HOLY CROSS COLLEGE

Sta. Lucia, Sta. Ana, Pampanga

College Department
2 Semester A.Y. 2020-2021
nd

TECHNICAL
WRITING

Rodel N. Nogot, LPT

Instructor
 Chapter 1: Understanding the Nature of Technical Writing

Lesson 1: What is Technical Writing?

The Four Definitions of Technical Writing (Mills and Walter, 1981)

1. Technical writing is about scientific subjects and about various technical subjects
associated with the sciences.
2. Technical writing is characterized by certain formal elements, such as its scientific
and technical vocabulary, its use of graphic aids, and its use of conventional
report forms.
3. It is ideally characterized by the maintenance of an attitude of impartially and
objectivity, by extreme care to convey information accurately and concisely, and
by the absence of any attempt to arouse emotion.
4. It is writing in which there is relatively high concentration of certain complex and
important writing techniques in particular description of mechanisms, description
process, definition, classification, and interpretation.
Basic Aspects of Technical Writing

In the most elementary terms, technical writing can be broken down into two parts,
or aspects: (1) the end products, the concrete package that is delivered;(2) the skills that
enter the preparation of the product.

Products of Technical Writing

1. Business Letters
2. Instructional Manuals
3. Various kinds of reports
4. Handbooks
5. Articles for technical journals
6. Brochures
7. Abstract
8. Proposals
9. Oral reports
10. Memoranda
11. Graphics aids
12. Specification
The skills which deserve particular attention are the following:

1. Special techniques of technical writing.

2. Style
3. Introduction, transitions, and conclusions.
4. Outlines
5. The layout of reports
Five Basic Principles of Good Technical Writing
1. Always have in mind a specific reader, real or imaginary, when you are writing
a report; and always assume that he is intelligent, but uninformed.
2. Before you write, always decide what the exact purpose of your report is; and
make sure that very paragraph, sentence, word, makes a clear contribution to
that purpose, and makes it at the right time.
3. Use the language that is simple, concrete, and familiar.
4. At the beginning and end of every section of your report check your writing
according to this principle: “First you tell the reader what you’re going to tell him,
then you tell him what you’ve told him. “
5. Make your report attractive
Purposes of Technical Wring
1. To serve as bases for management decision
2. To furnish needed information
3. To give instruction
4. To record business through proposals
5. To procure business proposals
6. To serve as bases for public relations
7. To provide repot to stockholders of companies
Properties of Technical Writing
1. Subject matter is essential element in technical report writing. Processes,
theories, or policies is just some of the usual subject matter in technical writing.
2. Audience is property which pertains to a particular reader of a technical
literature.
3. Expression refers to writing and reading which convey the modes of
expression of a technical work.
4. Style shows how the material is written. A technical writer uses clear, specific
point of view, objective, impartial, and unemotional style in writing.
5. Arrangement of materials depicts how the ideas should be organized in
chronological, spatial or logical order, from general to specific or specific to
general and use illustrations to present the information.
 Differences Between Technical Writing and Creative Writing
Technical Writing Creative Writing
Content Factual, straight-forward Imaginative. Metaphoric, or
symbolic
Audience Specific General
Purpose Inform, instruct, persuade Entertain, provoke, captivate
Style Formal, standard, academic Informal, artistic, figurative
Tone Objective Subjective
Vocabulary Specialized General, evocative
Organization Sequential, systematic Arbitrary, artistic

Activity 1: Discuss some ideas by answering the following questions. Explain and/or give
examples.
1. What other types of writing would be considered under technical writing?
______________________________________________________________________________
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______________________________________________________________________________
2. What other considerations can you give before writing a technical paper?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Are there other properties of writing that you can add to make a technical
writer?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
4. An effective one? Briefly explain your answer.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
5. Aside from the purpose given about technical writing can you think of other
purpose which can add to the list?
______________________________________________________________________________
______________________________________________________________________________
 ______________________________________________________________________________
______________________________________________________________________________
6. Are your more inclined in technical writing or creative writing?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Lesson 2: Relevant Laws and Ethical Considerations Related to Technical Writing

Technical Writers are not simply writers who merely technical materials, they
should also be aware of some ethical and legal considerations in writing. Some of these
considerations are covered by the four bodies of law relevant to technical
communication:
1. Copyright Law- covers production of the rights of the author.
2. Trademark Law- pertains to federal protection (different from register trademarks).
3. Contract Law- covers written warranties or their implied warranties
4. Liability Law- pertains to responsibilities or obligation of writers especially claims
they made on their papers.
Principles of Ethical Communication
Do’s of Technical Communication
1. Abide by relevant laws.
2. Abide by the appropriate corporate or professional code of conduct.
3. Tell the truth.
4. Don’t mislead the readers.
5. Be clear
6. Avoid discriminatory language.
7. Acknowledge assistance of the others.
Don’ts in Technical Writing
1. False Implication- assuming the outcome of a project or making sweeping
generalizations.
2. Exaggerations- expressing situations in extreme proportions
3. Euphemism- writing about situations in seemingly good conditions even
though they are not.
4. Do not mislead your readers

Activity 2: Reflect on the following situations. What will you do if you are faced with any
one of them? (Do not forget to use the principles of ethical communication)
a. You are the boos of a company. You received a report about missing milk boxes
in the shipment from one of your employees who made an inventory. Your
company ordered 150 boxes, but two boxes were missing.
 b. You are in a hurry to submit the proposal for a very important meeting. However,
your fellow employee who is the main proponent forgot to sign the proposal. It is
2:50 PM and the paper has to be submitted by 3:00 PM. What will you do?
c. An attendance sheet is being passed around in the seminar room. You were asked
to write your purpose for attending because it is about professional development.
What will you write?

Lesson 3: The Writing Process

From the moment we started to learn the ABCs and become familiar with
different words we learn from books, people, or the internet, we develop the skill not only
of reading but also of writing. They say that when a person is good in reading, he/she
can become good in writing. How is this possible? Reading is an input skill, therefore
writing is its output.

Let us review some of the things that we know when it comes to the WRITING
PROCESS. There are three basic stages:

Pre-Writing Stage

This is the first stage in the writing process. It is what the writer does before he
writes the first draft. In this stage, the writer composes or supplies information pertaining
to:

a. Purpose of the paper. This is necessary to determine the Content of the paper to
be included, the organization and style of the paper.
b. Choice of topic. A writer has to explain or justify his/her chosen topic.
c. Gathering information. A writer must be able to find sources of information to
enrich his/her topic.
Pre-writing Techniques:
Below are some techniques which will help you get Started in writing: Keep a
writer's journal by recording personal
1. experiences, perceptions, and ideas.
2. Do free writing. Write about whatever comes to mind.
3. Brainstorm by listing ideas as quickly as they occur.
4. Cluster by drawing lines and circles to show connections between ideas. It is
also called webbing or making connections.
5. Ask questions using the news reporter's 5Ws -Who? What? Where? Why? When?
and How?
6. Read with focus. This entails reading efficiently to locate and collect specific
information.
 7. Listen with focus. This means listening efficiently to locate and collect specific
information.
8. Observe by noticing details around you through the senses.
9. Imagine. Probe your imagination for ideas, often use a "what if? approach.

Writing Stage

The writing stage is the part where we begin to write our first draft. We know that
not everything that we write is perfect at the first go. Hence, you must remember what
to do and what not to do during this stage.

