For people who needs lessons in Technical writing.

1. Workplace
Communication

2. Objectives
 Be aware of the Do’s and Don'ts in Written
Communication.
 Apply the Do’s and debunk the Don'ts in
writing business communication.
 Improve the writing skills needed in the
workplace.

3. RATIONALE
Strong Business Communication Skills are
critical to the success of any organization. It is
intertwined with internal culture and external
image of an organization. Good Business
Communication assists its organization in
achieving its objectives by informing,
persuading, and building goodwill with in
both the external and internal environment.

4.  Internal Communication- circulates within
an organization.
1. Memos
2. Reports
3. Proposal
4. E-mail
5. Letters

5.  External Documents - circulate outside of
the organization.
1.Letters
2.Tenders
3. Proposals
4. Reports

7.  Business correspondence is an instrument of
decision making in the business world.
 Business correspondence includes all types of
notes, minutes, memos, letters as well as
electronic mails and messages.
 Correspondence provides a record of
transactions in business and industry that can be
referred to and checked.

8.  PROCESS OF LETTER WRITING
 Analyze your audience
 Analyze your purpose
 Gather information about your subject
 Choose the type of document- (letter, e-mail,
memo)
 Draft the document
 Format the Document
 Revise, edit and proof read the document

9. HOW TO EFFECTIVELY PRESENT ONE SELF
IN A CORRESPONDENCE?

10. 1. USE THE APPROPRIATE LEVEL OF FORMALITY
 Letters, memos and emails are legal property of the organization;
 They may be read by the president, by the Governor himself, appear in the
newspaper or court of law. Therefore, use moderate tone to avoid potential
embarrassment.
EX.
Informal- Our meeting with the administrator went south
right away when they threw a hissy fit, saying that we
blew off the deadline for the progress report.
Formal- In our meeting, the administrator expressed
concern that we had missed the deadline for the progress
report.

11. 2. COMMUNICATE CORRECTLY
 Letters, represent the organization to the public, inappropriate
use of mechanics- grammar reflect negatively on the
organization's image.
 It is unprofessional since it suggests a lack of respect for your
immediate supervisor, with the readers and yourself.
 It also causes your readers to think that you are careless about
your job.
 Ensure that your message is accurate and unambiguous. The
message should be concise and direct. Direct language should be
used in order to avoid confusion and misunderstanding.

12. Those who formulated these statements did
not fully consider the implications caused
by the way in which the sentences were
phrased. In a sense, they became victims of
the Humpty-Dumpty Syndrome, a
phenomenon where individuals fail to
realize that words have many meanings
and that others may not always be able to
surmise the intent of a particular statement

13.  Examples:
 Often, you may see a sign like the following
at a mall:
Entire store 25% off
Do I need to buy the whole store, or can I just
pick out a few items of interest?

14.  The lady hit the man with an umbrella.
Is the lady using an umbrella to hit OR
Is she hitting a man who is carrying an
umbrella?
 He gave her cat food.
Is he giving cat food to her OR
Is he giving her cat some food?)

15. 3. PROJECT THE “YOU” ATTITUDE
This entails knowing your audience. How?
This is done by using the “you attitude”.
 looking at the situation from the reader’s perspective or point of
view.
 The content, structure and tone should be adjusted to meet the
readers’ needs.
 Your explanation should be clear and polite.
 Speak directly to the readers, addressing their individual needs
and interests. This is achieved by using the personal pronoun
“you". The writer should use a professional and courteous tone.

16. ME-ATTITUDE YOU-ATTITUDE
We have received your letter of June 15 Thank you for your letter on June 15
I have five years experience as a sales Five years practical experience as junior
executive. accountant will enable me increase your
sales.
We shipped your order today. Your order will arrive on Thursday.
Dear Mr .Jones, Dear Mr .Jones,
I am happy to inform you that we have Congratulations! Your loan is approved.
approved your loan.

17. Do More with Less
The paragraph below contains 70 words. Can
you cut it down to 35 words or less?
This document is for the purpose of giving the reader a detailed explanation of the
inventory process. It describes the activities we currently do in the majority of
instances on a daily and weekly basis. In order to provide an introduction to the
process for employees who work on a temporary basis, we also have prepared an
overview, which describes the highlights of the inventory process in just two
pages.

