Is the traditional way of communicating information from one company to another or used external correspondence?

Answer:

5 Common Types Of Business Correspondence

1. Internal Correspondence

Internal correspondence is a written communication between the employees, units, departments, and branches of the same organization. Internal correspondence can either be formal or less formal. Routine internal correspondence are usually less formal, such as quick instructions between a supervisor and a staff, and these are normally in the form of email.

There are other more formal types of internal correspondence which include promotion letter, written reprimand, notice to explain, memorandum, formal requests for approval, and letter of approval or dismissal. These types of communication are ideally printed on paper, signed by the sender, and physically received by the recipient.

2. External Correspondence

External correspondence takes place between different organizations, or between an organization and their individual clients. This is a form of written communication made by a company to those who do not belong to their organization.

External correspondence is commonly made to vendors, creditors, suppliers, existing customers, prospective clients, financial institutions, government offices, law and accounting firms, business affiliates, sponsors or donors, and other offices that have either direct or indirect business relationship with the company.

3. Sales Correspondence

Sales correspondence refers to sales-related communications. It is not limited to just selling a product or service, but it also includes other activities relating to sales. Sales correspondence include marketing letters, offer and discount letters, sales proposals, invoices, statement of accounts, sales reports, order confirmation, purchase orders, letters of authorization, collection letters, and such.

For the purpose of selling, it is important to know how to write quality sales letters to be able to communicate effectively. Also, marketing and offer letters should reflect truthful and non-misleading information. Other kinds of sales correspondence — such as invoice, purchase orders, and collection letters — must contain accurate information.

4. Personalized Correspondence

Personalized correspondence involved personal and emotional factors. Despite being labeled as “personalized”, this type of correspondence can also be used for business purposes. Examples of personalized correspondence include letters of gratitude, letters of favours or requests, appreciation notes, letters of congratulations of commendation, and such.

This particular type of correspondence doesn’t need to have a very formal tone. Though this can be done via email, writing an actual, physical letter is more preferable because it has a sense of personal touch. You may use a regular office paper for this, or perhaps a personalized yet cheap note pads, or a greeting card for a certain purpose (e.g. Thank You card, Congratulations card, etc).

5. Circulars

Circulars are notices that are communicated to a large number of people within the organization. It is also referred to as office instructions or announcements. Often, general announcements (such as changes in contact information, details about meetings with shareholders, instructions about certain protocols, etc) are being communicated via circulars.

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As a business leader, you know that communication is a key part of your company's success. The methods you use to communicate include personal interactions, telephone conversations, text messaging and other more traditional forms of written correspondence. There are different types of business communication to consider that may adjust your tone or content.

Tip

The four basic types of business communication are internal (upward), internal (downward), internal (lateral) and external.

Internal, Upward Communication

This type of business communication is anything that comes from a subordinate to a manager or an individual up the organizational hierarchy. Leaders need information to flow upwards to have a true pulse on the operations of the company. Most communication that flows upward is based on systematic forms, reports, surveys, templates and other resources to help employees provide necessary and complete information.

For example, a sales report might include the total number of pitches, along with the actual sales. It may also ask for feedback such as a summary of problems or successes that management would like to track.

Internal, Downward Communication

This is any type of communication that comes from a superior to one or more subordinates. Communication might be in the form of a letter, a memo or a verbal directive. Leaders should keep communication professional and clear with subordinates. For example, a memo regarding a new operations procedure might involve safety requirements and new regulations. There should be no room for interpretation of the safety requirements; the language should concisely explain exactly what needs to happen.

Internal, Lateral Communication

Lateral communication is the talking, messaging and emailing among co-workers in the office. This might be cross-department communication or just internal department dealings. An example of a scenario involving cross-department communication is where the fulfillment manager has a question about a special order, and is requesting clarification from the sales representative via an email or office messaging system. Those in the same department might communicate to provide updates on status reports and coordinate schedules. Co-workers should always be encouraged to communicate in a respectful and professional tone when at work.

External Communication

External communication is any communication that leaves the office and deals with customers, prospects, vendors or partners. It could also involve regulatory agencies or city offices. Sales presentations or marketing letters need to be exciting to generate interest from the customer but they also need to be factually based. When corresponding to outside entities for partnerships or other business administration needs, state the purpose and be concise in communication, whether oral or written. Respect people's time by getting to the point and stating your request.

What do you call the traditional way of communicating information from one company to another?

What is external correspondence?

What is correspondence in communication?

What are the 3 various forms of office correspondence?