West Visayas State University: Janiuay Campus

West Visayas State University
(Formerly Iloilo Normal School)

JANIUAY CAMPUS
(Formerly Janiuay Polytechnic College, Don Tiburcio A. Lutero National
Comp. High School,Janiuay Nat’l Comp. High School, Janiuay National
Vocational High School, Janiuay High School)
School of Teacher Education
Janiuay, Iloilo, Philippines
*Trunkline: (063) (033) 317-1894 *Telefax No:
* Website: www.wvsu.edu.ph*Email Address: janiuay@wvsu.edu.ph
Technical Writing (ELE 205)
CHAPTER 6- Technical Report
Lesson 1
What is a Technical Report?
Learning Targets
The students must have

a. defined what technical reports are.
b. familiarized with the characteristics of technical reports.
c. performed the activities applying the ideas learned.
Concept Characteristics of Technical Reports
A technical report (also known as scientific report) is a document that describes the
process, progress, and/or results of a technical or scientific research or the state of a technical
or scientific research problem. It might also include recommendations and conclusion of the
research.
Manalo &Fermin, 2009 defines a technical report as a useful information about a
complete program of work for reference and permanent record.
Cervera, 2009 stresses that a technical report is an easy guide for students and
professionals alike in their field of studies. It provides steps, mechanics and guidelines, varied
types, and technical formats to ensure better progress of any given work/s.
At present, technical reports are a major source of scientific and technical information.
They are prepared for internal or wider distribution by many organizations, most of which lack
the extensive editing and printing facilities of commercial publishers. They are often prepared
for sponsors of research projects.
Steps to Consider in Writing a Technical Report
The steps are better understood through these representative letters: PTAT (Cervera,
2009)
P-purpose – defines the intention of the report and what it will accomplish.
T-type – determines the type of report to write. (i.e. feasibility, progress report, instructions,
technical background report, and others.)
A-audience – identifies the group of people for whom the report is written and the
circumstances in which this report is needed.
T-topic – decides what specific subject to write on.
Characteristics of a Technical Report

The characteristics of a technical report use the acronym DRAFTING (Cervera, 2009)
D-Documentation – All borrowed information of the reports from all sources must be
properlydocumented.
R-Realistic Situation – The report must be defined for an authentic condition or
circumstance.
A-Audience Centered – The report must deal with facts and should go into details.
F- Factual Detail
The report must deal with facts and should go into details.
T-Technical- The report must be concerned with technical accuracy of information.
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I-Information Based Sources – The report should make use of information sources. These
may include not only books and articles that can be found in libraries but also technical
brochures, interviews or correspondence with experts, as well as first-hand inspections.
N-Neatly Typed Communications – The report should use the format for headings that is
required for the course. The technical report uses a rather involved format including covers,
binding title page, table of contents, list of figures, transmittal letter, and appendixes, and it
should be typed or printed out neatly.
G-Graphical – The report should have graphics to illustrate the point and establish the facts of
the study.
Tasks/ Activities
I. Give at least 3 definitions of technical report from different sources other than those
previously mentioned.
II. Identify the characteristics of technical report as described.

_______ 1. Use of tables to show results to augment written ideas and simplify complicated
_______ 2. Use of clear and accessible format in conveying technical information
_______ 3. Skillfully and accurately written with technical accuracy of information
_______ 4. Sources of ideas are duly recognized and identified
_______ 5. Written reports are defined for a specific group of readers
_______ 6. Deals with detailed facts taken from reliable sources
_______ 7. Information used came from varied reliable sources including interviews with
experts and direct experience
_______ 8. Resembles the actual truth about life or of a circumstance
_______ 9. Communicates complex ideas in an accessible manner using standard formats
_______ 10. Documentation is needed for a reliable report.
III. You heard news about fire outbreaks in wide forest in some parts of the world you
plan to write a technical report about the incident. Identify the steps to consider in
writing your report.
Purpose:
Type:
Audience:
Topic:
Assessment
Discuss the following:

1. Why is it necessary to familiarize yourself with the characteristics of technical report?
2. What benefits would you gain if you put in mind the steps in writing technical reports?
3. Write your own definition of technical report based on the given meanings.
Lesson 2
Types of Technical Reports
Learning Targets

a. familiarized with the different types of technical reports
b. explained differences and similarities of technical reports
c. discussed thoroughly the parts and components of a research report
d. written a technical report following the given format
Concept Types of Technical Report
There are many types of technical reports depending on the needs of the office or
organization. Whatever report is prepared, a mastery of the techniques of technical writing and
an acquaintance with some widely used types of reports is needed.
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1. Formal Report – is a conventional report which includes all or almost all the parts like the
cover page, title page, table of contents, list of figures, abstract, headings, quotations,
listings, equations and formulas.
2. Informal Report – is a short type of report which does not bear the same parts of the
formal report. Specific examples are form reports, letter reports and those which are
designed for circulation within an organization. If the report provides an abstract, it usually
appears to be in a one-page text with the title and the author’s name on it.
3. Memorandum Report – it is an informal written reminder or an informal written note of a

transaction or proposed instrument which is usually a brief communication written for
interoffice circulation. It is a communication that contains directive, advisory, or informative
matter (Merriam-Webster’s Dictionary, 2006).It usually contains the date, memo no. and
series no., names to whom the memo is addressed, sender and the subject.
Parts of a Memo (Cervera, 2009)
1. purpose/reason (I am writing because…)

2. content (The facts are as follows…)
3. proposal (I will or I propose that…)
4. technical style (margins should be one inch all around and left justified using block-
style paragraphs and single spacing unless the memo is very short.)
Memos are concise and focus on a single purpose. If more topics are to be discussed, a
separate memo for each is needed. Lists and heading are used to highlight important items.
4. Bulletin – is a brief public notice or brief news item issued usually from an authoritative
source which is intended for immediate publication or broadcast. Furthermore, Manalo &
Fermin 2009 stated that this is used for both internal and external communications. It
presents information of more permanent value than memoranda and is distributed to a
significant number of readers to warrant its reproduction in quantity. It is commonly used to
inform readers about personnel changes and policies.
5. Letter Report – is a report that has physical properties of a business letter but may vary as
to its characteristics like the subject, purpose and reader, in informal letter reports,
information is written when it involves communication between organizations where
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familiarity of membersare established. On the other hand, a formal letter report is written
when there is unfamiliarity between and among the members of the organizations.
6. Booklet – is a little book similar to a pamphlet which is primarily designed to inform. The
contents are not longer than three pages. It must be appealing and interesting to look like a
book.
7. Short Report – is a brief report that usually comes in a limited scope. It can be presented in
a formal or informal manner. Usually, the informal report consists one to three pages while
the formal report may take up to ten pages.
8. Abstract – is a summary of points (as of a writing) usually presented in skeletal form. An

abstract, concentrates on the essentials of a larger thing or several things about the subject
matter. This may include the purpose of the project or report, methods or procedures used
and the general findings and conclusion. The abstract can serve as the “eye opener” for the
reader to know the condense form of the report. This includes the two types, namely:
a. Descriptive Abstract – this is written briefly and concisely. This type concentrates with a
little information about the subject being studied.
b. Informational Abstract - this is a detailed presentation of information regarding the
study. It includes significant materials pertaining to background and
essential parts of the report.
9.Proposal – a proposal defines a problem and the means to solve it. The solution is the meat
of the proposed work. It communicates clearly all aspects of proposed program, plan or
technical report. To be effective a proposal must contain the essential elements of a good
study. It is considered a sales tool. It is a communication that attempts to sell an idea,
concept, pieces of equipment, a complex system, or a service. What makes it a proposal is
that it asks the audience to approve, fund or grant permission to do the proposed project. It
may contain other elements like:technical, background, recommendations, results of surveys
and information about feasibility.
Characteristics of a Proposal (Manalo &Fermin, 2009)
1. It is a written offer to solve a technical problem. It describes in detail the design or plan
proposed together with some alternative designs or plans. This is called the technical
proposal.
2. It is a specified plan of management. It explains to the prospective client precisely how
the inter-project will be managed, tells who will manage it and suggests a time
schedule or the completion of the different phases of the project. This called the
management proposal.
3. It suggests a certain sum of money. This is the cost proposal. This part gives the cost of
labor and materials item by item.
Types of Proposals
1.Solicited Proposal – if a proposal is solicited, the recipient of the proposal, in some way
requested the proposal. Typically, a company will send out requests for proposals through
the mail or publish them in some news source. But proposals can be solicited on a very local
level: for example, he/she can explain to his/her supervisor might get interested and ask
him/her to write a proposal that offers to do a formal study of the idea.
2.Unsolicited Proposal – if a proposal is unsolicited, the recipient has not requested proposals.
This is sent to a prospective customer in the hope that the excellence of the idea or plan
proposed will result in a contract. This is sometimes made by a company if the idea or plan is
excellent enough to attract a potential client to buy the service or product being offered.
With unsolicited proposals, the recipient must be convinced that a problem or need exists
before one can begin the main part of the proposal.
3.Internal – if a proposal is written to someone within the organization (a business, a

government agency, etc.), it is an internal proposal. With internal proposals, writers may not
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have to include certain sections (such as qualification), or they may not have to include as
much information in them.
4.External – if a proposal is written from one separate, independent organization or individual

to another such entity, it is an external proposal. A typical example is the independent
consultant proposing to do a project for another firm.
Steps in Organizing a Proposal
In organizing the content of a proposal, it is important note that it is essentially for sales
or promotion. The following are the basic steps of making a proposal:
1. Introduce the proposal – telling the readers its purpose and contents.
2. Present the background – telling the problem, opportunity, or situation that brings about the
proposed project. Get the reader concerned about the problem, excited about the
opportunity, or interested in the situation in some way.
3. State what is proposed to do about the problem – telling what the plan is and helping the
readers take advantage of the opportunity, how to help them with the situation.
4. Discuss the benefits of doing the proposed project – stating the advantages that come from
approving it.
5. Describe exactly what the completed project would consist of, what it would look like, how it
would work describing the results of the project.
6. Discuss the method and theory or approach behind that method – enabling the readers to
understand how to go about the proposed work.
7. Provide a schedule – stating and including major milestones or checkpoints in the project.
8. List briefly your qualifications for the project – providing a mini-resume of the background
that makes one right for the project.
9. List the costs of the project – listing the resources needed to do the project
10. Conclude with a review – stating the benefits of doing the project.
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Sample 2. Schematic View of a Proposal
Introduction
Indicate the purpose and contents.

