skills

1. COMUNICATION
MATERIALS
WRITING WORKPLACE
LESSON 11
BY: GOJO SATORU

2. WRITTEN COMMUNICATION
IN THE WORKPLACE
Any form of correspondence,
business or workplace
correspondence involves three
factor: the sender, the message,
and the receiver.

3. TIPS FOR EFFECTIVE WRITTEN
COMMUNICATION IN THE
WORKPLACE
A-ccuracy
• the content must be truthful and accurate
• Must stay true to facts
• Sweeping statements that may be challenged later on
should be avoided.
B-revity
• sentence must be kept short and direct
• carefully chosen words and expressions should be used
while avoiding overload of information.
• completeness should never be sacrificed for brevity.
C-larity
• Imagine that the person reading in front of you just wants
to hear exact words that will assist them in a clear and
concise manner.
• A good use of grammar will be a great help.

4. 2. Select the format that is the standard,
prescribe, and acceptable to the institution
represented or to the parties in the transaction.
3. Courtesy in whether written or oral forms
• Use positive words that are proactive and not
reactive.
• Correct word usage and sentence structures
will make a real difference.

5. PARTS OF
BUSINESS
LETTER
BY: GOJO SATORU

6. 01 02 03
SENDER’S
ADDRESS
DATE RECIEPIENT’S
ADDRESS
This is where you place
your company’s contact
information (name,
address, phone number,
email). It’s essential for
the recipient to know
where the letter is
coming from and how to
get in touch with your
company.
Indicates when the
letter was written
and sent. The date
establish the
timeline of
communication.
company name if
you're sending from a
business. The
recipient's name and
address should be
placed on the center of
the letter

7. 04 05 06
SALUTATION BODY CLOSING/
COMPLEMENTARY
CLOSE
A formal
greeting used to
address the
recipient.
This is the heart of your
letter, where you
convey the purpose,
request, or information
you’re sharing. When
writing the body, use
clear and concise
language.
It provides a formal
end to the letter and
expresses courtesy.
reinforces the
professionalism of
the correspondence

8. 07
SIGNATURE
LINE
A signature block, also known as a signature
line or signature area, is a section typically
found at the end of a document, email, letter,
or formal communication where a person's
name, title, contact information, and often a
handwritten or electronic signature appear

9. 456 AnyplaceCity
name
[Date]
Mr. ABC
ABC Corporation
Place
City
Zip Code
Dear Mr. ABC
I was informed by a former employee of ABC Corporation about the
Office Manager job vacancy. With my five years of experience as an
Administrative Assistant, I am enthusiastic about the opportunity to work
at your esteemed company.
As outlined in my resume, I have undertaken various tasks at XYZ
Company, including workflow management.
Thank you for considering my application.
Best regards,
Mr. JKL

10. Are essential in the workplace, specially in the
external operations of an organization. The
different kinds of business letters illustrate the
different communication situations that
constantly need to be addressed by the internal
and external functions of an organization.
BUSINESS LETTER

11. Full-block
STANDARDS
FORMATS OF
BUSINESS LETTER
Modified-block Semi-block

12. FULL BLOCK
Full block letter format is a type of
business letter format where all lines
begin on the left margin.
This format is favored by many
companies and official organizations
due to its straightforward and formal
layout.
456 AnyplaceCity
Zip Code
[Date]
Mr. ABC
ABC Corporation
Place
City
Zip Code
Dear Mr. ABC
I was informed by a former employee of ABC Corporation about the
Office Manager job vacancy. With my five years of experience as an
Administrative Assistant, I am enthusiastic about the opportunity to
work at your esteemed company.
As outlined in my resume, I have undertaken various tasks at XYZ
Company, including workflow management.
Thank you for considering my application.
Best regards,
Mr. JKL

13. In this format, the main body of the
text is left-aligned, while the
sender’s address, date, and sign-off
are right-aligned.
Modified block format are not
indented, and the spacing between
paragraphs mirrors that of the full
block structure.
MODIFIED
BLOCK
456 Anyplace
City Zip Code
[Date]
Mr. ABC
ABC Corporation
Place
City
Dear Mr. ABC,
Thank you for informing me about the vacancy at XYZ Company. I am
eager to apply for the position of Administrative Assistant and would
greatly value your endorsement for this role.
Currently, I am enhancing my skills through additional training courses,
including software training, which I anticipate completing in 10 weeks.
This training will undoubtedly be beneficial in the Administrative
Assistant role.
Regards,
LMN

14. SEMI BLOCK
The semi-block, also known as the
indented style, bears a resemblance to
the full block format but carries a more
informal tone.
Each paragraph begins with an
indentation of five character spaces
and is separated by a double space,
maintaining left-justified text
alignment.
456 AnyplaceCity
Zip Code
[Date]
Mr. ABC
ABC Corporation
Place
City
Zip Code
Dear Mr. ABC
I was informed by a former employee of ABC Corporation about the
Office Manager job vacancy. With my five years of experience as an
Administrative Assistant, I am enthusiastic about the opportunity to
work at your esteemed company.
As outlined in my resume, I have undertaken various tasks at XYZ
Company, including workflow management.
Thank you for considering my application.
Best regards,
Mr. JKL

15. A letter of inquiry, also known as a
letter of interest, is written to ask for
specific information regarding a
particular subject matter.
LETTER OF
INQUIRY

16. RESPONSE TO
INQUIRIES
Letters of inquiry should always and
promptly be responded to. Professional
and business ethics demand that the
receiver of such letter take the action that
the sender expects.

17. A letter of claims is usually used in
legal matters to assert some kind of
wrongdoing. This letter aims to
notify the one responsible for the
said wrongdoing and demands a
response that would address its
affects. Claims are also used in the
context of legal matters especially to
instances of a breach of contract
LETTER OF
CLAIM

18. LETTER OF
REQUEST
A letter of request reports
situations which demand actions
and decision to be acted upon. In
the workplace, a letter of request
is a formal letter which requests a
specific product or service within
the professional business
context.

19. ADJUSTMENT LETTER
Adjustment letter is a response to a
letter of claim. It contains the response
to the claimants statements, whether
the claims are welcomed or not.
If welcomed, the letter would also
include offers to resolve the effects of
the action deemed to be unexpected as
well as the explanation for it. If it is not,
the claimant is entitled to a
constructive, non-adversarial tone in
the adjustment letter.

20. is a written message which serves as a
reminder for a particular matter. Memos relay
information to a large number of readers at
the same time. A memorandum is a
document that records events in the
workplace for everyone’s information.
MEMORANDU
M

21. notice officially
announcing the
release of a report
(memo transmitting
the annual report to
the manager.)
instruction
memo
contains a request for
the provision of
facilities and service
(request for the use of
the conference room
for a meeting.)
contains directives that
organization members
need to follow ( a memo
to remind employees to
strictly follow the
company’s dresscode.)
notice of an
important event in
the organization
(hiring, company fire
drill.)
granting permission
to the undertaking
of an operation in
the organization
( permission to
receive a document.)
request memo announcement
memo
transmittal
memo
authorization
memo

22. FORMAT OF A MEMO
most important
information
supporting data and
examples
least important
information