ENG 2 FINAL NOTES (2ND SEM GR 11)

bruh

Business letter purposes

sales efforts, complaints, information dissemination

Letterhead

Identifies the writer, their address, and their contact number

Date

This part of a business letter indicates the date when the letter was written.

It’s placed between the letterhead and the inside address

Inside address

This part of the business letter identifies the reader’s name, position, company, and address

Attention Line

This part of the business letter is used when the writer wishes to address the whole company but wants to bring it to the attention of a particular person

Salutation

Refers to the writer’s formal greeting to the reader

Body

contains the message of the letter

Paragraphs here are single-spaced internally, but double-spaced when separating a paragraph

Complimentary closing

Refers to the expression used to and a letter

Highly formal complimentary closing

Respectfully yours,

Respectfully,

Very respectfully,

Polite and formal complimentary closing

Very truly yours,

Yours very truly,

Yours trulyLess

Less formal complimentary closing

Sincerely yours,

Your,

Cordially yours,Inf

Informal and friendly complimentary closing

As ever,

Best regards,

Kindest regards,

Regards,

Signature block

This part of the business letter includes the signature and the typed name of the sender

Identification initials

This part of the business letter indicates the typist’s initials if the sender is not the one who personally typed the document

Enclosure notation

refers to the attachments to the letter

Format of the enclosure notation

Enclosure (2)

Enclosure

enc./encl.

Copy notation

this part of the business letter indicates the name of the secondary recipients of the letter

This is indicated by ‘cc’ which means “carbon copy” or “courtesy copy”

Full block

A format of a business letter

The most commonly used format

All elements aligned at the left margin

No indentation, single-spaced within paragraphs, double-spaced between sections

Modified Block

A format of a business letter

Date, closing, and signature are aligned to the right or to the center

Body paragraphs are left-aligned without indentation

A balanced mix of professionalism and aesthetic appeal

Semi-block format

A format of a business letter

Similar to full block but with indented paragraphs

A more formal yet slightly personal style

Date, closing, and signature are aligned to the right or to the center

Considerations when writing a lettter

1. Use correct format, punctuation, spelling, and grammar.

2. Use an active voice as much as possible

3. Specify the name of the receiver of the letter

4. Leave three to five blank lines for a signature

5. Never use plain numerals for dates

6. Focus on the readers by using the “you” approach

7. Arrange your ideas logically.

8. Present your ideas clearly by using a language appropriate for the target readers.

Memorandum

• This is also called a memo

• comes from the latin term memorare (to remember)

• informs and persuades people within an organization

• follows an inverted pyramid structure

Inverted triangle structure

top most = most important information

middle = supporting data and examples

lowest = least important information

Memohead

• Part of a memo

• Identifies the dept./office name, address, and contact numbers

• After this part of the memo, there is usually the heading, “memorandum”

To line

• Part of a memo

• Indicates the name and title of the receiver

From line

• part of a memo

• indicates the name of the sender

• sender should affix initials for verification

Date line

• part of a memo

• serves as a chronological record for reference purposes

Subject line

• part of a memo

• announces the main content or the topic of the memo

• “Subject” > “Re”

Body

• part of memo

• contains the main message of the memo

• internal paragraphs are single spaced, and double spaced to separate paragraphs-

• If it exceeds one page, begin the following page with the recipient’s name, date, and page number (3 lines from the top of the page)

Identification initials

• part of a memo

• if not personally typed, the — of the typist should be indicated

Enclosure notation

• part of a memo

• refers to the attachments to the memo

Copy notation

• part of the memo

• indicates the name of the secondary recipients of the letter

• cc = carbon copy/courtesy copy

  • bcc = blind carbon copy

Blind carbon copy

bcc definition

carbon copy/courtesy copy

cc meaning

Instruction memo

A document that provides specific directives or guidelines to employees or team members, often outlining procedures, tasks, or responsibilities.

