, receiving your application in the next call for
proposals, etc.].”
 MEMO
• It follows a specific format designed for internal
communication. It tends to be brief(one page is usually
enough) and its content is arranged into paragraphs
typically just one to three.
• The memo’s subject line is a prime importance—it “aids
in filling an retrieving the document, tells the readers
why they need to read the document, and provides a
framework to set what they are about to say.”
Memo Template
(two inches of blank space)
Memorandum or Memo
To: Readers’ names (individual or group name) and designations/job titles
(one blank line)
From: Writer’s name and designation/job title
(one blank line)
Date: Current date
(one blank line)
Subject: What is the memo about
(two blank lines)
First single-spaced paragraph: an opening that grabs attention and introduces
the purpose of the memo, the context and problem, and the specific assignment
or task.
(one blank line)
Second single-spaced paragraph: a body that explains the purpose and context in
greater detail; uses lists, if necessary, for easy digestion of information.
(one blank line)
Third single-spaced paragraph: a closing that concludes a request for action,
deadline, and reasons; ends courteously.
 SUBJECT LINE
• Good-news memos and letter can highlight the good
news in the subject line, but bad-news letters and
memos should have neutral subject line.
• A good subject line should be specific, concise and
appropriate to the kind of message.
 EFFECTIVE SUBJECT LINE
A. Too general: Training Seminar
Better: Dates for 2018 Training Seminar
Or: Schedule of Training Seminar on Conducting Interviews
B. Wordy: Survey of Students’ Preferences Regarding Course
Offerings
Better: Students’ Course Offering Preferences
Or: Survey of Students’ Course Preferences
GROUP ACTIVITY:
Evaluate each subject lines and explain
the reason for your choice by comparing
it with others that you did not choose.
WORKSHEET MEMO#1:
A. Subject: We will have an important
meeting about the Proposed GE
Reform on Monday at 10a.m.
B. Subject: Proposed GE Reform
Meeting on Monday at 10
C. Subject: Meeting
WORKSHEET MEMO#2:
A. Subject: How to Enter Bibliography
Information on Zotero
B. Subject: Bibliographic Entry,
Instructions for Zotero
C. Subject: Entering Bibliographic
Information
WORKSHEET MEMO#3:
A. Subject: New Employee Benefit
B. Subject: Tuition Reimbursement Will
Now be Offered to Employees Who
take Take Work-Related Classes and
Earn at Least a 3.0
C. Subject: New Tuition Reimbursement
Policy
WORKSHEET MEMO#4:
A. Subject: When you Can Deduct the
Cost of a Conference Meal
B. Subject: Attendance at Conference
C. Subject: Reimbursement Procedures
for Conference Meals
WORKSHEET MEMO#5:
A. Subject: Your report of August 14
B. Subject: Progress on Joint Venture
Projects in Singapore
C. Subject: Problems with Joint Venture
Projects in Singapore
WORK EMAIL
• Many companies today use emails as
an alternative to memos.
• Email messages and memos are
“standard forms of communication
within organizations” and “will
probably become the most common
business communication channel.”
WORK EMAIL
• Email messages have several advantages
over print communication: they allow
professionals to send, forward, and
receive many messages quickly and
efficiently, and they are designed for
simultaneous circulation.
• Emails are eco-friendly, as large
documents may be sent economically and
without using paper resources.
WORK EMAIL
• Like memos and business letters, email
messages should be warm and friendly,
but not too conversational tone,
emotional or intimate. The goal is a
professional tone--- neither too formal nor
too conversational.
• The term netiquette refers to etiquette on
the Internet or the acceptable ways of
communicating on Internet platforms
 15 Email Etiquette Rules
Every Professional Should Follow
1. Include a clear, direct subject line.
Examples of a good subject line include "Meeting date changed,"
"Quick question about your presentation," or "Suggestions for
the proposal."

"People often decide whether to open an email based on the

subject line," Pachter says. "Choose one that lets readers know
you are addressing their concerns or business issues."
 15 Email Etiquette Rules
Every Professional Should Follow
2. Use a professional email address.
If you work for a company, you should use your company email address. But if
you use a personal email account--whether you are self-employed or just like
using it occasionally for work-related correspondences ---you should be
careful when choosing that address, Pachter says.

You should always have an email address that conveys your name so that the
recipient knows exactly who is sending the email. Never use email addresses
(perhaps remnants of your grade-school days) that are not appropriate for
use in the workplace, such as "babygirl@..." or "beerlover@..." -; no matter
how much you love a cold brew.
 15 Email Etiquette Rules
Every Professional Should Follow
3. Think twice before hitting 'reply all.'
No one wants to read emails from 20 people that have
nothing to do with them. Ignoring the emails can be
difficult, with many people getting notifications of new
messages on their smartphones or distracting pop-up
messages on their computer screens. Refrain from hitting
"reply all" unless you really think everyone on the list needs
to receive the email, Pachter says.
 15 Email Etiquette Rules
Every Professional Should Follow
4. Include a signature block.
Provide your reader with some information about you, Pachter
suggests. "Generally, this would state your full name, title, the
company name, and your contact information, including a phone
number. You also can add a little publicity for yourself, but don’t
go overboard with any sayings or artwork."

Use the same font, type size, and color as the rest of the email,
she says.
 15 Email Etiquette Rules
Every Professional Should Follow
5. Use professional salutations.
Don't use laid-back, colloquial expressions like, "Hey you guys," "Yo," or "Hi folks."

"The relaxed nature of our writings should not affect the salutation in an email,"
she says. "Hey is a very informal salutation and generally it should not be used in
the workplace. And Yo is not okay either. Use Hi or Helloinstead."

She also advises against shortening anyone's name. Say "Hi Michael," unless
you're certain he prefers to be called "Mike."
 15 Email Etiquette Rules
Every Professional Should Follow
6. Use exclamation points sparingly.
If you choose to use an exclamation point, use only one to
convey excitement, Pachter says.

"People sometimes get carried away and put a number of

exclamation points at the end of their sentences. The result
can appear too emotional or immature," she writes.
"Exclamation points should be used sparingly in writing."
 15 Email Etiquette Rules
Every Professional Should Follow
7. Be cautious with humor.
Humor can easily get lost in translation without the right tone or facial
expressions. In a professional exchange, it's better to leave humor out of
emails unless you know the recipient well. Also, something that you think is
funny might not be funny to someone else.

Pachter says: "Something perceived as funny when spoken may come across
very differently when written. When in doubt, leave it out."
 15 Email Etiquette Rules
Every Professional Should Follow
8. Know that people from different cultures speak and write differently.
Miscommunication can easily occur because of cultural differences, especially in
the writing form when we can't see one another's body language. Tailor your
message to the receiver's cultural background or how well you know them.

A good rule to keep in mind, Pachter says, is that high-context cultures (Japanese,
Arab, or Chinese) want to get to know you before doing business with you.
Therefore, it may be common for business associates from these countries to be
more personal in their writings. On the other hand, people from low-context
cultures (German, American, or Scandinavian) prefer to get to the point very
quickly.
 15 Email Etiquette Rules
Every Professional Should Follow
9. Reply to your emails--even if the email wasn't intended for you.
It's difficult to reply to every email message ever sent to you, but you should
try to, Pachter says. This includes when the email was accidentally sent to
you, especially if the sender is expecting a reply. A reply isn't necessary but
serves as good email etiquette, especially if this person works in the same
company or industry as you.

Here's an example reply: "I know you're very busy, but I don't think you meant
to send this email to me. And I wanted to let you know so you can send it to
the correct person."
 15 Email Etiquette Rules
Every Professional Should Follow
10. Proofread every message.
Your mistakes won't go unnoticed by the recipients of your email. "And,
depending upon the recipient, you may be judged for making them,"Pachter says.
Don't rely on spell-checkers. Read and re-read your email a few times, preferably
aloud, before sending it off.

"One supervisor intended to write 'Sorry for the inconvenience,'" Pachter says.
"But he relied on his spell-check and ended up writing 'Sorry for the
incontinence.'"
 15 Email Etiquette Rules
Every Professional Should Follow
11. Add the email address last.
"You don't want to send an email accidentally before
you have finished writing and proofing the message,"
Pachter says. "Even when you are replying to a
message, it's a good precaution to delete the recipient's
address and insert it only when you are sure the
message is ready to be sent."
 15 Email Etiquette Rules
Every Professional Should Follow

12. Double-check that you've selected the correct recipient.

Pachter says to pay careful attention when typing a name from your address
book on the email's "To" line. "It's easy to select the wrong name, which can
be embarrassing to you and to the person who receives the email by
mistake."
 15 Email Etiquette Rules
Every Professional Should Follow

12. Double-check that you've selected the correct recipient.

Pachter says to pay careful attention when typing a name from your address
book on the email's "To" line. "It's easy to select the wrong name, which can
be embarrassing to you and to the person who receives the email by
mistake."
 15 Email Etiquette Rules
Every Professional Should Follow
13. Keep your fonts classic.
Purple Comic Sans has a time and a place (maybe?), but for business
correspondence, keep your fonts, colors, and sizes classic.

The cardinal rule: Your emails should be easy for other people to read.

"Generally, it is best to use 10- or 12- point type and an easy-to-read font such
as Arial, Calibri, or Times New Roman," Pachter advises. As for color, black is
the safest choice.
 15 Email Etiquette Rules
Every Professional Should Follow
14. Keep tabs on your tone.
Just as jokes get lost in translation, tone is easy to misconstrue without the
context you'd get from vocal cues and facial expressions. Accordingly, it's easy to
come off as more abrupt that you might have intended --you meant
"straightforward," they read "angry and curt."

To avoid misunderstandings, Pachter recommends you read your message out

loud before hitting send. "If it sounds harsh to you, it will sound harsh to the
reader," she says.

For best results, avoid using unequivocally negative words ("failure," "wrong," or
"neglected"), and always say "please" and "thank you."
 15 Email Etiquette Rules
Every Professional Should Follow
15. Nothing is confidential--so write accordingly.
Always remember what former CIA chief General David Petraeus apparently
forgot, warns Pachter: Every electronic message leaves a trail.

"A basic guideline is to assume that others will see what you write," she says,
"so don't write anything you wouldn't want everyone to see." A more liberal
interpretation: Don't write anything that would be ruinous to you or hurtful to
others. After all, email is dangerously easy to forward, and it's better to be
safe than sorry.
WORK EMAIL
WORK EMAIL
WORK EMAIL
• Workplace emails still follow the standard
format, minus the automatic components:
email systems automatically insert the
date of incoming messages and the name
and email address of the sender.
• The writer inputs the name and email
address of the recipient, as well as the
subject which, as in memos, should
summarize the central idea of the
message.
WORK EMAIL
• Work emails have salutations that use the
colon at the end, but in the certain
contexts when sender and recipient have a
close working relationship, titles are
dropped and first names are used.
• Paragraph organization is the same as for
memos and letters, and the information
given should be only what is necessary.
WORK EMAIL
• Opening fillers (there is, it is), long lead-
ins (I am writing this memo to inform
you that), and wordy phrases (because
of the fact that) should be avoided.
• Lastly, it is best to compose emails
offline or to at least proofread the
message before sending it.