Unit 3 – Components of Effective Communication

Learning Objectives:
At the end of the unit, the students should be able to:
1. Create clear, coherent, and effective communication materials.
2. Present ideas persuasively using appropriate language, tone, facial expressions, and gestures; and
3. Adopt awareness of audience and context in presenting and communicating ideas.

Introduction
Whatever your role in a company, business, or institution is, it is imperative that you communicate effectively. An age old
aphorism goes, "It's not what you say, but how you say it." Communication is what separates a poor leader, team member, or employee
from an exceptional one. Using effective communication skills is the key to good work and relationship in the work place.
Communicating well with the team helps eliminate misunderstanding and stimulates a healthy, peaceful, and effective work
environment. Efficient communication with your team will also let you get work done quickly and professionally. Effective communication
in the workplace increases production and output which are considered among the measures of success. Effective communication is not
just exchanging information. It's about understanding the intentions beyond the information.

A. Components of Communication

There are components to any communication which are better considered to be effective. The components of communication
are:
 The Source/Sender. The sender should be competent in his field to create a clear message with enough details to be easily
understood by the receiver. His competence is based on his wide experience and exposure to matters of content and
expression.
 The context for the message. The context is how the message is delivered by the sender Context in oral communication
involves nonverbal communication such as gestures, body language, facial expressions, and elements such as tone of voice.
For written, it involves style and diction. The sender should know his audience, listeners or readers, for him to use the right
context. There should be some questions by the sender or source like: Is the receiver indifferent to the content of the
communication or disdainful of the sender? What style fits the audience?
 The Receiver or Decoder. The receiver should listen actively and intently, ask questions to clarify. The source should ascertain
that the receiver shares meaning with the sender. If the receiver trusts the source, there is a high chance of understanding.
 The Method of Delivery. The delivery method should be chosen by the source based on the medium he thinks most effective to
convey the meaning of the message to his receiver. Since there is a diversity of ways with the computers and mobile devices,
decisions about the delivery method have become more complex It should suit the communication needs of both source and
receiver Communication methods include verbal communication, instant messages (IM), letters, email, videos, screenshots,
telephones, notes, business forms, signs, posters, tarpaulins, written documents, etc. These methods continue to innovate; and
more instant communication about everything having to do with work will continue to develop
 The Content. The content of the message must be complete and clear and presented and described in detail to obtain
understanding with both sides. The content must basically answer who, what, where, when, why, and one of the matter. Before
sending any message, the source must check his detala Ke easily done in written communication. In oral communication. the
source or speaker sometimes misses some details. In this case, it is good to note that the listener is active in asking what he
thinks are essential

Questions that Enhance Effective Communication

When the source in verbal communication misses some details, it is appreciated when the listener or receiver is active in
listening. The listener may then ask questions. These are valuable tools of efficiency, competence, and rapport-building. Here are some
types of questions.
1. Direct. The listener may pose simple questions with a basic interrogative
 Who is the new CEO?
 What happened at the conference? When did you arrive at seminar?
 Where are interns assigned?
 Why was the meeting postponed? How much was paid for the services?
2. Control: The listener already knows the answer to it when he asks it. It's a way of finding out whether or not the person is lying,
uninformed, and/or not paying attention.
 If the human resources department head transferred an employee because the employee sent a complain letter about the
head, the head might be asked a control question like, "How did it go in the performance review with Procopio today?" The
person who asks already has the information: he only wants to find out how the HR head answers the question.
3. Repeat: The listener may ask two different questions that are after the same information. The second question is given later in the
discussion.
 How many people are on the sales force?
 How many bags of goodies will be prepared?
 It's not an absolute test, but it gives value and credence to what was said before.
4 Persistent: You ask the same question in different ways to explore all facets of the desired information. Like repeat questions,
persistent questions are asked if the listener is doubtful.
 Where was the conference held? Did it house that big number of attendees? How did the conference go? The inquirer/listener
can get a picture of what the source is telling.
1
5. Summary: The listener asks a question that allows the source an opportunity to revisit the answer and confirms the idea acquired by
the listener.
 How would you like the conference to be?
 What ideal applicant would like to be hired?
6. Non-pertinent: This isn't about what the inquirer/listener wants to know about, but it serves the purpose of seeing what it "looks like
and getting the person to open.
(In an interview)
 What did you have for breakfast this morning? Was it good?
 Do you like people interrupting work? (The response tells something about the personality of the interviewee.)

