Business Letters презентация

DEFINITION:-
The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. It is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties.

BUSINESS LETTERS
It is essential to write a business letter to maintain contacts with the external world including other businessmen, customers and government departments.
It serves as a record for future reference.
It leaves more durable impression on the receiver's mind than an oral message.
It is used as a legal document.
It is used to build goodwill.

FUNCTIONS OF BUSINESS LETTER
To provide a convenient and inexpensive means of communication without personal contact.
To seek or give information.
To furnish evidence of transactions entered into.
To provide a record for future reference.
Record and reference
Making a lasting impression.
Widening the approach
An authoritative proof.
Building goodwill.

Classification or
Types of Correspondence
1. Internal Correspondence: Internal correspondence refers to correspondence between the individuals, departments, sections and branches of the same organization.
2. External Correspondence: It refers to correspondence made with outsiders of the organization who are individuals, customers, suppliers, banks, financial institutions, money lenders, government departments, educational institutions, charitable trust and the like.
3. Routine Correspondence: Routine correspondence refers to correspondence on routine matters like inquiries, acknowledgements, replies, orders, invitations and appointment letters.
4. Sales Correspondence: It refers to correspondence relating to sales. They are sales letters, sales reports, invoices, offer and discount letters, statement of accounts, confirmation of order, collection letters, delivery letters, debit and credit notes letters and the like.
5. Personalized Correspondence: Emotional factors are responsible for personalized correspondence. The letters relating to requesting, granting or refusing co — operation, favour, letters intimating gratefulness, appreciation, congratulation or commendation, letter of introduction or recommendation of an individual, letters of sympathy or censure and the like are termed as personalized correspondence.
6. Circulars: A common matter is communicated to a large number of persons or firms. They treated as circulars and/or notices change of address, change.

KINDS OF BUSINESS LETTERS
A.1. ENQUIRIES & REPLIES
ORDERS&EXECUTION
CREDIT& STATUS
COMPLAINTS& ADJUSTMENTS
COLLECTION LETTER.
B.1. BANK CORRESPONDENCE
INSURANCE
IMPORT – EXPORT
AGENCY
C.1. APPLICATION LETTERS
INTERVIEW LETTERS
D.1. CORRESPONDENCE TO SECRETARY.
CORRESPONDENCE WITH STATE & CENTRAL GOVT.
E.1. LETTERS TO PRESS
F.1.CIRCULAR LETTERS
SALES LETTERS

Kind of a Business Letter
Personal Letters
Application letter , interview letters, reference letters ,letters of appointment, confirmation letter, promotion letter, retrenchment, resignation.
The correspondence of a company secretary, correspondence with central government
Letters to press
Non- Personal Letter
Enquiries and replies, orders, their execution, credit and status enquiries, complaint and adjustment, collection letters.
Circulars letters, Sales letters
Bank correspondence, insurance correspondence, import export correspondence, agency correspondence.

Classification of Business Letters
Official Letters - are written to government or semi government bodies
Demi-official Letters - are official in purpose but are addressed to a person by name.
Internal Letters - or memos are used both in government offices and business houses for internal communication.
Form Letters - are used for correspondence of recurring or routine nature. They are used in case of acknowledgements, reminders, interviews ,notices, appointments etc.

THE IMPORTANCE OF LETTERS
Letters represent your company’s public image and your competence
Letters are more personal than a report, yet more formal than memos or e-mail
Letters are more permanent than e-mail
Letters constitute an official legal record of an agreement
Letters follow up on telephone calls and other types of oral communications
Letters provide a wide range of corporate information
Letters can support action
Letters sell
Letters are efficient for targeted mass mailings