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BUSINESS CORRESPONDENCE

Business correspondence is an instrument of decision making in the business world. Business Correspondence is a link between people. It helps to reinforce professional exchange of ideas, opinion and information.

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BUSINESS CORRESPONDENCE

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  1. BUSINESS CORRESPONDENCE By: MeenakshiAggarwal September 15, 2011

  2. CORRESPONDENCE • Business correspondence is an instrument of decision making in the business world. • Business Correspondence is a link between people. • It helps to reinforce professional exchange of ideas, opinion and information.

  3. FUNCTIONS OF A BUSINESS LETTER • To provide a convenient and inexpensive means of communication without personal contact • To seek or give information • To furnish evidence of transaction entered into • To provide a record for future reference

  4. KINDS OF A BUSINESS LETTER • Personal Letters • Non- Personal Letters

  5. Non Personal Letters Business Letters • Enquiries and replies, orders, their execution, credit and status enquiries, complaint and adjustment, collection letters • Circular letters, sales letters • Bank correspondence, insurance correspondence, import export correspondence, agency correspondence

  6. Business Letters • Application letter, interview letter, reference letter, letter of appointment, confirmation letter, promotion letter, retrenchment, resignation • Correspondence from company secretary, correspondence with central government • Letters to press

  7. Classification of Business Letters • Official Letters • Demi-official Letters • Internal Letters • Form Letters

  8. Official Letters • Official letters are written to government or semi government bodies

  9. Demi-official Letters • Demi-official letters are official in purpose but are addressed to a person by name.

  10. Internal Letters • Internal letters or memos are used both in government offices and business houses for internal communication

  11. Form Letters • Form letters are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews, notices, appointments etc.

  12. STRUCTURE- REGULAR LETTER • Senders’ address • Date • Receivers’ address • Salutation • Body of the letter • Salutation

  13. STRUCTURE- BUSINESS LETTER • Heading (Letter Head) • Date • Inside address • Attention Line • Salutation • Subject/ Reference No.

  14. Body of the letter • Opening or Introductory Paragraph • Middle or Main Paragraph • Closing or Concluding Paragraph • Complementary Close • Enclosures

  15. Heading • A business letter is generally typed on printed letter head. • It contains- • Writer’s full address • Telephone no. • E-mail ID • Trademark, • Registration no. • Establishment year.

  16. Date • The date may be written in any of the following ways- • 15th September 2011 • 15 September 2011 • September 16, 2011

  17. Inside address • The inside address contains the name and address of the firm or the individual to whom the letter is written. • It helps – • in maintaining records. • the outward clerk to write the same address on the cover

  18. Ex.- The Chief Accounts Officer Bharat Steel Tube Ltd. Hans Bhawan Connaught Place New Delhi

  19. Attention line • To elicit prompt response, sometimes a letter which is addressed to an organization and company is marked to the attention of a particular officer by name or designation. Attention: The sales officer Or Kind Attention: Mr. A.K.Mathur, Sales officer

  20. SALUTATION • Salutation in a letter is like greeting a person when you met him. • Ex.- • Dear Sir • Dear Madam • Dear Mr. Aggarwal • Sir

  21. Subject line • Purpose- to let the reader know immediately what the message is about. • Like reference and attention line, it saves time. • The subject can be written before as well as after salutation. • Ex.- Subject- Supply of raw material

  22. Body Introduction • The letter should open with- • expression of pleasure • Acknowledgment • Reference to the ‘action‘ taken in response to the reader’s previous letter, if any.

  23. Ex.- • We thank you for your order placed on 25th July…….. • We thank for your enquiry…………... • With reference to your letter no…….

  24. Main Paragraph • Contains subject matter of the letter • Should be brief and to the point • No relevant details should be omitted.

  25. Closing Paragraph Should- • Be brief • Be like natural and logical outcome of the main paragraph, • Motivate the reader to act.

  26. Ex.- • We look forward to our next meeting. • We hope to hear from you soon. • Looking forward to a positive response.

  27. Complementary close • The complementary close is a courteous leave taking, polite way of ending the letter. • Ex.- • Regards • Yours sincerely

  28. Enclosures • If you enclose anything with the letter you should indicate it against the enclosure line: Encl- 1. Catalogue 2. List of Dealers 3. Price List 4. Quotation

  29. ANY QUESTIONS???

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