Name= prachi dabas

Roll no= 18/579

Course = ba prog

Business correspondance

What is business
correspondance?
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.
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.

Types of business correspondence

A correspondence is of many types. Let us get ourselves

familiar with some of them.
1. Internal correspondance
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 institution.
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. Circulars, notices of tenders, change of address,
an opening of the new branch come under this category. An
introduction of new p
roducts is also its example.

Important of business correspondence

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 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
1. Maintaining a Proper Relationship
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 precifce

2. Serves as Evidence
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.

3. Create and Maintain Goodwill

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.

4. Inexpensive and Convenient

It is a cheap and convenient form of business communication.

5. 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.
It helps in removing the ambiguity and the doubts of the person
involved in the business. The formal communication in business is
followed and acceptable.

6. Helps in the Expansion of Business

A business correspondence helps a business to achieve the set goal. It
also ensures the expansion of a business. With no waste of time and
proper utilization of manpower and resources, a business can expand.

Any information regarding some resources or any product or market

can be easily done. Even the news of the expansion of business can
be spread by it.

Format of business
correspodance
Business Letter Template Fields:
Date: Use month, day, year format, e.g., March 3, 20xx or 3 March 20xx

Sender's Address: It is a good idea to include sender's email and url, if available.
Don't include this information if it's already incorporated into the letterhead design.
This will allow customers to find your small business more quickly.

Inside Address: Use full name. Mr./Ms. is optional

Salutation: Be sure to use a colon at the end of the name, not a comma as in
personal letters
Body Text: State why you are writing. Establish any connection/mutual relationship
up front. Outline the solution, providing proof in the way of examples and expert
opinions. Group related information into paragraphs

Closing "Call to Action": State what the reader needs to do and what you will do to
follow up

Signature Block: Sign your letter in blue or black ink

Enclosures: Use if you have an enclosure

Carbon Copy: Use if you are sending a copy to additional person(s)

This business letter format illustrates the specific parts of a business letter:

Date

July 20, 20xx

Sender's Address

GP & Associates

2053 SW Channing Avenue, Suite 400

Denver, CO 80016

Inside Address

Ms Tia Turfingeon

ACTION ITEMS

3400 Onesite Parkway

Denver, CO 80016
Saluation

Dear Ms. Turfingeon,

Body Text: I understand from our mutual acquaintance, Chad Johnson, that you are looking
to retain an accountant to assist you in the sale of your business. I would welcome the
opportunity to show you how GP & Associates was able to help Chad successfully sell his
business earlier this year.

As you'll see on our website, my associates and I have extensive experience in financial
accounting, internal audits, and tax compliance. For the past several years, we have
specialized in business evaluation and transition services for sellers. We enjoy working
closely with clients throughout the sale process to ensure a smooth transition. As our clients
can attest, our various pre-sale price improvement strategies can significantly optimize a
business's sale price.

Should you be thinking of purchasing another business, please note that we also offer
business acquisition services. For your convenience, I have enclosed additional information
describing GP & Associates full range of services.

Call to action: To set up an appointment to discuss your specific needs, please contact me at
303-449-0037. I know how busy you are, so I will give you a call on Tuesday to follow up if I
haven’t heard from you.

Best Regards,

Signature Block

Greg Parker

Enclosures
CC:

(print Business Letters on corporate letterhead stationery)

Use a professional tone: Save casual, chatty language for email - your printed
business letter should be friendly but more professional. As Scott Ober suggests in
his book Contemporary Business Communication, "The business writer should strive
for an overall tone that is confident, courteous, and sincere; that uses emphasis and
subordination appropriately; that contains nondiscriminatory language; that stresses
the "you" attitude; and that is written at an appropriate level of difficulty." That said,
be sure to sound like yourself - you don't want your letter to read as if a machine
wrote it.

Write clearly: State your point early in your letter. To avoid any miscommunications,
use straightforward, concise language. Skip the industry jargon and instead choose
lively, active words to hold your reader's attention.

Organize your information logically: Group related information into separate

paragraphs. In a long, information-packed letter, consider organizing information into
sections with subheads. You may want to highlight key words to make them "pop" -
this technique is possible with most word-processing programs and your color
multifunction printer.

Use Color To Emphasize Words In Text: It's easy to put a few words in color to
draw attention to them. Just select the type and click the arrow to the right of the
Font Color button, choose the color you want, then click the button. Or, try
highlighting a few words in the text. Select the type you want to emphasize, then
click the Highlight button. Note: When highlighting parts of a document you intend to
print, use a light color such as yellow, light green, or light blue. If you wish to remove
the highlighting, select the text and click the Highlight button again.

AutoText automates applying color (or any type style), which would ordinarily take
numerous clicks or commands. Say you're creating a report that compares your
organization's performance against that of your competitor. Word can automatically
color your company's name every time it appears, making those entries easy to
locate.

Be persuasive: Establish a positive relationship with your reader right away. If you
have a connection to the reader - you've met before or have a mutual colleague, for
example - mention it in your introductory paragraph. Whether you think your reader
will agree with the point of your letter or not, it is important to find common ground
and build your case from there.

Understand your reader well enough to anticipate how he or she will react when
reading your letter. Address his or her needs or wishes, or a specific problem, and
then outline your solution. Provide proof in the way of examples and/or expert
opinions to back up your point. Make sure to maintain a friendly tone.

Conclude your letter with a "call to action." State clearly what your reader needs
to do or believe to achieve the desired solution and then state what you, the writer,
intend to do next to follow up.

Proofread your letter: All your careful crafting and printing can't cover up spelling or
punctuation errors, which leave a lasting negative impression.