Business Letters classification
DEFINITION: • The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. It is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties.
BUSINESS LETTERS v. It is essential to write a business letter to maintain contacts with the external world including other businessmen, customers and government departments. v. It serves as a record for future reference. v. It leaves more durable impression on the receiver's mind than an oral message. v. It is used as a legal document. v. It is used to build goodwill.
FUNCTIONS OF BUSINESS LETTER • To provide a convenient and inexpensive means of communication without personal contact. • To seek or give information. • To furnish evidence of transactions entered into. • To provide a record for future reference. • Record and reference • Making a lasting impression. • Widening the approach • An authoritative proof. • Building goodwill.
Classification or Types of Correspondence 1. Internal Correspondence: Internal correspondence refers to correspondence between the individuals, departments, sections and branches of the same organization. 2. External Correspondence: It refers to correspondence made with outsiders of the organization who are individuals, customers, suppliers, banks, financial institutions, money lenders, government departments, educational institutions, charitable trust and the like. 3. Routine Correspondence: Routine correspondence refers to correspondence on routine matters like inquiries, acknowledgements, replies, orders, invitations and appointment letters. 4. Sales Correspondence: It refers to correspondence relating to sales. They are sales letters, sales reports, invoices, offer and discount letters, statement of accounts, confirmation of order, collection letters, delivery letters, debit and credit notes letters and the like. 5. Personalized Correspondence: Emotional factors are responsible for personalized correspondence. The letters relating to requesting, granting or refusing co — operation, favour, letters intimating gratefulness, appreciation, congratulation or commendation, letter of introduction or recommendation of an individual, letters of sympathy or censure and the like are termed as personalized correspondence. 6. Circulars: A common matter is communicated to a large number of persons or firms. They treated as circulars and/or notices change of address, change.
KINDS OF BUSINESS LETTERS A. 1. ENQUIRIES & REPLIES • ORDERS&EXECUTION • CREDIT& STATUS • COMPLAINTS& ADJUSTMENTS • COLLECTION LETTER. B. 1. BANK CORRESPONDENCE • INSURANCE • IMPORT – EXPORT • AGENCY C. 1. APPLICATION LETTERS • INTERVIEW LETTERS D. 1. CORRESPONDENCE TO SECRETARY. • CORRESPONDENCE WITH STATE & CENTRAL GOVT. E. 1. LETTERS TO PRESS F. 1. CIRCULAR LETTERS • SALES LETTERS
Kind of a Business Letter Personal Letters • Application letter , interview letters, reference letters , letters of appointment, confirmation letter, promotion letter, retrenchment, resignation. • The correspondence of a company secretary, correspondence with central government • Letters to press Non- Personal Letter • Enquiries and replies, orders, their execution, credit and status enquiries, complaint and adjustment, collection letters. • Circulars letters, Sales letters • Bank correspondence, insurance correspondence, import export correspondence, agency correspondence.
Classification of Business Letters • Official Letters - are written to government or semi government bodies • Demi-official Letters - are official in purpose but are addressed to a person by name. • Internal Letters - or memos are used both in government offices and business houses for internal communication. • Form Letters - are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews , notices, appointments etc.
THE IMPORTANCE OF LETTERS • Letters represent your company’s public image and your competence • Letters are more personal than a report, yet more formal than memos or e-mail • Letters are more permanent than e-mail • Letters constitute an official legal record of an agreement • Letters follow up on telephone calls and other types of oral communications • Letters provide a wide range of corporate information • Letters can support action • Letters sell • Letters are efficient for targeted mass mailings
LETTER FORMATS Full-block format All text flush left, spaces between paragraphs Semi-block/Modified format • The writer’s address, date, complementary close, and signature to the right side of the letter • The date aligns with the complementary close Notations of enclosures flush left below signature Indented paragraph format • Identical to the semi block format except that each paragraph is indented five spaces Continuing pages. • If your letter runs beyond one page, use name, page number, or address in the header of the second page.
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