Midterm Lessons Compilation

Communication for Various Purposes

In this lesson, we will discuss about communication and its purpose to inform, evoke, entertain,
argue and persuade. We will also touch on several types of speeches according to purpose and
delivery.

References:
 Magan, R., Nano, M.C., Turano, C., Purposive Communication in the 21 st Century
(2018). Mindshapers Co. Inc.
 Madrunio, M., Martin, I., Purposive Communication: Using English in Multilingual
Contexts (2018). C & E Publishing Inc.
 Wakat, G., Caroy, A., Paulino F., Purrposive Communication (2018). Lorimar
Publishing Inc. (pp 7-10)
 Fundamentals of Public speaking. Retrieved from:
https://courses.lumenlearning.com/atd-fscj publicspeaking/chapter/four-types-of-
speeches/
 Defining an informative speech. Retrieved from:
 https://lumen.instructure.com/courses/218897/pages/linkedtext54288
 Defining a persuasive speech. Retrieved from:
 https://lumen.instructure.com/courses/218897/pages/linkedtext54300#:~:text=A
%20persuasive% 20speech%20is%20a%20specific%20type%20of,accept%20all%20or
%20part%20of%20the%20 expressed%20view.
 Special Occasion Speeches retrieved from:
https://www.examples.com/education/special occasion-speech.html

Objective:

At the end of the unit, learners will be able to:

1. Identify important purposes of communication.
2. Enumerate kinds of speeches according to purpose and delivery.
3. Compare and contrast the different modes of delivering a speech.
4. Properly write and deliver effective speeches.

Lesson 1: Purposes of Communication

Various information and meaning are conveyed when people communicate with each
other. People may use language, which is a system of symbols in communicating. These
symbols can either be spoken or written.
 Communication is considered as one of the basic activities of human beings, which may
be used for various purposes. Communication can be informative, affective, imaginative,
persuasive, and ritualistic.
Informative communication pertains to the presentation of messages that are objective,
truthful, and unbiased. Affective communication takes place when people express their positive
and negative feelings about people, circumstances, or events. People who engage in imaginative
communication are those who express their appreciation on fictional messages from books, films
and conversation. Persuasive communication on the other hand takes place when people attempt
to influence the beliefs or actions of others, while ritualistic communication is done when people
are able to meet social expectations.

Why do people communicate?

Communication is a part of everyone’s life; people from all walks of life communicate.
They do so to express their feelings, opinions, aspirations, dreams, fears, apprehensions or
regrets in life. Humans are creative beings, and they know how to communicate in various and
creative ways through verbal, non-verbal, linguistic or non-linguistic cues.
Specifically, people communicate in order to inform, evoke, entertain, argue and
persuade. These purposes are discussed briefly below:

1. To inform – To inform to impart knowledge, to clarify information and to secure

understanding.
2. To evoke – to evoke means to rely on passion and controversy to make a point.
Evocative communication centers on controversial topics that typically use emotion
to make a point. Evocative communicators must show a lot of enthusiasm and
concern for the topic and muse use personal experience to draw the audience. Using
government research, statistics and data can all help make their topics more
believable and more engaging.
3. To entertain – to entertain is to transmit a feeling of pleasure and goodwill to the
audience. The communicator is considered gracious, genial, good-natured, relaxed,
demonstrates to his or her listeners the pleasant job of speaking to them.
4. To argue – to argue is to persuade, to assent to the plausibility of the communicator’s
side of a debatable question. The speaker’s purpose is to appeal to the intellect of his
or her listeners so that they will be convinced.
5. To persuade – to persuade is to move the listeners to action. The communicator
should demolish the listener’s objection, and prove the acceptability of his or her
argument or position.

Lesson 2. Kinds of Speeches

Kinds of Speeches According to Delivery

Speeches can be categorized into four broad areas depending on the amount of
preparation that is undertaken and depending upon the nature of the occasion. The four types of
speeches are manuscript, memorized, extemporaneous, and impromptu.

1. Manuscript Speech / Read Speech

When you listen to the President deliver a State of the Nation message, you listen to a
well-crafted speech being read from a teleprompter. The speech has been polished by a staff of
speechwriters and has been practiced many times. The President will know how to anticipate the
reaction of the audience and will know when to pause for applause and when to expect laughter.
This form of speaking is used when the exact words matter and when much time and energy is
expended on getting everything just right. There are times when people who are not leaders of
countries deliver manuscript speeches as well. They are used when people testify before
Congress, when people read important statements in a public setting, or when people deliver
reports at professional meetings. All call for exact words in the correct order.

While the President has access to a staff of speech writers and a teleprompter, most of us
do not. If you were given this type of assignment, you would have to read your manuscript
speech from printed notes. In that case, you would want to ensure that you had prepared your
manuscript carefully, using large fonts so you could read it easily without burying your nose in
the pages. Reading the speech does not allow you to skimp on the preparation. Practice the
speech many times. This allows you to make changes, if needed, and to select the best words to
communicate your exact meaning. Remember to speak clearly and naturally -strive for a
conversational tone. It shouldn’t sound read -even if you are reading. Also, remember to speak
slowly; there is a natural tendency to speed up when we speak in public. Delivering a speech is
not a race; you do not receive bonus points for finishing early.

