COMMUNICATION IN THE WORKPLACE

TOPICS
BUSINESS LETTER WRITING
THE INTERVIEW

WRITTEN COMMUNICATION

Written Communication is any type of message that makes use of the written
word. This is the most important and the most effective of any mode of business
communication. This should be carefully worded and constructed to convey the exact
meaning to its readers. It should also be grammatically correct.

Some forms of Written Communication are as follows:

• Memorandums
• Reports
• Bulletins
• Employee manuals
• Emails
• Training materials
• Instant messages
 I. BUSINESS LETTER WRITING

Business or any institution is judged by its ability to communicate. The way in

which businesses express themselves say a lot. This must have formal tone; the writer has
to pay special attention to how he formats the letter and words the ideas. It is definitely
worth it to brush up on the basics of writing a business letter.

ELEMENTS OF A BUSINESS LETTER

• Address of the Sender (letterhead)

The sender writes his address in the letterhead. Alternatively, he can add these
details as the first item on the page. This section should only include the physical mailing
address without any contact details.

• Date of Writing
The date is usually written just below the sender’s address. For letter’s created
over a period of time, they should bear the date when the letter was completed. The date
is placed at the left or center.

• Recipient’s address (inside address)

The recipient’s mailing address follows under the date on the left side of the page.
Precede it with the name and title of the recipient. In some cases, if the person’s title is
unclear, do a bit of research to verify it. This type of information can easily be found on
corporate websites or by phoning the company.

Mr. Angelo Co, Manager

Griffi n Plumbing Supply Co.
2018 Broo Avenue
Sucat, Parañaque 18701

Ms. Denise Rods

President & CEO
Global Development Council
13 Ala E Avenue
Washington, DC 32215

• Greeting
The salutation at the beginning of the letter can vary depending on how well the
sender knows the recipient. In extremely formal cases, it is acceptable to simply list the
recipient’s title and surname. When the two people are on a first name basis, the
salutation can instead read, “Dear [first name]”. If the person’s gender is unknown, it is
best to forgo a title and simply list their full name.

• Body of the letter

 The first paragraph should be concise and clearly written. It is customary to
include a brief amiable sentence, followed by the reason behind the letter. The following
paragraphs shall be used to elaborate on this reason. Include any necessary details and
information to ensure that the recipient fully understands. The last paragraph is the
closing paragraph. It should use to sum up the letter and request any specific actions that
are needed.

• The closing
After the concluding paragraph, leave a blank line and then add a closing word
such as “Sincerely”, “Best regards”, “Cordially”, and “Cordially yours”. This should always
be followed by a comma and the sender’s signature below it. It is usually better to
personally sign the letter instead of using a digital copy of the signature. Below the
signature should be the sender’s name type out. This is specially useful since most
signatures are difficult to read clearly.

• Enclosed documents
If any supporting documents have been attached, list them at the bottom of the
letter. This section should be titled “Enclosures”. For digital letters, include the actual file
name along with the extensions.

• Typist’s Identification
If somebody else has typed the letter, include his/her initials at the very bottom
of the page. Senders who type the letter themselves do not need to include their own
initials.

• Copy notation
This is needed when others are being sent a copy of the letter. The notation
appears below the signature, if there are enclosure notations or reference initials, it
appears below these. Use c (for copy) or cc (carbon copy or courtesy copy) followed by a
colon and the list of the fill names of individuals receiving copies.

ADDITIONAL ELEMENTS OF A BUSINESS LETTER

• Attention line
The letter sender may know that the marketing manager is to receive the letter,
but cannot find the name of the manager. In this situation, it is appropriate to include an
attention line that says Attention Marketing Manager. This line is positioned as part of
the inside address.

Attention Marketing Manager

Smart Development Council
150 Procopia Avenue
Batangas City, Phil. 2001
 • Subject line
This is like a subject line in an e-mail. It helps the receiver identify the content of
the message before reading. This may be in all caps or initial caps and the word subject is
optional. The subject line appears after the salutation and before the body of the letter.

Dear Mr. Angelito:

SUBJECT: MINUTES OF THE SUMMER MEETING

• Postscript
This means after writing and is information included after the signature.

IMPORTANT THINGS TO REMEMBER WHEN WRITING BUSINESS LETTER

1. Business writing is marked by compact precise expression without wasted words. It

focuses on specifity and accuracy.

2. Always put in mind that the audience is too much busy and has limited time to read.
Skimming is always possible to be used by the audience. The reader always wants to
immediately know the focus of the letter.

3. Know your audience for the style to be used. Style varies from conversational to formal.
Knowing your audience makes you use the appropriate style for a specific audience.

