assignment business correspondence

Business Writing

What this handout is about.

This handout explains principles in business writing that apply to many different situations, from applying for a job to communicating professionally within business relationships. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.

What is business writing?

Business writing refers to professional communication including genres such as policy recommendations, advertisements, press releases, application letters, emails, and memos. Because business writing can take many forms, business writers often consider their purpose, audience, and relationship dynamics to help them make effective stylistic choices. While norms vary depending on the rhetorical situation of the writer, business writers and audiences tend to value writing that communicates effectively, efficiently, and succinctly.

If you have been assigned a genre of business writing for a class, it may help to think about the strategies business writers employ to both gather and produce knowledge. A business communicator or writer may use the following forms of evidence: statistics, exploration of past trends, examples, analogy, comparison, assessment of risk or consequences, or citation of authoritative figures or sources. Your knowledge of and relationship to your audience will help you choose the types of evidence most appropriate to your situation.

Who is your audience?

To communicate effectively, it is critical to consider your audience, their needs, and how you can address all members of your audience effectively. As you prepare to write, think about the following questions:

• What are your audience’s priorities and expectations?
• What does your audience need to learn from your document?
• How will you grasp the attention of readers when you are competing for their attention?
• How will you help your reader move through your document efficiently? When is it effective to use bulleted lists, visuals, boldface, and section headers to guide your reader’s attention?
• What does your audience most need to know?
• What is your audience expecting? Is your goal to satisfy their expectations, or do you want to surprise them with a new idea?
• How will you communicate about setbacks? When is it appropriate to spin bad information with a positive outlook? How will stakeholders, customers, or employees respond to bad news?
• In general, how can you tailor the organization and style of your writing to address your audience’s considerations and needs?

When answering the last question, don’t overlook the following considerations:

Title. Is it appropriate to address your audience by their first name, or is a salutation needed? Are you addressing someone who prefers to be addressed by a formal title such as Dr. or Professor? If you are writing about a third party, do you know what title and pronouns to use? When the name of the person you’re writing to is unknown, then it is customary to address your letter “To Whom It May Concern.” But this may be impolite if the person’s name is known or easily discovered. You can find more information on titles, names, and pronouns in our handout on Gender-Inclusive Language .

Language . If you’re writing in English, ask yourself: Is English the first language of all your audience members? Are you using idioms or other expressions that might not be clear to someone with a different background in English? For example, are you using expressions that require U.S.-specific cultural knowledge?

Culture . Does your audience have different customs and cultural norms? How might these customs and norms impact the way they receive your message?

Once you understand your purpose and your audience, you can begin to consider more specific elements, like organization and style.

What is your purpose?

To get a better sense of how the purpose of your writing will impact your style, it can be useful to look at existing messages and documents from the organization with the following questions in mind:

• What type of document is it (e.g. email, cover letter, social media post, memo, etc.)?
• What is the general length of the document?
• How is the document organized?
• How long are the paragraphs or sections?

How is business writing organized?

A common organizational pattern used across genres in business writing is OABC: Opening, Agenda, Body, and Closing. While the exact content of your opening, agenda, body, and closing may change depending on your context, here is the overall purpose of each component of the OABC pattern:

• Opening: This section introduces the reader to the purpose of your document or the subject matter you’ll be discussing. It lets them know why you are communicating with them and why the information is important to your reader.
• Agenda: This section lets the reader know, more or less, what to expect from the rest of the message. You can think of it like a roadmap for your document.
• Body: This section is where you make your main points and communicate your overall message to the reader. This section is often the longest part of a business document.
• Closing: Here, you reiterate the main points for the reader and include any follow-up actions or recommendations as necessary. In most cases, you may request a meeting to discuss your ideas further.

What style considerations are common in business writing?

Business writers tend to prioritize clear and concise communication. When writing in business, carefully considering the following style elements, along with your purpose and audience, can help you communicate more effectively:

Active voice. One skill in business writing is how to tactfully take ownership or distribute blame for certain actions. Active voice refers to a sentence structure that places the actor of the sentence as its grammatical subject. In general, active voice comes across as clearer, more direct, and more concise than passive voice, which are all elements of good business writing. However, the passive voice can be a useful tool in legally-sensitive writing, because the passive voice can convey what has occurred without naming names.

Jargon. Generally, your audience will prefer plain, straightforward language over jargon, because it allows them to read your writing quickly without misunderstandings. However, you may encounter what looks like jargon. Ask yourself if this language may be functioning as shorthand or whether it’s helping establish expectations or norms in business relationships. Understanding your audience and why they may choose to either use or avoid jargon will help you determine what is most appropriate for your own writing.

Tone. While business writing should be clear and concise, “concise” does not necessarily mean “blunt.” As you write, think about how your relationship to the reader and about how your audience may interpret your tone. Consider the following examples:

Nobody liked your project idea, so we are not going to give you any funding. After carefully reviewing this proposal, we have decided to prioritize other projects this quarter.

While the first example may be more direct, you will likely notice that the second sentence is more diplomatic and respectful than the first version, which is unnecessarily harsh and likely to provoke a negative reaction.

If you are wondering how your audience will respond to your writing, it may also be helpful to have a disinterested reader provide you with their impression of your message and tone after reading the document. What is the take-home message? Does any language stand out as surprising, confusing, or inappropriate? Where is the writing more or less persuasive? If you would like more ideas, see our handout on getting feedback .

There are many circumstances in which business writing is your opportunity to make a first impression, such as in a cover letter. In these scenarios, attention detail is especially important. A useful strategy for revising a piece of business writing is to use the acronym CLOUD: Coherence, Length, Organization, Unity, and Development. Contemplating each of these elements can help you to think about how each section communicates your ideas to your audience and how the sections work together to emphasize the most important parts of your message.

Going through the CLOUD acronym, you can ask yourself questions like:

• How coherent is each individual component of your document?
• Does each component follow length guidelines (if provided) or otherwise convey your message concisely? Our handout on conciseness gives 7 common writing patterns that make writing less concise that you may want to keep in mind when writing for business.
• Is the information clearly organized ?
• How unified is the message conveyed by all of the components taken together?
• Are your ideas fully- developed , or might your reader find themselves with any important questions?

As you answer these questions and start revising, revisiting your purpose, audience, style, and structure can help you address the concerns you’ve identified through CLOUD. Once you’ve considered these elements, soliciting feedback from another person can help you ensure your draft is clear and your ideas are fully-developed . Proofreading can help you identify errors and assess the tone of your document, while reading your draft aloud lets you hear your words and estimate your own tone.

Examples of business writing

Now that you’re ready to start writing, you may want to see some examples of business writing to guide your drafting process. Below, you can learn more about and see examples of two business writing contexts: cover letters for applications and cover letters for sending information. For more examples, explore the University Career Services’ Resumes and Letters portal .

Cover letters for applications

Maybe you have been asked to write an application cover letter for a job or a scholarship. This type of cover letter is used to introduce yourself and explain why you are qualified for a given opportunity, and your objective is to catch the reader’s attention and convince them that you are a qualified candidate for the job. Although this type of letter has some unique considerations and conventions, it still follows the OABC organization pattern and is generally 3-4 paragraphs in length.

• Opening: In the opening section of your letter, indicate your reason for writing. This generally includes mentioning the job title (if applicable) and how you heard about the position. Be specific about how you learned of the job.
• Agenda: In a cover letter, your agenda section sets the stage for a discussion of your qualifications by first summarizing your interest in the position, company, or organization. What sets you apart from your competitors? Why are you interested in working in this particular position or company? This section may be combined with the first paragraph.
• Body: This is where you highlight your qualifications for the job including your work experience, activities that show your leadership skills, and your educational background. If you are applying for a specific job, include any information pertinent to the position that is not included in your resume. You might also identify other ways you are a good fit for the company or position, such as specialized skills you have acquired. Illustrate how the experiences and skills from your resume qualify you for the job rather than merely repeating information as it is presented in your resume.
• Closing: Now that you have demonstrated your interest and fit to the reader, it is time to request an interview and, if necessary, refer them to your resume. State how you can be reached and include your contact information for follow-up. Be sure to close the letter by thanking the reader for their time and consideration before typing and printing your salutation and name.

Two sample letters of application are presented below. The first letter (Sample #1) is by a recent college graduate responding to a local newspaper article about the company’s plan to build a new computer center. The writer is not applying for a specific job opening but describes the position he seeks. The second letter (Sample #2) is from a college senior who does not specify where she learned of the opening because she is uncertain whether a position is available.

6123 Farrington Road Apt. B11 Chapel Hill, NC 27514

January 11, 2020

Taylor, Inc. 694 Rockstar Lane Durham, NC 27708

Dear Human Resources Director:

I just read an article in the News and Observer about Taylor’s new computer center just north of Durham. I would like to apply for a position as an entry-level programmer at the center.

I understand that Taylor produces both in-house and customer documentation. My technical writing skills, as described in the enclosed resume, are well suited to your company. I am a recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science. In addition to having taken a broad range of courses, I served as a computer consultant at the college’s computer center where I helped train users to work with new systems.

I will be happy to meet with you at your convenience and discuss how my education and experience match your needs. You can reach me at (919) 233-1552 or at [email protected] . Thank you for your time and consideration, and I look forward to hearing from you.

