TECHNICAL WRITING MODULE NO.

7
I.
LEARNING OBJECTIVE TOPIC
Write an effective application letter I.
The Employment Messages
Compose a memorandum A. Application letter
B. Resignation Letter
Write an incident report C. Bio Data/Resume
II. Inter Office Messages
A. Memorandum
B. Resolution
C. Office Reports
D. Minutes of the Meeting

III. Introduction A job search is demanding. You’ll have to know how to look for a job, write a resume and
letter of application, interview for the job, and write a follow-up letter. These letters will definitely
help the students in looking for a job. As required, a student must internalize in writing letters aside
from the previous mentioned such as letter of recommendation, letter of reference and letter of
resignation.

A. Letter of Application
Probably, the letter of application is the first business letter that you will write after graduation.
Men and women, who have chosen a career are eager to get a job after graduation. They want
to get a job to earn money and to become independent. In fact, the letter of application may be
the most important letter that you will have to write in your lifetime. Your success in getting
highly rewarding job, or being misemployed or unemployed may depend much on such letter.

A letter of application is essentially a sales letter – a personal sales letter. You sell your skills,
services and personality to your prospective employer. Your letter should reveal your worth with
sufficient assurance. It must be carefully and thoroughly written to create the most favorable
impression. It should induce the employer to interview you.

Kinds:
1. The solicited letter
Answers advertisement or expresses requests for applicants.
Kinds of ad:
a. blind b. open
2. Unsolicited letter- Written at the writer’s initiative
An application has two sheets – the main letter and the resume sheet
Resume Sheet - The summary of the applicant’s qualifications
Essential parts of an application letter:
a. The introduction must state the writer’s desire or interest for a specific position.
b. The succeeding paragraph must present the writer’s academic qualifications, his skills and
experience that qualify him for the position.

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 c. The concluding paragraph must signify his interest and how he can be reached by his
prospective employer. It is in this paragraph where he may express his desire for an
interview.

Sample letter of Application (unsolicited)

The Director
Human Resource Development
Republic Flour Corporation
Bo. Kapitolyo, Pasig City

Dear Sir/Madam:

If your company is need of an administrative assistant this September of this year, will you
please consider me for that position? Hereunder are my qualifications and educational
attainment which may guide you in considering me for that position.

1. I am holder of a degree in Bachelor of Science in Commerce Major in Business

Management.
2. I have an excellent oral and written communication skills in English and a computer
literate and a full knowledge on the use of the internet and MS Applications.
3. Presently, I am taking up Mater of Business Administration at San Sebastian
College Recoletos-Manila.
4. For the past two years I have been working as a sales associate of Jones and
Jones, Incorporated in Quezon City.
5. I am committed to a strong management and administrative functions and with this,
I firmly believe that I can be an instrument in the growth and progress of your
company.

For your ready reference, enclosed is my resume which you may find necessary in
considering my application.

Very truly yours,

Ryan M, Reyes

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 Sample Letter of Application (solicited)

The Director
Human Resource Department
Brownstone Corporation
120 Ayala Ave. Makati City

Dear Sir:

This is in response to your September 2 nd advertisement in “the Manila Bulletin” looking for an
administrative assistant. Your advertisement caught my interest and I honestly believe that my
qualifications and educational background suit me for the position.

I am a fresh graduate of San Sebastian College Recoletos de Manila with the degree of Bachelor of
Science major in Legal Management. Throughout my college years, I was a consistent Dean’s Lister
and maintained an average of 94. I was also an active officer of our Student Government. For my
practicum, I have worked with Thompson Industries in Aurora Boulevard, Quezon City where I have
developed my communication and organization skills as well as the ability to adhere to deadlines and
work independently. My school years have helped me enhance my good qualities which I believe can
contribute much for the growth and success of your prestigious company.

I would be happy to meet with you for you to be able to appreciate my qualifications for the position.

Enclosed is my resume for your ready reference.

Very truly yours,

Ryan M. San Miguel

B. Resignation Letter
When an employee has found a greener pasture or has become unhappy or dissatisfied with his
current work or position, he has to tender the employer a letter of resignation.

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 Content:
1. State the effectivity of such resignation.
2. Give the reasons for resigning.
3. Express your appreciation and gratitude to the company

Sample Letter of Resignation

The Personnel Manager

Vulcan, Mining Incorporation
115 Ortigas Avenue, Pasig City

Dear Sir:

With much regret, I would like to tender my irrevocable resignation effective June 1, 2020
for personal reasons.

