Correspondence is a means of communication that is used to send a message to a specific person. The person who sends the communication is called the sender, and the person who receives it is named the recipient. Usually, business correspondence is the exchange of letters. How this exchange is made is the envelope. On the front of it, the address and name of the recipient are placed. On the back is placed the sender’s data.
Five most common types of business correspondence
Public correspondence uses general data or information transferred through the mass media, such as radio, television, posters, etc. Its primary function is to reach a large number of people. Private correspondence referred to particular information of interest to one or a few people. An example of the same is business letters. Here, we bring you five types of correspondence in business. Check out!
Internal correspondence for commercial use
It is a quick and immediate document for internal company use. In it indicates the precise information that is required to communicate, growing from unnecessary phrases. Mainly, it is used in large companies, which have different departments or sections. Its drafting scheme is – 1) letterhead: company name and section, 2) initials of responsibility, 3) word memorandum, 4) Date in numbers, 5) reference, 6) letter body, 7) name, position and signature of the issuer (on the right margin), 8) Included (if any). Your tone must be friendly and precise to achieve the sale of the product consulted ultimately.
Circulars business correspondence
On some occasions, the authority of a company must issue instructions or communicate standards and information to all or part of the entity that is in charge. The nature of this communication makes it necessary for it to be issued in several copies so that the information is not distorted and reaches all recipients in its fullness. Its drafting scheme is letterhead (name of the entity and department or section), circular word and no., the rationale for the circular, information, order or payroll that is delivered, recommendation or request, place and date of issue, name, position and signature of the authority, initials of responsibility, and recipient’s details.
External business correspondence
All types of business correspondence allow you to interact with other companies, sending or receiving documents from clients or Suppliers. One of the processes carried out in the company is the purchase and sale, a fundamental operation carried out by the trade. It motivates a variety of letters called commercial correspondence. When a company needs to acquire merchandise or raw materials, it proceeds through consultation letter to consult in writing the different supplying firms about the products that interest it. A quotation letter is a communication with which the supplier companies respond to the queries raised by potential buyers. This letter is characterized by being transparent and containing all the characteristics of the product consulted and prices and payment conditions.
Citation business correspondence
Communication through which companies, represented by their manager or director, summons a group of people to a meeting to deliver information or make agreements about matters that interest those mentioned above. Your drafting scheme will be – letterhead (name of the institution and logo), kind of meeting (ordinary, extraordinary or unique), persons cited, date, time and place, type of summons (1st, 2nd or outstanding summons), table (matters to be dealt with in the session), location and date of issue, name and title of who cites the meeting citation.
Sales correspondence for companies
This business correspondence is strictly related to sales and company growth. But, which are the sales correspondence? We can mention sales letter, sales report, order confirmation, invoices, order acquisitions, account statements, delivery documents, etc. It contains a detailed and truthful account of the facts or matters interpreted impartially and objectively. Sales correspondence is also linked to a routine post with a company.
Conclusion
Understanding the primary principles of business correspondence is one of the most basic tasks for any professional. It allows companies to constantly communicate with their customers and eventually understand their needs and wishes to gain an advantage over their competition. Business correspondence takes the form of letters, emails or text messages. The method of matching depends on the issue being addressed and the party receiving the message. Business correspondence is also used to gather a paper trail of events between particular dates.