1. 4/12/2017

2. The Appearence & Design of Business Messages
Chapter 07
The Appearence & Design of Business Messages By
Syed Maqsood Ahmed

3. Introduction
The electronic revolution is changing the way we communicate, & these changes include formats & convention of written communication.
In the traditional forms of written communication, your receiver will form an impression of you based on the overall appearance & the format of the message.

4. The Medium Used For Messages
We can categorise the written messages into two types that are
BUSINESS LETTERS
MEMORANDUMS

5. BUSNIESS LETTERS
The medium most often used for written messages to persons outside your organization is called as BUSINESS LETTERS.
Your letter’s appearance conveys nonverbal impressions that effect a reader’s attitude.
Many types of styles & formats of modern word processing & printers can enhance the appearance of your message & create a positive impression.

6. Elements of Appearance
Elements of appearance that help to produce positive & favourable reaction are.
Appropriate Stationary
Correct Letter Parts
Layouts.
If you have an chance or opportunity to change your organization’s stationary keep the following guidelines in your mind.

7. Stationary & Envelops
Good stationary plays a vital role in conveying the nonverbal part of your message & it lasts a positive impression of readers mind. So you should consider about the Quality, Size & the Color
Quality 40gm – 80gm
Size A4 – Legal
Color white – Cream, sometimes light gray.

8. Letterhead
Modern letterheads usually occupy no more than 2 inches at the top of the page but may vary according to the company’s requirement.
Letterhead information should include
Name of the organization
Address of the organization
ZIP Code or Postal Code
Telephone No. & Fax No.
Internet Address
Nature of Business
Name of The Department sometimes

9. Envelopes
The information in address should be listed in the following order
Name & Title of receiver
Name of Department
Name of Organization
Name of Building
Street Address & Suite No.
City & Country.

10. Standard Parts of The Letter
Most business letters have the following parts
Heading – Letterhead & Date
Inside Address
Salutation
Body
Complimentary Close
Signature Area
Reference Section.

11. Heading – Letterhead & Date
Headings – either letterhead or your own address should be at the top of the letter before the date & before the name & address of the receiver of your message.
It may change from organization to organization.

12. Inside Address
The inside address should begin with the addressee’s name preceded by a courtesy & or professional title.
Examples from the book page 162
Courtesy Title
Name
Executive or Professional Title

13. Salutation
Salutation are typed on the 2nd line below the inside address & two lines above the body of the letter.
Examples are from the book page 162

14. Body
Generally the body of all letters should be typed single-spaced, with double-spacing between two paragraphs, before and after the salutation, & before the complimentary close.

15. Complimentary Close
The most popular complimentary close in letters are
Sincerely
Yours sincerely or Sincerely yours
Very truly yours or Yours very truly
Cordially

16. Signature Area
You can include in the signature area several identifications
Name of your company
Your signature
Your name
Your business title.
Examples from the book page 164

17. Reference Section
The reference section may include information about the message composer, the typist & sometimes word processing data.
Examples from the book.

18. Optional Parts of The Letter
Attention Line
Subject Line
Enclosure Line
Copy Notation
File or A/c No.
Postscript.

19. MEMORANDUMS
The memorandums goes within the organization, & it is the most common form of written communication between people or departments.
The managers normally use in this type of communication.

20. Parts of Memorandum Standard memos consists of Heading Subject Line
Date
Lay Out of The Memorandum Body

21. Special Timesaving Message Media
Electronic Mail
Faxes
Telegrams, Mailgrams & Telexes
Teleconferencing (Audio, Video & Computer )

22. Electronic Mail

23. Teleconferencing (Audio, Video & Computer )

24. Telegrams, Mailgrams & Telexes