Definition/Meaning and Importance of Business Correspondence
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Transcript 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 Correspondence
Correspondence 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
Definition
The 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 Writing
You have undertaken to cheat me. I woun’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 communication
Writing is crucial to modern organizations
Serves as major source of documentation
Business documents:-
Reports/proposals/procedures/manuals/guidelines/bu
siness
plans/memorandum/letters/emails/circular/notices/n
ewsletters/websites
Employers look for good communication skills in
employees/compose-edit your own mail
Importance
To be successful effectively communicate your business
messages(with whom?)
You may write business messages to convey
Routine messages
Goodwill messages
Negative messages
Persuasive messages
It is necessary to use the
Right approach/right words/right style that most suit
your message & reader
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
It provides permanent record/necessity in
litigation/extensive government regulation
They are convenient/can be composed & read when
convenient
Drawbacks: Require 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 Messages
Positive 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
Drafting
Revising
Formatting
Proof
reading
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)
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
Proofreading: 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 writing
Clear-Concise-Correct-Courteous-Conversational-
Convincing-Complete
Effective Business Correspondence :Basic Principles
Place the Reader First
Keep to the point
Set the right tone
Write a strong opening
Write a strong close
Common Components of Business Letters
Heading
Inside address
Salutation
Subject or reference line
Body of the letter
Complimentary close
Enclosures
Copies
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 organization
Memorandum(memo)
Office Order
Office Circular
Office 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
Aman Watch Company
New 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
CC: Accounts Officer
CC: Personal file
Sd/Amit Sood
Human Resource Manager
Memorandum(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 be
To ___________________Date___________________
From_____________
Subject_________________
No Dear Sir, or so on
No Yours Sincerely, and so on
Memo
To : Lab Personnel
From: Sushil Kumar
Subject: Final test report requirements
Beginning Monday ,December 19,all our final test reports must indicate –
1. Test results
2.
Dimension in proper order
3.
The distribution list
4.
Write the report immediately after the test
5.
Be sure all terms are spelled correctly
6.
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 Limited
New 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
Meetings
Meetings provides a group decision making forum
Agenda is a list of topics in a meeting
A well prepared agenda will assist the chairperson in
directing the business of the meeting
Ensuring that decisions are reached in an efficient
manner
Agenda
To keep the discussion on track
Remind members if discussion drifts from the agenda
Time the agenda
Do 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
Agenda
Is a list of topics covered in a meeting
A well prepared agenda will assist the chairperson in
directing the business of the meeting
Ensuring that decisions are reached in an efficient manner
Special features of agenda
1.It forms a part of the notice convening the meeting
2.It is fixed beforehand/meant for orderly discussion &
deliberation
It lists all items/for discussion & deliberation/accompany
notes/data
Contains name of org/venue/date/time/nature of meeting
The 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 is
1. To serve as the formal record of discussion
2. To serve as a background for future discussion
The minutes of a meeting must contain
1.Date & number of meeting
2. A list of the names of those who attend the meeting
3. A list of those members who did not attend & from whom
apologies received
4.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 discussion
7. 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
Minutes
Before 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 meetings
Theatre
Class room
Board Room
Hollow Square
U –Shaped
Banquet Style