Communication Skill BBA 1 Year: Unit - 4

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COMMUNICATION SKILL

BBA 1 Year
UNIT -4

BUSINESS CORRESPONDENCE
Business Correspondence Meaning
• Business correspondence is an umbrella term used for any form of
written communication which happens in business relationships. It
could be with business partners or internal communication within
the organization.
• Business correspondence is mostly in the form of letters. People
related to any business understand the significance of business
letters since this correspondence in business communication can be
used by them to express themselves, ask a doubt or clarification
regarding any uncertainty.
• Business correspondence is the communication or exchange of
information in a written format for the process of business activities
which can take place between organizations or between the
customers and the organization.
The Importance of Business Correspondence

Business correspondence is essential in realizing organizational


goals. Meeting people personally can be quite a time-consuming
job hence business correspondence helps businesses with:
• Maintaining Proper Relationships – The significance of business
letters is governed by the fact that it facilitates effective
communication which does not cost the business much. It
strengthens the business by making communication, within and
outside the organization, clear and concise.
• Acts As Evidence – The importance of business correspondence is
further solidified as it lets businesses keep records of facts that can
serve as evidence at a later point in time.
• Creating Goodwill – A company’s growth increases due to business
correspondence. It creates goodwill between business and clients
since any letter like a complaint, feedback, or suggestion promotes a
healthy relationship.
• Costs Very Less – Business correspondence is an inexpensive mode of
communication in terms of money as well as time. This method of
correspondence in business communication is very convenient for
businesses.
• Removes Ambiguity in Communication – It is a formal
correspondence between the involved parties which helps in
unambiguous communication.
• Helps Businesses Expand and Grow – A business can have a seamless
flow of information regarding any product or resources through
business correspondence. This helps in proper utilization of
manpower and time management, which in turn leads to expansion
and growth in business.
Types of Business Correspondence

• A business typically uses many kinds of business correspondence in its day


to day activities. There are six most common kinds of business
correspondences in the business community as defined below:
• Internal Correspondence – The flow of information between employees,
departments, branches, and units of the same company is termed as
internal correspondence. They can be formal or informal.
Types of Business Correspondence

• External Correspondence – The communication between 2 different


organizations or between an organization and a client comes under
external correspondence
• Sales Correspondence – Any communication related to sales is called a
sales correspondence. It is not only concerned with the sale of a product
or service but encompasses many other activities. It includes marketing
letters, invoices, discount letters, statements of accounts, etc.
• Routine Correspondence – Such correspondence happens routinely like
orders, inquiries, invitations, replies, etc.
Types of Business Correspondence

• Personalized Correspondence – This involves personal and emotional


factors. Some of the examples of this type of correspondence are letters of
gratitude, congratulation letters, appreciation notes, letter of request for a
recommendation, etc.
• Circulars – This type of correspondence is used when a business has to
convey a common matter to a large audience. Few examples are notices of
tenders, change in contact information, etc.
Essential Qualities of Business Letter

A person should always maintain the quality of the business letter. The
qualities of a business letter make it presentable. It becomes easy for a
person or an organization to imprint an impression onto the others. The
qualities of a business letter can be classified as
• Inner Quality
• Outer Quality
I. Inner Quality
It refers to the quality of language used and the presentation of a
business letter. They are
1. Clear
2. Simple
3. Concise
4. Concrete
5. Accuracy
6. Coherent
7. Complete
8. Relevance
9. Courteous
10. Neatness
II. Outer Quality
The outer quality of a business letter means the quality of its outer
appearance. The outer look of the letter must be catchy and impressive.
Some of the outer qualities are
1. Size of the Paper
2. Quality of the Paper
3. The Color of the Paper
4. Folding of Letter
5. Envelope
Importance 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.
1. Maintaining a Proper Relationship
2. Serves as Evidence
3. Create and Maintain Goodwill
4. Inexpensive and Convenient
5. Formal Communication
6. Helps in the Expansion of Business
What to Include in the Letter
• Sections of a Business Letter
Each section of your letter should adhere to the appropriate format,
starting with your contact information and that of your recipient’s ,
salutation , the body of the letter , closing and finally your signature.
1. Your Contact Information
• Your Name
• Your Job Title
• Your Company
• Your Address
• City, State Zip Code
• Your Phone Number
• Your Email Address
2. The Date
• The date you're penning the correspondence
3. Recipient’s Contact Information
• Their Name
• Their Title
• Their Company
• The Company’s Address
• City, State Zip Code
4. The Salutation
• Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not
know the recipient.
• Use “Dear [First Name],” only if you have an informal relationship with
the recipient.
5. The Body
• Use single-spaced lines with an added space between each paragraph,
after the salutation, and above the closing.
• Left justify your letter (against the left margin).
6. Closing Salutation
• Keep your closing paragraph to two sentences. Simply reiterate your
reason for writing and thank the reader for considering your request.
Some good options for your closing include:
• Respectfully yours
• Yours sincerely
7. If your letter is less formal, consider using:
• All the best
• Best
• Thank you
• Regards
Types of business letters

1. Enquiry letter
2. Letter of order
3. Confirmation letter
4. Complaint letter
5. Reply letter
Thank you

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