MODULE 7

TOPIC: COMMUNICATION FOR WORK

PURPOSES

Module Overview: This module is designed for Criminology students to know effective workplace
communication, flow of communication in the workplace, importance of feedback in the workplace, and
written communication materials for the workplace.

Module Outcomes:

At the end of the module the students should have;

 identified the basic parts of an application letter and the special parts of an application letter;
 determined the arrangement styles of letters in compliance with the Study Committee on Police
Correspondence and Issuances;
 distinguished the types of letters;
 construct appropriate materials for the workplace

Module Content:

WRITING OF AN APPLICATION LETTER

COURSE Content

Activity Description Time

Overview
1 Interactive Discussion/Power point presentation through 30 minutes
Messenger
2 Video Clip Presentation 10 minutes
3 Discussion 20 minutes

DISCUSSION

Among the many forms of written communication, letters are the most common and popular. Decades
ago, one had to write letters by hand or use a typewriter. You can just imagine the laborious task of setting the
margins and spaces between sentences and paragraphs. Add to it the amount of time and money spent to send
letters to their intended recipients, which usually took days. But times have changed. With computers, laptops,
and the Internet, business letter writing becomes more convenient than ever. You can readily write a letter in
just an hour or even less than that and send it in just a fraction of a second.

In the workplace, the need to write letters is indispensable. The moment you decide to apply for a job,
you will have to send a cover letter and a résumé for you to be considered for an interview. To get things
around, you will have to write a good number of these letters not only to the offices in your company but also to
your clients, firms and companies outside, such as suppliers, affiliates, government agencies, and so on.
 Given these, you might dare to ask: Why write when we can talk person-to-person or call the client over
the phone? While speaking or oral communication carries a lot more information than just words can express,
writing is forever.

What this means is that letters are still a reliable and potent way of getting someone's message across. More
importantly, most people retain only 25 % of what they hear. Aside from that, business letters serve as
permanent records, written contracts, and goodwill materials (Dagdag, et al., 2011).

Indeed, letters serve as permanent records for verifying, bookkeeping, and inventory entries, which will be
checked from time to time in the office files. They can be used as reference or record of transaction to answer
queries or complaints. As written contracts, letters are recognized in court. Legally binding are letters of
agreement drawn up between companies and independent suppliers or consultants. Lastly, letters serve as
public relations material because they promote goodwill between the company and its clients. Letters reflect
the character of the company. That is why writers should ensure to leave a good and lasting impression upon
the receiver about them and the quality of their company's business.

First things first! Before you embark on business letter writing, outlined here are important concepts on
what writing and this lesson can and cannot do for you:

1. You write to create reality. "You write to change the world", states James Baldwin. Use simple tools. Come in
handy with a dictionary, ballpoint pen, laptop, smart phone, e-mail, digests, news, etc.

2. You can be your own communication department. Right on. With Facebook, IG, podcasts, blogs, you are not
only consumers of knowledge but active producers of it to a diverse, anonymous, and heterogeneous audience.

3. Writing can increase your confidence. Do not be afraid to fail, i.e., stumble upon errors or mistakes. Writing
is much more than following the rules; it is a business activity you can manage. Remember: errando discitur
(you will learn by making mistakes).

4. You get to reflect on how you write. An essential feature in this lesson is a focus on the steps good writers go
through and the decisions they make especially in writing a letter. If you got used to sitting at the computer
right away and encoding your letter, you will have to unlearn that. It is a waste of time. Efficient business letter
writing requires getting things done at the least cost and time.

5. You can always reinforce. Insist on your competence. Remember, nobody was born gifted writer. It is a skill
that is valuable. Seek feedback and criticism from trusted mentors and peers. And most importantly, read,
read, read, write, write and write.

Scribendo disces scribere

By writing, you will learn to write

As good business writers, you must have two abilities.

1. Competence. According to linguist Stephen Krashen, "competence" is our deep, unconscious knowledge of
language. We acquire it only through unconsciously learning how a language sounds.

