THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES:Punctuation Styles

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Lesson 17

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:

The Block-form / Modified Block

Full-Block

The Semi-Block

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. Place 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 fullblock 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

Yours

sincerely,

Signature Area

Ali Hassan

Reference Initial

Sale Manager

MA/na

Full - Block

Public Bank,

Heading or Letter

30, The Mall,

Head

Lahore.

March 7, 2002

Date

The General Manager,

Inside Address

Allied Traders,

13, Empress Market,

Karachi.

Dear Mr. Ali,

Salutation

Body

Yours sincerely,

Complimentary Close

Ali Hassan

Signature Area

Sale Manager

MA/na

Reference Initial

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

Yours

sincerely,

Signature Area

Ali Hassan

Reference Initial

Sale Manager

MA/na

Parts of the Memorandum

MEMO TO:

FROM:

DATE:

SUBJECT:

______________________________________________________

INTEROFFICE MEMORADUM

TO:

Distribution

From:

Dept:

Floor:

Floor & Ext:

Subject:

Date:

_______________________________________________

Distribution

August 14, 2006

_______________________________________________

Distribution:

Memorandum

(Company name)

Date: ______________

Form: ____________

To: ________________

Telephone: ________

Dept: ______________

Subject: ____________

For your

Message, comment, or reply

Approval

Information

Comment

Write it * Date it * Sign it

Oral message waste time, cause annoying

Interruptions,

and

are

likely

misunderstood or forgotten

Parts of the Memorandum (1)

ABC Company

Interoffice Communication

To: _________________________ Plant/department: ________

From: _______________________ Plant/department: ________

Subject: _____________________ Date: ___________________

Message ____________________________________________

___________________________________________________

Signed ______________________________________________

Reply: ______________________________________________

___________________________________________________

Date: _____________________ Signed: ___________________

==============================================================

Person receiving communication: retain this copy for your records (1st page white)

Originator: detach this copy, send remaining set, carbon instant, for use for replier

(2nd p yellow)

==============================================================

Replier: return this copy to sender

(3rd page pink)

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