Art of correspondence


Letter writing is one of the oldest arts of communication. And even though it is used most often in business or official dealings, many of us fail to get even basic letter writing right. Here re a few tips.

With rare exceptions and regardless of the subject, the goal in all letter writing should be to keep it short, factual, and to the point. Don’t write more than one page in length, unless necessary.

Detailed information can be relegated to attachment that can be referred to by name in the body of the letter. Stick to the absolute essential facts in the main letter.

Prepare a rough draft before the final. Then carefully review and revise it. Put yourself in the place of addressee. Imagine yourself receiving the letter. How would you react to it? Would it answer all of your questions?

Does it deal with all of the key issues? Are the language and tone appropriate? Read it aloud to check whether the words used sound right.

Check for spelling and grammar mistakes. A letter is a direct reflection of the person sending it, and the organization that person works for. Once you have decided on the final content, run it through a spelling and grammar check. A letter with obvious spelling and grammar mistakes looks unprofessional.

In such cases, the recipient can’t really be blamed for seeing this as an indication as to how you and your organization probably do most other things. Follow these rules to make sure that your letter doesn’t end up in the “read later� pile or a waste paper basket.

v Use simple and appropriate language:

v Use simple straightforward language for clarity and precision.

v Use short sentences.

v Each paragraph should contain not more than three or four sentences.

v Use language and terminology familiar to the intended recipient.

Do not use technical terms and acronyms without explaining them, unless you are certain that the addressee is familiar with them. Now-a-days most business communication is through internet and the same rules can apply. The draft stage can be checked before the final ‘send’ click.

  • ankita yagnik

    i wantto get information abt MBA from correspondence from symbiosis,pune.

  • sabith

    i want to get the details about bba correspondence from annamalai university from bangaore or kerala

  • Sandeep Sharma

    i wantto get information abt Post Graduate Management courses/MBA from correspondence from symbiosis,pune.

  • Hetasha Gangta

    i wantto get information abt MBA from correspondence from Ignou

  • shilpa

    need a joinning checklist

  • Silva

    I am doing MBA from correspondence from Alagapa University. It is usefull or not

    Please tell something about this about

  • Mohamed Rafeeq k

    I would like to know that does IGNOU give the B ED Course through distance(correpondence)way.Can I teach in Schools that is recognised by Government of Kerala and have this course recognised by Public Service commission of Government of Kerala State(India)

  • Devesh Pal

    B.ed corespondence from ignou

  • Devesh Pal

    B.ed corespondence from ignou

  • Abdul Rasheed

    Dear Brooke Lockmiller,

    We are pleased to confirm our Order for Model No MSS-1538 against your Proforma Invoice No. 1364 dated 19-July-2007 for USD.19, 447.00 on Direct Remittance Basis. CIF Jeddah Saudi Arabia.

    Please note that the balance remaining amount of USD.9,723.50 has been swift transferred directly to the bank and account number mentioned in your Payment of Order. Kindly acknowledges payment upon receipt.

    We now request you to send following documents by courier service directly at our address mentioned herein below and copy of the same to be email to us.

    1.Commercial Invoice attested by Chamber of Commerce.

    2.Certificate of Origin attested by Chamber of Commerce.

    3.Packing List.

    4.Air Way Bill.

    Thanks and best regards

  • Sarika

    i wantto get information abt MBA from correspondence from symbiosis,pune.

  • Mailrana2008


    what is the subject in when i will  pursue a MBA  in HR

  • Asrar_mister