Republic of the Philippines

OCCIDENTAL MINDORO STATE COLLEGE

Labangan, San Jose, Occidental Mindoro
website: www.omsc.edu.ph email address: [email protected]
Tele/Fax: (043) 457-0231 CERTIFIED TO ISO 9001:2015
CERT. NO.: 50500643 QM15

Learning Module
in
Business Report Writing

Compiled by:
Miracle B. Tuazon, LPT

The compiler does not own any of the contents of this learning module. Due credits and
acknowledgment are given to the authors, internet sources, and researchers listed on the
reference page. Such sources are reserved to further explain concepts and cannot be credited to
the compiler and the school. All diagrams, charts, and images are used for educational purposes
only. The sole objective of this instructional material is to facilitate independent learning and
not for monetary gains because this is NOT FOR SALE.

2020 Revision
 Republic of the Philippines
OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro
website: www.omsc.edu.ph email address: [email protected]
Tele/Fax: (043) 457-0231 CERTIFIED TO ISO 9001:2015
CERT. NO.: 50500643 QM15

APPROVAL SHEET

This Instructional Material entitled LEARNING MODULE IN BUSINESS

REPORT WRITING, authored by MIRACLE B. TUAZON, A.Y. 2020-2021, is
recommended for production and utilization by the students and faculty members of the
Occidental Mindoro State College.

PANEL OF EVALUATORS

Local Evaluation Committee

College of Business, Administration, and Management

LIEZEL C. GARCIA, MPA ANGELA M. GALISANAO, PhD

Member Member

JOSUE C. DELFIN, DBM

Chairperson

Overall Instructional Materials Development Committee

VENESSA S. CASANOVA, PhD MA. IMELDA C. RAYTON, MAEd

Member Member

Recommending Approval:

JESSIE S. BAROLO, JR., MAEd

Chairperson

Approved:

ELBERT C. EDANIOL, EdD

Vice President for Academic Affairs
 PREFACE

College of Business, Administration, and Management demands skills

development that prepare students for employment both locally and globally. In this
regard, this module provides activities that will engage learners to practice their writing
skills, further scaffold learners to express oneself clearly and communicate effectively and
sharpen the learners mind through reading and provided activities.

This module in business English focuses on writing of business letters, reports,

memoranda, minutes of meetings and other forms of communication in acceptable
format and other related topics. With the utilization of this module, the students will have
a thorough understanding of how to communicate effectively in a business world since
their exposure is not limited to written business communication.

This module offers simple, easy, relevant, practical and useful exercises which will
definitely help the students acquire the necessary written skills needed to meet and cope
with the demands of the ever-changing occupational trends and also aims to fully equip
incoming professionals to become prepared to the challenges and opportunities that they
may encounter in the world of work.

May this material serve its purpose.

-The Author
 TABLE OF CONTENTS

Lesson 1: Sentence
Basic Elements of a Sentence 1
Subject and Verb Agreement 2

Lesson 2: Nature of Business Communication 7

Definition of Business Communication 7
The Process of Communication 7
Modes of Business Communication 8
Goals of Business Communication 19
Business Writing Vs. Creative Writing 20

Lesson 3: Business Letter Writing 22

The Cs of Business Letter Writing 22
Mechanics in Business Letter Writing 26
Lesson 4: Parts of Business Letters 37
Elements of Business Letters 37
Styles or Forms of Business Letters 41

Lesson 5: Letter of Application 57

Letter of Application 57

Lesson 6: Resumé 61
Resumé 61

Lesson 7:Job Interview 68

Job Interview 68

Lesson 8:Written Business Letters 72

Business Letters 72
Business Reports 85
Inter-Office Communication (Memorandum & Minutes of the Meeting) 87
References 90
 LESSON 1
SENTENCE

TOPICS
1. Basic Elements of a Sentence
2. Subject and Verb Agreement

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Proficient and effective communication (writing, speaking and use of new
technologies)

TOPIC 1: BASIC ELEMENTS OF A SENTENCE

Subject
Every complete sentence has a subject and a predicate. The subject performs the action
in the sentence:

 The cat ran in circles.

 I passed the examination.
 His projector would not function.

Predicate
The predicate is what comes after the subject. In a simple sentence, the predicate can
be just a verb (the action happening in the sentence):

 She laughed.
 He wrote an application letter.

Object
The object is the receiver of the action in a sentence: “He broke the rule” or “He
threw the ball.” Objects can be any word or group of words functioning as a noun,
and each type of object can also be categorized as a complete, simple, or compound
object. Categorized by their different functions within a sentence, the three types of
objects are:

 Direct Object - "I wrote a letter." (What did I write? A letter.)

 Indirect Object - "I wrote a letter to my friend." (Who did I write a letter to? My
friend.)
 Prepositional Object - "I wrote on the paper." (What did I write on? The paper.)

1
Task/Activity
Activity
Compose ten (10) sentences and underline the subject, encircle the predicate and
enclose the object in a box.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

TOPIC 2: SUBJECT AND VERB AGREEMENT

Basic rule: Singular subjects must have singular verbs. Plural subjects take
plural verbs.

Note: The subject is in bold face and the verb has underline.

Rule 1. A verb should agree with its subject in number.

 Singular noun/pronoun requires singular verb.
 Plural noun/pronoun requires plural verb.

Example:
He is a student.
They are students.

Rule 2. Do not get confused by the words that come between the subject
and the verb; they do not affect agreement.
Example:
The student, who is writing on the wall, is usually very good.

Rule 3. Prepositional phrases between the subject and verb usually do not
affect agreement.
Example:
The colors of the classrooms are refreshing.

Rule 4. When sentences start with “there” or “here,” the subject will
always be placed after the verb.
Example:
There is a problem with the balance sheet.
Here are the papers you requested.

Rule 5. Plural titles of the books, periodical, films and the like take a
singular verb.
Example:
Great Expectations is our favorite.

2
The Seven Habits of Highly Effective People is my favorite book.

Rule 6. The singular verb form is usually used for units of measurement or
time, amount of money, space of time, when use as subject of the
sentence take singular verb.
Example:
Two hundred pesos is the cost of my project.
Three yards of cloth costs three hundred pesos.
Two hours walk everyday is good for the body.
Four quarts of oil was required to get the car running.

Rule 7. When any of the following indefinite pronouns is the subject, the
verb is singular: EVERY, EACH, EVERYONE, EVERYBODY, EVERYTHING,
NOBODY, NOTHING, NO ONE, ANYONE, ANYBODY, ANYTHING,
SOMEONE, SOMEBODY, SOMETHING, EITHER, NEITHER take a singular
verb.
Example:
No one of my staff wants to give advice.
Each man and woman has the right to vote.
Everybody wants to be loved.

Rule 8. The number vs. A number:

 The number – use singular verb
 A number – use plural verb

Example:
The number of people died due to the pandemic Corona virus was 100, 000 and more.
A number of people are waiting for the arrival of the president.

Rule 9. Adjectives used as a subject take plural verb.

Example:
The organized are always well liked.
The hardworking are rewarded.

Rule 10. Compound subject joined by NOT ONLY…BUT ALSO, and BOTH…
take a plural verb.
Example:
Not only the boys but also the girls are entitled to scholarship.
Both you and I have the chance to be promoted.

Rule 11. Some and all take a singular verb if followed by a non-count noun
and plural if followed by a count noun.
Example:
Some people are desperate to me.
Some mayonnaise was spread on the sandwich.

3
Rule 12. If one subject is singular and one plural and the words are
connected by the words OR, NOR, NEITHER/NOR, EITHER/OR, AND NOT
ONLY/BUT ALSO, you use the verb form of the subject that is nearest to
the verb.
Example:
Either the bears or the lion has escaped from the zoo.
Neither the lion nor the bears have escaped from the zoo.

Rule 13. Collective nouns like HERD, SENATE, CLASS, CROWD, FLOCK, etc.
usually take a singular verb.
Example:
The herd is stampeding.

When collective noun is taken individually, then the verb is plural.

Example:
The committee disagree on the result of the exam.

Rule 14. FEW and LESS / A LITTLE; MANY and MUCH – use few for count
noun and less / A little for non-count nouns.
 Use singular verb for less and plural for few.
 Use many for count nouns and much for non-count nouns.
 Use a singular verb, for much, and plural verb for many.

Example:
For the size of our office, few computers are enough.

Rule 15. When the gerunds (verb + -ing) are used as the subject of a
sentence, they take the singular verb form of the verb; but, when they are
linked by and, they take the plural form.
Example:
Standing in the water was a bad idea.
Swimming in the ocean and playing drums are my hobbies.

Rule 16. If one of the subjects is affirmative and other negative; the verb
agrees with the affirmative subject.
Example:
Not the teacher, but the students, were absent that day.
The students, but the teacher, were absent that day.

Rule 17. When either or neither are used without or and nor, respectively,
a singular verb is needed.
Example:
Neither of them plays guitar.
Either of them is going to perform the task.

4
Rule 18. Nouns occurring in sets of two take a singular verb when the
noun pair is used but take plural verb when the noun pair is not used –
regardless of whether one pair or more is being referred to.
Example:
A pair of shoes is ruined by the flood.
These shoes are not so clean.

Rule 19. The indefinite pronoun none is singular occasionally require a

plural verb.
Example:
None of the students have done their homework.

Rule 20. If two infinitives (to + base form of the verb) are separated by
and they take a plural form of the verb.
Example:
To read and to write require great skill.

Rule 21. Nouns in plural form but singular in meaning take singular verb.
Example:
Statistics is my favorite subject.

Rule 22. Multiple subjects – words or phrases (TOGETHER WITH, AS WELL

AS, IN ADDITION TO, INCLUDING, WITH, PLUS, and ACCOMPANIED) added
to a singular subject do not make it plural.
Example:
The table, together with the chairs, costs ₱15,000.00.

Rule 23. The pronoun “YOU” always takes a plural verb.

Example:
You were invited to come.
You are asked to clean the room.
You sing so well.

Final Rule: Remember, only the subject the subject

Task/Activity

Activity 1
Underline the proper verb that should be used in each sentence.
1. Molly (run, runs) to the park every day.
2. The dogs (bark, barks,) at strangers.
3. Tom and Jerry (is, are) going to the movies.
4. The game (was, were) exciting.

5
5. They (worry, worries) too much.
6. She (study, studies) every night.
7. Black or white (is, are) your choice.
8. That (was, were) incredible.
9. Those (is, are) pretty shoes.
10. The cat or dog (is, are) in the yard.
11. The girl or her sisters (watch, watches) television day.
12. Rob (doesn’t, don’t) like sports.
13. His classmates (study, studies) before a test.
14. One of the cookies (is, are) missing.
15. A lady with 10 cats (live, lives) in that big house.
16. Mumps (is, are) very serious.
17. The committee (decide, decides) when to adjourn.
18. Our team (is, are) the best.
19. Everybody (enjoy, enjoys) a good song.
20. Either (is, are) suitable.

Activity 2
Identify whether each sentence is correct or incorrect and explain why it is correct or
incorrect.
1. They have been waiting a long time.
2. The pen or the pencil are lost.
3. Someone don’t understand.
4. Those has been cheaper in the
5. Ace and Glenn like sports.
6. These are really special.
7. You rides with me.
8. All of them goes to school.
9. Jack likes Kate.
10. That movie was awesome.

Activity 3

Compose two examples for each rule in the subject and verb agreement.

________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________

6
 LESSON 2
NATURE OF BUSINESS COMMUNICATION

TOPICS
1. Definition of Business Communication
2. The Process of Communication
3. Modes of Business Communication
4. Goals of Business Communication
5. Business Writing vs. Creative Writing

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Critical, analytical and creative thinking
2. Capacity to reflect critically on shared concerns and think of
innovative, creative solutions guided by ethical standards

TOPIC 1: DEFINITION OF BUSINESS COMMUNICATION

Business communication (Feinberg, 1982) is a process of imparting or

interchange of thoughts, opinions or information by speech, writing or signs for the
business of living, learning or earning a living.
Business communication is a complex process of information exchange involving
ideas, situations, feelings, functions, resources, products, and services for the
satisfaction of the parties concerned.
Commerce or trading (Menoy, 2010) between and among people took place
during prehistoric times. Before the first coins or mediums of exchange were minted, all
sorts of products were sold and bought in various types of markets. The exchange of
goods between buyers and sellers involves money. And any transaction that involves
monetary consideration is known as business. Therefore, business communication is the
communication that takes place between two parties bound by a transaction of a
financial nature or having no financial character. For financial character, an example is a
film producer and an action star engaged in a one-year movie contract talk business. For
having no financial character, an example is an HRD officer of company M sends a letter
to a probationary employee whose services have been terminated.

TOPIC 2: THE PROCESS OF COMMUNICATION

The communication process has these elements:

Message. It is the body of information that creates the communication process. Without
this element, no communication takes place.

7
Sender. The source of the message that has the full authority to explain or decode the
meaning of the information created.
Channel. It is the way by which the message nay be carried or communicated. The letter
carriers, relay stations or transmitters are some common channels.
Receiver. The party who accepts the message from the sender. This also makes
feedback out of the information taken from the source.
Feedback. It is the response that is sent back by the receiver or decoder to the sender or
encoder. The feedback reveals the effectiveness of the communication undertaken.
Also, the feedback tells whether the message is accepted favorably or unfavorably.

Message

Sender Receiver

Feedback

Figure 1. Illustration of communication process

TOPIC 3: MODES OF BUSINESS COMMUNICATION

According to Menoy (2010), as in any field, communication in business comes in oral

and written modes. Oral business communication uses spoken words; it exists between tellers
and dep0ositors, between a resource speaker and seminar-work shoppers, between a foreman
and laborers, between a saleslady and a customer, and so on. On the other hand, written
business communication uses written printed words; it takes place between an applicant and a
Human Resource Department officer, between an external auditor and the corporation’s
stockholders, between a bank manager and his clients, between a proprietor and his employees,
between a lending institution and debtors, and so on.

Oral Business Communication

A business communicator must have a good command of the language he uses
for communication. He ought to be proficient orally. To attain proficiency in oral
business communication, he should consider in every speaking situation the elements
that make up the SPEAKING paradigm devised by Dell Hymes. These elements are as
follows:
S-Setting (where and when). The speaker must consider the time and the place of
speaking. Will the speech be delivered in the auditorium, audio-visual room, theater,
church, or classroom? Will it be rendered in the morning, noontime, afternoon, or
evening? The venue dictates the kind of clothes to be worn by the speaker, while the
time helps him determine the needs to be satisfied by the speaker.

8
P-Participants (who). The interlocutors take part in a speaking activity. They are both
speakers and listeners. As speakers, they have to consider their listeners’ age, gender,
educational attainment, level of intelligence, occupation, and other personal data.
These data are helpful in producing the desired effect upon the listeners.
E-End (why). The speaker must have a single purpose in mind in preparing the speech
he will present. The purpose gives him direction in preparing and presenting his speech.
A-Act (how). The speaker needs to determine the manner by which he delivers his
speech.
K-Key (how formal). The formality or informality of the speech occasion is a
determinant of the language to be used, the attire to be worn and the speech acts.
I-Instrument (with what instrument or medium). The most basic instrument used in
human communication is the voice. Other than the voice, a speaker may use a
telephone, a microphone, a megaphone, a speaker, etc. to amplify the voice to make it
audible.
N-Norm (what). The speaker’s primary concern is the topic or the subject of his speech.
Initially, what matters to the speaker, as well as the listeners, is what is spoken about.

G-Genre (which kind). A speech may fall under any of the four genres according to
purpose of the oral discourse. These genres are (exposition, description, narration,
argumentation).

Written Business Communication

A business communicator must excel not only in oral discourse but also in
written one. While most of the business transactions are executed orally, there are
situations that call for written communication as in the case of business letters, reports,
and contracts. It is advisable for a business communicator to be proficient in writing.
Therefore, he needs to consider the following elements that form part of the WRITING
paradigm Menoy (2009) as cited by (Menoy, 2010) devised by this writer.

W-Width (to what extent). The extent or scope of the letter, article, or report helps the
writer set the limits of his writing.

R-Register (what language). The kind of language is based on the type of reader/s
whom the writer expects to read. If a reader is a doctor or a group of doctors, he has to
use medicalese. If he will have a company of lawyers as readers, he has to use legalese.
If his audience is composed of computer specialists, his language must be computerese.
If his readers are accountants and auditor in a business establishment, his words must
be commercialese.

I-Intention (why). The writer must have a single purpose (to inform, to entertain, to
persuade, etc.) in doing his write-up. In every stage of writing, he must be guided by
such purpose.

T-Tenor (what tone). There has to be a singular tone in writing. Must the tone be
jubilant (as when the writer congratulates a business associate who has won an award),
sad (as when the writer condoles with the bereaved family of the recipient), optimistic

9
(as when the writer hopes for a positive response to a request), censorious (as when the
writer blames the recipient for delivering a defective merchandise), or what not? The
tenor depends upon the occasion, the prevailing circumstances, and the attitude of the
speaker toward his subject.

Information (what). Most business letters and reports are informative, that is, they
impart pieces of information. However, even entertaining and persuasive business
communication has bits of information to offer.

