UNIVERSITY OF MINDANAO

Tagum College

College of Business Administration Education

Financial Management Program

Physically Distanced but Academically Engaged

Self-Instructional Manual (SIM) for Self-Directed

Learning (SDL)

Course/Subject: GE 14/ Technical Writing

Name of Teacher: JEO RHEN G. ONGCOY

THIS SIM/SDL MANUAL IS A DRAFT VERSION ONLY; NOT

FOR REPRODUCTION AND DISTRIBUTION OUTSIDE OF
ITS INTENDED USE. THIS IS INTENDED ONLY FOR THE
USE OF THE STUDENTS WHO ARE OFFICIALLY
ENROLLED IN THE COURSE/SUBJECT.
EXPECT REVISIONS OF THE MANUAL.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Table of Contents
page

Part 1. Course Outline and Policies ...................................................... 1

Part 2. Instruction Delivery
CC’s Voice ............................................................................……... 5
Course Outcomes .......................................................................... 5
Big Picture A: Unit Learning Outcomes ....................................... 6
Big Picture in Focus: ULOa ………………………………………….… 6
Metalanguage .......................................................................... 6
Essential Knowledge ............................................................... 6
Self-Help .................................................................................... 10
Let’s Check .................................................................................... 10
Let’s Analyze ......................................................................... 11
In a Nutshell .................................................................................... 12
Q&A List .................................................................................... 14
Keywords Index ......................................................................... 14
Big Picture in Focus: ULOb …………………………………………… 15
Metalanguage .......................................................................... 15
Essential Knowledge ............................................................... 15
Self-Help .................................................................................... 21
Let’s Check .................................................................................... 21
Let’s Analyze ......................................................................... 22
In a Nutshell .................................................................................... 23
Q&A List .................................................................................... 24
Keywords Index ......................................................................... 25

Big Picture B: Unit Learning Outcomes ........................................ 26

Big Picture in Focus:ULOa ……………………………………………… 26
Metalanguage .......................................................................... 26
Essential Knowledge ............................................................... 27

2
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Self-Help .................................................................................... 33
Let’s Check .................................................................................... 33
Let’s Analyze ......................................................................... 34
In a Nutshell .................................................................................... 35
Q&A List .................................................................................... 36
Keywords Index ......................................................................... 37

Big Picture C: Unit Learning Outcomes ......................................... 37

Big Picture in Focus:ULOa ……………………………………………… 38
Metalanguage .......................................................................... 38
Essential Knowledge ............................................................... 38
Self-Help .................................................................................... 48
Let’s Check .................................................................................... 48
Let’s Analyze ......................................................................... 49
In a Nutshell .................................................................................... 50
Q&A List .................................................................................... 51
Keywords Index ......................................................................... 52

Big Picture D: Unit Learning Outcomes ......................................... 52

Big Picture in Focus:ULOa ……………………………………………… 52
Metalanguage .......................................................................... 52
Essential Knowledge ............................................................... 53
Self-Help .................................................................................... 56
Let’s Check .................................................................................... 56
Let’s Analyze ......................................................................... 57
In a Nutshell .................................................................................... 59
Q&A List .................................................................................... 60
Keywords Index ......................................................................... 60

Part 3. Course Schedule ......................................................................... 61

Online Code of Conduct .............................................................. 62
Monitoring of OBD and DED............................................................ 63

3
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Course Outline : GE 14 – Technical Writing

Course Coordinator: Jeo Rhen G. Ongcoy

Email: ongcoy.jeo@gmail.com
Student Consultation: By appointment
Mobile: 099-566-92144
Effectivity Date: June 2020
Mode of Delivery: Distance Education Delivery
Time Frame: 54 Hours
Student Workload: Expected Self-Directed Learning
Requisites: N/A
Credit: 3
Attendance Requirements: A minimum of 95% attendance is required at all
scheduled Virtual or face to face sessions.

Course Outline Policy

Areas of Concern Details

Contact and Non-contact Hours This 3-unit course self-instructional manual is designed
for distance education delivery mode of instructional
delivery with 54 expected number of hours which
includes the scheduled virtual sessions and online
conduct of learning exercises. The virtual class shall
include question and answer session from students with
concerns regarding the topic via ZOOM or any online
video conferencing application.
Assessment Task Submission Submission of assessment tasks shall be strictly
observed based on the course schedule at the bottom of
this SIM. Assessment will be given via
www.quipper.com specific instructions will be given per
assessment. Thus, you are required to create an
account at Quipper.

4
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Turnitin Submission To ensure honesty and authenticity, all research

assignment tasks are required to be submitted through
Turnitin with a maximum similarity index of 30%
allowed. This means that if your paper goes beyond
30%, you will either opt to redo your paper or explain in
writing addressed to the course coordinator the reasons
for the similarity or you may be called for a disciplinary
action in accordance with the University’s OPM on
Intellectual and Academic Honesty.

Please note that academic dishonesty such as cheating

and commissioning other students or people to complete
the task for you have severe punishments (reprimand,
warning, expulsion).

Penalties for Late Assessments If you were not able to submit exercises on time and
should you want to ask for an extension due for some
important reasons, you shall make a letter of request for
extension which is subject for approval from your course
coordinator. You will also be required to present/attach
evidences which is necessary to strengthen your
request.

Once approved, the score will be reduced by 5% from

the possible highest points if the learning exercises was
submitted late.
Return of Assessments Assessment tasks shall be returned to you two (2)
weeks after the deadline of submission. This will be
returned through Quipper portal.
Assignment Resubmission You should request in writing addressed to the course
facilitatory our intention to resubmit an assessment task.
The resubmission is premised on the student’s failure to
comply with the similarity index and other reasonable
grounds such as academic literacy standards or other
reasonable circumstances e.g. illness, accidents
financial constraints.
Re-marking of Assessment You should request in writing addressed to the course
Papers and Appeal coordinator your intention to appeal or contest the score
given to an assessment task. The letter should explicitly
explain the reasons/points to contest the grade. The
course coordinator shall communicate with the
complainant on the approval and disapproval of the
request.

If disapproved by the course coordinator, you can

elevate your case to the program head then the dean
with the original letter of request. The final decision will
come from the dean of the college.
Grading System Your grades will be based on the following:

Examinations

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

First to Third 30%

Final 30% = 60%
Class Participations
Quizzes 10%
Assignments 5%
Research/Requirements 15%
Oral Recitation 10% = 40%
Total = 100%

Submission of the final grades shall follow the usual

University system and procedures.
Preferred Referencing Style You are required to use the general practice of the APA
6th Edition. Sample will be uploaded in the quipper
portal.

Student Communication You are required to create a student Quipper account at

www.quipper.com.Then, the course coordinator shall
provide code for you to access the materials and
resources of the course. All communication formats:
chat, submission of assessment tasks, requests etc.
shall be through the portal and other university
recognized platforms.

In addition, ZOOM or any applicable online video

conferencing will be used as an official means for your
scheduled virtual sessions.

Normal communication and announcement shall be via

FB messenger, the course facilitator shall create a
Group Chat within the first week of the start of the class.

You can also meet the course facilitator in virtual

through the scheduled virtual sessions to raise your
issues and concerns.
Contact Details of the Dean Gina Fe G. Israel, EdD
Dean of College
E-mail: deansofficetagum@umindanao.edu.ph
Phone: 0915 832 5092 / 0909 994 2314

Marck Lester L. Navales, CPA, MBA

Assistant Dean
E-mail: navalesmarck@umindanao.edu.ph
Phone: 0975 0517 851
Contact Details of the Program Prof. Regi A. Aaron
Head Mobile: 09097980080
Email: regiaaron@yahoo.com
Students with Special Needs If you are a student with special needs, you shall
communicate with the course coordinator about the
nature of your special needs. Depending on the nature
of the need, the course coordinator with the approval of

6
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

the program head may provide alternative assessment

tasks or extension of the deadline of submission of
assessment tasks. However, the alternative assessment
tasks should still be in the service of achieving the
desired course learning outcomes.
Video Conference You are required to sign up in ZOOM at https://zoom.us/
for the scheduled video conferencing. Please note that it
is pre-scheduled. Please refer for course schedule.
Help Desk Contact Dean’s Office
Globe:09158325092
deansofficetagum@umindanao.edu.ph

Business Administration Education

Globe: 09955870420
Smart: 09107045559
FB page: UM Tagum College – DBAE

Cashiering Office
Globe: 09458941623
Smart: 09494254457
Sun: 09336032028

Records and Admission Center

Globe: 09752634831 / 09151825490
rac.tagum@umindanao.edu.ph

Student Accounts Office

Smart: 09075135112 / 09755119982
saotagum@umindanao.edu.ph
Well-being Welfare Support Rochen D. Yntig, RGC
Help Desk Contact Details GSTC Head
E-mail: chenny.yntig@gmail.com
Phone: 0932 771 7219

Mersun Faith A. Delco, RPm

Psychometrician
E-mail: mersunfaithdelco@gmail.com
Phone: 0927 608 6037

Alfred Joshua M. Navarro

Facilitator
E-mail: is40fotb@gmail.com
Phone: 0977 341 6064
Library Contact Clarissa R. Donayre, MSLS
E-mail: lictagum@umindanao.edu.ph
Phone: 0927 395 1639

Course Information – see/download course syllabus from your Quipper Account

7
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

CC’s Voice: Hello prospective business practitioners! Welcome to this course GE

14: Technical Writing. By now, I am confident that you really wanted
to become a successful business professional and that you have
visualized yourself already doing business in your own specific field of
expertise.

CO: Before entering into the real-life work scenario, it is vital for your to be
calibrated and be able to have a deep understanding of the importance
of technical communication in the field of business. Through this lesson,
you will be able to identify different techniques and strategies to make
an effective technical writing output or documentation as well as you will
get to familiarize and master its processes, components and features.
Moreover, you will also integrate the concept of technical writing in
various real-life situations and discuss the important effects of good
technical writing skills and its contribution to the business environment
and how to develop further the ability to possess good technical
communication skills enabling you to become an asset relevant in
achieving organizational goals and objectives. Specific exercises and
activities will be given to actualize and internalize your comprehension
of the topic for easy understanding.

Let us begin!

Big Picture A

Week 1-3: Unit Learning Outcomes (ULO): At the end of the unit, you are
expected to

8
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

a. Show deep understanding of the concepts and terminology in the field of

technical communication; and
b. Identify the importance and purpose of technical writing process in written
and oral presentation that will help determine the effectivity of a technical
document in delivering message to its reader and/or audience.

Big Picture A in Focus: ULOa.

