ENG 220 MIDTERM COVERAGE

Principles of Letter Writing

Structure and Planning of Letters
Quotations, Orders and Tenders
Sales and Circular Letters
Claim and Adjustment Letters
Credit and Collection Letters
Banking and Insurance Correspondence
Social Correspondence
Email Correspondence

PRINCIPLES OF EFFECTIVE LETTER WRITING

Letter is the first impression of any organization. Hence, enough care should be taking
while drafting the letter. To write a letter effectively following guidelines should be
followed.

1)Planning of the Letter- A business letter should be planned properly. The writer
should know what to say, how to say, to whom, when and why. Before writing a letter,
the writer should collect the required information. He should know the format of letter he
needs to use. He should know the exact purpose of the letter.

2)Completeness- The letter should be complete by all means. It should be complete in

terms of content and structure. It should contain all the relevant and required details
depending on the subject of the letter. Structurally, a letter is said to be complete when
all the obligatory parts and optional parts (as per need) of the letter are present.

3)Conciseness- The letter should be concise. Every word should have its own value.
Maximum information should be conveyed in minimum words. There should not be
anything extra or irrelevant. Long and ambiguous expressions, repetitive words and
long phrases should be avoided. One word substitution should be used.

4)Consideration- Consideration involves stepping into the shoes of others. The writer
should consider the receiver’s viewpoint, mind-set, etc. For this the writer should adopt
‘you attitude’. You attitude does not mean using the word ‘you’ instead of ‘we’ or ‘I’. It
means that the receiver must be made to feel important which can be achieved by using
‘you attitude’. For example- instead of writing- Our bank also gives mobile banking and
net banking facility to customers. The writer may write- You will also get mobile banking
and net banking facility.
5)Clarity- The content of the letter must be clear and understood by the receiver in the
first reading. The ideas expressed must be logically connected. The language should be
simple. Long and ambiguous expressions, repetitive words and long phrases should be
avoided. Jargon should not be used. Technical terms should be used when absolutely
necessary.

6)Concreteness- Concreteness means specific and clear. Writer should use specific
facts and figures. There should not be any ambiguity in sentences or words. Ex- ‘The
College won many medals. This sentence is not specific and unclear for the receiver.
So writer must be specific, eg.- ‘The College won 3 gold, 5 silver and 8 bronze medals’.

7)Courtesy- Courtesy is a matter of treating the reader with respect. Every letter should
be courteously worded. Polite and convincing words bring positive response from the
reader or receiver. Certain polite words, such as ‘I request you’, ‘Please consider it’. ‘It
would be very nice of you’, ‘Thank you’, ‘Please take a little trouble’, etc. should be
used. Though you are writing a letter to collect dues from your debtor, don’t write, ‘It is
unfair on your part to delay payment’, but use courteous words ‘Please don’t delay the
payment’ or ‘It would be very nice of you to pay the amount due as soon as possible’.

8)Correctness- The letter should be correct in all respects- correct layout, content
language, tone and style. Incorrect letter creates a poor impression about the sender. If
the content is not correct, the receiver will be confused. The correct language means
correct sentence construction, correct spelling and punctuation, correct vocabulary,
sincere tone and appropriate style help the receiver to understand the letter properly.

9)Language- The language used in business letter should be formal or professional.

Avoid making negative expressions as far as possible. Ex- The shop is not open on
Sunday. Instead say- The shop is open on all days except Sunday. Avoid wordiness. Be
precise. Remember everybody is as busy as you are and would welcome letters that
are direct and to the point. Ex- instead of- ‘Please see that an inquiry is conducted to
determine the reason’, write- ‘Please find out the reason’. Avoid passive voice as far as
possible as it is rather longer expression. Ex- instead of ‘The goods will be dispatched
by us’, write- ‘We will dispatch the goods.

10)Drafting and Editing- Make a first draft keeping in mind the principles of writing.
Check that every paragraph contains one main idea. The paragraphs are logically
connected and the sentences within a paragraph are also having a logical connection.
Check language, grammar, spelling and punctuation. Prepare the next draft and check it
again and finalize the draft to dispatch.
PRINCIPLES OF LETTER WRITING

Business letters are still the most widely used written (form of) communication in
organizations.

Letters represent an organization and helps build goodwill. It is therefore important to

plan the letter well.

Business letters should be clear (clarity), concise, complete, correct, concrete,

considerate (reader friendly) and courteous (C's of communication).

