Introduction

What are the types of correspondence?

There are several types of business correspondence, including business letters, e-mails, instant messages, and memos. Writers should consider the purpose and audience of the communication to select the appropriate type of correspondence to use.

What are examples of correspondence?

Correspondence is any written communication. Most people are familiar with text messages, which are typically brief and informal, such as "Would you meet me in the lobby with the file?" The recipient could respond, "I am at lunch, but I'll text you when I return in fifteen minutes." More extended types of correspondence, such as letters, should be used for more formal communication. Other types of correspondence used in business include e-mails, instant messages, and memos.

Types of Business Correspondence

Businesses use several types of written correspondence, including business letters, memos, emails, instant messages, and text messages.

Business Letters

Business letters are the most formal type of business correspondence. To determine the appropriate level of formality, writers should consider the type of organization that will receive the letter, as well as the writer's relationship to the organization.

For example, writers typically communicate with official boards in writing. The writer asking for assistance or direction from such a group is not likely to have a personal relationship with the recipients, which is one reason for the writer to use the business letter format. In addition, the writer may be representing a community group or a business. As such, the letter should represent both the correspondent and other interested parties in the best possible light. The business letter may sometimes create a favorable impression on the recipient due to the writer's efforts to communicate clearly and succinctly in a document that accurately represents the situation or concern.

Business letters have many purposes.

• Business letters can be used to build relationships with others. For example, a realtor might compose a letter to thank a homeowner for allowing the realtor to list the house on the homeowner's behalf. This type of business letter helps build goodwill, relationships, and future business opportunities with the recipient.
• Business letters can also serve to generate sales. In addition to highlighting the product or service the writer offers, a business letter can allow the writer to explain details of the proposal, such as costs and benefits.
• Because of the inherently formal nature of the business letter, this type of communication can be used to respond to customer complaints. Unsatisfied customers are sometimes angry or irritated, and the formal language and format of a business letter can often help customers move beyond emotion and toward a solution to the issue.
• Business letters can be used to retain current customers or reconnect with inactive customers. For example, businesses can use the business letter format to offer incentives to loyal customers or to those who have not recently bought anything from the company.

Memos

The memo, or memorandum, is most often used for communication within an office or organization. Memos can be used to inform specific teams or groups about policies, projects, schedules, and other purposes. Some memos request action, as well. For example, a memo can ask for assistance from others within the organization or group.