Office correspondence refers to the exchange of written or electronic communications between individuals or departments within an organization or between different organizations for the purpose of conducting business or administrative tasks.
This type of correspondence can include a variety of documents such as letters, memos, reports, emails, faxes, and other forms of written communication.
It can be used to convey information, request or provide clarification, make inquiries, share ideas, or give instructions.
Office correspondence is often considered a formal means of communication and is expected to be professional, clear, concise, and grammatically correct.
It may also be subject to certain guidelines or protocols established by the organization, such as formatting, content, or signature requirements.
Types of office correspondence
- Memos: Memos (short for “memorandum”) are internal office communications that are typically used to convey important information or announcements to staff members. They are usually brief and to the point, and are often used to communicate changes in policy, updates on projects, or reminders about deadlines. Memos are usually written in a straightforward, formal tone and are often formatted with headings and bullet points to help convey the information clearly and efficiently.
- Business letters: Business letters are formal communications between two organizations or individuals. They are often used for important business transactions such as job offers, contract negotiations, or other formal agreements. Business letters typically follow a specific format, including a header with contact information, a salutation, body text, and a closing. The tone of a business letter is typically formal and professional.
- Notice of meetings: A notice of a meeting is a document used to inform attendees of an upcoming meeting. It typically includes information such as the date, time, location, and purpose of the meeting, as well as a list of attendees and any necessary materials or documents to bring. The tone of a notice of meeting is typically formal and professional.
- Minutes of meetings: Minutes of a meeting are a written record of the proceedings and decisions made at a meeting. They are typically taken by a designated person (such as a secretary) and are used to document what was discussed, any decisions made, and any action items that resulted from the meeting. Minutes are often circulated to attendees and stakeholders after the meeting to ensure everyone is on the same page. The tone of minutes of a meeting is typically formal and objective.
- Reports: Reports are formal documents that are used to convey information or findings about a specific topic. They can be used to communicate the results of a study, analyze data, or summarize research. Reports typically follow a specific format, including an introduction, background information, methods, results, conclusions, and recommendations. The tone of a report is typically formal and objective.
- Circulars: Circulars are documents that are used to distribute information to a large number of people or organizations. They are often used to communicate news, announcements, or updates about an organization or a specific topic. Circulars typically follow a simple format, including a header, body text, and a closing. The tone of a circular is typically formal and informative.