N-Needs of the audience (what needs/whose needs). Any writer must write not to
impress, but to express. Hence, he adapts his writing to his audience. He writes not in
such a way that he brags about all that he knows, but in a manner that he provides what
the audience needs, no more, no less. If the information he provides is insufficient or
wanting, he falls short of the audience’s expectations. On the other hand, if the
information he provides exceeds that which the audience needs, he appears boastful
and consequently earns the ire of the audience.

G-Genre (which kind). Similar to the oral discourse falls under any of the four genres: A
written work which explains is expository (e.g., a business report); that whish
characterizes is descriptive (e.g., a product specifications); that which tells a story is
narrative (e.g., a firm’s history); and that which convinces or actuates is argumentative
(e.g., a print advertisement).

Forms of Written Business Communication

Business communication comes in three forms: printed forms, letter forms, and
report forms. Of the three, the printed forms are the most common and the report
forms are the least common. To facilitate the task of the business correspondent, some
firms transform business letters into readily available printed forms. Examples of these
forms are provided below.

Printed Forms

10
Letter Forms
Business letters are of various kinds. They are used to document almost all
business transactions, such as sale, sales return, purchase, purchase return, etc.
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro
May 25, 2020

MISS ANNALISE KEATING

Bonifacio Street, San Jose
Occidental Mindoro
Dear Miss Keating,

11
 It has been years since you last visited OMSC. Within the span of time from the
day of your graduation until the present, your alma mater has undergone a lot of
changes, both major and minor. Among the latest developments in OMSC which should
merit your attention is the putting up of a computer laboratory for Dynamic Education
(DynEd English online instruction last school year, which is now known as the English
Language Center (ELC), and of another computer laboratory for the same purpose. ELC
is located at the Extension Campus, while the new laboratory is situated at the Main
Campus.
You acquired your education here and you know for a fact has been the mission of
the school to provide quality accessible to all.

In its effort to fulfill its mission, the school purchased the DynEd courseware and 30
units to be installed in the newest computer laboratory, together with the 10 units
donated by the Rotary Club. These computers serve to augment the numbers of units
now available for use in the Nursing Building. The acquisition of the new units is
tantamount to the availment of the DynEd program by more OMSC students.
DynEd courseware is offered to freshman students enrolled in English 113 and
123. It is a program designed to develop the proficiency of students in a fun and easy
way. Through interactive. Listening-based activities, students enjoy a variety of language
exercises as they are exposed to different communication situations. It prepares them
to communicate with English speakers in the natural setting; therefore, it renders them
competitive as far as local and overseas employment are concerned. It does away with
the traditional method of language instruction which is slow, painful, and discouraging.
Indeed DynEd lessons help students improve their communicative skills (listening,
speaking, reading, and writing) without hassle, without fear.
OMSC does this manifest its concern for its primary customers, the students.
One of its utmost objectives is to satisfy the needs of its students, just as it satisfied your
needs before.
Being partners of OMSC, you help promote you alma mater by spreading this
Good News from the school that cares – OMSC.
Sincerely yours,

MIRACLE B. TUAZON
CBAM Faculty

Report Forms
Compared to business letters, business reports are longer works. Because usually
they are five-page lone or even longer, they contain more details. They are more formal
impersonal than business letters.

Directions of Business Communication

The people in one organization are arranged in a hierarchy. Ordinarily, the
organizational structure proceeds from the highest (the top-ranking executives) to the
12
lowest (the rank-and-file employees). To promote a harmonious and good working
relationship between and among these people, they must deal accordingly with co-
workers through proper business communication. Knowledge of the directions of
business communication is important in this respect (Menoy, J., 2010).
Downward Direction

Superior

Subordinate Subordinate Subordinate

The most common of the directions of business communication is the downward

direction, as shown in the graph above. Usually, a superior issues a memorandum to his
subordinate. Memoranda issued by subordinates to their superiors are rare. Oftentimes,
downward business communication comes in the form of instructions from superiors
to subordinates.

Upward Direction
Upward business communication proceeds from a subordinate to a superior, as
in a reply of an accounting clerk to a chief accountant. It is not commonplace for a
subordinate to initiate a communication, particularly in writing. Other examples of
upward business communication are a resignation letter from a rank-and-file employee
addressed to the HRD officer, a report of a sales clerk submitted to the manager of the
Sales Department, and a student's mini-thesis submitted to his research adviser.

Sideward or Lateral Direction

Sideward or lateral direction business communication occurs between peers.
Examples of this kind of communication are a memorandum issued by a dean in one
college to a dean in another college, a condolence letter given to a teacher by his fellow
teachers, and a congratulations letter received by a laborer from his co-workers.

Outward Direction
Outward business communication exists between parties belonging to separate
organizations. For instance, a sales manager of a wine manufacturing company
distributes sales letters promoting the company’s new liquor products to wholesalers.

Inward Direction
Inward business communication also exists between parties belonging to
separate organizations, but differs from outward business communication in the sense
that the former emanates from people outside the organization, whereas the latter
emanates from within the organization.

13
Electronic Mail (E-Mail)
E-mail, which is the short form for electronic mail, started as "a personal,
sometimes cryptic form of correspondence and has evolved into a primary form of
communication because of these desirable characteristics: convenience, efficient
delivery, and cost savings (Brantley and Miller, 2007).”Contrary to the traditional or snail
mail (so called because of its slow pace), the e-mail is fast. E-mail messages reach their
destinations not only locally but also globally within minutes. The delivery is efficient
because there is a very slim chance that the mail will be lost while in transit, as opposed
to the snail mail which takes time in reaching the recipient's hand and is in danger of
getting lost in transit. An e-mail correspondent saves money as he does not spend for
postage or stamps, paper, and envelopes; moreover, he can send his message to a large
number of recipients without incurring additional cost.
Nowadays there is a trend to use e-mail as business correspondence. Because of
this tendency, the e-mail has slowly transformed from being a personal communication
into an impersonal one inasmuch as business communication is characterized by
impersonality. The e-mail sender who represents his organization must take all
precautions in order not to tarnish his good image and the reputation of his
organization. It is important to remember that “e-mail is good choice when delivery
time is important, the content brief and routine, and privacy is not an issue Brantly and
Miller (2007) as cited by (Menoy, 2010)” and that is not good to abuse it.
To write effective e-mail messages, a correspondent must bear in mind the following
suggestions offered by Brantly and Miller (2007) as cited by (Menoy, 2010):

1. Apply the rules of grammar, spelling, and punctuation.

2. Send relevant messages.
3. Avoid e-mail jargon, for example, emoticons (icons showing emotions such
as smiling).
4. Observe netiquette (an official code of conduct and rules for online
interaction and behavior essential for e-mail messages.
5. Develop a single topic, concise message that can be covered in three or fewer
key points.
6. Write a concise, descriptive subject line to encourage reading.
7. Do not arbitrarily designate a message as urgent or priority.
8. Get to the main idea quickly; stay on topic.
9. Send copies only to those who need to receive the message.
10. Determine an appropriate greeting.
11. Use irony and humor with care.
12. Do not flame or use threatening or angry language.
13. Do not key your message in all capital letters.
14. Review your message before hitting the Send button to make sure that what you
say is what you intend.
15. Identify yourself.
16. Do not automatically send attachments or forward someone else's e-mail.
17. Confirm the recipient.
18. Check your e-mail regularly; in most cases, respond promptly.
19. Check the accuracy of the recipient's address to ensure that the e-mail is
directed to the intended receiver/s.
20. Present information in lists when appropriate.

14
 21. Use a professional e-mail address.
22. Key messages in traditional upper-and-lowercase combinations.
23. Use easy-to-read fonts, sizes, and colors; and avoid graphics.
24. Keep messages short, and separate paragraphs with a blank line.
25. Include a signature, but eliminate a complimentary close.
26. Include relevant parts of an original message when responding.

Task/Activity

Activity 1
Error Analysis: Analyze the following script for a telephone conversation and
enumerate the errors committed by the parties involved. On the space provided, write
your suggestions on how to make such business communication effective and to
create a good first impression.

Mira is busy talking and eating peanuts with officemates when the phone rings. Mira
and company look at one another, then one signals Mira to answer the call since she is
the nearest to the telephone. She stands on the third rings and answers the phone after
the fourth ring.

Mira: (Still holding and munching some peanuts, lifts the receiver) Hello, good
afternoon. This is OMSC.
Caller: Is this the Accounting Department?
Mira: Yes, this is the Accounting Department?
Caller: Can I talk to Atty. Balmes?
Mira: I’m sorry, Ma’am. She’s not here at the moment.
Caller: Will he be coming?
Mira: Oh, I’m not sure if he’s coming. Try to call later.
Caller: Can I leave a message?
Mira: Sure, please do.
Caller: Please tell him…
Mira: Hey, wait1 I’ll get a pen and paper. (Puts down the receiver and some peanuts
held in one hand and frantically rushes to the next table to get a pen and paper, then
returns to the previous table and lifts the receiver again) Ma’am, what’s your message?
Caller: Kindly tell Atty. Balmes that I’ll meet her in his office between 4:00-5:00 pm
today.
Mira: Is that all, Ma’am? Siyanga pala, Ma’am, may I know your name?
Caller: I’m Ms. Josie Villa
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

15
 Activity 2

Directions of Communication: assuming that you are from OMSC, classify the
following according to the flow of communication.
1. __________________________ OMSC CBAM students  OMSC CTE students
2. __________________________ OMSC studentry  OMSC faculty
3. __________________________ OMSC president  OMSC faculty
4. __________________________ DBP bank manager  OMSC faculty
5. __________________________ OMSC purchasing manager  DBP bank manager
6. __________________________ OMSC CBAM Dean  OMSC CTE Dean
7. __________________________ OMSC CBAM Dean  OMSC VPAA
8. __________________________ OMSC CBAM Dean  OMSC CTE faculty
9. __________________________ DWCSJ CBAM Dean  OMSC CBAM Dean
10. __________________________ OMSC CBAM Dean  DWCSJ CBAM Dean

Activity 3

Analysis: Analyze the following situations into their respective elements

1. A business tycoon announces the opening of a new branch in San Jose during a
business meet in PICC.
2. A manufacturing firm sends sales letter to prospective customers to promote its
product launched recently.
3. An account executive explains the benefits of using the cooking equipment to
the restaurateur.
4. An external auditor sends his financial report to the board of directors of a
corporation.

1. S - 2. W – 3. S - 4. W –
P– R– P– R–
E– I– E– I–
A– T– A– T–
K– I– K– I–
I– N– I– N–
N– G– N– G–
G– G–

Activity 4

Multiple Choice: On the space before the number, write the lowercase letter that
corresponds to the word or expression that best completes the statement. If all options
do not fit the statement, write e.
1. Business communication is exemplified by all of the following, except
a. a movie contract
b. a radio newscast
c. a television commercial
d. a newspaper advertisement
2. Business communication is exemplified by all of the following, except
a. a businessman’s letter to his wife
b. an announcement of job vacancies
c. an official receipt
d. a bill of lading

16
3. BFAD’s order to Red Bull products from supermarkets is business communication
because it
a. emanates from a government agency
b. involves red Bull products
c. has a financial character
d. is an order to recall

4. Oral business communication comes in the form of a

a. brochure c. contract of lease
b. bank reconciliation report d. memorandum
5. Oral business communication comes in the form of a
a. weather forecast
b. prediction of Feng Shui expert
c. laboratory science report
d. business news
6. Written business communication comes in the form of a/an
a. invitation to a birthday party
b. chain letter
c. lecture note
d. invitation to bid
7. Written business communication comes in the form of the following, except a
a. disconnection notice
b. concert ticket
c. deed of sale
d. pawn agreement (papel de agencia)
8. Written business communication comes in the form of the following, except a
a. professional license c. marriage contract
b. loan application form d. petty cash voucher form
9. Verbal communication is exemplified by all of the following, except a/an
a. mime c. research paper
b. sales talk d. announcement of suspension of classes
10. Non-verbal communication is exemplified by all of the following, except a
a. blinking of the eyes c. pouting of the lips
b. nasalized utterance d. raising of the eyebrows
11. The S (setting) in a protest rally may be any of the following, except
a. the church c. public market
b. the streets d. the school premises
12. The S (setting) in a seminar-workshop may be any of the following, except
a. in the afternoon c. at lunchtime
b. in the wee hours of the morning d. in the evening
13. The P (participants) in a business telephone conversation may be any of the
following, except
a. a seller and a buyer c. a tenant and a landlady
b. a debtor and a creditor d. a landlord and his lady
14. The E (end) in a business seminar may be any of the following, except
a. to let the attendees learn the tricks of the trade
b. to let the employees observe time management
c. to teach the buyers how to use the products effectively
d. to make the customers the firm’s partners in business
15. The A (act) in an oral business negotiation includes the following, except
a. complaining c. auditing
b. explaining d. arguing

17
16. The K (key) in informal in the following situation:
a. a round-table meeting of the Ways and Means Committee
b. a panel discussion on the effects of recession
c. a business lecture about entrepreneurship
d. an APEC summit
17. The I (instrument) in a business meeting includes the following, except
a. the voice of the moderator c. a telephone
b. a microphone d. a megaphone
18. The N (norm) in an audit reporting seminar is usually an analysis of the
a. accounts payable
b. accounts receivable
c. accounts in the financial statement
d. cash flow
19. The G (genre) of a student’s oral report on inflation is a/an
a. exposition c. description
b. argumentation d. narration
20. The G (genre) of a print advertisement in a daily tabloid is a/an
a. exposition c. description
b. argumentation d. narration
21. The R (register) in a business lawsuit is
a. mediclese c. legalese
b. computerese d. journalese
22. The I (instrument) in a business annual report is
a. to inform the public about the firm’s annual accomplishments
b. to let the people know of the firm’s yearly problems
c. to let the people know of the disasters that affected the firm in one year
d. to persuade the readers to invest in the corporation
23. The I (instrument) in a promissory note is
a. the creditor’s promise to pay at a future date
b. the debtor’s promise to pay at a future date
c. the seller’s promise to deliver the goods at a future date
d. the buyer’s promise to purchase the goods at a future date
24. The I (instrument) in a lease contract is the terms and conditions between the lessee
and the
a. lesser c. lender
b. renter d. done
25. A printed form is exemplified by all of the following, except a
a. cash voucher c. delivery receipt
b. bank reconciliation report d. note pad
26. Upward business communication is exemplified by all of the following, except
a. purchasing clerk  purchasing manager
b. godson  godfather
c. news editor  editor-in-chief
d. account executive  sales manager
27. Downward business communication is exemplified by all of the following, except
a. foreman  labourer
b. accounting supervisor  accounting clerk
c. sales manager  sales clerk
d. HRD officer  psychometrician
28. Sideward business communication is exemplified by all of the following, except
a. teacher  co- teacher
b. account executive  salesman
c. sports editor  news editor
d. wholesaler  retailer

18
29. Inward business communication is exemplified by all of the following, except
a. immigration officer  foreigner
b. depositor  bank teller
c. client  firm’s auditor
d. reader  editor-in-chief
30. Outward business communication is exemplified by all of the following, except
a. bank manager  depositor
b. advertiser  public
c. employee  co-employee
d. publisher  readers
Activity 5
Paragraph Writing: Write paragraphs to show the following:
1. the difference between oral communication and written communication; and
2. the different directions of communication.
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________

Rubric
4 3 2 1 SCORE
Weakly stated
Strong Adequate Unclear main
main idea
main idea main idea idea
weakly
Main Topic restated in restated in not restated
restated in
the closing the closing in closing
closing
sentence sentence sentence
sentence
Three or
more Two One
Supporting supporting supporting supporting No supporting
Sentences sentences sentences sentence sentences
per per paragraph per paragraph
paragraph
Several errors
Many errors Many errors
that
Few, if any, that that
Grammar do not
errors interfere with make it
interfere with
meaning illegible
meaning
TOTAL

TOPIC 4: GOALS OF BUSINESS COMMUNICATION

1. To seek understanding. Of course, the message should be fully understood by

the receiver. The idea in the mind of the sender should correspond to the idea
formed in the mind of the message receiver. Any incongruence in the
interpretation of the message between the sender and the receiver results to
miscommunication.
2. To elicit response. It is not enough that the receiver understands the message,
the most important is an action is undertaken for the message.

19
 3. To establish good will. You create good relations with other individuals in
organizations. This tends to build mutual agreement, respect, cooperation, and
collaboration not only at present but also for future undertakings.

TOPIC 5: BUSINESS WRITING VS. CREATIVE WRITING

Business writing

The main requirement and focus of business writing is clarity. Clear and precise
language must be used so the communication is easy to read. The style is professional
and courteous but not overly formal.
Ideas need to be well developed with examples and details as needed. There
should not be too many extra words, like adjectives and adverbs, and clichés are not
necessary. There is much more involved in academic writing than in business writing.
(www.yourdictionary.com)
Here are the formats that need the proper business writing style:

 Letters
 Memos
 Business email
 Press releases
 Executive summaries
 Resume writing

Creative Writing
Creative writing is an art of sorts - the art of making things up. It's writing done in
a way that is not academic or technical but still attracts an audience. Though the
definition is rather loose, creative writing can for the most part be considered any
writing that is original and self-expressive. A news article, for example, cannot be
considered creative writing because its main goal is to present facts and not to express
the feelings of the writer. While a news article can be entertaining, its main purpose is
to present the facts.
The purpose of creative writing is to both entertain and share human
experience, like love or loss. Writers attempt to get at a truth about humanity through
poetics and storytelling. If you'd like to try your hand at creative writing, just keep in
mind that whether you are trying to express a feeling or a thought, the first step is to
use your imagination (www.study.com).
Types of creative writing include:

 Poetry
 Plays
 Movie and television scripts
 Fiction (novels, novellas, and short stories)
 Songs

20
  Speeches
 Memoirs
 Personal essays

Task/Activity

Activity 5
Using the Venn diagram below, compare and contrast the Business Writing and
Creative.

Business Creative
Writing Writing

21
 LESSON 3
BUSINESS LETTER WRITING

TOPICS
1. The Cs of Business Letter Writing
2. Mechanics in Business Letter Writing

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Proficient and effective communication (writing, speaking and use of
new technologies)
2. Capacity to personally interpret the human experience
3. Ability to appreciate and contribute to artistic beauty
4. Working effectively in a group

TOPIC 1: THE Cs OF BUSINESS LETTER WRITING

Coherence. sticking together of ideas – Use transitional or pivotal words.

Clearness/Clarity. no ambiguity – Use simple and familiar words.

A. Use first degree, familiar words. A number of people believe that using high-
sounding phrases or highfalutin words is a sign of intelligence. Since your goal is to be
understood, use familiar words, not fancy language.

Examples:
Big words Familiar words
aggregate total
conflagration big fire
exterminate get rid of
endeavor try
cognizant aware

22
B. Use concrete words. The use of explicit, tangible language promotes understanding.
Concrete expressions create more sharp and vivid images, thus, hold the reader’s
interest more than the abstract ones.

Examples:
Abstract More concrete
very accurate 85% accurate
in the very near future At 9:00 a.m., Friday
sales have increased significantly sales last quarter doubled
gains last year multiplied gains last year exceeded P100,000
If we don’t receive the goods on or before
If we don’t receive the goods soon…
January 25, 2021

C. Avoid redundancies. Words with overlapping meanings delay the transmission of

your message instead of enhancing its clarity.
Instead of: Use:
plan in advance plan
new innovations New, or innovation
six in number six
tall in height tall
full and complete full, or complete information
true facts facts

Consistency. unity – Use English words consistently.

Conciseness. brevity – Use short words and construct short sentences. Avoid the use
of unnecessary words. Free from redundant phrases and abundance of prepositional
phrases.
Examples:

Wordy Briefer
we are of the opinion we think
due to the fact because
reached the conclusion concluded
made the decision decided
tender my resignation resign
with reference to about
attached hereto attached
herewith enclosed enclosed
by means of by/through
we request please

According to Walter Wells, a business writing authority, a letter that is loaded with hackneyed
phrases or old-fashioned expressions weaken the impact and effectiveness of a message.

Examples:
Hackneyed Phrases More effective
We beg to acknowledge… Thank you for…
As per your report… According to your report…
Pursuant to our agreement… According to…/Complying with…
Kindly let us know… Please let us know

23
Completeness. thoroughness – Use full words and avoid omission of necessary words
ideas.
Concreteness. specificity – Use specific words, not generic words.
Correctness. accuracy – Use precise words and edit your letter before sending it.
Courteousness/Courtesy. politeness – Use polite and tactful words.
Consideration. kindness – Use euphemisms (good-sounding words) and kind, not
rude, words.

List of Euphemisms and Gender-Free Words

Offensive Words Euphemisms Gender-Free
Sexist Words (xxx)
(xxx) (okay) Words (okay)
flesh trader/seller chairman/
prostitute chairperson/chair
sex trader/seller chairwoman
unnatural/
prostitution sex/flesh trade man-made -
-
synthetic
congressman/congress house
bastard love child
woman representative
drug dependent/ laundrywoman/ clothes-
dope or addict
drug user laundryman washer/launderer
second-hand previously owned instructor/instructress teacher
insane/ mentally disturbed/ mail courier/mail
mailman
lunatic/crazy challenged carrier
disabled/ physically
milkmaid/milkman milk gatherer
handicapped challenged
Account
less privileged/
executive/ sales
poor less fortunate/ salesman/saleslady
executive/
disadvantaged
salesperson
blind sight-impaired manpower Personnel
deaf hearing- impaired mankind humankind
mute speech-impaired landlord/landlady lessor
bankrupt insolvent stewardess flight attendant
worst least best king/queen monarch
ugly plain-looking waiter/waitress food attendant
prison correctional manhandle maltreat
child offender/
young criminal man individual/person
juvenile delinquent

Character. personality/individuality – Use your own words.

Cheerfulness. friendliness – Use “smiling” and encouraging words.
Conversational quality. letter talk – Use words in a conversational manner.

Task/Activity

Activity 1
Direction: Do verbal dieting on the following expressions
1. at a distance of 100 kilometers
2. During the year of 2001

24
 3. For the purpose of
4. Made the announcement that
5. at this point in time
6. under date of
7. affixed his signature to
8. engage in making a survey
9. in the event that
10. we ask your kind permission
11. in most cases
12. in the city of
13. in due course
14. in spite of the fact that
15. in some cases

Activity 2
Direction: Revise the following sentences to avoid wordy expressions.

1. Kindly tell your secretary to make changes in her work routine.

2. The personnel Director made a recommendation to hire the applicant.
3. We will have a meeting with regard to the new policy.
4. The committee chair is engaged in the activity of preparing the program.
5. In view of the fact that we funded the project, we were entitled to some profit.

Activity 3
Direction: Try to make the following hackneyed expressions more modern and
effective.
1. enclosed please find
2. we are in receipt of
3. we beg to acknowledge
4. we wish to advise you that..
5. favour us with your reply
6. I seek your kind indulgence
7. in due course
8. has come to hand
9. advise
10. I deem
Activity 4
Direction: Try to substitute simpler, more familiar words on the right for the words
listed on the left.

Big words Familiar words

1. ascertain
2. terminate
3. fabricate
4. utilize
5. demonstrate
6. compensation
7. eradicate
8. optimum
9. subsequent
10. impediment

25
 Activity 5
Direction: Try to think of a precise or clear word and substitute each of the following
deadwood expressions
1. terminated and expired
2. demand and insist
3. each and everyone
4. first and foremost
5. basic fundamentals
6. since time immemorial
7. necessary requirements
8. meet together
9. one and only
10. blue in color

TOPIC 2: MECHANICS IN BUSINESS LETTER WRITING

This topic deals with the rules of mechanics in written business communication.
These rules involve margining, end stops, comma and other punctuation marks,
hyphenation and spacing of compounds, abbreviation, alignment, numbers, italicization,
indention, capitalization, spelling, spacing, and symbols.

M-Margining
Margins vary from one report to another. The usual margin of reports of average
length is one inch on all sides. Letters of one-page length have the same margins. Short
articles or letters of less than one-page long have two-inch or one-and-a-half-inch
margins on the left and right sides. If the report is bound, a half inch is added to the
one-inch margin for binding purposes. Thus, a top-bound report has a 1-1/2-inch top
margin; a left-bound report has a 1-1/2-inch left margin.
Margins may be justified or unjustified. Those that end evenly on the right side
of the page are described as justified, whereas those that do not end evenly on the right
side of the page are said to be unjustified. Unjustified are also known as ragged right
margins.

E-End Stops
End stops are punctuation marks placed at the end of sentences. Periods are
placed at the end of declarative and imperative sentences, while question marks are
placed at the end of interrogative sentences. Though rarely used in business writing,
exclamation points mark the end of exclamatory sentences.

C-Comma and Other Punctuation Marks

Punctuation marks are necessary in business writing. Their absence, or presence
may promote understanding or cause confusion and misunderstanding. A business
writer must have a thorough knowledge of the punctuation marks and their uses.
Punctuation marks are classified into the following:
1. End stops
a. Period (.)

26
 b. Question mark (?)
c. Exclamation point (!)

2. Marks of separation
a. Comma (,)
b. Colon (:)
c. Semi-colon (;)
d. Hyphen (-)
e. Virgule/Slash/Bar (/)

3. Marks of enclosure
a. Double quotation marks (“ ")
b. Single quotation marks (' ')
c. Parentheses ( )
d. Brackets ([ ])
e. Braces ({ })

4. Mark of emphasis
a. Dash (--)
a. Italicization/Underlining/Underscoring (_____)

5. Marks of omission
b. Apostrophe (')
c. Ellipsis ( ... )

6. Diacritical marks
a. Breve (˘)
b. Macron (-)
c. Circumflex (^)
d. Dieresis (ʺ)
e. Acute accent (´)
f. Grave accent ( `)

H- Hyphenation and Spacing Compounds

Compound words are classified into three: solid, hyphenated, and spaced. Solid
compounds have no space and no hyphen: examples are toothbrush, football, legwork,
and headache. Hyphenated compounds have hyphens; examples are sergeant-at-arms,
officer-in-charge, vice- president, and governor-general. Spaced compounds have
spaces instead of hyphens; examples are land area, foot spa, hot oil treatment, and
blood count. Note that for adverb and adjective combination, the compound is
hyphenated if it precedes the noun modified, but is not if it follows the linking verb.
Examples: The project is well done./The project is done well.
The well-done project was given a high mark.

A-Abbreviation and Alignment

Business writing is one type of technical writing. As in any technical writing,
abbreviations are used sparingly. A business writer can make use of any of the following
forms:

27
 1. Acronyms - CCP; UE, TUCP, PISTON, AIDS, APEC, PEA, GMA, CFC, PICPA, PBA,
PAMET, PAOCTF, PDEA, SEABA, FEJODAP, ASEAN, WHO, CEO, etc.;
2. Clipped or apocopated words - lipo, demo, exam, prelim, semi, lab, lib, eco, sub,
psych, chemo, exec, docu, etc.;
3. Blends or portmanteau words - infotech, medtech, techwrite, skylab, enercon,
domsat, scifi, con ass, concon, etc.; and
4. Conventional abbreviations - Dr., Atty., Gen., Gov., Cong., Fr., Sr., Jr., Bro., ex.,
e.g., i.e., etc.
Note that unconventional abbreviations are not allowed in formal written business
communication. These include & (for and), w/c (for which), w/ (for with), w/o (for
without), # (for number) and so on.

N-Numbers
Numbers are written as words figures or both. The rules governing the spelling of
numbers are as follows:
1. Numbers of one digit are written as words.
Example: There are seven sacraments.
A business letter has six basic parts.
2. Numbers of two or more digits are written as figures.
Example: Jesus Christ has 12 disciples.
They believed that Dr. Hayden Kho, Jr. has 40 sex videos.
3. Numbers are written as figures if they precede units of measure,
Example: We ordered 50 kg of pork.
The price of 10 m of this cloth is ₱1,000.00.
4. Numbers are written as words when they appear first in a sentence or direct speech.
Example: Twenty cases of Influenza A (H1N1) in the
Philippines have been reported.
Fourteen died in the vehicular accident that happened yesterday.
5. Numbers are written as words and figures enclosed in parentheses in business
documents and contracts.
Example: Pay to the order of Mr. Jackie C. Chan the amount of FIFTY THOUSAND
PESOS (₱50,000,00.)
The author shall be given five (5) complimentary copies of the book.

I-Italicization and Indention '

Underlined in manuscript and typescript, the following items are italicized in print:
1. Titles of books, magazines, newspapers, and periodicals - Introduction to Economics,
Philippine Literature, Business Communication and Report Writing: A Practical
Approach, The Wall Street Journal, Reader’s Digest, etc.
2. Name of ships, aircraft, and spacecraft - Titanic, Cathay Pacific, Apollo 13, etc.
3. Words, letters, and figures when referred to as words, letters, and figures –
Example: The word inflammable does not have a negative prefix.
The letter e is dropped before the suffix ing is added.

28
 The numbers 234 and 578 are even.
4. Foreign words and expressions that have not been assimilated in English – bon
appétit, bon voyage, hasta la vista, jus sanguinis, jus soli, habeas corpus, etc.
5. Scientific names of plants and animals - Pithecanthropus pekinensis, Richmondena
cardinalis, etc.
As regards indention, notice that paragraphs are either indented or not. Indented
paragraphs have either standard (also known as normal indention) or hanging
indention. Normally-indented paragraphs have a five-space indention in the first line,
while hanging-indented paragraphs have a five-space indention in the second and
succeeding lines. Note that in the indented style of business-letter writing, the first line
of the letter element other than the body of the letter is not indented; the second line
has a five-space indention, the third line, 10-space indention, the fourth line, 15-space
indention, and so forth.

C-Capitalization
Generally, capitalization is used to signal the beginning of a sentence or the
presence of a proper noun (e.g., Filipino, English, and American) or proper adjective
(e.g., Filipino citizen, English subjects, and American pie). Other than these two, the
following are capitalized:
1. The first word of a sentence or sentence fragment. (Yes. In Dubai)
2. The first word of a direct question (The buyer asked, “What is the selling price?"
3. The first word of a direct quotation (The buyer said, “The customer is always right.")
4. The first word of a line of poetry

Why God Made Teachers

By: Kevin William Huff

When God created Teachers He gave us special friends

To help us understand His world
And truly comprehend
The beauty and the wonder
O£ everything we see,
And become a better person
With each discovery.

When God created teachers, He gave us special guides

To show us ways in which to grow
So we can all decide
How to live and how to do
What's right instead of wrong,
To lead us so that we can lead
And learn how to be strong.
Why God created teachers,
In His wisdom and His grace,
Was to help us learn to make our world
A better, wiser place.

29
5. Words in titles of books, magazines, newspapers, movies, shows, and the like
(Business Week, Introduction to Economics, Angels and Demons)
6. The first word of the salutation or the complimentary dose of a letter (Dear Atty.
Lawyer, To whom it may concern, Cordially yours, Yours very truly)
7. The names of natural and juridical persons (Mr. Manny Pera, San Miguel Corporation,
LAB Partnership, Claws Enterprises)
8. The names of historical periods and events (Industrial Revolution, Rennaissance
Period, Green Revolution, Masagana 99)
9. The names of ships, aircraft, and spacecraft (M/V Princess of the Star, Cebu Pacific
Airways, Apollo 11, Sputnik 1)
10. Words designating places, races, and languages (Turkey, Turk, Turkish, England,
Englishman, English, Scotland, Scot, Scottish)
11. Words used to address people (Madam President, Sir Walter Scott, Jaime Cardinal
Sin, Prince of Wales, Sultan of Brunei)
12. Words or titles preceding names of people or used as epithets (Richard the Lion-
Hearted, Saint John the Beloved, James the Less, John Jones, Ph. D.)
13. The pronoun I
14. Words designating the Deity (Allah, Jesus Christ, God, He, the Almighty)
15. The days of the week, the months of the year, and holidays and holy days (Sunday,
June, July, Independence Day, Labor Day, Maundy Thursday)
16. Names of courts and treaties (Supreme Court of the Philippines, Parañaque Regional
Trial Court, Treaty of Paris, Treaty of Tordesillas)
17. Registered trademarks and service marks (Barbie Fit and Right, Smartmatic)
18. Names of planets, constellations, satellites, and other heavenly bodies (Earth, Little
Dipper, Phobos, Demos, Halley's Comet)
19. Genera in binomial nomenclature or scientific names (Zea mays, Mimosa pudica,
Felis domestica, Canis carnivora)

Spelling, Spacing, and Symbols

Misspellings occur everywhere because writers do not observe the basic rules in
spelling, as follows:
1. Silent e. When adding suffixes, drop the e if the suffix begins with a vowel and retain
the e if the suffix begins with a consonant.
Examples:
love + able = lovable love + ly = lovely
like + ing = liking like + ness = likeness
achieve + er = achiever achieve + ment = achievement
place + ed = placed place + ment = placement
imagine + ation= imagination sore + ness = soreness

30
2. Final y. When adding suffixes, change y to i if y is preceded by a consonant and retain
the spelling of the word to be affixed if y is preceded by a vowel.
Examples:
lady + es = ladies key + s = keys
marry + ed = married pray + ed = prayed
mercy + ful = merciful buy + er = buyer
pity + less = pitiless delay + ing = delaying
penny + es = pennies pay + or = payor

3. Final Consonant. When adding suffixes, double the final consonant if it is preceded by
a vowel and found in one –syllable word or a two-syllable word stressed on the final
syllable and the suffix begins with a vowel.
Examples:
begin + ing = beginning benefit + ed = benefited
occur + ence = occurrence prefer + ence = preference (stress shift)
allot + ed = a31llotted allot + ment = allotment
remit + ance = remittance
transmit + al = transmittal

4. EI and IE Pronounced as Long e· Remember to use i before e, except after c.

Examples:
receive perceive believe grieve
receipt perceived belief grief
receiver conceive relieve achieve
deceive conceit reliever siege
deceit ceiling relief field

5. Plural of Nouns. Nouns which end with a sibilant sound (s, z, sh, zh, ch, j, and x) have
es as the plural suffix. Otherwise, the nouns take the s as the suffix.
Examples:
bus-buses gas-gases girl-girls cord-cords
buzz-buzzes fez-fezes birth- births hand- hands
fish-fishes mirage- mirages death-deaths thing-things
arch-arches match- matches mind- minds erg-ergs
judge-judges badge-badges cent-cents work-works
tax-taxes sex-sexes heart-hearts thorn-thorns

A dictionary is a good .source for the spelling of words. If a writer is not sure of the
correct spelling of a word, he must refer to a reliable dictionary or thesaurus.
As regards spacing, a writer must observe consistency. Ordinarily, the text of reports,
whether short or long) is double-spaced. Single-spacing is sometimes used in typing the
text. Other rules in spacing are as follows:
1. Single-space within footnote and bibliography entires.
2. Double-space between footnotes and bibliography entires.
3. Single-space the paragraphs in the body of a short letter.