Tips on Becoming a Good Listener:

1. Focus on the speaker. The listener just like the adage "one cannot serve two masters at a time." The listener needs to stay focused on
the speaker in order to pick up the subtle nuances and important nonverbal cues in a conversation. Some ideas are not heard, they may
be seen.
2. Favor your right ear. According to science, the left side of the brain contains the primary processing centers for both speech
comprehension and emotions. The right ear is better in receiving sounds from speech, whereas the left ear is more sensitive to music
(www.hear-it.org).
3. Do not interrupt. Listening is not the same as waiting for listener's turn to talk. The listener can't concentrate on what someone's
saying if he's forming his interruption. Often, the speaker can read listener's facial expressions and know what's in the mind of the
listener.
4. Show interest in the topic. The listener has to nod or shake head occasionally, smile at the person, and make sure posture is open
and inviting to the discussion.
5. Try not to judge. In effective communication with someone, the listener doesn't have to like them or agree with their ideas, values, or
opinions. However, judgment or criticism should be withheld to fully understand the speaker.
6. Provide feedback. It must not be simply a verbatim repetition of the words of the speaker. The listener may sound insincere or
unintelligent. Better express what the speaker's words mean to you, the listener. Ask questions to clarify certain points: "What do you
mean when you say..." or "Is this what you mean?" Good listeners are more appreciated than speakers.

C. Read Nonverbal Communication

There are always meanings to any movement or activity of a speaker. Nonverbal communication or body language includes
facial expressions, body movement and gestures, eye contact, posture, voice tone, breathing, clothes, and more. The ability to
understand and use nonverbal communication can help connect with others, give exact meaning, and build better relationships at work
and home. In doing so one must:
 Be aware of individual differences. Cultures and races are different. People use different nonverbal gestures. Other factors that
signal the differences in nonverbal gestures are age, religion, gender, emotional state, and environment.

https://www.slideshare.net/silviachen/20100331-body-language-liesl http://humancom-moonee.blogspot.com/2015/03/chapter-6-part-3-d.html

https://pt.slideshare.net/meryemx/meanings-of-hand-gestures-in-differenet-cultures/6

 Match up verbal with nonverbal signals. These two should match. It they don't match listeners take the nonverbal signal than
the verbal. The speaker should not confuse his audience. The listener may also think the speaker is not honest.
2
  Use gestures depending on context. The tone of the voice differs when talking to children about values and to adult. Be careful
in using gestures in serious communication. Emotional state of the conversationalist should be taken into consideration also.
Different occasions and places also require different gestures. One hand gesture in one occasion and place may not be used in
another.
 Avoid negative gestures. Better use body language to convey positive feelings even when not actually experiencing them. If
one is nervous about a situation like a job interview; important presentation, or first date, use positive body language to signal
confidence, even though he is not feeling it. Instead of having head down, eyes averted, and sliding into a chair, try standing tall
with shoulders back, smiling and maintaining eve contact, and delivering a firm handshake It make one feel confident and help
put the other person at ease.

EFFECTIVE SPEAKING

Other chapters of this book talk about speaking. This part adds up for effective speaking Verbal communication is important
when it comes to success of any business Verbal or speaking means the use of correct sounds, specific languages, and the spoken
word and all its components are used to convey meanings. There is a large diversity of individuals that make up the standard
workforce. Employees are of different ages, are from different cultures, and even a variety of races. It is imperative that all
companies, schools, and institutions synchronize their communication in the manner understood by the majority if not all.

For this matter, barriers in understanding spoken words should be eliminated.

