Introduction And Meaning Of Business Letter
Business letter is a written communication by business organizations. It is exchange of information in writing. The information is of mutual interest for both sender and receiver. It is non-personal and formal. It creates a written record and deals with business matters. Business letter is written to maintain contacts with customers, suppliers, government, financial institutions, transporters and others.
Business letter can be related to:
- Inquiries and orders: They are about price, purchase or sale of goods and other business matters.
- Acknowledgement: They acknowledge the receipt of letters, goods, payment etc.
- Complaints: They are about customers complaints related to business transactions.
- Notification: They are public notices in newspapers related to business.
- Circulars: They provide general information to employees, salesperson and departments.
- Relationships: They attract new customers and retain old customers. They maintain good public relations.
Types Of Business Letter
Business letter can be divided into two types:
1. Internal business letter
It is written within the business organization. It can be between departments. It can be in same department. It is needed to perform business functions. It is inward.
2. External business letter
It is sent outside the business organization. It is from one business organization to another business organization. It connects the business with outside world. It can be both inward and outward.
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Features of business letter
Followings are the main features of business letter:
- Business letter is written for business purpose.
- Business letter is mostly in the form of letters and e-mail.
- Business letter involves two or more business parties.
- Business letter is generally written in polite and impressive language.
- Secrecy is important in business letters.
- There is no prescribed format for writing business letters.