31
 4. Double-space between letter elements except:
a. Between the heading and the inside address; and
b. Between the complimentary close and the typed signature.
5. Quadruple-space or quintuple-space between the heading and the inside address
and between the complimentary close and the typed signature.
6. Single-space between lines in a stanza double-space between stanzas in a poem.
7. Single-space between lines in a paragraph and double-space between paragraphs
in a composition.
8. Double-space between the side heading and the text.
9. Triple-space between the center on main heading and the text.
10. Single-space the lines of a long quotation separated from the texts.
“With the increasing use of microcomputers and word processing software, spacing
rules will be adapted to accommodate equipment requirements and to increase
uniformity. Many word processing operators space once after a period that ends a
sentence when another sentence continues on the same line and once after a period
used with itemized numbers or letters (Brantley and Miller, 2007):”
Brantley and Miller (2007) enumerate the situations in which spacing is done
twice after a period, based on traditional rules. These situations are as follows:
1. At the end of a sentence after a period, a question mark, or an exclamation point.
This is a new product. It was launched recently in the local market.
What is the new product? When will it be launched?
Our net income trebled! Our cost-saving measures worked.
2. Immediately after a colon within a sentence, except in time references.
The president gave this admonition: "The company is known by the men it
keeps. Therefore, a company which hires responsible and efficient employees has a
good reputation. On the other hand, one that employs irresponsible and inefficient
employees has ill repute.”
Space once after other punctuation markings – except for the following:
1. A period inside an abbreviation.
Medie Calderon, M.D., will deliver a lecture at 9 a.m.
2. A period used as a decimal point.
The interest rate increased from 6.5 percent to 7.5 percent.
3. A hyphen or a dash.
That cardiologist – a heart specialist – belongs to a well-to-do family.
4. An apostrophe within a word.
The customers prefer Max’s chicken to Andok’s chicken.
Like spelling and spacing) the use of symbols is important in writing not only
business letters but also business reports. It iS an imperative on the part of the writer to
know what symbols are to be used, what are the uses of these symbols, and when and
how to use such symbols. In this way, the symbols are used appropriately.
Another important matter to remember in written communication is the word
division. It is advisable to use a good dictionary to refer to for syllabication purposes. If

32
there is a doubt as to how a word is divided, Brantley and Miller (2007) lists the
following guidelines to follow:
1. Divide words only between syllables. (af-flu-ent, ac-knowl-edge, hap-pi-er)
Do not divide one-syllable words. (fought, prays, fries)
2. Do not divide words of five or fewer letters even if the words have more
than one syllable. (power, hairy, actor)
3. Retain more than one letter with the first part of a word and more than
two letters with the last part of the word. (tyranni- cal, en-mity, imma-
culate)
4. Usually, divide a word between double consonants. (slip-ping, kit-ten, of-
fering)
5. When a final consonant is doubled in adding a suffix, divide between the
double letters. Maintain the correct spelling for the root word. (sit-ting,
forget-table).
6. Divide after a one-letter syllable within a word. (origi -nality, sepa-rately)
,
7. When the single-letter syllable a, I, or u is followed by the ending -Iy, -ble, -
bIy, -cle, or -cal, divide before the single-letter syllable. (hand-ily, cap-able,
rad-ical)
8. Divide hyphenated words only at the hyphen. (self-made, one-fifth, son-in-
law)
9. Do not divide abbreviations, contractions, or figures. (PAGASA, shan't,
23,456)
10. Avoid dividing proper nouns. Separate titles, initials, or degrees from a
surname only when impossible to write otherwise. (Jason G. Ramirez, CPA
 Jason G. Ramirez/CPA)
If dividing the parts of a date is unavoidable, separate the day of the month from the
year. (January 1, 2010  January 1/2010)

Task/Activity

Activity 1
Error Analysis: List down 20 mechanical errors in the following letter and write beside
them their corrections. Refer to the example given. There are more than 20 errors.

25 June, 2020

DR VENESSA S CASSANOVA
Dean, Graduate School
Occidental Mindoro State College
Labangan San Jose, occidental Mindoro

Dear Dr. Cassanova

I was Glenn Bercasio’s instructor in Higher English subjects during her Jr. and Sr.
years of study in OMSC. However our first encounter was when she’s still a freshman

33
enrolled in Eng. 111 under my instructions. It is w/ pleasure that I write a letter
recommending her for enrolment in your graduate school.
During her first year OMSC, i saw in her the making’s of an extra-ordinary leader & an
honor graduate. My observations were substantiated by her attaining full academic
scholarship from first-year to fourth year. Such a consistent Dean’s listers, she
gradutated ‘magna cum laude.’ Moreover, she was active not only in her classes, besting
her classmates in English and other subjects, but also in cocurricular and extracurricular
activities.
As a leader she displayed her metle bought in the classroom and in settings other than the
classroom. Her leadership skills were put to a test when she was elected President of the English
club. During her time as EC president, the organization spearheaded many programs, specifically
during the celebration of the English week. What I particularly liked in Keren was her proficiency
in English communication, because of which she was always chosen to serve as the emcee in
various school programs. What I cannot forget about her is her sense of responsibility, which
she proved when she was appointed news-editor of the CCP’s news letter, The Core, of w/c I
was the faculty adviser.

‘Coz Keren possesses exceptional leader ship and communication skills and a deep sense of
responsibility, she really deserves to be recommended for graduate studies.

Sincerely Yours
PROF MIRACLE B. TUAZON
Faculty Member,
College of Business,
Administration, and Management

0. Bercasios – Bercasio’s
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Activity 2
Multiple Choice. On the blank before the number, write the lowercase letter that
corresponds to the word or expression that best completes the statement. If all options
do not fit the statement, write e.
1. Which of the following has faulty punctuation?
a. Dear Sir: c. Dear Maria:
b. Gentlemen: d. Dear Madam:
2. Which of the following has faulty punctuation?
a. GMA;abs c. GMA:abs
b. GMA/abs d. /abs
34
3. Which of the following has faulty punctuation?
a. 9:00 AM c. 9:00 A.M.
b. 9:00 am: d. 9:00 a.m.
4. Which of the following has faulty punctuation?
a. Encl.: 2 c. Encl: 2
b. Enclosures: 2 d. Enclosures: Bio-data and TOR
5. Which of the following has faulty punctuation?
a. Friday, June 5, 2009 c. Friday, 5 June 2009
b. June 5, 2009, Friday: d. 5, June 2009, Friday
6. Which of the following has faulty punctuation?
a. Rm. 123, ABS Bldg., 45 Maliwanag St., Diliman, Quezon City
b. Rm. 112, PR Bldg., Central Coleges of the Philippines, 52 Aurora Blvd., Q.C.
c. Rm. 329, HR Bldg., CCP, 52 Aurora Blvd., Quezon City
d. Rm. 101, Antonio Bldg.
7. Which of the following is a misspelling?
a. auxilliary c. artillery
b. axillary d. auctioneer
8. Which of the following is a misspelling?
a. container c. sustenance
b. maintainance d. containment
9. Which of the following is a misspelling?
a. debonair c. millionaire
b. billionaire d. questionnaire
10. Which of the following is a misspelling?
a. jeopardize c. merchandize
b. journalize d. normalize
11. Which of the following is a misspelling?
a. probee c. employee
b. franchise d. hiree
12. Which of the following is a misspelling?
a. consignor c. creditor
b. morgagor d. debtor
13. Which of the following is a misspelling?
a. balladeer c. entertainer
b. mountaineer d. profiter
14. Which of the following is a misspelling?
a. relief c. received
b. receipt d. receivable
15. Which of the following is a misspelling?
a. knowledgable c. saleable
b. palatable d. available
16. Which of the following is correctly spelled?
a. entreprenure c. entreperneur
b. enterpreneur d. entrepreneur
17. The usual top margin of business letter is
a. one-half inch c. one-and-a-half inches
b. one inch d. two inches
18. If a letter is very short, side margins are usually
a. one-half inch c. one-and-a-half inch
b. one inch d. two inches

35
19. Periods are placed at the end of the following, except
a. declarative sentences c. indirect speeches
b. imperative sentences d. indirect questions
20. In writing titles, capitalize all of the following, except
a. articles c. adverbs
b. verbs d. adjectives
21. An adverb and adjective combination used as a subjective complement must have
a. a hyphen between the adverb and the adjective
b. no hyphen between the adverb and the adjective
c. a space between the adverb and the adjective
d. no space between the adverb and the adjective
22. Letter elements are considered justified if they are
a. left-aligned
b. right-aligned
c. neither left-aligned nor right-aligned
d. both left-aligned and right-aligned
23. Examples of conventional abbreviations are the following, except
a. Cr. for credit c. Sr. for Seignior
b. Jr. for Junior d. Mrs. for Missus
24. Abbreviated forms come in the form of the following, except
a. conventional abbreviations
b. clipped or apocopated words
c. blends or portmanteau words
d. acronyms
25. Numbers are written as words if they are
a. situated at the start of a sentence
b. situated at the start of a direct quotation
c. less than 10
d. all of the foregoing
26. Italicization applies to all of the following, except
a. titles of articles c. scientific names
b. title of books d. words treated as words
27. In bibliography entries, titles are
a. underlined
b. italicized
c. either underlined or italicized
d. neither underlined nor italicized
28. A comma splice is committed when a comma is placed between
a. two coordinate clauses
b. two coordinate phrases
c. two coordinate words
d. an infinitive and the marker “to”
29. The indention of the third line is
a. five spaces c. 15 spaces
b. 10 spaces d. 20 spaces
30. The spacing between the heading and the inside address is
a. single c. triple
b. double d. quadruple

36
 LESSON 4
PARTS OF BUSINESS LETTERS

TOPIC
1. Parts of Business Letters
2. Styles or Forms of Business Letters
LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Application of different analytical modes (quantitative and qualitative,
artistic and scientific, textual and visual, experimental, observation, etc.)
in tackling problems methodically

TOPIC 1: ELEMENTS OF BUSINESS LETTERS

Definition of Business Letters

Business letters, as the term suggest, are letters used for business purposes.
These purposes are to sell, to buy and to promote business relationships. Ordinarily,
they are written by people who intend to effect business transactions, by people whose
ultimate goal is to prosper in business and industry.

Differences Between Business Letters and Social Letters

Business letters and friendly letters are the two main types of letters. While they
share similarities, they differ in many ways. Their differences are enumerated in the
table that follows.

Point of Contrast Business Letters Social Letters

Basic parts (heading, inside address,
Heading, salutation, body of
salutation, body of the letter,
Element the letter, complimentary
complimentary close and signature)
close and signature.
and miscellaneous parts.
Purely block, modified block, semi-
Form/Format block, hanging indented, indented, indented and semi-block styles
simplified and memorandum styles.
To promote or to cease
Business purposes: to sell, to buy and
Purpose friendship, love and other
to promote business relationships.
social relationships.
Language business and technical layman’s language
Style impersonal personal
Usually third-person sometimes first- Usually first-person or econd-
Point of view
person or second person. person.
Emotionally devoid of emotion emotion-laden
subjective, with prejudices and
Objectivity objective/impartial
biases

37
 commerce and industry, business- family, love and other business
Subject/Contents
related subjects topics
Tone serious/heavy Light/amusing

The example of social letter and a business letter on the succeeding pages
illustrate the differences between the two.

Social Letter
October 24, 2020 } DATE LINE

Dear S, } SALUTATION
I really treasure and nurture the bond of friendship we have with Paz.
You’re one of the best gifts of God to us, as you demonstrate acts of kindness
and humility and you’re blessed with wisdom by God.
I pray that God will continuously sustain you and your family with His everlasting
and agape love.
May you continue serving God through your student because, as a mentor, you
affect eternity and you’ll never know when it stops.
May God bless your plans and even the work of your heart and hands.
God bless! Happy birthday!

Your friend, }
COMPLIMENTARY CLOSE

Ma’am Julie Aquino }

SIGNATURE

Basic Elements of Business Letters

Unlike a social or friendly letter whose parts are limited to heading, salutation,
body of the letter, complimentary close and signature, a business letter is composed of
basic and miscellaneous parts. Its basic elements (Menoy, 2009) are the following:
1. Heading – consist of the senders address and the date line (month, day,
year);
2. Inside address – consist of the name of the addressee (recipient), his
designation, his company and its business address;
3. Salutation – serve as the welcome part of the letter;

38
 4. Body of the letter – gives the details of the communication and consist of the
introduction (purpose), the body (discussion/elaboration). And the
conclusion (token of appreciation/call for action/building of goodwill);
5. Complimentary close/ending – serve as the farewell part of the letter; and
6. Signature – consist of the name of the signatory (sender) and his designation.

1234 Bagong Lipunan Street, Tambo SENDER’S

Parañaque City, Metro Manila ADDRESS HEADING
June 25, 2020 } DATE LINE

The Regional Technical Director

Land Management Services
Department of Environment
And Natural Resources INSIDE ADDRESS
National Capital Region
L&S Building, 1515 Roxas Boulevard
Ermita, Manila

Dear Sir, } SALUTATION

This serves to request your good office to issue us a letter of certification attesting to
the rightfulness of our claim to the land once occupied by the house of Mr. Arsenio
Dizon, our neighbor.
Based on the attached photocopy of the land title and the map designed by the geodetic
engineer who resurveyed our lot. Mr, Dizon extended his house to occupy the lot which
belongs to us. The marker that was placed in the corner where our lots extends was
removed. For several years, we have been telling him to demolish that part of his house
which extended to our lot, but he did not do anything about it. For the past three or
more years after his tenants left, he turn that portion (the extension) of his apartment
into a huge garbage dumpsite. Just recently, our neighbors and my family complained
about the foul smell of the dumpsite that the barangay captain ordered us to remove
the garbage and put a fence after the garbage removal. The order was made after Mr.
Dizon asserted that the portion of his apartment which he turned into dumpsite was not
his. So we spent a big sum of money for the clean-up, however, seeing that the area
(lot) is clean and is no longer stinking, he is once again claiming that it is his.
With this development, the barangay captain told us to secure a certification coming
from your office to supplement the land title and the map which we presented to him.
The certification will somehow help in expediting the barangay captain’s approval of our
application to construct a house on the vacant lot.
We hope for your prompt and favorable action on our request.
Very truly yours, } COMPLIMENTARY CLOSE/ENDING

ISMAEL P. TUAZON JR. } SIGNATURE

IPT/ipt

39
Enclosures: Photocopy of the land title and of the survey map
cc: File

Miscellaneous or Optional Elements

Opposed to the basic elements which are essential and therefore should be
always present, the miscellaneous parts are considered optional and therefore maybe
absent. The miscellaneous elements (Menoy, 2009) are as follows;
1. Reference line –indicates the sequential number of the letter which is used for
reference or filing purposes.
2. Attention line – bears the name of the addressee intended to read the letter if such
name does not appear on the inside address;
3. Subject line – contains the topic of the letter or the title of the message elaborated
in the body of the letter;
4. Identification notation or reference initials or typist line – consist of the initials of
the senders in all caps and the initials of his secretary/typist in small letter;
5. Enclosure notation – refers to the item or items placed inside the envelope, other
than the letter;
6. Carbon copy notation or distribution indicator line – refers to the person going to
receive the letter other than the addressee; and
7. Postscript – contains some item that are omitted from the body of the letter and
should be included.

ART APPRECIATION OF CENTRAL COLLEGE

OF THE PHILIPPINES
52 Aurora Boulevard, Quezon City

Reference No. 2-AACCCP REFERENCE LINE

February 15, 2020
Jollibee Foods Corporation
Aurora-Araneta Branch
Corner Aurora Boulevard and Araneta Avenue
Quezon City

Attention: MS. LALA DEL CORO } ATTENTION LINE

Store Manager

Subject: “SCHOOL-TURA VII” Diorama-making Contest } SUBJECT LINE

Dear Ms. Delgado:

The Art Appreciation Club of Central Colleges of the Philippines (AACCCP), together with
my Humanities class, is extending its deepest gratitude for your invaluable support to
the diorama-making contest forming part of the semestral “SCHOOL-TURA” project.

