Communication Work Purposes

Workplace Communication

The transmission of information between one person or group and another person or group in an organization.

Effective Workplace Communication

Communication that occurs when the intended message of the sender is the exact same message the receiver gets.

Feedback

Any information that individuals receive about their behavior, used as a strategy to enhance goals, awareness, and learning.

Descriptive Feedback

A form of feedback that identifies or describes how a person communicates.

Evaluative Feedback

A form of feedback that provides an assessment of the person who communicates.

Prescriptive Feedback

A form of feedback that gives advice about how one should behave or communicate.

Task or Procedural Feedback

A level of feedback that focuses on effectiveness, appropriateness, and the quantity or quality of group output.

Relational Feedback

A level of feedback that focuses on interpersonal dynamics within a group.

Individual Feedback

A level of feedback that focuses on a particular person in the group.

Group Feedback

A level of feedback that focuses on how well the group is performing overall.

upward, downward, horizontal, and diagonal channels.

Flow of Intraorganizational Communication

Upward Communication

Communication that flows from subordinates to superiors to provide feedback, report problems, share views, and convey performance.

Grievance Procedure

An upward communication method where employees may appeal beyond their immediate supervisor to protect themselves from arbitrary action.

Open-Door Policy

An upward communication strategy that invites subordinates to talk to their superiors about whatever troubles them.

Counselling, Questionnaires, and Exit Interviews

Upward communication tools facilitated by HR to gather confidential employee feedback for organizational improvement.

Participative Decision-Making

An upward communication method involving subordinates informally, in quality improvement teams, or in union-management committees.

Ombudsperson

An official outlet and upward communication channel for employees who feel they have been treated unfairly.

Downward Communication

Communication that starts from a higher organizational level and flows to a lower level to transmit instructions, policies, feedback, and organizational vision.

Horizontal Communication

Communication among employees of equal rank, such as committees, task forces, and cross-functional teams; also called lateral communication.

Diagonal Communication

Communication that crosses work areas and organizational levels, bypassing the formal chain of command; often used by expert groups.

Grapevine Communication

The unofficial, informal communication network within an organization, often characterized by rumor, gossip, and innuendo.

Single Strand Network

A type of grapevine network where information is passed sequentially from one person to another in a single line.

Gossip Network

A type of grapevine network where one person seeks out and tells information directly to everyone else.

Probability Network

A type of grapevine network where individuals randomly pass information to others according to the laws of probability.

Cluster Network

A type of grapevine network where information is passed to a select group of individuals, who then pass it on to another selected group.

Business Letter

A brief written message usually sent to external recipients, printed on letterhead, that elicits an expected response from the reader.

Letterhead

A business letter part that identifies the writer, their organization, address, and contact numbers.

Date Line

A business letter part placed between the letterhead and inside address written in full words and numbers (e.g., October 6, 2026), never in plain numerals.

Inside Address

A business letter part containing the complete name, title, and address of the recipient.

Attention Line

A business letter part used when a letter is addressed to an entire company but meant for a specific individual.

Salutation

The formal greeting of a business letter directed to the reader, which always ends with a colon.

Body of a Business Letter

The main message of a business letter, typically single-spaced internally with double spacing between paragraphs.

Complimentary Close

The formal expression or sign-off used to end a business letter based on the level of formality.

Highly Formal Complimentary Close

Closing expressions such as "Respectfully yours," "Respectfully," or "Very respectfully."

Polite and Formal Complimentary Close

Closing expressions such as "Very truly yours," "Yours very truly," or "Yours truly."

Less Formal Complimentary Close

Closing expressions such as "Sincerely yours," "Yours," or "Cordially yours."

Informal and Friendly Complimentary Close

Closing expressions such as "As ever," "Best regards," "Kindest regards," or "Regards."

Signature Block

A business letter part containing the sender's physical signature, typed name, and professional title.

Identification Initials

Initials placed on a business letter showing the sender's uppercase initials followed by the typist's lowercase initials (e.g., KAI/mrs).

Enclosure Notation

An indication at the bottom of a business letter listing attached or enclosed documents.

Copy Notation

A notation indicated by "cc:" naming secondary recipients who receive a copy of the letter.

Full Block Format

A business letter format where all elements are left-justified, single-spaced, with unindented paragraphs.

Modified Block Format

A business letter format where the date and closing are tabbed to the center point, while all other text is left-justified with unindented paragraphs.

Semi-Block Format

A business letter format similar to modified block, but with the first line of each paragraph indented.

Cover Letter

A persuasive job application letter accompanying a résumé that introduces an applicant to an employer and explains their suitability for a role.

Solicited Cover Letter

A cover letter written in response to an advertised job opening.

Unsolicited Cover Letter

A cover letter written to inquire about possible unadvertised job openings.

Opening Paragraph of a Cover Letter

The first section of a cover letter that names the targeted position, states how the applicant found it, and expresses interest.

Body Paragraph of a Cover Letter

The middle section of a cover letter matching the applicant's skills, education, and experience directly to job requirements.

Closing Paragraph of a Cover Letter

The final section of a cover letter expressing interest in an interview, providing contact details, and thanking the reader.

Minutes of the Meeting

The written or recorded documentation that informs attendees and non-attendees about the discussions, decisions, and outcomes of a meeting.

Heading of Minutes

The element of meeting minutes containing the organization's name, committee name, date, time, and location.

Attendees Section

The element of meeting minutes listing all members who were present and those who were absent or excused.

Approval of Previous Minutes

The section of meeting minutes recording whether the previous meeting's notes were approved or corrected.

Action Items

The section of meeting minutes listing specific tasks assigned, the persons responsible, and their deadlines.

Announcements Section

The portion of meeting minutes recording important information shared during the meeting.

Next Meeting Details

The section of meeting minutes stating the date, time, and location for the upcoming gathering.

Sign-off Signature

The final portion of meeting minutes featuring the signature of the minute taker and approving officer.

Memorandum

An official internal business correspondence used to inform, persuade, or call employees to action regarding policies, procedures, or events.

Inverted Pyramid Structure

A news-writing format used in memos where the most important information is stated first, followed by details and supporting data.

Instruction Memo

A type of memo providing directions or details that readers need to perform tasks accurately.

Request Memo

A type of memo asking readers to provide specific information or take required action.

Announcement Memo

A type of memo informing readers about an upcoming event, person, or object.

Transmittal Memo

A cover note attached to transmit a formal or lengthy document to a recipient.

Authorization Memo

A type of memo granting formal permission to perform a specific action or task.

Memo Heading Lines

The standard top lines of a memo flush to the left, consisting of TO, FROM, DATE, and SUBJECT lines.

Subject Line

The line in a memo or e-mail that provides a clear, concise, and descriptive summary of the message's main topic.

Electronic Mail (E-mail)

The rapid exchange of computer-stored messages across telecommunication networks and the Internet.

E-mail Headers

The top section of an e-mail containing message routing information including Subject, Sender (From), Date/Time, Reply-to, and Recipient (To).

Primary Recipient (To Line)

The line in an e-mail reserved for individuals who are directly involved or required to take action.

Carbon Copy (Cc Line)

The line in an e-mail reserved for secondary recipients who receive the message for informational purposes only.

E-mail Body

The core text area of an e-mail containing the actual message content, greeting, and signature block.

E-mail Attachment

A standalone computer file sent along with an e-mail message.

Noise

A communication barrier involving internal mental chatter or external physical sounds that disrupt concentration.

Cultural Barrier

A communication barrier arising from cultural differences that leads to misunderstandings or suppressed honest communication.

Role Barrier

A communication barrier caused by conflicts or power dynamics between different positions, such as superiors and subordinates.

Bias

A communication barrier formed by preconceived beliefs, stereotypes, or personal impressions that color how a message is received.

Misinterpretation

A communication barrier where the receiver incorrectly decodes the meaning behind a sender's message.