Final Project: House Organ

 📰 Academic Project Title: Creating a House Organ for a Brand

📘 Course: English Writing for Public Relations

🎓 Level: B2 (Upper-Intermediate)

📂 Deliverable: A digital corporate magazine (house organ) on Canva with an oral presentation

 

🔎 1. What is a House Organ?

A house organ (also known as a corporate magazine or in-house publication) is a publication produced by an organization for internal or external audiences. It serves to communicate corporate news, achievements, events, product launches, internal policies, and brand culture.

Types:

• Internal: Targets employees (HR updates, staff stories, company vision).
• External: Aimed at clients, investors, or partners (success stories, CSR, PR campaigns).

 

Sample: House Organ

https://issuu.com/luxuryavenue/docs/2010_la_spring

🗂️ 2. Project Description

Students will work individually or in pairs to create a mock-up of a house organ (corporate magazine) for a fictional or real company. It will include various types of written corporate content:

Required Sections:

1. Corporate Letter (from the CEO or Director)
2. Press Release (at least one)
3. Internal Circular (informing employees about a policy or internal event)
4. Newsletter Section (monthly updates or highlights)
5. Brochure Content (featuring a service, product, or event)
6. Editorial Introduction
7. Visual Elements: Cover page, logo, professional layout (images, columns, titles, etc.)

 

🧱 3. Structure of the Final Product

 

Section	Description
Cover Page	Title, company logo, publication date, tagline
Index or content	Content list with page numbers
Editorial Introduction	Short text introducing the issue’s content and objective
Corporate Letter	Formal, motivational message from a leader (CEO, director)
Press Releases	Announcing a new product/service, event, or achievement
Internal Circulars	Memo-style message addressing employees
Newsletter Pages	Headlines and brief items of interest with visual appeal
Brochure Pages	Promotional content with persuasive and visual language
Back Cover	Contact info, social media, slogan, acknowledgments

🗣️ 4. Oral Presentation (5–8 minutes)

Each student or pair will present their house organ to the class:

Presentation Guidelines:

• Explain the purpose of your house organ.
• Describe the target audience.
• Summarize each section and its function.
• Justify design/layout choices.
• Reflect briefly on the writing process and challenges.

 

 

🧩 6. Suggested Steps for Students

1: Introduction to house organs + brainstorm company

2: Draft corporate letter and press release

3: Draft circular, newsletter + brochure text

4: Design layout and revise all texts

5: Submit printed or digital magazine

6: Presentations + peer feedback

 

📌 Materials and Tools

• Canva / Adobe Express / Google Docs / MS Publisher (for layout)
• Sample press releases and brochures
• Grammar and vocabulary guides for business writing
• Rubric shared in advance

 

·       📚 References (APA 7th edition)

·       Argenti, P. A. (2018). Corporate communication (7th ed.). McGraw-Hill Education.

·       Bly, R. W. (2019). The copywriter's handbook: A step-by-step guide to writing copy that sells (4th ed.). St. Martin’s Griffin.

·       Guffey, M. E., & Loewy, D. (2022). Essentials of business communication (12th ed.). Cengage Learning.

·       Locker, K. O., & Kienzler, D. S. (2021). Business and administrative communication (12th ed.). McGraw-Hill Education.

·       Smith, R. D., & Elliott, D. (2020). Strategic planning for public relations (5th ed.). Routledge. https://doi.org/10.4324/9780429053426

·       Stanton, J. (2017). Introduction to business communication (2nd ed.). Pearson Education.

·       Walters, L. M., & Walters, T. N. (2020). Visual communication for public relations (2nd ed.). Routledge. https://doi.org/10.4324/9781315665085

The Brochure

Brouchure Sample:

https://es.scribd.com/document/711274592/Triptico-Xochimilco

THE BROCHURE

 

1. WHAT IS A BROCHURE?

A brochure is a printed text on small sheets in various formats that serves as an advertising or informational tool.