40
As I promised you last week, I am submitting the list of winners in the said contest. They
are as follows:
First place – Maria Cecelia o. Sagut, Liezl T. Lizada, and Mark Jason A. Dimarucot
Second place- Jonathan S. Bautista, Rodel D. Guitierrez and Ma. Elena S. Sagun
Third place – John Carlo R. Borromeo. Charle D. Uy,and Lady Anne Rose M. Sigua

I have also attached the article regarding my Jollibee Kids Meal toy collection. As you
promised, you will have the requested article published in your official newsletter.
I hope that the partnership between the AACCCP and Jollibee will grow stronger.
Again, thank you very much for your support.
Very truly yours,

MIRACLE B. TUAZON
Adviser, AACCCP

/mbt } IDENTIFICATION NOTATION

Enclosure: Article } ENCLOSURE NOTATION
CC: File } CARBON COPY NOTATION

P.S.: the winners of the diorama-making contest will POSTSCRIPT

go to your store as a group to claim their prizes

TOPIC 2: STYLES OR FORMS OF BUSINESS LETTERS

Styles or Forms Business Letters

Business letters may be written in any of the following styles: full block or purely
block, simplified, modified block/ semi-block, hanging-indented, indented, and
memorandum style. The full block style has all the letter elements flush with the left
margin: it is asymmetrical because there are wide white spaces on the right. It differs
from the simplified style in the sense that the salutation and the complimentary close
are absent in the latter. The modified block style, the semi-block style, and the hanging
indented style share the same format, that is, all the letter elements, except the
salutation, complimentary close, and signature (which are begun at the center) are flush
with the left margin. The three differ in paragraph indention: the modified block style
has no indention, the semi-block style has no normal or standard indention, while the
hanging-indented style, as its name suggest, has a hanging indention. The indented style
has most of its elements indented. The memorandum style has a unique format. It has a
header with the reference line, date line, subject line, TO line, FROM line, and THRU
line, a demarcation line divides the header and the body of the letter. Examples of the
letter styles are found on the succeeding pages.

41
Full Block or Purely Block Style
1234 Bagong Lipunan Street, Tambo
Parañaque City, Metro Manila
August 25, 2020

Fire Department
Parañaque City Hall
Sucat, Parañaque City

Dear Sir:
I, Mr. Ismael P. Tuazon Jr., a Parañaque resident since birth and a representative of my
parents, am filing a complaint against our neighbor, Mr. Arsenio Dizon, regarding his
apartment which is a fire hazard.

The three-storey apartment does not comply with the safety requirements for
commercial buildings. First, it has no fire exit and no fire wall. Second, there are no fire
extinguishers. Third, it has no electricity; some of the occupants who may be using
candles can pose a hazard, especially that there are portions of the apartment that are
made of light materials. Forth, there are some occupants who store their kalakal (used
paper, plastic bottles, plastic cups, plastic containers, and easily combustible materials)
here and nearby.
Just recently, a fire which lasted four days hit the Baclaran commercial area. My family
and I were once fire victims. I do not want to encounter the same traumatic experience.
Concern for my safety and that of my family and my neighborhood promoted me to air
this complaint.
An ounce of prevention is better than a pound of cure; thus, it is best to act upon this
matter before another fire in our area breaks out.
Your prompt attention and favorable action on this matter shall be highly appreciated.
Very truly yours,

ISMAEL P. TUAZON JR.

42
Modified Block Style

November 24, 2020

MS. AYN-KATHRYN S. DORONILLA

Head, Human Resource Development Office
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro

Dear Ms. Doronilla:

In response to your memorandum dated November 24, 2008 regarding the tea with the
CCP President, I would like to inform you that I was unable to attend such celebration
because I had to attend my classes in the University of the East were I teach part-time.
During the second week of classes, I had my bereavement leave here and in UE in order
to attend to the wake of my father. Unfortunately, there were no teachers assigned to
substitute for me in all my classes in both schools so I decided to attend my classes
there, instead of my tea party, because my students were already behind as far as their
lesson are concerned.
I hope that you understand my situation.

Very truly yours,

MIRACLE B. TUAZON
CBAM Faculty

43
Semi-Block Style

College of Business, Administration, and Management

OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro

October 20, 2020

MR. NOEL BANTOG

Scholarship Committee
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro

Dear Ms. Licas:

This serves to inform you that Ms. PRINCESS JANNEL D. YASAY, a freshman
Education student enrolled last semester in my English 1 with CAI class, failed to take
the final oral examination, and as a consequence, was given a grade of Incomplete. Her
failure to take such examination was due to the fact that she had to attend the burial of
her grandparent on the day of the examination.
Ms. Yasay is a community scholar and her Incomplete grade in English 1 would
cause her to lose her scholarship. To help her continue her studies, I let her take the oral
examination and so she was given a grade of 2.50.
I hope that you consider her application for scholarship. Her failure was a result
not of her incompetency, but of circumstances beyond her control.

Very truly yours,

MIRACLE B. TUAZON
CBAM Faculty

44
Simplified Style

College of Business, Administration, and Management

OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro
February 2, 2020

____________________________
____________________________
____________________________
The College of Business, Administration, and Management will stage an oratorical
contest on February 23, 2020, 9:00 a.m. at the Studio Theater as part of the celebration
of English Week from February 22 to 24, 2020.
In connection with the foregoing, we are inviting you to serve as a judge for the said
contest. We have chosen you as one of the judges because we believe in your
objectivity, capacity, and integrity.

Shall you accept or reject our invitation, please let us know the soonest possible.

MIRACLE B. TUAZON
CBAM Faculty

45
Hanging-Indented Style

ENGLISH CLUB OF OCCIDENTAL MINDORO STATE COLLEGE

Labangan, San Jose, Occidental Mindoro

July 20, 2020

DR. ELBERT C. EDANIOL

Vice-President for Academic Affairs
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro

Dear Dr. Edaniol:

Good day!
Inasmuch as there are three newly formed student organizations handled by the College
of Business, Administration, and Management, I am suggesting the following faculty
members to serve as advisers based on their interests and expertise:
Prof. Princess Temenia - Art Appreciation Club of OMSC
Prof. Gemmavi Rosales - OMSC Theater Guild
Prof. Jason ramirez - OMSC Dance Troupe
Prof. Miracle Tuazon - OMSC School Paper
I hope for your approval of the above suggestion.
Respectfully yours,

PRINCESS TEMENIA
Acting Adviser
Art Appreciation Club of OMSC

46
Indented Style
College of Business, Administration, and Management
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro
July 30, 2020

PROF. VIRGIE LIZA MAMAUAG

Faculty Member
College of Arts, Sciences, and Technology
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro

Dear Prof. Mamauag:

Please excuse from your CS 411 class today the following students who are
members of the Art Appreciation Club of Occidental Mindoro State College:

Acla, Aira Elica. Luis, Ma.Isabel R.

Balicat, Rizza M. Medina, Brendan Jomel N.
Balmes, Mikaella a. Mabacquiao, Jennelyn C.
Basit, Anne Eunice H. Ondajon, Marvin G.
Basuel, Kathy B. Orcino, Eliza Monica E.
Besa, Sarah B. Pacunla, Bea B.
Beychayda, Mulla Husayn T. Patulot, Alpha May E.
Cadena, Bona M. Rosimo, Jhon Carlo F.
Cajelo, Val Vincent B. Sim, Mica M.
Esguerra, Karl Dheyvid B. Quilla, Leira Joyce Q.
Ildefonso, Denise Loraine E. Ysug, Carl Donjie E.
Orca, Melden Joyce S.

The above-mentioned students will attend the initial meeting of AACOMSC

members, together with the OMSC president, Dr. Marlyn G. Nielo. The meeting will start
at 1:00 p.m. and will end at an undertermined time.
I hope for your consideration on this matter.
Very truly yours,

MIRACLE B. TUAZON
Faculty Member
CBAM

47
Memorandum Style
College of Business, Administration, and Management
OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro
MEMORANDUM
TO : Humanities and Freshman English Instructors
THRU : Dr. Elbert C. Edaniol
FROM : Prof. Miracle B. Tuazon
DATE : July 20, 2020
SUBJECT: Change of Schedule of Film Viewing

Please be informed that the film viewing of "Romeo and Juliet" and "Swan Lake" slated on
July 23 and 30, 2020, respectively, was postponed to September 24 and October 1, 2020
inasmuch as the Studio Theater will be used by some student organizations who scheduled
their activities there earlier.

To make use of the afternoon slot, the members of the Art Appreciation Club of
Occidental Mindoro State College will hold a general assembly in HR 230 from 1:00 to
3:00 pm to discuss matters pertaining to the membership fees the organization's
constitution and by-laws, and the election of officers. Therefore please advise your
students who applied for membership in the AACOMSC to attend its initial meeting.
Your cooperation in this regard is expected.

48
Punctuation Styles
The three punctuation styles in writing business letters are the open closed and
mixed or standard punctuation styles. In the open punctuation style, the letter elements
(except the body of the letter with sentences marked by periods and question marks) do
not have punctuation marks. In the closed punctuation style, the letter elements have
punctuation marks at the end of the lines. A mixed punctuation style is the combination
of the open and the closed punctuation styles. Two of the letter elements have
punctuation marks; these are the salutation with a colon and a complimentary close
with a comma. Examples of the punctuation styles are shown below:

Open Punctuation style

College of Business, Administration, and Management
OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro
September 22, 2020

Mr. RICHARD KUNZEL

Institute Director
Goethe-Institute Manila
4FAdamson Centre, 121 L. P. Leviste St. Salcedo Village, Makati City

Dear Mr. Kunzel

The Humanities and World History students of the Occidental Mindoro State College are
very much interested in German art, culture, and history.
Fortunately, when I went to the Book Fair at the SMX Convention Center, SM Mall of
Asia, I chanced upon a member of your staff assigned in your booth, who informed
me about your giving free lectures and slide presentations to students interested in
learning about your country, its art, culture, and history.
May your institute provide our students free lectures in November or December 2020
about the above-mentioned subjects, as well as brief the officers and members of the
Art Appreciation Club of Occidental Mindoro State College (AACOMSC) on fine arts and
performing arts in Germany.
Your tree lectures will expose our students to the kind of people Germans are and
therefore enhance their knowledge and understanding regarding your nation.
Moreover, they will serve as a means to foster a better relationship between Filipinos
and Germans.
Inasmuch as the first semester is about to end, we have set the lectures in the last months of
this year to give us both more time to prepare them for them.

Shall you provide said lectures for free, kindly inform us. You may contact me or Arjel, the CBAM
Secretary, at Tel. No. 715-7607.

We look forward to your visit here.

Very truly yours

PROF. MIRACLE B. TUAZON

Faculty Member
CBAM

49
Closed Punctuation style

College of Business, Administration, and Management

OCCIDENTAL MINDORO STATE COLLEGE,
Labangan, San Jose, Occidental Mindoro,
September 22, 2020.

Dear Ms. Wicket:

The Humanities and World History students of the Occidental Mindoro State College are
very much interested in Spanish art, culture, and history.
Fortunately, when I went to the Book Fair at the SMX Convention Center, SM Mall of
Asia, I chanced upon a member of your staff assigned in your booth, who informed
me about your giving free lectures and slide presentations to students interested in
learning about your country, its art, culture, and history.
May your institute provide our students free lectures in November or December 2020
about the above-mentioned subjects, as well as brief the officers and members of the
Art Appreciation Club of Occidental Mindoro State College (AACOMSC) on fine arts and
performing arts in Spain.
Your tree lectures will expose our students to the kind of people Hispanics are and
therefore enhance their knowledge and understanding regarding your nation.
Moreover, they will serve as a means to foster a better relationship between Filipinos
and Germans.
Inasmuch as the first semester is about to end, we have set the lectures in the last months of
this year to give us both more time to prepare them for them.

Shall you provide said lectures for free, kindly inform us. You may contact me or Arjel, the CBAM
Secretary, at Tel. No. 715-7607.

We look forward to your visit here.

Very truly yours

PROF. MIRACLE B. TUAZON

Faculty Member
CBAM

50
Mixed or Standard Punctuation Style
1234 Bagong Lipunan Street, Tambo
Parañaque City, Metro Manila
August 4, 2020

MR. ABNER MERCADO

Accounting Department
PhiliPPine General Hospital
Taft Avenue, Manila

Dear Mr. Mercado:

I wrote you personally to ask from you a favour, that is, to help facilitate the release of
my father’s blue card. The last time we met and saw each other was when my brother
and I applied for the same card.

My father’s left foot has been swollen for months and he has been taking medications
prescribed by private doctors (Osaka, etc.); however, the condition of his affected foot
does not improve. Thus, my mother who believes in the expertise of the UP-PGH
doctors, told my sister to accompany my father there to determine the root cause of his
illness and therefore take the appropriate medicine that will end up his woes.

Knowing that it will be difficult on the part of my father to be lining up for the card with
his ailing foot, I remember a true friend in Circle Freight who can be of help. And that is
you.

I hope that you will extend the same favour you once extended to me and my brother.

Thank you very much in advance.

Sincerely yours,

MIRACLE B. TUAZON

/mbt

CC: File

P.S.: I am so sorry that I cannot go there personally because of my classes.

51
 Task/Activity

Activity 1
Labeling: Label the parts of the business letter below.

Ref. No.AACCCP-1

Art Appreciation Club of Occidental Mindoro State College

Labangan, San Jose, Occidental Mindoro,
September 22, 2020.

Alumni Office
52Aurora Boulevard, Quezon City

Attention: RACHEL VALES

Directress
Subjeot: Music Video-Making Contest

Dear Ms. Vales:

The Humanities classes under my instruction, in cooperation with the Appreciation Club of
Occidental Mindoro State College (AACOMSC) will conduct a music video-making contest
on September 25, 2020, 10:00-am to 12:00 noon at the AVR of the Main Library.
In line with the foregoing, we are requesting you to serve as a member of the board of judges
for the said contest.

Your artistic inclination and integrity are only two of the reasons why you were chosen
to be one of the judges.

We hope to see you on the day of the competition.

Very truly yours,

Prof. MIRACLE B. TUAZON

CBAM Faculty

/mbt
Enclosure: Contest Mechanics
CC: File
P.S.: You may give your reply orally.

52
 Activity 2
IDENTIFICATION. Identify the letter styles referred to in the following sentences. If
there are two answers, write them both.

___________________1. It has no salutation.

___________________2. It has no complimentary close.
___________________3. Its complimentary close is flush with the left margin.
___________________4. Its heading is flush with the left margin.
___________________5. Its paragraphs are not indented.
___________________6. Its paragraphs have the hanging indention.
___________________7. Its heading and inside address are also indented.
___________________8. It is the most commonly used.
___________________9. It has a unique format.
___________________10. It is asymmetrical.

Activity 3
Letter Writing. Using a semi-block style with closed punctuation, write a letter
thanking your teacher in English or Typing for the lessons in business letter writing
that you learned under his or her instruction. Make use of all basic and miscellaneous
elements.

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Activity 4
Multiple Choice. On the blank before the number, write the lowercase letter that
corresponds to the word or expression that best completes the statement. If all
options do not fit the statement, write e.

1. The name and address of the addressee are found in the

a. sender's address c. heading
b. inside address d. letterhead
2. The name of the letter recipient is located in the
a. inside address c. outside address
b. attention line d. all of the foregoing
3. A letter that is short and straightforward possesses
a. conciseness c. consideration
b. clearness d. coherence
4. A letter that is unified has
a. coherence c. consistency
b. courtesy d. clarity
5. When there is no missing item, the letter has
a. consideration c. courtesy
b. consistency d. completeness

53
6. Polite words are used in a letter with
a. consideration c. clarity
b. conversational quality d. courtesy
7. Which of the following exhibits coherence?
a. Taxpayers who file their income tax returns late to pay fines.
b. To pay fines are taxpayers who file their income tax returns late.
c. To pay fines, taxpayers who file their income tax returns late.
d. Taxpayers who pay fines file their income tax returns late.
8. Which of the following exhibits consistency?
a. One of the electric fans that was sold is malfunctioning.
b. One of the electric fans that were sold is malfunctioning.
c. One of the electric fans that is sold is malfunctioning.
d. One of the electric fans that are sold is malfunctioning.
9. Which of the following exhibits consistency?
a. Don't machine-wash the cloth, and don't sun-dry it.
b. Don't machine-wash the cloth, and it should not be sun-dried.
c. The cloth should not be machine-washed, and don't sun-dry it.
d. The cloth should not be machine-washed, and it is neither sun-dried.
10. Which of the following exhibits consistency?
a. The foreman, with his men, are assigned here.
b. The foreman, with his men, is assigned here.
c. The laborers with the foreman, is assigned here.
d. The laborers, with the foreman, was assigned here.
11. Which of the following exhibits consideration?
a. You have to produce the money or we'll see each other in court.
b. You have to pay me now or I'll file a suit against you.
c. You have to pay your accounts now or I'll file a suit against you.
d. Kindly settle your accounts so as to avoid inconvenience.
12. Which of the following exhibits consideration?
a. You must get your refund from us ASAP.
b. You have to get your refund here because it was your fault.
c. We are going to send the refund to your office ASAP.
c. Please wait till you are informed about your refund.
13. Which of the following exhibits consideration?
a. You are exempted from the physical training due to health reason.
b. You have to undergo physical training because that is part of the curriculum.
d. You have to undergo physical training when you're not ill.
e. Physical training is a must for all students so you have to undergo it.
14. Which of the following exhibits coherence?
a. If you have any problem regarding your bill one may ask us
b. Having problems regarding your bill, we will attend to it,
c. Having problems regarding your bill, it will be attended to by us.
d. If you have any problem regarding your bill, you may refer to us.
15. Which of the following exhibits coherence?
a. An inventory of the goods is conducted monthly, when they can check which
items are missing.
b. An inventory of the goods is conducted monthly, they can check which items
are missing.
c. An inventory of the goods is conducted monthly so that the stock clerks can
check which items are missing.