Unless you are specifically told by your instructor to prepare and deliver a manuscript
speech, you should never write out the entire speech. Spend your time developing your outline,
organizing your ideas, and determining where you can best insert your supports. Then practice
using the outline while speaking.

2. Memorized Speech
When you were in elementary school, did you ever have to memorize a poem or a part of
a speech? If you are like most students, the answer is “Yes.” There is nothing wrong with
memorization. But if you try to memorize a speech, you risk forgetting what you planned to say
and coming across as completely unprepared. Memorizing your speech is even worse than
reading it. All the objections that apply to the read speech also apply to the memorized speech.
Spontaneity is gone. The speech can sound stilted. Often, delivery is too rapid. Concentration is
on the words, not the ideas. Sometimes the speech sounds too formal, like a written essay. There
is minimal feedback or other contact with the audience. And what happens if your mind goes
completely blank or if an audience member interrupts? The entire presentation will likely fall
apart. Memorizing a speech puts entirely too much pressure on the speaker.

That said, there are a couple of parts of the speech that you may want to have memorized
or practiced so well that you can deliver them almost as if memorized. These include:
Your introduction: It sets the stage for the entire speech. The words should be well chosen and
rehearsed. You may find that as you repeat this portion of the speech during your rehearsals you
do come to memorize it word for word. If so, this is fine. After all, once you have determined the
best way of saying something, why not use it? Just make sure the presentation does not sound
memorized.

Your conclusion: The summary and call to action are the final words that your audience
will hear. As with the introduction, if you practice this repeatedly you will develop the best way
to say what you want and you will probably have perfected this portion of the speech.

3. Impromptu Speech
There will come a time for all of us when we are asked to “say a few words” without
much preparation. You have not prepared any notes, you haven’t practiced what you’ll say, and
you’re being asked to “wing it.” While this may seem incredibly scary, impromptu presentations
are the most common type of public speaking. You are in class and suddenly the professor wants
to hear how group projects are going. You, as the leader of your group, are asked to stand and
briefly discuss what the group is doing and how much you’ve completed so far. That’s an
impromptu speech. You didn’t know when you headed to class that day that you’d be speaking in
public, but you did it. No sweat! Or maybe you’re in a meeting at work and the boss announces
that he wants you to brief everyone in the meeting on the new equipment being installed that
afternoon. Again, no prior planning, no notes, you just do it.

4. Extemporaneous Speech
The focus of most college courses in public speaking is the extemporaneous speech. This
is because this is the type of speech used most in business, education, preaching, and political
affairs. Few of us will ever have a professional staff of speechwriters or ever deliver a speech
with the aid of a teleprompter. But when you do have a speech or presentation to deliver, you’ll
want to sound prepared, authoritative, and clear.
Simply stated, an extemporaneous speech is one where you will have time for preparation
and practice but will not be expected to read from a manuscript or to have the speech
memorized. The question most students ask is, “How much time should be spent in preparation
and practice?” To appear to be speaking off the cuff, and to do it well, you must prepare
thoroughly and practice to perfection. When you speak extemporaneously, it means you’ve had
ample time to prepare and research and that you have rehearsed your speech (many times) using
an outline or notes to remind you of the progression of ideas you wish to present. Choose a topic,
narrow appropriately, analyze your audience, choose your supports, and create an outline.

Kinds of Speeches According to Purpose

1. Informative Speech
informative speech is one that intends to educate the audience on a particular topic. The
main goal of an informative speech is to provide enlightenment regarding a specific topic the
audience knows nothing about. It may demonstrate how to use a new type of software, explain a
new concept in the field of science, describe an expedition an archaeologist took, or provide
details about a person of interest that the audience wants to learn more about.

The topics covered in an informative speech should help the audience to understand a
subject better and to remember what they learned later. The goal of this type of speech isn’t to
sway the audience to the speaker's point of view. Instead, the details need to be laid before the
audience so that they can make an educated decision or learn about a subject they are interested
in.
However, it is important for the speaker to think about how this information will be presented.
An informative speech should rely less on pathos, which is an appeal to the emotions of the
audience and an important component of persuasive speeches. Instead, an informative speech
might rely on visual aids, for example, in order to give the audience a visual representation of
important information contained in the speech. Providing the information in multiple forms
during the speech increases the likelihood that the audience will retain the information included
in the speech.

2. Persuasive Speech

A persuasive speech is a specific type of speech in which the speaker has a goal of
convincing the audience to accept his or her point of view. The speech is arranged in such a way
as to hopefully cause the audience to accept all or part of the expressed view. Though the
overarching goal of a persuasive speech is to convince the audience to accept a perspective, not
all audiences can be convinced by a single speech and not all perspectives can persuade the
audience.

Persuasive speeches are composed of both logical and emotional appeals. Logic appeals
are arguments that present a set of information and show why a conclusion must rationally be
true. For example, arguments heard in court are logical arguments. Emotional appeals are
appeals that seek to make the audience feel a certain way so that they will accept a conclusion.
Negative political ads, for example, often incorporate emotional appeals by juxtaposing an
opponent with a negative emotion such as fear.