 

2. PURPOSE OF THE BROCHURE:

It is to disseminate information of any kind, since its objective is not necessarily to sell a product or a service.

 

3. TYPES OF BROCHURES:

3.1. Flyer

3.2. Bi-fold

3.3. Tri-fold

3.4. Four-fold

3.5. Multi-fold

 

When must each type of brochure be used?

📄 1. Flyer (Volante)

When to use it:

• To announce an event, promotion, or opening.
• For quick and inexpensive distribution (e.g., in the street, stores, or mailboxes).
• Ideal for time-sensitive information or limited content.

Characteristics:

• One single page.
• Direct and visually engaging.
• Used for mass distribution.

 

📘 2. Bi-fold (Díptico)

When to use it:

• To introduce a product, company, or campaign in a compact format.
• For presentations at fairs, conferences, or meetings.
• When you need a little more space than a flyer but still a simple layout.

Characteristics:

• Folded once to create 4 panels (2 front, 2 back).
• Balanced between visuals and text.

 

📕 3. Tri-fold (Tríptico)

When to use it:

• For structured information divided into clear sections (e.g., services, benefits, contact).
• Common in tourism, education, or health institutions.
• When you need a professional and informative look.

Characteristics:

• Folded twice to create 6 panels.
• Allows for storytelling, step-by-step explanations, or comparisons.

 

📚 4. Four-fold (Cuadríptico)

When to use it:

• When you need to present more detailed content or multiple product lines.
• For institutional communication or public service announcements.
• Useful for storytelling with images and text.

Characteristics:

• Folded three times to create 8 panels.
• Can be complex to design but highly informative.

 

📖 5. Multi-fold (Políptico)

When to use it:

• For detailed product catalogs, educational programs, or in-depth campaigns.
• When you have a large amount of organized content.
• For high-end corporate presentations or government information.

Characteristics:

• More than four folds, creating 10 or more panels.
• Requires careful design and usually higher printing costs.

4. WHO IS IT FOR?

4.1. Potential partners, members, or volunteers

4.2. Potential clients

4.3. Potential sponsors

4.4. Potential advocates in the community

4.5. The press

4.6. The general public

 

5. STEPS:

5.1. Select the information you want to convey.
5.2. Determine the target audience.
5.3. Choose the type of brochure.
5.4. Organize the information.
5.5. Create the design.
5.6. Print a test version.
5.7. Print the final version.

 

6. WRITING GUIDELINES:

6.1. Use short sentences.
6.2. Avoid technical jargon.
6.3. Avoid clichés.
6.4. Avoid redundancy.
6.5. Use correct spelling.
6.6. Avoid passive voice.

 

7. STRUCTURE:

7.1. Logo

7.2. Main title

7.3. Subheadings

7.4. Images

7.5. Descriptions

7.6. Call to action

7.7. Coupon

 

Sources:

• Editorial Etecé (2024) Brochure at https://concepto.de/folleto/#ixzz8g45302Xj
• Imprenta Bahía (2024) The 7 elements of a good brochure at https://www.bahiagrafica.com/los-7-elementos-de-un-buen-folleto/
• University of Kansas (2023) Creating brochures at https://ctb.ku.edu/es/tabla-de-contenidos/participacion/promover-interes-en-la-comunidad/folletos/principal

  

The Press Release

The Press Release

 

🧩 What Is a Press Release?

 

Definition:

 

A press release is an official written communication sent to media outlets to announce something newsworthy—such as a product launch, event, partnership, or achievement—on behalf of an organization.

 

Purposes:

 

• To inform the media and public
• To attract media coverage
• To control the narrative
• To support brand visibility and public image

 

🗞️ Why Are Press Releases Important in PR?

