Various forms

of
Office
Correspondence
 Business Correspondence

Business Correspondence or Business Letter is an umbrella term for all written communication
used in business relationships with business partners or for internal communication in the organization. The
business correspondence includes all written correspondence in organizations such as personal documents,
simple legal documents, personal letters, business contracts, marketing materials and official letters, both
in electronic and paper form. Business correspondence means the exchange of information in a written or
electronic format for the purpose 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
Business correspondence may be formal (usually the one in paper form) and informal (especially
business e-mails). In most cases, there is a compliance with the proposed rules, stylistics, formality and
structure (address, salutation, subject, thank you). In informal business e-mail communication, the use of
abbreviations, acronyms and abbreviated addressing and conclusion of the e-mail is permitted.
The use of business correspondence has many reasons on why it is important. It helps in
maintaining a proper relationship with your business partner. Business correspondence strengthens the
relations of a business. With the help of business correspondence, it makes business transactions or
communication more effective, clear, and precise. Hence, making the relationship better. In the business
world, written communication is more credible than verbal communication. It serves as a record of all the
facts which will serve as evidence. Business correspondence also helps build a relationship with customers.
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 a good relationship with
customers. The use of business letters is also cheaper and more convenient as a form of business
communication than others. Instead of personally visiting the clients, businessmen will use business letters
in order to save valuable time and resources. Business correspondence also serves as a form of formal
communication between two persons. It helps in removing the ambiguity and the doubts of the other parties
involved in the business. The formal communication in business is followed and acceptable. Business letters
can also help in the expansion of a 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.

Identify Audience

Before you sit down to write, identify your reader. Get a clear idea of the person or persons who
will read the communication you’re writing. Determine what questions they expect you to answer,
what tone is appropriate, whether they are a busy executive or a loyal customer. Knowing the
audience can help you select the format of your business communication.
Determine Purpose for Writing

Whether you’re writing to share an idea with a fellow business owner or trying to persuade a
customer to try a product or service you offer, it’s important to determine the purpose of your
communication before you start writing. Knowing the purpose can help keep you on topic and
reduce tangents in your writing.

Choose Ideal Format

Business writing isn’t limited to letters and emails. Newsletters, memos, postcards and even
advertisements are written business communications businesses create. Postcards and sales letters are
ideal for communicating with potential clients, while newsletters and memos can be used for internal
use.

Research Background Information

Thoroughly research the topic you’re writing on to ensure that you include all necessary details, facts
and figures. For a business report, graphs, charts and images can help to illustrate points. Customer
testimonials might be ideal in a business communication targeted to customers.

Capture Audience

Business writing has to be clear, concise and creative. Entrepreneur Magazine suggests provoking a
reaction from the reader by starting with a question. Start with a joke, story, unusual fact or a piece of
information that will shock the reader.

Stick to One Topic

Mixing an array of ideas in business writing reduces the effectiveness of the main message. Stay focused
on one topic, per written communication to avoid confusing the reader.

Proofread for Grammar And Clarity

Proofread your document before sending it your reader. Grammar issues and wordiness can distract
readers, so it’s important to review all business documents carefully.
 Business letters also have different types, these are:
Internal Correspondence
It refers to the correspondence between the individuals, departments, or branches of the same
organization. Internal correspondence can either be formal or informal but routine internal correspondence
are usually less formal, such as quick instructions between a supervisor and a staff, and these are normally
in the form of email. Formal internal correspondence includes promotion letter, written reprimand, notice
to explain, memorandum, formal requests for approval, and letter of approval or dismissal which are ideally
printed on paper.

External Correspondence
It refers to the correspondence between two individuals. Any correspondence outside the
organization is external correspondence. External correspondence is usually made for offices that have
either direct or indirect relations with the company, e.g. vendors, creditors, suppliers, existing customers,
prospective clients, financial institutions, government offices, law and accounting firms, business affiliates,
sponsors or donors

Routine Correspondence
Routine correspondence refers to correspondence done on routine manners such as interactions
between a supervisor and a staff member. This kind of correspondence is usually informal.

Sales Correspondence
Sales correspondence refers to sales-related communications. It is not limited to just selling a
product or service, but it also includes other activities relating to sales. Sales correspondence include
marketing letters, offer and discount letters, sales proposals, invoices, statement of accounts, sales reports,
order confirmation, purchase orders, letters of authorization, collection letters, and such. Sales
correspondence should contain accurate and non-misleading information.

Personalized Correspondence
It refers to the correspondence based on emotional factors. These can also be used for business
purposes such as letters of gratitude, letters of congratulation, letters of commendation, or letters of
appreciation This type of correspondence doesn’t need a very formal tone.
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 products is also its example.

Tips in writing a business letter

1. Limit Them To One Page

By definition, business letters should be short and to the point, preferably one page in length.
Studies have found that busy business people do not like to read beyond the first page, and will
actually delay reading longer letters. So, if you don't want your letter to gather dust in an in-
basket, keep it as short as possible.

2. Be Reader-Friendly
Always try to focus on the needs of the reader and make an effort to see things from their
perspective. Put yourself in their position and imagine what it would be like for you to be
receiving your letter. Anyone can do this, since we are all "customers" of some other business in
some part of our lives.

3. Keep The Tone Formal And Factual

Generally speaking, the tone and content of business letters should be formal and factual.
Feelings and emotions do not have a place in business letters. So, avoid phrases like "we feel"
and use "we believe" or "we think" instead. A cordial, friendly approach is fine. Just keep it
businesslike, but avoid overly formal terms like "heretofore", "as per", "herewith", etc.

4. Carefully Plan Your Letter

Before writing the letter, take a few minutes to list all of the specific points you need to cover.
Sometimes it may even mean a phone call to the recipient or his/her company to confirm a
specific point. Remember, the purpose of the letter is to tie up all of the details on the subject at
hand so that more letters won't have to be written back and forth.

5. Make It Clear, Concise And Logical

Use a clear and direct writing style that uses simple words and straightforward phrases. Make
sure that your flow follows a logical progression, first identifying the main subject, elaborating on
it, and then drawing the logical conclusion.

6. Accuracy And Timeliness Are Key

By their very nature, business letters need to be accurate and timely. They almost always have
financial implications and related impacts on other businesses and/or people. Double-check all of
the facts stated in the letter, and make sure that any future dates specified give others enough time
to realistically complete what is expected of them.

7. Relegate Technical Details To Attachments

Often it is necessary to include detailed technical information as part of a business letter package.
In such cases, use the main letter as a cover letter that lists and briefly explains and references the
attached (or enclosed) documents.
8. Use Non-Discriminatory Language
Make sure that you avoid language that is specific to gender, race, or religion in all business
letters, either to other businesses, or to customers. For example, use "workforce" instead of
"manpower", or "chairperson" rather than "chairman". Most style guides contain detailed lists of
the offensive terms and some suggested substitutes.

9. Eliminate Redundant Words And Phrases

There are certain words and phrases that one often sees in business correspondence that tend to
make the language more complicated and cumbersome than necessary. For example, instead of
the phrase "in spite of the fact that" use "although", or instead of "in the normal course of events"
use "normally". There are many such redundant phrases, so review your letter and eliminate
them.