Module 7 Lesson 2
Module 7 Lesson 2
Module 7 Lesson 2
COMMUNICATION FOR WORK PURPOSES
I.Objectives
1. Explain the use of appropriate tone, style and format in professional
communication.
Tone refers to the attitude that is reflected in the words that you use, in both writing
and speaking. Your tone may be sincere, optimistic, sarcastic, pessimistic and
so on. People usually respond to the tone that you use
E.g. If you say “Sorry” with sincere tone, people are more likely to
accept apology but if you say “Sorry” with sarcastic tone, the
response can be negative.
Compare the following pair of sentences in terms of word choice and the
tone:
In Style A:
➢ the tone may appear to be more open and inclusive with its choice of
words
➢ the use of the verb “present” and the noun “concerns” do not intensify
emotion and attitude
➢ the objective “so that they can be discussed” may suggest a level of
openness to holding a dialogue
In Style B:
• the verb “raise’ and the noun “problems” may suggest a negative
attitude. The use of these words reveals a certain degree of resistance to
negotiations
❖ When you write messages, style, and format also suggest your tone
• Words in all CAPS – indicates antagonism and may offend the recipient
BUSINESS LETTER
❖ Business letter
➢ Must be brief, clear and organized
➢ Do not use vague words that are open to multiple interpretations
➢ Avoid lengthy sentences structures that are packed with details
➢ Use a polite and formal tone especially in writing official letter
❖ Format of a Business Letter
BLOCK FORMAT
Letterhead
Thank you very much for accepting our invitation to support our outreach project for children
with special needs. Without your help, we will not be able to attain our objectives.
We are sending you a copy of our brochure that shows other details of the project. It includes
the schedule of activities that we will follow when we launch the project on December 8, 2019
Sincerely,
Letterhead
Thank you very much for accepting our invitation to support our outreach project for children
with special needs. Without your help, we will not be able to attain our objectives.
We are sending you a copy of our brochure that shows other details of the project. It includes
the schedule of activities that we will follow when we launch the project on December 8, 2019.
Sincerely,
Letterhead
Thank you very much for accepting our invitation to support our outreach project for
children with special needs. Without your help, we will not be able to attain our objectives.
We are sending you a copy of our brochure that shows other details of the project. It
includes the schedule of activities that we will follow when we launch the project on December
8, 2019
Sincerely,
2. Give a formal yet warm greetings (e.g. “I hope you are well”).
4. You may end the email wit a thank you and your complete
name and department.
WRITING MEMO
❖ Memorandum/Memo
• an official announcement
• a directive
• a guideline
• a reminder
• Indicate the time, the date, the recipients and the subject
• other details that need to be presented, place in a separate document and send
them as attachment
• use a formal and polite tone with only the essential points
• do not go into lengthy narratives or heavily detailed accounts of discussion
• avoid using humorous expressions in an effort to lightened the tone
• be sure the copies are only sent to the ones who are concerned
Sample A
THIS IS TO REMIND YOU THAT YOU HAVE NOT SUBMITTED YOUR ANNUAL
PERFORMANCE EVALUATION REPORTS. YOU HAVE UNTIL DEC 30, 2019 TO
FROWARD THESE DOCUMENTS TO US. IF YOU DO NOT MEET THIS DEADLINE,
THEN YOU WILL NOT RECEIVE ANY OF THE INCENTIVES EXTENDED TO
EMPLOYEES ANNUALLY. YOUR LACK OF COMPLIANCE WILL ALSO MEAN YOUR
INABILITY TO FOLLOW THIS ORGANIZATION’S POLICIES AND GUIDELINES.
Sample B
➢ language, tone, style, and format seem to show an aggressive and threatening
tone.
➢ use of all caps indicates “shouting” at the receiver
➢ The message seems to focus on what has not been accomplished
➢ The word choice and language use may create an attitude of resentment that
may lead to demotivation
Sample B
➢ tone is more respectful as the word choice seems to emphasize the receiver’s
ability and willingness to fulfill organization requirements.