2. Performance. This refers to the conscious ability to actually produce language through training. You may
have written a lot in your student days but not really written well. That is why you have to immerse yourself in
the workings of the language- from grammar to information design.
Writing of an Application Letter

One of the most critical factors that can affect an applicant’s chances of being hired is his/her APPLICATION
LETTER.

APPLICATION LETTER speaks about you. It tells about your personality, about your values, and about you’re
over all potential as an employee. A well-written letter will speak of responsibility, intelligence, and discipline.
A badly written letter, of course, will speak of the lack of all these essential qualities.

PARTS OF AN APPLICATION LETTER

1. Heading/ Letterhead. This part is used only when the letter is prepared for the company or organization.
This is usually found on the header section. It is composed of the following mandatory elements:
firm/company/department name, address (including zip code and area code), telephone number, and Website
information.

In the absence of a letterhead, only a RETURN ADDRESS (the sender's address) is used indicating where
and when the letter was written. It is typed directly above the date at the top. This is located at the topmost part
of your letter. Essentially, the letterhead contains the name of the owner of the letter.

RETURN INFORMATION. Two essential items here are the email address and the contact information.
Ideally, your e-mail may contain your name. Avoid addresses like cutiepie123, naruto_isthebest, or any other
emails that may give the wrong impression of your maturity.

2. Dateline. The date is written below the sender's address, and sometimes separated from it by a space. The
two most common forms are: November 27, 2009 or 27 November 2009

The month is never abbreviated, the day is never spelled out, and endings for numbers (27th) are not usually
used. These are incorrect forms:

Nov. 27, 2009 11-27-2009

11/27/2009 Nov. 27 '09

DATELINE. It specifies the day when the letter was written, not when the document was dispatched.
Since the date records when it was written, the letter should be mailed immediately.

3. INSIDE/ LETTER ADDRESS. This usually contains the name, position, business name and business
address of the addressee. It is very important because your letter may get lost if you do not put the right
information. Also, the addressee, or the person to whom the letter is addressed, might be offended or might
feel disrespected by the way you addressed him. As an applicant, it is expected that you do an extra effort in
order to find out the names of people who matter. This part reflects the address of the recipient

For Example:
DR. EDWIN A, PILAPIL
Dean, College of Arts and Sciences
Cebu Technological University
R. Palma St., Cebu City 6000

This is typed always on the left and single-spaced

The recipient's name (if stated) is followed by the company's name, the department or division, the street
address, city postal code, and country, if one of the lines is very long, put half of it on the next indenting two or
three spaces.

The recipient's name (if stated) and the title are separated by a comma, Angel O. Pesirla, PostDoc, Lit/Span,

If you are writing to more than one person, make a list of the names in alphabetical order.

Director Avelina R, Picardal

Dean Corazon B, Lubrio

For persons with government positions, the following is used;

The President
Malacanang Palace
Manila

If the letter is addressed to a department in a company but not any particular individual, place the company
name on the first line and the department on second. For example:

Cebu Normal University

English Studies and Other Languages Department
Osmena Blvd., Cebu City 6000, Philippines

Observe the following abbreviated titles:

Mr. (for a man)
Mrs. (for a married woman)
Ms. (mademoiselle)
Dr. (for male or female doctor who holds a degree in philosophy, law, theology, medicine, or education)
Capitalization of all letters of (all caps) the recipient's name is optional. If the company adheres to it, then by all
means, follow.

4. Salutation. This greeting line signals the beginning of a letter.

Example:
Dear Sir:
Dear Madam:
Dear Sir or Madam:
Dear Mr. James:

Should be written below the address and with a space of one or two lines before the body of the letter. It is
followed by a colon (:). Only use a comma for recommendations or certifications. When addressing a company
or organization, use "Gentlemen" or "Ladies," "Mesdames," or "Ladies and Gentlemen." The formality of the
salutation depends on your relationship with the addressee. Presuming to write Dear Francis instead of Dear
Professor McNemar demonstrates a disrespectful attitude.