The effectiveness of a persuasive speech depends on factors beyond the words of the
speech. The willingness of the audience to accept a new view, the body language of the speaker,
and the environment in which the speech is given all can affect the success of a persuasive
speech.
An example of a persuasive speech is a sales pitch. During a sales pitch, the speaker is trying to
convince the audience to buy his or her product or service. If the salesperson is successful, the
audience (the person being sold to) will choose to purchase the product or service. However,
salespeople understand that just because someone does not make a purchase after the first sales
pitch does not mean the pitch failed. Persuasion is often a process. People may need multiple
persuasive pitches and a lot of outside information before they are ready to accept a new view.

3. Special Occasion Speech

Special occasion speeches are delivered during special occasions. They are sometimes
given to commemorate a legacy or to celebrate an achievement. A special occasion speech is
short and straight to the point, possibly lasting for ten minutes or less. A mood is often set
through these speeches, enough to change everyone’s spirit. Some special occasion speech
examples include a eulogy, a toast, and an award speech.
Special occasion speeches, such as birthday and wedding speeches, don’t necessarily
follow a set of rules in public speaking. There is no need for a speech exercise or strict formats
for one to follow when it comes to writing a good speech. They are shorter than the standard
types of speeches as they are simply intended to introduce, dedicate, or praise an individual.

Communication for Work Purposes

References:
 Magan, R., Nano, M.C., Turano, C., Purposive Communication in the 21 st Century
(2018). Mindshapers Co. Inc. (pp.129-131)
 Madrunio, M., Martin, I., Purposive Communication: Using English in Multilingual
Contexts (2018). C & E Publishing Inc.
 Wakat, G., Caroy, A., Paulino F., Purposive Communication (2018). Lorimar Publishing
Inc. (pp 7-10)
 Business Letters retrieved from
https://writingcenter.unc.edu/tips-and-tools/business-letters/ Parts of a business
letter retrieved from https://nmu.edu/writingcenter/parts-business-letter
 Harroch, R. (2017, March 31). 10 Essential Steps To Prepare Yourself For A Job
Interview. Allbusiness group.
https://www.forbes.com/sites/allbusiness/2017/03/31/10-essential-steps-to prepare-
yourself-for-a-job-interview/?sh=2e34a92f7c72
 How to prepare for an interview retrieved from:
https://www.indeed.com/career advice/interviewing/how-to-prepare-for-
 an-interview

Objectives:
At the end of the unit, learners will be able to:
1. Show understanding on the communication materials used for business
purposes.
2. Identify parts of a business letter.
3. Differentiate between an application letter and cover letter.
4. Enumerate the steps involved in the job application process.
5. Recognize the importance of job interviews.
6. Demonstrate communication skills in a mock interview.

Business Writing

Writing for business is usually quite different than writing in the humanities, social
sciences, or other academic disciplines. Business writing strives to be crisp and concise rather
than evocative or creative; it stresses specificity and accuracy. This distinction does not make
business writing superior or inferior to other styles. Rather, it reflects the unique purpose and
considerations involved when writing in a business context.
When you write a business document, you must assume that your audience has limited
time in which to read it and is likely to skim. Your readers have an interest in what you say
insofar as it affects their working world. They want to know the “bottom line”: the point you are
making about a situation or problem and how they should respond.
Business writing varies from the conversational style often found in email messages to
the more formal, legalistic style found in contracts. A style between these two extremes is
appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate
readers, and an attempt to be overly casual may come across as insincere or unprofessional. In
business writing, as in all writing, you must know your audience.
In most cases, the business letter will be the first impression that you make on someone.
Though business writing has become less formal over time, you should still take great care that
your letter’s content is clear and that you have proofread it carefully.

The use of Pronouns and active versus passive voice

Personal pronouns (like I, we, and you) are important in letters and memos. In such
documents, it is perfectly appropriate to refer to yourself as I and to the reader as you. Be careful,
however, when you use the pronoun we in a business letter that is written on company stationery,
since it commits your company to what you have written. When stating your opinion, use I;
when presenting company policy, use we.
 The best writers strive to achieve a style that is so clear that their messages cannot be
misunderstood. One way to achieve a clear style is to minimize your use of the passive voice.
Although the passive voice is sometimes necessary, often it not only makes your writing dull but
also can be ambiguous or overly impersonal. Here’s an example of the same point stated in
passive voice and in the active voice:
Passive voice: “The net benefits of subsidiary divestiture were grossly
overestimated.” [Who did the overestimating?]
Active voice: The Global Finance Team grossly overestimated the net benefits of
subsidiary divestiture.
The second version is clearer and thus preferable.

Of course, there are exceptions to every rule. What if you are the head of the Global
Finance Team? You may want to get your message across without calling excessive attention to
the fact that the error was your team’s fault. The passive voice allows you to gloss over an
unflattering point—but you should use it sparingly.

Focus and specificity

Business writing should be clear and concise. Take care, however, that your document
does not turn out as an endless series of short, choppy sentences. Keep in mind also that
“concise” does not have to mean “blunt”—you still need to think about your tone and the
audience for whom you are writing.