➢ May encourage colleagues to do the expected tasks with more enthusiasm
Remember
This Photo by
Minutes ---
• indicate the concerned raised, the suggestions given, and the agreements
made.
• Indicate the time, date, venue and attendees
➢ Use formal language and avoid including your thoughts and reactions
➢ If allowed, use an audio recorder during the meeting ( if you miss taking
down important details, you may refer to the recording)
➢ After composing the minutes, sign your name if you serve as the secretary.
Have it approved in the next meeting by the body concerned (Pearsall and
Cunningham 1986; Purdue Online Writing lab 2018)
Sample Minutes 1
(Linear Format)
MEETING MINUTES
NDRRMC Conference Room
22 December 2011
Participants: DOF-BOC, DFA, DSWD, DOH-FDA, DILG, DepEd, NAIA, DA-BOQ, PRC,
AFP-J3, and Un-WFP 9see attached attendance list).
Agenda:
1. Situation Overview
2. Updates on the Effects of TS Sendong
3. Proceedings
4. Agreement Made
5. Guidance
6. Action Taken/Way Ahead
7. Adjournment
1.Situation Overview:
C. The onslaught of Tropical Storm Sendong which had brought havoc and great damage to the
cities of Cagayan de Oro and Iligan had caught the attention and sympathy of the International
community. As a result international aid came pouring and there is a need to put things in
place for the speedy processing and disposition of said donations.
➢ Dir. Edgardo J. Ollet, Chief, Operations Division of the OCD discussed the updates on the
effects of TS Sendong as follows:
a) CASUALTIES:
DEAD - 1,010
INJURED - 1,603
MISSING - 51
RESCUED/SURVIVORS - 432
b) AFFECTED POPULATION
65,067 Families/348,749 persons
739 BARANGAYS
50 MUNICIPALITIES
8 CITIES
7 TEGIONS (VI,VII,IX,X,XI, CARAGA, ARMM)
c) EVACUATION CENTERS
58,849 Families/300,669 persons
• Inside Evacuation Centers -9,929 Families/43,663 Persons
• Outside Evacuation Centers – 48,920 Families/266,06 Persons
d) DAMAGED HOUSES
28.030 (9,193 Totally/18,873 Partially)
After the call to order by the presiding officer, USEC Proceso T. Domingo followed by the Dir.
Ollet’s update on the effects of TS Sendong, discussion proper ensued. There were clarifications,
queries and suggestions regarding the venue, logistics, documentations and course of actions of the
supposed OSS. During the deliberation some points were raised but not limited to the following:
➢ What documents will be processed with respect to the entry to the country of foreign
donations, who will be responsible for said processing, where will be the venue for the OSS,
who will be the consignee of the donation?
➢ What clearances should be secured and who will be in-charge?
➢ Where will be the point on entry of the said donations?
➢ Who will be the focal person/persons?
➢ BOC Commissioner Ruffy Biazon clarified that while DSWD is the primary consignee under
EO 831, other agencies such as DepEd can be granted tariff and tax exemptions if they are
the legitimate consignees of humanitarian donations through a separate provision in the
TCCP. Regarding foreign donations that fail to meet EO831 but were intended for relief and
humanitarian aid in calamity areas, the inherent power of DOF to resolve the issue and grant
tax exemption can be applied.
After a thorough discussion and deliberation on the abovementioned issues, the group had
finally forged the following agreements mentioned herunder.
4. Agreements Made:
1. Adopted the existing Executive Order No. 831 “One-Stop-Shop (OSS)”, a mechanism that was
created during Typhoon Ondoy Operations;
2. The DFA through its Embassies, shall convey request for humanitarian and relief assistance to
the International Community;
3. DFA shall attend to the corresponding requirements of flight and vessel clearances;
4. The NDRRMC shall be the information hub and OPR for decision-making of all transactions
between and among the donors, consignee, and recipients/beneficiaries;
5. A team is created to man the Oss with the following local persons to handle the processing of all
foreign donations for Cagayan de Oro and Iligan City: The Regional Directors of BOC-DOF to
lead, DFA, DSWD, OCD, DOH and DepEd as members. District Collections of BOC shall lead
pending the delegated authority of DOF.
