Bachelor of Technical -Vocational Teacher Education (BTVTEd)

MODULE MATERIALS

List of Modules

No. MODULE
MODULE TITLE
CODE

1 Nature of Communication 113.1

2 Communication Processes, Principles, and Ethics 113.2

3 Communication and Globalization 113.3

Local and Global Communication in Multicultural

4 113.4
Settings

5 Varieties and Registers of Spoken and Written Language 113.5

Evaluating Messages and/or Images (e.g. Pictures,

6 Illustrations) of Different Types of Texts Reflecting 113.6
Different Cultures (Regional, Asian, Western, etc.)

Communication Aids and Strategies Using Tools of

7 113.7
Technology

8 Communication for Various Purposes 113.8

9 Communication for Academic Purposes 113.9

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Vocational Teacher June 2020
Polytechnic Date Revised
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COMMUNICATION
FOR VARIOUS
PURPOSES

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MODULE CONTENT

COURSE TITLE: PURPOSIVE COMMUNICATION

MODULE TITLE: Communication for Work Purposes

NOMINAL DURATION: 3 Hours

SPECIFIC LEARNING OBJECTIVES:

At the end of this module you MUST be able to:
1. Create clear, coherent and effective communication materials
2. Present ideas persuasively using appropriate language registers, tone
facial expressions and gestures
3. Adopt awareness of audience and context in presenting ideas in
communicating ideas

TOPIC: Communication for Work Purposes

ASSESSMENT METHOD/S:
MODULAR, ACTIVITIES WITH LECTURE

REFERENCE/S:
https://www.researchgate.net/publication/304782482_COMMUNICATION_IN_
THE_WORKPLACE_GUIDELINES_FOR_IMPROVING_EFFECTIVENESS
http://alvinochristian.blogspot.com/2013/10/examples-of-inquiry-order-
complaint.html

https://lettersample.net/apology-letter/apology-and-adjustment-letter-
sample/
https://lettersample.net/apology-letter/apology-and-adjustment-letter-
sample/
https://www.writeexpress.com/congra02.html

https://www.letters.org/category/miscellaneous-letter
https://business.tutsplus.com/tutorials/what-is-public-speaking--cms-31255
https://www.thebalancecareers.com/job-interview-questions-and-answers-
2061204

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Vocational Teacher June 2020
Polytechnic Date Revised
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Information Sheet PCOM 113-8
Communication for Work Purposes

Learning Objectives:
After reading this INFORMATION SHEET, YOU MUST be able to:
1. Convey ideas through oral, audio-visual, and/or web-based
presentations for different target audiences in local and global settings
using appropriate registers
2. Create clear, coherent, and effective communication materials
3. Present ideas persuasively using appropriate language registers, tone,
facial expressions, and gestures

4. Adopt awareness of audience and context in presenting ideas

Communication for work purposes

Discussion:
Importance of Communication in the Workplace
There is no denying the importance of communication in the workplace,
considering the fact that in an organisation people belonging to different social
and professional backgrounds come together to work for the same goals. Often
it is seen that administrators do not realise the importance of communication at
work and thus do not convey their ideas, organisational goals, vision, etc. very
clearly. When administrators in an organisation are unable to create an
environment which promotes open and clear communication, it can have
negative repercussions on the work culture and the employee productivity. The
importance of effective workplace communication is discussed below:
Creates job satisfaction- Organisations which encourage an open and
easy correspondence between seniors and subordinates face lesser employee
turnover. If the work environment is friendly where the subordinates are
encouraged to communicate their ideas to their administrators regarding work-
related issues, and their feedback is given due consideration, it motivates the
employees to work better and makes them feel valued in the organisation. Thus,
effective communication in the workplace helps in building loyalty and trust
which eventually attributes to greater job satisfaction.
Lesser conflicts- Open communication in the workplace can help prevent
and resolve many conflicts. Workplace conflicts are easily resolved through open
and clear communication and mutual discussions; this can lead to personal and
professional growth.
Increases productivity- Effective communication at work is the most
important issue for the success and failure of an organisation. Every

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Polytechnic Date Revised
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organisation has a set of clearly defined goals, objectives and vision. If an
administrator is clear in his/her communication, the subordinates will know
exactly what the organisation wants and thus, will be able to deliver the same to
the best of their abilities. Thus, the importance of communication skills can be
judged from the fact that it leads to better deliverance of work, increasing
workplace productivity.
Formation of relationships- Open communication, whether between
the employees and administrators or between the management and employees,
leads to the formation of better personal and professional relationships. This
makes the employees feel genuinely cared and valued for, and they are more
likely to remain loyal to the organisation. This creates a friendly environment
and promotes a better working relationship which is conducive to the work.
Proper utilisation of resources- If an organisation faces problems, crisis
and conflicts due to miscommunication between the staff members, it causes
unnecessary delays in the daily work. This leads to wastage of resources and
lowers the overall work productivity. So an environment of good communication
is a must for any organisation to better utilise its resources and increase
productivity.

