Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 College: ARTS AND SCIENCES Campus : BAYOMBONG CAMPUS DEGREE PROGRAM GE PROGRAMS COURSE NO. SPECIALIZATION COURSE TITLE PURPOSIVE COMMUNICATION YEAR LEVEL I. FRESHMEN TIME FRAME GE COMM 3 Hrs WK NO. 15-18 IM NO. 06 UNIT TITLE/CHAPTER TITLE CHAPTER 7 II. LESSON TITLE COMMUNICATION FOR WORK PURPOSES III. LESSON OVERVIEW Writing is an essential skill. Workplace writing occurs for a definite purpose, and it is intended for a particular audience. In this course, students will be introduced to the various materials used in all fields like healthcare, education, business and trade, science and technology,and media. These materials are business and technical documents which will be essential when students are employed. IV. DESIRED LEARNING OUTCOMES 1. 2. 3. 4. 5. V. Create clear and coherent communication materials fort the workplace. Conceptualize the content and organization of the communication materials. Observe proper format and mechanics in making business correspondences. Adopt awareness of audience and context in communicating ideas. Produce suitable documents with formats required in various workplaces. LESSON CONTENT 1. Business Letters 2. Incident Report 3. Writing the Memorandum 4. Taking down Minutes of Meeting 5. Letter of Inquiry 6. Letter Request 7. Project proposal 1 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 ================================================================================= TOPIC 1: THE BUSINESS LETTER What was the last letter that you have received? Get a copy of this letter and try to check the different parts and the content. In many cases, writing a message thru letters, communication materials, and work reports are more reliable. This is why as a future employee or a boss of your own, you need to write good and effective communication materials such as letters, reports and presentations. ELEMENTS TO CONSIDER IN WORK-RELATED COMMUNICATION MATERIALS Audience – Ask yourself these questions ✔ ✔ ✔ ✔ Is it individual or group? How familiar are they with the information? Are there cultural differences with the audience? How will they respond to the message? Purpose: ✔ ✔ ✔ ✔ ✔ What is the intent of the message? Is the message for information or both? What do you want the audience to know? What do you want them to feel or think? What do you want to gain from the communication? Message Context: ✔ What information must the message include? ✔ Are there cultural considerations? ✔ Are there external or internal events that impact the message? Remember that the workplace has a communication-netowrk pattern of contact created by the flow of messages among communicators. 1) Upward communication – the written materials are sent by subordinates to superiors These messages can benefit both the subordinate and the superior because the superior gets to know what is happening to his/her employees. However, these messages are not easy to make because being frank with your boss can be risky, particularly if the boss does not like to hear problems and suggestions. Upward communication is important to: their a) update the supervisor of the status of work and condition/relationship of employees b) inform supervisor of unresolved problems c) suggest for improvements d) reply to an iquiry from a supervisor 2) Lateral (Horizontal) communication – these materials are sent to people who are of equal level or status; thus, it is between members of the same division or department of an organization. It serves the following purposes: a) task coordination b) problem- solving c) sharing information d) building rapport 3) Downward communication – this is the kind of communication sent by superiors to their subordinates. It is very important because giving instructions is inevitable. Examples are: a) job instructions b) job rationale 2 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 c) feedback 4. Outward communication – this is intended for workers outside the workplace. An example is a letter to the comptroller of a company regarding financial matters. You need to consider the differences in reader category that are created by the flow of communication because they affect your communication in many ways, particularly format. For internal communication, the memorandum is traditionally the preferred medium, but it is noe almost totally taken over by email. For outwardcommuniation (with clients,customers, or the public in general), the standard busines letter still prevails although it is now sent b email or b fax machine (Searles, 2014). This expresses your attitude toward a person or thing (whether you agree or disagree, like or dislike, bias or accept). It is how you regard or consider the person. Some authors call this’’you attitude,’’ ‘’consideration,’’ or or ‘’reader-centered’’ Tone may be professional or formal and impersonal, like in a scientific report, or informal and personal, like in a letter to a friend or in a howto-do article. Tone is most important in occupational writing because a wrong tone in letter may cost you a customer. • • • • Avoid using street language/vocabulary, acronyms and jargons Use active rather than the passive voice Avoid using archaic language Use clear verbs TYPES OF AUDIENCE IN BUSINESS CORRESPONDENCE Audences Internal ● Go to people inside organization ● Memo to subordinates, superiors, peers External ● Go to people inside organization ● Letter to customers, suppliers, others Purpose The purpose of doing effective business correspondences is tied with effective communication. Benefits and cost Effective Communication Poor communication ● Saves time ● Wastes time ● Increases productivity ● Wastes effort ● Communicates ideas more clearly ● Loses goodwill ● Builds goodwill ● Causes legal problems When you want your business correspondences to fulfill its purpose, the message is very important. Use these criteria for effective business and administrative communication. 1. 2. 3. 4. Clear- The meaning that the audience gets is the meaning that the communicator intended. Complete- All the audience’s questions are answered. Correct- All the information in the message is accurate. Saves the receiver’s time- The style, organization, and visual or aural impact of the message help the receivers read, understand, and act on the information as quickly as possible. 