Bc Correspondence

7/31/2019 Bc Correspondence

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By-Dilshad Zaidi


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Business letters

Memorandum, Notices & Circular

Meetings Minutes & Agendas

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1. HEADING - contains the name, address, tele/fax number,

Email address of the firm therefore most firms use letter

heads. The name & address are printed on the top

middle of the page & other information is given in the

margins.

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Contact numbers: Fax:E-mail:

1, Nariman point, Munbai-400001

Eg:


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2. DATE enables quick reference in future & helps in promptaction & orderly filing. The date should be typed two

spaces below the last line of the heading & should be

typed in the right hand corner. Names of the month &

year should be written in full & no suffix such as st or

th should be used.

USE IT

31 January, 2009January 31, 2009

AVOID IT

31-3-200931st Jan., 200931stJanuary, 09

Eg:


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3. REFERENCE It helps to link correspondence for the

prompt reply & quick action. Also it serves to identify the

department or section from which the letter is sent.

Eg:

Reference: 7 / MA / 09

some letterheads contains two lines for references

Your references.

Our references..


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4. INSIDE ADDRESS It contains Name & full address of the

firm or individual to whom the letter is written. It should

be written two lines below the reference. Special care

should be taken to spell the addressees name correctly.

Eg:

Superline Electronics Limited

A1, Nehru place, New Delhi-60

Messrs Ram Aggarwal & Sons

A1, Nehru place, New Delhi-60

Where a firms name contain a personal name, Messrs should be

used:

When you wish to direct the letter to a particular official, an

attention line two spaces below the inside address should be given

Attention: The Sales Manager or

Attention: Mr. R.K. Lalwani



5. SALUTATION Its a greeting of the addressee. Shouls be

written two lines below the inside address. Official &

formal correspondence may use Mr. before the surname ofthe addressee.

Eg:

For Official correspondence Sir/Madam

For Business correspondence Dear Sir/ Dear MadamFor Saluting firms Dear Sirs/ Dear Mesdames

For Informal letters My Dear

6. SUBJECT LINE The purpose of subject line is to let reader

know immediately what the letter is about. In some casesthe subject line is mentioned before salutations.

Eg:

Subject: Payment of Bill No. 897 of July, 09



7. BODY OF THE LETTER It contains the message to beconveyed. Body text of the letter should be single spaced

with double spacing between paragraphs & without

paragraph indentation.

The main body consist of following:

Should open with acknowledgement or gratitude. Its a Introductive

paragraph which may include reference to previous correspondence.

Opening paragraph:

Main paragraph:

Closing paragraph:

It conatins the subject-matter. It must contain all relevant details. Useof bullet or numbered list is advised.

The concluding paragraph states the action expected from the reader.It should be firm so as to motivate the reader .an offer or a requestmay be made here.



8. COMPLEMENTARY CLOSE Its usually given below theclosing paragraph & only the first letter of the close is

capitalised. Some letters may also have Participialclosure (thanking you & Regards.) after the closingparagraph which may or may not be used. Closure should

correspondence with the salutation as shown below:Eg:SALUTATION COMPLEMENTARY CLOSE

Sir/Madam Yours faithfully or

Yours respectfully

Dear Sir/ Dear Madam

Dear Sirs/ Dear Mesdames

My Dear Mr. Ghosh

Dear Madhu

Yours faithfully or

Yours truly

Yours sincerely



9. SIGNATURE It leads authenticity & is placed below the

closure Name of the person signing the letter is typed

below the signature. Women should indicate maritalstatus. Few forms are shown below:

For Rama Enterprises

Ram Dass

Sole proprietorship

Partnership firm

For Ram Dass & Bros.Ram DassPartner

Managing Director

Super India Ltd.Ram DassM.D.

Director

For Super India Ltd.Ram DassDirector

Others

On behalf of Super India Ltd.Ram DassSales Manager

Limited company:



10. IDENTIFICATION MARKS Initials of the person dictating

the letter & person typing are given. It helps fixing

responsibilities. It can be in either of following form:

CBG OPA

CBG : OPA

CBG/OPA

CBG- opa

11. Enclosure Abbreviation Encl. is written to indicate that

some documents are attached with the letter such as

invoice, bill, receipt, catalogue price list etc. it is typed

after signature against which number of enclosure ismentioned.

