Technical Writing Lesson for PPT

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Technical Writing Final Module
Structure of EL: Phonetics & Phonology (University of Southeastern Philippines)
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ELT 5
Technical
MODULE
Submitted by:
___________________________________
BSED-ENGLISH STUDENT
Submitted to:
RONA JANE R.SANCHEZ

ELT5 INSTRUCTOR

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ELT 5 – TECHNICAL WRITING
LESSON 1
Understanding the Nature of
Technical Writing
“All good writing begins with terrible first efforts. You need to start somewhere.”
– Anne Lamott
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INTRODUCTION
When the world ushered in the 21" century, many things changed and advanced in
various fields and disciplines. These changes and advancements were prompted by the rapid pace
of technology.
Technology as we know today has permeated human beings lifestyles, hence, more
advanced thinkers believe that we have to work with technology
Although this is the trend now, we cannot do away with traditional forms. Even if we live
in a highly technical world and all sectors in the society including schools are affected by the lure
to absorb modern technology, there is still a need to preserve older forms of communication.
In the field of language teaching, the effective use and teaching of technical language
becomes more pronounced most especially in the science, information technology, and
engineering and technology fields. Thus, a course or a program intended for the teaching of
Technical Report Writing seems to be the best answer to the clamor for a more appropriate form
of language teaching that meets the specific vocabulary of professional and technical programs.
Thus, knowledge of technical report and technical writing is being given premium in improving
the language of men and women who are to become the prime movers of the future
Possessing the skills in technical report writing is an advantage for men and women who
are tasked to work on writing technical reports, manuals, brochures and handbooks to represent
their company, institution, or place of work. A course in Technical Report Writing will at least
prepare them for more complicated work they will have to accomplish later on as professionals.
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What is Technical Writing?
Acclaimed proponents of technical writing Mills and Walter (1981) gave several
definitions to aid us in understanding the nature of technical writing. According to them:
Technical writing is writing about scientific subjects and about various technical
subjects associated with the sciences
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
Technical writing is ideally characterized by the maintenance of an attitude of

impartiality and objectivity, by extreme care to convey information accurately and
concisely, and by the absence of any attempt to arouse
Technical writing is writing in which there is relatively high concentration of

certain complex and important writing techniques, in particular description of
mechanisms description of process, definition, classification, and interpretation
To students, perhaps, Technical Writing may just be a requirement to pass an assignment,

but to professionals, it may be any of the following which is required to fulfill a task. These are
the products of technical writing:
 A business letter is a type of written communication. It is written using formal language

and follows formal elements of letter writing. People usually write business letters to
communicate with companies, organizations or individuals with the purpose of applying
for a job, making requests, seeking appointments, etc.
 Contract is a written agreement between two people under mutually agreed terms.
 Monograph is a detailed essay or book on a very specific topic. It is usually written by
professionals or academicians on topics of interest concerning their specific fields.
 Printed action memo is a ready-format memorandum that only red quires a checkmark
on the appropriate box that contains the message. This is especially useful for busy
people who need to make quick decisions and act on the circumstance or situation.
 Graphic aids are drawings, sketches and illustrations that aid the readers in
understanding the presented data.
 Instructional manuals are written to guide the readers on how to assemble, maintain,
and operate an apparatus, machine or gadget.
 Brochures are pamphlets or flyers that endorse a product in such a way that the potential
customer will be convinced that the product is effective and eventually avail of the
product.
 Proposals are written suggestions on how to make the company or organization more
productive and successful. Most companies and organizations require this before an
agreement is reached.
 Memoranda are inter-office written communication used to disseminate information.
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In today's world, the demand for accomplishing more written outputs makes a professional
who is skilled in this area all the more needed. In whatever field, a skilled technical writer is
needed, thus, taking note of the FIVE IMPORTANT PRINCIPLES in GOOD TECHNICAL
WRITING separates a talented technical writer from an ordinary writer. Bear in mind the
following:
1. Always have in mind a specific reader, real or imaginary, when you are writing a report.
Always assume that he is intelligent but uninformed.
2. Before you start to write, always decide what the exact purpose of your report is, and
make sure that every paragraph, every sentence, every word makes a clear contribution to
that purpose.
3. Use 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.
On the other hand, while bearing in mind the important principles of technical writing, it
would also help to distinguish the purposes of technical writing so that we do not confuse
technical writing with other writing forms. So, what are the purposes of technical writing?
1. It serves as basis for management decision

