Purposive Communication Notes: Memorandum, Dress for Work, and Interview Types

MEMORANDUM IN THE WORKPLACE

  • A memorandum (memo) is a note or record for future use; a written message or information from one person or department to another in the same business.
  • It is less formal than a letter.
  • In an organization, memos are a key channel to communicate ideas efficiently to employees.

PURPOSE OF A MEMORANDUM

  • To inform
  • To inquire
  • To report
  • To give suggestions
  • To remind
  • To instruct
  • To promote goodwill using a memo
  • To communicate ideas

PARTS OF A MEMORANDUM

  • A memorandum contains several parts (as described in the course material). The material lists seven segments, though it also notes that some references describe five parts. The seven segments described are:
  1. Heading Segment: includes
    • TO: Reader’s name and job title
    • FROM: Sender’s name and job title
    • DATE: Complete date
    • SUBJECT: Reason for writing a memo
  2. Opening Segment: the opening paragraph states the reason or motive for writing the memo and gives a brief overview.
  3. Context: describes the event or circumstance of the problem the writer is solving; the context should be clearly mentioned.
  4. Task Segment: outlines the steps for solving the problem; include only needed information and plan before writing.
  5. Summary Segment: if the memo is longer than one page, include a separate summary segment; not strictly necessary for short memos; helps reader understand the main idea and the required steps.
  6. Discussion Segment: the longest part; includes all details supporting the ideas; start with general information and progress to more specific details; includes supporting ideas, facts, and research.
  7. Closing Segment: end with courteous words; ensure the task is completed efficiently; aim to encourage positive action from the reader.

  • The material also notes a discrepancy: it states a memo contains seven parts, but the pre-test section begins by saying a memorandum contains five parts. Be aware of this inconsistency when studying; focus on the described seven segments for practical memo writing.

  • In practice, a common exercise is to find or research an example memorandum on the internet and assess whether it contains the expected parts.

PRE-TEST / PRE-WRITING ACTIVITY (AS DESCRIBED IN THE COURSE MATERIAL)

  • Activities include: assess a memorandum, choose professional attire, imagine being an interviewee, determine culturally appropriate terms/expressions/images, and convey ideas through oral, audio-visual, or web-based presentations for different target audiences using appropriate registers.
  • Learning outcomes related to professional communication and internship preparation are emphasized.

DRESSING FOR THE INTERVIEW AND WORKPLACE

DRESSING APPROPRIATELY IS IMPORTANT

  • The first judgment an interviewer makes is based on how you look and what you are wearing.
  • Look professional and polished regardless of the type of position you are seeking.
  • The material indicates examples of business or casual attires for men and women (without listing specific items here).

DRESS AND GROOM FOR THE WORKPLACE (EXERCISE)

  • Task: imagine applying to a company and dress in your chosen business or casual attire.
  • Action: have someone at home take a full-body picture of you in the attire.
  • Submission: submit at least two photos; you may choose to present two different outfits, but one outfit is acceptable.
  • Quantities (as described):
    • Submit at least 2 photos.
    • It is up to you if you want two different outfits; one outfit is enough.

CONTENT AND DISCUSSION: INTERVIEWS AND TYPES

  • An interview is a procedure designed to obtain information from a person through oral responses to oral inquiries.
  • If a person is seeking a job, the interview serves as a means for the employer to obtain additional information from the applicant.
  • The interviewer is the one who conducts the interview; the one being interviewed is the interviewee.
  • An interview serves to assess job-related knowledge, skills, abilities, and sometimes talents.
  • The initial interview is conducted to decide whether the applicant should be interviewed further, hired, or eliminated from consideration.
  • To be prepared, you should be familiar with the types of interviews.
  • Interviews vary depending on the situation and the company’s preferences; being ready helps you stand out.

TYPES OF INTERVIEW (OVERVIEW)

  • The course presents several types of interviews and emphasizes readiness for each type.
  • The following sections describe the nature of each type and typical questions or dynamics involved.

