Business Correspondence PGDM
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Transcript of Business Correspondence PGDM
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Business Correspondence
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Correspondence means communication
by letters.
In other words, correspondence is
communication in writing between two
persons on matters of personal, official,
and business interest.
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Types of Correspondence
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Correspondence can be divided
into 3 types:
Personal Correspondence
Business Correspondence
Official Correspondence
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Personal Correspondence
It relates to communication in writing
between friends, relatives etc. on matters
of personal interest and welfare.
As such there is no hard and fast rule for
writing personal letters.
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Business Correspondence
It relates to the communication in writingbetween business houses on matters oftrade, commerce and industries.
Letters dealing with matters relating topurchase and sale of goods,
transportation, banking, insurance andother trade matters come under thiscategory.
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Official Correspondence
It relates to the communication in writing
between government and semi
government offices, local bodies,Municipal Corporation, panchayats etc.
On matter of general administration and
other allied subjects connected with
various departments.
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Purpose & Uses of Business
Correspondence
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Sometimes correspondence becomesnecessary even though personal contact ispossible because of the purpose and usesof correspondence.
They are as follows:1. Ideas can be put more clearly in
writing.
2. It becomes a record.
3. It becomes a legal document.
4. It can be used for future reference.
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Ideas can be put in writing more
clearly and understood more easily:
If something is put in writing, it becomes
very clear and easy to understand thanoral communication.
Anything, which is written, can be read anynumber of times for understanding it.
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A letter becomes a Record:
Copies of letters exchanged between the
two parties can be kept by the sender as
well as by the receiver. Copies kept in the relevant file can
become a record and can be kept safely
for as long as required.
This is not possible in oral communication.
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Letter may serve as legal
document: Any record, which is maintained safely,
can be used as a legal document as a
proof or evidence if need arises. Many letters, which contain vital
information about a purchase transaction
like an order letter, can become legal
documents.
They can be produced in courts if need
arises.
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Letter is useful for future
reference:
Any letter kept in the file as a record can
be referred to any time in future for
knowing the past dealings.
This is one of the reasons why letters are
kept at records.
Without knowing the past, future dealingscannot be planned and carried out.
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Essential Characteristics Of a
Good Business Letter
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A good letter is able to achieve the
purpose for which it is written.
A letter accompanying a catalogue shouldsucceed in persuading the addressee to
make some purchases.
A letter adjusting a complaint must satisfy
the complainant.
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Clarity & Conciseness
Version 1: I am extremely sorry to have to
point out to you that we do not have these
brands in stock at the present moment of
time.
Version 2: These brands are presently out
of stock. Which one gives you the information
clearly and precisely.
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Lack of clarity & conciseness is mainly
because of the following reasons: Long involved sentences
Sentences revealing over-emphasis
Verbosity or wordiness Redundancy or use of low Information
Content (LIC) words.
Let us see some examples
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1. Regardless of their
seniority, all employees
who are expecting thatthey would be promoted
are expected to continue
their education either by
enrolling in the special
courses to be offered bythe company, which are
scheduled to be given
after working hours
beginning next week, or
by taking approved onlinecourses chosen from the
list which are kept in the
training division.
(Involved Sentence)
Regardless of their
seniority, all employees
anticipating a promotionare expected to continue
their education in either of
the following ways:
They may enroll in special
courses to be offered bythe company.
They may refer to the list in
the training division, select
& take approved online
courses.
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2. I strongly believe thatMr. Kumarsemployment recordseems to show thathe may be absolutelycapable of handling
even extremelydifficult situations.(Over emphasis)
3. Our Chairman is ofthe opinion that onlythe PersonnelManager can handlethis situation.(Wordiness)
Mr. Kumarsemployment recordshows that he may beable to handle anydifficult situation.
Our Chairman believesthat only our Personnel
Manager can handlethe situation.
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4. It will be noted that
the records of the
earlier years show a
steady increase inspecial
appropriations.
(Redundancy)
The records for the
earlier years show a
steady increase in
specialappropriations.
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Correctness & Completeness
Suppose you enquire from a company
about the mode of payment for theequipment you have purchased from them
and they reply like this:
Send your payment by demand draft
as soon as possible.
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It does not give you the complete details
about payment, i.e., the name on which
the draft has to be taken.
It does not specify the deadline for
sending the draft.
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We need a largeoffice space.
A number of
customers filed their
returns today. We are submitting a
cheque in the amount
of Rs. 20,000.
We need at least10,000 square feet.
Ten customers filed
their returns today.
We are sending a
cheque for Rs. 20,000
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Positive Approach
We regret to inform you
that we may not be able
to grant you request for
credit.
It is impossible to repair
your car in two days.
We cannot send you the
shirts until you tell us
what colour and size youwant.
For the time being we can
serve you on cash basis
only.
Your car will be ready by
Thursday.
Please check your size &
colour preferences in the
enclosed order form &send to us so that you
may receive the shirts.
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Courtesy & Consideration
Given below is a business message
received by a candidate a week after
submitting an application for a job:
Your application for the post of Purchase
Manager cannot be considered by our
company.
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Thank you very much for your application
dated for the post of in ourcompany.
We are sorry that we are not able to offeryou this position at present. However, we
have noted down your credentials & havefiled your application for future use.Whenever an opportunity arises in future,we shall consider your application.
We appreciate your interest in workingwith us.
Our best wishes to you.
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Your indifferent
attitude has caused a
great loss.
If you do not respondto this letter also, we
do not have any
option other than
lodging legal
proceedings against
you company.
Had you been a bit
more careful, we
could have avoided
this 20% loss.
We hope that you will
certainly respond to
this letter at least so
that we can avoid
taking any legal
action against your
company.