Communication

for
Work Purposes
(e.g. healthcare,
education, business and trade,
law, media, science and
technology)
BASICS OF WRITING
Basics of Writing

1.Purpose. On the job writings are

usually done for atleast one of the three
reasons:
a. To create/build a record
b. To request or provide information
c. To persuade
2. Reader/Audience • Upward Communication
Consider the following The written materials are
questions: sent by subordinates to their
superiors.
a. Who am I writing to? • Lateral Communication
Materials are sent to people
b. What do they know who are of equal status.
about this topic? • Downward Communication
This is sent by superiors to
c. What are their job titles their subordinates.
and areas of responsibility? • Outward Communication
Intended for workers outside
the workplace.
Lateral Communication
Outward Communication
– outside world communication
 Advertisements
Media interaction
Notices
Letters
Telephonic conversations
3. Tone Focus on the Reader
Example:
Poor:
Tone
expresses We now have a Walk-Up
Window, open to serve you from
your attitude 9am to 4pm.
toward a
person or
Better:
thing. It is
how you You can now take care of your
banking need at our new Walk-
regard or up Window, open to serve you
consider a from 9am to 4pm every
person. Wednesday.
WRITING
BUSINESS
LETTERS
Writing a Business Letters

Business Letter
A business letter is a letter from one
company to another, or between such
organizations and their customers, clients,
or other external parties. The overall style
of letter depends on the relationship
between the parties concerned.
Parts of a Business Letters

Heading
Recipient's Address
Salutation
Body
Complimentary Close
Signature Line
1. Heading
Contains the return address
with the date on the last line.
Sometimes it is necessary to
include a line before the date with
a phone number or tel number,
Make sure the heading is on the
left margin.
2. Recipient's Address
This is the address you are
sending your letter to. Be sure to
make it as complete as possible so
it gets to its destination. Always
include title names (such as Dr.) if
you know them.
3. Salutation
The salutation (or greeting) in a
business letter is always formal. It often
begins with “Dear {Person’s name}.”
Once again, be sure to include the
person’s title if you know it such as Ms.,
Mrs., Mr., or Sir/ Madam
4. Body
The body is the meat of your
letter. For block and modified block
letter formats, single space and left
justify each paragraph. Be sure to
leave a blank line between each
paragraph, however, no matter the
format.
5. Complimentary Close
The complimentary close is a
short and polite remark that
ends your letter. The close
begins at the same justification
as your date and one line after
the last body paragraph.
6. Signature Line
Skip at least four lines after the close
for your signature, and then type out
the name to be signed. This often
includes a middle initial, although it is
not required. Women may put their
title before had to show how they wish
to be addressed (Ms., Mrs., Miss).
The signature should be in blue or
black ink.
WRITING MINUTES
Writing Minutes in Business Meetings
Minutes of a business meeting are written in
order to maintain a record of what occurred
and what topics were brought up during a
meeting, as well as the information about the
activity of attendees or decisions made.
Minutes is written, kept and distributed
usually by a secretary or by any member of
the business group present in the meeting.
MAIN PARTS OF MINUTES OF THE MEETING

Heading
Participants or attendees
Approval of the previous minutes
Action items
Announcements
Next meeting
Adjournment
Signature line
STEPS IN WRITING MEETING MINUTES

1. Choose the format of the meeting

minutes.
2. Choose the method in recording the
proceedings of the meeting.
3. Prepare a list of the names of those
attending the meeting along with a list
of information about the coverage and
the objective of a meeting.
4. Prepare a template for the official
document of the meeting.
5. Take note of the important information
during the meeting.
6. Verify your notes right after the
meeting.
7. As possible, encode immediately the
minutes and print an electronic copy of
the record to avoid losing the value of the
meeting.
 WRITING
MEMORANDA
MEMORANDA - a written
communications within a business
organization. It is a short message
sent from one person to another in
the same organization.
A memo (or memorandum, meaning
"reminder") is normally used for
communicating policies, procedures
or related official business within an
organization.
Heading - it contains the important
details of a memo aside from the
message.
Format of the Heading should be
followed in the order starting from (To)
or the receiver of the message, next is
(From) or the sender of the information
and (Date) . Lastly the (Subject).
Body- this is the most important section
in memos. It has four main parts.
Functions of Memo
Tips in writing a memo:

1. Make sure that the body of the text is clear,

concise and grammatically correct.
2. Keep things simple. Avoid long sentences
and wordy phrasing.
3. Do not use a salutation. You should simply
go right into the subject of the memo.
4. Use bulleted lists and headings to convey
your message.
5. Conclude the memo with any closing
statements that may inspire the
recipient to take action.
6. Mention any and all attachments at
the end of the memo by using the single
word "Attachment."
7. Once you've completed a draft, share
it with a colleague. An extra pair of eyes
always helps to catch errors and
improve readability.
WRITING
REPORTS
Writing Report is a formal
style of writing elaborately on
a topic. The tone of a report is
always formal.
How to write a Writing Report properly
and effectively?

A report must short, sharp,

concise document which is written
for a particular purpose.
Two Types of Writing Reports

Formal Writing Report

A formal report is an official report that
contains detailed information, research,
and data necessary to make business
decisions.

Example: Incident Report

Informal Writing Report

An informal report is a
document shared within an
organization. Informal reports are
usually relatively short.

Example: Memos and Emails

Three Ways to Create a Writing Reports

1. Determine Your Objective

First you must ask yourself,

why are you writing this report?
What is the point or goal? Is this an
academic report or is it business-
related? Also consider who your
audience is?
2. Put Together an Outline
You must start with the purpose or
objective of your report, then list out
your main points. Then put a few bullets
underneath that you want to make sure
you cover in the contents of your report.
3. Gather Your Research
Start searching around your topic and
gather the research you need to put
together in your report.
Example of Writing Reports

BUSINESS REPORT
A business report is a set of data that
provides historical information related
to a company’s operations, production,
specific department’s insights, and
create a base for future decision-making
processes or factual insights needed to
organize business functions.
WRITING PROPOSALS
WRITING PROPOSALS

As a form of persuasive
writing, a proposal attempts
to convince.
Planning Your Proposal
1.Define your audience.
2.Define your issue.
Tip: Use your summary to show that you've
conducted in-depth research to evaluate and
understand the issue.
3.Define your solution.
4.Keep elements of style in mind.
Avoid writing in jargon and using obscure
abbreviations or needlessly complex language.
5.Make an outline.
Writing Your Own Proposal
1.Start with a firm introduction.
2.State the problem.
Tip: Emphasize why your problem needs to be
solved and needs to be solved now.
3.Propose solutions.
4.Include a schedule and budget.
Tip: Stay away from vague or unrelated objectives.
5.Wrap up with a conclusion.
6.Edit your work.
7.Proofread your work.
WRITING YOUR OWN PROPOSAL
EXAMPLE OF A PROPOSAL :

As the member of the Student

Council of our school, you have been
given the responsibility of setting up
a Science Club. Write a proposal in
not more than 150 words, stating the
steps you would take to successfully
established in this particular club.
1. Start with firm introduction.
PROPOSAL FOR SETTING UP A SCIENCE
CLUB
Heading: To foster interest in science
outside the classroom and introduce
students to the wonders and relevance of
Science on our lives, we propose to set up
a science club in school.
2. State the probem
3. Propose a solution
STATEMENT OF OBJECTIVES:

I.) A Science Club will help

students overcome their phobias
regarding Science
II.) It will be instrumental in
developing the Scientific
curiousity of students through its
activities and programmes.
4.Include schedule and budget.
List of Measures:
•The middle school activity room will be
used for all Science Club meetings and
activities.
•The meetings will take place once a week
after school from 2:00 pm till 3:00 pm. Any
activities such as lectures by scientists or
competitions will take place on Saturdays.
•Club membership fee has been fixed at
Rs300/-per member per year.
5. Wrap up with a conclusion.
We hope that the proposal will be
accepted so that the Science Club
becomes a reality in the life of the school.

6.Edit your work.

7.Proofread your work.
References:
• https://nmu.edu/writingcenter/parts-business-letter
• What Is a Memo
https://www.google.com/amp/s/wr1ter.com/amp/w
hat-is-a-memo
• https://study.com/academy/lesson/types-of-
informal-reports.html#:~:text=An%20informal
%20report%20is%20a,all%20examples%20of
%20informal%20reports.&text=An%20analytical
%20report%2C%20such%20as,a
%20recommendation%20or%20weigh%20options
THANK YOU!!