PURPOSE OF A LETTER - To inquire, to persuade, to answer a query, to complain, to

answer a complaint, to gather information or to simply inform.

CLARITY OF THOUGHT - Write simple clear letters which are precise and to the point.

CONCISE - While the letter should be concise, do not leave out relevant information.

COMPLETE - The reader of the letter must be provided with all the necessary
information so that the letter is complete in itself.

CORRECT - Effort must be made to check the authenticity of the information. The facts
and statistics must also be correct.

CONCRETE - Business letters must be concrete with specific relevant details.

CONSIDERATION - The letter should be reader friendly.

COURTEOUS - The sender must be positive and courteous to the receiver if he expects
a positive response from the receiver.

Introduction: The introductory paragraph of the letter introduces the purpose of the
correspondence to the recipient. Body: The body paragraph or paragraphs provide
details about the letter's subject or purpose. Closing statement: The closing paragraph
of the letter summarizes and concludes the message
What is the structure and planning of a business letter?
What are the seven parts of a business letter? The seven parts of a business letter
are: sender's address, date, recipient address, salutation, body, closing salutation
and signature. If you have documents attached with the letter, include a list of
enclosures after the signature.
 THE STRUCTURE OF A BUSINESS LETTER AND HOW TO WRITE ONE

While you may not regularly put letters in the mail in your personal life, companies still
frequently use letters as a means of communication in the business world. Many
businesspeople write letters to print and put in the mail and to send digitally through
email in order to share information and ideas formally. Knowing how to write an effective
business letter can help you both in your job search and as a professional employee.

What is a business letter?

A business letter is a type of formal correspondence often sent from company to

company, from company to client or from client to company. These letters generally
follow a standard format and are usually written on company letterhead, particularly
when sent physically through the mail rather than digitally through email.

Common types of business letters

You can use a business letter format for a variety of professional communication needs.
Consider a few of the most common types of business letters you may encounter:

 Sales letters: Companies use sales letters when soliciting business from other
organizations, or occasionally, from individual customers.
 Order letters: Businesses send order letters when placing an order for a product
or service. These letters include the specifics of the order and sometimes the
payment.
 Complaint letters: Complaint letters are usually sent by consumers to
businesses when they're unhappy with a service or product.
 Adjustment letters: Companies send adjustment letters in response to
customer complaint letters. These letters usually provide a solution to the
problem posed in the original complaint letter.
 Inquiry letters: Inquiry letters ask a question. You can use an inquiry letter for a
number of different professional purposes.
 Follow-up letters: A follow-up letter is generally the second communication sent
after initial contact.
 Letters of recommendation: A letter of recommendation often comes from a
prospective employee's previous employer to the business the candidate is
applying to work for.
 Acknowledgement letters: Businesses use acknowledgement letters to indicate
they received a communication or request, but they have not yet made a decision
or taken action.
 Cover letters: Both businesses and job seekers use cover letters to indicate
what's included in a package or collection of documents.
 Letters of resignation: Employees send letters of resignation to their employers
when they're planning to leave their job.
Components of a business letter

Each of these types of business letters, while providing different information to the
recipient, usually follows a similar format and includes the same basic components.
When writing a business letter of any kind, anticipate including these elements:

 Sender's address: The sender's address is your address or the address of your
business.
 Date: Include the date you wrote and sent the letter.
 Recipient's address: This is the address of the person you're sending the letter
to.
 Salutation: Use a formal greeting along with the recipient's name.
 Introduction: The introductory paragraph of the letter introduces the purpose of
the correspondence to the recipient.
 Body: The body paragraph or paragraphs provide details about the letter's
subject or purpose.
 Closing statement: The closing paragraph of the letter summarizes and
concludes the message.
 Complimentary close: Use a professional phrase along with your signature.
 Enclosures: If you're including any additional documents, like a sales brochure,
a resume or an itemized receipt, specify that under the enclosures heading.

How to write a business letter

Writing an effective business letter is done best when you follow the standard business
letter format and use the necessary business letter components. Follow these steps to
write a thorough and formal business letter:

1. Determine the recipient

Begin by establishing who you're sending the letter to. For example, if you're applying
for a job, find the name of the hiring manager and their business address so you know
who you're writing to before you begin.

