Types Of Correspondence

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Types Of Correspondence

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Types Of Correspondence

  1. 1. TYPES OF CORRESPONDENCE <ul><li>1 . Employment letters </li></ul><ul><li>- Reference and </li></ul><ul><li>Recommendation </li></ul><ul><li>letters </li></ul><ul><li>- Job offer letter </li></ul><ul><li>- Rejection letter </li></ul><ul><li>- Resignation letter </li></ul><ul><li>- Termination letter </li></ul>
  2. 2. <ul><li>2 . Request and Response letter </li></ul><ul><li>Making a request </li></ul><ul><li>Responding to request </li></ul><ul><li>3 . Letters of complaint </li></ul><ul><li>4. Claims and Adjustment letters </li></ul><ul><li>5. Social business letters </li></ul><ul><li>6. Formal invitations and Announcements </li></ul>
  3. 3. <ul><li>7. Thank you letter </li></ul><ul><li>8. Letter’s of Congratulation </li></ul><ul><li>9. Letter’s of Reference </li></ul><ul><li>10. Letter’s of Introduction </li></ul><ul><li>11. Letter’s of Condolence </li></ul><ul><li>12. Ways to successful letters </li></ul><ul><li>13. Cards </li></ul><ul><li>14. Electronic Communication </li></ul>
  4. 4. POINT OF VIEW <ul><li>This is one of the most obvious inconsistencies in writing. When you begin to write, you adopt a point of view- first person (‘ I’ , ‘me’, ‘my’, ‘mine’, ‘we’, ‘us’, ‘our’, ‘ours’,); second person (‘you’, ‘your’, ‘yours’); or third person (‘he’,’she’, ‘it’, ‘him’, ‘her’, ‘his’, ‘hers’, ‘its’, ‘they’, ‘them’, ‘their’, ‘theirs’ ). Your job is to select a point of view and stick with it. Readers find it hard to follow any piece of writing that shifts from one perspective to another. </li></ul>
  5. 5. PHRASES AVOIDED IN GOOD SOCIETY <ul><li>LOVELY FOOD </li></ul><ul><li>ELEGANT HOME </li></ul><ul><li>ATTENDED </li></ul><ul><li>I TRUST I AM NOT TRESPASSING </li></ul><ul><li>WILL YOU ACCORD ME PERMISSION </li></ul><ul><li>PERMIT ME TO ASSIST YOU </li></ul><ul><li>BRAINY </li></ul><ul><li>I PRESUME </li></ul><ul><li>CONVERSE </li></ul><ul><li>A SONG ENTITLED </li></ul><ul><li>GOOD FOOD </li></ul><ul><li>BEAUTIFUL HOUSE </li></ul><ul><li>WENT TO </li></ul><ul><li>I HOPE I AM NOT IN THE WAY </li></ul><ul><li>WILL YOU LET ME ? OR MAY I ? </li></ul><ul><li>LET ME HELP YOU </li></ul><ul><li>BRILLIANT OR CLEVER </li></ul><ul><li>I SUPPOSE </li></ul><ul><li>TALK </li></ul><ul><li>CALLED </li></ul>
  6. 6. <ul><li>I WILL ASCERTAIN </li></ul><ul><li>TOOK LIQUID REFRESHMENT </li></ul><ul><li>TENDERED HIM A </li></ul><ul><li>BANQUET </li></ul><ul><li>CHARMED / PLEASED TO MEET YOU </li></ul><ul><li>I WILL FIND OUT </li></ul><ul><li>HAD SOMETHING TO DRINK </li></ul><ul><li>GAVE HIM A </li></ul><ul><li>DINNER </li></ul><ul><li>HOW DO YOU DO ? </li></ul>
  7. 7. WRETCHED EXCESSES <ul><li>WINDBAG STYLE </li></ul><ul><li>ANY AND ALL </li></ul><ul><li>AS TO HOW </li></ul><ul><li>DUE TO THE FACT THAT </li></ul><ul><li>IN CONNECTION WITH </li></ul><ul><li>PREVIOUS TO/PRIOR TO </li></ul><ul><li>SUBSEQUENT TO </li></ul><ul><li>WISE ATTACHED TO </li></ul><ul><li>ANY WORD </li></ul><ul><li>SIMPLE STYLE </li></ul><ul><li>ALL </li></ul><ul><li>HOW </li></ul><ul><li>BECAUSE </li></ul><ul><li>ABOUT </li></ul><ul><li>BEFORE </li></ul><ul><li>AFTER </li></ul><ul><li>ABOUT OR </li></ul><ul><li>CONCERNING </li></ul>
  8. 8. OTHER WRETCHED EXCESS <ul><li>FINAL CONCLUSION </li></ul><ul><li>MIX TO GETHER </li></ul><ul><li>BASIC FUNDAMENTALS </li></ul><ul><li>MEET TOGETHER </li></ul><ul><li>CONSENSUS OF OPINION </li></ul><ul><li>ADVANCE WARNING </li></ul>