18.  Here is a 30-word revision:
This document explains the inventory process
in detail. It describes our usual daily and
weekly activities. We also have prepared a
two-page overview to introduce the process
to temporary employees.

19.  This document is for the This document explains the
purpose of giving the reader a inventory process in detail. It
detailed explanation of the describes our usual daily and
inventory process. It describes weekly activities. We also have
the activities we currently do in prepared a two-page overview
the majority of instances on a to introduce the process to
daily and weekly basis. In order temporary employees.
to provide an introduction to the
process for employees who
work on a temporary basis, we
also have prepared an overview,
which describes the highlights
of the inventory process in just
two pages.

20. Let’s try another:
It is the belief of the Accounting Department
that the predicament was precipitated by the
computational inaccuracy.

21. It is the belief of the The Accounting
Accounting Department thinks a
Department that the Math error caused the
predicament was problem
precipitated by the
computational
inaccuracy.

22. One more…
Subsequent to the passage of the subject
ordinance, it is incumbent upon you to advise
your department to comply with it.

23. Subsequent to the After the law passes, you
passage of the subject must tell your staff to
ordinance, it is follow.
incumbent upon you to
advise your
department to comply
with it.

24. Improving Openers for Routine Request Letters
Weak:
I’ve been given the task of locating a convention site for
my company’s meeting. I’ve checked a number of
places, and your hotel looks possible.

25. Improved:
Will you please answer the following questions
regarding possible accommodations at the Dusit Hotel
for a conference in May.

26. Weak:
While reading Times Magazine, I noticed an offer of a
free video describing your organization.

27. Improved:
Please send me your free video describing your
organization.

28. Weak:
I am conducting a training class for students of
Language at our Language Training Center, and I saw a
series of modules that we would like to use in our
program.

29. Improved:
What is the procedure for ordering a copy of the series
of English Language Modules to be used for training
purposes?

30. Weak:
Thanks for any information you provide.

31. Improved:
We would appreciate receiving answers to these
questions before April 4 so that we will have plenty of
time to plan our conference.

32.  To lighten up your sentences, watch for
heavy phrases like these:
Instead of using…. use the following instead.
In order to To
On a daily basis Daily
On a regular basis Routinely
Aware of the fact that Know
It this point in time Now
Have the capability to Can
the majority of Most

33. In inspite of the fact that Although
In the final analysis Finally
It is our opinion that We think that
On the grounds that Because
Make reference to Refer to
Until such time Until
Came to the conclusion Concluded, decided
For the purpose of discussing Discuss
At a later moment later
True facts Facts
CPU unit CPU

34. In as few word as Concisely
12 midnight Midnight
12 noon Noon
Biography of her life Biography
Refer back Refer
Circle around Circle
Each and every Each
Alternative choices Alternative/choices
Repeat again Repeat
We are in receipt of We have received
Final completion Completion
Enclosed herewith enclosed

35.  Eliminate Sexist or Gender BiasedLanguage
Example Preferred Comment
Alternative
Example 1 Accountants use their reason to Use plural nouns.
The accountants uses his guide them. OR: The accountant Delete 'he', 'his', or 'him'
reason to guide him.
uses reason as a guide. altogether, rewording if
necessary .
Example 2
The secretary did it and was Delete 'he', using
The secretary did it and he
glad. compound verbs.
was glad.

36. Example 3 The department chair must submit Use articles ('the', 'a', 'an') instead
a budget by March 1st. of personal pronouns.
The department chair must submit
his budget by March 1st.
OR: The budget must be submitted by Use passive voice for verbs. (Use
the department chair by March 1st. sparingly.)
Example 4
The writer who plans ahead will save a Use 'who' for 'he'.
If the writer plans ahead, he will save
lot of effort.
a lot of effort.
Example 5
Take seriously what your Dean says Substitute a noun for the pronoun.
Take seriously what your Dean says
about falling enrollments. This person (Use sparingly.)
about falling enrollments. He knows
knows about current demographic
about current demographic trends.
trends.
Example 6
Consider what ordinary people Using the plural noun avoids the
Consider what the ordinary (common)
(individuals) think about justice. generic 'he' later on.
man thinks about justice.

