Concept of Correspondence

AN organization is established with definite goals or objectives. For achieving these goals or objectives, different functions or activities are to be performed. Such functions or activities can be performed with the help of the exchange of facts, figures, and information. This information can be exchanged in written or verbal form. The exchange of information in written form is known as correspondence.

Such correspondence takes place within the organization or with any outside party to the organization. It is a formal written communication used to transmit information within and outside an organization. Such correspondence could be in the form of letters or messages or emails. Notably, verbal communication is not part of the correspondence. Different means of written communication such as letters, memos, directives, circulars, product manuals, etc. are included under correspondence.

Key Definitions

Defined By	Definition
S.P. Arora	“Correspondence can be defined as communicating in writing on the subject of mutual interest either within the organization or with an outsider”

From the above discussion and definitions:

• Correspondence can be understood as means of formal written communication within or with outside parties of an organization.
• It is communicating on given subject matter in written form so that thus created documents can be used for future reference or evidence.
• It includes writing through paper or electronic means for communication on a given subject, topic, or issue. In precise, correspondence is the means of written communication that takes place inside and outside of an organization which can be preserved as documents for future reference or evidence.

What are the key objectives of correspondence in an organization? To keep permanent records as documents during correspondence can be preserved for a long time To act as a source of evidence in case of future dispute or misunderstanding To provide a good impression through proper presentation of related subject matter To provide valuable information to all the concerned internal and external stakeholders

Need/Importance of Correspondence

Correspondence is a powerful means of written communication. It has both present and future use. It is crucial in the transmission of facts, figures, data, ideas, and information to concerned internal and external parties of an organization. In this regard, the need or importance of correspondence in an organization has been discussed below:

1. Exchange of Information: Correspondence is the process of exchanging information in writing. It is an exchange of news, views, ideas, opinions, suggestions, advice, etc. within an organization or outside the organization. Such exchange is done through the use of letters, memos, advertisements, proposals, reports, directives, circulars, etc.
2. Provide Written Record: Correspondence is the means of written communication. Such communication can be done with the help of different documents. These documents can be preserved as written records for future reference at the time of need.
3. Provide Evidence: Written documents are regarded as valid by law. Documents of correspondence are in written form. These documents can serve as proof if needed in the future. Any legal or other forms of dispute and misunderstanding can be resolved taking such correspondence as evidence as and when required.
4. Increase Goodwill: Correspondence helps in increasing the goodwill of an organization. Goodwill is the image or reputation of the organization in the perception of outsiders. Through correspondence, right and legitimate information is provided to concerned outsiders which enhances the goodwill of the organization.
5. Determine Responsibility: Correspondence is a written form of communication. It is the responsibility of the receiver to do accordingly after receiving such written information, authority or order. The written form of assigning responsibility is more than any oral form of communication.
6. Reliable Communication: Communication is the process of exchanging information. Correspondence is the process of written communication. This means correspondence makes communication reliable. A written form of communication has better value, acceptance, ownership, and accountability. Similarly, the receiver has the advantage of reading it many times to understand clearly what it means. This makes communication more reliable.
7. Maintain Public Relation: Correspondence provides the necessary information to outsiders of the organization. Such information is provided through reports, publications, press releases, notices, etc. This helps in increasing the credibility of the organization. This makes the public relation of the organization better and maintains such relations for the long term.

Letter and Its Essential Qualities

A letter is one of the widely used means of written communication in organizations. It is used to communicate different official affairs such as employee appointment and transfer, acceptance of proposals, bid acceptance or cancellation, addressing complaints, procurement orders, dispatch of goods, etc. Hence, it should be written in sensible, meaningful, complete, and to the point.  Apart from this, there are other essential qualities that a letter must possess. Such essential qualities of a letter have been explained below:

1. Simplicity: A letter should be written in a simple way so that it becomes easy for the reader to understand it. Simple words, sentences, and language should be used while writing a letter. Difficult and dual-meaning words should be avoided. Very long and complex sentences should also be avoided. The letter should be presented in a simple and meaningful way for easy grabbing of its meaning by its reader.
2. Correctness: A letter should be written with correct words, phrases, and sentences. It must be correct and specific to the subject matter. If any form of mistake is done while writing a letter, the information and meaning of the letter are misleading to its readers. A letter written in incorrect form is a source of misunderstanding with its reader. Therefore, a letter should be written correctly to draw the attention intention of the recipient.
3. Conciseness: The reader of the letter may not have sufficient time to read a very long letter. That’s why a letter should be written in a concise and still complete manner. No crucial information should be left out in the name of conciseness. Instead, unnecessary explanations, illustrations, and examples should be avoided while writing a letter to make it short and concise.
4. Originality: A letter should be written in the original style of the writer. This means the writer should use her/his idea, writing style, presentation of information, and expression of views or opinions in an original manner. Imitation or copying of other’s language, style, and expression while writing a letter should be avoided to keep its originality.
5. Sincerity: A letter should have the element of sincerity. It should have a sincere salutation and complementary closing. The content of the letter should be written with sincerity along with the support of authentic facts, figures, and information. It should be able to convince and win the confidence of the reader. This ensures a positive response from the reader of the letter.
6. Clarity: A letter should be written clearly and understandably. The meaning of the letter should be understandable to the reader. For this, the use of difficult words, unnecessary phrases or idioms, illustrations and examples, proverbs, etc. should be avoided. Short, specific, and simple sentences should be used for clarity of the letter written.
7. Politeness and Courteousness: A letter should be written with politeness and courteousness. Politeness and courteousness are concerned with providing respect to the reader. It is also concerned with the use of humble words, phrases, sentences, and language. No rude language, dirty words, and emotional expressions should be avoided while writing a letter. A good letter must be written in a sweet, polite, and courteous way. Words like requesting you, thank you, grateful to you, high gratitude to you, etc. can be used as per need to make the letter polite and courteous.
8. Effectiveness: A letter should be written effectively. Only effective letters can draw the intention of the reader with simultaneous fulfillment of the objective of the writer. Hence, it is important to write a letter considering the interest and requirements of the reader. It should be convincing and persuade the reader to reply promptly in a positive manner.
9. Attractiveness: The quality of looking nice and impressive can be regarded as attractiveness. A letter can look attractive if its parts, contents, and points are presented in a systematic structure. It should be written on plain paper with good handwriting. But electronically typed letters are more attractive and should be used while making correspondence in modern organizations.
10. Completeness: A letter is written to fulfill a definite objective. An incomplete letter cannot meet its objective of writing. That’s why, a letter should be written in a complete way without leaving any facts, figures, and information concerned with the subject matter for which a letter is being written. Only those letters with completeness while writing can serve the objective of it being written for.

Structure/Part of Letter

A letter is an important and effective means of written communication. It contains information passed by the sender to be translated and understood by the receiver. It can be more effective if it is written in a proper structure. The structure/parts of the letter have been discussed below;

1. Heading: Heading is the first part of a letter. It consists of the name and address of the sender. The address includes province, district, municipality or rural municipality, ward number, village, town, etc. of the sender. Modern offices use printed letter pads with heading for the attractiveness of the letter. Apart from this, the heading of a letter consists of date, reference number, organizational logo or symbol, trademark, and license number as per the nature and need of the organization.
2. Inside Name and Address: This is the second part of a letter. It refers to the name and address of the receiver. Such inside name and address are written just below the reference number and above the salutation. The name of the receiver should be preceded by a title of courtesy like Mr., Mrs., Miss, and M/S. The name and address written here should be the same as to be written in an envelope.
3. Subject and Reference: This is the third part of a letter written just below the inside name and address. It is the topic on which the letter is being written. It helps the reader to understand what is the content of the letter at a single glance. For making it quickly glanceable, the subject can be underlined or written in bold. In case it is a reply to an earlier letter, its reference number and date should also be mentioned in a separate line below the subject.
4. Salutation: Salutation is the complimentary greeting given by the sender to the receiver. It is respect or honor to the receiver of the letter. Salutation depends upon the relationship between the sender and the receiver as well as the position of the receiver. If the receiver is in a high position, the words like Sir, Dear Sir, and Dear Madam should be used. Similarly, if the relationship between the writer and the receiver is very close, the name followed by the word “Dear” can also be written. The use of a word like “Respected Sir”, “Respected Madam” etc. should not be used in formal letters as they are out dated. The position of salutation is below and to the left of the subject of the letter.
5. Body of Letter: This is the main part of a letter. It is the description or explanation of the subject matter of the letter. It is written below the salutation with a margin on the left side. The body of the letter should be written in a clear, concise, courteous, and complete manner. The body of the letter can be divided into different paragraphs as per the purpose or need of the letter. Generally, the body of the letter is written in three paragraphs of introduction, description, and conclusion.
6. Complementary Closing: It is the closing part of a letter. It is also providing respect or honor to the reader. The complementary closing depends upon the type of salutation used. If the salutation is ‘Dear Sir’ or ‘Dear Madam’, the complimentary closing should be ‘Yours Faithfully’ or ‘Yours Sincerely’ or ‘Yours Obediently’. Likewise, if the relationship between writer and receiver is friendly, complementary closing could be written as ‘Yours Truly’ or ‘Yours Affectionately’. The complementary closing should be written on the right side below the body of the letter and above the name and signature of the sender of the letter.
7. Name and Signature: The writer of the letter must sign it below the complementary closing and the writer’s name should be mentioned. Signature provides validity to the letter and name provides identification of the writer of the letter. A letter with no signature is considered unofficial and is not worth considering from the official point of view.
8. Enclosure: Enclosure is not part of a letter. Instead, it is the details of all the enclosed attachments to the letter. Such attachments could be reference letters, quotations, bills, cheques, drafts, etc. It is a checklist of all the documents presented along with the letter. It is mentioned in the left corner parallel to the signature in a letter.

