Business correspondence is a broad topic that requires skills to execute and manage effectively. While certain principles need to be followed, there is guidance towards achieving these objectives. To achieve the desired outcome, there is a need to identify what communication option is the best. This will help select the medium of communication. The result is that communication has to fulfil certain predetermined conditions. These conditions include understanding the layout to be used for effective communication. In addition to the preceding, some principles include minding the approach and respecting the recipient and integrating the use of analytics and decision-making within the organization. While, business correspondences have to consider various organizational policies, it is necessary to keep tabs on the essence of the communication so as not to lose its meaning. Thus, if these strategies are followed and fulfilled, communication and correspondence will have been realized hence meeting the desired objectives. Such objectives include pass information from one person to another or from one organization to another.
Business Correspondence Environment
Businesses use various communication channels to convey information across multiple platforms. Two major communication strategies are available for organizations; verbal and written communication. Written communication within the business circle is often referred to as business correspondence. Sviatiuk (2015) affirms that several benefits are associated with having an effective communication system within any business, these benefits include enhancement of inter and intra business communication, improved performance, and clearly outlined outcomes. Business correspondence encompasses a wide array of activities which include electronic mail, memos, letters, and paid adverts, among others. Effective business correspondences are beneficial to companies as they enhance professionalism between businesses, staff, and customers while serving as future references from the communication received. Therefore, this paper seeks to outline the various types of business correspondences, the structure of business correspondence, the ideal environment within which best results will be obtained, theories, principles of business correspondence, as well as the integration of business decision-making and the use of analytical writing in business correspondence.
Type and Layout of Correspondences
Business correspondences vary in nature and use. Nyzhnikova (2011) outlines various categories in business correspondence including a cover letter, letter of inquiry, response letter, claims, letter of appreciation, and letter of guarantee. The composer of any letter must clearly understand what kind of message will be written, as well as its objectives and desired outcomes. Secondly, any writer ought to understand the most preferred structure for writing a business correspondence letter. Therefore by understanding the most appropriate structure the writer will take into consideration its suitability to fulfil various requirements. As a result of various structures to consider from when writing a business letter, various concepts must be taken into consideration. For instance, the composer must indicate from which organization and department the message originates as well as the recipient. It is imperative to recognize the recipient by their correct title and salutation, as well as to include the date. Notably, other types of communication such as a memo have a different layout which includes indicating the office, department, and position of the drawer. Besides, the intended recipients and a brief title are indicated, as well as a date. This enables the readers to understand the intention and purpose of the communication.
An ideal environment implies understanding the best channel for transmission of the communication. Dubrin (1997) avers hat organizational cultures have a direct influence on communication since this is a major environmental concern for communication. Therefore, anything that has a distraction on effective correspondences such as attitude, emotions, ambivalence, and lack of clarity will affect information flow and correspondence within a business set up. In addition to creating an ideal environment especially to the recipient the sender will also be required to carefully consider an appropriate medium that will ensure information is conveyed in the most secure and convenient manner to both parties. Hence, business correspondences should be clear and concise void of emotions and attitude even when the drawer has been provoked. This will lead to clarity and upholding of professionalism.
The “3C” (Clarity, Conciseness and Courtesy) principle is a theory that has been put into practice to control how business correspondences are drawn. According to Jiayong (2001), business correspondences should be precise and without ambiguity thus eliminating confusion. Secondly, writers or composers need to minimize words so as not to be wordy. However, in a bid to be concise, they should not lose the reader through distorted and confused statements. Thus, while striving to be brief, they should ensure the message is not distorted. Finally, it is essential to be courteous by not using unconventional words that may be mistaken for being rude or offensive or construed to belittle the recipient. Besides, timeliness in giving feedback and acknowledging receiving communication will enhance communication between two parties
Principles of Business Correspondence
Business correspondence outlines principles that must be observed. Further, when drafting a professional message, whether internal or external, it is important to be mindful of the approach used, as well as employing effective communication skills. Such skills should comply with individual and organizational policies. For example, when writing to a person or office considered as inferior or lower level, one can write through an equivalent office but indicate the communication is meant for the lower office’s attention. While it is important to uphold business principle’s the drafter should ensure that the prime reason for communication is not lost in the many policies and procedures as envisioned in the organization.
Integration of Business Decision-Making and Use of Analytical Writing
Decision-making in any organization must take into account various factors and outcomes. Greenberg and Baron (2008) affirm that decision-making is one of the essential management activities which involve selecting the best alternatives and course of action for several activities. Besides, decision-making is critical for success and growth since it precedes and informs any course of action (Socea, 2012). It would, therefore, be justifiable that decision makers are to be integrated in any organizations’ communication processes. While decisions ought to be made, it would be of importance that these decisions are made based on the weight of evidence or data available.
Understanding the type of communication to be adopted is crucial. While business correspondence involves inter and intra organizational communication, various aspects have to be taken into consideration for success to be realized. The aspects include understanding which layout would be ideal and which channel would be used to communicate. By following the theories and principles of correspondence, concise, clear, and objective information will be sent outward that will achieve its intended objective. All correspondences have to be anchored on certain assumptions backed up by evidence or need. Besides, decisions to communicate have to conform to an organization’s policies and procedures. However whiles policies have to be followed and protocol respected, it would be critical note to lose the entire purpose for communicating. This ensures that the intended purpose is achieved. Notably, all correspondences whether inward or outward have a certain minimum threshold that must be met to be effective and attain the intended purpose.
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