Mr. Ronel D.

Gruella, LPT
Instructor
Learning Outcome

 Create clear, coherent, and effective materials.

 Present ideas persuasively using appropriate
language registers, tone, facial expressions, and
gestures.
 Adopt awareness of audience and context in
presenting ideas.
Coverage:

 Workplace Communication
 Business Letters
 Main Categories of Writing
 Workplace Communication
 It is a discipline of its own that is unlike academic or
scholastic writing
 It serves specific purposes for particular individuals,
groups, organizations, or departments
 3 Things to Consider in
Communicating in a Workplace
Purpose
 Am I writing primarily to create a record,
to request/provide information, or to
persuade?
 What am I trying to say?
 Audience (Searles, 2O14)
 Who will read what I have written?
 What are their job titles and/or areas of
responsibility?
 What do they already know about the specific
situation?
 Why do they need this information?
 What do I want them to do as a result of receiving
it?
 What factors might influence their response?
 Broad Categories
of Workplace Communication
 Upward Communication
 It comes from your position to an audience above you in
the job hierarchy.
Ex:
A response to a letter from your manager.
 Lateral Communication
 It is a communication between you and an audience within
your level of hierarchy.
Ex:
A phone call to/from a co-worker you are collaborating
with.
 Downward Communication
 It comes from your position to an audience below
you in the job hierarchy.
Ex:
An oral reminder to a trainee.
 Outward Communication
 It is a communication between you and a company
that you do business with or an audience outside
your workplace.
Ex:
A letter of inquiry addressed to a supplier
regarding a delivery to your office.
Tone
 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.
 Workplace communication will fail the ethics test if it
is corrupted by any of the following tactics (Searles,
2O14):
 Suppression of information
 Falsification or fabrication
 Overstatement of understatement
 Selective misquoting
 Subjective wording
 Conflict of interest
 Withholding information
 Plagiarism
 Business Letters
 “Business writing refers to memorandums, reports,
proposals, emails, and other forms of writing used in
organizations to communicate with internal and
external audiences. Business writing is a type of
professional communication. Also known as business
communication and professional writing (Nordquist,
2O17).”
 “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, et al., 199).”
 Parts of a Business Letter
 Heading
 This is where the return address with the date on the
last line takes place. Sometimes it is necessary to
include a line before the date with a phone number,
fax number, or email address. Often there is a line
skipped between the address and the date. It is not
necessary to type a return address if you are using
stationery with the return address already
imprinted, but you should always use a date. Make
sure the heading is on the left margin.
Example:

National Teachers College

Quiapo, Manila
Telephone Number
E-mail

January 1, 2018
 Inside Address / Recipient’s Address
 It contains the name to which the letter is written
and addressed. 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. This is, like
the other address, on the left margin. If a standard 8
½” x 11” paper is folded in thirds to fit in a standard 9”
business envelope, the inside address should appear
through the window in the envelope (if there is one).
Be sure to skip a line after the heading and before
the recipient’s address, then skip another line after
the inside address before the greeting.
Example:

Dr. Lucille Gacutan-Aramburo

Principal
Victory Elijah Christian College
Mambugan, Antipolo City
 Salutation
 It is the greeting part that is written in a polite and
courteous manner followed by a comma or a colon. 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 Dr). If you’re unsure about the
person’s title or gender then just use their first name.
 For example, you would use only the person’s first name if
the person you are writing to is “Jordan” and you do not
know whether they identify as male, female, or non-
binary. The salutation always ends with a colon.
Example:

Mr. (name), Madame (name):

Sir (name), Dear Madame (name):
Dear Sir (name), Dear Dr. (name):
My dear (name), Dear Rev. (name):
Mrs. (name), Miss (name):
 Body of the Letter
 It contains the main purpose of the letter, the very
reason for writing. It is very important that the body
of the letter be written in a straightforward, simple,
and coherent manner. 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. Be
sure to also skip a line between the salutation and
the body, as well as the body and the close.
Example:
The undersigned would like to request your good
office to grace her an interview with the one in-charge on
the Human Resource Management in your respected
company. This is in line with the expansion that our
business is going to have whether we can consider your
business as one of our partners. These all will be depending
on the result of our somehow quick survey and study with
your company.
The undersigned is fervently hoping for your favorable
response.
 Complimentary Close
 It is the polite yet business-like ending of the letter.
This ends with a comma. 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.
Capitalize the first word of your closing (Thank you)
and leave four lines for a signature between the close
and the sender’s name.
Example:

Sincerely yours, Very sincerely,

Truly yours, Very sincerely yours,
Respectfully yours, Very respectfully yours,
Much obliged, Very much obliged,
 Signature Block / Signature Line
 It is where the name of the sender is written on the
first line, then his/her position on the next line. It is
expected that the sender will put his/her signature
above his/her name. Skip at least four lines after the
close for your signature, and then type out the name
to be signed. If you are printing this letter out and
sending it by mail, you will sign your name in pen (or
e-sign) This line will include your first and last name,
and often includes a middle initial, although it is not
required. You may put your title beforehand to show
how you wish to be addressed (Ms., Mrs., Dr.).
Example:
 Enclosure
 If you have any enclosed documents, such as a
resume, you can indicate this by typing “Enclosures”
one line below the listing. You also may include the
name of each document.
 Business Letter Styles
 Block Style
 The most common layout for a business letter is
called a block format. In this format, the entire letter
is justified to the left and single spaced except for a
double space between paragraphs.
 It positions all the parts if the letter to the left, single
space, and justified.
BLOCK STYLE
 Modified Block Style
 All parts of the letter are tabbed on the left, single
space, and justified except the heading and the
closing which are tabbed in the center.
 It is another popular type of business letter. The
body of the letter and the sender’s and recipient’s
addresses are left justified and single spaced.
However, in this format, the date and closing are
tabbed to the center point.
MODIFIED BLOCK
STYLE
 Semi Block Style
 The paragraphs are indented instead of placing
them all on the left. Heading is on the center , and the
date cam be placed in the right side three spaces
after the heading. The recipient’s address is on the
left, and the closing on the right.
 It is considered as the least used style. In this letter
style, each paragraph is indented instead of left
justified.
SEMI-BLOCK STYLE
 Frequently Written
Business Letters
 Letter of Request
 Letter of Inquiry
 Letter of Order
 Letter of Acknowledgement
 Letter of Complaint / Claim
 Letter of Adjustment
 Request Letter
 It is a letter in which one person asks another person
or group of people to grant a specific demand or
respond to an inquiry or appeal. Request letters
should be brief, polite and to the point.
 Most often used in business situations, such letters
can be used for any number of circumstances,
including asking for a raise, requesting an interview,
soliciting donations and requesting a performance
review.
 When drafting a letter of request, it's important to include
all pertinent information up front. Be concise but
straightforward, including all necessary details. For
example, if requesting an interview for an article or similar
project, note why you chose this person, where the
interview will appear, how you're proposing to conduct
the interview ( via email, phone call, in person and so forth
), how long it might take, and when you're suggesting it
take place. You're aiming for the person who receives the
letter to say "yes," not to ask follow-up questions you
could have addressed in your initial contact.
 Though letters of request can vary widely depending
on multiple factors (such as how well the writer
knows the recipient and the scope of the request),
they should all include the following: your full contact
information, supporting documentation (if
applicable), a clear and succinct explanation of your
request, and a deadline for response or other action.
 Inquiry Letter
 It is a letter that asks a question or elicit information
from the recipient. When composing this type of
letter, keep it clear and succinct and list exactly what
information you need. Be sure to include your
contact information so that it is easy for the reader
to respond.
 It is a letter written to request information and/or
ascertain its authenticity. A letter of inquiry deals
with various matters like job vacancies, funding,
grants, scholarships, projects, sales, pre-proposals
and others.
 The term is common in various business setups as it
implies fund request or pre-proposal information.
Owing to this usage, the term may be considered
exclusive to these setups alone. But that is not the
case, to this effect the below definition offers a
justified meaning.
 A letter of inquiry serves to facilitate business
operations and satisfaction of the sender. Inquiry
letters remove any misunderstanding and are time
savers, especially when two parties want to reach an
understanding.
 The communication towards this effect resolves the
issue without any delay. With relation to it being a
‘Pre-proposal letter’, the inquiry letter is also termed
as a ‘Condensed Version of a Proposal ’. It is the
outcome of the purpose of the letter which highlights
the points of a proposal instead of a full-fledged
proposal.
 On an individual’s basis, these letters are sent to
companies that are willing to hire but haven't
advertised job openings. It can also be a letter
addressed to editor in-charge of a publication
proposing certain literary work.
 It can be a letter from a student who is vying for a
seat in a college or a business that provides an
internship. So, the objective of an enquiry letter is
same but its projections and audiences are different.
Same goes for its method of delivery, it can be sent
via paper mail or electronic mail.
 Order Letter
 It is a letter that are sent by consumers or
businesses to a manufacturer, retailer or wholesaler
to order goods or services. These letters must
contain specific information such as model number,
name of the product, the quantity desired and
expected price. Payment is sometimes included with
the letter.
 Acknowledgement Letter