Do's and Don'ts of Writing a First Draft

1. Don't overanalyze your writing.

2. Do feel free to follow the flow of ideas where it is leading you, even if it is not
what you initially planned.
3. Don't exaggerate details.
4. Do work on the details as much as possible to keep the 2. story fresh in your
mind.
5. Don't worry yet about how good your writing is.
6. Do have fun
Re-Writing Stage
This stage is also known as the "revision stage. We revise to ensure that:
1. the content of the paper is relevant.
2. there is organization and coherence in the arrangement of the ideas; and
3. grammar and mechanics are clearly observed.

Activity 3: Write a short essay of about two hundred (200) words about the three reasons
why you have chosen to enroll in your program and elaborate by explaining or
giving examples. Remember the pointers in each writing phase. Use the margins
on your paper to mark which of the pointers you followed in each phase (pre-
writing, writing, and re-writing). You may use another sheet in this activity.
 Chapter 2: Exploring Expository Techniques

Lesson 1: Classification

Classification is dividing something into groups, classes, categories, etc. This is

normally done in accordance with several criteria (standards or principles on which
judgments are based).

Classification is done by the writer when he/she believes that there are shared
qualities or characteristics about a subject matter. Take for example the passage below:

GENDERED POWER PATTERNS

Research (Helgessen, 1990; in Wood, 2001) reveals general differences in how women
and men define and use power. Men tend to see power as finite and as something to
guard closely. Women are more likely to regard power as unlimited and to share it
freely. Another difference is how the sexes see the ends of power. In general, men see
power as Something an individual has and uses to enhance individual status. The
tendency among Women 1s to perceive power as a resource for empowering others
and building strong collaborative teams. Differences in orientations toward power are
consistent with gender communication cultures and the divergent rules of
communication they teach men and women.

Activity 1: Let us answer the following comprehension questions:

1. What two classes are being compared/contrasted in the passage?

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
2. How is gender classified?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
3. What descriptions are based on the similarities and differences?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
 How to Classify

One way of classifying objects or ideas is to look for Relationships among them
and to organize them into groups. It may either be based on their similarities or
differences.

Try to find the similarities or differences of the words listed below by classifying
them into identifiable categories. Be ready to explain why you grouped the words in
those categories.

Ignition Vietnam Conjunction Car seat

Noun Wiring harness Albert Bandura Cambodia
Philippines Gloria Arroyo Brake system Verb
Rodrigo Duterte Jean Piaget Engine Oil System Fidel Ramos
John Dewey Adjective Benigno Aquino, III Singapore

The passage on "Gendered Power Patterns" illustrates a simple form of

classification. Let us try and analyze the next sage on Education in the Philippines" an
article which is on passage article which is published in Wikipedia.

Education in the Philippines

Education in the Philippines is provided by public and private schools,
colleges, universities, and technical and vocational institutions. Funding for public
education comes from the national government.
At the basic education level, the Department of Education (DepEd) sets
overall educational standards and mandates standardized tests for the K-12 basic
education system although private schools are generally free to determine their Own
curriculum in accordance with existing laws and Department regulations.
On the other hand, at the higher education level, the Commission on Higher
Education (CHED) supervises and regulates colleges and universities, while the
Technical Education and Skills Development Authority (TESDA) for technical and
vocational institutions regulates and accredits technical and vocational education
programs and institutions.
For the academic year 2017-2018, about 83% of K-12 students attended
public schools and about 17% either attended private schools or were home-schooled.
By law education is compulsory for thirteen years (kindergarten and grades
1-12). These are grouped into three levels: elementary school (kindergarten-grade 6),
junior high school (grades 7-10), and senior high school (grades 11-12); they may also
be grouped into four key stages: 1st key stage (kindergarten-grade 3), 2nd key stage
 (grades 4-6), 3rd key stage (grades 7-10) and 4th key stage (grades 11-12). Children
enter kindergarten at age 5.
By Institutions of higher education may be classified as either public or private
college or university, and public institutions of higher education may further be
subdivided into two types: state universities and colleges and local colleges and
universities

Activity 2: Make a diagram of the classification of education system in the Philippines.

Read the text again and complete the diagram writing on the blanks the words
that are missing.

Next, write a brief description of the information contained in the diagram. Begin
it this way:

The education system in the Philippines is classified into three main

categories ________________ (continue)

Basic Technical Tertiary

Vocation

(Supply the ideas which should be connected by the arrows)

Diagram 1: Education System In the Philippines

 Lesson 2: Definition

There are times when we are asked by people around to dine or give meaning
to an unfamiliar word. How do you reply? Do you find yourself saying "it is like this..." "it
resembles reply? Do you find that..."it is Similar to...?”

When we define words or unfamiliar terms, we give concise hut exact meanings
of unfamiliar words and special meanings of familiar words. For people of all ages,
definition is a useful technique in oral or written communication. It is particularly a must
for a technical writer to be able to define the terms with multiple meanings and those
that are unfamiliar to the reader.

Methods of Defining Terms

There are two methods of defining terms: simple and extended definition.
A simple definition could be formulated by bearing in mind its three parts: the
species, genus, and differentia. This method of definition is commonly used in technical
writing whether formally, semi-formally, or non-formally.
When using simple definition, note that a species or the term to be defined may
be introduced by a determiner, a genus the class/category where the term belongs
is always connected to the species by a linking verb. Both species and genus can be
introduced by a determiner. To make the definition complete, a differentia is written
to give the characteristics of the term that make it different from other terms belonging
to the same genus.
Species Genus Differentia
(Term to be defined) (The class where the term (A characteristic of the
belongs) term)
Language is a form of communication

An architect is a professional who designs buildings

Communication is a process of giving and receiving
information

Another method of defining a term is by expanded definition. This is done by

stipulation, operation, explication, cause and effect, classification, example, and
other rhetorical functions.

Species
Example:

Communication is a systematic Genus

process in which people interact
with and through symbols to Differentia (contains explication, and
create and interpret meanings. Example)
 Informal definition on the other hand does not follow a pattern. The only
objective is to give meaning to a word that is unfamiliar or explain the special meaning
of a familiar word. Word meanings enter informal definition by means of providing
denotative or connotative meaning. Denotation is the basic literal meaning or the
dictionary meaning of words while connotation is the additional shade of meaning
that words imply aside from its dictionary meaning. Connotation is the positive or
negative or negative associations a word naturally carries.

Activity 3: Supply the meaning of the terms in the table below.

Term Denotation Connotation
(Positive or Negative)
A school is an institution where
children are educated.
A star famous person
A dove is a type of bird
Orange is a fruit
A dog is man’s best friend

Pointers when Defining Terms

1. Never give definitions of a term that include any of its derivatives. For example:
definition is the act of defining.
2. Do not use is where" or is when to define a term. Don't say "Christmas is when Jesus
Christ is born" or "AA classroom is where you will find students."
3. Use the simple present tense (active and passive voice). Consider the following
examples:
Documentation is the process of acknowledging the Sources used in
developing a research paper. (active)
The process of acknowledging sources is called documentation. (passive)
4. Often we use relative clauses to give additional information. For example,
"Documentation is the process of acknowledging the sources used in
developing a research paper. This is also another way of helping researchers
who may be later reading your work to do further research themselves.

Activity 4: In your chosen field, list down five terms and define each term using formal
definition. List another five terms and define each term using informal definition.
Write your answer on a clean sheet of paper.
 Lesson 3: Description of Process

There are writing tasks that entail an explanation of how something works, how
something is done, or how something is made. That is why knowing how to describe a
process will enable a technical writer and his/her reader to perform or do something.

In describing a process, a writer explains the arrangement of a sequence in

chronological order. As it is used in technical writing, the process is akin to mechanism
description. Here, process the Here, description includes sequence, instructions, and
procedure.

There are two separate concepts which we must briefly explain here: "How to
do something'" and How something occurs. The first calls for instructions or procedure; the
second, for sequence.

In like manner, process is also a description of equipment, materials, and

procedures. Graphic materials are used for detailed presentation of the process. The
writer makes use of sequence markers to follow the natural or mechanical system. When
we describe a process or procedure, we often use the present passive tense is/are V+ed.
For example, is manufactured, is controlled, etc.

When describing a process, we use sequence markers to link Sentences like first,
second, then, next, subsequently, finally, at last.

Now, let us read the passage on "How do you make paper from a tree? It is an
article written by Stacy Wonders published in wonderpolis.org.

How Do You Make Paper from a Tree?

If you look at a tree, you might have a hard time imagining how something
so tall and strong could be turned into something as thin and weak as a sheet of paper.
The process begins with the raw wood, which is made up of fibers called “cellulose.
The cellulose fibers are stuck together with natural glue called “lignin.” When
the lignin is removed and the cellulose fibers are separated and reorganized, paper
can be made.
It is also possible to make paper from a variety of other types of plant fibers
such as cotton, flax, bamboo, and hemp. For example, cotton fibers are often used to
make the paper that money is printed on. The overwhelming majority (about 95
percent) of the raw material used to make paper, though, comes from trees.
To make paper from trees, the raw wood must first be turned to “pulp.” Wood
pulp is a watery soup of cellulose wood fibers, lignin, water, and the chemicals used
during the pulping process.
 Wood can be turned to pulp in a couple of different ways. Mechanical
pulping involves using machines to grind wood chips into pulp. The resulting pulp retains
most of its lignin, though. The short fibers created by grinding leads to weak paper most
suitable for newsprint, phone books, or other types of low strength papers.
The more commonly used method is chemical pulping, also known as "kraft."
Chemicals are used to separate lignin from the cellulose fibers, leaving pulp mixture
that can make stronger papers.
Depending on what type of paper is desired, the pulp mixture might need to
be bleached to create whiter paper makers use a variety of chemicals to bleach pulp
to the color they want.
Once the pulp is ready, it is then used to make paper in a process that is quite
similar (in the basic actions) to the process first used by the ancient Chinese more than
1,900 years ago. Because the pulp mixture is so watery (sometimes as much as 99
percent water!), the cellulose fibers need to be separated from the watery mixture.
Huge machines spray the pulp mixture onto moving mesh screens to make
layered mat. The mat of pulp then goes through several processes to remove water
and dry it out. Finally, the mat is run through heated rollers to squeeze out the any
remaining water and compress it into one continuous roll of paper that can be up to
30 feet wide.
When the paper has the desired thickness, it may be colored or coated with
special chemical to give it a special texture, extra strength, or water resistance. As a
last step, the paper rolls are cut to size and packaged for shipping to other facilities for
additional processing to turn it into all Sorts of specialized papers.

Activity 5: Answer the following comprehension questions:

1. What is the passage about?

2. Where does paper come from?

3. Pick the sentences that show present passive tense

4. How is paper made? Describe it by using sequence markers.

5. Draw the process of making paper.

 Lesson 4: Description of Mechanism

We may belong to different fields and disciplines but there are Certain
machines or apparatuses that we use to make our work easier, Description of a
mechanism is an explanation of a system or parts or an apparatus. This includes the
characteristics and functions of a piece of the device and the totality of the mechanism.

It also explains the arrangement and shape of an object in space. In writing a

description of a mechanism, the writer may be guided by the following questions:

• What is it (equipment, machine, device, apparatus)?

• What is its function?
• What does it look 1like?
• How does it work?
• What are its principal parts?

Below are examples of machines and how they work. Read the passages and
perform the activities that follow.

How the Refrigerator Works

A refrigerator is really nothing more than a box in which articles can be kept
at a cool temperature. The temperature inside the box is regulated by means of a
thermostat. Apart from the thermostat, the refrigerator mechanism includes a motor-
driven compressor, a condenser, and a set of thin, metal evaporated coils, into which
is pumped a liquid refrigerant called freon.
When a liquid evaporates, it absorbs heat. The refrigerant used in a
refrigerator has a very low boiling point and it evaporates in the metal cols. As this
happens, it absorbs heat and as a result, the evaporator coils cool down.
As soon as the temperature inside the refrigerator rises from above a
predetermined level, the thermostat causes the motor to start. Freon vapor is drawn
from the evaporator coils by the compressor, reducing the pressure and allowing liquid
refrigerated to move into them. The liquid in its turn evaporates, absorbing heat and
cooling the refrigerator: The cool refrigerant passes through the condenser where it is
changed back into a liquid form and is eventually forced back into the evaporator
coils.
The process continues until a preset temperature is reached. At this point the
thermostat cuts out the compressor and the refrigerator remain idle. When the
temperature rises above the pre- determined level, the thermostat triggers the
compressor into action once more and the cooling cycle recommences. (Thorn and
Badrick, 1990)
 How Rice Cookers Work
(Jessika Toothman)
Rice needs two things to evolve from a hard, little grain to big, fluffy morsels -
- lots of water and lots of heat, for this reason, cooking rice happens in four phases:
siting in water boiling, absorbing water (steaming) and resting.
Rice cookers automatically guide rice through these four stages. The
appliance consists primarily of a main body an inner cooking pan, an electric heating
plate, a thermal. sensing device and some buttons.
Water and rice sit inside the cooking pan while it's inserted into the rice
cooker's shell. The pans weight depresses the thermal-sensing device, and the heating
plate quickly brings the water to a boil. The sensing device is a Small, spring-loaded
thermometer that gauges the temperature of the pan 's contents. It’s set into the
bottom of the rice cooker 's main body.
Simple rice cookers usually warm their contents by transferring heat from the
heating plate to the cooking pan, and the type of metal used can improve that
transfer Some metals -- copper and aluminum for example- are highly conductive. In
other words, they transfer their heat easily. A wide range of materials can be used for
the cooking pan, and each type may affect the overall time it takes to cook the food.
The process for cooking the rice is simple. Water boils at 212 degrees
Fahrenheit (100 degrees Celsius), and once it reaches a steady boil, it won’t get hotter.
As long as there is water in the pan, the temperature should be stable. Once the rice
absorbs all the water in the pan, the temperature will start to rise. The rice cooker senses
this change and will either switch off or switch to a warming cycle.

Activity 6: There are among us visual and imaginative learners. Based on the description
of How the Refrigerator Works and How Rice Cookers Work, draw a diagram to
illustrate how the mechanisms work. Use lines and arrows, if necessary. Add
short descriptions or captions to make each part of the diagram
understandable.
 Chapter 3: Writing Effective Business Correspondence

Lesson 1: Communication In Business and Organization

Communication in Business
Effective communication is the key to success in business. That is why business
depends so much on communication. People must communicate to plan products;
hire, train, and motivate workers; coordinate manufacturing and delivery; and bill
them for sale (Locker, 2006).
Communication in business is a two-way process that follows the common
communication process sending and receiving process. However, business
communication differs on the medium for it uses paper, pen, typewriter, or computer
to make message tangible to the receiver.
An organization is comprised of people who are committed to a common goal
and are ready to share information and resources in pursuit of a desired goal.
Communication in organization is relaying messages or information between or
among people inside or outside an organization.
Communication in Organization

An organization according to Rosales et al. (2009) is comprised of people who are

committed to a common goal and are ready to share information and resources in
pursuit of a desired goal. Communication in organization is relaying messages or
information between or among people inside and outside an organization.

There are several written documents needed to run an organization. Every single
document has one or more of the three basic functions of organizational writing which
is to inform, to promote goodwill, or to persuade.

The following internal and external documents are some of the specific
documents needed in an organization ( Adopted from Locker, 2006):

Table 1: Internal Documents Produced in One Organization

Document Description of Document Purpose/s of Documents

Transmittal Memo accompanying document, Inform: persuade reader to

telling why it is being forwarded to read document; build image
the receiver and good will.

Monthly or Report summarizing profitability, Inform; build image and

Quarterly Report productivity, and problems during good will (report is accurate,
period. complete; writer understand
the company)
 Used to plan activity for next month
or quarter.

Performance Evaluation of an employee's Inform; persuade employee

Appraisal performance, with the to improve
recommended areas for
improvement or recommendation
for promotion.

Memo of Congratulations to employees who Promote goodwill.

Congratulations have won awards, been promoted,
or earned community recognition.

Table 2: External Documents Produced in One Organization

Document Description of Document Purpose/s of Documents

Quotation Letter giving price for a specific Inform; promote goodwill (price
product, fabrication, or service. reasonable)

Claim/ Letter granting or denying Inform; promote goodwill

customer request to be given
Adjustment
credit for defective goods.

Annual report Report to stockholders Inform; persuade stockholders to

summarizing financial information retain stock and others to buy;
for a year. build goodwill (company is a
good corporate citizen)

Thank You Letter to suppliers, customers, or Promote goodwill.

Letter other people who have helped
individuals or the company.
 Formal and Informal Channels of Communication

Formal channel of communication follows the usual patterns of organizational chart

where the superiors are classified from the subordinates through connecting the lines of
communication to every member of the organization.

Informal channel of communication follows an unstructured channel of

communication where the lines and patterns of the communication are vague.

Activity 1: Answer the following questions briefly.

7. How does effective communication contribute to the success of any business?
8. What activities can you suggest that will develop effective communication skills
for both the employer and the employees?
9. What will happen to the company if the administrators do not know to
communicate properly to their subordinate?
10. What are the three basics functions of the organizational communication?
Explain each function.
 Lesson 2: Personal and Business Letters
Personal Letters

Written type of communication of an individual to another concerning personal or

family affairs rather than business matters. This kind of letter does not follow certain rules
or structures and uses a less formal wording or colloquial language.

An example of a personal letter is a birthday greeting given to someone whom we

know personally who is celebrating his special day. Personal letter maintains and
develops personal relationships with people whom you Consider a friend or a family.
Lastly, this type of letter can be type-written or handwritten depending on the length of
the content.

Business Letters

Business letter is a formal type of written Concerning business transactions and other
business related sues and information. This kind of letter must adhere to certain rules,
restrictions, and format and must use a formal language. In addition, an effective
business letter should sound like a person talking to another person.

An example of this is an application letter written by an applicant who is interested

in a vacant job. Finally, a business letter is commonly written on an 8 x 11 inch-size clean
bond paper. It follows certain margin and free from dirt and scratches in order to build
a good impression to the reader.

Personal versus Business Letters

The Business Communication page posted eleven (11) comparisons of personal letter
and business letter.

1. Nature: Business letter or impersonal and universal in nature. Personal letter is fully
personal in nature.
2. Purpose: Business letter is exchanging various business-related issues and
information. Personal letter is exchanging personal or family-related affairs and
information.
3. Scope: Business letter scope is wide and contains various types of business
information. Personal letter scope is limited and contains only personal
information.
4. Structure: Business letter follows officially recognized structure. Personal letter does
not follow recognized structure.
5. Formality: Business letter maintains formal rules and procedure. Personal letter is
informal.
6. Size: Busines letter generally is concise in size and avoids irrelevant matter. Personal
letter may be concise or large.
7. Types: Business letter can be categorized differently. Personal letter generally
cannot be categorized.
8. Salutation: Business letter salutation can be Sir, Dear Sir, Dear Mr. X, etc. Personal
letter salutations are Dear Friends, my dear x, dear x, etc.
9. Language: Business letter language should be easy and simple. Personal letter
language may be easy, poetic, emotional etc.
10. Copy: Business letter copy of business letter should always be preserved. Personal
letters copy of personal letter may or may not be preserved.
11. Method: Business letter uses direct and persuasive method. Personal letter uses
only direct method.
The Techniques of Writing Business Letters

To make your letters effective in terms of today's business world, you should
understand and make use of four basic psychological techniques according to
Mager and Mager (1968):
1. Write from the "you attitude. Every person is interested primarily in himself
and thus responds to a letter written from his point of view. To test the
effectiveness of your letter on this point, count the number of I's and you's in
your letter and them compare. A good letter should have a preponderance
of you's and a minimum of ls. But more than this, your letter should have the
reader's viewpoint in mind throughout the text.
Compare:

I: I was happy to hear that my letter of January 5th provided sufficient

information for the completion of the order for us.

You: Thank you for your assurance that you had sufficient information for the
completion of your order.

2. Accentuate the positive, even a letter that has to say No can be written
from a positive point of view. Make it an absolute rule never to start or end
your letter with a negative. Whenever possible, avoid words with a negative
connotation, Such as argument, careless, Complaint, disagreeable, error.
neglect, and unfair.
Compare

Positive: Thank you for your order. The merchandise will go out to you as
soon as...
Negative: We regret to inform you that we will not be able to ship your
order until...
 3. Make your letters smile. A business letter should leave a pleasant impression.
Get a smile into your letter, a bit of your personality, an atmosphere of good
will. A sour letter, piqued attitude, complaining under tone is comparable to
a surly manner in your conversation.

Some phrases have a built-in smile. Here are some friendly phrases that you
can and should use freely:

We shall be glad to... We appreciate very much..

It is a pleasure… With our complements...
Thank you…

4. Make your copy live. The reader should feel what you say, If possible, create
a visual experience. Let the reader see himself doing something-running a
machine, telling his friends about his triumphs, selling more accounts,
reinterpreted the same copy.

Activity 2: Compare and contrast personal and business letters using the Venn diagram
below.

Personal Letter Business Letter

Principles of Ethical Communication

Activity 3: Answer the following question briefly.
1. When do you write a personal letter and a business letter?
2. Why do you think Technical Writing course is included in your curriculum?
3. In a scale of 1 to 10, how knowledgeable are you in writing business letters? Explain
your answer.
4. How can you apply your knowledge and skills in writing business letter in your field?
 Lesson 3: Characteristics and Elements of a Business Letter

Characteristics of a Business Letter

Business letter is one of the vital components in the success of a business. To

ensure that we are writing an effective business letter, there are Ten (10) Cs" we should
consider.

1. Completeness refers to the inclusion of complete information. The business letter

should answer the question WHO, WHAT, WHEN, WHERE, and HOW to produce a
good and complete business letter.
2. Correctness refers to the correct grammar, punctuation, spacing, information,
and structure. It also refers to the correct format of a business letter. To attain
correctness, doublecheck the spelling of the names, address letters properly, verify
numbers and amounts, always check the dictionary.
3. Conciseness refers to being direct and brief without Compromising the complete
idea. In writing a business information letter, we should not include unnecessary
information which might confuse the reader.
Example:

Instead of saying: At the present time

Say: now

Instead of saying: Prior to

Say: before

Instead of saying: Pitch in

Say: join to

Instead of saying: Start from scratch

Say: make new from nothing

Instead of saying: meet the deadline

Say: complete the job

4. Coherence refers to the smooth flow of ideas in a business letter. The content of a
business letter should be in order and easy to follow. Some of the devices that you
may use to achieve coherence are use of synonyms, use of transitional words, use
of pointers, use of repetition of words, and use of sentence patterns.
5. Clarity refers to readability of information which is easy to understand. We should
bear in our minds that simple Words are more preferred than complex ones.
 6. Concreteness refers to the use of specific words not general words.

