1.8 - Business Letter and E-Mail

Business Correspondence

- Business letters which are written forms of communication that deal with day-to-day transactions in the workplace

- Involves composing letters sent to customers or clients of a company or an organization as well as to its employees, managers, and subordinates

Inquiry Letter

- Made when we want to know about a product that we want to buy

- Can include: the quality, quantity, price, mode of delivery, and payment

Quotation Letter

- Made as a response to an inquiry letter

- Should provide the information that was asked in the inquiry letter

Order Letter

- Written when we are ready to make a purchase

- List the specific names of the products toa void problems

- Should include the shipping address and the mode of payment

Complaint Letter

- Made when: we receive the wrong products, the quantity is incorrect, and/or the product is damaged

Recovery Letter

- Made to tell the buyer about the payment or the remaining balance if the products were not paid in full

Full Block Format

- Most common format where the entire text is justified to the left

Modified Block Format

- Inside address, salutation, and body are left justified

- Heading, date, complimentary close, and signature are typed from the center of the page

Semi-Block Format

- Similar with modified block except the first sentence of each paragraph in the body is indented

E-Mail

- Primary medium of business communication in most companies today. Mostly used for both external and internal correspondence

Automated Mail

- System that allows them to send a huge volume of e-mails to their customers at specific times

Notification E-Mail

- user receives this whenever they make an online business transaction

To Field

- Contains the recipient’s name and e-mail address

Cc Field

- Contains the name and e-mail address of a person who needs to be kept up-to-date about the subject of the e-mail

Carbon Copy

- what Cc means

Subject Field

- Contains the main topic of your message

Salutation

- Phrase begins with Hi (informal word), followed by the first name of the recipient and a comma

Body

- Conveys the message

Sender’s Name

- First name of the sender

E-Mail Signature

- Block of text containing the full name of the sender, their position and company, and contact information