37.  Avoid correspondence Natural equivalents
clichés- vague and unclear
words/expressions should
be avoided
Letter clichés
 attached is
 Attached please find
 “As you wrote in your
 “Referring to your
last letter on
letter on March 19, the
March19,2012 …”
shipment of pianos…”
 “I believe…”
 “The writer believes
that…”

38.  Communicate Honestly
Communicating honestly show respect for your
audience. It is a clear sign of professionalism.
The message should be simple and clear for the
readers to understand so that they are able to
respond to it accordingly. Ideas within the
message should be separated within
paragraphs.

39. COMMONLY MISUSED
WORDS
WITH REGARDS
Better use….with regard to,
in regard to or as regards

40. in behalf of – in the interest of (This
deposit is being made in behalf of my
boss).
on behalf of – speaking for (On behalf
of the staff, I wrote this explanatory
letter).

41. Taken cared of should be taken
care of
The program was taken care of
the coordinator.

42.  fill (a vacant position)
The manager is in a hurry to fill the vacancy.
 fill in (the blanks)
The doctor-clients simply want to fill in
blanks-not write paragraphs.

43. Fill out ( a form) Could you
please fill out this form?
Fill up (a gas tank) I need you to
fill up the tank. (bottle)

44.  CONTINOUS- no such word.
 CONTINUOUS means nonstop, no letup, no
rest, no recreation, no sleeping, no eating. It
is therefore unimaginable to continuously
improve a product.
It maybe continual or regular improvement of
a product or a continuing improvement of a
product.

45.  Thank you for your continued (or continuing, not
continuous) support of our program.
 We have been continually making follow-ups for
you to submit the financial reports.
 Having a continuing program to improve the quality
of service is our major concern.
 A regular improvement in the quality of service is
…….

46. “Enclosed is the registration form you requested”.
Is the registration form enclosed with the letter? No, it’s
attached to the letter or sent with it.
Better: Attached is the registration form your requested us to
send you. or
with this letter is…
Here is….
ENCLOSED is correct if written in an envelope.
Enclosed is the registration form you requested.

47.  Use of in, on, at
On, in ______street (on/ in Nueno Avenue)
At 239 Nueno Street
On November 1-30
In November
On November 1
In 2012
In November 2012
On November 15,2012

48. Last night, last week, last November 4, last month
– are ok.
(speaking only of the last ones)
But you don’t use last with a year…
Last November 2011. we had a series of motivational outings.
Correct: In November 2011….
Wrong: The staff meeting was held last August 26, 2011.
Correct: The staff meting was held on August 26, 2011.

49. The irritating PER
“As per your instruction”
“Per you r approval”
Should be:
As you have instructed.
As you have approved.

50. “Hope for your kind consideration.”
“Hoping for your kind consideration.”
Instead say…..
I hope for your kind consideration.
We are earnestly hoping for your early
approval of this request.

51. More Rules:
 One of the – should be followed by plural
noun
One of the major tools
 Spell out numbers one through nine and
use figures for 10 onwards
There are nine additional chairs to be
delivered in the Office of the Governor.

52.  To is always followed by a verb in the
present tense.
I was able to talked to the Vice Governor
yesterday.
To received? to wrote? to did?

53. Look forward to must not be followed by
verb
but by a noun or a gerund. (verb-noun ending
in – ing)
 LOOK FORWARD TO SERVE YOU
SHOULD BE
 LOOK FORWARD TO SERVING YOU

54.  Noted by has no place in a memo or letter.
The signatory of Noted By is simply saying “I
know this.”
Better use :
Approved by:
Endorsed By:
Reviewed by: Checked by:
Or you may use a Thru line.

