Communication

for Work Purposes

Workplace Communication

u is a discipline of its own

that is unlike academic or
scholastic writing.
u serves specific purposes for
particular individuals,
groups, organizations, or
departments.
3 things to consider in
communicating in the workplace

u 1. Purpose
u a)Am I writing primarily to create
a record, to request/provide
information, or to persuade?
u b) What am I trying to say?
2. Audience
u a) Who will read what I have written?
u b) What are their job titles and/or areas of
responsibility?
u c) What do they already know about the
specific situation?
u d) Why do they need this information?
u e) What do I want them to do as a result of
receiving it?
u f) What factors might influence their
response? (Searles, 2014) .
Broad categories of
workplace communication
u a) Upward Communication - from
your position to an audience above
you in the job hierarchy
u Example: a response to a letter from
your manager
u b) Lateral Communication - between
you and an audience within your
level of hierarchy
u Example: a phone call to/from a co-
worker you are collaborating with
u c) Downward Communication - from
your position to an audience below you
in the job hierarchy
u Example: an oral reminder to a trainee
u d) Outward Communication - between
you and a company that you do business
with or an audience outside your
workplace
u Example: a letter of inquiry addressed
to a supplier regarding a delivery to
your office
3. Tone

u 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
Business
letters
uA business letter is written in formal
language.
u It is used for various purposes like
offering a business deal to other
organization, accepting an offer,
denying an offer, new schemes for
customer, extending the contract
with a client.
Business writing
u refers to memorandums, reports, proposals, e-
mails, and other forms of writing used in
organizations to communicate with internal and
external audiences.
u Business writing is a type of professional
communication.
u Also known as business communication and
professional writing (Nordquist, 2017).”
u “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,
Styles in writing
business letters
u Full block style
u Block style
u Semi-block standard
punctuation
u Indented style standard
punctuation
u Simplifiedletter style standard
punctuation
Full block style
uIn this
style, all
the parts’
beginnings
start at
left margin
Block style
u In this type of
format, the
entire text is
aligned to the
left side of
the paper and
the paragraphs
are not given
indent
Semi block style
u In this
format, the
text is left
aligned and
all the
paragraphs
in the letter
are
indented.
Indented style
u The elements of
address and other
formal parts are
indicated by an even
numbers of spaces
so that a tangent
line can be drawn
from the first item

the heading and closing elements are indented

to the right half of the page, lining up evenly
with one another:
Simplified letter
style
u Similar to that
of full blocked
style, except
that the
letterhead or
heading is
place at the
upper center
of the
stationary
Parts of a business
letter
heading
u The Heading (The Return Address) or
Letterhead
u Companies usually use printed paper where
heading or letterhead is specially designed at
the top of the sheet.
u It bears all the necessary information about
the organisation’s identity.
 Date line
u Date - Date of writing.
u Themonth should be fully spelled out and
the year written with all four digits
October 12, 2005
(12 October 2005 - UK style).
Inside address
u In a business or formal letter you should give
the address of the recipient after your own
address.
u Include the recipient's name, company, address
and postal code. Add job title if appropriate.
u Separate the recipient's name and title with a
comma. Double check that you have the
correct spelling of the recipient 's name.
u The Inside Address is always on the left margin.
If an 8 1/2" x 11" paper is folded in thirds to fit
in a standard 9" business envelope, the inside
address can appear through the window in the
envelope.
Subject line
u The Subject Line (optional) - Its inclusion can help
the recipient in dealing successfully with the aims of
your letter.
u Normally the subject sentence is preceded with the
word Subject: or Re:
u Subject line may be emphasized by underlining, using
bold font, or all capital letters.
u It is usually placed one line below the greeting but
alternatively can be located directly after the "inside
address," before the "greeting."
Attention Line