54
 d. An inventory of the goods is conducted monthly, so that missing items are
checked.
16. Which of the following exhibits correctness?
a. Very Truly Yours, c. Very truly yours,
b. Yours Very Truly, d. Yours truly very,
17. Which of the following exhibits correctness?
a. Mr. Jason Borlado, I, and you were requested by the sales manager to attend
the seminar.
b. The sales manager requested Mr. Jason Borlado, you and I to attend the
seminar.
c. I, Jason Borlado, and you were requested by the sales manager to attend the
seminar.
d. The sales manager requested Mr. Jason Borlado, you, and me to attend the
seminar.
18. Which of the following exhibits correctness?
a. Dear Mam: c. Dear Madam:
b. Dear Ma'am: d. Dear Madame:
19. Which of the following exhibits correctness?
a. Employees without ID's are not allowed to enter the premises.
b. Employees w/o ID's are not allowed to enter the premises.
c. Employees without IDS are not allowed to enter the premises.
d. Employees without ID's aren't allowed to enter the premises.
20. Which of the following exhibits clearness?
a. It was stated in the letter I sent you last month.
b. It was stated in my letter dated September 21, 2019.
c. It was stated in the last letter I sent you.
d. It was a statement from the letter I sent you last month.
21. Which of the following exhibits clearness?
a. His problem affected his performance in the workplace.
b. His situation affected his work performance.
c. His failing the board examination affected his performance as an accountant.
d. He was affected by his failure in the board examination so he performed poorly.
22. Which of the following is not a miscellaneous element?
a. date line c. reference line
b. subject line d. enclosure line
23. The sender's address is always part of the
a. inside address c. outside address
b. heading d. envelope address
24. The number of paragraphs in the body of a business letter is usually
a. one c. three
b. two d. four
25. The body of the letter usually starts with a
a. call for action
b. statement of purpose
a. token of appreciation
c. discussion of the message
26. The body of the body of the letter contains a
a. call for action c. token of appreciation
b. statement of purpose d. discussion of the message

55
27. The three-line signature has the
a. designation of the signatory
b. division where the signatory is assigned
c. branch where the signatory works
d. signature of the addressee
28. The initials of the boss and the secretary are separated by
a. a colon c. either a colon or a virgule
b. a virgule d. none of the foregoing
29. The carbon copy notation indicates the number of copies of the letter
a. filed in the folder
b. printed out
c. including the copy for the addressee
d. excluding the copy for the addressee
30. The word "postscript" mean
a. posting the script c. after writing
b. before writing d. writing the script

56
 LESSON 5
LETTER OF APPLICATION

TOPIC
1. Letter of Application

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Proficient and effective communication (writing, speaking and use of
new technologies)
2. Critical, analytical, and creative thinking

TOPIC 1: LETTER OF APPLICATION

The Application Letter

Essentially, an application letter is a sales letter. The application letter attempts

to 'sell' yourself to a prospective employer.
Whether you are seeking employment for the first time or looking for a better-
paying job, the key to success in landing a job are your qualifications and the manner
these are presented in your letter of application. A well- written letter of application
results in getting an interview which may lead to employment.
Written by job applicants, letter of application may be solicited or unsolicited.
The solicited letter is written in answer to an advertisement. The unsolicited letter is
written to a company in the hope that there might be a possible opening.
To write a solicited or an unsolicited application letter effectively, an applicant
must observe the ABCD of an application letter, as follows:
A-Attracting favorable attention – The first paragraph is the attention-getting part of
the body of the letter. To attract favorable attention, the applicant writes an
introductory paragraph that has no eyesores (grammatical, mechanical, and other
errors) and that is emphatic, straightforward and accurate. He informs the employer
about how he learned about the job vacancy.
B-Building interest and desire – The second paragraph is the interest-arousing part of
the body of the letter. The applicant arouses the employer’s interest in him by
enumerating the characteristics that will qualify him for the position. He refrains from
mentioning about s disqualifications (underqualifications and overqualifications).
C-Convincing the employer – The third paragraph is the convincing part of the letter.
Here, the applicant convinces the employer by enumerating all the other traits the
former possesses which set him apart from the other applicants and make him win the
nod of the employer.

57
D-Directing favorable action – The fourth paragraph is the action-directing part of the
body. The applicant mentions about his availability for an oral interview and qualifying
examinations. He tells the employer to contact him through the telephone or the
telegram.

Solicited Application Letter

Mapaya 1, San Jose, Occidental Mindoro
March 31, 2020

Human Resources Department

Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro

Dear Ma’am:

I learned recently through a classified advertisement in one of the dailies that your
educational institution is in need of English teachers in the forthcoming semester; thus, I
wrote you to signify my attention to teach full-time in Occidental Mindoro State College.

A 2018 graduate of Bachelor of Secondary Education major in English from Occidental

Mindoro State College, I pursued graduate studies at the Occidental Mindoro State
College, earning the degree of Master of Arts in Teaching-English.

A Filipino citizen of good moral character and in good health, I am hardworking, honest,
diligent, intelligent, and dedicated to the teaching profession. I possess a pleasing
personality, a strong drive for excellence, the ability to deal easily with people at
different levels, and excellent and oral and written communication skills, as well as
other traits required of a professional teacher.

The enclosed personal resume and transcript of records provide more particulars
regarding my personality, employment history, educational background, and other
qualifications.

Should you consider me worthy to be one of your prospective faculty members, you
may contact me at cellphone number 0907-584-3081 or at my address stated on the
resumé. I am readily available for an oral interview and a written examination at your
utmost convenience.

Very truly yours,

MIRACLE B. TUAZON

/mbt
Enclosures: Personal Resumé
Transcript of Records

58
Unsolicited Application Letter

Mapaya 1, San Jose, Occidental Mindoro

June 4, 2020
Human Resources Department
National University
551 M.F. Jhocson Street
Sampaloc, Manila

Dear Sir:

I heard from a friend that your educational institution might be needing an English
teacher in the forthcoming semester; thus, I wrote you to signify my intention to teach
full-time or part-time in National University.

2018 graduate of Bachelor of Secondary Education major in English from Occidental

Mindoro State College, I pursued graduate studies at the Occidental Mindoro State
College, earning the degree of Master of Arts in Teaching-English. Since 2018, I have
been handling English classes, sometimes Social Science classes, in Occidental Mindoro
State College.

A Filipino citizen of good moral character and in good health, I am hardworking, honest,
diligent, intelligent, and dedicated to the teaching profession. I possess a pleasing
personality, the ability to deal easily with people at different levels, and excellent oral
and written communication skills, as well as other traits required of a professional
teacher.

The accompanying personal resume provides more particulars regarding my personality,

employment history, educational background, and other qualifications.

Should you consider e worthy to be one of our prospective faculty members, you may
contact me at my landline number 854-6504 or at my address stated on the resumé. I
am readily available for an oral interview and a written examination at your utmost
convenience.

Very truly yours,

MIRACLE B. TUAZON

/mbt
Enclosures: Personal Resumé

59
 Task/Activity

Activity 1

Direction: Capture your prospective employer's attention by writing a catchy opening

of an application letter based on the given advertisement from Manila Bulletin,
October 17, 2020 issue:
Urgently needed- Sales executives

 male/female, not more than 35 years old, college graduate

 has good command of language both in oral and written
 dynamic, people-oriented, mature and highly motivated
 willing to travel
 with pleasing personality, and physically fit

Activity 2

Direction: Convince your prospective employer that you are the man/woman for the
job and cause him to act by writing the body and last paragraph of the application
letter through this ad.

Wanted: Executive Secretary

 F/M college graduate between 22-30 years old

 With excellent written and oral communication skills (able to do good
correspondence)
 computer literate
 highly organized

Activity 3
Look for ads in the newspaper or internet about a job which meets your qualifications.
Write a letter of application. Be sure to cut out or print the ad and submit it to your
teacher along with the letter.

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

Rubric
EQUIVALENT
SCORE
GRADE
Mechanics 30%
Organization 20%
Grammar 50%
TOTAL

60
 LESSON 6
RESUMÉ

TOPIC
1. Resumé

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Proficient and effective communication (writing, speaking and use of
new technologies)
2. Critical, analytical, and creative thinking

TOPIC 1: RESUMÉ

Resumé Writing
A resumé is a clear, concise written summary of your experiences, trainings,
education and other qualifications. FrequentIy, this is used interchangeably with the
data sheet and curriculum vitae. Your main target here is to establish an interest in you;
everything else is secondary.
Quality resumé writing is critical to presenting yourself well when searching for a
new job. Your resumé is the single-biggest factor that will determine whether you will
even "get your foot in the door" to be considered for that all-important job that you so
desperately want. In fact, your resumé combined with the application letter are the
master keys to opening the prospective employer’s mind and door so that you can
proceed to the next step in the process-the big interview! (www.writinghelp-antralcom)
There are three ways in which you can arrange your resumé: a functional resumé
which is based on skills, a chronological resumé that tracks your job history, or a
combination of the two.
A functional resumé helps transform unrelated experiences into a logical background if
your career history is scattered, if you have substantial volunteer activities or if you
think, you have nothing to offer.
A chronological resumé is most useful if your experience is mainly in one field and you
have progressed in it quite steadily.
A combined functional and chronological resumé flaunts your relevant skills at the
same time shows your previous employment record. This format is advisable if your
employment history is quite solid, although it does not show consistent development or
concentration in one field.
Here are some tips for writing an effective resumé, as suggested by
Renee Martin and Donald Martin:

61
  Organize your resumé in one to two pages. An employer wants to see quickly
whether you are a candidate.
 Describe important career-related activities other than employment, and give
specifics.
 List other qualifications if they are important to the job, such as fluency in
foreign languages, use of a computer or a car.
 Adjust your resumé for each potential position. The same resumé is not likely to
attract every employer. Use job titles and language appropriate to the position.
If you are answering a want ad, use the language of the ad.
 Ask a mentor or business friends to critique your resume before you submit it.

Sample of a Functional Resumé

David Lopez
1129 Mangga St., West Rembo Makati City
Tel. No. (02) 888-7777 [email protected]

CAREER OBJECTIVES
To contribute exceptional performance in any available position in the field of
teaching, media and management.

CAREER EXPERIENCES
TSE/ TOEFL/TWE/IELTS Specialist –trained & handled nurses for them to pass English
exams in US and UK
College professor - taught English subjects like Speech Communication, Grammar
Review, Developmental Reading, Research, Technical Writing, Creative Writing, and
Literature

Speech Consultant - taught professionals in English Proficiency & Fluency

Supervisor of a local restaurant - developed and implemented local training programs

for team members, managed ten personnel dealing in store operation
Disc Jockey of a Local FM Station
News writer of a regional newspaper
Assumed position as Traffic and Program Manager in DXMC Mini- Radio Station
achieving the highest listeners rate of programs with 64% increase in profit.

EDUCATION
Graduate student of the University of the Philippines at Diliman with a major in
Communication Research

Graduate of University of Mindanao with an AB English degree, Best Thesis in

Communication Research (1999), with the highest final rating of 90%

COMPUTER SKILLS

62
Advanced in MS word; Intermediate MS Excel, MS PowerPoint, Adobe Pagemaker, MS
Office

REFERENCES:
Available upon request

Sample of a Chronological Resumé

Carmelita Austria
16 Elioenai Homes, Tuguegarao City
Cagayan Tel. No. (078)827-1676

EXPERIENCE
2001- present SPEECH WORKS. Ortigas Center, Mandaluyong City Founding
Director/Consultant
Supervises operation of the Center, teaches professionals Intensive
Grammar Course, Corporate Communications, Business Writing,
PowerPoint Presentations
1999-2001 – CAGAYAN STATE UNIVERSITY Tuguegarao City University Planning &
Development Staff
Designed presentations, produced and edited university technical
publications (i.e., annual/quarterly reports, brochures, faculty research
journals
1998-2000 – RBC CABLE MASTER SYSTEM COMMUNITY CHANNEL 9 Tuguegarao City,
Cagayan
Production Manager
Managed eight people of the production department, produced
documentaries, advertisements, station ids, supervised airing if local
programs (local news, public affairs, community video coverage) and
represented the company in media conventions and press conferences
TV Host
Hosted weekly talk-shows on public affairs, health and youth programs
Executive Secretary
Handled, wrote & edited incoming and outgoing technical documents and
business letters of the company and assisted in hiring/interviewing of
incoming applicants
1997-1999 – VALLEY INQUIRER Community Newspaper Tuguegarao City, Cagayan
Editor-In-Chief
Managed publication of the weekly paper, wrote, edited articles (News,
Feature, Column, Editorial, Investigative Reports)

Summer of 1997 INTERNATIONAL RICE RESEARCH INSTITUTE (IRRI) Mobile Research

Team, Tuguegarao City, Cagayan Valley
Field Researcher
Interviewed and floated questionnaires to farmers about their crop seasons
and seeds

63
Summer of 1996 PHILIPPINE NEWS AGENCY (PNA) Tuguegarao City, Cagayan Valley
Reporter
Wrote news, interviewed local officials of various agencies, and covered
press conferences

EDUCATION
University of the Philippines Diliman, Quezon City
M.A. in Communication (major in Journalism), On progress

Cagayan State University, Tuguegarao City, Cagayan

A.B. Mass Communication, Cum Laude

COMMUNITY ACTIVITIES
Adviser, RISE UP Youth Ministry
Action Officer, Dulugan-Bayan Corruption Prevention Unit-ombudsman
Lecturer, Moral Recovery Program (MRP)-PNP

REFERENCES Available upon Request

Sample of Combined Functional-Chronological Resumé

Rodelita S. Lopez
196-D Mangga Street, BLK 7, West Rembo, Makati City
Tel. No. (02) 882-0464
[email protected]

KEY STRENGTHS AND ABILITIES

 Extensive experience in newspaper management and publication (e.g. community
newspapers, student publications, faculty journal, newsletters); possess a strong
combination of training and experience in the field.
 Experienced and effective in teaching English and Mass Communication subjects
 Superior communication skills in dealing with students, costumers, co-workers and
employees. Both verbal and written skills are strong.
 Well-organized and highly efficient working in a multi-tasking dynamic
environment; ability to plan, organize and supervise the work of others.
WORK EXPERIENCE
PUBLICATION
Edited a community newspaper, produced and edited brochures, annual reports,
newsletters and faculty journals, supervised various student publications.
TEACHING

Taught English subjects like Communication Arts and Skills 1 & 2, Speech and Oral
Communication, Business Correspondence, Technical Writing, Research, Philippine
Literature and Mass Communication subjects like Fundamentals of News Writing,
Investigative Journalism, Publications Writing and Editing, Creative Writing,
Development Communication both in public and private schools

64
Taught International English Language Testing System (IELTS), Test of Spoken English
(TSE) and Test of English as a Foreign Language (TOEFL) for nurses, engineers,
accountants and other medical professionals
Acted as SPEECHPOWER Consultant, teaching Business Correspondence and Intensive
Grammar Review for Professionals
PUBLIC RELATIONS
Acted as a Trainer of English proficiency training for Makati City Hall's government
employees
Organized various seminars and workshops on job search, business writing, journalism
and public speaking for undergraduate students and professionals
Acted as a Resource person of various seminars in Journalism, Communication, Business
Correspondence, Moral Recovery, Parliamentary Procedures
Hosted TV programs on public affairs and health education and acted as EmCee in
various school programs, seminars, weddings, birthdays
MANAGEMENT
Supervised a local TV channel and achieved the highest viewer's rate of programs which
led to a 30% increase in profit.

Managed and trained a team of 8 production personnel

COMPUTER
Proficient in MSWord, MS Excel, Ms PowerPoint, Adobe PageMaker 7
WORK HISTORY
2019-Present University Instructor-University of Makati, West Rembo, Makati City
2018-2019 Consultant, Speechpower-Taft
2016-2017 University Lecturer and Planning and Development Staff,
Cagayan State University, Tuguegarao City
2015-2016 Editor, Valley Inquirer, Tuguegarao City
2014-2016 Production Manager/TV Host, RBC Cable Master System
2013-2014 English Instructor, Medical Collleges of Northern Philippines Alimnao
Hills, Cagayan

EDUCATION AND TRAINING

Graduate student of the University of the Philippines - Diliman, taking up M.A. in
Communication major in Journalism
Graduate of A.B. Mass Communication at Cagayan State University, Tuguegarao City,
with Special Academic Award (1.75 GWA), Best Thesis Award & Leadership Award
Editor of various newsletters and associate editor of the university’s school paper “The
Communicator” for two years
English Proficiency Training for Teachers, SpeechPower, Cubao Branch, Quezon City
(November 2001-March 2002) – This comprehensive and challenging training is a one
and a half day per week for five months which focused on teaching creative and
functional English both for students and professionals

65
PERSONAL INFORMATION
27 years old, married, with 2 children; interests include writing articles, lay-outing, and
Guitar playing

REFERENCES
Available upon request

Task/Activity

Activity 1
Writing Activity. Write your resumé choosing any of the formats discussed above.

