KINDS AND DIFFERENCES OF OFFICIAL AND BUSINESS LETTERS
The substantial wealth and variety of forms of management activity inevitably generates a corresponding variety of business letters. With a certain degree of conventionality, all the set of business correspondence can be divided into groups as shown in Fig. 9.1.
The first group consists of letters related to the dissemination of information. Management activity involves the dissemination of information due to various reasons: the need for the transfer of official information (information letters), the need to inform stakeholders in carrying out certain activities or significant events in their area of interest (letters of notification, letters of invitation, letters of notification , letter-messages), the need to inform partners about the goods and services provided (letters, offers, advertising letters). As a rule, the letters of this group are proactive.
The second group consists of letters related to appeals to certain organizations, enterprises, firms in connection with the implementation of certain actions. These letters can be both proactive in nature and be a consequence of receiving letters classified as belonging to the previous group.
The third group consists of letters that are responses to received proposals and requests.
The fourth group of letters is related to the need to resolve disputes and contradictions arising in the process of interaction and reflect the varying degrees and depth of claims (from letters of reminders to letters of claim and complaint letters).
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The fifth group includes letters related to the expression of personal participation but to various occasions. Not reflecting the actual managerial activity, these letters contribute to maintaining the necessary contacts, creating the necessary ethical and psychological interaction environment.
We should note two more types of letters that are not included in the listed groups and do not form a separate group. These are accompanying and recommendatory letters.
Fig. 9.1. Types and types of letters
Letters related to the dissemination of information
Newsletter - A letter containing official information.
Information letters are usually of a typical nature and, as a rule, are sent by authorities and management of various levels to subordinate organizations or organizations whose activities concern the information contained in them. Information letters can literally include certain provisions of legal documents, may contain recommendations, suggestions and explanations but their application in certain situations.
In some cases, information letters may contain applications (proper legal documents, guidelines and explanations, etc.).
The volume of the information letter ranges from one paragraph to two-three pages. As a rule, information letters are signed by the head of the sending organization.
Previously, the analogue of news letters were so-called circular letters - letters sent to a group of addressees for the purpose of communicating any information of a mandatory nature. Currently, the name circular letter not used.
Examples of newsletters
Email Message is a letter containing information about any events and facts of interest to the author as well as to the recipient.
A letter of communication can be sent to the author's initiative or to be a response to the corresponding letters with a request or request. Letters-messages are letters of small volume, often consisting of one or two sentences.
A letter of communication usually begins with a justification or directly from the presentation of the information reported using one of the following key phrases:
When compiling letters of messages that are answers to requests or requests, language compliance must be observed: the text of the answer should use the same language and vocabulary that the author of the request or request used, provided that they are correct in terms of language.
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