Raymond Krock

6123 Farrington Road Apt. G11 Chapel Hill, NC 27514

Dear Ms. LaMonica Jones:

I am seeking a position in your engineering department where I may use my training in computer sciences to solve Taylor’s engineering problems. I would like to be a part of the department that developed the Internet Selection System but am unsure whether you have a current opening.

I expect to receive a Bachelor of Science degree in Engineering from North Carolina State University in May and by that time will have completed the Computer Systems Engineering Program. Since September 2019 I have been participating, through the University, in the Professional Training Program at Computer Systems International in Raleigh. In the program I was assigned to several staff sections as an apprentice. Most recently, I have been a programmer trainee in the Engineering Department and have gained a great deal of experience in computer applications. Details of the academic courses I have taken are included in the enclosed resume.

If there is a position open at Taylor Inc., please let me know whom I should contact for further information. I look forward to hearing from you soon. I may be reached at my office (919-866-4000, ext. 232) or via email ( [email protected] ). Thank you for your time, and I look forward to hearing from you.

Rebecca Brock

Cover letters for sending information

Some cover letters simply provide a record of the transmittal of information—say, sending your resume to a recruiter or submitting your project for a class—and may even take the form of an email. Although they are short, to-the-point, and often only one or two brief paragraphs in length, these messages still follow the basic guidelines of business writing by using the OABC organization pattern in a more condensed format:

• Opening: Briefly explain what you are sending and why.
• Agenda: In an optional second paragraph, you might include a summary of the information you are sending as an agenda for your reader. A letter accompanying a proposal, for example, might point out sections in the proposal that might be of particular interest to the reader.
• Body: You could then go on to present a key point or two explaining why your firm is the best one for the job.
• Closing: You might end your letter with acknowledgements, offer additional assistance, or express the hope that the material will fulfill its purpose.

The following are examples of these kinds of cover letters. The first letter (Sample #1) is brief and to the point. The second letter (Sample #2) is slightly more detailed because it touches on the manner in which the information was gathered.

Your Company Logo and Contact Information

Brian Eno, Chief Engineer Carolina Chemical Products 3434 Pond View Lane Durham, NC 27708

Dear Mr. Eno:

Enclosed is the final report, which we send with Eastern’s Permission, on our installment of pollution control equipment at Eastern Chemical Company,. Please call me at (919) 962-7710 or email me at the address below if I can answer any questions.

Nora Cassidy Technical Services Manager [email protected]

Enclosure: Report

Brian Eno, Chief Engineer Ecology Systems, Inc. 8458 Obstructed View Lane Durham, NC 27708

Enclosed is the report estimating our power consumption for the year as requested by John Brenan, Vice President, on September 4.

The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and her staff and an extensive survey of all our employees. The survey was delayed by the transfer of key staff in Building A. We believe, however, that the report will provide the information you need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.

We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If you need more information, please let me know.

Sincerely, Nora Cassidy New Projects Office [email protected]

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

Baker, William H., and Matthew J. Baker. 2015. Writing & Speaking for Business , 4th ed. Provo, UT: Brigham Young University Academic Publishing.

Covey, Stephen. 2002. Style Guide for Business and Technical Writing , 5th ed. Upper Saddle River, NJ: Franklin Covey.

Locker, Kitty, and Donna Kienzer. 2012. Business and Administrative Communication , 10th ed. Boston: McGraw-Hill.

O’Hara, Carolyn. 2014. “How to Improve Your Business Writing.” Harvard Business Review , 20 Nov. 2014. https://hbr.org/2014/11/how-to-improve-your-business-writing .

United States Government. 2011. “Federal Plain Language Guideline.” Plain Language, March 2011. https://www.plainlanguage.gov/guidelines/ .

University of North Carolina Writing Program. 2019. The Tar Heel Writing Guide , rev. ed. Chapel Hill, NC: UNC Writing Program.

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

Make a Gift

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Writing the Basic Business Letter

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

• Get started with computers
• Learn Microsoft Office
• Apply for a job
• Improve my work skills
• Design nice-looking docs
• Getting Started
• Smartphones & Tablets
• Typing Tutorial
• Online Learning
• Basic Internet Skills
• Online Safety
• Social Media
• Zoom Basics
• Google Docs
• Google Sheets
• Career Planning
• Resume Writing
• Cover Letters
• Job Search and Networking
• Business Communication
• Entrepreneurship 101
• Careers without College
• Job Hunt for Today
• 3D Printing
• Freelancing 101
• Personal Finance
• Sharing Economy
• Decision-Making
• Graphic Design
• Photography
• Image Editing
• Learning WordPress
• Language Learning
• Critical Thinking
• For Educators
• Translations
• Staff Picks
• English expand_more expand_less

Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

/en/business-communication/how-to-write-a-powerful-business-report/content/

Examples of business letter format.

In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.

However, there are limitations to these materials. Assignments vary, and different instructors want different things from student writers. Therefore, the advice here may or may not apply to your writing situation.

Finally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor.

5 Hill Street Madison, Wisconsin 53700

March 15, 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format-there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?

John Doe Administrative Assistant

Indented Form

15 March 2005

Ah, business letter format–there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the indented format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!

If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Now doesn’t that look professional?

Academic and Professional Writing

This is an accordion element with a series of buttons that open and close related content panels.

Analysis Papers

Reading Poetry

A Short Guide to Close Reading for Literary Analysis

Using Literary Quotations

Play Reviews

Writing a Rhetorical Précis to Analyze Nonfiction Texts

Incorporating Interview Data

Grant Proposals

Planning and Writing a Grant Proposal: The Basics

Additional Resources for Grants and Proposal Writing

Job Materials and Application Essays

Writing Personal Statements for Ph.D. Programs

• Before you begin: useful tips for writing your essay
• Guided brainstorming exercises
• Get more help with your essay
• Frequently Asked Questions

Resume Writing Tips

CV Writing Tips

Cover Letters

Business Letters

Proposals and Dissertations

Resources for Proposal Writers

Resources for Dissertators

Research Papers

Planning and Writing Research Papers

Quoting and Paraphrasing

Writing Annotated Bibliographies

Creating Poster Presentations

Writing an Abstract for Your Research Paper

Thank-You Notes

Advice for Students Writing Thank-You Notes to Donors

Reading for a Review

Critical Reviews

Writing a Review of Literature

Scientific Reports

Scientific Report Format

Sample Lab Assignment

Writing for the Web

Writing an Effective Blog Post

Writing for Social Media: A Guide for Academics

• U.S. Locations
• UMGC Europe
• Learn Online
• Find Answers
• 855-655-8682
• Current Students

UMGC Effective Writing Center The Perfect Business Letter

Explore more of umgc.

• Writing Resources

When sitting down to complete a business letter assignment in school, students know intuitively that they are engaging in a type of writing that is much different from the typical school assignment. One goal of this resource is to upgrade that intuitive understanding to conscious status and, by doing so, sharpen your understanding of the distinct differences between business and academic writing that must be observed as you transition between the two worlds.

School Writing v. Business Writing

It may sound crass, but the difference between the two can be summarized simply: In school you write to get grades. In the real world, you write to do your job.

It's helpful to think of most school writing as a type of exam: You write to demonstrate to a specific teacher that you understand and can use material in a specific discipline. Those who become outstanding writers in school have usually mastered an important skill of audience analysis: figuring out exactly what an audience of one (the teacher) wants and how he or she wants it delivered.

The audience of one in school becomes the audience of many in the work world. Moreover, everyone who may read your business writing will not be known to you. Especially when your business writing travels outside the company, as it does when in letter format, you have little idea of how many people may read it, much less who they are. And the real kicker is that, unlike teachers, few in the business world get paid to read your writing no matter how poor it is. Other key differences include the following:

Clearly, when authoring a business document, you are taking on a higher degree of responsibility because of potential consequences, both positive and negative, that the writing can have. These consequences are particularly serious for the writer since the lifespan of whatever you write in the work place is potentially your entire career, compared to the duration of a course in school.

Get career planning tips from the advisors at UMGC .

How to Create Your Business Letter

These inherent differences between the two worlds of writing--business and academic--are also reflected in the steps successful writers follow when creating real-world documents like business letters.

Analyze Audience

It's helpful to divide your audience into primary and secondary members. Your primary audience is those whom you are certain will read what you write. The secondary audience is those who may be likely to read it. Your task is to speak directly to the needs of the primary audience while keeping in mind this secondary audience: what they know about the topic and their possible attitudes.

Clarify Purpose

In order for your writing and its purpose to be clear for your audience, it must be twice as clear for you, the writer. Good business writers can provide sharp, succinct answers to the question, "What do I want my readers to know and/or do after reading what I write?" Write the answer down and filter all writing choices through its prism.

Based on the crystal clear idea of what the writing hopes to achieve, the outline represents how the writer will achieve it by arranging information and instructions in the exact order the audience should encounter them for best effect.

The formats for business and technical writing are well known and expected by your audience. These standard formats are usually (1) adhered to rigorously and (2) are modified by any guidelines you have been given by your organization.

Draft & Revise

The first draft is your first opportunity to combine all of the above. However, it should be far from your last. Gone are the days of "once and done" the night before the assignment is due. Especially important is building in some time for a draft to get cold before you revisit with fresh eyes.

Get Feedback

Never let your audience be just the second set of eyes to see what you have written. In between yourself and your audience, insert a knowledgeable person who will act as a proxy for your audience and give you honest feedback.

