Understanding Drafting of Correspondence
An effective correspondence ensures efficient and economical communication service. The drafting of correspondence improves the goodwill of the organization. The responsibility of drafting a correspondence is based on the nature of correspondence and type of an organization. Generally, routine correspondence is drafted by lower level clerks. Important and confidential correspondences are drafted by the top executives of an organization.
In large organization, the volume of correspondence is also large. Therefore, a separate department or section is created for production and dealing of correspondence. In the case of small organization, a separate responsible and knowledge person is nominated to the production and dealing of correspondence.
Stages involved in drafting of correspondence
The following stages are involved while production or drafting of correspondence and despatch the same to the parties.
1. The required message or information is collected from various sources.
2. The style of letter is decided according to the nature of correspondence.
3. A rough copy is prepared at initial stage.
4. The rough copy is forwarded to proper official for necessary adding, deleting or correction.
5. Once again the rough copy is read by the employee who has prepared rough copy.
6. The rough copy is hand over to the typist or computer programmer for production as the case may be.
7. Again the produced copy is read by a person who has drafted the copy. The correction may be made if any.
8. The produced copy is arranged for getting sign from the concerned responsible official.
9. The signed copy is also verified by the employee who is dealing the correspondence.
10. Now, the letter is ready for dispatch.
Principles of Drafting of Correspondence
Little Field and Rachel have laid down the principles of drafting of correspondence. They are presented below.
1. Determine Purpose: Generally, there is a primary purpose of conveying some information and the secondary purpose of conveying a feeling of helpfulness and goodwill.
2. Planning of Message: Ideas have to be collected from across the o8ice and arrange them in a logical order before the communication begins.
3. Using of Language: Conversational language has to be selected for the purpose of clear cut directions and simplicity.
4. Be Compact and Clean: The message should results in the completion of job. Every question should be answered in the communication.
5. Brief: There must be a thorough explanation of every point in brief.
6. Courtesy: Every communication should be courtesy, considerate, friendly and helpful.
7. Read Proof Carefully: An excellent document can be ruined by grammatical and typing errors. The typing error may be relating to spelling name, improper arrangement of words and letters, wrong numbers and in sequence of sentences. Besides, there is a possibility of failing to enclose necessary items. Hence, careful proof reading is necessary for complete valuable correspondence.