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Message Formats                                     Communications in Business                                  Williams, ...
Message FormatsFormatting   lettersFormatting   memos
A. LettersUsed   for external communicationUsedfor formal internal messages to employees
Standard Parts of a Letter Heading Insideaddress Salutation Body Complimentary close Signature block Reference init...
Standard Parts of a Letter
HeadingLetterhead    or keyed return addressDate    Spell out the month
Inside Address Receiver’s   name and professional  title Department name Company name Street address City, State, and...
Salutation Begins one blank line below the inside address Dear   ________: Should match the first line of the inside ad...
BodyBegins  one blank line below the salutationNo blank lines within paragraphs and one blank line between paragraphs
Complimentary Close Examples:   Sincerely,   Sincerely yours,   Respectfully, Placed  one blank line below the last l...
Signature BlockWriter’s   signed nameWriter’s   keyed nameWriter’s   title
Reference InitialsShow   who keyed the letterMay   also show who wrote the letter if different than the person who signe...
Supplementary Parts of a Letter Attention line Subject line Company name in signature block Enclosure or attachment no...
Punctuation Styles Mixed   punctuation   colon after the salutation   comma after the complimentary close Open    punc...
Letter Formats Full   Block Modified   Block Simplified
Personal Business LettersWrittenby an individual conducting business of a personal natureContain the same elements as a ...
International Business        CorrespondenceEach country and culture may have a unique business letter format.
Envelopes
Memos and E-Mail Memos     and E-mail   Internal business communication   Less formal and shorter than letters E-mail ...
Memo FormatToFromDateSubject
Memo Format
Stationery Size Weight Color Quality Envelope   Paper
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Message formats

Message Format for Business Writing

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Message formats

  1. 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
  2. 2. Message FormatsFormatting lettersFormatting memos
  3. 3. A. LettersUsed for external communicationUsedfor formal internal messages to employees
  4. 4. Standard Parts of a Letter Heading Insideaddress Salutation Body Complimentary close Signature block Reference initials
  5. 5. Standard Parts of a Letter
  6. 6. HeadingLetterhead or keyed return addressDate  Spell out the month
  7. 7. Inside Address Receiver’s name and professional title Department name Company name Street address City, State, and ZIP code
  8. 8. Salutation Begins one blank line below the inside address Dear ________: Should match the first line of the inside address
  9. 9. BodyBegins one blank line below the salutationNo blank lines within paragraphs and one blank line between paragraphs
  10. 10. Complimentary Close Examples:  Sincerely,  Sincerely yours,  Respectfully, Placed one blank line below the last line of the body
  11. 11. Signature BlockWriter’s signed nameWriter’s keyed nameWriter’s title
  12. 12. Reference InitialsShow who keyed the letterMay also show who wrote the letter if different than the person who signed it
  13. 13. Supplementary Parts of a Letter Attention line Subject line Company name in signature block Enclosure or attachment notation Copy notation Postscript
  14. 14. 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
  15. 15. Letter Formats Full Block Modified Block Simplified
  16. 16. Personal Business LettersWrittenby an individual conducting business of a personal natureContain the same elements as a business letter
  17. 17. International Business CorrespondenceEach country and culture may have a unique business letter format.
  18. 18. Envelopes
  19. 19. 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
  20. 20. Memo FormatToFromDateSubject
  21. 21. Memo Format
  22. 22. Stationery Size Weight Color Quality Envelope Paper

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