BUSINESS LETTERS AS FORM OF WRITTEN COMMUNICATION

BUSINESS LETTERS AS FORM OF WRITTEN COMMUNICATION

Business letters and memos are the most popular forms of written communications. Business letters are written or printed and are usually sent by mail in envelops. Since letter messaging forms a significant part of business communication, it is the backbone of all successful enterprises. Letters are written to maintain contacts with suppliers, customers, government agencies, banks, investors and employees and cover a wide array of information exchanges regarding inquiries, purchase orders, invoices, acknowledging and executing orders, granting and negotiating credits with parties, sending / receiving of accounts etc. Letter messaging is indispensable even for small firms.

Based on objectives and functions discharged, letters may be classifies as: personal or impersonal; direct, indirect or persuasive; official, demi-official, form or internal. Letters are also categorized on the basis of subject dealt with or the department of origin.

Ability to write business letters skillfully gives a competitive advantage over fellow employees. Always remember to check if the letter will irritate or annoy, will customer love to receive it and will he do what is asked. Effective writers of business letters must watch the 15 aspects of letter messages: letterhead, reference numbering, date, special marking and inside address; attention line, salutation, subject heading, main body and complimentary close; signature, enclosures, copies distributed, initial markings and post script if any.

Business letters should be marked by promptness, subject knowledge, appropriateness, accuracy / clarity, courtesy and tact. They should be persuasive, concise, focus on customer and salesmanship with positive and pleasant approach.

Creating and crafting business letters should be meticulously planned by defining main objective, identifying subsidiary aim, collecting all relevant data, knowing the customer and deciding the approach to be followed even before starting.