Types of business correspondence

• Memorandums or memo is a document sent within a company
• memo is a brief and to the point, highlight certain aspects which includes: To, From, Date, Department, Subject, and Location
• E-mail is a communication sent from one computer to another, usually via a network
• E-mail's usage has become widespread and has become a mainstream form of business communication
• email is the online version of writing a letter
• Agenda is a document that outlines the content of a forthcoming meeting
• Agenda is usually sent ALONG with the notice of the meeting
• Minutes is the official record of the proceedings of a meeting
• Once minutes are approved and signed, even a court of law accepts them as evidence of the proceedings.
• Inquiry letter is written by a prospective buyer to a prospective seller to make an inquiry into the items and conditions for buying a product.
• Quotation letter is a letter written by a prospective seller to the prospective buyer, quoting his various terms and conditions for the sale of the products with which he deals.
• Quotation Letter contains:

  • Specification of the product 
  • Quantity 
  • Price
  • Delivery
• Sales Letter is a marketing tool that promotes goods and services. Its objective is to persuade the reader to buy what the letter offers.
• Complaint Letter is written when the buyer/costumer does not find the goods up to his satisfaction. It draws the attention of the supplier or any other party on account of supply of defective or damaged goods.
• memo - Latin term for memorare meaning “to remember" or to take note
• Purposes and Uses of Memo:

  1. It serves a large number of readers at the same time.
  2. It serves as a written record that can be accessed at any time.
  3. It allows detailed and accurate delivery of the message.
• A memo is an internal communication that gives instruction or announcement, it provides us an update on existing information.
• Memorandum (abbreviated as "Memo") is a short document used by organizations to communicate important information within the organization.
• The purpose of a memo is to inform employees about new policies, procedures, changes, updates, etc.
• DIFFERENT CHARACTERISTICS OF MEMO:

  1. Brief 
  2. Direct 
  3. Easy to navigate 
  4. Less formal to letter (it would be still professional even though it is less formal)
  5. Written in short, simple, and direct sentences
• DIFFERENT PARTS OF A MEMO:

  HEADINGS

  To Line name and position in the company of the receiver 

  From name and position of sender

  Date - When the letter was written, no abbreviations

  • Subject the topic or what the memo is all about, be brief and descriptive.
• Memos have no salutation or greetings
• Cc = Carbon Copy/Courtesy Copies
• BCc = Blind Courtesy Copies
• Cc = Secondary Recipient can see the letter and view the conversation between the sender and actual recipient)
• Bcc = Secondary Recipient can see the letter but cannot view the conversation between the sender and actual recipient)
• Subject = topic in relation to the content of the email. Do not change because that will serve as a guide for easy access
• Advantages of E-mail:

  1. It is fast to send and reply
  2. Cheap, does not need any paper
  3. Confirmation is easy, immediate response is possible
• Disadvantages of E-mail:

  1. Prone to Virus
  2. Cannot protect the privacy of the message 
  3. Dependent on the Internet