Communication for

work purposes
 Learning Outcomes
1. Create clear, coherent, and effective materials
2. Present ideas persuasively using appropriate language
registers, tone, facial expressions, and gestures
3. Adopt awareness of audience and context in
presenting ideas

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 Lesson 7-A outline:
1. Workplace Communication
2. Business Letters
3. Memos

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 a.
workplace
communication

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 Workplace communication
- is a discipline of its own that is unlike academic or
scholastic writing.
- serves specific purposes for particular individuals,
groups, organizations, or departments.

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3 things to consider in communicating in the
workplace :
1. Purpose

a) Am I writing primarily to create a record, to

request/provide information, or to persuade?
b) What am I trying to say?

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2. Audience (Searles, 2014)

a) Who will read what I have written?

b) What are their job titles and/or areas of
responsibility?
c) What do they already know about the specific
situation?
d) Why do they need this information?
e) What do I want them to do as a result of
receiving it?
f) What factors might influence their response?
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 Broad categories of workplace communication

a) Upward Communication
- from your position to an audience above you in the job
hierarchy
Example: a response to a letter from your manager

b) Lateral Communication
- between you and an audience within your level of hierarachy
Example: a phone call to/from a co-worker you are collaborating with

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c) Downward Communication
- from your position to an audience below you in the job
hierarchy
Example: an oral reminder to a trainee

d) Outward Communication
- between you and a company that you do business with or an
audience outside your workplace
Example: a letter of inquiry addressed to a supplier regarding a
delivery to your office

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3. Tone
- it will set how your target audience will accept what
you are trying to say.
- you do not have to sound tough, demanding, or
condescending in your discourse especially in sensitive
subjects or issues

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 2 kinds of approaches (searles, 2014)

Writer-Centered Reader-Centered
I’d be happy to assist you with If you have any concern, I’d be
your concern. happy to assist you.

We will send you a copy of your The copy you requested has
request… already been sent…

I’m happy to let you know… You will be glad to know that….

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 Positive and Negative Contents

Negative Positive
I cannot process your request for Your request for a credit in your
a credit in your account unless it account will be processed after
has… it.
been investigated by the fraud has been investigated.
department.

We are closed after 5:00 PM You may visit us daily before

daily. 5:00 PM.

Wait for our call regarding your Please be advised that you can
concern. expect a call from us regarding
your concern.

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 Workplace communication will fail the ethics test if it is
corrupted by any of the following tactics (Searles, 2014):

1. Suppression of information.
2. Falsification or fabrication.
3. Overstatement of understatement.
4. Selective misquoting.
5. Subjective wording.
6. Conflict of interest.
7. Withholding information.
8. Plagiarism.
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 b.
business letters

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“Business writing refers to memorandums, reports, proposals, e-mails,
and other forms of writing used in organizations to communicate with
internal and external audiences. Business writing is a type of
professional communication. Also known as business communication
and professional writing (Nordquist, 2017).”

“Writing business correspondence like letters and memos is a skill or

potential that must be developed and possess by a person regardless
by his work, profession, or specialization (Mosura, et al., 199).”

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 Parts of a business letter
1. Heading
- includes the return address and the date on the last line.
Example:

The National Teachers College

Quiapo, Manila
Telephone Number
E-mail

January 1, 2018

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2. Inside address/Recipient’s address
- contains the name to which the letter is written and
addressed
Example:

DR. VICTORIA B. MARTINEZ

Principal
St. Anthony Integrated School
Quezon City

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3. Salutation
- is the greeting part that is written in a polite and courteous
manner followed by a comma (,) or a colon (:)
Example:
Mr. (name), Madame (name):
Sir (name), Dear Madame (name):
Dear Sir (name), Dear Dr. (name):
My dear (name), Dear Rev. (name):
Mrs. (name), Miss (name):

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4. Body of the letter
- contains the main purpose of the letter, the very reason for
writing. It is very important that the body of the letter be written in a
straightforward, simple, and coherent manner.
Example:

“ The undersigned would like to request your good office to grace her an
interview with the one in-charge on the Human Resource Management in your respected
company. This is in line with the expansion that our business is going to have whether we
can consider your business as one of our partners. These all will be depending on the
result of our somehow quick survey and study with your company
The undersigned is fervently hoping for your favorable response.”

