7 characterisitics of effective business correspondence
Post on 21-Jan-2017
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Introduction to Business Correspondence
What is business correspondence?
What is business correspondence?
It refers to business communication through the
exchange of letters, memos, faxes, and e-mails.
What is the importance of business correspondence in the workplace?
What is the importance of business correspondence in the workplace?
Functions of Business Communication (Guffey, 1997)
1. To inform2. To persuade3. To promote goodwill
What is the importance of business correspondence in the workplace?
Two Forms of Business Communication (Guffey, 1997)
1. Internal communication with superiors, coworkers, and/or subordinates
2. External communication with customers, suppliers, governments agencies, and the public.
What is the importance of business correspondence in the workplace?
Internal communication with superiors, coworkers, and/or subordinates
Key Functions
a) Issue and clarify procedures and policiesb) Inform management of progressc) Persuade employees or management to make
changes or improvementsd) Coordinate activities and provide assistancee) Evaluate, compliment, reward, and discipline
employeesf) Get to know individuals personally
What is the importance of business correspondence in the workplace?
External communication with customers, suppliers, governments agencies, and the public.
Key Functions
a)Answer inquiries about products or servicesb)Persuade customers to buy products or servicesc)Clarify supplier specifications and quality requirementsd)Issue credit and collect billse)Respond to regulatory agenciesf)Promote a positive image of the organization
Flow of Organizational Communication (Eunson, 2005)
1. Vertical Communication Flowa. Downward Communication Flow b. Upward Communication Flow
2. Horizontal Communication Flow
Vertical Communication Flowa. Downward Communication Flow b. Upward Communication Flow
TOP MANAGEMENT
MIDDLE MANAGEMENT
RANK AND FILE
Horizontal Communication Flow
TOP MANAGEMENT
MIDDLE MANAGEMENT
RANK AND FILE
Seven Characteristics of an Effective Business Correspondence
1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Courteous
Seven Characteristics of an Effective Business Correspondence
1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Courteous
Which is more effective?
1.There isn’t any question about the proposed advertising campaign’s success in the opinion of the account executive.
2.The account executive believes that the proposed advertising campaign will succeed.
Seven Characteristics of an Effective Business Correspondence
1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Courteous
Which is more effective?
1.Before we can send up our satellite, it must be fully covered with insurance
2.Before we can send up our satellite, we must insure it fully.
Seven Characteristics of an Effective Business Correspondence
1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Courteous
Which is more effective?
1.We’ve run out of stock unexpectedly. I won’t bore you with the details. Needless to say, we are desperate and hope you will fill the attached order at once.
2.Please rush the attached order as fast as you can. We’ve run out of supplies unexpectedly and need new supplies at once.
Seven Characteristics of an Effective Business Correspondence
1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Courteous
Which is more effective?
1.The general feeling around here is that the mall will never be built.
2.A majority of the town officials are against the mall project.
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