2 The Appearence & Design of Business Messages Chapter 07The Appearence & Design of Business MessagesBySyed Maqsood Ahmed
3 IntroductionThe 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 areBUSINESS LETTERSMEMORANDUMS
5 BUSNIESS LETTERSThe 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 StationaryCorrect Letter PartsLayouts.If you have an chance or opportunity to change your organization’s stationary keep the following guidelines in your mind.
7 Stationary & EnvelopsGood 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 ColorQuality 40gm – 80gmSize A4 – LegalColor white – Cream, sometimes light gray.
8 LetterheadModern 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 includeName of the organizationAddress of the organizationZIP Code or Postal CodeTelephone No. & Fax No.Internet AddressNature of BusinessName of The Department sometimes
9 EnvelopesThe information in address should be listed in the following orderName & Title of receiverName of DepartmentName of OrganizationName of BuildingStreet Address & Suite No.City & Country.
10 Standard Parts of The Letter Most business letters have the following partsHeading – Letterhead & DateInside AddressSalutationBodyComplimentary CloseSignature AreaReference 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 AddressThe inside address should begin with the addressee’s name preceded by a courtesy & or professional title.Examples from the book page 162Courtesy TitleNameExecutive or Professional Title
13 SalutationSalutation 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 BodyGenerally 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 CloseThe most popular complimentary close in letters areSincerelyYours sincerely or Sincerely yoursVery truly yours or Yours very trulyCordially
16 Signature AreaYou can include in the signature area several identificationsName of your companyYour signatureYour nameYour business title.Examples from the book page 164
17 Reference SectionThe 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 LineSubject LineEnclosure LineCopy NotationFile or A/c No.Postscript.
19 MEMORANDUMSThe 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 DateLay Out of The Memorandum Body
21 Special Timesaving Message Media Electronic MailFaxesTelegrams, Mailgrams & TelexesTeleconferencing (Audio, Video & Computer )