Business Letter Styles

The two most common formats of business letters today are the full-block format and modified-block format. Note that the full-block format should be used only with letterhead. One variation on these two styles includes indenting paragraphs in the body section. As always, follow the style preferred by your organization unless there is a clear reason not to.

Our helpful admissions advisors can help you choose an academic program to fit your career goals, estimate your transfer credits, and develop a plan for your education costs that fits your budget. If you’re a current UMGC student, please visit the Help Center .

Personal Information

Contact information, additional information.

By submitting this form, you acknowledge that you intend to sign this form electronically and that your electronic signature is the equivalent of a handwritten signature, with all the same legal and binding effect. You are giving your express written consent without obligation for UMGC to contact you regarding our educational programs and services using e-mail, phone, or text, including automated technology for calls and/or texts to the mobile number(s) provided. For more details, including how to opt out, read our privacy policy or contact an admissions advisor .

Please wait, your form is being submitted.

By using our website you agree to our use of cookies. Learn more about how we use cookies by reading our  Privacy Policy .

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Chapter 15: Memos and Letters

Learning Objectives

By the end of this chapter, you should be able to:

• Distinguish between a memo and letter and explain their different purposes in a professional setting.
• Identify the seven elements of the full block letter format.

Key Terms and Concepts

Type your examples here.

• Header Block
• Full block letter format

Professional Correspondence

A lot of your time as a professional will be spent communicating through letters, memos, emails, and text messages. Some of these forms of communication are probably more familiar to you than others; however, as a professional it is important that you understand how and when to use each format and why. This is because your employer will expect you to be able to communicate effectively to maintain your credibility and build relation with co-workers, clients, and the public.

When you craft your correspondence, letters and memos are treated as informal reports and follow the SIDCRA format. Similarly, in a professional context, emails and texts should maintain this organizational structure to help your audience understand and retrieve information quickly. This is why you should begin with the main point for each of these types of correspondence. Busy readers need to be able to scan the document quickly to assess if the document requires immediate attention.

As always, before you begin to write, consider your audience’s needs and your purpose for writing in the first place. For all correspondence, you should:

• Include a detailed subject line which provides a summary, or a sense of purpose for the document,
• Provide a brief introduction which states the purpose for writing and provides an overview or forecasting of the rest of the document,
• Provide necessary context for your reader in either the introduction or in a background paragraph,
• Use headings to help your reader find information quickly, and to help you, the writer, organize information effectively, and
• Keep paragraphs short and focused on one main point.

To decide which format to use, consider the size and importance of your audience, your purpose for writing, and the complexity of the information being communicated.

Although RCM 200 introduces standard templates and formats, there is some room for variation, and you should always follow your employer’s particular preference for letter, memo, and email format.

For this chapter, we will focus on memos and letters. The following chapter will be on email and text messages.

Memoranda, or memos , are one of the most versatile document forms used in professional settings.  Memos are “in house” documents (sent within an organization) to pass along or request information, outline policies, present short reports, or propose ideas.  While they are often used to inform, they can also be persuasive documents.  A company or institution typically has its own “in house” style or template that is used for documents such as letters and memos.

Memo Format

Figure #1 below shows a sample of an “in house” memo style (the style we will use for memo assignments written for this class), with annotations pointing out various relevant features. The main formatted portions of a memo are the Logo or Letterhead (which is optional), the Header Block, and the Message.

The Header Block

The Header Block appears at the top left side of your memo, directly underneath the word MEMO or MEMORANDUM in large, bold, capitalized letters.  This section contains detailed information on the recipient, sender, and purpose.  It includes the following lines:

• TO: give the recipient’s full name, and position or title within the organization
• FROM : include the sender’s (your) full name and position or title
• DATE : include the full date on which you sent the memo
• SUBJECT or RE : write a brief phrase that concisely describes the main content of your memo.

Place a horizontal line under your header block, and place your message below.

The Message

The length of a memo can range from a few short sentences to a multi-page report that includes figures, tables, and appendices.  Whatever the length, there is a straightforward organizational principle you should follow.  Organize the content of your memo so that it answers the following questions for the reader:

• Opening:  Do I have to read this?  Why do I have to read this?
• Details:  What do I need to know?
• Closing:  What am I expected to do now?

The Opening

Memos are generally very direct and concise.  There is no need to start with general introductions before getting to your point. Your readers are colleagues within the same organization and are likely familiar with the context you are writing about.  The opening sentences of the memo’s message should make it clear to the reader whether they have to read this entire memo and why. For example, if the memo is informing me about an elevator that’s out of service in a building I never enter, then I don’t really have to read any further?

The Details

The middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them.

The Closing

The final part of the message indicates what, if any, action is required or requested of the readers.  If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them.

For more information on writing memos, check out the memo page on the the Online Writing Lab at Purdue University: Parts of a Memo .

Exercise #1: Sample Memo

Below are two images. The first shows a potential memo layout with tips for creating one. The second shows a sample memo.

Does the sample memo have all the parts we’ve discussed in this section? Does it need more information? Less? Is there anything you think would be helpful for the author to include?

Letters are brief messages sent to recipients that are often outside the organization, or external. They are often printed on letterhead paper that represents the business or organization, and are generally limited to one or two pages. While email and text messages may be used more frequently today, the business letter remains a common form of written communication as it serves many functions, such as:

• introducing you to a potential employer
• announcing a product or service
• communicating feelings and emotions (complaint letters, for example).

Letters are the most formal format for business correspondence, and your credibility will be established by using a formal tone and a conventional format for the document.

Use a letter format for communicating with people outside of your own organization, or for information which will be kept on file (such as a letter of offer from an employer) or may be needed for legal proceedings. Your reader will expect a well written and well formatted document. The full block letter format is the most straightforward letter format and will be covered in the next section. Professionals who produce their own correspondence using this format will appreciate its simplicity and consistency.

As we will soon see, there are many types of letters, and many adaptations in terms of form and content.

The Full Block Letter Format

A typical letter has 7 main elements, which make up the full block letter format .

• Letterhead/logo :  Sender’s name and return address
• The heading:   names the recipient, often including address and date
• Salutation :  “Dear ______ ” use the recipient’s name, if known.
• The introduction :  establishes the overall purpose of the letter
• The body :  articulates the details of the message
• The conclusion:   restates the main point and may include a call to action
• The signature line:   sometimes includes the contact information

You can see how these elements are implemented in the example above. Keep in mind that letters represent you/or and your company in your absence. In order to communicate effectively and project a positive image, remember that

• your language should be clear, concise, specific, and respectful
• each word should contribute to your purpose
• each paragraph should focus on one idea
• the parts of the letter should form a complete message
• the letter should be free of errors.

Exercise 2: Sample letter

Types of Messages

Letters and memos can be written for many purposes. Here are just a few reasons you may have to write these documents in your professional career. We will also provide some tips for each one.

Making a Request

Whenever you make a request, whether in a memo or letter ,  remember to consider the tone of your words: be polite and be respectful. It is certainly easier, and faster, to send off a message without proofreading it, but doing so will help you make sure that you do not sound demanding or condescending to your audience.

Remember that your request will add to your audience’s already busy day, so acknowledge the time and effort necessary to address your request. Finally, always be as specific as possible about what you expect your reader to do and provide the necessary information so that the reader can successfully fulfill your request.

When making a request you should:

• quickly establish relation, and then begin with the main point
• explain in the body of the document your needs and provide details to justify the request
• end by extending goodwill and appreciation
• always be courteous and proofread to eliminate poor tone

Thank-you letters may feel like an old-fashioned way to communicate, but even in today’s fast-paced world, a well-written thank you letter can establish your credibility and professionalism. A hand written thank-you letter is always most appropriate, but a business thank-you letter may be printed on company stationery.

A thank-you letter does not need to be long, but it should communicate your sincere appreciation to the reader.

• Be specific about what you are thanking the reader for. Avoid clichés and stock phrases.
• Include some details about why you are thankful and how you benefited from the reader’s actions.
• End with a sincere compliment and repeat the thank-you.

Interview Thank-You Note

A brief thank-you letter or thank-you email is an important step in the interview and job search process. Not only will the note of thanks communicate your professionalism, but it will also give you an opportunity to demonstrate your commitment to the company. Use this opportunity to remind the reader why you are the best candidate for the position.

“Good News” Messages

Obviously, preparing a good news message (such as a message of of Congratulations, Acknowledgement, and Acceptance) is easier than preparing a negative message. However, care should be taken in all correspondence to maintain your credibility as a professional.

• Be specific about the achievement or award.
• Be sincere in your congratulations.
• Avoid using language which might sound patronizing or insincere.

“Bad News” Messages

In the course of your professional career, you are going to need to write negative messages (such as messages of Complaint or Refusal) for a variety of reasons. Tone is very important here; comments should be made using neutral language and should be as specific as possible.

A thoughtful writer will remember that the message will likely have negative consequences for the audience, and although it may be appropriate to begin with a buffer sentence to establish relation, get to the main point as quickly as possible. Keep your audience’s needs in mind; your audience will need to clearly understand your decision and your reasons for making such a decision.

Do not hide your bad news in ambiguous language to save your own sense of face . Finally, remember to be courteous and considerate of your audience’s feelings. Avoid inflaming the situation with emotional, accusatory, or sarcastic language, and avoid personal attacks on your reader.

