PURPOSIVE COMMUNICATION LECTURES

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COMMUNICATION
IN THE WORK
PLACE
CHAPTER 4
GROUP 3

2. TOPICS
Written Communication01
Elements of a Business
Letter
02
Kinds of Business Letter03

3. 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 free from grammatical
error

4. BUSINESS LETTER WRITING
Business is also judged by its ability
to communicate. The ways in which
businesses express themselves say a
lot. It is definitely worth it to brush up
on the basics of writing a business
letter.

5. BUSINESS LETTER ELEMENTS
2
3
1
Mr. Angelo Co, Manger
Griffi n Plumbing Supply Co.
2018 Broo Avenue
Suact, Paranaque 18701
Ms. Denise Rods
President CEO
Global Development Council
13 Ala E Avenue
Washington, DC 32215
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.
Date of the Writing.
The date is usually written just below the sender's
address. 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.

6. BUSINESS LETTER ELEMENTS
Greeting
The salutation at the beginning of the letter can vary
depending on how well the sender knows the
recipient.
Body of the Letter.
The first paragraph should be concise and clearly
written. The following paragraphs should be use to
elaborate on this reason. The last paragraph is the
closing paragraph.
The Closing.
After the concluding paragraph, leave a
blank line and the add a closing word
such as “Sincerely”, “Best Regards”, etc.

7. BUSINESS LETTER ELEMENTS
Enclosed Documents.
Typist's Identification.
Copy Notation.
If any supporting documents have been
attached, list them at the bottom of the
letter. This section should be titled
“Enclosures”.
If somebody else have typed the letter,
include his/her initials at the very bottom of
the page.Senders who typed the letter
themselves do not need to include their
initials.
This is needed when others are being
sent a copy of the letter. The notation
appears below the signature, if there are
enclosurenotations or reference initials, it
appears below these.

8. Additional Letter Elements
This means after writing and is
information included after the signature.
Postscripts.
The letter sender may know that the
marketing manager is to receive the letter, but
cannot find the name of the manager.
Attention Line.
This is like a subject line in a 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.
Subject Line.

9. Important Things to Remember When Writing Business
Letters
1. Business writing is marked by compact precise expression without wasted
words.
2. Always put in mind that the audience is too busy and has limited time to
read. Skimming is always possible to used by the audience.
3. Know your audience for the styles to be used. Style varies from
conversational to formal.
4. The contents should show the writer's authority over the matter, clarity of
matters, completeness of details, objectivity and veracity of information.
5. Use appropriate pronouns. It is proper to refer to yurself as “I” and the
readers as “you”. When you use “we” in your business letter, it commits your
company to what you have written.

10. BUSINESS
LETTERS
These are written communication by a
company to another, between
organizations, companies and their
clients, employers to employees,
employees to clients, and other business
and office personnel to any with regard
to their business. These letters are
written with purposes that correspond to
a certain style.

11. A. APPLICATION LETTERS
Application letter introduces the writer to
the company he wishes to join. This letter
explains the writer's purpose for writing,
emphasizes the writer's craft and skills, the
relevant experiences and background. This letter
should not only tell who and what you are but also
how effectively you can communicate. Consider
the following:
• Be succinct, use precise expression without
wasted words.
• Try to identify the needs of the company and
your skills. Match them in the letter in a
manner that it will appeal to the company's
interests.
• The style/langguage must be precise. Avoid
long and intricate sentences and paragraphs.
• Arrange points logically. Make an outline
before the actual writing of the letter.

12. LETTER OF INQUIRY
11 Make the letter interesting to solicit
response.
3
If the sender does not know the sender, self-
identification of the sender is appropriate with his
position and the institution he is connected.
2 Give it a good friendly tone for quick response.
4 An explanation why the information is
requested is necessary. If needed, offer
confidentially of information requested.

