UNIT III

SPECIFIC BUSINESS CORRESPONDENCE

Prepared by

Mary Ann Negi

COURSE CONTENT
UNIT III
1. Specific Correspondences
a) Letters
a. Letters of application
i. Unsolicited letter of application with CV
ii. Solicited letter of application with CV
b. Letter of Enquiry/Inquiry
c. Reply to letter of Enquiry/Inquiry
d. Order letter
e. Payment letter
b) Curriculum Vitae
c) Job descriptions

Business communication in written form requires skill and expertise. From text messages to
reports, how the writer represents him or herself with the written word matters. Writing in an
online environment requires tact and skill, and awareness that the information written may be
there forever. Written business communication represents the individual and the organisation and
therefore the writer’s goal is to make the message clear, concise, and absolutely professional.
Writing is a communicative act. It is a reflection of the communication process and represents
each of the components of the process in many ways. Yet, because many people tend to think of
writing as a one-way communication and it ends with sending off the information.
However, the best praise for work may be the sound of silence and action at the receiver’s end,
as the document has fulfilled its purpose without error, misinterpretation, or complaint and
moved towards the action required the letter. Praise for the writer may come in the form of
increased referrals, or leads for research and other purposes.
LETTER WRITING
Letter writing is an essential skill. Despite the prevalence of emails and text messages, everyone
has to write letters at some point. A letter is written with a purpose. The achievement of such
objectives depends upon the effectiveness of the letter. An effective Letter gives the positive
impression and impetus the receiver to do the job as the writer wants. There are many kinds of
letters such as letters of complaint, job applications, thank you letters, and letters requesting
changes or making suggestions— the list goes on and on. Encouraging children to write letters
from an early age will improve their communication, social and handwriting skills, and teach
them what they need to know about writing and structuring letters.
Writing letters can be extremely therapeutic and can help to relieve anxiety. The motion of
putting pen on paper provides clarity and peace. Research also suggests writing letters to your
nearest and dearest to share your love and show your appreciation can help you to feel happier
and more satisfied and content in the fact that there is a constant contact established.
A letter is a written message that can be handwritten or printed on paper. It is usually sent to the
recipient via mail or post in an envelope, although this is not a requirement as such. Any such
message that is transferred through the post is a letter, a written conversation between two
parties.
Today with the influx of Information and Communication Technology, the patterns of letter
writing has changed considerably. Most letters begin on the left margin. Methods of sending
letters too have changed. Handwritten letters are few and far between, the mode of letter writing
is now dependent on the computer. However, the content of the letter may vary, depending upon
whether the letter is informal, semi-formal or formal. Each type of letter follows a particular
format.
There are two basic styles of letters: block form and indented form. However, there is a one inch
margin on all four sides of the paper.
Block format is typically used for business letters in this age of computers. In this format, the
entire text is left aligned and single spaced. The exception to the single spacing is a double space
between paragraphs.
Indented format is the oldest style of writing business letters. In an indented format letter, the
first word of every paragraph is written leaving five spaces from the margin. The second line
starts from the margin.
Letter writing is an essential skill. Despite the prevalence of emails and text messages, everyone
has to write letters at some point. Letters of complaint, job applications, thank you letters, letters
requesting changes or making suggestions — the list goes on and on. Encouraging children to
write letters from an early age will improve their communication, social and handwriting skills,
and teach them what they need to know about writing and structuring letters.
Handwritten letters have a charm of their own. The writer can take time to think about what one
wants to say. The receiver can keep letters to read again and again. One can admire the
handwriting; share dreams and thoughts. Responding by letter is very different to the immediacy
of a text message or an email that prevails today, in the fast paced world.