Transmittal memo

A memo used to transmit documents or information to recipients, often including an explanation or instructions regarding the materials sent.

authorization memo

A document that grants permission or approval for specific actions, projects, or expenditures, often detailing the scope and limits of authority.

announcement memo

A document used to communicate important information or updates to employees or stakeholders, often providing details about changes, events, or new policies.

request memo

A document used to formally ask for something, such as approval, support, or information, often outlining the reason for the request and any relevant details.

Electronic mails

• also known as e-mails

• has revolutionaized interpersonal communications

The use of e-mails

• directives

• transmittals

• documentations

• confirmations

• procedures

• reccomendations

• status reports

• inquiries

Advantages of an e-mail

• reaches target reader faster

• easy confirmation

• cheaper and easier to use

• thread-based communication

• environmentally friendly

• automated features

Disadvantages of an e-mail

• these may carry viruses

• not all documents can be sent

• scamming is prone

• prone to technical glitches

Significance of e-mails

• clear communication

• professionalism

• purpose-specific writing

• saves time and prevents misunderstanding

• career and academic success

Cover letter

Also known as “job application letter”

• this is a type of business correspondence that states your intention to work in an organization

• Always partnered with a resume

  • follows I-B-C structure

I-B-C format

Intro, body, conclusion

when to send a cover letter

• response to a job ad

• Inquiry to a prospective employer as part of your direct mail strategy

  • Letter to a recruitment agency

Introduction

The opening paragraph of a cover letter that captures the reader's attention and presents the purpose of the letter.

Body

The section of a cover letter that elaborates on your qualifications, experiences, and skills, linking them to the job requirements.

Conclusion

The final paragraph of a cover letter that summarizes the main points, expresses enthusiasm for the position, and encourages the employer to take action.

Resume

• a concise, formal document used by job seekers to present their professional background, skills, and experience to potential employers

• A one-page summary highlighting qualifications relevant to a specific job or career field

e-resume

A digital version of a resume that is often submitted online or via email. It typically follows the same format as a traditional resume but can include things like links and can be sent from whatever part of the internet. It can also be sent faster and is more cost-efficient on the part of both the employer and job seekers.

Contact information

This part of the resume includes:

• name

• address

• phone number

• e-mail address

• Must be in size 13 font

Summary of qualitications

This part of the resume includes an overview of the candidate's skills, experience, and achievements that align with the job requirements.

• use only when you have 5 or more years professional experience

• It should consist of one to four strong sentences that will highlight your experience and accomplishments

• It should be written in 3rd person or in active voice

Objective statement

This is a optional part one may include in the resume. It includes:

• Job title

• function

• industry

• what one can offer to the company

This is more appropriate to be used among recent graduates

Employment history

This section of the resume outlines the candidate's previous work experience, including job titles, companies, dates of employment, and key responsibilities. It should be listed in reverse chronological order. Make sure it is brief and highlight key achievements.

Education

This section details the candidate's academic background, including degrees earned, institutions attended, and graduation dates. It may also include honors, relevant coursework, or certifications.

• Start with the most recent education attainment

• Include the name and address of the school the years attended as well as the degree and specialization (one may have the name of the school first if it’s a prestigious institution).

Skills

This part of the resume shows the skills one has attained through past events.

• Be clear in communicating these

• Include transferable skills to the company you’re applying to

Training

The part of the resume that shows the person’s trainings:

• Include only the trainings that are relevant to the job you’re applying to.

• Include the title of the training, organizer, date, and venue

Organizations

The part of the resume that includes:

• professional and civic affiliations

• names of organizations one has joined, as well as their position in said organization

• starts with the most recent affiliation

Professional licensure certifications

Part of the resume that mentions certifications, ratings, date issued, and place of issuanceHon

Honors and awards

The part of the resume that highlights the recognized achievements of the person

• It must be relevant to the job the person is applying to

References

The part of the resume that lists individuals who can vouch for the candidate's qualifications and character. It typically includes the reference's name, position, relationship to the candidate, and contact information. it may not be included but it should include the references’ position, company, and contact details

Functions of a resume

• informs the employers of the skills you can bring to the company

• shows how qualified one is for the job

• functions as a persuasive dovument that allows you to proceed to the next stage pof the recruitment process (which is the interview)

Reverse chronological resume

A resume format that lists work experience and education in reverse chronological order, starting with the most recent. It is effective for showcasing a candidate's most relevant recent accomplishments to potential employers.

