ITMC

PROGRAMME

we are not teachers, we are the awakeners

Business Correspondence
March 24, 2015

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Dear Par0cipants,

Welcome to the Business Correspondence Course launched under the ITMC Programme.

The present training module aims to expand and upgrade business correspondence skills, learn about eec:ve
principles of business communica:on and apply them in business situa:ons.

We are here to learn and share our experiences to determine and create appropriate communica:on, because
Sharing is Caring!

Looking forward to a produc:ve discussion,

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Learning Outcomes

1. Review and rene communica:ons skills
2. Learn and apply eec:ve wriEen communica:on techniques
3. Determine and use proper psychological approach in wri:ng situa:ons
4. Explore the world of work

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Wri0ng Business LeCers

Thats right, people s:ll write leEers

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Types of Business Correspondence

When you become employed you will need to determine which type of
communica:on you should use in dierent situa:ons.

Examples:
Should I write a formal leEer?
When is wri:ng a memo appropriate?
Are instruc:ons necessary?
Is an e-mail proper?

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Wri0ng for Business

Intra-oce communica0on

Within organiza:on
Colleagues, dierent
departments, levels
Email
Memo
LeEer (less common)

Inter-oce communica0on

External
Outside organiza:on
Clients, customers, suppliers,
etc.
E-mail
LeEer

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Instruc0ons

q a message describing how something is to be done

q think of these as orders, commands, advice, or direc:ves

q lists steps for doing an ac:vity or comple:ng a task

q may be sent to co-workers/colleagues when you must be out of the oce for an
appointment or vaca:on outlining the tasks your job involves

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Direc0ons

q informa:on, par:cularly as to how to reach a des:na:on

ITMC

PROGRAMME

we are not teachers, we are the awakeners

LeCers

q Business leEers are formal messages following specic formats. They may be
addressed to a par:cular person or organiza:on. Most of the :me business
leEers are sent outside of your company.

q Parts of a Business

LeEer:

7. Body of the leEer
1. Heading
8. Complimentary Close
2. Date
9. Signature
3. Reference
10. Enclosures
4. Inside Address
11. Copy Circula:on
5. Subject
12. Post Script
6. Saluta:on

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Memos

q Can be considered as something that should be used to remind people of
something or to instruct
q Is a document sent within a company. It is presented in short form, highligh:ng
certain aspects.

ITMC

PROGRAMME

we are not teachers, we are the awakeners

E-mail

q An e-mail is a method of exchanging digital messages from an author to one or
more recipients sent from one computer to another, usually via internet or other
computer networks. It is the least formal method of wriEen communica:on
within a company. But it started to be used more oden for formal communica:on
outside a company.

ITMC

PROGRAMME

we are not teachers, we are the awakeners

So, when should I write

a business leEer,



a memo,



or an email?

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Business LeCers

q most formal
q usually sent to someone from a dierent company than yours
q Pay aEen:on to the quality, color and size of paper; folding of leEer, envelope

q EXAMPLES

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Memos

q less formal than leEers, yet more formal than e-mails oden led as business
correspondence
q use short sentences, less formal language, and bullet points to convey important
informa:on
q contain a header that tells who it is from, who it is to, the date, and the subject.
q Usually meant for use only within the oce and are sent through the internal
mail system of the company. Anything that needs sending externally, to clients or
suppliers etc, should be wriEen in the more formal format of a leEer.

q EXAMPLES

ITMC

PROGRAMME

we are not teachers, we are the awakeners

E-mails

q less formal - wriEen in a conversa:onal style
q sent to your work colleagues or fellows
Whats okay to send
How to send it/e-mail business e:queEe
Your e-mail alias/sender name appearing to recipient
Subject line
Dear whom? Saluta:ons
Content
Font size/style upper/lower case
Signature block
Sending and naming aEachments
Final considera:ons

q EXAMPLES

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Reports

q a wriEen document describing the ndings, results, or conclusions of some
individual or group
q EXAMPLES

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Key Features of Wri0ng Style and Format. Golden Rules (1)

1.Pick the Right Subject Line. A good :tle with a clear hint on the content will give your
message the best chance of being read. Spammy or unnecessary emails overload inboxes.
2.Keep It Short and Simple. Every extra unnecessary word in your email is a waste of your
readers precious :me. Nowadays, people relying on email correspondence receive
hundreds of emails on a daily basis. Only brief and useful messages win the fastest replies.
3.Include Previous Mails Related to a Par0cular Message.
4.Be Polite and Build Trust. Always maintain polite conversa:on language in your email
correspondence. Choose your words carefully to avoid sending the wrong message and
then communica:ng becomes much easier.
5.Give a Fast Reply. The speed of the response can have more of an impact on future
loyalty than a delayed feedback

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Key Features of Wri0ng Style and Format. Golden Rules (2)

6. Pick the right 0me. As with telephone calls, it's best to email at an appropriate :ming.
People in dierent regions tend to give high importance to na:onal/religious holidays, so
try to respect peoples' unavailability during those :mes of year.

7. Show sympathy. Healthy partner rela:ons play a crucial part. Make sure to be amiable
and ask your interlocutor if he or she is doing well, but naturally and briey.

8. Show that you care. Pay aEen:on to details rela:ng to your interlocutor. Congratulate
a person on taking on a new job, wish a happy weekend, send your gree:ngs on holidays.

9. Sign your leCer. This will help to recognize the sender. The leEer should be signed with
your name in English, professional :tle and the company you represent.

10. Reach out on mul0ple channels. In order to boost your individual rela:ons with your
partners at work or reconrm the receipt of a very important message, phone calls are
also highly eec:ve. This will help enrich and strengthen exis:ng partnerships.

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Tone Makes All the Dierence

Tone in business leEers is cri:cal in mee:ng your objec:ves.

ITMC

PROGRAMME

we are not teachers, we are the awakeners

LeCer Wri0ng Checklist

Make sure you have all the elements to write a strong leEer
Professional Communica0ons

Completed

Task

q .
q
q
q
q

.
.
.
.

q
q
q
q
q

.
.
.
.
.

Readers name and job :tle are correct

Show clear knowledge of audience needs
Typos and common spelling/gramma:cal errors have been corrected
Consistently followed one leEer format
Included all necessary parts of the leEer
Introduc:on
Body
Conclusion
LeEer is neat, of appropriate font/type, and error free
Purpose of leEer is clear
Most important point made immediately
Language is clear, concise, professional, and generates good will
Requests specic ac:on from reader
Provides informa:on if further ques:ons
Complementary close is professional yet friendly

Notes

ITMC

PROGRAMME

we are not teachers, we are the awakeners

ITMC

PROGRAMME

we are not teachers, we are the awakeners

ITMC

PROGRAMME

we are not teachers, we are the awakeners

Thank you!!!

Looking forward to receiving your posi0ve feedback while wri0ng business leCers
during your assigned internships.