Communication is the backbone of business and official communication. It is the crucial channel through which information is passed between two parties in either written or digital format. The many forms of communication can be letters, memos, e-mail messages, text messages, voice mails, fax messages, and notes. With the advancement in technology, the tools and means of communication in business have also seen tremendous changes. From letter exchange to e-correspondence, the face of correspondence has evolved tremendously in the business world.
What is E-Correspondence?
Business executives write a large number of letters daily. These letters comprise of business enquiries, complaints, purchase orders, money orders, etc. They also need to correspond with other businesses to maintain good relations. e-Correspondence is an effective and hassle-free mode of sending and receiving all these kinds of communications using e-mails. The full form of e-correspondence is electronic correspondence since the flow of communication happens through electronic exchange.
Features of E-Correspondence
e-Correspondence has many useful features which businesses can utilize for a less time-consuming and cost-effective method of correspondence:
Benefits of E-Correspondence
The e-correspondence medium has become the soul of today’s business world owing to its gamut of advantages over other communication modes. Despite so many methods of information sharing like phones or postal mails, emails stand out as the most popular means. e-Correspondence started as a simple means of communication but is now something no business can do without.
Listed Below are Some of its Most Useful Features:
Main Components of an Effective e-Correspondence
Business professionals open their emails daily to decide and take action on something, answer a question, set up a face-to-face meeting, review a draft, etc. The emails tell them what needs to be done. Hence the format of an email is essential in making it an effective mode of communication. Important parts of an email include:
Subject Lines - Just like newspaper headlines, the email subject line tells the reader the main point of the email. It should be as specific as possible. One-word subjects are not informative and do not convey the importance of your message to the recipient. For time-sensitive messages, one must include the date in the subject line like “Meeting on 2nd December at 5 PM”.
Greetings and Sign-Offs - An email must begin by greeting an individual or group of people it addresses. One must not begin with the body of the message right away. It also should have a proper and polite sign-off. In case, you're not familiar with the person, the best practice is to address them formally, for example, “Dear Professor Sharma, “Hello Ms Mathur, etc.
If you're not familiar with the name of the person, some of the ways to address them could be “To whomsoever it may concern”, “Hello everyone”, etc.
A good closing is very necessary since it allows the reader to know who is contacting them. Ensure to sign off with your name at the end and if your reader does not know you well then you should include your designation and organization name you belong to. Closing must begin with any of the following words: “Thank you”, “Best wishes”, Regards” or something on similar lines.
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The Importance of E-Business Correspondence
E-Business Correspondence has a lot of importance. Its most important feature is the ease of access and communication with various organizations. People cannot be met face-to-face.
Business books help meet specific organizational goals. One can achieve goals with e-correspondence. Let's read some of them in detail.
Building and Maintaining Proper Relationships- It is not always possible for any business or organization to reach out to just anyone. This will cost any business. Here, business books will be useful in any business. It helps to maintain proper relationships between the clients. Business communication strengthens business operations by helping in internal communication. It makes communication within the organization clearer and clearer.
Types of Business Letters
Correspondence is varied so let's get acquainted with some of them.
External Correspondence- Means communication between two people. These are not members of the same organization. Any letters sent outside the organization are foreign letters. Customers and suppliers, banks, educational institutions, government departments fall under this category.
General Correspondence- Refers to books on common practices. Letters for questions, orders, answers, thanksgiving, invitations, and letters of appointment are common letters.
Sales Correspondence- Mention sales-related communications. Sales letters, sales reports, invoices, and order confirmation are sales letters. Delivery letters, statements of account, etc. here are some of its examples.
Personal Correspondence- Refers to books based on emotion. Request letters, recommendations, and congratulations are personal letters. An introductory book, offer, and rejection of terms are some of its examples.
Circular- Refers to the communication of a common issue to many people or firms. Circulars, tender notices, address changes, and new branch openings fall under this category. The introduction of new products is also an example.
Electronic Correspondence (EC) allows employers to access unemployment benefit documents in a secure email inbox. To obtain Electronic Correspondence, employers must register with an Employer Benefits Services (EBS) account. Employers who wish to receive paperless mail can access the documents in a secure email inbox by logging in to their EBS account.
When new letters are sent, the Texas Workforce Commission (TWC) also sends a notification email to the employer's email address linked to the EBS account. Documents can be viewed, printed, and stored. Documents included: