A short introduction to business correspondence

1. Introduction to Business
Correspondence

2. What is business
correspondence?

3. What is business correspondence?
It refers to business
communication through the
exchange of letters, memos,
faxes, and e-mails.

4. What is the importance of business
correspondence in the workplace?

5. What is the importance of business
correspondence in the workplace?
Functions of Business Communication (Guffey, 1997)
1. To inform
2. To persuade
3. To promote goodwill

6. What is the importance of business correspondence in the workplace?
Two Forms of Business Communication (Guffey, 1997)
1. Internal communication with superiors, coworkers,
and/or subordinates
2. External communication with customers, suppliers,
governments agencies, and the public.

7. What is the importance of business correspondence in the workplace?
Internal communication with superiors, coworkers,
and/or subordinates
Key Functions
a) Issue and clarify procedures and policies
b) Inform management of progress
c) Persuade employees or management to make
changes or improvements
d) Coordinate activities and provide assistance
e) Evaluate, compliment, reward, and discipline
employees
f) Get to know individuals personally

8. What is the importance of business correspondence in the workplace?
External communication with customers, suppliers,
governments agencies, and the public.
Key Functions
a)Answer inquiries about products or services
b)Persuade customers to buy products or services
c)Clarify supplier specifications and quality
requirements
d)Issue credit and collect bills
e)Respond to regulatory agencies
f)Promote a positive image of the organization

9. Flow of Organizational Communication
(Eunson, 2005)
1. Vertical Communication Flow
a. Downward Communication Flow
b. Upward Communication Flow
2. Horizontal Communication Flow

10. Vertical Communication Flow
a. Downward Communication Flow
b. Upward Communication Flow
TOP MANAGEMENT
MIDDLE MANAGEMENT
RANK AND FILE

11. Horizontal Communication Flow
TOP MANAGEMENT
MIDDLE MANAGEMENT
RANK AND FILE

12. Seven Characteristics of an Effective
Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing

13. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.There isn’t any question
about the proposed advertising
campaign’s success in the
opinion of the account
executive.
2.The account executive
believes that the proposed
advertising campaign will
succeed.

14. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.There isn’t any question
about the proposed advertising
campaign’s success in the
opinion of the account
executive.
2.The account executive
believes that the proposed
advertising campaign will
succeed.

15. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.Before we can send up our
satellite, it must be fully
covered with insurance
2.Before we can send up our
satellite, we must insure it fully.

16. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.Before we can send up our
satellite, it must be fully
covered with insurance
2.Before we can send up our
satellite, we must insure it fully.

17. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.We’ve run out of stock
unexpectedly. I won’t bore you with
the details. Needless to say, we are
desperate and hope you will fill the
attached order at once.
2.Please rush the attached order as
fast as you can. We’ve run out of
supplies unexpectedly and need new
supplies at once.

18. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.We’ve run out of stock
unexpectedly. I won’t bore you with
the details. Needless to say, we are
desperate and hope you will fill the
attached order at once.
2.Please rush the attached order as
fast as you can. We’ve run out of
supplies unexpectedly and need new
supplies at once.

19. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.The general feeling around
here is that the mall will never
be built.
2.A majority of the town officials
are against the mall project.

20. Seven Characteristics of an Effective Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing
Which is more effective?
1.The general feeling around
here is that the mall will never
be built.
2.A majority of the town officials
are against the mall project.

21. Improve the following sentences by employing the different
characteristics of an effective business correspondence.
1. Past experience tells me that our first priority should be
consideration of the final outcome.
2. Please meet me on Tuesday at 5:oo p.m.
3. Hopefully, I will be able to expedite the termination notice
to achieve processing no later than the fifteenth of July.
4. Its only three miles further than the road.
5. As much as I would like to meet you for lunch on Thursday, I
cannot because my four-year-old daughter, Trichie, is having
her first tap dance recital on that date. I have an 11:00
appointment on Monday, but I think I will be finished in time
for lunch. Is your schedule free on that date?