55. OVER VIEW OF BUSINESS
LETTER

56. Overview of Letter Parts
 Letterhead
 Dateline
 Letter Address
 Salutation
 Body
 Complimentary Closing
 Writer’s Name and Title
 Reference Initials

57.  The letter head is the heading at the
top of a letter.
 It usually consists of the name,
address, telephone number and fax
number of the company.
 The letterhead can be typed out but it
is usually printed on the company’s
stationery

58. 265 Jean Way West Avenue , Makati
City Phone 471-2060 Fax 784
6734
If you do not have a letter head
you must write your name, address
and telephone number at the top of
the page or above the inside
address

59.  The date line is used to indicate the
date the letter was written.
 If your letter is completed over a
number of days, use the date it was
finished and mailed.
 Date formats:
American- month/date/year

60.  English - day/month/ year
 Chinese - year/month/day
 Depending which format you are using for
your letter, either left justify the date or
center it horizontally.
 Write out the date two inches from the top
of the page.

61.  The inside address is the recipient’s
address.
 It is always best to write to a specific
individual at the firm to which you are
writing.
 If you do not have the person’s name, do
some research by calling the company or
speaking with employees from the
company .

62.  Follow a woman’s preference in being
addressed as:
 Miss, Mrs., or Ms.
 If you are unsure of a woman’s preference
in being addressed, use Ms.

63.  If there is a possibility that the person
to whom you are writing is a Dr. or
has some other title, use that title.
 Usually, people will not mind being
addressed by a higher title than they
actually possess.

64.  If you don’t know a reader’s gender,
use a nonsexist salutation, except "To
Whom it May Concern."
 It is acceptable to use the full name in
a salutation if you cannot determine
gender.
 For example, you might write Dear
Chris Harmon:

65.  Dear Personnel Director,
 Dear Sir or Madam (use if you don't know
who you are writing to) The least that you
can use.
 Dear Mr., Mrs., Miss or Ms (use if you know
who you are writing to.
 VERY IMPORTANT use Ms for women unless
asked to use Mrs. or Miss)
 Dear Frank (use if the person is a close
business contact or friend)

66.  For block and modified block formats,
single space and left justify each paragraph
within the body of the letter.
 Leave a blank line between each
paragraph.
 When writing a business letter, be careful
to remember that conciseness is very
important.

67.  In the first paragraph, consider a friendly opening
and then a statement of the main point.
 The next paragraph should begin justifying the
importance of the main point.
 In the next few paragraphs, continue justification
with background information and supporting
details.
 The closing paragraph should restate the purpose
of the letter and, in some cases, request some
type of action.

68.  We are writing in connection with...
 We are writing to enquire about ...
 Thank you for your letter of February 20 concerning
…
 Further to our telephone discussion …, we would like
to inform you that ...
 With reference to your enquiry about…

69.  I look forward to receiving your reply.
 I look forward to hearing fom you soon.
 We look forward to seeing you soon.
 Please feel free to contact us if necessary.
+
CLOSE

70.  With reference to your advertisement in
the Times,
your letter of 23 rd March,
your phone call today,
 Thank you for your letter of March 5 th

71. I am writing to enquire about…
I am writing to apologize for…
I am writing to confirm…

72. I am writing to enquire about
I am writing to apologize for
I am writing to confirm

73.  Could you possibly?
 I would be grateful if you could
Agreeing to Requests
•I would be delighted to

74. Giving Bad News
•Unfortunately
•I am afraid that
Enclosing Documents
•I am enclosing/attaching
•Please find enclosed
•Enclosed you will find

75. Thank you for your help.
Please contact us again if we can
help in any way,
if there are any problems,
if you have any questions.

76. I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.

77.  Yours faithfully, (If you don't know the
name of the person you're writing to)
 Yours sincerely, (If you know the name
of the person you're writing to)
 Best wishes,
 Best regards, (If the person is a close
business contact or friend)

78. Typist initials are used to indicate
the person who typed the letter.
 If you typed the letter yourself,
omit the typist initials.

79.  If you have enclosed/attached any documents
along with the letter, such as a resume, you
indicate this simply by typing Enclosures one line
below the closing.
 As an option, you may list the name of each
document you are including in the envelope.
 For instance, if you have included many
documents and need to insure that the recipient is
aware of each document, it may be a good idea to
list the names.

80.  If you are sending a copy of the letter
to another person or company, include
that information at the bottom of the
page.
 It should have the letters Cc in front of
the information.

81.  The postscript is used to add an
afterthought.
 In sales letters, it is used mainly as added
punch.
 Use the initials PS before the message.

