Question

What points should the writer of a business letter keep in mind so that his purpose may be served best?

Answer 1

1. Limitations of oral communications: Oral communication cannot fully substitute written communication. Building and sustaining business relationships solely through spoken interactions is challenging. Furthermore, in-person discussions or phone conversations often require significant time and financial resources. Therefore, written correspondence becomes essential for sharing information, as it is a reliable, cost-effective, and convenient method of communication.
2. Increase in Trade Activities: As commerce and economic activity expand, correspondence becomes necessary. Increased business activity has led to more clients, suppliers, and dealers. Correspondence is the sole means of getting and sharing business information in this case.
3. Geographical scatteredness of business: Modern businesses are no longer limited to specific areas, cities, or states they now span across the nation and even international borders. Even small traders are engaging in global trade, including imports and exports. In such a widespread setup, effective correspondence is vital to managing communication with customers, suppliers, and partners spread across various locations.
4. Legal requirements: Written communication carries legal significance as it can serve as documented proof in legal proceedings. In some cases, specific forms of written communication are legally mandatory. For example, laws and regulations require that notices be issued under certain circumstances. A company cannot conduct a meeting without sending formal notice to its members, nor can an employee be legally terminated or laid off without appropriate written notice.
5. For the smooth functioning of an organisation: Day-to-day business activities depend heavily on correspondence. Tasks such as making enquiries, sending price quotations, placing orders, resolving issues, and keeping all stakeholders dealers, customers, suppliers, and the public – informed rely on written communication. Additionally, these written records can be stored and referred to whenever necessary in the future.