  9. 9. Grammar Alert HE , SHE , OR THEY <ul><li>Noun-pronoun conflict is a minefield for the careful writer. </li></ul><ul><li>Personal pronouns and the nouns they refer to must agree in </li></ul><ul><li>Number (singular or plural) and gender (masculine / he ; fem- </li></ul><ul><li>inine / she ;or neuter/it ). Singular pronouns always refer to </li></ul><ul><li>singular nouns, plural pronouns to plural nouns.But the </li></ul><ul><li>advent of gender-neutral language has complicated other </li></ul><ul><li>decisions. Jack still writes his report, and Jane still tracks her </li></ul><ul><li>expense account. But what happens when every employee </li></ul><ul><li>does something? </li></ul>
  10. 10. <ul><li>EVERY EMPLOYEE RECEIVES HIS PAY ENVELOPE </li></ul><ul><li>ON FRIDAYS. ( old style ) </li></ul><ul><li>EVERY EMPLOYEE RECEIVES HIS OR HER PAY </li></ul><ul><li>ENVELOPE ON FRIDAYS. (awkward & irritating ) </li></ul><ul><li>EVERY EMPLOYEE RECEIVES THEIR PAY ENVELOPE </li></ul><ul><li>ON FRIDAYS. (popular but ungrammatical ) </li></ul><ul><li>ALL EMPLOYEES RECEIVE THEIR PAY CHECKS </li></ul><ul><li>ON FRIDAYS. (In this case, switching to a plural noun </li></ul><ul><li>preserves correct grammatical construction without the risk </li></ul><ul><li>of offending ). </li></ul>
  11. 11. BUSINESS LETTERS <ul><li>STRUCTURE AND PRESENTATION </li></ul>
  12. 12. LAYOUT 1 <ul><li> Bredgade 51. DK 1260 Sender’s address Copenhagen K, DENMARK </li></ul><ul><li>Date 6 TH MAY </li></ul><ul><li>Soundsonic Ltd, </li></ul><ul><li> Warwick House, </li></ul><ul><li> Warwick Street, </li></ul><ul><li> Inside address Forest Hill, </li></ul><ul><li>(Receiver’s address) London SE23 1JF </li></ul><ul><li> UNITED KINGDOM </li></ul><ul><li>Attention line For the attention of the Sales Manager </li></ul><ul><li> Salutation Dear Sir or Madam, </li></ul><ul><li>Please would you send me details of your quadrophonic sound systems which were advertised in the April edition of Body of the letter Sound Monthly? </li></ul><ul><li> </li></ul><ul><li> I am particularly interested in the Omega range of equipment </li></ul><ul><li>that you specialize in. </li></ul><ul><li>Complementry close Yours faithfully </li></ul><ul><li>Signature B.Kaasen </li></ul><ul><li> </li></ul>
  13. 13. SOUNDSONIC Ltd. <ul><li>Warwick House, Warwick Street, Forest Hill, London SE23 1JF 1.2 </li></ul><ul><li>Chairman John Franks O.B.E. Directors S.B.Allen MSc.,N. Ignot, R. Lichens B.A. </li></ul><ul><li>Telephone(081)566 1861 Fax: (081)566 1385 Telex:819713 Layout 2 </li></ul><ul><li> Your ref: 6 May 19 </li></ul><ul><li> Our ref: DS/MR Here is the firm’s reply to the letter from </li></ul><ul><li> the prospective customer in Denmark. It </li></ul><ul><li> Date: 11 th May 19 shows some further features of a normal </li></ul><ul><li> business letter , and uses the kind of layout (blocked ,open punctuation, etc.) </li></ul><ul><li>Ms B. Kaasen which this book regards as standards. </li></ul><ul><li>Bredgade 51 </li></ul><ul><li>DK 1260 Letterhead </li></ul><ul><li>Copenhagen k </li></ul><ul><li>DENMARK References </li></ul><ul><li>Dear Ms Kaasen, </li></ul><ul><li>Thank you very much for your enquiry which we received today. </li></ul><ul><li>I am enclosing our catalogue and price-list for the equipment you said </li></ul><ul><li>you were interested in. I would like to draw your attention to page 31- </li></ul><ul><li>35 in the catalogue where you will find full details of the Omega range. </li></ul><ul><li>We would welcome any further enquiries you have, and look forward </li></ul><ul><li>to hearing from you. </li></ul><ul><li>Yours sincerely, </li></ul><ul><li>p.p.D. Sampson Per pro </li></ul><ul><li>Sales manager Company position </li></ul><ul><li>Enc. Enclosure </li></ul>
