Message formats

Communications in Business Williams, Krizan, Logan, & Merrier

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Ch 6 - 1

Message Formats

Formatting letters

Formatting memos

Message Formats

A. Letters

Used for external communication

Used for formal internal messages to employees

Standard Parts of a Letter

HeadingInside addressSalutationBodyComplimentary closeSignature blockReference initials

Standard Parts of a Letter

Heading

Letterhead or keyed return address

DateSpell out the month

Inside Address

Receiver’s name and professional title

Department nameCompany nameStreet addressCity, State, and ZIP code

Salutation

Begins one blank line below the inside address

Dear ________:

Should match the first line of the inside address

Body

Begins one blank line below the salutation

No blank lines within paragraphs and one blank line between paragraphs

Complimentary Close

Examples: Sincerely, Sincerely yours, Respectfully,

Placed one blank line below the last line of the body

Signature Block

Writer’s signed name

Writer’s keyed name

Writer’s title

Reference Initials

Show who keyed the letter

May also show who wrote the letter if different than the person who signed it

Supplementary Parts of a Letter

Attention lineSubject lineCompany name in signature blockEnclosure or attachment notationCopy notationPostscript

Punctuation Styles

Mixed punctuation colon after the salutation comma after the complimentary close

Open punctuation no punctuation after the salutation no punctuation after the complimentary

close

Letter Formats

Full Block

Modified Block

Simplified

Personal Business Letters

Written by an individual conducting business of a personal nature

Contain the same elements as a business letter

International Business Correspondence

Each country and culture may have a unique business letter format.

Envelopes

Memos and E-Mail

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

ToFromDate Subject

Memo Format

Stationery

SizeWeightColorQualityEnvelope Paper