PROFESSIONAL COMMUNICATION 2. They serve different purposes.

Choosing an appropriate genre of business o Each genre in professional

communication is important to effectively convey the communication is designed to meet a
sender's intended message to the receiver. specific need—like giving instructions
(memo), reporting data (report), or
Results of effective communication are extremely
applying for a job (résumé).
important in the business world as it helps businesses
keep the company successful, maximizes its profits, keeps 3. They follow set conventions.
its employees engaged and in a happy manner, and also
o Genres have expected formats, tone,
helps them to sufficiently focus on their job for achieving
and language. For example, a formal
the company’s goals.
email avoids slang and uses polite,
Its main functions are to exchange information and respectful language.
options, drawing up proposals, plans and agreements,
4. They help people understand expectations.
implementing decisions, forwarding orders or fulfilling
them and in general, carry out sales. o When you recognize the genre, you
know how to read, write, or respond
It’s called professional communication because it refers
appropriately. Like when you get a
to how people communicate in a workplace or formal
memo, you expect brief, direct
setting—where the goal is usually to share information
information—not a persuasive essay.
clearly, respectfully, and effectively to get work done or
achieve specific outcomes.

EXAMPLES:
GENRES OF PROFESSIONAL COMMUNICATION 1. Business Letter – to inform (new policy), to
request (abt service or job application), respond,
- Depends on the context, purpose, and audience.
persuade (sales), build or maintain rs, document
- Genres are forms of writing defined by specific
info.
purposes and conventions.
- Understanding genres helps you choose the right Examples:
form of communication for different situations—
whether you're writing to your boss, presenting Application Letter – to apply for a job
to a client, or emailing a co-worker. Inquiry Letter – to ask for information
- Technical and professional writing genres include
reports, instructions, documentation, manuals, Complaint Letter – to address an issue professionally
proposals, presentations, employment Order Letter – to place an order for products or
documents, letters/memos/emails, and much services
more.
- They’re called "genres" because, in Recommendation Letter – to endorse someone
communication—just like in literature or music—
a genre refers to a category or type of
communication that follows certain conventions, 2. Feasibility Report - The purpose of a feasibility
formats, and purposes. report is to assess whether a proposed idea,
project, or plan is practical, possible, and worth
pursuing.
1. They have specific forms and structures.
3. Memorandum - The purpose of a memorandum
o Just like how a poem looks and sounds (memo) is to quickly share important
different from a novel, a memo looks and information or updates within an organization.
functions differently from a business
letter or a report.
4. Treaty – It is usually used in the international or PARTS OF WRITING
diplomatic setting, where two or more countries
1. Prewrite
or governments make a formal agreement
about specific issues. Also, when countries want Before you start writing, you need to decide exactly
to make official promises or rules they agree to what you’ll write about and do the necessary
follow together. research.

5. Article - to inform, educate, or influence a - Coming up with a topic

specific audience about a topic related to a field, - Doing the research
industry, or profession. It provides information, 2. Plan & outline
analysis, or opinions about a specific topic. It is It is important to use a logical structure to convey
usually published in newspapers, magazines, information effectively.
journals, websites, or newsletters and is meant
to reach a particular audience. Creating an outline is a useful way to plan out your
structure before you start writing.

This should help you work out the main ideas you
6. Progress report - We use progress reports in want to focus on and how you’ll organize them.
professional, academic, and organizational
settings to update others on the status of a The outline doesn’t have to be final—it’s okay if your
project, task, or activity. structure changes throughout the writing process.

3. Write a first draft

7. Technical Paper - a formal document that
presents research findings, technical details, or Once you have a clear idea of your structure, it’s time
scientific analysis about a specific topic, typically to produce a full first draft.
in areas like engineering, technology, science, or
This process can be quite non-linear. For example,
medicine. (innovations or solutions to industry-
it’s reasonable to begin writing with the main body
specific issues)
of the text, saving the introduction for later once you
Why They’re Important? have a clearer idea of the text you’re introducing.

• Clarity and precision: Technical papers are used The goal at this stage is to get a draft completed, not
to convey complex, specialized information in a to make everything perfect as you go along. Once you
clear and structured way. have a full draft in front of you, you’ll have a clearer
idea of where improvement is needed.
• Advancement of knowledge: They help
professionals stay up-to-date on new 4. Redraft & revise
developments or technologies in their field.
Now it’s time to look critically at your first draft and
find potential areas for improvement. Redrafting
means substantially adding or removing content,
Business Letter
while revising involves making changes to structure
and reformulating arguments.

Redrafting:

• Meaning: Making big changes to the structure or

content of the writing. You might rewrite entire
sections or reorganize the information.

• When to use: When you need to change the

overall flow or direction of the piece.
• Example: Moving paragraphs around, changing
the main idea, or rethinking your argument.

Revising:

• Meaning: Making smaller adjustments to

improve the writing, like correcting grammar,
spelling, punctuation, or refining sentences.

• When to use: After the big changes (redrafting),

you revise to polish the text and make it clearer.

• Example: Fixing spelling mistakes, changing

awkward wording, or improving sentence
structure.

Right now, you’re looking for:

• Arguments that are unclear or illogical.

• Areas where information would be better

presented in a different order.

• Passages where additional information or

explanation is needed.

• Passages that are irrelevant to your overall

argument.

5. Edit & proofread

Editing focuses on local concerns like clarity and

sentence structure. Proofreading involves reading
the text closely to remove typos and ensure stylistic
consistency.

When editing, you want to ensure your text is clear,

concise, and grammatically correct. You’re looking
out for: grammatical errors, spelling errors, missing
words, confused word choices, punctuation errors,
missing or excess spaces, ambiguous phrasings, and
redundancy and repetition.