Understand the Concepts and Terminology in the field of
Technical Communication

Metalanguage

In this section, the most essential terms relevant to technical communication

and to demonstrate ULOa was thoroughly defined and discussed in the essential
knowledge to establish a common frame of reference as to how the texts work in
your chosen field or career. You will encounter these terms as we go through the
deeper concepts relative to technical writing. Specific discussion per topic shall be
provided in the later part to help you understand more about the scope in studying
this course.

Essential Knowledge

To perform the abovementioned big picture (unit learning outcomes) for the first
week of the course, you need to fully understand the following essential knowledge
that will be provided in the next pages. Please note that you are given any limitations
to exclusively refer only to these resources. With this, you can also refer to other
reading materials, books, research articles, journals and other references and
resources that are available in the university’s library e.g. ebrary,
search.proquest.com etc.

1. Technical Communication. The process of transmitting facts and

information to a defined audience for a specific purpose. In other words, it is
“writing for understanding”. Further, technical communication is a field that
includes any following form of communication that can help users to accomplish
a defined goal or task. The main purpose of technical communication is to assist
users who need specific information on completing tasks, using products,
operating equipment, and so on.

2. Technical Writing. A type of communication written for products and

services, on how to manufacture them, market them, manage them, deliver
them, and use them. Technical writing is not literature, it’s neither prose which
recounts the fictional tales of characters nor poetry which expresses deeply felt,
universal emotions through similes and metaphors. Technical writing is neither
an expressive essay narrating an occurrence nor an expository essay analyzing
a topic.

9
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

3. Technical Writers. A professional information communicator whose task is to

transfer information between two or more parties, through any medium that best
facilitates the transfer and comprehension of the information. They are also
called technical communicators who prepare instruction manuals, how-to guides,
journal articles, and other supporting documents to communicate complex and
technical information more easily. The technical writers research and create
information through a variety of delivery media making complex information easy
to understand.

4. Factors in Technical Communication. In the field of technical

communication, technical writers must consider before beginning any type of
technical documents the following:

4.1. Audience – Knowing the audience for a particular essay is important

because it determines the content that will appear in the writing. The content
of an essay that has a specific topic will vary depending on the intended
audience. In other words, having a focused topic is important, but having a
specific audience is equally important. Hence, in technical writing, your
audience is not whoever reads the essay or even simply your instructor.
Instead, the audience is the group of people you want to educate or persuade.

4.2. Purpose – This is the goal or aim of a piece of writing, to express

oneself, to provide information, to persuade, or to create a literary work. When
someone communicates ideas in writing, they usually do so to express
themselves, inform their reader, to persuade a reader or to create a literary
work. In the field of technical writing, the purpose is to assist a person with
understanding more about a particular item, such as a computer or a new
drug or a new piece of technology including explaining how an object works or
how to complete a project. Specifically, the purpose of a technical document
could be (1) to inform, (2) to explain, and (3) to describe or record your action.

4.3. Format – Any technical report requires a format designed to convey

technical information in a clear and easily accessible structure. This format
can be divided into different sections which allow readers to access different
levels of information. This will be a guide that explains the commonly
accepted presentation for a technical report, explains the purposes of the
individual sections and gives hints on how to go about drafting and refining a
report in order to produce an accurate, professional document.

4.4. Style – This is composed of language, organization, and layout of the

writing output. In technical writing, the document might need visible structure of
headings and subheadings or even chapters to identify the flow of information in
order that the audience can easily locate, track information.

10
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

5. The Role of Technical Communication. In every business and industry,

technical communication is vital most especially in this fast-changing world since
the working world depends on written communication. Within most modern
organizations, virtually every action is documented in writing, whether on paper
or online. Here are few examples:

5.1. A memo or an e-mail to request information to identify a problem;

5.2. A set of instructions to introduce and explain a new process or procedure;
5.3. A proposal to persuade management to authorize a project;
5.4. A report to document a completed project;
5.5. An oral presentation to explain new policy to employees.

6. Technical Reports/Documents. Every organization also communicates with

other organizations and often with the public, using materials such as:

6.1. Reports or documents such as personals, laboratory reports, product

specification, or quality-test results.
6.2. Records-keeping forms like service reports, travel and expense forms
or troubleshooting logs.
6.3. Instructions such as user guides, online help, and training manuals.
6.4. Correspondence such as letters, memos, and emails.
6.5. Presentations such as interviews, marketing calls, or training seminars

7. Types of Audiences. An audience is a group of readers who read a particular

piece of writing. One should anticipate the needs or expectations of your
audience in order to convey information or argue for a particular claim. Your
audience might be your instructor, classmates, the president of an organization,
the staff of a management company, or any other number of possibilities. You
need to know your audience before you start writing because they have different
mental level, knowledge, and background. With this, they can be categorized in
the following:
7.1. Technical - understands fundamental concepts and jargon without
definitions or background information.
7.2. Semi-technical - needs some explanation of concepts, abbreviations,
and jargons. Writers user technical terms only if they are common in the
company or industry.
7.3. Non-technical - known as the general public, and unknown audience, or
any combination of technical, semi-technical and non-technical readers,
including customers, clients, and patients.

8. Characteristics of Effective Technical Writing. In today’s generation, the

demand for accomplishing more outputs makes a professional who is skilled
in this area are all more than needed. In whatever field, a skilled technical

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

writer is needed. Hence, it is imperative to be aware of the different

characteristics of an effective technical writing which are the following:
8.1. Addresses Particular Readers. If you do not know the reader,
you can create an audience profile such as, if you’re reader share
common interests when it comes to making purchases, but you are
able to profile their background even if you don’t know their age,
gender, and personal characteristics.

8.2. Helps Readers Solve Problems. Technical communication is not

meant to express a writer’s creativity or to entertain readers, it is
intended to help readers learn or do something.
8.3. Reflects an Organization’s Goals and Culture. Technical
communication furthers an organization’s goals and culture by making
technical documents that will help define how the organization
operates, how it works and how it deals with its stakeholders which will
lead in reaching its audience.
8.4. Produced Collaboratively. Collaboration is necessitated in
making a technical document or report because no one person has all
the information, skills, or time to create large documents. A team
composed of writers, editors, designers, and production specialists
work as one to create a better document.
8.5. Uses Design to Increase Readability. One has to use design
features such as typography, spacing, color, special paper to meet
basic purposes like making it attractive to audience, to easily navigate
the document and to help the reader easily understand its content and
features.
8.6. Consists of Words or Graphics or Both. The use of graphics
can be very useful in such a way that it will make the document look
more appealing, it will also help reinforce difficult concepts,
communicate instructions and descriptions, including large amounts of
quantifiable data.

9. Differences between Technical Writing and Creative Writing.

12
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Self-Help: You can also refer to the sources below to help you
further understand the lesson:

Rosales, M.J., Galano, E., Rivera, J.A. (2019). Technical Writing: a resource guide
to writing across disciplines.Quezon City, Manila: Lorimar Publishing, Inc.pp.
3-6

Gabelo, et.al. (2014). Writing essentials. Kalayaan Avenue, Quezon City: Maxcor
Publishing House, Inc. pp. 82-88

Let’s Check
QUIZ EXERCISE 1. Now that you know the most essential terms in the introduction
of production management. Let us check your understanding of these terms by
writing TRUE if the statement is Correct and write FALSE if it is incorrect (10 points).
_____________1. The style of the writer mainly bases their output from the
audience,
purpose and format.
_____________2. The audience prefers words that are not functional, inexact, and
unclear.
_____________3. Readers prefer paragraphs that are lengthy and wordy.

_____________4. The document might need visible structure of headings and

subheadings or even chapters to identify the flow of information.
_____________5. The document might not need visible clues for structure, such as
casual emails or memo focused on only one topic.
_____________6. Correspondence is a letter and/or a memo written from one
person
to another, or the activity of writing and receiving letters.
_____________7. Instructions are detailed information telling how something should
be done, operated, or assembled in a form of a manual guide, etc.
_____________8. The audience does not have different levels of understanding and
different information needs that require specific formats and styles
of communication.
_____________9. In establishing our point in a paragraph, we may simply disregard
proving our point of view throughout the essay.
_____________10. Determining the purpose should be done first before analyzing
the audience.

QUIZ EXERCISE 2. Let us try to check your understanding of these terms. In the
space provided, write the term/s being asked in the following statements (10 pts):

13
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

1. A person whose task is to transfer information between two or more parties,

through any medium that best facilitates the transfer and comprehension of the
information.
2. This is a group of readers who read a particular piece of writing.
3. A type of audience who understands fundamental concepts and jargon without
definitions or background information.
4. A factor under technical communication that is composed of language,
organization, and layout of the writing output.
5. This is the goal or aim of a piece of writing, to express oneself, to provide
information, to persuade, or to create a literary work.
6. This is technical document format which can be in a form of user guides, online
help, and training manual.
7. This is designed to convey technical information in a clear and easily accessible
structure.
8. This is the process of transmitting facts and information to a defined audience for
a specific purpose.
9. These are known as the general public, and unknown audience, or any
combination of any types of audiences.
10. This is used to request information to identify a problem.

Let’s Analyze
ASSIGNMENT 1. Let us discuss some ideas by answering the following
questions. Explain and/or give examples.

1. What other types of writing would be considered under technical writing?

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

2. What other considerations can you give before writing a technical paper?
________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

________________________________________________________________

3. Are there other properties of writing you can add to make a technical writer an
effective one?
________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

4. Aside from the other purpose given about technical writing, can you think of other
purposes which we can add on the list?
________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

5. Are you more inclined in technical writing or creative writing?

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

In a Nutshell
The ideas and topics discussed under technical communication is indeed a pre-
requisite to becoming a successful business professional. It is complicated, intricate
and demanding task which requires patience, training, and technical expertise
including knowledge about the business organization and its stakeholders as well as
outside the classroom and school.

15
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Based from the definition of the most essential terms of technical communication
and the learning exercises that you have done, please feel free to write your
arguments or lessons learned below. I have indicated my arguments or lessons
learned.

1. In the field of technical communication, technical writers must consider before

beginning any type of technical document the following: audience, purpose,
format and style.

2. Technical writing is an audience-centered means of communication that

provides a reader with clear and easy access to information. In the business
world, time equates to profit, and profit is the force behind all business
interaction. The technical writer and reader have a vis-à-vis relationship. The
writer recognizes, respects, and addresses the importance of time in effective
and efficient communication by providing documents written in specific formats,
using unambiguous language to send clearly assessable information. The reader
in turn thoroughly understands the information in order to give a thoughtful
response.

