They communicate business Information to customers, appliers and others and at the same time receive a variety of letters from them. In this lesson let us know about different types of letters used in the process of business transactions. 14. 1 Objectives After studying this lesson, you will able to: state the meaning of Business Correspondence; explain the Importance of Business Correspondence; describe the essential qualities of a good business letter; identify the various parts of a business letter; and recognize the different types of letters used In business. 14. Meaning of Business Correspondence Communication through exchange of letters is known as correspondence. We communicate our feelings, thoughts etc. To our friends and relatives through letters that may be called personal correspondence. A Businessman also writes and receives letters In his day to-day transactions, which may be called business correspondence. Business correspondence or business letter Is a written communication between two Business Studies from the suppliers. Customers may write letters to businessmen seeking information about availability of goods, price, quality, sample etc. r place order for purchase of goods. Thus, business letters may be defined as a media or means through which sews are expressed and ideas or information is communicated in writing in the process of business activities.
In the past the situation was not so. Business letters were not essential in olden days. But now the importance of letters has increased because of vast expansion of business, increase in demand as well as supply of goods. Let us learn about the importance of business letters. I) Help in maintaining proper relationship Now-a-days business activities are not confined to any one area or locality. The businessmen as well as customers are scattered throughout the country. Thus, there is a need to maintain proper relationship among them by using appropriate means of communication.
Here business letters play an important role. The customers can write letters to the businessman seeking information about products and genuineness also supply various information to customers. This helps them to carry on business on national and international basis. I’) Inexpensive and convenient mode Though there are other modes of communication like telephone, telex, fax, etc. But business information can be provided and obtained economically and conveniently through letters. Iii) Create and maintain goodwill Sometimes business letters are written to create and enhance goodwill.
Businessmen at times send letters to enquire about complaints and suggestions of their customers. They also send letters to inform the customers about the availability of a ewe product, clearance sale etc. All this results in cordial relations with the customers, which enhances the goodwill of the business. Serves as evidence We cannot expect a trader to memories all facts and figures in a conversation that all facts. Thus, letters can serve as evidence in case of dispute between two parties. V) Help in expansion of business Business requires information regarding competing products, prevailing prices, promotion, market activities, etc.
If the trader has to run from place to place to get information, he will end up doing nothing. It will simply result in loss of time. But wrought business letters, he can make all enquiries about the products and the markets. He can also receive orders from different countries and, thus enhance sales. Business letter is the most mode of communication. 156 Intent Questions 14. 1 Fill in the blanks with suitable words. Business letters serve as Alan in case of dispute in business transactions. It is -? . For the businessmen to remember all facts without correspondence. Iii.
Business letters build -? -? for a businessman. Business letters are written to -? information. Given below are certain statements. Write ‘T’ against true statements and ‘F against else statements. Through business letter personal contact can be maintained between buyer and seller. Iii. Business letters lead to decline the goodwill of the firm. Lb. Letter is a convenient and economic mode of communication. Business letters do not help in removing misunderstanding between buyer and 14. 4 Essential Qualities of a Good Business Letter A letter should serve the purpose for which it is written.
If a businessman writes a letter to the supplier for purchase of goods, the letter should contain all the relevant information relating to the product, mode of payment, packaging, transportation of odds, etc. Clearly and specifically. Otherwise, there will be confusion that may cause delay in getting the goods. Again the quality of paper used in the letter, its size, color etc. Also need special attention, because it creates a positive impression in the mind of the receiver. We may classify the qualities of a good business letter as: a) Inner Qualities; and b.
Outer Qualities Inner Qualities – The inner qualities of a good business letter refer to the quality of language, its presentation, etc. These facilitate quick processing of the request and that leads to prompt action. Let us discuss the various inner qualities of a good business letter. Simplicity – Simple and easy language should be used for writing business letters. Difficult words should be strictly avoided, as one cannot expect the reader to refer to the dictionary every time while reading letter. Clarity – The language should be clear, so that the receive will understand the 157 message immediately, easily and correctly.
Ambiguous language creates confusion. The letter will serve the purpose if the receiver understands it in the same manner in which it is intended by the sender. Iii) Accuracy – The statements written in the letter should be accurate to, the best of the sender’s knowledge. Accuracy demands that there are no errors in the usage of language – in grammar, spellings, punctuations etc. An accurate letter is always appreciated. (iv) Completeness – A complete letter is one that provides all necessary information to the users.
For example, while sending an order we should mention the desirable features of the goods, I. E. , their quality, shape, color, design, quantity, date of delivery, mode of transportation, etc. Relevance – The letter should contain only essential information. Irrelevant information should not be mentioned while sending any business correspondence. (v’) Courtesy – Courtesy wins the heart of the reader. In business letters, courtesy can be shown/expressed by using words like please, thank you, etc. (vii) Neatness – A neat letter is always impressive.
