Business Correspondance

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Correspondence

• Business correspondence is an instrument of decision making in the business world.

• Business Correspondence is a link between people.

• It helps to reinforce professional exchange of ideas, opinion and information.

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Function of a Business Letter

• To provide a convenient and inexpensive means of communication without personal contact

• To seek or give information• To furnish evidence of transaction entered

into• To provide a record for future reference

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Kind of a Business Letter

• Personal Letters

• Non- Personal Letter

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Non Personal Letters

Business Letters• 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.

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Business 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

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Classification of Business Letters

• Official Letters

• Demi-official Letters

• Internal Letters

• Form Letters

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Official Letters

• Official letters are written to government or semi government bodies

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Demi-official Letters

• Demi-official letters are official in purpose but are addressed to a person by name.

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Internal Letters

• Internal letters or memos are used both in government offices and business houses for internal communication

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Form Letters

• Form letters are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews ,notices, appointments etc.

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Structure of Business Letter• Heading• Date line• Reference Line• Inside Address• Subject• Attention Line• Salutation• Body

Opening or Introductory Paragraph Middle or Main Paragraph Closing or Concluding Paragraph

Cont…

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Structure of Business Letter

Cont….• Complementary Close• Enclosures• Copy Distribution• Reference Initial• Post Script

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Heading

• A business letter is generally typed on printed letter head. This contains the writer’s full address, the telephone no. E-mail, telegraphic address trademark, registration no. establishment year. Business letters usually have preprinted, letterhead stationary which contains this information. An address heading is optional for informal letters.

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Date Line

• The date may be written in any of the following ways-

• 16th May 2010• 16 May 2010• May 16, 2010

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Reference number

• Reference number enables replies to be linked with the earlier correspondence and the letter reaches to the right person without delay.

Example- Tata/sales/2010/56

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Inside Address• The inside address contains the name and

address of the firm or the individual to whom the letter is written. is makes the record for filling purpose and also helps the outward clerk to write the same address on the cover.Ex-The chief Accounts OfficerBharat Steel Tube Ltd.Hans BhawanConnought PlaceNew Delhi

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Subject Line

• The purpose of subject line is to let the reader know immediately what the message is about. Like reference and attention line it saves time. The subject can be written before as well as after salutation.

Subject- Supply of raw material

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Attention Line

• To elicit prompt response sometime a letter which is addresses to an organization and company is marked to the attention of a particular officer by name or designation.

Attention: The sales officerOr

Kind Attention: Mr. A.K.Mathur, Sales officer

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Salutation

• Salutation in a letter is like greeting a a person when you met him.

• Dear Sir• Dear Madam

Gentleman• Dear Mr. Seth• Sir

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BodyIntroduction

• The letter should open with expression of pleasure, acknowledgment, or with reference to the ‘action' you have taken in response of the reader's previous letter, if any

• Many thanks for your order of 25th July……..• We thank for your enquiry…………...• With reference to your letter no…….

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Body

Main Paragraph

This paragraph contains the subject matter of the letter. It should be brief and to the point, but care should be taken to see no relevant details are omitted from it.

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BodyClosing Paragraph

• The closing paragraph should be brief. It should be like natural and logical outcome of the main paragraph, motivating the reader to act. It may take the polite wish, special thanks.

• We look forward to our next meeting.• We thank you for your trouble• We hope to hear from you soon.

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Complementary Close

• The complementary close is a courteous leave taking, polite way of ending the letter.

Yours Cordially Sd/-(Ms.S.Kaur)

CEO

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Enclosures

• If you enclose anything with the letter you should indicate it against the enclosure line:

Encl- 1. Catalogue 2. List of Dealers 3. Price List 4. Quotation

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Copy Distribution

• If copy of the letter is to be sent to others for their information, this is shown at the bottom left side of the letter with name(s) of the person to whom the copy is sent.

CC : 1.Mayor IMC 2.Commissioner IMC 3.Ward Member

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Reference Initial

• It is now customary to put the initial of the of the person dictating the letter and the person typing it towards the end of the letter near the left hand margin.

1. SB AKS 2. VST:RLS3. VTS/RLS 4.SB-AKS

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Post Script

• If we forget to mention some necessary information in a letter, than we can add one or two lines through “post script”.

• PS : New rates would be implemented from 21 June 2010

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FORM

• Choose a font that is easy to read.• 1 to 1½ inch left and right margins.• 1 to 1½ inch top and bottom margins.• Present information

– completely– concisely – professionally

• Be consistent – block or modified block.

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RULES OF THUMB…AVOID ABBREVIATIONS EXCEPT FOR STATES

AND TITLES.

(Mr., Mrs., Ms., etc. – FL, NJ, OH)

PLACE A SINGLE WORD TITLE AFTER THE NAME SEPARATED BY A COMMA.

Mrs. G. DeGraw, President

PLACE A LONGER TITLE ON A SEPARATE LINE.

Mrs. G. DeGrawExecutive Director of Safety

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Example

M.R.ENGINNERING WORKS 46-B Mathura Road

Faridabad , HaryanaYour Ref: NTPC/PUR/2010/95Our Ref :MREW/SALES/2010/72

The General ManagerNational Thermal Power CorporationBadarpur, Delhi

Kind Attention: Shri S.C. Sharma, Asst Works ManagerSubject : Your order No.1245 dated 12 May 2010Dear Sir,Thank you very much for your letter No. NTPC/PUR/2010/95 dated 12 May 2010. We are glad that you

have sent an order for the machine tools.The work on your order would have started by now, but I regret to say that two of our drawing

accompanying the order are not quite clear. These drawings are enclosed. Kindly Send the fair copies of the drawing through a courier so that we may start the work without any

delay.With Regards.YoursSd/-( Mahesh Malhotra)Proprietor

Enc l: Two Sheets of DrawingsCc : Account DepartmentPS : 12 %Vat tax would be included on each order.RK/MM04/12/23 31

R E V I E W• PARTS OF A PERSONAL-BUSINESS LETTER:

Return Address (includes DATE)Inside AddressSalutationBodyComplimentary CloseReference InitialsEnclosures (if any)

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BLOCK versus MODIFIED BLOCK

BLOCK• All parts of the letter

begin at the left margin.

• Paragraphs are NOT indented.

MODIFIED BLOCK• The heading and

complimentary close begin at the center of the page.

• Paragraphs ARE indented.

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123 Pine StreetOak Ridge, NJ 07438October 30, 2005

ABC Company345 Spruce StreetWhatever, IL 01233

Dear Mr. Brown:

Insert the part of the body of the letter here. The body of the letter should tell something about what you hope to convey.

It should also have a closing paragraph in it. There should be at least two sentences per paragraph.

Sincerely,

Mrs. DeGrawMrs. DeGraw, Chairperson

/ged

Enclosure

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Any Questions???Feel free to contactDr. Chetan Trivedicntrivedi@gmail.com

9725251424

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