Needs of a business letter

Needs of a business letter

• Every business, whather big or small, has to maintain contacts with its suppliers, customers, prospects, government departments and the like.

• In this regular work, a businessman has to exchange information of varied types with different parties.

• Making and/or soliciting enquiries; placing orders for goods; acknowledging and executing orders; granting or applying for credit; complaining about dealer or mistake in supply of goods; making adjustments for customers' grievances; canvassing for the firm's new lines of goods or ideas; and a lot of such matters require communication.

• Included in this list is also the correspondence with government departments, such as the tax section if the local government, sales-tax and income-tax offices, etc.

• In the case of a very small business, letter-writing may be less important, but is not unimportant.

• As and when the business expands, its activities increase, as also the number of its suppliers and prospects.

• It is difficult to maintain personal contact with all these persons and institutions, particularly if the geographical distance between the firm and these outsiders widens.

• The best method for all these persons/institutions to contact each other is correspondence the written communication.

• We need to write a business letter to maintain contacts with the external world including other businessmen, customer and government departments.

• Letter-writing may be less important for a small business establishment but it is indispensable.