Example:

Instead of saying: Return of investment

Say: profit

Instead of saying: Market penetration

Say: successful selling

7. Courteousness refers to the politeness of the tone of the business letter.

Below are some examples of the negative and positive word. But then again,
positive words are more preferred in doing business.
Negative Positive
bad good
sad glad
old new
hard easy
slow fast
disagree agree
delay early
demand request
8. Consideration refers to the use of professional tone to show respect to the reader
of the letter. Also, we need to anticipate the "YOU" attitude in writing our letter.

Example:
Instead of saying: We are glad to offer you the best services.
Say: You will be pleased to find must-try services
in our branch near you.
9. Consistency refers to the uniformity of the time and style of the writer of a business
letter.
10. Credibility refers to the personality of the writer as himself which might reflect on
his writings.

Elements of the Business Letter

The sender of the letter is the one who is writing it. It is one of the protocols in
business writing that the receiver of the letter should be known by the sender. The
complete name, position, as well as the address of the receiver should be included in the
letter. The sender or writer must be also knowledgeable in basic grammar, punctuation,
spelling, and mechanics skills so that he might build a good impression to the receiver of
the letter.

The message is very important in the communication process because it is the

reason that moves the sender to start the communication process. The message of the
letter should be understandable. The message should well-written, simple, and
understandable. The message should be direct and persuasive and should avoid
including unnecessary information. It should be concise and complete so that everything
you want to say is included.

The receiver of the letter completes the elements of communication process.

The main role of the receiver is to carefully decode the message of a business letter and
provide a feedback that will complete the communication process.

Activity 4: Construct your own communication process. You may add more element/s if
necessary.

Activity 5: Answer the following questions briefly.

1. What advice will you suggest to the reader when decoding the message of the
letter?
2. What will your feel if the writer of the letter failed to include your complete name
on the letter?
3. Among the characteristics of a business letter, which do you think is the most
important? Why?
 Lesson 4: Basic and Optional Parts of a Business Letter

Basic Parts of a Business Letter

1. Letterhead
This part of a business letter includes the company name, company mailing
address, and company contact numbers. It may also contain the company
logo or symbol of the organization.
2. Dateline

This part contains the month, day, and year when the business letter was
written. There are certain rules in writing the correct dateline:

a. You should riot use abbreviations when writing the dateline. For
example, 10-13-92 or 10-13-1992 or 10/13/92 or Oct. 13, 1992
b. You should not include st, nd, or th after the day of the month. For
example, September 1st, October '2nd, or November 3rd.
c. You may use the conventional style, January 15, 2007 or the military
style, 15 January 2007.
3. Inside Address
This part consists of three, four or five lines which include the complete
name as well as the job title/s of the receiver on the first line) the complete
position of the receiver on the second line, the complete division or
department of the receiver on the fourth line, and the complete name of the
company or organization followed by the complete address of the company
or organization.
There are certain rules that are worth considering in writing the inside
address:
a. The inside address is like the address written on the envelope.
b. You use Miss when addressing a single woman, Mrs. of married woman.
If the status is not known, use Ms. If the firm is comprised of women; use
Mesdames or its abbreviation Mmes.
c. Use Mr. in addressing a man. You may also use its plural form Messieurs
(French) or its abbreviation Messrs.
d. d. You may abbreviate the title Doctor to Dr.
e. e. The title Reverend should not be abbreviated, and it should be
preceded by The.
f. f. You may or may not abbreviate the title Professor. g. Company or
organization positions such as Supervisor, Manager, Secretary,
Superintendent, Proprietor or even President may either precede or
follow the name of the receiver of the letter.
 g. h. The title Honorable is used by Judges of the Court, Members of the
Cabinet Congressmen, Senators or other government officials who hold
an important position and office in the city, province, or country. You
may or may not abbreviate the title Honorable.
4. Salutation
It is composed of the word "Dear" followed by the last name of the receiver
of the letter. Use the colon (American English) at the end of the salutation or
comma (British English).
5. Body of the Letter
This consists the message of the writer.
6. Complimentary Close
This is sometimes called closing, the part where sender says goodbye to the
receiver of the letter in a formal way.
7. Signature Line- This is composed of the complete typewritten name of the
writer and his official designation' or the name of the company.

Very Formal or Legal Miguel Rodriguez Galit

Less Formal or business Miguel Galit
Miguel R. Galit
8. Written Signature
This refers to the sender clearly scribing or affixing his specimen signature on
the space between the complimentary close and the printed name. Allot
enough space (3-4 space) for this between the complimentary close and the
signature line.
Optional Parts of a Business Letter
1. Attention Line

This is used when the letter urgently needs to be received by the

best person who can handle it.

For example: Elysian Events Specialist

San Mateo, Rizal
Attention: Miss Armie Joie A. Rivera
2. Subject Line
This is used in short reports to let the' reader know the content of the
letter immediately. It may be placed above or below the inside address;
maybe flushed to the left, indented, or centered.
For example: Elysian Events Specialist
San Mateo, Rizal
Subject: Inquiry on Wedding Package
 3. Identification Initials or Reference Initials
This includes the initials of the secretary or typist who took the
dictation in lower case and initials of the one who dictated or dictator in
upper case placed at the lower left hand corner of the letter two spaces
below the last line of the signature part.

For example: EAG/ jtd

Or EAG: go

4. Enclosed or enclosed reference or enclosure notation

This is composed of the attached materials on the letter. This is usually
abbreviated Incl. and placed below .the reference initials.
For example: Incl. l. Grade Sheets

2. Class Records

3. Anecdotal Records
5. Copy Notation
This consists the names or department of other people who also
received the letter.
a. Carbon Copy Notation (cc) -- This notation is indicated on the
original copy and all the duplicate copies.
For example: cc: Mr. John Paolo Sarce
Human Resource Department
b. Blind Carbon Copy Notation (bcc) This is a notation not indicated
on the original copy but indicated on all duplicate copies.

For example: bcc: Miss Sarrah Mae Amata

6. Mailing Notation
This notation refers to the special postal services such as air mail,
special delivery, or registered mail.

Activity 6: Answer the following questions briefly

4. What is the importance of knowing how to construct the different parts of a

business letter?
5. Which among the basic parts of a business letter is the most difficult to
construct? Discuss your answer.
6. Which of the optional parts of a business letter is the easiest to construct?
Discuss your answer.
 Lesson 5: Business Letters Punctuations and Styles

Punctuations Used in Business Letters

1. Open Punctuation
In writing a business letter, open punctuation does not include any
punctuation after any part of the letter except the body of the letter or the
message.
2. Standard Punctuation
This is the most common style of punctuating a business letter which
includes punctuation on salutation and complimentary close only. The
punctuation on salutation is colon while on complimentary close, it's
comma.
3. Mixed Punctuation

This format uses comma (British Style) or colon (American Style) after
the salutation and uses comma after the complimentary close.

