Dr. Carl E.

Balita Review Center

CBRC Headquarters
2nd Flr., Carmen Building, 881 G. Tolentino St. corner España Blvd., Sampaloc, Manila 1008

Academics and Services Department (ASD)

LET Review Program

Intellectual Competencies: Purposive Communication

English
Purposive Communication in English is about writing, speaking, and presenting to different
audiences and for various purposes.

CHAPTER 1 UNDERSTANDING 21ST CENTURY COMMUNICATION

Lesson 1: Communication Processes, Principles and Ethics

What is Language?
- method of human communication, either spoken or written, consisting of the use of
words in a structured and conventional way

Language Acquisition
- the process whereby children learn their native language subconsciously

Language Learning
- Learning a new language involves listening, speaking, reading, writing, sometimes even
a new alphabet and writing format

Language Contact
- occurs when speakers of two or more languages or varieties interact and influence each
other

What is Communication?
- comes from the Latin word “communicare” “to share” or “to make common”
- the process of understanding and sharing meaning
- relational process of creating and interpreting messages that elicit a response

Communication is the exchange of information, ideas, thoughts, and feelings by one individual
to another

Nature of Communication
- It is much more than words
- It is a process
- It is between two or more people

Components of the Communication Process

Technically, communication happens in a systematic process to achieve its success.
Communication process is important particularly among professionals because of the following
notable reasons according to Bhasin (2021):

• It develops coordination for people to understand the thoughts, and ideas of one another.
• Its function in an organization is elemental for the smooth and proper functioning of each
member of the organization.
• It contributes to effective and efficient decision making among people.
• It increases the managerial efficiency and leader potentials in organizations.
• It promotes the overall organizational peace and cooperation among all employees who are
holding different places in the hierarchy.
• It boosts the morale of all employees and promotes a healthy working environment in the
organization.

Elements of Communication
- Sender one who crafts a message, idea, or information
- Encoding process of converting idea or thoughts of the information into
symbols
- Message the information, idea, thought, etc. that the speaker wants to
convey
- Channel means of transmission or distribution of the message
- Interference a hindrance that prevents effective communication
- Decoding receiver’s mental processing of interpreting message into
meaning
- Receiver for whom the message was created and one who receives it
- Feedback the receiver’s response or reaction to the sender’s message
- Environment physical and psychological space where the communication
happens
- Context common and shared understanding of the situation

Classification of Communication

1. According to Mode
- Verbal (Oral and Written)
- Non Verbal (Body Language, Hand Gestures, Facial Expressions)
- Visual (Illustrations, Charts, Photo, Drawings, Maps)

2. According to Context
- Intrapersonal – within an individual
- Interpersonal (Dyadic and Small Group)
- Extended Communication – with the use of technological tools
- Organizational Communication – business environments
- Intercultural Communication – among people of diverse cultures
- Mass Communication – to large audience through different modes
3. According to Purpose and Style
- Formal – it is carefully thought to selected audience to inform, persuade,
and entertain
- Informal – casual and takes place in ordinary conversation to socialize
Forms of Nonverbal Communication
1. Kinesics – body movement
2. Oculesics – eye movement
3. Haptics - touch
4. Proxemics - distance
5. Chronemics – time

Grapevine Communication (Organizational)

1. Single Strand Chain - passing information through a line of persons to the ultimate
recipient
2. Gossip Chain – only one person seeks and tells the information to everyone
3. Probability Chain - random process in which someone transmits the information
from person to person
4. Cluster Chain - a person tells the information to the selected people who will pass
the information to other selected people

Principles of Effective Communication

9 communication principles into operation as suggested by Kapur (2020):

1. Trustworthiness
2. Effective Speaking Skills
3. Active Listening
4. Good Writing Skills
5. Good Reading Skills
6. Objective Judgement
7. Value Difference
8. No Assumptions
9. Authenticity

Ethical Considerations in Communication

1. Respectful of their audiences.

2. Considerate of the consequences of their communication.
3. Truthful
4. Efficient in using information
5. Watchful of falsified information.
6. Respectful of the rights of others to information.
Models of Communication

1. Linear Model – one way process with no external feedback

A. Aristotle’s Model (300 B.C.) – It is a communication model which can be

used to develop public speaking skills or to create propaganda.
B. Lasswell’s Model (1948) – It is the “In which channel” as It describes an act
of communication by defining who said it, what was said, in what in what
channel it was said, to whom, it was said, and with what effect it was said.
C. Shannon and Weaver’s Model (1949) – It is also known as the
“Mathematical Theory of Communication” that argues that human
communication can be broken down into 6 key concepts.
D. Berlo’s SMCR Model (1960) – It represents the process of communication
according to Sender, Message, Channel, and Receiver.

2. Interactional Model – two-way process but more mechanical and has more delayed
feedback. It also deals with exchange of ideas and messages taking place both ways
from sender to receiver and vice versa.

A. Schramm’s Model (1949) – It views communication as a process wherein

the message is transmitted using a medium by a sender to a receiver. He
added the notion of field of experience in his theory. Field of experience
assimilates a mutual understanding of both the parties.
B. Osgood-Schramm’s Model (1954) – It is known as a circular model
because it indicates that messages can go in two directions. Also, the two
parties decode, interpret, and encode the message of each other.

