Purposive Communication (6) Written Modes of Professional Communication

PURPOSIVE COMMUNICATION (6)

WRITTEN MODES OF PROFESSIONAL COMMUNICATION

Genres across Professions
Different professions use different genres. However, you will note that there are communication materials that
cut across professions. They communicate important information about a certain organization, event or individual.
Some of these communication materials are the memoranda, minutes of meetings, business letters, and
business proposals. Moreover, with the advent of technology, there are now new forms of communication materials
using social media channels such as Facebook, Twitter, and LinkIn. All these communication materials are considered as
genres and they cut across different professions and/or disciplines.
BUSINESS LETTERS, MEMORANDA, MINUTES OF MEETINGS

Business letters are a common form of writing in any organization. The traditional parts of business letter are:
a. Heading
b. Inside address
c. Salutation
d. Body
e. Complimentary close
f. Signature
Generally, the business letter follows a certain format. When plain bond paper is used, the conventional
heading includes the address of the writer and the date when the letter is written. A modern heading uses the
company’s stationary which bears the company’s logo, address, telephone number, and the information. The date
when the letter is written is simply indicated. The heading is followed by the inside address which indicates name of
the recipient of the letter, his/her designation/position in a company or organization, and the company’s address. It is
also possible that the recipient has no business or company’s affiliation. In this case, the letter writer merely indicates
the recipient’s address. This part is followed by the greeting or salutation, and the body of the letter which is clear,
simple and focused. The body normally has three paragraphs, the first of which provides the reason for writing. The
second paragraph gives more specific details about the information provided in the first paragraph while the last
paragraph emphasizes the reason for writing or express gratitude to the reader for taking time out to read/review
the letter. The next part is the complimentary close and the last is the signature.
Note that there is a need for you to adjust the content of your letter depending on the purpose of writing. As it
is, there are different kinds of business letters: letter of application, letter of resignation, letter of acceptance, follow-
up letter, and letter of appreciation, among others.
It is also possible that you write professional e-mails when you apply for work or for other business purposes.
Remember that when you write a business e-mail message, you write it the way you write any other business
correspondence. It is important that you always fill in the subject line so as not to leave the recipient of the message
guessing as to what the message is all about. Then begin your e-mail with a professional greeting, followed by the
body, closing and signature. Include your full name and contact information such as e-mail address and phone
number.
Another communication material is the memorandum. The term memorandum can be shortened or
abbreviated by calling it a memo. A Latin term which means “it must be remembered,” the memo is usually issued
and disseminated by those occupying mid-level positions and up in an organization. It is written to serve as a
reminder to one’s constituents who need to do or act upon something. This is done so that the concerned
constituents will be properly guided as to what to do next so that errors in the organizational system or process can
be avoided or if already made or committed, it may or will not happen again.
How do you construct an effective memorandum?

As in any form of writing, organize your thought very well so that clarity is achieved in the first instance or at the
onset. The first part should contain the most important information. Thus, indicate that you want and the reason for
such by presenting relevant information. The succeeding parts may discuss in specific terms which have been
indicated in the first part of the memo. Your conclusion should also be clear so that the readers will be convinced to
act upon it. Address the memorandum only to those who are concerned. Review the memo before releasing it
especially if it contains confidential information. Remember that memos, just like any form of writing, can serve as a
permanent record of any office or organization.
Memos have the same structure. This is the template for a memorandum.
MEMORANDUM
TO: (Sendee)
FROM: (SENDER)
DATE:
SUBJECT: (Some memos use RE to mean regarding)
____________________________________________________
____________________________________________________
____________________________________________________
Sending a memo via electronic mail is acceptable but you still have to follow the correct format. It is also better
if the memo is sent as attachment to the e-mail.
A third important communication material is the minutes of a meeting. Organizations, institutions, agencies,
and even smaller units or offices hold meetings from time to time. It is important that things discussed in the meeting
are documented so that they can always refer to them when issues arise in the future. It is possible that any
clarifications on matters that have been previously addressed are found in the minutes of meetings held in the past.
Thus, it is important that records are kept properly. Soft and hard copies are highly recommended.
Below is a template of the minutes of a meeting:
MINUTES OF THE MEETING

(Name of Organization)
(Date the meeting was held)
List of Attendees:
 Present
 Absent
I. Approval of the Agenda