To be effective in speaking, here are some tips:

1. Use the International Phonetic Alphabet (IPA). There are differences in sounding a word. The difference lies on the cultural sounds of
races. This is one reason why there such a concept as World Englishes. There are American English. British English, Australian English,
Philippine English, Singapore English, etc. Philippine sound for bag, sack, jack, back are all from the Tagalog sound of a as in bahay,
anak, apoy, which is not the standard international sound. There is a carry-over of their local sounds. Using IPA will lead to better
understanding of words used and their meanings.
2. Use good grammar. Using good grammar makes one well understood. One has to mind his grammar specially if English is a second
because the first language has its own grammar. Many times it leads to confusion. Aside from knowing the rules of English which is also
referred to as linguistic competence, one should also know how to use good grammar or have linguistic performance. This can be caught
by reading good English books, viewing good English films, and talking to good English speakers.
3. Watch your diction. One must have wide vocabulary for choosing the right word to use in every occasion or situation. Words to use
depend on context. audience, setting, and user's qualification. Using synonyms at times may not be a good idea because each word is
used at a certain level. In 'A seventy year load girl asks for her passbook' is not acceptable as a 70 year old is no longer a girl. In biology
class, a teacher cannot say "Let us dissect a gentleman frog Gentleman cannot replace male though they are synonyms. Check also the
use of formal, colloquial, or slang in communication.
4. Know nonverbal language. This enhances one's speaking. It affirms the meaning of the verbal language used. Like what was
previously discussed, same nonverbal language may mean differently in another speaking context.
5. Mind your ethics. Always communicate with the right attitude. Speakers with good manners are always appreciated.
6. Bring common sense. Always be mindful of the situation to know what to say and how to say it. Using common sense knows timing
and setting. This way, one can sense whether he pushes through with his idea or not placed in a different situation.
7. Know your audience. This is always imperative in communication as this is the basis of the other tips.

3
Activity 1: Conversation
The student should write a script in triads (with 3 characters conversing with each other). This should be done using the skills
learned in this chapter. Here are some of the conversation situations (Just select one):
1. The latest gadgets that can be used in communicating
2. How to send an e-mail
3. The best sites on the web
4. Equipment and machines in the office
5. The best way to communicate
6. What to do when you meet clients

Activity 2
Check this in the internet: https://www. slideshare.net/jvvaldillez/oral-presentations-4318142. Each student studies how to
present this slide presentation. The professor assigns a topic for each one. The students will create a presentation on the topic assigned
to them. The students will record the conduct of their oral presentations and submit it online, [email protected]. The evaluation is
based on the rubric below.

Assessment: Oral Presentations in the Workplace

Oral presentations are common in any workplace. Employees may be asked to give presentations as sharing information is vital
in offices. It becomes necessary to share information in workplaces as guide to decision-making, work direction, and boost production.
Whatever the case, oral presentations at the workplace must achieve a specific goal, include visual aids and be delivered to the right
audience.
Presentations are short discussions of a topic, idea, product and the like delivered to a group of listeners in order to impart
knowledge or to stimulate discussion, they are similar to short papers with an introduction, main body and conclusion. Oral presentation
in the workplace is a frequently used skill. This has to be learned by any profession as all offices use this.

Preparation
Presenters to have the right confidence before their audience should make the necessary preparations. Presenters should have
extra readings, research. This way, presenters can plan well not only what and how to say but also what they will use in presenting.
The following are guide questions presenters may ask themselves in the preparation or planning.
1. What is the aim?
2. What is the title?
3. What are the main points?
4. Who is the audience? How many will there be?
5. What should the audience do or feel after listening?
6. What equipment and materials are needed?
7. What outline shall be made?
8. What visual aids (maps, photos, film clips, diagrams, and charts) can enhance the presentation?
9. What handouts may be prepared? (Components of handouts: presenter's name, title, date of presentation, brief abstract (50 word
summary of presentation), brief outline of presentation including the major points, bibliography of references)

4
Prepared and compiled by:

Harieth Cawagdan-Cuarto, Ph. D.

Course Facilitator

5
 Unit 4 – Communication in the Workplace
Learning Objectives:
At the end of the unit, the students should be able to:
1. Understand the elements of business writing; and
2. Pick out appropriate business letter for a specific function.

