Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Chapter 6 Message Formats

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Learning Objective 1 Describe the seven standard parts of a letter.

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Standard Parts of a Letter  Heading  Inside address  Salutation  Body  Complimentary close  Signature block  Reference initials

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Learning Objective 2 Describe the appropriate use of supplementary parts of a letter.

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Supplementary Parts of a Letter  Attention line  directs letter to a person, position title, or department  Subject line  identifies main topic  Company name in signature block  used when the letter is also a contract  Enclosure or attachment notation  indicates additional material in the envelope  Copy notation  identifies others receiving the letter  Postscript  adds personal comment or emphasis

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Learning Objective 3 Format business letters using the full block, modified block, and simplified styles.

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Business Letter Formats  Full Block –  All parts aligned at left margin  Modified block –  Date, complimentary close, and signature block start at the horizontal center of the page  Most other items aligned at left margin  First line of each paragraph may be indented

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Business Letter Formats, continued  Simplified –  All parts aligned at left margin  No salutation or complimentary close  Includes a subject line  Writer’s name and title keyed on one line in uppercase letters

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Learning Objective 4 Address an envelope properly.

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Addressing an Envelope  Return Address  Upper left corner  Mailing Address  Slightly below and to the left of center  Delivery instructions  Double space below the stamp in uppercase letters  Handling instructions  Double space below the return address in uppercase letters

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Learning Objective 5 Format memos and properly.

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Memos  Use  To:  From:  Date:  Subject:  Writer signs or writes initials near keyed name in the heading

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch s  Paragraph text should resemble a letter  Use greetings and signature lines to make messages more conversational

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Learning Objective 6 Discuss the characteristics of appropriate stationery for letters, memos, and envelopes.

Student slidesBusiness Communication Krizan, Merrier, Logan, & Williams Ch Stationery  20 lb. bond  8½ x 11 or 7½ x 10  Letters use higher quality paper than memos  Envelopes should match the letter paper