Barriers to Effective Communication

An administrator has no greater responsibility than to develop effective
communication (Pauley, 2010). Why then does communication break down? On
the surface, the answer is relatively simple. The elements of communication as
the sender, the encoding, the message, the medium, the decoding, the receiver,
and the feedback have been identified. If barriers exist in these elements in any
way, complete clarity of meaning and understanding does not occur. According
to Shaw (2011) the greatest problem with communication is the illusion that it
has been accomplished. As illustrated in Figure 1, several forms of barriers can
impede the communication process. Rakich and Darr (2000) classify these
barriers
into two categories: environmental and personal. Both barriers can block, filter,
or distort the message as it is encoded and sent, as well as when it is decoded
and received.
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Environmental Barriers
Environmental barriers are characteristic of the organization and its
environmental setting. Examples of environmental barriers include
competition for attention and time between senders and receivers. Multiple and
simultaneous demands cause messages to be incorrectly decoded. The receiver
hears the message, but does not understand it. Due to inadequate attention paid
to the message, the receiver is not really “listening.”

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Polytechnic Date Revised
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Listening is a process that integrates physical, emotional, and intellectual
inputs into the quest for meaning and understanding.
Listening is effective only when the receiver understands the sender’s
messages as intended. Thus, without engaging in active listening, the receiver
fails to comprehend the message.
Time is another barrier. Lack of time prevents the sender from carefully
thinking through and thoroughly structuring the message accordingly, and
limits the receiver’s ability to decipher the message and determine its meaning.
Other environmental barriers include the organisation’s managerial
philosophy, multiple levels of hierarchy, and power or status relationships
between senders and receivers (Sanchez & Guo, 2005).
Managerial philosophy can promote or inhibit effective communication.
Managers who are not interested in promoting intra-organisational
communication upward or disseminating information downward will establish
procedural and organisational blockages. By requiring that all communication
follow the chain of command, lack of attention and concern toward employees is
a sign of a managerial philosophy that restricts communication flows.
Furthermore, when subordinates encounter administrators who fail to act, they
are unwilling to communicate upward in the future, because
communications are not taken seriously.
Managerial philosophy not only affects communication within the
organisation,
but also impacts the organisation’s communications with external stakeholders.
Power or status relationships can also affect transmission of a message. An
unharmonious supervisor–subordinate relationship can interfere with the flow
and content of information. Moreover, a staff member’s previous experiences in
the workplace may prevent open communication due to fear of negative
sanctions as a result. For instance, a poor supervisor–subordinate relationship
inhibits the subordinate from reporting that the project is not working as
planned.
Fear of the power and status of the administrator is a common barrier to
communication.
Another environmental barrier that may lead to miscommunication is the use
of specific terminology unfamiliar to the receiver or when messages are especially
complex. Communication between people who use different terminology can be
unproductive simply because people attach different meanings to the same
words. Thus, misunderstanding can occur due to unfamiliar terminology.
Today's complex organisational systems are highly specialised,
organisations have staff and technical experts developing and using specialised
terminology that only other similar staff and technical experts can understand,
and if people do not understand the words, they cannot understand the message.
Personal Barriers

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Personal barriers arise due to an individual’s frame of reference or beliefs and
values. They are based on one’s socio-economic background and prior
experiences and shape how messages are encoded and decoded. One may also
consciously or unconsciously engage in selective perception or be influenced by
fear or jealously. For example, some cultures believe in “do not speak unless
spoken to” or “never question elders” (Longest et al., 2000). These inhibit
communication. Others accept all communication at face value without filtering
out erroneous information. Still others provide self-promotion information,
intentionally transmitting and distorting messages for personal gain. Unless one
has had the same experiences as others, it is difficult to completely understand
their message. In addition to frame of reference, one’s beliefs, values, and
prejudices also can alter and block messages. Preconceived opinions and
prejudices are formed based on varying personalities and backgrounds.
Two additional personal barriers are status quo and evaluating the sender to
determine whether one should retain or filter out messages. For instance, an
administrator always ignores the complaints from the receptionist, because the
receptionist tends to exaggerate issues and events. However, one must be careful
to evaluate and distinguish exaggerations from legitimate messages. Status quo
is when individuals prefer the present situation. They intentionally filter out
information that is unpleasant. For example, an administrator refuses to tell
staff of an impending dismissal. To prevent disorder, the administrator
postpones the communication to retain status quo.
A final personal barrier is lack of empathy, in other words, insensitivity to
the emotional states of senders and receivers. Empathy is the ability to put one's
self into another's shoes. The empathetic person is able to see the world through
the eyes of the other person. Research shows that lack of empathy is one of the
major obstacles to effective communication (Eisenberg, 2010).

Overcoming Communication Barriers

Recognising that environmental and personal barriers exist is the first step
to effective communication. By becoming cognisant of their existence, one can
consciously minimise their impact. However, positive actions are needed to
overcome these barriers. Longest et al (2000) provide us with several guidelines
for overcoming communication barriers:
Environmental barriers are reduced if receivers and senders ensure that
attention is given to their messages and that adequate time is devoted to listening
to what is being communicated.
A management philosophy that encourages the free flow of
communication is constructive.
Reducing the number of links (levels in the organisational hierarchy or
steps between the sender and the receiver reduces opportunities for distortion.
The power/status barrier can be removed by consciously tailoring words
and symbols so that messages are understandable; reinforcing words with
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Vocational Teacher June 2020
Polytechnic Date Revised
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actions significantly improves communication among different power/status
levels.
Using multiple channels to reinforce complex messages decreases the
likelihood of misunderstanding.
G.J.C.M.P.,Vol.3(5):208-213 (September-October, 2014) ISSN: 2319 – 7285 211
Personal barriers to effective communication are reduced by conscious efforts
of senders and receivers to understand each other’s values and beliefs. One must
recognise that people engage in selective perception and are prone to jealously
and fear. Sharing empathy with those to whom messages are directed is the best
way to increase effective communication.
Use techniques that extend beyond traditional organisational lines to
facilitate communication. For instance, the use of diagonal communication that
flows through task forces or committees enhances communication throughout
the organisation.
Use management processes that are cross-organisational rather than
confined to functional or department procedures. Implementing management
processes in the areas of planning, controlling, and managing information
systems facilitate communication.
Use human resources policies and procedures (job training and job
rotation) to enhance cooperation among members in organisations.
Use management processes to resolve conflicts in an equitable manner
to produce effective communication.