 It is a letter addressed to a person, company, etc. for
recognition of another's authority, existence, right,
validity, etc., usually sent by post in an envelope.
 It is a type of letter written to recognise someone’s
efforts towards your objective. That someone can be
an individual, individuals or an organisation.
 In a way acknowledgement letters are sort of
informal “thank you” letters. When we acknowledge
someone’s help or support, we are in fact showing
our gratitude.
 It is a letter of acknowledgement that serves as a
dual purpose – one of a receipts and second of Public
Relation. When these letters are short and restricted
to just informing about receiving a package, a letter
itself or a notice, it acquires the role of a Letter of
Receipt.
 When this letter is more than just the
Acknowledgement Letter of Receipt it becomes a
means of public relations. This is more evident in the
corporate world where it is a professional courtesy
to do so.
 Executives when acknowledge receiving a product,
services, order etc., it helps them in generating a
healthy business relationship. Acknowledge Letter is
essentially, what most other letters are meant for, i.e.
to inform and communicate. This information can be
regarding a complaint, a follow up, debt, donation,
gift, payment, project, resignation, retirement etc.
But mostly an acknowledge letter confirms the
receiving of inquiry, request or an order.
 As such they may be referred as Acknowledgement
of Receipt Letter or Receipt Acknowledgement
Letter. Most receipt acknowledgement letters are
sent by regular postal mail; fax, email and certified
mail.
 Complaint Letter
 It is a type of letter written to address any type
wrong doing, offence, grievance, resentment arising
out of a product, service etc. Complaint Letters are
used to raise your concerns about unfair things and
seek a productive outcome. They are also used to
vent out your pent up emotions arising out of your
suffering or bad experience.
 It is a fundamental right and duty of a citizen to seek
justice arising out of any injustice, which is initiated
by a Complaint. Complaint letters then, become your
first step towards your Consumer Rights.
 They inspire other hassled consumers, influence the
concerned authorities towards taking proper action
and make the defaulters more liable, responsible and
responsive. This is because unresponsive behaviour
of the offender is liable to a Punishable Court
Proceeding or an Expensive Lawsuit.
 Writing complaints letters is an essential
responsibility of the victim whilst seeking positive
outcomes. Complaint Letter writing is not only a pre-
warning for the offender but also a chance for them
to rectify their act in time. These letters are not just
meant for defective products / service, they can also
be written towards any injustice happening in the
society, like ‘smoking in public’, ‘misuse of water by
any person or an organisation’ and any issue
happening in society which needs to be addressed.
 Anyone can complaint through letter if there is a
legitimate reason. Anyone can write a letter to the
administration regarding the pollution, water supply ,
traffic problems, shortage of electricity etc. You don’t
need to be a lawyers or an influential person. All you
need to do is to learn to write a complaint letter in an
appropriate manner with all the relevant
information included. In the matter contained here,
you will get all the tips to write a complaint letter.
Types of Complaint Letters
 Personal Complaint Letter
 When a letter is written at a personal level by an
individual it is called as personal complaint letter.
 These are written by consumers to get refund,
replace a product etc. These are also written for
grievances’ regarding a service or any issue affecting
the individual or society at large.
 Professional Complaint Letter
 When a letter is written on behalf of an organisation
it is called known as professional complaint letter.
 These letters have the backing of an organisation
and are mostly related to professional items and
services.
 Adjustment Letter
 It is a type of letter addressed in response to a
customer's claim or complaint letter, written by a
representative of an organisation or a group. It is a
response letter to customer complaint or claim. It is
official in nature and explains the relevancy of the
complaint or claim and how it can be resolved.
 Because of the client-vendor relation, a letter of
adjustment also acts as a legal document
demonstrating the details of the correspondence
and the resolution or dissolution the between the
two parties.
 A letter of adjustment doesn’t mean that your complaint
or claim will be accepted. It notifies the sender that their
claim or complaint letter has been received. It depends
upon the validity of your claim that a letter of adjustment
will contain conformity of its mistake and its rectification.
 Adjustment letters are meant to resolve a conflict that is
why they are known as such. Letters of adjustment are
also referred as Claim Adjustment Letters, Complaint
Response Letters, Customer Complaint Reply, Letter of
Complaint Response, Letter of response to Complaint and
similar other terms.
 A letter of adjustment deals with all sorts of claims
and complaints; defective product, poor service,
goods not delivered, shipment arriving late, salary
not received and others.
Letter of Request:
Letter of Inquiry:
Letter of Order:
Letter of Acknowledgement:
Letter of Complaint:
Letter of Adjustment:
 Main Categories of Writing
 Expository Writing
 Expository writing‘s main purpose is to explain. It is a
subject-oriented writing style, in which authors focus
on telling you about a given topic or subject without
voicing their personal opinions.
 These types of essays or articles furnish you with
relevant facts and figures but do not include their
opinions.
Key Points in Expository Writing