Business Letter Styles

1. Full Block Style
In this style, some make use of Open Punctuation and some do not.
All parts of this business letters start at the left margin.
2. . Modified Block Style
This style places the inside address and all paragraphs at the left-
hand margin while the heading, dateline, and complimentary close start at
the middle part of the paper or #3 on the top ruler of MS Word going to the
right margin.
3. Semi- Block Style
This is like the block style however it follows the rule of indention to its
paragraph. This style also makes use of the standard punction.
4. Simplified Style
This style is similar to the full block style, beginning all the parts of the
letter at the left margin. However, the heading is placed at the center upper
part of the letter. This style follows the open punctuation and omits the
complimentary close.
5. Indented Style

This style makes use of indentions which has uneven number of

spaces in the various elements of the letter. Nowadays, this style is rarely use
because of its complexity of arranging the different elements of the letter.

6. Hanging Indented Style

 This style is unique style of writing a business. The first line of each
paragraph is aligned with the inside address and salutation flushed at the
left. The lines succeeding the first line are indented five spaces. It is usually
used standard punctuation.

Activity 7: Compare the different styles of business letters by answering the table
below, then answer the questions given.

Full Block Style Modified Block Semi Block Simplified Style Hanging
Style Style Indented Style

1. Which among the different business letter styles is the easiest to use? Why?
2. Which do you think is the most common style that the businessmen are using?
Discuss your answer.
3. If you are going to implement one general format or style in your company, what
will it be and why?
 Lesson 6: Types of Business Letters

There are common types of business letters such as the following:

1. Application Letter

It is sometimes called cover letter, is composed persuasively whenever you

are applying for your target job. This letter is usually accompanied by your resume
for additional information of you experiences and skills.

In writing your application, you may follow this format:

First Paragraph: Determine the reason/s why you are applying for the job. Mention
if the job is solicited or unsolicited.
Second Paragraph: Explain why you deserve the job without being too boastful.
You may support it by citing your qualifications.
Last Paragraph: Even if you think you are hired or not, thank the hiring personnel.

There are three styles of resume:

Chronological Resume focuses on the employment history of the applicant. This

style is ideal for those who already have several work experiences showing
steady career growth.

Functional Resume focuses on skills rather than on employment history. This style
is ideal for those who are fresh graduates seeking for their first job.

Combination Resume focuses on drawing the best features or strong points of

chronological and functional resume styles.

2. Letter of Inquiry
It is a letter that asks for a particular information or assistance. This type of
business letter is direct, and the questions are constructed to get the information
straightforwardly.
In writing a letter of inquiry consider, the following guidelines:
First Paragraph: Begin with the most important question or a summarizing
statement.
Second Paragraph: This part may contain the explanation or list of questions.
Third Paragraph: The ending should tell the reader what you want to be done
and when.
3. Letter of Response
It is written in response to a letter of inquiry which directly answers all the inquiries
regarding company's products or services. As part of business as usual, most
companies promptly reply to all the inquiries addressed to them.
 In writing the letter of response, the following steps may help you:

a. Acknowledge the inquiry by mentioning details from the letter of inquiry

you received.
b. Build good will and pave the way for future contracts by using a cordial
or friendly tone.
c. Answer the questions fully and send prompt replies.
4. Letter of Request

It is commonly used everywhere. We daily use it in academe, in industry, even

in corporate world. The main purpose of this letter is to request for something you
need.

In writing a letter of request, you may follow these steps:

First Paragraph: (orientation) This is the introduction part where you begin with
the details of the event or any activity. The date, time, and venue should be
also indicated.

Second Paragraph: (Information) In this part, you need to mention the

requested materials or equipments or even venue. You need to be very specific
in this part.

Last Paragraph: (Action), Thank the person in charge to promote good will.

5. Letter of Order
It is one type of business letter which is written for the purpose of purchasing
items that are for sale.
An order letter according to Rosales et al (2009) usually contains the following:
a. Name of the item ordered
b. Description of each item, giving size, style, finish, quality, material,
weight, or whatever will help in identifying the article wanted. c.
Catalog number of the item, if it is available
c. Quantity of each item wanted
d. Price of each item and the total price of the order
e. Method of shipment desired by the buyer
f. Address where the goods are to be shipped or delivered
g. Date of shipment
h. Credit references if payment is made from an account
i. Mode of payment
Activity 8: Name your top three dream companies and dream jobs. Write an application
letter for each company. Attach your sample application in this section.

Sample 1:

Sample 2:

Sample 3:
 Lesson 7: Writing Memoranda

Memo is one of the most frequently used words in the corporate world.
However, some employees are still confused on what a memo is. Due to lack of
knowledge and background about the definition and contents of the word “memo,”
sometimes, it denotes something negative especially if you will learn that it came from
your superiors.

Memo as defined by Collins Dictionary is a short official note that is sent by one
person to another within the same company or organization to remind the recipient. It is
a clipped or shortened term for memorandum. It is one type of business correspondence
together with business letters, contracts, certifications, and endorsements which is written
for the purpose of effective management.

Writing effective memorandum is an essential skill especially for business

managers and administrators. If a memorandum is well-written, then, it may express its
message successfully. On the contrary, if memorandum is drafted poorly it might fail to
deliver its purpose and might give negative impressions about the writer.

Memorandum versus Letter

Characteristics Memorandum Letter

Destination Internal: correspondence External: outside the

written to colleagues within a correspondence business.
company.
Format Identification lines Includes letterhead address,
include"Date," "To/For," date, reader's address,
"From," and "Subject. "The salutation, text,
message follows these. complimentary close, and
these. signatures.

Audience Generally high-tech or low- Generally high-tech or low-

tech, mostly business tech, Generally low-tech and
colleagues. lay readers, such as vendors
and clients.

Topic Generally high-tech to low- Generally low-tech to lay;

tech; abbreviations and abbreviations and acronyms
acronyms are often allowed. are usually defined.
 Tone Informal (peer audience) More formal (audience of
vendors and clients)

Attachments Hard-copy attachments can Additional information can be

or Enclosures be stapled to the memo. enclosed within the envelope.
Complimentary copies can Complimentary copies can
be sent to other readers. be sent to other readers.

Delivery Time Determined by a company's Determine by the destination

in- Determined by the (within the city, state, or
destination house mail country). Letters could be
procedure. Memos could be delivered within 3 days but
delivered within 3 days (more may take more than a week.
or less)

A memorandum, just like any business correspondence must consist of the following
basic elements:
Heading — most of the time, companies create their own heading
Dateline — the actual date when the memorandum is issued
Number — refers to the frequency of the issued memos
Receiver — the person whom the memorandum is to be sent.
Sender — the person who issued the memo
Subject — the topic or title of the memo
Enclosure — an optional part which includes the attachments

Activity 9: Answer the following questions.

1. Why do you think it is important to observe FOR and To in addressing the

receiver of the memorandum? Discuss your answer.
2. What will happen if the top management of s business entity does not know
how to write a memorandum? Discuss your answer.
3. What are the differences and similarities of business letters and
memoranda? Discuss your answer.
 Chapter 4: Writing Rousing Technical Reports

Lesson 1: Fundamental Concepts of Report Writing

What is Report Writing?

