Technical Papers for

Student-Leaders
 DISCLAIMER:

The presenter/lecturer does not claim

ownership to any of the photos
attached to this presentation. All photo
credits are duly served to its rightful
owners.
 What is a correspondence?
It is a communication
through exchange of
letters. (National Institute of
Open Schooling)
A written form of
communication which has
two purposes– to convey
information and to foster
goodwill with the intended
reader. (Handbook for Military
Science 1)
BASICS OF SG CORRESPONDENCES
Official correspondences of the Student
Government shall be written in English.

Answers to letters received shall be in language of

the basic letters.

The content of the communication should be

limited to only one (1) subject. However,
enclosures are allowed.
BASICS OF SG CORRESPONDENCES
Gear your writing point of view according to your
purpose and level of formality.

Be conscious of the courtesy, honorific and

corporate titles.

Courtesy copy should be furnished to/ for any

office passed by same communication.
 Common
Correspondences
Used in Student
Government
 Business letters are written documents
intended to inform, summon, or
acknowledge.
Date
Inside address
Salutation
Body
Complimentary close
Business
Signature block
Letters
Business Letters
• Indicate the courtesy
title before the name,
and honorific after the
name (if applicable)
• Corporate title after the
name
• Geographical address

• Use colon after the

salutation.
• Use only ‘Dear’ to
recipient of equal or of
lesser rank
• Use ‘Sir’/ ‘Madam’ for
recipients of higher rank

• Provide general details

in the first paragraph
• State the intention on
the second paragraph
• State your hopes or
expectation concerning
the action need to be
taken by the recipient.
Minutes of meeting
 A narrative documentation of the
proceeds, agreements, and
discussions of meetings.

Documented during the meeting

Each of the attendees of the meetings

will be furnished a copy of the minutes
of the previous meeting.
Minutes of
meeting
Memorandum
 To circulate policy statements and
reports intended for internal audience.

call schedule of meetings

To instruct a deadline

To announce a policy
Memorandum
 Date of
Issuance

Date of
Issuance

Series
number
SG MEMORANDUM To: With name
and/or title of
the recipients
Header
From: Includes name, title,
and initial of the sender
CC: name/s of person/s who will receive the
memo aside from the addressee
Subject/Re: sets the purpose of the memo

Body
Concept Paper
 Issuance used to organize and/or
propose activity.

Made before conducting an

activity

Concept
Paper
Be specific
Example:
Printed copy of CBL,
Kiosk

How did you come up

with that proposal?
Post-Activity Report/
Narrative Report
 Serves as an evidence that the
proposed activity really
happened/conducted and that the
budget was used for the intended
outcome.

Produced after the activity

To be submitted to Audit
Post-activity Committee and Finance Officer
Report
 Header
As indicated in the -Attach pictures with critical and relevant
Concept Paper shots
-each picture should have a 2-5 sentence
Name of the caption.
proponent office/unit
-narrate significant events/statements
-attach picture of food.
Indicate the number
of beneficiaries and
nature of the
participants

As indicated in the
concept paper

As indicated in
the concept paper

As indicated in
the concept paper

Include best practices,

points for improvement,
agreements.
Transmittal Letter
 Merely serves to transmit an enclosed
report or article from the writer to the
recipient.

Made before submitting a

report

Used to monitor and keep

track of documents
Transmittal
Letter
Will be received
by the intended
recipient.

Will be sent by
the sending
entity.
(secretary)
References:

https://dfssgpasigcity.wordpress.com/2009/08/25/supreme-
student-government/

https://www.teachingtimes.com/articles/school-
business.htm

https://www.uaex.edu/publications/pdf/MP350.pdf