3. Transactional Model – two-way process and more simultaneous as it has direct and
immediate feedback

A. White’s Model (1960) - There are eight stages of the oral communication
process: thinking, symbolizing, expressing, transmitting, receiving, decoding,
feedbacking, also monitoring. So, communication is a sequential interaction
process
B. Dance’s Helical Model (1967) – It disagrees with the concept of linearity and
circularity individually, and introduces the concept of time and continuous
communication process.
 C. Barnlund’s Transactional Model (1970) – It emphasizes a multi-layered
feedback system for all parties involved and recognizes that anyone can be a
sender and receiver anytime. Shared field of experience is also its strength.

Lesson 2: Communication and Globalization

- Globalization

Globalization is not only the mobility and trade of goods across countries, but all that go with it
such as people, services, knowledge, culture, etc. Historically, globalization has opened borders
and modernization from one country to another. Thus, the inevitable globalization is now
intertwined not only in the economy but also in human communication. As communicators, we
need to recognize and understand the features, dimensions, and impact of globalization to human
communication.

- Cultural Barriers to Effective Communication

1. Language
2. Stereotypes and prejudices
3. Behaviors and beliefs
4. Norms and values
5. Ethnocentrism
6. Body language and gestures

- Strategies to become an effective global communicator. (www.books forbetterliving.com):

1. Mindful Presence
2. Mindful Listening
3. Mindful Speech
4. Unconditional Friendliness
5. Mindful Responsiveness

Lesson 3: Local and Global Communication

- Communication in Multicultural Settings

Multicultural refers to a society that contains several cultural or ethnic groups. People
live alongside one another, but each cultural group does not necessarily have engaging
interactions with each other.

Socio-Cultural Aspects of Communication (Dapat, et al, 2016)

 1. Cultural identity
2. Gender role
3. Age identity
4. Social class
5. Religious identity

Cultural Factors in Multicultural Settings (Cotton, 2013)

1. Mother tongue and secondary languages

2. Race
3. Ethnicity
4. Gender
5. Local culture
6. Religion
7. Regional attire
8. Ancestry, Parents and Families
9. Teachers
10. Friends
11. Neighborhood
12. Education
13. Profession
14. Experience
15. Politics
16. Physical features
17. Media

Intercultural Communication

People from different backgrounds often encounter difficulties in processing meanings

and understanding messages due to the difficulties in understanding certain factors of
communication such as language, context, and meaning. Communication problems
often occur when there is a lack of understanding about how certain cultures "work."

Forms of Intercultural Communication

a. Interracial communication – communicating with people from different races

b. Interethnic communication – interacting with people of different ethnic origin
c. International communication – communicating between representatives from different
nations.
d. Intracultural communication – interacting with members of the same racial or ethnic
group or co-culture

Improving Intercultural Communication Competence (Dapat, et al, 2016)

 1. People should be mindful of other communicators who have different cultures.
2. People should mindfully choose the suitable words and actions that are culturally
acceptable to others.
3. People should be skillful and tactful in communicating in multicultural settings.
4. People should be observant of the connection among communication patterns.
5. People should open their minds to dissimilar cultures because it can give them
fresh options to try a new approach in life.

Lesson 4: Varieties and Registers of Spoken and Written Language

Varieties of Spoken and Written Language

Written language is carefully organized and explanatory. Words of choice are deliberate and
follow a particular structure. Spoken language is spontaneous and momentary; it is mostly
maintained in the form of a dialogue.

Characteristics of Written English and Spoken English:

Written English Spoken English

Flow of language steady Pauses - utterances

Organization structured Less particular with structure

Register Both formal and informal Mostly informal

Different Registers in different Forms and Functions

1. Frozen or “static” register

2. Formal register
3. Consultative register
4. Casual register
5. Intimate register

Concentric Circles of English

A. Inner Circle English as a NATIVE LANGUAGE

USA, UK, Canada, Australia, New Zealand

B. Outer Circle English as a SECOND LANGUAGE

Bangladesh, Ghana, India, Kenya, Malaysia, Nigeria, Pakistan,
Philippines, Singapore, Sri Lanka, Tanzania, Zambia
C. Expanding Circle English as a FOREIGN LANGUAGE
China, Caribbean Countries, Egypt, Indonesia, Israel, Japan,
Korea, Nepal, Saudi Arabia, South Africa, South America, Taiwan,
Zimbabwe

Lesson 5: Evaluating Messages and/or images of different types of texts reflecting

different cultures

Text Types

A. Linguistic Landscape
This is the language in the environment, words and images displayed and exposed in
public spaces, that is the center of attention.

Features of Linguistic Landscape

- top-down (public signs, created by the state and local government bodies)
- bottom-up (created by shop owners, private businesses, etc.)

