By: Meenakshi Aggarwal September 15, 2011

BUSINESS CORRESPONDENCE

CORRESPONDENCE

Business correspondence is an instrument of decision making in the business world.

Business Correspondence is a link between people.

It helps to reinforce professional exchange of ideas, opinion and information.

FUNCTIONS OF A BUSINESS LETTER

To provide a convenient and inexpensive means of communication without personal contact

To seek or give informationTo furnish evidence of transaction entered

intoTo provide a record for future reference

KINDS OF A BUSINESS LETTER

Personal Letters

Non- Personal Letters

Non Personal Letters

Business LettersEnquiries and replies, orders, their

execution, credit and status enquiries, complaint and adjustment, collection letters

Circular letters, sales lettersBank correspondence, insurance

correspondence, import export correspondence, agency correspondence

Business Letters

Application letter, interview letter, reference letter, letter of appointment, confirmation letter, promotion letter, retrenchment, resignation

Correspondence from company secretary, correspondence with central government

Letters to press

Classification of Business Letters

Official Letters

Demi-official Letters

Internal Letters

Form Letters

Official Letters

Official letters are written to government or semi government bodies

Demi-official Letters

Demi-official letters are official in purpose but are addressed to a person by name.

Internal Letters

Internal letters or memos are used both in government offices and business houses for internal communication

Form Letters

Form letters are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews, notices, appointments etc.

STRUCTURE- REGULAR LETTERSenders’ addressDateReceivers’ addressSalutation Body of the letterSalutation

STRUCTURE- BUSINESS LETTERHeading (Letter Head)DateInside addressAttention LineSalutationSubject/ Reference No.

Body of the letter Opening or Introductory Paragraph Middle or Main Paragraph Closing or Concluding Paragraph

Complementary CloseEnclosures

HeadingA business letter is generally typed on

printed letter head. It contains-

Writer’s full addressTelephone no. E-mail IDTrademark,Registration no. Establishment year.

DateThe date may be written in any of the

following ways-

15th September 2011 15 September 2011 September 16, 2011

Inside addressThe inside address contains the name and

address of the firm or the individual to whom the letter is written.

It helps –in maintaining records.the outward clerk to write the same address

on the cover

Ex.-The Chief Accounts OfficerBharat Steel Tube Ltd.Hans BhawanConnaught PlaceNew Delhi

Attention lineTo elicit prompt response, sometimes a

letter which is addressed to an organization and company is marked to the attention of a particular officer by name or designation.

Attention: The sales officerOr

Kind Attention: Mr. A.K.Mathur, Sales officer

SALUTATIONSalutation in a letter is like greeting a

person when you met him.Ex.-

Dear SirDear MadamDear Mr. AggarwalSir

Subject linePurpose- to let the reader know

immediately what the message is about. Like reference and attention line, it saves

time. The subject can be written before as well

as after salutation.Ex.- Subject- Supply of raw material

Body

IntroductionThe letter should open with-

expression of pleasureAcknowledgmentReference to the ‘action‘ taken in response to

the reader’s previous letter, if any.

Ex.-We thank you for your order placed on 25th

July……..We thank for your enquiry…………...With reference to your letter no…….

Main ParagraphContains subject matter of the letterShould be brief and to the pointNo relevant details should be omitted.

Closing ParagraphShould-

Be briefBe like natural and logical outcome of the

main paragraph, Motivate the reader to act.

Ex.-We look forward to our next meeting.We hope to hear from you soon.Looking forward to a positive response.

Complementary closeThe complementary close is a courteous

leave taking, polite way of ending the letter.

Ex.-RegardsYours sincerely

EnclosuresIf you enclose anything with the letter you

should indicate it against the enclosure line:

Encl- 1. Catalogue 2. List of Dealers 3. Price List 4. Quotation

ANY QUESTIONS???