Classification or Types of Correspondence

The correspondence is of various types. They may be classified in the following ways.

Classification or Types of Correspondence

1. Internal Correspondence: Internal correspondence refers to correspondence between the individuals, departments, sections and branches of the same organization.

2. External Correspondence: It refers to correspondence made with outsiders of the organization who are individuals, customers, suppliers, banks, financial institutions, money lenders, government departments, educational institutions, charitable trust and the like.

3. Routine Correspondence: Routine correspondence refers to correspondence on routine matters like inquiries, acknowledgements, replies, orders, invitations and appointment letters.

4. Sales Correspondence: It refers to correspondence relating to sales. They are sales letters, sales reports, invoices, offer and discount letters, statement of accounts, confirmation of order, collection letters, delivery letters, debit and credit notes letters and the like.

5. Personalized Correspondence: Emotional factors are responsible for personalized correspondence. The letters relating to requesting, granting or refusing co — operation, favour, letters intimating gratefulness, appreciation, congratulation or commendation, letter of introduction or recommendation of an individual, letters of sympathy or censure and the like are termed as personalized correspondence.

6. Circulars: A common matter is communicated to a large number of persons or firms. They treated as circulars and/or notices change of address, change of telephone numbers, opening of a new branch, introduction of a new product and product line, notices regarding meetings to share holders, debenture holders, depositors, financial institutions and the like are the example of circulars. These are cyclostyled, duplicated or printed.