business correspondence

1. Business Correspondence
Presentation

2.  Exchange of information in a written format for
the process of business activities.
 It can take place between organizations, within
organizations or between the customers and
the organization.
 One of the chief means of keeping oneself in
touch with those separated by distance.

3.  A piece of conversation by post.
 Basically they are of two type-
1. Formal
2. Informal
 It works as a transmitter between two people
or parties.

4.  Courtesy and consideration
I. It is like an oil which removes friction.
II. Courtesy helps in creating goodwill.
 Directness and conciseness
I. Maximum information in minimum words.
II. Avoiding verbosity.
 Clarity and precision
I. Simple expression.
II. Accurate in all sense.

5.  PROMPTNESS
 KNOWLEDGE OF THE SUBJECT
 APPROPRIATENESS
 ACCURACY AND CLARITY
 COURTESY
 CONCISENESS
 POSITIVE APPROACH

7. 1. Address
2. Salutation
3. Main body
• Formal beginning
• Main part
• Formal ending
4. Complementary closing

8.  Indented form
 Complete block form
 Block form
 Semi-block form
 Hanging indented form

9. Letter Head
(Company's Name & Address)
Date......................................
Inside Address
______________
______________
Salutation:
Subject Line __________________________
body_of_the_letter____________________________________________________________________________
______________________________________________________________________________________________________
_______________________________
___________________________________________________________________________________
___________________________________________________________________________________________
_______________________________________________________________________________
_____________________________________________________________________________________
________________________________________________________________________________________
Complimentary Closes
Signature Line
Full Name
(DESIGNATION)
Identification Initials
Enclosure Reference

10. --------LETTER HEAD--------
----------------------------------------------------------
DATE_____________
REF. NO.___________
_____INSIDE ADDRESS___
_____________________
SUB:__________________________________________________________________
SALUTATION
BODY_OF_THE_LETTER__________________________________________________________________________________________
__________________________________________________________________________________________.
_________________________________________________________________________________________________________________
____________________________________________________________________________________.
______________________________________________________________________________________________________________.
COMPLEMENTARY CLOSE
SUBSCRIPTION
SIGNATURE
(NAME)
DESIGNATION
ENCL:

11.  Enquiry letter.
 Quotation letter.
 Order letter.
 Claim letter.
 Adjustment letter.
 Job application letter.
 Sales letter.
 Credit letter.

12. ENQUIRY LETTERS QUOTATION LETTERS
Written by the buyer to the
manufacturing company.
Purpose:-
 Describe our needs.
 Request the seller to
quote his prices.
 Indicate the delivery
time.
 It should ask for the
gurantee.
It is a response of an
enquiry letter bearing rate
list and other t&c.
Purpose:-
 Should ask for the mode
of payment.
 Method of transport.
 Packing and forwarding
charges.

13. ORDER LETTERS CLAIM LETTERS
Letters used to player and
order.
Propose :-
 To place a clean order.
 Give details about
order.
 Indicate the mode of
payment.
 State the full address.
Letters written to bring
mistakes to the notice of those
who must own the
responsibilities.
Purpose:-
 Clear explanation of what
has gone wrong.
 Should contain the
statement of
inconvenience.
 A statement of what
adjustment should be
considered.

14. ADJUSTMENT LETTERS
JOB APPLICATION
LETTER
These letters are written in
reply of claim letter.
Purpose:-
 Admit your fault.
 To satisfy the customer.
 Trader should show
sympathy.
 state politely if the party
is at fault.
These letters are written
when someone needs a job.
Requisites:-
 This letter should be
distinguished to arouse
interest.
 Must convince the
employer that he can
profit the organization.

15. SALES LETTERS CREDIT LETTERS
A sales letter is just a part
of publicity and
advertisement.
Purpose:-
 To persuade the
customer.
 Promotes the sales.
 Introduces new goods.
 Should work as a
salesman.
Credit letters works as an
helping hand when one does
not have enough money to
start his business.
Purpose:-
 Should contain the info.
about the product
requirement.
 Give your into. and
essential information.
 Supply credit references.