82.  When writing business letters, you must
pay special attention to the format and
font used.( arial, 11)
 The most common layout of a business
letter is known as block format.
Using this format, the entire letter is left
justified and single spaced except for a
double space between paragraphs.

83. Another widely utilized format is
known as modified block format.
 the body of the letter is left
justified and single-spaced.
 the date and closing are in
alignment in the center of the
page.

84.  The final, and least used, style is semi-
block.
 It is much like the modified block style
except that each paragraph is indented
instead of left justified

85.  2” Top margin
 Date QS (Press Enter 4 times)
 Inside Address– DS (press Enter 2 times)
 Salutation – DS (press Enter 2 times)
 Body – SS the text within the paragraph and
DS between the paragraphs
 Complimentary Closing – QS
 Writer’s ID (name and address)

86. Dear Mr. Monzon,
I have gone through the letter sent by your office last week. Please be advised that our
company can accept the offer to which the letter refers because it would be beneficial for our
company in several ways. Infact, we have been looking for such innovation programmes for our
junior executives for a long time but no training and consultancy company came forward to send
us this interesting proposal.
We have gone through the structure of the workshop and find it exhaustive and inappropriate.
However, the workshop may not be effective unless it includes some project work relating some
important areas of artificial intelligence. Moreover, our company may not be able to upgrade the
knowledge level in this regard on a continuous basis unless the project work is included.
There is no doubt that you have worked hard to design the structure of the programme so that it
is suited for our needs. Nevertheless, we would not be able to take any action unless we receive
your final proposal. Send this positively by the end of May, 2012.
 With regards,
 Yours sincerely,

87.  I have gone through the letter  Please refer to your letter
sent by your office last week.
Please be advised that our
dated March 29,2012,
company can accept the offer to containing the proposal to
which the letter refers because it conduct a special workshop
would be beneficial for our on Artificial Intelligence for
company in several ways. Infact, the junior executives of our
we have been looking for such
innovation programmes for our
company.
junior executives for a long time
but no training and consultancy
company came forward to send
us this interesting proposal.

88. We have gone through the I have gone through the structure of
structure of the workshop and the Artificial Intelligence module
find it exhaustive and and find it exhaustive and
inappropriate. However, the appropriate. However, you may
workshop may not be effective consider including the initiation
unless it includes some project of some specific project work
work relating some important relating to artificial intelligence.
areas of artificial intelligence. This may help us in continuing
Moreover, our company may our efforts to upgrade the
not be able to upgrade the knowledge level of our
knowledge level in this regard executives in this regard on a
on a continuous basis unless the continuous basis.
project work is included.

89. There is no doubt that you It gives me immense pleasure
have worked hard to in acknowledging the
design the structure of the effort that you have put in
programme so that it is to designing the structure
suited for our needs. of the module, which is
Nevertheless, we would appropriately suited to our
not be able to take any needs. I would appreciate if
action unless we receive you could send us the final
your final proposal. Send proposal by the end of
this positively by the end May,2012.
of May, 2012.

90.  With regards, We look forward to
hearing from you.
 Yours sincerely,
Yours sincerely,

91. cal structure which bores much resemblance of the phonological and lexical similarities of Guyanese acrolectal and mesolectal creole features. There
Dear Mr. Monzon,
Please refer to your letter dated March 29,2012, containing the proposal to conduct a special
workshop on Artificial Intelligence for the junior executives of our company.
I have gone through the structure of the Artificial Intelligence module and find it exhaustive and
appropriate. However, you may consider including the initiation of some specific project work
relating to artificial intelligence. This may help us in continuing our efforts to upgrade the
knowledge level of our executives in this regard on a continuous basis.
It gives me immense pleasure in acknowledging the effort that you have put in to designing the
structure of the module, which is appropriately suited to our needs. I would appreciate if you
could send us the final proposal by the end of May,2012.
We look forward to hearing from you.
Yours sincerely,
Name/Signature

93.  Memos are the workhorses of business
communication, used for the routine, day to day
exchange of information within an organization for
internal communication.
 Business memos describe problems, inform
employees, request information or additional
resources, explain actions and policies, provide
direction and give feedback.
 Good memos discuss one topic.
 They are less private than letters.

