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3 Correspondence

Introduction

Much of the communication that takes place in an organization is in writing. Thus
handling correspondence is an important activity of the office. Correspondence
can be defined as communicating in writing on subjects of mutual interest either
within the organization or with an outsider. It includes written communication
such as letters, applications, circulars, quotations, orders, complaints, etc. The main
objective of correspondence is to convey the ideas, thoughts or information without
personal contact. The advantages of communicating in writing is a means to disperse
information within the organization and to carry on communication with the people
outside the organization. Correspondence within the organization lends definiteness
to corporate policies and practices, promotes understanding between members and
departments of the organization. Correspondence with outsiders promotes image
of the organization, clarifies its policies, keeps its legal entity intact and keeps its
operations going.

Now a days, electronic medium correspondence i.e. e-mail, a new revolution in the
field of correspondence has been developed. E-mail is very popular and treated in the
same way as the paper correspondences are treated. E-mail can be used for informal
communications in place of telephone calls or to transmit formal correspondence. Use
of e-mail has been increasing day by day because this is faster, cheaper and advanced
nature. In spite of these advantages of electronic medium, paper correspondence has
always been the best, trustworthy and powerful medium of communication.

Importance and objective of correspondence

The importance and objectives of correspondence in all types of office is as follows:
Easy and economical medium: Correspondence is a written form of communication,
which is very easy to apply and use. It is economical for all types of offices. Simple
rules and formats are followed for internal and external communication which is easy
and economical.
Maintain public relation: Public relation is very important part for any type of
office in this competitive era. Correspondence is a strong means of communication

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