Improving Communication Effectiveness

Once environmental and personal barriers are dealt with, a way is paved for
improving communication in the organisation. Effective communication being a
two-way process requires effort and skill by both sender and receiver.
Administrators will at times assume each of these roles in the communication
process. In view of this, guidelines for
improving communication effectiveness, including senders’ and receivers’
responsibilities are discussed below:

Sender's Responsibilities
Several communication theorists (Cheney, 2011; Keyton, 2011; Tourish,
2010; Lunenburg, 2010) have proposed ten guidelines of good communication,
which are particularly applicable to the sender. These guidelines, together with
a basic understanding of the communication process itself, should provide a
good foundation for developing and maintaining an effective set of interpersonal
communication skills, which administrators can use when communicating with
various stakeholders.
1. Administrators need to clarify their ideas before communicating. The
more systematically administrators analyse the problem or idea to be
communicated, the clearer it becomes. This is the first step toward effective
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Polytechnic Date Revised
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communication. Many communications fail because of inadequate planning.
Good planning must consider the goals, attitudes, and needs of those who will
receive the communication and those who will be affected by it.
2. Administrators need to examine the true purpose of each
communication. Before administrators communicate, they must ask
themselves what they really want to accomplish with their message (obtain
information, initiate action, or change another person's attitude?)
Administrators need to identify their most important goal and then adapt their
language, tone, and total approach to serve that specific objective.
Administrators should not try to accomplish too much with each communication
because the sharper the focus of their message, the greater its chances of
success.
3. Administrators need to consider the total physical and human setting.
Meaning and intent are conveyed by more than words alone. Many other factors
influence the overall impact of a communication, and administrators must be
sensitive to the total setting in which they communicate: the circumstances
under which an announcement or decision is made; the physical setting,
whether the communication is made in private or otherwise; the social climate
that pervades
work relationships within the department and sets the tone of its
communications; custom and practice, the degree to which the communication
conforms to, or departs from, the expectations of the audience.
Administrators should constantly be aware of the total setting in which
they communicate. Like all living things, communication must be capable of
adapting to its environment.
4. Administrators need to consult with others, when appropriate, in
planning communications. Frequently, it is desirable or necessary to seek the
participation of others in planning a communication or in developing the facts
on which to base the communication. Such consultation often lends additional
insight and objectivity to the message. Moreover, those who have helped plan the
communication will give it their active support.
5. Administrators need to be mindful, while communicating, of the
overtones as well as the basic content of the message. The administrator’s
tone of voice, expression, and apparent receptiveness to the responses of others
all have tremendous impact on those the administrator wishes to reach.
Frequently overlooked, these subtleties of communication often affect a listener's
reaction to a message even more than its basic content. Similarly, the
administrator’s choice of language particularly his/her awareness of the fine
shades of meaning and emotion in the words used predetermines in large part
the reactions of the listeners.
6. Administrators need to take the opportunity, when it arises, to convey
something of help or value to the receiver. Consideration of the other person's
interests and needs, trying to look at things from the other person's point of view
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Polytechnic Date Revised
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frequently points up opportunities to convey something of immediate benefit or
long-range value to the other person. Staff members are most responsive to
administrators whose messages take staff interests into account.
7. Administrators need to follow up their communication. An administrator’s
best efforts at communication may be wasted, and he/she may never know
whether he/she has succeeded in expressing his/her true meaning and intent if
he/she does not follow up to see how well he/she has put his/her message
across. An administrator can do this by asking questions, by encouraging the
receiver to express his/her reactions, by follow-up contacts, and by subsequent
review of performance. An administrator needs to make certain that every
important communication has feedback so that complete
understanding and appropriate action result.
8. Administrators need to communicate for tomorrow as well as today.
Although communications may be aimed primarily at meeting the demands of
an immediate situation, they must be planned with the past in mind if they are
to maintain consistency in the receiver's view. Most important, however,
communications must be consistent with long-range interests and goals. For
example, it is not easy to communicate frankly on such matters as poor
performance or the shortcomings of a loyal staff member, but postponing
disagreeable communications makes these matters more difficult in the long run
and is actually unfair to staff and the organisation.
G.J.C.M.P.,Vol.3(5):208-213 (September-October, 2014) ISSN: 2319 – 7285 212
9. Administrators need to be sure that their actions support their
communications. In the final analysis, the most persuasive kind of
communication is not what administrators say, but what they do. When
administrators’ actions or attitudes contradict their words, others tend to
discount what they have said. For every administrator, this means that good
supervisory practices such as clear assignment of responsibility and authority,
fair rewards for effort, and sound policy enforcement serve to communicate more
than all the gifts of oratory.
10. Administrators need to seek, not only to be understood, but to
understand and be a good listener. When an administrator starts talking,
he/she often ceases to listen, at least in that larger sense of being attuned to the
other person's unspoken reactions and attitudes. Even more serious is the
occasional inattentiveness an administrator may be guilty of when others are
attempting to communicate with him. Listening is one of the most important,
most difficult, and most neglected skills in communication. It demands that the
administrator concentrate not only on the explicit meanings
another person is expressing, but also on the implicit meanings, unspoken
words, and undertones that may be far more significant. Thus, an administrator
must learn to listen with the inner ear if he/she is to know the inner person.

