Name: Course/Year/Section Date
Lesson 9 WRITTEN MODES OF PROFESSIONAL heading uses the company’s stationery which bears the
COMMUNICATION company’s logo, address, telephone number, and other
information. The date when the letter is written is simply
Learning Outcomes indicated. The heading is followed by the inside address
which indicates the name of the recipient of the letter,
At the end of this lesson, you should be able to: his/her designation/position in a company or
organization, and the company’s address. It is also
1. Identify the various genres used across possible that the recipient has no business or company
professions; affiliation. In this case, the letter writer merely indicates
2. Show understanding of the structures of various the recipient’s address. This part is followed by the
genres used across professions: and greeting or salutation, and the body of the letter which
3. Evaluate critically a business proposal, a genre is clear, simple, and focused. The body normally has
used across professions. three paragraphs, the first of which provides the reason
for writing. The second paragraph gives more specific
INPUT details about the information provided in the first
paragraph while the last paragraph emphasizes the
GENRES ACROSS PROFESSIONS reason for writing and expresses gratitude to the reader
for taking time out to read/review the letter. The next
Different professions use different genres. part is the complimentary close and the last is the
However, you will note that these are communication signature.
materials that cut across professions. They communicate The following illustrate the parts and formats of
important information about a certain organizations, a business letter.
event or individual. Template of a business letter with a conventional
heading and utilizing the block format.
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 LinkedIn. All these communication
materials are considered as genres and they cut across
different professions and/or disciplines.
BUSINESS LETTERS, MEMORANDA, MINUTES OF
MEETING
Business letters are a common form of writing in
any organization. The traditional parts of a business
letter are:
a. Heading
b. Inside address
c. Education
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
Purposive Communication Camarines Norte State College Dr. Manuel C. Dime
Second Semester, AY 2022-2023
Name: Course/Year/Section Date
Template of a business letter with a modern term which means “it must be remembered” the memo
heading and utilizing the modified block format. is usually issued and disseminated by those occupying
mid-level positions and up in an organization. It is
written to serve as a reminder 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/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
thoughts very well so that clarity is achieved in the first
instance or at the outset. The first part should contain
the most important information. Thus, indicate the
information you want and the rason for such by
presenting relevant information. The succeeding parts
may discuss in specific terms what has been indicated in
the first part of the memo. Your conclusion whould also
be clear so that the readers will know what to do after
reding it. Note that an effective memorandum is one
that is written in a powerful manner so that the raders
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
in any office or organization.
Note that there is a need for you to adjust the
content of your letter depending on the purpose for Memos have the same structure. This is the template for
writing. As it is, there are different kinds of business a memorandum.
letters: letter of application, letter of resignation, letter
of acceptance, follow-up letter, and a 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 your 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
Purposive Communication Camarines Norte State College Dr. Manuel C. Dime
Second Semester, AY 2022-2023
Name: Course/Year/Section Date
well-written proposal so that you will have an edge over
Sending a memo via electronic mail is acceptable the others. Your goal is having the proposal approved by
but you still need to follow the correct format. It is also your prospective client so do your best to attain that
better if a memo is sent as an attachment to the e-mail. objective. You need to know and understand your target
client in developing a proposal that has a sound
A third important communication material is the methodology, a viable solution to the problem that the
minutes of a meeting. Organizations, institutions, company is facing, a realistic schedule, and a reasonable
agencies, and even smaller units or offices hold meetings and justifiable budget.
from time to time. It is important that things discussed A good proposal cannot be prepared overnight.
in the meeting are documented so that you can always If you are targeting a client, research about it
refer to them when issues arise in the future. It is exhaustively. Know how it operates. Design a method by
possible that any clarification on matters that have been which you can outshine other competitors who also wich
previously addressed are found in the minutes of to submit a proposal on the same ground. Note that
meetings held in the past. Thus, it is important that some prospective clients you meet in the course of your
records are kept properly. Soft and hard copies are career may suddenly request for a proposal to be
highly recommended. prepared and submitted within a short notice. When this
happens and you are not able to get to produce a
Below is a template of the minutes of a meeting: persuasive proposal, do not be disheartened as the
experience will still add to your journey as a professional.
