Professional Correspondence

Mr. Mohan H Kalawate

Definition of correspondenceCorrespondence is a remote or distance communication. Difference between communication and correspondenceCorrespondence 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 businessMany 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 there is 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 formCorrespondence 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.

 More sophisticated formIt 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 modeOne 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 correspondence1) Business correspondence. 2) Social correspondence. Correspondence

Business

Social

Business letters

Reports

Professional

Invitation Congratulation

Enquiry letter & Reply Order letter & Reply Complaint Letter & Reply

Investigation Inspection Survey

Covering letter Application letter

Acceptance Goodwill

Emails, memos, paragraphs, notice etc.

 Techniques of correspondence Four Cs of correspondence ConcisenessIt 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. ClarityThe draft for business correspondence should be crystal clear as far as its language is concerned. We must not use vague language in business letters. CorrectnessWhen 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 CourteousnessCourtesy 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 approachWhile corresponding we should maintain the omniscient approach i.e. we approach. It shows your affection and professionalism as well as strengthens your business relationship.

Professional Correspondence- Letters

Elements of letter1) Senders addressIt should be written at the right corner of the page in personal letters and at the center of a page in business letters like enquiry letters, order and called letterhead. ExamplesPersonal letterName 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

Business letter

Plot name or address City, state, nation Zip code or PIN

2) DatelineIt should be written below the senders address by keeping one lines space. There are three styles of writing dates those are as follows1) British style 23/10/2012. 23rd October 2012. 2) American Style -10/23/2012. October 23, 2012. 3) Revised23rd October, 2012.

4) Receivers addressIt is written at the left side of page by keeping some margin. It also called inside address. Social letters Salutation and the name (receiver) e.g. My dear Sanjay

Designation of the receiver or name (if needed) Business letters Name of the organization Address of organization City, state, nation Zip or PIN

5) Subject of letterMy dear The matter or issue for which youSanjay 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) .

7) Body of the letter It consists of two or three paragraphs and can be called essence of the letter. 8) Complementary closeIt 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 lettersIf salutation address Dear Ram, Dear Ram, Dear papa/mama, Complementary close British Yours lovingly, Yours sincerely, Yours lovingly/obediently, American Lovingly yours Sincerely yours Obediently yours

Business lettersIf salutation address Respected sir/madam Respected sir/madam Respected sir/madam Dear sir/madam Complementary close British Yours faithfully Yours truly Yours obediently Yours sincerely American Faithfully yours Truly yours Obediently yours Sincerely yours

9) EnclosuresThe 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.

Application letter
Application LetterIt 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 Terminate= end visualize= see proceed= go subsequent=next numerous= many reside=stay

Adjectives renowned, prestigious, esteemed, well known, reputed etc. Use technique of emphasis. Double check your spelling and grammar. Plan for application letterFirst 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.

 Show your employer that how your background matches the requirements of 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

Mr. M H Kalawate Krishna Niwas Indiranagar Kasabe Digraj Maharashtra, India PIN- 416315 Date- 23rd October 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 20th 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 three years 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