B. Geosemiotics
It is the study of social meaning of the material placements of signs and discourses and
of our actions in the material world

Principles of Geosemiotics
Indexicality - The meaning was given to a sign by a place the sign was put
in
Dialogicality - Signs have double meaning and they correspond to each
other
Selection - One does not see all signs

Kinds of Signs
Regulatory Signs - These are used to indicate or enforce traffic laws,
regulations or requirements which apply either at all times
or at specified times or places
Infrastructural Signs - It is defined as the basic physical systems of a business,
region, or nation and often involves the production of
public goods or production processes.
Commercial Signs- These are signs, displays, or devices designed,
intended or used to encourage or promote purchase or
use of goods or services.
Transgressive Signs- These are signs which violate (intentionally or
accidentally) the conventional semiotics at that place
C. Online Landscape
 mode used to display wide-screen content, such as a Web page, image, document or
text

Key Concepts of Media Literacy

Media refers to all electronic or digital means and print or artistic visuals used to transmit
messages.
Literacy is the ability to encode and decode symbols and synthesize and analyze
messages.
Media literacy is the ability to encode and decode the symbols transmitted via media
and the ability to synthesize, analyze and produce mediated messages.
Media education is the study of media, including ‘hands-on’ experiences and media
production.
Media literacy education is the educational field dedicated to teaching the skills
associated with media literacy.

Skills as Media Literate Communicator

1. Understand and respect the power of mass communication messages.

2. Understand content by paying attention and filtering out noise.
3. Understand emotional versus reasoned reactions to mass communication content in
order to act accordingly.
4. Develop heightened expectations of mass communication content.
5. Understand genre conventions and recognize when they are being mixed.
6. Think critically about mass communication messages, no matter how credible their
source.
7. Understand the internal language of mass communication to understand its effects, no
matter how complex.

CHAPTER 2 COMMUNICATION AIDS AND STRATEGIES USING TOOLS OF

TECHNOLOGY

Lesson 1: Preparing Multimedia Presentation

Characteristics of Multimedia Presentations (brainly.ph)

Multimedia systems must be computer controlled.
Multimedia systems are integrated.
The information they handle must be represented digitally.
The interface to the final presentation of media is usually interactive
Steps in Making Effective Communication Presentations
Elements to consider:
Create visual aids with purpose.
Strive for quality.

Developing Effective Visuals

Visual aids are clearly integrated with the content of the presentation
Photographs and illustrations suit the overall tone of the presentation
Images and text are large and clear enough for the viewer to see or read
Images are shown with explanatory text or a caption
Informational graphics include clear, easy-to-read labels and headings
Text within informational graphics is easy to read (Watch out for wordiness and crowded
text or a font that is too small and hard to read.)
Formatting choices (color, different fonts, etc.) organize information effectively
Any text within graphics is free of errors
Hyperlinks within slides function properly
Display text for hyperlinks is concise and informative (Never paste a link into a slide
without modifying the display text.)

Lesson 2: Preparing Pecha Kucha Presentation

Topics:
Pecha Kucha definition
Pecha Kucha is a presentation method that calls for telling a story using images rather
than reading text from slides during a PowerPoint presentation. Pecha Kucha presentations use
20 slides and allow only 20 seconds of commentary per slide. That keeps a total presentation to
just 6 minutes and 40 seconds.

Steps on how to make a Pecha Kucha Presentation

1. Topic in a Sentence
2. Keep Slide text to a Minimum
3. Find the story in your topic
4. Tell story with images
5. Use just few points
6. Timing
7. Visual Cues

Lesson 3: Blogging
What is Blog
A blog (a shortened version of “weblog”) is an online journal or informational website
displaying information in reverse chronological order, with the latest posts appearing first, at the
top. It is a platform where a writer or a group of writers share their views on an individual
subject.

Effective ways of introducing a Blog

1. Be Short and Direct
2. Quirky/Funny Opening Sentence or Paragraph
3. Ask a Thought-Provoking Question
4. Ask a Multiple Choice Question
5. Share a Shocking Fact or Statistic
6. Share Something Personal
7. Withhold a Compelling Piece of Information
8. Debunk Conventional Wisdom
9. Lead With a Success Story
10. Start With a Reader’s Question

CHAPTER 3 COMMUNICATION FOR VARIOUS PURPOSES

Lesson 1: Informative, Persuasive, and Argumentative Communication

Informative Communication Persuasive Communication Argumentative

Communication

focuses on talking about act of presenting arguments used to settle disputes and
people, events, processes, to move, motivate, or change discover truth
places, or things; however, your audience
informing an audience about
one of these subjects without
being persuasive is often a
difficult task to complete.

Lesson 2: Public Speaking

- Reading from a Manuscript - word-for-word iteration of a written message

- Memorized - rote recitation of a written message that the speaker has committed to memory.
- Extemporaneous Speaking - carefully planned and rehearsed speech, spoken in a
conversational manner using brief notes
- Impromptu - presentation of a short message without advance preparation.

