Professional Correspondence: Business Letters

• Professional correspondence includes written communication in a business setting.
• Forms of professional correspondence include business letters, emails, memos, and reports.
• Professional correspondence needs to be clear, concise, accurate, and respectful.

Business Letters

• Business letters are formal documents for communicating with entities outside a company.
• Communications like job offers, complaints, or contracts are typically done via business letters.
• Business letters use a standard format and professional language.
• Common business letter formats include block, modified block, and semi-block.
• The block format aligns all elements with the left margin.
• The modified block format puts the sender's address and date on the right side.
• The semi-block format indents each paragraph's first line.
• Business letters have particular elements.
• A business letter's heading has the sender's address and the date.
• The inside address shows the recipient's name, title, and address.
• A formal greeting, like "Dear Mr./Ms./Dr. [Last Name]," is the salutation.
• The letter's main message is in the body.
• A formal farewell, such as "Sincerely," is the closing.
• The handwritten signature and typed name are included in the signature.
• Enclosure notation indicates that extra documents come with the letter.

Qualities of Effective Business Letters

• Clarity improves understanding of the message.
• Conciseness makes the letter brief.
• Accuracy ensures information is factually correct.
• Completeness gives all the needed information.
• Courtesy makes the tone respectful.
• Correctness ensures perfect grammar, spelling, and punctuation.
• Considerateness focuses on the recipient's perspective.

Types of Business Letters

• Inquiry letters request information regarding a product, service, etc.
• Order letters are for requesting goods/services.
• Complaint letters express dissatisfaction with a product/service.
• Adjustment letters answer a complaint with a solution.
• Sales letters promote a product/service.
• Cover letters introduce a resume for a job application.
• Letters of recommendation endorse someone for a job.
• Thank-you letters give gratitude for a favor, gift, or opportunity.

Writing Effective Business Letters

• Plan the letter to determine the purpose and audience.
• A professional tone avoids slang and jargon.
• Clear and concise writing avoids unnecessary details.
• Proofread for grammar, spelling, and punctuation issues.
• Proper formatting follows a standard business letter format.
• Appropriately address the recipient using the correct title and name.
• State the main point early to clarify the purpose.
• Include all relevant details.
• Offer a call to action to prompt a response.
• Close politely with a professional closing and signature.

Email Correspondence

• Email is a common form of professional communication, though less formal than business letters.
• A clear, concise subject line should be used.
• Emails should start with a greeting, like "Dear Mr./Ms./Dr. [Last Name]" or "Hello [Name]".
• A brief and to-the-point message is preferable.
• Proper grammar, spelling, and punctuation should be used.
• Avoid using all caps or many exclamation points.
• Humor and sarcasm should be used carefully.
• Emails are to be proofread before sending.
• A signature block including name, title, and contact info. should be added.
• Emails should be answered quickly.
• "Reply All" should be used only when needed.
• Tone should be observed and emotional responses avoided.

Memos

• Memos (memorandums) facilitate internal communication.
• Memos are typically used to inform employees or request action.
• Memos have a heading that includes the date, to, from, and subject.
• The message needs to be clear, concise, and easy to follow.
• Memos are less formal than business letters.
• Memos can announce policies, report project progress, request information, summarize meetings or provide instructions.

Reports

• Reports present information and analysis on a topic.
• Reports can be formal/informal, based on the purpose and audience.
• Reports have an introduction, body, and conclusion.
• The introduction gives background information and outlines the purpose.
• The body presents the data, analysis, and findings.
• The conclusion highlights the main points and any recommendations.
• Reports should be organized, accurate, and objective.
• Progress reports track a project's status.
• Financial reports summarize financial performance.
• Market research reports analyze market trends.
• Technical reports document technical information.
• Incident reports record event details.

General Tips for Professional Correspondence

• Understand your audience to tailor the writing.
• Using active voice makes writing direct.
• Avoid jargon and slang to maintain clarity.
• Proofread everything.
• Keep a professional tone.
• Use proper formatting.
• Be concise.
• Be accurate.
• Respect confidentiality.
• Keep a record.