2. It furnishes needed information.
3. It gives instructions
4. It records business transactions through proposals
5. It procures business proposals
6. It serves as basis for public relations
7. It provides report to stockholders of companies
Properties of Technical Writing
The following properties of technical writing are also known as "considerations" when
writing technical reports.
1. Subject matter. In writing technical papers, you must ask the question, "What will I
write about?
The subject matter is an essential element in technical report writing. Some examples of
this are description of a process, writing about a theory, or submitting a policy.
2. Audience. When thinking about the audience, ask "Whom am I writing for? Or who
are my intended readers?" This is a property which pertains to a particular reader of a
technical literature.
3. Expression. This property refers to two basic modes in which a technical report has to
be delivered-writing it or reading it. Your expression of the content will depend on your
awareness of your audience's/ reader's psychology and your style in writing to be able to
reach your audience's/reader's understanding.
4. Style. This refers to how the material is written. A technical writer uses clear, specific
point of view, objective, impartial, and unemotional style in writing objective.
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5. Arrangement of materials. This pertains to how 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.
Earlier, technical writing is treated as a unique form of written communication because of

its important qualities, purposes, and properties. Let us elucidate it further by enumerating
striking differences between this form of writing which is more formal and academic compared
to other writing forms. For instance, writing can be grouped into five basic types:
 Technical writing conveys specific information about a technical subject to a specific

audience for a specific purpose.
 Creative writing is fiction--poetry, short stories and novels--and far different from
technical writing.
 Expressive writing is a subjective response to a personal experience--journals and
diaries--whereas technical writing might be objective observations of a work-related
experience or research.
 Expository writing "exposes" a topic analytically and objectively, such as news reports.
Like technical writing, the goal of expository writing is to explain or reveal knowledge,
but expository writing does not necessarily expect a response or action from the reader.
 Persuasive writing depends on emotional appeal. Its go is to change one's attitudes or
motivate him/her to action.
Differences between Technical Writing and Creative Writing

Writers have different writing styles. There are writers who are more inclined to the
straightforward or direct form of writing while others are on the creative or literary. Below are
differences between technical writing and creative writing based on content, audience, purpose,
style, tone, vocabulary, and organization.
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
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ACTIVITY 1-A
Write "TW” if the statement or example refers Technical Writing; "CW" if it refers to
Creative Writing.
_____1. Before writing a news story, begin by asking the 5 W's and 1 H.
_____2. Education is the movement from darkness to light (Allan Bloom).
_____3. Of the ten largest shopping malls in the world, three are found in the Philippines.
_____4. This is to request payment for your bill amounting to Php150.00.
_____5. Social Engineering has become about 75 an average hacker's, toolkit, and for the
successful hackers it reaches 90%o or more MacAfee).
_____6. Manufacturing is more than just putting parts together. It's coming up with ideas, testing
principles and perfecting the engineering, as well as final assembly (James Dyson).
_____7. Man is still the most extraordinary computer of all John F Kennedy.
_____8. Food is everything that we are. It's an extension of nationalist feeling, ethnic feeling,
your personal history, your province, your region, your tribe your grandma. It's separated from
those from the get-go (Anthony Bourdain).
_____9. Anything is good if it is made of chocolate (Jo Brand).
_____10. Popeye was right about spinach: dark green, leafy vegetables are the healthiest food on
the planet. As whole foods go, they offer the most nutrition per (Michael Greger).
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ACTIVITY 1-B
Let us 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?
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3. Are there other properties of writing that you can add to make a technical writer an effective
one?
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4. Aside from the purposes given about technical writing, can you think of other purposes which
we can add to the list?
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5. Are you more inclined in technical writing or creative writing?
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ACTIVITY 1-C
Interview a teacher, an engineer, a businessman or any two (2) professionals of your

choice about their experience in writing a technical paper. Ask what their strengths and
weaknesses are in writing technical papers. Also, ask the value of technical writing in their
profession.
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ACTIVITY 1-D
Determine whether the following statements are true or false.
_____1. Subject and expression are properties of technical writing.

_____2. It is important for a technical writer to take note of the attractiveness of his paper.
_____3. Writers have different writing styles.
_____4. Technical writers can be creative when writing technical reports
_____5. Technical writing is all about technical jobs.
_____6. One purpose of technical writing is that it gives instructions.
_____7. A business letter and a monograph are types of technical writing.
_____8. A sales letter is an example of a creative work.
_____9. Graphic aids are often used in creative writing rather than in technical writing
_____10. The language of technical writing is simple, concrete and familiar.
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LESSON 2
Relevant Laws and Ethical
Considerations
Related to Technical Writing
"In law, a man is guilty when he violates the rights of others. In ethics, he is
guilty if he only thinks of doing so.” – Immanuel Kant
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Discussion
There are four bodies of law that are relevant to technical be aware of legal and
communication. Technical writers must be aware of legal and ethical considerations when
preparing technical papers.
1) Copyright law – covers the protection of the rights of the author.

2) Trademark law – pertains to federal protection (different from registered trademarks).
3) Contract law – covers written warranties or their implied warranties.
4) Liability law – pertains to responsibilities or obligations of writers who claims they made
on their paper.
Principles of Ethical Communication
Technical writers are like researchers. Both take into consideration the bounds and
limitations to things that they write. They carefully study the information to be presented and
they are aware that prudence has to be exercised.
Do's of Technical Communication
 Abide by relevant laws.