Consider the following examples:

After carefully reviewing this proposal, we have decided to prioritize other projects this
quarter. Nobody liked your project idea, so we are not going to give you any funding.
The first version is a weaker statement, emphasizing facts not directly relevant to its
point. The second version provides the information in a simple and direct manner. But
you don’t need to be an expert on style to know that the first phrasing is diplomatic and
respectful (even though it’s less concise) as compared with the second version, which is
unnecessarily harsh and likely to provoke a negative reaction.

Business Letters: Where to begin

Reread the description of your task (for example, the advertisement of a job opening,
instructions for a proposal submission, or assignment prompt for a course). Think about your
purpose and what requirements are mentioned or implied in the description of the task. List these
requirements. This list can serve as an outline to govern your writing and help you stay focused,
so try to make it through. Next, identify qualifications, attributes, objectives, or answers that
match the requirements you have just listed. Strive to be exact and specific, avoiding vagueness,
ambiguity, and platitudes. If there are industry- or field-specific concepts or terminology that are
relevant to the task at hand, use them in a manner that will convey your competence and
experience. Avoid any language that your audience may not understand. Your finished piece of
writing should indicate how you meet the requirements you’ve listed and answer any questions
raised in the description or prompt.

Parts of a Business Letter

A business letter is a formal letter with six parts:

1. The Heading
The 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, fax number, or e-mail 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.

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.
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. For an
example, see the end of this sheet for a sample letter.

3. The 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 Dr). If you’re unsure about the person’s title, 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’re not sure if he or she is male or female. The salutation always ends with a colon.

4. The 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. Be sure to also skip a line between the salutation and the body, as
well as the body and the close.
5. The 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.
Capitalize the first word of your closing (Thank you) and leave four lines for a signature between
the close and the sender’s name. A comma should follow the closing.
6. The 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.

Enclosures
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.

Format and Font

Many organizations have their own style for writing a business letter, but here are some
common examples.

• Block
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.
• Modified Block
Modified block 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.
• Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left
justified.

Font
The standard font for business letters is Times New Roman, size 12. However, fonts that
are clear to read such as Arial may be used.

THE MEMORANDUM
The word “memo” is derived from the Latin word memorare change to memorandus, and means
to state or to tell. In an organization, it takes the form of a short official note that one writer to a
person or to several individuals such as members, faculty, heads of offices and the like.

When to use Memos ( Joe LoCicero, 2007)

 Announcements for diverse occasions.
 Changes such as policies,
 Confirmations of discussions, decisions, and meetings.
 Documents for submission such as reports, data, research and results of survey.
 Recommendations
 Requests for further information.
 Solicitations for opinions.
Memos must be (Adelheid Thieme):
 Civilized
 Concise
 Coherent
 Compelling
 Correct

Conducting Meetings
Source Text:
1. Communication for Business and Trade, Wakat et al., Chapter 4
2. Communication Within a Company: The Minutes of Meeting. Wakat et al., Chapter 4
References:
1. Wakat et. al., (2018). Purposive Communication. Metro, Manila: Lorimar Publishing
2. Barnard D. (2018) Common business English phrases for a workplace meeting. Retrieved
October 20,2020 from https://virtualspeech.com/blog/english-phrases-workplace-meeting

Objectives
At the end of the lesson, students are able to:
1. Define what business meeting is;
2. Create a meeting environment where content, concepts, ideas and actions are
captured;
3. Explain the importance of taking minutes of a meeting; and
4. Write the minutes of the meeting from the given video.

DEFINITION OF A BUSINESS MEETING

Business Meeting is a formal or informal deliberative assembly of individuals called to
debate certain issues and problems, and to take decisions. Formal meetings are held at definite
times, at a definite place, and usually for a definite duration to follow an agreed upon agenda. In
a corporate setting, they are divided into two main groups (1) Organizational meeting: normally
a regular meeting involving stockholders (shareholders) and management, such as a board
meeting and annual general meeting (AGM). (2) Operational meeting: regular or ad hoc
meeting involving management and employees, such as a committee meeting, planning meeting,
and sales meeting.

COMMON EXPRESSIONS IN CONDUCTING MEETING

Understanding the right phrases, language and conversational tone to use during a
workplace meeting will help with your career progression in our fast-paced international
economy.
LEADING A MEETING
When leading a meeting, it’s important you ask everyone to introduce themselves and
provide a brief meeting agenda. A formal business meeting could start in the following ways:

Introducing Yourself

In starting the meeting, you must welcome your attendees and introduce yourself first.
Below are examples of a simple greeting and phrases that you may use:
 • “Good morning / afternoon”
• “Let’s begin”
• “I’d like to welcome everyone”
• “Since everyone is here, let’s get started”
• “I’d like to thank everyone for coming today”

After greeting them, introduce yourself:

• “I’m [your name]. I’ll keep this meeting brief as I know you’re all busy people”
• “I’m [your name] and I arranged this meeting because…”

Asking Others to Introduce Themselves

For effective discussion during the meeting, it’s essential that individuals attending the
meeting are well-acquainted with each other. The person leading the meeting could ask everyone
to introduce themselves in the following ways:
• “Let’s go around the table and introduce ourselves, [name] do you want to start?”
• “Let’s introduce ourselves quickly - please state your name, job title and why you are
here”
• You ideally want people to say their name, position in the company and reason for being
at the meeting. This will help guide any discussions during the meeting.
• Setting the agenda

Likewise, it is important to start the meeting by outlining the agenda clearly and the key
objectives of the meeting. The objectives can be stated with the following phrases:
• “I've called this meeting in order to”
• “We’re here today to discuss”
• “There are [number] items on the agenda. First…”
• “Today I would like to outline our plans for”

Defining Action Points to Be Completed Before the Next Meeting

When the meeting has finished, give an overview of what needs to be completed before
the next meeting. Use the following phrases:
• “[Name], can you have these action points finished by next week’s meeting?”
• “Before the next meeting, I want [action point] completed so we can discuss the results”
• “By the next meeting, we’ll have [action point] in progress.

GETTING INVOLVED IN MEETINGS

Active participation in the meeting is reflected by asking questions and interrupting the
presenter politely if you do not understand what is being said, or if there is agreement /
disagreement. It is a good idea to show that you are actively involved in the meeting.
How to Interrupt Politely
If you accidentally speak over someone or have something to add to what is being said,
you can interrupt with the following phrases:
 “Sorry, but just to clarify”
 “Sorry I didn’t quite hear that; can you say it again?”
 “That’s an excellent point [person’s name], what about doing [action point] as well?”
 “From our departments’ perspective, it’s a little more complicated. Let me explain”

You can also use phrase such as:

 “Excuse me for interrupting”
 “I've never thought about it that way before. How does it affect [this point]”

Asking questions
There are many different ways to ask questions during the meeting. The following
phrases are suitable when asking for someone to repeat what they have said:
 “Can you repeat that please?”
 “Can you run that by me one more time?”
 “Can you repeat that in a simplified way?”

For clarification the following phrases should be used:

 “I don't fully understand what you mean. Could you explain it from a different angle?”
 “Could you explain to me how that is going to work?”
 “Just to be clear, do you mean this [repeat the explained point in the way you understand
it]”

The person leading the meeting or giving the presentation can also ask:
 “Are there any more comments?”
 “What do you think about this proposal?”
 “Are there any areas of this project we are not thinking about?”

PRESENTING AT A MEETING
During the presentation, it’s important to engage your audience and clearly set out the
structure of your presentation.

Introducing Your Topic

The presentation should begin by introducing its purpose with phrases such as:
 “Thank you for getting here on time. Today we’re here to discuss”
 “We’re here to discuss the progress on [name of project] project”
 “Due to issues identified in [project name], we’re here to come up with a quick
resolution”
The presenter can also outline the presentation procedure to ensure clarity, with the phrases
such as:
 “We’re going to run through the main points of the agenda”
 “The presentation will cover these [number of points] topics”
Concluding Your Presentation
The presentation should end by briefly going over the key messages and action points again.
The conclusion should ensure that the individuals present in the meeting leave with a clear idea
about the next steps. It’s also polite to thank the audience for attending.

The concluding phrases could be:

 “To summarize then, let me just run through what we’ve agreed here”
 “Before we end, let me just summarize the three main points”
 “To sum up what I’ve presented”
 “That brings me to the end of my presentation, thank you for listening”

ANSWERING QUESTIONS

The presentation can also end by requesting input or feedback from the participants
and answering their questions, if any. The following phrases will be useful for such situations:
 “Any final thoughts before we close the meeting?”
 “If you have further questions or want to discuss any of it in more detail, we can meet
privately, or you can send me an email [have email address on the final presentation
slide]”
 “I’d like to thank everyone for sharing their time today and any feedback would be
valuable”
 “So, do we think this is the correct way to proceed?”
 “Are there any objections to what I covered?”

GUIDED WRITING FOCUSED ON CONDUCTING MEETING

WRITING OF MINUTES

Official written records of a meeting’s proceedings are called minutes. They serve as an
official record; aids in refreshing memories of participants, supplies information to individuals
who were not present, and help prepare members for upcoming meetings. Unless a law or policy
mandate that verbatim records be kept, minutes should be reports in summary form.

Minutes should succinctly and truthfully account all pertinent information that transpired
in a meeting. All motions and resolutions should be identified by name in minutes. It is important
to indicate that a motion was seconded, but the name of the individual who seconds a motion
need not be recorded. The outcome – approval or defeat – should be included also.

ROBERT’S NEW RULE OF ORDER

Robert’s Rule of Order (2005) recommends that minutes contain the following items:
1. Committee or organizational name
2. Kind of meeting (regular board meeting, an annual meeting, a meeting of the housing
committee or a special meeting)
3. Date, location, and time of beginning and adjournment.
4. Name of the chair and secretary or their substitutes.
 5. Names of all present members
6. Names of guests and their role in the meeting
7. Reference to approval of last meeting’s minutes
8. Motions raised. Motions must be written as stated, including the member or individual
who raised the motion, and the vote’s outcome.
9. Reports. Record the name of the report, the name of the member presenting it, and any
action taken on the report. If the report was in writing, attach it, or tell where it may be
found. An oral report may be summarized briefly.
10. Other special concerns from committees or individual members.
11. The signature of the secretary upon the approval of the minutes.