94. CHARACTERISTICS
I. describe problems
2. request for information or additional resources
3. contain proposals or request for proposals
4. explain policy statements
5. contain office instruction or guidelines
6. persuade the reader to take action
7. invite the reader to business meetings and
conferences
8. give feedback suggestions and recommendations
9. seek explanations and clarifications
10. polite reminders

95.  There are usually
1. upward memos – subordinates to
supervisors
2. downward memos- supervisors to
subordinates

96.  Memos should be
clear- simple, specific and familiar words. Avoid
clichés and overused proverbs and phrases
concise- essential information- Unnecessary
repetition of words, and explanation should be
avoided.
unified according to theme- ensure the memo
discusses one specific topic
informal tone- the tone is usually conversational

97. HEADING
Date: (complete and current)
To: (Name and designation of the recipient)
From: ( name and designation of the sender)
Subject: (Topic of the memo usually expressed as a
phrase)
OPENING- states the basic purpose (central idea) of the memo.
BODY - contains the message of the memo. It describes, explains
and discusses the central idea of the memo.
CLOSING- states what action the reader is required to take.
SIGNATURE- (this is sometimes used)

98.  HEADING
Date : November 21 , 2012
To /For : Janice Ilano , Administrative Officer
From : Roy David, Vice President for Internal Affairs
Subject : Seminar on Workplace Communcation

99.  Date : March 7,2012
 To : All employees
 From : Anil Marks, Director (sales and Marketing)
 Subject: New Health Scheme
______________________________________
OPENING
The company is introducing a new health scheme
called SCS Health Plan. You will receive your medical
card and a booklet outlining the terms and conditions of the
scheme by June 30,2012.
BODY
The main features of the SCS Health Plan include:
a. Medical reimbursement for treatment at private hospitals and clinics.
b. Direct payment of medical expenses to ALLMS and other important national hospital.
c. Medical facilities for retired staff
d. Token system at SCS Hospital
SCS Health Plan is compulsory for all employees of the company. The use of the medical card is
mandatory.
CLOSING
I am sure the health scheme will improve the existing medical facilities and would benefit our company. We encourage you to use your
medical card you visit a health centre or the SCS hospital and follow the guidelines contain in the brochure. Your cooperation in this
matter will be greatly appreciated.
Anil Marks

100. Other things to remember when writing a memo or
letter:
Do not end memos with these all-too-common
phrases:
 For your information.
 For your perusal.
 For your strict compliance
 For your approval
 Thank you

101. • Memorandum [Memorandum]
Format To : Mr. John Q. Public
From: Any A. Person AAP [handwritten]
• Memo may be labeled at top
center, or not, as you see fit. Date: August 27, 2007
• Place your handwritten Re : Format of Memos
initials after your typed name
in “From” line.
• Triple space after “Re” line, Paragraph 1…………………………….
which may be labeled ……………………………………………
…………………………………………..
“Subject” instead.
• Single space within Paragraph 2…………………………….
paragraphs; double space ……………………………………………
between paragraphs. ……………………………………………
……………………………………………

102. • Memorandum [Memorandum]
Format To: Mr. John Q. Public
From: Any A. Person AAP [handwritten]
• Memo may be labeled at top
center, or not, as you see fit. Date: August 27, 2007
• Place your handwritten Re: Format of Memos
initials after your typed name
in “From” line.
• Triple space after “Re” line, Paragraph 1…………………………….
which may be labeled ……………………………………………
…………………………………………..
“Subject” instead.
• Single space within Paragraph 2…………………………….
paragraphs; double space ……………………………………………
between paragraphs. ……………………………………………
……………………………………………

103. • Full Block 123 Any St.
Cookeville, TN 38505
Format August 27, 2007
Mr. John Q. Public
• All lines begin at left 456 Any Ave.
margin. Cookeville, TN 38501
• No name line in return
Dear Mr. Public:
address--unless you are
using preprinted stationery. Paragraph 1……………………………
• Double space between ……………………………………………
parts of letter; single space …………………………………………..
within parts of letter.
Paragraph 2……………………………..
• Quadruple space (i.e., 3 ……………………………………………
blank lines) between
complimentary close and Sincerely,
printed name, leaving room
for signature. [Signature]
Printed name

