Appearance and Design of Business Messages

 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.

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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 1. 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.

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2. 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:

fax or Telex II address branch addresses. 3.    firm’s trademarks or logotype slogan or motto cable. and reference initials. resembles a picture placed in an attractive frame. Use of picture-frame guide ensures that the letter will be presented in a visually appealing format. under its letterhead. The picture-frame guide applies to stationery of standard or of unusual shape and design. body. How to use the Picture-Frame Guide:  Position the message so that the margins frame it evenly. Block Format: .   Parts of the Message:  Parts         of message are:Heading Message Address Salutation The Greetings Body of the Message Complimentary Close Signature Reference Initials Message Formats:  There    are three types of messages format: Block Format Modified Block Format Simplified Block Format 1. signature. LETTER FORMATS:     A proper format enhances a business letter. letter address. often telephone number. complimentary close. They contribute to the writer’s information exchange and goodwill goals.  Use side and bottom margins in the same width so that the message. The parts of the letter are: heading. greeting.

 Block Format is the simplest format. Modified Block format: Modified Block format is popular and moderately conservative. 2. principles. Every line in message begins at left margin. For example friendly letter and thank you letter to a friend. 3. . The date. For example Application messages. you can apply the same guidelines. Memorandums  The memorandum is used within organization. It is the most common form of written communication between people or departments. Comment. It is commonly used for personal business letters. It projects a more traditional image than the other two types of letter formats. and organizational plans for the memo as for the letter. In general. 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.Simplified Block Format:  In Simplified Block Format most lines begin at the left margin and the greeting and complimentary close are omitted. paragraphs and compliments provide visual balance. Parts Of Memorandum    To. For example complaints letter and thank you message to a company. From & Date Heading Subject Line For Example: (Company Name) MEMORANDUM DATE: ______________________ FROM: _____________________ TO: ________________________ TELEPHONE:________________ DEPT: ______________________ SUBJECT:___________________ For your Message.

 The memo body is not centered on the page and is lined up evenly on the left. 1. .) Teleconferencing (it is often less expensive to bring together people located at distant geographical sites by arranging a teleconference rather than have them physically come together. with a triple space between the last of the memo headings and the first line of the body. Special Timesaving Message Media:     Telegrams.Video. or electronic mail. with conventions that are still developing as the use of electronic mail expands. Firms generally have messengers. Telexes Teleconferencing Facsimiles (Faxes) (for immediate communication. Computer to computer. preprinted company envelopes.mail formats have the similarities to both memo and letter formats. Audio. 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. which is the fast growing means if sending and receiving messages. many organization use a fax. Mailgrams. Electronic Mail:  E. 2. 3. there are 3 ways of teleconferencing.

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