Mid-Term Module 3 Les 1 - Revised

CSTC COLLEGE OF SCIENCES TECHNOLOGY AND COMMUNICATION, INC.
CSTC College Bldg. Gen. Luna St. Maharlika Hi-way, Pob. 3, Arellano Sub. Sariaya Province of Quezon R4A
Registrar’s Office: 042 3290850 / 042 7192818
CSTC IT Center: 042 7192805
Atimonan Contact Number: 042 7171420
Instructional Module in Purposive Communication
Preliminaries
I. Module Number 3
II. Module Title Communication for Work Purposes
Writing correspondences is an essential activity of any
business, academic, or industrial organization. Generally,
correspondences or technical reports aim to inform and
persuade their intended readers. They also have certain
advantages over the spoken mode.
In the first part of the module, you were able to identify
III. Brief Introduction the concept of workplace communication along with its
important subtopics. They were significant prerequisites to
fully grasp the lesson contained in this part. Try to keep your
focus as you will be prompted to understand the ways of
writing a business letter, its important parts, and types. You
will also be turning to the idea of how memos can be written.
At the end of this module, you are expected to:

1. Create clear, coherent, and effective
communication materials.
2. Present ideas persuasively using appropriate
IV. Module Outcomes
language registers and tone.
3. Adopt awareness of audience and context in
presenting/communicating ideas.
Lesson Number 1
Lesson Title Business Letters and Memos
Correspondence is an effective way to make requests
and deliver specific information. When you respond to
a job announcement, you write a letter. When you
summarize a staff meeting, you write a memo. When
you announce a sudden change in a schedule, you
send an electronic mail message. Unlike a telephone
conversation, correspondence presents the audience
with a contract that is dated and can support a claim in
court. Besides the advantage of legality,
Brief Introduction of the Lesson correspondence has the advantage of efficiency when
you are trying to reach several people.
Writing a single memo will take you less time than
phoning twenty-five people. Also, when the message
is difficult to a phrase, such as a negotiation point in a
contract, correspondence allows you the advantage of
revising the message until it is correct. Finally, from
the audience’s perspective, correspondence has the
advantage that it can be reread.
At the end of the lesson, you are expected to:

1. Revise a letter to achieve a more appropriate tone and
purpose.
2. Proofread and rewrite a memo.
3. Assess understanding thru answering a multiple
Lesson Objectives choice type of test.
4. Reflect on relevant personal and learning experiences
thru providing short reflective essays.
5. Author a business letter and memo based from the
given context.
Lesson Proper
I. Introduction/Discussion of Content (Including processing of content & suggested activities)
An effective business letter elicits the expected response from the reader. This can be
achieved through a concise, tactful, and accurate writing style. Over the past years, the skill
in business writing is considered as one of the important elements for success in any field of
endeavour, be it in business, profession, or specialization. Thus, obtaining skills in making
an effective business letter is a requirement for making a strong connection to any linkages
in any kind of transaction.
BASIC PARTS OF A BUSINESS LETTER:

1. The Heading - You can see here the return address and the date on the last line.
Sometimes, the date is seen on the right side depending on the format that will be used.
Example:The National Teachers College

Quiapo, Manila
Telephone Number
E-mail
January 1, 2018
2. Inside address / Recipient’s address – this part contains the name to which the letter is
written and addressed. It could be a person, a company, or an organization’s name.
Example:DR. VICTORIA B. MARTINEZ

Principal
St. Anthony Integrated School
Quezon, City
3. Salutation – this is the greeting part that is written politely and courteously followed by a
comma (,) or 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):
4. Body of the letter – this part contains the main purpose of the letter, the very reason for
writing. The body of the letter must be written in a straightforward, simple, and coherent
manner.
Example:
The undersigned would like to request your good office to grace her interview with the
one in-charge of 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.
5. Complimentary closing – this is the polite yet business-like ending of the letter. This
ends with a comma (,).
Examples:
Sincerely yours, Very sincerely,
Truly yours, Very sincerely yours,
Respectfully yours, Very respectfully yours,
Much obliged, Very much obliged,
6.Signature block – 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.
Example:
Source: https://emailsignaturerescue.com
Remember, some business letters have other parts like the letterhead, thru lines,
attention line, enclosure line, copy furnish line, and initial of the typist.
These are the formats of a business letter according to https://nmu.edu/writingcenter/parts-
business-letter:
1. Block –features all elements of the letter aligned to the left margin of the page. It has a
neat and simple appearance. Paragraphs are separated by a double line space.
2. Modified block –differs from block style in that the date, sign off, and signature lines begin
at the center point of the page line. The beginning of each paragraph is indented five
spaces, along with the subject line, if used. Depending on the length of the letter,
paragraphs may be separated by a single or double line space.
3. Semi-block –is similar to block but has a more informal appearance. All elements are left-
aligned, except for the beginning of each paragraph, which is indented five spaces.
Paragraphs are separated by a double line space.
Want to see sample letters for each format? Feel free to visit
https://www.lexico.com/grammar/letter-formats-block-modified-block-and-semi-block
The following are the most frequently written business letters. Each is briefly described
and exemplified using different formats:
1. Letter of Request – this letter is written to make someone do something or consider
something. A letter requesting for an interview is an example of this. The application
letter could be the most popular example of this as the applicant is requesting a
prospective to consider his job application.
Feel free to visit https://cf.ltkcdn.net/business/files/3149-Sample-

Business-Letter-of-Request.pdffor a sample letter of request.
2. Letter of Inquiry – letters of inquiry are among those regularly received by business
firms; hence, they are also called everyday letters. Such letters have to be answered
promptly because they could clinch a business deal or at the least build public relations
for the company (Alcantara, et.al, 2010). A letter of inquiry is done when something is a
concern of the business mist be clarified or get information about like the products or
services, price list, mode of payment, mode of delivery, etc.
Feel free to visit https://www.thebalancecareers.com/job-inquiry-
letter-samples-and-writing-tips-2059707for a sample letter of
inquiry.
3. Letter of Order – it is done when a company formally wants to avail of the service or
product of their partner company. In writing a letter of order, one must remember that the
description of the merchandise needed to order is clearly stated. Its quantity size, color,
and other special features must we well stated as well. The schedule of shipment as to
when, where, and how must also be given. Finally, the ordering company must also
inform the mode of payment it will do to process the order.
Feel free to visit https://lettersample.net/category/order-letter/for a
sample letter of order.
4. Letter of Acknowledgement – it is done by the company when orders or remittances

are finally received by them. For the new customers, they have to respond right away to
establish a good relationship between them for the sake of true transactions. When
writing this kind of letter, one must include the following: a very warm, polite and
welcoming start of the letter, the confirmation that the company already received the
remittance or payment for the transaction, the OR (Official Receipt), and the assurance
that the expected service will be done right away.
Feel free to visit https://targetstudy.com/letters/order-

acknowledgement-letter.htmlfor some sample letters of
acknowledgement.
5. Letter of Complaint or Claim – this is the letter to make when for example the delivered
products do not match the order that was made before the delivery. When making this
letter, you must include some background information, but come quickly to the point,
identifying the problem. Also, politely say what you want the reader to do about the
problem.
Feel free to visit https://writeletter2.com/complaint-letter-for-

wrong-product-delivered/for a sample letter of complaint.
6. Letter of Adjustment– it is done when there is a request for the modification of the
product or to explain a thing about the delivered product. An adjustment letter should be
given with a positive statement, expressing sympathy and understanding. Near the start,
it should let the reader know what is being done, and this news, good or bad, should be
followed by an explanation.
The letter should end with another positive statement, reaffirming the company’s good
intentions and the value of its products, but never referring to the original problem
(https://www.thoughtco.com/what-is-adjustment-letter-1688973).
Feel free to http://www.businesscommunicationarticles.com/adjustment-
letter-sample-example-template-and-format/for a sample letter of
adjustment.
In composing the body of your business letter, be guided by the following Letter Content
Guidelines provided by Searles (2014) in his book Workplace Communications: The
Basics.
MIDDLE
LETTER TYPE INTRODUCTION CONCLUSION
PARAGRAPHS
1. Inquiry Briefly explain the Provide all relevant Thank the readers in
reason of your details about your advance for
inquiry, and clearly inquiry. Concretely complying with your
identify what you’re specify what you request. If you must
inquiring about. want to know, why have a reply by a
the reader should certain date, specify
provide this it. Make sure you’ve
information, and provided all the
what you’ll use it for. information the
If you have more reader will need to
than one question, reply (address,
create a bulleted or phone number, e-
numbered list. mail address). It’s a
good idea to provide
a stamped, self-
addressed
envelope.
2. Sales Get the reader’s Provide all relevant Thank the reader in
attentions, perhaps details about the advance for
by asking a product or service becoming a
question, describing you’re selling and customer and make
a situation, create an incentive sure you’ve
presenting an by explaining to the provided all the
interesting fact, or reader the information the
using a quotation. advantages of reader will need to
purchasing. place an order (price
list or catalogue,
order form, address,
Web site, phone
number, e-mail
address).
3. Order Establish that this is Provide all relevant Thank the reader in
indeed an order details about your advance for filling
letter and state what order (product the order. If you
you want to numbers, prices, must have the
purchase. quantities, method product or service
of payment, etc.) A by a certain date.
table is often the Make sure you’ve
best format for provided all the
presenting this information the
information. reader will need to
ship the order
(address, billing
address, method of
delivery.)
4. Collection Open with a polite If you have not Repeat the payment
but firm reminder already done so in request and
that the reader’s the introduction, encourage the
payment is overdue. provide all the reader to contact
(In a second or third relevant details you with any
collection letter, the about how much is concerns or to
tone of the owed, when it was discuss payment
introduction can be due, and when it options. Make sure
more urgent.) must be paid to you’ve provided all
avoid a penalty, but the information the
acknowledge the reader will need to
possibility of error at respond (address,
your end. phone number, e-
mail address). It’s a
good idea to include
a stamped self-
addressed
envelope.
5. Claim Provide some Politely provide all Thank the reader in
background relevant details advance for
information, but about what he has correcting the
come quickly to the gone wrong and problem and make
paint, identifying the what you want the sure you’ve
problem. reader to do about provided all the
it. If appropriate, information the
provide copies of reader will need to
bills, receipts, contact you
contracts, etc. (address, phone
number, e-mail
address.)
6. Adjustment Thank the reader for If the complaint is Thank the reader
bringing the problem justified, explain again for writing to
to your attention, what you’ll do to fix you and provide

and if the complaint the problem. If not, reassurance that
is justified, tactfully explain why everything will be
apologize. you must deny the satisfactory in the
claim. future.
7. Acknowledgment Briefly explain why Provide all relevant Conclusions vary
you are writing the details about why greatly depending
acknowledgement the person, group, on the nature of the
and identify the or situation situation.
person, group, or deserves Commonly, you’ll
situation you’re commendation. thank the reader for
commending. considering the
remarks and invite a
reply. In such cases,
make sure you’ve
provided all the
information the
reader will need to
contact you
(address, phone
number, e-mail
address.
C. MEMOS
Traditionally, the memo was a vehicle for internal or “intramural” communication – a
message from someone at Company X to someone else at Company X. The memo may
have been written to one person or a group, but it was almost ways a form of in-house
correspondence. Although the usual purpose of a memo was to inform, often its function
was to create a written record of a request of another message previously communicated
in person, over the phone, or through the grapevine.
Accordingly, a memo was usually quite direct in approach. It would come to the point
quickly and not ramble on. A good memo would focus sharply, zooming in on what the
reader needed to know. Depending on the subject, a memo would make its point in three
or four paragraphs.
STANDARD FORMAT FEATURES OF A MEMO:

1. The word Memo, Memorandum, or some equivalent term at or near the top of the page.
2. The TO line, enabling the memo to be “addressed,” and the FROM line, enabling it to
be “signed.”
3. The DATE line.
4. The SUBJECT line, identifying the topic. Like a newspaper headline but even more
concisely, the SUBJECT line would orient and prepare the reader for what was to
follow. A good subject line answers this question: In no more than three words, what is
this memo really about?
5. Of course, the message or content of the memo. As explained earlier, three or four
paragraphs were usually sufficient.
SAMPLE MEMO:
Source: http://www.savvy-business-correspondence.com/MemoTypesSamples.html
VI. References
Barrot, J. S., & Sipacio, P. J. (2018). Purposive Communication in the 21st Century.
Quezon City: C & E Publishing, Inc.
Madrunio, M. R., & Martin, I. P. (2018). Purposive Communication Using English in
Multilingual Contexts. Quezon, City: C & E Publishing, Inc.
Magan, R. G., Nano, M. C., & Turano, C. T. (2018). Purposive Communication in the 21st
Century. Manila: Mindshapers Co., Inc.
Skills You Need. (n.d.). Retrieved July 17, 2020, from
https://www.skillsyouneed.com/ips/what-is-
communication.html#:~:text=Communication%20is%20simply%20the%20act,a%20
message%20and%20a%20recipient.&text=These%20include%20our%20emotions%
2C%20the,communicate%2C%20and%20even%20our%20location.
Prepared by: Reviewed by:
NYSSA MAE T. BANQUILES, LPT JOHN MARC R. MENDOZA, MAEd, MLIS

Faculty Instructor Program Head, School of Teacher Education
Validated by: Approved by:
JENIFFER OESTAR, Ph.D JESS JAY M. SAJISE, DBA

Internal Validator, English Vice President of Academic Affairs External

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CSTC COLLEGE OF SCIENCES TECHNOLOGY AND COMMUNICATION, INC.

Instructional Module in Purposive Communication

At the end of this module, you are expected to:

At the end of the lesson, you are expected to:

BASIC PARTS OF A BUSINESS LETTER:

Example:The National Teachers College

Example:DR. VICTORIA B. MARTINEZ

Example:Mr. (Name), Madame (Name):

Feel free to visit https://cf.ltkcdn.net/business/files/3149-Sample-

4. Letter of Acknowledgement – it is done by the company when orders or remittances

Feel free to visit https://targetstudy.com/letters/order-

Feel free to visit https://writeletter2.com/complaint-letter-for-

to your attention, what you’ll do to fix you and provide

STANDARD FORMAT FEATURES OF A MEMO:

Prepared by: Reviewed by:

NYSSA MAE T. BANQUILES, LPT JOHN MARC R. MENDOZA, MAEd, MLIS

Validated by: Approved by:

JENIFFER OESTAR, Ph.D JESS JAY M. SAJISE, DBA

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