104. • Modified Block 123 Any St.
Cookeville, TN 38505
with Indentions August 27, 2007
Format
Mr. John Q. Public
456 Any Ave.
Cookeville, TN 38501
• Indent first line of each
paragraph 5 spaces. Dear Mr. Public:
• Otherwise follow modified
block format. Paragraph 1………………………….
……………………………………………
• This format is sometimes ……………………………………………
referred to as Semiblock with
Indentions format. Paragraph 2………………………….
……………………………………………
Sincerely,
[Signature]
Printed Name

105. • Simplified Format 123 Any St.
Cookeville, TN 38505
August 27, 2007
• Replace Salutation with “Re”
(or “Subject”) line. Pat Smith
456 Any Ave.
• Otherwise follow one of the Cookeville, TN 38501
other letter formats exactly.
• Use this format when no Re:
recipient name is known or
when name is of ambiguous Paragraph 1…………………………
……………………………………………
gender and actual gender of
…………………………………………..
letter recipient is unknown
(i.e., Pat Smith). Paragraph 2…………………………
……………………………………………
Very truly yours,
[Signature]
Printed Name

107.  Electronic –mail is the medium of
communication that sends and receives
messages through specially designed
computer networks.
 They are means to reach people both inside
and outside the organization.

108.  NETIQUETTE
 It's likely that Internet tools will provide most
of the mediated communication in which
your group engages. Netiquette refers to
etiquette on the Internet. The guidelines
below generally apply to email, chat rooms,
and discussion boards.

109.  Keep messages as straight-forward and concise as possible. Recipients
may hit the "delete" button if they see a lengthy, cluttered, and unclear
message.
 Quote relevant parts of a message to which you are responding so the
original sender (or others who may read the email) understands the
context of your response.
 Make sure that your name and the message's subject are included.
 Focus on one topic in each message. If you try to cover multiple topics,
some of your points may be missed.
 Type in lowercase. Uppercase means that you're SHOUTING.
 Keep in mind that for many Internet users, and possibly members of your
small group, English is not their first language. Ask senders for
clarification before making judgments and jumping to conclusions.

110.  Before you write an email, ensure that you are aware of
the organization’s e-mail policies.
 When you write emails, adhere to netiquette standards.
 Stick to business. Do not send jokes or other non-business
messages.
 Keep the message brief; when you reply to a former email
do not quote long passages.
 Write correctly- you should edit, and proofread your e-
mail before sending them.

111. Do not FLAME. To flame is to scorch the readers with scathing
criticism, usually in response to something that the person wrote
in a previous message. When you are angry keep your hands away
from the keyboard.
 Make your messages easy on the eyes. Use uppercase and
lowercase letters, and skip lines for paragraphing where
necessary.
 Do not forward a message to an online discussion forum without
the writer’s permission. Doing so is unethical and illegal; the email
is the intellectual property of the writer.
 Do not send an email unless you have something to say.

112.  ALWAYS proofread your correspondence
before printing.
 It is also good to have someone else
proofread your work.

113.  Write a letter of Invitation to someone to be your
guest speaker for the coming seminar –workshop of
your department with the theme Enhancing
Communication in the Workplace. (You may decide
on the venue and the date).
 Use all the parts of a letter
 The return address
 Date line
 Inside address
 Salutation
 Body of the letter three paragraphs
 Complimentary closing

114.  Your immediate supervisor sent you a memo
requesting you to explain in 24 hours why you
have been coming to work late for the past
three (3) days.
 Write a memo to your office staff requesting
him/her to explain in 24 hours the reason
behind his or her absence for the past three
(3) days.

115.  Carrel, Joyce.,.2004.,Writing and grammar,
communication in action, Pearson
Education South Asia,Singapore.
 Hands, Penny.,2002., Time-chambers English
grammar usage., 2002.,Federal
Publication.,Singapore.
 Paterno, Adelaida., 2003.,Oral readers of English as
a second language.,Rex Book Store, Manila.
 Richard Killer.,2005 Double –check your workplace
English.,New Day Pub.,Q.C.