Taking Care of External Correspondence

Businesses have to communicate with other stakeholders in their external environment. Hence, they have to send and receive correspondence in the form of letters and in the modern world we live in, text messages and e-mails.

A business organization has to properly handle incoming and outgoing correspondence because it is very important for its efficient operation.

Outgoing correspondence is very important and care must be taken to ensure that it is formal and meets corporate standards. Poorly written letters, e-mails or text messages do not reflect well the image of an organization.

For example, if a sales letter full of errors is sent to from your company to potential customers, there is a likelihood that few or none of them will do business with your organization simply because they will say to themselves: if this company cannot present an error-free sales letter, how are we sure it can deliver quality goods or services to us? It is a logical and understandable response to a poorly written letter. The same is true for text messages and e-mails.

Care should be taken to ensure that Standard English is used in all correspondences sent-out by the company. It is also important there is a record of every bit of correspondence sent outside or coming into the company.

Incoming correspondence should be handled promptly and appropriate responses should be given to those who sent them in. Letters should be transferred promptly to those who are to treat them and proper action should be taken regarding the content of such letters.

Businesses that are successful are efficient in virtually all of their operations and a company that wants to be successful cannot afford to mishandle its correspondence.