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5. Complimentary closing
- is the polite yet business-like ending of the letter. This ends
with a comma (,).
Example:
Sincerely yours, Very sincerely,
Truly yours, Very sincerely yours,
Respectfully yours, Very respectfully yours,
Much obliged, Very much obliged,

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6. Signature block
- the name of the sender is written on the first line, then his/her
position on the next line. It is expected that the sender will put his/her
signature above his/her name.
Example:

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 Formats of a business letter

1. Block.
positions all the parts if the letter to the left, single space, and justified.
2. Modified Block.
all parts of the letter are tabbed on the left, single space, and justified
except the heading and the closing which are tabbed in the center.
3. Semi-block
the paragraphs are indented instead of placing them all on the left.
Heading is on the center , and the date cam be placed in the right side three
spaces after the heading. The recipient’s address is on the left, and the closing
on the right

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Block letter format

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Modified Block
letter format

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Semi-block letter
format

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 Frequently written business letters
1. Letter of Request

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2. Letter of Inquiry

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3. Letter of Order

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4. Letter of Acknowledgement

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5. Letter of Complaint/Claim

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6. Letter of Adjustment

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 c.
memos

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 WHAT IS PUBLIC SPEAKING?

- Public speaking is a way of making your ideas

public – of sharing them with other people and of
influencing other people.

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 Three major differences between conversation
and public speaking (lucas, 2015):

1. Public speaking is more highly structured.

2. Public speaking requires more formal language.
3. Public speaking requires a different method of delivery.

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 Several ways of delivering a speech

1. A read speech or reading from a manuscript is the

word-for-word iteration of a written message.

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 Several ways of delivering a speech

2. The memorized speech is the recitation of a written

message that the speaker has memorized.

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 Several ways of delivering a speech

3. An impromptu speech is not rehearsed. This type of

speaking is a presentation of a short message without prior
preparation

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 Several ways of delivering a speech

4. An extemporaneous speech is the presentation of a planned

and rehearsed speech using minimal notes.

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 Guidelines on writing a speech (Lucas, 2015)

1. Focus on your topic.

2. Develop your topic.
3. Organize your speech.
a) Introduction
b) Body
c) Conclusion

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 Elements for a good delivery
1. Volume
2. Pitch
3. Rate
4. Pauses
5. Vocal variety
6. Pronunciation
7. Articulation
8. Movement
9. Gestures
10. Eye contact
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 6 ways to turn nervousness from a negative force
into a positive force (lucas, 2015)

A. Acquire speaking experience

B. Prepare, prepare, prepare.
C. Think positively.
D. Use the power of visualization.
E. Know that most nervousness is not visible.
F. Do not expect perfection.

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 Pieces of advice (Lucas, 2015)

A. Be at your best physically and mentally.

B. As you are waiting to speak, quietly tighten and relax your leg
muscles, or squeeze your hands together and then release them.
C. Take a couple of slow, deep breaths before you start to speak.
D. Work specially hard on your introduction. Once you get through it,
you will be sailing smoothly the rest of the way.
E. Concentrate on communicating with your audience rather than on
worrying about your stage fright.

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 c.
interview

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 WHAT IS AN INTERVIEW?

- An interview is a two-party interaction in which at

least one party has a specific, serious purpose and that
usually involves the asking and answering questions.

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 Characteristics of an interview:

A. Interviews always involve two parties.

B. Interviewing is always purposeful.
C. There is focus on asking and asnwering questions.

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 Planning an interview (adler, 2012)

1. Define the goal.

2. Identify and analyze the other party/respondent.
3. Prepare a list of topics.
4. Choose the best interview structure.
5. Consider possible questions.
6. Arrange the setting.

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 Conducting an interview (adler, et al., 2012)

A. Open with a greeting and an orientation.

B. Perform several tasks during the question-and-answer phase of
the discussion.
C. Close with a satisfactory conclusion.

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 Guidelines for both the interviewer and
interviewee in the conduct of an interview:
A. Formally inform that you will be conducting or attending an
interview.
B. Being punctual is key in making a good impression.
C. Dress to impress.
D. Always start with a strong handshake.
E. Color your words with kindness.
F. Avoid unnecessary stories.
G. Do not lose eye contact during the interview.
H. The magic word is thank you.
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as smc student,
How will communication for various purposes be
applied to:
1. SMC core values (FAITH, SERVICE, EXCELLENCE)
2. Family, friends, and to the society;
3. Course 49
quiz
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Communication for
various purposes