Is used when it is
important that the
letter reaches first
the person who
should give attention
to the letter.
 Greetings or salutation
u The type of salutation depends on your relationship with
the recipient.
u It normally begins with the word "Dear" and always
includes the person's last name. Use every resource
possible to address your letter to an actual person.
u If you do not know the name or the sex of your receiver
address it to Dear Madam/Sir (or Dear Sales Manager or
Dear Human Resources Director).
u As a general rule the greeting in a business letter ends in
a colon (US style). It is also acceptable to use a comma
(UK style).
Body of the letter
u The Body Paragraphs
u The body is where you explain why you’re writing.
u It’s the main part of the business letter.
u Make sure the receiver knows who you are and why
you are writing but try to avoid starting with "I".
u Use a new paragraph when you wish to introduce a
new idea or element into your letter. Depending on
the letter style you choose, paragraphs may be
indented.
u Regardless of format, skip a line between
paragraphs.
Complimentary close

u This short, polite closing ends always with a

comma.
u It is either at the left margin or its left edge is in the
center, depending on the Business Letter Style that
you use.
u It begins at the same column the heading does.
u The traditional rule of etiquette in Britain is that
a formal letter starting "Dear Sir or Madam"
must end "Yours faithfully", while a letter
starting "Dear " must end "Yours
sincerely". (Note: the second word of the closing
is NOT capitalized)
Signature/writer’s identification

u The signature is the last part of the

letter.
u You should sign your first and last names.
u The signature line may include a second
line for a title, if appropriate.
u The signature should start directly above
the first letter of the signature line in the
space between the close and the
signature line.
u Use blue or black ink.
postscript
u Maybe written for the purpose of
covering a point after the letter has
been typed or to give special
emphasis to a particular idea.
u This can be avoided by careful
planning , because it can give the
impression that the writer is
disorganized and indecisive.
u This may include 'Enclosure', 'Enc.',
or ' Encs.’.
PROPER PLACEMENT OF PARTS
OF A BUSINESS LETTER
The stationery
u Stationery, according to Webster’s
Dictionary, is "paper cut to an appropriate
size for writing letters, usually with
matching envelopes."
u The word comes from its cousin
"stationary," which was originally used to
describe peddlers who sold goods from a
fixed location, as opposed to the peddlers
who travelled the countryside to sell their
wares.
u A standard size of a stationery for a
formal business letter is 8-1/2x 11 inches.
u Other business however use the executive
stationary
u 7x10 or 7-1/2 x 10-1/2 inches
u For legal documents, the size of the
stationery is 8-1/2 x 14 inches.
The paper should be of good quality –
sufficiently smooth and considerable thick
to avoid crumpling.
u As to color , taste calls for white , mostly
accepted in formal business letters in
certain companies; colored paper maybe
used to identify, to give a distinctive
character, and to suggest worth.
u But remember the principle that the
stationery should never draw attention
from the contents of the letter.
The letterhead
u This refers to the heading printed on
the stationery, including the name of
the firm, address, nature of business
firm, with additions such as names of
members of the firm, telephone
number, and the cable address that
give the letter a stamp of formality
and prestige.
u It should be in black, must be simple
and dignified and should not occupy
more than 1/5 of the whole sheet.
The envelop Address

The outside envelope address should be the same as

the inside address.
This is usually written vertically a little bit below the
center point.
A two –line address requires double spacing while a
four or five line address of the sender always
appears on the upper left hand corner of the
envelope.
It follows used the style used in the letter. At least ½
inch of space is allotted before starting to write the
return address. The left and the right margins
should be placed squarely in the center.
TYPES OF BUSINESS
LETTERS
1. Letter of Inquiry
January 20, 2008

Ms. Charlotte Green

Employment Director

Environmental Consultants Inc.

u This is common letter P.O. Box 7692

Denver, CO 12345

received by companies Dear Ms. Green,

I am writing to inquire about job opportunities at Environmental Consultants,

asking information on Inc. Your web page highlights that you are in the process of expanding your
research facilities and I am pleased to learn that your company may be in need of
additional individuals with strong research and leadership skills. I will be
graduating this May with a Bachelor’s degree in Sociology and believe my
new products, course education and experience make me a good fit for your company.

