BUSINESS LETTER-FUNCTION

 

FUNCTION OF A BUSINESS LETTER

BUSINESS LETTER IS A SILENT AMBASSADOR OF GOODWILL:

(NEED OF BUSINESS LETTER)

A good business letter is a medium for communication between two parties. Every letter delivered by a business organization carries a message & helps to build the reputation of the firm. It is a messenger or silent ambassador of goodwill. The writer should develop healthy public relations and create business goodwill through impressive business letters. 

 FUNCTIONS OF BUSINESS LETTERS:

A letter serves various purposes. Every letter has its own function depending on the purposes of a particular issue. Similarly, Every business letter has to perform different functions; some are explained below:

1. Record: Business letters serve as a record of all the transactions with customers, suppliers, creditors, agreements, etc. Where memory fails, records come to the rescue.
2. Reference: Business Letters can be used for future reference. whenever anything demands past records, business letters are preferred.
3. Widening the approach: Generally, a businessman finds it difficult to send his representatives to all the places of his business connections. It is the letter that reaches any place at any time. In this way, it helps business organizations to widen their area of operation & help in the promotion of business.
4. Authoritative proof: A letter signed by a responsible person becomes an authoritative proof of terms and conditions.  It can even be treated as a valid document that can be produced as evidence in a court of law in case of a dispute. 
5. Building goodwill: A well-written business letter gives a good impression to the reader. Letters are proven better than oral communication. Hence, an important purpose of a business letter is to build a good reputation & friendliness for a company. 
6. Operational Functions:

• Increasing sales through Sales letters and promotional letters.
• Increasing the reach of a business through quotation letters.
• Importing things and services through order letters.
• Inquiring about the products and services through inquiry letter.
• Coordinating and confirming the business through execution letter.
• Making grievances, complaints & claim through claim and complaint letter.
• Collecting over dues through reminder letters. 
• Solving the problems in business execution.
• Removing misunderstandings through adjustment letters, etc.