professional correspondence.docx

8/14/2019 Professional Correspondence.docx

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Professional Correspondence

Mr. Mohan H Kalawate

Definition of correspondence-Correspondence is a remote or distance communication.

Difference between communication and correspondence-

Correspondence is a type of communication. Communication can be categorized as

Oral and correspondence as Written. Communication is face to face conversation between

two or more people vice versa correspondence is done from the distance.

Importance of correspondence- Changing nature of business-

Many years ago our ancestors were also dealing with business; their strategies were

different than of ours. That time the mode of business was communication rather than

correspondence, they used to meet each other and discuss on various issues like quality,

quantity etc. But as time passed, there occurred a drastic change in business policies, mode

of communication etc. Todays professional world has reached more complexities and thereis need of proper channel or media to communicate and that channel is emerging in the form

of correspondence. Now we can make our transactions across the borders, across the oceans

and sometimes across the continents and the medium behind all these is correspondence.

More authentic form-Correspondence is more authentic and trustworthy form of communication. Most of the

time, it is in written format so, it is more realistic. We also can preserve it in the form of copy

and serve as evidence.


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More sophisticated form-It is an ideal way to deal with others may be dealing with business enquiries or handling

complaints, may be acceptance of something or rejection, when we write it in sophisticated

language it becomes right.

Time conserving mode-One can send an email or a letter to his business client who is far away from him, within

a fraction of time. He need not go to the client and convince him, all he can do with just

texting or emailing.

Types of correspondence-1) Business correspondence.2) Social correspondence.

Correspondence

Business Social

Business letters Reports Professional Invitation

Congratulatio

Enquiry letter & Reply Investigation Covering letter Acceptance

Order letter & Reply Inspection Application letter Goodwill

Complaint Letter & Reply Survey Emails, memos, paragraphs, notice etc.


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Techniques of correspondence- Four Cs of correspondence- Conciseness-

It is one of the important techniques of correspondence. While dealing with

letters, official works you must be concise in your language. It should be easily

understood by reader. We should use simple language, sentences rather than complex

one.

Clarity-The draft for business correspondence should be crystal clear as far as its

language is concerned. We must not use vague language in business letters.

Correctness-When we write we must be right. We should follow the rules of language like

punctuation, capitalization, assembly of body of letter etc.

e. g. Yours faithfully- Wrong (misuse of apostrophe)

Yours faithfully- Correct

Courteousness-Courtesy is very important in business; it keeps the relationship between two

parties hygienic. The politeness should be exhibited through kernel expressions like

Thank you Yours faithfully Respected sir/madam etc.

We approach-While corresponding we should maintain the omniscient approach i.e. we

approach. It shows your affection and professionalism as well as strengthens your

business relationship.


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Professional Correspondence Letters Elements of letter-

1)Senders address-It should be written at the right corner of the pagein personal lettersand at the

center of a page in business letters like enquiry letters, order and called

letterhead.

Examples-

Personal letter-

Business letter

2)Dateline-It should be written below the senders address by keeping one lines space. There

are three styles of writing dates those are as follows-

1) British style 23/10/2012.23rdOctober 2012.

2)American Style -10/23/2012.October 23, 2012.

3) Revised- 23rdOctober, 2012.

Name of the sender

Street name or address

City, state, nation

Zip code or PIN

Contact with email and mobile no.(if needed)

Name of the organization

Plot name or address

City, state, nation

Zip code or PIN


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4)Receivers address-It is written at the left side of page by keeping some margin. It also called inside

address.

Social letters

Business letters

5)Subject of letter-The matter or issue for which you write the letter sometimes the reference is

written below it.e.g. Subject- Application for the post of Jr. Engineer.

Reference- Your advertisement no.2 in Daily Indian Express dated on

23rd Oct. 2012.

6)Salutation address We should write salutation address according to context, it differs as per context.

Social letters- Dear Vijay,

Personal letters- Respected sir /madam/sirs (members of committee trust).

Business letters- Dear sir/madam/sirs (members of committee, trust)

.

Salutation and the name (receiver)

e.g. My dear Sanjay

Designation of the receiver or name (if needed)

Name of the organization

Address of organization

City, state, nation

Zip or PIN


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7)Body of the letter -It consists of two or three paragraphs and can be called essence of the letter.

8)Complementary close-It is one of the etiquettes that it used to bid farewell or conclude the letter. There is

correlation between salutation address and complementary close. While writing

complementary close we should check what the salutation address is.

Social letters-

If salutation address Complementary close British American

Dear Ram, Yours lovingly, Lovingly yours

Dear Ram, Yours sincerely, Sincerely yours

Dear papa/mama, Yours lovingly/obediently, Obediently yours

Business letters-

If salutation address Complementary close British American

Respected sir/madam Yours faithfully Faithfully yours

Respected sir/madam Yours truly Truly yours

Respected sir/madam Yours obediently Obediently yours

Dear sir/madam Yours sincerely Sincerely yours

9) Enclosures-The word refers to the documents we have to enclose or attach with the

letter. In business letters there is annexure, to annex means to join. In some cases

we have to attach testimonials such as Rsum and certificates with application

letter, quotation with enquiries, pricelists with reply for enquiry etc.

e.g. Encl.-

Rsum.


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Application letter

Application Letter-

It is also called cover letter. It may call as gateway for your career.

Essential requirements- It must be well planned and fulfill all requirements. It must capture the attention of reader and get results. It should be easily understood.

Techniques of application letter- Sell yourself; try to show your potentials. Follow the second objective of

communication i.e. to persuade.

Use business words, catchy phrases, adjectives such as:Commence= begin dispatch= send visualize= see proceed= go

Terminate= end numerous= many reside=stay subsequent=next

Adjectives renowned, prestigious, esteemed, well known, reputed etc.

Use technique of emphasis. Double check your spelling and grammar. Plan for application letter-

First paragraph-

Write the letter in first person point of view. Tell why you are writing the letter; give the reference if you have it with you. Be clear about the position you are going to seek. Note your complements and brief interest for organization

Second paragraph-

Write about your eligibility; qualification required. Select your most relevant details and skills.


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Show your employer that how your background matches the requirementsof the job.

Be focused and clear avoid vague language.Third paragraph-

Restate your interest or willingness. Show confidence and mention that you will follow their phone call if

appropriate.

Assure employer that you will abide with rule and regulations. Thank employer for their concern.

Layout of application letter-

1) Senders address

2) Dateline

3) Receivers address

4) Subject

5) Reference

6) Salutation address.

8) Body of letter

9) Complementary close

10) Enclosures


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Mr. M H Kalawate

Krishna Niwas Indiranagar

Kasabe Digraj

Maharashtra, India

PIN- 416315

Date- 23rdOctober 2012

The Manager,

Tata Motors Pvt. Ltd.

Sector no .9, Pune.

Maharashtra, India.

PIN- 415415

Subject- Application for the post of Jr. Engineer.

Respected sir,

With reference to your advertisement in Daily Times of India dated on 20 th

October 2012, I wish to apply for above mentioned post in your prestigious industry.

Since, your industry has achieved the highest watermark in automobile sector, I

would like to my squirrels share in the progress of it. I would feel myself fortunate if I could

get experience from such a giant company. I have successfully completed M. Tech. from IIT

Mumbai and BE from Sharad Institute of Technology with distinction respectively. I have threeyears experience of working in industry which I trust will be beneficial for your industry.

I assure you that if you give me opportunity to work with you I will convert it into

golden opportunity. I have enclosed my rsum and testimonials with this latter. I shall be

happy to come for an interview any time you wish.

Thank you

Yours faithfully

M H Kalawate

Encl.-

Rsum

All testimonials


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