• Be polite and use neutral language.
• Be specific about the bad news you are conveying.
• Provide relevant details so your audience can understand your decision.
• End with an appropriate closing; avoid insincere or falsely positive endings which are disrespectful to your audience.

Apology / Conciliation 

Learning how to apologize well is an important skill for young professionals. A poorly written apology can exacerbate problems for both you and your company.  Don’t apologize unnecessarily, but when an apology is in order, do so sincerely and with full recognition of your audience’s hurt, frustration and disappointment.

Once you reach a leadership position in your field, you may also need to apologize for someone else’s error. As a leader in an organization, it will be your job to take responsibility and to apologize fully to maintain your organization’s credibility.

Sincere apologies focus on the audience’s needs and feelings, not the needs and feelings of the person issuing the apology. Avoid the ubiquitous “this is not who I am” phrase as part of an apology because saying “this is not who I am” is not an apology at all. If you do something that requires an apology, take responsibility and recognize that your actions or words caused hurt or inconvenience for someone else. An apology must also be sincere; an accusation veiled as as an apology will not persuade anyone that you are actually sorry. A phrase such as “I am sorry you feel that way” will not convince your audience that you are sincerely sorry. An apology should:

• Sincerely acknowledge that you are sorry for the words or actions which caused harm
• Acknowledge that the audience’s hurt, frustration, or anger is real, and warranted
• Take responsibility for the mistake and the negative consequences of the mistake
• Never suggest that the audience is somehow to blame for the problem
• Offer some form of compensation if it seems appropriate to do so

Transmittal Letters

Wh en you send a report or some other document (such as a resumé) to an external audience, send it with a letter that briefly explains the purpose of the enclosed document and a brief summary.  For more information on these kinds of transmittal documents for reports, visit Chapter 29: Formatting the Report . For more information on cover letters, visit Chapter 19: Cover/Application Letters . 

Click the link to download a Letter of Transmittal Template (.docx) .

Letters of Inquiry

You may want to request information about a company or organization such as whether they anticipate job openings in the near future or whether they fund grant proposals from non-profit groups.

In this case, you would send a letter of inquiry, asking for additional information. As with most business letters, keep your request brief, introducing yourself in the opening paragraph and then clearly stating your purpose and/or request in the second paragraph. If you need very specific information, consider placing your requests in list form for clarity. Conclude in a friendly way that shows appreciation for the help you will receive.

Follow-up Letters 

Any time you have made a request of someone, write a follow-up letter expressing your appreciation for the time your letter-recipient has taken to respond to your needs or consider your job application. If you have had a job interview, the follow-up letter thanking the interviewer for his/her time is especially important for demonstrating your professionalism and attention to detail.

Exercise #3: Letters

Letters within the professional context may take on many other purposes, such as communicating with suppliers, contractors, partner organizations, clients, government agencies, and so on.

Below are three images of letters. The first shows a layout using the full-block format discussed above. The second image is a cover letter, the second is a transmittal letter.

Do the sample letters have all the parts we’ve discussed in this section? If so, what do they still need? Is there anything you think would be helpful for the author to include?

For additional examples of professional letters, take a look at the sample letters provided by David McMurrey in his online textbook on technical writing: Online Technical Writing: Examples, Cases & Models .

Key Takeaways

• Even in the digital age, writing correspondence will be a regular part of your professional career. Not only do these types of correspondence help maintain your credibility as an employee, they help you build relation with co-workers, clients, and the public.
• Memos are in house, internal documents that serve a number of purposes, such as passing along information or proposing ideas. Their format includes a Header Block followed by the message itself. A message has three parts: the opening, details, and a closing.
• Letters are more formal than memos, since they are generally externally sent to people outside of a company or organization. They use a full block format which is the standard for most organizations. Like memos , there are many different reasons you may write a letter .

Attributions

This chapter is adapted from “Technical Writing Essentials”  by Suzan Last (on BCcampus ). It is licensed under Creative Commons Attribution-ShareAlike 4.0 International License

a quality that allows others to trust and believe you

an acronym that stands for the six parts of a report: (1) summary, (2) introduction, (3) discussion, (4) conclusion, (5) recommendations, (6) appendix

full name "memoranda," these are documents sent within an organization to pass along or request information, outline policies, present short reports, or propose ideas

a brief message to recipients that are often outside the organization

the attitude of a communicator toward the message being delivered and/or the audience receiving the message

our sense of self-worth in a given situation

the section of a memo that contains detailed information on its recipient, sender, and purpose

brief messages sent to recipients that are often outside an organization

a standard letter format that has seven elements: (1) letterhead/logo, (2) the heading, (3) salutation, (4) the introduction, (5) the body, (6) the conclusion, (7) the signature line

Effective Professional Communication: A Rhetorical Approach Copyright © 2021 by Rebekah Bennetch; Corey Owen; and Zachary Keesey is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Share This Book

In order to continue enjoying our site, we ask that you confirm your identity as a human. Thank you very much for your cooperation.

Writing Lab

• Course Assignments
• Written Assignment
• Discussions

Business Plans

• Annotated Bibliographies
• Persuasive Essay
• Executive Summary
• Literature Review

Business letters are often used to communicate with a group outside an organization, such as clients, customers, or other companies.

Business letters include:

• Your return address
• The recipient's address
• A greeting
• The Body (the content of the letter)
• A closing (such as "sincerely")
• Both your handwritten signature and your name are typed

You can find several examples in our ebook collection for advice on writing a professional letter. Once in an eBook database, in the search box, try typing in "professional letter" or "business letter."

*Don't forget - If you use research in your business plan, use APA to cite your resources.

A memo (or memorandum) is  a short communication  typically used within an organization.  Memos are often used as a tool to  share new information .

APA does not guide formatting and writing memos, so font, font size, spacing and so forth  are up to you or your instructor .

In terms of content, Cengage Learning's Online Study Center offers the following information on writing a memo: 

• A memo consists of two parts: the  identifying information at the top , and  the message itself . At the top, identify for whom the memo has been written, who is sending it, the subject, and the date. The subject line serves as the memo's title.
• Your audience will determine the style and tone you use in a memo: You can use a casual tone to a coworker you know well, but you should use a more formal tone in a memo to your boss.
• It's essential to  organize your memos well . Most longer memos contain  an introduction ,  a discussion , and  a conclusion . In the introduction, tell readers what prompted you to write (such as a problem or question about a specific procedure or policy), and provide any necessary background information. In the discussion section or body, indicate the changes required to address that problem or question. In the conclusion, state specifically how you want the reader to respond.

Microsoft has additional information on creating a memo.

• Creating a Memo

A business plan can be described as "an  essential roadmap for business success . This living document generally projects 3-5 years ahead and outlines the route a company intends to take to grow revenues." This description came from the  U.S. Small Business Administration  website, where you can find examples of various business plans. 

Watch  this short video  to get you started with writing a business plan.

For additional information on writing a business plan, visit the following webpage.

• How to Write a Business Plan
• << Previous: PowerPoint
• Next: Annotated Bibliographies >>
• Last Updated: Aug 2, 2024 2:47 PM
• URL: https://guides.rasmussen.edu/courseassignments

Extended Education Ventures

• Get Updates
• Search Search

Communicating Clearly: Effective Business Correspondence

Today’s organizations depend on a wide variety of written communications⸺from short messages (texting, Slack, Discord) to longer ones (emails) to massive ones (proposals and reports). Communicating clearly is a challenge and the results of not communicating clearly can be costly in terms of time and money: mistakes, misunderstandings and endless rounds of clarification.

In this seminar, attendees will learn principles of communicating clearly and concisely so they can minimize mistakes and misunderstandings. Using proven techniques, you will try your hand at improving communications from within your own organization. You will diagnose problems at different levels, learn strategies for addressing those problems, revise the communications based on solid principles and test your work on each other.

• Managers and supervisors who have difficulty communicating with their employees.
• New project managers, executive assistants, and marketing and communications professionals.
• Anyone seeking to improve their business writing skills: clarity, style, and organization.
• Anyone in other roles responsible for communicating frequently on behalf of their organizations.
• Understand clear style at the sentence, paragraph and document levels.
• Customize communication style to the needs of specific audiences.
• Master strategies for informing, instructing and persuading.
• Organize correspondence so that readers can understand it, navigate it and take the next step.

Please bring an actual piece of correspondence from your organization that you found unclear or ineffective. (The worse it is, the better.) This correspondence could be an email, short document or social media post.

For withdrawal, transfer and refund information, see Policy Code A .

Registration closes at noon on 08/15/2024.

Registration closes at noon on 11/20/2024

Center for Professional Education The University of Texas at Austin UTA Building, Suite 2.408 1616 Guadalupe Street Austin, TX 78701

Phone: 512-232-6520 Fax: 512-471-2905 Email: [email protected]

Corporate Education Inquiries: 512-471-8053 Email: [email protected]

Government Education Inquiries: 512-471-8053 Email: [email protected]

Military Credentialing Inquiries: 512-471-8053 Email: [email protected]

• Canvas Access
• Customized Training
• News & Announcements
• Policies & Procedures
• Adobe Reader

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

7. COMMON DOCUMENT TYPES

7.1 Correspondence: Text Messages, Emails, Memos, and Letters

Text messaging, emailing, and posting on social media in a professional context requires that you be familiar with “netiquette,” or proper etiquette for using the internet. We have all heard the news stories about people who have been fired and companies that have been boycotted for making offensive or inappropriate social media posts . People have even gone to prison for illegal use of private messaging .  The digital world may seem like a free-for-all, “wild wild west” with no clear rules or regulations; however, this is clearly a dangerous perspective for a professional to take, as the consequences for breaking tacit rules, expectations, and guidelines for professional communications can be very costly.