State the background of the project-the problem or
the opportunity that has brought this proposal
Proposal
Briefly state what it is that is being proposed to do
and not to do.
Benefits
Discuss the advantages of doing the project.
Procedure
Discuss how to go about the project and what
concepts or theories are involved.
Results
Describe how the finished product will look like, and
how it will work (include graphics, audience, contents, etc.)
Schedule
Provide a schedule; timeline or list of projects
(Estimate the number of days, weeks or months)
Qualifications
List down the organization’s qualifications
(education, degrees, certifications, etc.)
Costs and Fees

Itemize the costs for the proposed project.
(Break down other expenses.)
10. Progress Report - is a report written to keep in touch with the development of a certain
project. The report’s main objective is to present information about a work done on a
particular project during a particular period of time. It traces the development of a project
over a limited period, from the date of beginning until the date of writing. It is considered as
the most important link in overall communications system since it keeps most important link
in overall communications system since it keeps technical activities and their result
continually before the management or administrative group. This is an interim report which
may serve only to inform the one in charge of the work that the satisfactory progress is
being made, that the workers are earning their keep and value records for future references,
(Manalo and Fermin, 2009).
Parts of a Progress Report

1. It shows the most recent plans for the project;
2. It includes new developments as to what has been accomplished to date, special
situations encountered, problems met and other similar information; and
3. It provides future plans.
Functions and contents of Progress Reports
In a progress report, any or all of the following is explained:

 How much of the work is completed
 What part of the work is currently in progress
 What work remains to be done
 What problems or unexpected things, if any, have arisen
 How the project is going in general
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Progress reports have several important functions.
 Reassure recipients that there is on-going progress, that the project is going smoothly,
and that it will be completed by the expected date.
 Provide recipients with a brief look at some of the findings of the project.
 Give recipients a chance to evaluate the work on the project and to request changes.
 Give a chance to discuss problems in the project and thus to forewarn recipients.
 Force to establish a work schedule so that the project may be completed on time.
Format of Progress Reports.
The progress report can take the following forms:

A. Memorandum – is a short, informal report to someone within the organization.
B. Letter – is a short, informal report sent to someone outside the organization.
C. Formal report – is a long, formal report sent to someone outside the organization
Sample 3. Progress Report

(Organized by project tasks and time periods)
WORK COMPLETED
As of this time, I have completed almost all of the research work and am putting the sections of the
final report together. Here is a breakdown of the work that I have done so far.
Development of the Bottle

In the development section of my report, I have written a technical description of a typical PET soft-
drink bottle. It is very complete and gives the reader a good idea of what the product should look like
and able to accomplish.
Favorable Properties
The section of the report describing the properties of PET is finished. I have chosen four physical
properties that many raw materials containers are tested for, and I have shown how PET withstands
these tests.
Manufacturing Processes
For the section on manufacturing processes, I have done research to help me recommend one
particular product method for PET bottles. Here, I have described this chosen method and have
explained exactly how a plastic bottle is produced on assembly line.
Economics
I have finished work on half the economics section of this report. So far, I have written an economic
comparison of the use of plastic and glass bottles.
PRESENT WORK
Right now, I am mainly involved in determining just which areas of my report are lacking information.
Also, I am continuing my work in locating financial information on PET bottles.
Manufacturing Processes
In the manufacturing section, I am currently…
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Sample 4. Overall Appraisal Used as Conclusion to a Progress Report
OVERALL APPRAISAL
The project to recommend PET production is coming along well. I have not run into any major
problems and have found plenty of materials on this subject. However, I have not heard from Mr.
Simon Juarez of PET Mfg., who is sending information PET production methods used in several plants
in the Southwest.
I can foresee no major problems that will keep me from submitting my report to you on the contract
date. In fact, I may be able to get it to you a few days earlier than planned. In general, I am finding
that the PET bottle is an even more attractive packaging idea than had seemed in our earlier
discussions. Full details on this, however, will appear in the final report.
Sincerely,
Signature
STEVE C. MENDEZ
Process Engineer
C & S Engineering
Sample 5. Sample of Introduction to a Progress Report
I am now submitting to you a report on the progress that I have made on my research for your
company, Ginseng Cola. Immediately following the January 15 acceptance of my firm’s bid to study
the advantages of bottling your soft-drink product in plastic bottles, I began investigating all areas of
the project.
In the following sections of this progress report, you will be informed on the work that I have already
accomplished, the work I am now involved in, the work left to do, and finally an overall appraisal of
how the project is going.
11. Recommendation Report – refers to any report that contains a recommendation. Almost
all reports may contain a recommendation. The primary function of this type of report is to
persuade the reader to take a certain course of action. Recommendation report is the most
important type of job-related writing. It is a detailed report submitted to a reader or a group
of readers who are usually in a position of authority (supervisors, managers, department
heads, company buyers, elected officials, civic leaders) to endorse or reject the writer’s plan
or choose from among their recommendations.
Parts of a Recommendation Report:

1. Purpose of Report
2. Audience Considerations
3. Format
4. Report Sections (Introduction, Methodology, Summary of Secondary Research
Findings, Analysis of Survey Findings, Conclusions, Recommendations,
Closing)
5. Visuals
6. Recommendations and advantages
7. Appendices
Guidelines in Writing a Recommendation Report

1. analyze the problem given;
2. decide upon a proper course of action;
3. make forthright recommendation;
4. define instructions given to prepare a recommendation report; and
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5. volunteer recommendation
12. Research Report – is a kind of report that presents the findings of an investigation of
problems which developed from an unresolved conflict or situation. It makes use of one or
two of the research methods like the descriptive, historical, experimental with observation
and interview. The body of the report contains six main parts such as the introduction,
research method and procedures, results and findings, summary, conclusions and
recommendations. It may also include other components for every main part depending on
the institutional/organizational policies and standards.
Research Components
Introduction
 It is an introductory discussion of the problem or the rationale of the study.
 It begins with a sentence that cause impact on the reader.
 It should be developed with sufficient supporting statements from previous studies or
declarations.
 It ends with a clinching statement that because of the conditions or observation stated,
the researcher was prompted to conduct the present study.
Theoretical Framework and Conceptual Framework

 It provides an overall framework which can be useful in the data analysis.
 It presents a theory that states the connection of the problem and factors underlying it.
 It presents specific and well-defined concepts which provide the anchor of the study.
 It presents the schematic diagram which either shows the relationship of variable or the
flow of the study.
Statement of the Problem/Objectives of the Study

 It includes the main problem and the specific problems of the study.
 It provides the specific problems which should be vividly and explicitly expressed in
either interrogative or declarative form.
 It should be SMART, i.e. Specific, Measurable, Achievable, Realistic, and Time-bound.
Hypothesis
 It is based on the statement of the problem.
 A hypothesis is stated out of specific questions about significant relationship or
significant difference between or among variables.
Definition of Terms
 The terms have to be defined both conceptually and operationally or just operationally.
A term is conceptually defined if its meaning is taken from the dictionary, thesaurus or
other sources. It is operationally defined if its meaning is based on observed
characteristics and how it is used in the study.
 The order of defining terms should be alphabetical and only key terms have been
defined.
Significance of the Study

 It expresses the contribution of the study to the existing fund of knowledge.
 It explains the importance of the study to certain groups of people or agencies.
Scope and Limitations of the Study

 Scope means the parameters of the study as to content, participants, place and time
 Limitations refer to the constraints that have bearing on the results of the study.
Review of Related Literature
It is a critical analysis of related research and professional literature. Related research

refers to previous studies conducted, like theses and dissertations. Professional literature refers
to articles taken from books, journals, magazines, novels, poetry, and other sources.
 It is free flowing, not necessarily classified as foreign or local sources.
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 It ends with a synthesis of the review which is an expression of the bearing of the cited
researches to the present study; i.e. the similarities, differences, linkages, and the
contributions of the theories to the present study.
Methodology
Research Design
 It states the design of the study, i.e. descriptive, experimental or historical and the
specific type (examples for descriptive design are: survey, normative evaluative analysis;
example types for experimental design are: single-group, two-pair, parallel-group).
 It explains the appropriateness of the design to be used for the study.
Participants/Respondents
 It is a description of the participants, their characteristics, and the sampling technique to
be used to determine the sample size (without including the formula).
 As a guide, the term respondents/participants may be used within the text during the
discussion of results; for experimental design, the term subjects will be used.
Instruments
 These are the research instruments to be used in gathering data. They could be
questionnaires, checklists, or rating scales.
 The parts of the instrument should be explained.
 The researcher should mention whether the instrument is researcher-made or adapted.
 If it is researcher-made, an explanation of the validation process should be given.
Validation means testing for validity and/or reliability.
Data Gathering Procedure

 This is the step-by-step activity in gathering data.
 This subpart should mention the letters sent and the persons they are sent to, the
persons approached or interviewed and the agencies/ institutions visited, the procedure
of actual administration of research instrument, and retrieval of the same.
 Data Analysis
 The statistical tools to use in answering the research questions in Chapter 1 of the study
under Statement of the Problem are given, but the formula of simple statistical tools
may not be included.
 The level of probability either one or five percent is stated to determine the degree of
significance of the findings
 If a rating scale (with its verbal interpretation and qualitative description) will be used, it
should be included in this subpart.
Results and Discussions
Results – results will present the findings of the study. They will show the tabular presentation
of data if they include statistical treatment and other relevant results derived from the study.
Discussions – discussions will provide the necessary support regarding the findings of the
study. Previous and present findings from other sources may be reviewed in support or in
contrast with the study to give further weight on the findings.
Summary, Conclusion and Recommendation
Summary – is a comprehensive, description covering the main points about the study based
on the problem posed and the overall findings of the study.
Conclusion – is a brief description about the results of the study. This may be done in
accordance with the order of the findings of the study with incorporation of insights.
Recommendation – is the suggestion offered to give emphasis in the study. This may include
further suggestions for future studies and references.
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References – are the list of sources used in the study. This may include books, journals,
websites, unpublished works and other important and related sources cited alphabetically.
Appendices – are the supplementary materials usually attached at the end of a piece of
writing. This may include the questionnaire used, letter of permission to conduct the study and
other necessary documents that support the study.
Budgetary Requirements – are the lists of the estimated amount needed to conduct the
study.
13. Feasibility Study – is a technical proposal which describes the design or plan proposed,
sometimes including alternate plans and designs. It also offers a recommendation. It is a
managementproposal when it explains to the prospective client precisely how the entire
project will be managed, tells who will manage it and suggests a time schedule for the
completion of the phases of the project. It becomes a technical proposal when it attempts to
solve a technical problem (Manalo&Fermin, 2009)
Parts of a Feasibility Study
1. objectives of the project

2. analysis of the progress of similar studies conducted elsewhere
3. comparisons of the project with the previous ones
4. Plans (initial, actual, and future)
5. schedule of activities
Writing the Feasibility Report using the Project Cycle
1. An identification stage – the problematic situation that needs to be addressed by the

project is identified. The needs, goals and purpose of the project are broadly identified.
2. The planning and preparation stage – during this stage, alternatives for the project are
analyzed that will address or mitigate the identified problem. A project alternative is
selected and a feasibility report for this project alternative is produced which explains in
detail the rationale of the project will be implemented.
3. The appraisal or approval stage – the approval stage is the stage where decision-makers,
including financiers, determine whether or not the project will be implemented.
4. The implementation stage – in this stage, detailed designs are completed, and the project
facilities are built and commissioned. Supporting activities such as staff training are also
under way.
5. The operational stage – during the operational stage, detailed designs are completed, and
the project facilities are built and commissioned. Supporting activities such as staff
training are also under way.
6. The evaluation stage – during this final stage, the project is evaluated, and the lessons
learned are identified so that future projects can be improved accordingly.
14.Professional Journal – like any technical writing, the principles of reader analysis, logical
organization and clarity of expression must be observed. Publication of articles in a
professional journal may benefit the technical writers in many ways. Each publication is likely
to increase one’s circle or professional acquaintances. It may also have a direct effect on
one’sadvancement for many firms strongly encourage their employees to publish articles or
journals.
Below are the guidelines in writing a professional journal:

1. choose a subject;
2. select a journal;
3. write the article in suitable style; and
4. put the manuscript in proper form.
15. Laboratory Report – is a record of procedures and results of laboratory tests. It describes
the scope of a project, the equipment utilized, the procedures used, the results of tests, and
a conclusion and recommendation, (Manalo &Fermin, 2009)
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16. Technical Paper – is a research paper for professional journal or magazine. Technical
papers usually describe a theory or new development. They resemble technical reports in
most respects. The main difference lies in the fact that the audience for a technical paper is
wider and more diverse, (Manalo&Fermin 2009).
17. Program Plan – it is a structured outline of the task or activity to be done depending on
the length of time specified. It also shows the order of activities corresponding to the
projected period. This will provide a well-planned technical report.
Sample 6. Proposed Yearly Production Program Plan
Production figures Year 1 Year 2 Year 3 Year 4 Year 5

No. of farmers 200 400 550 700 800
No. of field officers 5 6 7 8 9
avg area under product A(ha) 1.50 1.55 1.58 1.60 1.60
avg yield product A (kg/ha) 1’000 1’000 1’150 1’200 1’220
% of product A delivered to project 80% 85% 88% 90% 90%
Total volume product A (raw material) (t) 240’000 579’700 879’428 1’209’600 1’405’440
avg area under product B (ha) 0.50 0.60 0.65 0.70 0.72
avg yield product B (kg/ha) 600 700 750 780 800
% of product B delivered to project 60% 70% 80% 85% 90%
Total volume product B (raw material) (t) 36’000 117’600 214’500 324’840 414’720
18. Technical Specifications – these are descriptions of products or products requirements.

More broadly, they can provide details for the design, manufacture, testing, installation, and
use of a product. They describe the key technical characteristics of the item. But
specifications are also written as a way of “specifying” the construction and operational
characteristics of a thing. They are then used by people who actually construct the thing or
go out and attempt to purchase them. In writing for specifications, accuracy, precision of
detail, and clarity are critical. Poorly written specifications can cause a range of problems and
lead to lawsuits.
Sample 7. Product Specifications (3-IN-1 Laser Presenter)
Features:
 Laser pointer with remote page up and down control.
 Ball point pen. No software download required.
 USB connection, plug and play compatible
 No PC programming required.
 Supported operating system: Windows 2000/XP/Mac OS 9.0 above
 Remote page controller allows to control Microsoft
 PowerPoint or Word up to 15 meters away
 Light weight and compact design for easy carrying.
 Powered by 4 LR 41 batteries, provides up to 1 hour of burn time
19. Oral Report – this is a kind of oral presentation that requires immediate feedback and
clarification. It basically includes the oral communication skills which serve as tools for
effective communication to a desired audience. This topic also provides principles and
guidelines necessary for any related technical situations.
Tasks/Activities
I. Identify the type of report described in each item.
_______ 1. An inter-office document that contains directive and advisory that focused on a
single purpose.
_______ 2. A technical report that is persuasive and offers solution to a technical problem.
_______ 3. An informational report which presents information about work done in a particular
project on a specific period of time.
_______ 4. The purpose of this type of report is to convince readers to take a course of action
or persuade readers to action.
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_______ 5. A kind of technical report which deals with an unbiased investigation of a problem
in a systematic and scientific manner.
________6. An oral presentation that requires immediate feedback and clarification. It
requiresoral communication skills for effective communication.
_______ 7. This technical proposal describes a proposed plan or design and is made
todetermine whether or not a project is likely to succeed or will be economically
viable.
________8. It has a physical characteristic of a business letter but varies in subject, purpose
and reader.
________ 9. A brief notice to public or a brief news item coming from an authoritative source.
________ 10. A summary of points presented in skeletal form. It includes purpose of the
project, procedures used and findings and conclusions.
II. Identify the parts of a Research Report and discuss the components of each part.
Assessment
Choose one writing activity from the given list. Strictly follow the format we agreed in
preparing your outputs.
A. Feasibility study
Study a problem in a college you belong. The problem should be a situation that
requires either a change in procedures or new equipment. Investigate at least two alternative
solutions to this problem. Then, write a feasibility study in which you evaluate the solutions,
and recommend one of them.
B. Recommendation report
This assignment requires a visual inspection of a rest room in your college. The selection
of which room is up to you, but you must inspect the room on a regular school day.
Observation or inspection requires that you examine the area under existing conditions. Make
no attempt to control or fix the situation. Record what you see, hear, smell, and so on.
Inspect the following: sinks, doors, walls, ceilings, floors, toilets/urinals, mirrors and
light fixtures. Take notes on the need for repairs and maintenance. Record the need for more
equipment or more cleaning. In addition, observe the number of users during your inspection.
Interview at least one person, either someone using the room or a maintenance worker, and
include that person’s comments in your investigative report. You do not have to recommend
specific changes in this report, but you may include an overall assessment of the need for
changes. Address your investigative report to the director of Building and Grounds Office.
C. Progress report
Write a progress report for a project you are doing in a particular class. Report your
progress as of the midpoint in your project. Address the report to the instructor of the class,
and say that you will submit another progress report when the project is nearly complete.
D. Proposal
Construct a proposal draft using the examples below
1. Create a new campus club or organization
2. Create a peer tutoring arrangement or study group designed to enhance students’
performance in your course
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Lesson 3
Principles of Oral Presentations
Learning Targets

a. discussed guidelines for effective oral presentation
b. designed and submit oral presentation observing the principles and guidelines
c. presented prepared oral presentation to the class (if time permits in the future)
Concept
Oral presentations have become a useful and effective way to increase students’
awareness of communication skills. Oral presentation simply involves explaining something to
an audience. Its effectiveness depends on the quality of information presented as well as the
method used in presenting it
The following are the principles to be observed in oral presentations.
1. Get audience’s attention – every audience will give the speaker about two to three
minutes to hold attention. Plan the speech so that it possesses a special “twist” that will
cause the audience to regard it as unexpected.
2. Make people feel, not just think – it is easier to engage the audience’s emotion first, and
then to present arguments and support them in a logical and rational fashion.
3. Make mental pictures – use words that paint pictures and make pictures in the mind that
feeds fuel to the emotions and lends support to belief.
4. Familiarity breeds belief – people are generally drawn towards the familiar and distrustful
of the unfamiliar.
5. Personalize whenever possible – take great care to single out one specific person or
object.
6. Stress the practical side of things – speeches which call for some theoretical
explanations must be done briefly and immediately and move on to its practical side.
7. Let the audience know the speakers and let the audience generalize. Speakers should
use themselves as example.
Guide Questions in Preparing for Oral Reports

1. Who are my audience? How big is my audience?
2. What is the general age of people in my audience?
3. Are the sexes evenly distributed?
4. What is their educational background?
5. What cultural-ethnic backgrounds are represented?
6. How Knowledgeable are they about my topic?
7. What special knowledge do I possess?
8. What special knowledge do they possess?
9. What attitudes, values and beliefs are strongly held by the audience?
10. Do I share any of these?
11. What is my audience’s possible attitude towards me?
12. What is my audience’s possible attitude towards my subject goal?
13. What is the purpose of my speech?
14. Does my audience know my purpose?
In view of effective oral communication, presentations will be meaningful if the use of

visual aids may be incorporated during the whole presentation. This includes planning before,
during and after the presentation. Effective use of visual aids may also give additional points in
the delivery.
Guideline for Planning an Effective Oral Presentation

1. Select a topic interesting to your audience (if the topic is not predetermined).
2. Determine the purpose (what the audience will gain or do).
3. Identify major points and locate information to support them.
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4. Develop a strong opening and closing.
5. Arrange for a proper introduction.
Guidelines for Delivering an Effective Oral Presentation

A. Before the Presentation
1. Prepare thoroughly to minimize natural nervousness.
2. Prepare effective presentation aids to increase impact.
3. Prepare easy-to-read notes to prompt recall of the next point.
4. Practice to identify organizational flaws or verbal stumbles; do not rehearse until
delivery is mechanical.
5. Request a lectern to steady hands but not hide behind.
6. Insist on a proper, impressive introduction.
7. Dress appropriately to create a professional image.
8. Arrive early to acquaint with the room and to check last-minute details.
B. During the Presentation

1. Use clear, articulate speech, and proper pronunciation.
2. Avoid annoying verbal fillers and other annoying speech habits.
3. Maintain steady eye contact with the audience.
4. Smile genuinely and use gestures naturally to communicate confidence and warmth.
5. Watch your audience for vital feedback and adjust presentation accordingly.
6. Handle questions from the audience politely.
7. Keep within the time limit.
C. After the Presentation

1. Be prepared for a question-and-answer period.
2. Distribute handouts.
 Distribute handouts as needed to avoid distractions.
 Direct the audience’s attention to the appropriate handout.
 Allow audience to pick up handouts at the end which are not needed during the
presentation.
 Be sure handouts are as professional as other visuals and fit your delivery style
and content.
Guidelines for Effective Use of Visual Aids
1. Design visual with high impact:

 Limit the number of visuals to avoid overload.
 Include only one major idea that the audience will remember.
 Keep design concise, simple, error-free and readable.
 Double-check to insure visuals are fit into the presentation.
2. Maintain eye contact with the audience and raise voice slightly when using a visual.
3. Paraphrase rather than read the visual line by line.
4. Step to one side so the audience can see the visual clearly.
Tasks/Activities
Answer the following questions briefly:

1. What skills are needed and what individual qualities must be developed in order to have a
successful oral presentation?
2. How can visual aids enhance the presentation?
Output
Prepare an oral presentation on any of the report you prepared in Lesson 2 (Feasibility
study, Recommendation Report, Progress Report). Keep soft copy of your presentation for
future use and submit the printed copy. Observe the guidelines and principles of oral
presentation.
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CHAPTER 7- Visual Aids
Learning Targets
a. discussed the different types of visual aids and their uses
b. differentiated tables from graphs
c. illustrated data in a graph or table
Concept Use of Visual Aids in Oral Presentation
The visual aid simplifies, clarifies, or emphasizes information right away. Since the same
information can be presented in a chart, table, or graph, a writer needs to match the
information to the appropriate graphic aid and incorporate in the report by typing it closely to
the discussion. The following text discusses a few principles that make visual designs look
interesting.
Tables
Tables are the most frequently used graphics in a report. It presents quantitative and
qualitative information in rows and columns, and clarifies information in just a small space.
When using tables, as seen in table 1, the writer should:
1. provide a clear heading for each row and column;
2. place titles and labels at the top of the table;
3. arrange items in a logical order; and
4. use N/A (not available) for missing data.
Figures
Charts or Graphs are means of visual presentation using numerical quantities establish
relationships of trends and numerical quantities may be understood will.
Diagrams. Are essential to device and process descriptions, instructions and
specification. Each part of the device must be labeled by name. Technical audiences are usually
well-experienced in reading diagrams. Engineers, business people, scientists, architects, use
schematic diagram to show electrical or mechanical connections in a series of computerized
systems.
Graphic aids are variety of graphic devices which can be informative and dramatic. It
may be useful if the use of figure is necessary, it conveys information more effectively than a
prose form, and it is the best means to be used for the purpose of the writer.
Graphic aids communicate facts to the reader with more precision. They should appear
immediate after or near the explanation if they are essential to the discussion. They usually
accompany reports or other printed information.
VISUAL AIDS IN ORAL PRESENTATIONS
Types of Visual Aids
 Posters. Posters can take many different forms. They can be pictures mounted on
heavy paper, or diagrams, charts or graph. Charts or graphs are especially useful when
the writer wants to show their audience the numbers or statistics in comparative ways.
The visual display of these numbers can have a stronger impact on your audience than
mere words.
 Objects or models. Sometimes, showing the audience the actual object being talked
about is the best idea. Models are simply three dimensional, scale down replicas of
something (like a building, a car, and so on) and are handled like objects in a
presentation. Objects or models have the advantage of being very interesting. However,
some objects or models can be difficult for everyone to see; others are too big or
inappropriate to bring into a presentation room. For example, it might be most useful, if
demonstrating how to mount a horse properly, to have an actual horse handy, but it is
hardly appropriate to bring one into a school room.
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 Videos. A short clip from a video can be an effective visual aid. The presentation room
must be equipped with a monitor mounted for group viewing and one must be able to
attach easily the video player to the monitor if this is not yet done.
 Presentation software. Many software programs now exist which allow a speaker to
use a computer and a viewing screen to help present information. Most often, the
“frames” are like slides created on a computer and contain textual reminders of the
outline of main ideas in the speech and sound effects to go with frames. Using such
presentation software is exciting because it is still considered a leading edge. Also, a
presenter who becomes comfortable with using such tools, will rely much more heavily
on available materials which he or she can use in the future.
 Handouts. Handouts are materials on paper which are given out to each person in the
audience. Some presenters like to give out an outline of their own speech or key ideas
so that the audience will not feel like they have to take notes during the presentation.
Another use of handouts is to give the audience a chance to examine an information in
one’s speech (like a letter written to a business person or to the editor, but the speaker
does not want to talk about or read it in detail.
Tasks/Activities
I. Exercises on visual aids in oral presentations
1. The following statistics are based on data from three colleges in a university. They give
the number of applicants to each college over five years.
 In 2008, College of Business and Accountancy received 2,341 applications for admission;
College of Hospitality Management received 3,116, and College of Engineering 1,807.
College of Hospitality Management received 2,615, and, College of Engineering 2,112.
2. Illustrate these data in a line graph, a bar graph, and a table. Which version seems most
effective for a reader who
(a.) wants exact figures,
(b) wonders how overall enrolments are changing, or
(c) wants to compare enrolments at each college in a certain year?
Assessment
1. Create a write up about the chart or graph you made in the number of applicants on
the three colleges from 2008 to 2012. Interpret your graph or your table. Do not start
with …The table shows… or the graph is about… Start with an interesting introduction,
followed by the explanation and a conclusion.
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CHAPTER 8 - Business Letters
Learning Targets

a. explained the importance of knowing how to write business letters
b. discussed the characteristics of effective business letters
c. written various types of interesting and effective business letters
Concepts Characteristics of Business Letters

Types of Business Letters
Writing for a business audience is usually quite different from writing in the humanities,
social sciences, or other academic disciplines. Business writing strives to be clear and concise
rather than creative; it stresses concreteness and accuracy. This distinction does not make
business writing superior or inferior to other styles. Rather, it reflects the unique purpose and
considerations involved when writing in a business context.
When writing a business document, writers must assume that their audience has limited
time in which to read it and is likely to skim. They want to know the “bottom line”: the point
you are making about a situation or problem and how they should respond. Business writing
varies from the conversational style often found in email messages to the more formal, legalistic
style found in contracts. A style between these two extremes is appropriate for the majority of
memos, email, and letters. Writing that is too formal can alienate readers, and an attempt to be
overly casual may come across as insincere or unprofessional. In business writing, as in all
writing, writers must know their audience.
In most cases, the business letter will be the first impression that the writers make on
someone. Though business writing has become less formal over time, writers should still take
great care that the letter’s content is clear and has been proofread carefully.
Letter Appearance
The content of a letter is very important and form is also necessary if the letter is to be
effective. Good appearance requires that the materials used for the letter be of good quality.
 The letter must be typed on white paper of high quality, 8 ½ by 11 inches in size, and
of 20 or 24-pound weight.
 The margins and overall layout of the letter on the page be pleasing to the eye, left side
1” or 2.15”; right side – 1”; top margin – 1” and bottom margin – 1”
 The spacing and arrangement of the elements be in accord with accepted conventions
of good taste.
 The letter must be legible.
 Typing should be done on only one side of the paper.
 Font: “Times New Roman” or any ‘Sans Serif’ type case, Font size: 11-12
 Clear, concise and grammatically correct language should be used.
 Spelling should be accurate
Parts of a Business Letter

The various elements of a business letter are listed in the order of their occurrence.
Notice that the asterisked items are essential elements of any letter regardless of style.
Unmarked items may or may not be included depending on general style.
 Heading – contains the complete address of the sender and the date the letter is
written. This may be used in glace of the letterhead.
 Letterhead – contains the company’s name and logo which is usually positioned at the
top center of the page. Regardless of layout and design, a typical business letterhead
design contains all or some of the following elements: logo, full legal name of the firm
or company, full street address, area code, telephone numbers and e-mail address, and
other data such as telefax, website or cable references, and branch offices.
 Dateline – is an essential element of a business letter which indicates when the letter
was written. Three-line spacing after the last line of the letterhead is recommended as
standard format for most letters.
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 Reference line – contains file, correspondence, control, order, invoice or policy
numbers. It is only included in a letter when the addressee has specifically requested it
for filing purposes or for reference purposes. It is positioned one to four lines below the
date.
 On-Arrival Notations – can be either PERSONAL (the letter may be opened or read
only by the addressee) or CONFIDENTIAL (the letter may be opened by its addressee
and/or any other persons authorized to view such material). If special mailing notation is
included in the letter, on-arrival notation is positioned just below it. If either PERSONAL
or CONFIDENTIAL appears in the letter, it must also appear on the envelope.
 Inside Address – indicates the mailing information of the addressee. If a letter is
directed to a particular individual, it should contain addressee’s courtesy title and full
name, addressee’s business title, is required, full name of the addressee’s business
affiliation, and full geographical address. If a letter is addressed to an organization in
general, it should contain full name of the firm, company, institution or corporation,
individual department name, and the full geographical address are also required. The
inside address is placed about three to eight lines below the date.
 Attention line – if the writer wishes to address a letter to an organization in general
but also to bring it to the particular attention of a particular individual at the same time,
this element is included. Attention line is typed two lines above the salutation.
 Salutation – is typed two lines beneath the last line of the inside address or two lines
below the attention line if there is one. Most commonly used salutations: Gentlemen;
Dear Mr. (Ms., Mrs., Miss, Dr. and Professor); Dear Sir; or Dear Madame. High-level
personages salutations include: My Dear Justice Palma; Your Excellency; or, Reverend
and Dear Father. For married couple: Dear Mr. and Mrs. Soledad; Dear Dr. and Mrs.
Soledad; or Dear Dr. and Mr. Soledad
 Subject line – gives the gist of the letter. It is worded concisely and to the point. It
should not be so long as to require more than one line. And it should serve as an
immediate point of reference for the reader. It is positioned two lines below the
salutation.
 Message – is also called body of the letter. It should begin two lines below the
salutation or the subject line. Paragraphs are single-spaced internally and a double-
space separates paragraphs. If the letter is brief, it may be double-spaced throughout.
 Complimentary close – this is typed two lines below the last line of the message.
General Tone and Degree of Formality
1. Highly formal – usually used in diplomatic, governmental, or ecclesiastical

correspondence to show respect and deference to a high-ranking addressee
Respectfully yours, Respectfully, Very respectfully,
2. Politely neutral – usually used in general correspondence
Very truly yours, Very truly, Yours truly,
3. Friendly and less formal – usually used in general correspondence
Most sincerely, Very sincerely, Sincerely yours, Yours sincerely, Sincerely
4. Most friendly and informal – usually used when writer and reader are on a first-
name basis
As ever, Best wishes, Best regards, Kindest regards
5. British – Yours faithfully, Yours sincerely,
 Signature block – indicates the writer of the letter. It is typed at least four lines below
the complimentary close. The first line of the signature block indicates responsibility for
the letter. Either the first name of the writer or the name of the organization may
appear on the first line of this element. The organization’s name is typed all in capital
letters, two lines below the complimentary close and the writer’s name is typed in capital
and lowercases at least four lines below the firm’s name.
 Identification initials – the initials of the typist and the writer are found in this
element. It is typed two lines below the last line of the signature block. Three capitalized
initials are used for the writer’s name and two lowercase initials be used for the typist
and they are separated by any of these symbols - /or: (e.g. GBP/ea or GBP;ea).
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 Enclosure notation – is typed one or two lines beneath the signature block or the
identification initials (if there is any). The abbreviated enclosure may be used (enc. Or
encl.) but the unabbreviated is preferred.
 Carbon copy notation – is now often called courtesy copy (cc) or Photocopy for (pc).
This is typed two lines below any other notations. This element shows the distribution of
courtesy to other individuals. Multiple recipients of copies should be listed in alphabetical
order and sometimes only their initials are shown.
 Postscript – is typically positioned two or four lines below the last notations. It is not
necessary to head the postscript with the abbreviation P.S. The postscript should have
the initials of the writer.
Different Parts of the letter
20
Qualities of Good Business Letters
Courtesy of Murphy, H. et all., Effective Business Communication, 2000.
A. CLARITY
Clarity means getting the message across so the reader will not misunderstand what the
writers are trying to convey. The writers want the readers to interpret the words with the same
meaning of what they are trying to convey. Accomplishing that goal is difficult because
individual experiences are never identical, and words have different meanings to different
persons.
Short, Familiar, and Conversational
The section on conciseness has already emphasized that good writing eliminates trite
and wordy expressions. Omitting these expressions usually helps not only conciseness but also
clarity. Here are a few technical words and the synonyms a layperson is more likely to
understand:
Technical Jargon Expressions Familiar to the Layperson
abstract history of the property
annual premium annual payment
assessed valuation value of property for tax purposes
charge to your principal increase the balance of your loan
maturity date final payment date
per diem daily
Effective Sentences and Paragraphs
Arranging the words in well-constructed sentences and paragraphs is also an important

task that requires adaptation to the reader. The writers must aim for unity, coherence, and
emphasis.
1. Unity
In a sentence -- whether simple, complex, or compound – unity means the writers have
one main idea, and any other ideas in the sentence must be closely related.
In a paragraph, unity likewise means that the writers have one main idea or the topic
should be expressed in a topic sentence usually at either the beginning or the end of the
paragraph.
In most business writing the preferred position for the topic sentence is at the
beginning, where it receives the best emphasis as in the example given below.
As you requested, here are my recommendations for improving our customer database.
The database has two major problems. First, it contains many names of individuals who have
not made purchases in five or more years. Second, the format is not compatible with new
ACCESS software used by our mailing services…
2. Coherence
In both sentences and paragraphs, coherence is the quality of hanging sentences
together in such a way that the intended meaning is clear. It involves showing the reader the
relationship within a sentence, as well as pointing the way from one sentence to another. Every
modifier should be placed as close as possible to the word it is supposed to modify, otherwise,
the meaning maybe unclear.
Unclear: The car is in the garage that he smashed.
Clear: The car that he smashed is in the garage.
Unclear: Being a top lawyer, I am sure you can, help us.

Clear: Being a top lawyer, you can surely help us.
Unclear: Walking into your office, a bus hit the east wall.
Clear: Walking into your office, I saw a bus hit the east wall.
21
3. Emphasis
The quality that gives force to important parts of the sentence is emphasis. The writers
should emphasize position, space, and repetition. For instance, important ideas will be placed at
the most important position in the sentence – at the beginning or at the end. However,
important ideas should not be buried in the middle.
Unclear:Our association recommends Mr. Castro’s article credit, but it says that in it he
makes it easier than it is.
Clear:Our association recommends Mr. Castro’s article credit, but says that in the article
he makes credit seems easier than it is.
B. COURTESY
Courteous message helps to strengthen present business friendships, as well as make
new friends. Courtesy stems from sincere you-attitude. It is not merely politeness with
mechanical insertions of “please’s” and “thank you’s”. To be courteous, the considerate
communicator should follow the guidelines mentioned in the next section.
Be Sincerely Tactful; Thoughtful and Appreciative
The courteous communicator tries to make messages tactful instead of blunt, and he
shows thoughtful appreciation in special messages as well as in every day communication.
The writers should avoid expressions like those in the left hand column below and may
rephrase the expressions as shown in the right-hand column.
1. Your letter is not clear at all; can’t 1. If I understand your letter correctly…
understand it.
2. Obviously, if you’d read your policy 2. Sometimes policy wording is a little hard
carefully, you’d be able to answer these tounderstand. I’m glad to clear up these
questions yourself questions for you
3. Apparently you have already forgotten 3. As mentioned in my May 14 letter to you
what I wrote you two weeks ago.
Expressions that Irritate, Hurt or Belittle

The thoughtful business writers should avoid expressions that might offend the reader.
Such expressions are discussed here in three groups: irritating, questionably humorous, and
belittling statement.
Irritating Expressions
The following list contains irksome expressions to be avoided:
Due to your questionable credit

You claim that
If you are Inexcusable
Obnoxious
Simply nonsense
Surely you don’t expect
We are confused
We expect you to
We are unable to
I do not agree with you
Irresponsible
Obviously you overlooked
You should know
You surely don’t expect
We don’t believe
We find it difficult
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Questionable Humor
Humor is often quite effective in business writing. However, before the writers try to be
funny, they make it sure that humor is good-natured and appropriate for the situation. A
flippant attitude can be in poor taste as indicated in one part of a letter below.
We are mighty happy to learn about the package the stork brought you. And what a
distinguished tag you put on him: Joshua Gerard Caliston. You tell Josh that as soon as he’s
ready, his prudential agent will be around to help him set up his insurance program
In the meantime, I guess it’s up to us to take care of the little fellow’s insurance needs
for a while – you know, educational funds and a little nest egg to help him start his journey
through life.
Belittling Statements
Talking down to or belittling a reader is another form of discourtesy that can have a
profoundly unfavorable effect as in the following case.
In reply to your letter of October 10th addressed to Drive Zone, Iloilo, attention
Mrs. Landera, you made two mistakes. In the first place we have no Mrs. Landera, and
in the second place Drive Zone is not a place to send mail.
Grant and Apologize Good-Naturedly

Whenever the writers comply with a customer’s request, they should begin the letter
with the best news first and inject a courteous and ungrudging tone. Notice the difference in
tone of the following two examples
Grudging
Your request causes a great deal of extra paper works to change monthly payments.
However in compliance with your request we hereby reduce your monthly interest and principal
payments.
Good-natured
As you requested, we will reduce the monthly interest and principal payments called for
in your note.
C. CORRECTNESS
Some people have distorted concept of the correctness principle. They think it comprises
only proper grammar, punctuation, and spelling. The truth is that a message may be perfect
grammatically and mechanically but still insults or loses a customer and fails to achieve its
purpose.
Correct Level of Language

The formal level of language is used for writing a scholarly dissertation, document, or
other material for which formality is expected. The expression is often long, pompous and
impersonal. In contrast, the informal level refers to the language of business – for letters,
newspapers, and other business communications. Instead of formal words, the writers use
short, well-known, and conversational words.
Level of Language.
Formal Legal documents, top level government

Doctoral Dissertations agreements and transactions and paper
Master Thesis
Informal Bulletins, manuals, house publications

Business Letters
Business Reports
Newspapers, Magazines and Articles
Uses
23
The informal expressions are preferred in business writing. Below are examples of words
in their formal and informal usages.
Formal Informal
anticipate expect
ascertain find out
conflagration fire
deem think (believe)
domicile home
edifice building
terminate end
utilize use
The substandard level of language is the one the writers want to avoid because people
generally do not accept it. If the writers use words on this level in writing or speaking, the
reader(s) will begin to question the writers’ ability to use good English.
Substandard Acceptable
ain’t isn’t, aren’t

between you and I between you and me
can’t hardly can hardly shouldn’t
hadn’t ought shouldn’t
haven’t got don’t have
in regards to regarding
irregardless regardless
no how anyway anyhow
should of should have
Accurate Facts, Words, and Figures
Doubtless the writers already know how important how important absolute accuracy is.
One erroneous digit for example, P65,000 instead of P75,000 can make a difference of
thousands of pesos. Even small errors of a few cents can be annoying to customers and
undermine goodwill.
Acceptable Writing Mechanics
Acceptable writing mechanics includes correct sentence and paragraph structure,

punctuation, capitalization, syllabication, spelling, and appearance.
Two common weaknesses in writing mechanics are the inability to spell correctly and
careless omissions.
Spelling Errors
I am writing this letter telling you how sorry I am about the mistake this office
and myself made concerning our business transaction on May 301h and the letter which
was to you.
Careless Omissions
To maintain correct writing mechanics is to double-check for any careless omissions of
punctuation marks needed for grammatical accuracy. Sometimes even small omissions can lead
to costly miscommunication.
Original idea: NO. PRICE TOO HIGH.
Careless Omission: NO PRICE TOO HIGH
Nonsexist Expression
24
Another important-comparatively recent requirement for correctness is
nondiscriminatory “equal treatment of the sexes”. The broad sense, sexism indicates any
arbitrary stereotyping of the males and the females on the basis of their gender.
YOU viewpoint Instead of “I” and “We”

Readers are usually more concerned about themselves than about the writers or the
company that the writers represent. The readers are more likely to read the message when
they see their names and the pronoun “you” rather than “we”, “I” and “us”. Usually it is
desirable to get the reader into the first paragraph. If psychologically desirable, begin with
“you” or “your” and keep the reader in the message (tactfully). The opposite of the “you-
attitude” is the “we-attitude”, in which the writers view every matter from their own (or the
organization’s) standpoint rather than from the reader’s. Notice how the You-attitude differs
from the We-attitude below.
We-attitude You- Attitude
I want to send my congratulations... Congratulations to you on your…
We will ship your May 4 order today. You should receive the Apex screen you
ordered May 4 on or before May 9.
We have enclosed a reply envelope,
Just mail your check in the enclosed env
Letter Styles
25
Full Block Format
Semi-Block
26
Modified Block
27
How to Address Envelopes
1. The name of the recipient and his or her address are written on the middle part of the
envelope. The address is as detailed as possible. The format (block? Indented?) used in
the inside address of the business letter is followed.
2. The complete name and address of the sender are written on the upper left hand corner
of the envelope
Mr. John D. Villa

Blk. 18 Asico Subdivision
6100 Bacolod City
Ms. Ana P. Salazar
Chair, Department of Linguistics
St. Peter’s University
5001 Iloilo City
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Types of Business Letter
The business letter is expository in purpose. It aims to provide and convey information.
It is formal in tone and the form is governed by convention. It is normally categorized according
to their subject matter and purpose. The most common types are:
1. Letter of Inquiries and Replies
2. Letter of Requests
3. Letter of Recommendation
4. Letter of Claims and Adjustments
5. Order Letter
6. Sales Letters
7. Congratulatory Letters
8. Transmittal Letters
9. Letter of Application and Resume
10. Letter of Resignation
1. Letter of Inquiry
A letter of inquiry is generated for the interest of the grantor. It is usually a one-page
letter which contains details of: background of grantee, description of a proposed project,
amount of funds required, and benefits and of interests to both parties. This is intended to
secure information about the products, services and conveniences provided by a business firm.
Stating the requests or asking questions must be specific to enable the recipient to supply the
needed information of the material desired.
Format of Letter of Inquiry
1. In the first paragraph, the writers should identify themselves and if appropriate, their
position and institution of firm in which they are connected with should be included.
2. In the second paragraph, the writers should briefly explain why they are writing and
how they will use the requested information.
3. The writers may conclude the letter by offering the readers an incentive for
responding.
Sample of a Letter of Inquiry
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1. Letter of Request
A request is a message expressing the writer’s needs or desires; it usually asks for a
response. It can be a formal letter, email or a similar type of correspondence from a recognized
official representative of the government. Writers sometimes need to request information or
equipment. Since such request usually costs the reader’s time or resources in responding, the
writers should clearly:
1. Orient the reader to the topic of the letter.

2. Indicate why the writers should be writing the response.
3. Indicate exactly what the writers are requesting the reader to provide.
2. Letter of Recommendation
This is written to highlight or command the applicant’s good character or the suitability
for a certain job. This is classified into two kinds: general letter of recommendation and special
or personal letter of recommendation.
A. General letter of recommendation

This is intended at the request of an applicant who plans to use the letter when he looks
for work. It does not address a person in particular but rather uses the salutation: “To Whom It
May Concern”.
B. Personal letter of recommendation

This is written and is addressed to a specific person. This is usually requested by the
firm to check on the qualifications of a prospective employee.
3. Claims and Adjustment
A claim letter is intended to state an error. Whatever the cause, the complaint should be
objective and courteous. It should contain a brief but clear statement of the essential fact which
assumes prompt adjustment.
An adjustment letter is written in response to the claim that a customer has written.
He/she may be dissatisfied with a certain merchandise or service. In this case, the writer must
respond with diplomacy like answering the customer’s comment promptly and providing
necessary remedy to solve the problem. It must not use negative words and accusations.
4. Order Letter
This refers to a request by the buyer to the seller to send goods necessary for the
company’s or organization’s welfare. This should contain sufficient and definite information
about the goods being ordered like its: quantity, catalogue number, trade name, size, shape,
color, style, price, etc.
5. Sales Letter
A form of direct mail in which an advertiser sends to a potential customer is a sales
letter. Whether the writers send it out solo or as part of a direct mail package, a sales letter can
be one of the most effective marketing tools, allowing the writers to speak one-on-one to
prospects and customers.
AIDA Formula: A strategy for Writing a Sales Letter
A = Attention: the writer should attract the audience’s attention, avoid gimmicks, and sound
sincere in this effort.
I = Interest: he should create interest by showing the audience that it needs the item being
offered.
D = Desire: he should demonstrate that the product or service can satisfy its desire or need;
show the attributes of the product or service in this part of the letter.
A = Action: he should issue a request (or a command in some instances) for action; ask the
audience to purchase the product or service.
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Opening that Attracts Readers
A good opening can be the key to an effective sales letter. Within moments, the readers
are going to decide whether to keep reading or to throw the letter away. A good opening
attracts the reader’s interest. An example of an opening that attracts readers is shown below.
“Do you sometimes feel that your offices could do with a little brightening up? Does
our reception area look bright and welcoming or drab and discouraging? Do your pot
plants tend to wilt and wither because everyone is too busy to care for them
properly?”
Central Paragraphs That Increase Reader’s Interest

The main paragraphs of the sales letter should keep the readers interested in the
product and make them want the product.
“Bright, cheerful premises can make all the differences to an organization. When clients
and visitors come to your office, a colorful floral display in the reception will make them feel
welcome, and will help your corporate image with plants and flowers, your offices will become
attractive places to work in and can improve the morale of the staff”.
I can help you make your office a happy, welcoming place for staff and visitors alike. My
service to business, the only one of its kind in Iloilo, includes:
 A full discussion of your needs

 A survey of the premises to suggest particular plants and flowers for particular locations
 The supply of all plants and flowers
 Regular care for plants, from feeding and watering to replacement when necessary
 Replacement of all flowers arrangements on a regular basis.
Moreover, I can tailor the service to suit your requirement-and your budget.
Conclusions of a Sales Letter should lead to action

To make the readers act is the main purpose of the conclusion. Now that the writers
have succeeded in making readers desire the product, they want them to respond easily
quickly.
The ending should:

1. Tie the whole letter together.
2. Provide clear instruction on what the readers should do.
3. Give readers an incentive to act quickly.
“Because I am a fully qualified horticulturist and I always deal with my business clients
personally, you can be sure of an expert, professional service. I would be delighted to
come and discuss your needs, and to show you how I could help you. Please give me a
ring at any time.”
6. Congratulatory Letter
This kind of letter is written to express or short notes of appreciation to business
associates or someone who had a promotion, achieved victory, or received good fortune. This is
normally expressed in a short but clear message with a friendly and sincere tone.
7. Transmittal Letter
A transmittal letter is a brief letter that accompanies and introduces another document
like a contract, proposal, report, or draft. The writers use a transmittal letter to communicate,
less formally, information related to but not necessarily included in the accompanying document
and take the opportunity to highlight information in or entire sections of the other document
and to communicate additional and/or sensitive information.
Tips in writing a transmittal letter

 The document must describe how it meets previously stated objectives, for example,
those in a proposal.
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 The location of key information in the document should be provided. The information
should be brief and simple. A transmittal letter should be less formal and less technical
document than the one it is introducing.
 The methods used to gather and present information should be mentioned if introducing
a draft or report, and if the methods are not described in the accompanying document.
 The writers must give credit to those who may not be mentioned in the accompanying
document but who played important roles in its development. In addition, the writers
should offer to clarify information, if needed, and make available assistance in the future.
 The writers may conclude by suggesting or requesting an action, such as written
verification, a deadline for revisions (if the accompanying document was a draft), or a
signature (if introducing a contract or proposal). An example of a letter of transmittal is
shown on the following page.
8. Letter of Application
This is a type of letter that sincerely, courteously, and directly expresses the applicants’
desire to offer services to a prospective employer. It begins by applying for a specific position
and identifying where the information came from (a friend, a for a specific position and
identifying where the information came from (a friend, a newspaper advertisement, etc.) Then,
a paragraph that lists qualifications, trainings, practical working experiences, and other skills the
applicant possesses pertinent to the prospective job is needed. Convincing the prospective
employer with a statement that shows the natural interest in the job and the qualifications that
fit with the job offered is also necessary.
The letter of application is a sales letter in which skills, abilities, and knowledge are
marketed. A cover letter, on the other hand, is primarily a document of transmittal. It identifies
an item being sent, the person to whom it is being sent, and the reason for being sent, and
provides a permanent record of the transmittal for both the writer and the reader.
When writing an application letter, writers should remember that there is competition.
The reader audience is a professional who screens and hires hob applicants – someone who
may look through dozens or even hundreds of other applications on the day she receives the
applicants’ letter. The immediate objective of the application letter and accompanying resume is
to attract this person’s attention. The ultimate goal is to obtain an interview.
As the application letter is written, completion of three tasks is important: getting
reader’s attention favorably, convincing the reader that the applicant is a qualified candidate for
the job and requesting for an interview.
Types of Letter of Application
Solicited Letter of Applications

This is a letter written in response to the advertisement published in the newspaper and
magazines, broadcast over the radio or seen on television.
Unsolicited Letter of Application

This letter is written either:
a.) as suggested by someone who gives the applicant information of a vacant position,
or b.) on a chance that there is a certain position available for the applicant who is
qualified to fill in. the letter is otherwise called as prospecting letter of application.
Guideline for Writing the Body of the Letter
Step1: Get reader’s attention (opening)
Solicited Letter gets immediately to the point. The source of information about the
job and summary of qualifications in the order it is planned to be discussed should be indicated.
Unsolicited Letter catches immediately the interest of the readers. It uses a one-line,
one eye-catching and attention-getting statement about oneself in relation to the job being
applied for. This letter shows knowledge of the industry or company usually written in the
beginning of the paragraph. It addresses readers’ needs and shows how qualifications can
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benefit the readers. Like the solicited letter, qualifications are summarized in the order it is
planned to be discussed.
Example of an Opening Paragraph for Solicited Letter
I am applying for the Accountant position announced on IBM’s Web site (job17747). I
will receive a Bachelor of Science degree in Accountancy from Central Philippine University this
March and plan to take the CPA exam after graduation. The accounting knowledge I have
gained here, in addition to my work experience, would enable me to quickly become a
productive team member in your organization.
Example of an Opening for Unsolicited Letter
As a former keyboard player, I am familiar with Yamaha products and can combine my
musical knowledge, business background, and writing skills to benefit your company. I am
planning to move to Iloilo soon and am interested in obtaining a position with Yamaha in either
marketing or technical writing.
Step 2. Create interest and desire (Middle)
Details that support the opening paragraph and how one can contribute to the company
should be given. This is where work experience, education, training and/or whatever makes the
connection between the applicant and the job are presented. This will enable the reader to see
the match between qualifications and the requirements for the job.
Examples of middle paragraphs of application letters (the same for Solicited and
Unsolicited)
My courses in the accounting curriculum have given me not only the theoretical,
background but also extensive practical experience in general ledgers, accounts payable, and
travel expenses. I have worked many cases and problems using computer data, including
preparing simulated accounting records for hypothetical firms.
My three years of experience working for Allstate Insurance Company has also given me
the opportunity to take leadership and show responsibility. Although I was hired as a part-time
encoder, my supervisor frequently asked for my recommendations of ways to get work done
more efficiently. In fact, I developed a procedure for preparing arbitration reports which save
such time that I was asked to teach it to my co-workers.
Step 3: Ask for action (Closing)
The last paragraph of the application letter indicates how the prospective employer can
get in touch with the applicant for the best times for an interview. This is the place to urge the
prospective employer to contact the applicant to arrange an interview. When asking for an
interview, the applicant makes it easy for the reader, and the letter should be closed
courteously. If the letter is UNSOLICITED, the applicant should call the company and should not
wait for the company to call. If the letter is SOLICITED, it is safe to assume the company will
call the applicant since the company is seeking employees.
Examples of Closing Paragraphs
(Solicited)
The enclosed resume summarizes my qualifications. I am available for an interview any
Tuesday or Thursday afternoon. I can begin work in January and look forward to discussing
with you how I can help IBM carry its tradition of excellence into the new millennium.
(Unsolicited)
I will be in Iloilo on August 17 and would like to meet you to discuss employment
opportunities. I will call you next week to ask about the possibility of interviewing at your office
on August 17. Thank you for your time, and I hope to meet you soon.
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Two sample letters of application are presented on the following page. The first letter
(Sample 1) is by a recent college graduate responding to a local newspaper article about the
company’s plan to build a new computer center. The writer is not applying for a specific job
opening but describes the position he seeks. The second letter (sample 2) is from a college
senior who does not specify where she learned of the opening because she is uncertain
whether a position is available or not.
Examples of Application letters
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Resumé
Resumé is a document that contains a summary or listing of relevant job experience and
education and usually used when applying for a job. There are three kinds of resumes:
functional, chronological, and combination.
Functional Resumé
Functional resumes are best used in situations where specific skills and accomplishments
gained through experience or academic qualifications will demonstrate the candidate’s
competency. The writers’ skills should be listed in order their importance.
The functional resume is ideal if the applicants are looking for a complete career
change. This resume is ideal for students who have no previous work experience and are
applying for their first job. It is to be avoided when applying for traditional jobs, especially
positions within government entities or private institutions.
Sections of a Functional Resume

 Personal Details
 Career Objective
 Professional Experience
 Work Experience (optional)
 Professional Affiliations
 Education
 Awards
Personal Details
Personal Information in a resume should be limited to the essential contact details like
name, surname, postal address, email address, and contact phone numbers are included. An
international resume usually requires more details than a resume for local jobs. Photos are not
required unless visual appearance is important for the job, such as a photo model.
Career Objective
A definition of a career objective should be defined in three lines or less.
Professional Experience
This is the most important section of a professional resume. This section should list the
key skills along with proof of how these skills are gained. For example, if one of your skills is
event organization, list the events and conventions
Work Experience
This is where former jobs are listed. Also, any unpaid or voluntary work done is
included.
Work history is not strictly required in a functional resume although listing it will show
potential employers that the applicant has nothing to hide. If writing a work history will raise a
doubt and may be more disadvantageous than benefits, the applicant should omit this. Work
history includes: year start to year finish, job title, name of organization, job description in each
of the work history in each of the items.
Professional Affiliations
Any relevant, active professional affiliations in this section should be listed. When in
doubt as to whether an affiliation will help get the contract signed or not, the applicant should
avoid this.
Education
One’s education is definitely one of the biggest assets. Education in a resume should be
used with care. It can be an essential element that can lead the applicants to be chosen for the
job. It does not matter if the applicants have an MBA, high marks in the transcript of records or
just finished college.
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The highest qualification attained and any special courses that will help secure the
position should be included. However, high school and elementary in this section may not be
included.
Awards
The activities and honors are usually listed in one section especially if they both support
the same career objective and job requirements. If the applicants have an extensive list of
activities that supports the career objective, then this section can be written separately.
Resume section headings should always be kept to a minimum. Any relevant awards should be
listed in this section.
Chronological Resume
Chronological Resume is organized by job titles with the most recent position listed first.
Jobs are listed in reverse chronological order with the current, or most recent job, first.
Moreover, it works well for job seekers with a strong, solid work history.
Sections of Chronological Resume
 Identification/Personal Details
 Job Objective
 Career and Related Accomplishments
 Work Experience
 Education, Professional Affiliations and Interest
 References
Identification/Personal Details
This section should include name, address, phone number/s and e-mail address. For a
college student, this section might also include a school address and a permanent home
address.
Job Objective
It defines the career objectives and three lines should be enough for this. A job
objective is optional and should and should only be included for new college graduates and
those changing careers. If an objective is used, this should explain the kind of work the
applicant wants to do.
Career and Related Accomplishments

This section should summarize (using nouns as key words and descriptors) the major
accomplishments and qualifications. It can also be labeled “Professional Profile, Summary of
Accomplishments, Key Skills, Summary of Qualifications, Qualifications Summary or
Qualifications”.
Education
This part includes school/s attended (including years of attendance), majors/minors,
degrees, and honors and awards received. For new college graduates, this entry should be next
to qualifications summary. For others with full-time work experience, this section should follow
experience section.
Professional Experience
It includes company’s name, job titles, dates of employment, and major
accomplishments. It can also be labeled “Experience, Work History, or Employment”
Accomplishments in bullet format rather than paragraph format can be used. Discussing
job duties and responsibilities should be avoided. If the applicant does not have a lot of career-
related job experience, using transferable skills to better highlight work experience must be
considered. Action verbs when describing accomplishments must be used.
Affiliations/Interests
This part should only include professional memberships and non-controversial
activities/interests. Affiliation is optional and included only if the resume has a space for it.
References
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Many experts say this section is passed, but it may be included when the resume has a
space for it or an employer requests for it. If nothing else, this section signals the end of the
resume.
Sample of a Chronological Resume
Combination Resume
A combination resume is one of the three main types of resumes use today. As its name
implies, the combination resume borrows the best features from the other two styles.
A combination resume lists skills and experience first and employment history next. This
type of resume highlights the skills that are relevant to the job that is being applied for, and
also provides the chronological work history that employers prefer.
Combination Resume Format

The combination resume generally starts with a functional resume format that allows the
reader to see the skills, accomplishments and qualifications of the job applicant.
Sections of a Combination Resume

 Name/Contact Information
 Education
 Honors/Certifications/Licenses
 Career skills/Knowledge
 Career/Achievements
 Work Experience
 References
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9. Resignation Letter
This is written when an employee decides to terminate or end his/her service to the
company regardless of his reason for resigning. The tone should be friendly and tactful.
Resignation Letter Sample
61 Fajardo Road
Quartero, Jaro
5000 Iloilo City
June 10, 2013
Mr. Jason Park, Manager

CelTech Incorporated
Marymart Mall
Delgado, Street
5000 Iloilo City
Dear Mr. Park:
I would like to tender my irrevocable resignation effective, August 15, 2013. The
opportunity extended to me by the company has afforded me professional growth and
career development. However, family obligations require me to prioritize the needs of my
family.
It has been a pleasure serving the company and I will always be grateful for the
trust and confidence accorded to me.
More power.
Truly yours,
[Signature]
RAYMUNDO QUEZON
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Tasks
I. Identify the words or phrases referred to in each statement. Write the answers on the spaces
provided.
__________1. A message in writing which maybe in any language or in code, contained in a

sealed or unsealed or not in an envelope at all that is intended for
delivery to the addressee.
__________2. A part of the letter that contains the name, position, business name and
business address of the addressee.
__________3. The farewell part of the letter which signals the ending of the message.
__________4. In memorandum, it states the topic that is further spelled out in the body of the
letter.
__________5. This part of the letter reminds that an additional material is in the envelope.
__________6. In this format, all information are encoded starting from the entry margin of the
stationery.
__________7. The part that tells what the letter is all about.
__________8. P.S. stands for____.
__________9. Greeting of a letter that provides a courteous opening.
__________10. A quality of a business letter that help to strengthen business friendship.
B. Exercises on Clarity and Choice of Words
Spelling.
Assume the following words appear in the letters and reports. Determine which words
are misspelled and correct the errors.
1. accommodation _____________
2. acquainted _____________
3. attatched _____________
4. conscientious _____________
5. cosede _____________
6. brosure _____________
7. corps _____________
8. convience _____________
9. disadvantage _____________
10. illiterate _____________
11. heighth _____________
12. hypocricy _____________
13. harass _____________
14. initerrup _____________
15. labled _____________
16. maintainance _____________
17. occurred _____________
18. opportunity _____________
19. refered _____________
20. payed _____________
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II .Discuss briefly
1. Explain the importance of knowing how to write a business letter.
2. What are the characteristics of an effective business letter. Explain each.
Assessment
1. Write an application letter. Choose from A and B
A. Assume that this ad has appeared in your school news. Compose a resume and a letter
of application for this position. Use full the block format.
Student Consultant Wanted
The Director of Student Affairs invites applications for the position of student consultant to the
director for the next academic year. Duties: (1) meeting with students as individuals and
groups to discuss issues, opinions, questions, complaints, and recommendations about all
areas of college policy; (2) presenting oral and written reports to the Director of Student
Affairs; and (3) attending college planning sessions as student spokesperson
Time commitment: 15 hours weekly

Salary: Php 4,000
Candidates should be full-time students with at least one year of student experience at this
college. The ideal applicant will be skilled in report writing and oral communication, will work
well in groups, and will demonstrate a firm commitment to our college.
B. Write a solicited letter of application and a combination resume in response to the job
advertisements posted below. Use full-block style and follow suggestions in writing a good
application letter and resume.
Immediate Hiring
TEACHER
JNCHS is in need of a Junior High Teacher
 Male or female
 At least 25 years old
 Licensed and with 2-3 years of experience in teaching English in high
School
Please send application to: Dr. Vicente Salarda

JNCHS
Damo-ong, Janiuay
5034 Iloilo
5000 Iloilo City
2. . Write a letter of inquiry to any of the following:

 A registrar about a college or university you contemplate entering
 A sales supervisor about products told on-line
 A manager about possible job vacancies
 A president of an organization/club about membership or affiliation
 A famous person, international figure you would like to correspond with online
 Your choice
CHAPTER 9 – Documentation of Technical Reports
Learning Targets

a. identified sources of information
b. familiarized with the APA style of writing reference page
c. used APA style in preparing a reference page of a technical report
Concept How to Document Technical Report
Sources of Information
The kinds of information used by writers (or the assignment required of the students)
may be found in historical documents, newspaper articles, motion picture reviews, scientific
research, first hand reviews, and a wide variety of other materials. These sources may come
from primary or secondary sources, popular or scholarly sources or even online sources.
Primary Sources – are firsthand accounts, such as historical documents (letters,
speeches, diaries, and eyewitness reports), literary works, works of art, musical compositions,
statistics, and experiments. They also include writers experience, interviews, observation, and
correspondence.
Secondary Sources – report and analyze information from other sources. Biographies,
reviews, analyses of scientific studies or historical events and critical readings of a literary work
are secondary sources.
Scholarly Sources – include books, articles and internet documents are written by
academics and researchers for an audience of their peers.
Popular Sources – are written by journalists or other professional writers for a general
audience. They range from publications written for an educated audience, such as scientific
journals to general interest magazines, such as Time. (Ebest, 2002)
Documentation
Proper credit with appropriate documentation is required when ideas and language are
used or taken from other sources. To fail to give such credit is to commit plagiarism, a very
serious offense (even if it is unintentional).
Form and Style of Documentation: The APA Style

When editors or teachers write in “APA style,” they do not mean writing style. They are
referring to the editorial style of writing or citing complete information about each source cited
in the text.
Editorial style consists of rules or guidelines that a publisher observes to ensure clear
and consistent presentation of written material. Editorial style concerns uniform use of such
elements as:
 Punctuation and abbreviations
 Construction of tables
 Selection of headings
 Citation of references
 Presentation of statistics
 As well as many other elements that are a part of every manuscript
The American Psychological Association has established a style that it uses in all of the
books and journals that is publishes. When researchers talk about APA style, they may be
referring to APA’s system of citations in text – which explain certain term or idea in the text and
reference format – which cites sources of the idea as to authors and titles of publication.
American Psychological Association(APA) style is a widely accepted style of
documentation. APA style specifies the names and order of headings, formatting, and
41
organization of citations and references, and the arrangement of tables, figures, footnotes, and
appendices, as well as other manuscript and documentation features. APA style uses Harvard
referencing, also known as the author-date system of citations and parenthetical referencing
keyed to a subsequent list of “References.”
Citation
Reference citations in text involves enclosing the author’s surname and the date of
publication within parentheses, separated by a comma, generally placed immediately after the
reference or at the end of the sentence in which the reference is made. However, it is also
common for the authors to be the subject or object of a sentence. In such a case only the year
is in parenthesis. In all cases of citation, author name(s) are always followed immediately by a
year, and years are never presented without author name(s) immediately preceding it. In the
case of a quotation, the page number is also included in the citation.
Full bibliographic information is then provided in a Reference section at the end of the
article. APA style defines that the reference section may only include articles that are cited
within the body of an article. This is the distinction between a document having a Reference
section and a bibliography, which may incorporate sources which may have been read by the
authors as background but not referred to or included in the body of a document.
The following rules for handling works by a single author or multiple authors apply to all APA-
style references in your reference list, regardless of the type of work (book, article, electronic
resource, etc.)
Single Author
Last name first followed by author initials.
Berndt, T.J. (2002). Friendship quality and social development. Current Directions
inPsychological Science, 11, 7-10.
Two Authors
List by their last names and initials. Use the ampersand instead of “and.”
Wegener, D. T., & Petty, R. E. (1994). Mood management across affective states:
The hedonic contingency hypothesis. Journal of Personality and Social Psychology, 66, 1034-
1048.
Three to Seven Authors

List by last names and initials; commas separate author names, while the last author name is
preceded again by ampersand.
Kernis, M. H., Cornell, D. P., Sun, C.R., Berry, A., Harlow, T., & Bach, J. S., (1993). There’s
more to self-esteem than whether it is high or low: The importance of stability of self-
esteem. Journal of Personality and Social Psychology, 65, 1190-1204.
More Than Seven Authors

List by last names and initials; commas separate author names. After the sixth author’s name,
use an ellipses in place of the author names. Then provide the final author name. there should
be no more than seven names.
Miller, F. H., Choi, M. J., Angeli., L. L., Harland, A. A., Stamos, J. A., Thomas, S. T., . . . Rubin,
L. H. (2009). Web site usability for the blind and low-vision user. Technical Communication,
57,323-335,
Organization as Author
American Psychological Association. (2003)
Unknown Author
Merriam-Webster’s collegiate dictionary (10th ed.).(1993). Springfield, MA: Merriam-Webster.
42
NOTE: When your essay includes parenthetical citations of sources with no author named, use
a shortened version of the source’s title instead of an author’s name. Use quotation marks and
italics as appropriate. For example, parenthetical citations of the source above would appear as
follows: (Merriam-Webster’s, 1993).
Two or More Works by the Same Author

Use the author’s name for all entries and list the entries by the year (earliest comes first).
Berndt, T. J. (1981).
Berndt, T. J. (1999).
When an author appears both as a sole author and, in another citation, as the first author of a
group, list the one-author entries first.
Berndt, T. J. (1999). Friends’ influence on students’ adjustment to school. Educational

Psychologist, 34, 15-28.
Berdt, T. J., & Keefe, K. (1995). Friends’ influence on adolescents’ adjustment to school. Child
Development, 66, 1312-1329.
References that have the same first author and different second and/or third authors are
arranged alphabetically by the last name of the second author, or the last name of third if the
first and second authors are the same.
Wegener, D. T., Kerr, N. L., Fleming, M. A., & Petty, R. E. (2000). Flexible corrections of juror
judgments: Implications for jury instructions. Psychology, Public Policy, and Law, 6, 629-
654.
Wegener, D. T., Petty, R. E., & Klein, D. J. (1994). Effects of mood on high elaboration
attitude change: The mediating role of likelihood judgments. European Journal of Social
Psychology, 24, 25-43.
Two or More Works by the Same Author in the Same Year

If you are using more than one reference by the same author (or the same group of authors list
in the same order) published in the same year, organize them in the reference list alphabetically
by the title of the article or chapter. Then assign letter suffices to the year. Refer to these
sources in your essay as they appear in your reference list, e.g.: “Berdnt (1981a) makes similar
claims…”
Berndt, T. J. (1981a). Age changes and changes over time in prosocial intentions and
behavior between friends. Development Psychology, 17, 408-416.
Berdnt, T. J. (1981b). Effects of friendship on prosocial intentions and behavior. Child
Development, 52, 636-643.
Introductions, Prefaces, Forewords and Afterwords

Cite the publishing information about a book as usual, but cite Introduction, Preface, Foreword,
or Afterword (whatever title is applicable) as the chapter of the book.
Funk, R., &Kolln, M. (1998). Introduction. In E. W. Ludlow (Ed.), Understanding English
grammar (pp. 1-2). Needham, MA: Allyn and Bacon.
Direct quote
The same rules as above apply here, the format being (Author, Year, Page Number).
Example:
When asked why his behavior had changed so dramatically, Max simply said, “I think it’s
the reinforcement” (Pauling, 2004, p.69).
Guide to APA Reference List

Citation of references and the full publishing, information are listed in alphabetical order
and on a spate page. The title of this page is “REFERENCES” and this heading is centered at the
top of the page.
Print sources
43
Book by one author
Sheril, R. D. (1956). The terrifying future: Contemplating color television . San Diego: Halstead.
Book by two authors or more

Smith, J., & Peter, Q. (1992). Hairball: An intensive peek behind the surface of an enigma.
Hamilton, ON: McMaster University Press.
Article in an edited book

Mcdonald, A. (1993). Practical methods for the apprehension and sustained containment of
supernatural entities. In G. L. Yeager (Ed.), Paranormal and occult studies: Case studies in
application (pp. 4264). London: Other World Books.
Article in a journal paginated separately

Crackton, P. (1987). The Loonies God’s long-awaited gift to colorful pocket change? Canadian
Change, 64(7), 34-37.
Article in a journal with continuous pagination

Rottweiler, F. T., &Beauchemin, J. L. (1987). Detroit and Narnia: Two foes on the brink of
destruction. Canadian/American Studies Journal, 54, 66-146.
Article in a weekly magazine

Henry, W. A., III. (1990, April 9). Making the grade in today’s schools. Time, 135, 28-31.
Article in a newspaper
Wrong, M. (2005, August 17). “Never gonna give you up” says mayor. Toronto Sol, p. 4.
Government document
Revenue Canada. (2001). Advance gouging: Manual for employees (MP 65-347/1124).
Ottawa: Minister of Immigration and Revenue.
Electronic sources
For electronic references, websites, and online articles, APA style asserts some basic rules to:
 Direct readers specifically to the source material using URLs which work
 Include the access date
 Including all other, relevant APA style details for the source
Internet article based on a print source (with exact formatting of original)

Marlowe, P., Spades, S., & Chan, C. (2001). Detective work and the benefits of colour
versus black and white[electronic version]. Journal of Pointless Research, 11, 123-124.
Internet article based on a print source (Formatting differs from original)

Marlowe, P., Spades, S., & Chan, C. (2001). Detective work and the benefits of colour
versus black and white [electronic version]. Journal of Pointless Research, 11, 123-124.
Retrieved October 25, 2007, from http://www.pointlessjournal.com/_colourversus black
and white.html
Article in internet-only journal

Blofeld, E. S. (1994, March 1). Expressing oneself through Persian cats and modern
architecture. Felines & Felons, 4, Article 0046g. Retrieved October 3, 1999, form
http//journals.f+f.org/vlobfeld-00046g.html
Stand-alone Internet document, no author identified, no date

What I did today. (n.d.). Retrieved August 21, 2002, from
http://www.cc.mystory.life/bloadidtody.htmi [Fictional entry.]
Document available on university program or department website (note that APA Spells website
Web site)
44
Rogers, B. (2078). Faster-than-light travel: What we’ve learned in the first twenty years.
Retrieved August 24, 2079, from Mars University, Institute for Martian Studies Web site,
http://www.eg.spacecentraltoday.mars/university/dept.html [Fictional entry.]
Electronic copy of a journal article, three to five authors, retrieved from database
Costanza, G., Seinfeld, J., Benes, E., Kramer, C., & Peterman, J. (1993). Minutiae and
insignificant observations from the nineteen-nineties. Journal About Nothing, 52, 475-649.
Retrieved October 31, 1999, from No THING Journals database. [Fictional entry]
E-mail or other personal communication (cite in text only)

(A. Monterey, A, personal communication, September 28, 2001).
Book on CD
Nix, G. (2002) Lirael, daughter of the clayr [CD]. New York: Random House/Listening
Library.
Movie
Gilby, A. (Producer), & Schlesinger, J. (Director). (1995). Cold comfort Farm [Motion
picture]. Universal City, CA: MCA Universal Home Video.
Sample Reference Page
REFERENCES
Books
Celce-Murcia, M. (E d) (2001). Teaching English as a second or foreign language, (3rd

ed.) Boston: Heinle&Heinle Publishers.
Forlini, G. (1998). Grammar and composition 2. Singapore: Anvil Publishing, Inc.

Kennedy, M.L. and Smith H.H. (1994). Reading and writing in the academic
community. New Jersey: Prentice-Hall.
Kroll, B. (2003). Exploring the dynamics of second language writing. Cambridge: CUP
Lanno, J.M. (1983). The writing process: a concise rhetoric, Canada: Little, Brown &
Company Limited.
Internet Materials
Greece Central School District. (n.d.) Annotating a text. Retrieved November 25,
2008, from http://www.greece.k12.ny.us/instruction/ELA/6-
12/Reading/Reding%20Strategies/annotating%20a%20text.htm
Livingston, K. (n.d.). Compose a thesis statement. Retrieved November 15, 2008

from http:/lmembers.tripod.com/~lkiivingston/essay/thesis,html.
MIT Online Writing and Communication Center. (n.d.). The writing process. Retrieved
November 23, 2005, from http://web.mit.edu/writing/index.html.
Retrieved November 21, 2008, from http://rwc.hunter.cuny.edu/reading-writing/on-

line/notetaki.html
Saltz, L. (1998) Revising the draft. Retrieved September 20, 2007, from
http://www.fas.harvard.edu/~wricntr/document/Revising.html.
45
Tasks/ Exercises
Rewrite the following using APA style.
1. Dent, H.S., Jr. The roaring 2000s investors New York: Simon and Schuster Strategies for the
life you want. (1999).
2. [Video-cassette]. A matter of judgment: Conflicts of interest in the workplace. Ethics

Resource Center. (1997). Washington DC.
3. (1999, December 15). Los Angeles Times, p.C1. Y2K eve: priceless party time.
4. Washington DC: [Brochure] Ethics Resource Center. (1997) What is the ethics resource
center? Ethics Resource Center.
5. (1994). Changing college classrooms. Halpern, D.F. (Ed.) San Francisco: Jossey-Bass
Publishers.
6. Prentice Hall. Upper Saddle River, NJ: Kenton, Sherron B. and Valentine, D. (1997).
Crosstalk: Communicating in a multicultural place.
7. Lin, L., Professor, Cal Poly Pomona. Interview by author. Pomona, CA. (1999,December 15).
8. World Book, Inc. Commodity exchange. The World Book Encyclopedia. Lorenz, J. R. (1999).
Chicago, IL:
9. Retrieved 21 December 1999 from http:/www.businessweek.com/1999/99_51/b3660167.htm

Lundstrom, M. (1999, December 20). Mommy, do you love your company more than me?
10. Norway’s power to the people. Retrieved 15 December 1999 form

http://www.goodmoney.com/norwa.htm. (1999). Ecotravel.
11. Los Angeles Times, p. A4. Ousted Romanian premier drop bid to keep job. (1999, December
15).
12. Microsoft Encarta ’99 [CD-ROM]. Perry, J. Redmond, WA: Microsoft. (1999). Philosophy of
mind.
13. (1999, December 13). Business Week, 20-38. Sager, I. Inside IBM: Internet Business
Machine.
Task II. Identify a topic you want to research. List at least 10 reference materials /sources
related to your topic. Prepare a reference page using the APA format.
Prepared by:
DINA C. JAULA, MA.Ed.

Subject Teacher
Reviewed by:
MARY ANN D. VELARDE, M. Ed.
Subject Chair, English Department
Approved:
LENY A. QUINTILLA, Ed. D.
Dean of Instruction
46

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Technical Writing (ELE 205)

CHAPTER 6- Technical Report

The students must have

Concept Characteristics of Technical Reports

Steps to Consider in Writing a Technical Report

Characteristics of a Technical Report

II. Identify the characteristics of technical report as described.

Discuss the following:

The students must have

Concept Types of Technical Report

3. Memorandum Report – it is an informal written reminder or an informal written note of a

Parts of a Memo (Cervera, 2009)

1. purpose/reason (I am writing because…)

8. Abstract – is a summary of points (as of a writing) usually presented in skeletal form. An

Characteristics of a Proposal (Manalo &Fermin, 2009)

3.Internal – if a proposal is written to someone within the organization (a business, a

4.External – if a proposal is written from one separate, independent organization or individual

Steps in Organizing a Proposal

Indicate the purpose and contents.

Costs and Fees

Parts of a Progress Report

Functions and contents of Progress Reports

In a progress report, any or all of the following is explained:

Format of Progress Reports.

The progress report can take the following forms:

Sample 3. Progress Report

Development of the Bottle

Sample 5. Sample of Introduction to a Progress Report

Parts of a Recommendation Report:

Guidelines in Writing a Recommendation Report

Theoretical Framework and Conceptual Framework

Statement of the Problem/Objectives of the Study

Significance of the Study

Scope and Limitations of the Study

Review of Related Literature

It is a critical analysis of related research and professional literature. Related research

Data Gathering Procedure

Results and Discussions

Summary, Conclusion and Recommendation

Parts of a Feasibility Study

1. objectives of the project

Writing the Feasibility Report using the Project Cycle

1. An identification stage – the problematic situation that needs to be addressed by the

Below are the guidelines in writing a professional journal:

Sample 6. Proposed Yearly Production Program Plan

Production figures Year 1 Year 2 Year 3 Year 4 Year 5

18. Technical Specifications – these are descriptions of products or products requirements.

Sample 7. Product Specifications (3-IN-1 Laser Presenter)

The students must have

Guide Questions in Preparing for Oral Reports

In view of effective oral communication, presentations will be meaningful if the use of

Guideline for Planning an Effective Oral Presentation

Guidelines for Delivering an Effective Oral Presentation

B. During the Presentation

C. After the Presentation

Guidelines for Effective Use of Visual Aids

1. Design visual with high impact:

Answer the following questions briefly:

Concept Use of Visual Aids in Oral Presentation

VISUAL AIDS IN ORAL PRESENTATIONS

Types of Visual Aids