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Unit 12: Basics of Official Correspondence

authorizes the recommendation. Statements in employees’ handbooks require careful notes
wording, because a court might rule that such statements are “implied contracts”. In
adapting messages to meet today’s litigious business environments, be sensitive to the
rights of others and to your own rights. The key elements in this adaptation process are
awareness of laws, sensitivity to interpretations, and careful use of language.

self assessment

State whether the following statements are true or false:
13. Brevity alone can help maintain focus on the purpose of business communication.
14. Language and tone of the correspondence must be consistent with the clarity and nature of
the audience.
15. Slangs should be used to make formal correspondence more effective.
16. Writer should consider the reader’s point of view while drafting a business correspondence.
17. Insincere compliments are beneficial to good communication.

12.5 summary

l Business correspondence makes an integral part of day to day business.
l Without business correspondence, the work may actually come to a standstill.
l There are many forms of correspondence methods, each suitable for a specific occasion.
l The advantages of written communication are that it provides ready reference, legal defence,
promotes uniformity, mass access, image building and permits substitution and revision.

l The disadvantages of written communication are that it is limited to literate world, it is time
consuming, involves lot of paper work, needs expertise in expression and lacks feedback.
l Managers must know how, and when to use which particular type of correspondence so as
to make the best possible use of the resources available.

l Good business correspondence ensures the best the possible quality and quantity of
production.

12.6 keywords

Brevity: The quality of expressing much in few words
Business Correspondence: A written communication between two parties

Concord: A state of agreement; harmony; union.
Dangling Modifier: A word or phrase apparently modifying an unintended word because of its
placement in a sentence
Documentation: Act or an instance of the supplying of documents or supporting references or
records.
Empathy: Identification with and understanding of another’s situation, feelings, and motives.

12.7 review Questions

1. Explain the main purposes of writing in business communication.
2. Describe the different stages in business writing.

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