6. That all foreign donations should be directed to the NDRRMC as the information hub of the
transaction between and among the donors, consignee, and recipients/beneficiaries;
7. The DSWD shall be the sole consignee of all international donations and as such prepare the
necessary documents for processing and clearances;
8. DFA will be responsible for conveying the humanitarian and relief needs identified by the
agencies of the Philippine government to the international community. Likewise, the
corresponding requirements for the issuance of flight and vessel clearances, authenticated by the
Consul;
9. All communications shall be addressed to the Executive Director, NDRRMC, through the Chief
of the NDRRMC OPCEN Cagayan de Oro City shall be the point of entry and venue of the One-
Stop-Shop, i.e. airport and seaport;
10. Processing of customs clearance by DOF-BOC shall be in Cagayan de Oro: and
11. Flight and vessel clearances shall be processed by DFA in Manila, for exchange by IT
technology via NDRRMC OpCen.
5. Guidance
The Presiding Officer expressed his expectation to put things in place and asked for the
active participation and cooperation of the agencies concerned foe effective implementation of
the said scheme.
Everyone was advised to name the focal person of each agency for the effective and efficient
operation of the OSS and to look access the NDRRMC website for coordination and
communication purposes. All of the requirements, memoranda, flowchart and schedule of
airlift/airdrop will be uploaded in the website. NDRRMC OpCen remains to be the facility for
reviewing protocols, guidelines and manual of operations in keeping with the implementation of
Presidential Proclamation No. 303 dated 20 December 2011 regarding rescue, recovery, relief
and rehabilitation for TS Sendong (Washi) and flood-devastated areas.
7. Adjourment
With no more matters to be discussed, the meeting adjourned at 3:00 PM, 22 December 2011
Sample Minutes 1
Includes the following details:
1. Situation Overview
2. Updates on the Effects of TS Sendong
3. Proceedings
4. Agreement made
5. Guidance
6. Action Taken/Way Ahead
7. Adjournment
❖ Attached to the minutes is the list of attendees with table indicating their organizations or
agencies, their contact numbers, email addresses and signatures
Attendance
Present:
8. Catalino P. Dotollo,RNPC, NNC-8 -Presiding Officer
9. Madeliene J. Gotardo, NO-1, NNC-8
10. Christian Kenneth A. Amante – health Coordinator, Food for the Hungry Phils.
11. Lawrence S. Esolna-HSH, Food for the Hungry Phils.
12. Lovely Joy G. Alvar - Nutrition Program Officer, JMC
13. Ivy Marie M. Itom - NPC, Child Fund
14. Feral Vincent R. Quuitlong - Health and Nutrition Coordinator, World Vision
15. Alma H. Bernardo - Nutrition Coordiantor, DOH ROB
16. Karmela Aira P. Lodo -Nurse, DOH ROB
17. Marnellone R. Sabit - Nutrition Program Coordinator, SP
18. Emily O. Grande- Nutrition Specialist, UNICEF
19. Dominic Koeppl - IM, UNICEF
20. Ge-Ann Balintec - Program Manager, ACF
21. Judith Wolff - Program Manager, ACF
22. Daisy Kanonkong – ITP/OTP, ACF
I. Preliminaries
1. Called to order by the Presiding Officer-
RNPC Dotollo at 10:15 AM
2. Prayer lead byMadeliene J. Gotardo, NO1
3. Introduction and Acknowledgement of
Participans
4. Presentation of the Agenda and approval by
the Cluster
II.Main Business
A. Updates from NNC 8
➢ RNPC Dotollo presented the Nutrition
Siyuation in Region 8 based on the FNRI
survey
➢ Announcement of Upcoming Trainings:
1. TOT in Basic Course for BNS new
NAOs/DNPCs
2. NPM Training for new NAOs/DNPCs
3. Local Nutrition Planning workshop
in Yolanda affected areas
