7 characterisitics of effective business correspondence

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?


Functions of Business Communication (Guffey, 1997)

1. To inform2. To persuade3. To promote goodwill


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.


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


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



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.




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.




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.




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.

7 characterisitics of effective business correspondence

Education

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