MODULE 5: COMMUNICATION FOR VARIOUS PURPOSES

LESSON 1: Obtaining, Providing, and Disseminating Information Effectively

Learning outcomes:

At the end of the lesson, you should be able to:

convey ideas through oral, audio-visual, and/or web-based presentations for different
target audiences in local and global settings using appropriate registers;

create clear, coherent, and effective communication materials;

present ideas persuasively using appropriate language registers, tone, facial expressions,
and gestures;

adopt awareness of audience and context in presenting ideas.

LET’S WARM UP!

Think and Answer…
What are the things to be considered in obtaining and spreading information?

LET’S BEGIN…

THE ART OF INQUIRING AND SPREADING INFORMATION

Information serves so many functions in today’s world. Using it responsibly for various
purposes may help you become an empowered member of society. Consequently, when
information is shared responsibly for a clear objective, those around you may be
empowered as well. In order to do this, one begins with obtaining information effectively.
This means validating sources and following ethical practices.

INFORMATIVE COMMUNICATION
An informative communication is one that intends to educate the audience on a
particular topic.
 This type of communication uses descriptions, demonstrations, vivid detail, and
definitions to explain a subject, person, or place the audience wants to understand.
 An informative communication makes a complex topic easy to understand or offers a
different point of view.
 Unlike persuasive communication, an informative communication relies less on pathos
and more on communicating information.
SAMPLE 1:
Police Report:
Republic of the Philippines
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
KORONADAL CITY POLICE STATION

CRIMINAL INVESTIGATION SECTION

City of Koronadal
______________________________________________________________________________
MEMORANDUM
FOR : Provincial Director (Attn: Chief, PIDMB)
FROM : Chief of Police
SUBJECT : SPOT REPORT Re: THEFT INCIDENT
DATE : May 12, 2018

KCPSINV -05-12- 2018- 196

1. Reference: KCPS Police Blotter No______ Series 2018

2. TDPO : D iscov ered at arou nd 11: 55 in t h e morning of M ay 12, 2018 at Atty. Flores boarding
house situated at Prk Ramos, Brgy Sta. Cruz, Koronadal City.

VICTIM : G W E N C A B A N G D U G A - D U G A , 2 3 y / o , s i n g l e , B r a n c h m a n a g e r o f D a l t o n
p a w n s h o p A l u n a n A v e n u e , Brgy Zone II, Koronadal City and a resident of Prk Centro, Brgy San
Jose, Koronadal City.
STOLEN ITEMS: ASSORTED BRANDED CLOTHING worth more or less Eight thousand pesos
(P8,000.00).
SUSPECT : PRINCE KHYLER LANGAIG, 27 y ears old , sing le and a resident of Lutayan, Sultan
Kudarat.

3. FACTS OF THE CASE : Th at on or ab out 2: 40 in th e aft ernoon of th is d at e, cellph on e call

received by this station coming from the above-named victim to report the above- captioned case.
Investigation disclosed that at around 7:30 in the morning of this date, above-named victim left her
rented room to her newly board mate identified as Prince Khyler Langaig and went to her work at Dalton
pawnshop. However, at a r o u n d 1 1 : 5 5 i n t h e m o r n i n g o f s a m e d a t e , o n e o f t h e v i c t i m s
b o a r d m a t e identified as Rosalie Terana Pastolero informed her that her belongings inside her rented
room were scattered on the floor. Then and there, above-named victim immediately returned
home. Arriving at her boarding house, she discovered that s ome of h er b ra n d ed clot h s w er e
mis s in g . Ab ov e- n am ed v i ct im imm ed i at e ly locate her board mate Prince Khyler Langaig but she
could not find anymore. She also check the room of her board mate however all belongings of the
latter was no longer inside his rented room and believed to be absconded with the above-
mentioned stolen items. Motive of the said incident is for personal gained.

4. ACTION TAKEN : C a s e o f t h e f t i s n o w b e i n g r e a d i e d a g a i n s t t h e above-named suspect

thru regular filing in court.
5. REMARKS : F o r I n f o , S P O 1 V I N C E N T C O R P U Z C A B A R L O , Investigator On Case
(IOC) with CP No. 09497069194.
6. Progress Report to follow.

RONALD ALLAN ADORNADO PEÑAVERDE

Police Superintendent
A Police Report is a good example of Informative Communication as it gives vivid descriptions,
demonstrations, and explanations on how the crime was consummated or committed by a person.
In addition, a Police Report is a document that gives details on all of the facts, circumstances, and
timeline of events surrounding an incident (study.com).

SAMPLE 2:
Compare the following sets of directives or instructions for registration

SAMPLE A:

1. Courses should be checked online before registration.

2. Download the registration form.
3. The registration form should be complete when you go to your home department for
advertisement.
4. If you are a scholar, see the Admissions Office.
5. The last step is the cashier.

SAMPLE B:

1. Check the available courses online before registering.

2. Download the registration form and complete it.
3. Go to your home department for advertisement and approval.
4. See the Admissions Office if you are a scholar.
5. Pay the fees at the Cashier’s Office.