The way that you represent yourself in writing carries significant weight. Writing in an online environment requires tact, skill, and an awareness that what you write may be there for a very long time and may be seen by people you never considered as your intended audience. From text messages to memos to letters, from business proposals to press releases, your written business communication represents you and your company:  your goal is to make it clear, concise, constructive, and professional.

We create personal pages, post messages, and interact via online technologies as a normal part of our careers, but how we conduct ourselves can leave a lasting image, literally. The photograph you posted on your Instagram page may have been seen by your potential employer, or that insensitive remark in a Facebook post may come back to haunt you later.

Following several guidelines for online postings, as detailed below, can help you avoid embarrassment later:

• Avoid assumptions about your readers; remember that culture influences communication style and practices
• Familiarize yourself with policies on Acceptable Use of IT Resources at your organization.
• Remember there is a person behind the words; ask for clarification before making judgment
• Check your tone before you publish; avoid jokes, sarcasm, and irony as these can often be misinterpreted and get “lost in translation” in the online environment
• Respond to people using their names
• Remember that culture, age, and gender can play a part in how people communicate
• Remain authentic and expect the same of others
• Remember that people may not reply immediately. People participate in different ways, some just by reading the communication rather than jumping into it.
• Be judicious and diplomatic; what you say online may be difficult or even impossible to retract later.
• Consider your responsibility to the group and to the working environment
• Agree on ground rules for text communication (formal or informal; seek clarification whenever needed) if you are working collaboratively
• Accept and forgive mistakes
• Seek clarification before reacting; what you heard is not always what was said
• Ask your supervisor for guidance.*
• Quote the original author if you are responding with a specific point made by someone else
• Ask the author of an email for permission before forwarding the communication.

* Sometimes, online behaviour can appear so disrespectful and even hostile that it requires attention and follow up. In this case, let your supervisor know right away so that the right resources can be called upon to help.

For further information on netiquette, check out the following links:

• Business Insider: Email etiquette rules every professional needs to know
• LinkedIn:  Email etiquette: Setting the tone for your professional communication

Whatever digital device you use, written communication in the form of brief messages, or texting, has become a common way to connect. It is useful for short exchanges, and is a convenient way to stay connected with others when talking on the phone would be cumbersome. Texting is not useful for long or complicated messages, and careful consideration should be given to the audience.

When texting, always consider your audience and your company, and choose words, terms, or abbreviations that will deliver your message appropriately and effectively.

If your work situation allows or requires you to communicate via text messages, keep the following tips in mind:

• Know your recipient:   “? % dsct” may be an understandable way to ask a close associate what the proper discount is to offer a certain customer, but if you are writing a text to your boss, it might be wiser to write, “what % discount does Murray get on $1K order?”
• Anticipate unintentional misinterpretation:   texting often uses symbols and codes to represent thoughts, ideas, and emotions. Given the complexity of communication, and the useful but limited tool of texting, be aware of its limitation and prevent misinterpretation with brief messages.
• Use appropriately:  contacting someone too frequently can border on harassment. Texting is a tool. Use it when appropriate but don’t abuse it.
• Don’t text and drive:   research shows that the likelihood of an accident increases dramatically if the driver is texting behind the wheel. [2] Being in an accident while conducting company business would reflect poorly on your judgment as well as on your employer.

Email is familiar to most students and workers. In business, it has largely replaced print hard copy letters for external (outside the company) correspondence, and in many cases, it has taken the place of memos for internal (within the company) communication. [4]

Email can be very useful for messages that have slightly more content than a text message, but it is still best used for fairly brief messages. Many businesses use automated emails to acknowledge communications from the public, or to remind associates that periodic reports or payments are due. You may also be assigned to “populate” a form email in which standard paragraphs are used but you choose from a menu of sentences to make the wording suitable for a particular transaction.

Emails may be informal in personal contexts, but business communication requires attention to detail, awareness that your email reflects you and your company, and a professional tone so that it may be forwarded to any third party if needed. Email often serves to exchange information within organizations. Although email may have an informal feel, remember that when used for business, it needs to convey professionalism and respect. Never write or send anything that you wouldn’t want read in public or in front of your company president.

As with all writing, professional communications require attention to the specific writing context, and it may surprise you that even elements of form can indicate a writer’s strong understanding of audience and purpose. The principles explained here apply to the educational context as well; use them when communicating with your instructors and classroom peers.

Open with a proper salutation:  proper salutations demonstrate respect and avoid mix-ups in case a message is accidentally sent to the wrong recipient. For example, use a salutation like “Dear Ms. X” (external) or “Hi Barry” (internal).

Include a clear, brief, and specific subject line:  this helps the recipient understand the essence of the message. For example, “Proposal attached” or “Electrical specs for project Y.”

Close with a signature:  identify yourself by creating a signature block that automatically contains your name and business contact information.

Avoid abbreviations:  an email is not a text message, and the audience may not find your wit cause to ROTFLOL (roll on the floor laughing out loud).

Be brief:  omit unnecessary words.

Use a good format:  divide your message into brief paragraphs for ease of reading. A good email should get to the point and conclude in three small paragraphs or fewer.

Reread, revise, and review:  catch and correct spelling and grammar mistakes before you press “send.” It will take more time and effort to undo the problems caused by a hasty, poorly-written email than to take the time to get it right the first time.

Reply promptly:  watch out for an emotional response—never reply in anger—but make a habit of replying to all emails within twenty-four hours, even if only to say that you will provide the requested information in forty-eight or seventy-two hours.

Use “Reply All” sparingly:  do not send your reply to everyone who received the initial email unless your message absolutely needs to be read by the entire group.

Avoid using all caps:  capital letters are used on the Internet to communicate emphatic emotion or “yelling” and can be considered rude.

Test links:  if you include a link, test it to make sure it works.

Email ahead of time if you are going to attach large files:  audio and visual files are often quite large; be careful to avoid exceeding the recipient’s mailbox limit or triggering the spam filter.

Give feedback or follow up:  if you don’t get a response in twenty-four hours, email or call. Spam filters may have intercepted your message, so your recipient may never have received it.

Tip :  add the address of the recipient last (after you have written and proofread your message) to avoid sending prematurely. This will give you time to do a last review of what you’ve written, make sure links work, make sure you’ve added the attachment, etc ., before adding the sender’s address and hitting send.

The sample email below demonstrates the principles listed above.

From: Steve Jobs <[email protected]>

To: Human Resources Division <[email protected]>

Date: September 12, 2015

Subject: Safe Zone Training

Dear Colleagues:

Please consider signing up for the next available Safe Zone workshop offered by the College. As you know, our department is working toward increasing the number of Safe Zone volunteers in our area, and I hope several of you may be available for the next workshop scheduled for Friday, October 9.

For more information on the Safe Zone program, please visit http://www.cocc.edu/multicultural/safe-zone-training/

Please let me know if you will attend.

Steve Jobs CEO Apple Computing [email protected]

Memoranda, or memos , are one of the most versatile document forms used in professional settings.  Memos are “in house” documents (sent within an organization) to pass along or request information, outline policies, present short reports, and propose ideas. While they are often used to inform, they can also be persuasive documents. A company or institution typically has its own “in house” style or template that is used for documents such as letters and memos.

Memo Format

Figure 7.1.1 shows a sample of one particular “in house” memo style (the style we might use for memo assignments written for this class), with annotations pointing out various relevant features. Note that “in house” formats may vary. The main formatted portions of a memo are the Logo or Letterhead (optional), the Header Block, and the Message.  The attached Memos PowerPoint reviews some of these features in detail.

Memo Header Block

The Header Block appears at the top left side of your memo, directly underneath the word MEMO or MEMORANDUM in large, bold, capitalized letters. This section contains detailed information on the recipient, sender, and purpose. It includes the following lines:

• TO:        give the recipient’s full name, and position or title within the organization
• FROM :  include the sender’s (your) full name and position or title
• DATE :   include the full date on which you sent the memo
• SUBJECT or RE :  write a brief phrase that concisely describes the main content of your memo.

Place a horizontal line under your header block, and place your message below.

Memo Message

The length of a memo can range from a few short sentences to a multi-page report that includes figures, tables, and appendices.  Whatever the length, there is a straightforward organizational principal you should follow. Organize the content of your memo so that it answers the following questions for the reader:

• Opening:  Why am I reading this?
• Details:  What do I need to know?
• Closing:  What am I expected to do now?

Memos are generally very direct and concise. There is no need to start with general introductions before getting to your point. Your readers are colleagues within the same organization, and are likely familiar with the context in which you are writing. The opening sentences of the memo’s message should make it clear to the reader whether they have to read this entire memo and why (if the memo is informing me about an elevator that’s out of service in a building I never enter, then I don’t really have to read any further).

The middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them.

The final part of the message indicates what, if any, action is required or requested of the readers. If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them.

For more information on writing memos, check out the memo page on the the Online Writing Lab at Purdue University: Parts of a Memo .

