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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 Line2. Subject Line3. Enclosure Notation4. Copy Notation5. File or Account Number and Mailing Notation6. Postscript
Standard Parts of the Letter Optional Parts of the Letter
4
MEMORANDUM
1. To
2. From
3. Subject
4. Date
5. Message
1. Reference Initials2. Enclosures3. File Number4. Sender’s department 5. Telephone Number
• Standard Parts of the Memo
• Optional Parts of the Memo
5
Parts of a Business LetterParts 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, 2011
2 to 10 lines
Inside Ms. Fauzia ShamimAddress Director
Teachers’ Development Centre
C-147, PECHS BL-07
Karachi- 75400
1 blank lineSalutation 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 AhmedBlock Lecturer
1 blank line
Reference NAInitials
9
A-3/33, Royal ApartmentGulshan-e-Iqblal Block-19Karachi - 75400
May 14, 2011
Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300
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 ApartmentGulshan-e-Iqblal Block-19Karachi - 75400
May 14, 2011
Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300
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 ApartmentGulshan-e-Iqblal Block-19Karachi - 75400
May 14, 2011
Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300
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 ApartmentGulshan-e-Iqblal Block-19Karachi - 75400
May 14, 2011
Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300
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)