Press releases are important in PR because they…

• help generate media attention for key events or initiatives
• provide official, on-the-record statements
• serve as promotional tools
• contribute to building trust and credibility
• are useful for both reactive (crisis communication) and proactive strategies

 

🧭 Types of Press Releases:

 

1. Product Launch – New products or services
2. Event Announcement – Conferences, festivals, webinars
3. Company News – Mergers, hiring, expansions
4. Crisis Communication – Company responses or clarifications
5. Awards and Recognition – Winning or being nominated
6. Partnerships/Collaborations – Joint ventures or alliances
7. CSR Initiatives – Community projects, sustainability actions

 

🧱 Structure of a Press Release:

 Elements of a Press Release Format:

 

1. Company Logo:
Placed at the top of the press release so journalists know who sent the document.

2. Contact Information (Optional):
You can then add company information such as its name, address, email, and phone number.

3. Headline and/or Subheadline:
The headline and subheadline are very important elements, so write them as if they were part of a breaking news story. Make sure they grab attention, as they might be the only parts a journalist reads.

4. Location and Date:
Start the first paragraph with the company’s location, written in uppercase, and the date of the release. If the company is in a well-known city, you don’t need to include the state.

5. Lead Paragraph:
This is the first and most important paragraph. It should summarize everything you plan to develop in the following paragraphs. Along with the headline, this might be the only paragraph a journalist reads, so it should answer all the questions a reader might have about the story.

6. The Story:
Develop your story in short paragraphs.

7. Company Information (Boilerplate):
End the release by including information about the company.

8. A call to action:

An expected reaction by the reader.

9. Final Note (Contact info):
Below the closing, the only thing you can include is a final note with your company’s details such as the website, an email address, or a phone number so the reader can get more information about the content of the release.

 

✍️ Language and Style:

Tone: Formal, objective, concise

Tense: Usually present simple and passive voice

Style Features:

• Avoid overuse of adjectives or promotional tone
• Include relevant figures, names, and dates
• Use action verbs
• Write in the third person

 

🧠 Example of a Headline & Lead

Headline:

LaSalle University Launches Green Campus Initiative to Cut Emissions by 40%

Lead:

CANCUN, Mexico – May 19, 2025 – LaSalle University has announced the launch of a sustainability program aimed at significantly reducing its carbon footprint over the next five years.

 

📌 Tips for Writing an Effective Press Release

• Keep it to one page
• Be newsworthy – focus on what makes the story important
• Make the first paragraph count
• Include one or two quotable statements
• Provide contact info for follow-up

 

✅ Checklist for Press Release Evaluation

• Is the headline clear and engaging?
• Does the lead answer the 5Ws?
• Are there relevant facts and statistics?
• Is there at least one quote?
• Is the tone appropriate for a media audience?
• Is the boilerplate informative?
• Is the contact info complete?

 

📚 References (APA 7th Edition)

Bivins, T. H. (2014). Public relations writing: The essentials of style and format (8th ed.). McGraw-Hill Education.

Guth, D. W., & Marsh, C. (2016). Public relations: A values-driven approach (6th ed.). Pearson Education.

Newsom, D., & Haynes, J. (2016). Public relations writing: Form and style (10th ed.). Cengage Learning.

Smith, R. D. (2020). Strategic planning for public relations (5th ed.). Routledge. https://doi.org/10.4324/9780429286959

Wilcox, D. L., Cameron, G. T., & Reber, B. H. (2015). Public relations: Strategies and tactics (11th ed.). Pearson.

Associated Press. (2022). The Associated Press stylebook 2022 and briefing on media law. Basic Books.

 

Quiz of the press release: 

https://www.magicform.app/q/press-release-essentials-quiz-uqh

Corporate letter

Corporate letter

 

Professional Language Learning
1 Bonampak Avenue
Malecón Américas Business Center
Cancun, Quintana Roo, México
Tel: +52 (998) 555-1234
Email: info@professionallanguagelearning.edu.mx

 

Cancun, Quintana Roo, the 5^th of May 2025

 

Mrs. Miriam Rodríguez
Operations Submanager
Surburbia Labna
1 Labna Avenue

 

Dear Mrs. Rodríguez,

Greetings from Professional Language Learning in Cancún.

