1 THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES NADEEM AHMED 1

2 Letter Styles/Layouts Layout/Style Full-block Modified-block Modified-block with paragraph indented AMS (Administrative Management Society)/ Simplified Characteristics Every line begins at the left margin, common format & easy to set up The date, complimentary close & signature section near right-hand margin, attention line/subject line may be indented, centered, or at the left margin. Paragraph indented Sans salutation, sans complimentary close, sans signature, Subject Line in Capital letters

3 The Appearance and Design of Business Messages: Business Letters 1.Heading – Letterhead and Date 2.Inside Address 3.Salutation 4.Body 5.Complimentary Close 6.Signature area 7.Reference Initials 1.Attention Line 2.Subject Line 3.Enclosure Notation 4.Copy Notation 5.File or Account Number and Mailing Notation 6. Postscript Standard Parts of the LetterOptional Parts of the Letter

4 MEMORANDUM 1.To 2.From 3.Subject 4.Date 5.Message 1.Reference Initials 2.Enclosures 3.File Number 4.Sender’s department 5.Telephone Number Standard Parts of the Memo Optional Parts of the Memo

5 Parts of a Business Letter Letterhead Mohammad Ali Jinnah University E-22 Block 6, PECHS, Karachi-75400, Pakistan line 12 or 2 lines below letterhead Dateline September 13, to 10 lines Inside Ms. Fauzia Shamim Address Director Teachers’ Development Centre C-147, PECHS BL-07 Karachi blank line Salutation Dear Ms. Fauzia Shamim:

6 Parts of a Business Letter (continued) 1 blank line Subject Line Invitation as A Guest Speaker 1 blank line Body We invite you to speak on the topic of your choice related to business communication on Saturday, 14 February, 2012 from 12:30 to 13:20 am. It is the tradition at Mohammad Ali Jinnah University that we invite dignitaries and learned people from industry and academia to share their experience and knowledge with our students so that they could be well prepared to cope up with professional challenges in their career. Your contribution in this regard will be highly appreciated..

7 Parts of a Business Letter (continued) We promise you to have an eager audience of 100 comprising students of MBA. Your audience would be students of Business Communication, Managerial and Marketing Management. We look forward to having a nice exchange of knowledge and experience with our students 1 blank line Complimentary Sincerely, Close 3 blank lines

8 Parts of a Business Letter (continued) Signature Nadeem Ahmed Block Lecturer 1 blank line Reference NA Initials

9 A-3/33, Royal Apartment Gulshan-e-Iqblal Block-19 Karachi May 14, 2011 Mr. Javed Ahmed, Manager Al-Habib Bank (Pvt.) Ltd. 204, I.I. Chundrigar Road Karachi Dear Mr. Ahmed: OFFICE ASSISTANT POSITION Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job. After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team. Yours sincerely, Saleem Ahmed Enclosure FULL-BLOCK

10 A-3/33, Royal Apartment Gulshan-e-Iqblal Block-19 Karachi May 14, 2011 Mr. Javed Ahmed, Manager Al-Habib Bank (Pvt.) Ltd. 204, I.I. Chundrigar Road Karachi Dear Mr. Javed Ahmed: OFFICE ASSISTANT POSITION Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job. After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team. Yours sincerely, Saleem Ahmed Enclosure MODIFIED BLOCK

11 A-3/33, Royal Apartment Gulshan-e-Iqblal Block-19 Karachi May 14, 2011 Mr. Javed Ahmed, Manager Al-Habib Bank (Pvt.) Ltd. 204, I.I. Chundrigar Road Karachi Dear Mr. Javed Ahmed: OFFICE ASSISTANT POSITION Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job. After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team. Yours sincerely Saleem Ahmed Enclosure MODIFIED BLOCK WITH INDENTED PARAGRAPH

12 MODIFIED BLOCK WITH INDENTED PARAGRAPHS

13 A-3/33, Royal Apartment Gulshan-e-Iqblal Block-19 Karachi May 14, 2011 Mr. Javed Ahmed, Manager Al-Habib Bank (Pvt.) Ltd. 204, I.I. Chundrigar Road Karachi OFFICE ASSISTANT POSITION Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job. After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team. Saleem Ahmed Enclosure SIMPLIFIED/AMS (ADMINISTRATIVE MANAGEMENT SOCIETY)

14 SIMPLIFIED/AMS (ADMINISTRATIVE MANAGEMENT SOCIETY)