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Submitted By:: Muhammad Ahtisham

1) The document discusses the role and importance of letters and memorandums in business communication. Letters and memorandums are formal methods of communication that represent a business and provide documentation. 2) Business letters are important as they communicate information, serve as references, and promote goodwill between businesses. Letters establish authority and credibility. 3) Memorandums are also used for internal communication within a business and typically contain routine information. Both hardcopy and electronic memorandums are used.
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0% found this document useful (0 votes)
53 views12 pages

Submitted By:: Muhammad Ahtisham

1) The document discusses the role and importance of letters and memorandums in business communication. Letters and memorandums are formal methods of communication that represent a business and provide documentation. 2) Business letters are important as they communicate information, serve as references, and promote goodwill between businesses. Letters establish authority and credibility. 3) Memorandums are also used for internal communication within a business and typically contain routine information. Both hardcopy and electronic memorandums are used.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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1

Submitted by:

Muhammad Ahtisham.

Submitted to:

Sir Abdur Rauf.

Roll No:
28(S.S 3rd semester)

Topic:

what is role and importance of letter and


memorandums in business communication elaborate

Department:
(DPIR)

Subject:
English
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Contents

 Letter

 What Is Business Communication?

 What is a business memorandum?


 What is the importance of business letters?
 Importance of Letters in Business Communication
 Role of business letter

 Memorandums in Business communication


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Letter

A letter is a segmental symbol of a phonemic writing system. The inventory of all letters
forms the alphabet. Letters broadly correspond to phonemes in the spoken form of the
language, although there is rarely a consistent, exact correspondence between letters and
phonemes. Letters are brief messages sent to recipients that are often outside the
organization. They are often printed on letterhead paper, and represent the business or
organization in one or two pages. Shorter messages may include e-mails or memos, either
hard copy or electronic, while reports tend to be three or more pages in length.

While e-mail and text messages may be used more frequently today, the effective business
letter remains a common form of written communication. It can serve to introduce you to a
potential employer, announce a product or service, or even serve to communicate feelings
and emotions. We’ll examine the basic outline of a letter and then focus on specific products
or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or
reader may have their own idea of what constitutes a specific type of letter, and your
organization may have its own format and requirements. This chapter outlines common
elements across letters, and attention should be directed to the expectations associated with
your particular writing assignment. There are many types of letters, and many adaptations in
terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional
block-style letter.

Letters may serve to introduce your skills and qualifications to prospective employers,
deliver important or specific information, or serve as documentation of an event or decision.
Regardless of the type of letter you need to write, it can contain up to fifteen elements in five
areas.

What Is Business Communication?

Business communications the process of sharing information between employees within and
outside a company. Effective business communication is how employees and management
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interact among each other to reach organizational goals and be more aligned with the core
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company values. Its main purpose is to improve organizational practices, eliminate silos,
keep employees informed and reduce errors.

Effective business communication is essential for success and growth of every


organization. Unlike everyday communications, business communication is always goal
oriented.

What is a business memorandum?

WHAT IS A BUSINESS MEMO? A business memo is a short document used to transmit


information within an organization. Memos are characterized by being brief, direct, and easy
to navigate. They are less formal than letters but should maintain a professional, succinct
style.
A written record or communication, as in a business office. The definition of
a memorandum is a note or reminder left for you, or a form of communication designed to
share information. An example of memorandum is when you leave yourself a note to pick up
milk.

What is the importance of business letters?

Business letters are important because they serve as a formal method


of communication between people. They provide valuable information on business-related
matters, such as purchase transactions, and they serve a legal purpose.
Letters can be a great way to ask for information. They also help you tell decision-makers
and other influential people what you think. Though email is a really popular form
of communication, letters provide a powerful and more formal way to communicate.
Business letters are important because they serve as a formal method of communication
between people. They provide valuable information on business-related matters, such as
purchase transactions, and they serve a legal purpose. Business letter also are used as a
reference material to future transactions between individuals and organizations.