Your Turn

3. ___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

4. ___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

5. ___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

16
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

___________________________________________________________________

Q& A LIST.
In this section, you may list down all emerging questions or issues to help
you in your review of concepts and essential knowledge. Answers will be
specifically tackled in the scheduled video conferencing.
Do you have any Questions or clarifications?
Questions/Issues Answers
1.

2.

3.

4.

5.

KEYWORDS INDEX.
Content Technical Oral Presentation Purpose
Audience Semi-technical Reports Style
Style Non-technical Records-keeping forms Technical Writers
Purpose General Public Instructions Technical Writing
Tone Memorandum Correspondence Jargon
Vocabulary Technical Communication Presentation Readability
Organization email Format Creative Writing

17
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Big Picture A in Focus: ULOb. Identify the Importance and Purpose

of Technical Writing Process in Written and Oral Presentations

Metalanguage
In this section, the most essential terms relevant to understand the
importance and purpose of technical writing process in both oral and written
presentations will be operationally defined and illustrated to establish a common
framework of reference as to how this contributes to your chosen field or career and
even in your daily lives. Along the discussion, you will familiarize and encounter
these terms and concepts to demonstrate technical writing skills.
Please proceed immediately to the “Essential Knowledge” part since the first
lesson is also definition of essential terms.

Essential Knowledge
Before you proceed further with the topic, it is highly important to rationalize
discussion pertaining to the different writing processes to help you come up with an
effective technical report or document.

1. Writing Process. This pertains to the steps and methods used to generate a
finished piece of writing. Generally, the writing process can be broken into
three phases:

1.1. Prewriting– This is the first stage in the writing process that can
be incorporated with many techniques. It is when the writer does
before he writes the first draft. In this stage, the writer composes
or supplies information pertaining to the purpose of the paper,
choice of the topic and gathering information.

1.2. Writing–This is the part where we begin to write our first draft.

1.3. Revising–This stage is also known as re-writing stage to ensure

that the content of the paper is relevant, organization and
coherence in the arrangement of ideas are evident and that
grammar and mechanics are clearly observed.

2. Topic Sentences. This points the main idea of a paragraph. It is the most
general sentence of the paragraph and the other sentences have to explain,
describe, extend or support this main idea sentence. Sometimes referred to

18
 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

as a focus sentence, the topic sentence helps organize the paragraph by

summarizing the information in the paragraph. This essentially tells readers
what the rest of the paragraph is all about and all other sentences after it have
to give more information about that sentence, prove it by offering facts about
it, or describe it in more detail.

2.1. Topic - is considered as the general subject of a paragraph or

essay. Topics are identified as simple and are described with
just a word or a phrase from a complete sentence.

3. Prewriting is the generating ideas part of the writing process when the
student works to determine the topic and the position or point-of-view for a
target audience. Pre-writing should be offered with the time necessary for a
student to create a plan or develop an outline to organize materials for the
final product. The different strategies and techniques a writer can use are the
following:

3.1. Brainstorming - Brainstorming is the process of coming up with

as many ideas as possible about a topic without being worried about the
feasibility or whether an idea is realistic or not. A list format is often the
easiest to organize. This can be done individually and then shared with the
class or done as a group. Access to this list during the writing process can
help a writer make connections they may want to use later in their writing.

3.2. Free writing - The free write strategy is when a person writes
whatever comes into their mind about the topic at hand for a specific amount
of time without worrying about the grammar, punctuation, or spelling. Instead,
they should try and come up with as many ideas as they possibly can to help
them when they get to the writing process.

3.3. Mind Maps - Concept maps or mind-mapping are great strategies

to use during the pre-writing stage. Both are visual ways to outline
information. There are many varieties of mind maps that can be quite useful
as students work in the prewriting stage. Webbing is a great tool wherein one
writes a word in the middle of a sheet of paper. Related words or phrases are
then connected by lines to this original word in the center. They build on the
idea so that, in the end, the writer has a wealth of ideas that are connected to
this central idea.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

3.4. Drawing/Doodling - Some writers respond well to the idea of

being able to combine words with drawings as they think about what they
want to write in the prewriting stage. This can open up creative lines of
thought.

3.5. Asking Questions - Others often come up with more creative

ideas through the use of questioning. The point is that these questions can
help the writer uncover a deeper understanding of the topic before they begin
writing the essay.

3.6. Outlining – Anyone who wants to write can employ traditional

outlines to help them organize their thoughts in a logical manner. One can
start with the overall topic and then list out their ideas with supporting details.
It is helpful to point out to students or anyone that the more detailed their
outline is from the beginning, the easier it will be for them write their paper.

4. Methods of Writing. Writing takes multiple forms depending upon the subject
and the channel in which it is used. There are so many interesting subjects to
write like the sensational subject and the higher study subjects. The demand for
the writer is more as there is an evolution of news every day and research of the
subjects which aids for the invention. The structure and the style differ depending
upon the readers and the channel in which it is displayed.

4.1. Expository. The common type and it is used to explain the

concept and information to large group of audience. This is a detailed
explanation of the topic and the writer assumes that the learner has no prior
knowledge. This is compared to the spoon feeding and it is easy to provide
huge and different types of information with this type of writing. Some of the
expository styles of writing are the description, sequence, comparison, and
solution to a problem. This type of learning is used in the newspaper,
magazines, textbooks, and an article on the websites. Here the topic is
explained as like a layman’s view.

4.2. Descriptive. This method is used to convey the information in

multiple ways. Explaining the subject with five senses such as hearing,
seeing, tasting, smelling and touching shows the beauty of the subject to the
learners. This type of writing is used in poetry, diary writing, and
advertisements.

4.3. Persuasive writing. This writing is used to argue about something

or to convince regarding the concern raised from a person. Here the author
gives reasons or evidence to the arguments. This writing is used in cover
letters, newspaper articles, and reviews of a product, complaint letter,
advertisements, and a recommendation letter.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

4.4. Narrative. This is used in explaining the different stories. Narrative

writing aims at writing the real scenario. In times of interaction with the client
directly or through website writing with reason and short is important.
Narrative writing is about something happened in the real life and it is short in
nature. This type of writing is used in oral histories, novels, poetry, short
stories, and anecdotes.

5. Oral Presentation. An oral presentation is a short talk on a set topic given to a

tutorial or
seminar group. In an oral presentation, one (or more) students give a talk to a
group and present views on a topic based on their readings or research. The
rest of the group then joins in a discussion of the topic. Depending on your
course, giving an oral presentation can involve:
• reading background material
• preparing and delivering a talk
• leading a group discussion
• preparing handouts and visual aids
• preparing relevant and thought-provoking questions
• submitting a written assignment based on the presentation
topic
6. Oral Presentation Structure. Have a clear, organized structure for your oral
presentation. Structuring a talk is no different from writing an essay or a report; it
requires an introduction, body and conclusion. Like an essay, these sections of
your talk need to fit together and be linked clearly. A poorly structured talk will
confuse and frustrate an audience.

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DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

Oral Presentation Structure

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

7. PowerPoint Presentation. The most common way to incorporate visuals or

slides nowadays is through the use of a PowerPoint Presentation (PPT). It is
much easier to manage and more professional when used appropriately. Here
are some very important tips of what to do and what not to do when using
PowerPoint.

7.1. In using a PPT, the presenter should:

o Ensure in advance that the room has a projector.
o Do a number of practice runs through the presentation before the real
thing.
o Be prepared for all technology to fail and either have backup
transparencies for images or a full set of notes in order to give the
presentation without any slides.
o Limit how many slides you include - you usually need far less than you
think you do. Again, practice will help you gain confidence to know how
many are sufficient.
o Only use keywords and simple phrases.
o Use a large enough, easy-to-read font
o Label any graphs, charts, figures and diagrams (again in a readable
font size).
o Include images for visual interest occasionally if relevant.

7.2 . In using PPT, Presenters should avoid the following:

o Rely too heavily on the PowerPoint presentation, which may
experience technical difficulties on the day.
o Include slabs of text - not only is it distracting, you then are tempted to
read it verbatim.
o Simply read from your slides - let them be reminders and key points.
o Use amusing fonts - stick to the basics such as Times or Arial.
o Use unnecessary slide or text transitions - it's distracting and slow to
watch letters appear one at a time.
o Use PowerPoint sounds or any other sounds unless it's part of the
presentation.
o Choose a template that's busy and doesn't relate to the presentation.

7.3. Prepare - The more prepared you feel, the less nervous you're likely to
be. There are a few key considerations in preparation for an oral presentation,
namely time limits, speaking from notes, body language and use of voice.

7.4. Time limits - Practice the presentation a number of times to get the
pacing right and ensure you fit the information into the time provided. Do not
go over time as that doesn't match the audience's expectations and can lead
to impatience, boredom and confusion. Don't finish too early either or it seems
that you don't have sufficient command of the material.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

7.5. Speak from notes - It is preferable not to read your entire paper as you
will tend to lose eye contact, intonation and good posture. It's preferable to
reduce the original paper to bullet points and then practice filling in the gaps
while practicing. Even if you know the material very well, it can help to have a
few key points in note form in addition to the points on a PowerPoint
presentation.

7.6. Body language - Try to make a sort of roving eye contact with the
audience whilst maintaining good posture and using appropriate gestures with
your hands.

7.7. Voice - Speak loudly enough for your audience to hear you clearly and
slowly enough for them to easily follow your argument. Use silence and
pauses effectively when making particular points, and maintain interesting
intonation patterns - avoid speaking in a monotone.

8. Plain Language. Writing that is clear, concise, well-organized, and follows other
best practices appropriate to the subject or field and intended audience and this
has different steps, which are as follows:
Step 1: Identify and describe the target audience
Step 2: Structure the content to guide the reader through it
Step 3: Write the content in plain language
Step 4: Use information design to help readers see and understand
Step 5: Work with the target user groups to test the design and content

Self-Help: You can also refer to the sources below to help you
further understand the lesson:

Rosales, M.J., Galano, E., Rivera, J.A. (2019). Technical Writing: a resource guide
to writing across disciplines. Quezon City, Manila: Lorimar Publishing, Inc. pp.
13-40

Gabelo, et.al. (2014). Writing essentials. Kalayaan Avenue, Quezon City: Maxcor
Publishing House, Inc. pp. 23-99

Let’s Check
QUIZ EXERCISE 3. Please encircle the letter of your correct answer that best
reflects your thinking (5 points).
1. Which of the following statements is not true?
a. Italics are easy to read on screen b. Normal or bold fonts are clearer
c. Underlines may signify hyperlinks d. Use colors for emphasis
2. This is one of the aspects of making a PowerPoint Presentation (PPT) which
connotes that the use of sound should only be when it is necessary, for sometimes it
is distractive.
a. Big b. Clear

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

c. Simple d. Progressive

3. An aspect of making a PPT wherein it speaks that artistry is not a substitute for
the content.
a. Big b. Clear
c. Simple d. Progressive
4. The main factors that help emphasize that the PPT is manifesting clearness is due
of the following, except:
a. all capital letters are difficult to read b. the use of contrasting colors
c. upper & lower case letters are easier d. weight of the image
5. Below are things that a presenter should consider to make his/her PPT clear,
except:
a. fonts b. use of bullets
c. use of number with sequence d. use of different colors
6. Which of the following statement is correct?
a. differences do not draw attention b. differences may imply importance
c. surprises are intended to distract d. the use of different fonts
7. A simple PPT has the following aspects, except:
a. use of complementary colors b. too detailed texts and messages
c. use of appropriate fonts and styles d. the 6 x 7 rule
8. This is one of the factors in designing an effective PPT:
a. Inconsistency b. Vagueness
c. Progressive d. Complicated
9. When should we use visuals, pictures and animations?
a. To explain complex information b. To distract the presentation
c. To make the presentation pleasing d. If the audience are 5 years and below
10. Below are other factors that can make a PowerPoint Presentation effective,
except?
a. Do your research b. Speak comfortably and clearly
c. Reading the presentation d. Knowing your audience

Let’s Analyze

ASSIGNMENT 2. Finding the Topic in a Topic Sentence. Find the topic in each of
the following topic sentences. For each sentence, ask yourself this question: What
topic is the writer going to discuss? Then underline the topic.

1. Remodeling an old house can be frustrating.

2. College work demands more independence than high school work.

3. A well-made suit has three easily identified characteristics.

4. Growing up near a museum had a profound influence on my life.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

5. My favorite room in the house would seem ugly to most people.

6. A student who goes to school full-time and also works part-time has to make
careful use of every hour.

7. One of the disadvantages of skiing is the expense.

8. Spanking is the least successful way to discipline a child.

9. An attractive wardrobe does not have to be expensive.

10. Of all the years in college, the first year is usually the most demanding.

In a Nutshell
The importance of understanding the writing process is vital as well as putting
into context its concepts. In this unit, you will be required to state your arguments or
synthesis relevant to the topics presented demonstrating the different strategies and
techniques of the writing process including choosing a specific method of writing. I
will supply the first two items and you will continue the rest.

1. Writing is a process that involves several distinct steps and it is important for a
writer to work through each of the steps in order to ensure that he has produced a
polished, complete piece.
2. Process is important for the way you write affects how well you write and this also
affects the content of your output which helps you in order to convey the right
message to the audience.

Your Turn
3.__________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

4.__________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

___________________________________________________________________

5.__________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Q& A LIST.
In this section, you may list down all emerging questions or issues to help you in
your review of concepts and essential knowledge. Answers will be specifically
tackled in the scheduled video conferencing.
Do you have any Questions or clarifications?
Questions/Issues Answers
1.

2.

3.

4.

5.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Mabini St., Tagum City
Davao del Norte
Telephone No.: (084) 655 -9607 / Local 115

KEYWORDS INDEX.

Topic Sentence Draft Expository Narrative

Topic Oral Presentation Descriptive Persuasive
Controlling ideas PowerPoint Body Language Brainstorming
Pre-writing Plain Language Tone Voice
Writing Writing Process Audience Purpose
Revision Method of Writing Euphemism Body
Editing Conclusion Introduction Active Voice

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

Big Picture B

Week 4-5: Unit Learning Outcomes (ULO): At the end of the unit, you are
expected to:

a. Demonstrate deep knowledge about communication in Business and

Organization incorporating its different styles, as well as its elements
and its characteristics; and identify the purpose of a technical
documentation, its components, its process and its different formats.

Big Picture C in Focus: ULOa

(a) Demonstrate Deep Knowledge about
Communication in Business and Organization and
identify the Purpose of a Technical Documentation, its
Components, its Process and its Different Formats

Metalanguage

In this section, the most essential terms relevant to the study of technical
communication shall be laid. Communication in businesses is essential as this shall
inculcate good relationship and harmony among the stakeholders of the
organization, the employees, clients, customers and others. To be able to identify the
different communication methods in the organization would enable a smooth flow of
operations and functions resulting to an efficient and effective management. Further,
business communication should be demonstrated and practiced by the employees
and management to reach organizational goals. Its purpose is to improve
organizational practices and reduce errors. In this unit, you will learn of the three
types of business communication most commonly used by organizations, these are:

Business Letters - is a formal document often sent from one company to

another or from a company to its clients, employees, and stakeholders. Business
letters are used for professional correspondence between individuals, as well.
Memorandum - is a note or a record for future use. For an organization, it is
very important to have an efficient way of communication. It is an intra-office tool as
well or can be a written message or information from one person or department to
another in the same business but less formal than a letter. A memorandum is often
abbreviated as a memo and effective memos clearly state the objective in the first
sentence.
Minutes of Meeting - are a tangible record of the meeting for its participants
and a source of information for members who were unable to attend. A meeting
minutes can act as a reference point, such as when a meeting's outcomes impact
other collaborative activities or projects within the organization. Further, it is also

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

considered as a legal document, so when writing them, strive for clarity and
consistency of tone.

Essential Knowledge

To discuss the aforesaid big picture (unit learning outcomes) for the next two
(2) weeks of the course, you need to fully understand the following essential
knowledge that will be laid down in the succeeding pages. Please note that you are
not limited to exclusively refer to these resources. Thus, you are expected to utilize
other books, research articles and other resources that are available in the
university’s library e.g. ebrary, search.proquest.com etc.

1. Business Letter - A written message used to transact business which cannot

be conveniently conducted orally. It is formal and direct, with no literary
pretentions. The purpose of a business letter is to serve as a record and an
attempt to secure action from the reader. A business letter is composed of
different parts, which are as follows:

1.1. The Heading—consists of the name of the firm or the individual and the
address. These are the essentials for a printed letterhead, although
there may be additional printed data.
1.2. The Date Line—consists of the month, the day of the month, and the
year. The date may be centered, typed flush with the margin, started at
the center point of the page, or, in full-block letters, started at the left
margin.
1.3. The Inside Address—consists of the name and address of the person
or the firm to whom the letter is written and should correspond in
essentials to the envelope address. It is written below the date at the left
margin in letters addressed to government officials and also in personal
letters of a rather formal and dignified character. It is sometimes placed
in the lower-left-hand portion of the sheet, beginning flush with the left-
hand margin, two to five spaces below the last item of the signature,
depending upon the amount of space between the signature and the
bottom margin.
1.4. The Attention Line—is used when it is important that the letter reach
quickly the person who is best qualified to take care of it. A number of
positions and forms for this information are used, but as a general rule,
the attention line should be centered.
1.5. The Salutation—always starts at the left margin, followed by a colon.
The correct salutation for a firm composed of men or of men and women
is Gentlemen. For a firm composed entirely of women, Mesdames.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

1.6. The Subject Line—enables the reader to know at a glance what the
letter is about. It may be placed in various positions (sometimes above
the inside address).
1.7. The Body of the Letter—contains the message. As a general rule,
single spacing should be employed within paragraphs of the letter body.
The two most important sentences of the letter body are the first and the
last. The first sentence should be utilized for a constructive purpose.
1.8. The Complimentary Closing—is the leave-taking line of the letter and
should be consistent with the salutation and the message contained in
the letter in representing the same degree of formality.
1.9. The Signature—applies to the entire signature unit which usually
consists of two to four lines containing the following:
a. The typewritten name of the business organization in behalf
of which the letter is written.
b. The pen-written signature of the dictator.
c. The typewritten name of the dictator.
d. The designation of the dictator’s business rank or position
within the organization.
1.10. Identification Initials—the initial of the stenographer, and either the
name or the initials of the dictator are usually placed in the lower left-
hand corner of the letter, ordinarily one or two spaces below the last line
of the signature group.
1.11. Inclosure Reference—when other material besides the letter included
in the envelope, it should be noted in the left-hand corner on a line with
the bottom margin. (it is spelled with an initial i though enclosure is
permissible; the number beyond one is indicated before the
abbreviation: 2 incls.)

2. Types of Business Letters. The business people, by the nature of their jobs,
use a form of written or printed documents to get their ideas and thoughts
across. These can be sent to give a positive message, to give negative
messages or apologizing, to place a straight or modified rebuy, or simply to
resign from the job in consideration. Business letters can be written between
to an employer of the same company, by an employer to his employee, can
be written to the suppliers or other business partners and of course to the
customers. There are different types of business letters:
2.1. Inquiries and Replies—these letters which ask or answer questions are
usually brief and present no special difficulty. It consists of four steps:
a. State carefully the circumstances which necessitate the
inquiry.
b. State any facts needed by the reader in making a complete
reply.
c. Ask for the information, or state the questions.
d. Express gratitude for the favor requested.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

2.2. Order and Acknowledgment—the order letter, as well as its

acknowledgment and acceptance, constitutes a contract enforceable by
law; therefore, every statement included in either should be scrutinized
carefully with that in mind.
2.3. Letters Giving Instructions—a usual preoccupation of the engineer or
the architect is giving written instructions by means of a letter to
subordinates, to other technical men, or to laymen who write for
information or advice. These should show careful adaptation to the
reader, as well as clearness and courtesy in giving orders. The writer
should know the reader to whom the instructions are given so that he
may adapt his letter to his needs, capacity and interest; and the
language understood by the reader.

2.4. Claim and Adjustment Letter—are used whenever a misunderstanding

arises between two parties which cannot be easily handled by word of
mouth.
a. A Claim Letter attempts to put before the reader exactly what the
writer thinks has been wrong or unfair in a given transaction. He
should not ask for more than he is entitled to, nor misstate facts in
an effort to deceive the other party.
b. The adjustment letter is an expression of interest and sympathy or
an apology and reflects a clear and complete statement of the facts
so that the claimant may understand the adjuster’s point of view. It
may also make an offer of an adjustment which is fair to both
parties and an assurance that the situation will not happen again to
build up damaged goodwill.
2.5. Letter of Application—it tries to sell the writer’s services, attempting to
secure a position through this letter.
2.6. Sales Letters—a tremendous volume of sales letters goes out every
day, and every professional is sure to be circularized with many of them.

