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

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Presentation on theme: "Chapter 07 The Appearence & Design of Business Messages By Syed Maqsood Ahmed."— Presentation transcript:

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2 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. 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. 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 1. BUSINESS LETTERS 2. MEMORANDUMS

5 BUSNIESS LETTERS The medium most often used for written messages to persons outside your organization is called as BUSINESS 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. 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. 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. Elements of appearance that help to produce positive & favourable reaction are. 1. Appropriate Stationary 2. Correct Letter Parts 3. Layouts. If you have an chance or opportunity to change your organization’s stationary keep the following guidelines in your mind. 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 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 Quality 40gm – 80gm Size A4 – Legal Size A4 – Legal Color white – Cream, sometimes light gray. 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. 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 Letterhead information should include 1. Name of the organization 2. Address of the organization 3. ZIP Code or Postal Code 4. Telephone No. & Fax No. 5. Internet Address 6. Nature of Business 7. Name of The Department sometimes

9 Envelopes The information in address should be listed in the following order The information in address should be listed in the following order 1. Name & Title of receiver 2. Name of Department 3. Name of Organization 4. Name of Building 5. Street Address & Suite No. 6. City & Country.

10 Standard Parts of The Letter Most business letters have the following parts Most business letters have the following parts 1. Heading – Letterhead & Date 2. Inside Address 3. Salutation 4. Body 5. Complimentary Close 6. Signature Area 7. 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. 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. 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. The inside address should begin with the addressee’s name preceded by a courtesy & or professional title. Examples from the book page 162 Examples from the book page Courtesy Title 2. Name 3. Executive or Professional Title

13 Salutation Salutation are typed on the 2 nd line below the inside address & two lines above the body of the letter. Salutation are typed on the 2 nd line below the inside address & two lines above the body of the letter. Examples are from the book page 162 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. 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 The most popular complimentary close in letters are 1. Sincerely 2. Yours sincerely or Sincerely yours 3. Very truly yours or Yours very truly 4. Cordially

16 Signature Area You can include in the signature area several identifications You can include in the signature area several identifications 1. Name of your company 2. Your signature 3. Your name 4. Your business title. Examples from the book page 164 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. The reference section may include information about the message composer, the typist & sometimes word processing data. Examples from the book. Examples from the book.

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

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

20 Parts of Memorandum Standard memos consists of Standard memos consists of 1. Heading 2. Subject Line 3. Date 4. Lay Out of The Memorandum Body

21 Special Timesaving Message Media 1. Electronic Mail 2. Faxes 3. Telegrams, Mailgrams & Telexes 4. Teleconferencing (Audio, Video & Computer )

22 Electronic Mail

23 Teleconferencing (Audio, Video & Computer )

24 Telegrams, Mailgrams & Telexes


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