I am presently enrolled as a third year student in the School of Law, San Sebastian
CollegeRecoletos and I hardly find sufficient time for my studies. It is really my great
desire to finish this course and become a lawyer in the near future. Thus, I have decided
to quit my job than fail in my aspiration.

I cannot forget all the things an favors that the company has given me especially the skills
and potentials I have learned and which have contributed to my professional growth.

Lastly, I would like to express my sincerest thanks for all the things the company and
colleagues have done for me. More power to you.

Very truly yours,

Gerald C. Cruz

C. The Resume
Resume’ is the summary of the applicant’s qualification. It supports you as an applicant. An
accurate detailed resume’ serves as a point of reference during the interview. It is the focal point
if connection between the applicant and the prospective employer.

What goes into the Resume

1. Personal data – at one time it was necessary the personal information be included in the
resume. If you wish to include it, entries such as age, marital status, number of children,
general health, and club and organization memberships are the sort usually used.
2. Educational background – Begin your list with the college you are currently attending or
have most recently attended. Then work your way back as far as high school more than ten

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 years, you do not go into details about your high school background. If you graduated more
recently, develop a full entry just as you would for the colleges you have attended.
If you have little job experience directly relevant to the position for which you are applying,
chances are good that your educational preparation is your strongest credential. Study your
college and high school background for all its strong points. Consider also service schools,
correspondence courses, and anything else that could be considered post-high-school
education.
3. Work experience-Inexperience applicant may rely on their educational background;
experienced applicants can also stress their work experience. Begin with your present job
and work your way back at least ten years or to your graduation from college.
4. Professional skills-If you are applying for a position in a field in which you already have
some relevant experience, the section listing professional skills will be your most important.
The work experience section lists most of your previous jobs; your professional skills section
focuses on the specific kinds of skills you have acquired within your field of specialization.
Organize and compose it carefully. Think back over your relevant experience, looking
particularly for the signs of accomplishments or for experience which others in similar jobs
might not have had.
5. Related skills-If you have abilities or skills that might be helpful but that do not fit into your
educational or professional skills section, list them here. Remember, however, to list only
skills relevant to your occupational area. You may consider your hobbies, any armed-service
experience, and your past jobs to determine if you j]have related skills worth listing
6. Community activities-Another optional section that that may be quite helpful or totally
irrelevant is one that gives your community activities. Many positions call for a great deal of
contact with the public. Also, many companies like their employees to be involved in the
community.
7. Position desired-Specifying the position you want is another debatable practice. Many
authorities consider it absolutely essential; others do not recommend it. A reasonable
compromise is to state clearly in your accompanying letter of application exactly what
position you have in mind but not to mention it in your resume.
8. References-Authoritative opinion as to inclusion of references differs sharply. Some people
do not mention references on their resumes. Others state that they are available upon
request. Including them seem best.

Try to get three to four people to agree to furnish references. If you included names of
former supervisors in work experience section, you need not list them again as references.
The names of one or two instructors, counselors, or deans would be helpful. But avoid
mentioning three or four of your former professors for the purpose of impartiality. Be certain
you to ask permission before using anyone’s name.
9. Availability- Tell the prospective employer when you could begin work

Types of Resume
a. Chronological
A sequential fashion highlights of work experience and educational background in a
yearby-year reverse order, starting from the most recent and going back in time. This
favored those who have history of fairly continuous employment in one line of work, with
no conspicuous gaps between jobs.
b. Functional

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 Stresses general work skills acquired during the years, without giving emphasis to
specific dates of employment. This permits greater latitude to divert attention from
history of miscellaneous jobs and skills not targeted to one specific career.

Recommended for those:

1. self-employed
2. Worked as consultant/freelancer
3. Enters the job market for the first time or after long absence.

c. Curriculum vitae
Represents a blend of chronological and functional resumes and is served mainly for
persons in the academic fields as well as in the professions of:
1. Law
2. Medicine
3. The sciences Also Features:
1. a scholarly background documented with universities attended
2. degrees earned
3. professional achievement
4. affiliations
5. published works
6. listing of positions held in specialized fields.

