Introduction:

The word Correspondence describes the communication between two and more individuals
in form of writing but in business sector there are many particular type of correspondence
while in term of letter, email and memos. Now discuss one by one.
Letter is a specific format that all business unit use to address other business or individual to
transfer of information. Two different styles of writing letter (for example American and
British) has been following in this age, and these two have four equal parts every part have
its own sequential and essential components. In this report we have discussed all these type
of business letter.
Email plays significant role in this electronic generation to save the time and takes shortest
way to convey the message from one place to other place in minimum time to someone else
in the same organization or outside from the organization or between organizations.
Employees sent short messages to someone else in the same organization these type of
short messages are called memo

Letters
Letter can be defined as:
We can define letter in term of word that, It is a most important part of communication that
supports facts, obligations or delegates the power to another person we can also define
letter as a written part of communication to someone else.

Purpose of Business Letters:

Business letters are written in a formal language, these are mostly used for correspondence
between two different organizations, customers, clients & other parties involve in some
business.

Types of Business Letters:

There are various types of business letters. Some of these are discussed below:
a. Sales Letters:
These letters starts with a strong statement to capture the interest of the reader. the
intention is to become the reader to do something, these messages contain forceful calls to
deed, detail the benefit to the reader of seizing the deed and contain data to aid the reader
to deed, such as encompassing a phone number or website link
b. Order Letters:
These are dispatched by customers or companies to a producer, retailer or wholesaler to
order goods or services. These messages have to encompass specific data such as ideal
number, term of the product, the number wanted and anticipated price. Payment is from
time to time encompassed alongside the letter.
c. Complaint Letters:
The words and tone you select to use in a message complaining to a company could be the
selecting factor on whether your complaint is satisfied. Be managing but tactful and always
use an expert tone if you desire the firm to attend to you.
d. Adjustment Letters:
An adjustment message is normally dispatched in reply to a claim or complaint. If the
adjustment is in the customers favor, onset the message alongside that news. If not, retain
your tone factual and allow the client understand that you comprehend the complaint.
e. Inquiry letters:
Inquiry messages ask a question or elicit data from the recipient. After including this kind of
message, retain it clear and concise and catalog precisely what data you need. Be sure to
contain your link data so that it is facile for the reader to respond.
f. Follow Up letter
Follow-up messages are normally dispatched afterward a little kind of early communication.
This might be a sales department thanking a client for an order, a businessman studying the
consequence of encounter or a job seeker asking concerning the rank of his application. In
countless cases, these messages are a combination thank-you note and sales letter.

g. Acknowledgement Letters:
Acknowledgment messages deed as easy receipts. Companies dispatch them to allow others
understand that they have consented a prior contact, but deed could or could not have
seized place.

Format/Layout of Business Letters

In all types of letter writing it is important to know that we must be open our eyes to
understand what we are going to writing, In many case the tone that we have used in our
sentence makes bad or good expression need to be very care full when we write most
important letters and try emphasize on those matter to which a letter is being written.
There are two basic different type of letter writing method
1- American Pattern
2- British Pattern
In this technological era when all things is depending upon computers and these machines
only knows those languages that human provides them. The basic or default language of
computers are English (American) because they have made in USA however we prefer to
follow American pattern because it is not necessary that everyone knows how to change the
language of the machine when we use British style a number of words computer does not
understand and we face problems.
In both pattern letters have been divided into four writing style that are follows
a.
b.
c.
d.

Full Block
Modified Block
Modified block with Paragraph Intended
Simplified/AMS

Each layout have little difference according to pattern we can say difference of two nations.
In this report we have followed American style/layout although each segment has its own
characteristics, at next page the format of full block letter has been placed kindly review
that thoroughly.

Full Block (American)

This formal style has been using by most of the organization since years, below is the
format/sampleof Full Block letter.
Write heading of the letter here

November 29, 2014 (The date line place)

(After 2 to 3 spaces write the name and designation of the person to whom the letter is being written e.g.)

Mr. Nadeem Ahmed

Asst. Professor
Muhammad Ali Jinnah University
Karachi, Pakistan
(After two spaces write the name of the respected person e.g.)

Mr, Nadeem Ahmed

(After two spaces start your letter with attention statement in block letter e.g.)

INVITATION AS A GUEST SPEAKER

In this method every line of the letter is left justified the date line placed after six to ten
enter or we can space. The place of inside address may vary according to the type of the
letter,usually we takes three to four spaces after the date line. Salutation of the letter
placed below attention line after two spaces. The first line of the letter begins after two
spaces below attention line or the same after salutation in attention is not provide.
Between paragraphs use double space. The complimentary close must be place at left
corner of the page two or three space after the last body line. The name of the sender and
his/her title must be place below complimentary close after three to four space.
But there is no legal rule to follow the complete style of full block letter these type of letters
use for Inquiry, announcements, agreements, Job application etc.