  14. 14. SOUNDSONIC Ltd. <ul><li>1.3 Warkwick House, Warkwick Street , Forest Hill, LondonSE23 1JF </li></ul><ul><li>Layout 3 Chairman John Franks O.B.E. Directors S.b.Allen m.Sc , n. ignot , R. lichens B.A. </li></ul><ul><li>The final letter in this section shows Telephone(081)566 1385 Fax(081)5661385 Telex: 819713 </li></ul><ul><li>Some further features of a business Your ref: </li></ul><ul><li>Letter Our ref : DS/MR </li></ul><ul><li>Date: 21july 19- </li></ul><ul><li> Ms B . Kaasen </li></ul><ul><li> Bregade 51 </li></ul><ul><li> DK 1260 </li></ul><ul><li> Copenhagen K </li></ul><ul><li> DENMARK </li></ul><ul><li>Private and Private and confidential </li></ul><ul><li>Confidential </li></ul><ul><li> Dear Ms Kaasen, </li></ul><ul><li>Subject Non-pay ment of invoice 322/17 </li></ul><ul><li> I m sorry to see that , despite several reminders , you have not yet </li></ul><ul><li> paid the above –mentioned invoice. Unless , therefore ,the account is </li></ul><ul><li> cleared within 14 days of the above date, I shall have no alternative </li></ul><ul><li> but to place the matter in the hands of our solicitors </li></ul><ul><li> Yours sincerely, </li></ul><ul><li> p.p. D. Sampson </li></ul><ul><li> Sales manager </li></ul><ul><li>Copies c.c. Messrs. Poole & Jackson Ltd., Solicitors </li></ul>
  15. 15. WRITING MEMORANDA <ul><li>The format for memo’s differs from business letters in address , salutation , content and close. </li></ul><ul><li>Example of a memo </li></ul><ul><li>TO : The Creative and Copy Departments </li></ul><ul><li>FROM : Madhu Sudan </li></ul><ul><li>DATE : June 12 th 2002 </li></ul><ul><li>SUBJECT : Annual Ad Campaigns </li></ul><ul><li>It’s here again folks. The time has come to plan our Ad </li></ul><ul><li>campaign for 2003 and this year our people are making it </li></ul><ul><li>exciting for us…………………. </li></ul>
  16. 16. WRITING REPORTS <ul><li>Reports can be informal or formal and written as memos, in letter style , or in short or formal report format. </li></ul><ul><li>The format for short reports generally comprises of the following : </li></ul><ul><li>Title page </li></ul><ul><li>Summary page </li></ul><ul><li>Letter of authorization for the project </li></ul><ul><li>Statement of purpose or assignment </li></ul><ul><li>Findings and conclusions </li></ul><ul><li>Recommendations </li></ul>
  17. 17. FORMAL REPORT <ul><li>Members who have questions to ask in connection with the </li></ul><ul><li>statement of accounts are requested to send them in writing </li></ul><ul><li>to the secretary by 2 PM on Saturday 27 July, 2002. </li></ul><ul><li>CONTENTS </li></ul><ul><li>Notice 2 </li></ul><ul><li>Report of the General Committee 4 </li></ul><ul><li>Auditor’s Report 6 </li></ul><ul><li>Balance Sheet 9 </li></ul><ul><li>Income & Expenditure Account 10 </li></ul><ul><li>Schedule 1.Reserves & Surplus 11 </li></ul><ul><li>2.Fixed Assets 12 </li></ul><ul><li>3.Investments 13 </li></ul>
  18. 18. <ul><li>4.Inventories 13 </li></ul><ul><li>5.Sundry Debtors 14 </li></ul><ul><li>6.Cash & Bank Balances 14 </li></ul><ul><li>7.Other Current Assets 14 </li></ul><ul><li>8.Loans & Advances 15 </li></ul><ul><li>9.Current Liabilities 15 </li></ul><ul><li>10.Provisions 15 </li></ul><ul><li>11.Deferred Revenue 15 Expenditure </li></ul><ul><li>12.Surplus on 16 Departmental Sales </li></ul><ul><li>13.Other Receipts 17 </li></ul><ul><li>Balance Sheet Abstract and Company’s </li></ul><ul><li>General Business Profile 18 </li></ul>