Sample of Minutes of the Meeting

Baguio City Association of Writers, Inc.

Second Officer’s Meeting
Heritage Conference Hall
February 14, 2018
1:00-5:00 pm.

I. CALL TO ORDER
President Jose called the meeting to order at 1:00 p.m. on February 14, 2018

II. ROLL CALL AND DETERMINATION OF QUORUM

A quorum was established. The following members were present: Maggie Jose, President;
Jude Sy, Vice-President; Ana Li, Secretary; Annie Asan, Treasurer; Connie Magtanggol,
Member; Mark Kafagway, Member; Donna Belle, Member; Anne Caroy, Member; and
Shirley Soo, Member.
Absent: Durlyn Egmin, Past-President. Guests: Beck Wakit, Butch Ibanes, and Chong Go.

III. APPROVAL OF THE MINUTES OF JNAUARY 15, 2018 MEETING

Copies of the minutes of January15, 2018, Association meeting were distributed to the
members prior to the February 14 meeting. The minutes were approved with one correction:
page 3, “...The selection of members for sub- committee will be held during the February 15,
2018...”

IV. COMMITEE REPORTS

Scholarship Awards
Ana Li, the secretary, announced that the organization will be granting two 20,000 Php
scholarships next year. Any student who will be studying Library Science at a university
level eligible to apply. Announcements and other pertinent documents will be sent to all
members.

V. OLD BUSINESS
Articles for the organization’s yearly journal are due by June 19, 2018.

VI. NEW BUSINESST

The organization’s website does not seem to attract individuals and lacks a sense of
creativity
 VII. ADJOURNMENT
The meeting was adjourned at 5:00 p.m.

Prepared by
Signature over Printed Name

What should be excluded in the Minutes?

The minutes are a factual record of business. Robert’s Rule of Order (2005) recommends
that the following be excluded from minutes:
1. Condemnation
2. Discussion
3. Extended repeating of reports
4. Opinions or Judgements

Who should write the Minutes?

The minutes are significant to an organization. In any kind of meeting, one must take the
role of a note taker, a secretary, or a recorder.
The person who takes the meeting minutes is usually a member of the organization or
institution and takes note of the meeting proceedings while taking part in the conference,
assembly, session, or discussion.
In government or legal meetings, an outsider must be the note taker or recorder to avoid
biases and maintain impartiality. He or she, however, must have full knowledge of adapted
parliamentary process to be able to effectively carry out the role.
In some cases, the same person takes the minutes at each meeting. In others, the role of
minute taker passes from member to member or participant to participant. The role of the
recorder builds effective leadership skills, effective communication, and full involvement of
members.

Application Letters and Cover Letters

Many people believe that application letters and cover letters are essentially the same but,
these kinds of letters are different. The letter of application is a sales letter in which you market
your skills, abilities, and knowledge. A cover letter, on the other hand, is primarily a document of
transmittal. It identifies an item being sent, the person to whom it is being sent, and the reason
for it being sent, and provides a permanent record of the transmittal for both the writer and the
reader.

1. Application Letters
When writing an application letter, remember that you probably have competition. Your
audience is a professional who screens and hires job applicants—someone who may look
through dozens or even hundreds of other applications on the day she receives yours. The
immediate objective of your application letter and accompanying resume is to attract this
person’s attention. Your ultimate goal is to obtain an interview.

As you write your application letter, be sure you complete three tasks: (1) catch the
reader’s attention favorably, (2) convince the reader that you are a qualified candidate for the
job, and (3) request for an interview.

Application letter checklist:

• Identify the job by title and let the recipient know how you heard about it.
• Summarize your qualifications for the job, specifically your work experience,
activities that show your leadership skills, and your educational background.
• Refer the reader to your enclosed resume.
• Ask for an interview, stating where you can be reached and when you will be
available. If your prospective employer is located in another city and you plan to
visit the area, mention the dates for your trip.
• If you are applying for a specific job, include any information pertinent to the
position that is not included in your resume.
• To save your reader time and to call attention to your strengths as a candidate, state
your objective directly at the beginning of the letter.

Example:
I am seeking a position as a manager in your Data Center. In such a management position, I can
use my master’s degree in information systems and my experience as a programmer/analyst to
address business challenges in data processing.
If you have been referred to a company by one of its employees, a career counselor, a professor,
or someone else, mention that before stating your job objective.

Example:
During the recent convention in Washington, D.C., one of your sales representatives, Dusty
Brown, informed me of a possible opening for a manager in your Data Center. My extensive
background in programming and my master’s degree in information systems make me highly
qualified for the position.

In subsequent paragraphs, expand on the qualifications you mentioned in your opening.

Add any appropriate details, highlighting experience listed on your resume that is especially
pertinent to the job you are seeking. Close with a request for an interview. Proofread your letter
carefully.
Two sample letters of application are presented below. The first letter (Sample #1) is by a
recent college graduate responding to a local newspaper article about the company’s plan to
build a new computer center. The writer is not applying for a specific job opening but describes
the position he seeks. The second letter (Sample #2) is from a college senior who does not
specify where she learned of the opening because she is uncertain whether a position is
available.

