Meaning of Letter | Meaning of Commercial Letter | Business Letter

Letters are the most widely and commonly used means of written communication. It is perhaps the most traditional written tool for conveying message. When someone writes or prints message on a piece of paper and sends it to others, it is called letter. Letter can be sent directly hand to hand or by means of post or mail or by using any other electronic media. Despite the availability of various modern quick and convenient means of transmitting message, letters are as important today as they were centuries ago. Its usefulness and importance are still increasing with the growth of business.

According to Oxford Dictionary, “A letter is a written message addressed to a person or an organization usually put in an envelope and sent by post.”

By nature, letters are of two types namely- personal letter and business letter. The letter written to relatives or friends for exchanging personal matters is called pentagonal letter. On the other hand, the letter that contains business related information is known as business as business or commercial letter.
Meaning of Letter Meaning of Commercial Letter Business Letter
From the above discussion we can say that a letter is a written or printed message on a piece of paper which is complied by someone and sent to others with a view to providing them with those written or printed messages.

Meaning of Commercial Letter or Business Letter

The letter that contains business related information is called commercial letter or business letter. Through this letter, businesspersons exchange business related information among them. Such letters are written to various business firms, business associations, government offices, banks, customers, suppliers, and employees’ etc. business letters are generally aimed at selling goods, obtaining information or advice, making inquiry, mollifying the injured feelings or customers, placing orders for goods, reminding customers for payment of dues etc. Some definitions on business letter are quoted below-

According to Hanson, “The letters which are exchanged among businessmen in connection with business affairs are called business or commercial letters”

In the language of Weston, “Commercial correspondence is a system of conducting business transactions by means of writing.”

In conclusion, we can say that the letters which are written among the businessmen for exchanging business related information are known as business letters or commercial letters.

Functions of Memo

Memo transmits information relating to day-to-day activities of an organization. It generally carries orders, instructions, policies, procedures etc. From higher level to lower level of the organization. It is also used to convey suggestions and requests from lower level to upper level. However, the following are the main foundations of memo-
Functions of Memo
Conveying information: For better performance, organizational members require information. Memos are the tools to convey information to various internal parties of an organization. This information may be a new policy, new decision, revision of an existing programmed, appointment of new managers and announcement of special events, like picnic, excursion schedule etc.

Making request: Memo is the medium of making requests for internal parties. Through memos, concerned authority can request someone to attend in a meeting to supply information or to perform any function.

Providing response: Memo is also used to respond to any request made by memo. Memo conveys the requested information, one’s intention, whether to attend at a meeting or in a program.

Presenting information report: Memo is a helpful tool for presenting informal reports. Informal reports are written in memo form to present facts and recommendations that assist managers in making decisions. Subordinates usually write this type of memo.

Solving problems: Memo is also very useful in solving routine and day-to-day operational problems. Memo indicates the ways of performing the job and solving problems. This acts as the guide to action.