Tips for writing good letters

TYPES OF LETTERS
Before writing a letter, consider the formality level of your letter: informal, semi-formal or
formal.
Informal letter: It is a letter you would write to an acquaintance, a friend or family member.
The writer can even use contractions such as – you're, she's, or he's etc. Though the letter is
informal, the writer can start with pleasantries but should not lose focus on what is being
communicated. All letters usually start with an informal salutation and an informal letter adds a
personal touch to one's thoughts and ideas. This type of letter is very spontaneous in tone and content.
This letter is to share information or details that are mutually interesting to both parties.
Semi-formal letter: This kind of letter is written to someone that you know by name and with
whom you have a professional or business relationship with, such as your teacher, accountant,
landlord, etc. These letters are sent to people who are not friends but acquaintances. They are
more polite than an informal letter and are written in a neutral style, not too formal or
too informal. The surname should be used when addressing the recipient of the letter
Formal letter: A formal letter is essential in business and throughout your career. Begin with the
sender’s name and address. Some companies use letterheads which and it includes the
company’s contact information and the company’s brand logo. This letter apart from being brief
it should be courteous and illustrate the purpose of the communication. There should be no
ambiguity or error, as it could generate miscommunication and misunderstandings. This letter
cannot use contractions and the information must be conveyed in a diplomatic and tactful
manner. Each thought should be contained in its own paragraph. Keep paragraphs short to keep
your message clear. There should not be more than four sentences to a paragraph. Usually
business correspondence does not exceed a single page, including copies and attachments.
Tone of a letter: The tone reflects the attitude of the writer to the addressee and the relationship
between them. An informal letter is written to your friends and family. These letters contain informal
language, almost like a spoken language. Nonetheless, writing has its own conventions and you need to
follow them. The language is very informal and colloquial. In this letter, idioms are also permitted with
abbreviated forms. The tone of an informal letter is friendly. Therefore, these letters are also called
social letters. Though it is an informal letter, it is good to keep the tone and content of your letter
appropriate and relevant to the recipient – such as writing a letter to your grandmother, for
example, might sound different and contain different details than writing a letter to your college
friend.
The letter-writing format you choose depends on your audience. For a friend or close relative, a
casual message is usually the best.
Some include:
 Handwritten letters
 Email letters
 Typed social media messages
Business Letters: For business purposes you communicate to people you may not know well,
therefore a typed formal letter is almost always the most appropriate choice. These are just a few
kinds of letters that you might need to write in a formal environment. Writing a formal letter is
effective as:
Cover letter: This letter is also known as a covering letter or application letter, is a one-page
document that introduces a job seeker who applies for a job. It is a written document commonly
submitted with Curriculum Vitae which details the applicant’s credentials and interest in the
vacant position. A cover letter is an important document to demonstrate your experience and fit
for the position. When writing a cover letter, you should:
 Introduce yourself.
 Mention the job (or kind of job) you're applying for (or looking for)
 Show that your skills and experience match the skills and experience needed to do the job.
 Encourage the reader to read your resume.
Reference letters: This letter is a positive endorsement of a person's skills and attributes, written
by someone familiar with their work, character, and accomplishments. Reference letters are
needed when applying for jobs, internships, volunteer positions, colleges, and graduate school
programmes. The reference letter explains why the reader should select a candidate, and what
qualifies them for the opportunity for which they're applying. Letters may be requested by the
organization that is considering the individual for employment or acceptance at an institution, or
they may be offered by the job seeker or applicant.
A reference letter provides information about the candidate from an outside source and the
person who writes the reference letter is cited as a reference in the curriculum vitae, The act of
referring to something or someone means looking at information about a person about another
person's character, abilities, etc. The middle paragraphs of the reference letter contain
information on the person you are writing about, including why they are qualified, and what they
can contribute to the work of the organisation. Be specific with an example of why this person is
a qualified candidate. A reference letter can also be a recommendation letter.
Letter Length, Format, and Font: The style of your reference letter is almost as important as
the content of the letter. Here are some tips on how long your letter should be and how to format
it.
 Length: A letter of recommendation should be more than one or two paragraphs and should
not exceed one page. A very short letter will suggest that you either do not know the person
well enough to recommend or give a reference about or that you do not fully endorse them.
However, you must keep the letter concise and focus on a few key points. Three or four short
paragraphs that explain how you know the person and why you recommend the person is an
appropriate length.
 Format: A letter of recommendation should be single-spaced with one space between each
paragraph. Use a 1" margin on all four sides of the page, and align your text of the letter to
the left margin.
 Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size
should be in point size 12 and should be easy to read. You could also adjust the font size to
keep your letter to a single page.
Qualities of a Good Formal and Semi Formal Letter
A letter is written with a definite objective. The achievement of such objectives depends upon
the effectiveness of the letter. An effective letter gives a positive impression and impels the
receiver to do the job as the writer wants. The effective letter is one which possesses following
qualities:
1. Clarity: The effort of letter writing is meaningless if the matter of the letter is not clear to the
reader. In order to make clear to the reader, it should be drafted by using simple, short, sweet
 words and sentences. The intention of the writer can be understood by the reader only when
the Letter is written dearly.
2. Correctness: The clearness of the letter depends on its correctness. The letter should be
correct in terms of language and information. The writer should draft the letter by using
correct spellings, words, grammatical structure, sentences and giving the correct information,
data, and figures.
3. Completeness: A Letter, on the one hand, should be concise and, on the other hand, it should
be complete. The letter should include all the information that the reader wants. An
incomplete Letter adds confusion, wastes time money and efforts.
4. Simplicity: The language used in any letter should be simple and unambiguous. The reader
and writer of the letter should have the same thoughts communicated through the words in
the letter for it to be effective and result oriented.
5. Conciseness: A Letter should be as short as possible. The writer should never write more than
what makes the meaning of the letter clear to the reader. An unnecessary discussion should
be avoided and economy of words should be enforced.
6. Attractiveness: The Letter should be attractive in its appearance. The proper document design
plays a prominent role to make the letter attractive. It should be folded properly and should
be put in a right-sized envelope.
7. Coherence: Effectiveness of a Letter depends to a great extent on its coherence or unity.
Coherence means writing the matters of the letter in a sequential manner. Information should
be followed by other information in a sequence and one paragraph should be supported by
another paragraph. Only the necessary information communicated in polite language and
form helps in impressing and convincing the receiver to respond and act favourably.
8. Courtesy: A letter should be written by giving due respect to the feeling of the reader.
Courtesy or politeness is achieved by showing attitude and friendly behavior towards the
reader. A courtesy letter always helps in increasing goodwill and maintaining warm relations.
It costs nothing but pays many things.
9. Effectiveness: An effective letter is one which achieves its objectives. It impacts receiver to
do just what the writer requires through the communication. If the letter possesses all the
qualities discussed above, it is regarded as an effective letter which fulfills the purpose of it
being written.
Objectives of letter writing
 A Letter bridges communication gap between two or more parties.
 A Letter can create awareness, inform or provoke a thought in the receiver or the mass.
 A well-written letter is a good way to express one’s feelings.
 A heartfelt letter acts as a personal memoir and may be preserved by the receiver.
STRUCTURE OF A LETTER
1. Heading or Mast of the Letterhead: Heading is the first part of the letter. It indicates who is
writing the letter. It consists of name, address. E-mail address, website address, telephone
number, fax, number and post box number of the organization of the sender of the letter. It
also includes the date and reference number of the Letter. The heading is found in printed
form on top of the letter which is also known as letterhead.
2. . Logo/Contact: A formal business letter normally includes a logo or contact information for
the organization in the header (top of page) or footer.
3. Receiver’s address: This is the second part of the letter. It consists of name and address of the
receiver to whom the letter is written. The inside address should be exactly the same as the
address of the receiver written envelope. It is written in three lines. The first line consists the
