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CMA Foundation · Fundamentals of Business Laws and Business Communication · Features of Effective Business Communication

A firm needs to inform a supplier of a revised delivery term and also wants a permanent, legally usable record of the change, while the supplier is in another city. Which choice of communication is most appropriate?

A formal written letter or email confirming the revised term is most appropriate. Written communication gives a permanent record that can be used as evidence later and can reach a distant supplier clearly, whereas oral or informal channels leave no dependable proof of the agreed change.

  1. AA casual telephone call without follow-up
  2. BA formal written letter or email confirming the revised termCorrect
  3. CA message passed through a colleague orally
  4. DA discussion on the office grapevine

Explanation

A written formal communication provides a durable record that can serve as evidence in a dispute and suits a distant recipient. Oral, telephone-only or grapevine methods leave no reliable record, so they do not meet the need for permanence.

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