Communication For Work Purposes: (E.g. Healthcare, Education, Business and Trade, Law, Media, Science and Technology)

Communication
for
Work Purposes
(e.g. healthcare,
education, business and trade,
law, media, science and
technology)
BASICS OF WRITING
Basics of Writing
1.Purpose. On the job writings are usual

ly done for atleast one of the three reas
ons:
a. To create/build a record
b. To request or provide information
c. To persuade
2. Reader/Audience • Upward Communication
Consider the following qu The written materials are
estions: sent by subordinates to their
superiors.
a. Who am I writing to? • Lateral Communication
Materials are sent to people
b. What do they know who are of equal status.
about this topic? • Downward Communication
This is sent by superiors to
c. What are their job titles their subordinates.
and areas of responsibility? • Outward Communication
Intended for workers outside
the workplace.
Lateral Communication
Outward Communication
– outside world communication
 Advertisements
Media interaction
Notices
Letters
Telephonic conversations
3. Tone Focus on the Reader
Example:
Poor:
Tone expresse
s your attitud We now have a Walk-Up Windo
w, open to serve you from 9am t
e toward a pe o 4pm.
rson or thing.
It is how you r
Better:
egard or consi
der a person. You can now take care of your b
anking need at our new Walk-up
Window, open to serve you from
9am to 4pm every Wednesday.
WRITING BUSINES
S LETTERS
Writing a Business Letters
Business Letter
A business letter is a letter from one co
mpany to another, or between such organi
zations and their customers, clients, or oth
er external parties. The overall style of lett
er depends on the relationship between th
e parties concerned.
Parts of a Business Letters
Heading
Recipient's Address
Salutation
Body
Complimentary Close
Signature Line
1. Heading
Contains the return address wit
h the date on the last line. Someti
mes it is necessary to include a lin
e before the date with a phone nu
mber or tel number, Make sure th
e heading is on the left margin.
2. Recipient's Address
This is the address you are sen
ding your letter to. Be sure to mak
e it as complete as possible so it g
ets to its destination. Always inclu
de title names (such as Dr.) if you
know them.
3. Salutation
The salutation (or greeting) in a busine
ss letter is always formal. It often begins
with “Dear {Person’s name}.” Once again,
be sure to include the person’s title if you
know it such as Ms., Mrs., Mr., or Sir/ Ma
dam
4. Body
The body is the meat of your le
tter. For block and modified block l
etter formats, single space and left
justify each paragraph. Be sure to l
eave a blank line between each par
agraph, however, no matter the for
mat.
5. Complimentary Close
The complimentary close is a
short and polite remark that end
s your letter. The close begins at
the same justification as your da
te and one line after the last bod
y paragraph.
6. Signature Line
Skip at least four lines after the close
for your signature, and then type out th
e name to be signed. This often include
s a middle initial, although it is not requ
ired. Women may put their title before
had to show how they wish to be addre
ssed (Ms., Mrs., Miss).
The signature should be in blue or bl
ack ink.
WRITING MINUTES
Writing Minutes in Business Meetings
Minutes of a business meeting are written in
order to maintain a record of what occurred a
nd what topics were brought up during a mee
ting, as well as the information about the acti
vity of attendees or decisions made.
Minutes is written, kept and distributed usua
lly by a secretary or by any member of the bus
iness group present in the meeting.
MAIN PARTS OF MINUTES OF THE MEETING
Heading
Participants or attendees
Approval of the previous minutes
Action items
Announcements
Next meeting
Adjournment
Signature line
STEPS IN WRITING MEETING MINUTES
1. Choose the format of the meeting mi

nutes.
2. Choose the method in recording the p
roceedings of the meeting.
3. Prepare a list of the names of those a
ttending the meeting along with a list of
information about the coverage and the
objective of a meeting.
4. Prepare a template for the official docu
ment of the meeting.
5. Take note of the important information
during the meeting.
6. Verify your notes right after the meetin
g.
7. As possible, encode immediately the mi
nutes and print an electronic copy of the r
ecord to avoid losing the value of the mee
ting.
WRITING MEMORAND
A
MEMORANDA - a written communica
tions within a business organization. I
t is a short message sent from one pe
rson to another in the same organiza
tion.
A memo (or memorandum, meaning
"reminder") is normally used for com
municating policies, procedures or rel
ated official business within an organi
zation.
Heading - it contains the important det
ails of a memo aside from the message.
Format of the Heading should be follow
ed in the order starting from (To) or the
receiver of the message, next is (From) o
r the sender of the information and (Dat
e) . Lastly the (Subject).
Body- this is the most important section
in memos. It has four main parts.
Functions of Memo
Tips in writing a memo:
1. Make sure that the body of the text is clear,

concise and grammatically correct.
2. Keep things simple. Avoid long sentences a
nd wordy phrasing.
3. Do not use a salutation. You should simply
go right into the subject of the memo.
4. Use bulleted lists and headings to convey y
our message.
5. Conclude the memo with any closing
statements that may inspire the recipien
t to take action.
6. Mention any and all attachments at th
e end of the memo by using the single w
ord "Attachment."
7. Once you've completed a draft, share
it with a colleague. An extra pair of eyes
always helps to catch errors and improv
e readability.
WRITING REPORT
S
Writing Report is a formal styl
e of writing elaborately on a t
opic. The tone of a report is al
ways formal.
How to write a Writing Report properly
and effectively?
A report must short, sharp, concis

e document which is written for a
particular purpose.
Two Types of Writing Reports
Formal Writing Report

