‫اربیل –اقلیم کوردستان‬

‫وزارة التعلیم العالي والبحث العلمي‬

‫معهد فني شقالوه –جامعة بولیتكنیك اربیل‬

‫قسم االدارة المواد و المخازن‬

‫) مــراسـالت التـجـاریـة (‬

‫مقدمة الي‬

‫رئاسة قسم إدارة المواد و المخازن كجز من متطلبات نیل شهادة دبلوم فني في علوم إدارة المواد‬
‫و المخازن‬

‫باالشراف‬
‫مـامۆستا هاوکار‬
‫من الطالب‬
‫فرهاد زولفی شێخ مستەفا‬

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Table content

Introduction………………………………..…………………………………3

The 5 commonest sorts of business correspondence…..............................4

Importance of Business correspondence…………................................7

Reference……………………………………………………………………..9

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 Introduction

communication throug exchange of letters is understood as

correspondence.we communicate our feelings, thoughts etc. to our frindes
and relatives throug letters that my be called personal correspondence. A
Businessman also writes and receives letters in his day to-day
transactions, which can be called business correspondence. Business
correspondence or letter may be a written language between two parties.
Businessmen may write letters to supplier of products and also receive
letters. Business correspondence is that the exchange ofinformationin a
written format for the method of business activities. Business
correspondence can happen between organizations, within organizations
or between the purchasers and therefore the organization. The
correspondence is usually of widely accepted formats that are followed
universally.This section discusses general format of business letters,
shows you the four common business-letter formats, and discusses some
basic guidelines for literary genre in business letters.

what is business correspondence?

Business correspondence means the exchange of informationin a written

Format for the method of business activities. Business correspondence
can happen between organizations, within organizations or between the
customers and therefore the organization. The correspondence refers to
the written communication between persons. Hence speech or face to
face communication isn't a business correspondence

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The 5 commonest sorts of business correspondence

There are different sorts of business correspondence that are typicall used

in organizations. The 5 commonest sorts of business correspondence

include Internal correspondence, External correspondence, Salesl

correspondence personalized correspondence, and circulars.

1. Internal Correspondence:

Internal correspondence may be a written language between the

employees, units, departments, and branches of an equivalent

organization.Internal correspondence can either be formal or less formal.

Routine Internal correspondence are usually less formal, like quick

instructions between a supervisor and a staff, and these are normally

within the sort of email.There are other more formal sorts of Internal

correspondence which include promotion letter, written reprimand, notice

to elucidate , memorandum, formal requests for approval, and letter of

approval or dismissal. These sorts of communication are ideally printed on

paper, singed by the sender, and physically received by the recipient.

2. External Correspondence:

External correspondence takes place between different organizations, or

between a corporation and their individual clients. this is often a sort of

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written communication made by a corporation to those that don't belong to

their organization.External correspondence is usually made to vendors,

creditors,suppliers, existing customers, prospective clients, financial

institutions,government offices, law and accounting firms, business

affiliates,sponsors or donors, and other offices that have either direct or

indirectbusiness relationship with the corporate .

3. Salesl Correspondence:

Salesl correspondence refers to Salesl-related communications. it's not

limited to only selling a product or service, but it also includes other

activities concerning Salesl. Salesl correspondence include marketing

letters,offer and discount letters, Salesl proposals, invoices, statement of

accounts, Salesl reports, order confirmation, purchase orders, letters of

authorization, collection letters, and such.For the aim of selling, it's

important to understand the way to to be ready to communicate effectively.

Also, marketing and offer letters should reflect truthful and non-misleading

information. other forms of Salesl correspondence — like invoice,

purchase orders, and collection letters — must contain accurate

information.

4. Personalized Correspondence:

Personalized correspondence involved personal and emotional factors.

Despite being labeled as “personalized”, this sort of correspondence can

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also be used for business purposes. samples of personalized

correspondence include letters of gratitude, letters of favours or requests,

appreciation notes, letters of congratulations of commendation, and such.

This particular sort of correspondence doesn’t got to have a really formal

tone. Though this will be done via email, writing an actual, physical letter is

more preferable because it's a way of private touch. you'll use a

regular office paper for this, or perhaps a customized yet Cheap note pads,

or a card for a particular purpose (e.g. many thanks card,

Congratulations card, etc).

5. Circulars:

Circulars are notices that are communicated to an outsized number of

individuals within the organization. it's also mentioned as office

instructions or announcements. Often, general announcements (such as

changes in contact information, details about meetings with shareholders,

instructions about certain protocols, etc) are being communicated via

circulars.expansion of a business. With no waste of your time and proper

utilization of manpower and resources, a business can expand.

Anyinformationregarding some resources or any product or market are

often easily done. Even the news of the expansion of business are often

spread by it.

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Importance of Business correspondence

A business correspondence has numbers of importance. Its most

important feature is the ease of reaching and communicating with different

parties. It is not always possible to meet persons face to face. A business

correspondence helps to meet some organizational goals. One can achieve

the objectives through it. Let us study some of them in details.

1. Maintaining a Proper Relationship:

It is not always possible for any business or organization to reach to any

person in particular. This will cost any business. Here, the business

correspondence will be a rescue for any business. It helps in maintaining

the proper relationships between the parties. Business correspondence

strengthens the business. It also helps in the Internal communication. It

makes communication within the organization more clear

and precise.

2. Serves as Evidence:

Any written form of communication serves as evidence. A business

correspondence helps the person in a business to keep a record of all the

facts. These written records will serve as evidence.

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3. Create and Maintain Goodwill:

It helps in creating and maintaining goodwill between a business and a

customer. Any letter to enquire, complaint, suggestion or feedbacks helps

a company to grow and maintain goodwill.

4. Inexpensive and Convenient:

It is a cheap and convenient form of business communication.

5. Formal Communication:

A business communication serves as a formal communication between two

persons. It may be a seller and a buyer. It can be between an employee and

the employer. The language used is formal and logical. It helps in removing

the ambiguity and the doubts of the person involved in the business. The

formal communication in business is followed and acceptable.

6. Helps in the Expansion of Business:

A business correspondence helps a business to achieve the set goal. It

also ensures the expansion of a business. With no waste of time and

proper utilization of manpower and resources, a business can expand.

Anyinformationregarding some resources or any product or market can be

easily done. Even the news of the expansion of business can be spread by

it.

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 Reference

1- https://www.kutub.info/library/book/21117
2.https://www.tuchemnitz.de/phil/english/sections/linguist/independent/kursmaterialien/Tech
Comm/acchtml/genlett.html

3.https://www.tuchemnitz.de/phil/english/sections/linguist/independent/kursmaterialien/Tech
Comm/acchtml/genlett.html

4. https://en.m.wikipedia.org/wiki/Business_correspondence

5. https://www.lendingbee.com.sg/business-guide-6-types-of-business-correspondence-
you-can-consider/