Sincerely, (use two spaces)

Muhammad Sajid
Business Communication student

ModifiedBlock (American)
This layout is also common in writing business letter, it is very simple like full block but have
some differences see below sample.

Write heading of the letter here

(The date line place)November 29, 2014

(After 2 to 3 spaces write the name and designation of the person to whom the letter is being written e.g.)

Mr. Nadeem Ahmed

Asst. Professor
Muhammad Ali Jinnah University
Karachi, Pakistan
(After two spaces write the name of the respected person e.g.)

Mr, Nadeem Ahmed

(After two spaces start your letter with attention statement in block letter e.g.)

INVITATION 0AS A GUEST SPEAKER

The body of the letter as same as the full block letter but the difference is the placement of
date and complimentary close side. In modified block letter layout complimentary side
must be writes at right side of the page after two to three space of last body line. The
sender name and his/her title must be written three to four space after complimentary
close at right side of the page.

Sincerely, (use two spaces)

Muhammad Sajid
Business Communication student

Modified Block with ParagraphIntended (American)

This is the same format as we used in modified block layout but the difference is in the
paragraphalignment. All paragraphs are indented justified in modified block with paragraph
intended layout. See below sample;
Write heading of the letter here

(The date line place) November 29, 2014

(After 2 to 3 spaces write the name and designation of the person to whom the letter is being written e.g.)

Mr. Nadeem Ahmed

Asst. Professor
Muhammad Ali Jinnah University
Karachi, Pakistan
(After two spaces write the name of the respected person e.g.)

Mr, Nadeem Ahmed

(After two spaces start your letter with attention statement in block letter e.g.)

INVITATION 0AS A GUEST SPEAKER

This layout is also common in recent era other format of the letter is same as the
Modified block layout format, Just indent the inside body paragraph is only the reason that
exclude this layout out from simple modified block letter format.

Sincerely, (use two spaces)

Muhammad Sajid
Business Communication student

Simplified/AMS (American)
This layout is commonly used in business sector, to avoid the unnecessary formalities it has
some differences as compare to modified and full block letter layout. See below sample
Place heading of the letter head

November 29, 2014 (The date line place)

(After 2 to 3 spaces write the name and designation of the person to whom the letter is being written e.g.)

Mr. Nadeem Ahmed

Asst. Professor
Muhammad Ali Jinnah University
Karachi, Pakistan
(After two spaces write the subject of the letter e.g.)

INVITATION 0AS A GUEST SPEAKER

This layout is commonly used in organization, the main difference of this layout is the
traditional salutation is replaced by the block letter subject. All other part of the letter must
be left align. Complementary close and the name/title of the sender are same as the full
block letter and would be left align.

Sincerely, (use two spaces)

Muhammad Sajid
Business Communication student

Example of business letter Fig 1.0

Memorandum (Memo)
Memorandum is a derived from a Latin phrase which means it must be remembered (that). Memo
(Memorandum) can be defined as a written reminder usually used as a mode of internal
communication within an organization.
Memos are generally a small note written to address a particular group of people or an individual to
announce new information, send a reminder, or deliver a message across. The purpose of using
business memo is to quickly communicate to larger audiences.
Effectiveness of Memo:
Over the years memos have become one of the most popular mean of communication among
organizations. While there are many reasons of memo being very effective, some of them are listed
below:

Business memos are inexpensive.

Business memos are quick mode of communication.
The delivery of business memos is easy.
Business memos are less time-consuming employees can read memo in their leisure time.
Business memos are less formal
It is written evidence which could be used for future references.

Fundamentals of a Memo:
Heading:
The headline memo consists the following information
To:
From:
Date:
Subject:
Memo must specify the addresser and addressee of the memo along with subject and date.
Matter:
The matter of the memo must be direct, short and concise. Greetings and salutations are not
required when writing memo.
Our organization will remain close on Wednesday 23rd November 2014 on account of Eid.
The length of memo must be dependent on the subject matter. Ideally it must not exceed more than
1 page.