 

We are pleased to introduce our language training services, renowned for high-quality private, face-to-face lessons tailored to professionals, students, and international clients. Under the direction of Teacher Elmer Santana, we specialise in personalised instruction that ensures effective communication in English, French, and Spanish.

 

Located at the Malecon Américas Business Center, our school offers a convenient and professional environment for learning. Each course is designed with clear objectives and flexible schedules to meet the specific needs of our learners.

 

We are currently expanding our network of academic and corporate partners and would be honored to explore collaboration opportunities with your organization. Whether for employee training, academic exchange, or international program support, we are ready to provide custom solutions with measurable results.

 

It would be a pleasure to contact us to arrange a meeting or receive more information about our services. We look forward to the possibility of working together.

 

Sincerely,

 

Master Elmer Santana

Director of Professional Language Learning

 

A corporate letter is a formal written communication used by a company or organization to convey official information to internal or external stakeholders. It follows a professional tone and structure, and it serves various business purposes such as making requests, responding to inquiries, issuing invitations, confirming agreements, or handling complaints. Corporate letters help maintain transparency, build professional relationships, and ensure clear documentation of communication.

Key Body Information in a Corporate Letter

 

1. Opening Statement / Purpose: Clearly state the reason for writing. This sets the context for the rest of the letter  - “We are pleased to introduce our language training services…” This sentence introduces the sender's services and sets a positive, professional tone.

2. Background / Context: Provide any necessary details or background information the recipient needs to understand the situation or request. - “…renowned for high-quality private, face-to-face lessons tailored to professionals, students, and international clients… Under the direction of Teacher Elmer Santana…” It provides credibility and context by describing the service, target audience, and leadership.

3. Main Message / Offering: Present your main point, proposal, or request in a direct and respectful way. Use clear, professional language.- “…we specialise in personalised instruction that ensures effective communication in English, French, and Spanish.” It clearly states what the organization offers — multilingual, personalized language instruction.

4. Supporting Details: Offer relevant data, explanations, or reasons that support your message or request.- “Located at the Malecon Américas Business Center… clear objectives and flexible schedules…” It adds logistical and practical details that support the professionalism and accessibility of the services.

5. Call to Action / Collaboration Proposal: Clearly state what action you expect from the recipient or what the next steps are. - “We are currently expanding our network… honored to explore collaboration opportunities with your organization.” and “It would be a pleasure to contact us to arrange a meeting…” It Invites the recipient to consider a partnership and take action by arranging a meeting or requesting more information.

Exercise of useful phrases for a corporate letter

https://wordwall.net/es/resource/91530572

Writing Task: Corporate Letter for a University Bazaar

 

Title:
Writing a Corporate Letter from a Local Business to Support a University Bazaar

 

Objective:

Students will write a formal corporate letter representing a local company that wishes to support or participate in an upcoming University Bazaar. This task develops their ability to use formal tone, persuasive business language, and structured letter writing.

 

Scenario:

You are a representative of a local business (e.g., a café, design studio, bookstore, bakery, gym, etc.). Your company would like to take part in the upcoming University Bazaar organized by the Department of Public Relations at LaSalle University of Cancun.

 

Write a formal letter to Ms. Luz María Ferreyro, the event organizer, to express your company’s interest in collaborating or supporting the event.

 

Your letter must include:

1. Opening Statement (Purpose)
• Clearly state that you are writing to express interest in participating in the university bazaar.
2. Background or Context
• Introduce your business: its name, what it offers, and its community engagement.
3. Main Message or Offer
• Describe how your company would like to participate (e.g., donate products, offer services, sponsor activities, host a booth).
4. Supporting Details or Justification
• Explain the mutual benefits of the collaboration—for the university community and your business.
5. Call to Action or Next Steps
• Suggest a follow-up call, request more information, or confirm your interest in a meeting.

