Writing Business Correspondence – Top Guidelines by Expert Writers

Writing Business Correspondence – Top Guidelines by Expert Writers

February 24, 2022 Off By Alina Mahesh Kumar Desai

How do you reach someone when you are in need to contact them? Most probably, your mode of correspondence is text or sending a letter. Businesses adopt the same thing and use mediums like emails or memos for different types of correspondence. Writing business correspondence is not an easy task due to some technicalities. Businesses have their own language and specific phrases. Thus, you cannot write a business correspondence or even a letter without proper guidelines. Keeping this in view, we interviewed some of the top business writers and prepared this guideline for you. The focus of this article is to discuss some major types of business correspondence and how to write it. Gadgets Burner – Let’s Burn Gadgets.

Just as we express our ideas and thoughts through writing, business persons also express them. It is not always possible for them to remember each and everything. Thus, writing business correspondence helps them a lot. This correspondence has many types, and some of them are described below;

What Are The 3 Types Of Business Correspondence?

Below are the three most widely used types of business correspondence;

1.      Internal Correspondence

This type of correspondence deals with the internal flow of information. It happens between employees, managers and departments. The flow of information between different units of an organization also comes under this correspondence. The mode of communication is mostly telephonic calls or emails.

Some typical examples of internal correspondence are promotional letters and request approval letters. The salary increment letters also come under this. This type of correspondence is mostly printed on paper.

2.      External Correspondence

This type of correspondence refers to a conversation between two persons. The two persons may not be from the same company or organization. It can be a correspondence between sales representatives of a company and the vendor. Thus, any correspondence that takes place outside the business premises is external. The dealings and meetings with banks and signing memorandums of understanding all come under this.

3.      Personalised Correspondence

It is the third type of writing business correspondence. It is a correspondence whose basis is on emotional as well as personal factors. For example, you write a letter to one of your colleagues and congratulate him on his promotion. Some other examples of this correspondence are gratitude letters, appreciation notes and letters of request for a recommendation.

How Do You Write Business Correspondence?

Writing a business correspondence pretty much depends on the type of correspondence. The format and writing style change with the type. So, below is the description of writing guidelines shared by experts of assignment writing services for different types;

1.      Guidelines for Internal Correspondence

In internal correspondence, clarity is very important. Some other things that you should take care of are as follows;

  • Briefly state your purpose of writing the correspondence at the beginning
  • Be sure to provide the context of the correspondence. For example, if you are asking about your colleague’s job promotion, start with the background context.
  • Use paragraphs to differentiate the information. You can also send separate letters if the information is too much.
  • In the end, conclude your correspondence. If you want to hear back, tell the person how you want to hear.

2.      Guidelines for External Correspondence

The external correspondence, on the other hand, is between two individuals who do not know each other. Thus, it should be a bit formal. Further writing guidelines are given below;

  • While writing business correspondence, you should keep your company’s goal in mind. The vendors are not part of your company. Thus, such a writing depends on the purposes of the company.
  • The correspondence must be printed on paper for record-keeping.
  • Always talk to the point and do not make exaggerations
  • The external correspondence is formal, so the language of the correspondence must also be formal.

3.      Guidelines for Personalised Correspondence

There are no such guidelines for personalized correspondence in the case of verbal communication. But if you are going to congratulate someone by writing business correspondence, see the points below.

  • You should speak from the heart. The text should be like it is coming directly from the depths of your heart.
  • There is no need for formal writing in this correspondence. You can use common words as you are just showing gratitude.
  • Keeping it short and positive is also a healthy practice. The person to whom you are writing the letter must feel that you really care for his achievement.

How Do I Write A Correspondence Letter?

Writing a business correspondence letter also has some unique guidelines. The letters follow a specific pattern. Below are some of the main points you need to consider in a correspondence letter;

  • In correspondence, the first sentence must be right on the point. You should not ramble around and talk about things that are not relevant to the context of the correspondence.
  • Make use of short and concise sentences. The short sentences make the correspondence easy to understand and interpret. Also, expressing the ideas in short sentences can be achieved better.
  • Writing business correspondence is a type of official communication. You must use the standard and right format of writing.
  • The tone of the correspondence is also very important. The tone should be formal and simple to interpret. You should not use jargon and complex sentences.
  • In business correspondence, many things depend on the type of audience. The business audiences love to read the correspondence written in business format. Many people do not understand this format.
  • The last point is to edit, edit and edit the correspondence.

What Are Examples Of Business Correspondence?

After discussing business communication in much detail, you must know what it is. Some of the example documents that fall under business correspondence are sales letters, reports, and invoices. Delivery letters, memos, and memorandum of understanding also come under this category.

Conclusion

Writing business correspondence will become easy for you after working on the abovementioned guidelines. The separate writing guidelines for each type of correspondence are also helpful. There are also other types of business correspondence. You can look for those types on the internet.