PRELIM MODULE

IN

PURPOSIVE
COMMUNICATION

NAME: ____________________________
 LANGUAGE and COMMUNICATION

OVERVIEW

Everyday, we engage in the communication process using language

as the main instrument. We express ideas, thoughts, commentaries,
feelings, and the like using the dynamic language.
Given this reality at hand, this chapter explores language and its
nature. It also provides a space for a discussion of various processes
relative to language such as language acquisition, language learning,
language contact, and language
change.

LESSON 1

Language and its Nature

LESSON OUTLINE

Whatever people do when they come together, they talk. As human

beings, we have the agency towards the language that is comprehensible
to us. When we play,we talk. When we meet our friends, we talk, and the
list goes on. By talking, we use language. We understand our co-
communicators and they understand us becausewe share the same
system of grammar and of sounds, and even vocabulary.

Linguists agree that a language can only be called a language if it has

a system of rules (grammar), a sound system (phonology), and a
vocabulary (lexicon). It is also the method of human communication, either
spoken or written, consisting of the use of words in a structured and
conventional way. Animals may be able to communicate with one another,
but it is only human beings who are capable of using a system sounds,
rules, and vocabulary.
People belonging to the same speech community understand each
other due to the same set of rules present in their language system. They
acquire the languages used in the community through the process of
language acquisition.

The languages acquired by people while growing up are known as mother

tongues (first languages). Other languages which are of equal importance
for communicating are called second languages which can be learned
formally or informally through the process of language learning.
Through language contact, people also learn other languages and get
meanings across. For instance, an OFW who speaks mother tongue and
English and his/her employer who speaks Mandarin and English still
manage to understand each other as they learn each other’s languages.
This results into language change. In other words, a new form of language
emerges.

By this at hand, it is argued that language is always dynamic. It always

changes aspeople exercise their agency towards it. What you did in the
pre-discussion part of this chapter is one example where language varies
across cultures.

SUMMARY

Language is a human capacity that consists of (a) a system of rules

(alsoknown as grammar), (b) a sound system (phonology), and (c) a
vocabulary (lexicon). While growing up in a community, people acquire the
languages used by those in the community. This is the process of language
acquisition.

The languages acquired while growing up are known as mother tongues,

which may also be referred to as first languages. Other than first
languages, there are other languages that are needed for various reasons.
These other languages are referred to as second languages. People learn
their second languages in school or on their own. This is the process of
language learning.

In our interaction with other people, our languages come into contact
with their languages, resulting in language change. Language change is a
natural behavior of all languages.
ASSESSMENT/ENRICHMENT

Check your understanding of the input by answering the following

questions:

1. What is the difference between language acquisition and language

learning?
2. What is the difference between first language and second language?
3. What happens after a language comes into contact with another?

LESSON 2

Communication and its Types

WHAT TO EXPECT?

Define communication.
Identify types of communication according to mode, context, and purpose
and style.

PRE-DISCUSSION
In a paragraph, describe the relationship between language and
communication.

LESSON OUTLINE

Communication was derived from the Latin word “communis”

which means “to share and inform” ideas, feelings, etc.” It has been
defined by various scholars differently according to contexts.
Keyton (2011), for instance, defined
communication as the process of transmitting
information and common understanding from one person to another.
Similarly, Johnston (2008) emphasized that communication takes place
when one individual, a sender, displays, transmits or otherwise directs a set
of symbols to another individual, a receiver, with the aim of changing
something, either something the receiver is doing (or not doing) or
changing his or her world view. Abulencia (2001) shares a similar point by
describing communication as a dynamic process which includes the
sending and receiving of messages at a conscious or unconscious level.

Madrunio and Martin (2018) argue that communication takes on

different contexts resulting in people having different views on
communication types. Since communication is generally defined as the
exchange of thoughts, ideas, concepts, and views between or among two
or more people, various contexts come into play.

Context is the circumstance or environment in which communication

takes place. Such circumstance may include the physical or actual setting,
the value positions of a speaker/listener, and the relevance or
appropriateness of a message conveyed. If focuses on certain
communication processes and even groupings of people that constitute a
communication situation.

Different contexts can impact one’s communication. Each

communication type is governed by a circumstance. Therefore, it is
important to focus our attention on the interplay of factors surrounding the
context of communication which may be physical, cultural, social, and
physiological in nature. Communication may then be classified according
to: 1) communication mode, 2) context, and 3) purpose and
style.

Types of Communication According to Mode

1. Verbal-Non-Verbal Communication
Effective communication calls for the blending of these two. One
cannot be separated from the other. Gestures and facial expressions are
important components of effective communication.
For example, when meeting people for the first time, the initial meeting
when you speak during the first few minutes is significant as it leaves a
lasting impression on your listeners. You show interest in meeting these
people by acknowledging their presence through an amiable, congenial,
disposition, and a smiling face. Rather than just speaking, it is to use the
non-verbal code through a handshake, an approving facial expression, and
a kind disposition or character.

2. Visual

Visual communication is the type of communication that uses visuals

to convey information and/or messages. Signs, symbols, imagery, maps,
graphs, charts, diagrams, pictograms, photos, drawings or illustrations, and
even various forms of electronic communication are examples of visuals.
Some examples of electronic communication symbols are emojis,
emoticons, and animations to convey the writer’s emotions or clarify the
intent of the message sender.

Visual communication now occupies an important place in any work

environment. For instance, during presentations, people like visuals for
them to easily digest information. Visuals also catch audience’s attention
during the presentation making them easily recall important information.
However, caution must be observed when using visuals because they may
also cause misinformation or communication breakdown. The
appropriateness of images to the topic, their sizes, positioning, color, shape
and the like must be carefully planned and considered. Audience must also
be considered when designing a presentation or other forms of visuals.

