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Verbal / Oral Communication

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Business Correspondence

Introduction
Correspondence means communication on matters of personal, official and business interest. Types of Communication Personal correspondence Business correspondence Official correspondence Business correspondence is the communication or exchange of information in a written format for the process of business activities. Can take place between organizations, within organisations or between customers and the organisation.

Business Correspondence
How we communicate or various types of Business correspondence

Business letter , agreements Business reports Memos e-mails , websites Agendas Minutes Sales letter Enquiries Orders Letters of complaint Claims and adjustments Notice and tenders Circulars letters of application and rsum.

Purpose and uses of Business Correspondence

Ideas can be put more clearly in writing
It becomes a record It becomes a legal document It can be used for future reference. It cut short distance between parties

Importance of Business Correspondence

To keep in touch with customers Help in maintaining proper relationship: It is only

through correspondence the parties in a business come into contact with each other and conduct a business activity of their choice. Cheap and convenient mode: The correspondence helps to bridge the distance and bring people close together. It reduces disputes and quarrels

Importance of Business Correspondence Ctnd

Create and maintain goodwill: Businessmen at times send

letters to inquire about complaints and suggestions of their customers. Also, to inform customers about the availability of a new product, clearance sale etc
Serves as evidence : Keep records of all facts Help in expansion of business : through Correspondence,

actors can make all enquiries about products and markets.

That is why correspondence is the backbone of any business.

Business Letters Letters are the oldest form of business communication

Business letters are formal messages following specific formats.

They may be addressed to a particular person or organization. Companies use them to request payment, thank customers or to solicit business. Examples, e-mails, ordinary letters, agreements All business letters should follow a fairly standard format: Date, the name, and address of the recipient as well as your own name and address, Greeting (Dear sir) body and a complimentary close (Sincerely yours) SO WHEN SHOULD WE WRITE most formal Usually sent to someone from a different company than yours, or a different Other organisations

Qualities of a Good Business Letter

Simplicity: simple and easy language should be used
Clarity : the language should be clear with proper

punctuation Accuracy: statements should be accurate no errors Completeness: provide all the necessary information Relevance: contain only essential information Courtesy: courtesy wins the heart of the reader; use words like please, thank you etc Neatness: a neat letter is always impressive

Memorandums (Memos )
A memo is a document sent within a company. They should be brief and to the point, highlighting certain aspects. Memos should include: To, From, Date, subject, department and location You should provide a very brief explanation on the exact information you are conveying SO WHEN SHOULD WE WRITE Less formal than letters, yet more formal than e-mails Often filed as business correspondence Use short sentences, less formal language, and bullet points to convey important information Contains a header that tells who it is from,

E Mail
An e-mail is a communication sent from one computer to another, usually via a network. The use of email has become widespread Email has become a mainstream form of business communication SO WHEN SHOULD WE WRITE Less formal - written in a conversational style Sent to your work colleagues or fellow students/professors from the same school.

E Mail
Email use has grown because it: Eliminates telephone tag Saves time Facilitates fast decision Is cheap It provides written record Disadvantages It is not confidential Does not show emotions (death of the conversation) May be ignored or delayed Information overload Note: e-mail is writing; treat it as you would any other kind of writing. Plan , write, edit etc

Agenda
Meaning Agenda is a document that outlines the contents of a forthcoming meeting.

It is usually sent along with the notice of the meeting. Sometimes agenda is prepared after the circulation of the notice in order to enable the members to get included in the agenda any item that they would like to be discussed at the meeting.

Agenda Example
The next quarterly meeting of the Board of Directors of Mbarara University of science and Technology (MUST) will take place on Thursday, 22rd October , 20. At 11:am, in the conference room .

AGENDA 1. Minutes of the last meeting. 2. Matters arising from the minutes. 3. Financial irregularities in the Faculty of computing. 4. Reorganization of work in the Faculty of computing. 5. Any other business 6. Date of next meeting.