 Abide by the appropriate corporate or professional code of conduct.
 Tell the truth.
 Be clear.
 Avoid discriminatory language.
 Acknowledge assistance from others.
Don'ts of Technical Communication
 False implications- assuming the outcome of a project or making sweeping

generalizations.
 Exaggerations expressing situations in extreme proportions.
 Euphemisms - writing about situations in seemingly good conditions even though they
are not.
 Don't mislead your readers.
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ACTIVITY 2-A
Read the passages below. Identify its subject, audience, purpose, style, arrangement of
materials, and kind of technical literature.
Passage 1
THE WHORF-SAPIR VIEW OF LANGUAGE
Studies by anthropologists reveal that language guides our perceptions. The language
of the Hopi Indians makes no distinction between objects and actions, whereas English uses
nouns and verbs, respectively. The English word snow is the only word we need to define
frozen white precipitation that falls in winter. Arctic cultures, where snow is a major aspect of
life, have a rich snow vocabulary, with words for powdery snow, icy snow, dry snow, wet
snow, and so forth. The distinctions are important to designate snows that affect wildlife,
travel conditions, and so forth (Whorf, 1956 in Wood 2001).
Subject:
Audience:
Purpose:
Style:
Arrangement of materials:
Kind of technical literature:
Passage 2
WHO MAKES ARCHITECTURE?
Architecture is manmade, so it has to be imagined and built by somebody. In today's
society, this "somebody” is the architect. Architects have to play many roles to make sure that
the buildings constructed enhance is responsible for people's lives. According to Philippine
laws, an architect is responsible for designing, planning, and supervising the construction of
buildings. The architect also has to make sure that the building he or she designs looks after
the people's health, safety, and wellness…
Architects work hand in hand with other professionals, such as developers, and
builders to make sure that the building the architect designs and imagines become a reality
(Cabalfin, 2015).
Subject:
Audience:
Purpose:
Style:
Arrangement of materials:
Kind of technical literature:
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ACTIVITY 2-B
Reflect on the following situations. What will you do if you are faced with any one of
them?
1. You are the boss 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.
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2. 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?
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3. 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?
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ACTIVITY 2-C
Below are ethical considerations in writing technical papers, some however are opposite
practices. CHECK all the ethical practices.
 Abide by the appropriate corporate or professional code of conduct.

 Tell the truth.
 Avoid discriminatory language.
 Make false implications
 Exaggerate.
 Use euphemisms
 Mislead your readers
 Be clear.
 Acknowledge assistance from others
 Abide by relevant laws.
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LESSON 3
The Writing Process
"The most important thing is to read as much as you can, like I did. It will give you an
understanding of what makes good writing and it will enlarge your vocabulary.”
– J.K. Rowling
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Discussion
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 1s 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:
1. Keep a writer's journal by recording personal 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 "what if?" approach.
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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 go 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 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.
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ACTIVITY 3-A
Write an essay of not more than 250 words about the three reasons why you have chosen
this course. Elaborate by explaining or giving examples. Remember the pointers in each writing
phase.
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ACTIVITY 3-B
Which of the following activities are done on the pre-writing, writing, or re-writing
stage? Write your answer on the space before the number.
_____________________1. Gather information.
_____________________2. Do free writing.
_____________________3. Choose a topic.
_____________________4. Brainstorm.
_____________________5. Cluster.
_____________________6. Work on the details.
_____________________7. Check the mechanics.
_____________________8. Have fun.
_____________________9. Ensure relevance of content.
_____________________10. Follow the flow of ideas.
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LESSON 4
Writing Effective Business
Correspondence
“Good Communication is the bridge between confusion and clarity.” – Nat Turner
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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; persuade customers to buy; and bill them for
sale (Locker, 2006). Certainly, communication can't be set apart from business for it gives life
and light to any business transactions
However, presently, according to Steimle (2017), many entrepreneurs become more

estranged from their teams, turn off partners, and lose deals all because they lack basic
communication skills. Often, this lack of skill gets passed down to teams and the problems are
perpetuated through the organization. Indeed, great knowledge on proper and effective
communication skills in business and in organization is vital.
Basically, business communication refers to how people communicate, whereas

organizational communication deals with whom to communicate. Understanding the
requirements of good business communication, developing good communication skills, and
understanding the channels of communication in your organization will ensure success in your
career (Custodio et al 2013).
Communication In business is a two-way process that follows the common

communication process of sending and receiving messages. However, business communication
differs on the medium for it uses paper, pen, typewriter, or computer to make the message
tangible to the receiver.
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.
To inform
Basic Functions
of
Communication
To persuade To promote goodwill
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The following internal and external documents are some of the specific documents
needed in an organization (Adapted from Locker, 2006):
Table 1: Internal Documents Produced in One Organization
Document Description of document Purpose(s)of documents
Memo accompanying
Inform: persuade reader to
document, telling why it’s
Transmittal read document; build image
being forwarded to the
and goodwill
receiver
Report summarizing
Inform; build image and good
profitability, productivity, and
will (report is accurate,
Monthly or quarterly report problems during period.
complete; writer understands
Used to plan activity for next
company)
month or quarter
Evaluation of an employee's
performance, with
Inform; persuade employee to
recommended areas for
Performance appraisal improve
improvement or
recommendation for
promotion
Congratulations to employees
who have won awards, been Promote goodwill
Memo of congratulations
promoted, or earned
community recognition
Table 2: External Documents Produced in One Organization

