Business correspondence

Business correspondence

Business correspondence is the communication or 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 is generally of widely accepted formats that are followed universally.

Need for written communication

1. Maintaining a proper relationship.
2. Serves as evidence.
3. Create and maintain goodwill.
4. Inexpensive and convenient.
5. Formal communication.
6. Independent of interpersonal skills.

Types of Business correspondence

Business letters

Business letters are the most formal method of communication following specific formats. They are addressed to a particular person or organization. A good business letter follows the seven C's of communication. The different types of business letters used based on their context are as follows,

1. Letters of enquiry
2. Letters of claim/complaints
3. Letters of application
4. Letters of approval/dismissal
5. Letters of recommendations
6. Letters of sales.

Official letters can be handwritten or printed. Modernisation has led to the usage of new means of business correspondence such as E-mail and Fax.

E-mail

Email is the least formal method of business communication.It is the most widely used method of written communication usually done in a conversational style.

Memorandum

Memorandum is a document used for internal communication within an organization.Memo may be drafted by management and addressed to other employees.

Think of a basic business letter in three steps:

1. Introduction - The reason for writing
2. The introduction helps the reader understand in which context the letter should be considered. Possibilities include job interview inquires, business opportunity requests, complaints, and more. Of course, Eeach type of business letter has its own standard phrases.
3. Details - What you would like to accomplish

The detail section of a business letter is extremely important. This is where you achieve your goals in writing a business letter.

4. Conclusion / Next Steps - What you would like to happen in the future

Provide a call for future action. This can be a chance to talk in person, a follow-up letter or more. It's important and expected to make it clear what you would like for the next step from the person reading your business letter.

The phrases presented in this guide provide a frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters - arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters. Once you understand these basics, you can refine your business letter writing skills by focusing on different types of business letters, as well as other business documents to refine your skills for your business needs at your employers or your own small business organization.