Business correspondence

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1. Business correspondence SUBMITTED BY ANANT SHARMA (K20023) KESHAV SHARMA (K19767) SUBMITTED TO DR.ANSHU RAJ PUROHIT MAM

2. BUSINESS CORRESPONDENCE 1.Business correspondence  means the exchange of information in a written format for the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization. The correspondence refers to the written communication between persons. Hence oral communication or face to face communication is not a business correspondence. [1] 2.Just as we express our views, opinions, thoughts, and idea through writing. Business persons also feel the need of expressing themselves. It is not always possible for them to remember each and every detail in the business. They use the simplest way of expressing i.e., written correspondence. A written correspondence in the business world is the business correspondence.

3. MEANING OF BUSINESS CORRESPONDENCE 3.Any communication in the form of the letter is correspondence. Any person related to a business expresses oneself though business correspondence. One can also ask any doubt or uncertainty through business correspondence. A businessman writes and receives letters in his day to day life. A correspondence between two organizations or within an organization comes under this category. A letter to a supplier, complaint letters, letter of inquiry, job application letters are some of its examples. 4 .A business correspondence has numbers of importance. Its most important feature is the ease of reaching and communicating with different parties. It is not always possible to meet persons face to face. A business correspondence helps to meet some organizational goals. One can achieve the objectives through it. Let us study some of them in details.

4. Maintaining a Proper Relationship 2 It is not always possible for any business or organization to reach to any person in particular. This will cost any business. Here, the business correspondence will be a rescue for any business. It helps in maintaining the proper relationships between the parties. Business correspondence strengthens the business. It also helps in the internal communication. It makes communication within the organization more clear and precise. Any written form of communication serves as evidence. A business correspondence helps the person in a business to keep a record of all the facts. These written records will serve as evidence.

5. Create and Maintain Goodwill 3 .It helps in creating and maintaining goodwill between a business and a customer. Any letter to enquire, complaint, suggestion or feedbacks helps a company to grow and maintain goodwill.  Formal Communication A business communication serves as a formal communication between two persons. It may be a seller and a buyer.  It can be between an employee and the employer. The language used is formal and logical .

6. TYPES OF BUSINES CORRESPONDENCE A correspondence is of many types. Let us get ourselves familiar with some of them. 1. Internal Correspondence It refers to the correspondence between the individuals, departments, or branches of the same organization. 2. External Correspondence It refers to the correspondence between two individuals. These are not of the same organization. Any correspondence outside the organization is external correspondence. Customer and suppliers, banks, educational institutions, government departments come under this category.

7. 3 . Routine Correspondence It refers to the correspondence on routine manners. A correspondence made for inquiries, orders, replies, acknowledgments, invitation, and appointment letters are routine correspondence. 4. Sales Correspondence It refers to the correspondence related to the sale. Sales letters, sales reports, invoice, and confirmation of orders are sale correspondence. Delivery letters, statement of accounts etc. are also some of its examples. 5. Personalized Correspondence It refers to the correspondence based on emotional factors. Letters of the request, recommendation, and congratulations are personalized correspondence. Letter of introduction, granting and the refusal of terms are some of its examples. 6. Circulars It refers to the communication of common matter to a large number of persons or firms.

8. The advantages of Business letter  Exchange business-related information:  Letter is the best media of exchanging information. Businessmen can easily exchange information related to business activity. Convey information:  The basic purpose of any business letter is to convey information regarding business activities. Information can be transmitted through business letter to customers, suppliers, debtors, government authorities, financial institutions, bank and insurance companies and to any other parties related with the business.

9. 3.Find the new sources of product:  A b letter can help to find the sources of a new product in home and abroad. 4.Expand markets:  By means of a  business letter , a producer can easily create market of his product. Through goodwill messages and through circular letters existing market can be expanded.

10. Disadvantages of business letter Formal structure:  Some rules must be followed in drafting a letter. To follow the rules is a limitation of the business letter, because experience is necessary of the letter, as experience is necessary to write it. Old media:  Business letter is an old written means of communication. But there are many modern forms of written communication. Complex language:  Sometimes business letter is written in complex language for lacking of sense. If it occurs, business letter becomes meaningless. Missing:  Business letters may be missed. But it is impossible for E-mail, fax, telephone etc.

11. CONCRETE When your message is concrete ,then your audience has a clear picture of what you’re telling them.There are details (but not too many!) and vivid facts ,and there’s laser –like Focus your message is solid Good example : the lunchbox wizard will save you time every day. Bad example : How much time do you spend everyday packing your kids lunchbox ?No more ! Just take a complete lunchbox wizard from your refrigerator each day to give your kids a healthy lunch and have more time to play or read with them!

12. CORRECT When your communication is correct , it fits your audience.And correct communication is also error-free communication

13. COHERENT When your communication is coherent , its logical.All points are connected and relevant to the main topic, and the tone and flow of the text is consistent.

14. COMPLETE In a complete message , the audience has everything they need to be informed and, if applicable, take action . Does your message include a “call to action,” so that your audience clearly knows what you want them to do? Have you included all relevant information contact names, dates, times, location, and so on?

15. COURTEOUS Courteous is friendly, open, and honest . There are no hidden insults or passive aggressive tones. You keep your reader’s viewpoint in mind, and you are empathetic to their needs.

16. THANK YOU