Definition/Meaning and Importance of Business Correspondence

Meaning of Correspondence:-•The term in modern times for correspondence Means communication by letters

•Correspondence is communication in writing between two persons•On matters of personal/official/business interest

Meaning of CorrespondenceCorrespondence is communication in writing

of ideas/opinions/views between friends /relatives /between business houses/offices

Matters relating to personal matters/welfare/trade & commerce/official matters

Communication takes place between parties living at distant places

Distance one yard /thousands of miles

DefinitionThe objective of the writer of the letter-

convey to the receiver a message /information without establishing personal contact

Writer and receiver are not exchanging words /exchanging their views through written communication

Gestures to stress a point/modulation of voice not available to clarify

Business WritingYou have undertaken to cheat me. I won't sue

you ,for the law is too slow. I’ll ruin you. Yours truly, Cornelius Vanderbilt

One of the most effective business letters ever written

The above master piece was sent to his business associates who tried to swindle him

To write & convey your thoughts clearly /needs essential skills/success in a business

Importance of written communicationWriting is crucial to modern organizationsServes as major source of documentation

Business documents:-Reports/proposals/procedures/manuals/guidelines/ business plans/memorandum/letters/emails/circular/ notices/newsletters/websites

Employers look for good communication skills in employees/compose-edit your own mail

ImportanceTo be successful effectively communicate

your business messages(with whom?)

You may write business messages to conveyRoutine messagesGoodwill messagesNegative messagesPersuasive messages

It is necessary to use theRight approach/right words/right style that

most suit your message & reader

IMPORTANCE (CONTD)Correspondence in business activity is

important function

The business activity is conducted /when they come in contact

Correspondence helps to bridge the distance and bring people together

Cheap and reliable method

IMPORTANCE (CONTD)

It provides permanent record/necessity in litigation/extensive government regulation

They are convenient/can be composed & read when convenient

DRAWBACKSRequire carful preparation/sensitivity to

audience & anticipated effects

Words spoken in a conversation may be soon forgotten /words committed to hard or soft copy become public record if conveyed to the media

Types of MessagesPositive messages/good news messages

Negative messages/bad news messages

Neutral messages/routine messages

Persuasive messages/influential messages

Five main stages of writing Business messages

Prewriting is planning stage-Determine your purpose-know your readers-Search and collect data for your

message(appealing to your audience-Organize & prepare an outline(main points)

Prewriting

Drafting RevisingFormattin

gProof

reading

Drafting: second stage/organize the collected information

-The right balance-concise and to the point-The right words-Tailoring language to the audience

Revising: Third stage /process of modifying a document

Formatting: Fourth stage Good looks/way you package your message

Proof reading: Is the final stage/essential part of rewriting & careful review of the final draft

This stage ensures that all errors in terms of content /tone/style have been eliminated

In 1979 Fortune Magazine interviewed many successful executives about what business schools should teach

“What kind of academic programme best prepares business school students to succeed in their careers?”

“Teach them to write better”

The seven C’s of Business letter writingClear-Concise-Correct-Courteous-

Conversational-Convincing-Complete

Effective Business Correspondence :Basic Principles

Place the Reader FirstKeep to the pointSet the right toneWrite a strong openingWrite a strong close

Common Components of Business LettersHeadingInside addressSalutationSubject or reference lineBody of the letterComplimentary closeEnclosuresCopies

Strategies for writing the body of a letter

State the main business /purpose or subject matter right away-let reader know from the very first sentence what your letter is about

Keep the paragraphs short

Provide topic indicators in the beginning of paragraphs

Place important information strategically

Focus on the recipients needs/purposes/or interests instead of your own-recipient oriented style (you –attitude)which does not mean using more of you

-making the recipient the focus of the letter

Give an action ending whenever appropriate (clears what the writer of the letter expects)

-I am free after 2.oo pm on most days. Can we set up an appointment to discus the matter further? I shall look forward to hearing from you

Internal communication in an organizationMemorandum(memo)Office OrderOffice CircularOffice Notes

OFFICE ORDER

It is a order . While drafting keep in mind-It should be correct /short & to the point-It should draw the attention of the concerned

person’s/who have to comply with the office order-It must contain the specific instructions or directions for

compliance-It must be authentic & duly signed by competent authority

OFFICE ORDER

Aman Watch CompanyNew Delhi

Office Order

Reference :HR/2008/09 Dated: 05-09-2008

The management is pleased to grant the promotion to Mr. Ashish Sinha in recognition of his meritorious service to our organization for last five years. With effect from 01-09-2008,he will hold the rank of Manager Sales, and would be entitled to all the emoluments and benefits of this post.

