PROFESSIONAL COMMUNICATIONS

1. Business letter. It is written primarily to transact business.

2. Feasibility report. This reports the financial, economical, and technical benefits/practicability of a proposed business project.

3. Abstract. It is a summary of a conducted study.

4. Specification. It gives detailed description or assessment or calculations of requirements, dimensions, materials, etc., as of a proposed building, machine, bridge, etc.

5. Brochure. It is a pamphlet or booklet containing summarized or introductory advertising or information about a product, service, or idea purposely written to attract attention and action of the customers.

6. Memorandum. It is usually a short interoffice communication about company matters, e.g. on something to be done or acted upon in the future.

7. Instruction manual. It refers to a manual usually accompanying a technical device or appliance which gives directions for use. It may also refer to a set of directions for work procedures or policies.

8. Proposal. It is a plan, or a scheme proposed to elicit action for a change or performance which may help solve a problem.

9. Treaty. It refers to a formal written document of agreement between two or more parties aiming for peace, alliance, commerce, or other international agreement.

10. Article (books and technical journals). This may refer to an abstract, summary, introduction and discussion submitted and published in books or journals.

11. Contract. It is an agreement between two parties enforceable by law in doing or not doing something.

12. Policy. It contains a definite course of action adopted and pursued by the government, company management, or any organization.

13. Progress report. It pertains to an account of work on what has been accomplished during a specified period of time, including future expectations in the next period.

14. Technical paper. It is a research paper describing a new concept or development intended for a professional journal or magazine.

15. Laboratory report. This is a record of laboratory tests with corresponding procedures done. It contains descriptions of the scope, equipment, procedures, results, and possibly conclusions and recommendations.

16. Survey report. It is an initial report on any subject or product service using subjects like potential market, labor policies, public opinion, and community resources.

Minutes of the Meeting

➤ Minutes of the meeting or sometimes called meeting minutes can be defined as written or recorded documentation that is used to inform people of what happened during the meeting and define the next step planned

Essential and General Parts of the Minutes of the Meeting

1. Heading - contains the complete name and address of the company. Every company has its own template for heading. Sometimes, company contact number and e-mail address are included in this part.

2. Title of the Meeting - includes the date, day, and starting time of the meeting. Also, the venue or location of the meeting is included.

3. Attendance - is the complete list of names of all attendees of the meeting. Most of the time, the attendance of the meeting is listed on a separate sheet of paper that is being attached to the minutes of the meeting.

Three Components of Attendance

1. Present - the complete list of names of all those who are present at the meeting,

2. Regrets - the complete list of names of those who have contacted the chairman or presider to let them know that they will be unable to attend the scheduled meeting.

3. Absent - the complete list of those who are absent at the meeting.

4. Call to Order-consists of the exact time of the scheduled meeting. Moreover, in this part, the complete name and position or designation of the one who set the meeting is stated. You may refer to the Notice of Meeting for the details needed in this part.

5. Approval of the Minutes of the Previous Meeting - contains the motion to approve the minutes of the previous or last meeting as circulated to approve the minutes as amended. The attendees of the meeting may correct or revise the minutes of the previous meeting.

6. Business Arising from the Previous Minutes of the Meeting - includes some agenda from the previous meeting that are needed to be reviewed and needed to take immediate action.

7. New Business - refers to the agenda of the meeting. You may refer to the Notice of the Meeting to follow the flow of the agenda of the meeting. Other agenda that are not listed may be added in the other matters. This is the heart of every minutes of the meeting. This part should be carefully written. Every detail should be included and specified so that nothing will be

overlooked.

8. Adjournment - is composed of the exact time the meeting was adjourned or ended by the chairman or presider.

9. Signature - contains the signature over complete name of the corporate secretary who prepared the minutes of the meeting.