  19. 19. REQUEST LETTER <ul><li>Mr. Abhijeet Singh, </li></ul><ul><li>Sales and Marketing Director, </li></ul><ul><li>Hotel Raddison, </li></ul><ul><li>Gurgoan Road, </li></ul><ul><li>New Delhi –110011. </li></ul><ul><li>Dear Mr. Abhijeet Singh, </li></ul><ul><li>Following our telephone conversation of June </li></ul><ul><li>12 th , I am writing to request further information about accommodation and </li></ul><ul><li>meeting spaces for the Sure Thing Companies regional sales conference </li></ul><ul><li>to be held from July 18 – 20, 2002. Although I cannot confirm numbers </li></ul><ul><li>until registration for the conference, I have estimated that we will require: </li></ul><ul><li>- 40 Single rooms </li></ul><ul><li>- 25 Double rooms </li></ul>
  20. 20. Note : This letter demonstrates how to write succinctly but graciously. This request for information is sufficiently specific yet appropriately noncommittal. <ul><li>- 2 Guest rooms </li></ul><ul><li>- 19 th July’s Evening use of Presidential Ballroom including Audio- </li></ul><ul><li>Visual equipment. </li></ul><ul><li>My goal is to finalize our site within the next two weeks. If we select </li></ul><ul><li>Hotel Raddison, I look forward to work with you and your meeting </li></ul><ul><li>planner on the specifics of food service and transport. </li></ul><ul><li>Thank you very much for your assistance and interest. </li></ul><ul><li>Yours Sincerely, </li></ul><ul><li>(Monica Williams) </li></ul><ul><li>Vice President, Sales </li></ul>
  21. 21. <ul><li>Ms.Monica Williams RESPONSE - LETTER </li></ul><ul><li>Vice President Sales, </li></ul><ul><li>Sure Thing Company, </li></ul><ul><li>56 th Easy Street, </li></ul><ul><li>New Delhi – 110002. </li></ul><ul><li>Dear Ms. Williams, </li></ul><ul><li>I am delighted that Hotel Raddison is under </li></ul><ul><li>consideration for your regional sales conference.We are very proud of our </li></ul><ul><li>corporate services and facilities and I know we meet all expectations. </li></ul><ul><li>The Presidential ballroom is available for the dates of your conference but </li></ul><ul><li>because they are always in demand I hope we can reserve them for you as </li></ul><ul><li>soon as possible. The Raddison hotel has 250 guest rooms and luxury </li></ul><ul><li>suites. For a group of your size we offer excellent corporate rates. I am </li></ul><ul><li>enclosing a sheet that fully explains corporate pricing and cancellation </li></ul><ul><li>policies. I am including customized meeting and events planning package </li></ul><ul><li>which includes information that may help your decision. The package </li></ul>
  22. 22. <ul><li>includes details about dimensions, seating capacities, equipment, food and </li></ul><ul><li>transportation capabilities. I also want to invite you and members of your </li></ul><ul><li>staff for a red carpet tour of Hotel Raddison. Please call me with a time </li></ul><ul><li>that is convenient for you and if there is any other information that you </li></ul><ul><li>need, my direct number is 011-6893456. All of us at Hotel Raddison </li></ul><ul><li>look forward to welcoming you and Sure Thing Company to our hotel. </li></ul><ul><li>Yours Sincerely, </li></ul><ul><li>Abhijeet Singh </li></ul><ul><li>Sales & Marketing Director </li></ul>