II. Review and Approval of Minutes of the Previous Meeting
III. Business Arising from the Minutes
IV. New Agenda
V. Adjournment
Signature of the one who prepared the minutes/date
Approval of the person occupying the top position in the organization.
BUSINESS PROPOSAL
When the company you work for wants to venture into a project with another organization, you may be asked
to write a business proposal. The purpose of a business proposal is to attract clients or secure support from possible
investors or organizations. You may also write one for your own use if you are freelancer. Generally, proposals have the
same template. Because there are numerous competing companies nowadays, it is important that you produce a well-
written proposal so that you will have an edge over the others. Your goal is having the proposal approved by your
prospective client so do your best to attain that objective. You need to know and understand your target client in
developing a proposal that has a sound methodology, a viable solution to the problem that the company is facing, a
realistic schedule, and a reasonable and justifiable budget.
A good proposal cannot be prepared overnight. If you are targeting a client, research about it exhaustively.
Know how it operates. Design a method by which you can outshine other competitors who also wish to submit a
proposal on the same ground. Note that some prospective clients you meet in the course of your career may suddenly
request for a proposal to be prepared and submitted within a short notice. When this happens and you are not able to
get a produce a persuasive proposal, do not be disheartened as the experience will still add to your journey as a
professional.
Business proposals generally have three major parts: the problem statement, the proposed solution, and the
costing or pricing. Make sure that you begin with the Executive Summary which highlights what you or your company is
all about, the services it provides, and how it differs from the others. This should be your selling point. Think of an added
value that you or your company can offer that will make it outdo the other organizations of the same nature.
After the Executive Summary, proceed to the problem statement or what your prospective client is
encountering. The client should be convinced that you perfectly understand the situation that it is in. This should be
followed by the proposal solution which explains how you can address or resolve the concern/s besetting the client. You
should then offer a sound method by which you will address the problem, spelling out the step-by-step procedure that
you will likewise require a timetable or the schedule for the completion of the project. Make sure that your timetable is
realistic. It is a good idea that you merely impress your prospective client but are not able to deliver and meet the
client’s expectations. Stating, a bit of your qualifications and your vast experience in the field can be highlighted in this
part so that you can convince the prospective client that you are the best choice and the most qualified to take on the
job and bring success to the client. The last major part is the costing. You need to state the price of the services you will
render if given the chance. It is still up to you and your company if you want a one- time payment or payment on a
staggered basis depending on the nature of the project.
Finally, there are no hard and fast rules as regards the length of the proposal. What is more important is that it is
complete with the information including those that your prospective client may ask for. Your proposal should be
accompanied by a cover letter and should begin with a TITLE PAGE with your name/ name of the company indicated, the
company to whom the proposal is being submitted, as well as the date when it is submitted.
SOCIAL MEDIA CHANNELS

To date, Facebook has become the most popular social media website. Developed by Mark Zuckerberg in the
early 2000s, Facebook allows you to link with people whom you have not yet met and re-connect with family, friends,
and acquaintances, and to stay in contact with them. You need to create your own account first and your personal
profile. You may include information you want to be known by other people either in private or public depending on the
kind of status you have. You may upload pictures, and write your views on Facebook wall which may or may not call
attention. Your Facebook friends may like, react, or comment on your post.
Facebook, however, is not limited to individuals as it is also used nowadays by organizations and companies. It is
the fastest way to reach out to others and disseminate information. If a company is going to organize an event such as
convention, lecture, or symposium, it uses Facebook to spread the information. Many events become successful
because online advertising and announcements. Online postings such as those in Facebook and Twitter are aslo the
cheapest way to advertise events and achieve optimum results.
Finally LinkedIn as a social networking service is used for professional networking. Employers use this site to
post job vacancies while interested applicants post their curriculum vitae or résumé. LinkedIn, is a very effective way to
connect with professionals and establish personal linkages.
When you share your curriculum vitae via LinkedIn, there is no need to post your home address and other
personal details. You may just limit your presentation to your professional qualifications such as your educational
background, work experience, and achievements as a professional. This way, you can avoid exposing yourself to some
external threats.

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PURPOSIVE COMMUNICATION (6)

WRITTEN MODES OF PROFESSIONAL COMMUNICATION

BUSINESS LETTERS, MEMORANDA, MINUTES OF MEETINGS

How do you construct an effective memorandum?

MINUTES OF THE MEETING

I. Approval of the Agenda

Signature of the one who prepared the minutes/date

Approval of the person occupying the top position in the organization.

SOCIAL MEDIA CHANNELS

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