Writing Prep

Question 1

Be polite. Consider the ‘you’ attitude . Try to use positive words

Answer 1

Courtesy

Question 2

Avoid vagueness by using words with only one meaning

Answer 2

Clarity

Question 3

• Be brief and direct . Avoid roundabout / meandering words and ideas

Answer 3

Conciseness

Question 4

• Use specific terms/words

Answer 4

Concreteness

Question 5

• Use correct grammar, punctuation, facts, and letter parts

Answer 5

Correctness

Question 6

• Write all information needed

Answer 6

Completeness

Question 7

• Asks or requests for information about the services, product, the price, payment or delivery arrangements

Answer 7

Inquiry/Request Letter

Question 8

• Provides specific and complete information in response to the inquiry or request letter

Answer 8

Reply Letter

Question 9

• Informs the company of the concerns, problems or issues on dissatisfaction about the product, delivery or services encountered by the sender

Answer 9

Complaint and Claims Letter

Question 10

• Acknowledges the concerns or problems, offers an apology and provides possible solutions in response to the complaint letter

Answer 10

Adjustment Letter

Question 11

• Persuades the reader or the prospective clients or customers to try or avail the services or buy a product

Answer 11

Sales Letter

Question 12

• Conveys interest in the position and convinces the addressee of his/her qualifications, e.g. educational background, work experience

Answer 12

Cover/Application Letter

Question 13

• States the reason for resigning, effectivity date of the resignation and appreciation and gratitude

Answer 13

Resignation

Question 14

Contains official announcements and is disseminated within the company or organization, e.g. giving directives, informing about changes in the policy or procedure, alerting staff to a problem, calling a meeting and sending recommendations

Answer 14

MEMORANDUM

Question 15

is through the organization’s formal chain of command; it is from the higher levels to the lower levels.

Answer 15

Downward Flow of Communication-

Question 16

also called vertical flow, the information comes from the frontline employees who pass it on to managers, supervisors, and directors of an organization to:

provide feedback on how effective the operation of the organization is,
clarify any unclear information that they have received, and
participate in the decision-making process.

Answer 16

Upward Flow of Communication-

Question 17

is a kind of information transmission between employees, divisions, departments, or units within the same level of hierarchy in an organization. This is often referred to as lateral communication.

Answer 17

Horizontal Flow of Communication-

Question 18

is an informal way (yet still accepted and recognized) of passing on information managers and employees of other workgroups or workers located in different functional divisions based on the objective of the communications, e.g. a finance department manager may communicate with the production supervisor to increase the efficiency of a particular decision-making process. This flow has existed due to the changing structure of some workplaces nowadays in the form of project-based tasks and groups and temporary divisions which do not appear in the official organizational chart.

Answer 18

Diagonal Flow of Communication-

Question 19

This occurs between a manager of a particular company and other sectors outside the company, such as banks, suppliers, vendors, and financial institutions, to:

conduct profitable business transactions;
promote sales and publicity; to generate sponsorship; to launch events, products, or services; and to support branding.

Answer 19

External Flow of Communication