Writing Accomplishment ReportsMinutes of Meetingemail Writing

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY
ISO 9001:2015 CERTIFIED
Writing
Accomplishment
Reports
OBJECTIVES
At the end of the session, the participants will be
able to write an accomplishment report following
an acceptable format.
Specifically, the participants should be able to:
1. Identify the common information/details to be
included in an accomplishment report.
2. Adopt a format in writing an accomplishment report
using essential details.
3. Prepare an accomplishment report with
accurate/precise details applying proper format.
SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified
ACCOMPLISHMENT REPORTS
It is a regularly prepared status report that
provides an overview of what was achieved during
the given period. Specific information related to
team work progress, goals established, and
achieved, problems arisen and decisions made,
and descriptions of unplanned activities are
covered by the report.

SAMPLE ACCOMPLISHMENT REPORT TEMPLATE
______________________
______________________
______________________
ACCOMPLISHMENT REPORT
______________
Program/Project:
Legal Basis/Reference:
Date and Venue:
Source of Fund
KRA OBJECTIVES TARGET ACTUAL OUTPUTS MOVs REMARKS

ATTACHEMENTS OF ACCOMPLISHMENT REPORTS
1. Narrative Report (includes problems or

issues encountered and how these were
resolved)
2. Pictorials (before, during and after, should
include proper label or caption)
3. Tables and graphs (if any, with analysis
and interpretation)
So with that
S imple
O
Let your work
bjective
A ccurate
R esults-based
A Matter of Minutes
60-Minutes Session on
Writing Minutes of Meeting
READY...SET...GOALS!
To write minutes of meetings
Write down information using effective
strategies in noting details
Prepare minutes of meetings with

accurate/precise details
applying proper format
DOUBLE CHECK THE Ws
people, characters,
Who
groups
5 Ws
What Activity, events
Place or setting of
Where
the event
Date and time of
When
the event
Purpose of the
Why
event
ACTIVITY 1: Wait a Minute...Posterrific
GOLDEN RULE
OF THE SESSION
Don’t GO on doing what you’re
not supposed to be doing.
Wait for the GO signal!
THE WINNING MINUTES
1. Capture the 5Ws.
2. Collect other significant details.
3. Conform to an organized format.
4. Check for accuracy of content and
grammar.
5. Change for the best.
(LETTERHEAD)
Title of Activity:
Date:
Time Started:
Venue:
Chair/Presiding Officer:
Secretariat/Documenter:
Attendance:
Business Agenda:
AGENDA DISCUSSION AGREEMENT/RECOMMENDATION REMARKS/ACTION
TAKEN
Other Matters:
Adjournment:

ACTIVITY 1: Wait a Minute...Posterrific
Less in more, simplicity is
efficiency.
In a WORLD of WORDS, it
pays focus on what is
essential
Stepping up
through
Email Writing
SESSION OBJECTIVES
The non-teaching personnel (NTP)

will write an error free e-mail following
appropriate procedure, format and
tone/mood.

SESSION OBJECTIVES
1. Understand how email works;
2. Identify the structure of an email;
and;
3. Demonstrate how to write an error
free e-mail.

WHAT IS AN E-MAIL?
E-MAIL
 a business communication tool
allows you to communicate with
people around the world
transfer files from one place to
another
• Address juan.delacruz@deped.gov.ph
• Cc carbon copy of the message
• Bcc blind carbon copy
• Subject
• Attachment
• Body
• Signature
SYNTHESIS?
1.When to use e-mail?

2.Who are your audience?

WHEN TO USE E-MAIL
• Your message is personal
or confidential
• You are worried that your
message might nit be clearly
understood
• You need an immediate response
KNOWING YOUR AUDIENCE
 Focus your writing to assist your
readers
 Make sure you know who your
reader is before you start to write
 Take care when using acronyms
What makes an
effective
email? SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified
WHAT MAKES AN EFFECTIVE EMAIL?
 Think before you write.
 Use the subject line.
-“Quick question,” Contacting you,” or “ Email
about an important matter
- “Schedule, Guest List, Lunch Request, and Meeting
Overview for March 12th.”
- “Meeting RE: Damaged escalator on March 12th”
 Keep your message short and
clear. SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified
WHAT MAKES AN EFFECTIVE EMAIL?
 Summarize
 You are accountable for what you
write.
 Do not send angry messages.
 Don’t type your messages in capitals.
 Respect other people’s time.
 Proofread your messages.
Structure of
an e-mail
SALUTATION
 Hi Jeff,
 Hello Professor,
 Hello to all,
 Greetings, everybody!
 Dear All
 Sir
 Madam
STRUCTURE OF AN E-MAIL
To: all staff
Cc:
Subject: Email viruses
Dear all,
DepEd Dagupan is a medium size division. All of the staff have email
addresses. In some occasions, email virus has been sent to employees one
of each is the love bug virus. Most employee don’t know how to respond to
this problem. Some employees forwarded the email to others and the virus
spread like wildfire. A memorandum has been issued to address the issue.
The staff are advised to contact the ITO if they received a love letter.
Information Technology Officer

To: all staff
Cc:
Subject: Email viruses
Dear all,
All staff are advised to contact the Information technology Officer (ITO)
immediately upon receiving an email containing virus which a subject of “I
Love You”. Early awareness and detection should prevent future problems.
Information Technology Officer

WHY IS THE SECOND LETTER BETTER?
• It tells the reader the purpose of
the email in the first sentence.
• There is no unnecessary
information.
• It is short, concise and to the point.

MOST IMPORTANT
NEXT MOST IMPORTANT
NEXT MOST IMPORTANT
NEXT MOST IMPORTANT
LEAST IMPORTANT
Applicants having MOST
difficulties can contact IMPORTANT
me for an appointment.
To submit your application late,
you must have an extension
Applicants can apply for an

extension through HRMO Office in LEAST
the Administrative Building. IMPORTANT

COMPLIMENTARY CLOSE
• A complimentary close is not a
must in email, but it warms up the
end of the message. People usually
end an email with complimentary
close if they open it with a
greeting.
THE RIGHT TONES
• When writing business emails, a

professional yet conversational
tone is the most effective.

MAKE IT POLITE AND POSITIVE
Example:
Applications will not be accepted
after June 30, 2019.
Compare:
Please return applications before
June 30, 2019.
MAKING REQUEST
Example:
It is urgent that you fill up this form
and return it promptly.
Compare:
Could you please fill out this form, as
we require it urgently.
TONE IT DOWN
Transform the following question.
1. You neglected to send the form.
2. Your application form was not
enclosed.
3. You failed to complete the online
SALN by the due date.
4. Unfortunately, we failed to receive
your online SALN by the due date.
TONE IT DOWN
5. This form has been filled in incorrectly
and needs to be done again.
6. Could you please fill in this form again
as some information were
incorrect.
7. We cannot accept applications after
August 16.
TONE IT DOWN
8. Please return applications before
the August 16 deadline.
9. Only new staff can attend the
induction program.
10. All new staff are welcome to
attend the induction program.
ORIGINAL MESSAGE
I am writing to tell you that all staff should
contribute to the office refreshment money.
At present some of us contributed and others
don’t. This leads to some people feeling
uncomfortable when those who have not
paid to use the drinks, help themselves to
coffee without paying for it. A more equal
situation would be fairer where everyone
contributes to it, as long as everyone agrees.
ORIGINAL MESSAGE
A
I am writing to tell you that all staff should
contribute to the office refreshment money.if they agree
but everyone uses it.
At present some of us contributed and others
don’t. This leads to some people feeling
uncomfortable when those who have not
paid to use the drinks, help themselves to
coffee without paying for it. A more equal
situation would be fairer where everyone
contributes to it, as long as everyone agrees.
ORIGINAL MESSAGE
All staff should contribute to the office

refreshment money if they agree. At present
some of us contributed but everyone uses it.
A more equal situation would be fairer.

TONE IT DOWN.. ACTIVITY
On August 15 you were sent the report from the month
of July but you neglected to complete it and send it back to
us. It is urgent that you fill out this report and return it promptly.
The Regional Office
will not be able to enter into any further negotiations with your
Division Office until the reports is returned to us.
Please let us know if you require assistance to complete
this form.
Juana Dela Cruz

Administrative Officer

TONE IT DOWN.. ACTIVITY
Enclosed is the report for July, which was previously sent to
you but was perhaps lost in transit. Could you please complete
this report, as we require it urgently. Once we received the
report, we can commence with our usual business.
Please call if you require further assistance.
Juana Dela Cruz

Administrative Officer

E-MAILING THAT WORKS
1. Concise
2. Intention-focused
3. Summarizing
4. Well-organized
5. Visually scannable
6. Polite and tone-appropriate
7. Clear on action
“An email can make or
break a potential
opportunity for you,
so send and respond to
them wisely.”
Leila Lewis
REFERENCES
• DeMers, Jayson. 7 Qualities of a Good Email.
http://www.inc.com/jayson-demers/7-qualities-
of-a-good-email.html
• Study and Learning Centre.

http://www.dlsweb.rmit.edu.au/lsu/content/4-
WritingSkills/writing_tuts/business%20english_LL_e
mails/compare.html
RMIT University
CREDITS
Basic Customer Service Skills Training for Non-Teaching Personnel
MODULE 1: Effective Oral and Written Communication Skills in the Workplace
Module Writers
ARLENE ABIANG San Pedro Apartado NHS, Pang. II
APRILYN CARBONNEL SDO San Fernando City
MARISA JANE CORTES SDO La Union
NORA CRUZ SDO Pangasinan I
MARK GIL DICHOSO San Vicente NHS, Alaminos City
JEFFREY FERNANDEZ SDO Pangasinan I
RHONAMAE FLORES SDO San Carlos City
JOEFREY GAMATA SDO Pangasinan II
MARYFLOR NAUNGAYAN SDO Candon City
GRASELLA FAE PUYAOAN SDO Laoag City
MICHELLENE RIVO SDO Dagupan City
ROSEANNE CABRERA SDO Urdaneta City
RODESSA RODILLAS SDO Ilocos Sur
JEM SAGAOINIT SDO Urdaneta City
MARIA BERNADETTE SARMIENTO SDO Vigan City
REGINA VELASCO Urdanet City NHS
MARIA LINDA VENTENILLA SDO Dagupan City

Writing Accomplishment ReportsMinutes of Meetingemail Writing

Caricato da

Informazioni sul documento

Titolo originale

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

Writing Accomplishment ReportsMinutes of Meetingemail Writing

Caricato da

Copyright:

Formati disponibili

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY

ISO 9001:2015 CERTIFIED

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

KRA OBJECTIVES TARGET ACTUAL OUTPUTS MOVs REMARKS

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

1. Narrative Report (includes problems or

Prepare minutes of meetings with

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

The non-teaching personnel (NTP)

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

1.When to use e-mail?

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

Information Technology Officer

Information Technology Officer

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

Applicants can apply for an

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

• When writing business emails, a

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

All staff should contribute to the office

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

Juana Dela Cruz

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

Juana Dela Cruz

SCHOOLS DIVISION OFFICE OF ALAMINOS CITY | ISO 9001:2015 Certified

• Study and Learning Centre.

Potrebbero piacerti anche