  23. 23. ADJUSTMENT LETTER <ul><li>Mr. Ranjeet Verma, </li></ul><ul><li>Hardware and General Store, </li></ul><ul><li>123, Drop Down Plaza, </li></ul><ul><li>Bangalore. </li></ul><ul><li>Dear Mr. Verma, </li></ul><ul><li>We appreciate your letter regarding the billing of your </li></ul><ul><li>recent order of 12 gross of international items. We completely understand </li></ul><ul><li>your surprise at the amount charged since you anticipated receiving the </li></ul><ul><li>15% volume discount advertised in our winter catalogue. The discount </li></ul><ul><li>offer made in international winter catalogue was however clearly limited </li></ul><ul><li>to orders received by March 31 st , 2002. While we allow a few days grace </li></ul><ul><li>to account for mailing delays your order was dated and received almost 3 </li></ul><ul><li>weeks after the deadline for the discount offer. In keeping with long </li></ul>
  24. 24. <ul><li>standing corporate policy we cannot extend the discount </li></ul><ul><li>when so much time has passed between the cutoff date for </li></ul><ul><li>the discount and placement of the order. </li></ul><ul><li>I hope you will understand that our decision is a matter of </li></ul><ul><li>policy and fairness to all our customers. </li></ul><ul><li>Sincerely Yours, </li></ul><ul><li>Albert Dicosta </li></ul>
  25. 25. THANK YOU NOTES <ul><li>Dear Arun, </li></ul><ul><li>Thanks so much for the lunch today- and for </li></ul><ul><li>introducing me to the Pot O’ Gold. I can understand why it is </li></ul><ul><li>your favourite restaurant. The conversation was almost as </li></ul><ul><li>delicious as the Grilled Fish and I really appreciated your </li></ul><ul><li>wise counsel about the transfer order. </li></ul><ul><li>Yours, </li></ul><ul><li>Anand </li></ul>
  26. 26. LETTER OF CONDELENCE <ul><li>Dear Agnes, </li></ul><ul><li>I have just read the announcement of your </li></ul><ul><li>mother’s death, and I send my sympathy and praise to you. </li></ul><ul><li>Your mother was a very special friend to me, and I shall </li></ul><ul><li>always miss her. </li></ul><ul><li>Sincerely, </li></ul><ul><li>Chetan </li></ul>
  27. 27. LETTER OF CONGRATULATION <ul><li>Dear Vinay Gupta, </li></ul><ul><li>Congratulations ! I heard from your </li></ul><ul><li>parents that you won the scholarship. All the best wishes </li></ul><ul><li>for a bright future filled with many great opportunities. </li></ul><ul><li>Sincerely, </li></ul><ul><li>Chandershekar </li></ul>
  28. 28. LETTER OF APOLOGY <ul><li>Dear Mrs. Katake, </li></ul><ul><li>Your son has just told me that our dog </li></ul><ul><li>got into your flower bed and did a great deal of damage. </li></ul><ul><li>My husband will build a fence around his pen higher </li></ul><ul><li>tonight, and he will not be able to escape again. I shall send </li></ul><ul><li>some plants to replace those that were ruined although I am </li></ul><ul><li>afraid that new ones cannot compensate for those you lost. I </li></ul><ul><li>can only ask you to accept my apologies. </li></ul><ul><li>Sincerely Yours, </li></ul><ul><li>Manju Nath </li></ul>
  29. 29. LETTER OF REFERENCE <ul><li>Ms. Niharika Nehlani, </li></ul><ul><li>Director of Personal, </li></ul><ul><li>Village Book Shop, 2 Main Street, </li></ul><ul><li>Banglore. </li></ul><ul><li>Dear Ms. Nehlani, </li></ul><ul><li>I am pleased to address you about James Black who </li></ul><ul><li>has served as a tutor for my son over the past 2 yrs. His conscientiousness </li></ul><ul><li>in preparing lessons & his skill in explaining difficult problems have been </li></ul><ul><li>commendable.He has been prompt & extremely courteous. </li></ul><ul><li>I understand that you are considering him for a summer </li></ul><ul><li>job in your store & could not recommend him more highly. Please free to </li></ul><ul><li>call me at 6850861. </li></ul><ul><li>Sincerely, </li></ul><ul><li>Diana Hyden </li></ul>
