Do you dread writing business correspondence?
There are various types of businesses in Singapore. From start-ups to SMEs to MNCs, businesses are of different sizes. Some are private companies while some are public companies. No matter what they do, the business needs to handle both internal and external stakeholders. Within a business, there are also different departments such as the accounting department, the human resources team, the marketing team, the logistics department and more. What is the best way to communicate with them?
Business correspondence can be used. Many people find it challenging to know what tone of voice to use in their letters and the channels they can use. But with some knowledge, you can easily write professional letters that will make a great impression on your recipients.
This guide will teach you the six types of standard business. We’ll also discuss several business correspondence examples, so you can feel confident in your ability to communicate with clients, colleagues and superiors. With good business correspondence, your business can expand.
1. External Correspondence
External correspondence is any communication a company sends to people outside the organisation. This can include anything from customer service inquiries to marketing materials.
Usually, standard business correspondence is handled by a separate department within a company. This department is responsible for ensuring that all communication is professional and accurate.
External correspondence can be sent via various channels:
Your company should choose the right channel for each type of communication:
› Customer service inquiries are best handled via phone or email, while:
› Marketing materials can be sent through the post.
External correspondence is an essential part of any company’s operations. It helps to build relationships with customers and other businesses. It also allows companies to share important information about their products and services.
2. Internal Correspondence
Internal correspondence is the process of communication between employees within a company. Internal business correspondence examples include anything from direct messages to written memos and emails.
The purposes of internal correspondence are to:
› Ensure everyone is on the same page, whether it’s sharing important news or updates.
› Discuss work-related issues.
› Share ideas.
Any effective internal business correspondence sample must be clear and concise. There’s no room for confusion or misunderstanding with so many different people involved. When done right, internal correspondence can help to make a company run more smoothly and efficiently.
3. Sales Correspondence
Sales correspondence is the bread and butter of any company that relies on sales to survive.
This standard business correspondence entails sending letters, emails, or other messages to potential customers to persuade them to buy your product or service. The main goal of sales correspondence is to generate leads – people who may be interested in what you’re selling.
Gaining their interest is just the first step. Closing the deal is the final goal.
That’s why sales letters must be highly personal, and you shouldn’t use a standard business correspondence ppt to send out impersonal bulk letters.
4. Personalised Correspondence
Personalised correspondence is a type of informal, customised correspondence that involves some emotional factors. Personalised business correspondence examples include:
› Recommendation letters
› Appreciation notes
› Letters of gratitude
› Shows your customers that you care about them and appreciate their business.
› Helps build strong relationships with your customers, which can lead to repeat business and referrals.
What are the tips for personalised correspondence?
› Keep it positive and friendly.
› Avoid being too formal or making any promises that you cannot keep.
› Remember that this type of letter should be sincere and authentic, so take the time to write something that genuinely comes from the heart.
5. Routine Correspondence
For businesses, routine correspondence is regular communication between the company and its clients or customers. It can include:
› Thank-you notes
› Appointment reminders
› Marketing material
You can reuse a business correspondence ppt or business correspondence letter sample for this routine correspondence.
However, you shouldn’t overlook its importance.
Routine correspondence can be valuable for building relationships with customers and keeping them informed about your products or services. Done right, it can help turn casual shoppers into lifelong fans.
Imagine you work for a large company (MNC). You receive a stack of memos, letters, and emails from your boss and co-workers daily. You might read some of them, but most of them end up in the recycling bin.
Now, imagine that your company decides to switch to circulars.
Circulars are a type of internal correspondence that is sent to a large number of employees, stakeholders, and other interested parties. They can be used to:
› Announce changes in protocol.
› Provide details about upcoming meetings.
› Share office instructions.
In many ways, they are like memos on steroids. The goal of a circular is to ensure that everyone who needs to know about something receives the same information simultaneously. This can help to avoid confusion and misunderstanding.
Why Are Business Correspondences Important?
Whether you’re sending a formal inquiry to a potential client or checking in with a vendor, business correspondences are essential to running a successful operation.
Here are some reasons buy business correspondences are important:
› Standard business correspondence helps build and maintain relationships.
› It can also serve as legal document in the event of a dispute.
› Well-written business letters can help to promote your company’s brand and image.
› Business correspondence can help to build rapport with customers and clients.
› These messages help establish your company’s professional image and generate new leads.
Business correspondence can be used for various purposes, from sending a simple thank-you note to a potential customer to issuing a formal circular.
However different, all business correspondence should follow some rules:
› It should be clear and concise.
› It should always adhere to the conventions of proper grammar and punctuation. Therefore, business correspondence should be free of any errors, typos or misspellings.
› It should follow the conventions associated with each type of business correspondence detailed above.
› It should be sent on the proper channels.
So whether you’re sending an email blast or drafting a formal letter, remember that business correspondence aims to communicate effectively and make a good impression.
In today’s competitive marketplace, it’s essential to ensure that all of your correspondence reflects positively on your business. With so much riding on them, it’s clear that business letters are far from being a trivial matter.
Do remember that each type of correspondence has its own set of conventions that should be followed to ensure that it is effective.
That’s why you may need to enroll your staff in specific writing courses or purchase the right software to improve your correspondence. It is important to invest in the future of your business.