No Signature Line:
Signature line must not be included in a business memo.
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Types of Memo:
Directive Memo:
Memo which states policy or procedures written for employees or colleagues are called
directive memos.
Example of directive memo:
To: ABCD
From: XYZ
Date: 1st January 2014
Subject: Project Management Planning
In order to complete the project on time; the management committee has prepared the
following schedule:

Divide research into groups .. 15th January 2014

Field Planning 25th January 2014
Proposal . 28th January 2014
Actionability 1st February 2014

Trip Memo:
Memo sent to supervisors after an employee return from official trip are called trip memo.
To: Client Services
From: CEO Office
Date: November 30, 2014
Subject: Discussion on Islamabad Trip
Purpose:
Discussion on new project details
Summary:
Strategy planning and field deployment
Discussion:
Decentralization and delegation of authority
Recommendation: Opening a new office

Response Memo:
The purpose of this memo is to provide audience with desired information. Usually it has
four parts.
Purpose Statement:
Summary
Discussion
Action

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Example of Memo Figure 1.1

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Role and advantages of email in business communication:

Email is a form of business communication which widely used and overall it is a very effective
communication tool. Email is low-priced; only require a internet connection which is already present
in the business. Though printing emails is possible, e-mails often stay in soft copies because archiving
and retrieval of electronic communications is easy to do. From CEO to maintenance personnel and
even temporary employees of the company can send and receive e-mail communications.
Although it cannot and should not replace all other forms of communication like face-to-face, the
use of internal e-mail can cover many areas within the company. Internal e-mails can function as
effective communication to share basic information, such as new price the cafeteria, paper usage
guidelines, holidays notice or safety precautions, for example. Sending simple messages for an entire
staff with just the click of a mouse is quick, simple and can save the company budget. If saved, the
email can serve as evidencefunction fora message sent or received, and is available without any
problem to remind the recipient of the important information. Many companies use email as part of
its marketing efforts to share information with prospects, customers, suppliers and vendors.
The advantages of email in business world:

Faster mode of communication:

Email has almost instant communication by allowing quick sharing of information and fast response
to inquiries/queries. It may also allow for more rapidly solving problems and more smooth business
processes.

Doesnt have geographical barriers:

Email minimizes geographic and time zone barriers in businesses. Anyone from around the world can
communicate with each other irrespective of their location.

Efficiency through email:

Productivity can be increased through email. Your everyday sharing of important information can be
shared just by one click to many recipients. Effective email can reduce dependence on face-to-face
discussions and meetings.

Cost saving:
Shifting communication from physical mail to email can considerably save your postage cost and
employee resources. Businesses can also reduce customer service support costs by focusing on email
alternative rather than phone-based services.

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Ways of writing an effective email in business communication:

First know your receiver:
Knowing the purpose gives you a sense of direction while drafting an email. For example in office an
email can be short or informal without a signature. But when you are sending something to your
customer/client it has to be formal and clarity should be maintained in it.

Focus on content and formatting style:

Business email should be short and to the point. Use basic text and fonts with simple signature.
Fancy graphics, fonts and background can take the necessary storage space in the recipients inbox
and may load slowly or not at all. Stick to a topic in a business e-mail and write only the things that
are appropriate for anyone to read, that the transfer of mail, it is possible for the parties to the
origin of automatic receive email. The grammar and spelling is very important while writing a
business emails as it reflects your abilities. Attachments must be in a format that any recipients can
access/download without any trouble.

Watch out for information gap:

Dont assume that the recipients have same amount of knowledge about your product or service
which you might be having. Try to give additional information by explaining each minutest detail. Try
to create a link between your conversations as step by step walk thorough.

Proofread and revise thoroughly:

First draft shouldnt be your final version especially if were talking about business proposal or
reports. It is very important that you review and edit it multiple times until you are satisfied with the
product. Ensure you check for grammatical mistakes and typos. You can also run online spell checker
in order to identify your mistakes.

Carefully prepare your subject line:

After you have proofread the next thing should be a clear subject line which will be summarizing and
would be related to the content of your email.

Signature should be checked:

The recipient should be given a choice of how to you for further information. Signature should be
complete one containing your full name, designation, company, address, phone/cell number, fax,
email and website link.

These tips should be followed while drafting an email, which will help you out in effective business
communication.

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Figure 1.2

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Summary
In this report we have discussed all main parts of correspondence format or layout in
business communication. We have mentioned various types and aspects for writing a good
business letter with suitable example. Correspondence style that recent
generation/business follows for communication between them or out size from the
organization has also been clearly discussed in this report. After completing each topic we
have mentioned a real image of the business correspondence. We hope you will find this
report as a suitable source for learn business letter, memos and email.

Bibliography;
http://formal-business-report-example.essay4u.org/index.html
http://foresight.com.pk
Muhammad UmairYousuf Khan (Assistant Manager Foresight Research)
Asad Kaleem (Senior Research Executive)
Muhammad Ali (Business Development and IT Head)
Muhammad Imran Khan (Assistant Manager CMI Unilever Pakistan)
Wajahat Hussain (Research Executive Foresight Research)
Book (Business Communication (Mary Ellen Guffey) Professor of business Emerita Los
Angeless Pierce College)
Sajid Hussain (Senior Statistician and data analyst Foresight Research)

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