Rizal Technological University Importance

College of Business Entrepreneurship and -​ Effective communication is critical for

Accountancy aligning teams, motivating employees,
Technical Communication promoting innovation, resolving conflicts,
and maintaining a positive work
Learning Outcomes: environment.
-​ Demonstrate how communication
works in business and organization Different Communication Channels:
-​ Compare personal and business 1.​ Formal Communication - follows a
hierarchical structure, often through
letters official channels like email, memos, and
-​ Evaluate and explain the reports.
characteristics and elements of a 2.​ Informal Communication - occurs
business letter naturally between colleagues, through
conversations, casual meetings, and
social interactions.
COMMUNICATION IN BUSINESS AND Key Elements of Effective
ORGANIZATION Communication:
What is Communication? 1.​ Clear and Concise Messaging - delivering
-​ Communication is the process of sharing information in a straightforward manner,
information between people, either avoiding jargon.
verbally or non- verbally. It can be one- 2.​ Active Listening - paying full attention to
on- one or between groups, and can take the speaker and seeking clarification
place in person or through technology. when necessary.
3.​ Non- Verbal Cues - understanding body
How does it work? language and tone of voice to interpret
1.​ Sender - the person who starts the the message accurately.
communication by encoding their 4.​ Feedback Loop - ensuring understanding
thoughts into a message by soliciting feedback and clarifying
2.​ Message - the information that is concerns.
conveyed from the sender to the receiver Challenges in Organizational
3.​ Receiver - the person who receives the Communication:
message and decodes it to understand 1.​ Information Overload - too much
its meaning information can lead to confusion and
What is Business? missed details.
-​ A business is an organization that 2.​ Communication Barriers - cultural
produces or buys and sells products or differences, language barriers, and
services for profit. hierarchical structures can impede
communication.
Definition of Communication in Business 3.​ Lack of Transparency - not sharing
and Organization relevant information with employees can
-​ Refers to the exchange of information lead to mistrust.
between individuals within a company or TYPES OF COMMUNICATION
workplace, encompassing both verbal
and written methods, used to facilitate 1.​ Verbal Communication - the words and
collaboration, decision- making, and sounds that come out of our mouths
achieve organizational goals, including when we're speaking, including tone of
sharing updates, ideas, feedback, and voice and things like sighs and groans.
instructions to ensure smooth -the use of spoken words to convey
operations and employee engagement; it thoughts, ideas, and emotions.
is crucial for building strong
relationships and achieving success 2.​ Nonverbal Communication - transfer of
within a company. information from one person to another
without the use of words or spoken
 language. -can include facial expressions,
hand gestures and body language. 2.​ Directional Communication
3.​ Written Communication - the exchange of -​ Downward communication - The flow
information, ideas, or messages through of communication is top-down or
written language in the form of letters, from a superior to a subordinate,
emails, notes, and more. -It is essential to usually asking certain individuals to
be clear, concise, and accurate in written perform a certain task
communication to avoid
misinterpretation -​ Upward communication - Message
transmission in upward
4.​ Mass Communication-process of sharing communication is bottom-up in
information with a large audience. which subordinates send
-accomplished via mass media—that is, communication to their
technology -capable of sending messages superiors/bosses bearing their
to great numbers of people, many of views/feedback or organizational
whom are unknown to the sender (e.g., policies, issues related to their jobs,
television). and the like.
5.​ Visual communication is storytelling; it’s -​ Horizontal communication - is lateral
how we communicate information. It can in approach as it takes place among
be found within design, illustration, people belonging to the same level
photography, art and advertising; it could but coming from different
be an image, a quote, a campaign, a film departments or units to facilitate
or an animation. performance of tasks through
proper coordination.
6.​ Group Communication - the act of sending
and receiving messages to multiple -​ Crosswise communication - It is
members of a group. In a business diagonal in nature as employees
environment, groups often use this type from different units or departments
of communication to exchange ideas, working at various levels
determine goals and motivate other communicate with each other.
members.
COMMUNICATION CHANNELS
ORGANIZATIONAL COMMUNICATION
STRUCTURE A communication channel is the
Organizational communication way or method used to send a message from
-​ refers to the communication that takes one person to another. It can be verbal,
place between people who are working written, or digital.
towards common goals within an
organization. It consists of the Examples of Communication Channels:
interactions that take place for the 1.​ Face-to-Face – Talking in person
purpose of working together towards 2.​ Phone Calls – Speaking over the phone
these goals or conducting business in 3.​ Emails – Sending messages online
general.
4.​ Text Messages – Using SMS or
1.​ Formal & Informal Communication messaging apps
-​ Formal - It allows communication to 5.​ Social Media – Communicating through
take place via designated channels of platforms like Facebook or Twitter
message flow between positions in the 6.​ Letters – Sending written messages by
organization. mail
7.​ Meetings– Discussing in groups
-​ Informal - It comes from unofficial 8.​ Video Calls– Talking through Zoom,
channels of message flow. It is also Skype, etc.
known as ‘grapevine’, messages
coming from the different levels of the
organization are transmitted.