2. Establish your purpose

Know why you're writing the letter. With a cover letter, your purpose is to introduce
yourself to the hiring manager and explain why they should consider you for the
position. Create an outline or list of the information you want to include in your letter that
supports your purpose.

3. Format your letter

Format your letter to reflect the standard business structure. Include your address,
followed by the date, followed by the recipient's address. Then, add a formal salutation.
Using the cover letter example, consider a salutation like, "Dear Ms. Johns," to open
your letter.

4. Introduce yourself

In the first paragraph of your letter, introduce yourself to the recipient and explain why
you're writing. It's normal for the first paragraph of a business letter to vary in length,
from one or two sentences to four or five, depending on the subject.

5. Include details

In the body paragraph or paragraphs of your letter, provide the details of your reason for
writing. Using the cover letter example, this is where you would provide examples of
your successes and accomplishments in past positions.

6. Close effectively

Include a final paragraph that summarizes the main purpose and points of your letter. If
you're looking for a response, include a clear call to action so the recipient knows what
they should do after they finish reading.

7. Use a complimentary closing

Add your closing and signature. Use a professional phrase like, "Sincerely," or "Best
regards," when closing your letter. Include your signature below your sign off.

8. Proofread and edit

Give your letter a proofread before printing and signing it. Ensure you've spelled all the
words correctly, and you've followed all grammatical rules. Double-check the recipient's
name and address for accuracy. Make any edits or corrections as needed.

9. Enclose additional documents

If you're including additional documents, list them below the enclosures heading. In the
case of a cover letter, you usually include your resume and list of references.

Examples of business letters

Use these examples to help you see the format and structure of a business letter in
practice:
Sales letter example

This is an example of a sales letter sent from one company to another company:

Office Offerings
123 Main St.
Boone, OH 12345

December 1, 2020

Josh Treed
Treed, Treed and Roberts Law Offices
876 Water St.
Boone, OH 12345

Dear Mr. Treed,

My name is Pat Jenkins, and I'm a proud representative for Office Offerings. We sell a
wide range of wholesale office products directly to businesses in the local community.

I know how much paper, ink and other office supplies a law office like yours goes
through, because we proudly provide supplies to several other law offices in the region.
We're honored to offer highly competitive prices for the office supplies you need,
including:

• Legal pads
• Pens
• Highlighters
• Printer paper
• Envelopes
• and more!

We have a special offer right now for new customers in addition to our already low
prices. Take a look at our enclosed spring sales catalog to see what products we can
supply you with. Please reach out to me directly at 555-555-5555 if you'd like to get a
custom quote for your office supply needs.

Sincerely,
Pat Jenkins

Enclosures: Spring sales catalog

Cover letter example

This is an example of a cover letter, sent from a candidate to an employer:

2849 Archibald Ave.
Johnson, IL 23456

February 20, 2021

Mary Pose
Sequoia Landscaping
753 Willow Lane
Johnson, IL 23456

Dear Ms. Pose,

As an avid gardener and proud member of the National Gardening Association, I think I
have the right skills to fill your open garden center merchandiser position.

I have 25 years of experience as a home gardener and got involved with the local
chapter of the National Gardening Association five years ago. I'm self taught, but I have
extensive knowledge of Illinois' native plants and the majority of the plants that you
carry in your center.

I've helped numerous friends over the years develop their gardens, and I love helping
people find the perfect plant for their space. While I'm currently retired from my first
career as a sales associate, I'm well versed in working with customers and enticing
them to make a purchase, which would benefit your business.

I've enclosed my resume and a list of references, both professional from my time as a
salesperson, and personal from friends I've helped with their gardens, for you to learn
more about my background. I look forward to discussing my candidacy with you more
soon.

Sincerely,
Henry Arbor

Enclosures: Resume, list of references

Letter of resignation example

This is an example of a letter of resignation, given to an employer by an employee:

2472 Doll St.

Appleton, OR 56789

March 7, 2021
Ryan Olsen
Appleton High School
951 Broadway Ave.
Appleton, OR 56789

Dear Mr. Olsen,

As you know, this is my 27th year at Appleton High School. This will be my final
semester working for the school, as I am ready for retirement at the conclusion of the
school year.

I have loved my time teaching English here at Appleton High. However, after my
lengthy tenure, I'm ready for the slower pace of retirement. Please accept my
resignation from my position effective on the last day of school, June 3, 2021.

Please let me know if there's anything I can do to help with the transition in the coming
months.