3. Making Inquiries
Topics:

Inquiry Letter
A letter of inquiry is mainly about requesting, asking, or obtaining specific information to
another party whom it addresses. This letter intended to pose a request or question to the reader
and persuade it to respond. There are three types of inquiry letters, the solicited, unsolicited and
inquiries asking for a favor. Solicited letter of inquiry is a letter used when a business is advertising
its product or services, unsolicited letter of inquiry is a letter that inquiring regarding something
thus it is a formal letter if the sender doesn’t know the receiver, and the latter is seeking
information with or without commercial proposition and must be clear with their objectives. It is
very useful when seeking information but be mindful of asking too much information especially if
that information you can obtain easily.

Context and Organization of Letter of Inquiry

1. Write the sender’s name and address, you may also include phone number and email if
it is required.
2. Leave one space below the address then write the date.
3. Include the receiver’s address.
4. Subject of the letter; state what is your main reason in writing this letter.
5. Below the subject, write a salutation to address the person being written to. If not sure
on the gender of the recipient, you may write Sir/Madam.
6. The body of the letter, it is divided into three (3) paragraphs; First Paragraph - Introduce
yourself and include the purpose of the letter; Second Paragraph - Inform the recipient
about the details of your inquiry and the other information you wanted to know; Third
Paragraph - Conclusion and end of the paragraph, you may include here that you are
expecting or waiting to have their response. And don’t forget to include gratitude in the
letter.
7. Below the body of the letter, write the sender’s name and signature, including also the
designation of the sender.

Emails
Internal operational communication is a system where members of an organization
communicate with one another to implement the business goals which has become increasingly
important. It has many forms such as supervisors giving orders, oral exchanges among
employees about work matters, assembling and distributing reports, and composing and
sending e-mail messages to other workers within the company, other companies in and outside
the country.

Interview
A job interview is a conversation which occurs between a potential employer and a job
applicant. During the job interview, the employer has the opportunity to appraise the applicant's
qualifications, appearance and general fitness for the job opening.
Tips in Conducting an Interview
1. Display a sense of responsibility by coming to the scheduled interview on time and prepared.
2. Exhibit research skills by conducting a study about the employer, hiring manager and job
opportunities.
3. Suggest a sense of loyalty by verbalizing an intention to stay longer with the company.
4. Insinuate leadership skills by articulating that you can work with less supervision.
5. Show creativity by answering difficult questions with style and ease,
6. Demonstrate professionalism and proper work ethic by dressing up corporately during the
interview.
7. Be natural, optimistic, focused, confident, candid, and precise.
8. Flaunt your sensibility by asking insightful questions.
9. Illustrate confidence by positively selling yourself.
10. Exemplify social graces by thanking the interviewer for his or her time.

CHAPTER 4 COMMUNICATION FOR WORK PURPOSES

Lesson 1: Communication for

Nurses: Writing Basic Patient Notes

A patient note is the primary communication tool to other clinicians treating the patient, and a
statement of the quality of care.

Topics:

Patient Notes

Initial notes: refer to the first or earliest assessment

Interim or progress note: refer to the assessment reports done in order to monitor the
condition of the patient
Discharge notes: are the reports given once medication is discontinued or the patient is
release from the hospital

Way of Organizing Patient Notes

Subjective (assessment given by the family member or patient himself)

Objective (assessment seen by you or reflected in laboratory or other medical reports)
Assessment (diagnosis)
Plan (procedures to be done to address the diagnosis)

Firming up: it becomes clearer, stronger, or more definite.

Concretizing: make something concrete, Become specific; "the idea concretized in her mind"
Introspecting: Consider one's own internal state or feelings. To look into or examine (one's
own mind, feelings, etc.).

Lesson 2: Communication for

Journalists: Writing a Lead

Writing opening paragraph of a News Article or Lead

The Five W’s and H: News writing strives to answer “The Five W’s and H:” that is, Who, What,
When, Where, Why and How. Good leads answer as many of these questions as possible in a
single sentence. When writing a lead, it helps to think about which of these facts is the most vital
for readers to know.
Keep It Short: A good lead provides all the information the reader requires in just a few words.
Ideally, a lead should be between 25 and 40 words.
Keep It Simple: Don’t clutter up the lead with unnecessary adjectives or adverbs. Also make sure
that your lead only discusses one idea to avoid confusion.
Write in Active Voice: Avoid all forms of the verb “to be.” Common exceptions include writing
about fatalities (“two people were killed Thursday”) and when discussing police activity (“two
people were arrested”). Passive voice is often the result of incomplete reporting.
Structure Your Lead Properly: Put your most crucial information at the very beginning of the
sentence. Important secondary information can go in subsequent sentences. Not following this
practice is called “burying the lead.” If you need attribution in your lead, make sure it goes toward
the end of the sentence because it is less important than the information itself.
Understand the Context: Keep in mind what your readers may already know about your story
based on previous media coverage. Write in a way that speaks to these realities and adds
relevant, useful information.
Be Honest: Never mislead the reader. If you promise a certain type of information with your lead,
you should be ready to deliver.

