Effective Business Correspondence: A Comprehensive Guide
Written Communication in Business
Business correspondence is a written communication system used by companies in various business activities.
Key Features of Commercial Correspondence
Effective business correspondence should adhere to the following rules:
- Clarity and ease of understanding.
- Adequate and concise statement of issues.
- Avoidance of excessive wordiness.
- Precision and purposefulness in communication.
When implementing these standards, keep in mind the importance of:
- Accurate Spelling: Avoid spelling mistakes.
- Rich Vocabulary: Utilize a wide range of vocabulary.
- Independent Issue Handling: Address each issue separately and thoroughly.
For example, instead of writing: “We will proceed to return the goods, but still the default was due to an abnormal transient state treasury …”
It is advisable to first discuss the reason for the return of the goods and then, in a separate paragraph, explain the reason for the unpaid balance or retrocession. This avoids confusion and ensures clarity.
- Avoid Pleonasms (Redundant Words): For instance, in the sentence “We ask you to provide [in advance] the situation,” the word “in advance” is redundant.
- Avoid Formulaic Phrases: Refrain from using clichés and overly formal language.
For example, avoid phrases like: “It is our great honor to announce that starting the next day 20 of our offices will be located …” (A change of domicile is not a significant honor.)
- Refrain from Cacophony: Avoid excessive repetition of syllables or letters. For example, rephrase sentences like: “We have received correspondence relating to our correspondent …”
Elements Used in Business Correspondence
The Envelope
The envelope is the outermost layer of your letter and contains the recipient’s and sender’s details, including postage or payment information.
Types of Envelopes:
- American Classic/Quadrangular/Rectangular: These are the most common types of envelopes.
A common feature in envelopes is the window, a transparent opening covered by thin plastic, allowing the recipient’s address to be visible.
There are also double window envelopes with two windows for displaying both the recipient’s and sender’s addresses.
For high-volume correspondence, consider using envelopes with a return address and a designated space on the back for indicating the cause of the return.
While white is the most common envelope color, other colors can also be used.
The Pre-paid Envelope:
Offered by postal services, pre-paid envelopes come with pre-printed postage, eliminating the need to purchase separate stamps.
Postal Code:
The postal code is a five-digit code that facilitates faster and more accurate mail delivery. The first two digits represent the area code, the third indicates the capital allocation unit, the fourth refers to the mail route, and the fifth, along with the fourth, identifies the postal districts within each province.
PO Box:
A PO Box is a numbered and locked box at the post office where individuals or users can collect their mail.
The Paper
White is the preferred color for business correspondence paper. Light shades can also be used. The most commonly used paper size is A4.
The Letter
The letter is the most widely used form of written communication in business. It reflects the sender’s professionalism, training, and culture. Therefore, both presentation and content are crucial.
Presentation:
- Letters can be handwritten or typed.
- Maintain proper formatting and distribution of content.
- Ensure a clear and visible outline of the letter.
- Use adequate margins: left margin 3-4cm, right margin 2cm, bottom margin 2cm, and top margin 2-3cm (if no letterhead is used).
- Avoid writing on the back of the paper. Use a second sheet if necessary, indicating the page number (e.g., 1/2, 2/2).
- Include a handwritten signature.
- Avoid erasures or deletions. Use correction fluid or re-write the letter if necessary.
- Fold the letter in three parts for A4 size, ensuring the content is enclosed. If using a window envelope, align the recipient’s address with the window.
Parts of a Business Letter
A standard business letter consists of three main parts:
- Heading: Includes letterhead, recipient’s address, references, subject, and date.
- Content: Contains the salutation and the body of the letter.
- Closing: Includes the farewell, signature, attachments (if any), and postscript (if necessary).
Heading
Letterhead:
This section includes the sender’s name, address, contact information, and website (if applicable). It is typically placed at the top left, center, or along the left margin of the letter.
To:
This section contains the recipient’s name, company name, and full address. It is essential for window envelopes.
References:
References typically include the sender’s initials and surname (Our Reference – N/Rfa) and the recipient’s reference (Your Reference – S/Rfa), if applicable.
Subject:
This section provides a brief summary of the letter’s purpose.
Date:
The date should be written in the format day, month, year (e.g., June 15, 2008).
Content
Salutation:
This is a polite greeting used before the main text. Examples include “Dear Sir/Madam,” “Dear Mr./Ms. [Last Name],” and “Dear [Company Name].”
Text:
This is the main body of the letter and should clearly and concisely convey the message. Use appropriate language and tone, and avoid jargon or technical terms that the recipient may not understand.
Closing
Farewell:
This is a polite closing phrase, such as “Sincerely,” “Yours faithfully,” or “Best regards.”
Signature:
This section includes the sender’s handwritten signature and typed name.
Attachment:
If any documents are attached to the letter, indicate them with the word “Attachment” or “Enclosure.”
Postscript (PS):
Use the postscript only for adding information that was omitted from the main text. It is generally not recommended for frequent use.