DIFFERENCES AND SIMILARITIES OF Business letter: Focus on specific business
PERSONAL AND BUSINESS LETTERS matters Example: "I am writing to apply for
the Marketing Manager position advertised
A Personal Letter is a written form of on your website."
communication between friends and family
members, or close acquaintances that 4.​ Length
express personal thoughts, feelings, and
experiences in an informal way. It serves as Personal letter: Can be any length, often
a means of maintaining relationships, longer with many topics Example: Talking
sharing news, or conveying emotions. about family, work, hobbies, and future
plans all in one letter
A Business Letter is a formal written
document used for professional Business letter: Usually brief and focused
communication between individuals, on one main topic Example: A single-page
organizations, or companies. It serves letter discussing a job application.
specific business purposes and follows strict
formatting conventions to maintain 5.​ Closing
professionalism.
Personal letter: Warm and affectionate
Similarities: Example: "Love always," "Miss you," "Your
dear friend."
1.​ Basic Structure: Both types of letters have
similar parts like date, address, greeting, Business letter: Professional and formal
body, closing, and signature. Example: "Sincerely," "Best regards," "Yours
2.​ Purpose of Communication: Both are used truly,"
to share information, make requests, or
maintain relationships. 6.​ Address Format
Differences: Personal letter: Can be simple Example:
Dear Mom, Hi Jenny!
1.​ Tone and Language:
Business letter: Must be formal Example:
Personal letter: Casual, friendly, and Mr. Robert Smith Marketing Director ABC
informal Example: "Hey Saraht How have Company 123 Business Street New York, NY
you been? I miss you so much!" 10001
Business letter: Professional, formal, and
polite Example: "Dear Mr. Johnson, Thank CHARACTERISTICS OF A BUSINESS
you for your inquiry regarding our products." LETTERS
2.​ Format Business letters are one of the vital
components in the success of a business. To
Personal letter: Can be flexible and creative ensure that we are writing an effective
Example: You can use colorful paper, add business letter, there are “Ten (10) C’s” we
drawings, or write in a conversational style should consider.
Business letter: Must follow strict 1.​ Completeness- refers to the inclusion of
formatting rules Example: Must use complete information. The business
standard paper, proper spacing, and letter should answer the question Who,
company letterhead What, When, Where, and How to
produce a good and complete business
3.​ Content letter.
Personal letter: Share personal stories, 2.​ Correctness- refers to the correct
feelings, and experiences Example: "You grammar, punctuation, spacing,
won't believe what happened at the beach information, and structure. It also
last weekend! I met this adorable dog..." refers to the correct format of a
business letter.
 presents the name of the person or
3.​ Conciseness- refers to being direct and company and the individual or official
brief without compromising the corporate title of the like: Miss, Mrs.,
complete idea. In writing a business Atty., Dr., President and Manager.
letter, we should not include
unnecessary information which might 4.​ Salutation or Greeting Since its purpose
confuse the reader. is to cheer up or greet the addressee
with the use of positive words like Dear,
4.​ Coherence- refers to the smooth flow of Dearest, My Dear, it is also called the
ideas in business letters. The content of Greeting. - The most formal salutations
a business letter should be in order and for top ranking officials are Sir and
easy to follow. Madam.
5.​ Clarity- refers to the readability of 5.​ Body It is in this part where you may
information which is easy to convey all the messages you want your
understand. We should bear in our reader to understand. Of course, to do
minds that simple words are more this, you have to apply the 8 C's of a
preferred than complex ones. letter.
6.​ Concreteness- refers to the use of 6.​ Closing or Complimentary Close Unlike
specific words not general words. the Salutation that uses two
punctuation marks, comma and colon,
7.​ Courteousness- refers to the politeness The Closing uses only one mark, the
of the tone of the business letter. Being comma. - if the closing is of several
friendly by showing a positive approach words, only the first word should be
is the key for successful communication capitalized. - The choosing of a
in business. Complimentary Close also considers the
degree of formality.
8.​ Consideration- refers to the use of
professional tone to show respect to the 7.​ Signature Line In business letters, two
reader of the letter. signatures are needed - the printed and
the penned signature.
9.​ Consistency - refers to the uniformity of
the time and style of the writer of a 8.​ Notations a system or graphic symbols
business letter. for a specialized use, other than
ordinary writing. - the act of noting,
10.​Credibility- refers to the personality of marking, or setting down in writing
the writer as himself which might
reflect on his writings.
Prepared By:
ELEMENTS OF BUSINESS LETTERS
Balanag, Emelroniel B.
1.​ Letterhead- this part of the letter gives Cartagena, Clarence O.
the following principal information: full Dela Cruz, Jean
name, full address, telephone number, Efana, Sheila Mae E.
and the nature of the business of the
company sending the letter. The Ferriol, Jhean Erica Rose S.
secondary information are: names of
one or more officers, telefax number,
logo and corporate subsidiaries.
2.​ Date Line There are two standard ways
of writing the date, the American way
(May 2, 1999) and the British way (2
May 1996).
3.​ Inside Address normally, if this consists
of three to four lines, the first line