My experience as an intern with Carson Geological Consultants, as well as in

offerings, seminars, etc. the Jonesboro College Department of Geology, has provided me with a strong
foundation in the field of environmental impact research. My specialty area of
soil composition analysis should prove beneficial in performing the duties of the
Coordinator. For the past two years, I served as president of my Fraternity. I was
responsible for coordinating activities, organizing meetings and providing
leadership to a peer group of 25 men. My enclosed resume provides additional
information on my education and experience.

I look forward to an opportunity to discuss my qualifications and learn more

about your company. Feel free to contact me at (765) 495-xxxx. I am available
Mondays after 2 p.m. I will be contacting you on February 5 to assure you
received my application. Thank you for your time and consideration.

Sincerely,

James Purdue
Source :

Purdue University, College Of Liberal arts

2.Letter Requesting Favors [Senders Name]
[Address line 1]
[Address line 2]
u A favor is requested from a [State, ZIP Code]
[Letter Date]

person or company only when it [Recipients Name]

[Address line 1]
[Address line 2]
[State, ZIP Code]
is necessary and when it will be
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
use for a good purpose. It
Dear [Recipients Name],

includes the reason for asking

Greetings! My name is Rebecca Keuben and I am organizing this year's
Autumn Charity Dinner. While going over my options in terms of contacts to
favor, the request itself, its get in touch with regarding some of the supplies that we will be needing, I
remembered last year's Valentines Banquet where you provided the
organizers with beautiful garden tables, which I feel would also be perfect for
this event.
possible effect to the reader if I was hoping that you would be kind enough to allow us to use those said
tables for our dinner. We will only have a maximum of 75 guests, and thus
feel that we will need approximately 35-40 tables. I can take care of the
granted, and a brief statement delivery and pick up, so you won't need to worry about that. I hope that you
can get in touch with me soon at 333-3333 to let me know if you can give in
to my request. Thank you very much.
of appreciation. Do not be
Sincerely,
demanding in your letter. Be [Senders Name]
[Senders Title] -Optional-

courteous. [Enclosures: number] -Optional-

cc: [Name of copy recipient] -Optional-
3. Order Letter
August 15, 2005
Ms.VickyReezel
SMStore
Manila
u An order letter should contain the
following elements:
Dear Ms. Reezel:
u 3.1 name of article ordered

u 3.2 description of each items –size,

style, finish, quality, material, weight Please enter our order No. 2459 for the following:
and other specifications. 3 Mecca, G-23, size 24”26” @ $150 – $ 450
u 3.3 catalog number of the item, if 2 Mecca, G-25, size 22”23” @ $70 – $ 140
available
2 Merced, G-45, size 45”size 47” @ 100 – $ 200
u 3.4 quantity of each item We shall appreciate your shipping these goods so
u 3.5 unit price of each item and the total that they will reach us not later than August 25,
price of the order
billing them f.o.b. San Fernando, Pampanga, at
u 3.6 mode of payment
2/30, n/60 – your usual term.
u 3.7 mode of delivery desired

u 3.8 date and address by which goods are Very truly yours,
to be delivered
Harry Glenn

Source :
Officewriting.com
Requesting References
The letter should indicate the specific position applied for, the reasons why, you
wish to use the individual as reference, and a self-addressed, stamped envelope or e-mail
ad.

Writing a Recommendation
The letter should include the following:
• Length of time you have known he person
• Nature of the relationship or familiarity with the applicant
• Assessment of the person’s character
• Qualifications
This is done in order to give the prospective employer relevant information about
the applicant.
This letter is written when the person has a valid reason for leaving the company that he
is connected with.
The resignation letter should be courteous and positive, should include the reasons for
leaving, your appreciation and gratitude to the employer for the knowledge, training and
valuable things gained during your stay in the present company.
Also state the affectivity of your resignation which should be at least 15 to 30 days before
you leave, or as stated by the company policy.
 This letter should be brief and specific. It should
indicate the type of reservation wanted, the number of
guests, the date of the function, the location desired and
other specifications or relevant information needed.
APPLICATION LETTER

The main objective of this letter is to inform

the employer that you want to render your
service to them