15. SALES LETTER
-his letter is written to persuade its audience to
try service, participate in an activity, support a
cause, and buy a product
-its also written to introduce a product, person,
company, or services to consumers
-has great value to any kind of profession

16. -gets the reader ‘s
attention
ATTENTION
-create interest
in the sender’s
product/ service/
activity, better to
have tag line
-show the reader
product application
-request for action
INTERESTS
PRODUCT
APPLICATION ACTION
AIPA

18. TRANSMITTAL
LETTER
• In sending number of documents, the sender
should have a cover letter for them or a
transmittal letter.
• It provides the receiver specific information on
the documents and also gives the sender
tangible record of the document sent.

20. MEMORANDUM
• Great way to communicate big decisions or policy changes
to employees or colleagues
• Business memos are written to an entire office.
THE SENDER HAS A GOOD CRAFT A GOOD
MEMO SO THE MESSAGE COMES ACROSS HOW THE
SENDER WANTS IT TO.
• Before a business meeting happens, the secretary writes a
memo to the participants informing them of the meeting.
• The memo contain details of the meeting like time, date,
place, agenda, and the presiding officer.
• The secretary keeps a record of the members who receive
the memo, and then prepares for the meeting.

21. PREPARATIONS
2. Prepare a template in advance. Minutes
of the meeting contain same information.
Each company uses the same format for its
minutes.
• Type of meeting…..Regular, weekly,
monthly,emergency,
special, etc.
• Date, Time, Place….leave space for time
started and
ended
• Name of presiding officer and secretary
• List of attendees and apologies of
absentees…this is to easily note of a
quorum
• Have a copy of the memo/agenda
1.Know the organization’s
meeting policies. The
secretary should be ready
with the rules: There might
be a need for some
specific rules. Have a
copy of the rules/policies.
3. Be ready with
the writing pad.
This may be paper
or laptop,
whichever the
minute taker is
comfortable with.
An audio recorder
is also helpful.

22. DURING THE MEETING
Have copies of reports and similar items
discussed in the meeting.
Record all points of order and
rulings.
Wrap up at the end of meeting.Have the attendance sheet filled
out.
Note all the motions. The names of
the movers and seconders of
motions and results of the vote
should be recorded
Note actions taken or assigned.

23. PRECAUTION:
1. Don’t write too much detail.
2. Personal interpretations and feelings of the
minute taker are not written.
3. If the minute taker were asked to record a
confidential discussion such as between a
lawyer and a client, make separate minutes
and store them separately from the general
meeting minutes folder.

24. BUSINESS MEETING
SKILLS
The chairperson/presiding officer has to have the
following in mind:
•The chair/presiding officer controls the meeting
•All remarks are addressed through the chair.
•Members do not interrupt each other.
•Members aim to reach a consensus.
•A vote is taken if consensus is not reached.
•The majority wins the vote.
•All members accept the majority decision.

25. The chairperson during
meeting can/should:
• Indicate progress, or lack of.
• Refocus discussion that has wandered off the
point.
• Conclude one point and lead into the next.
• Highlight important points.
• Assist the secretary if necessary.
• Clarify any misunderstanding.
• Pace the meeting, ensuring it runs in time.
• Remind members what they have achieved
and thank them for their contributions.
• Arrange the time and date of the next
meeting.

26. ALL PARTICIPANTS
SHOULD:
• Undertake any necessary preparation prior to
the meeting.
• Arrive on time.
• Keep an open mind.
• Listen to the opinions of others.
• Participate.
• Avoid dominating the proceedings.
• Avoid conflict situations.
• Avoid side conversation which distract others.
• Ask questions to clarify understanding.
• Note down any action agreed upon.
• Undertake, after the meeting, any agreed
action and brief others as appropriate

27. AGENDA
• The agenda should be known to the
attendees before the meeting. They can read
in advance and think about topics for
discussion. This saves time during the
meeting.
• This prepares everyone for the meeting.