  30. 30. REJECTION LETTER <ul><li>This letter illustrates how to reject an applicant without </li></ul><ul><li>destroying dignity. </li></ul><ul><li>Thapar Legal Law firm, </li></ul><ul><li>Tukaram Marg, </li></ul><ul><li>New Delhi- 110010 </li></ul><ul><li>Dear Ajit, </li></ul><ul><li>I had hoped to write a different letter but the </li></ul><ul><li>firm has decided to offer the associates position to another </li></ul><ul><li>attorney. </li></ul><ul><li>This is real disappointment for me because I have </li></ul><ul><li>been genuinely impressed by your qualifications, your </li></ul>
  31. 31. <ul><li>intelligence and your great energy. But the successful </li></ul><ul><li>candidate has experience in the areas of intellectual copyright </li></ul><ul><li>and East Asian law and languages that is nearly unique. Even </li></ul><ul><li>so the competition was close, and all partners are truly grateful for </li></ul><ul><li>all the time and effort you put in the process. I feel certain that you will </li></ul><ul><li>have a position that suits your exceptional talents very soon. </li></ul><ul><li>In fact, I would like to recommend you to a colleague of </li></ul><ul><li>mine if you agree, please call me at your earliest convenience </li></ul><ul><li>so that we can discuss his firm & the opportunities offered. </li></ul><ul><li>Let me say how much I have enjoyed getting to know </li></ul><ul><li>you. I look forward to hearing from you soon. </li></ul><ul><li>Yours truly, </li></ul><ul><li>(Vivek Saxena) </li></ul><ul><li>Senior Partner </li></ul>
  32. 32. RESIGNATION LETTER <ul><li>Tara Deshpande, MD </li></ul><ul><li>Director of Medical Services, AIIMS </li></ul><ul><li>Safdurjung Road, </li></ul><ul><li>New Delhi- 110012. </li></ul><ul><li>Dear Dr. Deshpande, </li></ul><ul><li>I am resigning my position as chief of </li></ul><ul><li>Orthopedic rehabilitation services effective immediately. I </li></ul><ul><li>have found every day of my employment rewarding because </li></ul><ul><li>of the quality of staff and their dedication. The recent vote of </li></ul><ul><li>the Board to cut funding for rehabilitation services displays a </li></ul><ul><li>lack of insight that makes my position intolerable. </li></ul>
  33. 33. <ul><li>I am convinced that the Board plans to privatize rehab services and dramatically alter its medical mission. You know my feelings about “ Practice for Profit” .I am confident that you will understand my choice to resign rather than participate in the dismantling of my department. </li></ul><ul><li>Sincerely Yours, </li></ul><ul><li>(Manishankar Iyer) </li></ul><ul><li>Chief of Rehabilitation Services </li></ul>
  34. 34. SALES LETTER – THE TEN THINGS TO REMEMBER WHEN YOU SAY NO <ul><li>Your attitude writes the letter, so avoid anger and indignation. </li></ul><ul><li>First put yourself in the other fellow’s shoes. </li></ul><ul><li>Look for logical reasons for a complaint or unusual request even if they were not expressed. </li></ul><ul><li>Agree if you can. </li></ul><ul><li>Say NO with care and thoughtfulness. </li></ul><ul><li>Avoid expressions that may create anger. </li></ul><ul><li>Start out with something the reader will like. </li></ul><ul><li>Take a lot of space and time to give your reasons for refusal. </li></ul><ul><li>Explain your rejection from the standpoint of the reader. </li></ul><ul><li>End your letter with something you will do for him. </li></ul>

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