3. Characteristics of a Business Letter. If a writer is able to present a letter to

the receiver in manner that is it able to be understood by the reader, then it is
considered effective writing. In making a business letter, it also manifest
different characteristics to be effective, the following are:
3.1. Correctness—a business letter should be correct as to the facts given.
Also applies to grammar, sentence construction, punctuations, and the
order of the mechanical portions of the business letters.
3.2. Clearness—the business letter is clear if it is easily understood. Use
simple, exact language.
3.3. Conciseness—is the art of saying a thing in as few words as possible.
3.4. Order—for it is an important written record, the essential characteristic
of a letter is to have logical organization.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

3.5. Unity—no letter should deal with two unrelated subjects.

3.6. Courtesy—is the attitude taken by the writer, expressing friendliness
and good-breeding; it strives to be polite in manner and phraseology.
3.7. Character, Personality, Style—the three qualities that are interrelated
to each other. Each letter has its own need thus encouraging freshness
and originality as well as adding personal touch to it.
3.8. Tone—a letter should not be written in a condescending, pompous,
sarcastic, didactic, flippant, suspicious, or humble tone. The writer
should consider the reader as intelligent, human, honest, and fair-
minded.

4. Letter Styles. This is defined to as the form of indention.

4.1. The Block Style—the insider address and all paragraph beginnings
start at the left margin. Each member of the signature group is aligned
vertically with the complimentary close which begins near the vertical
center.
4.2. The Semi-block Style—is identical with the Block Style except that the
first line of paragraph is indented five, sometimes ten spaces. Standard
punctuation is commonly used.
4.3. The Indented Style—less used now than formerly, the various elements
of addresses and other formal positions are indented an even number of
spaces, so that a line drawn tangent to the first will be tangent to all the
rest.
4.4. Full-Block Style—each part of the letter, except possibly the date line
and the file reference, is placed on the left margin.
4.5. The Hanging-indented Style—the first line of each paragraph is flush
with margin, in line with the salutation and inside address. Other lines
are uniformly indented at least five spaces. Although frequently used in
sales letters, it is seldom employed in business letters of a conservative
character. It is appropriate only when the nature of the business is
sufficiently informal to justify novelty.
5. Memorandum - is a document typically used for communication within an
organization. Memos can be as formal as a business letter and to present a
report and its purpose are:
a. To give information to someone c. To request for help
b. To issue an instruction d. To give suggestions
6. Parts of Memorandum
6.1. Date Section – the date as to when you write the memo.
6.2. To Section - lists the names of everyone who will receive the memo.
Includes the first and last name and titles or departments of the
recipients. If all recipients know the names and positions, use their first
initial and last name. Can be listed alphabetically or by rank.
6.3. From Section - lists the name of the writers in the same way as the
names of the recipients. There is no complimentary close or signature
line, but authors initial their names on the From line

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

6.4. Subject Section indicates the main subject of the letter and it should be
as specific and concise as possible.

Sample Format of a Memorandum

Date:
To:
From:
Sub:

7. Types of Memorandum
7.1. Information Memo - Used to deliver or request information or
assistance wherein, first paragraph provides main idea, the second
paragraph expands on the details and the third paragraph outlines the
action required.
7.2. Persuasive Memo - asks you to persuade someone of something and is
used to encourage the reader to undertake an action he doesn't have to
take. Its first paragraph begins with an agreeable point and the second
paragraph introduces the idea. On the third paragraph states benefits to
the reader. Whereas, the fourth paragraph outlines the action required
and lastly, the fifth paragraph ends with a call to action.
7.3. Directive Memo - A directive memo states a policy or procedure you
want the reader or co-worker to follow. The length of the memo depends
on how much space is required to properly explain the procedure.
Directive memos are useful for leaders to provide instruction to
subordinates that are clear and concise.
7.4. Technical Memo - A technical memo is a concise presentation of
results, with a logical progression from the principles which are core to
the analysis towards the conclusions that were drawn from the results.
Used primarily for simple experiments in which the methods (apparatus,
procedure, and theory) are familiar to your readers. Usually from a
subordinate to a higher up

8. Characteristics of an Effective Memo

8.1 Civilized: use courtesy and tact
8.2 Concise: condense information

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

8.3 Coherent: use clear and logical structure

8.4 Compelling: use persuasive diction
8.5 Correct: follow conventions of quality writing

9. Minutes of Meeting. This is a detailed note that serve as an official written

record of a meeting or conference. Here are some important techniques to
make an effective minutes of meeting:
9.1. Before the Meeting - Choose your recording tool. You can use a pen
and paper or you can use high-tech and use a laptop computer, tablet, or
smart phone. Check with your supervisor to see if they prefer that you use a
particular method. Make sure your tool of choice is in working order, and have
a backup just in case your original one fails. If you bring a laptop, for instance,
have a pen and paper handy as well. You don't want to have to stop the
meeting while you search for something to write on if your computer crashes.
Read the meeting agenda before the meeting starts. It will allow you to
formulate an outline for your minutes. Leave some space below each item on
it and write your notes there. Doing this will make your job a little easier, as
long as the person running the meeting sticks to the agenda.
9.2. During the Meeting - Pass around an attendance sheet and make sure
everyone signs in. You will need to include a list of all attendees in the official
meeting minutes. Make sure you know who everyone is. That way you will be
able to identify who is speaking and correctly record that information. Note the
time the meeting begins. Don't try to write down every single comment. It is
okay to include only the main ideas. Be very careful not to leave out items with
which you disagree. Your biases shouldn't influence you. Remember this is an
official account, not your opinion of what happened. Write down all motions,
who made them, and the results of votes, if any, you don't need to write down
who seconded a motion and record the ending time of the meeting.
9.3. After the Meeting - Type up the minutes as soon as possible after the
meeting while everything is still fresh in your mind. If you find an error in your
meeting notes or you have a question, you can clear it up quickly by talking to
other attendees. On the final copy of the minutes, include the name of the
organization, title of the committee, type of meeting (daily, weekly, monthly,
annual, or special), and its purpose. Provide the list of attendees and a note
about who ran the meeting. Alternatively, at the end of the document, you can
sign off by writing "Respectively submitted by," followed by your name.
Proofread the minutes before you submit them. Ask someone else who
attended to look them over as well. They will be able to let you know if you
accidentally left something out then submit them to the person who ran the
meeting unless instructed to do otherwise.
10. Compare and Contrast: Memorandum vs. Letter
Characteristi Memorandum Letter
c

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Destination Internal: correspondence written to External: correspondence

colleagues within a company written outside the business

Format Identification lines include date, to/for, Includes letterhead,

from and subject and the message address, date, salutation,
follows these text, complimentary close
and signatures
Audience Generally high-tech or low-tech, Generally low-tech and lay
mostly business colleagues reader such as vendors and
clients.
Topic Generally high-tech or low-tech, Generally low-tech to lay;
abbreviations and acronyms are often abbreviations and acronyms
allowed are usually defined.
Tone Informal More formal audience

Attachments Hard-copy attachments can be stapled Additional information can

or enclosures to the memo be enclosed within the
envelope. Complimentary
copies can be sent to other
readers.
Delivery Time Determined by a company’s in-house Determined by the
mail procedure. Memos could be destination. Letter could be
delivered within 3 days. delivered within 3 days

Self-Help: You can also refer to the sources below to help you
further understand the lesson:

Rosales, M.J., Galano, E., Rivera, J.A. (2019). Technical Writing: a resource guide
to writing across disciplines.Quezon City, Manila: Lorimar Publishing, Inc.pp.
138-158

Gabelo, et.al. (2014). Writing essentials. Kalayaan Avenue, Quezon City: Maxcor
Publishing House, Inc. pp. 23-99

Let’s Check
QUIZ EXERCISE 4. Please identify the correct answer for each statement. (5
points).

1. A characteristic of a memo that emphasizes being courteous and tactful.

2. A characteristic of a memo that speaks that it should use persuasive
diction.
3. It requires a memo to use clear and logical structure.
4. One of the stages of writing an effective memo that requires the sender to
recheck the write-up for clarity, check the spelling & grammar.
5. A type of letter that constitutes a contract enforceable by law and that every
statement should be scrutinized carefully with that in mind.

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6. A type of letter that requires the sender to be clear and courteous in giving
orders.
7. A part of the letter wherein it enables the reader to know at a glance what
the letter is all about.
8. It is considered to as the fulfillment of goal in writing.
9. A part of the body of the letter which is the leave-taking line of the letter and
should be consistent with the salutation and the message contained in the
letter in representing the same degree of formality.
10. A type of memo that is used to encourage the reader to undertake an
action he doesn't have to take

ACTIVITY 1. Please make a memo and/or a letter for the following topics
indicated below (10 pts each).
1. Memorandum about:
a. Change of designation of personnel in a Department due to demotion.
b. Informing employees to attend a meeting stipulating its agenda.

2. Letter about:
a. Inviting a Resource Person for a speaking engagement.
b. Requesting a company to correct the erroneous number of purchases.

Let’s Analyze
ASSIGNMENT EXERCISE 3. Answer the following questions briefly (20 points)
1. How do the different types of letters differ from one another? Compare and
contrast.
______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

2. Why is it important for a manager to incorporate the different characteristics of

a memo he/she has to make for the employees within the company?

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______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

In a Nutshell

In this portion, you will be required to state your arguments or synthesis

relevant to the topics presented. I will supply the first two items and you will continue
the rest.

1. Business letters can be written between the employer and the employee and it
can also be written to the suppliers or other business partners and of course to
the customers of the company.
2. Memorandum is an intra-office tool uses for communicating information within an
organization or can be a written message or information from one person or
department to another in the same business.

Your Turn

3._________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

4. ________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

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___________________________________________________________________

___________________________________________________________________

5. _________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Q& A LIST.
In this section, you may list down all emerging questions or issues to help you in
your review of concepts and essential knowledge. Answers will be specifically
tackled in the scheduled video conferencing.
Do you have any Questions or clarifications?
Questions/Issues Answers
1.

2.

3.

4.

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5.

KEYWORDS INDEX.

Topic Sentence Draft Expository Narrative

Topic Oral Presentation Descriptive Persuasive
Controlling ideas PowerPoint Body Language Brainstorming
Pre-writing Plain Language Tone Voice
Writing Writing Process Audience Purpose
Revision Method of Writing Euphemism Body
Editing Conclusion Introduction Active Voice

Big Picture C

Week 6 - 7: Unit Learning Outcomes (ULO): At the end of the unit, you are
expected to:

a. Demonstrate deep knowledge about business proposal and audit

reports incorporating its different styles, as well as its elements and its
characteristics.

Big Picture C in Focus: ULOa and ULOb.

