BUSINESS CORRESPONDENCE

Agenda is a doc that outlines the contents of a forthcoming meeting. It is sent along with the Notice of a meeting It consists the items to be discussed in the meeting

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It lists the items to be discussed in a meeting It forces the leader of the group meeting to accomplish what he needs It lets people know what to expect and allows preparation It provides a blue print of the meeting to follow It reminds people of what is left to be discussed and keeps a time focus

Headed with Date,time,Venue of the meeting followed by an outline of the discussions points may includeWelcome/opening Support by absence Approve minutes of the previous meeting Matters of previous meeting Specific items to be discussed
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Allows participants to discuss the Question Arrange /announce decisions Tea & biscuits close

HeadingManoj Musicals Tambaram, Chennai Meeting of the Marketing Dept Date:xxxxx Time:xxxxxxxx Names of the Participants 1. Xxx 2. Xxxx 3. Xxxxx Minutes of the past meeting Proposed items to discuss -eg-sales reports of various regions supply of new technical instruments Bulk orders from Music Academy Future sales Target strategies Decisions on best strategies Tea and snacks Closing(info of nest meeting)

Minutes are the official record of the proceedings of the meeting It is a proper record on Business transacted at the meeting It is one of the internal communications

Record of Business transcacted and decision taken at a meeting It is a record for future reference It is the reminder of the action to be taken In case of joint stock company, absentees may gather information of meeting from minutes It can be produced as evidence before court of law

Specify-The kind of meeting Date,time and venue Name of the chair person Names of the participants Reading and confirmation of last minutes (Appendix-Attached to the minutes) Discuss items in Agenda Decisions Actions to be taken Sign of chair person and presentees

Minutes should have a heading Date ,time and venue to be mentioned Names of Participants should be included Each discussion of items should be described in a paragraph It should be recorded in the same order of discussion Minutes should be brief and attractive Details should not be omitted Language should be decent and simple No personal feeling should be recorded(should follow third person) Data and figures should be precise Resolution should be recorded Secretary should record the Minute Rough can be written first and on approval of chairman,final draft can be prepared Sign of chair person and participants should be included

Sales Letters are the most important written form of persuasive business communication used as an instrument to boost sales It is Result oriented publicity It is to attract retailers to purchase productsinfluence readers to convince and buy It should be brief and tactful and motivational to develop interest in purchasers The effectiveness of sales letters rely on the ability of the writer to use the language suited to his purpose

Creates and maintains goodwill among customers-eg-ICICI bank sending emails on plans Keeps customers in touch with products/ services- eg- info of real estate companies Educate customers in selecting right type of goods and quality-eg-RO mineral water purifiers Widens market to existing products

Repeated sales letters has an effect of a reminder Immediate objective is to promote sales It functions as a salesman to persuade buying Introduces new goods at a lower cost

A-Getting Attention- opening eg- catchy subject line-a slogan, QuestionDo you need to acquire a slim waist? I- develop Interest eg- Sense appeal to the receiver-aim to saving money/making money Here is a chance for you to make you fit at a low price and that too in No time

D- Desire Building-Motivating- Arouse step towards action-provide facts and information e.g.-we are introducing a tummy trimmer especially for your use with an introductory offer of 25%.No side effects,no dieting!no need to exercise in GYM! A- Action made easy- accessible to all sorts of customers Eg- with a ring to our Mobile no. xxxxxx6789, we shall make a door delivery!

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Conversational style- concern Urging action-easy access Post script-Enclosures of Brochures Promise of continued contact You- attitude

Solicited sales letters-requests of information, enquiries on catalogues, price, mode of delivery and payment options-This sort of sales letters are written for already existing customers. 2. Unsolicited sales letters- it is for general publicity Eg- Real estate, sales letters on Repair services, Beauty,protection and classes in tutorials
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It is advantageous by publicity-easier than salesmanship Easy to avoid salesman but not a sales letter It is cheap More appealing than common Newspaper advts Brief and readable Advantage of personal touch Easy access to even unapproachable customers

RESTWELL Mattress &Co,2.JN st., Pondy 21/01/2012

To
Mr.Ganesan, XXXXXXXX Dear __________, Do you suffer from fatigue and sleepless nights? You experience a common problem for which we have a marvellous solution. We have introduced just for youRESTWELL Matresses This is avalable in different colours, sizes, thickness in foam,coir and cotton. You can also enjoy our spl offer of 25% discount on producing this letetr. The offer is in practice till 30/01/2012 and we value your health as you are our valued customer.Just visit our nearby showrooms. Contact nos-XXXXXXXXXXXXXXX,XXXXXXXXXXXX

DefinitionLetters written for the purpose of knowing about the quality and price of the goods , conditions, terms of business . This is a foundation of business It should be carefully drafted

Solicited Unsolicited Routine

Clear description of goods to be purchased Price list should be demanded Terms of payment whether on credit or on cash should be indicated Clarification sought on special rebate Present and future demand should be indicated

To DKM publishers, Bangalore To whomsoever it may concern

11/11/11

With reference to your advt in The Hindu, of 10 November 2011, can you please send me a copy of your catalogue for our library?
We need to place orders for the prescribed books of coming Academic year 2012-13 Intimate regarding mode of payment and online purchase too. yours faithfully, xxxxxxxxxxxxxxxx

DefinitionAn order letter is written by prospective buyer to a prospective seller for a purchase of certain goods according to specific terms / conditions which are mentioned therein.