According to the commonly known definition of report writing, a report is a formal
document that elaborates on a topic using facts, charts, and graphs to support its
arguments and findings. Any report—whether it’s about a business event or one that
describes the processes of various departments in a company—is meant for a
particular type of audience. Reports can be academic, technical, or business-
oriented, and feature recommendations for specific actions. Reports are written to
present facts about a situation, project, or process and will define and analyze the
issue at hand. Ultimately, the goal of a report is to relay observations to a specific
audience in a clear and concise style.
Importance of Report Writing
a. Decision-making tool
b. Evaluation
c. Professional improvements
d. Quick source for problem-solving
Preparation and Planning

First, you should take some time to prepare and plan for your report. Before
you start writing, identify the audience. Your report should be written and tailored to
the readers' needs and expectations. When planning, ask yourself several questions
to better understand the goal of the report. Some questions to consider include:

a. Who are the readers?

b. What is the purpose of the report?
c. Why is this report needed?
d. What information should be included in the report?
Formatting Report Elements
1. Title
If the report is short, the front cover can include any information that you
feel is necessary, such as the author(s) and the date prepared. In a longer report,
you may want to include a table of contents and a definition of terms.
2. Summary
The summary consists of the major points, conclusions, and
recommendations. It needs to be short, as it is a general overview of the report.
Some people will read the summary and only skim the report, so make sure you
include all of the relevant information. It would be best to write this when the
 report is finished so you will include everything, even points that might be added
at the last minute.
3. Introduction

The first page of the report needs to have an introduction. Here you will
explain the problem and inform the reader why the report is being made. You
need to give a definition of terms if you did not include these in the title section
and explain how the details of the report are arranged.

4. Body
This is the main section of the report. The previous sections needed to be
written in plain English, but this section can include technical terms or jargon from
your industry. There should be several sections, each clearly labeled, making it
easy for readers to find the information they seek. Information in a report is usually
arranged in order of importance with the most important information coming first.
Alternatively, you might choose to order your points by complexity or time.
5. Discussion
If you wish, this optional section can be included at the end of the main
body to go over your findings and their significance.
6. Conclusion
This is where everything comes together. Keep this section free of jargon as
many people will just read the summary and conclusion.
7. Recommendations
This is where you discuss any actions that need to be taken. In plain English,
explain your recommendations, putting them in order of priority.
8. Appendices
This includes information that the experts in the field will read. It has all the
technical details that support your conclusions.
Four Fundamentals of Report Writing

KISS Principle

It is an acronym for KEEP IT SHORT AND SIMPLE. This concept highlights the use of
simple but concise words rather than the use of jargons and complex words. This
concept emphasizes expressing rather than impressing.

Quoting, Paraphrasing and Summarizing

Quoting is the exact copying of a portion of an original text. In doing this, certain
punctuations must be observed In Paraphrasing, you will need to use your own words
in restating author’s idea or words. In doing this, the same number of words like the
original is observed. Summarizing is recapitulating author’s ideas or words. This is
shorter restatement of the original text in your own words. Lastly, these three need to
be documented properly.

Use of Graphic Organizers

It may be classified as tables or figures. Tables are compact summary of data or

information which is systematically presented in columns. Furthermore, figures may
include graphs and charts in presenting the data of information.

Graphic organizers are visual charts and tools used to visually represent and
organize a student's knowledge or ideas. They're often used as part of the writing
process to help students map out ideas, plots, character details and settings before
beginning to write.

Graphic organizers also are useful when brainstorming ideas, especially as part of
a group project or plan. They can be used for a variety of educational purposes,
including sequencing events, analyzing cause and effect, comparing, and
contrasting, and developing concepts in detail.

Documentation and Citation

These are ethical practices used in developing your report. These are the proper
acknowledgement of references, or sources that you used. It is composed of the
author’s last name and the date of publication placed withing parentheses.

In a report or research paper, documentation is the evidence provided for

information and ideas borrowed from others. That evidence includes both primary
sources and secondary sources. There are numerous documentation styles and
formats, including MLA style (used for research in the humanities), APA style
(psychology, sociology, education), Chicago style (history), and ACS style
(chemistry).

There are ten in writing a technical report:

a. Determine the problem

b. Identify who your audience is
c. Identify what you need to learn
d. Gather necessary information and data
e. Summarize your findings
f. Design, organize, and write your report
g. Draw possible conclusions and recommendations
h. Cite your reference if applicable
i. Review and revise your report
j. Present or submit your report
 Categories of Report
A report should be well-planned and organized, logically sequenced, and easy
to read. There are two main categories of report, according to Roberts (1999):
Informal report can range from a few paragraphs to several pages. Whether an
informal report is written as a letter, memo, or email message, it includes generally an
introduction, body, conclusion, and recommendations. This report may function to in
inform, sell, direct, clarify, or recommend.
The introduction elaborates the subjects and procedures of the report while the
body presents the findings from thorough research. All findings are arranged in order
of priority. Lastly, the conclusion/ recommendation tells what the diagnosis is all
about. It also gives the possible actions, solutions, or recommendations on what to
be done about the findings of the study.
Formal report is generally lengthy. It may include title page, executive summary,
table of contents, list of figures and tables, list of abbreviations and symbols; body,
conclusions or recommendations, appendixes, index, and more. This report may
function to inform, document, direct, clarify, examine, analyze, propose, and
recommend.
A report should be long enough to be thorough and short enough to be concise.
To ensure that your report is thorough, cover all the key issues. To ensure that it is
concise, KISS (keep it short and simple).
Reports can just provide information, both provide information and analyze it, or
provide information and analysis to support a recommendation. Reports can be
called information report if they collect data for reader, analytical reports' if they
interpret data but do not recommend action, and recommendation reports if they
recommend action or solution (Locker, 2006).

Activity 10: Explain the steps in writing a report briefly.

1. Determine the problem

2. Identify who your audience is
3. Identify what you need to learn
4. Gather necessary information and data
5. Summarize your findings
6. Design, organize, and write your report
7. Draw possible conclusions and recommendations
8. Cite your reference if applicable
9. Review and revise your report
10. Present or submit your report
Activity 11: Answer the following questions briefly.

1. For you, which among the fundamental concepts in writing a report is the most
important? Why?
2. Why do you think skills in report writing important? Explain your answer.
 Lesson 2: Classifications of Technical Report

In the workplace, the report plays an important role, whether you are
preparing one tor your supervisor, the executive staff, board of directors, or clients. It may
be short and simple, in the form of a memorandum or email, or it may be more several
pages long. Whatever its length, content, or destination, is the result is the same: a report
must be informative, factual, understandable, and neatly presented (Oxford Dictionary).

Business report is broad in scope and covers numerous written documents

necessary in doing business such as incident report, accomplishment report,
recommendation report, financial report, and so on.

Even though there are several types of business reports, having a standard
business report format, according to Custodio et al. (2013), allows the reader to locate
easily the important information presented. It also enables the writer to organize the
report effectively and logically. Knowing how to write a business report is necessary in the
business world

There are basic classifications of written report:

Article Report - is a simple report which aims to inform the masses. This report
focuses on any general interest. This is like the magazine article we read on
regular days.

Laboratory Report- it is a comprehensive report written to communicate

laboratory works and observations to the management. It also discuses on the
question, "How did we do it?"

The following are the parts of laboratory report:

a. Abstract: This part shows the outline of the entire experiment,

b. Introduction: This part presents the objectives and importance of the
experiment. Sometimes, the background of the report often includes
theoretical predictions for what the results should be.
c. Procedures: This part is sometimes Called methods or steps for it presents
the step-by—step methods on how the experiment is done.
d. Results and Discussion: This part presents the discussion of the
experiment as well as the results which are composed of tables and
figures.
e. References: This part includes the sources and references used in
conducting the experiment.
f. Conclusions: This part summarizes the results of the experiment.
 g. Appendices: This part is composed of raw data, calculations, graphs,
figures, pictures, communication and so on that you included in the
report itself.

Informational Report- this report includes periodic and annual reports.

a. Periodic Repo- is a type of information report written by the employees

or subordinates which they submit daily, weekly, or monthly to their
superiors to note information of interest to the organization to show
comparison and tendencies.
b. Annual Report- is a type of information report which includes the listing
of activities, projects, and events of an organization during the whole
year round to show progress, financial status, and general situation. This
report can be classified as public or private.