Sincerely,
Kate Johansson

DIFFERENTIATE BETWEEN TENDER AND QUOTATION

Quotation is the fixed price offered to customers in response to render notice. It has
legal binding and when a customer accepts, it can’t be changed. Whereas, tender is the
response to an invitation of tender which is submitted by a prospective supplier.
Invitation of tender is the open request form which is published in printed media (local
news newspaper). It can be issued for construction contractor, machinery supplier,
information technology, etc. the whole process starting from inviting tender, submitting
tender and filling quotation is part of tendering process.

Quotation

Quotation is the formal document or document of promise given by supplier to supply

goods & services to buyer at stated price under some specific conditions.
Quotation consists of terms of sales, payment, warranty, price to charge for
product/services, time, date, delivery location, validity period. It also helps buyers in
knowing the cost of goods/services before purchase. Generally, government
enterprises float the tenders.
Tender

Tender is the response to an invitation of offer. This invitation provides

services/products at quoted price at specific quality (with specific conditions).
Generally, tenders are floated by government undertakings, corporate players, and
financial institutions.
They want goods at large scales in order to meet the production requirements. In most
cases, in order to meet the requirement, they can't deliver on their own and they have
to go to a third-party supplier to meet the requirements. For these reasons they invite
bids from third party suppliers.
Differences
The major differences between a tender and a quotation are as follows −

Tender Quotation

Supplier bid on goods/services. Document of estimated cost for supplying

goods/services.

Find out the best price. Offering fixed price.

Response for request for tender. Response to request for quotation.

Price and quality are the components Price is the component in quotation.
in Tender.

Large scope. Narrow scope.

Conclusion

Government companies or corporations will go for tenders or quotations to meet their

large requirements. They manage their resources in the best way and provide value for
their money.
Tender is the process of asking suppliers to bid on products/services required by a
company whereas quotation is the response to bidders, where they quote their price for
goods/services. Quotation is also termed as an estimation given by professionals for
jobs. Tender is more formal than quotations.
Circular letters are the cycle of business dealings. A circular is a communication meant
to convey information of a business firm to customers, business Mend etc. in the course
of business, occasions will arise to send out circular letters. The sender aims giving
certain information to the public.
 CIRCULAR AND SALES LETTER

Circular letters are the cycle of business dealings. A circular is a communication meant
to convey information of a business firm to customers, business Mend etc. in the course
of business, occasions will arise to send out circular letters. The sender aims giving
certain information to the public. There are also other ways to communicate or advertise
in newspapers or journals.
So in the generally printed of circular letters there are a few advantages such as, low
prices and the letters can be posted in the past time. The objectives of circulars letters
are: to publication our merchandise, to impress the readers with the facts about our
company and the products by this company, to makes the readers more interest with
the contents, to get a belief by the readers and to encourage by the sales.
A circular letter is one that carries a communication to a number of addresses. The
basic difference between a circular and a general letter is that, whereas the former
addressed for many persons, the latter addressed to only one person. Circular letters
are to read by a large number of people, whereas general letters arc personal and
private in nature.

