IT IS EASY TO READ

1. BUSINESS CORRESPONDENCE
SUBMITTED BY
ANANT SHARMA (K20023)
KESHAV SHARMA (K19767)
SUBMITTED TO
DR.ANSHU RAJ PUROHIT MAM

2. BUSINESS CORRESPONDENCE
1.Business correspondence means the exchange of information in a written format
for the process of business activities. Business correspondence can take place
between organizations, within organizations or between the customers and the
organization. The correspondence refers to the written communication between
persons. Hence oral communication or face to face communication is not a business
correspondence.[1]
2.Just as we express our views, opinions, thoughts, and idea through writing.
Business persons also feel the need of expressing themselves. It is not always
possible for them to remember each and every detail in the business.
They use the simplest way of expressing i.e., written correspondence. A written
correspondence in the business world is the business correspondence.

3. MEANING OF BUSINESS
CORRESPONDENCE
3.Any communication in the form of the
letter is correspondence. Any person
related to a business expresses oneself
though business correspondence. One can
also ask any doubt or uncertainty through
business correspondence.
A businessman writes and receives letters
in his day to day life. A correspondence
between two organizations or within an
organization comes under this category. A
letter to a supplier, complaint letters, letter
of inquiry, job application letters are some
of its examples.
4.A business correspondence has numbers of importance. Its most important feature is
the ease of reaching and communicating with different parties. It is not always possible
to meet persons face to face.
A business correspondence helps to meet some organizational goals. One can achieve
the objectives through it. Let us study some of them in details.

4. Maintaining a Proper
Relationship
2
It is not always possible for any business or
organization to reach to any person in
particular. This will cost any business. Here,
the business correspondence will be a
rescue for any business.
It helps in maintaining the proper
relationships between the parties. Business
correspondence strengthens the business.
It also helps in the internal communication.
It makes communication within the
organization more clear and precise.
Any written form of communication serves as evidence.
A business correspondence helps the person in a
business to keep a record of all the facts. These written
records will serve as evidence.

5. Create and Maintain Goodwill
3
.It helps in creating and
maintaining goodwill between a
business and a customer. Any
letter to enquire, complaint,
suggestion or feedbacks helps a
company to grow and maintain
goodwill.
Formal Communication
A business communication serves as a formal communication
between two persons. It may be a seller and a buyer. It can be
between an employee and the employer. The language used is
formal and logical.

6. TYPES OF BUSINES
CORRESPONDENCE
A correspondence is of many types. Let us get ourselves familiar
with some of them.
1. Internal Correspondence
It refers to the correspondence between the individuals,
departments, or branches of the same organization.
2. External Correspondence
It refers to the correspondence between two individuals. These are
not of the same organization. Any correspondence outside the
organization is external correspondence. Customer and suppliers,
banks, educational institutions, government departments come

7. 3.Routine Correspondence
It refers to the correspondence on routine manners. A correspondence made for
inquiries, orders, replies, acknowledgments, invitation, and appointment letters are
routine correspondence.
4. Sales Correspondence
It refers to the correspondence related to the sale. Sales letters, sales reports,
invoice, and confirmation of orders are sale correspondence. Delivery letters,
statement of accounts etc. are also some of its examples.
5. Personalized Correspondence
It refers to the correspondence based on emotional factors. Letters of the request,
recommendation, and congratulations are personalized correspondence. Letter of
introduction, granting and the refusal of terms are some of its examples.
6. Circulars
It refers to the communication of common matter to a large number of persons or firms.

8. The advantages of
Business letter
1.Exchange business-related information: Letter is the best media of exchanging
information. Businessmen can easily exchange information related to business activity.
2.Convey information: The basic purpose of any business letter is to convey
information regarding business activities. Information can be transmitted through
business letter to customers, suppliers, debtors, government authorities, financial
institutions, bank and insurance companies and to any other parties related with the
business.

9. 3.Find the new sources of product: A b letter can
help to find the sources of a new product in home and
abroad.
4.Expand markets: By means of a business letter, a
producer can easily create market of his product.
Through goodwill messages and through circular letters
existing market can be expanded.

10. Disadvantages of
business letter
1.Formal structure: Some rules must be followed in drafting a letter. To follow the
rules is a limitation of the business letter, because experience is necessary of the letter,
as experience is necessary to write it.
2.Old media: Business letter is an old written means of communication. But there are
many modern forms of written communication.
3.Complex language: Sometimes business letter is written in complex language for
lacking of sense. If it occurs, business letter becomes meaningless.
4.Missing: Business letters may be missed. But it is impossible for E-mail, fax,
telephone etc.

11. CONCRETE
• When your message is concrete ,then your audience has a clear
picture of what you’re telling them.There are details (but not
too many!) and vivid facts ,and there’s laser –like
• Focus your message is solid
• Good example : the lunchbox wizard will save you time every
day.
• Bad example : How much time do you spend everyday packing
your kids lunchbox ?No more ! Just take a complete lunchbox
wizard from your refrigerator each day to give your kids a
healthy lunch and have more time to play or read with them!

12. CORRECT
• When your communication is correct , it fits
your audience.And correct communication is
also error-free communication

13. COHERENT
When your communication is coherent , its logical.All
points are connected and relevant to the main topic, and
the tone and flow of the text is consistent.

14. COMPLETE
In a complete message , the audience has everything they need to be
informed and, if applicable, take action . Does your message include a “call
to action,” so that your audience clearly knows what you want them to do?
Have you included all relevant information contact names, dates, times,
location, and so on?

15. COURTEOUS
Courteous is friendly, open, and honest . There are no
hidden insults or passive aggressive tones. You keep your
reader’s viewpoint in mind, and you are empathetic to
their needs.

16. THANK YOU