4. The content should know the writer’s authority over the matter, clarity of matters,
completeness of details, objectivity in writing, and veracity of information.
5. Use appropriate pronouns. It is proper to refer yourself as ‘I’ and the readear as ‘you’.
When you use ‘we’ in your business letter, it commits your company to what you have
written. If it is your idea, use ‘I’; but if is your company policy, use ‘we’.

KINDS OF BUSINESS LETTER

A. Application Letter
This is a way of giving intent to apply to the company by the writer’s self-
introduction with inclusion of his skills, abilities, and relevant experiences and
backgrounds. A well-crafted application letter may lead to interview. Consider the
following points in writing the letter:
• Be succinct, use precise expression without wasted words. Limit your letter to one
page.
• Try to identify the needs of the company of your skills. Match them in the letter in
a manner that it will appeal to the company’s interest. Have some knowledge of the
target company.
 • The style/language must be precise. Avoid long and intricate sentences and
paragraphs. Use action verbs and active voice. Show professionalism, confidence,
optimism, and enthusiasm.
• Arrange points logically. Make an outline before the actual writing of the letter. Each
paragraph should be organized.

B. Letter of Inquiry
The letter asks someone for specific information or details. Matters of
inquiry may be about a product, a promotional material, office process, or anything
about business, office, or institution. Consider the following suggestions in writing
this letter:
• Make the letter interesting to solicit response
• Give it a good friendly tone for quick response
• If the receiver does not know the sender, self-identification of the sender is
appropriate with his position and the institution he is connected
• An explanation why the information is requested is necessary. If needed, offer
confidentiality of the information requested.
• If there is an incentive for responding, write it.

The letter may contain the following:

1. First paragraph shall contain writer’s self-identification. If applicable, add
writer’s position and company.
2. The second paragraph may briefly explain the purpose of writing, why it is
needed.
3. A list of specific information may be appropriate. The writer may also do it in
a form of question when less information is needed.
4. Make a good ending for the reader to respond.

C. Sales Letter
This letter is written to persuade its audience to try service provided, participate
in an activity, support a cause, and buy a product. This is also written to introduce a
product, person, company, or services to consumers. This letter is of great value to any
kind of profession.
In writing the letter, remember to target AIPA: Attention, Interest, Product
Application, Action.

D. Transmittal Letter
In sending a number of documents, the sender should have a cover letter for them
or a transmittal letter. This letter provides the receiver specific information on the
documents and also gives the sender a tangible record of the documents sent.
 E. Memorandum

This type is a great way to communicate big decisions or policy changes to

employees or colleagues. Business memos are written to an entire office.
The best way to write a memo is to start with the paragraph introduction which
explains what is going on, what has to be done and why. In writing business memos, it is
necessary to write to whom it is intended, the reason for writing it, and who it is from.
Memos intend to inform about procedural changes that apply to a large group of people.
It often provides instructions using imperative voice.

How to write a memo

1. Write “Memorandum” at the top of the page (with the number)

2. Write the date
3. Properly address the recipient
4. Write the sender’s name in the from line
5. Have a specific phrase for subject line
6. Add other recipients in the cc line when necessary
7. Provide background information why the memo has to be written
8. Explain the issue at hand
9. Instruct what action the receiver must act upon
10. Provide/Attach necessary documents

ACTIVITY
I. APPLICATION LETTER:

Directions:
1. Create an application letter addressed to a company of your dream.
2. Cite in the letter your credentials (which you think you already have five years from
now).

II. LETTER OF INQUIRY:

Write a letter of inquiry to Local Government Unit about the process on how to send off
locally stranded individuals.

III. SALES LETTER:

Read and evaluate the sales letter below. Be guided with the following questions:
1. How is the body written?
2. If you were the receiver, what would you feel about the letter?
3. If it needs improvement, what parts will you change and why?
 TOPIC 3: THE INTERVIEW

THE INTERVIEW
An interview is a system of dyadic
communication consisting of an interchange of
ideas and opinions through questions and answers
to achieve a purpose.
An interview is essentially a conversation,
though with several s pecial features: it has a
special purpose; it follows a fairly structured
pattern – time, place, length, participants, and
subject matter are established well in advance;
and one group or participant controls the
proceedings and contributes mainly questions – the other contributes only answers.
To note, there are different types of interviews, different kinds of interview questions,
different kinds of interviewers, and of course different ways to provide responses to interview
questions. The following discussions will hopefully equip you the knowledge and skills that will
give you a head start to acing that job interview.