Special Writing Technique

If we want to write a circular letter, the first we must to look carefully at our target
audience. Get to know something about the individual person of the group of people you
want to reach with your sales letter. In the special writing technique, we hope to
persuade readers to take up special offers. The first point that we must attention:
• Attention, in this point we must persuade the readers for attention our circular letters in
order that what we want to delivered of the reader easy to understand by them
• Interest, so on the step we must to give something to reader like the word interesting
by reader, such as: health, future prospect, images etc.
• Desire, in order that some readers more interest about our circular letters, so the
unique and good topical we must as first.
• Action, on the step some readers will desire for getting and buy our product which to
coming on the market of them.
In the writing circular letters, we must to attention of the layout and length because
those are important:
• Vary the length of your sentences and paragraphs.
• Short words, which are unambiguous, are best.
• Keep your latter as short as possible.
• If appropriate, use numbered or bulleted point. Information is easier to assimilate in
this format.
• Avoid using “flier” or “circular” style paper. Better to use quality letter paper. This looks
more personal.
• Remember that many readers will look at the bottom of the letter first, in order to
identify the sender. This is your opportunity to make an impact with a key sales point
immediately above your signature.
Finally, in the final paragraph or even on a “tear-off” section make it easy for your reader
to follow up with further enquiries while the subject matter of your sales letter is still
fresh in their mind.
 CLAIM AND ADJUSTMENT LETTER
A letter of claim is a letter that is written to notify someone of incomplete or
unsatisfactory work on a specific project. Also known as a letter of complaint. Typically,
a claim letter opens (and sometimes closes) with a request for adjustment, such as a
refund, replacement, or payment for damages. A reply to a claim letter is called an
adjustment letter. A claim could be of many kinds: Car insurance claim, Health
insurance claim, Life insurance claim, Claim against theft etc.
Claim Letter
[Your Address]
[Your Contact Information]
[Date]
[Recipient's Name] (If available)
[Recipient's Job Title]
[Recipient's Company Name]
[Recipient's Address]
Dear [Name], (Sir, if name already stated above)
I am contacting you with regards to the shipment number 1499 that we ordered on
[some date]. I want to draw your attention to certain important matters:
First, the shipment was scheduled for delivery on [some date] but was actually delivered
on [some date]. The delay in delivering the products caused disruption to our workflow
and a significant amount of inconvenience to our customers. Your team failed to inform
us of the delay, and could not make even a quick phone call or an email
correspondence.
Second, the quality delivered was 1,500 packs, which is 500 less than our order. Again
we were forced to inconveniently adjust our business process to accommodate the
incomplete supply from your side.
I hope that you agree with me that this business conduct is not acceptable under any
circumstances and that your team is fully responsible for this incident. We expected a
more professional service from a company of your size and reputation. We are truly
disappointed and frustrated from what happened. In the light of what has happened, we
request you to send the missing quantity as soon as possible.
Additionally, your company is required to reimburse [your company name] with an
amount of [some amount] as listed in the terms and conditions of the agreement signed
by both parties. I am sorry that the issue reached to this point but we can't compromise
with the satisfaction of our customers nor accommodate errors like that.
Sincerely,
Your Name Designation

CREDIT AND COLLECTION LETTERS

“Neither a borrower nor a lender be” might have been words Polonius could live by in
Hamlet’s Denmark, but such philosophy simply doesn’t work in today’s society. In the
United States, credit has become a standard way of doing business. We buy our homes
and cars on credit, start businesses on credit, stock our stores on credit, and so on. In
the world of credit, the lender has to be particularly careful about the borrower’s ability
to pay back funds.
The letters in this chapter arm the lender with a variety of credit and collection letters
that can be used to ensure that a solid relationship is built with a borrower. Should that
relationship falter, the letters are here to help the lender recoup the money that was
lent. There are letters here that can also be used to help any businessperson set up
credit arrangements with a company with which it does business.
The letters in this chapter will not help a businessperson avoid being a borrower or
lender. But they just may make the roles a little bit easier to handle.
Many companies will continue to handle credit and collection issues through formal
correspondence. While most of the letters in this chapter would be sent in letter form,
they could easily be adapted to emails or as attachments to emails. For those letters in
this chapter that can be adapted to emails, it’s simple enough to copy the text of the
sample letter into the text of your email.
Letter Requesting Commercial Credit
[date]
Mr. Renatto Kim Kim Metal Products, Inc.
P.O. Box 3456 Tuscany, WV 26039
Dear Mr. Kim:
After an extensive market survey, we have determined that your company’s rolled steel
products best meet manufacturing specifications required by our automobile factory. But
before we begin placing orders—which we anticipate will occur on a quarterly basis—I
am writing to inquire about your terms for granting commercial credit.
Since there is probably specific information that you require before establishing a credit
account, perhaps it makes the most sense for you to send me the forms we should fill
out.
I look forward to hearing from you, and to establishing a credit relationship with your
company.
Sincerely,
Lee I. Larroquette
Purchasing Manager

WHAT IS A BANKING CORRESPONDENCE?

Correspondent banking can be defined, in general terms as “an arrangement under
which one bank (correspondent) holds deposits owned by other banks (respondents)
and provides payment and other services to those respondent banks”.

A bank is a financial institution the main business of which is to receive deposits from
the public and to grant loans to them. With the modern advancement in business world
the banks have to undertake other functions as well. A bank is judged by its financial
stability and the efficiency with which it carries out its various functions. As some of
these functions are accomplished by means of letters, the technique of writing these
letters requires to be cultivated. As in other business letters, the essential elements of
successful bank correspondence are brevity, accuracy, clarity, secrecy and courtesy
and tact.

