Purposive Communication

Group 4
Villa, Ryan
Ugnit, Daisy Joy
Maislim, Mhaylla Bhell
Elumbaring, Lucy Lane C.
 Motivational Activity
Pass the message without sound

Group yourselves into 6 and make a line.

The last person on the row will be the first to get the message and write it at the back
of the person in front of you and so on until the message will reached at the first
person on the row.

The first person on the row will be the one to submit the message.

The first group who can submit the correct message will get a prize.
 Written Modes of Professional Communication

Objectives

At the end of the lessons, the students are expected to:

1. Identify the various genres used across professions;

2. Show understanding of the structure of various genres used across professions; and

3. Evaluate critically a business proposal, a genre used across professions.

 Genres Across Professions
Different professions use different genres. However, you will note that there are
communication materials that cut across professions. They communicate important
information about a certain organization, event, or individual.

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 Facebook, Twitter, and LinkedIn. All
these communication materials are considered as genres and they cut across the
different professions and/or disciplines.
 BUSINESS LETTERS
Business Letters are a common form of writing in any organization. It is a letter from
one company to another, or such organizations and their customers, clients, or other
external parties.

Traditional parts of business letter;

➢ Heading

▪ Conventional heading- when the plain bond paper is used. It includes the
address of the writer and the date when the letter is written.

▪ Modern heading- uses the company’s stationary, which bears the company’s
logo, address, telephone numbers and other information.
➢ Inside address - which indicates the name of the recipient of the letter, his/her
designation/position in a company or organization, and the company’s address.

➢ Salutation - a formal greetings used in professional documents, including business

letters, job applications and formal emails.

➢ Body of the Letter - it is where you express the purpose of your communication. It
should be clear, simple and focus. The body normally has three paragraphs.

1 st - which provides the reason for writing.

2 nd - gives more specific details about the information provides in the first paragraph.

3 rd - emphasizes the reason for writing and expresses gratitude to the reader for
taking time out to read / review the letter.
➢ Complimentary close

- alternatively referred to as a complimentary closing, is the important

phrase that appears before your signature in an email message or formal letter.
Consisting words such as Sincerely, Cordially, Very truly yours.

➢ Signature

- the final impression you will give the reader.

Generally, the business letter follows a certain format.

 General Format
➢ Margins- Typically, side, top and bottom margins are 25–32 millimeters (1–
1+1⁄4 in) inches, and one-page letters and memos are vertically centered.

➢ Font - Important factor in the readability of the letter. The generally accepted font
is Times New Roman, size 12 although other fonts such as Arial may be used. When
choosing font always consider your audience.

➢ Punctuation - The salutation is generally followed by a colon (:). The closing is

followed by a comma (,)

In some circumstances, you may also use a less common format, known as open
punctuation. For this style, punctuation is excluded after the salutation and the
closing.
 Indentation Format
➢ Block Format

This is the most common layout of a business letter. The entire letter is left justified
and single spaced except for the double space between paragraphs.

➢ Modified Block

In this type, the body of the lette r and the sender ’s and recipient’s addresses are left
justified and single-spaced. However, for the date and closing tab at the center point
and begin to type.

➢ Semi- Block - is similar to the Modified block format, except that the first line of
each paragraph is indented instead of left justified.
Sample template for conventional heading w ith Sample template for modern heading with modified
block format block format
 Memorandum
The term memorandum can be shortened or abbreviated by calling it a memo.

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.
 Memorandum
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 the memos, just like any form of writing, can serve as a permanent record in
any office or organization
Memo Template
 Minutes of the Meeting
• A third communication material is the minutes of a meeting.

• Organization, institutions, agencies and even smaller agencies hold a meeting from
time to time.

• It is important that things discussed in the meeting are documented so that you can
always refer to them issues arise in the future. Thus, it is important that records are
kept properly. Soft and hard copy are highly recommended.
Minutes of the Meeting
Template
 Business Proposal
A business proposal can bridge the gap between you and potential clients. It outlines
your value proposition, and its primary purpose is to persuade a company or
organization to do business with you.

