Home
>
Writing
>
Creating Great Business Correspondence

Creating Great Business Correspondence

Obtaining the skills for writing good business correpondence is important; a job seeker needs to send customised job application letters. A secretary needs to send out an official invitation letter. A purchasing assistant may need to prepare an invoice. It does not necessarily imply that you must just have a good standard of English. You should remember that correspondence means to communicate a message. It is a two-way effort between the writer and the receiver.

Here are some tips:

The Printing

The quality of your printing reflects the stature of your own company. Ensure that your printer has an adequate ink cartridge and the printing is even. Do not set your printer to "quick draft" as the quality is not up to standard and may not be easy for the receiver to read.

Write To The Point

The structure of the business correspondence should always be to the point and not be opened to various interpretations. Your writing should not be repetitive and a business letter should preferably be a page long. If your receiver does not have any background information, you should include an attachment with the cover letter.

The Title Of Business Correspondence

The title of your business correspondence should preferably be a line long and not have a font that is too big. If the title is not clear, your letter may be put under the KIV tray of your receiver. There are many senior executives who empower their personal assistants to sort out their corporate mail.

Short Sentences Your sentences should not be too long. They should be consistent with the theme of the correspondence and you should avoid jargons or quotations.

Watch Your Punctuation

Punctuation rules should be adhered. With the popularity of office software tools, presentation bullets are used indiscriminately in all business correspondence. Please use this tool appropriately and maintain the official nature of your writing.

The Receiver's Details

It will reflect very badly on your professionalism if you make an error in the name or designation of your receiver. It implies that you do not take the business correspondence as important.

Your Contact

You should leave your direct contact number or even an email address if you need an urgent reply from the receiver. With the improvement in telecommunications, it is expected that the message be relayed in the quickest manner. It is not a good idea just to leave your corporate number with a voice mail.

Remember To Proofread

It is a good habit to proofread your writing; do not just rely on spell-check or grammar-check to do the job. As an illustration, after careful reading of your business writing, you may discover that your writing is too casual for the situation.

Fax Cover Letter

If your are sending out a fax, you must remember to include a cover letter to accompany the rest of the correspondence. This is to ensure that your receiver obtains all your correspondence.

Your Signature

You must remember to sign your business correspondence, where necessary.

About The Author

Colin Ong TS is the Managing Director of MR=MC Consulting (http://www.mrmc.com.sg). Please email him at http://www.mrmc.com.sg if your corporate website requires free content by him.

recurring maid service Buffalo Grove ..

In The News:

The iconic Mary Kay pink Cadillac goes electric with the Cadillac Optiq, available only to the company's top 1% of sales force performers.

Cybercriminals abuse trusted Intel driver to gain kernel access and shut down Windows Defender, enabling undetected malware deployment since July 2025.

Using email aliases for online shopping and subscriptions can protect your privacy by preventing companies from linking your activity across websites.

New research shows AI overlap does not equal job replacement, with knowledge-based roles seeing most integration while physical jobs remain least affected.

Scammers target seniors who avoid social media by exploiting public records like obituaries and real estate filings to steal personal information and money

Recovery team in Italy use AI-enabled drones to detect missing hiker's red helmet, leading to successful recovery after months of ground searches

Google Salesforce system breach exposes business data while scammers use incident to target users with fake security calls and phishing attempts.

Google announces Pixel 10 lineup with Tensor G5 chip and Gemini Nano AI, introducing Magic Cue, Pro Res Zoom up to 100x and satellite emergency support features.

C San Diego study reveals 86% of school safety companies monitor students 24/7 on personal devices, raising privacy concerns.

Users can now add their favorite outlets' coverage to the Top Stories section of Google search results by utilizing the 'preferred sources' feature. With just a few clicks, you can add Fox News.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Interstellar object 3I/ATLAS shows an unexpected frontal glow that Harvard's Avi Loeb says cannot be explained by sunlight reflection or standard cometary outgassing.

Receiving order confirmations for purchases you never made could mean your email address is being exploited in fraud operations targeting multiple retailers.

First wireless brain implant works with Apple's official protocol, enabling hands-free control of iPhones, iPads and Vision Pro through thought alone.

Data brokers sell personal details that scammers use to target retirement funds through fake financial advisor calls and convincing phishing attempts

Ten innovative tech solutions from gait sensors to smart pill dispensers help adults 65+ track fall risks and prevent injuries before they happen.

Meta AI internal documents revealed chatbots were allowed to flirt with children and engage in romantic conversations until the company was exposed by Reuters.

ChatGPT will avoid giving direct mental health advice under new OpenAI rules following instances where the AI model provided harmful or misleading responses.

Your phone tracks you in more ways than that little GPS icon suggests. Here’s how to find and clear hidden location logs on iPhone and Android.

Authorities in France and the Netherlands have been notified. Meanwhile, impacted customers are being told to stay alert.

Apple just rolled out a redesigned Blood Oxygen feature to specific models, following a recent victory in a legal dispute.

Kidney dialysis provider DaVita experienced a ransomware breach by the Interlock gang affecting 916,000 people in the second-largest U.S. healthcare attack of 2025.

A Chinese-made Unitree R1 robot walked Manhattan streets and shopped for shoes as part of KraneShares' $28 million AI robotics fund promotion campaign.

The ShinyHunters cybercriminal group breached Google's Salesforce system through vishing attacks, stealing business contact details and customer data.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Creating Great Business Correspondence

Writing