THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES

The layout of a Business Letter

Written messages to persons outside the organization are business letters. Appearance of the letter
conveys non-verbal impression that affects a reader’s attitude; Business letters are usually arranged in
different styles or layouts. The style or format is determined by certain conventions.

There are different styles in fashion and it is difficult to say which one is the best. Nowadays firms
use the following typestyles and formats:

1. The Block-form / Modified – Block

2. Full-Block
3. The Semi-Block
4. AMS (Administrative Management Society)

1. The Block-form / Modified – Block

This form is named so because inside address, salutation and paragraphs are blocked not indented in
this form. If plain paper is being used, heading, date, complimentary close and signature are
typewritten at the horizontal centre of the page. They are placed so that they end near the right hand
margin. Double spaces between two parts are given while single space is used within the paragraph.
In Pakistan, closed punctuation is used. This form is a time saver as no part is indented in it.

2. Full Block
This format is considered to be the most modern. All essential parts in this form are started from the
left-hand margin. Open punctuation should be used in this form. This form saves time more than any
other form.

3. The Semi-Block
This form is much used in Pakistan. Heading, date, complimentary close and signature sections begin
at the horizontal of the page or are placed so that they end near the right-hand margin. First line of
each paragraph is indented five to seven spaces. Only closed form of punctuation is used in this form.
This letter style is attractive on the page.

4. AMS (Administrative Management Society)

It has been in use since 1950, AMS is simple style. It uses full–block form and open punctuation. No
salutation or complimentary close is used. Reader’s name, is used in the first and last sentences.
Subject and writer’s name are typed in capitals.

Punctuation Styles

1. Close Punctuation
Parts of heading, date, inside address, salutation and complimentary close are punctuated.

2. Standard Punctuation
No line of heading or inside address is punctuated. After salutation and complimentary close a comma
is placed.

3. Open Punctuation
It requires no punctuation even after the salutation and the complimentary close.
Modified Block Form (1)

Heading or Letter Public Bank,

Head 30, The Mall,

Lahore.

Date March 7, 2002

Inside Address The General Manager,

Allied Traders,

13, Empress Market,

Karachi.

Salutation Dear Mr. Ali,

Body

Complimentary Close Yours sincerely,

Signature Area Ali Hassan

Sale Manager

Reference Initial

MA/na
Full - Block

Heading or Letter Public Bank,

Head 30, The Mall,
Lahore.
Date March 7, 2002

Inside Address The General Manager,

Allied Traders,
13, Empress Market,
Karachi.

Salutation Dear Mr. Ali,

Body

.
Complimentary Close
Yours sincerely,
Signature Area
Ali Hassan
Reference Initial
Sale Manager
MA/na

Semi Block Form

Heading or Letter Public Bank,

Head 30, The Mall,

Lahore.

Date March 7, 2002.

Inside Address The General Manager,

Allied Traders,

13, Empress Market,

Karachi.

Salutation Dear Mr. Ali,

Body
 .

Complimentary Close Yours sincerely,

Signature Area Ali Hassan

Sale Manager

Reference Initial

MA/na

Memorandum
Purpose of Memo
When you wish to write to someone within your own company, you will send a memorandum.
Memos are used to communicate with other employees, may be located – whether in the same office,
in the same building, or in a branch office many miles away.

Because the interoffice memorandum form was developed to save time, the formality of an
inside addresses, salutation, and complimentary closing is omitted. Otherwise, however, office memos
and letters have a great deal in common.
The memorandum or ‘memo’ is a very flexible form used within an organization for communication
at all levels and for many different reasons. It performs internally the same function as a letter does in
external communication by an organization, it is used for reports, briefings or instructions, ‘notes’ and
any kind of internal communication that is more easily or clearly conveyed in writing (rather than
face-to-face or on the telephone).

Format
Memorandum format will vary slightly according to the degree of formality required and the
organization’s policy on matters like filing and authorization of memoranda by their writer. Follow
the conventions of ‘house style’ in your own organization. A typical format, including all the required
elements, is illustrated below.

Writing Memorandums
There are usually three main parts to a memorandum:
1. The heading
2. The subject and date
3. The message

Occasionally, when official approval or authority is required, the memorandum may conclude
a line for the signature of the person originating the correspondence.

The Heading: the heading of a memorandum is usually printed.

In the To and From sections. The business title of each person is often included, particularly
when the memorandum is being sent to a person whose office is in another city. In the To section, a
courtesy title – Miss, Mrs., Ms., Mr., Dr. – is sometimes included. However, in the From section, the
writer does not use a courtesy title.

To:
From Date:
 
Subject
 
Main idea
Opening paragraph or sentence, the reason for writing and context of the message, including
appropriate details.
 
Explanation
Necessary details to support the opening statements. Here the substance of message is set out
logically and clearly. This may be less formal than a letter, so you can use numbered points.
Closing
Closing paragraph or sentence. State clearly what is required of the recipient in response.
Remember who your recipient is, what is his status, his background, education, practical experience
etc. Generally every memo concludes with suggestions for future action or request on future action.

Parts of the Memorandum(Sample 1)

MEMO TO:

FROM:

DATE:

SUBJECT:

______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________

Parts of the Memorandum (Sample 2)

ABC Company Interoffice Communication

To: _________________________ Plant/department: ________

From: _______________________ Plant/department: ________

Subject: _____________________ Date: ___________________

Message ____________________________________________
___________________________________________________
___________________________________________________
___________________________________________________

Signed ______________________________________________