Chap 6 Message Formats

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MessageFormats

What do we understand by formatting?

Chapter 6



Fo rmatting letters

Fo rmatting mem o s

Message Fo rmats



Fo rmatting Letters

Used f o r external c o mmunicati o nUsed f o r fo rmal internal messagesto empl oy ees



Standard Parts o f a Letter

HeadingInside address

Salutati o nBo d y

C o mplimentar y cl o seSignature bl o ck

Reference initials



Standard Parts o f

a Letter





Inside Address

Receiver·s name and title

C o mpan y nameStreet addressCit y, State and ZIP c o de

C o ntact NumbersEmail Id



Dr. R.H.KavaniAssistant Research Scientist

Oilseeds Research Stati o nJunagadh Agri Universit y, Junagadh.Gujarat:390008

Email- [email protected] o mPh. Off. 0285-2670205M-09979679484



Salutati o n

Begins a d o uble space after theinside address

Dear Dr. R.H.Kavani ,

Sho uld match the first line o f thethe inside address



Bo d y

Begins a d o uble space bel o w thesalutati o nSingle spaced within paragraphsand d o uble spaced betweenparagraphs



C o mplimentar y Clo se

Sincerel y,Sincerel y yo urs ,

Respectfull y, With Regards ,

Placed a d o uble space bel o w thelast line o f the b o d y .



Signature Bl o ck Writer·s signed name

Writer·s ke y ed name

Writer·s Title

Dr. R.H.KavaniAssistant Research Scientist



Reference Initials

Sho w wh o ke y ed the letter

Ma y als o sh o w wh o wro te theletter if different than the pers o nwh o signed it



Supplementar y Parts o f a Letter

Attenti o n lineSubject lineC o mpan y name in signaturebl o ck Encl o sure o r attachment no tati o nC o p y to n o tati o nPo stscript (P. S)



Punctuati o n Sty les

Mixed punctuati o n ² c o lo n after the salutati o n ² c o mma after the c o mplimentar y

cl o seOpen punctuati o n

²

n o punctuati o n after the salutati o n ² n o punctuati o n after the

c o mplimentar y cl o se



Letter Fo rmats

Full Blo ck: fig 6.3

Mo dified Blo ck fig 6.4

Simplified fig 6.6



Pers o nal Business Letters

Written b y an individualc o nducting business o f a pers o nalnatureC o ntain the same elements as abusiness letter



Envel o pes



Mem o s and E-Mail

Mem o ² Internal business c o mmunicati o n ² Less f o rmal and sh o rter than lettersE-mail

² Graduall y replacing mem o s fo r

internal c o mmunicati o n ² Ma y be used selectivel y fo r external

c o mmunicati o n





Centered Verticall y«



Mem o Fo rmat

ToFro mDate

Subject



Mem o Fo rmat





Stati o ner y

Size

WeightC o lo r

Qualit yEnvel o pe Paper

Documents

Chap 6 Message Formats