4. Regional TOT in NiE – for
Regional Representatives
5. Nutrition in Emergency Training -
TOT for PNAO/CNAOs for
pooling of Trainers ➢ NNC/Nutrition Cluster requested all partners
6. Nutrition in Emergency Training to submit list of areas where they have
Roll out in Municipalities conducted trainings on NiE and IYCF to
prevent duplication and overlapping of
participants
➢ Other Activities/Trainings:
• NAOs National Conference on
October 23 and 24 in Manila
• NAOPA Board Meeting is on
October 22, 2014
• #rd BNS Congress – tentative
schedule on November 19 and
20 in Cebu City
• FNRI Dissemination Forum
on October 28,2014
B. Cluster Updates
Samaritan’s Purse
Accomplishments:
➢ Conducted 8 sessions of trainings for NiE
in coordination with CSWDONfor day
care workers
➢ Lactation Training with Arugaan
➢ Container Gardening in Badjao
Community
➢ Established IYCF Barangay Support
group
➢ Sabayang Pagpapasuso during the
Breastfeeding week
➢ Assist in the immunization campaign of ➢ Mr. Koepll announced to the group that
the DOH UNICEF has an IEC material for the
month-long immunization program
Child Fund
➢ Will be having a Search for Outstanding
Peer Counselors in Pastrana, San Miguel,
Yunga, Alang-alang and Jaro
➢ IYCF Refresher course also in their
covered areas
➢ Will be delivering Salter scale, height ➢ List of recipients of Anthropometric
boards and weighing scale Equipment to be submitted to NNC as
requested
IMC
➢ For CMAM-counselled 1,300 caregivers
in total
➢ Conducted Mass breastfeeding in support
for the Breastfeeding Week
ACF
Trainings conducted:
➢ PMAM Training for Health workers in
Javier
➢ IYCF Training in Health Centers
DOH
➢ Allocated Infantometer in selected areas ➢ NNC and Nutrition Cluster to be
in Region VIII furnished a copy of the List of
Recipients for these equipment
UNICEF
➢ Assisted in the NiE Training of Dulag and
Burauen held in Cebu City last August
➢ The nutrition Cluster is planning for the
revision of yhe IYCF Refresher Course-
to “IYCF Immersion Course”. The
purpose of this is to develop the skills of
counselors through actual application of
skills in the community setting.
➢ They also proposed tp present
Complementary Feeding Training with
the Recipe Testing and Food Preparation
Schedule of Next Nutrition Cluster Meeting:
October 3,2014
III. Adjournment
➢ The meeting was adjourned at 12:05 AM
Madelliene J. Gotardo
NO-1
Documentor
Sample Minutes 2:
➢ You do your job proficiently and efficiently because your work may affect the
entire operations of your team.
➢ You help all members of the team if needed to make sure the jobs gets done.
➢ You take a positive and proactive attitude towards work. You do not focus on
problems instead you focus on solutions and take initiative to help overcome
challenges
➢ You help resolve conflict instead of creating it, magnifying it, and spreading it.
You strive to be positive influence in your office
For example: If you work as an event manager for a non-government organization and
discover that you do not have sufficient funds, you can either worry or take a proactive
stance. You can brainstorm with your team on creative ways to generate funds. You
create stronger bonds by working together on a common goal.
❖ Soft skills or interpersonal skills are important in the success of any organization
- Booher
Suggested Readings:
1. Introduction to Professional Communication -Style and Tone
(https://pressbooks.bccampus.ca/professionalcomms/chapter/4-1-style-tone/)
References
Suarez, C.A, M.R.G. Perfecto, M.L.E.N. Canilao and D.B. I.Paez. 2018. Purposive
Communication in English. Ateneo de Manila University Press, Quezon City.