|
|||||
|
VU
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.
52
VU
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
.
.
53
VU
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
54
VU
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
.
.
55
VU
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
56
VU
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:
|
||||