Forms of business correspondance

PRESENTATION ON FORMS OF TECHNICAL COMMUNICATION

FORMS OF TECHNICAL COMMUNICATION

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BUSINESS CORRESPONDANCE

Business correspondence refers to all modes of written communication.

This include letters, telegrams, fax, e-mail, memos, notice & reports etc…

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A telegram is a quick & easy way of transmitting message. It has a format.

Fax uses a box machine through which message is transmitted in no time.

E-mail doesn’t require any paper work. It is the fastest means of transmitting message.

Memos, circulars, & notices are not part of inter-official communication.

Report is a formal document on some issue & it is passed to someone who was not present on the event.

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MEANING OF BUSINESS LETTERS

Business letters are written to establish & making contacts with suppliers, government departments & public in general.

These letters may relate to make an inquiry, reply an inquiry, placing an order, acknowledging an order, applying for credit, granting credit, etc.

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IMPORTANT FEATURES OF A BUSINESS LETTERS A business letter is an official letter having a proper

structure. It is written in limited words. Readers with their interests & tastes should be borne in

mind while writing a letter. The language should be simple, precise, & easy to

understand. Different & out-dated words should be avoided to avoid ambiguity.

It should be effective, pervasive & clear cut in its idea. The tone of a business letter should be direct, polite,

positive & friendly.

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FUNCTIONS OF A BUSINESS LETTER Record & Reference… Building Goodwill… To widen the scope… An Authoritative Proof… A Lasting Impression… Providing Information…

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ORGANIZATIONAL APPROACH TO BUSINESS LETTERS Direct Approach of Letter Writing:

It is adopted when receiver & sender are

familiar to each other & there is a high

possibility of positive response. Indirect Approach of Letter Writing:

It is used when a message is expected to get negative

response.

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FORMS OF LETTER LAYOUT

1. FULLY INDENTED STYLE: . The letter is typed in single line spacing. . Salutation is placed three lines spacing below the inside name & address. . The subject statement is placed two lines spacing below the salutation.

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. Double line spacing is done after the completion of every paragraph. . The complimentary close begins at the center of the typing line & typed signature & designation follows ten spaces & five spaces as is determined depending upon the length of the two.

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2. SEMI INDENTED STYLE: . The inside name & address & put in a block form. . The complimentary close & designations are put at the centre of typed line. . The punctuation is in close pattern.

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3. FULLY BLOCKED STYLE: All lines including data, inside name & address, subject statement, paragraph, signature are typed at the left hand margin.4. MODIFIED BLOCKED STYLE: The data, subject statement, the complimentary close, signature & designations are placed like semi indented style. The punctuation is in open pattern.

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STRUCTURE OF A BUSINESS LETTER

Heading: The letter consists of the name & address of the company, its telephone number & telegraphic address.

Date: Date should include month, date & year.

Reference Number: Reference number is put for record purpose.

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Inside Address: It includes the addressee's name or the name of the company & address. If it includes the name of the company, ‘Messer's’ should be written before name of the company

Salutation: It should be placed two spaces below the inside address. ‘Dear Sir’ should be used if the recipient is man. ‘Dear Sirs’ is used in case the letter is addressed to the company.

Subject Matter: It states the purpose of the letter. It should be underlined.

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DO’S & DON’TS FOR A GOOD BUSINESS LETTER

1. Do follow rules of a standard business letter.2. Do target your correspondence to the

audience/ employer. (ex: avoid “To whom it may concern,

Dear Sir/Mam”).3. Do make sure there are no spelling, grammar or punctuation errors.4. Do limit to one page.5. Do keep a copy of everything that you send

out.6. Do make sure there is an original signature on

all the documents that you mail out.

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7. Do close with a direct request for some type of action. (Ex: interview, phone call, etc.)8. Do use high-quality stationary for hard copies.9. Don’t be generic & impersonal.10. Don’t start every sentence with “I”.11. Don’t use language that is unprofessional (Don’t try to be a comic).12. Don’t include personal information that is not relevant to the position.13. Don’t give false impressions.

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TYPES OF BUSINESS LETTERS

Sales Letters Credit Letters Letters of Enquiry Letters of Quotation Letters of Order Letters of Claim or Complaint Letters of Adjustment Letters of Acceptance, Withdrawal, Rejection

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SALES LETTERS Sales letters are written to draw the attention

of the customers towards the sale of a product. It should be persuasive & action oriented.

Sales letter has two functions: -> To introduce your company & your products. -> To direct the customers towards your product.

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FORMAT OF A SALES LETTER

Salutation…

Subject Matter

Your Name & Address…

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OBJECTIVES OF SALES LETTERS

G Gaining attention of the readers. A Arousing interest & desire in them. T Tactfully convince the readers. that his/her product is the best. E Ensuring action through motivation.

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CREDIT LETTERS

A letter of credit is issued by bank. It acts as an irrevocable guarantee of

payment to a beneficiary. This means that if don’t perform your

obligations, your bank pays.

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FORMAT OF CREDIT LETTER

Your Address…

Date…

Name & Address of the company…

Salutation

Subject Matter…

Your Name…

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TYPES OF CREDIT LETTERS

Requesting for Credit Enquiries about Status Response to Status Enquiries Letters Granting Credits Letter Refusing Credits

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A QUOTATION BY MR. H.N. CASSON

“ A good letter is a master key that opens the door. It opens the way for your goods or services. It tells the story of real character of your firm. “

THANK YOU