DEFINITION OF BUSINESS CORRESPONDENCE
Business correspondence is the 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.
Communication through exchange of letters is known as correspondence. We
communicate our feelings, thoughts etc. to our friends and relatives through letters
that may be called personal correspondence. A Businessman also writes and receives
letters in his day to-day transactions, which may be called business correspondence.
Business correspondence or business letter is a written communication between two
parties. Businessmen may write letters to supplier of goods and also receive letters from the suppliers. Customers may write letters to businessmen seeking information about
availability of goods, price, quality, sample etc. or place order for purchase of goods. Thus,
business letters may be defined as a media or means through which views are expressed
and ideas or information is communicated in writing in the process of business activities.
IMPORTANCE OF BUSINESS CORRESPONDENCE
Should we study business correspondence?
Now-a-days business operations are not restricted to any locality, state or nation. Today
production takes place in one area but consumption takes place everywhere. Since the
businessmen as well as customers live in far off places they don’t have sufficient time to
contact each other personally. Thus, there arises the need for writing letters. In the past the
situation was not so. Business letters were not essential in olden days. But now the importance
of letters has increased because of vast expansion of business, increase in demand as well
as supply of goods. Let us learn about the importance of business letters.
- Help in maintaining proper relationship.
Now-a-days business activities are not confined to any one area or locality. The businessmen
as well as customers are scattered throughout the country. Thus, there is a need to maintain
proper relationship among them by using appropriate means of communication. Here business
letters play an important role. The customers can write letters to the businessman seeking
information about products and businessmen also supply various information to customers.
This helps them to carry on business on national and international basis.
- Inexpensive and convenient mode
Though there are other modes of communication like telephone, telex, fax, etc. but business
information can be provided and obtained economically and conveniently through letters.
- Create and maintain goodwill
Sometimes business letters are written to create and enhance goodwill. Businessmen at
times send letters to enquire about complaints and suggestions of their customers. They
also send letters to inform the customers about the availability of a new product, clearance
sale etc. All this results in cordial relations with the customers, which enhances the goodwill
of the business.
- Serves as evidence
We cannot expect a trader to memorise all facts and figures in a conversation that normally
takes place among businessmen. Through letters, he can keep a record of all facts. Thus,
letters can serve as evidence in case of dispute between two parties.
- Help in expansion of business
Business requires information regarding competing products, prevailing prices, promotion,
market activities, etc. If the trader has to run from place to place to get information, he will
end up doing nothing. It will simply result in loss of time. But through business letters, he can
make all enquiries about the products and the markets. He can also receive orders from
different countries and, thus enhance sales.
BUSINESS LETTERS
A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages.
Types
The most important element you need to ensure in any business letter is accuracy. One of the aspects of writing a business letter that requires the most accuracy is knowing which type of business letter you are writing. A number of options are available for those looking to trade in business correspondence, and you will significantly increase your odds for getting a reply if you know the form you need to send.
1. Letter of Complaint
A letter of complaint will almost certainly result in an official response if you approach it from a businesslike perspective. Make the complaint brief, to the point and polite. Politeness pays off regardless of the extent of anger you are actually feeling while composing this type of business letter.
2. Resume Cover Letter
A cover letter that accompanies a resume should revel in its brevity. You should take as little time and as few words as possible to accomplish one task: persuading the reader to anticipate reading your resume. Mention the title of the job for which you are applying, as well or one or two of your strongest selling points.
3. Letter of Recommendation
A recommendation letter allows you to use a few well-chosen words to the effect of letting someone else know how highly you value a third party. Resist the temptation to go overboard; approach your recommendation in a straightforward manner that still allows you to get the point across.
4. Letter of Resignation
An official letter of resignation is a business letter that should be fair and tactful. Be wary of burning any bridges that you may need to cross again in the future. Offer a valid reason for your resignation and avoid self-praise.
5. Job Applicant Not Hired
In some cases you may be required to write a business letter that informs a job applicant that he was not chosen for an open position. Offer an opening note of thanks for his time, compliment him on his experience or education and explain that he was just not what the company is looking for at the present time.
6. Declining Dinner Invitation
Declining a dinner invitation is a topic for a business letter that, if not done tactfully, may result in a social disadvantage. Extend your appreciation for the invitation and mention that you already have an engagement for that date. Do not go into detail about what the engagement is.
7. Reception of Gift
It is very polite to return a formal business response letting someone know that you have received her gift. Extend a personalized thanks to let her know that you are exactly aware of the contents of the gift. If possible, it is a good idea to include a sentiment suggesting that you have put the gift to use.
8. Notification of Error
When sending a business letter that lets the receiving party know that an error has been corrected, it is good business sense to include a copy of the error in question if there is paperwork evidence of it. Make the offer of additional copies of material involved in the error if necessary.
9. Thanks for Job Recommendation
A letter of thanks for a party that helped you get a job should be professional and courteous. Above all else, avoid the temptation to go overboard in offering your thanks. Be aware that your skills also helped you land the job and it was likely not handed to you as a result of the third party.
10. Information Request
A business letter that requests information should make the request specific and perfectly understandable. It is also a good idea to state the reason for the information request. Extend advance appreciation for the expected cooperation of the recipient.
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