Order request- (Main Idea)Eg- Plz send us the following items Explanation-Description-State type of items Eg- item1-(5 tons)-specify quantity item 2-(7 tons) item3 (10 tons) Closing- delivery at the early pace

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Other details Rate- Rate at which order s placed (rate /piece,rate/ton as of relevance) Packaging specifications- mention regarding Breakage, transportation Delivery schedule- Mention where,when and how items are to be delivered eg- oreder for calenders may be placed from central office and be delivered to Branch offices Mode of payment- specify how payment should be made/by DD OR CHEQUE-by INSTALMENT OR CREDIT

Validity- within which period delivery is expected(if it is perishable or seasonal).Ensure clarity Check on special discounts, confirmity to samples, court of jurisdiction, insurance etc.

11/11/11 To

The General Manager, Sharon textile corporation, Mumbai

Sir,

Sub: Order for Xmas & New year sales-reg

We are forwarding our order for the folowing items of your company as per your catalogue which you sent to us on 1/11/11.The items carry 25 % discount with an option of payment at instalments of 3 months We would like you to deliver the goods on or before 3 Dec2011by Carton Logistics services to the above address. The invoice may be sent to us and a copy to the logistics office. We shall also expect an insurance coverage at a premium of 5% of the total cost and tax inclusions may not exceed to 3%.

List of items1. 1. 2. 3. 4. 5. 6. Adults- Jeans Pants---- (mix colours Blue,green,Black) T-Shirts ----L,M,XL--Children---Half pant Sets Full Pant Sets T-Shirts (Mix varieties) Cargos Adults & Children (Bermudas) sizes 36,34,32,30--6 dozens --6 Doz -20 Doz - 10 Doz - 10 Doz - 10 Doz - 10 Doz

We expect a speedy and [punctual delivery.We request your online account no for cash remittance of 50 %.
Thankfully yours, xxxxxxxxxxxxxxxxxx -

DefinitionComplaint Letter is written to express dissatisfaction of something that went wrong, i.e., a defective product, bad service, misbehavior, mistaken billing, Guarantee / Warrantee Problems etc

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Basic Objective is to motivate change in apersuasive language The following also may be taken as the purposeWrong quality of the material received Wrong quantity delivered Late delivery Damaged conditions Wrong transport Difference in charges Wrong calculation of invoice (due to discount rates) Mis representation/discourtesy Any other violation of terms

Buffer- Mention the Purposeyou need remedy, so be tactful Opening Main idea- Main complaint Explain Details- Explain what happenedconvince that the complaint is genuine Closing Motivate the reader to act/desired action

Be concise Authoritative letters have more credibility Facts/relevant information should be given Constructive letters-with suggestions and desired actions, positive statements would encourage action Friendly close to respond positively

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Keep in mind the errors are unintentional Address to specific person Begin with positive tone Be brief& short paragraphs Maintain firm but respectful tone Send photocopies of receipts and documents Get signatures for legal procedures Dont threaten Include your contact information

To The General Manager, Messrs. Sharon Appliances, Chennai. Sir, Sub- Billing error-reg

11/11/11

I have been your regular customer for 5 years and have not faced any default in your company.

Now I have come across a Billing error. (12/10/11)It is a surprise though to err is human. However it may be assured, if the discount announced last month for our Diwali has not been deducted from the bill.

I expect the correction in the bill amount with an adjustment of Amt Rs 7000/- in the next bill.
I have enclosed last months receipts and expect a speedy solution to my wrong bill. Yours faithfully, xxxxxxxxxxxxxx Encl-1 bill dated 12/10/11

To The Manager, Brian Appliances, The Sales and service dept, Mumbai Sir, Sub: Damage of Hair dryer-reg

11/11/11

Appreciating your new launch, I had purchased the hair dryer of your company which had always reminded me of quality.

But to my disappointment, the Hair dryer which I have enclosed does not work and I need to return it to the company for replacement. I could be thankful if you send me a new hairdryer and a refund of the incurred postal charges of Rs 1000/-.Hope to hear from you at the earliest. Thanking you, Yours faithfully, xxxxxxxxxxxxxx

A notice is written by an individual, a group, an organization or a body to draw the attention of the readers to a certain issue that needs immediate attention or active participation. All the required information must be given in a simple, concise, attractive manner so that people notice it.

Notice should be eye catching, precise, concrete and attractive. It should attract the spectator attention. If the spectators read notice, our purpose of writing notice is solved then and there. Our objective should be clear enough so that it should solve our purpose without creating confusion and chaos.

1)warning or intimation of something : announcement (2) : the announcement of a party's intention to quit an agreement or relation at a specified time (3) : the condition of being warned or notified usually used in the phrase on notice

A notice conveys information in a comprehensive manner. It is usually an advance information about A happening General instructions An event. A function. An inauguration. A programme It could also be A notice for Lost or Found. Public notices regarding

Always write notice in a box Content of a notice A headline/title, date of issue and a signatory Details of the event, its time, date , venue and duration The organization /individuals responsible for the notice Responsible person to contact for further details, with mobile number/clear and complete address/fax number/email address etc. Present information briefly, concretely, and accurately Do not exceed more than 50 words The style of the language depends on the person it addresses and the objectives of writing notice.

Cultural announcement Academic announcement Sports announcement Announcement of births and deaths Celebrations Commercial activities i.e. inaugurations & sales, schedules and reschedules of transport

HIT Institute of Management, Hour

NOTICE 12 September 2010

Golden Opportunity for Young and Talented Actors

The Media Club of HITIM proposes to stage Shakespeares drama Romeo and Juliet to celebrate its Cultural Week in October 1 st week. Young aspirants should submit their names to Sikha Singh , on or before 20 th September for selection and audition. Venue and date will be intimated later. Sikha Singh

Notice of account to be closed Notice of accountant's right to view Notification of Breach of Contract Notice of change in employment terms Notice Of Hearing Notice of Promotion Notice of redirection of letter for ex-employee Notice of right to sign checks Notice of suspended account Notice To Tenant of Rent Default Overdue Rent Notice Virus Notice