Business Correspondence: Types and Components

Professional Correspondences

• Correspondence refers to any form of communication that involves exchanging of letters.
• Business Letter is a professional and formal document sent by one company to another.

Types of Business Letters

• Letter of Inquiry: a request for information, including purpose of the letter, brief introduction, and courteous closing remarks.
• Letter of Complaint: written to concerned authorities, including description of the complaint, suggested solution, and expectation of an immediate response.
• Letter of Collection: informs a consumer of past due payments, including a general reminder, outstanding amount, and specification that the letter is a general reminder.
• Letter of Recommendation: vouches for a person's capabilities, including purpose, detailed information, and closing remarks.
• Letter of Resignation: notifies employer of leaving job, including objective, appreciation, and closing strategy.

Parts of a Business Letter

• Letterhead: identifies the writer, address, and contact numbers.
• Date: indicates the date the letter was written.
• Inside Address: identifies the reader's name, position, company, and address.
• Attention Line: used when addressing the whole company, but wanting to bring it to the attention of a particular person.
• Salutation: formal greeting, in formats such as Dear Sir:/Sir:/Dear Mr.Lopez:.
• Body: contains the message of the letter.
• Complimentary Close: expression used to end the letter, in formats such as Respectfully yours or Sincerely yours.
• Signature Block: includes the signature and typed name of the sender.
• Identification Initials: indicates the typist's initials if the sender is not the one who typed the letter.
• Enclosure notation: refers to attachments to the letter, in formats such as Enclosures or enc./encl.
• Copy Notation: indicates the name of the secondary recipients of the letter, indicated by cc:.

Writing Tips

• Use correct format, punctuation, spelling, and grammar.
• Present ideas clearly and use appropriate language.
• Specify the name of the receiver of the letter, or use a generic title if impossible to get the name.
• Leave three to five blank lines for a signature before typing your name in the signature block.
• Use a font size of at least 10 points and maximum of 12 points.
• Always sign the letter.
• Use a business letter format, such as full block or block.
• Use letter-sized bond paper with a 1- to 1.5-inch margin on all sides and limit it to one to two pages.
• Focus on the readers by using the “you” approach.

Memorandum

• Meant to inform and persuade people within an organization.
• Use correct format, punctuation, spelling, and grammar.
• Use bullet or numbered list to enumerate information.
• Use a positive tone, concise wording, and active verbs.
• Conclude the memo by saying Thank You or a directive action.

Resumé

• A tool that summarizes skills, education, experience, and qualifications.
• Common components: Contact Information, Summary of Qualifications, Objective Statement (optional), Employment History, Education, Skills, Training, Organizations, Licensure/Certifications, Honors and Awards, and References (dependent on the employer).

Job Application Letter

• A personal business correspondence stating intention to work in a particular organization.
• Parts of a Job Application Letter:
  • Introduction: state who you are, what you are applying for, source of information, enthusiasm, and an interesting statement about yourself.
  • Body: present work experience, academic qualifications, trainings, and some personal qualities with specific details and evidence.
  • Conclusion: indicate interest for an interview, how to contact you, and hope for a positive response.