Table of Contents
- 1 1. The Principle of Correspondence Pointing Towards Your Attitude
- 2 2. The Principle of Correspondence Asks You to be Courteous
- 3 3. The Principle of Correspondence to be Clear
- 4 4. The Principle of Correspondence to be Convincing
- 5 5. The Principle of Correspondence to be Correct
- 6 6. The Principle of Correspondence to be Conciseness
- 7 7. The Principle of Correspondence for Completeness
- 8 Conclusion
Do you have a problem communicating with colleagues or employees, especially when communicating through messages and emails? Are you someone who is often categorized as rude or unclear in their communication? Do you have a hard time understanding the principles of business communication? Well, you have come to the right place. Here we will discuss the seven principles of correspondence and how you can learn to communicate better in a business environment!
Try to imagine the other person’s conditions, issues, feelings, longings, and so forth and demonstrate that you comprehend these by utilizing your words with care. If you are composing a direct mail advertisement, show the other party how you can help them. When you subconsciously tell yourself that you have to have a good attitude towards people, you have no problem consciously carrying out this correspondence principle!
Being courteous will come in handy in your daily life and especially in your work life. Trust me, and you do not want to make a wrong impression on anyone for being unkind or rude! Be generous and courteous. Try not to offer negative expressions and an accusatory tone blaming the other person. e.g., Rather than stating, “You didn’t send the package,” use “Please update me on the arrival of the package.” Even if you are composing a letter that isn’t courteous at all, your tone should be amenable and polite throughout to maintain a good and professional front.
Has it ever happened to you that you’re talking to someone and do not get their point? Does that confuse you or tend to give you the wrong information? One must be clear and explicit in their communication—the words utilized need to be unambiguous and not dubious. Try not to give dynamic data. You will see that when you’re not precise with your comments and their meaning, it tends to get confusing for the other person. Their first approach will be to ask again, and in case you’re not clear, even then, they will ask again. Why do you think it can act as a disadvantage to you? Well, it wastes time, and it sure annoys the other person. So, to avoid all the inconvenience you can cause at the expense of ambiguity, try to act on this principle of correspondence of business communication and be as clear as you can!
Here is a list of examples that you can refer to while we’re on the topic of being clear while communicating. Rather than ‘right now, use ‘now.’ Rather than ‘picture,’ compose ‘see.’ Rather than announcing ‘the site is currently completely functional with the internet business, you can compose ‘the organization has dispatched its site.’
How do you think you can be convincing when you’re writing an important letter to someone, or especially when you want to get things done your way? How do you think you can get your work done? Well, one significant way you can be convincing and be successful in getting the job done is by providing relevant data or, in some cases, sound evidence. A decent business letter consistently gives essential data or data that is explicit.
E.g., Rather than saying, “I anticipate the transfer/request to contact me at the most punctual,” use “I anticipate that the order should be conveyed to me by the 21st of March 2013.
While composing a business letter, the standard of accuracy needs to be followed. You need to guarantee accuracy in your tone, arrangement, and data that you give in your letter. The realities referenced should be valid and correct. Linguistic constructions and spellings should always be proper.
Imagine reading several messages in a day. Do you think you have enough time to go over them again and again and see if they are correct? You don’t. So imagine sending the wrong message to someone and getting the job all messed up because they were too busy to find any mistakes in your message. Do you understand the importance of this principle of correspondence in business communication? It would help if you guaranteed that you address individuals the correct way. Moreover, it would help ensure that the reader has adequate information and instruction to comprehend the specialized terms you use in your correspondence. Otherwise, there is a high chance that they end up messing up the task you’ve given them!
Utilize just fundamental subtleties and short sentences. Be immediate and keep away from long repetitive articulations.
Utilize the “Keep it short and basic” equation.
Have you ever received a letter or a message that did not have the complete information of what they wanted you to carry out? Did you have a massive problem cracking the code? Did it waste time? Well, this is what this particular principle of correspondence is about. It would help if you learned to give full details. The trick is to mention all the data in the letter and attempt to keep it as brief as expected.
In this article, we studied different aspects of business communication and learned how to cater to them in the real world, especially the business world. In the business world, especially when it comes to communication, there are many aspects that you have to take care of. You need to focus on your attitude, make sure you are courteous, be clear when it comes to your words, and be convincing if you want things to be done your way! Moreover, you need to focus on correctness, and being concise, and especially make sure that your communication seems complete to the other party. These are some simple rules that you need to adopt if you want your business communications to go with a flow.
What do you think, which principle of correspondence do you have a hard time with, or which one is the simplest to carry out?