IV. Inter-Office Messages

These are designed to make things easier. People in an organization are always tied
with tasks and every minute is very important. To lessen meet-ups to discuss things
over, these inter offices are utilized instead, to facilitate fast transactions and the like.
A. Memorandum
Memo is one of the most frequently used words in the corporate world. However,
some employees are still confused on what a memo is. Due to lack of knowledge
and background about the definition and contents of the word “memo”, sometimes, it
denotes something negative especially if you will learn that if came from the
superiors. Memo as defined by Collins dictionary is a short official note that is sent by
one person to another within the same company or organization to remind the
recipient. It is clipped or shortened term for memorandum. It is one type of business
correspondence together with business letters, contracts, certifications, and
endorsements which is written for the purpose of effective management.
Writing effective memorandum is an essential skill especially for business managers
and administrators. If a memorandum is well-written, then, it may express its
message successfully. ON the contrary, if the memorandum is drafted poorly it might
fail to deliver its purpose and might give negative impressions about the writer.

Two Essential Facts about Inter Office memorandum (Minas, et al 2010)

1. A good memo passes departments, between individuals in different departments,
between management and the staff, and others;

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 2. Most firms provide printed forms and restrict inter-office correspondence to one
subject only in order to encourage conciseness and clarity and to facilitate filing
and reference.
.
A memorandum consists of the following basic elements:
1. Heading – most of the time, companies create their own heading.
2. Dateline – the actual date when the memorandum is issued.
3. Number – refers to the frequency of the issued memos.
4. Receiver – the person whom the memo is to be sent.
5. Sender – the person who issued the memo.
6. Subject – the topic or title of the memo.
7. Enclosure – an optional part which includes the attachments

In writing memorandum, we should take note that there is a subtle difference

between using Memorandum For and Memorandum To. The first s usually written by
a subordinate addressed to hiss superior while the latter generally comes from the
superior addressed to his subordinates.

Main parts of the inter-office Memorandum

1. Heading- printed on the top of the paper. It includes the name of the company,
date, sender, receiver and subject.
2. Subject- is a brief statement about the content of the message.
3. Message- includes the following:
- Statement why the memorandum is written
- A detailed information
- Suggestion for future action

A memo should be courteous, complete and direct to the point. The length of the
memo varies. Some memos such as those announcing a change in policy may
be several pages long. Whatever their length, memos should always be clear
and direct to the point.

Sample Memorandum
999 Global Solutions
3rd Floor, Gateway Mall, Cubao, Quezon City

Memorandum Order No. 21

TO : ALL TEAM LEADERS

ALL CUSTOMER SERVICE REPRESENTATIVES
FROM : MS. EVANGELINE DORIA
Supervisor
SUBJECT : 52 TALK GLOBAL SOLUTIONS CHRISTMAS PARTY
DATE : OCTOBER 23, 2020

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 Good day.

This is to inform you about the scheduled Christmas Party that would
be held at Marikina convention Center, Marikina City on December
20, 2020 (Saturday), 6:00P.M. to 10:00.M.

With this, I am glad to announce that bringing of immediate family

members to the event is highly encouraged to enjoy and to feel the
spirit of Christmas.

Kindly give the list of names of your invited guests to your Team
Leader on or before November 29, 2020 for reservation.

For your information and guidance. Thank you and God bless.

B. Resolution
Many body corporate decisions have to be made at a general meeting. A decision is
made at a general meeting if a motion is included on the agenda, and owners vote to
pass the motion. This is called a resolution.

There are different types of resolutions for general meetings. When a motion is
included on a general meeting agenda, the voting paper must say what type of
resolution is needed to pass the motion.
1. Ordinary resolution
Ordinary resolutions are the most common type of general meeting resolution. A
motion is passed by ordinary resolution if the votes counted for the motion (“yes” votes)
are more than the votes counted against the motion (“no” votes). If a voter abstains from
voting, that is not included in the count of votes.
Examples of motions which need an ordinary resolution include:

 adopting administrative and sinking fund budgets 

setting annual body corporate contributions.

Each lot has 1 vote on a motion that can be decided by ordinary resolution. However,
a person entitled to vote can ask for a poll vote.

2. Special resolution
The motion is passed by special resolution only if:

a. at least two-thirds of the votes cast are in favor of the motion

b. the number of votes against the motion is not more than 25% of the total number
of lots

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 c. the total contribution schedule lot entitlements of the votes against the motion is
not more than 25% of the total contribution schedule lot entitlements for all lots in
the scheme.

All 3 conditions must be met for the motion to pass by special resolution. If 1 of the
conditions is not met the motion will fail.
The types of motions which need a special resolution include:

• consent to record a new community management statement to change the

body corporate by-laws (not including exclusive use by-laws)
• an improvement to common property by the body corporate costing more
than $2000 per lot
• a motion to engage a body corporate manager to act in place of the
committee.