Types of Communication According to Context

1. Intrapersonal Communication

The Latin prefix intra- means within or inside. Intrapersonal

communication means talking to oneself, self or inner talk, inner
monologue, inner dialogue, self-verbalization or self-statement. A person
may talk to oneself because s/he thinks that there is a need to: boost
confidence when nervous to speak in front of an audience, apprise oneself
that s/he performed a good job, or console oneself that s/he did a task
poorly. Moreover, engaging in inner speech such as fantasizing is not bad if
one is able to distinguish it from reality.
 2. Interpersonal Communication
The Latin prefix inter – means between, among, and together. An
interactive exchange takes place as interpersonal communication takes
place. However, as it occurs, a transaction does not necessarily take place
since it can only be a simple interaction such as greetings, getting to know
the person, or ordinary conversations that happen between or among the
interactants.
This may occur in dyads or small groups, also known as group
communication. A communication situation is interpersonal if it is meant to
establish or deepen one’s relationship with others. However, if the objective
is to achieve somethings at the end of the conversation, it becomes
transactional. While the former is characterized by less seriousness and
formality, the latter is more formal and profound. Whereas interpersonal
talks are meant for maintaining social relationships, transactional talks aim
to accomplish or resolve
something at the end of the conversation.

3.Extended Communication

Extended communication involves the use of electronic media. This

includes not just television and radio, but also tele, audio, or phone
conferencing; video conferencing; Skype calls, and other technological
means. Since extended communication is public in nature, speakers are
expected to be prepared when they speak, making their language more
formal. With the use of electronic media, messages are transmitted quickly.

For instance, with the use of the Internet, recorded videos may be
transmitted in seconds/minutes and may be viewed by a greater number of
people. With extended communication, your own thinking, behavior, and
attitude may be influenced by other people and you may be persuaded to
take the views you hear. It is important then that you weigh what you hear
and assess them against those beliefs that you hold onto, so you do not get
easily swayed by other people’s convictions.

4. Organizational Communication
 With this type, the focus is on the role that communication plays in an
organizational context. Organizations comprise individuals who work for the
company. Graduates, for example, become professionals either working for
a company or putting up their own. Whichever, a graduate should know
that each organization has expectations that a communication professional
should meet or the owner may establish.

For an organization to be successful, a system of communication

should be put in place. A set of rules or standards for communication
protocol should be made clear so that interaction patterns are established.
On the part of the individual, one should be equipped with the needed oral
and written communication skills that the organization expects to possess.

Types of Organizational Structure

a. Formal
It allows communication to take place via designated channels of
message flow between positions in the organization. This may make use of
four approaches:

1.Downward communication
- It is the type that flows from upper to lower positions (i.e president to a
manager or supervisor; a manager to an ordinary staff).
-The flow of communication is top-down or from a superior to a
subordinate, usually asking certain individuals to perform a certain task.

2.Upward communication
- Message transmission in upward communication
is bottom-up in which subordinates send communication to their
superiors/bosses bearing their views/feedback or organizational policies,
issues related to their jobs, and the like.

3. Horizontal communication
-Horizontal communication is lateral in approach as it takes place among
people belonging to the same level but coming from different departments
or units to facilitate performance of tasks through proper coordination.
4. Crosswise communication
-It is diagonal in nature as employees from different units or departments
working at various levels communicate with each other.

b. Informal
It comes from unofficial channels of message flow. It is also known
as ‘grapevine’, messages coming from the different levels of the
organization are transmitted. This occurs due to the dissatisfaction of some
employees accompanied by uncertainty, such as superiors playing
favorites and favorable or unacceptable company rules and regulations.
Some employees even resort to baseless gossips and rumors which they
spread like wildfire. Tracing the origin of a rumor is almost next to
impossible. In fact,
when some people are confronted, they impute the blame to others so they
can get out of the mess quickly.

Each organization has its own culture (also known as organizational

culture). Based on its history and development, an organization develops
its own core values, vision and mission statements, goals, and objectives.
Organizational culture is of utmost significance since it will dictate the kind
of behavior that employees should possess as well as the extent of
commitment expected from them by the organization. They all share the
values, practices, vision, and mission of the organization. Peter Drucker’s
famous quote, “Company culture are like country cultures. Never try to
change one. Try instead, to work, with what you’ve got,” underscores the
view that indeed, culture is within the control of the entrepreneur or
company owner. If at the outset, you think you cannot adapt to the
organization’s culture, better look for another job or workplace where you
will be happy and in harmony with your superiors and colleagues.

5. Intercultural Communication

As the term implies, it is communication between or among people

having different linguistic, religious, ethnic, social, and professional
backgrounds. Even gender difference affects communication. Individual
having different orientations communicate and interpret messages
differently. This particularly happens with non- verbal communication. For
instance, Australians consider eye contact as important in assessing the
sincerity of a person while for Indians, talking straight into the eyes of a
person while talking is inappropriate. This does not, however, mean that
they are dishonest or insincere.

Moreover, Indians interpret waving of hands from side to Side as no or go

away while it means hello among Westerners. For Filipinos, twitching of lips
means to refer to something or someone. When someone asks: “Where is
my book?” instead of responding: “There it is,” the response may be
twitching or puckering lips. When seen by people from other cultures, such
facial expression may be taken to mean as “seduction”. It is important then
not to be judgmental or to rush into interpretations as cultures sometimes
vary enormously.

