Meaning of Correspondence:- The term in modern times for correspondence

Meaning of Correspondence:•The term in modern times for correspondence
Means communication by letters
•Correspondence is communication in writing between
two persons
•On matters of personal/official/business interest
Meaning of Correspondence
 Correspondence is communication in writing of
ideas/opinions/views between friends /relatives
/between business houses/offices
 Matters relating to personal matters/welfare/trade &
commerce/official matters
 Communication takes place between parties living at
distant places
 Distance one yard /thousands of miles
 The objective of the writer of the letter-convey to the
receiver a message /information without establishing
personal contact
 Writer and receiver are not exchanging words
/exchanging their views through written
 Gestures to stress a point/modulation of voice not
available to clarify
Business Writing
 You have undertaken to cheat me. I woun’t sue you ,for
the law is too slow. I’ll ruin you.
Yours truly,
Cornelius Vanderbilt
 One of the most effective business letters ever written
 The above master piece was sent to his business
associates who tried to swindle him
 To write & convey your thoughts clearly /needs
essential skills/success in a business
Importance of written communication
 Writing is crucial to modern organizations
 Serves as major source of documentation
 Business documents:-
 Employers look for good communication skills in
employees/compose-edit your own mail
 To be successful effectively communicate your business
messages(with whom?)
You may write business messages to convey
Routine messages
Goodwill messages
Negative messages
Persuasive messages
 It is necessary to use the
 Right approach/right words/right style that most suit
your message & reader
 Correspondence in business activity is important
 The business activity is conducted /when they come in
 Correspondence helps to bridge the distance and bring
people together
 Cheap and reliable method
 It provides permanent record/necessity in
litigation/extensive government regulation
 They are convenient/can be composed & read when
 Drawbacks: Require carful preparation/sensitivity to audience &
anticipated effects
 Words spoken in a conversation may be soon forgotten
/words committed to hard or soft copy become public
record if conveyed to the media
Types of Messages
 Positive messages/good news messages
 Negative messages/bad news messages
 Neutral messages/routine messages
 Persuasive messages/influential messages
Five main stages of writing Business messages
 Prewriting is planning stage
-Determine your purpose
-know your readers
-Search and collect data for your message(appealing to
your audience
-Organize & prepare an outline(main points)
 Drafting: second stage/organize the collected
-The right balance-concise and to the point
-The right words
-Tailoring language to the audience
 Revising: Third stage /process of modifying a
 Formatting: Fourth stage Good looks/way you
package your message
 Proofreading: Is the final stage/essential part of
rewriting & careful review of the final draft
 This stage ensures that all errors in terms of content
/tone/style have been eliminated
 In 1979 Fortune Magazine interviewed many
successful executives about what business schools
should teach
 “What kind of academic programme best prepares
business school students to succeed in their careers?”
 “Teach them to write better”
 The seven C’s of Business letter writing
 Clear-Concise-Correct-Courteous-Conversational-
Effective Business Correspondence :Basic Principles
 Place the Reader First
 Keep to the point
 Set the right tone
 Write a strong opening
 Write a strong close
Common Components of Business Letters
 Heading
 Inside address
 Salutation
 Subject or reference line
 Body of the letter
 Complimentary close
 Enclosures
 Copies
Strategies for writing the body of a letter
 State the main business /purpose or subject matter
right away-let reader know from the very first sentence
what your letter is about
 Keep the paragraphs short
 Provide topic indicators in the beginning of
 Place important information strategically
 Focus on the recipients needs/purposes/or interests
instead of your own-recipient oriented style (you –
attitude)which does not mean using more of you
-making the recipient the focus of the letter
 Give an action ending whenever appropriate (clears
what the writer of the letter expects)
-I am free after 2.oo pm on most days. Can we set up an
appointment to discus the matter further? I shall look
forward to hearing from you
Internal communication in an organization
 Memorandum(memo)
 Office Order
 Office Circular
 Office Notes
 Office order-It is a order . While drafting keep in mind
-It should be correct /short & to the point
-It should draw the attention of the concerned person’s/who
have to comply with the office order
-It must contain the specific instructions or directions for
-It must be authentic & duly signed by competent authority
Aman Watch Company
New Delhi
Office Order
Reference :HR/2008/09
Dated: 05-09-2008
The management is pleased to grant the promotion to Mr Ashish sinha in
recognition of his meritorious service to our organization for last five
years.With effect from 01-09-2008,he will hold the rank of Manager Sales,and
would be entitled to all the emoluments and benefits of this post.