Types of Letter

A letter is of different varieties depending upon the need, nature, and issue to be addressed by it. Different kinds of letters are used for different purposes and official or personal requirements. Broadly, a letter can be divided as follows:

1.    On the Basis of Priority

Priority is the preference or urgency with which a work is handled. A letter can also be handled based on priority. Such handling is based on importance or urgency. The letter receiving and registration section of the office should classify letters based on priority. According to the Administrative Job, Clearance Act 2026, government letters based on priority can be classified into the following categories:

1. Ordinary Letters:

Such letters carry general information which is valuable only at or for a time. They do not contain information relevant tothe future functioning of the office administration. Such letters involve notice, circular, and inquiry letters. Such letters should be proceeded for action within 3 to 7 days. The letter receiving section should present such letters to the concerned authority within 3 days of their receipt and the concerned authority should respond to them within 7 days.

• Urgent Letters:

Urgent letters carry some important messages requiring quick action. The word “Urgent” should be mentioned on the envelope of such letters for quick recognition and response. Such letters are to be presented to the concerned authority within 2 days of their receipt and the concerned authority should respond to such letters within 5 days.

• Most Urgent Letters:

The letters requiring a more quick response from the receiver are the most urgent. The word “Most Urgent” should be marked on the envelope and inside of such letters for quick identification and response. The receiver of such a letter should present it to the concerned authority within the same day of receipt and the concerned authority should respond to such letters within 3 days.

• Immediate Letters:

The letters consisting of the word “Immediately” on the envelope are immediate. Such letters need immediate response and action from the receiver. Immediate letters should be presented to the concerned authority immediately after they are received and the concerned authority should provide a response to such letters within the same day of its receipt. If the response on the same day is not possible, the response to such letters should be provided in the first hour of the next office working day.

• Confidential Letters:

The letters marked with the word “Confidential” are confidential letters. They require quick response and secret action. Such letters should be presented to concerned authority for secret action as soon as possible it is received. The subject matter of such letters should not be disclosed publicly until the purpose is met. It includes quotation letters, legal use letters, punishment letters, etc.

• Very Confidential Lettter: The letters marked with the words “very Confidential” or “Strictly Secret” on their envelope and the face of the letters are very confidential letters. The subject matter of such letters should never be brought into public knowledge. Such letters are to be presented to the concerned authority of the officer as soon as they are received. The concerned officer should read and bring such letters into action secretly. Letters related to severe court cases and criminal offenses come under such a category of letters.

2.    On the Basis of Objctive Use

Letters are written to facilitate different objectives. Such objectives could be related to governmentaffairs,  procedures, business dealings, personal matters of individuals, or for the purpose of job search. Based on objectives, letters can be classified as under:

1. Government Letters:

These are the letters written by one government office to another government office or other private offices. This also includes letters from government offices to individuals for official purposes. This includes letters of instruction, guidance, budget release, project progress status, budget expenditure, project commencement, and completion, etc. used during communication of ministries, departments, and operating offices. Similarly, government letters also include letters written by government offices to private business enterprises and different social institutions.

• Application Letter:

This is a letter written and submitted in search of employment. This letter is also called an employment letter. Through such an application, the applicant is selling his/her service and worthiness for the job to the employer. In precise, it is a letter written to apply for a vacancy based on required qualifications, qualities, and experience.

• Personal Letter:

Personal letter is a letter written by an individual on personal matters to his/her family members, friends, and relatives. Such letters include personal matters such as health, education, current status, and prospects of the writer. This letter is written to show low, respect, affection, and intimacy to its reader. There is no specific format for writing a personal letter. It can be written as per the need, comfort, and convenience of the writer as well as its reader.

• Business Letter:

A business letter is written for business purposes. This means it is written on trade, investment, and business-related affairs by an organization to another organization or individual or group of people. This letter is an effective means of written communication between the sender and the receiver. It is written on business-related affairs such as inquiry, purchase, sales, product dispatch, complaint handling, and so on. Business letters include inquiry letter, quotation letter, order letter, confirmation letter, letter of complaint, adjustment letter and reference letter.