EFFECTIVE OFFICE CORRESPONDENCE:

HIGH IMPACT WRITTEN OUTPUTS

PRE TEST
Session Objectives

At the end of this session, participants will be able to:

1. Explain what is office correspondence and educe the
relevance of an effective correspondence
2. Differentiate between internal and external
correspondence
3. Understand the different parts of a letter in the level of a
high impact written output
4. Distinguish between the various kinds of letters
What is Office
Correspondence?
- Any written or digital communication exchanged
by two or more parties.
Correspondences may come in the form of
internal memos, letters,or notes.
Letter’s may be short, simple and sweet.
Correspondences promote the organizational
image.
Purpose of Office Correspondence
1. Serving a notice to the office personnel.
2. Serving a notice to the individual personnel.
3. Serving an order to the department or individual
employee of the offices.
4. Serving an instruction to the department or
individual employee of the offices.
PURPOSE OF CORRESPONDENCE

• 1) To inform or seek information-

• 2/ To request or persuade and to build goodwill-
• 3) To create a permanent record and an authoritative proof
• 4) Causes things to happen and give desirable results
Classification of Office Correspondence
Internal Correspondence
External Correspondence
Routine Correspondence
Circular
Personalized Correspondence
Sales Correspondence
 TYPES OF OFFICE CORRESPONDENCE:
INTERNAL & EXTERNAL
Internal correspondence refers to the written communication within an organization –
among individuals, departments, sections or branch offices.

External correspondence refers to correspondence with outside individuals,

customers and suppliers, banks, government and local agencies, companies or
institutions etc.
Forms of Correspondence

Letters
Memos
Notes
Fax
Text messages
What are the different types of letters?

Appointment Letters
Transfer Letters
Nomination Letters
Authority Delegation Letters
Invitation Letters
Promotion Letters
Instructions Letters
Others…..
Memo
Memo- short for Memorandum (meaning – to
remember) is a brief message
normally used for the routine, day to day exchange of
information/
instructions within an organisation. Usually, each
organisation has its own
recommended format or template for memo writing
Circulars and Notices
Circular is a printed communication intended for a
wide distribution. It covers a common issue and
conveys the official policy regarding that. It is
common to find circulars affixed on a notice board in
the common areas of
offices.
Form Letter
It is a letter on a subject of a recurring or routine nature and is
required to be
sent to a large number of people. It has a standard form with some
blanks (usually name and address). Letters are then sent by filling up
the relevant details and sometimes crossing out the non-relevant
area. Organisations are able to save time and money on routing
communication through form letters.
These are frequently used in case of acknowledgements and
receipts, notices, appointments, etc
Letters on Routine Administrative Functions

Such letters have a prescribed format and only a few details have to
be filled up. Some examples are interview letters, appointment
letters, increment letters, confirmation, promotion, termination, etc.
Letters on Routine Administrative Functions

Such letters have a prescribed format and only a few details have to
be filled up. Some examples are interview letters, appointment
letters, increment letters, confirmation, promotion, termination, etc.
PARTS OF LETTER (EXTERNAL)
The standard parts are:
1) Heading
2) Inside Address
3) Salutation
4) Body of the letter
5) Complimentary Close
6) Signature Block
7) Identification Line
8) Enclosure
9) Copy Distribution
10) Post Script