Communication Letter is important in a business for various reasons. It serves as a formal way of exchanging information while maintaining professional relationships between organizations, employees, and clients. It can also serve as future reference for the information being communicated.
Some of the Company uses various of written communications such as business correspondence, memorandum and circulars. First, let's define what is Business Correspondence -- is a form of written communication used for business purposes. It is usually made between organizations, within the organization, or between clients and the organization. Email can be considered as a form of business correspondence when used to represent a company or for the purpose of the business.
BUSINESS CORRESPONDENCE
Four (4) Common Type of Business Correspondence1. Internal Correspondence
2. External Correspondence
3. Sales Correspondence
4. Personalized Correspondence
INTERNAL CORRESPONDENCE - is a written communication between the employees, units, departments, and branches of the same organization. Internal correspondence can either be formal or less formal. Routine internal correspondence are usually less formal, such as quick instructions between a supervisor and a staff, and these are normally in the form of email.
There are other more formal types of internal correspondence which include promotion letter, written reprimand, notice to explain, memorandum, formal requests for approval, and letter of approval or dismissal. These types of communication are ideally printed on paper, signed by the sender, and physically received by the recipient.
EXTERNAL CORRESPONDENCE - External correspondence takes place between different organizations, or between an organization and their individual clients. This is a form of written communication made by a company to those who do not belong to their organization.
External correspondence is commonly made to vendors, creditors, suppliers, existing customers, prospective clients, financial institutions, government offices, law and accounting firms, business affiliates, sponsors or donors, and other offices that have either direct or indirect business relationship with the company.
SALES CORRESPONDENCE - Sales correspondence refers to sales-related communications. It is not limited to just selling a product or service, but it also includes other activities relating to sales. Sales correspondence include marketing letters, offer and discount letters, sales proposals, invoices, statement of accounts, sales reports, order confirmation, purchase orders, letters of authorization, collection letters, and such.
For the purpose of selling, it is important to know how to write quality sales letters to be able to communicate effectively. Also, marketing and offer letters should reflect truthful and non-misleading information. Other kinds of sales correspondence — such as invoice, purchase orders, and collection letters — must contain accurate information.
PERSONALIZED CORRESPONDENCE - Personalized correspondence involved personal and emotional factors. Despite being labeled as “personalized”, this type of correspondence can also be used for business purposes. Examples of personalized correspondence include letters of gratitude, letters of favours or requests, appreciation notes, letters of congratulations of commendation, and such.
This particular type of correspondence doesn’t need to have a very formal tone. Though this can be done via email, writing an actual, physical letter is more preferable because it has a sense of personal touch. You may use a regular office paper for this, or perhaps a personalized yet cheap note pads, or a greeting card for a certain purpose (e.g. Thank You card, Congratulations card, etc).
MEMORANDUM
A memorandum (memo) is used to communicate something of immediate importance to people within a business or organization. A memo also can be sent to people or firms that have close or long-standing relationships, such as vendors or consultants. Like a business letter, a memo is a permanent record of your communication.
A memo (or memorandum) is a short communication typically used within an organization. Memos are often used as a tool to share new information.
Parts of a Memo (Memorandum)
a) OPENING SEGMENT
The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your introduction will be depends on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this document. THE INTRODUCTION should be brief: approximately the length of a short paragraph.
b) CONTEXT
The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as,
"Through market research and analysis...“
Include only what your reader needs, but be sure it is clear.
c) TASK SEGMENT
One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like,
"You asked that I look at...."
If you want to explain your intentions, you might say,
"To determine the best method of promoting the new fall line, I will...."
Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problem exists. Do not ramble on with insignificant details. If you are having trouble putting the task into words, consider whether you have clarified the situation. You may need to do more planning before you're ready to write your memo. Make sure your purpose-statement forecast divides your subject into the most important topics that the decision-maker needs.
d) SUMMARY SEGMENT
If your memo is longer than a page, you may want to include a separate summary segment. However, this section is not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research.
e) DISCUSSION SEGMENTS
The discussion segments are the longest portions of the memo, and are the parts in which you include all the details that support your ideas. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest to weakest.) The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo. Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it could be.
f) CLOSING SEGMENT
After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say,
"I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."
g) NECESSARY ATTACHMENTS
Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:
Attached: Ronald & Co., Findings & Results, January- May 2020
FACT: Does a Memo need a signature?
Unlike business letters, which clearly require a signature, memos are a different matter. ... Memos, however, are internal and usually only seen by a company's employees. In practice, memos don't include a signature. However, sometimes managers are wise to include their initials next to their name in the header.
CIRCULAR
Circulars are notices that are communicated to a large number of people within the organization. It is also referred to as office instructions or announcements. Often, general announcements (such as changes in contact information, details about meetings with shareholders, instructions about certain protocols, etc) are being communicated via circulars.
Summary: The Difference between Circular and Memo
1. Circulars are intended for mass distribution whereas memos are intended for a select few.
2. Circulars often bear general announcements and have several subjects while memos often bear a limited subject matter.
3. Memos are more internal and exclusive in nature than circulars.
4. Memos can also pertain to legal documents like the MOA.
TWELVE (12) PARTS OF BUSINESS LETTER
1. The Heading or Letterhead 7. Body Paragraphs
2. Date 8. Complimentary Close
3. Reference 9. Signature and Writer’s Identification
4. The Inside Address 10. Enclosures
5. Subject 11. Copy Circulation
6. Greeting 12. PostScript
