Commercial correspondence and its necessities

Business correspondence is one of the first skills any businessperson should master. Because in the process of importing and exporting goods, there is an urgent need for external communication with different people in other countries. Every country has its own language, culture, laws and customs, which are required to be observed by merchants in customs and commercial correspondence.


The need to be familiar with the rules and principles of international business correspondence

Since people do not have easy access to foreign merchants, most of their conversations, communications and contracts will be done in writing or usually at a distance. The principles of international business correspondence include letters, contracts, conversations, conversations, meetings and many other things that a businessman must have a good command of to export or import goods. Therefore, from simple conversations with a foreign businessman on social networks, sending a draft contract by e-mail to concluding a legal contract, all of them are included in the group of business correspondence, which requires compliance with certain principles and rules. In foreign trade, mutual trust is the most important element, and business correspondence is the main way to establish trust or distrust in the other party. Since in international relations, at least two countries enter into negotiations, which naturally have their own cultures, standards and customs, a simple misunderstanding can undermine their trust. Studying the principles of international business correspondence is one of the main requirements for entering the field of export and trade. International negotiations require understanding and mutual recognition from the opposite group, which is usually the understanding of the art and skill that businessmen must have, which is achieved through negotiating the main points of the agreement, such as the delivery method, specifications, price and other conditions.


Type of business correspondence

As we have already mentioned, the principles of commercial and business correspondence in the matter of customs clearance are of various types, familiarity and knowledge about each of them can help you a lot from the beginning to the end of the goods clearance. In the following, we would like to refer to all types of business and commercial correspondence:

  1. Business letters

Business letters are one of the main and most important principles of business correspondence. Of course, the subject of each business letter is different from the other. In most of these business letters, a set of product catalogs, receiving foreign company representation, receiving or sending product prices, etc. are expressed.

In order to be successful in business, you need to know what things and tips to follow when writing business letters. In fact, you should know enough about the dos and don’ts of writing a business letter. Here are some of them:

  • The necessity of mastering the other party’s language and writing a letter in that language
  • Being careful about writing words and phrases that have a legal burden
  • The letter tone should be such that it creates a positive impression on the other side.
  • It should contain contact information, address, email, and other required items.
  • The exact specifications of the goods must be exactly determined in the product introduction letter.
  • The required documents must be attached to the letter.
  • The private person or legal person addressed by the letter should be completely specified.
  • Avoid using complicated, multiple-meaning, and vague words.


  1. Business email

In fact, we must say that business email is a simple way to communicate between you and the business that you intend to do business with abroad. In order to send a business email like writing a business letter, it is necessary to observe and pay attention to a series of points which are mentioned below.

  • The necessity of using the official email of the company and legal entity
  • The email should be brief.
  • Being careful in choosing words, terms and business words
  • Choosing an attractive and relevant title in the Subject section of the email.
  • Try to have a digital signature at the end of the email.
  • Avoid sending repetitive, aimless, and general emails.


  1. Commercial contracts

The businessmen enter into business and commercial contracts with the foreign companies many times over their work. Some different subjects like cooperation in producing products, trading goods, etc. are mentioned in business contracts. Some bodies like the international chamber of commerce or the joint chamber of commerce among different countries are responsible for solving business conflicts among business parties. Important points that must be observed in international business contracts:

  • The deposit, sum of money, or the document indicating good performance should be clearly expressed.
  • The points about goods transportation, consignment note, and insurance should be specified if there is any.
  • Contract rate, installment payment method, and financial points should be mentioned in detail.
  • The conditions to be followed after the termination of the contract should be clarified by one of the parties to the contract.
  • Specification of the individual, body, or court that is authorized to address the conflicts.
  • Goods, products, or services being exchanged should be specified in detail.
  • Exact name and specifications of the parties to the contract in detail.


  1. Correspondence in social networks

Social networks have grown a lot in the past years and have expanded in the field of international business. Easy access and communication with different people using social networks has made social media a suitable tool for international marketing of goods, customer recognition, communication, etc. Facebook, Instagram, WhatsApp, Telegram and LinkedIn are networks that you can use for foreign business. In this regard, some points have been discussed:

  • Establishing interaction with merchants through the popular social network of that country
  • Cyber fraud should not be neglected and should be treated with caution.
  • Each social network is suitable for a specific activity.
  • Social networks are not a place for contracts or legal agreements.




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