Letters are brief messages sent to recipients that are often outside the organization. They are often printed on letterhead paper that represents the business or organization, and are generally limited to one or two pages. While email and text messages may be used more frequently today, the business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions (compliant letters, for example).

There are many types of letters, and many adaptations in terms of form and content, but this chapter presents the 7 key elements of a traditional block-style letter. Letters may serve to introduce your skills and qualifications to prospective employers (cover letter), deliver important or specific information, provide documentation of an event or decision, or introduce an attached report or long document (letter of transmittal). Figure 7.1.2 shows a letter of transmittal meant to introduce a technical report to its recipient. Here is a downloadable pdf version: Sample Letter of Transmittal of the image below.

A typical letter has 7 main parts:

• Letterhead/logo :  Sender’s name and return address
• The heading:   names the recipient, often including address and date
• Salutation :  “Dear ______ ” use the recipient’s name, if known.
• The introduction :  establishes the overall purpose of the letter
• The body :  articulates the details of the message
• The conclusion:   restates the main point and may include a call to action
• The signature line:   sometimes includes the contact information

Keep in mind that letters represent you and your company in your absence. In order to communicate effectively and project a positive image, remember that

• your language should be clear, concise, specific, and respectful
• each word should contribute to your purpose
• each paragraph should focus on one idea
• the parts of the letter should form a complete message
• the letter should be free of errors.

Letters with Specific Purposes

There are many possible reasons you might write a letter in a professional context.  Here is a list of the most common kinds of letters:

Transmittal Letters:  when you send a report or some other document, such as a resumé, to an external audience, send it with a cover letter that briefly explains the purpose of the enclosed document and a brief summary.  Click the link to download a Letter of Transmittal Template (.docx) .

Letters of Inquiry:  you may want to request information about a company or organization such as whether they anticipate job openings in the near future or whether they fund grant proposals from non-profit groups. In this case, you would send a letter of inquiry, asking for additional information. As with most business letters, keep your request brief, introducing yourself in the opening paragraph and then clearly stating your purpose and/or request in the second paragraph. If you need very specific information, consider placing your requests in list form for clarity. Conclude in a friendly way that shows appreciation for the help you will receive.

Follow-up Letters:  any time you have made a request of someone, write a follow-up letter expressing your appreciation for the time your letter-recipient has taken to respond to your needs or consider your job application. If you have had a job interview, the follow-up letter thanking the interviewer for his/her time is especially important for demonstrating your professionalism and attention to detail.

Letters within the professional context may take on many other purposes, such as communicating with suppliers, contractors, partner organizations, clients, government agencies, and so on. For additional examples of professional letters, take a look at the sample letters provided by David McMurrey in his online textbook on technical writing: Online Technical Writing: Examples, Cases & Models .

Information in this chapter was adapted from the following source:  “ Professional Communications ” chapter in Technical Writing by Annemarie Hamlin, Chris Rubio, Michele DeSilva. This source is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License.

Image descriptions

Figure 7.1.1 image description:

Design features of a 1-page memorandum.

• The logo or letterhead is at the top of the page and centred or right-aligned (in this case, it is the University of Victoria letterhead).
• “Memorandum” appears at the top of the page left-aligned in large, bold font.
• The header block (which appears under the “Memorandum” heading) includes a “to,” “from,” “date,” and “subject” in a vertical list. Those values are aligned vertically for readability.
• A dividing line separates the header block from the message.
• The message begins by answering, “Why am I reading this?”
• The body of the message gives the details: (“What do I need to know?”)
• There is a table that is nicely formatted. (The table has a caption above the table in bold and italics, column headers are bold and centred, and text is left aligned.)
• A closing paragraph summarizes and indicates what (if any) action is expected of the reader (Answering, “What would you like me to do now?”)
• The text of this document uses an appropriate serif body font (Times New Roman)
• There is also a signature (optional)

[Return to Figure 7.1.1]

• [Texting image]. [Online]. Available: https://www.flickr.com/photos/13604571@N02/2094946972. CC BY-NC 2.0 . ↵
• "Deadly distraction: Texting while driving, twice as risky as drunk driving, should be banned," Houston Chronicle, Sept 23, 2009 [Online]. Available:  http://www.chron.com/opinion/editorials/article/Deadly-distraction-Texting-while-driving-should-1592397.php ↵ ↵
• [Email icon]. [Online]. Available: https://www.iconfinder.com/icons/4417125/%40_email_envelope_letter_icon. Free for commercial use . ↵
• M. Guffey, Essentials of Business Communication (7th ed.). Mason, OH: Thomson/Wadsworth, 2008. ↵

7.1 Correspondence: Text Messages, Emails, Memos, and Letters Copyright © 2019 by Suzan Last is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License , except where otherwise noted.

Share This Book

Community of Practice

Resources for teaching and learning in TPC

Business Correspondence

One thing many TPC courses have in common is their focus on teaching specific genres of writing. The business correspondence or professional document series assignment aims to accomplish this goal by presenting students with a problem-based scenario, one that can be solved with well-crafted documents attuned to the rhetorical exigency or problem, audience needs, and genre constraints. By asking students to choose between a letter, email, or memo, they have to think through the strengths and limitations of each document type in the given situation instead of simply learning how to write these genres through rote memorization.

The links below are versions of this assignment used in a course of primarily business majors, healthcare majors, and majors within specialized fields (such as engineering).

• This version of the assignment  is used in a course for primarily business majors or those interested in professional writing.
• This version of the assignment features scenarios more appropriate for technical communicators in field of healthcare.
• This version of the assignment is more appropriate for technical writers in specialized fields like engineering.
• This version of the assignment is geared toward addressing implicant bias, diversity and inclusion in the workplace.
• Sample Rubric for Professional Document Series

The Correspondence Project: A Lesson of Letters

• Resources & Preparation
• Instructional Plan
• Related Resources

Students practice writing effective letters for a variety of real-life situations, such as responding to a prompt on a standardized test, corresponding with distant family members, or communicating with a business. They begin by reviewing the differences between business and friendly letter formats, using examples and a Venn diagram. Next, students write two letters, choosing from a list of prompts that include letters for varying audiences and purposes. After completing drafts and revisions, students complete their final versions using an online tool.

Featured Resources

Letter Generator : This online tool allows students to read about the parts of a letter. They can then write and print their own friendly or business letter. Interactive Venn Diagram : Use this online tool to organize ideas for a compare and contrast essay, or while reading to compare and contrast two works of literature.

From Theory to Practice

In Both Art and Craft: Teaching Ideas That Spark Learning , Diana Mitchell explains that teaching is "about gently uncovering ways for students to find their way into the learning by making connections within themselves" (23). Students are more likely to "find their way into learning" when assignments have clear application to real-world tasks. As Mitchell explains it, these types of assignments, "have a ‘nowness' about them; there is a reason for an importance to doing them at this point in time" (24). In addition, personal connections are made more easily when students have a degree of choice within a writing assignment. Mitchell triumphs assignments that "are fun and interesting," as well as those that "provide lots of possibilities and tap into . . . imagination" (24). In that spirit, this lesson in letter writing provides a functional application for writing and, at the same time, encourages students to make personal connections through a variety of letter topics. Further Reading

Common Core Standards

This resource has been aligned to the Common Core State Standards for states in which they have been adopted. If a state does not appear in the drop-down, CCSS alignments are forthcoming.

State Standards

This lesson has been aligned to standards in the following states. If a state does not appear in the drop-down, standard alignments are not currently available for that state.

NCTE/IRA National Standards for the English Language Arts

• 3. Students apply a wide range of strategies to comprehend, interpret, evaluate, and appreciate texts. They draw on their prior experience, their interactions with other readers and writers, their knowledge of word meaning and of other texts, their word identification strategies, and their understanding of textual features (e.g., sound-letter correspondence, sentence structure, context, graphics).
• 4. Students adjust their use of spoken, written, and visual language (e.g., conventions, style, vocabulary) to communicate effectively with a variety of audiences and for different purposes.
• 5. Students employ a wide range of strategies as they write and use different writing process elements appropriately to communicate with different audiences for a variety of purposes.
• 6. Students apply knowledge of language structure, language conventions (e.g., spelling and punctuation), media techniques, figurative language, and genre to create, critique, and discuss print and nonprint texts.
• 8. Students use a variety of technological and information resources (e.g., libraries, databases, computer networks, video) to gather and synthesize information and to create and communicate knowledge.
• 11. Students participate as knowledgeable, reflective, creative, and critical members of a variety of literacy communities.
• 12. Students use spoken, written, and visual language to accomplish their own purposes (e.g., for learning, enjoyment, persuasion, and the exchange of information).

Materials and Technology

Computers with Internet access for student use

• Contemplating Correspondence
• Contemplating Correspondence Key
• Correspondence Project Prompts
• Business and Friendly Letter Samples
• Rubric for Correspondence Project
• Venn Diagram

Preparation

• Review the Correspondence Project Prompts and determine the requirements for the class. Decide on the number of letters students will write as well as any letters that you will require. You may wish to choose specific prompts to ensure that students write at least one letter using business format and one using friendly format. You can also require 2 letters and allow students to choose additional letters freely.
• Venn Diagram handout (if computer access is not available)
• Make one copy of the Contemplating Correspondence Key for yourself.
• Make overhead transparencies of the Business and Friendly Letter Samples and the Venn Diagram handout (needed only if computer access is not available).
• Test the interactive  Venn Diagram and Letter Generator on your computers to familiarize yourself with the tools and ensure that you have the Flash plug-in installed. You can download the plug-in from the technical support page .

