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Business Communication

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Lesson 17
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 full­block 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.
2. Standard Punctuation
No line of heading or inside address is punctuated. After salutation and complimentary close a comma is
placed.
3. Open Punctuation
It requires no punctuation even after the salutation and the complimentary close.
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Modified Block Form (1)
Heading or Letter
Public Bank,
Head
30, The
Mall,
Lahore.
Date
March 7,
2002
Inside Address
The General Manager,
Allied Traders,
13, Empress Market,
Karachi.
Salutation
Dear Mr. Ali,
Body
.
.
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Complimentary
Close
Yours
sincerely,
Signature Area
Ali Hassan
Reference Initial
Sale Manager
MA/na
Full - Block
Public Bank,
Heading or Letter
30, The Mall,
Head
Lahore.
March 7, 2002
Date
The General Manager,
Inside Address
Allied Traders,
13, Empress Market,
Karachi.
Dear Mr. Ali,
Salutation
Body
.
.
Yours sincerely,
Complimentary Close
Ali Hassan
Signature Area
Sale Manager
MA/na
Reference Initial
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Semi Block Form
Heading or Letter
Public Bank,
Head
30, The
Mall,
Lahore.
Date
March 7,
2002
Inside Address
The General Manager,
Allied Traders,
13, Empress Market,
Karachi.
Salutation
Dear Mr. Ali,
Body
.
.
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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
_______________________________________________
_______________________________________________
Ka
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Distribution:
1.
2.
3.
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
to
be
misunderstood or forgotten
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)
57
Table of Contents:
  1. COMMUNICATION:Definition of Communication, Communication & Global Market
  2. FLOW OF COMMUNICATION:Internal Communication, External Communication
  3. THEORIES OF COMMUNICATION:Electronic Theory, Rhetorical Theory
  4. THE PROCESS OF COMMUNICATION & MISCOMMUNICATION:Message
  5. BARRIERS IN EFFECTIVE COMMUNICATION /COMMUNICATION FALLOFF
  6. NON- VERBAL COMMUNICATION:Analysing Nonverbal Communication
  7. NON- VERBAL COMMUNICATION:Environmental Factors
  8. TRAITS OF GOOD COMMUNICATORS:Careful Creation of the Message
  9. PRINCIPLES OF BUSINESS COMMUNICATION:Clarity
  10. CORRECTNESS:Conciseness, Conciseness Checklist, Correct words
  11. CONSIDERATION:Completeness
  12. INTERCULTURAL COMMUNICATION
  13. INTERCULTURAL COMMUNICATION:Education, Law and Regulations, Economics
  14. INDIVIDUAL CULTURAL VARIABLES:Acceptable Dress, Manners
  15. PROCESS OF PREPARING EFFECTIVE BUSINESS MESSAGES
  16. Composing the Messages:THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES
  17. THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES:Punctuation Styles
  18. COMMUNICATING THROUGH TECHNOLOGY:Email Etiquette, Electronic Media
  19. BASIC ORGANIZATIONAL PLANS:Writing Goodwill Letters
  20. LETTER WRITING:Direct Requests, Inquiries and General Requests
  21. LETTER WRITING:Replies to Inquiries, Model Letters
  22. LETTER WRITING:Placing Orders, Give the Information in a Clear Format
  23. LETTER WRITING:Claim and Adjustment Requests, Warm, Courteous Close
  24. LETTER WRITING:When The Buyer Is At Fault, Writing Credit Letters
  25. LETTER WRITING:Collection Letters, Collection Letter Series
  26. LETTER WRITING:Sales Letters, Know your Buyer, Prepare a List of Buyers
  27. MEMORANDUM & CIRCULAR:Purpose of Memo, Tone of Memorandums
  28. MINUTES OF THE MEETING:Committee Membersí Roles, Producing the Minutes
  29. BUSINESS REPORTS:A Model Report, Definition, Purpose of report
  30. BUSINESS REPORTS:Main Features of the Report, INTRODUCTION
  31. BUSINESS REPORTS:Prefatory Parts, Place of Title Page Items
  32. MARKET REPORTS:Classification of Markets, Wholesale Market
  33. JOB SEARCH AND EMPLOYMENT:Planning Your Career
  34. RESUME WRITING:The Chronological Resume, The Combination Resume
  35. RESUME & APPLICATION LETTER:Personal Details, Two Types of Job Letters
  36. JOB INQUIRY LETTER AND INTERVIEW:Understanding the Interview Process
  37. PROCESS OF PREPARING THE INTERVIEW:Planning for a Successful Interview
  38. ORAL PRESENTATION:Planning Oral Presentation, To Motivate
  39. ORAL PRESENTATION:Overcoming anxiety, Body Language
  40. LANGUAGE PRACTICE AND NEGOTIATION SKILLS:Psychological barriers
  41. NEGOTIATION AND LISTENING:Gather information that helps you
  42. THESIS WRITING AND PRESENTATION:Write down your ideas
  43. THESIS WRITING AND PRESENTATION:Sections of a Thesis (Format)
  44. RESEARCH METHODOLOGY:Studies Primarily Qualitative in Nature
  45. RESEARCH METHODOLOGY:Basic Rules, Basic Form, Basic Format for Books