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

Rubric for Writing a Resumé

EQUIVALENT
SCORE
GRADE
Mechanics 30%
Organization 20%
Grammar 50%
TOTAL

Activity 2

Discuss the following questions comprehensively.

1. Why do college students like you need to have knowledge on how to sell a product
through letters?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

2. Is an application letter considered a sales letter? How can you effectively sell
yourself?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

3. How important is the resumé or curriculum vitae in job search?

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

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 Rubric for Paragraph Writing

4 3 2 1 SCORE
Weakly stated
Strong Adequate Unclear main
main idea
main idea main idea idea
weakly
Main Topic restated in restated in not restated
restated in
the closing the closing in closing
closing
sentence sentence sentence
sentence
Three or
more Two One
Supporting supporting supporting supporting No supporting
Sentences sentences sentences sentence sentences
per per paragraph per paragraph
paragraph
Several errors
Many errors Many errors
that
Few, if any, that that
Grammar do not
errors interfere with make it
interfere with
meaning illegible
meaning
TOTAL

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 LESSON 7
JOB INTERVIEW

TOPIC
1. Job interview

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Critical, analytical, and creative thinking
2. Application of different analytical modes (quantitative and qualitative,
artistic and scientific, textual and visual, experimental, observation, etc.)
in tackling problems methodically

TOPIC 1: INTERVIEW

An interview is structured exchange of ideas or views between an interviewer

(questioner/inquirer) and an interviewee (answerer). It is done privately in the presence
of only the parties involved (as an interview between an employer and an applicant) or
publicly I front of the audience (as an interview shown on television, for example, Boy
Abunda interviewing the Miss Universe 2018 winner Catriona Gray – ABS-CBN). The
interviewer prepares a set of questions for the interviewee to answer, prior to the
interview proper. After having conducted the interview, the interviewer writes the
interview report. The interview comes in any of the three forms: personal (in-
person/direct/tete-a-tete/face-to-face) interview, mail (letter) interview, and telephone
(phone) interview.

To come with an effective interview, you can apply the suggestions offered by this
writer:

I-Inform the interviewee of your intention to interview him. An in-person interview is

scheduled interview. However, public figures such as government officials and showbiz
personalities experience ambush interviews. In business and in school, rare is the
occasion when the interview is done without the prior consent of the interviewee.

N-Notify the interviewee of the appointed time, date, and venue of the interview. An
appointment is made before the actual interview is conducted. This is done to avoid
conflict of schedules on the part of the interviewee, as well as of the interviewer.

T-take note of the words of the interviewee, most especially the most important ones.
If the interviewer intends to record the entire interview proper, he has to bring a tape
recorder and transcribe the spoken words into the written ones after the activity. If he
has no tape recorder or does not intend to record every word of the interviewee, he has
to jot down all the important ideas of the interviewee. He must have a good knowledge
of shorthand or be a fast stenographer.

68
E-Exhaust all possible means to elicit from the interviewee the answers to your
questions. There are times when the interviewee avoids some questions perhaps
because the answers are confidential in nature that they should not be divulged or
because he keeps the answers to himself for personal reasons.

R-Refrain from giving comments on the statements of the interviewee. Personal

comments may offend the interviewee. Remember that you owe the interviewee a
favour by using his time for the interview. Your unwanted comments may insult him or
cause him some irritation that will make him decide to put an end to the verbal
intercourse.

V-Verify some statements by asking clarification or follow-up questions. In case some

answers are not clear, it is best to shoot follow-up questions in order to be clarified on
the issue at hand. The interview report will contain ambiguities if there are statements
left not clarified.

I-Include the interviewee’s personal data in your interview report. The questions are
centered on the subject of the interview. However, even if the focal point is the
interview topic, there is a need to place some interesting data about the interviewee
because these data may arouse the attention of the readers or listeners.

E-End the interview with a token of appreciation and in a happy note. Before leaving
the interview site, you have to thank the interviewee and show pleasure in having him
as the interviewee.

W-Write the interview transcript or report immediately after the interview. A big gap
between the actual interview and the time of writing the interview report may cause
the interviewer to forget some of the important words of the interviewee especially if
he does not use recorders for interview purposes.

Task/Activity

Activity 1
Let us say that you are applying for a job and you are about to be interviewed.
Prepare yourself for a mock interview.

Mock Interview Rubric

Interviewee:_____________________________Interviewer:_______________________
Score: 1= far below standard 2=below standard 3=meets standard 4= above
standard 5 = far exceeds standard

CATEGORY SCORE COMMENTS

I. RESUME
 Is resume professional and neat?
 Is resume free of errors?
 Does resume “sell” examples of
transferable skills?
II. APPEARANCE AND POISE:
 Is interviewee punctual?

69
  Is interviewee dressed professionally and
appropriately?
 Does the interviewee appear confident and
poised?
 Does interviewee maintain good posture?
 Does interviewee make eye-contact with
the interviewers?
 Does the interviewee give an appropriate
handshake?
III. SKILL PRESENTATION:
 Does interviewee answer content of each
question clearly?
 Does interviewee “sell” their skills?
 Does interviewee appear prepared and
knowledgeable about the position they are
applying for?
 Does interviewee reference items on their
resume?
 Does interviewee appear to give
straightforward, honest responses?
 Does interviewee come across as someone
who can work well with others?
IV. DELIVERY AND LANGUAGE
 Does interviewee use proper language and
enunciate their responses?
 Is the interviewee professional, and mature
throughout the interview?
 Does the interviewee answer questions
with appropriate wait time?
 Does interviewee avoid distracting
mannerisms and phrases? (“ums”, tapping,
hair twirling, etc.)

Total Score out of 20 pts. possible: _________________ (see following page for chart of
score ranges)
Mock Interview Rubric
How You Did: TOTAL SCORE RANGE
YOU’RE HIRED!
- stellar resume
- great poise, professional dress, great eye-contact
- very confident
- detailed and specific answers to questions
- sells skills and references previous experience
- appears to have many leadership qualities
- appears very honest and easy to work with
- interviewee is professional when responding
- very clear and concise manner of speaking
- above-average maturity
WE’RE CONSIDERING YOU…
- thorough resume
- decent poise, professional dress, good eye-contact
- somewhat confident

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- specific answers to questions
- sells some skills
- appears to have some leadership potential
- appears honest and non-conflict prone
- interviewee is usually professional when responding
- clear manner of speaking
- noticeable maturity
WE MIGHT HAVE HIRED YOU, BUT …
- resume is organized, but shows little experience
- not enough poise, semi-professional dress, some
eye-contact
- confidence is not convincing
- specific answers to some questions, others too
general
- comes off as a little too inexperienced
- appears to be a hard-worker, but not necessarily a
leader
- appears to have some communication problems
- interviewee attempts to be professional when
responding
- manner of speaking is comprehensible, but
sometimes a bit unclear
- some maturity evident
DON’T CALL US, WE’LL CALL YOU…
- resume feels incomplete or has many errors
- no poise, dress too casual or inappropriate, poor
eye-contact
- lack of confidence
- answers to questions are not convincing, relevant,
or sufficient
- inexperience is obvious
- does not appear to possess leadership skills
- does not come across as a dependable employee
- interviewee is not professional when responding
- manner of speaking is unclear, jumbled or poorly
worded
- interviewee needs more experience and maturity

71
 LESSON 8
WRITTEN BUSINESS LETTERS

TOPIC
1. Business Letters
2. Business Reports
3. Inter-Office Communications (Memorandum & Minutes of the
Meeting)

LEARNING OUTCOMES
At the end of the lesson, you should be able to:
1. Proficient and effective communication (writing, speaking and
use of new technologies)
2. Application of different analytical modes (quantitative and
qualitative, artistic and scientific, textual and visual,
experimental, observation, etc.) in tackling problems
methodically

TOPIC 1: BUSINESS LETTERS

Kinds of Business Letters

This chapter deals with the kinds of business letters. Generally, business letters are
grouped into employment letters, routine business letters, and goodwill letters.

Employment Letters
Employment letters are business letters that involve getting a job or losing it.
These include solicited and unsolicited application letters, resignation letter,
termination letter, recommendation letter, appointment letter, acceptance letter,
refusal letter, and referral letter.

Routine Business Letters

Aside from the employment letters, a number of letters are used in the ordinary
course of business. Written daily or periodically, these are termed routine business
letters. Among them are inquiry letters, letters, sales letters, order letters, claim letters,
adjustment letters, letters, collection letters, notification letters, remittance letters,
acknowledgment letters, transmittal letters, reservation instructions letters, proposal
letters, recommendation letters, solicitation letters, approval letters, authorization
letters, endorsement letters, request letters, excuse letters, confirmation letters, and so on.

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Inquiry Letter
An inquiry letter is written for the purpose of securing business or other
information. More often than not, a person asks about products and the benefits and
disadvantages of using other products. Indeed, an inquirer seeks for other information.
Whatever the information is, the inquirer asks questions in a clear, concise, and direct
fashion. If there are four or mor3 questions, he lists them and number them. He
concludes his letter by giving the date when he needs the information and by expressing
thanks for the information to be received.

Sample of an Inquiry Letter

College of Business, Administration, and Management
OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro
April 28, 2020

Graduate School
UNIVERSITY OF THE PHILIPPINES
Diliman, Quezon City

Gentlemen:
A UP alumna and a co-teacher told me about your graduate of mine, Prof. Angelina
school offerings that J. Ferrer, I became interested ill studying there again. I am scouting
for a good school which offers graduate studies and I am pretty sure that UP is the
answer to my quest.
I had my first year of undergraduate studies in UP, but its distance forced Ina to transfer
to a school nearer to my place of residence.
I had difficulty commuting daily from Parafiaque to Diliman, Quezon City, and vice versa.
Now that I'm teaching in Quezon City and that there is LRT Line 2, commuting won't be a
problem.
I want to inquire about the graduate courses you offer, which are allied to my fields of
specialization, Linguistics and Journalism, as well as about the requirements for
transferees. Although I am a holder of an MA~ degree (Please refer to the attached
transcript of records.) and therefore already earned a number of Master'S units. I want
to pursue another course leading to an MA degree before proceeding to post-graduate
studies.
I expect your reply the soonest possible because the first semester is in the offing. I
thank you in advance for the information you will send me.
Very truly yours,

Prof. MIRACLE B. TUAZON

Faculty Member

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Adjustment Letter
An adjustment letter is a positive response to a claim letter. It aims to adjust what has
been claimed (cash, merchandise, service or insurance). It usually ends with a building of
goodwill.

Sample of an Adjustment Letter

ABCEnterprises
5678 Bagong Alamang Street, Tingting
Imus, Cavite

JESUS Z. MENOY Proprietor

JZM Enterprises
1234 Bagong Lipunan Street, Baclaran
Parañaque City, Metro Marnla

Dear Mr. Menoy:

I received your letter dated June 1, 2009 and I was saddened by fact that you
received some of our products not satisfactory your taste.
While we strictly implement quality control measures, it is for the products to be
subjected to the natural elements such as wind, water, and pests. Therefore, these
rattan cabinets underwent and passed quality control tests must have been affected
by these factors and the salesmen did not check the rattan cabinets well before they
were dispatched.
I apologize for this error in shipment, and I guarantee you the new rattan cabinets to be
delivered to your end will meet your satisfaction.
I will ensure that the same incident will not occur in the future. And I hope that our
good relationship was not tarnished by such incident.

Jason S. De Vera
Entrepreneur

Collection Letter

When the obligation falls due or when the maturity date comes, a collection
letter is written to effect payment. However, there are times when the debtor cannot
settle his obligation when the collection is done. Sometimes, it takes several letters
before a delinquent barrower or a poor risk pays the amount due. According to Arroyo
(1981), these letter are classified according to severity. They are as follows:
1. Reminders or notices
2. Inquiries
3. Letters appealing to sympathy
4. Letters appealing to fairness
5. Letters appealing to self-interest
6. Letters appealing to fear (threat letters)

74
 For the sake of convenience, utilities companies such as PLDT, MERALCO, and
MAYNILAD use, instead of the personalized letters listed above, printed notices or letter
forms as shown below. Other companies use telegrams. Whatever the form is, a
collection letter is effective if it is able to effect payment in the shortest time possible.

Sample of a Collection Letter

MERALCO DISCONNECTION NOTICE

November 24, 2020

TUAZON, ISMAEL JR.
1234 BAGONG LIPUNAN ST., TAMBO
PARAÑAQUE CITY, METRO MANILA

Dear Customer:
We wish to remind you of your unpaid electric consumption in the sum of ₱5,
325.60, the details of which are indicated below. As you may have simply overlooked
this account, we are making this reminder to you to save your service from
disconnection which shall be effected on December 4, 2020 or anytime thereafter, if
said amount remains unpaid. Our branch officers are open to receive payment from
8:00 AM to 5:00 PM during workdays and from 8:00 AM to 12:00 noon on Saturdays. In
case the service is disconnected, we will promptly reconnect upon payment of the
unpaid amount and the reconnection fee of ₱44.80.
Thank you for your kind attention. Please disregard this notice if payment has
already been made.
Sincerely,
PARAÑAQUE BRANCH

Reminder: Always bring your electric bill when paying.

75
Reservation Letter
A reservation letter is a letter used to make a reservation for a room or accommodation
in a hotel and the like. It usually ends with a call of action.

Sample of a Reservation Letter

ENGLISH CLUB OF OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro

August 25, 2020

WENCESLAO M. PAGUIA, JR., PhD

Dean of Students Affairs
Occidental Mindoro State College
Labangan, San Jose, Occidental Mindoro

Dear Dr. Paguia:

The Student Supreme Organization staff members and English Club of Occidental
Mindoro State College members will use the Studio Theater on September 10, 2020 at
8:30-9:30 am and 11:30 am-1:30 pm, respectively, to conduct the election of officers
and discuss salient matters affecting the two student organizations.
In line with the foregoing, may I reserve on the same day the Studio Theater to be used
for the said activity.
Your favorable action on this matter shall be highly appreciated.

Very truly yours,

MIRACLE B. TUAZON
CBAM-English Faculty

76
Resignation Letter
When an employee is dissatisfied with his job, he resigns from his work. Job
dissatisfaction is one of the basic reasons why employees resign. Other reasons are the
transfer of residence, the conflict with studies, a better - paying job, and marriage. A
resignation letter is written to signify the employee’s intention to leave his work. In his
letter, he expresses his appreciation for having been employed in the company and his
hope that he has contributed the company in whatever way.

Sample of a Resignation Letter

1234 Bagong Lipunan St., Tambo

Parañaque City, Metro Manila
September 15, 2020

HRD OFFICER
Nasipit Lumber Company, Inc.
Binondo, Manila

Dear Sir:

This serves to inform you that I am tendering my resignation effective September 30,
2020.
One of the company’s policies is not to allow probationary employees to take a leave of
absence for one month. Inasmuch as I won’t be allowed to take a leave from October 1
to October 10, 2020 to concentrate on my review for the CPA Licensure Examination, I
deem it fit to resign.

I appreciate your granting me the opportunity to serve your company. As an accounting

staff member for about five months, I became more knowledgeable in accounting and I
enhanced my work and interpersonal skills.

I hope that in my short stay here, I have contributed to the fulfilment of your company’s
objectives. I promise that I will assist whoever you will hire as my replacement.

Very truly yours,

ANALIZA B. TUAZON

77
Transmittal Letter

A transmittal letter is a letter used to accompany a report or something to be

transmitted. Forming part of a formal report, it usually ends with a building of goodwill.

Sample of a Transmittal Letter

Gulod Sapang Palay

San Francisco del Monte, Bulacan
March 24, 2009

PROF. JESUS Z. MENOY

Faculty Member
College of Arts and Sciences
University of the East

Dear Prof. Menoy:

I am submitting herewith my research paper entitled “Stress and Coping Responses of

Adolescents with Suicidal Tendencies” as a partial fulfillment of the requirements in
English 112 (College Reading and Writing).

Based on your instructions, I conducted a survey involving 100 respondents and

completed the report within the prescribed period.

I hope that this research paper will be satisfactory to you and will be beneficial to UE’s
academic community.

Respectfully yours,

RICO S. OLAZO

78
Authorization Letter

An authorization letter is a letter granting another person the authority to do an act in

behalf of the writer, for example, a letter authorizing someone to claim something or to
serve as a proxy. It usually ends with a token of appreciation and/or a building of
goodwill.

Sample of an Authorization Letter

1234 Bagong Lipunan St., Tambo

Paranaque City, Metro Manila
June 3, 2009

YDM Supermarket
Quirino Avenue, Baclaran
Parañaque City, Metro Manila

To whom it may concern:

This serves to authorize the bearer, Mr. JASON BRIAN MENOY, my nephew, to
claim the Sanyo personal refrigerator, which I won as one of the prizes in your
Summer Special Promo with Presscorp (Colgate-Palmolive).
I cannot go there personally to claim the prize because my work starts at 7:30'
a.m. and ends at 7:30 p.m. Enclosed are a photocopy of my valid ID cards and pertinent
papers to authenticate my claim.

I hope for your consideration. Thank you very much.