Document Description of document Purpose(s) of documents
Letter giving price for a
Inform; promote goodwill
Quotation specific product, fabrication,
(price reasonable)
or service
Letter granting or denying
Claim/adjustment customer request to be given Inform; promote goodwill
credit for defective goods
Inform; persuade stockholders
Report to stockholders
to retain stock and others to
Annual report summarizing financial
buy build goodwill (company
information for year
is a good corporate citizen)
Letter to suppliers, customers,
or other people who have
Thank you letter Promote goodwill
helped individuals or the
company
Formal and Informal Channels of Communication

There are two basic structures that make up the communication channels of an
organization:
1. Formal channel of communication follows the usual pattern of an organizational chart where
the superiors are classified from the subordinates through connecting the lines of communication
to every member of the organization
2. Informal channel of communication follows an unstructured channel of communication where

lines and patterns of the organization are vague. This is sometimes referred as grapevine because
it usually relays more information than the formal communication through chismis or rumor-
mongering.
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ACTIVITY 4-A
Draw a picture showing the difference between communication in business and

communication in organization. Use the boxes below.
COMMUNICATION IN BUSINESS COMMUNICATION IN ORGANIZATION
ACTIVITY 4-B
Interview a company or business manager, or supervisor. List five effective tips on how
they communicate with their employees, clients, and customers.
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ACTIVITY 4-C
Answer the following questions briefly and concisely.
1. How does effective communication contribute to the success of any business?
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2. What activities can you suggest that will develop effective communication skills for both the
employer and the employees?
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3. What will happen to the company if the administrators don't know how to properly
communicate well to their subordinates?
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4. What are the three basic functions of organizational communication? Explain each function.
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LESSON 5
Personal and Business Letters
“More than kisses, letters mingle souls.” – John Donne
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Personal Letters
Despite the numerous changes on how people communicate traditional letter writing
remains the best way to communicate among persons.
There are two basic kinds of letter, the personal and the business letters. The two
extremely differ from each other in terms of their nature, purpose, scope, structure, formality,
size, and
Personal letter is a 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
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 letter concerning business transactions and
other business related issues 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 ½ 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 commercial letter is 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 any recognized structure.
5. Formality: Business letter maintains formal rules and procedure. Personal letter is informal.
6. Size: Business letter generally is concise in size and avoids irrelevant matter. Personal letter
may be concise or large in size.
7. Types: Business letter can be categorized differently. Personal letter generally cannot be
categorized.
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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 letter 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.
Whether you are writing a personal or a business letter, the way you construct the
message and the way the receiver decodes the message are very important.
The Technique 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 I’s. 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 undertone, is comparable to a surly manner in your conversation.
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Some phrases have a built-in smile. Here are some friendly phrases that you can
and should use freely:
We shall be glad to
It is a pleasure
Thank you
We appreciate very much
With our compliments
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 5-A
Compare and contrast personal letter from business letter. Complete the Venn diagram
below.
Personal Letter Business Letter
Differences
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ACTIVITY 5-B
Answer the following questions briefly.
1. When do you write a personal letter? 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 a business letter? Explain your
answer. (I being the lowest and 10 being the highest)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
4. How can you apply your knowledge and skills in writing business letter in your field?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
ACTIVITY 5-C
Write TRUE if the statement is correct. Otherwise, write FALSE.
______1. Personal letters use colloquial language.
______2. Both personal and business letters can be handwritten.
______3. In writing personal letter, the writer should be formal and polite.
______4. Business letter strictly follows a set of rules and formats.
______5. It is easier to write a business letter than a personal letter.
______6. You can't just simply fold a business letter.
______7. The wording in a business letter should be poetic to impress the reader.
______8. Business letters focus on business transactions and issues.
______9. In writing a business letter, the complete name of the receiver is necessary.
______10. A letter of request is a good example of personal letter.
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LESSON 6
Characteristics and Elements
of a Business Letter
“The art of art, the glory of expression and the sunshine of light of letters, is simplicity.”
– Walt Whitman
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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 refer to the correct format of a business letter.
To attain correctness, double check 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 letter, we should not include unnecessary information which might confuse
the reader.
Example:
Instead of saying: At the present time now
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 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. Being friendly by
showing positive approach is the key for a successful communication in business.
Below are some examples of the negative and positive word. But then again, positive
words are more preferred in doing business.
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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 a Business Letter
Because business letter is part of communication, it also follows the communication

process. There are three elements communication process that are also present in business. There
should be a sender, message, and receiver.
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 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.
Sender Message Receiver
Lastly, 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 entire communication process.
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ACTIVITY 6-A
Look and attach a copy of a business letter. Evaluate the characteristics of a business
letter by answering the checklist using this scale:
3-Highly Evident 2-Evident 1- Not Evident
Characteristics of a Business Letter 3 2 1

1. Completeness
2. Correctness
3. Conciseness
4. Coherence
5. Clarity
6. Concreteness
7. Courteousness
8. Consideration
9. Consistency
10. Credibility
Write your other observations:

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
ACTIVITY 6-B
1. What advice will you suggest to the reader when decoding the message of the letter?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
2. What will you feel if the writer of the letter failed to include your complete name on the letter?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Among the ten characteristics of a business letter, which do you think is the most important?
Why?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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ACTIVITY 6-C
Match the column on BUSINESS into the column on COMMUNICATION. Write the
letter of your answer on the space provided before the number.
BUSINESS COMMUNICATION
____1. This refers to the tone and style of the letter. A. Completeness
____2. This is translating abstract to concrete terms. B. Correctness
____3. The letter must be mechanically perfect. C. Conciseness
____4. This is correctly arranging the words and sentences. D. Coherence
____5. This is anticipating the reader. E. Clarity
____6. All important information must be included F Concreteness
____7. This refers to the status of the writer as himself. G Courteousness
____8. It is using more simple words. H. Consideration
____9. The writer should be polite in writing the letter. I. Consistency
____10. Use common words that can easily be understood. J. Credibility
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LESSON 7
Basic and Optional Parts of a
Business Letter
“In an age like ours, which is not given to letter-writing, we forget what importance it used to
play in people’s lives.” – Anatole Broyard
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Basic Parts of a Business Letter
A business letter is composed of the following basic parts letterhead or heading, dateline,
inside address, salutation, body of the letter, complimentary close, signature line, and written
signature.
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. Today, most of the companies have their own personalized letterhead
exclusive for their employees use.
In case you will write a business letter not on behalf of any company, you may use a
heading or a return address. A heading/return address is composed of your complete,
correct, and specific address. In writing the heading of your business letter, the lot and
block number, street, barangay municipality or city, province, region, and even the zip
code must be included properly.
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 not 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. You may abbreviate the title Doctor to Dr. For example, Dr. Silvia C. Ambag.
E. The title Reverend should not be abbreviated and it should be preceded by The. For
example,
The Reverend Sonny Ramirez
F. You may or may not abbreviate the title Professor. For example,
Professor Danilova A. Lorenzo
Or
Prof Danilova A. Lorenzo
But if only surname is available, the title should not be abbreviated. For example,
Professor Lorenzo
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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. For example,
Ms. Armie Joie A. Rivera
Proprietress
Elysian Events Specialist
Or
Ms. Armie Joie A Rivera, Proprietre
Elysian Events Specialist
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. For example,
Honorable Rodrigo R. Duterte
or
Hon. Rodrigo R. Duterte
4. Salutation- 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). For example
Dear Mr. Alcaraz:
or
Dear Mr. Dela Cruz,
5. Body of the Letter- This consists the message of the writer. Some claim that the first and
last sentences are the most important parts of the body of the letter. The first sentence
should make the reader feel at ease and the last sentence should make the reader pleased
and content.
6. Complimentary Close -This is sometimes called closing, the part where sender says
goodbye to the receiver of the letter in a formal. You may use the standard complimentary
close such as Sincerely or Sincerely yours or Respectfully or Very respectfully yours. We
should take note that the first letter of the first word is the only capitalized letter on the
complimentary close.
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 spaces) for this between the complimentary close and the signature
line.
Respectfully yours,
Miguel R. Galit
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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. Commonly, the attention line is at the center.
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 comer 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: Inc. 1. 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
5.1. Carbon Copy Notation (cc) - This notation is indicated on the original copy
and all the duplicate copies.
For example: cc: Mr John Paolo Sarce
cc: Human Resource Department
5.2. 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.
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ACTIVITY 7-A
Write a letter including the needed basic and optional parts of a business letter based on
the given a scenario.
Scenario: Imagine you are one of the students in an English class. The day before your
examination day in your English class, you suddenly got sick. Write a letter addressed to
your English teacher to excuse you from the scheduled test and request him/her to give
you a special test.
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ACTIVITY 7-B
1. What is the importance of knowing how to construct the different parts of a business letter?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
2. Which among the basic parts of a business letter is the most difficult to construct? Why?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Which among the optional parts of a business letter is the easiest to construct? Why?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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LESSON 8
Business Letters Punctuations
and styles
“Changing writing styles is like an actor taking on a different part”. – Ed McBain
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Punctuations Used in Business Letters
There are three ways on how to punctuate our business letters. We can use Open
Punctuation, Standard Punctuation, and Mixed Punctuation.
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
There are several business letter styles that are accepted and being used in the corporate
world.
1. Full Block Style