To Ashish Sinha
CC: Accounts Officer
CC: Personal file
Sd/Amit Sood
Human Resource Manager
 Memorandum(Memo) is a short piece of writing used
by officers of an organization to communicate within
the organization
-It is the most common form of written communication
between people or departments/branch offices
 Some organizations insists small events
/requests/telephone/conversations on official matters
/recorded in the form of memos
 Memos have their utility
-It does not leave any scope for ambiguity & confusion /it
can be used for giving instruction clearly
 Since it is record of facts & decisions it can be used in
future to establish accountability
 It gives time to the receiver of communication to deliberate
upon it & react
 Printed memo forms are used
From____________ Subject________________
To ______________ Date________________
Or it can also be
To ___________________Date___________________
No Dear Sir, or so on
No Yours Sincerely, and so on
To : Lab Personnel
From: Sushil Kumar
Subject: Final test report requirements
Beginning Monday ,December 19,all our final test reports must indicate –
1. Test results
Dimension in proper order
The distribution list
Write the report immediately after the test
Be sure all terms are spelled correctly
Complete formulas
Office Circular
 The circular is in the form of a letter addressed to all
office to all branches/departments
 Is drafted in such a way that the information is useful
and understandable
 Purpose is to circulate information to the entire
 Inviting office staff to a party/installation of card
punching machine in the office
ABC Limited
New Delhi
Circular number HR/09/2008/5
Date 06-09-2008
To all the employees
A four –hour computer –training program is arranged for all the employees on
25-09-2008,Sunday,in the office premises. The program will start at 10 A.M .
All the employees are required to attend the program .
Sd/Rajesh Sethi
Human Resource manager
 Meetings provides a group decision making forum
 Agenda is a list of topics in a meeting
 A well prepared agenda will assist the chairperson in
directing the business of the meeting
 Ensuring that decisions are reached in an efficient
To keep the discussion on track
Remind members if discussion drifts from the agenda
Time the agenda
Do not try to prematurely end the discussion(why?)
If need is there to discuss an item in detail /hold another
 Close
-Close the meeting at the appropriate time
-Is the meeting over?( Is this right)
-Ask for final comments
-Offer a summary
-Thank the group
 Is a list of topics covered in a meeting
 A well prepared agenda will assist the chairperson in
directing the business of the meeting
Ensuring that decisions are reached in an efficient manner
Special features of agenda
1.It forms a part of the notice convening the meeting
2.It is fixed beforehand/meant for orderly discussion &
It lists all items/for discussion & deliberation/accompany
Contains name of org/venue/date/time/nature of meeting
The last item” any other matter/business with the
permission of chair’
Minutes of the meeting
 During the course of meeting items /topics listed in the
agenda are discussed serially one by one
 All participants express their views/opinions
 Discuss amongst themselves the pros and cons of each
item of agenda
 Finally arrive at some conclusions/decisions
 Kept on official record
 Call them as minutes of a meeting
 Minutes are the formal records of proceedings of a meeting
 The purpose of writing minutes is
1. To serve as the formal record of discussion
2. To serve as a background for future discussion
 The minutes of a meeting must contain
1.Date & number of meeting
2. A list of the names of those who attend the meeting
3. A list of those members who did not attend & from whom
apologies received
4.Record of confirmation of the previous minutes/any
amendments agreed by the committee
 5. The essential /relevant/background to the topic under
6.A succinct summary of the discussion
7. A clear 7 unambiguous record of the discussion
reached/resolution/bodies responsible for taking
subsequent actions
8.Where discussion of a specific case leads to a policy
issue/important that a separate minute be written on the
policy issue( even if this did not appear in the agenda)
Remember –use the term chairperson not
Non gender –specific language must be used in the
 Before setting out to write a minute following principles
should be borne in mind
 1. Brevity-A minute is a selective/not verbatim record
 2. Clarity-Those not present should be able to
understand/references –specific/relevant/accurate
 3.Self –Containment: It should stand by it self /no
additional information required/if background required
/check references
 4.Decisiveness-Decision /resolutions should be conveyed
clearly/the language of it should be reproduced
 5.Immediate recording/write up the minutes as soon as
possible after the meeting
Lay out for conferences meetings
 Theatre
 Class room
 Board Room
 Hollow Square
 U –Shaped
 Banquet Style