A letter either handwritten or typed, should be neat and attractive in appearance. Overwriting and cuttings should be avoided. B) Outer Qualities – The outer qualities of a good business letter refers to the appearance of the letter. It includes the quality of paper used, color of the paper, size of the paper etc. Good quality paper gives a favorable impression in the mind of the reader. It also helps in documenting the letters properly. Let us discuss the various outer qualities of a good business letter. (I) Quality of paper – The paper used should be in accordance with the economic status of the firm.
Now-a-days the cost of the paper is very high. Therefore, good paper should be used for original copy and ordinary paper may be used for duplicate copy. (it) Color of the Paper – It is better to use different colors for different types of letters, so that the receiver will identify the letters quickly and prompt action can be oaken. (iii) Size of the paper – Standard size paper (AY) should be used while writing business letters. The size of the paper should be in accordance with the envelopes (iv) Folding of letter- The letter should be folded properly and uniformly.
Care should be taken to give minimum folds to the letter so that it will fit the size of the envelope. If window envelope is used then folding should be done in such a way that the address of the receiver is clearly visible through the transparent part of the envelope. 158 Envelope – The size and quality of the envelope also need special attention. The size f the letter should fit the size of the letters. The business firms use different types of envelopes I. E. , ordinary envelope, window envelope, laminated envelope etc. In window envelope there is no need to write the address of the receiver separately on the envelope.
It is clearly visible through the transparent part on the face of the envelope, which may be called as window. In laminated envelope a thin plastic sheet or cloth is pasted on the inner side that gives extra protection to letters from being damaged during transit. Intent Questions 14. 2 Apart from ordinary envelopes, we may also use ending business letters. To make a letter courteous, words like Business letter should contain only Accuracy demands no error in the usage of envelopes for should be used. And information. Business letters should be always neat and Match the following.
The receiver understands the message in the same way as intended by the sender Relevance There should be no errors in the usage of language in business letter. Courtesy c) Relevant information should be provided in business letter Accuracy d) Words of anger should not be used in any business letters. Clarity 14. 5 Parts of a Business Letter n appearance. We have discussed above the qualities of a good business letter. The quality will be maintained if we give proper attention to each and every part of the letter. Let us now learn about the different parts of a business letter.
The essential parts of a business letter are as follows: Heading -The heading of a business letter usually contains the name and postal address of the business, E-mail address, Web-site address, Telephone Number, Fax Number, Trade Mark or logo of the business (if any) 2. Date – The date is normally written on the right hand side corner after the heading as he day, month and years. Some examples are 28th Feb.. , 2003 or Feb.. 28, 2003. 3. Reference- It indicates letter number and the department from where the letter is being sent and the year. It helps in future reference.
This reference number is given on the left hand corner after the heading. For example, we can write reference number as ABA/Fade. /2003/27. Different parts of a business letter 1 . Heading 2. Date 3. Reference 4. Inside Address 5. Subject 6. Salutation 7. Body of the letter 8. Complimentary close 9. Signature 10. Enclosures 11. Copy Circulation 12. Post Script 159 4. Inside address – This includes the name and full address of the person or the firm to whom the letter is to be sent. This is written on the left hand side of the sheet below the reference number.
Letters should be addressed to the responsible head e. G. , the Secretary, the Principal, the Chairman, the Manager etc. Example: MIS Brat Fans Brat Complex Hydrated Industrial Complex Andorra Pradesh – 500032 The Chief Manager, State Bank of India Tactual University Campus Banner’s, nouns- 751007 5. Subject – It is a statement in brief, that indicates the matter to which the letter relates. It attracts the attention of the receiver immediately and helps him to know quickly what the letter is about. For example, Subject: Your order No. CHIC/8 dated 12th March 2003.
Subject: Enquiry about Samsung television Subject: Fire Insurance policy 6. Salutation – This is placed below the inside address. It is usually followed by a comma (,). Various forms of salutation are: Sir/Madam: For official and formal correspondence Dear Sir/Madam: For addressing an individual Dear Sirs/Dear Madam: For addressing a firm or company. 7. Body of the letter- This comes after salutation. This is the main part of the letter and t contains the actual message of the sender. It is divided into three parts. (a) Opening part – It is the introductory part of the letter.
In this part, attention of the reader should be drawn to the previous correspondence, if any. For exemplified reference to your letter no. 326 dated. 12th March 2003, I would like to draw your attention towards the new brand of television. (b) Main part – This part usually contains the subject matter of the letter. It should be precise and written in clear words. 8. Concluding Part – It contains a statement the of sender’s intentions, hopes or expectations concerning the next step to be taken. Further, the sender should always regards, With warm regards may be used.
Complimentary close – It is merely a polite way of ending a letter. It must be in accordance with the salutation. For example: Salutation Dear Sir/Dear Madam it. Dear Mr.. Raja iii. My Dear Kafka 160 Complementary close Yours faithfully Yours sincerely Yours very sincerely (express very informal relations. ) 9. Signature – It is written in ink, immediately below the complimentary close. As far as possible, the signature should be legible. The name of the writer should be typed immediately below the signature. The designation is given below the typed name.
