OFFICE CORRESPONDENCE
Handling correspondence is an important part of office activities. 'Correspondence' means communication in writing as between individuals and institutions on matters of common interest. It may consist of a letter, circular, notice or memorandum but whatever may be its form, th object of the correspondent or sender of the communication is to convey some message or information without personal contact. It is true that face-to-face or telephonic communication adds personal touch t the process of communication and may b a more effective means in some cases; but these are neither practicable nor economical in all cases. Generally, they prove to be more expensive in terms of money , effort and time. On the other hand, written communication office numerous advantages. It is less expensive than all other media. It allows opportunity for adequate thinking and is, therefore, free from errors to a greater extent. Th length and form of the correspondence can be easily adapted to the subject matter and situation. It is more convenient to send unpleasant communication through correspondence. Finally, it provides a written record or evidence of all transactions between parties. For all these reasons, the importance of correspondence has increased rapidly in all parts of the world and in all spheres of activity. Indeed, in th would of business, every letter dispatched is regarded as a silent ambassador of the business, and the reputations of a business depends to a considerable extent on th quantity of correspondence sent from its office. This is all the more so because handling and transmission of written communication has been made both prompt and economical through the introduction of automatic office machines and labour-saving devices and improved means of transport and transmission (with the help of wireless transmitters, teleprinters, etc.)
Office correspondence may b 'external' or 'internal'. External correspondence refers to correspondence with outside individuals, firms, companies and other organisations, whereas internal correspondence refers to correspondence between one individual or department and another within the some as well as correspondence with branch offices, or with the head office of the same organisation.
The nature and form of office correspondence depend upon the purpose for which it is written or the functions of the department where is originates. Accordingly correspondence may be of various types. They may, however, be classified into three broad categories: (1) Correspondence on routine matters like acknowledgment letters, inquiry letters, reply to inquiries, order letters, announcement, invitation and appointment letters, etc. (2) Correspondence involving personal or emotional factors, such as letters requesting, granting or refusing co-operation or favour, letters; conveying gratefulness, appreciation, congratulation or commendation, letters of introduction or or recommendation, letters of sympathy or censure, etc. (3) Correspondence on matters involving special appeal, e.g., sales letters, collection letters, adjustment letters, credit letter, etc.
More Notes on OFFICE CORRESPONDENCE
Handling correspondence is an important part of office activities. 'Correspondence' means communication in writing as between individuals and institutions on matters of common interest. It may consist of a letter, circular, notice or memorandum but whatever may be its form, th object of the correspondent or sender of the communication is to convey some message or information without personal contact. It is true that face-to-face or telephonic communication adds personal touch t the process of communication and may b a more effective means in some cases; but these are neither practicable nor economical in all cases. Generally, they prove to be more expensive in terms of money , effort and time. On the other hand, written communication office numerous advantages. It is less expensive than all other media. It allows opportunity for adequate thinking and is, therefore, free from errors to a greater extent. Th length and form of the correspondence can be easily adapted to the subject matter and situation. It is more convenient to send unpleasant communication through correspondence. Finally, it provides a written record or evidence of all transactions between parties. For all these reasons, the importance of correspondence has increased rapidly in all parts of the world and in all spheres of activity. Indeed, in th would of business, every letter dispatched is regarded as a silent ambassador of the business, and the reputations of a business depends to a considerable extent on th quantity of correspondence sent from its office. This is all the more so because handling and transmission of written communication has been made both prompt and economical through the introduction of automatic office machines and labour-saving devices and improved means of transport and transmission (with the help of wireless transmitters, teleprinters, etc.)
Office correspondence may b 'external' or 'internal'. External correspondence refers to correspondence with outside individuals, firms, companies and other organisations, whereas internal correspondence refers to correspondence between one individual or department and another within the some as well as correspondence with branch offices, or with the head office of the same organisation.
The nature and form of office correspondence depend upon the purpose for which it is written or the functions of the department where is originates. Accordingly correspondence may be of various types. They may, however, be classified into three broad categories: (1) Correspondence on routine matters like acknowledgment letters, inquiry letters, reply to inquiries, order letters, announcement, invitation and appointment letters, etc. (2) Correspondence involving personal or emotional factors, such as letters requesting, granting or refusing co-operation or favour, letters; conveying gratefulness, appreciation, congratulation or commendation, letters of introduction or or recommendation, letters of sympathy or censure, etc. (3) Correspondence on matters involving special appeal, e.g., sales letters, collection letters, adjustment letters, credit letter, etc.
More Notes on OFFICE CORRESPONDENCE
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