Furthermore, business letters promote and sustain good will. Good business relationships are
formed and maintained through effective communication. Properly written letters give a
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positive impression of a company or individual. Every business needs constant marketing


and promotion of its products or services, and one of the ways this is done is by sending
letters to customers and clients. These letters serve as a micro-level substitute for
advertisements.
Retailers and agents also distribute new information to clients through formal letters.
Through this communication tool, existing contracts are reinforced, and new ones are forged.
Letters enhance an organization’s image and reputation and maintain ethical business values
Incoming and outgoing letters also serve as references to future actions, and they provide
substantial evidence to transactions and disputes. They have legal validity. Problems, such as
customer service issues, are solved through proper communication between the involved
parties.
Examples of a business letter are sales letters, response to customer complaints, legal
discussions and correspondence between businesses and clients.

Importance of Letters in Business Communication


Write a Letter to Be Authoritative

You can safely assume that you've achieved part of your objective when the recipient sees
the return address on the envelope, and opens it, eager to read the contents. Score one point
for the small business owner. Write a letter any time you wish to assert your authority and
credibility – as if you're saying between the lines, “I mean business; now listen up.”

Examples include an announcement letter, an agreement, a fundraising letter, an inquiry, a


policy change and rejection letters. Even promotional and sales letters can (and should) be
authoritative in nature -- which has nothing to do with the tone, but has everything to do
with the seriousness that you hope the recipient picks up from the letter.

Write a Letter to Serve as Documentation


Even before you became a small-business owner, you probably were asked to write a letter
to verify something you may have communicated in person or by phone. These types of
letters supply proof, and they may form a paper trail if it's possible that some type of
conflict is on the horizon. All business letters should be signed, and documentation letters,
if not signed, will impart next to no value.
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Examples of documentation letters include authorization, complaint, decline, order,


proposal and tax letters. “Letters of intent” can run the gamut from intent to purchase to
intent to pursue litigation, are also in this category.

Write a Letter to Serve as Part of a Record

When you're mindful that your words (and actions) will affect the future and may be
revisited over time for verification, it's definitely time to write a letter. You should retain a
copy of every letter you write, but letters that have quasi-permanent value deserve even
more careful treatment; you may need to retrieve and resend them, if the recipient or an
interested third party misplaces them. Although most business letters are distinguished by
their brevity, these types of letters are likely the quickest to write. They may not be sweet,
but they're usually short.

Examples include certification, collection, contract, donation, grievance, permission,


recommendation, reference, resignation, retirement, termination and warning letters.

Write a Letter to Show You Care

If you can imagine the recipient tacking your letter to a bulletin board or refrigerator – to
read and reread again – then it's a good sign that an event has occurred or an occasion is
taking place that demands an additional attention. Burnish the goodwill by adding a
handwritten “P.S.” at the end of your letter.

Examples include appreciation, business anniversary, condolence and congratulatory


letters.
Write a Letter to Demonstrate Class

Your ancestors might chuckle at the notion of letter writing being called a classy
undertaking. But then, they tended to be active scribes who didn't have anywhere near as
many modes of communication. Next to texting instant messages, texting messages and
writing emails, letters have risen in stature and respectability. Since letters are not as
common as they once were, they can even trigger envy in people who do not receive them.

Examples include apology, farewell, introduction, thank you and welcome letters.
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Role of business letter

Memorandums in Business communication

A substantial portion of internal communication in the business place is accomplished via


memos. Memos most frequently contain routine information. Like letters, the goals of
memos range from sharing neutral, good, and negative news to persuading readers to take a
specific course of action.