Types of Lead

Summary Lead or Straight Lead - brief summary, containing most of the Five W’s and H in
one sentence.
Question Lead - ask a question. Although they are effective in sparking interest, use them
sparingly because they generally do not provide the main points of a story as concisely.
Quotation Lead - use direct quotation used in first paragraph
Funny Lead - lead written in a funny way
Anecdotal Lead - quick, relevant story to draw in the reader. The anecdote must help enhance
the article’s broader point, and you must explain the connection to that point in the first few
sentences following the lead.
Descriptive Lead - describe how an event happened rather than simply telling what the event is
about

Lesson 3: Tour Guiding

- Tourism
To inform, remind and advise

- Communication Tasks for Tour Guides

giving directions and commentaries;
explaining procedures and itineraries;
providing advice on safety and security; and describing tourist attractions.

- Communication Techniques in Dealing with Complaints

1. Set a complaints handling policy
2. Respond quickly to complaints
3. Be patient, empathetic, and fair with customers
4. Research the customer’s situation
5. Involve customers in the solution
6. Keep customers updated
7. Touch base with the customer afterward

Lesson 4: Communication for Teachers: Storytelling

Storytelling - interactive art of using words and actions to reveal the elements and images of a
story while encouraging the listener’s imagination.

Image Description - a detailed explanation of an image that provides textual access to visual
content; most often used for digital graphics online and in digital files; can be used as alt text in
coding to provide access to more complete information.

Lesson 5: Communication for Business and Trade

A SWOT analysis is a compilation of your company’s strengths, weaknesses, opportunities and

threats. The primary objective of a SWOT analysis is to help organizations develop a full
awareness of all the factors involved in making a business decision.

Strengths (Internal)

Financial resources
Technical resources and capabilities
Human resources
Product lines

Threats (External)
Technology innovations and changes
Competition
Economic trends
Government policies and legislation
Legal judgments
Social trends

A SWOT analysis pulls information from internal sources (strengths or weaknesses of the
specific company) as well as external forces that may have uncontrollable impacts to decisions
(opportunities and threats).

Benefits of SWOT Analysis (managementstudyguide.com)

1. It is a source of information for strategic planning.

2. Builds organization’s strengths.
3. Reverse its weaknesses.
4. Maximize its response to opportunities.
5. Overcome organization’s threats.
6. It helps in identifying core competencies of the firm.
7. It helps in setting objectives for strategic planning.
8. It helps in knowing past, present and future so that by using past and current data, future plans
can be chalked out.

How to make SWOT Analysis (business.qld.gov.au/)

1. Decide on the objective of your SWOT analysis

2. Research your business, industry and market
3. List your business's strengths
4. List your business's weaknesses
5. List potential opportunities for your business
6. List potential threats to your business
7. Establish priorities from the SWOT
8. Develop a strategy to address issues in the SWOT

Lesson 6: Writing Business and Technical Reports

A report is a specific form of writing that is organized around concisely identifying and examining
issues, events, or findings that have happened in a physical sense, such as events that have
occurred within an organization, or findings from a research investigation. (owll.massey.ac.nz/)
Characteristics of a Report (University of Lucknow)

- An ideal report should be Clear, concise, accurate and well organized with clear section
headings.
- Easy for the audience to understand.
- Presentation is a key element in successful report writing. Formatting, revising and
Proofreading is an important process for good report writing.
- All reports should have an executive summary that presents the essential elements of
the report from the introduction through to the recommendations and outcomes.
- Reports should be visually appealing and easy to read. Diagrams, figures, charts, tables
and graphs can all add interest to a report.

Report Categories (qsstudy.com)

Formal Report - reports that are prepared in prescribed forms

Form of the report: Formal report is highly structured and is prepared in a prescribed format.
Most Formal reports are always written in a manuscript (narrative style) format.

Purpose: Formal report is written to help management in making long term and strategic
decisions.

Objective: Objective of the formal report is to assist decision making by providing an effective
recommendation.

Length: It is long in size. Size of a formal report is large. It generally includes some particular
pages (e.g. prefatory page) that do not appear in short reports.

Distribution: In most cases, formal reports are circulated to top-level executives and outside
parties.

Nature of problem: Formal report deals with complex and non-recurring problems. It is analytical
and systematic in nature. It deals with key complex problems.

Frequency of writing: Formal report is written very infrequently.

Writing responsibility: This type of report is usually written by internal or external experts.

Use of visual aids: This type of report makes extensive use of visual aids to present the facts
and findings.

Writing Style: This report follows inductive (indirect) and impersonal writing style. A formal report
on the other hand, after analyzing and interpreting the conclusion of the draw and makes
recommendations.
Recommendation: Recommendation is an essential part of a formal report.

Informal report - prepared not by following any prescribed rule or formality.

Form of the report: Informal report is less structured and it is less important to follow the
prescribed format. Most Informal reports are written in memorandum and letter formats.

Purpose: The main purpose of an informal report is to present the facts that help managers in
making thee-to-thy business decisions.

Objective: Conveying routine messages and to help routine functions are the basic objectives of
the informal report.

Length: It is short in size. An informal report is short in size. This report writing is generally
complete in a page or two.

Distribution: Short report is usually circulated within the organization.

Nature of problem: Informal report deals with less complex and recurring problems. It is not
methodical in nature. This report deals with the schedule matters.

Frequency of writing: It is written very frequently, even daily and weekly.

Writing responsibility: These reports are usually written by a subordinate.