Similarly, linguistic differences are of the essence. With the advent of

World Englishes, different cultures develop different lexicon peculiar only to
the speech community. In the Philippines, a local variety of English called
Philippine English has been developed which has introduced lexical
innovation, not found or used in other varieties, such as thrice, batchmates,
CR (comfort room), solons, barangay captain, and high blood. Even in
terms of pronunciation, words are pronounced differently by Filipinos, which
to some, are considered erroneous. For instance, these supposedly
pronounced with a hard /th/ is pronounced instead with a /d/ by the average
Filipino since hard /th/ is not part of Filipino phonology.

Types of Communication According to Purpose and Style

Rather than focusing on the transmission of message and message

flow, the focus here is on the communication setting and the mode of
delivery.

Formal Communication
It employs formal language delivered orally or in written from. Lectures,
public talks/speeches, research and project proposal, reports, and business
letters, among others are all considered formal situations and writings. Note
that while lectures and speeches are delivered orally, the texts have been
thought out carefully and written well before they are delivered. To inform,
to entertain, and to persuade are the main objectives of this type of
communication.

Informal Communication
It certainly does not employ formal language. It involves personal
andordinary conversations with friends, family members, acquaintances
about anything under the sun. The mode may be oral as in face-to-face,
ordinary or everyday talks and phone calls, or written as in the case of e-
mail messages, personal notes, letters, or text messages. The purpose is
simply to socialize and enhance relationships.

SUMMARY
There are various types of communication. These types can be divided
according to mode, context, and purpose and style. In terms of
communication mode, the types of communication are verbal, non-verbal,
and visual. In terms of context, the communication types are intrapersonal,
interpersonal, extended, organizational, and intercultural. In terms of
purpose and style, the types of communication are formal and informal.

Verbal and non-verbal codes should complement each other. With

visual communication, interpretation of signs and symbols is crucial since
people have different ways of interpreting them. It is important to always
contextualize the symbols/signs received to arrive at the correct
interpretation.
In any organization, a system of communication should be put in
place. Transmission of message and message flow also play an important
role in effective organizational communication.
People have different linguistic, religious, ethnic, social, and
professional backgrounds. It is then necessary to pay attention to
intercultural communication to avoid miscommunication and/or
communication breakdown.
Formal communication and informal communication have different
uses depending on the situation. Both types may be in oral or written mode.
ASSESSMENT / ENRICHMENT

To check your understanding of the lesson, answer the following

questions:
1. How do you differentiate the types of communication in relation to
communication mode?
2. How can visual communication enhance the message conveyed by
a
speaker? Cite a situation when it is best to employ visual
communication.
3. What are the types of communication in relation to context? How do
they
differ from one another?
4. How can you listen to speaker’s opinions through electronic media
without easily swayed into accepting their opinions?
5. Of the four approaches employed in formal organization structure,
which
do you think is the best? Cite situations which will call for the use of
each approach. Give one advantage of each.

6.Would you know any strategy or method by which you can reduce the
complexity of understanding another culture? Do you think it will work with
your current set of foreign friends?

7. How do you differentiate formal communication from informal

communication in relation to purpose and style? Provide situations to
illustrate the differences.

UNDERSTANDING 21ST CENTURY

COMMUNICATION

OVERVIEW
 Communication is critical to student success. 21 st century educators
used a variety of technology tools to expand their ability to give students
fast and effective feedback, saving classroom time, developing students’
skills, and accelerating their achievements.
Thus, this Chapter consists of five lessons focusing on understanding the
21st Century Communication. It details communication processes,
principles, and ethics; communication and globalization; local and global
communication in multicultural settings; varieties and registers of spoken
and written language; and evaluating messages and/or images of different
types of texts reflecting different cultures.

LESSON 3

Communication and Globalization

LESSON OUTLINE

Globalization is the communication and assimilation among

individuals, ethnicities, races, institution, governments of various nations
supported by technology and compelled by international trade. Due to
globalization, the more you become exposed to diversity—the valuing of
the uniqueness or differences in gender preference, color age, religious,
affiliation, ethnicity, education, social and Economic status and political
beliefs. Globalization is not a new process or concept. Years before the
advent of technology, people had been purchasing and selling each other
properties, goods and other objects of certain value.

Communication has since been increasingly global, blurring national

boundaries. The ability to communicate effectively in a global setting can
be challenge. Hence, to effectively communicate in global context, a
general understanding of the differences in conducting communication from
one country to another helps avoid miscommunication.
People’s background and experiences influence their view of the world
and the values, beliefs and behavior patterns assumed to be good. The
following are possible cultural barriers to effective communication in a
global environment:
1. Cultural relativism
2. Lack of knowledge of others’ culture
3. Discrimination and harassment
4. Language differences

To get the desired outcome or response, the above barriers must be

properly addressed. It is the responsibility of the parties involved in the
communication process to eliminate the possible hindrances in their
exchange. The goal of effective global communication is to achieve
communication that gets the desired response leading to harmonious
connection.
Krizan (2014) suggests these strategies to become an effective global
communicator:
1. Review communication principles.
2. Analyze the message receive.
3. Be open to an accepting of other cultures.
4. Learned about culture and apply what is learned.
5. Consider language needs.

SUMMARY

Globalization is the process of interaction and integration among

people,companies and governments worldwide. Global village refers to the
world emphasize that all the different parts of the world form one
community linked together by electronic communications, especially the
internet.
There are cultural barriers when people of different cultures are unable
to
understand each other’s ‘customs, resulting in inconveniences and
difficulties.
ASSESSMENT / ENRICHMENT

Activity 1

1. What global issues have emerged because of miscommunication?

2. How can effective communication and language use contribute to the
creation of a truly global society?

Activity 2
1. Formulate a possible strategy for you to be an effective global
communicator.

