Note on Correspondence

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Correspondence is the means of written communication. It is the process of receiving and sending official information between individuals and organizations of different places for achieving a definite objective. It might also be in the form of a report, circular, telegram and electronic mails. The following is a definition of correspondence:

"Correspondence can be defined as a means of communication 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.

Need and Importance of Correspondence

The following are the main importance and needs of correspondence:

  1. Exchanges information
    Correspondence exchanges the information for all individuals, business organizations, government offices, and social organization. It is the safest, cheapest, most convenient and popular means of exchanging information.

  2. Enhances goodwill
    Correspondance helps to enhance the goodwill of the organization as when there is effective letter writing creates a positive impression upon the customers. This helps to develop positive attitude and impression about the activities and product.

  3. Determines responsibility
    Correspondence is a written document which is signed by the writer which makes the receiver responsible for doing the job in accordance with the letter.

  4. Provides evidence
    Correspondence can be useful for settling disputes and misunderstanding as it is a written record which can be produced as an evidence for transactions performed and contact done.

  5. Makes communication reliable
    Correspondence is an authentic means of communication which formalize all the activities of an organization is the most reliable means of communication. It is the most reliable means of communication.

  6. Provides written records
    The correspondence provides written records for all the activities of an organization, the transaction performed, decisions taken, contact and agreement did which can be useful for future references.

  7. Maintains public relation
    Correspondence maintains and develops a warm relationship with customers, suppliers, financial institutions and governmental bodies. It develops a positive attitude and promotes sales.

  • Correspondence is the most means of written communication. 
  • Effective letter writing creates positive impression upon the customers.
  • Correspondence is a written document which is signed by the writer.
  • Correspondence provides written records for all the activities of an organization for future reference. 
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Very Short Questions

The following are the objectives of correspondence:

  1. To keep permanent records of important activities regarding activities the transactions, contracts, contracts, agreement made and decisions taken.
  2. To settle the misunderstanding and disputes regarding different matters of the organization by providing written evidence.
  3. To provide the valuable information to the concerned parties at the time of necessity.
  4. To maintain present and attract potential customers and to promote.
  5. To fulfill legal formalities as per the requirement of concerned act.

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  • A written form of communication which formalizes all the official activities of an organization is called

    modification
    deviance
    correspondence
    incongruence
  • Which is not a need and importance of correspondence?

    enhances goodwill
    exchanges information
    provides written records
    does not provide evidence
  • Which one of them is an objective of correspondence?

    To prolong the misunderstanding and disputes regarding different matters of the organization by providing written evidence.
    To destroy permanent records of important activities regarding activities the transactions, contracts, contracts, agreement made and decisions taken.
    To provide the valuable information to the concerned parties at the time of necessity.
    To neglect present and attract potential customers and to promote.
  • Handling mails is creative and changeling functions to be performed by ______.

    an office chief


    a sectional chief


    an office assistant


    a personal assistant


  • An effective letter is a strong tool for _____.

    motivating people


    all the options are correct


    changing the attitude of people


    maintaining and developing good relations withthe people


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