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LEARNING ACTIVITY SHEET

Name: DONNAVIE R. BACAOCO Section: _________________ Score: ________________

Subject: _ENGL.112__________________ Teacher: __________________ Date: ____________

Type of Activity: (Please check the appropriate box. Individual Group

. Concept Notes Exercises Graphing Others:
Activity Title

CRITICAL READING AND WRITING SKILLS

Learning Targets

 Explains critical reading as looking ways for thinking

 Identify claims explicitly and implicitly made in a written text
a. Claim of fact
b. Claim of policy
c. Claim of value
 Identifies the context in which a text was developed
a. Hypertext
b. Intertext
 Explain critical reading as reasoning
 Formulate evaluative statement as the text read
a. Formulate assertions about the content and the properties of the text read
b. Formulate meaningful counterclaims in response to claims made in a text read
 Determine textual evidence to validate assertions and counterclaims made about the text
read
 Explains one’s purpose is a crucial consideration in academic and professional writing
 Identifies the unique features of requirements in composing professional correspondence
a. Resume
b. Application for college admission
c. Application for employment
d. Various forms of office correspondence.

Learning Concepts

Critical Reading as looking ways for thinking

Critical reading – is dissecting a reading material.
- Reading between and beyond the lines trains a reader to believe in his/her capacity to think
beyond and later cultivate this value as it ultimately engenders (produces) the critical thinking
skills.
- Challenge to reason out and justify his/her thoughts, ideas and decisions. The act of reasoning
brought about by critical thinking is a noteworthy accomplishment that any reader can claim
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- It is essential to analyze both the content and the context (background/situation) in order to
make meaning more alive.
3 steps/Modes of Analysis
1.What the text says- restatement
2. What a text does- description
3. What the text means- interpretation
Techniques to develop for critical thinking
1. Check and analyze the title
2. Identify the aim of the text
3. Skim the reading material and give focus on the entire body
4. Make some relevant associations (relation/link) of the text to your life
5. Evaluate the reading material
Techniques to develop for reasoning
1. Dare to read every day
2. Learn to focus to the main idea explicit or implicit and supporting details mentioned in the argument.
3. Examine the pros and cons of your argument /resolution.
4. Organize your thoughts
5. Note points for improvement
Evaluation guide for Critical Reading
Elements of evaluation
1. Content- This is the substance of the text
2. Objectivity- This is the stand of the author about the issue/article
3. Significance- This is the intention, the entire meaning and the value of the issue/article to the reader’s life.
Identifying Explicit or Implicit Claim in a text
Claim- an arguable statement—an idea that a rhetor (speaker or writer) asks an audience to accept.
- An opinion, idea or assertion that need to be teased out and backed up with evidence and
reasoning
- If we are certain that an audience will agree it is not really a claim. If we are certain that they
will not, it also is not a claim. A claim works with contingency or possibility.
Implicit message- means implied info, information is understood but it is not stated.
- Implicit means not expressed clearly or indirectly stated only suggested.
Explicit message- directly stated in the text, obvious and apparent
Kinds of Claims
1. Claim of Fact- relate to the statement that cam be verified no matter how difficult
- Inferred from a reliable source of information.
- Can be proven by steadfast (constant/true) information of data.
Kinds of Facts
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a. Empirical facts- fact that can be proven by scientific observation, experience or experiment.
Ex. The Philippines is composed of three major islands, namely Luzon, Visayas and Mindanao.
Ex. Benigno Aquino, Jr. was gunned down at the tarmac of MIA (Manila International Airport)
b. Analytical facts- facts that make use of various operations in mathematics to prove a statement
Ex. 5.3 means 5+5+5=15
c. Evaluative facts- facts that are supported by laws, local and international and ideally give order
Ex. Philippines owns Spratly Island.
2. Claim of Policy- an argument that asserts an implementation of a certain policy
- Depends on an existing policy, rule or law.
- Posits that specific action should be chosen/taken as solution to a particular problem
- Begins with should, ought to, or must.
Ex./s
a. The government must devote more funds to building school than building roads
b. The death penalty must be revived
c. Beauty contest should be banned
d. A national ID system should be adopted.

3. Claim of Value- is based on personal taste, practices and morality.

-argues whether something is good or bad
-a statement about which is better, more important, more useful and, more desirable.

Ex./s
a. Buying and fixing a new house is better than building a new one.
b. It is better to be feared than loved
c. It is more advantageous for a Filipino child growing up speaking Filipino instead of English.

PROPOSITIONS OF FACT, VALUE & POLICY

Proposition of Fact Is/Is not

Proposes whether something is or is not, true or false. Frequently verifiable, and often takes a more objective
approach. Draws on logical inferences.

Converting to solar energy can save homeowners money.

The government is withholding information on UFO’s.
Neil Armstrong was the first man to step foot on the moon.
Death is inevitable.
Obesity causes health problems.
Little green Martians exist on this planet.

Proposition of Value Good/Bad

Takes a more evaluative position. Judges whether something is good/bad, right/wrong, just/unjust, ethical/non-
ethical, etc. We judge the worth of something.

It is wrong to avoid jury duty.

The United States is the greatest nation on earth.
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Democrats are bad.
Republicans are stupid.
The Viet Nam war was immoral.
Harrison Ford is the greatest actor ever.
Gay marriage is moral.
Gay marriage is immoral.
Laws and public policy originate from propositions of value.

Proposition of Policy Should/should not

Advocates a specific course of action.
You should vote for John McCain.
You should send your children to private schools.

In this class, propositions will include empowered agencies (any group that has power to make policy), and needs
to include the words “should/should not”.

The federal government should legalize medicinal marijuana.

The Boy Scouts should not have to include gay scout leaders.
The city of Morgan Hill should adopt a recycling program.
SJSU should provide more parking spaces.
USING CONTEXT IN TEXT DEVELOPMENT
Intertextuality, the ability of text to be linked with other texts, as its inherent quality and the inseparable part of
its” texture” is often, within the context of the new media, compared to
 It is a relationship between text or, a text in relation to other text or a text drawn from other text.
 It is “shaping of the text’s meaning by another text” or the interconnection between similar text.
Intertextuality is the shaping of a text's meaning by another text.
Intertextual figures include: allusion (implied statement), quotation (a group of words from a book, play, speech,
etc. that are repeated by someone), calque (a word taken from one language and translated in a literal or word for
word way to be used in another), plagiarism, translation, pastiche(a piece of writing that is made up of selections
from different works) and parody(a piece of writing etc. that imitates the style of someone or something else in
an amusing way).
Intertextuality is a literary device that creates an 'interrelationship between texts' and generates related
understanding in separate works ("Intertextuality", 2015). These references are made to influence the reader and
add layers of depth to a text, based on the readers' prior knowledge and understanding. Intertextuality is a literary
discourse strategy (Gadavanij, n.d.) utilized by writers in novels, poetry, theatre and even in non-written texts
(such as performances and digital media). Examples of intertextuality are an author's borrowing and
transformation of a prior text, and a reader's referencing of one text in reading another. Intertextuality does not
require citing or referencing punctuation (such as quotation marks) and is often mistaken for plagiarism (Ivanic,
1998). Intertextuality can be produced in texts using a variety of functions including allusion, quotation and
referencing (Hebel, 1989). However, intertextuality is not always intentional and can be utilized inadvertently.
As philosopher William Irwin wrote, the term "has come to have almost as many meanings as users, from those
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faithful to Kristeva's original vision to those who simply use it as a stylish way of talking about allusion and
influence."

The term intertextuality refers to the way one text can point to or base itself on another. For example, the phrase
‘to screw or not to screw’ is a piece of intertextuality, in that it is a variation of ‘to be or not to be’, a famous
line from Shakespeare’s Hamlet.

Intertextuality can be an important component of an advert's meaning, in that the original text being referred
to established a message (in this case, for example, a very important doubt or choice) which the second text can
then use and elaborate on. In this way, the second text doesn't have to work so hard - it can take for granted that
the original text has left a trace which it can use to its advantage.

Adverts can play with slogans coming from different eras. People of different ages will recognise some, but
not others. Rather than this being a problem, advertisers can use these differences to their advantage. For example,
if a company wants to target older people, playing on a slogan they will recognise from their youth will have at
least two positive effects: it will create a sense of nostalgia in the target audience; and it will make them feel
'special' in that a code is being used that they recognise, but others don't.

Younger groups can also be targeted by means of reference to older slogans and catch-phrases. Often this is
about rebellion, acted out linguistically - turning the older generations' nice sentiments into in-your-face
statements. For example, the initialism TGIF (thank God it's Friday) has a new version, in the form of the title of
a TV programme aimed at a youth audience: TFI Friday (thank fuck it's Friday). The producers manage to break
taboo without having to come right out with it and, as a result, be accused of offensiveness.

Intertextuality is no observer of boundaries: it doesn't have to involve a particular slogan for a specific
product. It can move between advertising and many other forms of discourse: for example, popular sayings,
traditional literary texts, films, songs, etc.

Intertextuality can be found also in news headlines. These often make reference to familiar phrases and sayings
which can come from popular songs, book titles, etc. For example, 'Explorer Comes in from the Cold' makes
reference to the title of the well-known novel by John Le Carré: The Spy Who Came in from the Cold.

Hypertext is text displayed on a computer display or other electronic devices with references (hyperlinks) to other
text which the reader can immediately access, or where text can be revealed progressively at multiple levels of
detail (also called StretchText). The hypertext pages are interconnected by hyperlinks, typically activated by a
mouse click, keypress sequence or by touching the screen. Apart from text, hypertext is sometimes used to
describe tables, images and other presentational content forms with hyperlinks. Hypertext is the underlying
concept defining the structure of the World Wide Web, with pages often written in the Hypertext Markup
Language (HTML). It enables an easy-to-use and flexible connection and sharing of information over the Internet.
hypertextuality: the ability of text to be linked with other texts by means of electronic links.
Advantages of intertextuality
There are various reasons why to bring intertextuality into a music video. This includes portray personal opinions
to the audience or to help the audience to understand the point of the music video by bringing something from
popular culture. This is, of course, depending on the context of the music video or why intertextuality is being
used. For example, Fat boy slim and Moby both used historical recordings blues songs from the 1920 & the 1930s
to contrast to their own style. May provoke an audience reaction which may be vital for the artist. Another
advantage of intertextuality is that it may be more entertain or more ironic because of the references.
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Disadvantages of intertextuality
They are disadvantages of using intertextual references if they are used badly or in a way that may have a negative
impact on the audience.
First, it could be offensive to the audience I have either used badly or that it is offensive and shouldn’t be
associated with the artist or that music video.
Another reason why there is a disadvantage of using intertextuality in music videos is when it comes to personal
opinions. This depends on the artist opinion however at sometimes using intertextuality in a negative way or to
influence an opinion may provoke a negative reaction.
This may include various members of the audience maybe agreeing to that view or that view isn’t taken too kindly
and the artist receives criticism from its audience and from various artists.
Using intertextuality on certain music videos maybe seen as controversial depending on the context and references
made.

Conclusion
This will be depending on the context of the music video, however, yes, I would like to use intertextuality in my
music video. This is used to show historical context or may to show a reaction of another art form. Using
intertextual references would require additional work to ensure that it is used effective within the music videos
and used correctly would ensure that a point has been made and provoke a reaction from the audience. I also
rather not use negative references especially if against other artists or considered offensive therefore I will need
to ensure the references I choose would be suitable for the music video.
Advantages of Hypertext:

 Presents material at the appropriate level

 Many appropriate readings of a document
 Links to references, definitions, etc.
 Interactive pictures
 Reader response
 Tracking of readers

WHAT IS AN EVALUATIVE STATEMENT?

-is a way of giving a better explanation to show the strength and the weaknesses of something through writing.
-It presents a value judgment based on a set of criteria.
EVALUATIVE STATEMENT
It is used in giving a sound judgement – a judgment that can be backed up or supported by valid reasons or proofs.
It is the writer’s way of explaining why a strength is a strength and a weakness a weakness based on the evidences
gathered
HOW TO FORMULATE AN EVALUATIVE STATEMENT?

 Evaluative statements about a text are formulated after having read the text carefully and critically, grasping the
essence of the text and checking for possible fallacies in the argument.
 The formulation of the evaluative statements is done in the same way you do any other writing except that the
statement is about your judgement of the text’s content and property.
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 You may compose your evaluative statements in two steps:
1. Formulating Assertions about the Content and the Properties of a text Read
2. Formulating a meaningful counterclaim in response to a claim made in the text read
In this step, you have to examine which ideas are facts or opinions, make inferences or conclusions, and assess the overall
quality of the text. This assertion usually contains evaluative languages such as useful, significant, important, insightful,
detailed, up-to- date, comprehensive, practical, etc.
FORMULATING ASSERTIONS ABOUT THE CONTENT AND THE PROPERTIES OF A TEXT READ

 Counterclaim-is the opposition you make about the claim of a writer. You must recognize the value of hedges
when you state your counterclaims.
FORMULATING A MEANINGFUL COUNTERCLAIM IN RESPONSE TO A CLAIM MADE IN THE TEXT
READ
 A hedge is a word or phrase that minimizes negative impact of a criticism.
When you are presenting your counterclaim, you are providing criticism since you are stating that the claim is not
true. Hedge is used to give a courteous tome in your writing.

FORMULATING A MEANINGFUL COUNTERCLAIM IN RESPONSE TO A CLAIM MADE IN THE TEXT

READ
 Hedges-could come in different forms such as: Modals – may, could, would, etc.
Frequency adverbs – usually, generally, commonly
Probability adverbs – probably, possibly, presumably

Ex. Obesity is caused by the bad food choices being offered by the food industry.
 Obesity is probably caused by the bad food choices being offered by the food industry.
Assertion- a stylistic approach or technique involving a strong declaration, a forceful or confident and positive
statement regarding a belief or a fact.
Its purpose is to express ideas or feelings directly.
Types of Assertion
1. Basic Assertion- Simple expression of standing up for personal rights, beliefs, feelings or opinions.
Example: When being interrupted, "Excuse me, I'd like to finish what I'm saying."
2. Empathic Assertion- Recognition of other person's situation or feelings followed by another statement
standing up for speaker's rights.
Example: "I know you are feeling angry and frustrated while you wait for a response. But, the best I can
do is give you a ballpark estimate of how long It will take."

3. Escalating Assertion- Start with a "minimal" assertive response... Other fails to respond... Gradually
escalate the assertion. Increasingly firm without being aggressive.
Example: From the first example, "I know what you have to say is important but I really want to finish
what I was saying." "I really want to finish before you begin to speak."
4. I-Language Assertion
Description of behavior: "When you __________ ,"
How it affects you? (life): "It affects __________ ,"
Describe your feelings: "and I feel __________ ;"
Describe your desire: "Therefore, I would like __________ ."
or.
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 Describe the other person’s objectively
 Describe the impact of the person’s behavior on you
 Describe your feeling about the person’s behavior
 State how would you prefer the behavior to be in the future.

Example: "When you shout the effect is I am unable to work with you and I feel angry. Therefore, I would
like for you to stop shouting and tell me what you want.

Writing Application Letters

What is an Application Letter?
Application letter serves as introduction to yourself to your potential employer. It contains your background,
summarizes your knowledge and experiences and includes a few more details as to why you are qualified for the
job.
Your application letter expresses your intent to apply for a specific job in an organization, business or company.
You need to fit your skills with the company needs so your application letter gets to be read. (in other words,
specify your skills)
The opening paragraph of your application letter should capture the employer’s interest by stating you are the
person for the job.
Use the next two paragraphs convincing the prospective employer that you’re the person suited for the job.
Your closing paragraph (complementary close) should include an expression of thanks and your interest to be
interviewed for the position.
Restate your passion for the position you are applying for and include your contact information.
Remember: be sure that it is free from grammatical errors. Any mistake will have a negative impression
on you.
Parts of Application letter
1. Heading (your address) leave 2-3 space before you write the inside address
2. Inside address (To whom/ where the letter will be sent) leave another 2-3 space before you write the
salutation.
3. Salutation (greeting, acknowledgement) leave 2 spaces before you start to write the body of the letter.
4. 1st paragraph (desired jo/work)
5. 2nd paragraph (educational attainment)
6. 3rd paragraph (Internship/OJT)
7. Complementary close
8. Leave 3-4 spaces before you write your name and your signature
Ex. Sincerely, Laila Guanzon and then the signature

22 H Venture St.,
Diliman, Quezon City
Philippines

April 17, 2015

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Mr. Vincent Chua
Hiring Manager
Bank of the Philippines Islands (BPI)
12/F Ayala Life-FGU Center, Ayala Ave.
Makati City 1226

Dear Mr. Chua,

I am writing to express my interest for the position of Recruitment Assistant in your esteemed company.

Having recently obtained my Bachelor’s Degree in Business Administration major in Human Resource
Development Management (BSBA-HRDM) in the Polytechnic University of the Philippines (PUP), I wish to
bring my knowledge, skills and commitment to excellence to your company’s innovative environment.

As a Business Administration student, majoring in HR management, I’ve become equipped with the necessary
knowledge that come with the position including manpower recruitment, workforce organization, personnel
training and compensation as well as legal provisions and other labor concerns.

My internship at San Miguel Corporation also afforded me with the crucial skills to work with some of the best
professionals in the recruitment and human resources industry. Being a trainee has developed in me enthusiasm
and a true passion for human resources and has subsequently convinced me that human resource management is
my true calling.

For additional details regarding my qualification and expertise, please review my attached resume.

Thank you for taking the time to consider this application and I look forward to hearing from you.

Sincerely,

(signature)

Jessica Cenadoza

Preparing a Resume.
The word resume comes from the French word re’sume’ w/c means “summary” or “summarized”
Resume is a marketing document that captures your skills and capability.
Resume highlights your skills and strengths that will convince your employer of your fitness for the job.
It will tell your future employer that you are the most qualified and you got what it takes for the job.
An effective resume is judged on whether it gets you to be interviewed for the job.

Types Description Advantage Disadvantage Best Use Don’t Use if

Chronological Lists your work Easy to write. Calls attention to Emphasizes fast There are gaps in
Resume history in reverse Emphasizes employment career growth your work history
order, starting steady gaps, skills can and development when calling
with your current employment be difficult to in the same attention to your
or recent job and record. spot unless they career or the age could be
Employers like to name of a former problem, you
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working see job titles, are listed in the employer may be have change jobs
backwards. level of most recent job. significant to often or you are
responsibility and prospective entering the job
date of your work employer market for the
history. first time or after
a long absence.
Functional Focuses on skills No detailed work Deemphasizes a Emphasizes You want to
Resume and strengths history. Content spotty work transferable skills emphasize
important to may appear to history. Allow you have used in growth or
employers. Omits lack depth. you to highlight volunteer work, development or if
specific names, Dislike by many specific strengths paid work, or your duties and
dates and places. employers. It and transferable course work or responsibilities in
De-emphasize a makes them think skills that might you do not want recent job were
spotty work you maybe trying not be obvious to call attention limited
history. to hide your age, when outlined in to your age.
employment purely
gaps, lack of chronological
relevant order.
experience, lack
of career,
progression or
underemployment
Combination Blends the Shows off a Work history is To show of your Your experience
Resume flexibility and strong often on the skills developed is limited or there
strengths of other employment second page and throughout your are wide gaps in
two types of record with employer may work history your work history
resume upward mobility. not read that far. instead of
Shows how the specific positions
skills you have you have held.
used in the past Use when you
apply to the job are making a
you are seeking. career change
Emphasizes and names of
transferable skill former employers
may not be
obvious to
prospective
employer

Examples and Types of resume

1. Chronological Resume
A traditional resume, also known as a chronological resume, emphasizes your work history. It includes a
list of your work experience. For each job you have held, you include the dates you worked, the job title,
and the company. Most traditional resumes list work experience in reverse chronological order (with
your current experience first).
You should use a chronological resume when you have extensive work history that is related to the job
you are applying for. It is a good way to quickly show that you have related experience.
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2. Functional Resume

The main purpose of writing a functional resume is to hide the fact that you have imperfect work
experience, or because you’re transferring industries. If you’re reading this page, it’s because you’ve
had periods of unemployment, and you aren’t sure how to conceal them on your resume. You absolutely
must conceal those periods of time, or hiring managers will think that you are a high-risk hire.
If you have periods of unemployment, you must explain those gaps on your resume. The ultimate goal
of a functional resume is to make the hiring manager think your work experience is as “normal” as
possible.
When to use functional resume?
 Functional resumes are ideal for people who do not have lots of work experience related to the job
they are applying for. If you are switching careers, are new to the field, or have gaps in your
employment, consider a functional resume.
 Also, if you frequently change jobs, you might also consider a functional resume. This helps you
avoid highlighting the fact that you have not stayed at one job for very long.
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3. Combination Resume
A combination resume lists your skills and qualifications first. Your employment history is listed next, in
reverse chronological order (beginning with your current or most recent job and then working back
through earlier positions). When you use a combination resume you can thus showcase the skills you have
that are relevant to the job you are applying for while also providing the work history that employers
expect to review.

There are several benefits to this resume format. The layout first captures the attention of the employer or
recruiter by highlighting key skills and capabilities of the applicant in a “qualifications summary,” and then
supports this introductory section with an account of prior work experience.

It can be especially effective, in this format, to divide the descriptions of your work experience into “Related
Work Experience” and “Additional Professional Experience” sections. This allows you to focus your reader’s
attention on your most relevant experience while at the same time providing a complete work history.
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Writing Office Correspondence

Correspondence- Any written or digital communication exchange by two or more parties.
It may come in the form of letter, emails, text messages, voicemails, notes or post cards, fax, memos
(memorandum).

Difference between memos and emails and letters

Memos- is written for the same workplace
-have title lines
-shorter than letter since it is direct with a few details
-used to convey information, decisions or make a request. It should be written in a clear and simple language.
- maybe used to make a request, announce an upcoming meeting, communicate some important facts.
-make sure to send copies of the memo to anyone involved and affected by it.

Letters- send to people outside the company

-don’t have title lines

Emails-less formal version of letters and memos

Purpose of office correspondence

 serving a notice to the office personnel,
 serving a notice to the individual person,
 serving an order either to the entire department or to the individual employee in the office,
 serving an instruction to the department or to the individual working in the department.
Standard memos are divided into segments
 Heading segment
 Opening segment
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 Context
 Task segment
 Discussion segments
 Necessary attachment
Classification or Types of Correspondence

1. Internal Correspondence: Internal correspondence refers to correspondence between the individuals,

departments, sections and branches of the same organization.

Internal correspondence is a written communication between the employees, units, departments, and branches
of the same organization. Internal correspondence can either be formal or less formal. Routine internal
correspondence is usually less formal, such as quick instructions between a supervisor and a staff, and these are
normally in the form of email.

There are other more formal types of internal correspondence which include promotion letter, written
reprimand, notice to explain, memorandum, formal requests for approval, and letter of approval or dismissal.
These types of communication are ideally printed on paper, signed by the sender, and physically received by the
recipient.

2. External Correspondence: It refers to correspondence made with outsiders of the organization who are
individuals, customers, suppliers, banks, financial institutions, money lenders, government departments,
educational institutions, charitable trust and the like.

External correspondence takes place between different organizations, or between an organization and their
individual clients. This is a form of written communication made by a company to those who do not belong to
their organization.

External correspondence is commonly made to vendors, creditors, suppliers, existing customers, prospective
clients, financial institutions, government offices, law and accounting firms, business affiliates, sponsors or
donors, and other offices that have either direct or indirect business relationship with the company.

3. Routine Correspondence: Routine correspondence refers to correspondence on routine matters like inquiries,
acknowledgements, replies, orders, invitations and appointment letters.

4. Sales Correspondence: It refers to correspondence relating to sales. They are sales letters, sales reports,
invoices, offer and discount letters, statement of accounts, confirmation of order, collection letters, delivery
letters, debit and credit notes letters and the like.

Sales correspondence refers to sales-related communications. It is not limited to just selling a product or service,
but it also includes other activities relating to sales. Sales correspondence include marketing letters, offer and
discount letters, sales proposals, invoices, statement of accounts, sales reports, order confirmation, purchase
orders, letters of authorization, collection letters, and such.

For the purpose of selling, it is important to know how to write quality sales letters to be able to communicate
effectively. Also, marketing and offer letters should reflect truthful and non-misleading information. Other
kinds of sales correspondence — such as invoice, purchase orders, and collection letters — must contain
accurate information.
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5. Personalized Correspondence: Emotional factors are responsible for personalized correspondence. The letters
relating to requesting, granting or refusing co — operation, favour, letters intimating gratefulness, appreciation,
congratulation or commendation, letter of introduction or recommendation of an individual, letters of sympathy
or censure and the like are termed as personalized correspondence.

Personalized correspondence involved personal and emotional factors. Despite being labeled as “personalized”,
this type of correspondence can also be used for business purposes. Examples of personalized correspondence
include letters of gratitude, letters of favours or requests, appreciation notes, letters of congratulations of
commendation, and such.

This particular type of correspondence doesn’t need to have a very formal tone. Though this can be done via
email, writing an actual, physical letter is more preferable because it has a sense of personal touch. You may use
a regular office paper for this, or perhaps a personalized yet cheap note pads, or a greeting card for a certain
purpose (e.g. Thank You card, Congratulations card, etc).

6. Circulars: A common matter is communicated to a large number of persons or firms. They treated as circulars
and/or notices change of address, change of telephone numbers, opening of a new branch, introduction of a new
product and product line, notices regarding meetings to shareholders, debenture holders, depositors, financial
institutions and the like are the example of circulars. These are cyclostyled, duplicated or printed.

The Significance of Written Communication

Business correspondence is an essential tool for the day-to-day operations of a company. It helps people within
an organization communicate with each other efficiently. It also helps an organization transact and maintain a
good professional relationship with their business partners, customers, and other organizations.

It is important that we know how to communicate in writing effectively, both in actual and via email.
Maintaining professionalism, choosing the right words, and staying courteous and sincere when communicating
will make a big impact on your business image.

Parts of Office Correspondence

Heading segment (follows the general format)

DATE (complete and current date)

TO: (Readers name and Job titles)

FROM: (your name and job title)

SUBJECT: (what the memo is about)

Opening segment-the purpose of memo is usually found in the opening paragraph which include the purpose of
the memo, the context and problem and the scientific assignment or task. Introduction should be brief and should
approximately the length of a short paragraph.

Context- is the event, circumstance or background of the problem you are solving or the information you are
disseminating.
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Task segment-one essential portion of memo is the task statement where you should describe what you are doing
to help solve the problem. If the action was requested, your task maybe indicated by a sentence opening like,

Discussion segment- if the purpose of the memo is to convey decision or recommendations you may include the
discussion segment.

-It is the longest part/portion of the memo.

-include all the details that support your ideas

-begin with the most important information means start with the key findings or recommendation.

-start with your most general information and move to your specific/supporting facts. (from the strongest to the
weakest)

- Include strong points and evidence to persuade your readers to follow your recommendation action.

Necessary attachment- make sure you document your findings or provide detailed information whenever
necessary. You can do this by attaching list graphs, table etc. at the end of your memo.

Ex.1. (Interoffice memo)

DATE :Mr. Chris Evans, Supply Officer

FROM :Mr. Van Helsing, Purchase Officer
SUBJECT : Purchase of Office Chairs

As desired, the order for the supply of 500 office chairs has been placed with Whitegold Furniture Mart,
16 Road Street, Cebu City. The chairs will be supplied in two lots of 250 each on 26-30 August 2018.

Ex. 2.

DATE : July 9, 2018

TO : Johanna Cortez, Marketing Officer
FROM : Jamie Foxx, General Manager
SUBJECT : Export of Mango Jam and Candies

The undersigned has visited the manufacturing plans in Guadalupe and discussed with the production
heads the possibility of increasing production for export in other countries. They see no problem in doing so.
However, they would like an estimate of the demand for our products before taking any action to increase
production.

You are requested to contact our agents quickly and let me know the estimates by the end of August.
For compliance.

(Signature)
JAMIE FOXX
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