 

Format Requirements:

• Use formal structure:
• Sender’s contact details
• Date
• Recipient’s details
• Greeting
• Organized body (5 paragraphs)
• Formal closing (e.g., Sincerely, Kind regards)
• Signature line
• Word count: 200–250 words
• Address it to:
  Ms. Alejandra Camara
  Department of Public Relations
  LaSalle University of Cancun

 

 

 

Common Acronyms and Abbreviations in PR Documents

Common Acronyms and Abbreviations in PR Documents

 

Sample Document in Public Relations:

FOR IMMEDIATE RELEASE

April 7, 2025

 

XYZ Tech Launches New B2B Platform to Boost ROI and Strengthen CRM

 

Cancun, Mexico — XYZ Tech, a leading innovator in cloud-based solutions, announced today the launch of its new B2B platform designed to enhance CRM capabilities, improve KPI performance, and deliver measurable ROI for enterprise clients.

 

The new platform, named X-Connect, integrates advanced SEO features, real-time analytics, and customizable CTA tools to support B2B and B2C campaigns. With its intuitive dashboard and automated reporting tools, X-Connect allows marketing and PR professionals to track user engagement and optimize content based on UGC trends.

 

“Our goal was to create a platform that delivers value from Day 1,” said Maria Gómez, CEO of XYZ Tech. “By focusing on the client journey and refining every CTA, we’re empowering businesses to meet and exceed their digital communication goals.”

 

To support the launch, XYZ Tech has issued an RFP for regional digital agencies interested in collaboration. A dedicated FAQ section has been added to the website, and the full media kit is available upon request. The launch campaign will also include a series of op-ed contributions and influencer partnerships, with updates to be TBA.

 

All stakeholders and media are invited to attend the virtual product demo scheduled for April 21, 2025. Attendees are asked to RSVP by April 15. Details will be provided ASAP upon confirmation.

 

For further information or interview requests, contact:

PR Department – XYZ Tech

Email: press@xyztech.com

Phone: +52 998 555 1234

 

About XYZ Tech

Founded in 2010, XYZ Tech is a global provider of cloud-based business solutions that drive performance, engagement, and connectivity. Through innovation and a commitment to CSR, the company supports sustainable growth across all sectors.

 

Media Contact:

Paula Hernández

Director of Public Relations

XYZ Tech

Email: paula.hernandez@xyztech.com

Phone: +52 998 555 5678

Answer the following questions about the previous document.

What type of document is it?

What is the aim of the document?

Who is the sender?

Who is the recipient?

What are the details in relation to the document aim?

 

In the field of Public Relations, the use of acronyms and abbreviations is common in written documents such as press releases, media kits, reports, and internal communications. These elements contribute to conciseness and clarity in professional writing. It is essential that communicators understand and apply them appropriately to ensure precision and effectiveness in message delivery.

 

A clear understanding of commonly used acronyms and abbreviations is essential for effective communication in Public Relations. Their proper use allows for more concise, professional, and efficient documentation. Familiarity with these terms is therefore considered a fundamental component of professional writing in the field.

 

Individual Exercise:

List the 17 abbreviations and/or acronyms with their full form in the sample document.

References:

Public Relations Society of America. (n.d.). Public Relations glossary. Retrieved April 7, 2025, from https://www.prsa.org/resources/glossary-of-communication-terms

Smith, R. D. (2020). Strategic planning for public relations (5th ed.). Routledge. https://doi.org/10.4324/9780429287780

The Associated Press. (2022). The Associated Press stylebook and briefing on media law (56th ed.). Basic Books.

Wilcox, D. L., Cameron, G. T., & Reber, B. H. (2015). Public relations: Strategies and tactics (11th ed.). Pearson.