Business correspondence

Habari Mwanafunzi! Mastering Business Correspondence Like a Pro!

Welcome to the world of professional communication! You might be used to sending quick texts on WhatsApp or posting on Instagram, but in the world of work, how you write can open doors... or close them! Imagine you want to apply for an attachment at a top company like Safaricom, or you need to request information from your County Government office. A simple phone call might get lost, but a well-written letter or email? That gets attention! It shows you are serious, professional, and organized.

In this lesson, we will unlock the secrets to writing powerful and professional business correspondence. By the end, you'll be able to communicate with confidence. Let's dive in!

What is Business Correspondence and Why is it So Important?

Simply put, Business Correspondence is the process of sharing information through written documents within a professional setting. It's the official way businesses, organizations, and professionals "talk" to each other on paper or on screen.

But why not just call or send a quick text? Here’s why it’s a big deal:

• It Creates a Permanent Record: Unlike a phone call, a letter or email can be filed and referred to later. It's proof that a communication happened.
• It Shows Professionalism: A well-formatted letter tells the reader that you are serious and respect their time. It builds your personal and professional brand.
• Clarity and Detail: You can explain complex issues clearly, step-by-step, reducing the chances of misunderstanding.
• It's Legally Binding: In many cases, written correspondence can serve as legal evidence in case of a dispute.

Real-World Scenario: Imagine a Jua Kali artisan, Mr. Kamau, supplies 50 custom-made metal chairs to a new hotel in Nairobi. The hotel manager claims he only ordered 40. Luckily, Mr. Kamau has a copy of the Local Purchase Order (LPO) and the confirmation letter he sent. This written proof is much stronger than just saying, "But we agreed on the phone!"

The Foundation: The Formal Business Letter

The business letter is the most formal type of correspondence. You use it when communicating with people outside your organization – clients, suppliers, government agencies, or when applying for jobs. Every part of it has a purpose!

In Block Format, every line starts from the left margin. It's clean and modern.

[Your Address/Letterhead]
[Your Town/City]
[Your Phone Number/Email]

[Date: e.g., 25th October 2023]

[Recipient's Name]
[Recipient's Title]
[Company Name]
[P.O. Box Address]
[City, Postal Code]

Dear [Mr./Ms./Dr. Recipient's Last Name],

RE: [SUBJECT OF THE LETTER IN BOLD OR CAPS]

This is the first paragraph. You should state the main purpose of your letter immediately. Be direct and clear. For example, "I am writing to apply for the advertised position of..." or "This letter serves as a formal complaint regarding..."

This is the second paragraph. Here, you provide the necessary details, background information, or evidence to support your main point. Use clear and simple language. If you have multiple points, you can use separate paragraphs for each.

This is the final paragraph. Summarize your point and state what you want to happen next. This is your 'call to action'. For example, "I have attached my CV for your consideration and look forward to hearing from you soon," or "I would appreciate a full refund within 14 days."

Yours sincerely, (If you know their name)
Yours faithfully, (If you started with "Dear Sir/Madam")

[Your Signature Here]

[Your Typed Name]

Image Suggestion: A bright, professional photo of a young Kenyan student sitting at a library desk at a university like UoN or Strathmore. The student is smiling slightly, looking confidently at a laptop screen displaying a perfectly formatted business letter. The background is slightly blurred, showing bookshelves. The style should be realistic and inspiring.

The Internal Messenger: The Memorandum (Memo)

A memo is for internal communication—that is, for people within the same company or organization. It's less formal than a letter and is used for things like announcements, policy changes, or updates to your team.

The format is very direct and simple. The heading is the most important part.

MEMORANDUM

TO:       All Staff, Nairobi Branch
FROM:     Jane Wambui, Branch Manager
DATE:     25th October 2023
SUBJECT:  New Procedure for Booking Leave Days

------------------------------------------------------------------

This is to inform all staff that effective November 1st, 2023, all leave applications must be submitted through the new online HR portal.

Please ensure you have registered on the portal before this date. Manual leave forms will no longer be accepted. A short training session will be held this Friday at 10:00 AM in the main conference room.

Your cooperation is highly appreciated.

See how direct it is? No "Dear Staff" or "Yours sincerely." It gets straight to the point, which is perfect for busy internal teams.

The Everyday Tool: The Professional Email

Email is the most common form of business communication today. It's fast and efficient. But remember, a professional email is NOT a WhatsApp chat! You must maintain a professional tone.

• Strong Subject Line: The subject line should be a short summary of the email. Instead of "Hi," write "Query Regarding Invoice #45B from October."
• Professional Salutation: Start with "Dear Ms. Atieno," or "Hello Team,". Avoid "Hey" or starting with no greeting.
• Be Clear and Concise: Use short paragraphs. If you need to list things, use bullet points or numbered lists.
• Proofread!: Check for spelling and grammar mistakes before you hit 'Send'. Mistakes can make you look careless.
• Professional Closing: End with "Kind regards," "Best regards," or "Thank you," followed by your name.
• Create a Signature: Your email signature should automatically appear at the end. It should have your full name, title, company, and phone number.

+------------------------------------------------------+
| To: j.onyango@university.ac.ke                       |
| Subject: Question on Communication Skills Assignment |
+------------------------------------------------------+

Dear Dr. Onyango,

I hope this email finds you well.

I am writing to seek clarification regarding the assignment due next Friday. Could you please confirm if the 5-page limit includes the cover page and the reference list?

Thank you for your time and guidance.

Kind regards,

Mary Wanjiru
Student ID: 12345
General Course - Module 1

Image Suggestion: A split-screen image. On the left, a "DON'T" scene shows a cluttered, informal email on a phone screen with slang and no subject line. On the right, a "DO" scene shows the same email but written professionally on a clean laptop screen, following all the rules above. The style should be a clear, graphic-design infographic.

A Quick Look at Other Important Forms

As you progress, you will encounter other types of correspondence. Here are two you should know:

1. Minutes of a Meeting: This is the official written record of a meeting. It includes who was there, what was discussed (the agenda), what was decided (resolutions), and what tasks were assigned (action items). They are crucial for accountability. Think of the secretary of your local Chama (investment group) – their role in taking accurate minutes is very important!
2. Business Reports: These are longer, formal documents that present information and analysis on a specific topic. For example, if you do your attachment at an agricultural NGO, you might be asked to write a field report on the progress of a project in rural Kenya.

You're Ready to Communicate Like a Pro!

Congratulations! You now have the foundational knowledge to handle business correspondence with skill and confidence. Remember these key points:

• Letter: Formal, for external communication.
• Memo: Semi-formal, for internal communication.
• Email: Can be formal or semi-formal, used for fast, everyday communication.

The secret is to always think about your audience (who are you writing to?) and your purpose (what do you want to achieve?). Practice these formats, and you will build a reputation as a serious, reliable, and professional individual. You've got this!