Introduction
WRITTEN COMMUNICATION
Written communication is any type of message that makes use of the written word. This is the most important and the most
effective of any mode of business communication. This should be carefully worded and constructed to convey the exact meaning to its
readers. It should also be free from grammatical errors. Some various forms of written communications that are used internally for
business operations are memos, reports, bulletins, employee manuals, emails, training materials, instant messages, and other similar
documents. In the workplace, this is a flexible type of communication as this could be formal or informal-depending on the message(s)
that are expressed.

BUSINESS LETTER WRITING

Business is also judged by its ability to communicate. The ways in which businesses express themselves say a lot. This must
have formal tone; the writer has to pay special attention to how he formats the letter and words the ideas. It is definitely worth it to brush
up on the basics of writing a business letter.

Business Letter Elements

 Address of the Sender(letterhead). The sender writes his address in the letterhead. Alternatively, he can add these details as
the first item on the page. This section should only include the physical mailing address without any other contact details.
 Date of Writing. The date is usually written just below the sender's address. For letters created over a period of time, they
should bear the date when the letter was completed. The date is placed at the left or center.
 Recipient's Address (inside address). The recipient's mailing address follows under the date on the left side of the page.
Precede it with the name and title of the recipient. In some cases if the person's title is unclear, do a bit of research to verify it.
This type of information can easily be found on corporate websites or by phoning the company

Mr. Angelo Co, Manager

Griffin Plumbing Supply Co. 2018 Broo Avenue
Sucat, Parañaque 18701

Ms. Denise Rods

President & CEO 13 Ala E Avenue
Global Development Council
Washington, DC 32215

 Greeting. The salutation at the beginning of the letter can vary depending on how well the sender knows the recipient. In
extremely formal cases, it is acceptable to simply list the recipient's title and surname. When the two people are on a first name
basis, the salutation can instead read, "Dear [first name]". If the person's gender is unknown, it is best to forgo a title and simply
list their full name.
 Body of the Letter. The first paragraph should be concise and clearly written. It is customary to include a brief amiable
sentence, followed by the reason behind the letter. The following paragraphs should be used to elaborate on this reason.
Include any necessary details and information to ensure that the recipient fully understands. The last paragraph is the closing
paragraph. It should be used to sum up the letter and request any specific actions that are needed.
 The Closing. After the concluding paragraph, leave a blank line, and then add a closing word such as "Sincerely," "Best
regards," "Cordially," Cordially yours," This should always be followed by a comma and the sender's signature below it.
It is usually better to personally sign the letter instead of using a digital copy of the signature. Below the signature should be the
sender's name typed out. This is especially useful since most signatures are difficult to read clearly.
 Enclosed Documents. If any supporting documents have been attached, list them at the bottom of the letter. This section should
be titled "Enclosures For digital letters, include the actual file name along with its extension (e.g: Juan Panday Resume.pdf).
 Typist's Identification. If somebody else has typed the letter, include his/her initials at the very bottom of the page. Senders who
type the letter themselves do not need to include their own initials.
 Copy notation. This is needed when others are being sent a copy of the letter. The notation appears below the signature, if
there are enclosure notations or reference initials, it appears below these. Use c (for copy) or cc (for carbon copy or courtesy
copy) followed by a colon and a list of the full names of individuals receiving copies.
cc: Tina T. Tangay
Dina M. Macaya

Additional Letter Elements

1. Attention Line. The letter sender may know that the marketing manager is to receive the letter, but cannot find the name of the
manager. In this situation, it is appropriate to include an attention line that says Attention Marketing Manager. This line is positioned as
part of the inside address:

6
 Attention Marketing Manager
Smart Development Council
150 Procopia Avenue
Batangas City, Phil. 2001
2. Subject Line. This is like a subject line in an e-mail. It helps the receiver identify the content of the message before reading. This may
be in all caps or initial caps and the word subject is optional. The subject line appears after the salutation and before the body of the
letter.
Dear Mr. Ramito:
SUBJECT: MINUTES OF SUMMER MEETING
3 Postscript. This means after writing and is information included after the signature

