Business correspondence

Meaning

Importance (why we need them)

Forms of correspondence
Agenda
Features

Types

Examples
? What is it
 What is business correspondence?

It refers to business communication through the

exchange of letters, memos, faxes, and e-mails
 Meaning

Importance (why we need them)

Forms of correspondence
Agenda
Features

Types

Examples
What is the importance of business correspondence in the
workplace?
What is the importance of business correspondence in the
workplace? • To inform
• To persuade
• To promote goodwill
• to request
• to express thanks
• to remind
• to recommend
• to apologize
• to congratulate
• to reject a proposal or offer
• to introduce a person or policy
• to invite or welcome
• to follow up
• to formalize decisions
  Functions of Business Communication (Guffey, 1997)
 Meaning

Importance (why we need them)

Forms of correspondence
Agenda
Features

Types

Examples
Forms of Business Communication
Forms of Business Communication

1.Internal communication
2.External communication
Internal communication-1
1-Internal communication with superiors, coworkers,
and/or subordinates

Key Functions
a) Issue and clarify procedures and policies
b) Inform management of progress
c) Persuade employees or management to make changes or improvements
d) Coordinate activities and provide assistance
e) Evaluate, compliment, reward, and discipline employees
f) Get to know individuals personally
Flow of internal Communication

1-Vertical Communication Flow

2-Horizontal Communication Flow

Vertical Communication Flow
a. Downward Communication Flow
b. Upward Communication Flow

TOP MANAGEMENT

downward
upward

MIDDLE
MANAGEMENT
EMPLOYEES
Horizontal Communication Flow

Top management
Top management

Middle management
Middle management

Employees
Employees
External communication-2
2-External communication with customers, suppliers,
governments agencies, and the public.

Key Functions
a)Answer inquiries about products or services
b)Persuade customers to buy products or services
c)Clarify supplier specifications and quality
requirements
d)Issue credit and collect bills
e)Respond to regulatory agencies
f)Promote a positive image of the organization
 Meaning

Importance (why we need them)

Forms of correspondence
Agenda
Features

Types

Examples
 Clear-1
Which is more effective?

1.There isn’t any question 2.The account executive

about the proposed advertising believes that the proposed
campaign’s success in the advertising campaign will
opinion of the account succeed.
executive.
Concise .2

Which is more effective?

2.Before we can send up our satellite,

1.Before we can send up our satellite,
it must be fully covered with
we must insure it fully
insurance
.
Coherent .3

Which is more effective?

2.Please rush the attached order as

1.We’ve run out of stock
fast as you can. We’ve run out of
unexpectedly. We have a new
supplies unexpectedly and need new
marketing campaign that got us a lot
supplies at once.
of customers that we didn’t expect.
.
Needless to say, we are desperate and
hope you will fill the attached order at
once.
correct .4

Which is more effective?

2-How much time do you spend every

1-How many time you spend every
day packing your
day pacing your
kids' lunches? No more! Just take a
kids' lunchs? No more! Just take a
complete Lunchbox
complete Lunchbox
Wizard from your refrigerator each
Wizard from your rifrigerater each day
day to give your kids
to give your kids
a healthy lunch and have more time to
a healthey lunch and had more time to
play or read with
play or read with
them!.
them!
complete .5

Which is more effective?

Hi everyone,
I just wanted to send you all a reminder about the meeting we’re having tomorrow!
See you then,
Chris

Hi everyone,
I just wanted to remind you about tomorrow's meeting on the new
telecommuting policies. The meeting will be at 10:00 a.m. in the
second-level conference room. Please let me know if you can’t attend.
See you then,
Chris
 Courteous .6
Which is more effective?

Hi Jeff,
I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an
excellent job of highlighting their progress. But this uses some of the time available for my team to
highlight theirs. I'd really appreciate it if you could give my team a little extra time each week to fully
cover their progress reports.
Thanks so much, and please let me know if there's anything I can do for you!
Best,
Phil

Jeff,
- I wanted to let you know that I don't appreciate how your team always monopolizes the discussion at our
weekly meetings. I have a lot of projects, and I really need time to get my team's progress discussed as well. So
far, thanks to your department, I haven't been able to do that. Can you make sure they make time for me and my
team next week?
Thanks,
Phil
 Concrete .7
Which is more effective?

How much time do you spend every day packing your kids' The Lunchbox Wizard will save you
lunches? No more! Just take a complete Lunchbox Wizard time every day.
from your refrigerator each day to give your kids a healthy
lunch and have more time to play or read with them!
 ? Evaluate the following, are they effective

1. Past experience tells me that our first priority should be consideration of the final outcome.
2. Please meet me on Tuesday at 5:oo p.m.
3. Hopefully, I will be able to expedite the termination notice to achieve processing no later than the fifteenth of
July.
4. Its only three miles further than the road.
5. As much as I would like to meet you for lunch on Thursday, I cannot because my four-year-old daughter,
Trichie, is having her first tap dance recital on that date. I have an 11:00 appointment on Monday, but I think I will
be finished in time for lunch. Is your schedule free on that date?
 Meaning

Importance (why we need them)

Forms of correspondence
Agenda
Features

Types

Examples
1. Business Letters & emails
Business letters are the most formal method of communication
following specific formats. They are addressed to a particular
person or organization.

They are currently replaced by emails.

There are a lot of used for letters.
 1. Business Letters & emails
Cover letter Replying to a Job Applicant Follow-Up Letter Requesting a Service

Confirming a Service Requesting Information Providing Information

Letters of complaints Replying to a complaint

Letters of Resignation
1. Business Letters & emails (cover letter)
1. Business Letters & emails (cover letter)
1. Business Letters & emails
(Replying to a Job Applicant)