Office Correspondence Essentials

Types of Office Correspondence

• Incoming Correspondence: Letters, emails, or faxes received by the organization from external sources.
• Outgoing Correspondence: Letters, emails, or faxes sent by the organization to external sources.

Characteristics of Good Office Correspondence

• Clear: Easy to understand and free from ambiguity.
• Concise: Brief and to the point, avoiding unnecessary details.
• Complete: Provides all necessary information and answers questions.
• Correct: Free from errors in spelling, grammar, and punctuation.
• Courteous: Polite, respectful, and professional in tone.
• Well-organized: Logically structured and easy to follow.

Principles of Office Correspondence

• Promptness: Respond to correspondence in a timely manner.
• Accuracy: Verify facts and information before sending.
• Confidentiality: Maintain confidentiality when handling sensitive information.
• Tone: Use a professional and respectful tone in all correspondence.

Essential Elements of a Business Letter

• Date: Includes the date the letter was written.
• Address: Includes the recipient's address.
• Salutation: Formal greeting addressing the recipient.
• Body: The main content of the letter.
• Closing: Formal way to end the letter.
• Signature: The sender's signature.
• Enclosures: Any additional documents included with the letter.

Electronic Correspondence (Emails)

• Subject Line: Clearly indicates the purpose of the email.
• Formal Greetings: Use formal greetings and sign-offs.
• Clear and Concise Content: Keep the content brief and to the point.
• Professional Tone: Maintain a professional tone and avoid using slang or jargon.
• Proofread: Check for spelling and grammar errors before sending.