Slide 1

By: Meenakshi Aggarwal September 15, 2011

BUSINESS CORRESPONDENCE CORRESPONDENCEBusiness correspondence is an instrument of decision making in the business world.Business Correspondence is a link between people.It helps to reinforce professional exchange of ideas, opinion and information.FUNCTIONS OF A BUSINESS LETTERTo provide a convenient and inexpensive means of communication without personal contactTo seek or give informationTo furnish evidence of transaction entered intoTo provide a record for future referenceKINDS OF A BUSINESS LETTERPersonal Letters

Non- Personal LettersNon Personal LettersBusiness LettersEnquiries and replies, orders, their execution, credit and status enquiries, complaint and adjustment, collection lettersCircular letters, sales lettersBank correspondence, insurance correspondence, import export correspondence, agency correspondence

Business Letters

Application letter, interview letter, reference letter, letter of appointment, confirmation letter, promotion letter, retrenchment, resignationCorrespondence from company secretary, correspondence with central governmentLetters to pressClassification of Business LettersOfficial Letters

Demi-official Letters

Internal Letters

Form LettersOfficial Letters

Official letters are written to government or semi government bodies

Demi-official LettersDemi-official letters are official in purpose but are addressed to a person by name.Internal LettersInternal letters or memos are used both in government offices and business houses for internal communicationForm LettersForm letters are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews, notices, appointments etc.STRUCTURE- REGULAR LETTERSenders addressDateReceivers addressSalutation Body of the letterSalutationSTRUCTURE- BUSINESS LETTERHeading (Letter Head)DateInside addressAttention LineSalutationSubject/ Reference No.

Body of the letterOpening or Introductory Paragraph Middle or Main ParagraphClosing or Concluding ParagraphComplementary CloseEnclosuresHeadingA business letter is generally typed on printed letter head. It contains-Writers full addressTelephone no. E-mail IDTrademark,Registration no. Establishment year. DateThe date may be written in any of the following ways-

15th September 2011 15 September 2011 September 16, 2011

Inside addressThe inside address contains the name and address of the firm or the individual to whom the letter is written. It helps in maintaining records.the outward clerk to write the same address on the coverEx.-The Chief Accounts OfficerBharat Steel Tube Ltd.Hans BhawanConnaught PlaceNew Delhi

Attention lineTo elicit prompt response, sometimes a letter which is addressed to an organization and company is marked to the attention of a particular officer by name or designation.

Attention: The sales officerOrKind Attention: Mr. A.K.Mathur, Sales officer

SALUTATIONSalutation in a letter is like greeting a person when you met him.Ex.-Dear SirDear MadamDear Mr. AggarwalSir

Subject linePurpose- to let the reader know immediately what the message is about. Like reference and attention line, it saves time. The subject can be written before as well as after salutation.Ex.- Subject- Supply of raw material

BodyIntroductionThe letter should open with-expression of pleasureAcknowledgmentReference to the action taken in response to the readers previous letter, if any.

Ex.-We thank you for your order placed on 25th July..We thank for your enquiry...With reference to your letter no.

Main ParagraphContains subject matter of the letterShould be brief and to the pointNo relevant details should be omitted.

Closing ParagraphShould-Be briefBe like natural and logical outcome of the main paragraph, Motivate the reader to act.

Ex.-We look forward to our next meeting.We hope to hear from you soon.Looking forward to a positive response.

Complementary closeThe complementary close is a courteous leave taking, polite way of ending the letter. Ex.-RegardsYours sincerely

EnclosuresIf you enclose anything with the letter you should indicate it against the enclosure line:

Encl- 1. Catalogue 2. List of Dealers 3. Price List 4. Quotation

ANY QUESTIONS???