Bank correspondence may take place between the following:

Letters exchanged between the Bank and the customers: Letters from the Bank to
its customers include replies to enquiries and complaints and to requests for overdrafts
and loans. On the other hand, letters from the customers to the banker consist chiefly of
requests for opening accounts, enquiries about interest rates, status enquiries,
application for loans and overdrafts, standing instructions regarding making payments
etc. While drafting these letters the customer should try to express briefly and provide
accurate information. The Bank while drafting their replies should follow the general
principles of a business letter noted above and should not use technical language not
commonly used.

Letter issued from the Head Offices to the Branch Offices: Such letters generally
contain the decision of the Head Office in regard to the granting of credit to certain
customers on the recommendation of the Bank branch. If the Head Office decides not to
act on the recommendations of the Bank branch the reasons for arriving at such
decision should invariably be communicated to the Bank branch. This is essential so
that the branch manager who often knows his customers personally may find himself in
a position to convince them regarding the reasonableness of the decision taken by the
Head Office.

Letters from the branches to the Head Office: These letters consist of the branch
manager’s reports on the administration of the branch, on local trade conditions or on
ways and means of developing branch business. These may also be in the form of
recommendations for the appointment of members of the staff, their promotion,
transfers, dismissals, etc., on recommending the granting of advances to customers of
the branch. Such letters should be accompanied by Loan Application Forms filled in by
the customers. In the covering letter, the branch manager should provide his own
estimate of the applicant’s business integrity, trustworthiness and his ability to reply the
amount.

Letters from one bank to another: These letters comprise the status enquiries,
negotiations of bills of exchange, granting of letters of credit, etc. and to matters which
are of common interest to banks. In these letters technical terms which are common in
the business of banking are generally used.

SOCIAL CORRESPONDENCE
Letters are written to fulfil social obligations or to meet personal needs which may not
be directly related to our official or professional activities.
 EMAIL CORRESPONDENCE

What is email correspondence?

An email is a communication of the thoughts and feelings of people who write and
receive them.

Email correspondence is a way to communicate through electronic (email) messages

and is often used for processing information.

Email correspondence can be formal or informal, depending on the topic, the sender,
and the recipient.

How do I write a correspondence email?

A correspondence email is an email sent to someone you don’t know personally. It is
different from a personal email, which is sent to a contact you know personally.
When writing your correspondence email, keep these five guidelines in mind:

1. Keep the tone friendly and avoid sounding like a form letter (This means that you
should not use any of these phrases or words that are likely to make someone
feel unwelcome.)
2. Be brief and concise (You should only include necessary information- for
example, if you ask for appointments with someone, you might need to have their
title.)
3. Use “I” (For example, “I am writing this at your request.”)
4. Avoid jargon or acronyms that are unfamiliar to the

How do I write a professional correspondence letter?

It is essential to write a professional letter that both your colleagues and the recipient
will find courteous and effective. The following are some guidelines to keep in mind
when writing a correspondence letter.

 Avoid using all caps or exclamation points

 Be sure to use correct punctuation
 Draft the letter before you send it
 Send the letter via email if possible

What is a written correspondence?

Written correspondence is a type of communication that takes place via writing. It can
also be called an epistolary novel or correspondence novel. The word “correspondence”
refers to the fact that this form of communication does not necessarily require an
immediate response.

A letter is the most common form of written correspondence. Still, it can be any written
communication (email, text message, etc.) with the intent of reaching someone else’s
attention or conveying information to them.

A letter can be sent by mail, courier, fax, post, electronic mail (email), text message
(SMS), telegram, or any other means of delivery at the recipient’s choosing; long-
distance phone calls are not considered letters. A letter can also refer to a document.
What is correspondence etiquette?

When you send a letter, you should consider the following aspects: ?

1. The kind of letter you’re writing

2. Your relationship with the recipient
3. The occasion for which the letter is written
4. The addressee’s job position and personal situation

Is email considered correspondence?

There is a difference between email and correspondence. Correspondence is based on
human-to-human interaction, while email, especially for business purposes, is more
formal. While the meaning of correspondence varies among different countries, it can
be defined as “written communication between two or more people used to maintain
personal relationships.

Email should not be considered correspondence, but it can serve as an effective

communication channel when the sender knows that the recipient prefers email over
other forms of communication.

How do you draft correspondence?