5. Builds goodwill- The message presents a positive image of the communicator and his or her organization. HOW TO ORGANIZE INFORMATION 3 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Focus on the issue • If there are several issues, address each. Avoid jumping from one issue to another. Do not discuss or mention anyhing that is not relevant to the issue Follow a chronological outline Use inductive or deductive order • Inductive- specifc to general • Deductive- general to specific HOW TO MAKE DOCUMENTS VISUALLY INVITING Use a reader-friendly layout • Use indentions, appropriate margins, font styles and sizes. • Keep the document free from any smudges or folds. Hackneyed expressions should also be avoided in business correspondence. The definition of hackneyed is something cliché that has been overused or done too much. An example of hackneyed writing is writing that is full of cliches and boring phrases that have been used by countless other authors. List of Hackneyed Expressions to Avoid in Business Correspondence Many business letters contain hackneyed phrases that detract from a clear, natural style. You need to look for them in your writing and use fresh, clear expression instead. according to our records attached herewith on receipt of after careful consideration please do not hesitate to any further action please find enclosed as you are aware please forward at your earliest convenience trust this is satisfactory detailed information enclosed herewith under separate cover enclosed for your information upon receipt of for your convenience urgent attention further to we acknowledge receipt in receipt of we regret to advise Look at these examples from typical business letters and you’ll see how removing the business clichés changes the tone of the sentence. The originals have a formal and impersonal tone; the redrafts sound more personal and genuine. Original: We trust this is satisfactory, but should you have any further questions please do not hesitate to contact us. 4 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Redraft: We hope you are happy with this arrangement but if you have any questions, please contact us. Original: Further to your recent communication. Please find enclosed the requested quotation… Redraft: Thank you for contacting us. I enclose the quotation you asked for… Hackneyed business phrases ruin a clear natural style; so avoid using them and choose your own words instead. Another consideration is to make words precise and avoid redundancy to make the message of the business correspondence clear. COMMON REDUNDANCIES: BEFORE THE WORD absolutely advance completely final new Absolutely certain Advance planning Completely annihilated Final conclusion New beginning Absolutely essential Advance preview Completely destroyed Final decision New innovation absolutely guaranteed Advance reservation Completely filled Final outcome New invention absolutely necessary Advance warning Completely elimintated Final verdict absolutely sure Completely finished Completely surrounded still Stil continues Still persisists Still remains Around Circle around Circulate around Past Past experience Past history Past memories Past records COMMON REDUNDANCIES: AFTER THE WORD back Forward Situation Answer back Advance forward Crisis situation Repeat back Proceed forward Reply back Progress forward Retreat back Revert back Together Assemble together Attach together Cooperate together Connect together Gather together Integrate together join together merge together More Common redundancies Wrong Right Basic fundamentals Fundamentals Best ever Best Biography of his/her life Biography Brief moment Moment Classify into groups Classify Compete with each compete other At present Current trend Trend Bald Depreciate in value Depreciate Essentials Estimated at about Estimate Fall Face mask mask Classmates/colleagues Foreign imports Imports Wrong Actual facts Added bonus All-time record Alternative choice Armed gunmen Ask a question Right Facts Bonus Record Choice Gunmen Ask At the present time Bald-headed Basic essentials Fall down Fellow classmates/colleagues Free gift Future plans Grow in size Hurry up Invited guests Irregardless Joint collaboration Kneel down Gift Plans Grow Hurry Guests Regardless Collaboration Kneel Frozen ice Genera public Old proverb Period of time Personal friend Plan ahead Plan in advance Postpone till later Ice public Old time Friend plan Plan Postpone 5 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE Lag behind Lift up Natural instinct True fact Lag Lift Instinct Facts Undergraduate Small Undergraduate student Small in size Reason is because Never before Sudden impulse Tiny bit Unexpected surprise Round in shape IM No.:6. GE COMM.SY 2020-2021 Reason is never Impulse bit Surprise round USING POSITIVE EMPHASIS IN MESSAGES In most situations, it’s better to use positive emphasis over negative emphasis. Also, some negatives are necessary. When you have bad news to give to the audiences, negatives build credibility. Sometimes, negatives are needed to make people to take a problem seriously. However, even in negative situations, try to be as positive as possible. End any business correspondence with a positive note. Five ways to create positive emphasis ● ● ● ● ● Avoid negative words Beware of hidden negatives Focus on what audience can do, not limitations Justify negative information by giving reason or linking to audience benefit Put negative information in the middle and present it compactly Parts of the Business Letter 1. The Heading. You can see here the return address and the date on the last line. Sometimes, the date is seen on the right side depending on the format that will be used. Commission on Higher Education Cordillera Administrative Region La Trinidad, Benguet December 2, 2019 2. Inside Address or Recipient’s Address. This part contains the name to which the letter is written and addressed. It could be a person, a company or an organization’s name. DR. ANDRES Z. TAGUIAM President Nueva Vizcaya State Unversity Bayombong, Nueva Vizcaya 3. Salutation. This is the greeting part that is written in a polite and courteous manner followed by a comma (,) or a colon (:). Mr. (Name), Sir (Name), Dear Sir (Name), Mrs. (Name), Sir: Madam Dear Dr. (Name): Dear Rev. (Name): Miss (Name): 4. Body of the Letter. This part contains the main purpose of the letter, the very reason for writing. It is important that the body of the letter be written in a straightforward, simple and coherent manner. The Educational Quality Initiatives & Innovations Training Center will hold its third batch of National Capability Building on Educational Research with the theme “Basics and Beyond: Research Approaches and Designs” on November 20-22, 2019 at Hotel Supreme, Baguio City. The activity aims to update participants on the status of research in the country, review the participants on the research process, explain the process of 6 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE systematic review designs of research and IM No.:6. GE COMM.SY 2020-2021 of literature to yield gaps or areas for research, explain the different approaches and explain the process of action research. May I recommend the 5 CAS faculty members to attend the abovementioned National Capability Building? We are looking forward for your positive response regarding this matter. 5. Complimentary closing. This is the polite yet business-like ending of the letter. This ends with a comma. Sincerely yours, Very sincerely, Truly yours, Very truly yours, Respectfully yours, Very respectfully yours, The word very is used to show great respect to the receiver/recipient of the letter. 6. Signature block. The name of the sender is written on the first line, then his/her position on the next line. It is expected that the sender will put his/her signature above his/her name. SIGNATURE DR. FILEMON A. PAMITTAN Dean OPTIONAL PARTS OF A BUSINESS LETTER ⮚ Reference line. It is included only for the writer’s administrative purpose of reference later on. It is written two spaces below the writer’s identification at the left-hand margin. ⮚ Attention line. This is used by writers when a letter is addressed to a company in general. This device is used for the purpose of directing the letter to the attention of a specific person or group within the company that can take care of handling the message. ⮚ Subject line. This is a device used by the writer if he wants the reader to know in advance the subject matter of the message. It is written two spaces below the salutation. ⮚ Enclosures. This is written for verification purpose only that something is enclosed or included with the letter. o Carbon copies. This is used by the writer when he sends duplicate copies of the letter to other people than the addressee. FORMAT OF A BUSINESS LETTER 1. Full Block. This is the format that positions all the parts of the letter to the left, single space, and justified. Double space is used only when starting a new paragraph. Address Date Name of Receiver Title Company Name Address Sir: When writing a letter using full block form, no lines are indented. Include your name, address, and phone number where you can be contacted, as well as the date. You then include the name and address of the person you are sending the letter to. With new paragraphs, just skip a line instead of indenting. Add your phone number where you can be contacted in the last paragraph. Sincerely, 7 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Your Signature Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 2. Modified block. This is the format wherein all the parts of the letter are tabbed on the left, single space, and justified except the heading and the closing which are tabbed in the center. 3. Semi-block. The paragraphs are indented instead of placing them all on the left. Heading is on the center, and the date can be placed in the right side three spaces after the heading. The recipient’s address is on the left, and the closing on the right. 8 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 OTHER TYPES OF BUSINESS LETTERS 1. Letter of Request. This letter is written to make someone do something or consider something. A letter requesting for an interview is an example of this. The application letter could be the most popular example of this as the applicant is requesting a prospective employer to consider his job application. 2. Letter of Inquiry. Letters of inquiry are among those regularly received by business firms; hence, they are also called everyday letters. Such letters have to be answered promptly because they could clinch a business deal or at the least build public relations for the company. Letter of inquiry is done when something in concern of the business must be clarified or get information about like the products or services, price list, mode of payment, mode of delivery, etc. 3. Letter of Order. Letter of order is done when a company formally wants to avail the service or product of their partner company. In writing an order letter, one must remember that the description of the merchandise needed to order is clearly stated. Its quantity, size, color, and other special features must be well stated as well. The schedule of shipment as to when, where and how must also be given. Finally, the ordering company must also inform the mode of payment it will do to process the order. 4. Letter of Acknowledgement. Letter of acknowledgement is done by the company when orders or remittances are finally received by them. When writing this kind of letter, one must include the following: a very warm, polite, and welcoming start of the letter, the confirmation that the company already received the remittance or payment for the transaction, the OR (official receipt), and the assurance that the expected service will be done right away. 5. Letter of Complaint or Claim. This is the letter to make when for example the delivered products do not match the order that was made prior to the delivery. When making this letter, you must include some background information, but come quickly to the point, identifying the problem. Also, politely say what you want the reader to do about the problem. 6. Letter of Adjustment. This is done when there is a request for the modification of the product or to explain a thing about the delivered product. An adjustment letter should begin with a positive statement, expressing sympathy and understanding. Near the start it should let the reader know what is being done, and this news, good or bad, should be followed by an explanation. The letter should end with another positive statement, reaffirming the company’s good intentions and the value of its product, but never referring to the original problem. TOPIC 2: LETTER OF REQUEST Request letters are written when a person seeks help of any kindform someone else. Students like you may write a request letter when you need information for any assigned writing project, such as report, or article, or when you ask for clarification or favors . Guidelines in writing a request letter: 1.Direct/address your letter to the right person. 2. State who you are and your work title and why you are writing. 3. Indicate you reason for requesting the information. If applicable, you may cite the one who suggested that you write and ask for help. 4. State your questions briefly and clearly. You may list and number them. Make your request questions clear and easy to answer, so no further exchange of questions and answers is necessary. 5. Indicate exacty when you need the information, but allow sufficient time. 6. offer to forward a copy of your report, article ,or paper in gratitude for the anticipated help. 7. Thnk the reader for helping. Sample request letter 9 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Mr. WIlie Grant Director Creative Marketing Associates Cabuyao, Laguna Sir: I am Julian J. Montes, an assistant researcher of the Marketing Department of SCC University of San Pablo City. I am writing a report on “E-commerce Strategiesw for Laguna de Bay. My colleagues have talked highly of your firm, Creative Marketing Associates. With your vast experience in developing websites and apps to promote regional businesses and tourism, I would be much indebted if you answer these three questions that are vital to my research. a. What have been the most effective e-commerce strategies you have used for regional ` marketplace? b. How can Chamber of Commerce and various local government units help generate Web traffic to a regional marketplace for the Laguna de Bay area? c. Which other regional areas do you consider having similar marketing goals and challenges as Laguna de Bay? My report is due in May 2018. May I request that your answers be sent next month, so I can include them? You may send your responses, or any questions you may have, to my email address listed below. Your answers to these questions would make my report authoritative and useful. I would feel honored to cite you and Creative marketing Associates in my work. I will be glad to send you a copy of my finished report. Many thanks for any help you may extend to me. Truly yours, Julian J. Montes Email add: julianmontes@yahoo.com 10 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 ` TOPIC 3. TAKING THE MINUTES OF THE MEETING Meeting minutes can be defined as the written record of everything that's happened during a meeting. They're used to inform people who did nit attend the meeting about what happened, or to keep track of what was decided during the meeting so that you can revisit it and use it to inform future decisions. A. What is the purpose of meeting minutes? Minutes are a tangible record of the meeting for its participants and a source of information for members who were unable to attend. In some cases, meeting minutes can act as a reference point, for example: when a meeting’s outcomes impact other collaborative activities or projects within the organization ● minutes can serve to notify (or remind) individuals of tasks assigned to them and/or timelines ● B. What’s involved with meeting minutes? There are essentially five steps involved with meeting minutes: 1. Pre-Planning 2. Record taking - at the meeting 3. Minutes writing or transcribing 4. Distributing or sharing of meeting minutes 5. Filing or storage of minutes for future reference C. What should be included in meeting minutes? Before you start taking notes, it’s important to understand the type of information you need to record at the meeting. As noted earlier, your organization may have required content and a specific mom format that you’ll need to follow, but generally, meeting minutes usually include the following: o Date and time of the meeting o Names of the meeting participants and those unable to attend (e.g., “regrets”) o Acceptance or corrections/amendments to previous meeting minutes o Decisions made about each agenda item, for example: o Actions taken or agreed to be taken o Next steps o Voting outcomes – e.g., (if necessary, details regarding who made motions; who seconded and approved or via show of hands, etc.) o Motions taken or rejected o Items to be held over o New business 11 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 o Next meeting date and time Tips that might help your note taking: Create an outline – as discussed earlier, having an outline (or template) based on the agenda makes it easy for you to simply jot down notes, decisions, etc. under each item as you go along. If you are taking notes by hand, consider including space below each item on your outline for your hand-written notes, then print these out and use this to capture minutes. Check-off attendees as they enter the room - if you know the meeting attendees, you can check them off as they arrive, if not have folks introduce themselves at the start of the meeting or circulate an attendance list they can check-off themselves. Record decisions or notes on action items in your outline as soon as they occur to be sure they are recorded accurately Ask for clarification if necessary – for example, if the group moves on without making a decision or an obvious conclusion, ask for clarification of the decision and/or next steps involved. Don’t try to capture it all – you can’t keep up if you try to write down the conversation verbatim, so be sure to simply (and clearly) write (or type) just the decisions, assignments, action steps, etc. Record it – literally, if you are concerned about being able to keep up with note taking, consider recording the meeting (e.g., on your smart phone, iPad, recording device, etc.) but be sure to let participants know they are being recording. While you don’t want to use the recording to create a word-for-word transcript of the meeting, the recording can come in handy if you need clarification. D. The Minutes Writing Process Once the meeting is over, it’s time to pull together your notes and write the minutes. Here are some tips that might help: o Try to write the minutes as soon after the meeting as possible while everything is fresh in your mind. o Review your outline and if necessary, add additional notes or clarify points raised. Also check to ensure all decisions, actions and motions are clearly noted. o Ensure you're including sufficient detail o For Board of Director’s minutes in particular, we recommend including a short description of each action taken, as well as the rationale behind the decision o If there was a lot of discussion before passing a motion, write down the major arguments for and against o Edit to ensure brevity and clarity, so the minutes are easy to read In terms of mom format, here are a few things to keep in mind: ▪ ▪ ▪ ▪ ▪ Be objective Write in the same tense throughout Avoid using names other than to record motions and seconds. Avoid personal observations — the minutes should be solely fact-based If you need to refer to other documents, don't try to summarize them. Rather, simply indicate where they can be found or attach them as an appendix 12 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 13 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Minutes of the meeting Environmental Safety Committee Date : January 5, 2018 Type of meeting: Monthly Meeting Time of meeting: 9:00 a.m. Place/Venue: Room 203, CAS building Presiding Officer: Ms. Grace Cortez Attendance Members present: (you can write all the names here or attached a separate attendance sheet if there are many attendees) Members Absent: Paulo Gordon, Marites Concorde Minutes of the Meeting Old Business The minutes from the previous meeting in December were approved as read: Reports: 1. Carlos Recto reported on the progress of the Site Inspection Committee that it is getting ready for the January 25 visit of the State Board Examiners, All preparations are on schedule. 2. the proposal to study the use of biometric identification in place of employee ID is nearly complete, according to Voctor Juanico. New Business: 1. Virgnia Garcia and Rafael Nova voiced concern about a computer virus that may strike the plant – Monkey. Disguised as a familiar email, the virus is contained in an attachment that destroys the files. 2. Barbara Santos moved that the management its virus protection software. This was seconded by Tomas Baldoz. The vote was 6 to 3 in favor of the motion. 3. Personnel in the environment Testing Lab were commended for ther extra effort in ensuring that teir department maintain the highest professional standards during the month of January. 4. Robert Cruz adjourned the meeting at 11:45 a.am. New Meeting: The next meeting of the ES will be on February 9 at 1:00 p.m. in the same place. 14 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 TOPIC 4 : WRITING THE LETTER OF INQUIRY WHAT IS A LETTER OF INQUIRY? Definitions: Mandour (2012) defined it as letter written to request information. It is another word for letter of interest. It may ask information about product, services, special price, favors in response to advertisements before mking a deciskon to buy a product, or to develop a new business. Kwan (2015) described it as the letter that presents what the writer wants to know and why. It gives details that need to be specific. It should be clear and has specific subject suc as about textbook, computer equipment, and others. The letter starts by giving the reference, background information and states the objective. The body states specifically what information is needed. It may also ask WH questions; who? Is it possible? When? How? It asks for a detailed request or additional request and request for action. Singh (2018) stated that letter of inquiry is a formal letter and thus needs to be simple, clear, and precise. The content of the letter must be straightforward, and p to the mark. Ask the details, ask about the services, goods, courses or other products. The leter of inquiry is written to request information and or ascertain its authenticity. It covers topic which include opportunities for work, awards for studies, studentships, ventures and business transaction (Thurner, 2018). 15 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Similarly, Kuenz (2018) believes that a letter of inquiry is a formal letter that a person writes when he or she needs more information or has questions he/she would like to ask. When to write the letter of inquiry? When we ask information for: a. job vacancies b. funding c. grants d. scholarships e. projects f. sales pre-proposals h. universities i. colleges j. trade schools k. services l. good m. products n. special price o. favors in response to advertisement p. developing business Sample Letter: Letter Asking for Information Ace John R. Mondidu #28 Epifanio St., San Jose Subdivision Mojon, Malolos City, Bulacan Dr. Divina Magno Dea, College of Medical Technology La Consolacion University of the Philippines Dear Dr. Magno: Please send us the requirements for a college student enrolling in the College of Medical Technology. Likewise, teir equivalent needs fort eh entrance fee and the ensuing monthly installment per month for one semester. Your immediate response will provide a velar idea on how much bufget we will prepare for the semester. Respectfully yours, ACE JOHN R. MONDIDU TOPIC 5: WRITING A MEMORANDUM What is a memorandum? A memorandum is a short notice usually written by the management to address a certain policy or give a certain announcement or changes in an organization. In official instances, a memo is usually written by the organization heads. In most cases, a memo is usually used to address very critical matters and therefore it has to come out clear so that the content of the information being passed is not distorted. 16 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Tips in writing your memo: Make it a s short as possible- the memo should not be lengthy because it will be tiresome to read. Most people would want to go through it with the shortest time possible but acquire all the information. You need to summarize as much as you can. The shorter your memo will be, the more the readers because most people are prone to be ignorant to lengthy notices. Use simple English- you should not use complex language while writing your memo because the readers may end up missing up important points and your memorandum will not have served its purpose. Avoid too much use of vocabularies in your work. Use a captivating headine- the heading of your memo should attract readers- you should be very selective in the words that you use for your heading because that is the first impression that your readers would come across. Others would just read the heading and leave, so it is your responsibility to make them curious to read the rest of the document. Avoid simple grammar and spelling errors- you should be very cautious in memo writing because a simple spelling mistake may confuse the intended information that you needed to pass and that would be chaos especially if it is a critical matter that affects an organization. You should go through your memo after writing to ensure that everything reads as required. Format of the Memo The format of your memo should adhere to the required rubric because one can be able to identify a memo from its format. In the notice board of your company/organization, you may find several notices of which others are usually, meant for motivations purposes, so it is the format that will distinguish your memo from other notices. The header At the top of the page, you should indicate that it is a memo in capital letters. This helps to give identity to your document. The recipient addresses Immediately after the header, you should write the recipient address. Be official in writing the name of the recipient whether it is one person or a group of people. The address helps the readers to know whom the memo is being addressed to. You should also include other recipients if you wish your memo to address a different group of people. When you have more than one recipient, you can use the following format: 17 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Memorandum To: Cc: From: Date Subject In this format, the cc will serve to address another recipient that you wish to address apart from your main. The sender After the recipient’s address, you should indicate where the memo is coming from, write your name and your position if you have one so that the readers can be able to know you. The date After writing the senders name you should write the date in the right format so that the readers can be able to know when was the memo sent. The date is important because it distinguishes the old and new memos in the notice board. The title After the date, you should write the title of the memo. In the title, you should indicate what the memo is all about clearly. The title carries a heavy weight in your memo because it should tell the reader what the memo is all about in the shortest words. On the formatting of the heading and the addresses you should: ● ● ● Ensure that the content is double spaced. This helps to improve the clarity of your document. Align all the content to the left side of your page- you should align the date and the addresses to the left side of the page. You should write the start of the address with capital letters. For example, when writing to your staff and you are the IT Director of a certain company you will proceed on as follows: To: All staff From: The IT Director. Date: 9/07/2018. Subject: Promotions in Different Departments. The body The second part of the memo format is the body. You should keep your memo as short as possible by avoiding more stories in the body paragraphs. The bod follows the OrientationInformation-Action format 18 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Orientation – (Opening paragraph) What is your purpose or reason for writing? Information – what do you want to tell or convey to the reader? Action – What step or course of action do you intend to take? Tips on how to come up with the best body for your memo: Consider your readers- your readers, in this case, are the audience that you are writing to. You should use the right tone depending on what you are writing on. You should be able to note the needs of your audience because for instance if you are requesting something from your staff as the manager, you have to use polite language so that your staff can consider your request. You should ask yourself any question that your readers are likely to come up with after reading your memo and address them accordingly. You should also use a language that will suit the class of people you are addressing. Go directly to the point- after deciding on what you are going to write on, you should avoid the salutations available in other letter writing formats. The thesis for your memo should be your major issue. Give a small background of the problem- after addressing the change that you need you should proceed and give reasons for the implementation of that policyor rule. Explain to your audience the sole reason that led to coming up with that decision or what motivate you to that step. You can also mention the merits and the demerits of the change. Support your issue- after mentioning what you wanted of the readers, you can go on and give illustrations just to be clear on what you mean or improve their understanding. There are several ways in which you can support your points. Use of lists- you can use a list to indicate what you need to be done if there are several points. Give the actions that you need the readers to do- after explaining what you need you should state the role of the readers in the implementation of your policies. You can also give the conditions that should apply to your reader. you can, for example, give a deadline to whatever you need to be done. End your memo with a summary. You need to summarize your points and state the cause of action needed by your readers. Try and be positive as much as you can while closing your memo. The last thing is signing- you can decide to sign at the end of the memo just to make it official. Signing of the memo makes it official. Types of memos There are different types of memos that you can be asked to write. It is good to get familiar with each type so that you can be able to classify and know where it falls. Below are some of the memo types that you can come across: Request memo- in this type of memo you will be trying to get a favor from a certain person or group of people. You are supposed to use persuasive language to win the heart of your recipients. Confirmation memo- this document is written after a certain agreement between two parties. You will be writing just to confirm that you agree to a certain demand. In this type of memo, you should state the terms of the agreement and encourage the recipient to ask for clarification where they did not understand. Suggestive memo- this type of writing is written in the case where the management is requesting views from the employees on how to solve a certain problem. You will need to request 19 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 your readers to give their say about a certain issue and specify how they should forward the suggestions. Report memo- this is a memo written after a certain period of time to give an account of the progress.it takes the reportformat. In this memo, the body is mainly consistent of values and charts to indicate the progress. Informal results memo- this is where you are required to give the results of a certain action. It can be research that was done and people would wish to know the outcome, or it can be even application results for various seats in a department. Memo example Below is a memo sample to guide you on how to plan your work and keep to the right format. MEMORANDUM To: All students taking IT course at the university. From: The department chair. Date: July 7, 2018. Subject: Submission of your final project. It has come to our notice that some of you have not submitted their final year projects which is very crucial at this moment because it determines whether you will graduate or not. In the previous years, we have had the same incidents and students usually come back to me crying when they find out that their name is not on the graduation list. The project will account for forty percent of your final grade and that is why it should be taken seriously. On that note the department has given out a deadline of 3rd august 2018, if you do not have submitted your project by then, you will have to wait 1 academic year to graduate. You are all advised to submit your project before the due date as we do not want you to suffer when it comes to graduation. Thanks in advance. Yours sincerely, Sign……. Department chair TOPIC 6: THE INCIDENT REPORT What is an Incident Report? ⮚ ⮚ An incident report is a formal recording of the facts related to an incident. The report usually relates to an accident or injury that has occurred on the worksite, but it can also pertain to any unusual occurrences at school, in the workplace, etc. especially near misses. An investigation of what happened should be undertaken as soon as possible after the incident occurs and after any injured persons have been taken care of. The report that is generated as a result should provide a full account of what took place. In addition to a description of the incident, the report should include: The location of the incident A list of witnesses to the incident or injury The severity of the injury 20 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 A description of the immediate measures taken in response to the incident Any anomalies that might have contributed to the incident Photo or video documentation of the event or its aftermath can also be included in an incident report. (https://www.safeopedia.com/definition/3310/incident-report) In most cases, an incident report can be accomplished using an incident form or it can be a narration of what happened Incident reports should be completed as soon as possible following the incident or injury. Watch related videos for further discussion of what an incident report is. Watch Read https://www.youtube.com/watch?v=LXMvHkTDVHE https://www.youtube.com/watch?v=J6nyPO1UHs4 https://safetyculture.com/topics/incident-report/ The sample incident below is an example of an incident/accident that happened inside the school. A clear incident report should be able to answer the following questions: 1. What happened? 3. When did it happen? 5. Who was involved? 2. How did it happen? 4. Why did it happen? There are three types of Reorts: Incident Report, Accident Report and Injury Report. All reports should cover the following points: 5 Ws and 1H DDTP Day Date Time Place Who – it includes the persons involved Examples: accuse, witnesses, injured person, policemen, doctor, etc Where – the place where the incident happened Examples: mall, inside a factory, companies, polce station, at the bank, shopping mall When – day, date, time place Example: Sunday, July 18, 3:00 p.m. What – theft, drugs, robbery, shoplifting, etc Why – reasons (this needs investigation, keen observation, details) How – the process (how the incident happened) To avoid liabilities, it is important to use qualifiers, such as “maybe, perhaps, it seems that, it appears that, possibly,” and some others that insinuate only probabalities but not actualities. Guard yourself against doing the following: 1. Do not report comments and observation of witnesses because these are not verified facts and are usually very exaggerated. 2. Do not report exct words uttered by people who are very angr, distraught, or bewildered. 3. Do not comment on issues not related to the incident; and 4. In your recommendations, avoid blaming or focusing on incompetence; instead, encourage the adoption of measures to avoida repeat of that incident. 21 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 SAMPLE INCIDENT REPORT INCIDENT REPORT OF ACE JOHN, A BASKETBALL PLAYER AT MRHS The persons involved were my team and one of my opponents. It was an accident. Somebody bumped me and I fell down and my knee was injured. It happened during the last quarter of our games at Burgos Gym, Manuel Roxas High School. It was March 14, 2018 at 9:00 a.m. I wasrunning and my feet suddeny slided, bumped by somebody, and my knee abrubptly fell on the floor. I was broght to the school clinic. The nurse bundled it with a bandage. And at that moment, the pin was still bearable. I still attended the next activity, the Senior high School performance by Section. At 3:00 p.m. I went home riding a tricycle, but when I stepped down the tricycle, I can’t move my knee and step it normally. I felt a serious pain on my knee so my parents decided to send me to Sacred Heart Hospital at the Emergency Room. The school nurse went there together with my auntie who are both working at MRHS . I was checked by Dr. Sarah Leandre at the Sacred Heart Emergency Rm and I was given medicine for pain. I was referred to Dr. Huert Paulino, specialist in Orthopedic surgery and I was given instruction on what to do with my knee. I had undergone 10 days session therapy. Water was exracted from my knee as a result of the incident. After one or two months therapy and medication, my right knee functions normally. Whatever expenses during the day will be shouldered by the school, because it happened during the game inside the school premise. However, I have to submit an incident report before I can claim it. SYNTHESIS: 1. An incident report is used to document an incident that has occurred. Some incident reports may simply document what happened. 2. Accident report, incident report, and injury reports are similar in presentation. All reports start with DDTP (day, date, time, place). All of them include the 5 Ws and 1 H (why, who, where, when, what, and the how) 3. These reports are important to claim for insurance and for resolving problems. TOPIC 7: PROJECT PROPOSAL A project proposal, a document designed to convince or persuade someone to follow or accept a specific course of action, is written to propose: (a) change of process or policy, (b) solution to a problem, (c) purchase of a product or service, (d) pursuit of an activity, or (e ) research. Proposals may be categorized as solicited or unsolicited, depending on the origin; internal or external depending on the reader or audience type; and formal or informal depending on the length. If the proposal is solicited, the business, agency, or organization requesting the proposal identifies a situation or a problemit it wishes to solve and issues an RFP (Request for a proposal). Responding to an RFP of a solicites proposal is easier than writing an unsolicited one because in the solicites, the problem has already been identified; hence, there is no need to convince anyone of its existence. Guides in Writing a Proposal 22 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 1. Summarize the situation or problem that the proposal is addressing. If unsolicited, the proposal must convince the reader that there really is an important need . 2. provide a detailed explanation of how the proposal will correct the problem.( this is the project description) 3. Confirm the feasibility of theproposal and the expected benefits of completing it, along with the possible negative consequences of not doing it. 4. Convincingly refute any probable objection’. 5. Establising the writer’s credentials and qualificatins for the project. 6. Identify any necessary resources, equipment, or support. 7. Provide a reliable timetable for completion of the project. `8. Provide an honest itemized estimate of the costs. Deliberately understating the timeline or the budget is ot only unethixcal but also deceitful, which can gain legal liability. 9. Close with a strong conclusion that will motivate the reader to accept the proposal. A convincing cost benefit analysis is helpful. Sample of a Solicited Internal Proposal MEMO RIASCO INCORPORATED 234 Shaw Boulevard, Mandaluyoong City To: Jaime Gonzaga, Site Director Date: March 1, 2018 From: Georgia Noble, Day Acre Supervisor Subject: Play Area Proposal Summary: This is an answer to your call for suggestions for improvement to our business organization. Our day care room is bright, roomy and fully equipped with everything we need. It is a model of what a day care facility should be; however, when the weather is fine, there is not much the children could do outdoors. A play area equipped with a picnic table and play structures for swinging, sliding and climbing will provide the school kids with wholesome play activities. The cost may be pricey, but the safety of our kids is priceless. We ofteh bring the school kids outside and just let them run around or play soccer in the grassy area alongside the parking lot. This place is not very safe for the kids because accidents may happen, like a car losing control. As you know, our Free Day Care Program for employees at RIASCO Incorporated has been a major factor that helped the company attract and retain dependable, highly skilled workforce in spite of competitions form other industry. My proposal is to install a small playground surrounded by sturdy chain-link fence and equipped with a picnic table and play structure with sliding, swinging, and climbing accessories. The play equipment could be installed in one day by our own maintenance personnel, but the fence would have to be erected by its supplier. The long established Valla’s Fencing in Quezon City told me they could do the jobin only a few days. This project may cost us some money, but this is a wise investment considering the safety of the children. Here is a tentative budget, which I estimated after researching playfround equipment on the internet and at local stores and fencing companies. Here is an estimate by Valla’s Fencing. 23 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 Play set P5,000.00 Picnic Table 1, 000.00 Surface Sand 350.00 Chain-link fence 10,000.00 TOTAL P16,350.00 Thank you so much for considering this proposal. Iwill be very happy to discuss it with you in more detail if you wish. VI. LEARNING ACTIVITIES Task 1. The letter below is an invitation letter. Try to label the parts of this letter. Task 2: Choose one of the tasks to accomplish. 1. Assume that you are a human resource management officer in a company. Write a letter of request to Nuev Vizcaya State University asking for permission to conduct a job orientation to BS in Nursing graduating students. Make sure that the letter contains all the parts and the necessary information such as the description of your company, purpose of the job orientation, time and date etc. Write it in full block format with margins of 1” on all sides. 2. Assume that you are the SK Chairman of your barangay. Write a letter to Wide Horizons Mobile company requesting for sponsorship on free internet connection in your office. This is for the students in your barangay to also utilize for their online classes. Make sure that the letter contains all the parts and the necessary information such as the conditions that your 24 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 barangay experiences and the benefits that the free internet connection will give. Write it in semi-block format with margins of 1” on all sides. Task 3. Write an application letter to go with your resume. Do it on a semi block form. For those who encode your letter with the following format: 1. 2. 3. 4. can, Margin- 1 inch on all sides Font type- Arial Font size- 12 Paper Size- short bond or A4 size Task 4. Put the parts of this memo in their proper places. Observe the orientation-information – action pattern in organizing the paragraphs of the body. MEMORANDUM Most of us know that Paterna Castro form the Humanities Department is retiring at rhe end of this month after thirty years of service to Nueva Vizcaa State Unicersity. A tribute party is being organized in her honor. It will be at seven o’çlock on the evening of Saturday, March 31. The venue will be FTM Restaurant Function Hall. Each share of the expenses is P700.00, which includes a buffet dinner and a donation fort the gift. If you intend to join the celebration, please see me at the end of this week for final reservation. SUBJECT: Paterna Castro FROM: Mary dela Cuesta, VPAA TO: All Employees DATE: March 2, 2018 Task 5. Make a memo based on this situation You are a secretary in an office. The normal working hours are 8:00 a.m. to 12:00 p.m, 1:00 p.m. to 5:00 p. m. But during summer, the working hours become 7:30 a.m. to 11:30 a.m., 1:00 p.m to 4:4:30 p.m. Since summer starts next week, write a memo to all employees announcing this summer work schedule. Task 6. Watch a video clip on the incident report dated July 25, 2017 by Reslife at Miami University (ORL Staff). Write your own incident report based on the video clip/s. here’s the link https://www.youtube.com./watch?v=NiUDPU6yBWo a. Send us any literature available on the construction of vyour nylon tents, accessory equipment, and others; b. Thank you very much. c. We, from the Boy Scouts of the Philippines, Pangasinan Chapter, are organizing a summer camp for boys and are looking for 24 two-occupant portable tents for camping out. 25 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 d. we are undecided whether to use conventional canvass tents that are familiar to us, or your new nylon tents. Please be kind enough to do the following: ● Inform us of their suitability to the summer climate of mount Makiling; ● Provide us with comparative weights and costs of canvas and nylon tents; and ● We shall appreciate your referring us to customers who have had experience with your tents in conditions approximating those of the boy’s camp in Mount Makiling. ● Give us an idea of the durability of your product with estimates of how many years of service may be expected in ordinary use. Task 7. Rearrange the jumbled sentences that comprise a request letter. When you are done, output if it conforms to the requirements of a request letter, analyze your Task 8: Based on the above letter of inquiry, do the following: Write a letter of inquiry on any topic of your choice. Decide on your purpose for inquiry. Write a letter to ask about the job opening of a certain company that is willing to hire Write a letter to ask about a company that provides on-the-job-training The letter will be scored using the following rubric: o o o o CONTENT 10pts Does the letter contain the compete parts? Is the purpose of the letter clear? Were you able to communicate your inquiry well? Did you provide specific facts for your inquiry? o o ORGANIZATION 10pts Have you arranged the focus of your inquiry clearly and logically? Are there order and logic in your inquiry? 26 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 LANGUAGE AND MECAHNICS 10pts o Did you observe proper use of language form (grammar) and mechanics (punctuation, capitalization, format) Task 9. Write a letter of request based on one of the following situations: a. Make a request to taje a makeup test for the final examination that you missed. b. Ask for additional air conditioning units for your office for the coming summer months. c. Write a letter to the Police Station nearest you requesting that they increase the number of traffic policemen deployed at (name of the place). Cite the heavy traffic int hat place, especially during rush hours – 7:00 to 10:00 a.m. and 4:00 to 8:00 p.m. VII. ASSIGNMENT VIII. EVALUATION Read the newspapers and any other periodicals for news reports (news websites are allowed) on problems besetting our country (such as problems on vehicular traffic, climate change, environment degradation, waste management, teenage criminality, etc) ` 1. Choose one of these problems 2. Read as many news reports as possible on your selected items. (minimum of 10 news articles related to the problem you selected) 3. Write a proposal based on the news reports 4. Submit an encoded, soft copy of the report. This will also serve as your final requirement for the subject IX. REFERENCES Madrunio, M. R., and I. P. Martin. (2018) Purposive Communication: Using English in Multilingual Contexts. C and E Publishing Inc. South Trinagle, Quezon City Padilla, M.M., Dagdag, L.A., Roxas, F.R. (2018) Communicate and Connect! Purposive Communication. Mutya Publishing House, Inc., Potrero, Malabon City Villacorte, A.A., Pamittan, F.A., Fajardo, E.F., De Leon, C.T., dela Cerna, I. T., Galvez, S.M., Buenaventura, B.R., Galvez, E.P., Reyes, M. J., (2019). Instructional Material in Purposive Communication (English in Multimodal Context). St. Andrew Publishing House. Plaridel, Bulacan https://www.gallaudet.edu/tutorial-and-instructional-programs/english-center/the process-and-type-ofwriting/letters/business-lettersformats#:~:text=Most%20business%20letters%20must%20include,ways%20to%20format%20this% 20infor mation. https://www.lexico.com/grammar/letter-formats-block-modified-block-and-semi-block 27 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”. Republic of the Philippines NUEVA VIZCAYA STATE UNIVERSITY Bayombong, Nueva Vizcaya INSTRUCTIONAL MODULE IM No.:6. GE COMM.SY 2020-2021 https://templates.office.com/en-us/minutes-for-organization-meeting-long-form-tm02810155 https://www.wildapricot.com/articles/how-to-write-meeting-minutes https://www.aresearchguide.com/write-a-memorandum.html https://www.youtube.com./watch?v=NiUDPU6yBWo https://www.fool.com/the-blueprint/project-proposal/ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/in dex.html 28 “In Accordance with Section185, Fair use of a Copyrighted Work of Republic Act 8293, the copyrighted works included in this material may be reproduced for educational purposes only and not for commercial distribution”.
