Business Correspondence PGDM

8/9/2019 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


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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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.

Business Correspondence PGDM

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