3.0 Correspondence: Correspondence means exchange of information through writing. It is an aspect of written communication and includes both formal and informal aspects.

3.1 Types of Correspondence
i) Letters: It is exchange of information through writing to a specific individual, organisation or institution.
ii) Memorandum: Memorandum is an aspect of internal communication in organisations.
iii) Reports: It is a record of an activity undergone or experienced.
iv) Proposal: it is a document used to initiate an action.

3.2 Letter Writing
Letters are addressed to a specific reader and can be used to communicate any theme.
Types of Letter: Informal and Formal Letters

Informal Letter: Informal letters are letters addressed to friends and family members.
Characteristics of Informal Letter Writing
i) Informal letters use casual expressions.
ii) They are less conventional; there are fewer strict rules.
iii) They are often emotive.
iv) Because they are informal, they permit the use of slang and colloquial expressions and other non-standard expressions.
v) They also permit the use flowery expressions such as figures of speech, imagery, symbolism, proverbs and idiomatic expressions.
vi) They permit exchange of pleasantries.

Parts of the Informal Letter
Address: The writer’s address appears first.
Date: The date the letter is written.
Salutation: Salutation of informal letters most often expresses the relationship between the writer and the addressee. E.g. Dear friend, Dear Uncle.
Body: Body includes the introduction, message section and conclusion.
Complementary Close: Like salutation, complementary close of informal letters expresses the relationship between the writer and the addressee. E.g. Your love, Your son, Yours affectionately and so on.
Name: The name of the writer is written but may not be in full. Even pet names are accommodated.

Formal Letter: Formal letters are letters written to or received from corporate bodies. They follow acceptable conventions both in style and format. It is less emotive and devoid of flowery expressions.
Characteristics of Formal
i) Formality: They use formal expressions; the language and style follow approved conventions. Formal letters are devoid of flowery and metaphorical expressions.
ii) Precision: Formal letters are concise. They discuss only the theme and objectives of the letter.
iii) Logical: Logicality is the hallmark of formal letters. It communicates reasons for certain actions and/or decisions.
iv) Accuracy: Accuracy of expression and content is required. The writer is expected to edit the language and content before sending written letters out.
v) Courteous: Formal letters are written to express or appeal but not to insult. The tone should show the writer’s willingness to cooperate.

Components of the Formal Letter
Letterhead: Letterhead contains the company’s name and address including phone numbers, email addresses and reference numbers.
Writer’s address: When letterheads are not used, the writer will enter his official address.
Date: The date line contains current date.
Receiver’s address: The receiver’s address normally appears at the left side after date. It contains the recipient’s designation, department/unit, name and address of the organisation.
Subject: Formal letters are given titles that reflect the theme of the letter.
Body: The body hosts three sections, namely, introduction, message and conclusion.

• Introduction: Introduction provides background information and gives an insight into the theme of the letter.

• Message: This section is the main body which discusses the aim and objective of the letter.

• Conclusion: The concluding part of formal letters gives assurances, shows willingness to cooperate and be influenced or the writer’s expectations and gratitude.
  Complementary close: Usually ‘Yours faithfully’ or ‘Yours sincerely’ as the case may be.
  Signature: The writer signs off with his official signature and seal.
  Writer’s Name: This is written immediately after the signature. The name is written in full.

Functions of the First, Middle and Last Paragraphs of Letters
First Paragraph (Introduction)
First paragraph of letters communicates background information and also provides an insight into the theme of the letter.
Middle Paragraphs (Main body)
This is the main body of the letter. The middle may contain more than one paragraph and they communicate the themes of the letter and their explanation.
Last Paragraph (Conclusion)
Last paragraphs of letter justify or establish the stand of the writer. They, sometimes communicate the writer’s hope or expectations and/or express gratitude in advance for the addressee’s willingness to cooperate.