JOB INTERVIEW
A job interview is a formal, structured business meeting where a representative of the
prospective company exchanges information with the candidate and asks questions in order to
assess their knowledge, competencies; skills; and suitability for employment. And, while it is
obvious that you, as an applicant, are looking for the right job, the truth is that the employer
too is looking for the right applicant who can fill in their vacant position; hence, the interview is
a two-way street.
III. WHAT TO DO BEFORE AN INTERVIEW?
Here are some tips on what to do before your job interview:
1. Know your ability to:
a. respond to questions effectively;
b. use verbal communication proficiently;
c. use nonverbal communication efficiently; and
d. use relevant and relatable experiences qualification and credibility.
2. Prepare yourself to:
a. Articulate your thoughts, skills, talents, objectives;
 b. Have more than expected knowledge about and the position you are applying for;
and
c. Complete all the other pertinent legal, documents needed for
3. Dress yourself to:
a. Create positive
impression;
b. Imbibe confidence;
c. Project
professionalism; and,
d. Strengthen character.

WHAT TO DO DURING AN INTERVIEW?

You have prepared for the day of interview and so when it does, here are some pointers:
A. Travel Time:
a. Plan your route. Make sure that you already have a
concrete idea on how to go to your destination in the
shortest time possible. More importantly, have at least
two more alternative routes, just in *ease the first
becomes worrisome.
 b. Allot a good amount of time for you to travel from your place to wherever your
interview is. There are mobile and Internet applications that can help you know
how much time you need-to travel. Never be clueless.

c. Make sure that you arrive at least 13 to 30 minutes earlier than the set
appointment. This will give you enough time to gather your thoughts, compose
yourself, freshen up, use the restroom, be wore telexed, and walk to the interview
without you having to hurry up. d. If possible, try having a dry run of your travel
so you can really 'lest the water."

B. Actual Interview:
a. Smile and give a corporate handshake (receive the interviewer's hand with
both of your hands, then handshake gently but firmly.)
b. Listen attentively. Wait till the person finishes the question
c. Breathe in. Breathe out. Oxygen is needed by the brain when thinking. Relax.
d. Maintain eye contact. Be cautious of your nonverbal cues.
e. Be poised, confident, and dignified.
f. Be humble, honest, and polite.
g. Be focused, attentive, and professional.
h. Be spontaneous, natural, and be yourself.

What to Do After an Interview?

After your interview, listen to the instructions that will be given you by your interviewer.
Also, take note of the name of your interviewer/s and ask for their email addresses so you can
do your follow up, say three weeks after your actual interview. More importantly, ask for their
omens so you can send these individuals your letter of gratitude. Never forget to formally say
thanks through the written word.

How Do You Answer Questions in an Interview?

For situational inquiries, one of the recommended formulas in creating responses for
job interview questions is by using a structured means to respond when given a behavior-based
query. • This method allows you to specifically describe and elaborate a situation, task, action,
and result; hence it is called the STAR method. However, before you even begin verbalizing
your response, you would need to first identify the skill or competency being sought for you to
provide the most appropriate response.
• Situation. Provide a vivid description of the particular situation you were that is highly
relative to the question given. Make it a point that you are able to provide pertinent
details of the situation.
• Task. Identify the specific problem that needed resolution. You also' need to determine
what really is being asked or demanded of you to do in the given specific situation. •
 • Action. Enumerate, describe, and elaborate all the things that you did and its
contributions to resolve the conflict at hand. Be mindful that when it is a team effort
that you would be relating to your interviewer, focus on your actual, personal
contributions to address the problem. Always use the first personal singular pronoun "I"
and not the plural form "we" whenever you discuss actions.
• Result. Narrate the details of the outcome of your actions. Do not be afraid to give
credit to yourself for taking such steps in order to resolve the problem. More
importantly, make mention of the skills, knowledge, and other positive values you have
learned from the experience.

To reiterate, there is no one sure way and no short cuts to achieving a successful
interview. You need to really practice a lot in enhance your interviewing skills. Remember that it
is only through constant practice that you are able to better your performance so never hesitate
to practice, practice, and practice some more.

MOCK INTERVIEW

In this activity, you will be required to use the MS Word. Insert a picture of yourself on
the page and below your picture would be your answers to the given interview questions. Save
the file and turn it in. You can find the questions in Google Classroom.

RUBRICS:

RUBRICS ON MOCK JOB INTERVIEW

CRITERIA No answer Needs Adequate Quality Exemplary
(0 points) Improvement (6 points) (8 point) (10)
(5 points)
Content
Did not Answers are Answers are Answers are Answers are
answer partial or not accurate and comprehensive,
question. incomplete. Key comprehensive complete. Key accurate and
points are not or completely points are complete. Key
clear. Question stated. Key stated and points are
not adequately points are supported. clearly stated,
answered. addressed, but explained, and
not well well supported.
supported.
Writing Did not Displays over five Displays three Displays one to Displays no
Conventions answer errors in spelling, to five errors in three errors in errors in
spelling,
question. punctuation, spelling, spelling, punctuation,
 grammar and punctuation, punctuation, grammar, and
sentence grammar and grammar and sentence
structure.
structure. sentence sentence
structure. structure.
Total: 20 points