name of the firm or person, the second line contains the name of the street and the third line
contains the name of the city. The name of the firm and person used in the inside address
must have proper courtesy titles like Mr., Mrs, Dr., Prof. , etc.
4. Salutation: This is a greeting and forms is the third part of the letter. It is the greeting or
honor given to the receiver by the writer. The words of salutation tone used in the letter
depend upon the receiver by the writer. The words of salutation such as Respected Sir, Dear
Sir etc. are used for honouring the receiver.
5. Subject heading: This is the fourth part of the letter. It is written for informing the receiver
about the subject or theme of the letter at a glance. It helps the reader to know exactly at very
first sight, the details of the information contained in the letter. The following is an example
of the subject heading of a business letter:
6. Body: This forms the fifth part of the letter. It is the most important part of the letter from the
viewpoint of the writer and reader. It relays the whole message to the receiver clearly,
concisely, completely, correctly and courteously. It is divided into three paragraphs. The
first is the introductory paragraph which begins with the purpose of the letter. The second
deals with the main subject matter of the letter. The third is concluding paragraph which
concludes the message of the writer, anticipating a reply and action to the sender of the letter
If you have a list of points, a series of facts, or a number of questions, they belong in the
body of your letter. You may choose organizational devices to draw attention, such as bullet
points, or simply number the points. Readers may skip over information in the body of your
letter, therefore it is necessary to make sure you emphasize the key points clearly in point
form. This is your core content, and the writer can outline and support several key points.
Specific, meaningful information needs to be clear, concise, and accurate.
7. Conclusion to the letter: The conclusion can serve to remind the reader, but should not
introduce new information. A clear summary sentence will strengthen the writing and
enhance effectiveness. If the sender requests or implies action, the conclusion needs to make
 clear what is expected from the receiver of the letter. It is usually courteous to conclude by
thanking the recipient for his or her attention, and to invite the person to contact the writer if
the writer can be of help or for any questions that may arise.
8. Complimentary close: This is the sixth part of the letter, and the act of concluding the letter
by giving due respect to the receiver. This is called complementary closing. It must agree
with the salutation.
 When the salutation is to an unknown person such as “ Dear Sir” or “Dear Madam” the
close should be “Yours Faithfully”
 When the salutation is by name such as “Dear Mr. Phiri”, the close should be “Yours
Sincerely”
9. Signature: A signature is the last part of the letter. It contains a signature, name, and position
of the writer. The writer must sign the letter for its validity and authenticity. The writer must
write his name and position for his identification.
10. Enclosures/Attachments: Just like an e-mail with an attachment, the letter sometimes has
additional documents that are delivered with it. This line indicates what the reader can look
for in terms of documents included with the letter, such as brochures, reports, or related
business documents.
11. CC: The abbreviation “CC” once stood for circulating carbons but now refers to courtesy
copies. Just like a “CC” option in an e-mail, it indicates the relevant parties that will also
receive a copy of the document.
SAMPLE LETTERS
UNSOLICITED LETTER OF APPLICATION FOR A JOB
Date
To address in full
Dear Sir/Madam
Ref: Application for a post of a Primary School teacher
I wish to apply for the post of a teacher in your esteemed organisation. I am a graduate in Early
Childhood Education (ECE). I have three months experience in a private school. I am confident
that my work will meet your requirements and expectations. My particulars are in the
Curriculum Vitae which I have attached along with this letter. I shall be happy to attend an
interview on any working day at a time suitable to you.
I look forward to a positive reply
Yours faithfully
Name
Enc: CV
SOLICITED LETTER OF APPLICATION FOR A JOB
Date
To address in full
Dear Sir/Madam
Ref: Application for a post of teacher, The Daily Mail dt.20.1.2022
I respond to the advertisement in the newspaper cited above where you have called for Primary
School Teachers. I wish to forward my application for the post in your esteemed organisation. I
am confident that my work will meet your expectations. My particulars are in the Curriculum
Vitae which I have attached along with this letter. I look forward to attending the interview.
Yours faithfully
Name
Enc: CV
LETTER OF ENQUIRY/INQUIRY
Date
To address in full
Dear Mr. Phiri
Ref: Price List for stationery
We wish to enquire about the availability and prices of the following material.
1. Note books (200 pages/ruled/foolscap) 200 nos
2. Pencils (black lead HB) 500 nos
3. Erasers (pencil) 500 nos