Sample #1

6123 Farrington Road

Apt. B11
Chapel Hill, NC 27514

January 11, 2005

Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708

Dear Human Resources Director:

I just read an article in the News and Observer about Taylor’s new computer center just north of
Durham. I would like to apply for a position as an entry level programmer at the center.

I understand that Taylor produces both in-house and customer documentation. My technical
writing skills, as described in the enclosed resume, are well suited to your company. I am a
recent graduate of DeVry Institute of Technology in Atlanta with an associate’s degree in
computer science. In addition to having taken a broad range of courses, I served as a computer
consultant at the college’s computer center where I helped train users to work with new systems.

I will be happy to meet with you at your convenience and discuss how my education and
experience match your needs. You can reach me at my home address, at (919) 233-1552, or at
krock@devry.alumni.edu.

Sincerely,

Raymond Krock
Sample #2

6123 Farrington Road

Apt. G11
Chapel Hill, NC 27514

January 11, 2005

Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708

Dear Ms. Jones:

I am seeking a position in your engineering department where I may use my training in computer
sciences to solve Taylor’s engineering problems. I would like to be a part of the department that
developed the Internet Selection System but am unsure whether you have a current opening.
I expect to receive a Bachelor of Science degree in Engineering from North Carolina State
University in June and by that time will have completed the Computer Systems Engineering
Program. Since September 2000, I have been participating, through the University, in the
Professional Training Program at Computer Systems International in Raleigh. In the program I
was assigned to several staff sections as an apprentice. Most recently, I have been a programmer
trainee in the Engineering Department and have gained a great deal of experience in computer
applications. Details of the academic courses I have taken are included in the enclosed resume.

If there is a position open at Taylor Inc., please let me know whom I should contact for further
information. I look forward to hearing from you soon. I may be reached at my office (919-866-
4000 ext. 232) or via email (Brock@aol.com).

Sincerely,

Rebecca Brock

2. Cover letters
A cover letter identifies an item being sent, the person to whom it is being sent, and the
reason for its being sent. A cover letter provides a permanent record of the transmittal for both
the writer and the reader.
 In a cover letter, keep your remarks brief. Your opening should explain what you are
sending and why. In an optional second paragraph, you might include a summary of the
information you are sending. A letter accompanying a proposal, for example, might point out
sections in the proposal that might be of particular interest to the reader. The letter could then go
on to present a key point or two explaining why the writer’s firm is the best one for the job. The
closing paragraph should contain acknowledgements, offer additional assistance, or express the
hope that the material will fulfill its purpose.
The following are examples of cover letters. The first letter (Sample #1) is brief and to
the point. The second letter (Sample #2) is slightly more detailed because it touches on the
manner in which the information was gathered.

Sample #1

Your Company Logo and Contact Information

January 04, 2020

Brian Eno, Chief Engineer

ZZZ Chemical Products
3434 Pond View Lane
Durham, NC 27708

Dear Mr. Eno:

Enclosed is the final report on our installment of pollution control equipment at Eastern
Chemical Company, which we send with Eastern’s Permission. Please call me collect (ext. 1206)
or email me at the address below if I can answer any questions.

Sincerely,

Nora Cassidy
Technical Services Manager
ncassidy@company.com

Enclosure: Report
Sample #2

Your Company Logo and Contact Information

January 11, 2005

Brian Eno, Chief Engineer

Ecology Systems, Inc.
8458 Obstructed View Lane
Durham, NC 27708

Dear Mr. Eno:

Enclosed is the report estimating our power consumption for the year as requested by John
Brenan, Vice President, on September 4.
The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and
her staff and an extensive survey of all our employees. The survey was delayed by the transfer of
key staff in Building A. We believe, however, that the report will provide the information you
need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.

We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If you need
more information, please let me know.

Sincerely,

Nora Cassidy
New Projects Office
ncassidy@company.com

Enclosure: Report

The Job Interview

INTERVIEW
The interview is the most critical component of the entire selection process. It serves as
the primary means to collect additional information on an applicant. It serves as the basis for
assessing an applicant’s job-related knowledge, skills, and abilities. It is designed to decide if an
individual should be interviewed further, hired, or eliminated from consideration.
TYPES OF INTERVIEWS:
Unstructured (Nondirective) Interview
An unstructured interview, there is generally no set format to follow so that the interview
can take various directions. The lack of structure allows the interviewer to ask follow-up
questions and pursue points of interest as they develop.
An unstructured interview is an interview where probing, open-ended questions are
asked. It involves a procedure where different questions may be asked to different applicants.
Structured (Directive) Interview
In structured interviews, the interviewer lists the questions and acceptable responses in
advance and may even rate and score possible answers for appropriateness.
An interview consisting of a series of job-related questions that are asked consistently of
each applicant for a particular job is known as a structured interview.
A structured interview typically contains four types of questions.
1. Situational questions: Pose a hypothetical job situation to determine what the
applicant would do in that situation.
2. Job knowledge questions: Probe the applicant’s job-related knowledge.
3. Job-sample simulation questions: Involve situations in which an applicant may
be actually required to perform a sample task from the job.
4. Worker requirements questions: Seek to determine the applicant’s willingness
to conform to the requirements of the job.

