UNIT 3
TECHNICAL CORRESPONDENCE
Objective:
The essence of this chapter is to introduce the different types of correspondence in the
business industry.
INTRODUCTION:
Technical correspondence or writing is a broad term that encompasses different types of
technical documents used for specific purposes in various fields such as business, science,
engineering, industries, construction, etc. Technical document is written keeping focus on
the type of audience being targeted. The main aspects of this form of writing are given
below.
TYPES OF TECHNICAL CORRESPONDENCE
1. Internal Correspondence
Internal correspondence is a written communication between the employees, units,
departments, and branches of the same organization. Internal correspondence can either be
formal or less formal. Routine internal correspondences are usually less formal, such as
quick instructions between a supervisor and a staff, and these are normally in the form of
email.
There are other more formal types of internal correspondence which include promotion
letter, written reprimand, notice to explain, memorandum, formal requests for approval,
and letter of approval or dismissal. These types of communication are ideally printed on
paper, signed by the sender, and physically received by the recipient.
2. External Correspondence
External correspondence takes place between different organizations, or between an
organization and their individual clients. This is a form of written communication made by a
company to those who do not belong to their organization.
External correspondence is commonly made to vendors, creditors, suppliers, existing
customers, prospective clients, financial institutions, government offices, law and
accounting firms, business affiliates, sponsors or donors, and other offices that have either
direct or indirect business relationship with the company.
3. Sales Correspondence
Sales correspondence refers to sales-related communications. It is not limited to just selling
a product or service, but it also includes other activities relating to sales. Sales
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correspondence include marketing letters, offer and discount letters, sales proposals,
invoices, statement of accounts, sales reports, order confirmation, purchase orders, letters
of authorization, collection letters, and such.
For the purpose of selling, it is important to know how to write quality sales letters to be
able to communicate effectively. Also, marketing and offer letters should reflect truthful
and non-misleading information. Other kinds of sales correspondence — such as invoice,
purchase orders, and collection letters — must contain accurate information.
4. Personalized Correspondence
Personalized correspondence involved personal and emotional factors. Despite being
labeled as “personalized”, this type of correspondence can also be used for business
purposes. Examples of personalized correspondence include letters of gratitude, letters of
favours or requests, appreciation notes, letters of congratulations of commendation, and
such.
This particular type of correspondence doesn’t need to have a very formal tone. Though this
can be done via email, writing an actual, physical letter is more preferable because it has a
sense of personal touch. You may use a regular office paper for this, or perhaps a
personalized yet cheap note pads, or a greeting card for a certain purpose (e.g. Thank You
card, Congratulations card, etc).
5. Circulars
Circulars are notices that are communicated to a large number of people within the
organization. It is also referred to as office instructions or announcements. Often, general
announcements (such as changes in contact information, details about meetings with
shareholders, instructions about certain protocols, etc) are being communicated via
circulars.
IMPORTANCE OF TECHNICAL CORRESPONDENCE
Through technical correspondence, employees:
Maintain good customer–client relations (follow-up letters).
Ensure that work is accomplished on time (directive memos or e-mail).
Provide documentation that work has been completed (progress reports).
Generate income (sales letters, brochures, and fliers).
Keep machinery working (user manuals).
Ensure that correct equipment is purchased (technical descriptions).
Participate in teleconferences or videoconferences (oral communication).
Get a job (resumes).
Define terminology (online help screens).
Inform the world about a company’s products and services (Internet Web sites and
blogs).
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REFERENCES FOR UNIT 3
1. http://foundersguide.com/5-common-types-of-business-correspondence/
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