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Receiver's Responsibilities
Communication depends on the ability not only to send but also to receive
messages. So the ability to listen effectively greatly enhances the communication
process (Lunenburg, 2010). But many of us are not good listeners.
Effective listening skills can be developed, however. Kneen (2011) proposes
ten guidelines for good listening:
1. Stop talking. You cannot listen if you are talking.
2. Put the talker at ease. Help a person feel free to talk. This is often called a
permissive environment.
3. Show a talker that you want to listen. Look and act interested. Listen to
understand rather than to oppose.
Listening requires two ears, one for meaning and one for feeling.
4. Remove distractions. Stay focused and pay attention.
5. Empathize with talkers. Try to help yourself see the other person's point of
view.
6. Be patient. Allow plenty of time. Do not interrupt a talker. Do not start for
the door or walk away.
7. Hold your temper. An angry person takes the wrong meaning from words.
8. Go easy on argument and criticism. These put people on the defensive, and
they may clam up or become angry. Do not argue: Even if you win, you lose.
9. Ask questions. This encourages a talker and shows that you are listening. It
helps to develop points further.
10. Stop talking. This is first and last, because all other guides depend on it.
You cannot do an effective listening job while you are talking. Nature gave people
two ears but only one tongue, which is a gentle hint that they should listen
more than they talk. Administrators who do not listen have less information for
making sound decisions.

Conclusion
Communication in the workplace is critical to establishing and maintaining
quality working relationships in organisations. As a process of transmitting
information and common understanding from one person to another, effective
communication in the workplace is important because every administrative
function and activity involves some form of direct or indirect communication.
Consequently, to improve the effectiveness of communications, administrators
must develop an awareness of the importance of sender's and receiver's
responsibilities and adhere to active listening skills.
Effective communication skills in the workplace will improve an
administrator’s ability to be a strong leader.
Administrators should therefore create an environment wherein problems,
plans, issues, opinions, thoughts and ideas pertaining to work, are discussed

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and handled in a professional, proficient manner through positive and effective
communication.

I. Samples of Different Types of Business Letters

A. Inquiry Letter

Killua Zoldyck, Executive Director

Cool Accessories Motorcycle Shop
Jl. Raya Bogor No. 1234
Bogor

Dear Mr. Baron,

When we attended the Jakarta Fair (PRJ) in Kemayoran in July, we visited your
booth and we are very interested in your product is water paint brush motors.
We are very interested in old motorcycles during a demonstration painting be
like new again and be 2-dimensional color. Quality can rely on for the long term.
We believe that the consumer market is ready to accept paint. We have a store
in Bogor.
Our store already has many branches with well-recognized name in the ranks of
motorcycle accessories shop.

Can you send us a price list and literature of this cost? either way, we are pleased
to provide general credit and a great appreciation for the customers if we decided
to order from your company.

Sincerely,
Killua
B. Order Letter

Jakarta, April 02, 2013

Quantum Komputer
5th Floor, Mangga Dua Mall
Blok D26, Jakarta

Dear Mr. Richard

I am interested in the items contained in the Computer Magazines March 30

issue of the computer magazine 2013.I want to order :
• 1 piece external hard drive with a capacity of 2 terabytes
• 1 internal hard drive with a capacity of 1 terabytes
• 2 piece external hard drive with a capacity 500 gigabytes
please be sent to the address of Jl. Mampang Prapatan IV 34 A, Tegal Parang,
South Jakarta.
for the payment I will immediately transfer into your account ..

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Yours sincerely,
Jiwo

C. Complaint Letter

Dear Sirs

Our Order No. FT567

On 12 August I ordered 12 copies of Background Music by H. Lowery under my

order number FT567.

On opening the parcel received this morning I found that it contained 12 copies
of History of Music by the same author. I regret that I cannot keep these books
as I have an adequate stock already. I am therefore returning the books by
parcel post for immediate replacement, as I have several customers waiting for
them.

Please credit my account with the invoiced value of the returned copes
including reimbursement for the postage cost of £17.90.

Yours faithfully

D. Application Letter

March 3, 2013

Personnel Department Manager

PT Angin Ribut
23 Jl. Kempek-Pegagan
Cirebon, 45161

Dear Sir,

Reading your advertisement on SINDO Daily, dated March 1, 2013, I am

interested to apply for the position on Credit Marketing Officer (CMO) you offer.

I am 29 years of age and I graduated from Mechanical Technique Faculty,

Jenderal Achmad Yani University, Bandung, Majoring in Metallurgy.

I have an excellent health, high motivation, good communication skill, computer

skill, creative, high loyalty, integrity, I am ready to work hard, motorcycle, SIM
C and highly motivated to works every where.
Hopefully, you could consider my application and I am looking forward to hearing
from you.

