explain the functions of business correspondence
Answers
Just as we express our views, opinions, thoughts, and idea through writing. Business persons also feel the need of expressing themselves. It is not always possible for them to remember each and every detail in the business.
They use the simplest way of expressing i.e., written correspondence. A written correspondence in the business world is the business correspondence.
Meaning of Business Correspondence
Any communication in the form of the letter is correspondence. Any person related to a business expresses oneself though business correspondence. One can also ask any doubt or uncertainty through business correspondence.
A businessman writes and receives letters in his day to day life. A correspondence between two organizations or within an organization comes under this category. A letter to a supplier, complaint letters, letter of inquiry, job application letters are some of its examples.
Importance of Business Correspondence
A business correspondence has numbers of importance. Its most important feature is the ease of reaching and communicating with different parties. It is not always possible to meet persons face to face.
A business correspondence helps to meet some organizational goals. One can achieve the objectives through it. Let us study some of them in details.
1. Maintaining a Proper Relationship
It is not always possible for any business or organization to reach to any person in particular. This will cost any business. Here, the business correspondence will be a rescue for any business.
It helps in maintaining the proper relationships between the parties. Business correspondence strengthens the business. It also helps in the internal communication. It makes communication within the organization more clear and precise.
2. Serves as Evidence
Any written form of communication serves as evidence. A business correspondence helps the person in a business to keep a record of all the facts. These written records will serve as evidence.
3. Create and Maintain Goodwill
It helps in creating and maintaining goodwill between a business and a customer. Any letter to enquire, complaint, suggestion or feedbacks helps a company to grow and maintain goodwill.
4. Inexpensive and Convenient
It is a cheap and convenient form of business communication.
5. Formal Communication
A business communication serves as a formal communication between two persons. It may be a seller and a buyer. It can be between an employee and the employer. The language used is formal and logical.
It helps in removing the ambiguity and the doubts of the person involved in the business. The formal communication in business is followed and acceptable.
6. Helps in the Expansion of Business
A business correspondence helps a business to achieve the set goal. It also ensures the expansion of a business. With no waste of time and proper utilization of manpower and resources, a business can expand.
Any information regarding some resources or any product or market can be easily done. Even the news of the expansion of business can be spread by it.