Use of visual aids: This type of report seldom uses visual aids.

Writing Style: This report follows deductive (direct) and personal writing style. Informal reports
follow deductive writing styles. A short report highlights facts and specific recommendations. It
avoids analysis and inclusion of supporting information.

Recommendations: Recommendations are not required in an informal report.

Lesson 7: Communication for Employment: The Resume

Business Writing

Basic Parts of a Business Letter

- Letterhead
- Dateline
- Inside Address
- Salutation
- Body of the Letter
- Complimentary Close
 - Signature

Format of a Business Letter

a. Full-block Style
All parts of the letter flushed on the left margin. This is considered the most
popular, most formal, and easiest of all the styles or formats of business letters.
b. Modified Block Style
In this type format of the business letter, the body of the letter is left justified. The
Dateline and Complimentary Close begin near the center going to the right
margin
c. Semi-Block Style
It is much like the modified block style except that each paragraph is indented
instead of left justified. It is the most balanced of all formats of business letters.

Resume - where you can display your top skills and qualities it consists of one to two pages. it is
the most required tool for every company when looking for a job because it will be a way to help
you get your interview and it will be easy for the employer in hiring decisions. Structuring your
resume and deciding what to include matters the most. There are characteristics that must be
included in your resume. For example , communication skills, openness, creativity, commitment,
etc. To have a good resume, it must include the same keywords that can be seen to the job
description.

There are three most popular formats that are used when writing Resume. These are:
Chronological, Functional and Combination. All of these types are useful for every person who
has different backgrounds and objectives when applying for a company. These are the Guidelines
that help us write a resume correctly.

Lesson 8: Communication for Employment: The Application Letter

The application letter is a clear link between the position the applicant is searching for
and the qualifications mentioned in the resume. To put it another way, the letter fits those
credentials with the specifications of the position, illustrating how correct an applicant is for that
role. It addresses details in the resume selectively, as needed. Working with information,
examples, information about relevant aspects of your educational and job history is one of the
best ways to make an application letter perfect. However, so little interest might be created by a
letter that is too general and ambiguous that the reader may not even want to turn to the resume.
Working in a selective detail in the application text, which makes the person stand out, makes it
unforgettable, and completes the statements making about their abilities and experience.

It is very important for an applicant to design a successful cover letter before applying for
a new job and make adjustments to their resume to accommodate the organization to which they
are applying. People searching for jobs too often overlook their cover letters, leaving them until
the last minute, particularly not taking adequate time to provide valuable and relevant information
that is really important for a good first impression to be made. When applying for a position, the
cover letter is something that introduces the applicant and their resume, which is responsible for
a first impression. The cover letter is a prospective employer #39;s first impression of the
applicant. This single document offers the initial insight into who the applicant is as a professional
and a person to potential employers.

Writing a letter for an application letter is somewhat different from a short email to a friend
or a message of thanks to a parent. When it comes to the letter 's presentation and appearance,
potential employers and prospective interviewers have some standards, from length (no more
than a page) to font size and design to letter spacing.

When it comes to length in an application letter should be no longer than one page long.
Style and page margins provide a single-spaced application letter that must have a space
between each line that uses margins of around one and match the text to the left, which for most
documents is the standard layout. Font varies on a conventional font such as Times New Roman,
Arial, or Calibri and the font size must be around ten to twelve.

The rules for the parts used in the letter are also laid down, from greeting to sign-off, to
how the letter is arranged. Here's a short lowdown on the key parts used in a letter demanding a
job:
In the heading, both the applicant’s name and the employer's contact details (name,
address, phone number & email) accompanied by the date should begin with a letter of
application. Include your contact information at the end of the message, after the applicant's
signature. For the salutation, the applicant must have a friendly greeting for this. The most
frequent salutation is "Dear Mr./Ms." followed by the last name of the user. The applicant must
find out all about acceptable cover letter greetings, and what to do if the applicant does not know
the name of the recipient, or are uncertain of the gender of a communication.

The applicant should note the position he or she is applying for in the first line and where
the applicant has seen the job description. The most critical part of the applicant’s letter is the
next paragraph. This is where the applicant can share the related knowledge about his or her
experience and achievements. The applicant must show gratitude to the employer for the third
and last portion of the body of the letter; the applicant may also provide follow-up information. For
the complimentary close: With a friendly close, such as "Favorite" or "Sincerely," followed by the
applicant’s signature, signing off the applicant’s account. Lastly, for the signature, the applicant
must finish with its handwritten signature followed by the name of the applicant that must be typed,
lastly followed by the applicant’s contact details.

Lesson 9: Communication within a Company: The Memorandum

A Memorandum, or commonly known as a memo, is a short concise message or record that is

used for internal communication in a business, administration, or an institution. A
- a note, document or a form of communication intended to issue a directive, execute a
policy, present an information report, convey information, rebuke errors, give warnings,
 solve problems or make requests. This communication can be between or among
administrators, and subordinates or may suffice subordinates coordinating with co-
employees to carry out a task or activity. This communication is an interoffice tool.