Minutes
Minutes are the official record of the proceedings of a meeting. All organizations, whether commercial or social, attach great importance to maintaining a proper record of the business transacted at their various meeting. Once minutes are approved and signed, even a court of law accepts them as evidence of the proceedings.

The purpose of Minutes

Provide information about the background and current status of a case
Provide information about an outstanding problem

Gives instructions
Make requests Note action taken ; or

Suggest a course of action

Importance of Minutes
The main uses of minutes are as follows: 1. They serve as a permanent record for future reference. Minutes contain a record of the business transacted and decisions taken at a meeting. 2. Minutes serve as a reminder of the actions to be taken to implement the decisions arrived at a meeting. 3. In case of joint stock companies, law requires maintenance of minutes. The interested parties are allowed to inspect the minutes. 4. Serves as evidence: Minutes can be produced as evidence of the proceedings in a court of Law. 5. Minutes help in the efficient conduct of business. If proper minutes are not kept, the decisions arrived at meeting may be questioned by any member or Auditor and these cannot be proved in a Court of Law.

Types of Minutes
1. Minutes of resolution a. In this type of minutes only the resolutions passed at the meeting are recorded b. It always begin with the words Resolved and then, followed by the exact resolution

2. Minutes of narration a. In this type of minutes, the resolutions passed at the meeting are recorded. b. In addition, a brief account of the business discussed and transacted and the voting pattern are also recorded c. Minutes of narration are somewhat similar to a report.

Contents of Minutes
1. The kind of meeting 2. Date, time and place of the meeting 3. The name of the person in the chair. 4. Name of directors, secretary and persons in attendance 5. Reading and confirmation of the minutes of the last meeting and their signing by the Chairman, together with any matters arising from the minutes 6. Brief subject heading of each minute with the resolutions adopted

Contents of Minutes
7. Financial statements and reports presented and approved in the meeting. These may be put in the form of Appendix 8. Appointment made, if any. 9. In the case of special resolution, the number of votes for and against. 10. Names of persons dissenting with any resolution passed at the meeting 11. Instructions given by the meeting to the secretary or other officers. 12. Chairmans signature and date of verification of minutes as correct.

Sales Letter or Sales Promotion Letter

A sales promotion letter may be otherwise called a trade circular which is important type of a circular letter. A sales promotion letter is written with the following objectives and purposes: To stimulate sales when it is selling or it is not increasing as per expectations. When it is intended to convey a change in product or quality or programme.

Sales Letter Or Sales Promotion Letter

To offer of new varieties of a product to the present

customer or prospective one. To open-up new markets for an old product or a new product. The qualities of a sales letter should conform to the AIDA formula.

AIDA Formula

Enquiry Letter
A letter of enquiry is written by a prospective buyer to a prospective seller for the purpose of making enquiry into the terms and conditions for buying a product. An enquiry letter is primarily of two types: SOLICITED ENQUIRY Due to competition, every seller tries to reach prospective buyers directly or even indirectly Direct contact includes contacts through travelling salesmen and medical representatives, sending price lists and catalogues etc UNSOLICITED ENQUIRY The buyer takes the initiative and contacts the seller To make the enquiry, they may collect the names or addresses of the various sellers selling the same product from the advertisements issues by the various sellers.

Quotation Letter
It is a letter written by a prospective seller to the prospective buyer quoting his various terms and conditions for the sale of the products with which he deals. It may contain the following points

Order Letter
After selecting the best seller through the comparative statement, a buyer moves on the next step namely to buy the product. An order is to be placed with the selected seller. A letter containing the order is prepared and sent to the seller.
An order letter invariably should contain the following terms 1. The name and address of the buyer 2. The order number and date 3. The sellers name and address

Order Letter
4. Other specific terms and conditions regarding the transaction which is to take place are a. Name and quality specification of the products which he wants to buy. b. Quantity to be bought in each of the product and in each quality c. Unit price very clearly mentioned. d. Date of delivery of the goods. e. The discount rates for both quantity and cash purchases, if any f. Packing, transportation and delivery charges, if any and by whom to be paid.

Summary
Business Correspondence Definition.
Business Correspondence Types.

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