MMPC 07 Unit 10: Short Business Correspondence

Class for IGNOU MBA Subject MMPC-07: Business Communication

Unit 10: Short Business Correspondence

1. Introduction to Short Business Correspondence

Short business correspondence refers to brief, clear, and to-the-point written communications that are commonly used in business settings. These include memos, emails, notices, and short letters. Despite their brevity, they must still maintain professionalism and serve their intended purpose effectively.

2. Importance of Short Business Correspondence

Quick Communication: Short correspondence is ideal for conveying information swiftly, ensuring timely responses or actions.
- Example: A quick email reminder about an upcoming meeting.
Efficiency: With business moving fast, short and clear communication saves time and resources.
- Example: A brief memo outlining key project updates for the team.
Precision: These types of correspondence focus on key points, avoiding unnecessary details.
- Example: A concise letter confirming the receipt of a proposal.

3. Characteristics of Effective Short Business Correspondence

Clarity: The message should be clear and unambiguous.
- Example: A notice about a change in office timings should leave no room for confusion.
Brevity: Keep it as short as possible while covering the essential points.
- Example: An email with a clear subject line and a few sentences summarizing the main issue.
Professionalism: Despite the brevity, the tone must remain formal and professional.
- Example: A professional yet succinct email declining a business offer.
Purpose-driven: Focus on the purpose of the correspondence without adding unnecessary details.
- Example: A letter confirming a meeting time without lengthy explanations.

4. Types of Short Business Correspondence

Emails: The most common form of short business correspondence used to communicate with internal teams and external stakeholders.
- Example: A short email confirming receipt of documents.
Memos: Internal communication within an organization, often used to convey important information or instructions.
- Example: A memo announcing a new company policy.
Notices: Formal written announcements placed in public areas or sent to groups within the organization.
- Example: A notice about the office holiday schedule.
Short Letters: Formal letters sent to external stakeholders, such as customers or partners, for various purposes.
- Example: A letter confirming a contract extension.

5. Writing Techniques for Short Business Correspondence

Direct Approach: Get straight to the point without unnecessary details or small talk.
- Example: "We have received your proposal and will get back to you by Friday."
Use of Active Voice: Helps make the message more direct and easier to understand.
- Example: "We will complete the project by the deadline," instead of "The project will be completed by the deadline."
Bullet Points: If there are several points to address, use bullet points to make the correspondence more readable.
- Example: "Key items for discussion:
  - Budget allocation
  - Project timeline
  - Resource management."
Keep Sentences Short: Short sentences make it easier for the reader to grasp the message quickly.
- Example: "Please send the files by 5 PM today."

6. Formats for Short Business Correspondence

Email Format:
- Subject Line: Be specific and direct.
- Opening: Start with a formal greeting.
- Body: Keep the message concise and focused on the key point.
- Closing: End with a call to action or closing remark.
- Example:
```
Subject: Meeting Confirmation for Monday

Dear John,

I am writing to confirm our meeting scheduled for Monday, April 12, at 10 AM. Please let me know if any changes are required.

Best regards,  
Jane Doe
```

Memo Format:

Heading: Includes the date, subject, and recipient.
Body: Briefly outline the key information or instructions.
Closing: End with a polite note if necessary.

Example:

Memo
Date: April 10, 2025
Subject: New Policy Implementation
To: All Employees

Please be informed that starting May 1, 2025, the new workplace safety policies will be in effect. A detailed document will be shared soon.

Regards,  
The Management

Notice Format:

Heading: The title should clearly state the purpose of the notice.
Body: Briefly explain the announcement or information.
Closing: Optional, but can include contact details for further queries.

Example:

Notice
Office Closed for Maintenance on April 15, 2025

Please note that the office will be closed for maintenance on April 15, 2025. Normal operations will resume on April 16, 2025.

For further details, please contact the administration team.

Short Letter Format:

Date and Recipient: Start with the date and recipient's name and address.
Body: A few sentences summarizing the purpose.
Closing: End with a formal sign-off.

Example:

April 10, 2025

John Smith  
ABC Corporation  
123 Business Road, NY  

Dear Mr. Smith,  

I am writing to confirm the extension of our contract for another year. Please review the attached document for details.

Best regards,  
Jane Doe  
XYZ Corporation

7. Case Study and Experiment

Case Study 1: Streamlining Communication with Memos

A company found that using long emails for internal communication led to delays and misunderstandings. By shifting to brief, direct memos for important updates, the company improved internal communication, resulting in quicker decision-making.

Experiment 1: Testing the Effectiveness of Short Emails

Two versions of an email were sent to employees: one long and detailed, the other brief and to-the-point. The short email received better engagement, with recipients more likely to read and act on it immediately.

8. Assignment Questions

Discuss the advantages of using short business correspondence over longer forms of communication. Provide examples.
How can clarity and professionalism be maintained in brief written communication?
Create a memo informing employees of a company event and ensure it is concise yet complete.

9. Self-Study Questions

What are the common forms of short business correspondence?
Discuss the importance of tone and brevity in short written communication.
How can emails be made more effective in business settings?

10. Exam Questions

Explain the role of short business correspondence in effective communication. Discuss with examples.
What are the key factors to consider when writing a short business letter? Provide an example.
Analyze the use of memos in organizational communication. What are the benefits of using memos over longer reports?

This class on Unit 10: Short Business Correspondence covers the basics, types, writing techniques, and formats involved in brief business communication. It also provides real-world examples, a case study, and an experiment to help understand the effectiveness of concise written correspondence.

Tags MMPC 07