Means of communication in business

The main means of communication in business areletters, faxes, telephone conversations, cables (or telegrams), memos and emails.

Business letters are particulary important in international commerce. Often it is the only representation of yourself and your company with a foreign counterpart. You make an impression by the tone of your letter, and by correct, tactful, and polite language.

As with small talk and phone calls, letter writing is rulled by formulas. Once you have learned a standard way of organizing and wording a letter, you will be able to write any letter.

There are such kinds of business letters as sales, introduction, follow-up, complaint, rejection, prospecting and collection.

The letter of introduction is a letter of presenting your company. The main parts of such a letter are an introduction, a body of the letter, and a conclusion.

The prospecting letter is a letter of recomendation. It may be also commercial or advertising. Although the language meaning of the word “prospecting” is exploring for precious metals or minerals, such as gold, the businessmen use this term in the meaning of searching out and cultivating new clients. The commercial information should be also included.

After the meeting or a business lunch you can write a follow-up letter to a person you’ve met. This sign of politeness may be a confirmed factor in commercial questions or receiving a job.

You’ll have to write different kinds of business letters. Complaint, rejection and collection letters are among them.Usually it’s very difficult to find the appropriate words while complaining or rejecting something. In a collection letter you will want to get your money without offending your client. So you have to be tactful in a choice of the way of claiming the money and, at the same time, you must insist on receiving payment.

The short forms of business letters are memos and emails.

Memo is short for memorandum. The memo is a great way of sending letters to staff members, associates, or people you are already doing business with.It is used when you have to inform more than one person (usually several) of the same thing. Rather than write five, ten, or twenty letters, you write a memo to the people you need to inform, run off copies of the same page, and everyone gets one; in fact, it is a letter without the personalization and formalities.

Email is electronic mail. We send and receive this mail via our computers and phone lines (modems). This is fast becoming the most widely used form of communication. It is less expensive than a phone call to any place outside of one’s local area, and especially overseas.An additional benefit is that one can skip the formalities of a regular letter. Expect to be sending email in the future.

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