Basic Principles and Characteristics of Memorandum according to Sharma, 2014:

Necessary and Sufficient Information

Do not Assume that Everyone knows Everything related to the issue discussed in the Memo
Be Clear, Concrete and Specific
Easy-to-Understand
Explain with Ease and Co-operation
NO Emotional Appeal

The following are the uses of Memorandum according to Sharma, 2014:

To Provide Information
To Issue Instruction
To Convey Policy Decision
To Offer/Invite Suggestion
To Record/Report an Agreement
To Establish Accountability
Helps you to avoid meeting personally, when necessary

These are the guidelines in making Memorandums:

Short as possible and concise.

Use simple English.
Avoid using jargon.
Use a captivating Heading by bolding or using different colors for the heading.
Be aware of the important information that needs to be included in the memorandum.
Be aware of the grammar and spelling.
Anticipate any questions your readers might have.

Lesson 10: Writing Minutes of Meeting

Meetings are set and conducted in different ways by different companies and organizations to
discuss different agendas and matters that affect the surrounding area and the people involved.
Being in a meeting, one must keep record of the meeting’s agendas, suggestions, and actions
requested by the group; a list of what happened during the meeting, the Minutes of the Meeting.
A written record of the meeting that lets the attendees be reminded, and the absentees be
informed of what happened in the meeting. A written record that serves as detailed notes
reflecting all actions done within the meeting; A record that also serves as a reminder to the task
that must be completed after the discussion.
Before the meeting:
Choose your recording tool. One may choose to use it in recording the meeting, from a pen and
paper to a laptop or a recorder. Always check your tools as one will need it for future references.
Reading the meeting’s agenda may also help your outlining of the meeting where one can easily
pinpoint what are the important points within the meeting.

During the meeting:

Passing the attendance is a sign that the meeting is starting, to know who is involved within the
meeting, to know who they are and what their main point is. One may not include all comments
instead the important notes are enough. Write all motion and who made them, and its results.
Always remember to keep your own biases.

After the meeting:

Encode the notes you have taken during the meeting. Include the participants and the different
key points they added. Add to your final record the organization, the title of the committee, the
type of meeting, and the purpose of it. Always proofread your record and avoid lapses of
important discussion within the meeting, if needed a second opinion do not hesitate to ask to
fully verify your work. Submit it to the person who ran the meeting unless instructed to do
another way or otherwise.

CHAPTER 5 COMMUNICATION FOR ACADEMIC PURPOSES

Lesson 1: Avoiding Plagiarism

Topics:
- Quoting
- Plagiarism
- Paraphrasing
- Summarizing

Lesson 2: Writing a Research Proposal: The Topic Proposal

Research

Research involves a scientific method which uses logical and systematic

procedure for the acquisition of new knowledge or for the verification or
confirmation of previous and existing knowledge to answer problems and
to apply in practical life.

Types of Research
Pure Research
● The researcher tries to find the truth
● The research meant to seek knowledge simply for knowledge’s sake
● Also termed as library or desk research

Applied Research
● Practical application of knowledge
to everyday situations.
● Also termed as action research

Quantitative Research
● Associated with positivist tradition (there is reality out there that can be studied and known)
● Gathers numerical values as its data
● Investigates concepts, constructs, variables
● Use deductive reasoning
● Use control (imposing condition so that biases are minimized and validity and precision are
maximized)
● Gather empirical evidence (from objective reality collected through senses)

Qualitative Research
● Associated with Naturalistic inquiry (reality is not a fixed entity but rather a construction of
individuals participating in research.)
● Gathers narrative description as its data
● Investigates phenomena, and concepts
● Use inductive process
● Use subjectivity that enriches the analytical insights
● Gather information, insights that lead to search for further evidence (subjective) takes place in
the field

Lesson 3: Writing a Research Proposal: The Introduction

- How to Write Research Introduction

The introduction is a generalized discussion which should lead to actually stating and clearly
articulating the research problem. Thus, the introduction provides a background that establishes
the status of the problem in context. The background of the study that functions in terms of the
following:

1. It establishes the problem by describing its nature, and narrating its development, occurrence
or existence.
2. It situates the problem by describing the setting where the problem is conceived. This actually
refers to the local setting where the respondents have directly experienced the problem. It sets
the status of the problem.
3. It explains the rationale of the problem by justifying the necessity for conducting the study.
Study the following sample introduction to determine how they are developed. The introduction
is a generalized discussion which should lead to actually stating and clearly articulating the
research problem. Thus, the introduction provides a background that establishes the status of
the problem in context. The background of the study that functions in terms of the following:
1. It establishes the problem by describing its nature, and narrating its development, occurrence
or existence.
2. It situates the problem by describing the setting where the problem is conceived. This actually
refers to the local setting where the respondents have directly experienced the problem. It sets
the status of the problem.
3. It explains the rationale of the problem by justifying the necessity for conducting the study.
Study the following sample introduction to determine how they are developed.

