1.0               Principles of Correspondence (Business Correspondence)

Business letters are letters written to or received from corporate bodies.  Like formal letters, they follow acceptable conventions both in style and format.  It is less emotive and devoid of flowery expressions.

i)                    Brevity:  It means be brief.  To achieve this, the writer should avoid irrelevant information and unnecessary repetition of words and expressions.

ii)                    Formality: They use formal expressions; the language and style follow approved conventions.  Business letters are devoid of flowery and metaphorical expressions.

iii)                 Use Appropriate Register:  Formal, Neutral and consultative registers are acceptable in business letters.  The type of register to be used depends on the kind business or services involved, the subject of discussion and the kind of relationship  (i.e. close or distant relationship) between the participants.

iv)                 Precision:  Business letters are concise.  They discuss only the theme and objectives of the letter.

v)                   Logical: Logicality is the hallmark of business letters.  It communicates reasons for certain actions or decisions.

vi)                 Accuracy: Accuracy of expression and content are required. The writer is expected to edit the language and content before sending written letters out.

vii)               Courtesy:  Business letters are written to express or appeal but not to insult.  The tone should show the writer’s willingness to cooperate. Be polite and ensure not to use words that would hurt the reader’s feeling or make him become defensive.

Components of the Business 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’

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 theme of the letter and their explanation.  Middle paragraphs carry the message of the letter.

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.