Eg: Encl.: Two orEncls.1) Agreement

2) Invoice

Eg:CBG are initials of person dictatedOPA are initials of person typed



12. COPY DISTRIBUTION If the copies of the letter are to be

sent to persons other than the addressee, names of

persons are typed below the enclosure notation as shownbelow

C.C.

Mr. R.B. Chatterjee

Miss Anuradha

13. Postscript When the writer forgets to mention some

important point in the main body, he can add the message in

this part. It is not a good practice & should be avoided. Can

also be used to emphasize main points of the letter.Eg:

P.S.Please remember the low price offer is valid till December 09.

C.C.

Marketing Manager

Purchasing Manager


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1. On behalf of your company you are making

enquiries, seeing Quotation about some required

products. Write a letter for same to the supplier.

2. After you have received the details you

requested, Write a letter for placing the order of

the product.

3. Write a letter as a supplier asking for the

payment of bills.

4. After the delivery of the product you ordered,

Write a letter of complaint against some

damaged items.5. On behalf of supplier write a apology letter for

sending the wrong invoice.

6. Write a letter for the new product launch on

behalf of your company.

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Memorandum (Interoffice memo) is a short piece of writing

used to transmit message from one person or department

to another within the same organisation.

The main purpose of the memo is to records or convey

information & decisions or to make short requests.

Memo has no inside address & Unlike a memo, letter has a

formal appearance.

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(Company name)

DATE : __________________

FROM /DESIGNATION: __________________ DEPT : ____________________

TO / DESIGNATION : ____________________ DEPT : _____________________

SUBJECT(may/may not be):______________________________________________

MESSAGE, COMMENT OR REPLY.

FOR YOUR

APPROVAL

INFORMATION

COMMENT

NAME OF THE COMPOSER

eg..

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No. Date:

To : Mr. A.K. Arora, Clerk

From: S.C. Bansal, Manager

You remained absent from your duties on the date & for theperiod mentioned below. Please note that you have earnedsalary & emoluments for the said period.

Date: march 20,2009 Period 10:00a.m.-5:00P.m.

R.M. Sharma

cc to

GM, north zone

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Offices notes are usually for a horizontal

communication. Exchanged between officers

of almost equal ranks asking for suggestion or

seeking or giving information about matters

concerning their respective departments

Usually meant to be put on notice board &

follow memo format

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A directory of all employees is being prepared . All

members of the staff are requested to provide the

following details:

Name Residential Address Contact Number

1.______ _______________ ___________

2.______ _______________ ___________

Ashok Dhawan

5th April, 2009

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Office circulars are meant to convey

information to a large number of people

Such information is usually of general nature& not confidential

Office circulars are formal in nature. These

are used to inform employees changes inworking hour/promotions/order/insist on

punctuality etc. it should be brief, precise &

persuasive.

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(Company name)

Ref no: __________ DATE : __________________

SUBJECT : ________________________________________________

MESSAGE_______________________________________________________________________________________________________________________________________________________________________________________________________________________

Copies to: FROM /DESIGNATION: ________________

a)_______________ DEPT : ____________________b)_______________

DEPT : ____________________

eg..

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Date:

Sub: change in office timings

This is to inform all that from november 1st, 2009 , theoffice timing will be as follows.

8:30 a.m. - 12:30 a.m. Morning session

12:30 a.m.-1:30 a.m. Lunch

1:30 a.m.

5:30 a.m. Evening sessionEmployees are expected to strictly adhere to these officehours.

B.K. Mittal

Personnel Officer

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No. Date:

Sub: use of office telephone for personal calls

It has come to my notice that some members of the stafffrequently misuse office telephones for making personal calls.This results in telephone lines being busy & office calls have towait. You are requested to avoid making personal calls, exceptduring emergency, from office telephones.

S.C. Bhatia

Manager

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Memo:

Requesting a Department head for submission of

monthly report

Circular:

use of office telephone for personal calls

Notice:Providing details of list of holiday


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Documents

Bc Correspondence