 It usually elucidates something in a process.

 It is often equipped with facts and figures.
 It is usually in a logical order and sequence.
Example:
Air pollution is one of the most dangerous forms of
pollution. A biological, chemical, and physical alteration of
the air occurs when smoke, dust, and any harmful gases
enter into the atmosphere and make it difficult for all living
beings to survive as the air becomes contaminated.
Burning of fossil fuels, agriculture related activities,
mining operations, exhaust from industries and factories,
and household cleaning products entail air pollution. People
release a huge amount of chemical substances in the air
every day.
 The effects of air pollution are alarming. It causes
global warming, acid rains, respiratory and heart problems,
and eutrophication. A lot of wildlife species are forced to
change their habitat in order to survive.
Expository Text Structures

 Description
The author describes a topic by listing
characteristics, features, attributes, and
examples.
Cue Words:
for example for instance such as
is like including to illustrate
Graphic Organizer

The use of graphic organizers

are well used for description.
 Sequence
The author lists items or events in numerical or
chronological sequence, either explicit or
implied.
Cue Words:
first second third later next
before then finally after when
later since now previously
actual use of dates
Listing / Outlining:

1. ____________________
2. ____________________
3. ____________________
4. ____________________
 Comparison
 The author presents information by detailing how
two or more events, concepts, theories, or things
are alike and/or different.
Cue Words:
however nevertheless on the other hand
but similarly although also
in contrast different alike same as
either/or in the same way just like
just as likewise in comparison
where as yet
Comparison Chart:

Alike Difference
_________________ _________________
_________________ _________________
_________________ _________________
_________________ _________________
Venn Diagram:
 Cause and Effect
The author presents ideas, events in time, or
facts as causes and the resulting effect(s) or
facts that happen as a result of an event.
Cue Words:
if then reasons why as a result
therefore because consequently
since so that for
hence due to thus
this led to
Cause and Effect Structure:
 Problem and Solution
The author presents a problem and one or
more solutions to the problem.
Cue Words:
problem is dilemma is if/then
because so that question/answer
puzzle is solved
Problem – Solution Chart:
 Descriptive Writing
 Descriptive writing‘s main purpose is to describe. It is
a style of writing that focuses on describing a
character, an event, or a place in great detail. It can
be poetic when the author takes the time to be very
specific in his or her descriptions.
 Descriptive text shows, through careful observation,
how a thing is done (a place, a person, an animal),
highlighting the features, qualities, distinctive
aspects, in order to furnish a clear and complete
conception.
 The main objective of a descriptive text is to inform:
it is the case of the technical descriptions in scientific
encyclopedias, handbooks, dictionaries, guides.
 Descriptive texts can also express, through a
description, feelings, emotions or moods: in this case
prevails expressive purpose. This type of texts is
widespread in all areas of social life. They are often
placed within a narrative, expository or
argumentative. Any text journalism, advertising,
scientific manual, etc. contains, in fact, one or more
descriptive parts.
 Descriptive texts, although with some variation
depending on the object described, the
communication situation and the purpose for which
they are produced, have some general
characteristics in their structure.
Key Points in Descriptive Writing

 It is often poetic in nature.

 It describes places, people, events, situations,
or locations in a highly detailed manner.
 The author visualizes what he or she sees,
hears, tastes, smells, and feels.
Example:
The National Monument (or Monument Nasional) is a
132 meters tower in the center of Merdeka Square, Central
Jakarta. It symbolizes the fight for Indonesia’s independence.
The monument consist of a 117.7m obelisk on a 45m square
platform at a height of 17m.
The towering monument symbolizes the philosophy of
Lingga and Yoni. Lingga resembles, rice pestle (alu) and Yoni
resembles a mortar rice (lesung), two important items in
Indonesian agricultural tradition.
 The construction began in 1961 under the direction of
President Soekarno and the monument was opened to the
public in 1975. It is topped by a flame covered with gold foil.
The monument and museum is opened daily from 08.00 –
15.00 every day throughout the week, except for the last
Monday of the month the monument is closed.
Descriptive Text Structures

 Referent
 It pertains to a certain thing, person or animal
being described.
 Qualities and Parties
 These are the elements of the referent listed in the
description. To provide a clear picture of the object,
it is necessary to make specific references to the
various parts from which it is composed and to the
qualities that distinguish it.
 Subjective and Objective Description

Description can be done in a personal (subjective) or

impersonally (objective).
In subjective description, authors propose the
referent of the description (i.e. the object described)
from their points of view; giving a representation
filtered through their certain ways of seeing and feeling
the reality around them, in order to arouse similar
emotions in the reader. The main purpose of this kind of
text is obviously persuasive or emotional.
Example:

“Emily was somewhat surprised, on the following day, to

find that Annette had heard of Madame Montoni's
confinement in the chamber over the portal, as well as of her
purposed visit there, on the approaching night. That the
circumstance, which Barnardine had so solemnly enjoined her
to conceal, he had himself told to so indiscreet an hearer as
Annette, appeared very improbable, though he had now
charged her with a message, concerning the intended
interview.
 He requested, that Emily would meet him, unattended, on
the terrace, at a little after midnight, when he himself would
lead her to the place he had promised; a proposal, from which
she immediately shrunk, for a thousand vague fears darted
athwart her mind, such as had tormented her on the
preceding night, and which she neither knew how to trust, or to
dismiss. It frequently occurred to her, that Barnardine might
have deceived her, concerning Madame Montoni, whose
murderer, perhaps, he really was; and that he had deceived
her by order of Montoni, the more easily to draw her into some
of the desperate designs of the latter.” (A. Radcliffe, The
Mysteries of Udolpho, Volume 3, Chapter I)
 In an objective description, the author does not
express emotions or personal judgments,
introducing the referent in an impersonal and
objective way. The primary purpose of this type of
description is informative.
Example:

“For the next eight or ten months, Oliver was the victim of
a systematic course of treachery and deception. He was
brought up by hand. The hungry and destitute situation of the
infant orphan was duly reported by the workhouse authorities
to the parish authorities. The parish authorities inquired with
dignity of the workhouse authorities, whether there was no
female then domiciled in 'the house' who was in a situation to
impart to Oliver Twist, the consolation and nourishment of
which he stood in need. The workhouse authorities replied with
humility, that there was not.
 Upon this, the parish authorities magnanimously and
humanely resolved, that Oliver should be 'farmed,' or, in other
words, that he should be dispatched to a branch- workhouse
some three miles off, where twenty or thirty other juvenile
offenders against the poor-laws, rolled about the floor all day,
without the inconvenience of too much food or too much
clothing, under the parental superintendence of an elderly
female, who received the culprits at and for the consideration
of sevenpence-halfpenny per small head per week.
Sevenpence-halfpenny's worth per week is a good round diet
for a child; a great deal may be got for sevenpence-halfpenny,
quite enough to overload its stomach, and make it
uncomfortable.” (C. Dickens, Oliver Twist, Chapter 2, TREATS OF
OLIVER TWIST'S GROWTH, EDUCATION, AND BOARD)
 Description Techniques

Depending on the subject to describe the

purpose and recipient, also vary the techniques of
the same description.
A discriminating factor is surely the point of view
from which you choose to observe and describe
reality (a window onto a courtyard, the top floor of
a palace, the centre of a square).
 You can choose a certain criterion of order,
spatial or hierarchical, according to which you can
set the description. In the first case you proceed
from the top to the bottom or vice versa, from the
left to the right or from the right to the left; in the
second case you can be as low as an overview to
reach the analysis of the image’s details, or vice
versa.
We can find description everywhere: novels,
poems, songs, brochure, etc.
 Persuasive Writing
 Persuasive writing‘s main purpose is to convince.
Unlike expository writing, persuasive writing contains
the opinions and biases of the author. To convince
others to agree with the author‘s point of view,
persuasive writing contains justifications and
reasons. It is often used in letters of complaint,
advertisements, or commercials, affiliate marketing
pitches, cover letters, and newspaper opinion and
editorial pieces.
Key Points in Persuasive Writing

 Persuasive writing is equipped with reasons,

arguments, and justifications.
 The author takes a stand and asks you to
agree with his or her point of view.
 It is often asks for readers to do something
about a situation (call to action).
Persuasive Text Structures

 Introduction
 Hook
 It pertains to an interesting first sentence.
 Background Information
 It pertains to an interesting first sentence.
 Definitions
 It defines any terms that the reader might
find unusual/unfamiliar.
 Thesis
 It refers to a clear, concise statement of your
main argument; the overall idea you’ll be
arguing. This will also serve as a “roadmap”
for the rest of your essay, giving the reader a
general idea of the path your argument will
follow.
 Body of the Paragraph
Only one point to support your thesis per paragraph
 Topic Sentence
 It reflects the main idea of the paragraph
 It links back to support the thesis
 Evidence
 It is the information from a reliable outside
source (not your own opinion) that supports the
main idea of the paragraph
 Analysis
 It shows how your evidence supports or build
your argument
 Conclusion
 It ties up the essay (briefly sums up the main
point)
 It establishes significance
 It gives the reader food for thought
 Narrative Writing
 Narrative writing‘s main purpose is to tell a story.
The author will create different characters and tell
you what happens to them (sometimes the author
writes from the point of view of one of the
characters- this is known as first person narration).
 Novels, short stories, novellas, poetry, and
biographies can all fall in the narrative writing style.
Simply, narrative writing answers the question,
“What happened then?”
Key Points in Narrative Writing

 The author tells a story or event

 It has characters and dialogue
 It has definite and logical beginnings, intervals,
and endings.
Example:

“The barber was cutting our hair, and our eyes were
closed—as they are so likely to be... Deep in a world of our own,
we heard, from far away, a voice saying goodbye. It was a
customer of the shop, leaving. 'Goodbye,' he said to the
barbers. 'Goodbye,‘ echoed the barbers. And without ever
returning to consciousness, or opening our eyes, or thinking,
we joined in. 'Goodbye,' we said, before we could catch
ourselves.“ ( E.B. White "Sadness of Parting.“ )