There are two types of business proposals:

➢ Solicited business proposals - are requested by a prospective client

➢ Unsolicited business proposals - you approach a potential customer with a

proposal, even if they don't request one, to gain their business.
 Business Proposal
It's a common misconception that business proposals and business plans are the
same. The proposal's aim is to sell your product or service, rather than your business
itself. Instead of assisting your search for investors to fund your business, a proposal
helps you seek new customers .

Whether the proposal is solicited or unsolicited, the steps to create your proposal are
similar. Ensure it includes three main points:

➢ a statement of the problem the organization is facing

➢ proposed solution, and

➢ pricing information.
 How to write a Business Proposal
1. Begin with a title page. Use the title page to introduce yourself and your
business. Be sure to include your name, your company's name, the date you
submitted the proposal, and the name of the client or individual you're submitting
the proposal to.

2. Create a table of contents . A table of contents will let your potential c lient know
exactly what will be covered in the business proposal. If you're sending your
proposal electronically, include a clickable table of contents that will jump to the
different sections of your proposal for easy reading and navigation.
3. Explain your "why" with an executive summary. The executive summary details
exactly why you're sending the proposal and why your solution is the best for the
prospective client. Similar to a value proposition, it outlines the benefits of your
company's products or services, and how they can solve your potential client's
problem. After reading your executive summary, even if they don't read the full
proposal, the prospect should have a clear idea of how you can help them.

4. State the problem or need. This is where you provide a summary of the issue
impacting the potential client. It provides you with the opportunity to show them you
have a clear understanding of their needs and the problem they need help solving.
5. Propose a solution. Here's where you offer up a strategy for solving the problem.
Make sure your proposed solution is customized to the client's needs so they know
you've created this proposal specifically for them. Let them know which deliverables
you'll provide, the methods you'll use, and a timeframe for when they should expect
them.

6. Share your qualifications. Are you qualified to solve this prospect's problem?
Why should they trust you? Use this section to communicate why you're best for the
job. Include case studies of client success stories, mention any relevant awards or
accreditations to boost your authority.
7. Include pricing options. Pricing is where things can get a bit tricky, as you don't
want to under or overprice your product. If you'd like to provide the prospect a few
pricing options for their budget, include an optional fee table. Some proposal
software offer responsive pricing tables which allow clients to check the products or
services they're interested in, and the price will automatically adjust.

8. Clarify your terms and conditions. This is where you go into detail about the
project timeline, pricing, and payment schedules. It's essentially a summary of what
you and the client are agreeing to if they accept your proposal. Make sure you clear
the terms and conditions with your own legal team before sending the proposal to the
client.
• 9. Include a space for signatures to document agreement . Include a signature box
for the client to sign and let them know exactly what they're agreeing to when they
sign. This is also a chance to include a prompt for the prospect to reach out to you
if they have any unanswered questions you can address.
Business Proposal Ideas
There's a lot to keep in mind when writing a business proposal. Here are a few tips to
help you out:

1.Start with an outline: Before you dive into writing, outline the major sections of
your business proposal and the pertinent information you want to include. This will
ensure you stay focused and your message stays intact as you write.

2.Keep it simple: While there's no ideal business proposal length, focus on quality
over quantity. Keep sentences short and simple, and avoid the use of business jargon.
3.Stay on brand: Don't be afraid to let your company's personality shine through in
your proposal. Stay true to your brand and show the client what sets you apart from
your competitors.

4.Include data and visuals: Don't forget to include compelling, quantitative data.
When applicable, use visuals such as charts and graphs to enhance the proposal.

5.Use a call-to-action: Make sure the reader knows what to do next after reading
your proposal. If the reader is ready to take action, your CTA should clearly indicate
the next steps in the process.
6.Create a sense of urgency: Your proposal should not be an indefinite offer. Give
the reader a deadline to act on the proposal to expedite the decision -making process.

7.Quality control: Before you send the proposal out, make sure to read and re -read it
for any typos or grammatical errors.
Points to Ponder
Ge n re s acros s profe s s ion s are commu n ication cu t acros s dif fe re n t profe s s ion s .

Th e s e are in th e forms of me moran du ms , min u tes of th e me e ting, bu s in e s s le tters , bu s in e s s

propos als , an d oth e rs .

A pplication ;

E ach grou p (6) will make on e ou t of th e s e 4 ge n re s .