In this style, some make use of Open Punctuation and some do not. All parts of
this business letter start at the left margin.
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
___________________.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
________________________________.
__________________________,
__________________________
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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 style is like the Block Style however it follows the rule of indention to its
paragraph. This style also makes use of standard punctuation.
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________:
________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
__________________.
________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_________________________________.
__________________________,
__________________________
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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. The spaces in
between of every part from the very first part of a business letter are 6,4,3,3,4-5.
_____________________________________
_____________________________________
__________________________
__________________________
__________________________
__________________________:
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___________.
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
__________________________.
__________________________,
__________________________
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.
_____________________________________
_______________________________
________________________
_______________________________
__________________________
__________________________
__________________________
__________________________:
________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
__________________.
________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_________________________________.
__________________________,
__________________________
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6. Hanging-Indented Style
This style is another unique style of writing a business letter. 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 usually uses standard punctuation.
_______________________________
________________________
________________________
__________________________
__________________________
__________________________
__________________________:
________________________________________________________________
________________________________________________________________
________________________________.
________________________________________________________________
________________________________________________________________
_________________________________________.
__________________________,
__________________________
Business Letter Envelope Formats
There are different envelope formats in business writing. Here are some of the examples:
1. Block Form
_______________________
____________________
__________________
____________________________
____________________________
______________________
2. Indented Form
_______________________
____________________
_________________
____________________________
_________________________
______________________
3. Semi-block Form
_______________________
_______________________
_______________________
____________________________
_________________________
______________________
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ACTIVITY 8-A
Compare the different styles of business letter by answering the table below
Hanging-
Modified Semi-Block Simplified Indented
Full Block Indented
Block Style Style Style
Style
ACTIVITY 8-B
Write TRUE if the statement is correct. If false, underline the incorrect word/s and write
the correct word/s on the space provided.
_______________1. In modified block style, all parts of the business letter are placed at the left.
_______________2. The simplified style uses open punctuation.
_______________3. Semi-block style is similar to full block style..
_______________4. There is no heading in a simplified style business letter.
_______________5. The salutation in a modified block style is aligned with the heading.
_______________6. The semi-block style uses mixed punctuation..
_______________7. The body of the letter in modified block style is indented.
_______________8. For some, the full block style is the easiest style to write a business letter.
_______________9. In simplified style, standard punctuation is used.
_______________10. Heading is placed at the center in a simplified letter style.
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LESSON 9
Types of Business Letters
“Letter writing is the only device for combining solitude with good company.” – Lord Byron
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There are different types of business letters that commonly used in the corporate world.
They differ in purpose, style, and nature. Some business letters transmit good news while some
transmit bad news. Moreover, some letters of interest to the reader which do not affect the
emotion and feeling of the reader are called routine letters
Writing Good vs. Bad-News Business Letters
If the business letter directly affects and stirs the emotions and feelings of the reader, it is
either a good or bad news business letter. If you are writing a letter promoting someone from
your employee in your company, if you are commending a team in your corporation for beating
the monthly sales, you are probably writing a good-news letter. The good-news business letter is
light in mood expressing pleasant information.
Unfortunately, there will be times wherein you will be required to write bad-news
business letters. If you are writing a letter rejecting a job applicant, if you are writing a thank-you
letter for an employee, or worst, writing a letter to fire an employee, you are probably writing a
bad-news business letter
No matter what type of letter you are writing, no matter how good or bad the letter is,
always make sure to be professional in writing the business letter. Mind over matter is the rule of
the
There are common types of business letters such as the
1. Application Letter
- 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 letter, 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 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:
a. 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.
b. 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.
c. Combination Resume focuses on drawing the best features or strong points of
chronological and functional resume styles.
2. Letter of Inquiry
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- 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 Reply or Response

- is written in response to a letter of inquiry all the inquiries which directly
answers regarding the 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:
Acknowledge the inquiry by mentioning important details from the letter of inquiry you
received.
Build goodwill and pave the way for future contacts by using a cordial or friendly tone.
Answer the questions fully and send prompt replies.
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A Sample Application Letter
101 Rosal St., Roberto Homes,

Barangka Drive, Mandaluyong City,
May 28, 2017
DR. CONCHITA DE GUZMAN

Director
Philippine Science High School-Main Campus
Agham Road, Diliman, Quezon City
Dear Dr. De Guzman:
Good day.
With great interest, I would like to apply for the position of full-time English teacher of
Philippine Science High School. Furthermore, working in a prestigious school like Philippine
Science High School is really a great opportunity.
I graduated at Polytechnic University of the Philippines last 2015 with a degree of Bachelor in
Secondary Education major in English. After graduating, I reviewed for the Licensure
Examination for Teachers (LET) at the Philippine Normal University (PNU) and passed the
board examination at the same year.
I appreciate your honorable consideration for my application. I am always prepared to be

interviewed anytime which is convenient for you.
The accompanying resume may serve to provide you with greater details of my background and
what I can offer.
Thank you very much for reading my letter.
Respectfully yours,
ELIZ NAVARRO
Applicant
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A Sample Letter of Inquiry
ELYSIAN EVENTS SPECIALISTS

Gateway Mall, Cubao, Quezon City
January 20, 2017
MR. ERIC YATAL

Business Manager
Tiffany Chairs and Tables Co.
Ermita, Manila City
Dear Mr. Yatal:
Good day.
Can Tiffany Chairs and Tables Co. provide 1,000 pieces of golden tiffany chairs and 500 pieces
golden tiffany tables to be delivered on February 5, 2017?
We need to find a bulk supplier of tiffany chairs and tables for our events company. Kindly
answer the following questions:
1. Can you provide us with the total number of chairs and tables needed?
2. Can you deliver the products on February 5, 2017?
3. Do you accept credit card or cash only?
We will highly appreciate your immediate response to this letter for we are currently
preparing for our schedule events on February 14, 2017. May we please have your response by
January 25, 2017?
Thank you so much.
Sincerely yours,
ANTHONY HERRERA
Proprietor
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A Sample Letter of Response
TIFFANY CHAIRS AND TABLES CO.

