"The Homework Haters" Group9

OFFICE
CORESPONDENCE
Stress, Anxiety, Depression (SAD)

Prepared by BigDaddy
 DEFINITION
Office correspondence refers to written
communication within a workplace or business
setting. It includes emails, memos, letters, reports,
and meeting minutes used to convey information,
make requests, or share updates. It is essential for
effective communication and maintaining
professional relationships. Office correspondence
follows specific formats and conventions and plays a
crucial role in the smooth operation of a business.

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VARIOUS FORMS
There are various forms of office correspondence used
in business settings. Here are some common examples:

Emails: Widely used electronic communication for quick

and efficient exchange of messages and documents.
Memos: Internal written communications to share
important information, announcements, or updates within
an organization.
Letters: Formal written communications sent to external
individuals or organizations for various purposes.
Reports: Comprehensive documents presenting detailed
information, analysis, or findings on a particular topic or
project.
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PARTS OF THE LETTER
A standard letter typically consists of several key parts. Here
are the common parts of a letter and the general format of
office correspondence:

Sender's Information: Include your contact details at the top

of the letter.
Date: Specify the date of writing the letter.
Recipient's Information: Provide the recipient's contact
information below the date.
Salutation: Begin with a formal greeting, addressing the
recipient.
Opening Paragraph: Introduce the purpose of the letter and
establish the context.
Body: Present the main content, organized into paragraphs,
addressing specific points or topics.
Closing Paragraph: Summarize key points, mention any
follow-up actions, and offer a courteous closing remark.
Complimentary Close: End with a formal closing phrase,
followed by a comma.
Signature: Sign your name below the closing. Use a physical
or digital signature based on the mode of delivery.
Enclosure or Attachment Notation (if applicable): Specify if
additional documents are included with the letter.

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 PURPOSE
The purposes of office correspondence can vary depending on
the specific type of communication and the context in which it
is used. However, some common purposes of office
correspondence include:

Conveying information: Correspondence is used to share

updates, announcements, and data with others.
Making requests or inquiries: It is used to ask for
information, assistance, or approvals.
Documenting decisions and agreements: Correspondence
helps record decisions made during meetings or discussions.
Establishing and maintaining professional relationships:
It is used to initiate and nurture relationships with clients,
partners, or colleagues.
Resolving issues or conflicts: Correspondence can address
and resolve workplace problems.
Reporting and sharing insights: It is used to communicate
research findings, analysis, or recommendations.
Recording and documenting: Correspondence serves as an
official record of discussions, agreements, or events.
Or it can even be a love letter who the f knows? lmao (office
romance) Erwin pogi

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UNIQUE FEATURES
Written Form: Office correspondence is primarily written,
providing a permanent record of communication.
Formality: It maintains a level of formality, using professional
language and adhering to specific conventions and etiquette.
Structure and Formatting: Different types of correspondence
follow specific structures and formatting guidelines to enhance
clarity.
Professional Tone: It maintains a professional tone, using clear,
concise, and appropriate language.
Purposeful and Targeted: Correspondence serves specific
purposes and is tailored to the needs and expectations of its
intended audience.
Document Control and Distribution: It involves controlled
distribution and management, ensuring confidentiality and
accessibility.
Legal and Official Significance: Certain correspondence
carries legal and official significance, requiring attention to detail
and adherence to legal requirements.
Professional Communication Channels: It utilizes specialized
channels designed for business purposes, enhancing productivity
and collaboration.

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 REQUIREMENTS IN
COMPOSITION
When composing office correspondence, there are several key
requirements to keep in mind. Adhering to these requirements
helps ensure that your communication is effective, professional,
and appropriate for the business setting. Here are some essential

Clear and Concise Language: Use clear and concise language

to convey your message effectively.
Professional Tone: Maintain a professional and respectful
tone throughout your correspondence.
Proper Grammar and Punctuation: Ensure that your writing
is grammatically correct and properly punctuated.
Relevant and Organized Content: Focus on providing
relevant and organized content that aligns with the purpose of
your correspondence.
Appropriate Formatting and Structure: Follow appropriate
formatting and structure based on the type of correspondence.
Proper Addressing and Recipient Information: Include correct
addressing and recipient information to ensure proper delivery.
Consideration of Audience: Tailor your correspondence to the
needs and expectations of your audience.
Proofreading and Editing: Carefully proofread and edit your
correspondence for errors and clarity before sending or
submitting it.
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