Q.1 What is Business correspondence ? Discuss the role of written Business correspondence.
Related Questions -
Q. Discuss the importance of Business communication.
Ans. Business correspondence refers to all written communications, done for the purpose of business. Written communications are a powerful medium in all walks of life. Even if we could handle all our social and business communications on a face-to-face basis, we would still need to prepare written messages. One reason is that we often need a permanent record of what was said, to whom, and on what date. Because written communications can be planned carefully, they often can do a far better job than spoken communications of achieving a desired result.
“Business letters are an important, even a critical part of any professional’s job,” write Pauley and Riordan. In a workplace a great deal of communicating takes place each day. The type of business will determine to what degree this communicating is done in person, over the telephone or in writing. In general, keeping permanent records of transactions is very important to business owners, so workers record sales on receipts, claims on insurance forms, and actions of a business meeting in meeting minutes. “But providing a permanent record is only one advantage of written communications. In business, people use written communications as a time-saving, effective way to pass on information to supervisors, co-workers, suppliers clients”. If anybody wants to succeed in today’s work force, he need to know how to compose business communications.
Q.2 What is difference between personal letters and business letters ?
Ans. Personal letters differ from the business letters in terms of their style. Personal letters are written in informal style. They are supposed to express personal feelings of the writer as they are written to a relative or a close friend. Hence, they follow the subjective mode of expression. On the other hand, business letters are written informal style which is objective in nature. Business letters are supposed to be precise and concise because a business man is extremely short of time. He cannot afford to read lengthy letters. It is advisable to avoid superfluous words and also give much information in the least possible words. Business letters may use learned words with no abbreviations.
Q.3 Write the features of an effective Business letter.
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Q. What are the features of technical style ? (2011 - 12)
Q. What are the general or fundamental principles of an effective business letter ?
Q. What are the principles of business communication? (2013 - 14)
Ans. Business letters are professional letters. They may be on various subjects such as complaint, inquiry, request, placing orders, apology, transfer of money, cancellation of orders and so on. Such letters are supposed to be formal in tone. Below are listed some fundamental principles of an effective business letter.
(i) Brevity: -
A business letters should be brief and to the point. Brevity and directness are the essential features of a formal style in business correspondence.
(ii) Clarity: -
A business letter should always be written in plain English. Very long paragraphs should not be used. Sentences in a business letter should also be short.
(iii) Accuracy: -
Facts mentioned by the sender must true and genuine. The accuracy is the back-bone of all business relations. A business letter should maintain necessary formal tone. It should not be written in too personal or informal tone.
(iv) Politeness: -
The writer should be polite in his expression. He should always be courteous. This principle holds good even if the writer lodges a complaint. He should learn to lodge a complaint without being rude. Courtesy wins the sympathy of the reader.
(v) Consideration of the Addressee: -
No doubt, the business letters are formal in tone yet it is necessary for the writer to create some personal interest. To achieve this personal interest address the customer or the reader by his name, make use of personal pronouns like we, I, you and write clearly and in positive tone.
(vi) Use of Jargous: -
Business letters should be set out correctly. Spellings, punctuation, facts, figures and other details must be correct.
Q.4 Explain in brief the three basic letter formats.
Ans. The three basic letter formats -
(i) Block Format: -
In the Block format, all the elements such as date, address, salutation, paragraphs and the close, all start from the left hand margin. Different parts and paragraphs of the body of the letter are typed in double spacing while within each part and paragraph single spacing is preferred. The greatest advantage of this method is that it can be typed quickly an easily.
(ii) Modified Block Format: -
“The modified block format is the same as the full block format with two exceptions : the date line and closing signature are placed on the right-hand side of the page. The best position for both is five spaces to the right of the center line, but flush right is acceptable”.
(iii) Simplified Format: -
The Simplified Format contains no salutation and no complimentary close but it always has a subject line. It is generally useful for impersonal situations. It is also useful for situations where the identify of the recipient is not known. In personal situations, the first paragraph is started with the recipient’s name.
Q.5 What elements constitute the structure of a business letter ? Describe each of them.
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Q. What should be the layout of a business letter ?
Ans. A business letter is an official letter dealing with such subject as enquiry, ordering, request, complaint and apology. It is written in formal style. The important thing is to set out letter correctly, to be precise and accurate and also to maintain the necessary personal tone. Each business letter should have the following basic elements :
(i) Heading : Heading here means the address of the sender and of the recipient.
* Spell out words such as Avenue, Street and Apartment etc..
* To avoid confusion, put a hyphen between the house and street number, for example, 125-3rd Street.
* Either spell out the full name of the street or use the U.S. Postal Service Zip Code abbreviation (Such as U.P. for Uttar Pradesh).
(ii) Date : Dates can have one of two forms : March 6, 2001, 6 March, 2001.
* Spell out the month.
* Do not use ordinal indicators, such as 1st or 3rd.
(iii) Inside Address : The inside address is the same as the address that appears on the envelope.
Example :
Mr. R.N. Gupta
Manager, Mumbai Radio Services Ltd.
23, Nehru Road
Mumbai - 400008
* Use the correct title (Mr., Dr., Prof. etc.) and business title (Manager, Director, Treasurer etc.)
* Write the firm’s name exactly.
* Place the reader’s business title after his or her name or on a line by itself, whichever best balances the inside address.
* Use the title Ms. for a woman.
(iv) Salutation : Salutation or Courteous Greetings in official or business letters is different from personal letters.
* If the recipient of the letter is a man, write Dear sir.
* If the official to whom the letter is written is a lady write Dear Madam.
* If letter is addressed to a business firm, and not to a particular official, the greeting is Dear Sir. An alternative for it is to use the simplified format with a subject line.
(v) Subject Line : Subjects are common in business letters.
Examples :
(a) Subject : Application for Accountant in MES.
(b) Subject : Request to send a prospectus for M.sc.
* Follow the word subject with a colon.
* For emphasis, capitalize or underline the subject.
(vi) Body or Substance of the Letter : Normally it forms the main organ of a letter. In official letters, generally, one subject is dealt in one letter. But in business letters even more than one subject may be taken up.
* Use simple and the straightforward language. Avoid lengthy sentences or jugglery of words.
* Facts and references, mentioned in the letter, should be properly checked and verified.
* Begin the body of the letter at the normal distance from the margin.
* Divide the main body into paragraphs.
* Discuss one idea in one paragraph.
* Avoid unnecessary repetition.
* Refer to earlier correspondence.
(vii) Subscriptions (Complimentary Closing and Signature) : Certain courteous words are often used for closing a letter. In official letters, the words Your faithfully are written. In demi-official letters Yours sincerely or Yours faithfully are written and these words are followed by a comma. Just below the subscription, there should be the signature of the writer.
Example :
Your sincerely, Sincerely yours,
R.K. Singh N.M. Tripathi
Personal Director Treasurer
(viii) Superscription : Superscription or address on the envelope is the last important step in writing business or official letters. Full postal address of the addressee should be written neatly and properly on the envelope so that it may reach its destination quickly. In official and business letters, the official name should be written.
Example :
The Director Hindustan Lever
Phoenix. AZ 852008
The sender must sign the lower left hand corner of the envelope, along with his address.
Mr. K.K. Singh
12, Civil Lines
Allahabad.