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Correspondence.  Almost as many types of correspondence (letters, memos, e-mail) exist as there are reasons for writing them.

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Presentation on theme: "Correspondence.  Almost as many types of correspondence (letters, memos, e-mail) exist as there are reasons for writing them."— Presentation transcript:

1 Correspondence

2  Almost as many types of correspondence (letters, memos, ) exist as there are reasons for writing them.

3  Letters are an essential means of communication among organizations, businesses, and their customers; memos and are the primary means of communication within organizations.

4  Goodwill is important in business relationships.  Empathy with your reader—that is, writing with your reader's needs foremost— establishes a good rapport. Such empathy is frequently­­ called the "you" viewpoint.

5  Good formatting reflects the "you" viewpoint and the professionalism of the writer.  Accuracy and appearance enhance content.  A courteous, professional tone gets the best results.

6  Different types of correspondence follow established patterns and strategies, although your audience and the purpose of the correspondence may call for adapting it to suit your particular needs.

7  Following are some of the most common types of business correspondence. (Note that correspondence may take the form of a letter, a memo, or an , depending on the circumstances.)

8  An inquiry letter is a request for information. The request should state clearly and concisely what information is needed, who is requesting it, and what use will be made of it.

9  A response to an inquiry should answer all questions politely and tactfully.

10  A cover letter identifies an item being sent, the person to whom it is being sent, and the reason for sending it.

11  An acknowledgment letter, often sent as a courtesy, reports that something has been received.

12  A reference letter evaluates the performance or ability of an applicant for a job, promotion, or scholarship.

13  An acceptance letter, written to accept a job offer, should identify the position and salary one is accepting.

14  A complaint letter should be businesslike and logical; it should not sound "whiny." Rather, it should demonstrate that the writer is registering the complaint calmly and expects the situation to be corrected.

15  An adjustment letter is written in response to a complaint letter and tells the customer what the firm intends to do about the complaint. 

16  A refusal letter addresses a complaint, an inquiry, or other situation with a negative reply. Such letters or messages must be prepared with utmost care.


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