Ermita, Manila
Contact #: 09056675432
January 24, 2017
MR. ANTHONY HERRERA

Proprietor
Elysian Events Specialists
Cubao, Quezon City
Dear Mr. Herrera:
SUBJECT: YOUR JANUARY 20 LETTER OF INQUIRY ABOUT OUR PRODUCTS
Here are the answers to your questions about our company's products. We are glad to inform you
that we can supply your needed chairs and tables. We also wish to inform you that from January
1 to January 31, 2017, we have a New Year Promo which is 10% discount on all our products.
1. Yes, we can provide you the needed number of golden tiffany tables and chairs.
2. Yes, we can deliver it as soon as you pay the total amount of the products.
3. Yes, we accept credit cards.
We hope we answered all your queries about our golden tiffany products. If you have more
questions, you may reach us at 09056675432 or you can visit us from Monday through Saturday,
8:00 A.M. to 7:00 P.M.
We look forward to more business transactions with your company. Thank you.
Truly yours,
ERIC VATAL
Business Manager
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4. Letter of Request
- is commonly used everywhere. We daily use 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 equipment or even venue. You need to be very specific in this part.
Last Paragraph: (Action) Thank the person in charge to promote good will.
A Sample Letter of Request
ST. MATTHEW HIGH SCHOOL

Ilang-Ilang St., Maly, San Mateo, Rizal
Tel. No. 997 88 54
June 13, 2016
MR. BICO I. GABRIEL

School Principal
St. Matthew High School
San Mateo, Rizal
Dear Mr. Gabriel:
Good day.
The Student Council of St. Matthew High School is planning to conduct a student orientation for
the newly enrolled grade seven (7) students of our school on June 25, 2016, Friday, at 9:00 A.M.
In connection with this, may we request your good office to allow us to use the Multi-Purpose
Hall for the said activity on the said date? The Student Council ensures the cleanliness and order
of the venue.
We look forward to your favorable response to this request.
Respectfully yours,
ANNE CABALLES
President, Student Council
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5. Letter of Order
- 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
d. Quantity of each item wanted
e. Price of each item and the total price of the order
f. Method of shipment desired by the buyer
g. Address where the goods are to be shipped or delivered
h. Date of shipment
i. Credit references, if payment is made from an account
j. Mode of payment
Qualifications and carter objective will help you select format of your resume:
1. Chronological Resume Format includes:

 Applicant's name
 Address
 Telephone number
 Job objectives
 Education
 Work history – listed job by job, beginning with the most recent position
A Chronological Resume
ERICSON TAN DELOS REYES

22 Masipag St., Ampid, San Mateo, Rizal
ercsondelosreyes@yahoo.com
09058450529
Possesses an effective, positive, and flexible teaching style with the willingness to work
beyond the call of duty.
 Master Teacher I
Mandaluyong National High School
2014-Present
 High School Teacher
Our Lady of Fatima University-Valenzuela
2010-2014
 High School Teacher
Bright Morning Star Academy
2005-2010
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 Master of Arts in Filipino

Polytechnic University of the Philippines
2009-2014
 Bachelor of Secondary Education major in Filipino
Polytechnic University of the Philippines
2000-2004
 Expertise on MS Word, MS Excel, and MS PowerPoint
 Filipino and English literate
 Good team leader
 Great skills in hosting events
2. Functional Resume Format focuses on the applicant's skills rather than on previous
employment.
3. Combination Resume Format highlights the best features of and 2 emphasizing the
applicant's capabilities while also including a complete job history and is recommended
for fresh graduates.
ACTIVITY 9-A
1. How do the different types of letters differ from one another?

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
2. Which among the three types of resume will you use after you graduate? Why?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
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ACTIVITY 9-B
As a future educator, think of an institution that you dream to apply with. Write an
application letter for the specific school that you have chosen.
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LESSON 10
Minutes of the Meeting
“The trouble with the contemporary generation is that it has not read the minutes of the last
meeting.” – Richard Weaver
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Every meeting is 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 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 is not written you may end up having
to repeat the meeting.
Every company has its own format or template for the 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.
1. 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.
2. Title of the Meeting – includes the date, day, and starting time of the meeting. Also, the
venue or location of the meeting is included.
3. Attendance – is the complete list of names of all 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:
1. Present - the complete list of names of all those who are present at the meeting.
2. Regrets - the complete list of names of those who have contacted the chairman or
presider to let them know that they will be unable to attend the scheduled meeting.
3. Absent - 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.
4. 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.
5. 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.
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6. 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.
7. 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.
8. Adjournment – is composed of the exact time the meeting was adjourned or ended by the
chairman or presider.
9. 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.
Sample Minutes of the Meeting
GOLDEN EAGLE CONSTRUCTION

