Adobe Connect Session ENG 301 Lesson No: 17-19 Resource Person: Talaat Mariyam

Lesson 17 The Appearance And Design Of Business Messages The layout of a Business Letter The Block-form / Modified – Block Full Block The Semi-Block AMS (Administrative Management Society)

The Block Form / Modified – Block Form This form is named so because inside address, salutation and paragraphs are blocked not indented in this form. Heading, date, complimentary close and signature are typewritten at the horizontal centre of the page. Double spaces between two parts are given while single space is used within the paragraph. This form is a time saver as no part is indented in it.

Full Block This format is considered to be the most modern. All the 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.

The Semi-Block This form was 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.

AMS (Administrative Management Society) It has been in use since 1950, AMS is a simple style. It uses full-block form and open punctuation. No salutation or complimentary close is used. Reader’s name is used in the first and last sentence. Subject and writer’s name are typed in capitals.

Punctuation Styles Close Punctuation Parts of heading, date, inside address, salutation and complimentary close are punctuated. Standard Punctuation No line of heading or inside address is punctuated. After salutation and complimentary close a comma is placed. Open Punctuation It requires no punctuation even after the salutation and the complimentary close.

Parts of the Memorandum MEMO TO: FROM: DATE: SUBJECT: ______________________________________________________

INTEROFFICE MEMORADUM TO: Distribution From: Dept: Dept: Floor: Floor & Ext: Subject: Date: _______________________________________________

Lesson 18 Communicating Through Technology Email Using email Understanding how Email Works Email Etiquette Advantages and Disadvantages of Email

Using Email With email, you can reach individuals/groups/ computers anywhere in the world to share information, files, videos, & anything else that can be sorted on a computer. Email can save your time in printing, copying, and distributing your message. You can use email to send and receive faxes.

Understanding How Email Works First log on-this means connecting to a computer, network, or email program. It requires the user’s name and a password. Choose the receivers of your message. For this step, you need to know the email addresses of your recipients. Compose the message and instruct the program to send the message.

Email Etiquettes Be clear, concise, and polite when you send an email message. Plan your email like letters and memos. Decide on the purpose Decide on the content Write all the ideas in point form Put these ideas into sequence appropriate to the purpose

Lesson 19 Basic Organizational Plans Direct (Deductive) Approach Basic Organizational Plans Indirect or Inductive Organizational Plan Indirect (Inductive) Approach Persuasive Request Plan

Direct (Deductive) Approach When your audience will be interested in what you have to say/willing to cooperate, you can use the direct/deductive plan to organize your message. It means you present the request/main idea in the beginning which follows up the necessary details & then you close your message with a cordial statement of action you want. We use this approach when the request requires no special tact or persuasion.

Indirect or Inductive Organizational Plan Indirect (Inductive) Approach If you think that your message might upset your reader or listener, you use the indirect plan to ease your audience into the part of your message that shows that you are fair-minded and eager to do business with him on some other terms. This approach consists of four parts.

Persuasive Request Plan  Organizational Plan-Indirect Approach (Bad-News Plan) 1. Buffer (using positive, pleasant rather than negative statement) 2. Explanation (reader’s benefit, reasons supporting the negative decision) 3. Decision (expressed or implied in clear but tactful manner) 4. Helpful, friendly and positive, stressing on goodwill. Persuasive Request Plan Attention (‘You’ oriented theme containing reader’s benefit) Interest Explain the opening theme in greater details using psychological appeal. Desire Give relevant evidence to prove your claim. Action Close with a clear action ending that suggests a specific action the reader may take.

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