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Communications in Business Williams, Krizan, Logan, & Merrier © 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 - 1 Message Formats

Message formats

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Message Format for Business Writing

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Page 1: Message formats

Communications in Business Williams, Krizan, Logan, & Merrier

© 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 - 1

Message Formats

Page 2: Message formats

Formatting letters

Formatting memos

Message Formats

Page 3: Message formats

A. Letters

Used for external communication

Used for formal internal messages to employees

Page 4: Message formats

Standard Parts of a Letter

HeadingInside addressSalutationBodyComplimentary closeSignature blockReference initials

Page 5: Message formats

Standard Parts of a Letter

Page 6: Message formats

Heading

Letterhead or keyed return address

DateSpell out the month

Page 7: Message formats

Inside Address

Receiver’s name and professional title

Department nameCompany nameStreet addressCity, State, and ZIP code

Page 8: Message formats

Salutation

Begins one blank line below the inside address

Dear ________:

Should match the first line of the inside address

Page 9: Message formats

Body

Begins one blank line below the salutation

No blank lines within paragraphs and one blank line between paragraphs

Page 10: Message formats

Complimentary Close

Examples: Sincerely, Sincerely yours, Respectfully,

Placed one blank line below the last line of the body

Page 11: Message formats

Signature Block

Writer’s signed name

Writer’s keyed name

Writer’s title

Page 12: Message formats

Reference Initials

Show who keyed the letter

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

Page 13: Message formats

Supplementary Parts of a Letter

Attention lineSubject lineCompany name in signature blockEnclosure or attachment notationCopy notationPostscript

Page 14: Message formats

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

Page 15: Message formats

Letter Formats

Full Block

Modified Block

Simplified

Page 16: Message formats

Personal Business Letters

Written by an individual conducting business of a personal nature

Contain the same elements as a business letter

Page 17: Message formats

International Business Correspondence

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

Page 18: Message formats

Envelopes

Page 19: Message formats

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

Page 20: Message formats

Memo Format

ToFromDate Subject

Page 21: Message formats

Memo Format

Page 22: Message formats

Stationery

SizeWeightColorQualityEnvelope Paper