Yours faithfully,
Hino shin, ST
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E. Memo

Inspire Electronics Center

Jakarta, Indonesia

Official memo

To: All Employees

From: Muhammad Lutfi, Manager
Date: June 21st, 2013
Subject: Farewell Ceremony

It is used to tell you all that the farewell ceremony in honor of Aldi Dafian,
Assistant Manager, will be held at 07:00 PM on June 25, 2013. All people in
this company are required to attend the ceremony.

F. Apology and Adjustment Letter

March 19, 1980

Mr. Nonato S. Villanueva

Chief, Purchasing Division
Bataan Brokerage Corporation
Ayala Avenue, Makati
Metro Manila

Dear Mr. Villanueva,

We would like to apologize for the trouble we have caused because of our
mistake regarding your order last March 11, 1980.

Immediately upon receiving your letter, I made the necessary adjustments.

I have instructed our Delivery Section Chief to pick up at your office the diodes
and electrolytic capacitors and to replace them with the right ones. Again, I
would like to apologize for our mistake.

Very truly yours,

James Rogers
Sales Manager

G. Congratulatory Letter: To an Employee on the Anniversary of His or Her

Service
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Example Letter #1
We extend our best wishes to you on your fifteenth anniversary of service with
the Doe Corporation. Throughout the years we have enjoyed your dedication and
enthusiasm for your job.
To show our appreciation for your hard work, we invite you and your wife to
attend the Doe Corporation's annual awards banquet next month. You will
receive your complimentary tickets in the mail.
We wish you continued success for many years to come.

Example Letter #2
Congratulations! This month marks your tenth year with the Doe Corporation.
During the time you have worked with us, you have significantly contributed to
our department's success, particularly in the area of sales where you have always
been a leader that others could follow. We thank you for your enduring loyalty
and diligence.
Enclosed is a gift certificate to help you celebrate this wonderful occasion. We
wish you happiness and success now and always.

Example Letter #3
Congratulations!
You have been a model employee for twenty years now. You are one of my few
original employees and have certainly become an asset to this company. I
appreciate the selfless service you've given for so many years. Without the loyalty
and hard work of experts like you who helped us get things started, we could
never have achieved our present stature. I hope the gift I sent will reflect the high
esteem I have for you.
May you enjoy the fruits of your labors for years to come.

H. Miscellaneous Letters
Do you know the meaning of the word miscellaneous? It means, “various types”.
Going by the meaning of this word, it can be said that miscellaneous letters are
those that cover different subjects related to business. These are the group of
letters, that are used to announce something worst or to show some sympathy
to any relative or your friend. Any letter related to planning or proposing any
plan can also fall into the category of miscellaneous letters. While writing such
a letter you need to take care, because you cannot spoil the relation with the
recipient.
When your company plans to write any such letter, it becomes important to
maintain the identity of the company. It can be done by using right language and
format of the letter. You can follow the business letter format to write this type
of a letter. It is very important to proofread such a letter so that you can avoid
any kind of grammatical or punctuation errors.

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In other words, miscellaneous letters are also called as the collection of letters.
The another name of this type of a letter is the sundry letter. Such letters, can
be related to anything like:

• Credit management,
• Job search,
• Sympathy,
• Intent letter,
• Employment,
• Order confirmation,
• Business expansion,
• The donation, etc.
Declining or Terminating Business Relationship – Is Also a Part of
Miscellaneous Letter
You can get an anxiety attack, by hearing the word refusal. Isn’t it? Writing a
letter to decline or terminate something, is a difficult task. You can say that it is
the hardest thing to do because you don’t want to spoil your business relations
even after the termination.
It is known fact to all that refusal is difficult to accept and sounds rude, but the
way you deliver the message of refusal should not be rude. Show some sensitivity
and be careful while writing, any kind of miscellaneous letter. Avoid using
negative words in the letter that is related to rejection and termination.
Reasons for the refusal can be many like:

• Refusing a request for donation

• Refusing to conduct a meeting
• Refusing any proposal
• Refusing any bid
• Refusing to be a speaker at a seminar
The reasons can be many, but it is important for you to start such a letter by
acknowledging the request. Slowly come to the point related to refusal in a polite
way. It is always good to mention the correct reason for the refusal so that the
reader can get the clear idea. In order to end the letter on a good note, you can
offer some help, if required. While drafting such a miscellaneous letter, see to it
that you don’t make any kind of typo errors.

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How to Write the Different Types of Miscellaneous Letters?
Here is the brief description of the miscellaneous letters:

Offering discount, but only for the specified time limit

Are you expecting an early payment from your business associates or clients? If
yes, then you can offer a good discount to a reader for making early payments.
While offering such discounts, it is very important for you to mention the time
limit. It is important on your part, to be specific about the terms and conditions,
related to making payments.
Asking for balanced amount
Encourage your customer to make the payment for the balance amount in a good
way by writing a miscellaneous letter. Asking for the balance amount in a stated
time period is important and this can be done by writing such a letter in a polite
manner. With such a letter, you can easily maintain good relations with your
clients, even in the future. Be specific while mentioning the due amount.
Offer assistance to pay the overdue bill
With the miscellaneous letter, you can offer an assistance to a customer to make
the payment of an overdue bill. Offer them with some alternative options. In other
words, it can be said that this is the way to collect your payment tactfully. Ask
your client or customer to get in touch with you and make use of the sincere
tone while writing this type of a letter. Mention new payment terms clearly to
your customer and make him or she feel comfortable about it.
Letter that demands you to take a firm stand
If you find out, that your client is not responding to your previous letters then
write a miscellaneous letter in a firm language. It is time for you to take a
stronger stand now. Make such a miscellaneous letter, more demanding. Write
a letter in such a way, that it compels a recipient to respond. Don’t make use of
very bad language, but it is suggested to use less friendly language.
Letter to make the final collection
When it comes to asking for final payments, you need to write a miscellaneous
letter in a strict tone but don’t be extremely rude. In this type of a letter, you
should mention all the details related to penalties. Ask the recipient to make an
immediate reply, by writing this miscellaneous letter. Even if you want to add
some threatening message, then ensure that you do it tactfully without sounding
discourteous.

Gather all Important Facts

While writing any kind of the miscellaneous letter, it is important for you to
gather all facts. When it comes to writing the letter to ask for a payment, you
may have to write the series of the letter. The number of miscellaneous letters
you will write depends on the situation. However, it is important on your part to
be clear about all facts and figures, so that the reader does not get any chance
to escape.

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What Is Public Speaking? & Why Is It Important?
If you've been asked to give a public speech, you may wonder: what is public
speaking and why is public speaking important? Those questions are quite
logical if you've never thought much about public speaking before. Public
speaking is important in both business, education, and the public arena. There
are many benefits to public speaking whether you're an individual or a business.
In this article, we'll define public speaking for you. We'll also discuss the
importance of public speaking in general as well as the importance of public
speaking in business. Plus, we'll connect you to some resources that can help
you become a better public speaker including some public speaking examples.

A Public Speaking Definition

What is public speaking? Basically, it's a presentation that's given live before
an audience. Public speeches can cover a wide variety of different topics. The
goal of the speech may be to educate, entertain, or influence the listeners. Often,
visual aids in the form of an electronic slideshow are used to supplement the
speech and make it more interesting to the listeners.
A public speaking presentation is different from an online presentation
because the online presentation may be viewed and/or listened to at the viewer's
convenience, while a public speech is typically limited to a specific time or place.
Online presentations are often comprised of slideshows or pre-recorded videos
of a speaker (including recordings of a live public speaking presentation).
Because public speaking is done before a live audience, there are some special
factors the speaker needs to take into consideration. We'll touch on those shortly,
but first let's take a quick look at the history of public speaking.

A History of Public Speaking

What is the history of public speaking?
There's a good chance that there's been public speaking, in one form or
another, as long as there've been people. But most academics and others
involved with public speaking, including those at The Public Speaking
Project, trace the origins of modern public speaking back to ancient Greece and
Rome. Of course, those societies didn't have any of the electronic conveniences
we've got today to help with public speaking (no slideshows). But they did have
a need for public speaking and developed public speaking methods that are still
studied today.
The ancient Greeks, in particular, used public speaking primarily to praise
or persuade others. At one point, all Greek citizens had the right to suggest or
oppose laws during their assemblies, which resulted in a need for skilled public
speakers. Public speaking became a desirable skill and was taught. Public
speaking in the time of the Greeks was called rhetoric. Later, when Rome came
to power, public speaking was used during the sessions of the governing body—

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the Roman senate. The Romans adopted the public speaking rhetoric methods
of the Greeks. In fact, most public speaking teachers of the time were Greek.
If you fast forward to modern times, what was known as the Latin style of
public speaking was popular in the U.S. and Europe until the mid-20th century.
After World War II, however, a less formal and more conversational style of
speaking started to become popular. Also, electronic tools became available to
enhance public presentations. Towards the end of the 20th century, those
electronic tools migrated to the computer and evolved into the computer software
tools, such as PowerPoint, that we know and use today.
Don't be fooled, though. Even though today's public speeches are less formal,
it's still important that they're well organized. More on that later. Now let's take
a look at the importance of public speaking.

The Importance of Public Speaking

If you ask most people, they'll probably say they don't like public speaking.
They may even admit to being afraid of it, since fear of public speaking is a very
common fear. Or they may just be shy or introverted. For those reasons, many
people avoid public speaking if they can. If you're one of those people who avoid
public speaking, you're missing out. Over the years, public speaking has played
a major role in education, government, and business. Words have the power to
inform, persuade, educate, and even entertain. And the spoken word can be even
more powerful than the written word in the hands of the right speaker. Whether
you're a small business owner, a student, or just someone who's passionate
about something—you'll benefit if you improve your public speaking skills, both
personally and professionally. Some benefits to public speaking include:
Improves confidence
⚫ Better research skills
⚫ Stronger deductive skills
⚫ Ability to advocate for causes
⚫ And more
Public speaking is especially important for businesses since they've got a
need to get their message before potential customers and market their business.
Sales people and executives alike are often expected to have good public speaking
skills. To learn more about some of the benefits of public speaking, review the
following article:

How to Become Better at Public Speaking

Okay, so now that you understand the benefits of public speaking, you might
be a little more interested. Still, you might think it's not for you. Maybe you gave
a speech once and it didn't go well. Maybe you're afraid of public speaking. Or
maybe you think you don't have a natural ability for giving speeches.
The truth is that public speaking is a skill. It can be learned. While some
people may have more natural speaking ability than others, or a more pleasing
voice, or are more charismatic—anyone who can speak can learn to be a better

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public speaker than they are right now. It just takes some know-how and some
effort.
To help you become better at public speaking, we'll take a look at these four
areas:
1. Writing the speech
2. Overcoming a fear of speaking
3. Practicing the speech
4. Giving the speech
We'll start with writing the speech.