Student Objectives

Students will

• review examples of business and friendly letters.
• compare business and friendly letter formats.
• write letters in response to specific writing prompts.
• apply knowledge of language structure and conventions.
• adjust their use of writing conventions, style, and vocabulary for a variety of audiences and purposes.

Session One

• Distribute copies of the Contemplating Correspondence sheet.
• Explain that most questions have more than one “correct” answers. Suggest that students leave any questions that they are unsure about blank and return to them after the class discussion of the sheets.
• Allow students a few minutes to respond.
• Review the students' responses to the Contemplating Correspondence sheet, using the questions as a springboard for a brief class discussion about writing letters. Refer to the Contemplating Correspondence Key to ensure students recognize the most basic details.
• Tell students that they will be completing a letter writing project. Before writing the letters, however, they will review standard business and friendly letter formats.
• Discuss the difference between the friendly letter format and a friendly tone. Explain that people can use the friendly letter format for letters that have a more formal tone (e.g., a condolence letter to someone the author does not know well).
• Share the Friendly Letter Sample by distributing copies to students, and displaying the sample using an overhead transparency.
• Have students take turns reading the body of the letter aloud.
• Identify the main parts of a friendly letter (heading, greeting, body, closing, and signature) by allowing student volunteers to take turns using a non-permanent transparency marker to label each of the five main parts. Ask students to label their handouts in the same manner.
• Use Writing the Basic Business Letter from the Purdue OWL to supplement the discussion of the parts of letters.

Session Two

• Review the information covered in Session One by asking students what they remember about friendly letter format.
• Tell students that during this session, they will be reviewing business letter format.
• Ask students if business letter format is for use only by businesses. Use student responses as a springboard for discussion on the various uses for business letters (e.g., applying for employment, expressing a consumer complaint to company).
• Share the Business Letter Sample by distributing copies to students and displaying the sample by using an overhead transparency.
• Identify the main parts of a business letter (heading, inside address, greeting, body, closing, and signature) by allowing student volunteers to take turns using a non-permanent transparency marker to label each of the six main parts. Instruct students to label their handouts in the same manner.
• Again, you can use Writing the Basic Business Letter from the Purdue OWL to supplement the discussion of the parts of letters.
• Discuss the differences between the full-block and modified-block formats. Point to the additional sample letters from the Purdue OWL or Sample Complaint Letter to discuss the formats.
• Have students compare friendly and business letter formats using the interactive Venn Diagram . Teachers also may wish to have students complete a separate Venn Diagram to compare and contrast full-block and modified-block formats. If computer access is not available, distribute copies of the Venn Diagram handout to students and display the diagram using an overhead transparency. Allow students to complete the diagram together by allowing student volunteers to take turns using a non-permanent transparency maker to identify common and dissimilar traits between the two letter formats. Students should follow along by filling in their own diagrams on their handouts.
• Distribute the Correspondence Project Prompts and the Rubric for Correspondence Project to students. Explain the requirements you have chosen for the project, giving students details on the number of letters they should write and any required prompts they must respond to.
• Review the Rubric for Correspondence Project and ensure that students understand the expectations for the project.
• In the remaining time, have students begin the process of choosing letters to write and drafting their correspondence. Explain that students will continue this work during the next class session.

Session Three

• Review the Correspondence Project Prompts and the Rubric for Correspondence Project . Answer any questions regarding the project.
• Tell students that the goal for this session is to complete drafts of at least two letters.
• Make newspapers, scissors, and tape available to students for use with the first prompt (a job application letter).
• Circulate among students as they work, and assist as needed.
• Students who require extra time to complete their drafts should do so as homework.

Session Four

• Check for completion of at least two letters.
• Review the Correspondence Project Prompts and the Rubric for Correspondence Project .
• Tell students that the goal for this session is to complete drafts for the remaining letters.
• Students who require extra time to complete their letters should do so as homework.
• Ask students to bring all completed drafts with them to the next class session.

Session Five

• Review the Rubric for Correspondence Project .
• Introduce students to the interactive Letter Generator , and explain that they will be revising their drafts and using this tool to create final versions of their work.
• Allow students time to revise their drafts. Revision options are endless and open to teacher preference. Students may proofread and revise independently, through “pair and share” edit sessions with classmates, or by basing revisions on teacher remarks and comments if the teacher wishes to collect the drafts prior to Session Five and return them with comments at the beginning of the session.
• Students should complete their draft revisions and create final versions using the interactive Letter Generator .
• If needed, add a sixth session to the lesson to allow students time to complete their letters using the interactive Letter Generator .
• Communicating on Local Issues: Exploring Audience in Persuasive Letter Writing
• Draft Letters: Improving Student Writing through Critical Thinking
• E-pals Around the World
• Exploring Literature through Letter-Writing Groups
• Persuading an Audience: Writing Effective Letters to the Editor
• Worth Its Weight: Letter Writing with “The Things They Carried”
• Consider introducing pen pals or “key pals” into your classroom community. Many programs are available online and can easily be located through most of the popular search engines using the keyword search “school pen pals.”
• Depending on the grade and skill level of students, a mini-lesson on properly addressing an envelope and folding a letter might be a worthwhile addition to this project.
• Use the online interactive Postcard Creator as a lesson extension or letter alternative. Many of the friendly letter prompts would adapt easily to a postcard format.
• The EDSITEment lesson I'm Gonna Sit Right Down and Write Someone a Letter offers a collection of historically significant letters and can provide a useful extension to this lesson.

Student Assessment / Reflections

• Assess students’ understanding of the purposes and formats of business and friendly letters through observation and anecdotal notes of student participation during classroom discussions.
• Assess students’ use of interactive tools through observation and anecdotal notes of student work while using the interactive tools.
• Check for proper completion of the interactive Venn Diagram contrasting letter formats.
• Use the Rubric for Correspondence Project to assess the letters students have written.
• Student Interactives
• Calendar Activities

The Letter Generator is a useful tool for students to learn the parts of a business or friendly letter and then compose and print letters for both styles of correspondence.

The Postcard Creator helps students learn to identify all the typical parts of a postcard, and then generate their own postcard messages by typing information into letter templates. After printing their texts, students can illustrate the front of their postcards in a variety of ways, including drawing, collage, and stickers.

This interactive tool allows students to create Venn diagrams that contain two or three overlapping circles, enabling them to organize their information logically.

Add new comment

• Print this resource

Explore Resources by Grade

• Kindergarten K

Talk to our experts

1800-120-456-456

• Business Correspondence

What is Business Correspondence?

In businesses, written communication is an important medium for passing information. This form of written communication used for business purposes is termed Business correspondence. The correspondence in business communication can happen within the organization, between different organizations, or between client and organization. 

The importance of business correspondence lies in the fact that it is the formal way of exchanging information by which professional relationships are maintained between organizations, employees, and clients. Since it is in a written form, it can serve as a future reference for the information being communicated.

Business correspondence happens daily in the lives of businessmen in the form of letters to suppliers, letters of inquiry, complaint letters, job application letters, and a few other forms.

Business Correspondence Meaning

Business correspondence is an umbrella term used for any form of written communication that happens in business relationships. It could be with business partners or internal communication within the organization.

Business correspondence is mostly in the form of letters. People related to any business understand the significance of business letters since this correspondence in business communication can be used by them to express themselves, ask a doubt or clarification regarding any uncertainty. 

The Importance of Business Correspondence

Business correspondence is essential in realizing organizational goals. Meeting people personally can be quite a time-consuming job hence business correspondence helps businesses with:

Maintaining Proper Relationships – The significance of business letters is governed by the fact that it facilitates effective communication which does not cost the business much. It strengthens the business by making communication, within and outside the organization, clear and concise.

Acts As Evidence – The importance of business correspondence is further solidified as it lets businesses keep records of facts that can serve as evidence at a later point in time.

Creating Goodwill – A company’s growth increases due to business correspondence. It creates goodwill between business and clients since any letter like a complaint, feedback, or suggestion promotes a healthy relationship.

Costs Very Less – Business correspondence is an inexpensive mode of communication in terms of money as well as time. This method of correspondence in business communication is very convenient for businesses.

Removes Ambiguity in Communication – It is a formal correspondence between the involved parties which helps in unambiguous communication.

Helps Businesses Expand and Grow – A business can have a seamless flow of information regarding any product or resources through business correspondence. This helps in the proper utilization of manpower and time management, which in turn leads to expansion and growth in business.

Types of Business Correspondence

A business typically uses many kinds of business correspondence in its day to day activities. There are six most common kinds of business correspondences in the business community as defined below:

Internal Correspondence – The flow of information between employees, departments, branches, and units of the same company is termed internal correspondence. They can be formal or informal. 

Some examples of formal internal correspondence are promotion letters, a formal request for approval, a memorandum, etc. They are mostly printed on paper.

A routine or informal internal correspondence can be a quick instruction between a manager and subordinate, which are mostly in the form of emails.

External Correspondence – The communication between 2 different organizations or between an organization and a client comes under external correspondence. This type of correspondence in business communication is usually made to suppliers, existing and prospective clients, government offices, etc.