If you are unsure of how to draft correspondence, the following are some of the most
effective steps that you can take.

“Drafting correspondence” is a broad term that may have different meanings for different
people. For one person, it could be about writing a letter to someone, while for another,
it might be about composing an email.

The definition of drafting correspondence can vary depending on the context in which it
is used. It might also depend on whether this particular person is drafting an email or
letter.

In this case, “drafting correspondence” refers to composing emails and letters on behalf
of others. For example, it could also refer to writing content on others by creating blog
posts or social media updates.

What is good email etiquette?

Email etiquette is the proper way to behave with email. It is essential that you follow
these guidelines so people can understand your intentions.
What makes an email good?

An email should be concise and to the point, not dragging out or containing irrelevant
information. An email should also provide a clear call to action so that it is easy for the
reader to take the next step in the conversation with you.

Can you do a formal email?

Can you do a formal email? This question is crucial because it can create awkward,
uncomfortable, and even threatening situations.

The short answer is yes; there is such a thing as a formal email. However, here’s the
long answer:
There are two types of informal emails:

For example:

This type of informal email is less common than the first one. Generally, it falls into the
category of “I don’t care about your feelings.”

The second type of informal email looks like this:

This type of informal email is most commonly used in professional settings. It is also
less common than the first one. It can be considered appropriate in some cases but not
all.

How do you write kindly in an email?

If you want to write kindly in an email, you need to make the reader feel your number
one priority. Here are some key things to keep in mind:

Be sincere and genuine: If you start by saying how sorry you are for the person
waiting for your response, this will only make the reader more frustrated and put them
on the defensive.
Offer an alternative: It can be challenging for people to hear “no,” so instead, offer a
solution or a different plan of action that might work better than what they initially
thought of.
How do you kindly request something in an email?
It is not the same process to politely ask for something in an email as it is in person. In
person, you can say, “Hi, I need a favor,” while emailing it might be more complicated.

To be polite, you have to open with a sentence that describes your relationship with the
other party and how they can help you out. It would help if you also used a tone of voice
that is easy-going and friendly. It should sound like a mutual conversation between
friends rather than a business transaction.

You might also want to indicate how long it will take for them to get back to you with
your answer or to respond in some way that will let them know that they are on your
mind.
How do you politely ask for an update in an email?
It is essential to be polite and professional in your email, and asking for updates politely
can help you keep a good relationship.

The general best practice is to follow up with “I hope all is well” or “I wanted to make
sure everything was going well.” After this brief inquiry, it’s okay to move on from the
subject.

Do not continue the conversation in the email.

How do I ask for a timeline in email?

It is often hard to negotiate the timeline of tasks or projects with other people. It can be
challenging if you are trying to get someone else to commit, especially in professional
settings. So, how should you ask for a timeline in an email?

This should be done mainly through body language and tone. Try not to assume that
they will understand what you mean by immediate or vague/open-ended terms.

If it is a written email, try using phrases like “How soon can we meet?” or “Can we set
up a call?”

What are the benefits of email correspondence?

Email correspondence is one of the most popular forms of communication today.

There are numerous benefits for marketers and businesses to use email as their
primary channel of engagement.

The most notable benefits are cost, efficiency, and the reach email offers.

It doesn’t matter if you’re sending an email with an update on your business or

announcing a new product – emails are still one of the most effective tools today.
Why is email correspondence important?
Email correspondence is an essential communication tool that was not always available.
There are several reasons why email correspondence is necessary for businesses,
brands, and individuals.

An email has many advantages over other communication tools such as telephone,
letter, or face-to-face conversation. It is easier to find out information about the other
person because they are usually on their phone or computer at all times. Emails can be
responded to quickly and provide more detail than a telephone conversation. Lastly,
email allows people to collaborate with others without ever having to leave their house
or office.
What are the benefits of using email correspondence in business?
Sending emails is not new, but it has changed drastically over the past few years. Now,
email correspondence is about more than just sending messages to your colleagues
and friends. It can be used as a tool for collaboration and productivity.

Email correspondence is an effective way to communicate with your clients, prospects,

and even your vendors on a large scale. Emailing them regularly helps you keep track
of what’s happening on their side of the table so you can offer better service to them in
the future.

Some companies prefer email correspondence because they think this communication
is more accessible for their customers to work with. They don’t have to worry about
finding an appointment time or contacting them through voice or chat – all these are
done through emailing conversations instead.