1. Business Correspondence
BY:
KAUSHAL YADAV
JIT, BARABANKI

2. Introduction to Business
Communication
Business is an exchange programme. It is based
on providing and receiving services and entities
to the costumers and/or consumers. But the
exchange of information between the producer
and consumer is through proper channels. This
system of exchange of information to each
other is called the business communication.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

3. Principles of Business
Communication
To make communication effective and
impressive some rules should be followed so
that the desired outcome could be achieved.
Some simple steps are as following:
–Planning
–Writing
–Revising/ reviewing
–Editing
Kaushal Yadav, Assistant Professor
JIT, Barabanki

4. Means of Business
Communication
Communication can be from advertisement
till convincing and feedback. What we here
are concerned is the correspondence
between the two parties.
This correspondence may take place through
electronic mails or through business letters.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

5. Features of an Effective
Business Letter
Brevity- mention valuable information only
Clarity- avoid vagueness or ambiguity
Accuracy- well written genuine information
Politeness- language should be polite and kind
Consideration of the addressee- context centred
Use of jargon/register- use familiar terms only
Kaushal Yadav, Assistant Professor
JIT, Barabanki

6. Structure of a Business Letter
Heading- sender’s address (company name, address)
Date- Month DD, YYYY or DD Month, YYYY
Inside address- receiver’s address (Name and full address
of the company)
Salutation- two space below the inside address (Dear Sir,)
Subject line- Subject: Topic or purpose of letter
Body of the letter- two lines below salutation (short para’s)
Subscription and signature- sincerely, faithfully, etc.
Superscriptions- full postal address of the addressee
optional(s)- mention of enclosures, recipients of CCs, etc.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

7. Types of Business Letters
On the basis of their purpose business letters are
categorized as following:
Sales letters
Credit letters
Letters of enquiry
Letters of quotation
Letters of order
Letters of claim or complaint
Letters of adjustment
Kaushal Yadav, Assistant Professor
JIT, Barabanki

8. Sales Letters
While writing a sales letter, it is important to
have a good attitude in order to sell your
service or product, because the reader/ receiver
will want to know why (s)he should spend
their valuable time reading the letter.
Therefore, you need to provide specific
information that explains to the reader why
they should be interested in buying/availing
your service or product.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

9. Credit Letters
Credit facilities can be called pivot on which
all major business activities revolve. It
facilitates more rapid economic growth since it
helps the dealers to access a product without
making payments in advance.
Credit letters can be letters of request, grant
letters, status-enquiry letters and their
responses, refusal letters and so on.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

10. Letters of Enquiry
These letters are written for fetching information
from another companies basically. The language
of the letters of enquiry should be courteous and
lucid.
Inquiry letters may be of two kinds:
Solicited inquiry letters- in response to an
advertisement from the seller’s side
Unsolicited inquiry letters- initiated by the buyer;
it carries scope for seeking wide information
Kaushal Yadav, Assistant Professor
JIT, Barabanki

11. Letters of Quotation
• These letters a specific type of letters of
enquiry, seeking information regarding the
price, estimate and other terms and
conditions of business and other related
matters.
• These letters may be generated from
individual costumer’s side to the service
provider or from the service provider’s side to
the unsolicited costumers.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

12. Letters of Order
After the letters of enquiry and quotation, if the
party feels satisfied, it orders the request for
dispatch and delivery of goods or rendering of
services, letters in this regard are called the
letters of order.
Such letters include particulars with regard to
the quantity, size and other important
specifications as well.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

13. Letters of Claim or complaint
In case of some kind of dissatisfaction with the
item received or the service availed, the party
may claim settlement for its loss incurred.
Letters carrying such information are called
letters of claim or complaint.
These purpose of these letters is to find out the
possible ways to solve the problem so that the
business relations could be maintained longer.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

14. Letters of Adjustment
To settle the claim from the costumer’s side the
seller/ manufacturer/ service provider accepts
his claim and expresses his apology for the
reason that caused inconvenience to the
costumer. This kind of letter can be called the
letter of regret.
Purpose of these letters is to satisfy the
costumer for continued business transactions.
Kaushal Yadav, Assistant Professor
JIT, Barabanki

15. Other business letters
• The other business letters of importance can
be as following:
• Reference letters
• Acknowledgement letters
• Appointment letters
• Resignation letters, etc.
Kaushal Yadav, Assistant Professor
JIT, Barabanki