Observations:

Sample A is not in parallel structure, which makes the instructions quite confusing. On the other
hand, Sample B is more concrete and organized because each item is written in the imperative.
The statement are parallel and the steps are clear.

Parallel structure refers to the way statements are phrased or presented following the same
pattern.

Examples:

1. I love to read and studying. (not parallel)

2. I love reading and studying. (parallel)
3. I love to read and to study. (parallel)
SAMPLE 3:

Consider the following sample Facebook messages.

SAMPLE A:

The University of Knowledge needs student volunteers to help in packing relief goods for the
typhoon victims in Leyte. If you would like to give donations, you are welcome to do so.

SAMPLE B:

The University of Knowledge has organized a help center at Martinez Hall for reaching to the
typhoon victims in Leyte. The help center welcomes donations (cash, medicine, and relief goods)
and a student volunteers who would like to help in the packing for the victims. The center will be
open for one week for this purpose from 8 A.M- 7P.M. You may contact Ms. Alice at 09267891011
if you have questions. Thank you.

Observations:

Message A lacks clarity because it has sufficient details, while the Message B provides specific
details that may enable students to respond to the call for help promptly. In Message B, the 5
Ws (what, where, when, who, why) and H (how) are answered:

What: A help center has been organized by the University of Knowledge.

Where: The help center is at Martinez Hall

When: The help center is open for one week from 8 A.M. to 7 P.M.

Who: Ms. Alice may be contacted for details.

Why: There is a need to support victims in Leyte.

How: Students may give donations and/or do volunteer work.

INFORMATION DISSEMINATION

Information dissemination is important when lives are affected. For example, public service
announcements during natural calamities such as typhoons can save lives. When you face an
opportunity to help address the general public, you have to use simple language that readers,
listeners, and viewers may understand right away (Silver 2014).

TIPS FOR EFFECTIVE INFORMATION DISSEMINATION IN MOMENTS OF CRISIS

(Ulmer, et al. 2015)

1. Inform the community immediately, acknowledge uncertainty, and assure the public that
they will receive regular updates on current and future risks.
2. The public needs useful and practical statements of managing difficulties during a crisis.
KEYS TO EFFECTIVE INFORMATION DISSEMINATION

1. The message should be correct, clear and concise.

2. Accuracy is important.
3. Avoid using vague terminologies that are open to various interpretations.
4. Instead of using lengthy paragraphs, use numbers or bullets to make it easier and faster
to read.
5. Consider the levels of communication involved---barangay leverl,city level,regional level,
and the national level.
6. Point persons and specific organizations in charge of spreading information should be
identified.

OBTAINING INFORMATION FROM AVAILABLE SOURCES

Obtaining information today using technology grants us access to secondary sources such as
websites, books, television, and radio programs. The information from these kinds of media
may be just too handy. As such, you have to be responsible and prudent in choosing, using,
and spreading the information you get from these sources.

LETTER OF INQUIRY

Sample Letter of Inquiry

Communication Context

Message: Inquiry about a workshop on building communication skills offered by a language

center in a university

Audience: Director of the language center (authority)

Medium: Email

Purpose: To get more details about the workshop (discounted rates for undergraduate students
and how to volunteer as a workshop assistant)

Language: Formal
SAMPLE A:

Dear Dr. Cruz,

As an AB Communication student, I am very interested in attending your workshop on

building communication skills.
I have read your online brochure and I would like to verify if the workshop offers
discounted rates for undergraduate students.
I was also informed by my English professor that you are looking for volunteers to assist in
your registration. I would appreciate it if you can give me more details about this at your
convenient time. I would like to work with your center as volunteer.
Looking forward to your workshop!

Thank you very much.

Respectfully yours,

David Santos
IV-AB Communication
University of Knowledge, Quezon City, Philippines
SAMPLE B:

Dear Dr. Cruz,

I am an AB Communication student who aspires to establish a training company in the

future. My English professor has encouraged me to pursue my dreams because he has seen
strong potential in me. He has also assured me that I will succeed in life.
My mother and father have struggled to support me financially and I plan to give them the
best in life as my way of thanking them. I can only do this by starting as early as now.
Thus, I am interested in attending your workshop on building communication skills
because I know I will profit much from it. I have to start young so I can accomplish all my
personal and professional goals.
I have read your online brochure and you have forgotten to mention that your workshop
offers discounted rates for undergraduate students. As a student of this university that is
offering this workshop, I expect I will be given this special privilege, correct?
I was also informed by my English professor that you are looking for volunteers to assist
in your registration. I am sure that you will benefit much if you let me assist you during
the workshop. My English professor is one of your speakers and he will expect your center
to include me in your list of volunteers. Can you please confirm this with me?
I expect your reply on Monday so I can plan ahead and mark my schedule.
Thanks much!

Best,

David Santos
IV-AB Communication
University of Knowledge, Quezon City, Philippines
Observations:

Sample 1:

Clear and concise, the tone is very polite and appropriate.

States the purpose of the email directly.

Sample 2:

long and the tone is quite rude and demanding.

Begins with irrelevant narrative and it is filled with assumptions

Language used is formal, but the tone is inappropriate.