(a) Demonstrate Deep Knowledge about
Business Proposal and Audit Reports

Metalanguage
In this section, the most essential terms relevant to the technicalities of
making a Project Proposal including its different types specifically the business
proposal which will be a tool to be used in your future career shall be elaborated in
this section. Included in this unit are lessons about what an audit report is, its
purpose, its components and the process one should undergo to make it successful.
The most commonly used term for this lesson shall be defined in the section, which
are as follows:
Project Proposal - it is the initial document used to define an internal or
external project. The proposal includes sections such as title, start and end dates,

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objectives and goals, requirements, and a descriptor of the proposed solution. The
project proposal functions as the working document between agency and client
before a potential initiation of the project. Thus, the project proposal is used to define
the objectives and requirements of a project for the external party. For the internal
party, it is a method to analyze the feasibility and profitability of the project.
Audit Report - The auditor's report is a written letter from the auditor
containing the opinion of whether a company's financial statements comply with
generally accepted accounting principles. The independent and external audit report
is typically published with the company's annual report.

Essential Knowledge

To discuss the aforesaid big picture (unit learning outcomes) for the next two
(2) weeks of the course, you need to fully understand the following essential
knowledge that will be laid down in the succeeding pages. Please note that you are
not limited to exclusively refer to these resources. Thus, you are expected to utilize
other books, research articles and other resources that are available in the
university’s library e.g. ebrary, search.proquest.com etc.

1. Project Proposal - A proposal is an essential marketing document that helps

cultivate an initial professional relationship between an organization and a
donor over a project to be implemented. The proposal outlines the plan of the
implementing organization about the project, giving extensive information about the
intention, for implementing it, the ways to manage it and the results to be delivered
from it. A project proposal has two classifications:

a. Research Proposal
b. Business Proposal

2.  Research Proposal - a document written by a researcher that provides a

detailed
description of the proposed program. It is like an outline of the entire research
process
that gives a reader a summary of the information discussed in a project.

3. Business Proposal - a written offer from a seller to a prospective buyer and this
is often a key step in the complex sales process. Moreover, this is also a
document that facilitates a professional relationship between an organization and
outside contributors. Typically, a project proposal is the initial framework for
establishing the concept of the project and includes what you want to accomplish,
an explanation of objectives, and plans for achieving them. It is common for a
project proposal to include a list of activities or tasks that will be associated with
the project, illustrate the significance of this specific project idea, and explain the
origins of this project. In addition, this is also the marketing document that kicks
off a relationship between an organization and outside project stakeholders.
Creating a proposal allows an organization to establish a formal, logical

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presentation to an outside worker or project donor. There are three distinct

categories of business proposals:
3.1. Formally Solicited - Solicited proposals are written in response to
published requirements.

3.2. Informally Solicited - Informally solicited proposals are typically the

result of conversations held between a vendor and a prospective customer.
This type of proposal is known as a sole-source proposal. There are no formal
requirements to respond to, just the information gleaned from customer
meetings. These proposals are typically less than 25-pages, with many less
than 5 pages.

3.3. Unsolicited – Unsolicited proposals are marketing brochures. They are

always generic, with no direct connection between customer needs or
specified requirements. They are often used as "leave-behinds" at the end of
initial meetings with customers or "give-aways" at trade shows or other public
meetings. They are not designed to close a sale, just introduce the possibility
of a sale.

4. Types of Formally Solicited Business Proposal

4.1. Request for Proposal (RFP): RFPs provide detailed specifications of
what the customer wants to buy and sometimes include directions for
preparing the proposal, as well as evaluation criteria the customer will use to
evaluate offers. Customers issue RFPs when their needs cannot be met with
generally available products or services.
4.2. Request for Quotation (RFQ): Customers issue RFQs when they want
to buy large amounts of a commodity and price is not the only issue--for
example, when availability or delivering or service are considerations.
4.3. Invitation for Bid (IFB): Customers issue IFBs when they are buying
some service, such as construction. The requirements are detailed, but the
primary consideration is price. For example, a customer provides architectural
blueprints for contractors to bid on.
4.4. Request for Information (RFI): Sometimes before a customer issues an
RFP or RFQ or IFB, the customer will issue a Request for Information (RFI).
The purpose of the RFI is to gain "marketing intelligence" about what
products, services, and vendors are available.

5. Proposal Management - is the closing of a sale through a written document

using repeatable processes to guide a team of contributors in which this is an
inherently collaborative process. It often consists of the following basic roles and
responsibilities which are as follows:
5.1. Creator - responsible for creating and editing content.

5.2. Editor - responsible for tuning the content message and the style
of delivery, including translation and localization
.
5.3. Publisher - responsible for releasing the content for use.

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5.4. Administrator - responsible for managing access permissions to

documents and files, usually accomplished by assigning access rights
to user groups or roles.

5.5. Consumer or viewer - the person who reads or otherwise takes in

content after it is published or shared.

6. Effective Business Proposal. Making a business proposal is vital to close a deal

in the organization in order to reach organizational goals. Now, here are the tips for
creating an effective business proposal.

6.1. Know What Your Customer Needs: Your proposal shouldn’t be

centered around your fantastic products or benefits of working with your firm. It
should focus on addressing your customer’s needs. 

6.2. Keep It Simple: You should stick to the basic templates. You’ll need to
include

o An overview of your company

o The goals you want to help the client achieve
o An outline of how you’ll achieve those goals
o A timeline for getting it done
o Pricing
o Policies, such as cancellation
o Contact information

6.3. Get Professional: You can modify any number of business proposal
templates online, or you can use software like Quote Base, which allows you to
modify proposal modules and email the finished product directly to your clients.

6.4. Keep Them on Their Toes: Business proposals don’t have to be boring.
Don’t be afraid to inject a little of your own personality into it (as long as it’s
professional). Graphics, too, can spice up a proposal and keep it interesting.

6.5. Re-Read it for Errors: So many salespeople pen off a proposal and hit
“send” without spell-checking or reading through it one last time. Read it to make
sure it’s easy to understand. Keep sentences short. Make sure you define any terms
the reader might not know.

7. Audit Report - an appraisal of a small business's complete financial status.

Completed by an independent accounting professional, this document covers a
company's assets and liabilities, and presents the auditor's educated assessment of
the firm's financial position and future.

8. Topics of an Audit Report are the following:

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 The responsibilities of the auditor and the management of the

entity.
 The scope of the audit.
 The auditor's opinion of the entity's financial statements.

9. Components of an Audit Report are the following:

9.1. Introductory Section:

 Identifies whom the audit report was prepared for.

 It states why the audit was conducted and names the person who
conducted the audit.
 It confirms the representations you made about the accuracy of
your financial statements and business information.
 It gives an overview of your business operations, the long-term
financial planning and your cash management policies and
practices.
 It assesses your insurance policies as part of your risk management
planning.
 It contains an organizational chart identifying the employees and
their responsibilities in your business

9.2. Financial Section

 an assessment of your financial statements based on the auditor’s

testing.
 The auditor identified which financial statements were tested and
confirmed that the audit was conducted in accordance with
generally accepted auditing standards.
 The income statement and balance sheet are normally examined
during the audit.
 The financial section discloses the test sample scope and includes
the auditor’s opinion of whether your financial statements conform
to GAAP.

9.3. Required Supplemental Section

 Documents that are needed to clarify information contained in the

financial statements.
 These documents are not part of your financial statements but are
additional stand-alone documents.
 For example, a required supplemental document would compare your
budgeted inventory projection with the actual inventory consumed.
 The auditor is responsible for examining and test sampling the
supplemental information.
 The auditor must disclose if the supplemental documents are
inadequate or if you decided not to provide them.

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9.4. Findings and Recommendation Section

 The audit report winds up with a list of findings that identifies where
your accounting system could be improved.
 The auditors provide specific recommendations that you may decide to
implement.
 For example, the auditor may recommend that you set up a system to
investigate the reasons for a large divergence between the estimated
merchandise sales and the actual amount sold.
 The auditor will also include information about the benefits associated
with implementing the suggested recommendations.

10. Audit Process

10.1. Planning: the auditor notifies the client of the audit, discusses the
scope and objectives of the examination in a formal meeting with organization
management, gathers information on important processes, evaluates existing
controls, and plans the remaining audit steps.
10.1.1. Announcement Letter - the client is informed of the
audit through an announcement or engagement letter from the
Internal Audit Director.
10.2. Initial Meeting: the client describes the unit or system to be reviewed,
the organization, available resources and other relevant information.
10.3. Preliminary Survey: the auditor gathers relevant information about
the unit in order to obtain a general overview of operations.
10.4. Internal Control Review: the auditor will review the unit's internal
control structure, a process which is usually time-consuming.
10.5. Advice and Informal Communication: the auditor discusses any
significant findings with the client. the client can offer insights and work
with the auditor to determine the best method of resolving the finding.
a. Audit Summary
b. Working papers
c. Working papers documentation
10.6. Discussion Draft: the auditor drafts the report, audit management
thoroughly reviews the audit working papers and the discussion draft
before it is presented to the client for comment.
10.6.1. Exit Conference - when audit management has
approved the discussion draft, Internal Audit meets with the
unit's management team to discuss the findings,
recommendations, and text of the draft.
10.7. Formal Draft: the auditor then prepares a formal draft, taking into
account any revisions resulting from the exit conference and other
discussions.
10.8. Final Report: Internal Audit prints and distributes the final report to the
unit's operating management, the unit's reporting supervisor.

11. Types of Audit Report

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11.1. Unqualified Opinion

 Referred to as “clean opinion”
 This report indicates the auditor’s opinion that all documents provided
for the evaluation indicate that the company’s financial activities and
records are correct and acceptable.
 This report shows that a business has followed the necessary
practices and adhered to conditions set about by the GAAP. This is the
best type of report a company can receive.

11.2. Qualified Opinion

 This report is generally positive because it indicates that the auditor
has found nothing wrong in the financial documentation. However, a
qualified opinion means that the company audited has not adhered to
the standards set by GAAP.
 This report will include an extra section addressing why it could not be
considered an unqualified opinion.
 If there were any scope limitations that were imposed upon the
auditor's work.
11.3. Adverse Opinion
 A “worst” type of report to receive following an audit.
 An adverse opinion means that the company has not adhered to the
standards set by the GAAP and that auditor has discovered
discrepancies in the company’s financial statements.
 While this can result from a mistake in the auditing process, it can also
be an indication of fraud within the company. An adverse opinion
means the company must go through their documentation before
being audited a second time.
11.4. Disclaimer Opinion: This simply means that the auditor wasn’t able to
complete the audit due to a particular reason and can be issued in either of
the following cases:
 When the auditor is not independent or when there is conflict of
interest.
 When the limitation on scope is imposed by client, as a result the
auditor is unable to obtain sufficient appropriate audit evidence.
 When there are significant uncertainties in the business of client.