LESSON 4

Local and Global Communication

in Multicultural Settings

Living in a globalized world, you encounter people with diverse

cultural backgrounds. Such interactions occur in social, educational,
political and commercial settings. Hence, in today’s era of increased global
communication, it is imperative to understand intercultural communication
for us to enhance our intercultural awareness and competence.
Intercultural competence is essential for us to live harmoniously despite our
differences in culture.

Intercultural communication refers to interaction with people from diverse

cultures. The forms of intercultural communication according to Jandt
(2017) are the
following:

1. Interracial communication – communicating with people from

different races
2. Interethnic communication – interacting with people of different
ethnic origins
 3. International communication – communicating between
representatives from different nations
4. Intercultural communication – interacting with members of the
same racial or ethnic group or co-culture.

According to Gamble and Gamble (2006), communication style among

cultures differs; it may be high-context or low-context communication. High-
context communication is a tradition-linked communication system which
adheres strongly to being indirect. Low-context communication is a system
that works on straightforward communication.

LESSON 5

Evaluating Messages and/or Images of Different

Types of Texts Reflecting Different Cultures

LESSON OUTLINE

The Key Concepts of Media Literacy framework serves as a basis for

developing a critical understanding of the content of mass media, the
techniques used and the impact of these techniques. Also, the Key
Concepts of Media Literacy can be very helpful in the construction of media
texts for different purpose.
The term “text” includes any form of written, spoken or media work
conveying meaning to an audience. Text may use words, graphics, sounds
and images in presenting information. It may also be in oral, print, visual or
electronic forms.

Communication for Various Purposes

OVERVIEW
 Talking is something most people do every day at home, in school, in
the streets, in parties, in church, at table while eating. Practically
everywhere many of our pleasant hours are spent in friendly conversations
with our fellowmen.
For all we don’t know, conversation is an art, and like all other arts, it
must be practiced intelligently to be mastered. It is not just words. It is a
complex interplay between people, an informal spoken exchange of
thoughts and feelings involving many signals, seen and implied.
Therefore, Chapter III centers on communication skills needed in
giving
information, persuasion, and argumentation. It also dwells on public
speaking and
making inquiries.

OBJECTIVES:
At the end of the chapter, the students can:
demonstrate mastery in obtaining, providing and disseminating
information; and,
present ideas persuasively using appropriate verbal and non-
verbal cues.

LESSON
1 Informative, Persuasive and Argumentative Communication types of
communication.

PRE – DISCUSSION

“The improvement of understanding is for two ends: first our own increase
of knowledge; secondly, to enable us to deliver that knowledge to others.”
1. What do you think does John Locke mean?
2. In which aspect of your field do you find Locke’s idea most relevant?
Explain.

LESSON OUTLINE
 Communication is made for numerous purposes. The way
messages are crafted depends highly on the intention of the sender.
In a supermarket, a sales agent makes sure that the way a product
is promoted gets consumers buying. A news anchor delivers information in
such a way that all the facts are clearly stated doing away with words that
may cause confusion. On the other hand, a criminal lawyer must design his
arguments supported by facts to convince the judge and the jury.

Informative Communication involves giving than asking. As an

informative communicator, you want your receivers to pay attention and
understand, but not to change their behavior. By sharing information,
ignorance is reduced, or better yet, eliminates the informative value of a
message is measured by how novel and relevant the information is or the
kind of understanding it provides the receivers.

Persuasive Communication is an art of gaining fair and favorable

considerations for our point of view.

a. Provides a choice among options and advocates something through

a speaker.

b. Uses supporting material to justify advice and turns the audience

into agents of change.

c. Asks for strong audience commitment and gives importance to the

speaker's credibility.

d. Appeals to feelings and has higher ethical obligation.

Argumentative Communication relies heavily on sound proof and

reasoning. The nature of proof has been studied since the Golden Age of
Greece and has been improved through time. According to Aristotle, logos,
ethos and pathos are the three primary forms of proof.

In our time, whoever, many scholars have confirmed the presence of a

fourth dimension of proof, mythos, which suggests that we respond to
appeals to the traditions and values of our culture and to the legends and
folktales that embody them. Lucas (in Wakat et al, 2018) claims that to
avoid defective argumentation, the
following must be avoided:

1. Defective evidence (Misuse of facts, Statistical fallacies, Defective

Testimony, Inappropriate evidence)

2. Defective Patterns of reasoning (Evidential fallacies such as slippery

slope, confusing facts with opinion, red herring, myth of the mean [flawed
proofs and defective arguments])

SUMMARY

An informative speech aims to inform the audience about a specific

topic.A persuasive speech aims to persuade the audience to perform a
certain action or convince the audience to adopt the belief or opinion of the
speaker.

Hence, an argumentative communication is the art of persuading

based on reason, on facts and not emotions. Many speeches will combine
features of informative and persuasive speeches. Know the audience: the
types of knowledge they possess, the core beliefs they hold, and what
motivates them to undertake
actions. Considering the purpose of the speech will help determine if the
speech should use more of the features of informative or persuasive
speeches.

ASSESSMENT / ENRICHMENT
1.What is the difference between an informative communication and a
persuasive communication? Which do you think is more challenging in
terms of preparation and delivery?

2. List essential preparations when communicating to inform, to persuade,

and to argue.

To inform
To persuade
To argue
3. What ethical considerations must one bear in mind when informing,
persuading or arguing?

LESSON 6
Public Speaking

LESSON OUTLINE

Public speaking is a process of speaking in a structured, deliberate

manner to inform, influence or entertain an audience. Speech is the term
used to refer to the body spoken expressions of information and ideas. A
speech may be delivered in any of the following modes: read from a
manuscript, memorized and delivered extemporaneous or impromptu. The
choice of mode of speech delivery is determined by factors such as length
of preparation, complexity of message purpose, and occasion.