5. Body. This part deals with how much information to give, how to plan a letter, what sort of style to use, how
to make a letter as clear, informative, and accurate as possible. The paragraphs are usually typed single-spaced
or double-spaced if the letter is short, with or without indentation. A double space is used between paragraphs.

BODY OF THE LETTER. It is the most critical part in writing application letter.
Pointers in writing the BODY
 You must attract your employer’s ATTENTION
 You should state your INTEREST in the company and the position you are applying for
 Tickle the employer’s DESIRE to interview and get to know you;
  Ask the employer to take ACTION through an interview
a. The first paragraph should be direct to the point and must state your intention.
b. Second paragraph are where you put your credentials. Here, you should try to convince the employer
why he / she need you to hire.
c. Third paragraph is where you emphasize what you can offer to the company. Essentially, this is where
you speak about attributes that put you above the others, that make you better than the other
applicants.
d. Last paragraph, you request for action. In other words, you indirectly ask the employer for an
interview.
6. Complimentary Close. This part is typed one double space below the body of the letter. It may be
centered on the page, flush left, or flush right, depending upon the letter style. It is usually terminated with a
comma. Choose the complimentary close that matches the prevailing tone of your message,

a. Formal Closings: Respectfully, Respectfully yours, Very respectfully yours,

b. Informal Closings: Yours truly, Truly yours, very truly yours, Sincerely, Sincerely yours, Very sincerely yours,
Cordially, Yours cordially, Cordially yours,

c. Personal and Friendly Closings: As ever, Best ever, Warm regards, Love, Lovingly yours,

7. Signature Line. The signature block consists of the sender's typed name, the handwritten signature and
the position in the firm. The handwritten Signature should be between the complimentary close and the typed
name and title. It consist the name of the writer/ applicant. Written on the line space below the complimentary
close, followed by his/ her designation. The type written name of the applicant should coincide exactly with the
pen- written signature.

For example:

NARCISO F. WILLARD
Applicant

Four or more spaces should be left below the complimentary close for your name and title.

Capitalization of all letters (all caps) of the sender's name is optional. If the company adheres to such kind of
style, then by all means, follow. Just be sure that if you intend to use all capitals for the sender's name, do the
same for the recipient's name in the inside address for consistency.

OPTIONAL PARTS OF LETTER

You can use any of these in combination depending on the requirements of the letter.

a. Personal or Confidential Notation or also called the Addressee Notation. This part is used for
letters that have restricted readership or those that must be handled in a special way.

Example:
Personal or Confidential
PLEASE FORWARD
COMPLICATED
 This is typed below the date but above the address of the person you are writing to (recipient) or
between the date line and the inside address. The same notation should be put on the envelope.

b. Reference Line or Reference Number

Example:

Ref No: 99887/2016 (This is in a way the I.D. number of the letter for reference purposes. Writing the
reference code varies among companies and organizations.)

 References indicate what the letter refers to (Your Ref.) and the correspondence to refer to when
replying (Our Ref.). When referring to an order number or to a reference number used by you or your
recipient, make sure you quote all references accurately. It can be placed beneath the dateline

c. Attention Line. This is used to direct the letter to a department or when you do not know the name of the
person you are writing to. This line can also be printed before the address of the company.

Example:

College of Teacher Education

West Mactan Aerospace University
Basak, Lapu-Lapu City, Cebu, Philippines 6015
Attn: Dr. Giovanni Corpuz or
Attention: The Dean

d. Subject Line. This part lets the recipient know what the letter is all about. It further helps indicate where
to file the letter for future reference.

Example:
Dear Dr. Padua:
SUBJECT: Requisition of New Medical Equipment

Use the subject line to: a) provide a further reference; b) save introducing the subject in the first paragraph; c)
immediately draw attention to the topic of the letter; d) allow the writer to refer to it throughout the letter; and
e) quickly identify the purpose of the letter;

If the message of the letter is negative, like refusals or rejection state the subject line positively without being
offensive.