• it includes company and job title, dates of employment, responsibilities, and accomplishments

• Commonly favored by employers, as it’s very straightforward

• best for applicants with a steady career progression in business, government, and whose employer is a respected name

Strengths of a reverse chronological resume

• most popular among employers

• positions you for the next upward career step

• fits traditional industries such as education and banking

Weaknesses of reverse chronological resume

• can highlight periods of unemployment

• may reveal your age

• may suggest that you were stuck on a plateau in a particular job

Functional resume

this type of resume consolidates skills and responsibilities by describing them in a general way under headings that represent different areas of expertise instead of job titles; focused on skills and not job titles. This is best for job hoppers, career changes, new graduates, or people with minimal work experience

targeted resume

This type of resume contains the following:

• career objectives that you want to achieve

• list of capabilities that match your career objectives

• written to match point-for-point specific job listings

  • best for people with only one career pattern and multitrack job history

Strengths of a targeted resume

shows the employer that you’re a good match for the position

weaknesses of a targeted resume

you may bot be readily considered for other jobs

Combined format

This format of resume contains bot the features of reverse chronological and the functional types of resume

Book review

A critical summary and evaluation of a book, intended to inform readers about its content, style, and significance.

Critique

A detailed analysis and assessment of a written work, often focusing on scholarly or theoretical aspects

The purpose of critiques and book reviews

• analyze the strength and weaknesses of a text

• offer an informed opinion on its effectiveness or contribution

• help readers or scholars decide whether to read or reference it

Context of book reviews and critiques

• academic journals, literary publications, and education settings

key elements of book reviews and article critiques

• Summary of content

• Evolution of arguments, structure, and writing

• Personal insight supported by evidence

Literature review

A comprehensive survey of existing research on a particular topic, used to identify trends, gaps, and theoretical framework

Purpose of literature review

• to understand what has already been studied

• Highlight unresolved issues or underexplored ideas

• justify the need for new research

Con

Context of literature reviews

• theses

• disserations

• research proposals

Structure of literature reviews

1. Introduction

2. Thematic or Chronological review

3. Synthesis

4. Gap identification

Introduction

The first part of the structure of a literature review.

Includes the topic and the scope

Thematic/chronological review

the second part of the structure in a literature reivew. It oraganizes studies by theme or timeline

Synthesis

This is the third part of the literature review

It compares and contrasts sources

Gap identification

This is the fourth and last part of the structure in a literature review. It shows what’s missing or what’s unclear

Research report

A formal document that presents the methodology, findings, and implications of a research study

Purpose of a research report

• to communicate research results clearly and accurately

• to provide evidence-based insights to a specific audience

Sections of a research report

1. title and abstract

2. introduction

3. methodology

4. results

5. discussion

6. conclusion and reccomendations

7. references

Project proposal

A written plan that outlines a propose'd project’s goals, methods, timeline, and resource requirements

Purpose of project proposals

to obtain approval or funding for a planned activity or initiative

Structure of a project proposal

1. title

2. executive summary

3. background/problem statement

4. objectives

5. methodology

6. timeline

7. budget

8. evaluation

Position paper

A document that presents an opinion on a specific issue supported and reasoning

Purpose of a position paper

to influence readers’ understanding or perspective by presenting a strong, justified viewpoint

College application letter

A personal letter submitted as part of a college application to express intent and qualifications

purpose of a college admission letter

• highlight achievements, goals, and motivations for applying

  • reflect the applicant’s personality and fit for the institution

key elements of a college admission letter

1. introduction with scope

2. academic and personal achievements

3. educational goals

4. conclusion affirming intent