Reading from a Manuscript is appropriate when the speech is long

andwhen details are complicated and essential such as that they need to
be given completely. Reading is also appropriate when one is asked to
deliver a prepared speech on behalf of another speaker. Reading may
pose the least challenge in public speaking but the speaker may be tricked
into thinking that no preparation is needed. When a message is delivered
through reading, the force, naturalness, and eye contact may be diminished
because the eyes have to travel from page to the audience and vice versa.

Memorized speech requires a speaker to commit everything to

memory. This method is excellent for short messages although it is also
used for long pieces in oratorical, declamation and other literary contests.
Just like a read speech, a memorized speech also poses challenge in
naturalness. The worst experience one could have in delivering a
memorized speech is to forget the lines and fail to shift smoothly to another
mode of delivery

Extemporaneous speaking may have a short or a long preparation. The

speaker may use an outline to guide him through his speech to achieve
better organization and to avoid leaving out details. But unlike reading,
extemporaneous speaking necessitates the speaker to formulate his
sentences while he is speaking. Extemporaneous is a method that most
lecturers and teachersuse. A good extemporaneous speaker must be
spontaneous.

Impromptu means speaking at the spur of the moment. Since there is

very minimal or no time for preparation given for impromptu, the content
and organization may suffer. Impromptu may not deliver the best thought in
the best way but it brings out the most natural thing to say at the moment.

SUMMARY
There are four main kinds of speech delivery: impromptu,
extemporaneous, manuscript, and memorized. Impromptu speaking
involves delivering a message on the spur of the moment, as when
someone is asked to “say a few words.” Extemporaneous speaking
consists of delivering a speech in a conversational
fashion using notes. This is the style most speeches call for.
Additionally, manuscript speaking consists of reading a fully scripted
speech. It is useful when a message needs to be delivered in precise
words. Memorized speaking consists of reciting a scripted speech from
memory.
Memorization allows the speaker to be free of notes.

Content and Organization of Letter of Inquiry

Just like any business letter, letter of inquiry has the following basic
parts:
 A. Heading or Letterhead
B. Inside address
C. Salutation
D. Body of the letter

First Paragraph: It provides a background of your inquiry such as how,

where
and when you first learned of the information. State your purpose in one or
two
sentences.
Middle Paragraph: This section should specify the information you are
seeking.
Final Paragraph: Express your expectation from your addressee and
thank
him/her in advance for his favorable action.

E. Complimentary close
F. Signature
Format

The format of an inquiry letter follows any of the following most

commonly
used formats: pure block, semi-block or modified block. The format below
illustrates
the basic business letter content using the pure block format.

.
Emails

More frequently used now in inquiry are emails. Emails gained

popularity
because of speed and convenience.

Generally, email messages are less formal than letters, although there
are
still expectations for appropriate and effective email communication. The
formality is
need by the sender's familiarity and relationship to the receiver, the
classification
determined by the sender's familiarity and relation and objective of the
message to
be sent and other factors that shape the context of communication.

In academic emails, for example it is more appropriate to sound formal

and
professional. The use of ‘wanna, gonna', and abbreviations such as “tnx”
and gbu,
are unprofessional. The use of 'wanna, gonna', and emoticons is
inappropriate. In
other informal contexts. However, abbreviations and emoticons may be
effective. In
academic and other more formal emails, correctness and other qualities
that apply
to business letters should be observed.

For more effective email communications (and also letters), remember

the
following:

1. Be courteous. Courtesy does not only mean greeting, thanking, or

using
polite expressions. It also means considering the feelings of the
receiver, thus, the writer needs to use the appropriate or positive
tone.
 2. Keep messages as concise and clear as possible.

3. Proofread and spell check before sending.

4. Provide a short but descriptive subject line. The subject line will
help the
receiver readily identify the content type and the urgency of the
message.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

5. Although some parts of the email are optional, it is enabling to know

all
the other parts.

Below is the list of all the parts of an email. The style may vary
depending on
the system you use.

From: Jaylou J. Jose

Sent: 26 May, 9:10AM

To: Aaron C. Jacinto

CC: Maggy J. Jaime

Bcc: Luz D. Cruz

Subject: Scholarship availability inquiry

Attachment: Form 137

 Salutation: Dear Mr. Jose Body of the letter Closing: Sincerely
yours,

Name (email signature)

The parts of the emails are explained below:

- From: Name of person sending the email

- Sent. Date and time

- To: Name of person receiving the email

- CC: Other person receiving the message

- Bcc: Another person receiving the email without the other

recipient
knowing Subject: Content (title) of the email

Attachment: Document sent separately, not included in the email (but

attached) Salutation: Greeting or opening

Body of the email: message

Closing: ending Name/signature of the sender: name and title

(Below the name of the sender, the following information may be

included:
company and address, telephone number, URL or website address and
social
media link)

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862
 Interview is a special type of purposive conversation. Interviews are
classified into different types according to purpose, but basic to all types of
interview
is to obtain desired information. Interview requires real time for both the
interviewee
and interviewer. Whatever your specific purpose is, it is always
advantageous to
consider the following tips in conducting an interview.

Before the interview

1. Remember that if you are seeking for information from people

(e.g.
interview for research), you are asking them a favor; thus make
appointments with your interviewee at their most convenient time.

2. Prepare the list of questions.

During the interview

An interviewee must have to be punctual, wear appropriate attire. ,

observe
good manners, speak clearly and be attentive. Then, if you have follow-up
questions, ask politely. Ask the interviewee to validate your notes. Allow
the
interviewee sufficient time to answer, rephrase questions to clarify vague
points, ,
acknowledge answers of the interviewee to assure him of your attention
and
graciously thank the interviewer for his time.

