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Lesson One : Business Correspondence
A)Definition : Business correspondence is the exchange of written information between
organizations (inter-organization), within an organization (intra-organization), and between an
organization and its clients.
B)Types of Business Correspondence (5 Types ):
1-Internal Correspondence: Internal correspondence is any written communication between
employees, departments, units, branches that takes place within the same organization. It can
be formal or informal. Frequently takes the form of emails, Promotion letters, written
reprimands, memoranda, notices to explain, and letters of approval or dismissal. These
messages are printed, signed, and handed in person (physically delivered).
2-External Correspondence: External correspondence takes place between different
organizations or between a company and its individual customers. It is addressed to suppliers,
creditors, vendors, government offices, and customers of all kinds. Business letters, official
invoices, purchase orders, contracts, letters of intent, warranty certificates, quotations( prices,
payment term..), press releases(official announce, news, or information issued to media ), and
contracts are examples external correspondence.
3-Sales Correspondence: Sales correspondence involves communication related to sales
activities. Invoices, sales reports, purchase orders..etc .
4-Personalized Correspondence: Personalized letters can be used for business and include
both personal and emotional components. Letters of appreciation, requests, thank-you cards,
and congratulations are a few examples.
5-Circulars: Known as office directions or announcements, circulars are messages distributed
to a broad audience inside an institution. They frequently provide general notifications,
including instructions on particular protocols, information about meetings, and updates.
C)Importance of Business Correspondence:
1-Building kindness : Business communication fosters goodwill between companies and
their clients, which is directly related to a company's growth.
2-Documenting Facts: acts as a helpful instrument for documentation, providing evidence
that may be examined later.(a proof).
3- Business Expansion: Business communication makes it easy to share information about
products or resources, which promotes effective time management and manpower use.
Note: Please ensure you remember the key words.
