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Business Correspondence

Business Correspondence. Principles of Correspondence. Correct Concise Conversational Credible Clear Courteous Creative. Elements of Format. Heading Date Reference Number Inside address Attention line Salutation Subject Main body Complimentary close Signature block Enclosures

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Business Correspondence

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  1. Business Correspondence

  2. Principles of Correspondence • Correct • Concise • Conversational • Credible • Clear • Courteous • Creative

  3. Elements of Format • Heading • Date • Reference Number • Inside address • Attention line • Salutation • Subject • Main body • Complimentary close • Signature block • Enclosures • Copy

  4. Formatting Styles • Complete Block • Modified Block/ Block • Semi Block

  5. Content Division

  6. Complete Block Style

  7. Modified Block/ Block

  8. Semi-Block Style

  9. E-mail Writing

  10. Dos • Check your organisation’s email policy • Pay heed to content • Be relevant • Be polite • Trim quoted messages • Use humour and sarcasm sparingly • Include a subject line • Quote from original message where necessary

  11. Dos (cont…) • Be patient with new email users • Use a brief signature • Be careful while replying to mailing list messages • Delete what’s trivial • Make a note of format of attachment in the body • Use emphasis where necessary • Pay attention to spellings and style • Fill the “To” section in the end

  12. Don’ts • Don’t reply to a mail when angry • Don’t retain the original in a reply unless necessary • Don’t use CAPITALS • Don’t over-use punctuation……!!! • Don’t send large attachments without checking with the receiver • Don’t send chain letters

  13. Don’ts (cont…) • Don’t argue on mails • Please avoid public ‘flames’ • Don’t mark things urgent if they aren’t • Don’t make personal remarks • Don’t use cute or suggestive email addresses • Don’t criticize people’s spellings

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