In an administrative and business context, "notes" and "correspondence" are two distinct but
related forms of written communication. The primary difference lies in their purpose, audience,
and formality.
Notes
Notes are typically a form of internal communication used for personal or in-house record-
keeping, analysis, and decision-making. They are not intended for external parties.
Purpose: To summarize information, analyze a case, record a meeting's proceedings, or
provide a brief for a superior officer. They are a tool for internal deliberation and action.
Audience: Internal. This could be a personal note to oneself, a note from a subordinate to
a superior (known as "noting" in some government offices), or a note from one
department to another.
Formality: Generally less formal. They often use bullet points, short phrases, and a
concise style to get to the point quickly.
Examples:
o A civil servant's brief on a file, outlining the history of a case and a proposed
course of action.
o Minutes of a meeting, recording decisions and action items.
o A memorandum (memo) for internal circulation within a company.
Correspondence
Correspondence refers to formal, written communication exchanged with an external party or
used for official record. Its purpose is to convey information, make a request, or establish a
formal record of an interaction.
Purpose: To communicate with external individuals or organizations, create a formal
record of a transaction, or serve as evidence in a legal or administrative context.
Audience: External. This includes customers, clients, suppliers, other companies, or
government bodies. It can also be a formal communication from one department to
another, where a clear, official record is needed.
Formality: Highly formal. Correspondence follows specific formats and protocols,
including proper salutations, a clear subject line, and an appropriate closing.
Examples:
o Business letters (e.g., a letter to a client, a supplier, or another company).
o Official letters from a government department to a citizen.
o Legal documents and notices.
o Emails or faxes that are part of a formal business transaction.
In a file management system, you would typically have a "notes" portion for internal
deliberations and a "correspondence" portion containing all the incoming and outgoing external
communications related to that same subject. This separation ensures a clear distinction between
internal thought processes and official, external interactions
