Post on 12-Jul-2015
Group Members Roll No
Santosh Pansuriya 67
Ankita pasrija 71
Ritisha Soni 95
Jay Savani 100
Keval Shah 101
Shailja Thakkar 111
Group no. 6
Sr. No. Topic
1. Meaning of Correspondence
2. Meaning to Business Correspondence
3. Strategies to writing effective letter
4. Types of Business Letter
References
Index
•The term in modern times for correspondenceMeans communication by letters
•Correspondence is communication in writingbetween two persons
•On matters of personal/official/business interest
Meaning of Correspondence
•Correspondence is communication in writingof ideas/opinions/views between friends/relatives /between business houses/offices
•Matters relating to personalmatters/welfare/trade & commerce/officialmatters
•Communication takes place between partiesliving at distant places
Business Correspondence
• Business correspondence is aninstrument of decision making in thebusiness world
• Business correspondence includes alltypes of notes, minutes, memos, lettersas well as electronic mails and messages
Effective Business Correspondence :Basic Principles
• Place the Reader First
• Keep to the point
• Set the right tone
• Write a strong opening
• Write a strong close
Strategy for writing of a Letter
• State the main business /purpose or subjectmatter right away-let reader know from thevery first sentence what your letter is about
• Keep the paragraphs short
• Provide topic indicators in the beginning ofparagraphs
• Place important information strategically
• Project the “you attitude”
• Give an action ending whenever appropriate(clears what the writer of the letter expects)
Types of Business Letters
• Routine letters
• Covering letters for job application
• Follow-up letters
• Acceptance letters
• Rejection letters
• Resignation letters
• Inquiry letters
• Complaint letters
• Adjustment letters
• Persuasive letters
Samples of Business
letters
Routine letter
• A common routine letter is usually a requestfor information. It is routine when the writeris not asking a special favor and he isexpecting the request to be accepted
• A typical routine letter asks for moreinformation, catalogues, and price quotation.The reader usually accepts the requestbecause what is requested is usually availableat hand
Covering letter for job application
• Job seekers frequently send a cover letter alongwith their curriculum vitae or application foremployment as a way of introducing themselves topotential employers and explaining their suitabilityfor the desired position
• Employers may look for individualized andthoughtfully written cover letters as one method ofscreening out applicants who are not sufficientlyinterested in their position or who lack necessarybasic skills
Follow-up letter
• A follow up letter is written to revisit a reminderthat had been sent earlier. These days sincecustomer is considered king and is always right,most companies ensure that there are a few followups before the deal is considered fallen through
• Even though a Follow up letter is the repeatedreminder for something, it cannot be taken forgranted that the deal will still go through. It alldepends on the customer’s experience with theorganization
Acceptance letter
• It is common for people to write businessacceptance letter to follow up an agreement,meeting, or a discussion
• It is best for the letter to be polite and simple,written in a formal tone. Keep the letter shortand ask for another meeting and discussionwhich will tell the receiver that firm isinterested in continuing the discussion
Rejection letter
• A letter written typically in responses to a job offer,or occasionally another similar invitation. In regardsto a job, a refusal letter is written when a companyoffers a position to an individual who must refusedue to his or her circumstances
Ex. Such as already having accepted
another offer, or simply lack of interest in thisparticular format or specification of a refusal letter,but most times an individual will try to be as politeas possible in their rejection.
• Typically, courtesy suggest writing the letter aspromptly as possible upon making one’s decision,so the company can search for other promisingemployees
Resignation letter
• A letter of resignation is written to announce theauthor’s intent to leave a position currently held,such as an office, employment or commission
• Such a latter will often take legal effect to terminatean appointment or employment, as notice underthe relevant terms of the position: manyappointments and conceptual employments areterminable by unilateral notice, or advance noticeof a specified period of time, with or withoutfurther conditions
Inquiry letter
• Its customary that for the purpose of finding thecheapest and best sources of supply of requiredgoods, the potential customers inquire and invitequestions from possible sellers.
• For this, inquiry letters are written for askinginformation about product price, terms andconditions of sales, etc. inquiry may be routine, inresponses to advertisement (Solicited inquiryletters) or at one’s own initiative (Unsolicitedinquiry letters).
