Presentation on theme: "EFFECTIVE APPEARANCE OF BUSINESS MESSAGES"— Presentation transcript:
1 EFFECTIVE APPEARANCE OF BUSINESS MESSAGES Chapter 8
2 OUTLINE Of content Introduction Business Letters Stationery, Letterheads and Envelopes, Parts of a letter, and Letter FormatsMemorandumsOther Business Message FormatsMinutes of Meetings, News Releases, Postal Cards and Reply Cards, Office Notes and Message FormsReview
3 Words are the primary tools for forming business messages Communication also occurs without words (non-verbal)Non-verbal communicators- FORMAT and APPEARANCEThe guides in this presentation are a part of business writing PROTOCOLProtocol- societal system of appropriate behaviors in business.Applies to business writing also.
4 Business LetterThe appearance of a letter is a powerful nonverbal stimulusAll the below contribute to the reader’s first impression of the writer of the letter and the business:Stationery quality and sizeLetterhead and envelope designLetter format
5 StationeryUn-ruled, firm-texture paper is customary for business correspondence (communication by letter).The weight of paper affects transparency and durability20 –or 24 pound paper is commonly used in business stationery.Standard paper size- 8.5x11 inchesSome use 8.5x5 inches for short messages
6 STATIONERY, CON’TColors of the stationery can complement the image that the firm wishes to establishWhite – popular and conservative color, traditionally usedRed or green – to project an image of vigor or to attract attentionPastel – suggest warmth or refinement
7 STATIONERY, CON’TUse of familiar format of stationery - 8.5x11 inches, 24-pound paper, white paper, the absence of distracting stimuli moves the reader quickly and comfortably into the written messageUse of unfamiliar format of stationery- readers will likely react to those “touch-see” stimuli before reading the message -- reaction may be positive or negative, can influence the response to the verbal message.
8 Letterheads and Envelopes Printed stationery is called LetterheadIt customarily shows the name, address, and telephone number of the sender’s firm at the top of the page.Can also be at the side or bottom of the page.Additional features may be:firm’s trademarks or logotypeslogan or mottocable, fax or Telex II addressbranch addresses, often telephone number
9 LETTERHEADS AND ENVELOPES, CON’T A Business envelope is a vital part of the communication process, should match the letterhead stationery in:Size, quality, texture, design, and colorIt is more than just a container for a letter- it can show carelessness, inaccurate addressing, inefficiency, etc.A rating guide will help one evaluate a letterhead’seffectiveness:1. Are data correct?2. Are items clear? legible? Pleasantly arranged?3. If a trademark or logotype appears, is it attractive? Is it relevant to the firm’s purpose?4. Are addresses complete, including postal codes?5. Are telephone numbers completed, including area codes?6. If colors are use, do they enhance legibility and visual appeal?
10 Letter Formats A proper format enhances a business letter Use of picture-frame guide ensures that the letter will be presented in a visually appealing formatPicture-Frame GuideThe picture-frame guide applies to stationeryof standard or of unusual shape and design.How to use the Picture-Frame Guide:Position the message so that the margins frame it evenlyUse side and bottom margins in the same width so that the message, under its letterhead, resembles a picture placed in an attractive frame.
11 Parts of the letterThe parts of the letter are: heading, letter address, greeting, body, complimentary close, signature, and reference initials.They contribute to the writer’s information exchange and goodwill goals.
12 Heading Shows the place and date of origin. The writer’s complete mailing address and date are typed lines from the top of the paper. (Without letterhead)The date is commonly written as month, date and year. Eg. June 5, 20—Avoid using format (6/5/08) because of too much misinterpretation.
13 Letter addressThe letter address includes the receiver’s name, title, company unit (if used), the name of the receiver’s company, street address, city, state, postal code and include country of destination (international bound).All lines are blocked at the left margin, starting four lines below the date.
14 The GreetingThe greeting begins the letter and is typed at the left margin, a doubled space below the last line of the letter address.Addressee: greeting:Mr. A. B. Ross Dear Mr. RossMrs. A. B. Ross Dear Mrs. RossMiss A. B. Ross Dear Ms. RossMs. A. B. Ross Dear Ms. A.B RossA. B. Ross Dear A.B RossA. B. Ross, M.D. Dear Dr. RossNote* When you do not know the person’s gender use a gender-neutral greeting. Always ensure equity and respect of other’s preferences about their name and titles.
15 Other greeting examples: Mr. H. G. Smith and Ms. A. B. RossMs. Ann Ross and Mr. Harry SmithDear Mr. Smith and Ms. RossDear Ms. Ross and Mr. SmithDear Ann and HarryLadies and Gentlemen – business settingLadies or Mesdames (if an all-female enterprise)Gentlemen (if an all-male enterprise)Dear Personnel ManagerInformal tone examples- Good morning, or Hello.Note** In the simplified block letter format the Greeting is omitted.
16 BodyThe body contains the primary message and starts a double space below the greeting.The lines are singled spaced with double spaces between paragraphs.In block letter style the body is started a double space below the subject line.
17 COMPLIMENTARY CLOSEThe complimentary close is placed a double space below the last line of the body.Examples:“Yours truly,” “Yours very truly,” and “Very truly yours,” are considered formal closing.“Sincerely,” “Sincerely yours,” and “Yours Sincerely,” are most commonly used in U.S business Correspondence.“Cordially,” Cordially yours,” and “Your Very Cordially,” are also used, especially when the letter tone is personal or friendly.Note**- Must word our complimentary close to match the prevailing tone of our message.
18 SIGNATUREThe signature line may consist only of the name of the writer keyed on the forth line below the complimentary close or may also include the writer’s official title. The title may follow the typed name and a comma or it may be keyed on the next line space, blocked with the name and the complimentary close.
19 REFERENCE INITIALSThe initials of the typist or transcribers, reference initial, are keyed in lowercase at the left margin.Two lines below the keyed signature or sender’s title.Punctuation styles:Personal Style: Both greeting and complimentary close ends with a comma.Business Letters: either of two punctuation styles is used for the greeting or the complimentary close.Punctuation styles for business letter:Open style: omit punctuation after both greeting and the complimentary close.Mixed style: places a colon after the greeting and comma after the complimentary close
21 LETTER FORMATS 3 types of letter formats are: - Block format Modified Block formatSimplified Block format
22 BLOCK FORMATBlock format is the simplest format out of the three types of letter formats.Every line in the letter begins at the left margin.It tends nonverbally to suggest efficiency.It projects a crisp, neat and orderly manner.E.g. Persuasive and Complaint letters and thank you letter to a company.
24 MODIFIED BLOCK FORMATModified Block format is popular and moderately conservative.It is commonly used for personal business letters.Paragraphs may or may not be indented and the positions of the date, complimentary close and signature lock provide visual balance.It projects a more traditional image than the other two types of letter formats.E.g. Application letters.
26 SIMPLIFIED BLOCK FORMAT Simplified Block format has grown in popularity during the past decade.Most lines begin at the left margin and the greeting and complimentary close are omitted.It is well received by efficiency conscious business writers and who practices new business communication.E.g. Friendly letter and thank youletter to a friend.