TYPES OF INTERVIEW – DETAILED

  • Unstructured (Nondirective) Interview
    • Nature: No fixed format; interviewer may ask different questions to different applicants; open-ended questions are asked.
  • Structured (Directive) Interview
    • Nature: Job-related questions are asked consistently of each applicant; a list of questions is prepared in advance (e.g., situational questions, job knowledge questions, job-sample simulations, and worker requirements questions).
  • Situational Interview
    • Applicants are asked questions about their behavior, reactions, and actions in hypothetical situations.
  • Behavioral Interview
    • Applicants are asked to discuss and describe how they reacted to actual situations that happened in the past.
  • Job-related Interview
    • Applicants are asked questions about their relevant past experiences related to the job.
  • Stress Interview
    • Applicants are subjected to slightly uncomfortable or occasionally rude questions to test tolerance.
  • Panel Interview (Board Interview)
    • An applicant is interviewed by a team of interviewers.
  • One-On-One Interview
    • One interviewer meets one candidate; can be less stressful than a panel.
  • Phone Interview
    • Interviews conducted over the phone only.

CROSSWALK: MEMORANDUM COMPONENTS AND INTERVIEW TYPES (AS PER PAGE 9 OF THE MATERIAL)

  • Memorandum components mapped to the segments:
    • Heading Segment → TO, FROM, DATE, SUBJECT
    • Opening Segment → reason/motive and brief overview
    • Context → event or circumstance related to the problem
    • Task Segment → steps for solving the problem
    • Summary Segment → main idea and necessary steps (if applicable)
    • Discussion Segment → details, facts, and research
    • Closing Segment → courteous close and action
  • Interview types mapped to the categories:
    • Unstructured, Structured, Situational, Behavioral, Job-related, Stress, Panel, One-On-One, Phone

KEY TERMS

  • Memorandum (memo)
  • Heading Segment
  • Opening Segment
  • Context
  • Task Segment
  • Summary Segment
  • Discussion Segment
  • Closing Segment
  • Unstructured Interview (Nondirective)
  • Structured Interview (Directive)
  • Situational Interview
  • Behavioral Interview
  • Job-related Interview
  • Stress Interview
  • Panel Interview (Board Interview)
  • One-On-One Interview
  • Phone Interview

LEARNING OUTCOMES & REQUIRED MATERIALS (SUMMARY)

  • Pre-activity emphasizes internship readiness, professional attire, and communication across different mediums (oral, audio-visual, web-based) for diverse audiences.
  • Required materials include a laptop or smartphone for activities and practice.

REFERENCES / FURTHER READING (COURSE MATERIALS LIST)

  • Anderson, P. V. (2018). Technical Communication: a reader-centered approach, 9th ed.
  • Pascual, J. C., et.al (2016). Purposive Communication
  • Sebastian, E. L. (2017). English Communication 2
  • Abulencia, E. F. (2014). Fundamentals of Business Communication
  • Krizan, A.C. et.al. (2014). Business Communication: theories and best practices, 7th ed.
  • no author (2013). Principles of Business Communication

CONNECTIONS TO FOUNDATIONAL PRINCIPLES

  • Purposive communication emphasizes clarity, audience-awareness, and appropriate register depending on context (memo-writing vs. interview scenarios).
  • Professional attire and presentation strongly influence first impressions and perceived competence, which can affect information flow and decision-making.
  • Understanding different types of interviews prepares students to tailor responses, demonstrate relevant competencies, and navigate varied selection processes.

PRACTICAL IMPLICATIONS

  • When writing memos in the workplace, use the seven segments to ensure clarity, traceability, and actionable outcomes.
  • For job applications, plan attire and presentation, and practice adapting to various interview formats (unstructured vs. structured, panel vs. phone).
  • Use the memory-aid crosswalk to map communication tasks to appropriate formats, whether written (memo) or oral (interview).