Suppose you are a student of some affiliated college of a university. Imagine a situation in which you want your transfer certificate. To whom you should contact? You will have to contact the person in the responsibility of the university. Also, you have seen different branches of some supermarkets in different places in a city. One can find these branches in different regions. How these different branch offices contact with each other. Similarly, if you are working personnel of a company. If your company need to contact one of the branch offices. How will it do so? These will come under the category of correspondence with regional and branch office. Let us study this regional and branch office letters.
Correspondence with Regional and Branch Office
A written message from one branch to another branch of the company is branch office correspondence. A company can also write to other regional offices also.
A head office needs to contact their branch office for some purpose. This can be requesting some information, proposal, transfer of employees etc. Letter for rejection or approval also comes in this category. It is an important intra-organization communication.
Purpose of Regional and Branch Office Letter
A regional or branch office letter can serve a number of purposes. Some of them are
- A letter for some proposal.
- Letter seeking information.
- A letter relating to training, promotion, transfer, discharge, and retirement etc. of the branch or head office.
- Letter regarding branch activities.
- Letter relating for expanding branch activities.
Important Points to Remember
- Always use a clear and specific subject line.
- Do not waste the reader’s time by using lengthy letters. Be clear and concise.
- Use the active voice.
- Use the first person.
- Be formal.
- Avoids slangs and friendly words.
- One should use a careful and logical arrangement of information.
- Keep the paragraphs short.
- Proofread the content before sending.
The format of Regional or Branch Office Letter
The branch office or the regional office is communication with each other or the head office. One can use the letterhead to do so. Also, mentioning the company name will be sufficient.
It shows the name of the company and the address.
It shows the day of writing the letter. One can use any format of writing a date.
It contains the name, position, branch name, and address.
It shows the reason and the purpose of writing the letter.
Always greet the person to whom the letter is written. Use the word like Dear, Requested, Mr / Mrs etc.
It is the main part of the letter. It contains the reason for writing the letter. Paragraphs should be brief and straight to the point. The length of the letter depends on the purpose of the letter.
This is the part where the writer ends the letter by using courteous words like Very sincerely yours, Thanks & Regards, Warm Regards etc.
It contains the sender’s name and position.
Solved Example for You
Problem: A letter from one branch to another comes under which category of communication?
Solution: Intra-office Communication.