Agency Correspondences in Business: Its Significance and Types

Correspondences is the backbone of any business house. It is the skill which builds the rapport of the company in the public domain. It addresses the query, demand, need, grievances, and feedback business or organizational oriented issues. It is also instrumental in profit maximization of the company.

1. Agency Correspondences in Business Presented By: Dr. Zain Mohammad Sulaiman Assistant Professor Department of Languages, Integral University, Lucknow-226026

2. Agency Correspondence? An agency correspondence is written communication between the two parties, which includes e-mail, letter, or memo. It is generally held between a client and an agency, regarding a specific matter or project .

3. Business Correspondence? Business correspondence (commercial transaction) is that part of business communication in a written form between the customer (principal) and organization ( a gency), which is necessary for business transaction. This communication facilitates the transaction of business which is essentially carried out through written formats, including e-correspondences. Every business correspondence is usually in the form of letters , written on the letterhead of organisation or company.

4. Business Communication vs. Business Correspondence Business Communication includes the forms of communication like spoken (oral) communication, graphics (visuals), non-verbal communication, etc. Business correspondence consists mainly of letters and depends on written, typed or word processor printed letters or those sent and received by fax and e-mail .

5. Need for Business Correspondence With the advent of sophisticated methods of production and enhanced communication facilities, business activities have spread out over vast geographical areas with may be production in one country and marketing in another. This entails effective communication and records of the same.

6. Significance of Business Correspondence B usiness correspondence helps businesses with : Maintaining Proper Relationships – The significance of business letters is governed by the fact that it facilitates effective communication which is usually cost effective. It strengthen business through establishing communication, within and outside the organization, which is clear and concise . Acts As Evidence – I t allows businesses keep records of facts that can serve as evidence at a later point in time . Cost Effective – It is an inexpensive way of communication in terms of money as well as time. This is very convenient for businesses.

7. Significance of Business Correspondence Creating Goodwill – A company’s growth rely on business correspondence. It creates goodwill between business and clients since any letter like a complaint, feedback, or suggestion promotes a healthy relationship . Removes Ambiguity – It is a formal correspondence between the involved parties which helps in unambiguous communication . Helps Businesses Expand and Grow – A business can have a seamless flow of information regarding any product or resources through business correspondence. This helps in the proper utilization of manpower and time management, which in turn leads to expansion and growth in business.

8. Types of Business Correspondence Internal Correspondence – It is the flow of information between employees, departments, branches, and units of the same company. They can be formal or informal. Some examples of formal internal correspondence are promotion letters, a formal request for approval, a memorandum, etc. They are mostly in printed form. A routine or informal internal correspondence can be a quick instruction between a manager and subordinate, which are mostly in the form of emails . External Correspondence – The communication between different organisations or between an organization and a client comes under external correspondence. This type of correspondence is usually made to suppliers, existing and prospective clients, government offices, etc.

9. Types of Business Correspondence Sales Correspondence – Any communication related to sales is called sales correspondence. It is not only concerned with the sale of a product or service but, also includes marketing letters, invoices, discount letters, statements of accounts, etc . Routine Correspondence – Such correspondence happens routinely like orders, inquiries, invitations, replies, etc . Personalized Correspondence – Involves personal and emotional factors. Some of the examples are letters of gratitude, congratulation letters, appreciation notes, letters of recommendation , etc . Circulars – It is used when a business has to convey a common matter to a large audience such as notices of tenders, change in contact information, etc. 

10. Parts of Business Letters Business correspondence is all about different types of letters. Business letters help to understand the most appropriate need of correspondence. The parts of business letters include: Heading:  Include your name and contact information, such as an address, phone number and email address. You might also include a company logo in the header . Date:   The date you send the letter Reference:  Applicants may reference a job position or customers may refer to the order information when filing a complaint. Recipient's Address :   The details of the recipient including their address and contact information

11. Parts of Business Letters Subject:  Include the topic of the letter. While writing a complaint letter, the subject can be the order number Salutation :   The formal greeting directly addressing the recipient Body Paragraphs:   The full text with details of the letter and relevant information Closing:   The last paragraph in a business letter that includes what the writer expects from the recipient Signature:  Some letters require a handwritten signature in addition to a typed signature. Enclosures: Include contact information. Do not include if contact details are shared in the heading . Copy Circulation:   The additional recipients for a letter PostScript: Can include an additional message after the writer finishes an article. Can note this with P.S. and text after the signature.

12. Types of Business Letters 1. Cover Letters: A cover letter is a business letter typically sent with your resume when applying to a job . It explain one’s  professional experience, qualifications and interest in the company and job.  Its components are: Contact information Salutation Purpose of the letter A brief overview of your skills and experience Conclusion

13. Types of Business Letters 2 . Letters of Recommendation: L etter of recommendation is written on behalf of another professional to verify their qualifications and work ethic. This can strengthen an application for employment, higher education or another professional opportunity . Its components are: Relationship of the recommendation Evaluation of the candidate's qualifications Examples Closing statement

14. Types of Business Letters 3. Offer Letters: It is one that employers send to inform a jobseeker that they want to hire them. These letters often accompany a verbal offer. Within the letter, you find key details about the position, including salary, start date, benefits and other employment terms.  The components of offer letters are: Job description Job title Projected start date Salary Benefits Requested acceptance timeline

15. Types of Business Letters 4. Sales Letters: The purpose of a sales letter is to introduce a service or product to a client or customer. Sales professionals often use these letters when contacting prospective buyers or strengthening relationships with longtime clients. Sales letters help you personally connect to clients . Its components are: Product description Cost Invitation to purchase or try a product

16. Types of Business Letters 5. Letters of Commendation: Employers write letters of commendation to express pride and gratitude for exceptional performance. These show employee appreciation, and managers might send them out to the entire staff to congratulate an employee for successfully completing a project . This can boost an employee's morale and encourage other employees to excel.  Its components are: Purpose of letter Details of success Invitation to congratulate

17. Types of Business Letters 6. Letters of Resignation: A letter of resignation informs your employer of your intent to resign. While you may verbally notify your coworkers and employer of your plans to leave, many organisations prefer an official letter to file.  Its components are: Declaration of resignation Reason for resigning Last day Thank you note

18. Types of Business Letters 7. Thank You Letters: A professional thank you letter is an important way to let colleagues, employers, vendors or other business contacts know you value their time or efforts. Sending a professional thank you letter can build rapport with the recipient and communicate your intentions for the future . Its components are: Greeting Reason for writing Details of the interaction Closing

19. Types of Business Letters 8. Complaint Letters: Consumers most often send complaint letters to businesses when they are unhappy with a service or product. Businesses may also occasionally need to write a complaint letter if a vendor or service failed to meet their expectations . Its components are: Formal greeting Expectations at the time of purchase Description of the issue Expected resolution

20. Types of Business Letters 9. Apology Letters: An apology letter is an important tool in the workplace that acknowledges a mistake, expresses regret and asks for the recipient's forgiveness or patience. Apology letters create a formal record of your admitting to and attempting to rectify a mistake or failure . Its components are: Acknowledgement of the mistake Apology Remediation plan

21. Types of Business Letters 10. Office Memorandum: An office memorandum or business memo is a short yet formal document used for communication between the business and its employees. Effective memos are brief and easy to navigate. The document is primarily for internal use, such as an announcement regarding changes to personnel within an organisation or updates on company gatherings. Its components are: Clear subject Memo objective Breakdown of key points

22. End Note