Parts of the Interview

The opening includes the initial contact of the interviewer and the
interviewee. Rapport should be established by creating positive impression.
Although introduction might have been done during the appointment,
introduce
yourself briefly.

The body includes several questions to achieve your specific

objectives.

The conclusion includes expressing gratitude and hope of meeting the

interviewee again in the future.

SUMMARY
Inquiry is an approach to learning that involves a process of exploring
the
natural or material world, and that leads to asking questions, making
discoveries,
and testing those discoveries in the search for new understanding.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

ASSESSMENT / ENRICHMENT
A.
1. When is writing a letter of inquiry more advantageous than conducting
an
interview?

2. What can't a letter of inquiry achieve that the interview can?

3. What determines the appropriateness of attire in interviews?

 4. What are the factors that determine the formality level of tone in emails,
letters,
and interview?

5. Do the principles of seeking information apply to giving information?

Why?

6. When an interviewer shifts his tone from very formal to informal, or from
English to Filipino, should the interviewee shift also?

7. Regardless of formality level and medium, how should one

communicate
messages to the target individuals?

8. Illustrate the modified block and semi-block format of letters.

9. What are the optional parts of business letters? What is the content of
each?
B.
A. Achieve the appropriate tone by revising the message below.
1. Boss, I missed work yesterday and I am worried about what I have
to do
when I get back. I was too sick to report for work. Email me the soft
copy
of the transactions yesterday so I could prepare a report of it. Let me
know if there are other things I have missed due to my absence.

2. Hi Ma'am,

How are you doing? Here is my assignment for yesterday's class. I

am
sending it via email because I am not certain if I can attend our class.
I'm
terribly coughing. If you don't see me tomorrow, I am certainly very
sick.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

 lOMoARcPSD|5549862

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

REFERENCES
Wakat, G., Caroy, A., Dela Cruz, A., Dizaon, E.G., Jose, M., Ordonio, M.R.,
Palangyos, A., Sao-an, M., & Paulino F. (2018). Purposive
communication. Lorimar Publishing Inc. Philippines.

WikiHow Staff. (2020, September 15). How to write a formal email.

https://www.wikihow.com/Write-a-Formal-Email

DocFormats. (2020). Inquiry letter: Tips and sample letters.

https://www.docformats.com/inquiry-letter/

Exploratorium. (2020). What is inquiry?.

https://www.exploratorium.edu/education/ifi/inquiry

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

c h a p T e r
 4
Communication for Work
Purposes
OVERVIEW

Communication in the workplace is very important for companies to

work
effectively and be productive. Employees can experience increased
morale,
productivity and commitment if they can communicate up and down a
company’s
communication drain.
Employers who spend time and energy to create open
communication lines
will quickly create trust among employees, resulting in productivity,
performance
and overall morale. At the same time, employees who communicate
effectively with
their colleagues, managers and costumers continue to be valuable
assets to a
company. Chapter IV highlights communication in the different
work areas,
specifically Teaching and Business Trade. It also details
correspondence for
employment and
communication within a company.

OBJECTIVES:
At the end of the chapter, the students can:
communicate ideas effectively using the different forms
of communication in the work field.
demonstrate mastery of the key concepts to effectively and ethically
communicate in the chosen field.

Downloaded by Meira Lerra Zaid

(diazariemarrel@gmail.com)
 lOMoARcPSD|5549862

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

LESSON 4

Communication for Business and Trade

WHAT TO EXPECT?

Identify strengths and needed skills for improvement.

Construct personal and business SWOT analyses.

PRE-DISCUSSION
 What images can you see from the two photos? What do the photos
tell you
about your future major responsibilities?

https://videohive.net/item/business-meeting-presentation/11313604

https://homebusinessmag.com/wpcontent/uploads/
2016/04/31047541_m.jpg

Downloaded by Meira Lerra Zaid

(diazariemarrel@gmail.com)

lOMoARcPSD|5549862

LESSON OUTLINE

What images can you see from the two photos? What do the photos
tell you
about your future major responsibilities?

https://www.vectorstock.com/royalty-free-vector/business-meeting-flat-
people-on-presentation- vector-
23665617
 In order to prepare you in the global workforce. You must prepare
yourselves
to the demands of the industry, and one way of achieving this is through
enhancing
your English communication skills. As university students, you need to
develop your
expertise on how to sell an idea in a product presentation, project proposal,
and
other opportunities of making networks and connections in business.
Enhancing
your craft in oral presentations will make you succeed in your future
internships and
future career.

A. Definition and Relevance

A SWOT analysis or a SWOT matrix is a diagram that shows an
organization's or person's key strengths, weaknesses, opportunities, and
threats.
Doing this type of analysis, any organization, corporation, or company can
innovate
or adapt new ways or strategies to put itself better in the corporate world.

B. Internal factors VS External factors

1. Internal factors. Internal factors are things that we can control. An
example
is when workers in a company spend time and effort on fixing
computer
crashes. As a solution to this problem, the employees could be trained
or
better software could be purchased.

Downloaded by Meira Lerra Zaid

(diazariemarrel@gmail.com)
 lOMoARcPSD|5549862

2. External factors. External factors are things we cannot control.For

example,
the inflation rate of goods due to government regulations.

C. Benefits of SWOT analysis

1. SWOT analyses identify any company or organization's capabilities
and
resources. Moreover, they also provide a look on the organization's
competitive environment.
2. Based on the result of SWOT analysis, the company can create a
better
marketing strategy.
3. ASWOT analysis can create a new venture or new opportunities for the
company especially the ones that are not yet explored.
4. This can be an aid for the managers and directors reduce threats by
understanding their company's current weaknesses.
5. This can be used by the people in a company as a planning technique.
6. Individuals who like to develop their careers can do SWOT analysis for
it
identifies their skills, opportunities, and abilities.

