The following are the objectives of correspondence:
- To keep permanent records of important activities regarding activities the transactions, contracts, contracts, agreement made and decisions taken.
- To settle the misunderstanding and disputes regarding different matters of the organization by providing written evidence.
- To provide the valuable information to the concerned parties at the time of necessity.
- To maintain present and attract potential customers and to promote.
- To fulfill legal formalities as per the requirement of concerned act.
Correspondence is the most means of written communication. It is the process of exchanging official information between individuals and organizations of different places. It is the process of receiving and sending letters for achieving a definite objective. It may also take place in the form of report, circular, telegram and electronic mails. The following is a definition of correspondence:
"Correspondence can be defined as communicating in writing on subjects of mutual interest either within the organization or with an outsider. " - S.P Arora
According to this definition, we say that correspondence is the process of exchanging written information between individuals and organizations of different places for carrying out different official activities.
The following are the importance of correspondence:
- Exchanges information
Correspondence is the safest, cheapest, most convenient and popular means of exchanging information for all individuals, business organizations, government offices and social organization.
- Enhances goodwill
Effective letter writing creates positive impression upon the customers. It helps to develop positive attitude and impression about the activities and products, which ultimately helps to enhance the goodwill of the organization.
- Determines responsibility
Correspondence is a written document which is signed by the writer. It makes the receiver responsible to do the job as specified in the letter.
- Provides evidence
Correspondence maintains written record which can be produced as an evidence for the transactions performed and contract done. Such evidence is useful for settling disputes and misunderstanding.
- Makes communication reliable
Correspondence is the most reliable means of communication. It is the authentic means of communication which formalizes all the activities of an organization.
- Provides written records
Correspondence provides written records for all the activities of an organization for future reference. It provides the written records for the transactions performed, decisions taken and contract and agreement done.
- Maintains public relation
Correspondence is a strong means of communication for maintaining and developing warm relationship with customers, suppliers, financial institutions and governmental bodies. It helps in changing the interest and attitude of the customers and promoting sales.