bc correspondence
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By-Dilshad Zaidi
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Business letters
Memorandum, Notices & Circular
Meetings Minutes & Agendas
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1. HEADING - contains the name, address, tele/fax number,
Email address of the firm therefore most firms use letter
heads. The name & address are printed on the top
middle of the page & other information is given in the
margins.
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Contact numbers: Fax:E-mail:
1, Nariman point, Munbai-400001
Eg:
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2. DATE enables quick reference in future & helps in promptaction & orderly filing. The date should be typed two
spaces below the last line of the heading & should be
typed in the right hand corner. Names of the month &
year should be written in full & no suffix such as st or
th should be used.
USE IT
31 January, 2009January 31, 2009
AVOID IT
31-3-200931st Jan., 200931stJanuary, 09
Eg:
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3. REFERENCE It helps to link correspondence for the
prompt reply & quick action. Also it serves to identify the
department or section from which the letter is sent.
Eg:
Reference: 7 / MA / 09
some letterheads contains two lines for references
Your references.
Our references..
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4. INSIDE ADDRESS It contains Name & full address of the
firm or individual to whom the letter is written. It should
be written two lines below the reference. Special care
should be taken to spell the addressees name correctly.
Eg:
Superline Electronics Limited
A1, Nehru place, New Delhi-60
Messrs Ram Aggarwal & Sons
A1, Nehru place, New Delhi-60
Where a firms name contain a personal name, Messrs should be
used:
When you wish to direct the letter to a particular official, an
attention line two spaces below the inside address should be given
Attention: The Sales Manager or
Attention: Mr. R.K. Lalwani
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5. SALUTATION Its a greeting of the addressee. Shouls be
written two lines below the inside address. Official &
formal correspondence may use Mr. before the surname ofthe addressee.
Eg:
For Official correspondence Sir/Madam
For Business correspondence Dear Sir/ Dear MadamFor Saluting firms Dear Sirs/ Dear Mesdames
For Informal letters My Dear
6. SUBJECT LINE The purpose of subject line is to let reader
know immediately what the letter is about. In some casesthe subject line is mentioned before salutations.
Eg:
Subject: Payment of Bill No. 897 of July, 09
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7. BODY OF THE LETTER It contains the message to beconveyed. Body text of the letter should be single spaced
with double spacing between paragraphs & without
paragraph indentation.
The main body consist of following:
Should open with acknowledgement or gratitude. Its a Introductive
paragraph which may include reference to previous correspondence.
Opening paragraph:
Main paragraph:
Closing paragraph:
It conatins the subject-matter. It must contain all relevant details. Useof bullet or numbered list is advised.
The concluding paragraph states the action expected from the reader.It should be firm so as to motivate the reader .an offer or a requestmay be made here.
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8. COMPLEMENTARY CLOSE Its usually given below theclosing paragraph & only the first letter of the close is
capitalised. Some letters may also have Participialclosure (thanking you & Regards.) after the closingparagraph which may or may not be used. Closure should
correspondence with the salutation as shown below:Eg:SALUTATION COMPLEMENTARY CLOSE
Sir/Madam Yours faithfully or
Yours respectfully
Dear Sir/ Dear Madam
Dear Sirs/ Dear Mesdames
My Dear Mr. Ghosh
Dear Madhu
Yours faithfully or
Yours truly
Yours sincerely
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9. SIGNATURE It leads authenticity & is placed below the
closure Name of the person signing the letter is typed
below the signature. Women should indicate maritalstatus. Few forms are shown below:
For Rama Enterprises
Ram Dass
Sole proprietorship
Partnership firm
For Ram Dass & Bros.Ram DassPartner
Managing Director
Super India Ltd.Ram DassM.D.
Director
For Super India Ltd.Ram DassDirector
Others
On behalf of Super India Ltd.Ram DassSales Manager
Limited company:
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10. IDENTIFICATION MARKS Initials of the person dictating
the letter & person typing are given. It helps fixing
responsibilities. It can be in either of following form:
CBG OPA
CBG : OPA
CBG/OPA
CBG- opa
11. Enclosure Abbreviation Encl. is written to indicate that
some documents are attached with the letter such as
invoice, bill, receipt, catalogue price list etc. it is typed
after signature against which number of enclosure ismentioned.