A formal report is an official report that
contains detailed information, research,
and data necessary to make business de
cisions.
Example: Incident Report

Informal Writing Report
An informal report is a docum

ent shared within an organization.
Informal reports are usually relativ
ely short.
Example: Memos and Emails

Three Ways to Create a Writing Reports
1. Determine Your Objective
First you must ask yourself, wh

y are you writing this report? What
is the point or goal? Is this an acade
mic report or is it business-related?
Also consider who your audience is
?
2. Put Together an Outline
You must start with the purpose or obje
ctive of your report, then list out your m
ain points. Then put a few bullets under
neath that you want to make sure you c
over in the contents of your report.
3. Gather Your Research
Start searching around your topic and ga
ther the research you need to put toget
her in your report.
Example of Writing Reports
BUSINESS REPORT
A business report is a set of data that
provides historical information related t
o a company’s operations, production, s
pecific department’s insights, and create
a base for future decision-making proce
sses or factual insights needed to organi
ze business functions.
WRITING PROPOSALS
WRITING PROPOSALS
As a form of persuasive writi

ng, a proposal attempts to co
nvince.
Planning Your Proposal
1.Define your audience.
2.Define your issue.
Tip: Use your summary to show that you've con
ducted in-depth research to evaluate and unde
rstand the issue.
3.Define your solution.
4.Keep elements of style in mind.
Avoid writing in jargon and using obscure abbre
viations or needlessly complex language.
5.Make an outline.
Writing Your Own Proposal
1.Start with a firm introduction.
2.State the problem.
Tip: Emphasize why your problem needs to be solv
ed and needs to be solved now.
3.Propose solutions.
4.Include a schedule and budget.
Tip: Stay away from vague or unrelated objectives.
5.Wrap up with a conclusion.
6.Edit your work.
7.Proofread your work.
WRITING YOUR OWN PROPOSAL
EXAMPLE OF A PROPOSAL :
As the member of the Student Counc

il of our school, you have been given
the responsibility of setting up a Scie
nce Club. Write a proposal in not mor
e than 150 words, stating the steps y
ou would take to successfully establis
hed in this particular club.
1. Start with firm introduction.
PROPOSAL FOR SETTING UP A SCIENCE CL
UB
Heading: To foster interest in science outs
ide the classroom and introduce students
to the wonders and relevance of Science
on our lives, we propose to set up a scien
ce club in school.
2. State the problem
3. Propose a solution
STATEMENT OF OBJECTIVES:
I.) A Science Club will help studen

ts overcome their phobias regardi
ng Science
II.) It will be instrumental in devel
oping the Scientific curiousity of s
tudents through its activities and
programmes.
4.Include schedule and budget.
List of Measures:
•The middle school activity room will be us
ed for all Science Club meetings and activiti
es.
•The meetings will take place once a week
after school from 2:00 pm till 3:00 pm. Any
activities such as lectures by scientists or c
ompetitions will take place on Saturdays.
•Club membership fee has been fixed at Rs
300/-per member per year.
5. Wrap up with a conclusion.
We hope that the proposal will be accepte
d so that the Science Club becomes a realit
y in the life of the school.
6.Edit your work.

7.Proofread your work.
References:
• https://nmu.edu/writingcenter/parts-business-lett
er
• What Is a Memo https://www.google.com/amp/s/
wr1ter.com/amp/what-is-a-memo
• https://study.com/academy/lesson/types-of-infor
mal-reports.html#:~:text=An%20informal%20repo
rt%20is%20a,all%20examples%20of%20informal%
20reports.&text=An%20analytical%20report%2C%
20such%20as,a%20recommendation%20or%20we
igh%20options
THANK YOU!!

Communication For Work Purposes: (E.g. Healthcare, Education, Business and Trade, Law, Media, Science and Technology)

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Communication For Work Purposes: (E.g. Healthcare, Education, Business and Trade, Law, Media, Science and Technology)

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Copyright:

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Communication

1.Purpose. On the job writings are usual

1. Choose the format of the meeting mi

1. Make sure that the body of the text is clear,

A report must short, sharp, concis

Formal Writing Report

Example: Incident Report

An informal report is a docum

Example: Memos and Emails

1. Determine Your Objective

First you must ask yourself, wh

As a form of persuasive writi

As the member of the Student Counc

I.) A Science Club will help studen

6.Edit your work.

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