Business Correspondence

Presentation

Exchange of information in a written format for the process of business activities.

It can take place between organizations, within organizations or between the customers and the organization.

One of the chief means of keeping oneself in touch with those separated by distance.

A piece of conversation by post.

Basically they are of two type-

1. Formal

2. Informal

It works as a transmitter between two people or parties.

Courtesy and consideration

I. It is like an oil which removes friction.

II. Courtesy helps in creating goodwill.

Directness and conciseness

I. Maximum information in minimum words.

II. Avoiding verbosity.

Clarity and precision

I. Simple expression.

II. Accurate in all sense.

PROMPTNESS

KNOWLEDGE OF THE SUBJECT

APPROPRIATENESS

ACCURACY AND CLARITY

COURTESY

CONCISENESS

POSITIVE APPROACH

1. Address

2. Salutation

3. Main body

• Formal beginning

• Main part

• Formal ending

4. Complementary closing

Indented form

Complete block form

Block form

Semi-block form

Hanging indented form

Letter Head(Company's Name & Address)

Date......................................

Inside Address____________________________

Salutation:

Subject Line __________________________

body_of_the_letter_________________________________________________________________________________________________________________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________________________________________________________________

Complimentary Closes

Signature Line

Full Name(DESIGNATION)

Identification InitialsEnclosure Reference

--------LETTER HEAD--------

----------------------------------------------------------

DATE_____________

REF. NO.___________

_____INSIDE ADDRESS___

_____________________

SUB:__________________________________________________________________

SALUTATION

BODY_OF_THE_LETTER____________________________________________________________________________________________________________________________________________________________________________________.

_____________________________________________________________________________________________________________________________________________________________________________________________________.

______________________________________________________________________________________________________________.

COMPLEMENTARY CLOSE

SUBSCRIPTION

SIGNATURE

(NAME)

DESIGNATION

ENCL:

Enquiry letter.

Quotation letter.

Order letter.

Claim letter.

Adjustment letter.

Job application letter.

Sales letter.

Credit letter.

ENQUIRY LETTERS QUOTATION LETTERS

Written by the buyer to the manufacturing company.

Purpose:-

Describe our needs.

Request the seller to quote his prices.

Indicate the delivery time.

It should ask for the gurantee.

It is a response of an enquiry letter bearing rate list and other t&c.

Purpose:-

Should ask for the mode of payment.

Method of transport.

Packing and forwarding charges.

ORDER LETTERS CLAIM LETTERS

Letters used to player and order.

Propose :-

To place a clean order.

Give details about order.

Indicate the mode of payment.

State the full address.

Letters written to bring mistakes to the notice of those who must own the responsibilities.

Purpose:-

Clear explanation of what has gone wrong.

Should contain the statement of inconvenience.

A statement of what adjustment should be considered.

ADJUSTMENT LETTERSJOB APPLICATION LETTER

These letters are written in reply of claim letter.

Purpose:-

Admit your fault.

To satisfy the customer.

Trader should show sympathy.

state politely if the party is at fault.

These letters are written when someone needs a job.

Requisites:-

This letter should be distinguished to arouse interest.

Must convince the employer that he can profit the organization.

SALES LETTERS CREDIT LETTERS

A sales letter is just a part of publicity and advertisement.

Purpose:-

To persuade the customer.

Promotes the sales.

Introduces new goods.

Should work as a salesman.

Credit letters works as an helping hand when one does not have enough money to start his business.

Purpose:-

Should contain the info. about the product requirement.

Give your into. and essential information.

Supply credit references.