Introduction To Business Correspondence

INTRODUCTION TO BUSINESS
CORRESPONDENCE
Objectives:

At The End Of The Chapter, The Students Will Be Able To:

1. State The Meaning Of Business Correspondence.
2. Explain The Importance Of Business Correspondence
3. Describe The Essential Qualities Of Good Business
Letter
4. Identify The Various Parts Of Business Letter And;
5. Recognize The Different Types Of Letter Used In
Business

Prepared by: Ms. Tresha M. Lesano
Why is writing is important in Business?
Effective writing drives sales.

 Effective writing boosts your brand
reputation.
 Effective writing bolsters efficiency,
productivity, and innovation.
Effective writing powers quality
management.
 Effective writing aids bench strength and
retention.
Today production takes place in one area but
consumption takes place everywhere. Since the
businessmen as well as customers live in far off
places they don’t have sufficient time to contact each
other personally. Thus, there arises the need for
writing letters.
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.
BUSINESS CORRESPONDENCE
Correspondence is simply a form of communication by

letters.
Business refers to the activity of one who is engaged in
the production, distribution or sale, and purchase of
something. It may also be referred to as any related
financial transaction of any form.
Business correspondence is, therefore, any form of
communication by letters which deal with the transmission
of messages arising out of the production, distribution, and
sale or purchase of anything of value. It may also refer to
exchange of letters arising out of transaction in any form.
IMPORTANCE OF BUSINESS
CORRESPONDENCE
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.
ii) 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
Businessmen at times send letters to enquire about complaints
and suggestions of their customers. All this results in cordial
relations with the customers, which enhances the goodwill of
the business.
iv) Serves as evidence
Through letters, he can keep a record of 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. He can also
receive orders from different countries and, thus enhance
sales.
Essential Qualities of a Good Business
Letter
the quality of paper used in the letter, its size, colour

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
INNER QUALITIES- refer to the quality of language,

its presentation, etc.
i) 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.
ii) Clarity - The language should be clear, so that the
receive will understand the message immediately,
easily and correctly.
INNER QUALITIES
(iii) Accuracy- 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.
(v) Relevance - The letter should contain only essential
information.
(vi) Courtesy - In business letters, courtesy can be
shown/expressed by using words like please, thank you,
etc.
(vii) Neatness- A letter either handwritten or typed,
should be neat and attractive in appearance.
OUTER QUALITIES
The outer qualities of a good business letter refers to the

appearance of the letter. It includes the quality of paper
used, colour of the paper, size of the paper etc.
1. Quality of paper - The paper used should be in
accordance with the economic status of the firm.
Therefore, good paper should be used for original copy
and ordinary paper may be used for duplicate copy.
2. (ii) Colour of the Paper - It is better to use different
colours for different types of letters, so that the
receiver will identify the letters quickly and prompt
action can be taken.
OUTER QUALITIES
3. Size of the paper - Standard size paper (A4) should

be used while writing business letters. The size of the
paper should be in accordance with the envelopes
available in the market.
4. 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
5. Envelope - The size and quality of the envelope also
need special attention

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INTRODUCTION TO BUSINESS

Effective writing drives sales.

Correspondence is simply a form of communication by

i) Help in maintaining proper relationship

the quality of paper used in the letter, its size, colour

INNER QUALITIES- refer to the quality of language,

(iii) Accuracy- accuracy demands that there are no errors

The outer qualities of a good business letter refers to the

3. Size of the paper - Standard size paper (A4) should

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