Special Information Report- is composed of three subcategories which are

preliminary report, progress report, and final report.

a. Preliminary Report is a type of special information report that collects

information about a proposed project which includes the costing,
designs, and other elements.
b. Progress Report is a type of special information report that records the
history of an activity from the time it has started up to the present date
of writing.
c. Final Report is a type of special information report submitted after
completing a project to show how plans were delivered.

Research Report- it is a common report which generates data either in a

laboratory or in the field. The contents and organization of this type of report
have a basic logic: you present your data and conclusions, but also present
info on on how you went about the experiment or survey.

The following are the contents of a research report:

a. Introduction
b. Problem
c. Purpose, Objectives, and Scope
d. Review of Literature
e. Materials, Equipment and Facilities
f. Theory, Methods, and Procedure
g. Results, Findings, and Data
h. Discussion, Conclusions, and Recommendations
i. Bibliography
 The general format of a research report commonly includes the following:

I. Transmittal Letter
II. Title Page
III. Table of Contents
IV. List of Figures
V. List of Tables
VI. Abstract
VII. Introduction
VIII. Background
IX. Purposes Objectives, and Scope
X. Review of Literature
XI. Machines, Equipment, and Facilities
XII. Theory, Methods, and Procedures
XIII. Results, Findings, Data
XIV. Discussions, Conclusions, and Recommendations
XV. Bibliography

Field Report- it is intended to improve student understanding of key theoretical

concepts of a course through observation and reflection of real life practice.
In addition, this type of report facilitates the development of data collection
and observation skills and allows students to see how theory applies to real
world practice.

When writing a field report, you need to consider two things:

a. systematically observe and accurately record the details and

information of a certain aspect of a situation; constantly analyze
your observation for meaning.
b. keep the report's aims in mind while you are observing; consciously
observe, record, and analyze what you hear and see in the context
of a theoretical framework (Glesne & Peshkin, 1992).

Therefore, field report is linking theory and practice. It also involves

both description and analysis. It is necessary to avoid some common
student errors when writing a field report such as presenting description
without any analysis of what has been described or observed.
Recommendation Report- it is written to answer questions which are somehow
critical to decide on. It shows options or choices so that a good decision can
be drafted.

The following elements are the typical contents of a recommendation

report:

a. Introduction
b. Technical Background
c. Make Comparisons
d. Critical Requirements
e. Conclusions
f. Recommendations

Incident Report- it is written to narrate incidents prior to, during, and after a
situation suddenly occurred. we should bear in mind that incident report is
different from narrative type of essay. The presentation of ideas in an incident
report is systematically arranged and organized using appropriate language.
This kind of report uses simple and clear words and avoids using jargons and
technical terms.

There are things to consider in writing an incident report:

a. The context of the incident

b. Details of the incident
c. thoughts, feelings, and concern about the s incident
d. Demands of the incident
e. Impact of the incident

Accomplishment Report- It is written for the purpose of presenting the

company, organization, or institution's check activities and achievements and
to monitor and check if the plans were successfully carried out. Every
organization or business entity provides a format of an accomplishment report.

The following are some steps in Writing an accomplishment report:

a. Use the prescribed template of your company,

b. Create tables or charts with the following columns: number,
action or activity, initiator, person responsible, remarks (target
time, comments);
c. Add risk factor if needed; and
d. Include a list of who will be receiving this report.
 There are more common types of reports such as feasibility reports, inventory
reports, staff utilization reports, travel reports, justification reports and so on.

Activity 12: Discuss the importance of each content of research writing report.

1. Introduction
2. Problem
3. Purpose, Objectives, and Scope
4. Review of Literature
5. Materials, Equipment and Facilities
6. Theory, Methods, and Procedure
7. Results, Findings, and Data
8. Discussion, Conclusions, and Recommendations
9. Bibliography

Activity 13: Answer the following questions briefly.

1. What is the importance of writing a laboratory report? Explain your answer.

2. Among the different classifications of report, which is the most important in
a company? Why do you think so?
3. Why do we write our accomplishments in an accomplishment report?
4. What is the essence of writing a progress report?
 Lesson 3: Minutes of Meeting

Every meeting important. Furthermore, every minute in a meeting is important

as well. Every minute in a meeting especially during board meetings, annual meetings,
and other executive other executive meetings should be recorded so that none from the
agenda will be overlooked. This is vital in saving time and money.

Minutes of the meeting or sometimes called meeting minutes can be defined

as written or recorded documentation that is used to inform people of what happened
during the meeting and define the next step planned (beesapps.com).

Creating meeting minutes according to Meetingking.com provides a written

record of what was agreed at a meeting. Good meeting minutes tell people what was
decided and what they need to achieve and by what date. When meeting minutes are
received, it jogs memories about tasks that people need to do. If a task is not performed,
then you can refer back to the meeting minutes to follow up on it. Without meeting
minutes, you have no recourse if an action was not carried out. In the worst case, if
meeting minutes 1S not written you may end up having to repeat the meeting.

Every company has its own format or template for minutes of the meeting. The
template depends on how the companies use the document. Here are some of the
essential and general parts of the minutes of the meeting.

Heading contains the complete name and address of the company. Every
company has its own template for heading. Sometimes, company contact number and
e-mail address are included in this part.

Title of the Meeting includes the date, date, and starting of the meeting. Also,
the venue or location of the meeting is included.

Attendance is the complete list of names of all the attendees of the meeting.
Most of the time, the attendance of the meeting is listed on a separate sheet of paper
that is being attached to the minutes of the meeting.

The attendance of the meeting is divided into three components:

Present is the complete list of names of all those who are present at the
meeting.

Regrets is the complete list of names of those wh0 have contacted the
chairman or presider to let them know that they will be unable to attend the
scheduled meeting.

Absent is the complete list of those who are absent at the meeting.
 Usually, the attendance of the meeting is being checked, monitored, and
approved by the corporate secretary. The general rule in establishing the quorum of the
meeting is half plus one of the total numbers of the attendees.

Call to Order consists of the exact time of the scheduled meeting. Moreover,
in this part, the complete name and position or designation of the one who set the
meeting is stated. You may refer to the Notice of Meeting for the details needed in this
part.

Approval of the Minutes of the Previous Meeting contains the motion to

approve the minutes of the previous or last meeting as circulated to approve the minutes
as amended. The attendees of the meeting may correct or revise the minutes of the
previous meeting.

Business Arising from the Previous Minutes of the Meeting includes some
agenda from the previous meeting that are needed to be reviewed and needed to take
immediate action.

New Business refers to the agenda of the meeting. You may refer to the Notice
of the Meeting to follow the flow of the agenda of the meeting. Other agenda that are
not listed may be added in the other matters. This is the heart of every minutes of the
meeting. This part should be carefully written. Every detail should be included and
specified so that nothing will be overlooked.

Adjournment is composed of the exact time the meeting was adjourned or

ended by the chairman or presider.

Signature contains the signature over complete name of the corporate

secretary who prepared the minutes of the meeting. The corporate secretary should be
keen in recording the minutes of the meeting and be careful in writing them down.

Activity 14: Choose and listen of an executive meeting. Write minutes of meeting about
the video you have watch.

Activity 15: Answer the following questions.

1. What is the importance of writing minutes of the meeting?

2. What will happen if a company does not write minutes of the meeting every
meeting?
3. What is the most difficult part in writing the minutes of the meeting?
 Reference

Rosales M. J., Galano E., Rivera J. A. (2019). Technical Writing: Resource Guide to Writing
Across Disciplines. Lorimar Publishing INC. ISBN 978-621-8035-56-0