February 08, 2022
13. BUSINESS CORRESPONDENCE
Business communication may be defined
as the use of effective language
for conveying a commercial or industrial message to achieve
a predetermined purpose.
PRINCIPLES OF LETTER WRITING
Of
all forms of
written communication letters
are the most common
and considered as
the most personal. With
the growth of commerce and industry their usefulness has much increased.
When
you enter a profession, you
will have to write dozens of letters
everyday as a part of routine
work, letters to other firms and companies, customers, suppliers associate
organization, government officers, credit agencies, employees etc. sch letters
are called business letters. Their aim is to achieve a definite purpose, such a
s selling a product, making an enquiry, seeking information or advice,
mollifying the feelings of a customer, creating good will etc.
Courtesy and Consideration
Necessary
tact and courtesy are important, as it is the basic principle of
social relationship. Courtesy
is like the oil, which removes friction
and makes life smooth and helps to win
friends. Especially in business correspondence, discourtesy damages both
friendship and business.
Directness and
Conciseness
Transmission of maximum information
by using minimum of words should
be the aim in the letter
writing. Attention
of the
reader can be caught
with clarity and conciseness. Unnecessary details and redundant
expressions are to be avoid. In this mechanical and busy world such expressions
may irritate the reader.
Avoid Verbosity
and participial Endings.
A study
of business correspondence
reveals that there is a lot deadwood and verbosity, which is to
be avoided. Participial endings such as assuring, rusting, hoping etc . , are
also to be avoided.
Clarity and
Precision
One of the age -old adages tells us “one should speak
as the common
people do and think as wise men do”. A simple expression and clear
thinking are the most important virtues of effective writing. Here Mathew
Arnold rightly advised, “Have something to say ands say it as clearly as you
can”. This is only
the secret of style.
|
|
HINTS |
|
|
Do’s Many thanks for your letter We are glad to note
that |
|
Don’ts you state you
are wrong in saying |
|
We appreciate your writing |
|
it is difficult to believe |
|
We regret to inform that We
are sorry that |
|
we can’t accept your
request we
are forced to refuse |
We are grateful for the suggestions you have made we demand.
Negative and roundabout
1.
You failed to tell us 1. Please
let us know
2. We can not help you unless 2. We shall be pleased to help you
if..
3.
We can not help you with 3.We suggest that you
4.
You have
not cared to pay 4. Please
look into our complaint. Attention to
our
complaint
Structure
and Layout of letters
Just as the “apparel of proclaims the man”, the
appearance of a letter often reveals the character of the writer and the
organization he belongs to.
a) Elements of
1. Heading
5. Attention
2. Date
6. Salutation
3. Reference
7. Subject
4. Inside Address
9. complimentary close 10. Signature 11.
Identification Marks 12. Enclosure.
b)
Heading
: Most of the business organizations
use printed letterheads for
correspondence. The letterhead contains the name, the address, telephone number
and e - mail address.
c)
Date: The date,
month and year should be indicated in the upper right hand top
corner. d) Reference: If yours
is a reply letter, give the correspondent’s reference number against the first and
your reference number against the second line.
e)
Inside
address: The full addre ss of the
person or organization you are addressing should
be written two spaces below the date.
f)
Attention
line: To ensure prompt
attention, sometimes a letter that
is addressed to a firm or company
is marked to a partic ular officer
in that organization.
g)
Salutation: Salutation is nothing but greeting a
person.
It is placed
two space below the attention line.
h)
Subject:
The purpose of the
subject line is to let the reader know immediately
what the message is
about.
i)
Body: The main purpose of a letter is to convey
a message. This is done through the
body of the
letter.
j)
Complimentary
close: This is nothing but
– a polite way of ending a
letter, the close must agree with the salutation.
k)
Signature:
The signature is the singed name of the writer it is placed below
the complimentary close.
l)
Identification
Marks: These marks are put in the left margin to identify the
typist of the letter, one or two spaces below the signature.
m)
Enclosure: If anything is attached to
the letter. It must be
indicated against enclosure.
Generally the abbreviated from
Encl. is typed against which the number of enclosures is indicated.
Planning
a Letter
1.
Set aside specific
time for handling your correspondence.
2.
Ask yourself, what is the main purpose of the letter.
3.
Gather relevant information
4.
Arrange the material in a logical order
5.
Select the right tone.
Quotations, Orders and Tenders
Quotations, orders and tenders are some important types
of business correspondence. It is customary for a
business organization to
invite quotations from several
sellers before placing an olders.
The purpose is to find out eh
cheapest and the best source of supply of goods required. The following
details are to be furnished in
the latter.
Describe your needs clearly and precisely and give the detailed specification
such as the shape, size, quality of the goods you require.
Mode and terms of payment Place and time of delivery Method of
transport
Packing and forwarding charges.
Tende rs
While quotations are generally sought from a few selected sellers
,notices regarding tenders are
advertised in newspapers
,magazines etc. inviting
prospective sellers of
services and goods
to quote their
rates for doing a job or
supplying good specified in the
notice. When a
tender is accepted, the successful
seller ahs to sign a contract to do
what he has promised.
Sales letters: A good sales letter is essentially like a successful advertisement, it catches the attention of
the reader, excites his interest and curiosity and induces him to bu6y the goods or services offered. Here are few guidelines.
Catching the readers’ attention through an attractive
opening Convincing him that your product or service is the best in the market
Motivating him to act quickly
The reader’s attention is caught by the layout, color,
scheme, illustrations, catchy
phrases, striking statements, questions, etc. he is
motivated by such as “Just fill in the coupons below and dispatch it today, send
no money. “Only mail
the attached card”. “Avail this special offer” etc.
The purpose of every sales
letter, as of
every advertisement is
to convert the reader into a customer.
Claim and Adjustment Letters
However efficient an organization may
be mistakes are likely to be ma de owing to human frailty or misunderstanding.
Important services are sometimes unsatisfactorily rendered, goods are consigned
to wrong destinations
sometimes late, sometimes in less than the required
quantities. Occasionally
they reach their
destination in damaged condition because
of faulty packing or improper handling in transit.
Letters written to bring these mistakes to
the notice of those who
must
own the
responsibility
for them are called claim or complaint
letters and those written to take action on them are known as adjustment letters.
Job
application Letters
An application for a job
may the first important business letter that
one will write after getting graduated from a college or university.
There are two types of letters of application. In the first all information about
qualification, experience and personal details is given in one letter. In the
second there are two parts. Part one is a short covering letter, containing
reference to the advertisement in response to which you are applying and
featuring your most significant qualifications for the post. Part two consist of the resume, a sheet that lists details
about you and your qualifications. It includes the following.
Personal details, age, fitness and marital status. Educational
qualifications Specialized training, if any
Experience and achievements
Special honors
and distinctions, if any
Special personal qualities, which make you suitable for job
references, Names and addresses of persons who can vouch for your references.
Quotations
Write a letter
to xyz chemicals and glassware to send the quotation
for the
equipment you need.
Letter
of order
Write a letter of order to ‘REPUTED FURNITURE’ to send the furniture as per the list that
your have already sent.
Claim
Imagine that you are an officer of Sports Development Authority.
Write a letter of claim to VIP Sports Company that has sent you certain broken
cricket bats.
Social Correspondence
Write a letter to your friend congratulating him on his promotion as
Marketing
Manager.
Personal
Letter
Write a letter to your friend explaining the importance
of English Language Lab in your college.
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