Introduction to Business Correspondence

What is business correspondence?

What is business correspondence?

It refers to business communication through the

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

What is the importance of business correspondence in the workplace?

What is the importance of business correspondence in the workplace?

Functions of Business Communication (Guffey, 1997)

1. To inform2. To persuade3. To promote goodwill

What is the importance of business correspondence in the workplace?

Two Forms of Business Communication (Guffey, 1997)

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

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

What is the importance of business correspondence in the workplace?

Internal communication with superiors, coworkers, and/or subordinates

Key Functions

a) Issue and clarify procedures and policiesb) Inform management of progressc) Persuade employees or management to make

changes or improvementsd) Coordinate activities and provide assistancee) Evaluate, compliment, reward, and discipline

employeesf) Get to know individuals personally

What is the importance of business correspondence in the workplace?

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

Key Functions

a)Answer inquiries about products or servicesb)Persuade customers to buy products or servicesc)Clarify supplier specifications and quality requirementsd)Issue credit and collect billse)Respond to regulatory agenciesf)Promote a positive image of the organization

Flow of Organizational Communication (Eunson, 2005)

1. Vertical Communication Flowa. Downward Communication Flow b. Upward Communication Flow

2. Horizontal Communication Flow

Vertical Communication Flowa. Downward Communication Flow b. Upward Communication Flow

TOP MANAGEMENT

MIDDLE MANAGEMENT

RANK AND FILE

Horizontal Communication Flow

TOP MANAGEMENT

MIDDLE MANAGEMENT

RANK AND FILE

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

1.There isn’t any question about the proposed advertising campaign’s success in the opinion of the account executive.

2.The account executive believes that the proposed advertising campaign will succeed.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

1.There isn’t any question about the proposed advertising campaign’s success in the opinion of the account executive.

2.The account executive believes that the proposed advertising campaign will succeed.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

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

2.Before we can send up our satellite, we must insure it fully.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

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

2.Before we can send up our satellite, we must insure it fully.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

1.We’ve run out of stock unexpectedly. I won’t bore you with the details. Needless to say, we are desperate and hope you will fill the attached order at once.

2.Please rush the attached order as fast as you can. We’ve run out of supplies unexpectedly and need new supplies at once.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

1.We’ve run out of stock unexpectedly. I won’t bore you with the details. Needless to say, we are desperate and hope you will fill the attached order at once.

2.Please rush the attached order as fast as you can. We’ve run out of supplies unexpectedly and need new supplies at once.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

1.The general feeling around here is that the mall will never be built.

2.A majority of the town officials are against the mall project.

Seven Characteristics of an Effective Business Correspondence

1. Clear2. Concise3. Correct4. Coherent5. Complete6. Concrete7. Convincing

Which is more effective?

1.The general feeling around here is that the mall will never be built.

2.A majority of the town officials are against the mall project.

Improve the following sentences by employing the different characteristics of an effective business correspondence.

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?