ASSESSMENT: Examining Business Letter Parts

Directions: Collect business letters from the net. Have soft copies to be presented in class. As each letter is flashed on the screen before
the class, the students should comment on the style of the parts. Comment on the
1. Appropriateness
2. Style
3. Format
4. Completeness
5. Indention

Important Things to Remember When Writing Business Letters

1. Business writing is marked by compact precise expression without wasted words. It focuses on specificity and accuracy.
2. Always put in mind that the audience is too busy and has limited time to read. Skimming is always possible to be used by the
audience. The audience would to know straight the focus of the letter.
3. Know your audience for the style to be used. Style varies from conversational to formal. Knowing your audience makes you use the
appropriate style for a specific audience.
4. The content should show the writer's authority over the matter, clarity of matters, completeness of details, objectivity in writing, and
veracity of in formation.

5. Use appropriate pronouns. It is proper to refer to yourself as I and the read er as you. When you use we in your business letter, it
commits your com pany to what you have written. If it is your idea, use 1; if it your company policy you may use we.

BUSINESS LETTERS

These are written communication by a company to another, between organizations. companies and their clients, employers to
employees, employees to clients, and other business and office personnel to any with regard to their business. These letters are written
with purposes that correspond to a certain style. These are important permanent written records, and may be taken more seriously by
the recipient than other forms of communication. Some business letters are application letter, inquiry letters, reply to inquiry letters, order
letters, sales letters, acceptance letters, transmittal letters, memos, etc.

A. Application Letter
This letter introduces the writers to the company they wishes to join. This letter explains the writer's purpose for writing,
emphasizes the writer's craft and skill, the relevant experience and background. This letter requests an opportunity to meet personally
the employer. An effective application letter or cover letter leads to an interview.
As this introduces the writer, there should be care to make this impressive. Consider the content, format, language, receiver,
and supporting document. This letter should not only tell who and what you are but also how effectively you can communicate. Consider
the following:
 Be succinct, use precise expression without wasted words. Limit your letter to one page.

7
  Try to identify the needs of the company and your skills. Match them in the letter in a manner that it will appeal to the company's
interest. Have some knowledge of the target company.
 The style /language must be precise. Avoid long and intricate sentences and paragraphs. Use action verbs and active voice.
Show professionalism, confidence, optimism, and enthusiasm.
 Arrange points logically. Make an outline before the actual writing of the letter. Each paragraph should be organized.

32 Bay State Road

Boston, MA 02215-1903

May 17, 1995

Mr. David White

Atria, Inc.
37 Cochituate Place, #113
Framingham MA 01701

Dear Mr. White:

I will be graduating from MTT in June with a bachelor's degree in computer science and am interested in opportunities at Atria.

I have worked as an intern with Loral Infrared and Imaging Systems for the past two summers in their software engineering department. While there I
developed data stream emulation software for the NASA AIRS weather satellite in Con UNIX and Macintosh platforms. At MIT, I worked in the Earth
and Planetary Science Department to create a graphic user interfacing system for viewing data sent back by the Magellan space probe orbiting
Venus. This experience would be applicable to the creation of the GUI for the up-coming version of Clearcase revision control tools. While I have
taken general course work in computer science, I have taken additional courses in media arts, systems design algorithms, and artificial intelligence.

I would welcome the opportunity to meet with you and discuss my qualifications for working at Atria. I believe my training has given me the skills to
make a valuable contribution I look forward to hearing from you soon.

Sincerely,

Chris Markey

(http://mhhe.com/mayfieldpub/tsw/l-jobapp.htm)

8
ASSESSMENT: Letter Writing (Cover Letter)
Directions: Write an application letter. Make a soft copy ready to be shown in class for comments and suggestions. The instructor will
choose one or two to be discussed in class using an electronic monitor. The whole class with the guidance of the professor discusses
the letter/s for improvement. Curriculum vitae should be attached.

LETTER OF INQUIRY
This letter asks someone for specific information or details. Matters of inquiry may be about a product, a promotional material,
office process, or anything about business, office, or institution. Consider the following in writing inquiry:
 Make the letter interesting to solicit response.
 Give it a good friendly tone for quick response.
 If the receiver does not know the sender, self-identification of the sender is appropriate with his position and the
institution he is connected.
 An explanation why the information is requested is necessary. If needed, offer confidentiality of information requested.
 If there is an incentive for responding, write it.

