Business Correspondence

Principles of CorrespondenceCorrectConciseConversationalCredibleClearCourteousCreative

Elem

ents

of F

orm

atHeadingDateReference NumberInside addressAttention lineSalutationSubjectMain bodyComplimentary closeSignature blockEnclosures Copy

Formatting StylesComplete BlockModified Block/ BlockSemi Block

Cont

ent D

ivisi

on

Com

plet

e Bl

ock

Styl

e

Mod

ified

Blo

ck/ B

lock

Sem

i-Blo

ck S

tyle

E-mail Writing

DosCheck your organisation’s email policyPay heed to contentBe relevantBe politeTrim quoted messagesUse humour and sarcasm sparinglyInclude a subject lineQuote from original message where

necessary

Dos (cont…)Be patient with new email usersUse a brief signatureBe careful while replying to mailing

list messagesDelete what’s trivial Make a note of format of

attachment in the bodyUse emphasis where necessaryPay attention to spellings and styleFill the “To” section in the end

Don’ts

Don’t reply to a mail when angryDon’t retain the original in a reply

unless necessaryDon’t use CAPITALSDon’t over-use punctuation……!!!Don’t send large attachments

without checking with the receiverDon’t send chain letters

Don’ts (cont…)

Don’t argue on mailsPlease avoid public ‘flames’Don’t mark things urgent if they

aren’tDon’t make personal remarksDon’t use cute or suggestive

email addressesDon’t criticize people’s spellings