To Ashish Sinha Sd/-CC: Accounts Officer Amit

SoodCC: Personal file Human

Resource Manager

MEMOMemorandum(Memo) is a short piece of

writing used by officers of an organization to communicate within the organization

-It is the most common form of written communication between people or departments/branch offices

Some organizations insists small events /requests/telephone/conversations on official matters /recorded in the form of memos

Memos have their utility-It does not leave any scope for ambiguity &

confusion /it can be used for giving instruction clearly

Since it is record of facts & decisions it can be used in future to establish accountability

It gives time to the receiver of communication to deliberate upon it & react

Printed memo forms are used

From____________ Subject________________ To ______________ Date________________ Or it can also beTo ___________________Date___________________From_____________Subject_________________No Dear Sir, or so onNo Yours Sincerely, and so on

Memo

To : Lab PersonnelFrom: Sushil KumarSubject: Final test report requirements

Beginning Monday ,December 19,all our final test reports must indicate –

1. Test results2. Dimension in proper order3. The distribution list4. Write the report immediately after the test5. Be sure all terms are spelled correctly6. Complete formulas

Office Circular

The circular is in the form of a letter addressed to all office to all branches/departments

Is drafted in such a way that the information is useful and understandable

Purpose is to circulate information to the entire organization/department

Inviting office staff to a party/installation of card punching machine in the office

ABC LimitedNew Delhi

Circular number HR/09/2008/5 Date 06-09-2008

To all the employees

A four –hour computer –training program is arranged for all the employees on 25-09-2008,Sunday,in the office premises. The program will start at 10 A.M .All the employees are required to attend the program .

Sd/- Rajesh Sethi Human Resource

manager

MeetingsMeetings provides a group decision making

forumAgenda is a list of topics in a meetingA well prepared agenda will assist the

chairperson in directing the business of the meeting

Ensuring that decisions are reached in an efficient manner

AgendaTo keep the discussion on trackRemind members if discussion drifts from the agendaTime the agendaDo not try to prematurely end the discussion(why?)If need is there to discuss an item in detail /hold

another meeting

Close-Close the meeting at the appropriate time-Is the meeting over?( Is this right)-Ask for final comments-Offer a summary-Thank the group

AgendaIs a list of topics covered in a meetingA well prepared agenda will assist the chairperson in

directing the business of the meetingEnsuring that decisions are reached in an efficient

mannerSpecial features of agenda1.It forms a part of the notice convening the meeting2.It is fixed beforehand/meant for orderly discussion

& deliberationIt lists all items/for discussion &

deliberation/accompany notes/dataContains name of org/venue/date/time/nature of

meetingThe last item” any other matter/business with the

permission of chair’

Minutes of the meeting

During the course of meeting items /topics listed in the agenda are discussed serially one by one

All participants express their views/opinions

Discuss amongst themselves the pros and cons of each item of agenda

Finally arrive at some conclusions/decisions

Kept on official record

Call them as minutes of a meeting

Minutes are the formal records of proceedings of a meeting

The purpose of writing minutes is1. To serve as the formal record of discussion2. To serve as a background for future discussion

The minutes of a meeting must contain1.Date & number of meeting2. A list of the names of those who attend the meeting3. A list of those members who did not attend & from

whom apologies received4.Record of confirmation of the previous minutes/any

amendments agreed by the committee

5. The essential /relevant/background to the topic under discussion

6.A succinct summary of the discussion7. A clear 7 unambiguous record of the discussion

reached/resolution/bodies responsible for taking subsequent actions

8.Where discussion of a specific case leads to a policy issue/important that a separate minute be written on the policy issue( even if this did not appear in the agenda)

Remember –use the term chairperson not chairman/chairwoman

Non gender –specific language must be used in the minutes

MinutesBefore setting out to write a minute following

principles should be borne in mind

1. Brevity-A minute is a selective/not verbatim record

2. Clarity-Those not present should be able to understand/references –specific/relevant/accurate

3.Self –Containment: It should stand by it self /no additional information required/if background required /check references

4.Decisiveness-Decision /resolutions should be conveyed clearly/the language of it should be reproduced

5.Immediate recording/write up the minutes as soon as possible after the meeting

Lay out for conferences meetingsTheatre

Class room

Board Room

Hollow Square

U –Shaped

Banquet Style