The letter may contain the following:

1. First paragraph shall contain writer's self-identification. If applicable, add writer's position and your company.
2. The second paragraph, may briefly explain the reason for writing. The writer may add how the information asked for will be used.
3. A list of specific information needed may be appropriate. The writer can also do it in a form of question when less information is
needed.
4. Make a good ending for the reader to respond.

ASSESSMENT: Letter Writing (Inquiry)

Directions: The instructor will give a business situation (situation in business office, education office, engineering office, or medical care
office, etc.). The students (in dyads or triads) write a letter of inquiry. The instructor will choose one to be discussed in class for
improvement of student letters.

B. Sales Letter
This letter is written to persuade its audience to try service, participate in an activity, support a cause, and buy a product. This is
also written to introduce a product, person, company, or services to consumers. This letter is of great value to any kind of profession.
It's worth remembering the AIPA of the letter: Attention get the reader's attention: Interest create interest in the sender's
product/service/activity, better to have a tag line (BDO-We Find Ways), Product application show the reader product application: Action
request for action.

9
Example Sales Letter

Document Makers
2398 Red Street
Salem, MA 34588

March 10, 2001

Thomas R. Smith
Drivers Co 3489 Greene Ave
Olympia, WA 98502

Dear Mr. Smith:

Are you having trouble getting your important documents formatted correctly? If you are like most business owners, you have trouble
finding the time to economically produce good-looking documents. This is why it is important to have a specialist take care of your most
important documents.

At Documents Makers, we have the skills and experience to come in and help you make the best possible impression. May we stop by
and offer you a FREE estimate of how much it would cost to get your documents looking great? If so, give us a call at and set up and
appointment with one of your friendly operators.

Sincerely,

(signature here)
Richard Brown
President
RB/sp
(Beare, Kenneth (2017) about.com)

ASSESSMENT: Analysis of a Sales Letter

Analyze the sample letter

1. What does the first paragraph contain? How does it start? Does it show aty af the AIPA?
2. What in AIPA does the second paragraph show if any? How is it worded?
3. If you were the receiver, what do you think, how do you feel, and what are you going to do after reading this letter?
4. If it needs improvement, how will you improve it?

ASSESSMENT: Letter Writing (Sales)

Directions: The student organization you belong to will be holding a fund raising activity. Write a sales letter to a dean of a college to
make the students support your activity by buying tickets or coming to your affair. Add the beneficiaries of your project. The professor
chooses a letter or two for discussion and improvement.

D. Transmittal Letter
In sending a number of documents, the sender should have a cover letter for them of a transmittal letter. This letter provides the
receiver specific information on the documents and also gives the sender a tangible record of the documents sent.
This letter is usually short in content. The first paragraph commonly describes what are being sent and the purpose of sending
them. Sometimes it includes a list of the documents attached. This letter is usually ended by a short paragraph that establishes goodwill
by thanking or complimenting the receiver.

ASSESSMENT: Analysis of a Transmittal Letter

Analyze the sample transmittal letter below.

Batangas University
Department of Earth Sciences French Hall
Lexington, MA 02173

June 10, 2016

Dr. Maniwangtiwang J. Schmidt
Director, Earth Sciences Special Research Programs
National Science Foundation
4201 Ewan Boulevard
Baton Rouge, LA 22230

Dear Dr. Schmidt

10
I submit herewith a proposal in support of a research program entitled "Dangers of Excess Argon in Silicates to be performed under my
direction in Batangas University's Earth Science Laboratory

Other attachments are 1. Approval letter

2. Supply prices
3. List of team members and members qualifications.

I am requesting funding in the amount of $40.123 in total. Should there be questions regarding this study, please feel free to contact me.

Your consideration to this study is highly appreciated.