28. COMPONENTS OF
A MEETING
1. Opening
formalities
2. Apologies
3. Confirmation of
Minutes
4. Business Arising
from the Minutes
5. Correspondence
6. Business Arising
from the
Correspondence
7. President’s
Report
8. Treasurer's
Report
9. Approval of
Membership
10. Special Reports
11. Election of
office bearers
12. Election of
Auditor
13. Guest Speaker
14. Motions on
Notice
15. General
Business
16. Notice of
Motions
17. New Business
18. Date of Next
Meeting
19. Close of
Meeting

29. AT THE MEETING
For formal meetings, Rules of Debate can
be used. These are guidelines based on
Parliamentary procedure and apply to
general meetings of members and public
meetings. Formal procedure gives meetings
a structure and helps members reach clear
decisions. They can also help control large
meetings or a single antagonist on a
committee.

30. MOTIONS
A motion is a formal recommendation
put to a meeting for debate and
consideration.

31. UNDERSTANDING MOTIONS
• All items of business or issues requiring a decision must
be presented to the meeting as motions which if passed,
will then become resolutions.
• All motions should be proposed by the” mover” in front of
the chairperson and then supported (seconded) by
another committee member before any discussion can
take place on the item.
• The proposer then explains the motion to support
it. The seconder has the right to speak
immediately or wait till the end of the debate.
• The chairperson then calls for speakers
alternately for and against the motion. At the end
of the debate, the proposer can reply. A vote is
taken. The secretary should record the motion,
who proposed and seconded it and whether it was
carried

32. AMENDMENTS
• Any speaker can move an amendment to the
motion. When this happens, people speak for and
against the amended motion.
• The amendment must be put before voting on the
original motion. If the amended motion is carried,
the debate continues on the amended motion. If
the amended motion is lost, discussion moves
back to the original motion.

33. Voting at the Meetings
The chairperson must have a clear understanding of
the rights of members. There are several ways of
voting. Choose the one most appropriate to your
situation. Don’t give option for a secret ballot when
you know everyone in the room agrees on an issue.

34. Me: Why did you agree?
Officemate: I didn’t understand a thing
Me:
- As a member/participant of the meeting, you must
understand the situition inside. It is to maintain a good
communication at the work.
General Agreement –
why put it to the vote if it
seems everyone is on
agreement. The chairperson
can say “Do we all agree
that…? Does anyone
disagree?

35. Verbal – the
chairperson asks
people to say “yes” or
“no” and decides
which was the louder
response. Suitable for
larger groups

36. Show of hands – the
chairperson asks people
to raise their hand to
either “yes” or “no” and
counts the hands. This is
useful where a precise
vote count is required.

37. Boss: Any clarifications and views?
Me: * raise hands*
Boss:
- As the leader of the meeting, you
must hear or consider the voice of
the members. Accept good
Opinions and improve the
discussion.
Individual vote – the
chairperson asks each
person to turn for their
view. This is better suited
to small groups. It prevents
anyone from fence-sitting.

38. - Even though there are
circumstances that you
can’t chose from the
choices, you still must
vote and choose the one
you think is much better.
Secret ballot –
individuals vote on a
paper and two
elected people (often
committee members)
count the vote.
Suitable for elections

39. Proxy – individuals who are
absent can give someone
else the power to cast their
votes. Proxy votes are
permitted only if the
constitution allows for them
and usually bound by strict
rules to prevent unfair
lobbying, eg. Votes may be
cast only in writing a week in
advance.

40. Postal –
again, these
are only
permitted if the
constitution
allows them.

41. After the Meeting
• For the sake of accuracy, minutes should be
written as soon after the meeting as possible,
when the details are still fresh in the mind.
Preferably minutes should be circulated
within a week of the meeting being held.
Prompt circulation of the minutes stirs people
who have been assigned tasks into early
action and brings up to date those who
missed the meeting.
• Note points for action (and the person
responsible) that need to be chased up
between meetings. Make a note of diary
items requiring long-term attention.

42. THANK
YOU!!!