BUSINESS CORRESPONDENCE STRUCTURE AND LAYOUTS PREPARED BY : RAJEEV BAGDE RAMJEE PANDEY

INTRODUCTION Welcome to this powerpoint presentation on “STRUCTURE AND LAYOUTS”. Welcome to this powerpoint presentation on “STRUCTURE AND LAYOUTS”. So, what this presentation will explore are some basic ways of arranging business letters. So, what this presentation will explore are some basic ways of arranging business letters.

STRUCTURE AND LAYOUTS There are 5 basic letter styles.These are:-  Full blocked  Full blocked  Blocked  Blocked  Semi blocked  Semi blocked  Square blocked  Square blocked  Simplified letters  Simplified letters Business writes today generally favour FULL-BLOCKED or SIMPLIFIED letter formats for two reasons:  Moving all elements to the left margin is easier for the typist/word processor.  Moving all elements to the left margin is easier for the typist/word processor.  Indenting is necessary,since one blank line is routinely left between paragraph.  Indenting is necessary,since one blank line is routinely left between paragraph.

ELEMENT OF STRUCTURE 1 Heading 1 Heading 2 Date 2 Date 3 Reference 3 Reference 4 Inside address 4 Inside address 5 Attention line 5 Attention line 6 Salutation 6 Salutation 7 Subject 7 Subject 8 Body 8 Body 9 Complimentary close 9 Complimentary close 10 Signature 10 Signature 11 Identification marks 11 Identification marks 12 Enclosure 12 Enclosure

THE FULL-BLOCKED STYLE All parts of the letter,except the printed letter head, are aligned to the left margin. All parts of the letter,except the printed letter head, are aligned to the left margin. Indentation is not required for any part, thus it saves time. Indentation is not required for any part, thus it saves time. Open puntuation is followed. Open puntuation is followed.

THE FULL- BLOCKED STYLE

THE BLOCKED STYLE This style is the same as the full-blocked,i.e. all letter parts begins at the left margin,except;  the date line (center or to the right),  the date line (center or to the right),  complimentary closing,  complimentary closing,  company signature,and  company signature,and  the signers identification.  the signers identification. These parts are written at the horizontal centre of the page.

EXAMPLE: BLOCKED STYLE

THE SIMPLIFIED STYLE This style is the same as the full- blocked,except: This style is the same as the full- blocked,except: There is no salutation or complimentary closing; There is no salutation or complimentary closing; A capitalized subject line (without the word “subject”) must be used; A capitalized subject line (without the word “subject”) must be used; The sifners identification is typed in all capitals; and The sifners identification is typed in all capitals; and Unnumbered lists are indented five spaces. Unnumbered lists are indented five spaces.

EXAMPLE:SIMPLIFIED STYLE Daljeet Industreis Limited Daljeet Industreis Limited Bombay Road Bombay Road Gurdaspur Gurdaspur The Purchase officer Sally Exporters Limited 20a,Feroze Shah Marg New Delhi CORRECTION OF INCORRECT BILL WEEEE WWWWWWWWWWWW WWWWWWWWWWW WWWWWWWWW WWWWWWW WWWWWWWWW WWWWWWWW W WWWWWWWW WWWWWW WWWWWW W PP PPPPPPPP PPPPPPPPP PPPPPPPPPPP P PPPPPPPPPP P P PPPPPPPP PPPPPPPP PPPPPPPPP PPPPPPPP PPPPPPPP PPPPPPP PPPPPPPPP PPPPPPPP KULWANT SINGH MANAGER