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

MESSAGE FORMATS

W6: CHAPTER 6

OUTLINE/LEARNING OBJECTIVES

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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



Ch 6 - 3

1. Letters-introduction



Ch 6 - 4

Used for external communication

Used for formal internal messages

to employees-internal

2. Standard Parts of a Letter



Ch 6 - 5

Heading

Inside address

Salutation

Body

Complimentary close

Signature block

Reference initials

Standard Parts of a Letter



Ch 6 - 6

2.1. Heading



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



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



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



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



Ch 6 - 11

Examples:

Sincerely,

Sincerely yours,

Respectfully,

Placed one blank line below the last line of the body

2.6. Signature Block



Ch 6 - 12

Writer’s signed name

Writer’s keyed name

Writer’s title

2.7. Reference Initials



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



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



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



Ch 6 - 16

Full Block

Modified Block

SimplifiedWhen receiver’s name, gender, marital

status is unknown

Salutation is replaced by subject line



Ch 6 - 17



Ch 6 - 18



Ch 6 - 19

5. Personal Business Letters



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



Ch 6 - 21

Each country and culture may have a

unique business letter format.

Envelopes



Ch 6 - 22

Envelopes



Ch 6 - 23

Envelopes are also important..

Same colour and quality as letterhead

Large enough to hold letters and enclosures without

unneccessary folding



Ch 6 - 24

Elements in an envelope

Return address

Mailing address

Envelope notations

Eg: CONFIDENTIAL



Ch 6 - 25

Memos and emails

Ch 6 - 26

Memos and E-Mail



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



Ch 6 - 28

To

From

Date

Subject



Ch 6 - 29

Memo Format



Ch 6 - 30

Stationery



Ch 6 - 31

Stationery



Ch 6 - 32

Size

Weight

Color

Quality

Envelope Paper

What Have We Learnt



Ch 6 - 33

Writing and understanding a letter

Importance of envelopes

Memos and emails

Stationery

Documents

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