D. How to make SWOT analysis

1. Make sure that the analysis heads to the right path or direction by
defining your objective. If your study focuses on what matters, this
will eventually provide you a right strategy,
2. Focus on the internal and external factors.
Strengths. Identify the things that do better in your
competition. Are the people familiar with your products or brand?
What is
your competitive advantage? Which one from your in doing best or
the
one that excels in all aspects of intellectual property or human
resources?
 Weaknesses. In what areas are your competitors outclassing
your
company? What holds your business back? Are there any things you
can
avoid? Does your business lack something? Or weakness? For
example,
it may not have enough suitably-skilled workers. This is an area that
you
can control.
Opportunities. Opportunities can help your company grow. Can
you turn any changes in technology, laws, or society, for example,
into an

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

Opportunity? Consumers today are more aware of and interested in

the
quality of life.
Threats. Are there obstacles stopping your company from
growing? What are these rules, regulations, or technology that
impedes
your business? Some aspects of society may also represent
obstacles.
Is inflation rate a threat to the business?

E. Matrix
SWOT Analysis of a Coffee Shop
Strengths Weakness

Close to universities and public No experience in

operating a
transport business
 Cheaper products offered other Lack of funds for
the start-up of the
than popular brands. business

Ambiance is good for study and Less popularity

compared to well-
leisure known brands

Growing demand by different Staffs to be trained

for operations
markets for coffee shops.

Opportunities Threats

New products and services are There are lots of

popular coffee
offered for expansion of the shops.
market
Brand franchising is also an There are also
competition with
opportunity to expand business. other coffee shops
also starting-up

Co-branding or strategic alliance Market tastes are

changing.
with other firms

Diverse target market Price for coffee beans

and other
supplies may increase

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862
SUMMARY

The kind of communication that happens in business is known as

business
communication, and it involves that flow of information back and forth
between the
higher-ups and the lower-downs, as well as side to side. What that means,
basically, is that information will flow down ranks within a company as well
as
across them.
Managers need to communicate with supervisors who need to
communicate
with their teams. Colleagues need to communicate with each other. All of
this needs
to happen seamlessly or else havoc and chaos will reign in the business.

ASSESSMENT / ENRICHMENT
1. Create a personal SWOT analysis.
Given the situation, plot the applicant's SWOT in a matrix. You can
make any
organizer showing the relationship of the four elements.
Situation: Imagine someone called Tony wan status. Based on the
information given. Construct a SWOT analysis by providing information for
each
characteristic
 Strength: Tony attended post graduate.
 Weakness: He has no work experience.
 Opportunity: He can be relocated to other places.
 Threat: In his city, there are less job opportunities related to his
field.

2.Create your Personal SWOT Analysis

Directions: Imagine you are going to apply as a marketing director,
accountant
general manager, financial analyst, or any position you wish in a corporate
world
a. Assess yourself first by listing your potentials, capabilities, talents,
skills
or skills to improve in a draft.
b. Edit and proofread your work. You may write the items in phrases.
Observe parallelism in writing the items.
c. Use the matrix below to plot your own SWOT.

Downloaded by Meira Lerra Zaid

(diazariemarrel@gmail.com)

lOMoARcPSD|5549862

d. Present this orally in the class. Each of you is given two minutes to
deliver.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

(Oral presentation is graded)

SWOT Analysis
3. Business Plan Presentation Directions:
A. In a group of five, create a type of business you wish to have in the
future. Name your business and identify the nature of it (Product
oriented or service oriented) or how it is operated.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

Wakat, G., Caroy, A., Dela Cruz, A., Dizaon, E.G., Jose, M., Ordonio, M.R.,
Palangyos, A., Sao-an, M., & Paulino F. (2018). Purposive
communication. Lorimar Publishing Inc. Philippines.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

LESSON 5

Writing Business and Technical Report

WHAT TO EXPECT?

Explain the classifications, parts, and types of reports.

Write a sample report applying the principles of report writing style.
PRE-DISCUSSION
1. List the types of reports you usually do in school. How do you frame
such
reports?
2. Bring old reports from the student council, government offices,
companies,
schools, hospitals, and other organizations.
3. Draw a Venn diagram to show the similarities and differences of school
reports and the report that you brought.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

LESSON OUTLINE

A Report is a comprehensive document that covers all aspects of the

subject
matter of study. It presents results of an experiment, investigation,
research, or an
inquiry to a specific audience.
Business and Technical Reports
Classification Types Parts
Progress reports • Cover Page
Formal Sales Reports • Title Page
Informal Personnel Evaluation • Table of
Contents
Feasibility Reports • List of Illustrations
Literature Review Credit • Executive
Summary
Reports
• Main Body/Findings/
 Informational Reports
Discussions
Analytical Reports
Recommendation • Conclusions
Reports • Recommendations
Research reports •
References/Sources
Case Study Analyses • Appendices

Characteristics of a Report
 It presents information not an argument.
 It is meant to be scanned quickly by the reader.
 It uses numbered headings and subheadings.
 It is composed of short and concise paragraphs.
 It uses graphic illustrations such as tables, graphs, pie charts, etc.
 It may have an abstract or an executive summary.
 It may or may not have references or bibliography.
 It often contains recommendations and/or appendices.

Report Categories
I. The Informal Report
 It functions to inform, analyze, and recommend.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

 It may be in the form of a memo, financial report, monthly

activities report, development report, research, etc.
 It is written according to an institution's style and rules.
Introductory and prefatory parts are not required.
  It is used for conveying routine messages.