I wish to know the schedule by which the ordered goods will reach the school. Kindly also
inform the undersigned the procedure that your company observes with regard to the transport of
goods.
Assuring you of our cooperation at all times
Yours Sincerely
Name
LETTER REPLYING TO THE ENQUIRY/INQUIRY
Date
To address in full
Dear Mrs. Banda
Ref: Your request for Price List
We have received your letter asking for the price list of the following items. I have listed the
prices for each against the items you listed in your letter. The items when ordered will be
delivered to your school by courier within 48 hours from the date of placing the order.
Item Quantity Price
1. Note books (200 pages/ruled/foolscap) 200 nos (K15.00 each) K 3000.00
2. Pencils (black lead HB) 500 nos (K5.00 each) K 2500.00
3. Erasers (pencil) 500 nos (K3.00 each) K 1500.00
Total K 7000.00
I look forward to receiving your order.
Yours Sincerely
Name
LETTER PLACING AN ORDER

Date

To address in full
Dear (fill in correct name)
Ref: Your request for Price List
Thank you for the price list asking for the items we had requested. We are placing our order for
the items given below.
Item Quantity Price
1. Note books (200 pages/ruled/foolscap) 200 nos (K15.00 each) K 3000.00
2. Pencils (black lead HB) 500 nos (K5.00 each) K 2500.00
3. Erasers (pencil) 500 nos (K3.00 each) K 1500.00
Total K 7000.00
You have I look forward to receiving the goods at the school within 48 hours. The date of the
order is cited above on this letter.
Yours Sincerely
Name
LETTER OF PAYMENT FOR GOODS RECEIVED
Date

To address in full
Dear (fill in correct name)
Ref:
Thank you for the goods received. We have received the following quantities of the items we had
requested within the time schedule you had indicated in your letter. Please find enclosed
ZANACO bank cheque No.l00000000 dated ............. made out for K 7000.00 (Kwacha Seven
Thousand only).
Item Quantity Price
1. Note books (200 pages/ruled/foolscap) 200 nos K 3000.00
2. Pencils (black lead HB) 500 nos K 2500.00
3. Erasers (pencil) 500 nos K 1500.00
Total K 7000.00

Thank you for your prompt service.

