Businesses are of different types. We have small or big, national or local, private or public, partnership or proprietary, manufacturing or service, and competitive or monopolistic. Nevertheless, all of these businesses share certain approaches and concerns in a given business environment. They handle people both externally and internally, and their stakeholders may include employees, owners, customers, and even the community.
Businesses also have several functional sections such as sales, accounts, personnel, marketing, administration, purchase and secretarial. Each of these departments has people running them, and for them to function seamlessly, they must communicate.
Similarly, other persons that deal with these businesses, including suppliers and customers, have to communicate with any of these departments at some point. To be able to communicate effectively across all the departments, it’s important to look at the different types of letters or correspondence that are used as well as their features.
When talking about different types of correspondence, we’re focusing on letters that go both ways. In other words, these are letters from the organization to other individuals and agencies and letters from other agencies and individuals to organizations. The types of business correspondence include:
1. Internal correspondence
This refers to written communication between departments, employees, units, and branches of one company. It’s common for internal correspondence to be formal or informal. For the most part, regular internal correspondence is normally less formal, like the supervisor issuing some instructions to the staff. Email is usually used when sending internal correspondence.
Other internal correspondence types include a memorandum, promotion letter, letter of dismissal, letter of approval, written reprimand, formal requests, and notice to explain. Typically, such communication is usually printed on the paper, which the sender signs and the recipients receive physically.
2. External correspondence
This type of correspondence occurs between two organizations or between one organization and its customers. It is written communication that the company makes to parties that don’t belong to it.
External correspondence is mainly made to creditors, prospective clients, suppliers, vendors, financial institutions, accounting and law firms, creditors, donors, sponsors, government offices, business affiliates and other offices that do business with the company directly or indirectly.
3. Sales correspondence
This refers to sales-oriented communication. It includes discussion related to the sale of a service or product as well as other sales-related activities. Sales correspondence may consist of discount letters, marketing letters, invoices, sales reports, sales proposals, order confirmation, letters of authorization, statement of accounts, collection letters, purchase orders and more.
To communicate effectively and probably generate sales, it’s imperative to know how quality sales letters are drafted. Marketing and offer letters need to be truthful and devoid of any misleading information. Communicating well is important so as to prevent the chances of financial troubles, missed payments and debts. Additionally, other forms of sales letters such as purchase orders, invoices and collection letters should contain accurate information.
4. Personalized correspondence
This type of correspondence is personalized, and it involves emotional and personal factors. While it’s labeled as personalized, the correspondence may be used for business purposes as well. Suitable examples include appreciation notes, letters of gratitude, recommendation letters, letters of favors, request letters and the likes.
Personal correspondence may not have a strictly formal tone. Although it can be sent through email, a physically written letter is highly recommended because it has that personal touch. You may write the letter on a regular office paper or note pads. You could also use a greeting card.
Circulars refer to notices send to a huge number of persons in a company. They are also known as announcements or office instructions. Usually, general announcements such as meeting details with shareholders, new contact information, instructions about protocols and more, are communicated through circulars.
Given that circulars are aimed at reaching many readers, you should write them for a member of your target audience. In other words, keep them generic, so they appeal to any person that receives them.
6. Routine correspondence
It’s a correspondence related to routine manners. Examples of routine correspondence include orders, invitation, replies, inquiries, acknowledgments, and appointment letters.
Why is correspondence important?
Business correspondence is useful for the day-to-day business operations of an organization. Using it, people within a company can communicate with each other effortlessly. It also helps organizations to transact and keep an excellent professional relationship with various business partners, clients, and even other businesses.
Written communication serves as a formal way of communicating while maintaining professionalism between employees, organizations, and clients. It may also provide a future reference for the details being communicated.
It’s critical for everyone in an organization to know how to express themselves through writing, be it via email or a physical paper. Being professional, choosing the right words, and being sincere and courteous, while corresponding, can make a significant impact on the image of your business.
So, go ahead and use business letters to help maintain your company’s reputation and build goodwill relationships both locally and internationally. If you are running your own business and require financial help, Lending Bee is there to lend you a hand. Our business loans are at low interest rates with flexible repayment schedules.