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Presentation on theme: "4/12/2017."— Presentation transcript:

1 4/12/2017

2 The Appearence & Design of Business Messages
Chapter 07 The Appearence & Design of Business Messages By Syed Maqsood Ahmed

3 Introduction The electronic revolution is changing the way we communicate, & these changes include formats & convention of written communication. In the traditional forms of written communication, your receiver will form an impression of you based on the overall appearance & the format of the message.

4 The Medium Used For Messages
We can categorise the written messages into two types that are BUSINESS LETTERS MEMORANDUMS

5 BUSNIESS LETTERS The medium most often used for written messages to persons outside your organization is called as BUSINESS LETTERS. Your letter’s appearance conveys nonverbal impressions that effect a reader’s attitude. Many types of styles & formats of modern word processing & printers can enhance the appearance of your message & create a positive impression.

6 Elements of Appearance
Elements of appearance that help to produce positive & favourable reaction are. Appropriate Stationary Correct Letter Parts Layouts. If you have an chance or opportunity to change your organization’s stationary keep the following guidelines in your mind.

7 Stationary & Envelops Good stationary plays a vital role in conveying the nonverbal part of your message & it lasts a positive impression of readers mind. So you should consider about the Quality, Size & the Color Quality 40gm – 80gm Size A4 – Legal Color white – Cream, sometimes light gray.

8 Letterhead Modern letterheads usually occupy no more than 2 inches at the top of the page but may vary according to the company’s requirement. Letterhead information should include Name of the organization Address of the organization ZIP Code or Postal Code Telephone No. & Fax No. Internet Address Nature of Business Name of The Department sometimes

9 Envelopes The information in address should be listed in the following order Name & Title of receiver Name of Department Name of Organization Name of Building Street Address & Suite No. City & Country.

10 Standard Parts of The Letter
Most business letters have the following parts Heading – Letterhead & Date Inside Address Salutation Body Complimentary Close Signature Area Reference Section.

11 Heading – Letterhead & Date
Headings – either letterhead or your own address should be at the top of the letter before the date & before the name & address of the receiver of your message. It may change from organization to organization.

12 Inside Address The inside address should begin with the addressee’s name preceded by a courtesy & or professional title. Examples from the book page 162 Courtesy Title Name Executive or Professional Title

13 Salutation Salutation are typed on the 2nd line below the inside address & two lines above the body of the letter. Examples are from the book page 162

14 Body Generally the body of all letters should be typed single-spaced, with double-spacing between two paragraphs, before and after the salutation, & before the complimentary close.

15 Complimentary Close The most popular complimentary close in letters are Sincerely Yours sincerely or Sincerely yours Very truly yours or Yours very truly Cordially

16 Signature Area You can include in the signature area several identifications Name of your company Your signature Your name Your business title. Examples from the book page 164

17 Reference Section The reference section may include information about the message composer, the typist & sometimes word processing data. Examples from the book.

18 Optional Parts of The Letter
Attention Line Subject Line Enclosure Line Copy Notation File or A/c No. Postscript.

19 MEMORANDUMS The memorandums goes within the organization, & it is the most common form of written communication between people or departments. The managers normally use in this type of communication.

20 Parts of Memorandum Standard memos consists of Heading Subject Line
Date Lay Out of The Memorandum Body

21 Special Timesaving Message Media
Electronic Mail Faxes Telegrams, Mailgrams & Telexes Teleconferencing (Audio, Video & Computer )

22 Electronic Mail

23 Teleconferencing (Audio, Video & Computer )

24 Telegrams, Mailgrams & Telexes

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