Situational Interview
In a situational interview, you ask the candidate what his or her behavior would be in a
given situation. Candidates are interviewed about what actions they would take in various job-
related situations. Situational interviews ask interviewees to describe how they would react to a
hypothetical situation today or tomorrow.
Behavioral Interview
In a behavioral interview, you ask applicants to describe how they reacted to actual
situations in the past. Candidates are asked what actions they have taken in prior job situations
that are similar to situations they may encounter on the job. The interviewers are then scored
using a scoring guide constructed by job experts.
Job-related Interview
In a job-related interview, the interviewer asks applicants questions about relevant past
experiences. It is a series of job-related questions that focus on relevant past job-related
behaviors. The questions here don’t revolve around hypothetical or actual situations or scenarios.
Instead, the interviewer asks job-related questions such as, “Which courses did you like best in
business school?”
Stress Interview
In a stress interview, the interviewer seeks to make the applicant uncomfortable with
occasionally rude questions. The aim is supposedly to spot sensitive applicants and those with
low or high-stress tolerance.
Stress interviews may help unearth hypersensitive applicants who might overreact to mild
criticism with anger and abuse. It intentionally creates anxiety to determine how an applicant
will react to stress on the job.
Panel Interview (Board Interview)
A panel interview, also known as a board interview, is an interview conducted by a team
of interviewers, who together interview each candidate and then combine their ratings into a final
score.
Here one candidate is interviewed by several representatives of the firm. This technique
entails the job candidate giving oral responses to job-related questions asked by a panel of
interviewers. Each member of the panel then rates each interviewee on such dimensions as work
history, motivation, creative thinking, and presentation.
One-On-One Interview
In a one-on-one interview, one interviewer meets one candidate. In a typical employment
interview, the applicant meets one-on-one with an interviewer. As the interview may be a highly
emotional occasion for the applicant, meeting alone with the interviewer is often less threatening.
Phone Interview
Employers do some interviews entirely by These can actually be more accurate than face-
to-face interviews for judging an applicant’s conscientiousness, intelligence, and interpersonal
skills.
Here, neither party needs to worry about things like appearance or handshakes, so each
can focus on substantive answers. Or perhaps candidates – somewhat surprised by an unexpected
call from the recruiter – just give answers that are more spontaneous.

HOW CAN INTERVIEWS BE ADMINISTERED?

Interviews can also be administered in various ways that are discussed below:
Personal Interview
Most interviews are one-on-one: In which the candidate meets privately with a single
interviewer. The rest of this section focuses primarily on the one-on-one scenario.
Unstructured Sequential Interview
It is an interview in which each interviewer forms an independent opinion after asking
different questions.
Structured Sequential Interview
It is an interview in which each interviewer rates the candidates on a standard evaluation
form. The top-level manager then reviews and compares the evaluations before deciding who to
hire.
The group interviews
A number of candidates are interviewed at once. Generally, they are allowed to discuss
job-related matters among themselves while one or more observers rate their performance. This
type of interview is usually considered most appropriate in the selection of managers; it can also
be used with gropes of current employees to evaluate their potential for supervisory roles.
Panel Interview
One candidate meets with a panel of two or more representatives of the firm. One of the
panelists may act as a chairperson, but each of the firm’s representatives takes part in the
questioning and discussion. This format allows the interviewers to coordinate their efforts and
follow up with each other’s questions.
Computer-assisted Interview
The applicant is presented with a series of questions on a video screen to which he/she
responds by pressing the appropriate key on a keyboard.

ACTIVITIES:

Activity 1. Write a memo consisting of two paragraphs from the given scenario below. Decide
who the memo should be sent to and the subject of the message is. Add your own information to
the body of the memo. (30 pts)

Scenario:
“You are the office manager and want to remind everyone to clean up after themselves in the
lunchroom. There was recently an infestation of cockroaches. The building has since been fumigated but
you still require the cooperation of staff to prevent a re-infestation.
State the purpose of the memo, your reason(s) for sending it (i.e. the kind of behavior you have
noticed) and what actions you want taken.”
Activity 2. Essay: What is the importance of knowing what a memo is? (Maximum of 300
words)

Activity 3. Create your personal SWOT Analysis.

Directions: Imagine you are going to apply as a marketing director, accountant, general
manager, financial analyst, nurse, or ANY POSITION YOU WISH in a corporate world.
a. Assess yourself first by listing your potentials, capabilities, talents, skills or skills to improve.
b. You may write the items in phrases. Observe parallelism in writing the items.
c. Plot your own SWOT analysis in any format you think is applicable.
Activity 4. Watch the video of a simulation of a meeting (https://www.youtube.com/watch?v=-
oXHqlKrBbQ). Listen carefully for details and make sure all pertinent information are correctly
documented. After watching the video, write the Minutes of the meeting.
Activity 5. Making the Resume: Choose one job advertisement related to your own field and
make a resume for that position. Before submitting your resume for assessment, evaluate it using
the following:

Criteria Points (5-Excellent, 4-Good, 3-Fair, 2-Needs Improvement)

Visual Impact
Specific Supporting
Details
Style and Mechanics
Originality
Total:

Total: