Writing Memos, Emails, Letters, Notices and Instant Messages

Introduction

The word Correspondence refers to the exchange of message through letters mainly for business purpose. In simple words, communication through exchange of letters is known as correspondence. We communicate our feelings, thoughts etc. to our friends and relatives through letters that is called personal correspondence. A Businessman also writes and receives letters in his day to-day transactions, which may is called business correspondence. Business correspondence or professional letter is a written communication between and among the business parties. For example, Salesman and Costumer, Service provider and Service Seekers.

In current conditions, business operations simply are not confined to a particular places and territory for example, locality, state or nation. Today manufacture takes place in one area but utilization takes place universally. Since the manufacturers as well as customers live in far off places it becomes very tedious to contact each other personally. Thus, there arises the need for writing letters. In the past the situation was not so. Business letters were not essential in olden days. But now the importance of letters has amplified because of vast extension of corporate, rise in demand as well as supply of things. Let's learn about the importance of business letters.

Business letters are written for business purposes. They are for example sales and demand letters, job application letters, promotional letters, Project and update based letters etc.

Business messages such as memo, letter, email, notice and instance messages are with their samples are as follows:

Memo also called memorandum is an important business message about any update, announcement, results, programs, plan and decision mainly written to inform, update, announce and regulate inside the organization. Traditionally, as in other type of messages it was written in paper and circulated among the staffs inside the organization but these days the paper based memo is confined more by email.

Memo has the following structure

Heading

Introduction

Body

Close

Signature, Name, Designation

Memo Sample

Nobel Business School

Saftarjang Metro Station New Delhi, India

Ph:91-73652384

Website:www.nobelbusinessschool.com

December, 15 2020

 

Dear All

We are sorry to inform you that due to the Covide-19 pandemic, the management has decided that we will not be giving Christmas bonus to our employees this year. We are doing this to cut costs in the recent market scenario.

We know this will obviously make some adverse effect in your life schedule in this festival time. But there was no option, as the organization could have more debt in future. We took this decision for better and beautiful future of the organization and the employees as well. With your help this will only be a passing impediment, we are hoping the similar charges would not be in future, if any we will inform you in advance.

We are expecting and dedicated to strengthen the financial system during this year and next year we will continue all the bonus, benefits and privileges and furthermore the organization is also working on how it can recover the current loss and return to all the staffs.

With Best Regards

Bindu Regmi

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The Sample Image

 

Email Writing

E-mail is one of the most popular medium for brief messages both in personal and business communication. It is featured as its high speed and low cost, as well as the primary medium of communication in most of the companies.

The demerits such as flood of spam, viruses and other problems related to email made it less popular and replaced by many instance messages, blogging, wikis and other similar tools.

Email can be ranged from one paragraph memos to multi-page report. But if one is going to write professional or formal email he has to follow the process. It includes 3 step as planning email messages, writing email messages and completing email messages Attention to etiquette is vital with e-mail communication. You need to be sure about to respect the chain of command. There is a great risk of misused and overused of email.

Note: You may receive 50 messages everyday from your costumer which you cannot go one by one.

So plan to make your email more professional and different than the spam and so on.

Sample of an Email

To: Chandra.dhakal@gmail.com

Subject: Thank you for the payment of bill no.213b

Dear Bharat Thapa

Thapa Drug House, Birendranagar Surkhet

 

Thank you for the payment of bill no. 213b dated 23rd, September 2020. I received the payment yesterday. Please feel free if you need any other medicines and equipment and updates about our other products.

Have a better time in our business and relation!

Thank You.

Prem Aale

Supreme Drug House, Kathmandu

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The Sample Image

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Letter Writing

Letters are very important forms/types of business correspondence. They are categorized into two types. Formal letters and Informal letters. Formal letters are also known as business letters. The business letters are marked by its distinct purpose, language use, recipient, layout and structure.

Sample of a Formal Letter

 

Everest Business College

New Delhi, India

July 12, 2020

Dear Mr. Chhetra Timilsena

You have been launching on youtube channel named Teaching Learning English and a website Teaching and Learning. I went through your channel and website and noticed that both of them are very useful and interesting for our students. These channel and websites stimulated provocative discussion across the nation and on out college too, when we and our students came to watch and read it.

Having watching and reading your platforms, the students are so fascinated by your motivational skills on learning and practicing English in which you have shared your inspiriting experiences and knowledge for the betterment of the students' performance. As we admire your work we would like you to be our keynote speaker in the orientation program of our college in August 12, 2020 at 9.00 a.m.

Communication with no doubts has been an integral part to facilitate youths to choose their right career. We believe that many of our students have problems over language skills and communication skills. In this regard, if they are motivated and encouraged about their learning and practicing communication skills before the college course starts, it would be a milestone for their student and professional life. We are expecting your valuable presentation and one motivational speech on the importance of language and communication skills as well as the tips to improve them. It has been found that due to lack of those very skills our student not only have poor results in their academic but also the psychology of inferiority has been playing negative role in their personal life and professional life. We hope your speech will bring positive outcome in their life.

Considering your busy schedule, we are inviting you a bit earlier. We are expect that you will accept our proposal and make the program special. Our PRO will come to pick you up at the time of your convenience. We also want to assure that our organization will maintain the professionalism during and after the program.

You are welcome to make a contact to our PRO officer at 98736336474 or dipak.kumar@gmail.com to confirm the acceptance of our invitation before 6 August, 2020

Yours Sincerely

Oshina Malhotra

The Principal

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The Sample Image

Notice Writing

Notices are both periodical and sometimes irregular notices are announced and notified to the customers, employees, partner organizations etc. Notices are sometimes also called the circular notices. Circular notice are very casual and routine type of business correspondence. The organizations sometimes periodically releases various types of notices. For example.

Notice to Resuming Classes

Winter Vacation Notice

Field Trip Notice

Notice for New Project

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Instant Messages

Instant Messages are very advanced and complex in nature. They are the developed form of text messages which were sent and received by cell phones. Now the instant messages are generated via internet. They are for example, Facebook Messenger, Yahoo Messenger, What Sapp, Viber etc.

A sample of Instant Message

Dear Customer,

Your demand is delivered via carrier this afternoon, the detail about the carrier has been sent to your Gmail, Please send the confirmation once you received the items.

Supply and Distribution Department

23ab Road

New York, USA

Related Articles

Letter Types: Formal Letters Versus Informal Letters

Memo: What, How & Why?

Meeting Minutes: What, How & Why

References

Timilsena, (2020) Business Communication Platform