Negative: You cannot enjoy the discounts offered because you have not submitted your purchase booklet.
Positive: You will enjoy the discounts offered as soon as you send us your purchase booklet.

e. Salutopening or "Salutation Opening." In the United States, some letter writers use "salutopening" on
the salutation line. This omits Dear but includes the first few words of the opening paragraph along with the
recipient's name. After this line, the sentence continues a double space below as part of the body of the letter,
such as:

Congratulations, Mr. Daza!

Your promotion is well deserved.
f. Stenographic Reference or Reference Initials. This part refers to the initials of the sender and the
typist. The sender's initials are typed in capital letters, separated from the typist's initials in lowercase by a
colon or a slash.

Example:

Truly yours,
Clifford Gonzales Ill, Manager
Dumaguete City Branch

ARC/ fr

g. Enclosure Notation. This notation is used for small enclosures (checks, folded flyers, business cards) that
are placed inside the folds of the letter. To safeguard against overlooking them, include an enclosure line in
your letter. When your enclosures are bulkier, use an appropriately sized manila envelope. Write it this way:

Enc. : or Encl.: Resume (2 copies)

Enclosures may include leaflets, prospectuses, and curriculum vitae. If there are a number of documents, these
are listed.
Enclosures: Resume
Recommendation Letters

h. Copy Notation
Example:
C.c. Ms. Ma. Lina Empuerto, Student Affairs Officer

A courtesy copy (C.c.) is written when a copy of the letter is sent to people other than the named recipient. Put
c.c. and list the individuals receiving the copies of the letter by full name and title. A blind courtesy copy (b.c.c)
is written on the copies themselves (not on the top copy) if you do not want the named recipient to know that
other people have received copies.

i. Postscript. This note for additional attention which is usually put on the left, two or three lines below the
last line.
Example:
P.S. Please don't forget to submit the report on Friday this week.

PREPARING THE LETTER

First impressions last! Your letter speaks a lot about you and the company or organization you represent. See to
it that your letter is mechanically neat and palatable to the taste of your reader. Here are a few things to note
when preparing the letter.

1. Stationery. The quality of the paper matters. For letters and reports, use paper with a 25-percent cotton
content. For memos and routine documents, you can use a lighter-weight paper. The standard size for business
documents is 8 ½ by 11 inches. Standard legal documents are 8½ by 14 inches. As to color, choose a stark
white paper. You can use neutral or corporate colors, such as gray or ivory for memos and routine documents.
2. Customization. Since letters are usually external messages, customizing the letter helps build a good
professional character. Be consistent in using the letterhead and preferred letter style and punctuation pattern
of your letter.

3. Appearance. Set a one-inch margin all around. Using word-processing software, you can achieve this
balance simply by defining the format parameters. Vary the line length to make your document look more
personal and interesting. In terms of line spacing, freely adjust the number of blank lines between elements
(such as between the dateline and the inside address) to ensure that a short document fills the page vertically
or that a longer document extends at least two lines of the body onto the last page. Lastly, if you notice an error
after printing a document with your word processor, correct the mistake and reprint. Avoid messy corrections
on the final copy. It is an unpardonable crime in letter writing.

