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Essentials of effective business correspondence :

Submitted By
KESHAV YOGI
210101040012
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INDEX

 Introduction
 Basic principles of correspondence
 Planning of letters
 Kinds of business letter
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Introduction

Business correspondence means the exchange of information in a written format for

the process of business activities. Business correspondence can take place between
organizations, within organizations or between the customers and the organization.
The correspondence refers to the written communication between persons. Hence
oral communication or face to face communication is not a business correspondence
  CLARITY
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 COHERENCE
 BREVITY
COURTESY AND
FRIENDLINESS
 SIMPLICITY
 CORRECTNESS

Basic principles of  COMPLETENESS

 ORIGINALITY
correspondence  ATTRACTIVENESS
 EFFECTIVENESS
AVOIDANCE OF
OBSOLETE LANGUAGE
USE OF ACTIVE VOICE IN
CONSTRUCTION
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 Clarity : Clarity of content is the most essential requirement of a letter. Difficult words
requiring the use of dictionary, flowery expression and poetic language should be always
avoided. The words used should not be vague or ambiguous. The letter must convey to the
recipient the exact meaning which the writer wants to communicate.

 Coherence : The clarity of a letter, to a great extent, depends upon its unity or coherence.
Therefore , a letter should be written in a logical manner and reflect consistency of thought.
One thought should follow another in a proper sequence. An orderly arrangement of the
subject is necessary and should be expressed in appropriate words.
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 Brevity : Do not write more words if you can make your message clear in a few words. follow
two simple rules come straight to the point and make your message very clear by using simple
language.
The other reason for long, involved messages is circumlocution.
 Courtesy and Friendliness : The tone of the business letter should always be courteous and
polite. While drafting a business letter bluntness should never be regarded as a sign of
strength.
 Simplicity : A letter business should be clear, written in simple language with a natural flow of
words. The letter should not contain quotations, or words which are pedantic (bookish) and
which sound artificial.
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 Correctness : A business letter should be grammatically correct and factually accurate. . If, for
some reason, it is not possible to communicate the necessary information, the reason may be
clearly stated in a polite language.
 Completeness : A business letter should be complete in all respects. It must not leave out any
fact or information that the addressee needs to respond to the letter.
 Originality : Originality of form, expression and style are often necessary to make business
letters more appealing, particularly for sales promotion, and on special occasion, such as the
introduction of a new product. Indeed, with changing times, old and sterotyped forms and
expressions have been replaced by more natural forms and expression.
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 Attractiveness : A neat and tidy letter, clearly typed or written on a reasonable good paper
with proper paragraphing makes a letter attractive to the reader.
 Effectiveness : The ultimate goal of a business letter is the desired response in a positive
manner within a reasonable time.
 Avoidance of obsolete language : Over the years many stock words and phrases have been
developed which are in common use in commercial correspondence. However, the inclusion of
such words and phrases reduces the originality of a letter and make it pedantic and pompous.
 Use of active voice in construction : Wherever possible, active voice should be used in a
business letter. passive voice shows hfi indifferent approach which is likely to be misunderstood
as lack of interest.
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Planning of letters

 Write down your AIM.

 ASSEMBLE all the relevant information and documents.
 ARRANGE the points in order of importance.
 Write an OUTLINE in note form.
 Write a FIRST DRAFT, leaving plenty of space for changes and revisions.
 REVISE your first draft.
 Write, type or dictate your FINAL VERSION.
 Proof read your letter before sending it.
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Kinds of business letter

 Letters of Enquiries, Quotations, Orders and Acceptance.

 Letters of Claims, Complaints and Adjustments.
 Agency letters .
 Status Enquiries.
 Banking letters.
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Letters of Enquiries, Quotations, Orders and
Acceptance

 Letters of Enquiry : Letters of enquiries are generally addressed by prospective buyers to

possible suppliers of goods to seek information regarding availability of goods and the terms
and conditions of supply. A letter of enquiry may include a full description of the goods required
with specifications of the goods. Or, the letter may be a request to the supplier to send the
catalogue and price list of the goods traded by the supplier.
 Letter of Quotation : When an enquiry is received about goods from any prospective buyer, a
letter of quotation has to be sent in reply. Business quotations should be prepared giving
complete information as to the nature and quality of the goods, the time and mode of delivery,
price per unit of weight or measurement, charges for packing, transportation and other
services, and terms of payment i.e. whether on cash or credit or against acceptance.
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 Letter Placing an Order : When a business firm places an order with a supplier, the letter
provides detailed particulars about the goods desired as well as the terms of purchase.
 Letter of acceptance of order : After the order has been received it should be acknowledged
by the supplier with a letter welcoming the customer and expressing pleasure in serving the
order.
 Letter intimating supply of goods : It I As and when an order is acknowledged and confirmed
the supplier starts making I arrangements for execution of the orders. When the goods have
been despatched, a letter is addressed to the buyer intimating him that the goods have been
despatched. The buyer is also informed about the mode of transport and the date by which the
goods are expected to reach the destination.
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Letters of Claims, Complaints and
Adjustments

 The quantity and quality of goods received may not conform to the goods ordered, or the
goods received may be short or damaged or in a defective condition, or the terms and
conditions of payment, delivery, etc. may have varied. Letters of claims and complaints may
have to be written by the buyers on such occasions.
 Letters of claims and adjustments are written to the suppliers of goods when there are defects
in the goods received. Such letters are also written to Railways, Roadways, Postal, or
Insurance Authorities when the goods are lost or damaged in transit.
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Dunning Letters

These letters are usually written by suppliers when the buyer does not make payment after
repeated requests and reminders. The tone of the dunning letters should be courteous but firm.
Threats of legal action should be avoided as far as possible and should be used only as a last
resort. The usual procedure for collection of dues is to write at least three letters, the first as a
mild reminder, and the next two more firm and persistent. if these letters do not result in
payment, the fourth letter should be a firm demand for payment within a definite period with hint
of legal action in case of default. The final letter should notify the legal steps taken.
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Agency Letters

 Business firms which do not find it suitable or convenient to open branches decide to establish
agency relationships with other business firms in different towns and cities. On the one hand,
it helps to expand business, and on the other, costs of operation and maintenance of
branches are saved.
 The objective should be to provide the relevant information so as to help a positive decision
by the prospective principle.
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Status Enquiries

Enquiries about the credibility, financial standing and dealings of business firms, customers and
clients are quite often made. For this purpose confidential letters are sent either to known
referees or to other business houses and institutions which may have dealings with the firms.
Under no circumstances element of bias or malice should be apparent from these letters. No
exaggeration should be made while conveying a favourable opinion. Where an unfavourable
reply is given, it should be written in polite language.
If you do not wish to convey an unfavourable opinion, suitable reasons should be given while
sending a noncommittal reply.
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Banking Letters

 Issue of letters of Credit

 Letters for collection of Cheques
 Letters for Issue of Drafts
 Letter giving standing instruction
 Letters for overdrawn accounts
 Letters advising payment of bills.
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