Sincerely

(signature)
Pacumbo Johnson, Ph. D.
Professor of Geology
0999 9999 999

Enclosure: Proposal
Approval letter
Supply prices
List

cc.Dr.Diamonds

1. Comment on the parts of the letter.

2. What is the first paragraph telling the receiver?
3. How do you find the listing in the second paragraph?
4. Comment on the language style.
5. Should there be any improvement in this letter?

ASSESSMENT: Writing a Transmittal Letter

Supposing each will be submitting a number of requirements to a professor. Write a transmittal letter to your professor for at
least three (3) attachments.

E. Memorandum
Memoranda/memorandums are a great way to communicate big decisions of policy changes to employees or colleagues
Business memos are written to an entire office. It's important that the sender has a good craft a good memo so the message comes
across how the sender wants it to.

The best way to write a memo is to start with a paragraph introduction which explains what is going on or what the sender
wants people to do and why. When writing business memos make sure to clearly mark for whom the memo is intended, the reason for
writing the memo and who is writing the memo Memos tend to inform colleagues of office and procedural changes that apply to a large
group of people. They often provide instructions using the imperative voice.
How to write a memo:
1. Write "Memorandum" at the right top of the page.
2. Properly address the recipient.
3. Add other recipients in the cc line when necessary.
4. Write the sender's name in the "From" line.
5. Include the date.
6. Have a specific phrase for the subject line:
It may appear like this
7. Check language style with the receiver, Consider the tone length and level of
formality for the audience.
8. Briefly give the context behind the action the sender wishes them to take is
somewhat like a thesis statement, which introduces the topic and states why it
matters. 9. The reader may need some background information about that is being
addressed. Give some context, but be brief and state only what is necessary
10. Give a short summary of the actions that will be implemented. Give evidence and
logical reasons for the solutions proposed. Start with the most important information,
and then move to specific or supporting facts. State how the readers will benefit.
11. A memo is a call for action on a particular issue, whether it is an announcement
about a new company product, new policies regarding expense reports, or a
statement about how the company is addressing a problem.

11
12. The memo's final paragraph should restate the next steps to address the issue at hand. It should also include a warm note that
reiterates the solidarity of the organization.
13. Edit the memo.
XYZ Company
Malayo Avenue, Batangas City
Philippines

Memorandum 5, Series of 2018

To: All Employees

From: Clark Kent, President
Date: 14 February 2018
Subject: New Health Policy

As of July 1, 2018, XYZ Company will be implementing new policies regarding health coverage. All employees will receive health
coverage and will make a minimum of P200 per hour.

The city government voted to require all employees in the city to receive a P200/ hour minimum wage with health coverage. Only fifty
percent (50%) of the health insurance fee is shouldered by the company.

With this, everyone has to attend tomorrow's meeting (15 February 2018, 5:00 PM at the XYZ Hall) to choose the health insurance
company for the health card. Attendance is a must. Non-attendance means approval of the chosen health insurance company.

Attached are the health insurance companies and the benefits they offer.

The management is optimistic of a good attendance to choose the best health company.

(signature)
Clark Kent
President
Attachments 4 Insurance companies offerings

BUSINESS MEETINGS
Before a business meeting happens, the secretary writes a memo to the participants informing them of the meeting The memo
contains details a time, date, place, agenda, and the presiding officer The secretary keeps a record of the members who receive the
memo, and then prepares for the meeting Preparations:
1. Know the organization's meeting policies. The secretary should be ready with the rules. There might be a need for some specific rules
Have a copy of the rules/policies.
2. Prepare a template in advance. Minutes of the meeting contain same information. Each company uses the same format for its minutes
Type of meeting. Regular, weekly, monthly, emergency special, etc. Date, time place leave space for time started and ended Name of
presiding officer and secretary List of attendees and apologies of absentees....this is to easily note of a quorum Have a copy of the
memo/agenda
3. Be ready with the writing pad. This may be paper or laptop, whichever the minute taker is comfortable with. An audio recorder is also
helpful.
During the meeting
1. Have the attendance sheet filled out.
2. Note all the motions. The names of the movers and seconders of motions and results of the vote (write motion carried if the vote
succeeds and motion failed if it fails) should be recorded. Direct speech or reported speech may be used in writing the minutes. Be
objective in recording,
3. Have copies of reports and similar items discussed in the meeting
4. Note actions taken or assigned.
5. Record all points of order and rulings. Whenever an objection is made, it should be recorded in full and its basis. The ruling of the
presiding officer should also be noted.
6. Wrap up at the end of meeting.
Precaution:
1. Don't write too much detail. Keep them brief as possible. Restrict to recover the major points raised or you'll be overwhelmed and fill
the minutes with unnecessary detail.
2. Personal interpretations and feelings of the minute taker are not written
3. If the minute taker were asked to record a confidential discussion such as between a lawyer and a client, make separate minutes and
store them separately from the general meeting minutes folder. Mark them confidential and make it clear who has access to the folder.