1. Write an Effective Speech

The first thing you'll want to do is work on writing a well-organized, engaging

speech. Because even if you've got a great speaking voice or a great deal of
charisma, you won't give a good speech if your material isn't any good.

2. Overcome the Fear of Speaking

Fear of public speaking is very real and can hold you back if you let it. If you
don't feel confident when giving your speech, your listeners may pick up on that,
making your presentation less effective. Fortunately, there are some techniques
that'll help most people manage their fear of public speaking and become more
confident.
First, let's tackle fear of public speaking.

3. Practice the Speech

Even if you're not afraid of public speaking, practicing your speech is still an
important step to having an effective speech. If you're in a rush, you may be
tempted to skip practicing your speech to save time. While skipping practice may
seem like a good idea, it's really not.
By practicing your speech not only do you improve your public speaking
skills, but you also increase your familiarity with the presentation—making it more
likely that your speech will go smoothly.

4. Give the Speech

Now that you've written a good speech, feel more confident about public
speaking, and have practiced—you're ready to actually give the speech. There are
some tips and tricks you can use on the day of your speech to make it go more
smoothly, though. Remember, you're giving a presentation before a live audience at
a specific place and time. So, you've got some concerns about the speaking venue
that those who give online presentations don't have to worry about. Some common
concerns for public speakers include:

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Will the audience be able the hear me?

⚫ Does the venue have the equipment I need?

⚫ Are there enough seats for all of my listeners?

Public Speaking Examples

Public speaking examples are great for learning a new skill or improving an
existing skill. That applies to public speaking as well. If you get the chance to
listen to some top-rated public speakers, you should do it. You can observe how
other speakers go about giving their speech and improve your own public
speaking skills in the process.
One great source of recorded public speeches is Ted Talks, which is a series
of short presentations on a wide variety of topics. Ted Talks are known for
attracting world-class and celebrity speakers. You can find my favorite Ted Talks
in this article:

Conclusion
You've just learned all about public speaking. Not only do you now know the
importance of public speaking, you've also learned a bit about the history of
public speaking in Rome. And, you've learned the public speaking definition.
We've also provided you with some tools to help you learn how to give a public
speech and even provided you with a source for good public speaking examples
that you can learn from.
You should now be ready to create public speeches of your own. So, go ahead.
Write that public speech and give it. You'll be glad you did!

Job Interview Questions, Answers, and Tips to Prepare

Updated March 18, 2020
Do you have a job interview coming up? Are you prepared? The best way to get
ready for an interview is to take the time to review the most common interview
questions you will most likely be asked, along with examples of the best answers.
Knowing what you're going to say can eliminate a lot of interview stress.

Prepare for the Interview

You don't need to memorize an answer, but do take the time to consider how
you'll respond. The more you prepare, the more confident you'll feel during a job
interview. When you're not sure what to expect during an interview, also
take time to review this refresher on how job interviews work, and these tips
on how to prepare to ace your job interview.
Review examples of the best responses to the most frequently asked interview
questions in several different categories, and advice on how to answer.

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Job Interview Questions and Answers
Here's a list of common job interview questions, with examples of the best
answers about you, your work history and experience, the job, your goals, the
new job, salary, and what you have to offer the employer.

The Most Frequently Asked Interview Questions

These are the top ten most commonly asked interview questions, with examples
of the best answers. Also review job-specific interview questions for many
different positions to get ideas for framing your own interview responses.

Questions About You

Interviewers will ask questions about you to gain insight into your personality
and to determine whether you're a fit for both the job and the company. These
are open-ended questions which will give you the opportunity to show the
employer that you're well-qualified for the position.
. Tell me about yourself.
. What is your greatest strength?
. What is your greatest weakness?
. What makes you unique?
. Tell me about something that's not on your resume.
. How will your greatest strength help you perform?
. How do you handle failure?
. How do you handle success?
. Do you consider yourself successful? Why?
. How do you handle stress and pressure?
. How would you describe yourself?
. Describe a typical work week.
. Are you lucky?
. Are you nice?
. Are you willing to fail?
. Are you willing to relocate?
. Describe your work ethic.
. Describe your work style.
. Do you work well with other people?
. Do you take work home with you?
. How are you different from the competition?
. How do you view yourself? Whom do you compare yourself to?
. How does this job fit in with your career aspirations?
. How many hours a week do you normally work?
. How well do you assimilate into a new environment?
. How would you adjust to working for a new company?
. How would you describe the pace at which you work?
. How would your co-workers describe your personality?
. How would a professor describe you?
. Is there anything else we should know about you?
. What motivates you?
. Are you a self-motivator?
. What do you find are the most difficult decisions to make?

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. What has been the greatest disappointment in your life?
. What are you passionate about?
. What are your hobbies?
. What are your pet peeves?
. What is your dream job?
. What is the worst thing you've gotten away with?
. What will you miss most about your last job?
. What won’t you miss about your last job?
. Would you rather be liked or respected?
. Why should I take a risk on you?
. If you could relive the last ten years of your life, what would you do
differently?

Questions About Leaving Your Job

Employers almost always ask about why you left, or are leaving, your job. Be
prepared with an explanation for why you're moving on. Do make sure the
reasons you give match what past employers will say about you if they are
contacted for a reference.
. Why are you leaving your job?
. Why do you want to change jobs?
. Why were you fired?
. Why were you laid-off?
. Why did you quit your job?
. Why did you resign?
. What have you been doing since your last job?
. Why have you been out of work so long?

Questions About Salary

Some of the hardest questions to answer during a job interview are about
compensation. Here's what you will be asked and examples of the best answers.
Questions about salary can be tricky to answer, and, in some
locations, employers aren't allowed to ask about your salary history.
. What were your starting and final levels of compensation?
. What are your salary expectations?
. What are your salary requirements?
. Why would you take a job for less money?

Qualifications Questions
The most important thing for interviewers to determine is whether you're
qualified for the job. Here's what they will ask to find out. When responding, be
specific.
. What applicable experience do you have?
. Are you overqualified for this job?
. How did you impact the bottom line?
. Interview questions about your abilities.
. Sell me this pen.
. Tell me about your educational background.
. What can you do better for us than the other candidates for the job?
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. What part of the job will be the least challenging for you?
. Which parts of this job are the most challenging for you?
. What philosophy guides your work?
. What strength will help you the most to succeed?
. Why are you interested in taking a lower level job?
. Why are you interested in a non-management job?

Job Performance Questions

How you performed in previous roles can indicate how you will perform in the
job for which you're applying. Be prepared to answer questions about what you
did well - and what you didn't.
Be careful about how you to respond to negative questions. You can frame your
responses in a positive manner, even when discussing a challenging situation.
As with questions about qualifications, be sure to relate your performance to the
employer's requirements.
. What do people most often criticize about you?
. What is the biggest criticism you received from your boss?
. What is the worst thing that you have ever gotten away with?
. What makes you angry?
. What problems have you encountered at work?
. What strategies would you use to motivate your team?
. What would you be looking for in an applicant?
. When was the last time you were angry? What happened?
. Why weren't you promoted at your last job?
. Tell me about something you would have done differently at work.
. If the people who know you were asked why you should be hired, what
would they say?
. What type of work environment do you prefer?
. How do you evaluate success?
. Describe a difficult work situation or project and how you overcame it.
. Describe a time when your workload was heavy and how you handled it.

Questions About Your Work History

Is your work history stable, has it prepared you for the job you're interviewing
for, and do you have any gaps in your employment history that the company
should be concerned about? If not, prepare to answer questions about what you
were doing when you weren't in the workforce.
. Questions about your work history.
. Questions about your resume.
. What were your expectations for the job and to what extent were they met?
. What were your responsibilities?
. What major challenges and problems did you face? How did you handle
them?
. What have you learned from your mistakes?
. What did you like or dislike about your previous job?
. Which was most / least rewarding?
. What was the biggest accomplishment/failure in this position?
. Questions about job demotions.
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. How have you impacted worker safety?
. Describe the gap in your employment history.

Management and Teamwork Questions

Are you a team player? Do you work well with others? Do you prefer to work in
a solitary environment or as part of a team? Your work style, and how you get
along with others, including co-workers, managers, and customers or clients is
important to all employers. Here are some of the questions employers ask about
getting along at work.
. Who was your best boss and who was the worst?
. Describe your ideal boss.
. If you know your boss is 100% wrong about something how would you
handle it?
. What do you expect from a supervisor?
. Have you ever had difficulty working with a manager?
. How did you fit in with the company culture?
. Describe how you managed a problem employee.
. Do you like working in a fast-paced team environment?
. Do you prefer to work independently or on a team?
. Give some examples of teamwork.
. More teamwork interview questions.

Why You Should Be Hired

Why should you be hired over the other applicants? What makes you the best
candidate for the job? Here's when you'll have the opportunity to make a case
for getting a job offer, and the chance to sell yourself to the interviewer.
. Why should we hire you?
. Why shouldn't we hire you?
. What can you contribute to this company?

The New Job and the Company

What do you know about the company, why do you want the job, and what would
you do if you were to be hired, are just some of the questions you'll be asked
about the position and employer. Take the time to research the employer prior
to the interview, so that you can ask informed questions about the job and
company.
. How is our company better than your current employer?
. What interests you about this job?
. What do you know about this company?
. What do you know about this company? (for sales jobs)
. Why do you want this job?
. Why do you want to work here?
. What challenges are you looking for in a position?
. What do you see yourself doing within the first 30 days on the job?
. What can we expect from you in the first 60 days on the job?
. Are you willing to travel?
. What is good customer service?
. What would be your ideal company culture?
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. When could you start work?
. Is there anything I haven't told you about the job or company that you
would like to know?

Questions About the Future

Are you going to stick around if you're hired is something most employers want
to know. All these questions will gauge your interest in making a commitment.
. Tell me about the trends in your profession and industry.
. What are you looking for in your next job? What is important to you?
. What is your professional development plan?
. Where do you see yourself five years from now?
. How do you plan to achieve your goals?
. What will you do if you don't get this position?
. Where else are you interviewing?

The Final Question

The last question you'll most likely be asked is whether you have any questions.
Here's how to respond.
• Do you have any questions for me?

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