If a voter abstains from voting, that is not included in the count of votes.
3. Resolution without dissent
A motion is passed by resolution without dissent only if there are no votes against the
motion (i.e. there are no, “no” votes).
If a voter abstains from voting, that is not included in the count of votes. Examples
of motions which need a resolution without dissent are:

• a proposal to sell or dispose of part of common property

• to consent to record a new community management statement to amend or add
an exclusive use by-law.

4. Majority resolution
Majority resolutions are uncommon.
A motion is passed by majority resolution if the votes counted for the motion (“yes”
votes) are more than 50% of the lots whose owners are entitled to vote on the
motion. Votes must be in writing. Proxies are not allowed.
If a voter abstains from voting, that is not included in the count of votes.
An example of a motion which needs a majority resolution is a motion to transfer a
letting agent’s management rights.
C. Office Reports
In the workplace, the report plays an important role, whether you are preparing one
for your supervisor, the executive staff, board of directors, or clients. It may be short
and simple, in the form of a memorandum or email, or it may be more of several
pages long. Whatever its length, content, or destination, is the end result is the
same: a report must be informative, factual, understandable, and nearly presented
(Oxford dictionary)

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 Business report is broad in scope and covers numerous written documents
necessary in doing business such as incident report, accomplishment report,
recommendation report, financial report, and so on.
There are basic classification of written reports:
1. Article report – is a simple report which aim is to inform masses. This report
focuses on any general interest. This is like the magazine article we read on
regular days.
2. Laboratory report – is a comprehensive report written to communicate laboratory
works and observations to the management. It also focuses on the question,
“How did we do it?”
3. Information report – The main function of this report is to inform. This includes:
a. Periodic report – is a type of information report written by the employees or
subordinates which they submit daily, weekly or monthly to their superiors to
note information of interest to the organization to show comparison and
tendencies.
b. Annual report –is a type of information report which includes the listing of
activities, projects, and events of an organization during the whole year round
to show progress, financial status, and general state of affairs. This report
can be classified as public or private.
4. Special Information report – is composed of three sub-categories which are:
a. Preliminary report – is a type of special information report that collects
information about a proposed project which includes costing, designs, and
other elements.
b. Progress report – is type of special information report that records the history
of an activity from the time it has started up to the present date of writing.
c. Final report – is a type of special information report submitted after
completing a project to show how plans were delivered.
5. Research report – is a common report which generates data either in a laboratory
or field. The contents and organization of this type of report have basic logic: you
present your data and conclusions, but also present information on how you went
about the experiment or survey. The following are the contents:
a. Introduction – this part provides the reader a background of the report as well
as the purpose of the report.
b. Problem – includes the essential inquiries and situations that led to the writing
of the report.
c. Purpose, objectives, and scope – this part tells the reader what the
researcher intends to do. Also, the aims of the research as well as the limits
to be covered are included.
d. Review of Literature- includes related readings from different literatures such
as books, magazines, journals, articles, encyclopedia, and the like.
e. Materials, equipment, and facilities – include the supplies, resources and
facilities that were utilized in the report.

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 f. Theory, methods, Procedures – tell the reader hos the report writer
conducted the research and include the processes involved in the completion
of the report.
g. Results, findings, and data – present the outcome of the research with the
use of tables, figures, and charts and these are interpreted and explained by
the researcher.
h. Discussion, conclusion, and recommendation – this past part of the research
includes the conclusion based from the findings and recommendation are in
turn based on the conclusion.
i. Bibliography – is the list of all the sources and references used by the report
writer in accomplishing the research report.
6. Field report – is intended to improve student understanding of key theoretical
concepts of a course through observation and reflection of real life practice. This
type facilitates the development of data collection and observation skills and
allows students to see how theory applies to real world practice.
7. Recommendation report – is written to answer questions which are somehow
critical to decide on. It shows options or choices so that a good decision can be
drafted.
The following elements are the typical contents of a recommendation report: a.
Introduction
b. Technical background
c. Make comparisons
d. Critical requirements
e. Conclusions
f. Recommendations
8. Incidental report – is written to narrate incidents prior to, during, and after a
situation occurred. We should bear in mind that incident report is definitely
different from narrative type of essay. This report presents ideas in an organized
and systematic manner with the use of appropriate language such as: simple and
clear words and avoid using jargons and technical terms.
Things to consider in writing an incident report: a.
The context of the incident
b. Details of the incident
c. Thoughts, feelings, and concerns about the incident
d. Demands of the incident
e. Impact of the incident

D. Minutes of the Meeting

Every meeting is important. Furthermore, every minute in a meeting is important as
well. Every minute in a meeting especially during board meetings, annual meetings,

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 and other executive meetings should be recorded so that none from the agenda will
be overlooked. This is vital in saving time and money.