Sales Correspondence – Any communication related to sales is called sales correspondence. It is not only concerned with the sale of a product or service but encompasses many other activities. It includes marketing letters, invoices, discount letters, statements of accounts, etc.

Routine Correspondence – Such correspondence happens routinely like orders, inquiries, invitations, replies, etc.

Personalized Correspondence – This involves personal and emotional factors. Some of the examples of this type of correspondence are letters of gratitude, congratulation letters, appreciation notes, letters of request for a recommendation, etc.

Circulars – This type of correspondence is used when a business has to convey a common matter to a large audience. A few examples are notices of tenders, change in contact information, etc. 

Qualities of effective business communication can be summed up in the figure below:

(Image will be uploaded soon)

What is Correspondence?

Correspondence is simply written communication from one person to another for various reasons: to report information, convey feelings, or ask questions. It can be verbal or written. The communication may include memos and emails. It can range from formal to informal. In all cases, it is a two-way exchange of information.

The goal of business correspondence is to communicate accurately and effectively. Therefore, it is important to select the most appropriate format for the message and its recipients. Business correspondents can include people or businesses. They may include individuals who are in a position to give or receive business information, such as a president, a vice president, a chief operating officer, and/or a business manager. Businesses are entities, such as a company, a subsidiary, or a joint venture. Businesses may include other groups of people who are in a position to receive or give business information. Such groups may include the human resources department, the finance department, the legal department, and/or the communications department. Finally, they may include businesses. They may include government organizations, non-profit organizations, political campaigns, advocacy groups, and/or social organizations.

Business correspondence can include memos and emails. Memos are typically short (two-page or less) documents that explain information or contain instructions. E-mails are short text documents that can be sent to one or more recipients. Both types of business correspondence contain similar information, such as the purpose, date, author, and recipient.

The format of business correspondence is one of the most important factors in determining its success. The right format will help get your message across and make it appear clear to the intended reader. You can use the information below to help you select the correct format for your message and its intended recipients.

If you are writing to a business person, there are many different ways to send a memo, the most common being to email the document.

In addition, you may use email to send messages to groups, including all the people in your organization. For example, you may email your organization’s president to introduce yourself.

There is also the e-mail address of the chief executive officer or CEO of a business. This may be different from the company’s mailing address and you will need to double-check. Many companies also have their Web sites and frequently post their chief executives' email addresses on their homepage or other areas of the site.

Business Correspondence (or Business Letters) is a form of written communication usually used in the workplace and sent and received as part of the job of a business professional. The form is mainly employed when there is an urgency for a reply to a particular letter or message. It is different from regular communication because it's done via a business-like medium. Business letters are usually written in the style of a formal document; however, they often need to be brief and well-organized. They are usually used in business, especially when communicating with or giving information to clients, vendors, contractors, other businesses, and/or other business people. Business letters are commonly used in the business world, in addition to the more common personal letters.

The letter and the business are often separated by the word 'Correspondence'. 'Business Correspondence' may mean anything from a sales letter or letter sent from one business person to another, to an employee's letter sent from a workplace back to a company, or a personal letter sent to a business.

A business letter is considered a formal letter by many people. However, if there is a need for something in a business letter to be informal, it can be done by using, "I would like to ask...," instead of "I would like to propose..." (i.e. the word 'I' or 'me' is placed at the beginning of the sentence). Sometimes a more informal greeting is used with formal business letters, as a reference to an example above: "Hello", "Dear, _________", "Dear Sir, Mr._________."

In English, the term correspondence (also spelt "correspondence") comes from the Latin corresponses, from cor, "heart" + responsus, "answer". Correspondence is not as common as the English word letter, with which it may be substituted in modern dictionaries (excepting military usage).

Format 

Business letters follow many standard formats. Letters that contain all the information needed to make a decision can be quite short. Sometimes they are only a simple reminder of an action or a request for more information. Business letters are written on business stationery, or as a result of sending a letter in response to an enquiry. A reply letter may follow the action letter, containing information that is in response to the information in the action letter. Alternatively, information may be supplied in a questionnaire. A letter with many details often follows a standard format called a model, or template.

Model  

A model sometimes called an executive letter, is a template or model that provides a style, tone and structure of business letters, with a set format and many sections. Different types of models exist for different purposes, often including a preamble, text, signature block, and response. The model can usually be found in a book, an instruction manual or a software manual. A cover letter is often sent as a model for a business letter or an email.

FAQs on Business Correspondence

1. What are the common components of a business letter?

The common format of a business letter is:

Heading – This contains the writer’s address and the date of writing the letter. It does not include the writer’s name.

Inside address – This shows the name and address of the recipient. This is a required part as it helps in avoiding any confusion and also if the recipient has changed addresses, then this can help in determining what needs to be done with the letter.

Salutation – This is a direct address to the letter’s recipient, which is followed by a colon. A comma is used in the place of the colon if the tone of the letter is friendly or sociable. 

Subject – The subject line conveys the main objective of the business letter.

Body – This is the actual message.

Complimentary close – One closes a business letter with complimentary close notations like “sincerely yours”, “cordially”, “respectfully”, and other formal but non-wordy closing formats.

Signature block – This comes 4 lines after the complimentary close which has your name and signature. Your name can have the designation or position you hold in your business.

Initials – These are the initials of the writer all in capital letters.

Enclosures – If you are enclosing anything with the letter then that needs to be mentioned in the following format: “Encl: Resume” or “Enclosure: Resume.”

Copies – The end notations must also indicate if copies of the letter are sent to others. You mention this as: “cc: Mr., attorney.”

2. What are some of the important business correspondences in practice?

Business correspondence includes the following forms:

CV or resume

Letter of application

Confirmation of reservation

Email communication

Invitation card

Motivation letter

Cover letter

Letter of Claim or complaints.

Demand – demand response like proposal or bid

Business contract

Urgency – respond to urgencies

Direct marketing

Printed advertising and marketing materials like brochures, leaflets, etc.

Notice of Termination of employment

Letter of recommendations

3. While writing a business Lletter, what are the ways to make the paragraphs effective?

A paragraph in business letters must consist of the following features:

A topic sentence - It should begin with the main idea of the paragraph following by supporting content.

Unity - The paragraph must focus on only one idea.

Coherence - Sentences in the paragraph must be linked logically and are related to one another.

Development - Give examples, evidence, facts to develop the idea of the paragraph.

4. How many types of business correspondence are there?

A business typically uses many kinds of business correspondence in its day to day activities. There are six most common kinds of business correspondences in the business community. Vedantu aims to provide students with solutions with the best and easy explanations that give clarity to the students.

5. Where can I find notes of business correspondence – meaning, types?

Business correspondence is an umbrella term used for any form of written communication that happens in business relationships. It could be with business partners or internal communication within the organization. Vedantu is a platform that aims at making students well prepared for the final exams and therefore it provides answers to all the questions of previous year question papers obtained from expert teachers in the subject which can be downloaded either through the app or website.

• Digital Offerings
• Biochemistry
• College Success
• Communication
• Electrical Engineering
• Environmental Science
• Mathematics
• Nutrition and Health
• Philosophy and Religion
• Our Mission
• Our Leadership
• Accessibility
• Diversity, Equity, Inclusion
• Learning Science
• Sustainability
• Affordable Solutions
• Curriculum Solutions
• Inclusive Access
• Lab Solutions
• LMS Integration
• Instructor Resources
• iClicker and Your Content
• Badging and Credidation
• Press Release
• Learning Stories Blog
• Discussions
• The Discussion Board
• Webinars on Demand
• Digital Community
• Macmillan Learning Peer Consultants
• Macmillan Learning Digital Blog
• Learning Science Research
• Macmillan Learning Peer Consultant Forum
• The Institute at Macmillan Learning
• Professional Development Blog
• Teaching With Generative AI: A Course for Educators (Start date May 13th, 2024)
• Teaching With Generative AI: A Course for Educators (Start date July 8, 2024)
• Teaching with Generative AI: Course Alumni
• English Community
• Achieve Adopters Forum
• Hub Adopters Group
• Psychology Community
• Psychology Blog
• Talk Psych Blog
• History Community
• History Blog
• Communication Community
• Communication Blog
• College Success Community
• College Success Blog
• Economics Community
• Economics Blog
• Institutional Solutions Community
• Institutional Solutions Blog
• Handbook for iClicker Administrators
• Nutrition Community
• Nutrition Blog
• Lab Solutions Community
• Lab Solutions Blog
• STEM Community
• STEM Achieve Adopters Forum
• Contact Us & FAQs
• Find Your Rep
• Training & Demos
• First Day of Class
• For Booksellers
• International Translation Rights
• Permissions
• Report Piracy

Digital Products

Instructor catalog, our solutions.

• Macmillan Community

A Correspondence Writing Assignment

• Subscribe to RSS Feed
• Mark as New
• Mark as Read
• Printer Friendly Page
• Report Inappropriate Content

• assignments: english
• professional communication
• technical writing
• workplace writing

You must be a registered user to add a comment. If you've already registered, sign in. Otherwise, register and sign in.

• Bedford New Scholars 50
• Composition 565
• Corequisite Composition 58
• Developmental English 38
• Events and Conferences 6
• Instructor Resources 9
• Literature 55
• Professional Resources 4
• Virtual Learning Resources 48