appearance and design of business message

1. The Appearance and Design ofThe Appearance and Design of
Business MessagesBusiness Messages
Rahila khanRahila khan
Lecturer EnglishLecturer English
GGPC QuettaGGPC Quetta

2. Stationery is one of
the first things that
the reader of a
business letter
notices.
Stationery

3. StationeryStationery
• Standard Paper size is 8.5-by-11 inches that fits the
office file drawers,Sometimes a special size paper is
used for executive prestige, or for special mailings.
Its size is 7.5-by-10.5 or 6-by-9 inches.
• Quality paper weight is 16 to 20 pound (weight
which is used on most computer printers).
• Lighter weight paper printing is underneath.
• Heavier paper resists wear (damage) and gives the
reader the impression of quality.
• Paper that has 25% rag content (Rag contents refers
to the percentage of cotton in a paper) might be
used for more important communications.

4. Colors:Colors:
• Black print on white paper gives great glare and
is, therefore, hard on the eyes.
• We have to choose the color that doesn’t put any
strain on the eyes.
• Distinctive colors are used easy to find the points.
• Color is chosen in order to build the image for one
organization.( Psychological Effect)

5. STANDARD PARTS OF LETTERSTANDARD PARTS OF LETTER
• Heading- letterhead and Date
• Inside Address
• Salutation
• Body
• Complimentary Close
• Signature Area
• Reference Section

7. Letterhead:Letterhead:
Modern Letterheads occupy no more than two inches at
the top of the page.
The firms’ name, address,
ZIP (Zone Improvement Plan) Code,
Telephone no. , fax no. ,internet address, nature of the
business, name of the branch, department sending the
message
Optional Details are: Slogan, Trademark, Firms starting
date

8. Letterhead:Letterhead:

9. Inside AddressInside Address
• The inside address includes the name and address of the individual,or
organization to whom you are writing order of the items is:
Ms. Zakira, President
Chancellor, National University Of Modern Languages, Quetta, Pakistan
• Courtesy Title or a Political Title
Mr., Ms., Miss,
• Name:
Complete name, Initials, Initials and Surname
• Executive or Profession Title, if any
Dr., President, Human Resources Officer, Computer Operator
• All parts are typed single-spaced

10. Inside Address:Inside Address:
• Courtesy Title and Name
• If the addressee has no professional title, such as
doctor, or professor, the traditional courtesy titles
are Mr., Mrs., Ms. or Miss.
• When in doubt about woman’s preference, use Ms.
plus her own first and last name.

11. Inside Address:Inside Address:
• Ms. can be used for all business and professional
women regardless of their marital status unless
they have a title that takes precedence
• After courtesy title, add your addressees full name
or two initials.
• If you don’t know whether the initials are for males
or females, use Mr. or Ms. Or delete them
altogether.

12. Inside Address:Inside Address:
Executive or Professional Title:
The executive or professional title may be typed on:
a. The same line as the addressee’s name
1.Mr.Abdullah Farhad, President
b. The second line preceding the company’s name, or
2. Mr. Abdullah Farhad
President, XYZ Corporation
c. A line or two by itself.
3. Dr. Abdullah Farhad
Human Resources Officer
XYZ Corporation

13. Salutation (Greeting):Salutation (Greeting):
• The salutation is typed two lines above the body.
– Dear Mr. or [Ms., Mrs. or Miss] Abdullah
– Dear Abdullah [or Sameer, or Surname]
– In general, when addressing a business or another
organization, instead of using Gentlemen, we are
instructed to use Ladies and Gentlemen.
– After all, the letter may be answered by a woman. Better
still may by the use of appropriate titles:
– Dear Supervisors, Dear Board Members, Dear Department
Heads, and so forth.

14. SalutationSalutation
– When addressing a person whose name is not
known to us, instead of Dear Sir, we can use the
title of the known person, such as Dear Credit
Manager, Dear Customer, Dear Subscriber, and
so forth.
– When a person’s name is known, we can use the
acceptable title with the surname or use the full
name. In salutations, capitalize all the titles,
names, and nouns. Examples:
•

15. Salutation:Salutation:
• Dear Ms. Bracken, My dear Mr. Brown
• Dear Joseph Brewerton
• If punctuation is used after the salutation, it should
be a colon in a business letter or a comma in a
friendly letter.
• Dear Dr. Wright:
• Dear Carol,

16. BodyBody
• The body of letters should be typed single-spaced, with
double spacing between paragraphs.

17. Complimentary ClosingComplimentary Closing
The most popular complimentary closes in
American letters are the following:
• Notice that the first word is capitalized.
• Sincerely, [most popular]
• Sincerely yours,
• Yours sincerely,
• Very truly yours,
• Yours very truly,
• Cordially,
• Cordially yours,
• Faithfully and Faithfully yours, Traditionally used in
Asian countries.

18. Signature Area (Lines)Signature Area (Lines)
• Three or more spaces for Signature. But sometimes
more space is needed.
• It should be in ink.
• You can include in the signature area several
identifications: name of your company, your signature,
your typed written name, and your business title.
• If (company name) printed on the letterhead, your
company name need not be typed after the
complimentary close.
• However, if you wish to include COMPANY NAME, type
COMPANY NAME in capital letters a double space
under the complimentary close.

19. Reference LineReference Line
• If the recipient specifically requests information, such
as a job reference or invoice number, type it on one
or two lines, immediately below the date.
• You can write the subject line above or below
salutation too.

20. Letter StyleLetter Style
There are three most common styles of letter writtng
1. Full Block
2. Modified Block
3. Indented Modified Block

21. Letter StyleLetter Style
Full-block
•Every line begins at the
left margin. This is in
common format because
it is quick and easy to set
up.

22. Letter StyleLetter Style
Modified Block
The date, complimentary
close, and signature sections
begin at the horizontal
center of the page or are
placed so that they end near
the right-hand margin.
Attention and subject lines
may be indented, centered,
or begin at the left margin,
where all other parts begins

23. Letter StyleLetter Style
Modified Block
with Paragraph
Indented
All paragraphs in main
body are started with a
single or double tab to
indent.

24. THANKYOU !