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Appearance and Design of Business Messages

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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

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Discussion is an exchange of knowledge and an argument is an exchange of ignorance.

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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.www.pak-students.com

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 readers first impression of the writer of the message and the business: y Stationery quality and size y Letterhead and envelope design y Letter formatwww.pak-students.com

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.www.pak-students.com

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. y Red or green colors are used to project an image of vigor or to attract attention.www.pak-students.com

suggest warmth or refinement. y White is popular and conservative color, traditionally used.

y Pastel

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LETTERHEADS AND ENVELOPES Printed stationery is called Letterhead. It customarily shows the name, address, and telephone number of the senders firm at the top of the page. Can also be at the side or bottom of the page.www.pak-students.com

Additional features may be: firms trademarks or logotype slogan or motto cable, fax or Telex II address branch addresses, often telephone number.

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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.www.pak-students.com

How to use the Picture-Frame Guide: y Position the message so that the margins frame it evenly. y Use side and bottom margins in the same width so that the message, under its letterhead, resembles a picture placed in an attractive frame.

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y The parts of the letter are: heading,

letter address, greeting, body, complimentary close, signature, and reference initials. y They contribute to the writers information exchange and goodwill goals.

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Parts of the Message

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Parts of message are:

Heading Message Address Salutation The Greetings Body of the Message Complimentary Close Signature Reference Initialswww.pak-students.com

HeadingLetterhead Date Inside Address SalutationMr. Salman Qurashi 123 Main Street Nazimabad Karachi. Dear Salman:

LETTER From Hardware company 2/36 A Area Hussainabad Karachi December 9, 2007

Body

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, Complementary

Close Signature Area Reference initialsEEL:mowww.pak-students.com

M. Noman Khan Head of the office, Hardware house.

Message Formats

There are three types of messages format:Block Format Modified Block Format Simplified Block Format

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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.

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LETTER From Hardware company 2/36 A Area Hussainabad KarachiDecember 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

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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.www.pak-students.com

LETTER From Hardware company 2/36 A Area Hussainabad KarachiDecember 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

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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.

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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. M. Noman Khan Head of the office, Hardware house. EEL:mowww.pak-students.com

Memorandums The memorandum is used within organization. It is the most common form of written communication between people or departments.

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Parts Of Memorandum To, From & Date Heading Subject Line

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MEMORANDUMDATE: ______________________ TO: ________________________ DEPT: ______________________ SUBJECT:___________________

(Company Name)

FROM: _____________________ TELEPHONE:________________

For yourMessage, Comment, Or Reply APPROVAL INFO COMMENT

______________________________________________________________ ______________________________________________________________ ______________________________________________________________

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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.

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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.www.pak-students.com

Special Timesaving Message MediaTelegrams, Mailgrams, Telexes Teleconferencing Facsimiles (Faxes)

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QUESTIONS???

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THANK YOU"The art of communication is the language of leadership."www.pak-students.com