Types of Informal Report

A. Progress report - written to provide information about the way project
is
developing
B. Sales activity report - helps a firm to understand about the progres the
sales
people and also identify the shortcomings
C. Personnel evaluation - used by an organization to assess an
employee's
performance
D. Financial report - a presents formal record of the financial activities of
a
business, person, or other entries
E. Feasibility report - assesses the viability of a new project; details
whether or
not a project should be undertaken and the reasons for that decision;
persuades or helps the decision makers to choose between available
options
F. Literature review - conveys to the readers the work already done and
the
knowledge and ideas that have been already established on a
particular
topic of research
G. Credit report - details report of an individual's credit history prepared
by a
credit bureau (Credit bureaus collect information and create credit
reports
based on that information, and lenders use the reports along with other
details to determine loan applicants' credit worthiness.)

II. The Formal Report.

 It is an official report that contains a collection of detailed
information, research, and data necessary to make decisions.
 It is formal, complex and used at an official level. .
 It is often a written account of a major project.
 Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

 It may be in the form of launching a new technology or new

project
results of a study or an experiment, a review of developments
in
the etc.
TYPES OF FORMAL REPORTS

Type Characteristics Examples

Provides data, facts, feedback, and Results of a

research on or
other. Types of information without rise of HIV
patients
Informational report analysis or recommendations.
Presents an update of an operation,
an information or status of a current
research so readers can understand
a particular problem or situation.

It goes beyond just presenting Explanation of

what causes
results a phenomenon.
Analytical reports present results, Presentation of
the results
analyze those results, and draw conclusions
based on those
conclusions based on those results. results. of a
traffic study
 It attempts describe why or how showing It
attempts to
something happened and explains describe why
or how
Analytical Reports what it means. accidents at an
intersection -
- the report explains what it
means.
Explanation of the potential
results of a particular course
of action.
Suggestion which option,
action, or procedure is best.
Report writing on monthly
budgets, staff absentees
and
so on.

This type advocates a particular Using treatment

X is more
course of action. This usually efficient than
treatments Y
presents the results and conclusions and Z.
However, that does
Recommendation that support the recommendations not
mean that you will use
What should one do about a treatment X as
cost and
problem? other considerations
might
Can a team do something? recommend
treatment Y.
Should one change techniques,
methods, technology, or do
something else?

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

 lOMoARcPSD|5549862

Writing a report on some

Most widely used report usually in product
development.
Research Reports university levels
Report writing for your
competitor's activities.

Case study analysis Widely used in

university
reports Includes real life examples level
competitions.

PARTS OF A REPORT

Parts of Brief Contents Language

the Report Description
Characteristics
Name of the report in all caps
(e.g. final report)

Receiver’s name, title and

organization

Team name and team

Title page Name of the members Factual
report
Date submitted
(month/date/year)

The authors and their

association/organization.
 No page number on title page
(page 1 is executive summary)

Table of What you Show the beginning page

Factual
contents find in the number where each report
report heading appears in the report
(do not put page number
range, just the first page
number)

Connect headings to page

number with dots.

Heading should be
grammatically parallel include
major section headings and
sub-headings

No page number on TOC

page.

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

Executive A summary Should be no longer than one

Factual, use of third
summary of report page person, use of
passive
verbs
It provides the key
recommendations and
 conclusions, rather than a
summary of the document.
Briefly describes the context

Identify the general subject

matter

Describe the issue or problem Factual use of

third
Background, to be reported on. person use of
passive
Introduction problem, verbs
approach, State the specific questions
definition of the report answers
special
words used Outline the scope of the report
(extent of investigation)

Preview the report structure

Comment on the limitations of

the report and any
assumptions made.

Methods Methods or For all types of research provide:

Factual use of
procedures procedures third
person
which led to use of passive
the findings Goal for each piece of research which
verbs
(what is your question/hypothesis?) the
findings

Data source

For surveys give the number of surveys

distributed, how was it distributed, how
the population was chosen.
 For observations give how when and
where the observations occurred.

The goal is to supply proofs for

conclusions.

Discuss, analyze and interpret (don’t just

give results, also say what they mean-
Factual use of
Results particularly with benchmarking). third
person,
Findings investigation, use of
passive
research and Remember to report on all your
verbs.
calculation research, including interviews with
clients and personal observations
(discuss in methodology too.)

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)

lOMoARcPSD|5549862

Support your findings with new

evidence.

Provide summary paragraph of key

findings and their significance at end of
section.

Explain all graphs in writing.

Arrange the findings in logical segments

that follows your outline.
 Findings should be presented in the
same order as discussed in
methodology.

Use clear descriptive headings.

Present “just the facts” no opinions, and

no feelings.

Interpret and summarize the findings

Say what they mean.

Relate the conclusions to the report

issue/problem Transition
Conclusions Conclusion signals such
drawn from Limit the conclusions to the data as it
seems
the findings presented; do not introduce new that the,
material. results
indicate that it
Number the conclusions and present is probable
them in parallel form. that etc.

Be objective: avoid exaggerating or

manipulating the data.

SUMMARY

Formal reports are meticulously structured. They focus on objectivity

and
organization, contain deeper detail, and the writer must write them in a
style that
eliminates factors like personal pronouns.
Informal reports are usually short messages with free-flowing, casual
use of
language. We generally describe the internal report/memorandum as an
informal
report. For example, a report among your peers, or a report for your small
group or
team, etc.
A formal or long report has major three (3) parts:

Downloaded by Meira Lerra Zaid (diazariemarrel@gmail.com)