Unit 5:
Communication
Across Professions
Lesson 1.
Written Modes of
Communication
Learning outcomes:
At the end of this lesson, you should be able to:
[Link] the various genres used across
professions
[Link] understanding of the structure of various
genres used across professions
[Link] a business proposal critically, a genre
used across professions
GENRES ACROSS PROFESSIONS
•DIFFERENTPROFESSIONS USE DIFFERENT
GENRES. THEY COMMUNICATE IMPORTANT
INFORMATION ABOUT A CERTAIN
ORGANIZATION, EVENT, OR INDIVIDUal
Business
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.
MEMORANDU
The term memorandum can be shortened or abbreviated by calling it a memo.
M
A Latin term which means “it must be remembered,” the memo is usually issued and disseminated by those
occupying mid-level positions up in an organization.
It is written 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 guides as to what to do next so that errors in the organizational
system/process can be avoided of if already made or committed, it may or will not happen again.
How do you construct an effective memorandum?
Organize your thoughts very well so that clarity is achieved in the first instance or at the outset.
An effective memorandum is one that is written in a powerful manner 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 in any office or
organization.
Memorandum
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 you can always refer to them when issues arise in the
future. Soft and hard copies are highly recommended.
Minutes of the meeting include:
Name of Organization
Date the meeting was held
List of attendees
Present and absents
[Link] of Agenda
[Link] and Approval of Minutes of the Previous Meeting
[Link] Arising from the Minutes
[Link] Agenda
[Link]
Signature of the one who prepared the minutes/date
Minutes of the
meeting
Business proposal
Business Letter Formats
Different
Formats
Block format
Modified block format
These formats differ in. .
.
The way paragraphs are indented
The way letter parts are placed
And in some punctuation
Block Format
Block format is designed not only for quick and efficient preparation,
but also for quick and easy reading.
According to block format, each letter part should be aligned to the
left.
Example of Block
Format
The date and the inside address should be
separated by 2 blank spaces.
Every other component between the
salutation and the complimentary close
should receive 1 full blank space of
separation.
Finally, there should be 3 spaces between
the complimentary close and the signature
block.
Modified Block Format
Modified block format is very similar to block format. Modified block
format mixes preparation speed with traditional placement of some
letter parts. This format also looks more balanced on the page than
block format does.
Example of Modified
Block Format
Modified block format is very similar to
block format. However, the date,
complimentary closing, and signature
block begin toward the middle of the
page.
Modified block also allows for optional
paragraph indention.