At the Meeting
For formal meetings, Rules of Debate can be used. These are guidelines based on Parliamentary procedure and apply to
general meetings of members and public meetings. Formal procedure gives meetings a structure and helps members reach clear
decisions. They can also help control large meetings or a single antagonist on a committee.
12
 Motions The Rules of Debate require that all business be put forward as a positive statement of action called a "motion." A
motion is a formal recommendation put to a meeting for debate and consideration.
Understanding Motions All items of business or issues requiring a decision must be presented to the meet ing as motions which
if passed, will then become resolutions.
All motions should be proposed by the "mover" in front of the chairperson and then supported (seconded) by another committee
member before any discussion can take place on the item.
The proposer then explains the motion to support it. The seconder has the right to speak immediately or wait till the end of the
debate.
The chairperson then calls for speakers alternately for and against the motion. At the end of the debate, the proposer can reply.
A vote is taken. The secretary should record the motion, who proposed and seconded it and whether it was carried.

Amendments
Any speaker can move an amendment to the motion. When this happens, people speak for and against the amended motion.
The amendment must be put before voting on the original motion. If the amended motion is carried, the debate continues on the
amended motion. If the amended motion is lost, discussion moves back to the original motion.

VOTING AT MEETINGS
The chairperson must have a clear understanding of the voting rights of members. There are several ways of voting. Choose
the one most appropriate to your situation - don't opt for a secret ballot when you know everyone in the room agrees on an issue.
- General agreement - why put it to the vote if it seems everyone is in agreement? The chairperson can say "Do we all agree that...?
Does anyone disagree?"
- Verbal the chairperson asks people to say "yes" or "no" and decides which was the louder response. Suitable for larger groups.
- Show of Hands-the chairperson asks people to raise their hand to either "yes" or "no" and counts the hands . This is useful where a
precise vote count is required
- Individual vote- the chairperson asks each person to turn for their view. This is better suited to small groups-it prevents anyone from
fence-sitting.
- Secret ballot-individuals vote on paper and two elected people often committee members count the votes. Suitable for elections.
- Proxy individuals who are absent can give someone else the power to cast their vote. Proxy votes are permitted only if the constitution
allows for them and are usually bound by strict rules to prevent unfair lobbying, eg. votes may be cast only in writing a week in advance.
- Postal again, these are only permitted if the constitution allows them.

AFTER THE MEETING

For the sake of accuracy, minutes should be written as soon after the meeting as possible, when the details are still fresh in the
mind. Preferably minutes should be circulated within a week of the meeting being held. Prompt circulation of the minutes stirs people
who have been assigned tasks into early action and swiftly brings up to date those who missed the meeting.

Note points for action (and the person responsible) that need to be chased up between meetings. Make a note of diary items requiring
long-term attention. (UCSD Sixth College, Adapted from USQ Student Guild, Toastmasters International)

ASSESSMENT: Conducting Business Meetings The professor divides the class into groups of 13-15 members. Each group plans its
meeting to be staged in class. During the meeting the members should show the parliamentary procedure like in giving motions,
seconding, nominating, etc. Proper expressions should also be used. The meetings can be about anything for businessmen, teachers,
engineers, health workers, technicians, software makers, hoteliers, restaurateurs, etc.

MIDTERM REQUIREMENT: Prepare a portfolio of the different kinds of Business Communication Correspondence. Prepare to submit
with your module all the examples of letters, memo, and minutes of the meeting.

13