Communication For Work Purposes

COMMUNICATION

FOR WORK PURPOSES

MODULE 7 PURPOSIVE COMMUNICATION
Welcome,
our awesome Professor
and Classmates !
LET'S WORK TOGETHER, DO OUR BEST TO LEARN
AS MUCH AS WE CAN, AND RESPECT AND
SUPPORT EACH OTHER THROUGH ALL THE
CHALLENGES. LET'S DO THIS!
Lesson outline:
1. Workplace Communication
2. Business Letters
3. Memos
4. Importance of Good
Communication at the
Workplace
1. Workplace
Communication
-is the process of exchanging
information and ideas, both verbally
and non-verbally between one
person or group and another person
or group within an organization. It
includes e-mails, videoconferencing,
text messages, notes, calls, etc.
Indoc, April Joy BSA-1B

Email - messages distributed by
electronic means from one computer
user to one or more recipients via a
network.
Video conferencing is a technology

that allows users in different
locations to hold face-to-face
meetings without having to move to
a single location together.
Text messages- an electronic
communication sent and received by
mobile phone.
Notes - a short informal letter or

written message.
Calls- an instance of speaking to someone

on the phone or attempting to contact
someone by phone.
THINGS TO CONSIDER IN
COMMUNICATING IN THE WORKPLACE:
1. PURPOSE
a) Am I writing to create a record, to request/provide information,

or to persuade?
b) What am I trying to say?
2. AUDIENCE
a) Who will read what I have written?
b) What are their job titles and/or areas of responsibility?
c) What do they already know about the specific situation?
d) Why do they need this information?
e) What do I want them to do as a result of receiving it?
f) What factors might influence their response?
BROAD CATEGORIES OF WORKPLACE
COMMUNICATION
a) Upward Communication
- from your position to an audience above you in the job hierarchy
Example: a response to a letter from your manager
b) Lateral Communication
- between you and an audience within your level of hierarchy
Example: a phone call to/from a co-worker you are collaborating
with
BROAD CATEGORIES OF WORKPLACE
COMMUNICATION
c) Downward Communication
- from your position to an audience below you in the job hierarchy
Example: an oral reminder to a trainee
d) Outward Communication
-between you and a company that you do business with or an
audience outside your workplace
Example: a letter of inquiry addressed to a supplier regarding a
delivery to your office
3. TONE
- it will set how your target audience will accept what
you are trying to say.
- you do not have to sound tough, demanding, or
condescending in your discourse especially in
sensitive subjects or issues
Workplace communication will fail the ethics
test if it is corrupted by any of the following
tactics (Searles, 2014):
1. Suppression of information.
2. Falsification or fabrication.
3. Overstatement of understatement.
4. Selective misquoting.
5. Subjective wording.
6. Conflict of interest.
7. Withholding information.
8. Plagiarism
2. Business Letters
Gili, Francis Gabriel

BSA-1B
“Business writing refers to memorandums, reports,
proposals, e-mails, and other forms of writing used
in organizations to communicate with internal and
external audiences. Business writing is a type of
professional communication. Also known as
business communication and professional writing
(Nordquist, 2017).”
Writing business correspondence like letters and
memos is a skill or potential that must be developed
and possess by a person regardless by his work,
profession, or specialization (Mosura, et al., 199).”
PARTS OF A BUSINESS LETTER
1. HEADING
- includes the return address and the date on the last line.
2. INSIDE ADDRESS/RECIPIENT’S ADDRESS
- contains the name to which the letter is written and addressed
3. SALUTATION
-is the greeting part that is written in a polite and courteous
manner followed by a comma (,) or a colon (:)
4. BODY OF THE LETTER
- contains the main purpose of the letter, the very reason for
writing. It is very important that the body of the letter be written
in a straightforward, simple, and coherent manner.
Three Parts
•Introduction
•Middle Section
•Conclusion
5. COMPLIMENTARY CLOSING
- is the polite yet business-like ending of the letter. This ends with a
comma (,).
6. SIGNATURE BLOCK
- the name of the sender is written on the first line, then his/her
position on the next line. It is expected that the sender will put his/her
signature above his/her name.
1. BLOCK
Positions all the parts of the letter to the left,
single space and justified.
FORMATS
OF A
BUSINESS
LETTER
2. MODIFIED BLOCK
All parts of the letter are tabbed on the left,
sigle space and justified except the heading and
FORMATS the closing which are tabbed on the center.
OF A
BUSINESS
LETTER
3.SEMI-BLOCK
FORMATS The paragraph are indented instead of
placing them all on the left. Heading is on
OF A the center, and the date cam be placed in
BUSINESS the right side , three spaces fter the
LETTER heading. The recipient’s address is on the
left, and the closing on the right.
Frequently Written
Business Letter
1. Letter of Request 26
-a letter which is written
when you need certain
information, permission,
favour, service or any other
matter which requires a
polite and humble request
2. Letter of Inquiry 27
-asks someone for specific
information. In other cases,
such as a request for
specific information on a
product, the recipient may
or may not be as motivated
to respond quickly.
3. Letter of Order 28
-a document that
confirms the details of
a purchase of goods or
services from one party
to another.
4. Letter of
Acknowledgement
-Its objective is to let
the reader know that
items requested in a prior
communication, usually an
inquiry or an order letter,
have been received.
5. Letter of Complaint
-It is normally written
to deal with a problem
situation when other
attempts (i.e. phone
contacts, e-mails, etc.)
have failed to rectify
the situation.
6. Letter of Adjustment
-a response to a written
complaint. The objective
is to inform the reader
that their complaint has
been received.
3. MEMOS
A memo (or memorandum, meaning
“reminder”) is normally used for
communicating policies, procedures, or
related official business within an
organization.
Soposo, Leah C. BSA-1B.

