MESSAGE FORMATS - Msmiza9's Blog · 10/6/2011 · The appropriate use of supplementary parts...

MESSAGE FORMATS

W6: CHAPTER 6

OUTLINE/LEARNING OBJECTIVES

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accessible website, in whole or in part.

Ch 6 - 2

Describe the seven standard parts of a letter

The appropriate use of supplementary parts of a

letter

Format business letters

Address an envelope

Format memos and e-mails

Characteristics of stationery for letters, memos, and

envelopes

LETTERS

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accessible website, in whole or in part.

Ch 6 - 3

1. Letters-introduction

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accessible website, in whole or in part.

Ch 6 - 4

Used for external communication

Used for formal internal messages

to employees-internal

2. Standard Parts of a Letter

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accessible website, in whole or in part.

Ch 6 - 5

Heading

Inside address

Salutation

Body

Complimentary close

Signature block

Reference initials

Standard Parts of a Letter

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accessible website, in whole or in part.

Ch 6 - 6

2.1. Heading

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accessible website, in whole or in part.

Ch 6 - 7

2 parts:Letterhead or keyed return addressorganization name

complete mailing address

additional information-phone/fax number/email

DateHorizontally or vertically placed

Is different on pages other than the first

2.2. Inside Address

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Ch 6 - 8

Keyed at the left

Include:

Receiver’s name and professional title

Department name

Company name

Street address

City, State, and ZIP code

2.3 Salutation

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accessible website, in whole or in part.

Ch 6 - 9

Begins one blank line below the inside

address

Eg: Dear Mr Wong,

or

Dear Yang Berbahagia Dato’,

Should match the first line of the inside

address

2.4. Body

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accessible website, in whole or in part.

Ch 6 - 10

The message section of the letter

Begins one blank line below the

salutation

No blank lines within paragraphs

and one blank line between

paragraphs

2.5. Complimentary Close

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accessible website, in whole or in part.

Ch 6 - 11

Examples:

Sincerely,

Sincerely yours,

Respectfully,

Placed one blank line below the last line of the body

2.6. Signature Block

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accessible website, in whole or in part.

Ch 6 - 12

Writer’s signed name

Writer’s keyed name

Writer’s title

2.7. Reference Initials

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accessible website, in whole or in part.

Ch 6 - 13

Show who keyed the letter

May also show who wrote the

letter if different than the person

who signed it

2.9. Supplementary Parts of a Letter

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accessible website, in whole or in part.

Ch 6 - 14

Attention line

Eg: Attention: Mr. John Q. Public, General Manager

Subject line

Company name in signature block

Enclosure or attachment notation

Copy notation

If extra copies are being sent to another person

Postscript

The usage of P.S:,

3. Punctuation Styles

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Ch 6 - 15

Mixed punctuation Colon(;) after the salutation comma after the complimentary close Dear Mr Wong;

Hope you are doing fine.

Open punctuation no punctuation after the salutation no punctuation after the complimentary close Eg:Dear Mr Wong

Hope you are doing fine.

4. Letter Formats

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Ch 6 - 16

Full Block

Modified Block

SimplifiedWhen receiver’s name, gender, marital

status is unknown

Salutation is replaced by subject line

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accessible website, in whole or in part.

Ch 6 - 17

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly

accessible website, in whole or in part.

Ch 6 - 18

© 2010 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly

accessible website, in whole or in part.

Ch 6 - 19

5. Personal Business Letters

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accessible website, in whole or in part.

Ch 6 - 20

Written by an individual conducting business of a personal nature

Contain the same elements as a business letter

Eg: Job application, thank you letter

6. International Business Correspondence

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accessible website, in whole or in part.

Ch 6 - 21

Each country and culture may have a

unique business letter format.

Envelopes

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accessible website, in whole or in part.

Ch 6 - 22

Envelopes

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accessible website, in whole or in part.

Ch 6 - 23

Envelopes are also important..

Same colour and quality as letterhead

Large enough to hold letters and enclosures without

unneccessary folding

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accessible website, in whole or in part.

Ch 6 - 24

Elements in an envelope

Return address

Mailing address

Envelope notations

Eg: CONFIDENTIAL

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accessible website, in whole or in part.

Ch 6 - 25

Memos and emails

Ch 6 - 26

Memos and E-Mail

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accessible website, in whole or in part.

Ch 6 - 27

Memos and E-mail

Internal business communication

Less formal and shorter than letters

E-mail

When used for external communication should be informal, not casual

Memo Format

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accessible website, in whole or in part.

Ch 6 - 28

To

From

Date

Subject

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accessible website, in whole or in part.

Ch 6 - 29

Memo Format

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accessible website, in whole or in part.

Ch 6 - 30

Stationery

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accessible website, in whole or in part.

Ch 6 - 31

Stationery

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accessible website, in whole or in part.

Ch 6 - 32

Size

Weight

Color

Quality

Envelope Paper

What Have We Learnt

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accessible website, in whole or in part.

Ch 6 - 33

Writing and understanding a letter

Importance of envelopes

Memos and emails

Stationery