Corespondenta Comerciala

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COMMERCIAL CORESPONDENCE

As we know, the communication through letters is known as correspondence. We sometimes communicate our feelings or thoughts through personal letters that can be called personal correspondence. Regarding the commercial aspect, a businessman will also write and receive some letters in his daily activities, communication called business correspondence.

Business correspondence and business letters are a written form of communication between two business partners. Businessmen usually write letters to their suppliers and receive letters from the suppliers and the clients. Customers may write some letters to the business owners seeking price offers, information about the availability of the products, the asking price, the standard quality or to place orders. Considering this aspect, business letters are defined as a written means through which views and ideas are expressed and communicated in business related activities.

Correspondence, whether by letter, email or fax, represents a key aspect in the world of commerce. Commercial correspondence reflects into the competence and the professionalism of the person who has written the respective correspondence and of the company that person works for.

Clear and effective commercial correspondence is an important part when running a business, not mentioning that effective commercial correspondence can promote good business relations. Confusing and unclear commercial correspondence can cause numerous problems and can lead to many misunderstandings, delays and poor business relations. Writing skills regarding commercial correspondence should be as much a part of a business education as any other.

Business letters are the heartbeat of business communication. Therefore it is very important that extreme care and caution be practiced when drafting business letters. Different scenarios require different kind of business communication. The person in-charge needs to have the presence of mind and skill to be able to draft situation-specific business letters.

The format of business letters must be formal. As business communication via letters is sent on e-mail and even via post, it is important to remember that structure and layout of letters differs from organization to organization.

There is an acceptable structure for writing professional letters as noted in the guidelines below:

Your return address and the current date need to be placed at the beginning of the letter.

The employer’s address: includes name, title, department, and complete address of the organization

The salutation is the formal greeting of the letter. The salutation “Dear Mr.” or “Dear Ms.” preceding the individual's last name is appropriate.

The body of the letter comes after the salutation. The body can be three to five paragraphs in length depending upon the content and intent of the letter.

The closing follows the body of the letter. A formal closing, such as “Sincerely”, is appropriate.

Sign your name in blue or black ink.

If information is to be enclosed, then it is appropriate to place the word “Enclosure” followed by the name of the documents enclosed.

Usually businesses are not restricted to location, therefore production can take place in somewhere and consumption elsewhere. The businessmen can be located far away from consumers, so they won`t be having the time and the availability to keep a personal contact.

Therefore arises a need for writing business emails or letters. Now, the importance of business letters and even emails has been increasing due to the expansion of businesses and the increase in supply and demand.

Commercial correspondence is very important because:

helps in maintaining a proper business relationship

it is an inexpensive and convenient mode of communicating

creates and maintains goodwill

serves as piece of evidence

helps expanding the businesses

At present, when international relations are being rapidly developed, the role of business legal letters in this development is difficult to be overestimated. Any official business letter including legal letter serves for connection of institutions, organization and firms with each other and separate persons.

The specific character of business legal letters is that they do not only serve as a means of delivering information or(and exerting influence on the addressee, but appear to be legal documents. They are a variety of official business documents realizing official business style with all attributes inherent in it.

In accordance with the pragmatic purpose and subject-matter of legal business letters we can single out the following types: information letters, covering letter, inquiry letter (request letter and petition letter), reply to inquiry, claim (pretension letter and protest letter), letter of thanks and letter of guarantee.

BIBLIOGRAFIE

Wallwork A. (2014), Email and Commercial Correspondence: A Guide to Professional English, USA, Springer Publishing.