BC3 Building, Vito Cruz, Manila
MINUTES OF THE MEETING

September 13, 2017 (Wednesday), 9:00 A.M.
Newport Auditorium, BC3 Building,
Vito Cruz, Manila
I. ATTENDANCE
Please see the attached attendance sheet.
Il. CALL TO ORDER

The meeting was called to order at 10:00 A.M. by Engr. Antonio Dela Merced, President
and CEO of the Golden Eagle Construction.
III. APPROVAL OF THE MINUTES OF MEETING

 None
IV. BUSINESS ARISING FROM THE PREVIOUS MINUTES OF THE MEETING

 None
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V. NEW BUSINESS (AGENDA)
1. Engr. Antonio Dela Merced, the president and CEO of the company, announced that the
company will be expanding in Cebu early next year.
2. In connection with the expansion, additional managers, supervisors, staff, foreman,
electrician, construction workers and the likes are needed. Mr. JR Doromal, Human
Resource Manager mentioned that additional of 250 employees are needed.
3. Mr. Dino Cabral, the company's finance officer presented the estimated budget for the
expansion. (Please refer to the attached budget proposal)
4. The president also told the head of every department to prepare for the upcoming
expansion and to submit the needed reports and documents next meeting.
5. The next meeting is scheduled after 2 weeks, said the president, September 27, 2018
(Wednesday), 9:00 A.M., same venue.
6. Every department head is expected to attend and present their reports for the expansion.
7. There are no other matters to be discussed.
VI. ADJOURNMENT
 The meeting was adjourned by the president at 11:46 A.M.

Prepared by:
Mr. Raymond Sibuco

Corporate Secretary
Approved by:
Engr. Antonio Dela Merced

President and CEO
ACTIVITY 10-A
1. What is the importance of writing minutes of the meeting?

___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
2. What will happen if company does not write minutes of the meeting every meeting?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
3. What is the most difficult part in writing the minutes of the meeting?
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
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ACTIVITY 10-B
Attend or look for a video of any meeting online. Ask permission if you can record the
meeting using your mobile phone (if actual meeting). Write the minutes of the meeting based on
the discussion.
---------------------END OF TECHNICAL WRITING MODULE-------------------
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Technical Writing Lesson for PPT

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Technical Writing Lesson for PPT

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lOMoARcPSD|36077892

Technical Writing Final Module

Structure of EL: Phonetics & Phonology (University of Southeastern Philippines)

Scan to open on Studocu

Studocu is not sponsored or endorsed by any college or university

RONA JANE R.SANCHEZ

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ELT 5 – TECHNICAL WRITING

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ELT 5 – TECHNICAL WRITING

advanced thinkers believe that we have to work with technology

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ELT 5 – TECHNICAL WRITING

What is Technical Writing?

Technical writing is characterized by certain formal elements, such as its

Technical writing is ideally characterized by the maintenance of an attitude of

Technical writing is writing in which there is relatively high concentration of

To students, perhaps, Technical Writing may just be a requirement to pass an assignment,

 A business letter is a type of written communication. It is written using formal language

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ELT 5 – TECHNICAL WRITING

1. It serves as basis for management decision

Properties of Technical Writing

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ELT 5 – TECHNICAL WRITING

5. Arrangement of materials. This pertains to how ideas should be organized in

Earlier, technical writing is treated as a unique form of written communication because of

 Technical writing conveys specific information about a technical subject to a specific

Differences between Technical Writing and Creative Writing

Technical Writing Creative Writing

Content factual, straight-forward imaginative, metaphoric or symbolic

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ELT 5 – TECHNICAL WRITING

_____2. Education is the movement from darkness to light (Allan Bloom).

_____4. This is to request payment for your bill amounting to Php150.00.

successful hackers it reaches 90%o or more MacAfee).

those from the get-go (Anthony Bourdain).

_____9. Anything is good if it is made of chocolate (Jo Brand).

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ELT 5 – TECHNICAL WRITING

1. What other types of writing would be considered under technical writing?

5. Are you more inclined in technical writing or creative writing?

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ELT 5 – TECHNICAL WRITING

Interview a teacher, an engineer, a businessman or any two (2) professionals of your

Determine whether the following statements are true or false.

_____1. Subject and expression are properties of technical writing.

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ELT 5 – TECHNICAL WRITING

guilty if he only thinks of doing so.” – Immanuel Kant

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ELT 5 – TECHNICAL WRITING

1) Copyright law – covers the protection of the rights of the author.

Principles of Ethical Communication

Do's of Technical Communication

 Abide by relevant laws.

Don'ts of Technical Communication

 False implications- assuming the outcome of a project or making sweeping

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ELT 5 – TECHNICAL WRITING

Kind of technical literature:

Kind of technical literature:

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ELT 5 – TECHNICAL WRITING

 Abide by the appropriate corporate or professional code of conduct.

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ELT 5 – TECHNICAL WRITING

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ELT 5 – TECHNICAL WRITING

1. Keep a writer's journal by recording personal experiences, perceptions, and ideas.

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ELT 5 – TECHNICAL WRITING

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

1. Don't overanalyze your writing.

3. Don't exaggerate details.

5. Don’t worry yet about how good your writing is.