Written Correspondence
written correspondence is one of the methods of connecting people related in any way. when written correspondence is used in business, it is called business correspondence. It is used in the industry to exchange information maintaining professional relationships between the organizations, clients, and employees.
'You Attitude' or 'You view-Point'
A letter with 'You - attitude' means Reader-centered writing. Effective writers make the audience believe that the most important person in their business relationship is “you”, the reader. In a business letter the writer should not focus on the ‘I or we viewpoint’ but instead focus on the ‘You viewpoint’. Example-
'I centric'- 'I have shipped the computers you ordered today'. (writer's action)
'You attitude'- 'You will receive your order of computers on Friday.'
The first sentence mentioned the writer's action but the second sentence satisfied the receiver's query of the delivery date.
Any form of business writing that focuses on the reader's needs will generate goodwill and lead to a positive result.
Features of Business correspondence-
The different types of business correspondence are notices, circulars, memoranda, letters, emails, etc. Each correspondence is meant for a specific purpose but must have certain features that bring effectiveness. Few features are mentioned below-
- Clarity
- Correctness
- Completeness
- Conciseness
- Courtesy
- Concreteness
- Consideration, etc
1. CLARITY:
Clarity means ensuring a clear and easily understandable message. Business correspondence must avoid any confusion. One message should have only one point for discussion. Jargon, high-sound words, and very lengthy sentences should be avoided.
Example-
'I centric'- We are happy to send you a catalog.
'You attitude' - You will receive the catalog at your address.
2. CORRECTNESS:
Correctness is the soul of communication. The message should be correct in all the ways like-
1. in data presentation (facts and figures),
2. in language (grammar)
3. in the selection of transfer channel/medium
A correct message has a greater impact on the receiver.
Examples –
'I centric'- We will send your order on 24st Nov, 2019.' (incorrect date)
'You Attitude'- You will receive your order by 24th Nov, 2019.
3. COMPLETENESS:
Completeness means that a message should be complete in all ways and must include all the relevant information. Complete information helps in better understanding and decision-making by the receiver.
Example
'I centric'- I have fixed a meeting for you in the evening in Harmony Palace.
'You attitude'- You are required to attend a meeting at 5:00 PM at Table number 5 in Harmony Palace, Meerut, UP.
4. CONCISENESS / BREVITY:
‘Brevity is the soul of wits’
Conciseness means brief (short). A message should be precise and to the point. Unnecessary words and lengthy sentences should be avoided.
Example
'I centric'- We have delivered all the items written by you in a safe manner.
'You attitude'- Your order no-34/K-L has been delivered safely.
5. COURTESY:
Courtesy is the mark of effective communication. It must include the words as well as terms that show respect for the receiver. Polite and positive words should be used in communication.
Example
'I centric'- I am sorry, I could not complete your order on time.
'You Attitude'- Late delivery by two days of your order is highly regretted.
6. CONCRETENESS:
The message should be concrete and have content placed in a format, sequentially. A letter has a different format than a notice.
7. CONSIDERATION:
Before writing a message, the sender must take the receiver into consideration. A message should be audience-oriented.
'I centric'- I am writing you to solve this problem as soon as possible.
'You attitude'- Your good office is requested to do the needful to my pending request.
Conclusion
Hence, it is clear that 'you-attitude' makes the readers feel important, valued,
cared and respected. It positively impacts the mind of the reader. It will
be beneficial for the business as it helps create a friendly atmosphere and enhance goodwill.