Format of Memos
A memo has a header that clearly indicates who

sent it and who the intended recipients are. Pay
particular attention to the title of the individual(s) in
this section. Date and subject lines are also present,
followed by a message that contains a declaration, a
discussion, and a summary.
MEMORANDUM
Five Tips for Effective Business Memos
1. Audience Orientation
An acronym or abbreviation that is known
to management may not be known by all
the employees of the organization. The
goal is clear and concise communication at
all levels with no ambiguity.
2. Professional, Formal Tone
Memos are often announcements, and the person sending the
memo speaks for a part or all of the organization. While it may
contain a request for feedback, the announcement itself is
linear, from the organization to the employees.
3.Subject Emphasis
The subject is normally declared in the subject line and
should be clear and concise.
4. Direct Format
Some written business communication allows for a choice
between direct and indirect formats, but memorandums are
always direct. The purpose is clearly announced.
5. Objectivity
Memos are a place for just the facts, and should have
an objective tone without personal bias, preference, or
interest on display. Avoid subjectivity.
Importance of Good Communication
at the Workplace
Communication is critical to
establishing and maintaining quality
working relationships in organizations.
(Adu-Oppong & Agyin-Birikorang,2014)
Five important reasons include:
1. Innovation
When employees have the
opportunity to express their
ideas openly, they are more
likely to present their ideas
without fear of ridicule or
retaliation.
2.Growth
Communication can be seen
internally and externally. By
associating yourself internally and
by establishing strong communication
lines, you ensure the consistency of
the externally delivered message.
3.Effective Communication
Effective communication not only
talks to people, but give them the
opportunity to talk to each other.
Strong communication channels are
essential.
4.Team Building
Creating effective teams
requires communication and
mutual cooperation.This will
increase morale and employee
satisfaction.
5. Giving A Voice to All
employee satisfaction can be very much
dependent on their having a voice and being listened
to, whether it is in regards to an idea they have
had or about a complaint they need to make.
Consolidated communication lines should enable
everyone to communicate freely with their
colleagues, peers and superiors at any level.
How can you
improve the
communication of your
workplace?
Include everyone:
-make sure that the communication lines are always open. Search
and actively promote progress reports and project updates. This is
especially important when it comes to remote personnel.
Listen and show empathy

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).
Define Objectives and Expectations
– Managers should provide clear and accessible goals for teams and individuals that
define exactly what is required for a particular project and that all of the team is
aware of the objectives of the project, the department and the workplace as a
whole.
Send your message clearly

– Make sure your message is clear and accessible to the intended audience. To do
this, it is important that you speak clearly and politely – to convey your message
clearly without confusion or offence.
Choose your medium carefully

– Once you’ve created your message, you need to make sure it’s in the best
possible format. While face-to-face communication is the best way to build trust
with employees, it is not always an option. Take time to decide if the information
provided on a printed copy works better than an email or whether a general note is
sufficient.
Thank you for listening!
References:
RyanBuer. (2019). Communication for Work Purposes. Slideshare.net.
https://www.slideshare.net/RyanBuer/communication-for-work-purposes
Parts of a Business Letter | NMU Writing Center. (2011). NMU Writing Center.
https://nmu.edu/writingcenter/parts-business-letter
Geena Maris Mangiliman. (2015). Business letter final. Slideshare.net.
https://www.slideshare.net/GMRM12/business-letter-final
https://www.facebook.com/thebalancecom. (2019). What Should Be in the Body
Section of Your Cover Letter. The Balance Careers.
https://www.thebalancecareers.com/what-to-include-in-the-body-section-of-a-
cover-letter-2060306
https://courses.lumenlearning.com/technicalwriting/chapter/memos_-purpose-and-
format-2/
https://www.longdom.org/articles/communication-in-the-workplace-guidelines-
for-improving-effectiveness.pdf
https://www.incorp.asia/blog/hr/importance-of-good-communication-at-
workplace/

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COMMUNICATION

FOR WORK PURPOSES

Indoc, April Joy BSA-1B

Video conferencing is a technology

Notes - a short informal letter or

Calls- an instance of speaking to someone

a) Am I writing to create a record, to request/provide information,

Gili, Francis Gabriel

Soposo, Leah C. BSA-1B.

A memo has a header that clearly indicates who

Listen and show empathy

Send your message clearly

Choose your medium carefully

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