THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES

business communication  THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES:

The layout of a Business Letter

Written messages to persons outside the organization are business letters. Appearance of the letter conveys non-verbal impression that affects a reader’s attitude; Business letters are usually arranged in different styles or layouts. The style or format is determined by certain conventions.

There are different styles in fashion and it is difficult to say which one is the best. Nowadays firms use the following typestyles and formats:

  1. The Block-form / Modified – Block
  2. Full-Block
  3. The Semi-Block
  4. AMS (Administrative Management Society)

1. The Block-form / Modified – Block :

This form is named so because inside address, salutation and paragraphs are blocked not indented in this form. If plain paper is being used, heading, date, complimentary close and signature are typewritten at the horizontal centre of the page. Place so that they end near the right hand margin.

Double spaces between two parts are given while single space is used within the paragraph. In Pakistan, closed punctuation is used. This form is a time saver as no part is indented in it.

2. Full Block

This format is considered to be the most modern. All essential parts in this form are started from the left-hand margin. Open punctuation should be used in this form. This form saves time more than any other form.

3. The Semi-Block

This form is much used in Pakistan. Heading, date, complimentary close and signature sections begin at the horizontal of the page or are placed so that they end near the right-hand margin. First line of each paragraph is indented five to seven spaces. Only closed form of punctuation is used in this form. This letter style is attractive on the page.

4. AMS (Administrative Management Society):

It has been in use since 1950, AMS is simple style. It uses full–block form and open punctuation. No salutation or complimentary close is used. Reader’s name, is used in the first and last sentences. Subject and writer’s name are typed in capitals.

Punctuation Styles

1. Close Punctuation

Parts of heading, date, inside address, salutation and complimentary close are punctuated.

  1. Standard Punctuation No line of heading or inside address is punctuated. After salutation and complimentary close a comma is placed.
  2. Open Punctuation It requires no punctuation even after the salutation and the complimentary close.

Modified Block Form (1)

Heading or Letter Head Date Inside Address Salutation Body The General Manager, Allied Traders, 13, Empress Market, Karachi. Dear Mr. Ali, . . Public Bank, 30, The Mall, Lahore. March 7, 2002
Complimentary
Close Yours
sincerely,
Signature Area
Ali Hassan
Reference Initial Sale Manager
MA/na

Full – Block Semi Block Form

Heading or Letter Head Date Inside Address Salutation Body Complimentary Close Signature Area Reference Initial Public Bank, 30, The Mall, Lahore. March 7, 2002 The General Manager, Allied Traders, 13, Empress Market, Karachi. Dear Mr. Ali, . . Yours sincerely, Ali Hassan Sale Manager MA/na
Heading or Letter Head Date Inside Address Salutation Body The General Manager, Allied Traders, 13, Empress Market, Karachi. Dear Mr. Ali, . . Public Bank, 30, The Mall, Lahore. March 7, 2002
Complimentary
Close Yours
sincerely,
Signature Area
Ali Hassan
Reference Initial Sale Manager
MA/na

Parts of the Memorandum

MEMO TO: FROM: DATE: SUBJECT:

INTEROFFICE MEMORADUM TO: Distribution From:

Dept: Dept: Floor: Floor & Ext: Subject: Date:

Distribution 2 August 14, 2006

Memorandum (Company name) Date: ______________ Form: ____________ To: ________________ Telephone: ________ Dept: ______________ Subject: ____________

For your Message, comment, or reply Approval Information Comment

Write it * Date it * Sign it Oral message waste time, cause annoying Interruptions, and are likely misunderstood or forgotten to be

Parts of the Memorandum (1)

ABC Company Interoffice Communication To: _________________________ Plant/department: ________ From: _______________________ Plant/department: ________ Subject: _____________________ Date: ___________________ Message ____________________________________________

Signed ______________________________________________

Reply: ______________________________________________

Date: _____________________ Signed: ___________________

============================================================== = Person receiving communication: retain this copy for your records (1st page white) Originator: detach this copy, send remaining set, carbon instant, for use for replier (2nd p yellow) ==============================================================

Replier:

return this copy to sender (3rd page pink)

VN:F [1.9.14_1148]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.14_1148]
Rating: 0 (from 0 votes)