Business proposals generally have three major
MINUTES OF THE MEETING parts: the problem statement, the proposed solution,
(Name of Organization) and the costing or pricing. Make sure that you begin with
(Date the meeting was held) the Executive Summary which highlights what you or
your company is all about, the services it provides, and
List of Attendees how it differs from the others. This should be your selling
Present point. Think of an added value that you or your company
Past can offer that will make it outdo the other organizations
of the same nature.
I. Approval of Agenda After the Executive Summary, proceed to t he
II. Review and Approval of Minutes of the
problem statement or what your prospective client is
Previous Meeting
III. Business Arising from the Minutes encountering. The client should be convinced that you
IV. New Agenda perfectly understand the situation that it is in. This
V. Adjournment should be followed by the proposed solution which
explains how you can address or resolve the concern/s
besetting the client. You should then offer a sound
Prepared by: Approved by: method by which you will address the problem, spelling
out the step-by-step procedure that you will employ to
_____________ _____________ carry out your plan effectively. The step-by-step
procedure will likewise require a timetable or the
BUSINESS PROPOSAL schedule for the completion of the project. Make sure
that your timetable is realistic. It is not a good idea that
When the company you work for wants to you merely impress your prospective client but are not
venture into a project with another organization, you able to deliver and meet the client’s expectations.
may be asked to write a business proposal. The purpose Stating a bit of your qualifications and your vast
of a business proposal is to attract clients or secure experience in the field can be highlighted in this part so
support from possible investors or organizations. You that you can convince the prospective client that you are
may also write one for your own use if you are a the best choice and the most qualified to take on the job
freelances. Generally, proposals have the same and bring success to the client. The last major part is the
template. Because there are numerous competing costing. You need to state the price of the services you
companies nowadays, it is important that you produce a will render if given the chance. It is all up to you and your
Purposive Communication Camarines Norte State College Dr. Manuel C. Dime
Second Semester, AY 2022-2023
Name: Course/Year/Section Date
company if you want a one-time-payment or a payment COMPREHENSION QUESTIONS
on a staggered basis depending on the nature of the Check your understanding of the input by answering the
project. following questions:
Finally, there are no hard and fast rules as 1. Aside from the genres presented above, what are the
regards the length of the proposal. What is more other communication materials or genres used
important is that is is complete with the information across professions? Name at least three and give
needed including those that your prospective client may detailed structure of each.
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 post 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 2. How different are these genres in terms of structure
your personal profile. You may include information you when compared to their online counterparts?
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 the FB wall
which may or may not call attention. Your FB friends may
“like,” or react, or comment on your post.
FB, 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 FB to
spread the information. Many events become successful
because of online advertising and announcements. 3. In what instances would the traditional form of
Online postings such as those in FB and Twitter are also genres be useful? What about their online versions?
the cheapest way to advertise events and achieve
optimum results.
Finally, Linkedin as a social networking service
issued for professional networking. Employers use this
site to post job vacancies while interested applicants
post their curriculum vitae’ or resume’. LinkedIn is a very
effective way to connect professionals and establish
professional linkages.
When you share 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.
Purposive Communication Camarines Norte State College Dr. Manuel C. Dime
Second Semester, AY 2022-2023
Name: Course/Year/Section Date
Task 9.1 Task 9.2
Name: ________________ Section: ____________ Name: __________________ Section:_____________
Date: ______________ Date: ___________________
Form yourselves into groups of four members. Decide on Work with a partner. Critique the business proposal
a business proposal that you want to make for a certain prepared by one group in class. Use the following criteria.
organization or company. Prepare your business
proposal and present it to the class. Write your outline
or draft below.
Purposive Communication Camarines Norte State College Dr. Manuel C. Dime
Second Semester, AY 2022-2023