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Figure 1. Sample Audit Report for a

Qualified Audit

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Figure 2. Sample Audit Report for an

Unqualified Audit

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Figure 3. Sample Audit Report for an

Adverse Audit

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Figure 4. Sample Audit Report for a

Disclaimer Opinion

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Self-Help: You can also refer to the sources below to help you
further understand the lesson:

Rosales, M.J., Galano, E., Rivera, J.A. (2019). Technical Writing: a resource guide
to writing across disciplines.Quezon City, Manila: Lorimar Publishing, Inc.

Gabelo, et.al. (2014). Writing essentials. Kalayaan Avenue, Quezon City: Maxcor
Publishing House, Inc.

Gilling, Desmond A. (2013). The Essential Handbook for Business Writing.

communication excellence in English, the language of business worldwide.

Let’s Check
QUIZ EXERCISE 5. Please select among the choices given the correct answer for
each question. (5 points).
1. This is a written document that evaluates the business’s complete financial status.
a. Project Proposal b. Audit Report
c. Annual Report d. Financial Statement
2. Is a document written by a researcher that provides a detailed description of the
proposed program.
a. Research Proposal b. Audit Report
c. Annual Report d. Project Proposal
3. A written document which is considered to as a key step in the complex sales
process.
a. Research Proposal b. Audit Report
c. Annual Report d. Project Proposal
4. This is considered to as the result of a successful proposal.
a. Meeting b. Sales
c. Business engagement d. Partnership
5. The purpose of this document is to gain "marketing intelligence" about what
products, services, and vendors are available.
a. Request for Proposal b. Request for Quotation
c. Request for Information d. Invitation for Bid
6. A section in the audit report that provides a list of findings that identifies where
your accounting system or business operation could be improved.
a. Financial Section b. Required Supplemental Section
c. Introductory Section d. Findings &
Recommendation
7. An audit process wherein the client describes the unit or system to be reviewed,
the organization, available resources and other relevant information.
a. Initial Meeting b. Preliminary Survey
c. Internal Control Review d. Planning

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8. This is also a part of the audit process wherein when audit management has
approved the discussion draft, Internal Audit meets with the unit's management team
to discuss the findings, recommendations, and text of the draft.
a. Internal Control Review b. Discussion Draft
c. Exit Conference d. Advice & Informal
Communication
9. An audit process wherein the auditor discusses any significant findings with the
client in which they can offer insights and work with the auditor to determine the best
method of resolving the finding.
a. Internal Control Review b. Discussion Draft
c. Exit Conference d. Advice & Informal
Communication
10. Below are the topics in an audit report, except:
a. The responsibilities of the auditor and the management of the entity.
b. The documentation of a written offer from a seller to a prospective buyer.
c. The scope of the audit.
d. The auditor's opinion of the entity's financial statements.

ACTIVITY 3. Please create a one (1) sample Project Proposal incorporating its
elements using the basic template. You may use any type of Project Proposal
(30 pts.)
1. ___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

Let’s Analyze
ASSIGNMENT EXERCISE 4 - Answer the following questions briefly and
concisely as possible. (20 points)
1. How important is it for an auditor to follow the different audit process? And what
could be the possible consequences if an auditor fails to follow these procedures?
___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

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2. What will you do as an auditor if the auditee disagrees with your report or a portion
of your audit is being corrected by the auditee?
___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

In a Nutshell
In this portion, you will be required to state your arguments or synthesis
relevant to the topics presented. I will supply the first two items and you will continue
the rest.

1. The users of financial statements such as the investors, lenders, customers,

and other stakeholder base their decisions as well as their plans from the
audit reports made and concluded for an audit report is always critical to
influencing the perceived value of any financial statement’s audit.

2. It is imperative that the role of an auditor is very vital in the audit process and
the auditor’s role is to express an unbiased opinion pertaining to the financial
statements of the said enterprise or organization.

Your Turn

3. _______________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

4. _______________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

5. _______________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

Q& A LIST.
In this section, you may list down all emerging questions or issues to help you in
your review of concepts and essential knowledge. Answers will be specifically
tackled in the scheduled video conferencing.
Do you have any Questions or clarifications?
Questions/Issues Answers
1.

2.

3.

4.

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KEYWORDS INDEX.

Project Proposal Research Proposal Recommendation Discussion Draft

Section
Business Proposal Formally Solicited Audit Process Formal Draft
Informally Solicited Proposal Planning Final Report
Management
Unsolicited Audit Report Announcement Letter Adverse Opinion
Request for Proposal Introductory Section Initial Meeting Qualified Opinion
Request for Quotation Financial Section Preliminary Survey Disclaimer Opinion
Invitation to Bid Required Internal Control Editor
Supplemental Section Survey

Big Picture D

Week 8 - 9: Unit Learning Outcomes (ULO): At the end of the unit, you are
expected to:

a. Demonstrate deep knowledge about how to make a project report that

would be vital in the work-life scenario including its steps,
fundamentals, classifications and its structure, and its features.
b. Utilize Social Media and other electronic communication as a tool for
business communication to enable reaching organizational goals.

Big Picture D in Focus: ULOa and ULOb.

(a) Demonstrate deep knowledge about how to Make a Project
Report and (b) Utilize Social Media as a Tool for Business
Communication to enable reaching Organizational Goals.

Metalanguage

In this section, the relevant terms pertaining to making Project Reports are
laid down including the different steps on how to make an effective report as well as
its different types and structure, features. Part of this unit is also the discussion on
the other means of communication in this fast-changing world with the use of Social
Media which can be very accessible to the public, reaching hundreds of people
enabling organization to achieve its objectives. The most commonly used term for
this lesson shall be defined in this section, which are as follows:
Project Reports – a document which provides details on the overall
picture of the proposed business. The project report gives an account of the project
proposal to ascertain the prospects of the proposed plan/activity

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Social Media – a computer-based technology that facilitates the

sharing of ideas, thoughts, and information through the building of virtual networks
and communities. By design, social media is internet-based and gives users quick
electronic communication of content. Content includes personal information,
documents, videos, and photos. Users engage with social media via computer, tablet
or smartphone via web-based software or web application, often utilizing it for
messaging.

Essential Knowledge

To discuss the aforesaid big picture (unit learning outcomes) for the next two
(2) weeks of the course, you need to fully understand the following essential
knowledge that will be laid down in the succeeding pages. Please note that you are
not limited to exclusively refer to these resources. Thus, you are expected to utilize
other books, research articles and other resources that are available in the
university’s library e.g. ebrary, search.proquest.com etc.

1. Project Reports - A report is a systematic, well organized document which

defines and analyses a subject or problem, and which may include:

 The record of a sequence of events

 Interpretation of the significance of these events or facts
 Evaluation of the facts or results of research presented
 Discussion of the outcomes a decision of course of action
 Conclusions
 Recommendations

2. Steps for an effective Project Report:

 Determine the objective of the report, i.e., identify the

problem
 Collect the required material (facts) for the report
 Study and examine the facts gathered
 Plan the facts for the report
 Prepare an outline for the report, i.e., draft the report
 Edit the drafted report
 Distribute the draft report to the advisory team and ask for
the feedback

3. Report Structure:

 Title Page
 Table of Contents
 Abbreviations and (or) Glossary

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

 Acknowledgments
 Abstract
 Introduction
 Body
 Conclusion
 Bibliography

4. Features of Report Writing:

Clarity if thought A Proper Date and Signature

Complete and self-explanatory Has a Reference to Relevant
Details
Comprehensive but compact Follows an Impartial Approach
Accurate in all aspects Has all Essential Technical
Details
Has suitable format for readers Presented in a Lucid Style
Supports facts and is factual Reliable Document
Has an impersonal style Arranged in a Logical Manner
5. Fundamental Concepts of Report Writing – in writing a report, language plays a
vital role. The language should be concise, coherent, and precise to smoothly
connect the ideas and the sections of a business report. There are four
fundamentals of report writing:

5.1. K-I-S-S Concept – an acronym for Keep It Short and Simple wherein this
concept highlights the use of simple but concise words rather than the use of
jargons and complex words.
5.2. Quoting, Paraphrasing and Summarizing – Quoting is the exact
copying of a portion of an original text. In paraphrasing, you will need to use
your own words in restating author’s ideas or words. Summarizing, on the
other hand, is recapitulating the idea of the author and making a shorter
restatement of the original text with your own words.
5.3. Graphic Organizers – classified to as the use of tables, graphs, charts,
figures which provides and reflects a summary of data or information in a
systematic manner.
5.4. Documentation and Citation – this pertains to the proper
acknowledgment of sources and references that you used which should be
composed of the author’s last name and the date of publication.

6. Categories of Report - it is imperative that a report should be well-planned and

well-organized in a logical and systematic manner that is easy to read and
understand. Now, there are two (2) types of reports being used widely in different
organizations:

6.1. Informal Report – this report basically functions to inform, direct, sell,
clarify, or recommend and can be represented or written as a letter, memo or email

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

messages which generally includes an introduction, body and conclusion

recommendation. The following can be a sample of this report:
 Meeting minutes are a type of informal report that summarizes the
discussion and results from a meeting. These reports are informational.
They are summaries, not a direct collection of all statements from all
attendees.
 Expense reports are informal reports that nearly always have a
prescribed format. These reports consist primarily of amount of
expenditures by type of expense. There is little to no free writing.
 Status updates may be internal to a company in addressing a business
situation, or they may be external in providing the status of a project to
another organization. These reports are short and tightly focused to the
purpose. They are informational reports.
 Trip or conference reports are used to summarize and transmit learning
from a trip or conference. They are informational, and they increase the
value of the trip or conference as they share what was learned with others.
 Proposals or feasibility reports for smaller or simpler projects can also
be considered informal reports. These are analytical, as they provide
analysis and propose a direction to take.

6.2. Formal Report – an official report that contains detailed information,

research, and data necessary to make business decisions. This report is generally
written for the purpose of solving a problem.
 Research reports gather and explain data, these reports are
informational.
 Proposals may be internal to a company in addressing a business
situation, or they may come from a solicited or unsolicited sales situation.
Formal proposals will include details of the proposed solutions and costs.
 Feasibility reports are a specific type of analytical report. When an
entrepreneur or business manager has a new idea, it is prudent to fully
explore the idea before making major investments. Some think of this
report as a precursor to developing a full business plan. While a business
plan may take many months to develop, a feasibility report can be
developed in much less time, and it still provides excellent direction for
decision makers.
 Business plans are typically informational reports about what a new or
existing company plans to do over the next period of time. A business plan
may take on a bit more of an analytical tone rather than a strictly
informational tone when it is shared with potential investors. In some
cases, the business plan may be presented with a request for funds, in
those cases, the writing is gently more persuasive.
 Other complex recommendations may also come in the form of a formal
report. These recommendations result from a business problem that an
individual or team has been asked to solve.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

7. Social Media - is any digital tool that allows users to quickly create and share
content with the public that can be used as a marketing tool for publicity and
networking, solely for business purposes. Social media encompasses a wide range
of websites and apps and with that, it can reach many people via digital tools which
are now being used by people of any ages. Social Media, however, is classified into
different types, namely:
7.1. Collaborative Projects (e.g. Wikipedia)
7.2. Blogs and Microblogs (e.g. Twitter)
7.3. Content Communities (e.g. YouTube)
7.4. Social Networking Sites (e.g. Facebook)
7.5. Virtual Game Worlds (e.g. World of Warcraft)
7.6. Virtual Social Worlds (e.g. Second Life)

8. Reasons for using Social Media:

8.1. To communicate and be updated with the lives of your relatives, family,
celebrities, friends and even politicians.
8.2. To get latest update and information about current news and issues.
8.3. To befriend strangers and get involved and acquainted with people with
the same interests and hobbies.
8.4 Tool for employment via job searching for a dream job
8.5. Avenue for businesses involved in buy and selling of products and
services.
8.6. To share photos, videos and other life event’s that are important.
8.7. Serves as an avenue to express oneself and influence people based on
your own beliefs.

Self-Help: You can also refer to the sources below to help you
further understand the lesson:

Rosales, M.J., Galano, E., Rivera, J.A. (2019). Technical Writing: a resource guide
to writing across disciplines.Quezon City, Manila: Lorimar Publishing, Inc. pp.
95 -113

Gabelo, et.al. (2014). Writing essentials. Kalayaan Avenue, Quezon City: Maxcor
Publishing House, Inc. pp. 101 - 132

Let’s Check
QUIZ EXERCISE 6. Please identify the correct answer for each statement. (5
points).
1. These are people who are especially trained to write technical
communication.
2. These are technical communications readers who are experts, technicians,
managers, or general readers.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

3. It is a form of informal report that describes events such as workplace

accidents, health or safety emergencies and equipment problems.
4. Among the informal reports, this is considered as the most formal type of
communication document.
5. It is a statement, oral or written, that helps listeners or reader understand,
analyze, or take action on some situation, idea or action.
6. This includes an organization’s official record of meeting.
7. This is an informal report that describes ongoing project.
8. It is a report on policy or procedure that the readers should follow.
9. It is a document that is written following a procedure and is used to describe
an investigation and give results and recommendations based on the
investigation.
10. This formal report documents a study that evaluates at least two alternative
causes of action.

Let’s Analyze
ASSIGNMENT EXERCISE 5 – Discuss briefly the following statements
indicated.
1. As a student, I realize that learning about informal reports can help me in the
following situations
___________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

2. After I graduate from my field of study, I know that my job would require me to
know more about _________________________because________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

3. Of all the formal reports, the __________________________is the easiest to

write because __________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

4. Of all the formal reports, the ______________________________is the most

difficult to write because __________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

ACTIVITY 3. Choose a partner and visit his Social Media account preferably
Facebook account. Evaluate the person’s credibility and personal brand based on
how he presents himself in his profile. Write objective and subjective paragraphs as
you look into the following elements:
a. Display Picture (Profile picture and cover photo)
b. Text Bio
c. Feeling/Activity/ies
d. About (Work, Education, Places he has lived, Relationship, Family, Likes,
Following, Followers, Check-ins, Groups, etc.)
e. Photos (uploaded and tagged)
f. Posts (status, shared, mentioned)
g. Privacy setting for posts

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

In a Nutshell
In this portion, you will be required to state your arguments or synthesis
relevant to the topics presented. I will supply the first two items and you will continue
the rest.

1. The use of Social Media has been very evident nowadays in this fast-changing
world in almost all fields, may it be economics, business, academics, health, or
current events, most especially when it comes to providing timely, relevant accurate
information that can reach number of people.
2. Content sharing is seen as the core of all Social Media platforms wherein each
website has its own content to share which varies from news articles, videos, photos,
music, e-books, business presentations, research journals and other kinds of
multimedia materials that are made available at a low or no cost for the client/public.

Your Turn

3. _______________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

4. _______________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

5. _______________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

_________________________________________________________________________

Q& A LIST.

In this section, you may list down all emerging questions or issues to help you in
your review of concepts and essential knowledge. Answers will be specifically
tackled in the scheduled video conferencing.
Do you have any Questions or clarifications?
Questions/Issues Answers
1.

2.

3.

4.

5.

KEYWORDS INDEX.
Project Reports Summarizing Proposals
Report Structure Graphic Organizers Business Plans
Report Writing Documentation Social Media
Self-explanatory Citation Social Networking Sites
KISS Concept Informal Report Content Communities
Quoting Status Updates Business Plans
Paraphrasing Formal Report Feasibility Report

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

COURSE SCHEDULES

Please be mindful of the schedules below to avoid future problems in complying with
your requirements.

Activity Date Where to submit

Big Picture A: ULOa Let’s Check
August 20, 2020 CF’s email
and Analyze Activities
Big Picture A: ULOa In a Nutshell August 22, 2020 CF’s email
Big Picture A: ULOa Q and A List August 24, 2020 via Zoom app
Big Picture A: ULOb Let’s Check
August 25, 2020 CF’s email
and Analyze Activities
Big Picture A: ULOb In a Nutshell August 27, 2020 CF’s email
Big Picture A: ULOb Q and A List August 28, 2020 via Zoom app
First Examination September 4,
Quipper LMS
2020
Big Picture B: ULOa Let’s Check September 8,
CF’s email
and Analyze Activities 2020
Big Picture B: ULOa In a Nutshell September 12,
CF’s email
2020
Big Picture B: ULOa Q and A List September 16,
via Zoom app
2020
Second Examination September 18,
Quipper LMS
2020
Big Picture C: ULOa Let’s Check September 22,
2020 CF’s email
and Analyze Activities
Big Picture C: ULOa In a Nutshell September 25,
2020 CF’s email
Big Picture C: ULOa Q and A List September 28,
via Zoom app
2020
Third Examination October 2, 2020 Quipper LMS
Big Picture D: ULOa Let’s Check
October 8, 2020 CF’s email
and Analyze Activities
Big Picture D: ULOa In a Nutshell October 9, 2020 CF’s email
Big Picture D: ULOa Q and A List October 13, 2020 via Zoom app
October 15-16,
Final Examination Quipper LMS
2020

Please note that this schedule may change from time to time. It is advisable that you
always keep in contact with your teacher for updates and always check your LMS or
Group Chatrooms.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

Online Code of Conduct

 All teachers/Course Coordinators and students are expected to abide by an

honor code of conduct, and thus everyone and all are exhorted to exercise self-
management and self-regulation.
 Faculty members are guided by utmost professional conduct as learning
facilitators in holding DED conduct. Any breach and violation shall be dealt with
properly under existing guidelines, specifically on social media conduct (OPM
21.15) and personnel discipline (OPM 21.11).
 All students are likewise guided by professional conduct as learners in attending
DED courses. Any breach and violation shall be dealt with properly under existing
guidelines, specifically in Section 7 (Student Discipline) in the Student Handbook.
 Professional conduct refers to the embodiment and exercise of the University’s
Core Values, specifically in the adherence to intellectual honesty and integrity;
academic excellence by giving due diligence in virtual class participation in all
lectures and activities, as well as fidelity in doing and submitting performance
tasks and assignments; personal discipline in complying with all deadlines; and
observance of data privacy.
 Plagiarism is a serious intellectual crime and shall be dealt with accordingly. The
University shall institute monitoring mechanisms online to detect and penalize
plagiarism.
 All borrowed materials uploaded by the teachers/Course Coordinators shall be
properly acknowledged and cited; the teachers/Course Coordinators shall be
professionally and personally responsible for all the materials uploaded in the
online classes or published in SIM/SDL manuals.
 Teachers/Course Coordinators shall devote time to handle DED courses and
shall honestly exercise due assessment of student performance.
 Teachers/Course Coordinators shall never engage in quarrels with students
online. While contentions intellectual discussions are allowed, the
teachers/Course Coordinators shall take the higher ground in facilitating and
moderating these discussions. Foul, lewd, vulgar and discriminatory languages
are absolutely prohibited.
 Students shall independently and honestly take examinations and do
assignments, unless collaboration is clearly required or permitted. Students shall
not resort to dishonesty to improve the result of their assessments (e.g.
examinations, assignments).
 Students shall not allow anyone else to access their personal LMS account.
Students shall not post or share their answers, assignment or examinations to
others to further academic fraudulence online.
 By handling DED courses, teachers/Course Coordinators agree and abide by all
the provisions of the Online Code of Conduct, as well as all the requirements and
protocols in handling online courses.
 By enrolling in DED courses, students agree and abide by all the provisions of
the Online Code of Conduct, as well as all the requirements and protocols in
handling online courses.

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 DEPARTMENT OF BUSINESS ADMINISTRATION EDUCATION
Financial Management Program
Contact No. 09107045559/09955870420

Monitoring of OBD and DED

 The Deans, Asst. Deans, Discipline Chairs and Program Heads shall be
responsible in monitoring the conduct of their respective DED classes through the
LMS. The LMS monitoring protocols shall be followed, i.e. monitoring of the
conduct of Teacher Activities (Views and Posts) with generated utilization graphs
and data. Individual faculty PDF utilization reports shall be generated and
consolidated by program and by department.
 The Academic Affairs and Academic Planning & Services shall monitor the
conduct of LMS sessions. The Academic Vice Presidents and the Deans shall
collaborate to conduct virtual CETA by randomly joining LMS classes to check
and review online the status and interaction of the faculty and the students.
 For DED, the Deans and Program Heads shall come up with monitoring
instruments, taking into consideration how the programs go about the conduct of
DED classes. Consolidated reports shall be submitted to Academic Affairs for
endorsement to the Chief Operating Officer.

Course prepared by:

JEO RHEN G. ONGCOY

Course Coordinator

Course reviewed by:

MARCK LESTER L. NAVALES, CPA, MBA

Assistant Dean

Approved by:

GINA FE G. ISRAEL, EdD

Dean of College

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