Eg: Encl.: Two orEncls.1) Agreement
2) Invoice
Eg:CBG are initials of person dictatedOPA are initials of person typed
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12. COPY DISTRIBUTION If the copies of the letter are to be
sent to persons other than the addressee, names of
persons are typed below the enclosure notation as shownbelow
C.C.
Mr. R.B. Chatterjee
Miss Anuradha
13. Postscript When the writer forgets to mention some
important point in the main body, he can add the message in
this part. It is not a good practice & should be avoided. Can
also be used to emphasize main points of the letter.Eg:
P.S.Please remember the low price offer is valid till December 09.
C.C.
Marketing Manager
Purchasing Manager
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1. On behalf of your company you are making
enquiries, seeing Quotation about some required
products. Write a letter for same to the supplier.
2. After you have received the details you
requested, Write a letter for placing the order of
the product.
3. Write a letter as a supplier asking for the
payment of bills.
4. After the delivery of the product you ordered,
Write a letter of complaint against some
damaged items.5. On behalf of supplier write a apology letter for
sending the wrong invoice.
6. Write a letter for the new product launch on
behalf of your company.
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Memorandum (Interoffice memo) is a short piece of writing
used to transmit message from one person or department
to another within the same organisation.
The main purpose of the memo is to records or convey
information & decisions or to make short requests.
Memo has no inside address & Unlike a memo, letter has a
formal appearance.
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(Company name)
DATE : __________________
FROM /DESIGNATION: __________________ DEPT : ____________________
TO / DESIGNATION : ____________________ DEPT : _____________________
SUBJECT(may/may not be):______________________________________________
MESSAGE, COMMENT OR REPLY.
FOR YOUR
APPROVAL
INFORMATION
COMMENT
NAME OF THE COMPOSER
eg..
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No. Date:
To : Mr. A.K. Arora, Clerk
From: S.C. Bansal, Manager
You remained absent from your duties on the date & for theperiod mentioned below. Please note that you have earnedsalary & emoluments for the said period.
Date: march 20,2009 Period 10:00a.m.-5:00P.m.
R.M. Sharma
cc to
GM, north zone
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Offices notes are usually for a horizontal
communication. Exchanged between officers
of almost equal ranks asking for suggestion or
seeking or giving information about matters
concerning their respective departments
Usually meant to be put on notice board &
follow memo format
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A directory of all employees is being prepared . All
members of the staff are requested to provide the
following details:
Name Residential Address Contact Number
1.______ _______________ ___________
2.______ _______________ ___________
Ashok Dhawan
5th April, 2009
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Office circulars are meant to convey
information to a large number of people
Such information is usually of general nature& not confidential
Office circulars are formal in nature. These
are used to inform employees changes inworking hour/promotions/order/insist on
punctuality etc. it should be brief, precise &
persuasive.
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(Company name)
Ref no: __________ DATE : __________________
SUBJECT : ________________________________________________
MESSAGE_______________________________________________________________________________________________________________________________________________________________________________________________________________________
Copies to: FROM /DESIGNATION: ________________
a)_______________ DEPT : ____________________b)_______________
DEPT : ____________________
eg..
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Date:
Sub: change in office timings
This is to inform all that from november 1st, 2009 , theoffice timing will be as follows.
8:30 a.m. - 12:30 a.m. Morning session
12:30 a.m.-1:30 a.m. Lunch
1:30 a.m.
5:30 a.m. Evening sessionEmployees are expected to strictly adhere to these officehours.
B.K. Mittal
Personnel Officer
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No. Date:
Sub: use of office telephone for personal calls
It has come to my notice that some members of the stafffrequently misuse office telephones for making personal calls.This results in telephone lines being busy & office calls have towait. You are requested to avoid making personal calls, exceptduring emergency, from office telephones.
S.C. Bhatia
Manager
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Memo:
Requesting a Department head for submission of
monthly report
Circular:
use of office telephone for personal calls
Notice:Providing details of list of holiday
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