Complaint letter
• Delayed consignments, defective packaging,damaged goods, etc. are the usual causes ofclaims by customers. These cause in convinceas well as financial loss to the customer
• Hence he has valid reasons to explain. Itrequires greater care to write complaint letterthat settles the cordial relations between theparties
Adjustment letter
• Complaint letter should not be viewed as nuisancerather should be looked as an opportunity to re-examine the working of the organization
• They should be replied with suitable adjustmentletter so that clientage is not lost and goodwill ofthe company is not damaged
• The main purpose of writing adjustment letter ishandle the customer’s complaint’s while being fairand friendly to the concerned party
Persuasive letter
• A persuasive letter is a formal letter, and thus, it iswritten to persuade a reader to invest time orresources in a particular product or event
• While most such letters are written in order to sell aparticular item, others may be written byorganizations looking for sponsors or advertiser, topopularizes a particular concept or to convince oridea as a method of direct marketing, or to convincethe reader to do their bit for a cause
• The very meaning of persuasive says that theletter has to be convincing enough for thereader to respond in the positive and takealmost immediate action. A persuasive letteris a formal document and requires to bewritten in a specific format so that it fulfills itsfunctions well
“Missing Briefcase” – case study(Page no. 177, “Business Communication by Meenakshi Raman)
• SummaryThis case all about missing briefcase of employee of TechIndia
Electronics. Rajesh was determined to take care of allcorrespondence. A few days back he had received a memo fromSunit Jhon, a Sales representative. John had written a memo toRajesh in which he had complained about his missing briefcaseand request for reimbursed for briefcase which cost for Rs. 3500and was a month old. The complaint was exactly match withcompany policy. Rajesh and Deepak Barua, a Marketing chiefdiscussed about and Deepak had told Rajesh to make decisionwhich is reasonable and Rajesh took two decisions, 1st, to writea memo to all staff interpreting more fully the company policyand 2nd, because the present policy may not have beensufficiently clear, write memo to Sunit and agree to hisreimbursement request.
Q-1. How reasonable was John’s claim? Was theintent of the policy clear? Should Rajeshhave reimbursed him? Why or Why not?
A-1. John’s claim was reasonable enough. No,the intent of the policy was not clear. Yes,Rajesh should reimburse him. Because theclaim of John was exactly matched withsentence quoted in the policy of TechIndiaElectronics.
Q-2. How reasonable is John’s interpretation ofthe company policy?
A-2. TechIndia Electronics had not mentionedthe policy clearly. Then have not mentionabout the time of complaint after theincident, as well as what amount shouldreimburse, present value or purchasedvalue. So, John’s interpretation about thecompany policy was reasonable enough.
• Q-3. Compose the two documents that Rajeshintends to write the memos to sales staffand Sunit. Format them in appropriatestyle.
A-3.(A) Memo to the sales staff for interpretation of company policy more clearly.
TechIndia Electronics
To : Sales staff
From : Mr. Rajesh, Correspondence Department
Date : 1st April, 20XX
Dear Employee,
This is to inform you all sales staff members about company policy about any personalproperty that is stolen or missing in organization.
Employee must report within two working days after the incident. Employee mustattach their cash of memo of property. Company will be reimbursed at present valueonly. If, reasonable care has been taken to secured such property.
Sincerely,
Rajesh
(Correspondence Department)
A-3 (B) Memo for agreement of reimbursement request.
TechIndia Electronics
To : Sunit John, sales representative
From : Mr. Rajesh, Correspondence Department
Date : 1st April, 20XX
Dear Mr. John,
This is to inform you about reimbursement of missing briefcase.
As the present policy is not sufficiently clear and you have requested aboutreimbursement of briefcase, your request and company policy matches exactly. So, wedecided to reimburse your money i.e. Rs. 3500. We will try to pay as early as possible.
Sincerely,
Rajesh
(Correspondence Department)
References
Book
Business Communication
- By Meenakshi Raman
Website:
• https://www.uky.edu/careercenter/themes/happy/pdf/follow-up.pdf
• http://www.abahe.co.uk/b/English-Lessons/practical-english/Lesson-18-Routine-Letters.pdf
• http://www.eiu.edu/careers/Accept_Refuse_Ltrs.pdf
• http://www.michaelpage.com.tw/websitepdf/MP_resignationletter.pdf
• http://www.english-bell.com.tw/doc/business/letter-of-inquiry-3.pdf
• http://www.ag.nd.gov/CPAT/PDFFiles/SampleComplaintLetter.pdf
• http://writing.colostate.edu/guides/documents/business_writing/business_letter/adjustment_letter/sample_adjustment_letterB.pdf
• http://www.dentonisd.org/cms/lib/TX21000245/Centricity/Domain/1516/Persuasive%20Unit%20Packet.pdf