Functions of a business letter?
Functions of a business letter?
As l. Gartside puts it, there are four main reasons for writing business letters:
1. To provide a convenient and inexpensive means of communication without personal contact;
2. To seek or give information;
3. To furnish evidence of transactions entered into; and
4. To provide a record for future reference.
There is also an important incidental purpose that of building goodwill by creating in the mind of the reader an impression of the writer's organisation as one that is efficient, reliable and anxious to be of services.
2. To seek or give information;
3. To furnish evidence of transactions entered into; and
4. To provide a record for future reference.
There is also an important incidental purpose that of building goodwill by creating in the mind of the reader an impression of the writer's organisation as one that is efficient, reliable and anxious to be of services.
RECORD AND REFERENCE;
- With a view to maintaining record of communication with the outside. wold, the communication must be in writing.
- Written communication can be passed on to the concerned persons or department as it is.
- If, on the other hand, the mode of oral communication is adopted, the original communication may not be passed on in its totality as also in the same style and tone
- It may also involve waste of time and delay.
- Written letters enjoy a distinct advantage over other means of communication: they can be preserved for future reference. Back references are quite frequent in business communication.
- Knowledge of the past transactions, agreements, etc., with customers, suppliers and the like can be had easily, quickly and correctly only when they have been preserved in writing.
- It is difficult, nay impossible, for a businessman to remember all the point of innumerable transactions/communication with a large number of persons.
- when memory fails, records come to the rescue.
MAKING A LASTING IMPRESSION:
- Oral communication, whether in person or over the phone, is rarely remembered in full because its impact is felt mainly during the time it is being heard.
- Once the next oral communication is taken up, the effect of the previous one is reduced.
- However, a letter makes a lasting impression on the reader's mind because it stays with him, goes with him and does its work effectively every time it is read.
WIDENING THE APPROACH:
- Frequently, a businessman finds it difficult to send his representatives to all the places of his business connections.
- It is the letter that reaching any place at whatever distance. In its effect, a business letter helps widen the area of operation.
- Only letters can send the goods of a businessman to places thousands of miles away, ever across the country.
- Executives, professionals, politicians, etc. are difficult to be approached in person.
- But a letter can find easy access to one and all.
- A letter knows what is the right time to reach different persons.
- And it enjoys the advantage of being able to wait till the reader has leisure and inclination to turn to it.
- A commitment in writing binds the parties concerned to the text of writing.
- A letter, signed by a responsible person, is an authoritative proof of what is said in it.
- It can even be treated as a valid document that can be produced as evidence in a court of law in case of dispute.
- Action can be taken, responsibilities can be fixed and mistakes can be pointed out only if communications are had in writing.
- It is for this that oral communications over phone or telegraphic communications need confirmation in writing.
- An important purpose of a business letter is to sell the good reputation and friendliness of a company.
- It aims at building goodwill in customer company relationship, holding present customers and capturing new ones, reviving inactive accounts and inviting customers to buy more and varied products.
- The underlying purpose of all letters is to create customers by making friends.
- A business letter servers as a record for future reference.
- It leaves a more durable impression on the receiver's mind than an oral message.
- Since it can reach anywhere, it is used to widen the area of operations.
- It is used as a legal document.
- It is used to build goodwill.
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