KEYS TO RESPONSIBLE OBTAINING AND SPREADING INFORMATION FROM

VARIOUS MEDIA

1. Make sure that the sources you rely on are credible and accurate.
2. Check that the information you have is current.
3. Consider the perspective of worldview of your sources.
4. When you do share the information that you have learned from various media platforms,
you must cite and acknowledge your sources.

PUBLIC SERVICE ANNOUNCEMENTS (PSAs)

It informs people about a particular event, raise awareness for certain issue, and/or promote
campaigns. It may be in various modes and presented through various media. In developing
them, it is important to consider your audience, context and purpose.

Campaigns are organized movements that boost and support a particular cause or advocacy
such as the preservation of the environment, the promotion of children’s rights, or gender
equality.

PSAs that require directives or instructions, provide specific steps that your target audience can
understand; number these specific steps, and use parallel phrasing for clear instructions.

SAMPLE ADVISORY 1:
Source: PDRRMC WEBSITE

PDRRMC Advisory 1
Typhoon Hagupit (Ruby)
7:00 PM December 3, 2014

Typhoon with tropical name Hagupit was located based on all available data at 1,670 kms. East
of Mindanao (6.8 N, 141.7 E) with maximum sustained wind of 140 kph near the center and
gustiness of up to 170 kph. Forecast to move WNW at 30 kph and with the possible scenarios:
1. Will make landfall in Eastern Visayas; 2. Will recurve to the North and will not make landfall.
Either of the scenarios could affect Albay as it crosses out of the country.

The Albay PDRRMC therefore advises LCEs/LDRRMCs/ LDRRMOs (cities, towns and barangays)
to:

1. Closely monitor the above state of forecast events for its daily update and development from
PAGASA and PDRRMC-Albay through the local DRRMCs and/or Local radio stations.
2. Activate and convene the LDRRMC as early as today to discuss the matter and come up with
a local scenario for advance planning on appropriate counter measures.
3. Review your local risk reduction plan on flood, wind, landslide, lahar and coastal flooding or
storm surge as well as the corresponding vulnerable population for disaster avoidance.
4. Should there will be signs of the related early rain which shall be confirmed from the
PAGASA weather bulletins; be serious to put into action, the warning and evacuation
movements on flood, landslide, lahar or coastal flooding which shall likewise be monitored by
APSEMO with advance information sent through the provincial infoboard and local broadcast
stations.
5. Start reviewing the list of your vulnerable population by sitio or purok and come up with the
list as your validation in evacuation planning.
6. Come up with a listing of your safe evacuation centers using government and private
facilities including safe private houses for an effective evacuation planning.
7. Keep in touch with the PDRRMC for appropriate and support information that could guide
and assist you on areas beyond your capacity and control.
8. There will be advisories issued for each PAGASA Weather Bulletins which will be released by
PDRRMC through the APSEMO to your local DRRMC chairmen from time to time.
The Residents of the Vulnerable Areas are advised to:

1. Keep on monitoring with the PAGASA Daily Severe Weather Updates and Forecasts for your
information and awareness of disaster threats.
2. Keep yourselves with aware and abreast on the local threats and hazards due to severe
rainfall and probably wind force.
3. Maintain coordination with the local authorities and provide your full cooperation with the
local authorities in case of emergency advisory issuance.
4. For the safe population to be supportive and generous to act as volunteers in helping the
vulnerable population in your barangay in the event of emergency needs.
5. Don’t hesitate to call the attention of the local risk reduction and management officers for
assistance on matters of security, transportation, warning, communication, evacuation,
health and other related emergency services.

So ordered.
Joey Sarte Salceda
Governor and PDRRMC Chairman
[as a result of two PDRRMC meetings on Monday and Wednesday]
SAMPLE ADVISORY 2:

ALBAY PROVINCIAL DISASTER RISK REDUCTION AND MANAGEMENT COUNCIL

Provincial Disaster Operation Center
Province of Albay

PDRRMC Advisory 2
Typhoon Ruby
December 4, 2014, 3:00 PM

In view of the Pagasa Weather Bulletin No. 2 issued at 11:00 am today December 4, 2014
wherein Typhoon Ruby has intensified further as it continue to move west north west at 20 kph
with a maximum sustained winds of 195 kph near the center and gustiness of up to 230 kph.

With this new weather update, PDRRMC orders the following:

1. Suspension of classes in all levels tomorrow, December 5, 2014 in preparation for safe
evacuation movement.

2. Suspension of events to give way for participants to return home to distant places safely and
have enough time to prepare and mitigate possible typhoon impacts.

3. For families, to secure their houses and critical properties and purchase the necessary
household requirements.

4. No sailing for fishermen to avoid sudden surge of dangerous waves.

5. LGUs are advised to get ready for evacuation of population at risk on the following hazards:
• Strong wind (houses made of light materials)
• Storm surge of about 3.4 meters
• Mudflow or lahar on river channels around Mayon Volcano
• Floods in flood plain areas and near river system
• Landslides along the slope and mountainous areas

So ordered

JOEY SARTE SALCEDA

Chairman, PDRRMC Albay