Lesson 4: Writing a Research Proposal: The Method

The Questionnaire
● Is a form prepared and distributed to secure responses to questions that are intended to
obtain information about conditions or practices on which the respondent is presumed to have
knowledge
● Questionnaire can be provided as paper-and-pencil device, a telephone survey, or a
structured document uploaded onto the internet

● The questionnaire format could be:

o Dichotomous (yes/no)
o Multiple choice
o Cafeteria
o Rank order
o Forced choice ratings
o Checklists
o Calendar
o Visual analogue

● Two Types of Questionnaire Items

1. The free response questions or “open-ended” or unstructured Questionnaire
● The questions frequently asked are why, what and how
2. The “close-ended” or structured form of Questionnaire
● Has the response already prepared, the respondents merely checks, underlines or
ranks the responses as directed

The Interview
● Is the second most common method for data collection
● It is a purposeful face to face relationship between two persons, one of whom called the
interviewer who asks questions to gather information and the other called interviewee or
respondent who supplies the information asked for
Purposes and Uses of Interview

1. The researcher may interview knowledgeable people to enable to gain insight into his
problem
2. The researcher may interview knowledgeable people about the proper construction and
validation of questionnaire
3. In case when the subject has some signs of abnormality, the interviewer may wish to gain
physical and emotional reactions of the subjects
4. Interview can be used as a principal tool in gathering data or just to supplement data
collected by other techniques

What to Avoid in Interviews

1. Avoid exerting undue pressure upon a respondent to make him participate in an interview
2. Avoid disagreeing or arguing with or contradicting the respondent
3. Avoid unduly pressing the respondent to make a reply
4. Avoid using a language well over and above the ability of the respondent to understand
5. Avoid talking about irrelevant matters
6. Avoid placing the interviewee in embarrassing situations
7. Avoid appearing too high above the respondent in education, knowledge and social status
8. Avoid interviewing the respondent in an unholy hour

Observation
● Is the most direct means of studying the subjects when the researcher is interested in their
behavior
● Perceiving the data through the senses

Recording the Results of Observation

● Checklist
● Is a device which contains the items to be observed and a space for number or check marks
or short verbal entries
● Rating scale
● Is a checklist with an evaluation standard
● Anecdotal forms
● Is a checklist that provides for less breakdown of dimensions or factors hence, much space is
provided for writing
● Mechanical Recording
● Stenographic Recording

Records
● Provide a readily available and valuable source of data
● Three major criteria necessary to establish authenticity and accuracy of records:
◦ Authorship- the identity of the person who conceived the material
◦ Body- the outward form of the material
◦ Function- purpose for which it was compiled
Lesson 5: Writing Literary Analysis

The review of related literature is a written summary of the existing knowledge base on a
research problem obtained from an in-depth search on non-research references and research
references. The review includes a statement indicating what the present study will add to what
is already known. It is a written, analytic summary of research findings on a topic of interest. It is
a comprehensive compilation of what is known about the phenomenon. It provides the
background and the context on which the research is conducted

1. Conceptual Literature/Related Literature

● It is composed of discussions of facts and principles to which the present study is related
● These materials are usually printed and found in books, encyclopedias, professional journals,
magazines, newspapers, and other publications
● Also referred to as non-empirical references
● Are classified as local and foreign

2. Research Literature/Related Studies

● These are studies, inquiries, or investigations already conducted to which present proposed
study is related or has some bearing or similarity
● These are usually unpublished materials such as manuscripts, theses, and dissertations
● Also referred to as empirical references
● Are classified as local and foreign

Sources of Literature
Empirical References may be of primary and secondary sources:
1. Primary Source
● Description of studies written by the researchers who conducted them
● It is ideal to rely heavily on primary sources of data
● The researcher’s oral discussion of his study in research forums, seminars,
conferences, and even competitions, may also be considered primary sources
2. Secondary Source
● Descriptions of studies prepared by someone other than the original researcher
● Secondary source documents are a good way to start a literature review with because
they provide a quick summary and a good bibliography

Lesson 6: Writing Political Analysis Paper

Political Science analysis paper

 ● start from the premise that politics does not consist merely of human actions and
interaction
● involves rational planning, motives, principles and beliefs

Requirements for a decent political analysis paper

1. Topic and research question.

2. Preliminary research
3. Substantial research
4. Thesis
5. Impartiality
6. Quotations and references
1. Remember to cite all references you used, with either the MLA (Modern Language
Association) or the APA (American Psychological Association) writing style.
2. Use a minimum of three (3) scholarly sources: e.g., Taking Sides: Clashing Views on Political
Issues, academic books, journals, newspapers and magazines, etc.
3. Use subheadings as you begin each section.
4. Have a separate title or cover page, and just staple all the pages together

Lesson 7: Academic Presentation

Academic Presentation

1. Determine the purpose for presenting your research at the forum.

2. Focus on Forecasting what you want to share with the audience about your research; on
Explaining the key findings of your study; Synthesizing your research in relation to the statement
of the problem
3. Know your audience in terms of their background knowledge, research interests or
experience.
4. Get ready with your outline and cue cards.

The Three P’s of an Academic Presentation

1. Prepare

Organize one’s content. Relevant to audience’s needs

2. Practice

Great delivery of the presentation

3. Present

Well thought speech

 Must be comfortable when presenting

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