Meaning of Correspondence:•The term in modern times for correspondence Means communication by letters •Correspondence is communication in writing between two persons •On matters of personal/official/business interest Meaning of Correspondence  Correspondence is communication in writing of ideas/opinions/views between friends /relatives /between business houses/offices  Matters relating to personal matters/welfare/trade & commerce/official matters  Communication takes place between parties living at distant places  Distance one yard /thousands of miles Definition  The objective of the writer of the letter-convey to the receiver a message /information without establishing personal contact  Writer and receiver are not exchanging words /exchanging their views through written communication  Gestures to stress a point/modulation of voice not available to clarify Business Writing  You have undertaken to cheat me. I woun’t sue you ,for the law is too slow. I’ll ruin you. Yours truly, Cornelius Vanderbilt  One of the most effective business letters ever written  The above master piece was sent to his business associates who tried to swindle him  To write & convey your thoughts clearly /needs essential skills/success in a business Importance of written communication  Writing is crucial to modern organizations  Serves as major source of documentation  Business documents:- Reports/proposals/procedures/manuals/guidelines/bu siness plans/memorandum/letters/emails/circular/notices/n ewsletters/websites  Employers look for good communication skills in employees/compose-edit your own mail Importance  To be successful effectively communicate your business messages(with whom?)      You may write business messages to convey Routine messages Goodwill messages Negative messages Persuasive messages  It is necessary to use the  Right approach/right words/right style that most suit your message & reader  Correspondence in business activity is important function  The business activity is conducted /when they come in contact  Correspondence helps to bridge the distance and bring people together  Cheap and reliable method  It provides permanent record/necessity in litigation/extensive government regulation  They are convenient/can be composed & read when convenient  Drawbacks: Require carful preparation/sensitivity to audience & anticipated effects  Words spoken in a conversation may be soon forgotten /words committed to hard or soft copy become public record if conveyed to the media Types of Messages  Positive messages/good news messages  Negative messages/bad news messages  Neutral messages/routine messages  Persuasive messages/influential messages Five main stages of writing Business messages Prewriting Drafting Revising Formatting Proof reading  Prewriting is planning stage -Determine your purpose -know your readers -Search and collect data for your message(appealing to your audience -Organize & prepare an outline(main points)  Drafting: second stage/organize the collected information -The right balance-concise and to the point -The right words -Tailoring language to the audience  Revising: Third stage /process of modifying a document  Formatting: Fourth stage Good looks/way you package your message  Proofreading: Is the final stage/essential part of rewriting & careful review of the final draft  This stage ensures that all errors in terms of content /tone/style have been eliminated  In 1979 Fortune Magazine interviewed many successful executives about what business schools should teach  “What kind of academic programme best prepares business school students to succeed in their careers?”  “Teach them to write better”  The seven C’s of Business letter writing  Clear-Concise-Correct-Courteous-Conversational- Convincing-Complete Effective Business Correspondence :Basic Principles  Place the Reader First  Keep to the point  Set the right tone  Write a strong opening  Write a strong close Common Components of Business Letters  Heading  Inside address  Salutation  Subject or reference line  Body of the letter  Complimentary close  Enclosures  Copies Strategies for writing the body of a letter  State the main business /purpose or subject matter right away-let reader know from the very first sentence what your letter is about  Keep the paragraphs short  Provide topic indicators in the beginning of paragraphs  Place important information strategically  Focus on the recipients needs/purposes/or interests instead of your own-recipient oriented style (you – attitude)which does not mean using more of you -making the recipient the focus of the letter  Give an action ending whenever appropriate (clears what the writer of the letter expects) -I am free after 2.oo pm on most days. Can we set up an appointment to discus the matter further? I shall look forward to hearing from you Internal communication in an organization  Memorandum(memo)  Office Order  Office Circular  Office Notes  Office order-It is a order . While drafting keep in mind -It should be correct /short & to the point -It should draw the attention of the concerned person’s/who have to comply with the office order -It must contain the specific instructions or directions for compliance -It must be authentic & duly signed by competent authority Aman Watch Company New Delhi Office Order Reference :HR/2008/09 Dated: 05-09-2008 The management is pleased to grant the promotion to Mr Ashish sinha in recognition of his meritorious service to our organization for last five years.With effect from 01-09-2008,he will hold the rank of Manager Sales,and would be entitled to all the emoluments and benefits of this post. To Ashish Sinha CC: Accounts Officer CC: Personal file Sd/Amit Sood Human Resource Manager  Memorandum(Memo) is a short piece of writing used by officers of an organization to communicate within the organization -It is the most common form of written communication between people or departments/branch offices  Some organizations insists small events /requests/telephone/conversations on official matters /recorded in the form of memos  Memos have their utility -It does not leave any scope for ambiguity & confusion /it can be used for giving instruction clearly  Since it is record of facts & decisions it can be used in future to establish accountability  It gives time to the receiver of communication to deliberate upon it & react  Printed memo forms are used From____________ Subject________________ To ______________ Date________________ Or it can also be To ___________________Date___________________ From_____________ Subject_________________ No Dear Sir, or so on No Yours Sincerely, and so on Memo To : Lab Personnel From: Sushil Kumar Subject: Final test report requirements Beginning Monday ,December 19,all our final test reports must indicate – 1. Test results 2. Dimension in proper order 3. The distribution list 4. Write the report immediately after the test 5. Be sure all terms are spelled correctly 6. Complete formulas Office Circular  The circular is in the form of a letter addressed to all office to all branches/departments  Is drafted in such a way that the information is useful and understandable  Purpose is to circulate information to the entire organization/department  Inviting office staff to a party/installation of card punching machine in the office ABC Limited New Delhi Circular number HR/09/2008/5 Date 06-09-2008 To all the employees A four –hour computer –training program is arranged for all the employees on 25-09-2008,Sunday,in the office premises. The program will start at 10 A.M . All the employees are required to attend the program . Sd/Rajesh Sethi Human Resource manager Meetings  Meetings provides a group decision making forum  Agenda is a list of topics in a meeting  A well prepared agenda will assist the chairperson in directing the business of the meeting  Ensuring that decisions are reached in an efficient manner Agenda      To keep the discussion on track Remind members if discussion drifts from the agenda Time the agenda Do not try to prematurely end the discussion(why?) If need is there to discuss an item in detail /hold another meeting  Close -Close the meeting at the appropriate time -Is the meeting over?( Is this right) -Ask for final comments -Offer a summary -Thank the group Agenda  Is a list of topics covered in a meeting  A well prepared agenda will assist the chairperson in        directing the business of the meeting Ensuring that decisions are reached in an efficient manner Special features of agenda 1.It forms a part of the notice convening the meeting 2.It is fixed beforehand/meant for orderly discussion & deliberation It lists all items/for discussion & deliberation/accompany notes/data Contains name of org/venue/date/time/nature of meeting The last item” any other matter/business with the permission of chair’ Minutes of the meeting  During the course of meeting items /topics listed in the agenda are discussed serially one by one  All participants express their views/opinions  Discuss amongst themselves the pros and cons of each item of agenda  Finally arrive at some conclusions/decisions  Kept on official record  Call them as minutes of a meeting  Minutes are the formal records of proceedings of a meeting  The purpose of writing minutes is 1. To serve as the formal record of discussion 2. To serve as a background for future discussion  The minutes of a meeting must contain 1.Date & number of meeting 2. A list of the names of those who attend the meeting 3. A list of those members who did not attend & from whom apologies received 4.Record of confirmation of the previous minutes/any amendments agreed by the committee  5. The essential /relevant/background to the topic under      discussion 6.A succinct summary of the discussion 7. A clear 7 unambiguous record of the discussion reached/resolution/bodies responsible for taking subsequent actions 8.Where discussion of a specific case leads to a policy issue/important that a separate minute be written on the policy issue( even if this did not appear in the agenda) Remember –use the term chairperson not chairman/chairwoman Non gender –specific language must be used in the minutes Minutes  Before setting out to write a minute following principles should be borne in mind  1. Brevity-A minute is a selective/not verbatim record  2. Clarity-Those not present should be able to understand/references –specific/relevant/accurate  3.Self –Containment: It should stand by it self /no additional information required/if background required /check references  4.Decisiveness-Decision /resolutions should be conveyed clearly/the language of it should be reproduced  5.Immediate recording/write up the minutes as soon as possible after the meeting Lay out for conferences meetings  Theatre  Class room  Board Room  Hollow Square  U –Shaped  Banquet Style