Appearance and Design of Business Messages-Www - Pak-Studetns

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Appearance and Design of
Business Messages
www.pak-students.com
GROUP MEMBERS
 Asad Abbas 08-EE-09
 Jan Shair 08-EE-33
 Muhammad Asad Khan 08-EE-63
 Yasir Mehmood 08-EE-72
 Muhammad Abullah 08-EE-87
“Discussion is an exchange of
knowledge and an argument is
an exchange of ignorance.”
Introduction
 A business message is a message
written in formal language (English),
usually used when writing from one
business organization to another or for
correspondence between such
organizations and their customers,
clients and other external parties.
 Words are the primary tools for forming
business messages.
 But communication also occurs without
words (Non-verbal Communication). The
non-verbal communicators include
APPEARANCE and DESIGN of
business messages.
Business Message
 The appearance of a message is a
powerful nonverbal stimulus.
 All the following things contribute to the
reader’s first impression of the writer of
the message and the business:
Stationery quality and size
Letterhead and envelope design
Letter format
STATIONERY
 Un-ruled, firm-texture paper is customary
for business correspondence
(communication by messages).
 The weight of paper affects transparency
and durability.
 20 or 24 pound paper is commonly used
in business stationery.
 Standard paper size is 8.5x11 inches.
 Some use 8.5x5 inches for short
messages.
 Colors of the stationery can complement
the image that the firm wishes to
establish.
Red or green colors are used to
project an image of vigor or to attract

attention.
Pastel suggest warmth or
refinement.
White is popular and conservative
color, traditionally used.
LETTERHEADS AND
ENVELOPES
 Printed stationery is called Letterhead.
 It customarily shows the name, address,
and telephone number of the sender’s
firm at the top of the page.
 Can also be at the side or bottom of
the page.
 Additional features may be:
 firm’s trademarks or logotype
 slogan or motto
 cable, fax or Telex II address
 branch addresses, often telephone
number.
LETTER FORMATS
 A proper format enhances a business
letter.
 Use of picture-frame guide ensures that
the letter will be presented in a visually
appealing format.
 The picture-frame guide applies to
stationery of standard or of unusual
shape and design.
 How to use the Picture-Frame Guide:
Position the message so that the
margins frame it evenly.

Use side and bottom margins in the
same width so that the message,

under its letterhead, resembles a
picture placed in an attractive frame.
The parts of the letter are: heading,
letter address, greeting, body,
complimentary close, signature, and
reference initials.
They contribute to the writer’s
information exchange and goodwill
goals.
Parts of the Message
 Parts of message are:-
 Heading
 Message Address
 Salutation
 The Greetings
 Body of the Message
 Complimentary Close
 Signature
 Reference Initials
Heading- LETTER From Hardware company
Letterhead 2/36 A Area Hussainabad Karachi
Date December 9, 2007

Mr. Salman Qurashi
Inside
123 Main Street
Address Nazimabad Karachi.
Salutation Dear Salman:
Because you are our regular customer we are offering you an

unpredictable product of our company that will give comfort and
convenience to you employees while doing work. So we are offering you
Body a marvelous USB (data traveler). That helps you in traveling the data.
You can convert data about 2GB.
Our company is confident our product. If you use this product, your
employees will make mark able performance.
Sincerely,
Complementary
Close
M. Noman Khan
Head of the office,
Signature Area
Hardware house.
Reference EEL:mo
initials
Message Formats
 There are three types of messages
format:
 Block Format
 Modified Block Format
 Simplified Block Format
Block Format
 Block Format is the simplest format.
Every line in message begins at left
margin. For example complaints letter
and thank you message to a company.
LETTER From Hardware company
2/36 A Area Hussainabad Karachi
December 9, 2007
Mr. Salman Qurashi

123 Main Street
Nazimabad Karachi.
Dear Salman:
Because you are our regular customer we are offering you an unpredictable product of
our company that will give comfort and convenience to you employees while doing work.
So we are offering you a marvelous USB (data traveler). That helps you in traveling the
data. You can convert data about 2GB.
Our company is confident our product. If you use this product, your employees will make
mark able performance.
Sincerely,
M. Noman Khan
Head of the office,
EEL:mo
C: Mr. Zubair
Modified Block format
 Modified Block format is popular and
moderately conservative. It is commonly
used for personal business letters. The
date, paragraphs and compliments
provide visual balance. It projects a
more traditional image than the other
two types of letter formats. For example
Application messages.
December 9, 2007
Mr. Salman Qurashi
123 Main Street
Nazimabad Karachi.
Dear Salman:
Because you are our regular customer we are offering you an unpredictable product of
our company that will give comfort and convenience to you employees while doing work.
So we are offering you a marvelous USB (data traveler). That helps you in traveling the
data. You can convert data about 2GB.
Our company is confident our product. If you use this product, your employees will make
mark able performance.
Sincerely,
M. Noman Khan
Head of the office,
Hardware house.
EEL:mo
C: Mr. Zubair
Simplified Block Format
 In Simplified Block Format most lines
begin at the left margin and the greeting
and complimentary close are omitted.
For example friendly letter and thank
you letter to a friend.
December 9, 2007
Mr. Salman Qurashi
123 Main Street
Nazimabad Karachi.
Dear Salman:
Because you are our regular customer we are offering you an

unpredictable product of our company that will give comfort and
convenience to you employees while doing work. So we are offering you
a marvelous USB (data traveler). That helps you in traveling the data.
You can convert data about 2GB.
Our company is confident our product. If you use this product, your
employees will make mark able performance.
M. Noman Khan
Head of the office,
Hardware house.
EEL:mo
Memorandums
 The memorandum is used within
organization. It is the most common
form of written communication between
people or departments.
Parts Of Memorandum
 To, From & Date
 Heading
 Subject Line
(Company Name)
MEMORANDUM
DATE: ______________________ FROM: _____________________

TO: ________________________ TELEPHONE:________________
DEPT: ______________________
SUBJECT:___________________
For your
Message, Comment, Or Reply APPROVAL INFO COMMENT
______________________________________________________________
______________________________________________________________
______________________________________________________________
Layout Of Memorandum Body
 The body of the memo is the most
important part because it consists of
your message. In general, you can apply
the same guidelines, principles, and
organizational plans for the memo as for
the letter.
Envelope & Electronic Mail
 Memo sent to by addresses depends on
where you and the reader are located
and the degree of high technology in the
office.
 Firms generally have messengers,
preprinted company envelopes, or
electronic mail.
Special Timesaving Message
Media
 Telegrams, Mailgrams, Telexes
 Teleconferencing
 Facsimiles (Faxes)
QUESTIONS???
THANK
YOU
"The art of communication is the language of
leadership."

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Appearance and Design of Business Messages-Www - Pak-Studetns

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www.pak-students.

project an image of vigor or to attract

color, traditionally used.

margins frame it evenly.

same width so that the message,

Date December 9, 2007

Salutation Dear Salman:

Because you are our regular customer we are offering you an

Mr. Salman Qurashi

Because you are our regular customer we are offering you an

DATE: __ FROM: _

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