4. Punctuation Style. There are two major punctuation styles in letter writing. These are the open
punctuation and the mixed punctuation styles in punctuating the salutation and the complimentary close. In
open punctuation, no punctuation follows the salutation and the complimentary close of the letter. In mixed
punctuation, a colon appears in the salutation and a comma at the end of the complimentary close. Be
consistent in choosing a punctuation style. Examples are written below:

OPEN PUNCTUATION
Dear Rev. Fr. Augusto
Sincerely

MIXED PUNCTUATION
Dear Rev. Fr. Augusto:
Sincerely,

5. Second-Page Heading. If the letter takes on another page, the second page will indicate the name of the
person and organization receiving the letter. You can also indicate the page number and the date of the letter.
For example:

MS. IMELDA VILLACASTIN

December 8, 2017
Page 2

6. Letter Style.
Soriano (2005) reiterated that the Blocked Letter and Semi-Blocked Letter are the two arrangement styles
chosen by the Study Committee on Police Correspondence and Issuances, under the Directorate for Plans of
the General Headquarters of the Philippine National Police. The Semi-blocked letter may be used if the body of
the letter is made up of nine lines, and the Blocked Letter may be used if the body of the letter is more than
nine lines. Refer to the examples of these two letter formats in the next pages.

THE KENNETH DAVIS 60-MINUTE WRITING TACTIC

Planning (spend 20 minutes for this)

1. Determine your reader. Define the community to which you and your reader belong Decide how you and
your reader are alike and different in personality, attitude, circumstances, and knowledge. More importantly,
your readers are your clients. So be kind and considerate to their needs.

2. State your purpose. Focus on the specific outcome you want, not the means you will use to achieve it. Define
your purpose. For example: I am writing this sales letter to let my reader purchase the plagiarism-check
software.

3. Collect the data. Collect the information you will use in your writing by checking for who, what, when, where,
how, why. You may use cause-and-effect relationships as well or even conduct informal interviews or
consultations with peers, colleagues, or mentors.

4. Organize the data. Organize your information so that you can give it to your reader in the most useful order.
You can use mind maps or refer to basic letter structures to guide you on what to say from beginning until the
end of your letter.

Drafting (spend 5 minutes for this)

5. Do it wrong the first time. Always remember that a draft is only a prototype, so you do not have to make it
perfect. Your aim is to capture your thoughts based on your plan and encode in the linear structure of the
language. Never mind your grammar and punctuation at this point in time. Do a "quick and dirty draft"
without editing.

Break (spend another 5 minutes for this)

6. Take a break. Get away from your draft, even if for only a few minutes, and come back with a fresh
perspective: your reader's perspective.

Revising (spend 30 minutes for this)

7. Check for transitions and cohesion. Use turn signals to guide your reader from sentence to sentence. Make
sure all sentences relate to one another and that each paragraph carries one idea only.

8. Say what you mean. Put the point of your sentences in the subjects and verbs. Avoid nominalizations or
padding and vary between active and passive voice depending on the situation.

9. Pay by the word. Make your sentences economical, complete, and concrete. In business, less means more.
Instead of: Many houses were lost to the hellish conflagration yesterday. Write: A total of fifty houses were
burned yesterday, March 5, at Barangay Lapinid.

10. Translate into English. Keep your words simple. Instead of: Maria had the propensity to acquire a juvenile
lamb, write "Mary had a little lamb" (Delos Reyes, 2010).

11. Finish the job. Check your spelling, punctuation, and design elements, such as typography, headings,
balance, symmetry, and cleanliness.

12. Manage your writing. Evaluate the process you have just finished.

Summary:
Always remember that letters represent you and your company in your absence. In order to communicate
effectively and project a positive image: be clear, concise, specific, and respectful; each word should contribute
to your purpose; each paragraph should focus on one idea; the parts of the letter should form a complete
message; and the letter should be free of errors

*******************************************************************************************************

FULL BLOCKED LETTER

JUDY C. CORDOVA
PASSI CITY, ILOILO – HEADING/ RETURN INFORMATION
098000000000

April 25, 2021- DATELINE

MS. PASSANA PONG

The Administrative Officer

The Royal Thai Embassy in Manila- INSIDE ADDRESS

Dear Ms. Pong:- SALUTATION

Greetings! BODY

I am a Communications graduate of the University of the Philippines — Diliman with several years of working
experience gained from some of the Philippines' reputable private firms, a non-governmental organization, and
government.

I am writing to apply for the position of Executive Assistant advertised on jobstreet.com. ph on 10 May 2010.
This position particularly interests me because it would enable me to make full use of my administrative and
organizational skills. I have well-developed written and oral communication skills that can be very useful in
carrying out the duties for the above-mentioned position.

On top of these competencies, I adhere to a work ethic and can effectively interact with people across all levels
of the organizational structure. I believe I can be an asset to your organization.

My resume is enclosed with this cover letter. It shows my overall expertise and experience in the field. I would
welcome the opportunity to discuss my suitability for the position and comply with your other requirements. I
can be contacted during working hours at (632) 857-0100 local 1101. Thank you very much.

Sincerely, -COMPLIMENTARY CLOSE

JUDY D. CORDOVA- SIGNATURE LINE

Applicant

SEMI- BLOCKED LETTER

JUDY C. CORDOVA
PASSI CITY, ILOILO
098000000000

April 25, 2021- DATELINE

MS. PASSANA PONG

The Administrative Officer

The Royal Thai Embassy in Manila- INSIDE ADDRESS

Dear Ms. Pong:- SALUTATION

Greetings! BODY

I am a Communications graduate of the University of the Philippines — Diliman with several years of
working experience gained from some of the Philippines' reputable private firms, a non-governmental
organization, and government.

I am writing to apply for the position of Executive Assistant advertised on jobstreet.com. ph on 10 May
2010. This position particularly interests me because it would enable me to make full use of my administrative
and organizational skills. I have well-developed written and oral communication skills that can be very useful
in carrying out the duties for the above-mentioned position.

On top of these competencies, I adhere to a work ethic and can effectively interact with people across all
levels of the organizational structure. I believe I can be an asset to your organization.

My resume is enclosed with this cover letter. It shows my overall expertise and experience in the field. I
would welcome the opportunity to discuss my suitability for the position and comply with your other
requirements. I can be contacted during working hours at (632) 857-0100 local 1101. Thank you very much.

Sincerely, -COMPLIMENTARY CLOSE

JUDY D. CORDOVA- SIGNATURE LINE

Applicant

ACTIVITY

Activity 1. Provide an appropriate inside address, salutation, and complimentary close for the following
recipients for the following recipients.

Recipient Inside Address Salutation Complimentary close

President Rodrigo Roa Duterte 1. 2. 3. Formal Complimentary
Close
Women in the Literary Arts 4. 5. 6. Formal
ABS-CBN Corporation 7. 8. 9. Formal
Mikaella C. Borlasa, Director 10. 11. 12. Formal
for Sales and Marketing
Dr. Heide Manluna 13. 14. 15. Formal
Dr. Jocef Linen, Professor 16. 17. 18.Formal

Activity 2. The following letter contains a number of violations in terms of design principles. Revise this using
full block letter styles/ format and write it yellow pad paper. Refer to the Guidelines in letter writing.

Richard Smith
251 Park Avenue South
Carlisle, MA 01741 (123)-333
4444

Date: January 10, 2021

Mr. John Anderson

National School of Dentistry

123, West 69 Street

Downtown, MA 12345-6789

Dear Mr. Anderson,

This letter is to inform you of my interest in joining your highly esteemed organization in the capacity of
an administrative assistant. Your advertisement of the current opening in your company on ABC.com
has generated great excitement in me and assured me that the post is a perfect match for my field of
interest and expertise.

My enthusiasm to work with a creative, cutting edge company like yours motivates me t app ly for this
position of an administrative assistant in the field of graphic designing. Yo will learn from my resume that my
experience in this profession dates back to several yea than ks to which, my proficiency and knowledge in the
area has improved tremendously.

I am requesting for you to consider me for this position. Please review my enclosed resume I appreciate
your kind consideration and look forward to meeting you in person.

Sincerely,

John Anderson

Assessment

I. Using the full blocked letter style, construct your own application letter addressing it to any agency related to
Criminology.

END OF MODULE 7