Very truly yours,

JESUS Z. MENOY

/jzm
Enclosure: 3
CC: File

79
Letter of Intent

A letter of intent is letter indicating one’s intention to do something, for

example, pursuit of graduate studies, shift in course, or transfer of school. It usually
ends with a building of goodwill.

Sample of a Letter of Intent

November 27, 2008

DEAN JUSTINA M. EVANGELISTA

College of Arts and Sciences
University of the East
Recto Avenue, Manila

Dear Dean Evangelista:

Good day!

As a response to your memorandum dated November 25, 2008 regarding my plan for
graduate studies, I would like to inform that I have the intention to purse my course
leading to the degree of Master of Arts in Education major in English Language Teaching
next school year (2009-2010), either first semester or second semester, perhaps at the
Philippine Normal University where I earned my Graduate Certificate in English
Language Teaching (equivalent to the MAT degree, a non-thesis program).

Presently, I am working on two books for English courses and the writing activity leaves
me little time to concentrate on graduate studies. I want to focus on the things that I do
so that I can produce the best results.

I hope that you understand that cause of the delay in my pursuit of graduate studies.

Very truly yours,

PROF. JESUS Z. MENOY

Noted by:

PROF. JENNIFER T. LAZO

Chair, English Department

80
Letters of Courtesy (Goodwill Letters)

Letters of courtesy, besides employment letters and routine business letters, are
written by business people to promote goodwill. Also called goodwill letters, they
include the introduction letters, invitation letters, regret letters, congratulations letters,
condolence letters, appreciation letters, welcome letters, and farewell letters.

Acceptance Letter
An acceptance letter is a positive response to an appointment letter. The
appointed signifies his willingness to accept the position and his commitment to serve
the organization to the best of his ability. He also expresses his gratitude to the
appointing party for the latter’s trust on the former.
To write an acceptance letters effectively, remember the seven suggestions from
Nauheim (2000) when capitalizing on a “yes”:
1. Never think that saying “Yes” is enough.
2. Saying “Yes” costs something so be sure to get a return on your investment.
3. Say “Yes” graciously.
4. Say what you’ll do immediately. Don’t make them dig.
5. If possible give them something extra.
6. Thank the reader for the opportunity to do something for him.
7. Say “Yes” and “No” by combining the needed elements of both types of letters.

Sample of an Acceptance Letter

ART APRECIATION CLUB OF CENTRAL COLLEGES OF THE PHILIPPINES
52 Aurora Boulevard, Quezon City

November 8, 2009

PROF. JESUS Z. MENOY

Adviser, AACCCP

Dear Prof. Menoy:

I received your appointment letter today, and I am pleased to inform you that I am
accepting the position you have entrusted upon me.

It was unfortunate that some of the officers elected were disqualified by virtue of their
residence in CCP. Although they were dutiful and committed, they have to be replaced.

It is an honor that you have chosen me to be among the replacements. I was not
present during the election so I did not have the chance to be nominated. I do not know
if I would be nominated if I were present that time. The fact that I was appointed as the
auditor is reason for me to rejoice.

81
I must prove to the officers and members of AACCCP that I am worthy of the
appointment. I promise you that I will do the duties and responsibilities of the auditor to
the best of my ability.

Thank you very much.

Respectfully yours,

JESSICA REYES

Congratulations Letter

A congratulations letter is a letter expressing the writer’s happiness over another

person’s triumph or success in an undertaking, for example, passing the board
examination, graduating with honors, or receiving a promotion.

Sample of a Congratulations Letter

ART APPRECIATION CLUB OF CENTAL COLLEGES OF THE PHILIPINES

52 Aurora Boulevard, Quezon City

November 24, 2020

MISS MA. ELENA S. SAGUN

President, AACCCP

Dear Miss Sagun:

I wrote you to personally congratulate you for having been chosen as the new
president of the association.

You possess extraordinary creativity and artistic and leadership skills, and such
traits really qualify you for the position. I am certain that with you presiding the activity
of the organization, AACCCP won’t fail.

Being the faculty adviser of the club, I will support your undertakings. I assure
you that I will be there for you when you need my help.

Congratulations!

Cordially yours,

OFFICERS AND MEMBERS

CAS Faculty Club

82
Condolence Letter

A condolence letter is a letter expressing the writer’s grief over another person’s
misfortune, for example, the death of a loved one, the loss of a job, or a destruction of
one’s property due to fire or natural calamity. Having a sad tone, it contains encouraging
words.

Sample of a Condolence Letter

College of Business, Administration, and Management

OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro

December 2, 2019
MIRACLE B. TUAZON
CBAM Faculty Member

Dear Prof. Tuazon:

We wrote you to extend our condolences to you and your family for the loss of
your loved one.

The sudden demise of your father on November 29, 2019 must have caused you
so much pain and suffering. Please remember that we are here to give you moral
support.

We pray for the eternal repose of your father’s soul and for God to grant you and
your family His blessings and the strength and the fortitude to carry on despite the trials
and tribulations that come your way.

Sincerely yours,

OFFICERS AND MEMBERS

CBAM Faculty Club

Task/Activity

Activity 1
Resignation Letter. Consider yourself as an employee and write a letter indicating
your intention to resign from the company you are working with. Indicate your valid
reason for resigning.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

83
 EQUIVALENT
SCORE
GRADE
Mechanics 30%
Organization 20%
Grammar 50%
TOTAL

Activity 2

Multiple Choice. On the blank before the number, write the lowercase letter that
corresponds to the word or expression that best completes the statement. If all
options do not fit the statement, write e.
1. In order to gain admission in the world of work, a college graduate prepares an
a. Inquiry letter c. application letter
b. Introduction letter d. admission letter
2. To present a clear picture of oneself and his ability to organize facts in an attractive
and clear manner, he submits a
a. Bio-data sheet c. self-analysis report
b. List of personal details d. self-evaluation
3. A letter which requests for merchandise or service to be delivered is a/an
a. Request letter c. purchase letter
b. Order letter d. sales letter
4. A letter used to request for information is a
a. Goodwill letter c. form letter
b. Inquiry letter d. reply letter
5. A letter sent when no response to an inquiry letter is received is a
a. Follow-up letter c. credit letter
b. Reply letter d. response letter
6. A letter in which a customer requests for replacement of a defective equipment is a
a. Request letter c. complaint letter
b. Claim letter d. solicitation letter
7. A letter which signifies one’s intention to terminate his services is a
a. Resignation letter c. refusal letter
b. Termination letter d. regret letter
8. A letter which confirms an order and expresses appreciation for interest in the
company and its products is a/an
a. Acknowledgement letter c. appreciation letter
b. Confirmation letter d. recommendation letter
9. A letter asking someone to attend an occasion is a/an
a. Occasional letter c. appointment letter
b. Invitation letter d. confirmation letter
10. When a businessman succeeds in his undertaking, a business associate sends him
a/an
a. Success story c. congratulations letter
b. Appreciation letter d. condolence letter
11. A letter of sympathy is called a
a. Letter of regret c. letter of disapproval
b. Letter of refusal d. letter of condolence

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12. the most common cause of employees’ resignation is
a. Work abroad c. job dissatisfaction
b. Underemployment d. none of the foregoing
13. When an employer wants to cease employer-employee relations, he writes a/an
a. Termination letter c. informal letter
b. Resignation letter d. formal letter
14. Transmittal letter are written to accompany
a. Transmittal payment
b. Acknowledgement payment
c. Error in payment
d. Error in billing
15. A promise of future payment in cash or in kind given in exchange for present money,
goods, or services is contained in a/an
a. Credit letter c. inquiry letter
b. Order letter d. transmittal letter

TOPIC 2: BUSINESS REPORTS

Classification of Reports
Business reports are written daily by businessmen and other people engaged in
business transactions. The volume of these reports increases as a number of businesses
mushroom. Providing valuable information in the form of business data collected,
analyzed, and presented well, a business report is an objective and systematic
communication having a financial character and addressed to a specific reader for a
specific purpose. They are classified in many ways. Their classification is found in the
table that follows.

BASIS KIND MEANING AND EXAMPLE

Business reports are classified into marketing,
Subject
economic, financial, accounting, management,
Matter
etc.
It is issued on a regular or periodic basis (daily,
weekly, monthly, quarterly, yearly, semi-
Regular/Periodic
annually), e.g., sales report and merchandise
Frequency
inventory report.
It is issued occasionally, e.g., calamity report and
Special
building examination report.
It serves to inform, e.g., business information
Informative
report and health advisory report.
Function It serves to persuade or to let the reader take an
Persuasive action, e.g., proposal report and
recommendation report.
It is written by an author not belonging to the
External/Outside same organization, e.g., external audit report and
Authorship sanitation examination report.
It is written by an author belonging to the same
Internal/Inside
organization, e.g., college accomplishment report

85
 and internal audit report.
It is written by a public official or government
Public personnel, e.g., COA audit report and
Department of Education memorandum report.
It is written by an individual in a private sector,
Private e.g., doctor’s physical examination report and
merchandise inventory report.
It is addressed to an individual, e.g., bank
Individual-reader
statement and transcript of records.
Readership It is addressed to a group of individuals, e.g.,
Group-reader company’s annual report and stockholders’
equity report.
It is more than five pages, e.g., theses and
Long
dissertations.
Length
It has five pages or less, e.g., laboratory report
Short
and form report.
It is written on ready-made printed form, e.g.,
Printed/Form
cash flow report and bank reconciliation report.
It is written in the form of a letter, e.g., proposal
Format Letter-Form
report and recommendation report.
It is written in the form of a book, e.g., thesis and
Book-Form
information booklet.
It imparts information on a periodic or special
Information basis, e.g., annual report and monthly annual
expense report.
It states the results of an examination, e.g.,
Examination engineering, marketing, financial and
administrative examination reports.
Purpose
It gives the findings of an investigation, e.g.,
Research business investigative report and experimental
research report.
It suggest an action to be undertaken, e.g.,
Recommendation operation and construction recommendation
reports.
It does not contain all the parts of a conventional
Formality Informal full-dress report, e.g., letter report and one-page
report.
It contains all the parts of a conventional full-
Formal
dress report, e.g., thesis and research paper.

Formal and Informal Reports

Based on form, reports are either formal or informal. Formal reports are
conventional full-dress reports; they contain almost all the report parts listed in the
table below. On the other hand, informal reports contain only a few of these parts.

Part Meaning
It bears the title of the report, the writer’s name, and the date
of the report transmission. The title may be presented in any
Title Page of the following styles: one-line, parallel-line (lines on the
same length), pyramid (lines increasing in length), and
inverted pyramid (lines decreasing in length).
Dedication Page It is an offering of the report to an individual or a group of

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 individuals.
Acknowledgement It contains words of thanks to those who have helped in the
Page completion of the report.
Preface It states the purpose and the scope of the report.
It contains words of a person other than the writer about the
Foreword
report.
It is a condensed version of the report, it is either descriptive
Abstract
(short) or informational (long).
It is a chronological list of the items contained in the report
Table of Contents
with corresponding pages.
It is a chronological list of tables, charts, maps, and other
List of Figures
graphic aids, with corresponding pages.
It contains the introduction, discussion proper, (presentation
Body/Report proper
of data), and conclusion and recommendation of the report.
Appendix It is a supplementary material added at the end of the report.
It is an alphabetical list of business terms and their
Glossary
corresponding meanings.
It is an alphabetical list of reference materials (books,
Bibliography magazines, newspapers, journals, online sources, etc.) used in
the report.
It is an alphabetical list of topics discussed in the report with
Index
corresponding pages.

TOPIC 3: INTER-OFFICE COMMUNICATIONS

Minutes of the Meeting

Business meetings are held regularly. To record these meetings, minutes are
recorded by the secretary of the organization, his or assistant, or, in the absence of the
two, anybody tasked to do the recording. The presentation of the minutes of the
meeting varies from one organization to another. One of the formats is presented
below.

Sample of a Minutes of the Meeting

College of Business, Administration and Management
OCCIDENTAL MINDORO STATE COLLEGE

MINUTES OF THE WORKING COMMITTEES’ MEETING

REGARDING CBAM LEVEL II RE-ACCREDITION

Date : March 2, 2020

Time : 2:00-5:00 pm
Attendance : Dean, Program Heads, and Faculty of CBAM
Presiding Officer : Dean Wenceslao M. Paguia, Jr.

Agenda:

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1. Mr. Delfin, being the Overall Chair, announced the appointed chairs for the different
areas of the Level II Re-accreditation of the College of Business, Administration and
Management set in July, 2020.
2. The Core Team of the CBAM Level II Re-accreditation discussed how to implement
the recommendations of the PACU-COA for the Level I Accreditation.
3. The weaknesses observed from the different sections of the areas of accreditation
for CBAM level I were thoroughly analysed and suggestions were given by the Core
Team.
4. Dean Paguia reiterated his appeal for full support of the CBAM faculty and staff, led
by the Core Team, to raise the benchmark of excellence for CBAM.

Prepared by:

MIRACLE B. TUAZON

(Note: The details for Nos. 1 and 2 items were omitted.)

Memorandum
A memorandum is an inter-office communication. People in business
organizations prefer the memorandum format to other business letter styles because it
is simple and has fewer letter elements. Moreover, it can be made available in printed
form. It is also used to convey information on routine matters, which may be in the form
of the following (Arroyo, 1981):
1. Instructions, explanations of policies or procedures, and announcements;
2. Requests for information, action, or reaction; and
3. Responses to requests for information, action, or reaction.

A memorandum has two parts: the header and the body of the letter. The header
always has the TO line (recipient’s name), FROM line (sender’s name), DATE line, and
SUBJECT line (topic of the body of the letter). Sometimes there is a REFERENCE line
(reference number or file number), as well as a THRU line (channel’s name).
Memorandums are generally unsigned; however, they sometimes bear the initials of the
sender and, in some cases, the recipient’s.
Unlike the business letters, a memo has no formal inside address, salutation and
complimentary closing. Generally, the message of the memo includes the following:
a. The part which tells why the message was written
b. The section which states what the message is
c. The part which suggests, instructs or asks for help or guidance.
Take note, however, that Memo To is used when a writer addresses the memo
to his subordinates, or people who have lower positions than him while Memo For is
used to address his superior or someone who has a higher position than him.

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 Sample of a Memorandum
College of Business, Administration, and Management
OCCIDENTAL MINDORO STATE COLLEGE
Labangan, San Jose, Occidental Mindoro

MEMORANDUM
________________________________________________________________________

TO : Humanities and Freshman English Instructors

THRU : Dr. Elbert C. Edaniol
FROM : Prof. Miracle B. Tuazon
DATE : July 20, 2020
SUBJECT: Change of Schedule of Film Viewing

________________________________________________________________________

Please be informed that the film viewing of "Romeo and Juliet" and "Swan Lake" slated on
July 23 and 30, 2020, respectively, was postponed to September 24 and October 1, 2020
inasmuch as the Studio Theater will be used by some student organizations who scheduled
their activities there earlier.

To make use of the afternoon slot, the members of the Art Appreciation Club of
Occidental Mindoro State College will hold a general assembly in HR 230 from 1:00 to
3:00 pm to discuss matters pertaining to the membership fees the organization's
constitution and by-laws, and the election of officers. Therefore please advise your
students who applied for membership in the AACOMSC to attend its initial meeting.
Your cooperation in this regard is expected.

Task/Activity

Activity 1
Writing Activity
You are the President of a company and you noticed that most of your employees are
not following the Company Dress Code. Write a memo reminding them of your
Company policy. You may also include the following details:

 Monday to Friday (wearing of company uniform for regular employees) Official

female company uniform must be worn with black closed heeled-shoes while male
employees should wear dark pants, blue/black socks and black/brown leather shoes.

Probationary employees should wear corporate attire, the uniform being the
standard.

Friday (civilian clothes for all employees) sleeveless blouses and printed t-shirts with
logs, jeans sandals and athletic shoes are not allowed

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 Rubric for Writing a Memo

EQUIVALENT
SCORE
GRADE
Mechanics 30%
Organization 20%
Grammar 50%
TOTAL

Activity 2
Writing Activity
Divide the class into two/three groups. Assign a leader and a secretary for each group.
Each group will demonstrate how to conduct a meeting based on a topic which will be
given by the teacher. As they take turns in their demo, instruct the students to take
the minutes of the meeting.
Rubric for Writing a Minutes of the Meeting

EQUIVALENT
SCORE
GRADE
Mechanics 30%
Organization 20%
Grammar 50%
TOTAL

REFERENCES

Retrieved (July 10, 2020), from

https://grammar.yourdictionary.com/writing/comparison-of-business-and-
academic-writing.html
Retrieved (July 10, 2020), from https://study.com/academy/lesson/what-is-creative-
writing-definition-types-examples.html
Bouing, Ronnie. Effective Business Communication. Quad alpha Centrum Bldg. 125
Pioneer Street, Mandaluyong City

Lopez, Rodelita and Michael Lopez. A Practical Approach to Business Writing. 151 Rev.
Aglipay St., Mandaluyong City

Martin, Renee and Donald Martin. The Survival Guide for Women. Regnery
Gateway, Washington D.C. 1991

Menoy, Jesus. Business Communication and Report Writing: A Practical Approach. 707
Tiaga cor Kasipagan St., Barangka Drive, Mandaluyong City

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