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 new step planned.

Good meeting minutes tell people what was decided and what they need to achieve
and by what date. When meeting minutes are received, it jogs memories about tasks
that people need to do. If a task is not performed then you can refer back to the
meeting minutes to follow-up on it. Without this, you have no recourse if action was
not carried out. In worst case, if it is snot written you may end up having to repeat the
meeting.

Every company has its own format or template for the minutes of the meeting. The
template depends on how companies use the document.

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
ab dee-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 the 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.
The attendance of the meeting is divided into three components:
- Present – the complete list of names of all those who are present at the
meeting.
- Regrets – the complete list of names of all those who have contacted the
chairman or presider to let them know that they will be unable to attend the
scheduled meeting.
- Absent – the complete list of those who are absent at the meeting.
Usually the attendance of the meeting is being checked, monitored, and
approved by the corporate secretary. The general rule in establishing decorum of
the meeting is half plus one of the total number of the attendees.
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.
5. Approval of the Minutes of the Previous Meeting – contains the motion to approve
the minutes of the precious 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.

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 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 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
The corporate should be keen in recording the minutes of the meeting and be
careful in writing them down.

Sample Minutes of the Meeting

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 GOLDEN EAGLE CONSTRUCTION
BC3 Building , Vito Cruz, Manila

MINUTES OF THE MEETING

September 14, 2020 (Monday), 9:00 A.M.
Newport Auditorium, BC3 Building
Vito Cruz, Manila

I. ATTENDANCE
Please see attached attendance sheet

II. CALL TO ORDER

The meeting was called to order at 10:00 A.M. by Engr. Antonio
Dela Merced, President and CEO of the Golden Eagle Corporation.

III. PPROVAL OF THE MINUTES OF THE MEETING

d. None

IV. BUSINESS ARISING FROM THE PREVIOUS MINUTES OF THE

MEETING
e. None

V. NEW BUSINESS TAKEN

1. Engr. Antonio dela Merced, the president and CEO of the company,
announced that the company will be expanding in Cebu early next
year.
2. In connection with the expansion, additional managers, supervisors,
staff, foreman, electrician, construction workers and the likes are
needed. Mr. JR Doromal, Human Resource Manager mentioned
that additional of 250 employees are need.
3. Mr. Dino Cabral, the company’s finance officer presented the
estimated budget of the expansion. (Please refer to the attached
budget proposal)
4. The president also told the head f every department to prepare for
the upcoming expansion and to submit the needed reports and
documents next meeting.
5. The next meeting is scheduled after 2 weeks, said the president,
September 28, 2020 (Monday) 9:00 A.M., same venue
6. Every department head is expected to attend and present their
reports for the expansion
7. There is no other matters to be discussed.

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 VI. ADJOURNMENT

The meeting was adjourned by the president at 11.46 A.M.

Prepared by:

Mr. Raymond Sibuco

Corporate Secretary

Approved by:

Eng. Antonio Dela Merced

President and CEO

REFERENCES:
1. Technical Writing – Erlinel A. Galano, et al
2. https://www.qld.gov.au/.../general-meetings/resolutions
3. Technical Writing in the Modern World – Rebecca M. Minas, et al
4. Developing Basic Research and Writing skills – Esther L. Baraceros

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 ACTIVITY 1

Name: _____________________________Course/Yr/Sec:________________Score:____

1. Name your three top dream companies and dream jobs. Choose one and write a letter of application.
Use the space below:
a. Department of Education
b.
c.

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 ACTIVITY 2

Name: _____________________________Course/Yr/Sec:________________Score:____

Write a memorandum to me, your instructor, suggesting three activities for your Technical Writing course that
will be done by the class. (No duplication of activities). Use the space below.

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 ACTIVITY 3

Name: _____________________________Course/Yr/Sec:________________Score:____

Write a simple incident report about any sudden incident in the school or even at the comfort of your home.
Use the space below.

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