Today's memos come in one of two forms _ hardcopy memos and e_memos. On the surface
one might think that all memos should take the form of e_memos due to email’s efficiencies.
Despite the convenience and ease of developing and sending e_memos, they have their
shortcomings ranging from general writing quality to privacy concerns.
Business letters secure, promote and maintain business without complications; Business
letters serve us a reference for the future. Every organization should have to classify its
outgoing mail and incoming mail and file them classified on the basis of their subject matter
in a chronological sequence. Business letters serve to maintain the correct information of the
organization in the perception of the receiver. Business letters establish and maintain
contacts over a wide area truly enlarging the scope and extent of business. Business letters
can be used as legal documents in disputes. All business letters promote goodwill and
enhance the prestige and the image of the organization.
We can enumerate the functions of a business letter thus:
(a) Promotional Functions:
Business organizations have to grow and enlarge, improving the quality of their
products, by producing new products and providing better services. The customers
have to be kept informed through letters these developments. Business organizations
have to expand their market by tapping new areas. All round expansion is possible
only if the organization keeps all the people concerned well informed through letters
that promote sales and service.
(b) Informational Functions:
Business letters provide valuable data about earlier policies, transactions and all other
activities of the organization. Modern business cannot depend on memory as in olden
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days. Letters are ready references if they are available. New policies can be evolved
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by studying the earlier ones. It is not only essential to maintain good correspondence
but also more essential to make them be available in the files.
(c) Legal Functions:
Business letters can provide evidence in legal disputes, if any that occur in a
transaction. They are useful as legal documents in quotations and offers.
(d) Goodwill Functions:
Business letters promote goodwill among parties transacting business. They build a
good rapport between parties in a business transaction.
All these functions of a business letter promote sales and improve the image of the firm. So,
every business letter is a sales letter if it serves the stated or implied objectives.

Memorandums in Business communication

Memorandum

A memo (or memorandum, meaning “reminder”) is normally used for communicating


policies, procedures, or related official business within an organization. It is often written
from a one-to-all perspective (like mass communication), broadcasting a message to an
audience, rather than a one-on-one, interpersonal communication. It may also be used to
update a team on activities for a given project, or to inform a specific group within a
company of an event, action, or observance.

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion


or a call to action. All organizations have informal and formal communication networks. The
unofficial, informal communication network within an organization is often called
the grapevine, and it is often characterized by rumor, gossip, and innuendo. On the
grapevine, one person may hear that someone else is going to be laid off and start passing the
news around. Rumors change and transform as they are passed from person to person, and
before you know it, the word is that they are shutting down your entire department.
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One effective way to address informal, unofficial speculation is to spell out clearly for all
employees what is going on with a particular issue. If budget cuts are a concern, then it may
be wise to send a memo explaining the changes that are imminent. If a company wants
employees to take action, they may also issue a memorandum. For example, on February 13,
2009, upper management at the Panasonic Corporation issued a declaration that all
employees should buy at least $1,600 worth of Panasonic products. The company president
noted that if everyone supported the company with purchases, it would benefit all (Lewis,
2009).

While memos do not normally include a call to action that requires personal spending, they
often represent the business or organization’s interests. They may also include statements
that align business and employee interest, and underscore common ground and benefit.

Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are.
Pay particular attention to the title of the individual(s) in this section. Date and subject lines
are also present, followed by a message that contains a declaration, a discussion, and a
summary.

In a standard writing format, we might expect to see an introduction, a body, and a


conclusion. All these are present in a memo, and each part has a clear purpose. The
declaration in the opening uses a declarative sentence to announce the main topic. The
discussion elaborates or lists major points associated with the topic, and the conclusion
serves as a summary.

Five Tips for Effective Business Memos

Audience Orientation

Always consider the audience and their needs when preparing a memo. An acronym or
abbreviation that is known to management may not be known by all the employees of the
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organization, and if the memo is to be posted and distributed within the organization, the
goal is clear and concise communication at all levels with no ambiguity.

Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a part or all
of the organization. While it may contain a request for feedback, the announcement itself is
linear, from the organization to the employees. The memo may have legal standing as it
often reflects policies or procedures, and may reference an existing or new policy in the
employee manual, for example.

Subject Emphasis

The subject is normally declared in the subject line and should be clear and concise. If the
memo is announcing the observance of a holiday, for example, the specific holiday should be
named in the subject line—for example, use “Thanksgiving weekend schedule” rather than
“holiday observance.”

Direct Format

Some written business communication allows for a choice between direct and indirect
formats, but memorandums are always direct. The purpose is clearly announced.

Objectivity

Memos are a place for just the facts, and should have an objective tone without personal bias,
preference, or interest on display. Avoid subjectivity.

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