Business Correspondence

 

MODULE IV

 

BUSINESS CORRESPONDENCE  

  Business correspondence is usually thought of to be a monotonous and lengthy activity   It is experienced by all professionals at various stages in their careers.   4.1 BUSINESS COMMUNICATION

  It is distinct from personal communication.

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4.1.1 Features Of Business 

  Profit is the motive Any business is known by its commercial character i.e. the profit motive. At the end of the day, every  business looks at its net earning. It looks for a healthy bottom line, i.e. reasonable reasonable profits and generally not exorbitant profits.

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  Competitive in nature Competition means that there are many players pla yers in the market offering identical products and services   Long-term results Business operate with a long-term objective   Nurturing business relationships Business has its business relationships. These relationships are with customers, buyers, suppliers and others with whom has to interact on an ongoing basis.   Business must be dynamic  No business can afford to remain static ,in order to sustain themselves, themselves, businesses have to ever changing and dynamic.   Business ethics Every business has its set of principles or code of conduct. This code often outlinesthe do’s and don’ts of its approach to business and customers .

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4.2 PRINCIPLES OF LETTER WRITING Effective business letter writing is guided by the following principles

  Correctness i.  A letter should provide accurate data without errors. ii.  Sentences should be free fr from om grammar mistakes. mistakes. iii.  Words should be correctly chosen and properly properly spelt. iv.  Right punctuation is important.

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  Coherence i.  Use of proper words in proper places. ii.  Use of proper presentation order.

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  Clearness i.  Use of simple and right words. ii.  Avoid unnecessary words. iii.  Avoid jargons.

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  Consistency i.  Use related ideas to make up the theme.  ii.  Avoid contradicatory view points or ‘terms ‘terms and conditions’. conditions’.    Conciseness/Concreteness i.  Be brief   ii.  Be specific  iii.  Avoid exaggerations.    Courtesy

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i.  ii.  iii. 

Be Positive and Optimistic  Try to avoid negative expression   Display good manners in writing 

  Completeness i.  Develop message in your mind before you write or dictate  ii.  Check that every point is covered   4.2.1 Essentials Of A Good Business Letter   Clarity   Impact   Relevant Information   Brevity

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Simplicity Timeliness

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Language

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Effective Use of vocabulary or word power 

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Have an appeal

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Inculcate a good style

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Take a positive approach Striving for excellence  4.3 STRUCTURE AND LAYOUT OF BUSINESS LETTERS

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Various parts of a business letter and their essential characteristics

  Letter Head The letter head announces the name of the business. it often o ften suggests what the business is aboutwhether it is a bank, an insurance company etc.   Provide a Reference line Business letters have reference details which help in clearly tracing the letter to its source and context.   Date line The date line follows or stays close to the reference line and clearly mentions the date,month,and date,month,a nd the year of the letter.   Inside address The inside address refers to the addressee or the person to whom letter is addressed. It may be an individual, a functionary, a group, an institution.  Attention line The attention line usually appears on the th e right side of the inside address and is relevant when wh en the letter  is addressed to a designation, the group or to a firm. firm. 

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 Salutation A salutation is a must for every letter. It relates the letter to the reader.it can take many man y forms such as ‘Dear Sir’ Sir’ or ‘Dear Madam’.    Subject line The subject of the message is stated clearly and boldly at the centre of the letter pap paper. er.

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 Message The message is the body of the letter which comprises the opening line and the message to be conveyed.The message is organized into appropriate paragraphs in order to conve convey y thoughts sequentially.

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 Closing line The closing line should sum up the message and emphasize the action intended. The complimentary closing line comes after the message and before the th e signature. It is ‘Yours faithfully’ or ‘Yours Sincerely’.  Sincerely’.  It is also followed by the signature. 

 Postscript Postscript or P.S. is an afterthought. It is used by b y a letter-writer to reemphasize a particular point in the message. 

4.3.1 LAYOUT OF BUSINESS LETTERS Layout refers to the arrangement of the structural parts of a letter and their location at the right place places. s.

A business letter has two parts as follows: greetings/salutation, body, complimentary, close 1.Essential parts: Heading, date line, inside address, greetings/salutation, and signature 2. Auxiliary parts : Personal line, attention line, subject, reference, reference section(enclosures) and post script. STYLES

  Indented Indented form- The inside address is indented and each paragraph begins 5 spaces away from the margin.    Full Full block form-Every form-Every part of the letter, including the date and complimentary close, begin at the left hand margin.  

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Modified block form-The form-The address is centered. The date line, complimentary close and signature are on   Modified the right side.     Hanging Hanging indentation-The indentation-The address is located at left side margin as in block form. Every paragraph starts at the margin and subsequent lines of every ev ery paragraph are indented a few spaces from margin. Complementary close and signature are on the right mar margin gin side.  

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Semi-Block (Indented) Format: Business Letter  Return Address Line 1 Return Address Line 2 Date (Month Day, Year) Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: Subject: Title of Subject Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ........ Body Paragragh 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ........ Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ........

Closing (Sincerely...), Signature Your Name (Printed) Your Title  Enclosures (2) Typist Initials.

In the semi-block format, your address, date (the date can actually go on either eith er the left or the right side), the closing, signature, and printed name are all indented to the right half of the page (how far you indent in is up to you as long as the heading and closing is lined up, use your own discretion and make sure it looks presentable). Also the first line of each paragraph is indented. inde nted. The indentations of the first line of  each paragraph is the only difference between the semi-block and the modified block formats.

 

Modified Block Format: Business Letter  Return Address Line 1 1  Return Address Line 2 Date (Month Day, Year) 2  Mr./Mrs./Ms./Dr. Full name of recipient. 3  Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4  Subject: Title of Subject 5  Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ... Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ... Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. . . . 6  Closing (Sincerely...), 7  Signature 8  Your Name (Printed) 9  Your Title  Enclosures (2) 10  Typist Initials. 11 

In the modified block format, your address, date (the date can actually go o on n either the left or the right side), the closing, signature, and printed name are all indented to the right half o off the page (how far you indent in is up to you, as long as the heading and closing is lined up, use your own discretion and make sure it looks presentable).

 

 

Block Format: Business Letter  Return Address Line 1 Return Address Line 2 Date (Month Day, Year) Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: Subject: Title of Subject Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ... Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ... Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .................................................................................. ... Closing (Sincerely...), Signature Your Name (Printed) Your Title Enclosures (2) Typist Initials.

The block format is the simplest format; all of the writing is flush against the left margin

 

Hanging Indented Form Unlimited Andalpet,Hyderabad- 500023 3 December, 2011 Joan Sample Sample Supply LTD 600 Town Centre Tirupati-564234

Gentlemen: Body of the letter  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXX  XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXX 

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXX Yours faithfully, Name Designation