Curriculum Vitae (CV): The term is the Latin phrase “curriculum vitae” meaning “course of
life” This is an advertisement about oneself. It is also referred to in short as CV, and it is a
document used when applying for jobs. A CV is a marketing tool and may be one of the most
important documents you write in your professional life. It is the sum and substance of your
work history and education and indicates a particular career direction. It should demonstrate
credibility and be interesting. Because your CV is like a personal advertisement, it should
convince a potential employer that you are an outstanding candidate for the job and that you will
contribute to the organization.
Your CV has to sell you in short order. To prepare a successful CV, you need to know how to
review, summarize, and present your experiences and achievements on one page. Unless you
have considerable experience, you don't need two pages. Outline your achievements briefly and
concisely.
A CV allows you to summarise your education, skills and experience enabling you to
successfully sell your abilities to potential employers. A CV is often an employer’s first
impression of your professional and academic credentials, so it’s important to structure it in a
way that best showcases your accomplishments and experience.
Every CV should include the following sections:
 Contact Information: address, phone number, and e-mail address. Be sure to provide both
permanent and current address, and the telephone numbers.
 Personal details: Your name, NRC, Passport details etc.
 Education: List the names of the institutions you attended with the most recent listed first.
List the degree received plus your major area of study. Include special programs from your
university, such as junior year abroad, a six-month internship, etc. Indicate either the degree
name or the degree initials. Indicate the area of specialization or major after the degree title.
Include the thesis topic in italics if it relates to your professional goals.
 Work Experience: Include nonpaid work, volunteer work, part-time and temporary
positions, internships, unstructured work, self-employment, odd jobs, and miscellaneous
informal services you may have provided to your academic department or lecturer.
 Other professional skills: A concise statement highlighting your strongest skills and areas
of professional expertise can be an advantage to you, especially if you have a mix of
experiences in your career history.
 Computer Skills: It is advisable to provide information about your computer skills.
Languages If you are fluent or conversant in several languages, list the languages you speak
and/or write as follows: “Fluent in French, proficient in Japanese, knowledgeable in
Spanish.” Think carefully about your level of proficiency. Do not overrate your skills as you
may be asked to demonstrate your language ability during an interview.
 Interests One or two lines about your outside interests, hobbies, or travels can sometimes
add interesting information to the interview and may spark conversation. You may add key
or special skills or competencies, leadership experience in volunteer organizations.
 References You can write "References Available upon Request" if you have space.
Employers will ask directly for references, so prepare a list with names, titles, addresses, and
telephone/fax numbers. Ask people if they are willing to serve as references before you give
their names to a potential employer. Give careful consideration to your choice of references,
as some will be more appropriate to an employer than others.
 Additional sections that can be included on a CV include: Professional certifications,
Hobbies and Interests, Languages, Volunteering, Projects, Publications, Awards and
Conferences. Mention academic honors including a brief explanation of honors or awards
that are not self-explanatory, particularly for international students. It is not necessary to
include your grade point average unless requested by an employer.
The CV should be professional and should include your important data.
Do not include the following information such as: age; ethnic identity; political affiliation;
religious preference; marital status; sexual orientation; height; weight and health. Generally,
avoid information about your marital status, children, or age in this section (unless you feel it
 is relevant to the work you will be expected to do).
Tips will make your resume easier to read and/or scan into an employer's data base.
Use white or off-white paper.
Use 8-1/2- x 11-inch paper.
Print on one side of the paper.
Use a friendly font (Arial, Times or Courier) size of 10 to 14 points
Use non-decorative typefaces.
Choose one typeface and stick to it.
Avoid italics, script, and underlined words
Do not use horizontal or vertical lines, graphics, or shading.
Do not fold or staple your resume.
If you must mail your resume, put it in a large envelope
There is no consensus as to what length your resume should be. The length depends on the depth
and scope of your individual experiences. Try to keep it to either one full page or two full pages.
Leaving it at 1½ pages isn't as professional as one or two full pages.
Keep paragraphs brief: no more than five to six lines. If you have a long paragraph on your
resume, break it up into several shorter ones.
Eliminate every unnecessary word. Putting your resume/CV on-line
Once you are satisfied with your resume/CV you should consider putting it in one of the CSO’s
electronic resume books. These books can be found at: www.erecruiting.com. Employers are
very interested in viewing resumes/CVs on line when hiring. This will also give a larger number
of employers the opportunity to view your resume/CV easily and often.
Cover Letters: When responding to an advertisement it is called a solicited letter. When an
applicant forwards a letter and CV blindly, it is an unsolicited letter.
The purpose of a cover letter is to introduce yourself to an employer and to state your interest in
an organization or a particular position. A cover letter is an opportunity for you to highlight
aspects of your background that are especially relevant to the potential employer. A cover letter
should always accompany your resume/cv. Cover letters have a standard structure: opening
paragraph, in which you explain why you are writing, what you would like to do, and the kind of
job you want. Explain where you heard of the opening or why you selected this employer for an
inquiry.
Job description: Human resources specialists are responsible for recruiting, screening,
interviewing and placing workers in jobs in offices and organisations. They may also handle
employee relations, payroll, benefits, and training. ... They oversee specialists in their duties;
consult with executives on strategic planning, and link a company’s management with its
employees.
A job description is a written narrative that describes the general tasks, or other related duties,
and responsibilities of a position. It is an informative documentation of the scope, duties, tasks,
responsibilities and working conditions related to the job listing in the organization through the
process of job analysis. Job description also details the skills and qualifications that an individual
applying for the job needs to possess.
A job usually includes several roles. The job description might be broadened to form a person
specification or may be known as “terms of reference". The job description explains to potential
candidates the detailed job requirements such as responsibilities and objectives of the role. It
helps the recruitment process by providing a clear overview of the role for all involved. It can
also provide clarity during induction and later, on performance and objectives
It is important to understand a job description to Help Identify the Right Employees for a Job.
Job descriptions can help identify particular skills or abilities that are necessary for a position or
the environmental pressures that apply to the position. A good job description tells the applicant
what the position may involve or require.
Specific purpose job description includes detailed information about job responsibilities of an
employee. It also covers sub tasks, essential functions and detailed job duties. It involves huge
amount of details such as what an employee needs to do, how it is to be done and what are the
performance standards, etc.
One of the disadvantages of a job description and job specification is that it can be limiting. In a
workplace where employees work across different roles, a job description detailing duties for one
position might give employees false expectations of the role and lead to confusion.
A job description protects employers and employees because job descriptions are used for a
variety of practical and legal reasons. They help companies make sure all the necessary tasks the
company needs done are assigned to specific employees, explains USLegal.com. Job
descriptions help companies create organization charts and improve workflow within and among
departments.
Describe your current job responsibilities" in an interview
1. Remember the responsibilities listed in your resume.
2. Connect your responsibilities to the ones in the job posting.
3. Use details when explaining your larger and important projects.
4. Describe how you use your skills to benefit the company.
How to Write a Job Description
An employee job description should include information about the duties you expect potential
employees to be able to accomplish. Writing a job description requires one to do research and
know details about the job. The benefits of writing your own job description include:
• Working on projects you enjoy
• Being more motivated and engaged at work
• Delegating tasks someone else does better
• Developing new skills
• Adding more value to the company
If your employer agrees to adjust your role to match the description you create, you might find
yourself in a rewarding and enjoyable job made just for you.

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