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THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES

NADEEM AHMED

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Letter Styles/Layouts

Layout/Style

• Full-block

• Modified-block

• Modified-block with paragraph indented

• AMS (Administrative Management Society)/Simplified

Characteristics

• Every line begins at the left margin, common format & easy to set up

• The date, complimentary close & signature section near right-hand margin, attention line/subject line may be indented, centered, or at the left margin.

• Paragraph indented

• Sans salutation, sans complimentary close, sans signature, Subject Line in Capital letters

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The Appearance and Design of Business Messages:Business Letters

1. Heading – Letterhead and Date

2. Inside Address

3. Salutation

4. Body

5. Complimentary Close

6. Signature area

7. Reference Initials

1. Attention Line2. Subject Line3. Enclosure Notation4. Copy Notation5. File or Account Number and Mailing Notation6. Postscript

Standard Parts of the Letter Optional Parts of the Letter

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MEMORANDUM

1. To

2. From

3. Subject

4. Date

5. Message

1. Reference Initials2. Enclosures3. File Number4. Sender’s department 5. Telephone Number

• Standard Parts of the Memo

• Optional Parts of the Memo

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Parts of a Business LetterParts of a Business Letter

Letterhead Mohammad Ali Jinnah University E-22 Block 6, PECHS,

Karachi-75400, Pakistan

line 12 or 2 lines below letterhead

Dateline September 13, 2011

2 to 10 lines

Inside Ms. Fauzia ShamimAddress Director

Teachers’ Development Centre

C-147, PECHS BL-07

Karachi- 75400

1 blank lineSalutation Dear Ms. Fauzia Shamim:

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Parts of a Business Letter(continued)

1 blank line

Subject Line Invitation as A Guest Speaker 1 blank line

•Body We invite you to speak on the topic of your choice related to business communication on Saturday, 14 February, 2012 from 12:30 to 13:20 am.

It is the tradition at Mohammad Ali Jinnah University that we invite dignitaries and learned people from industry and academia to share their experience and knowledge with our students so that they could be well prepared to cope up with professional challenges in their career. Your contribution in this regard will be highly appreciated.

.

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Parts of a Business Letter(continued)

We promise you to have an eager audience of 100 comprising students of MBA. Your audience would be students of Business Communication, Managerial and Marketing Management.

We look forward to having a nice exchange of knowledge and experience with our students

1 blank line

Complimentary Sincerely,Close 3 blank lines

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Parts of a Business Letter(continued)

Signature Nadeem AhmedBlock Lecturer

1 blank line

Reference NAInitials

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A-3/33, Royal ApartmentGulshan-e-Iqblal Block-19Karachi - 75400                

May 14, 2011                     

  Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300

Dear Mr. Ahmed:

OFFICE ASSISTANT POSITION 

Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job.

After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team.

Yours sincerely,

Saleem Ahmed

Enclosure

FULL-BLOCK

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A-3/33, Royal ApartmentGulshan-e-Iqblal Block-19Karachi - 75400                

May 14, 2011                     

  Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300

Dear Mr. Javed Ahmed:

OFFICE ASSISTANT POSITION 

Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job.

After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team.

Yours sincerely,

Saleem Ahmed

Enclosure

MODIFIED BLOCK

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A-3/33, Royal ApartmentGulshan-e-Iqblal Block-19Karachi - 75400                

May 14, 2011                     

  Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300

Dear Mr. Javed Ahmed:

OFFICE ASSISTANT POSITION 

Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job.

After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team.

Yours sincerely

Saleem Ahmed

Enclosure

MODIFIED BLOCK WITH INDENTED PARAGRAPH

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MODIFIED BLOCK WITH INDENTED PARAGRAPHS

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A-3/33, Royal ApartmentGulshan-e-Iqblal Block-19Karachi - 75400                

May 14, 2011                     

  Mr. Javed Ahmed, ManagerAl-Habib Bank (Pvt.) Ltd.204, I.I. Chundrigar RoadKarachi - 754300

OFFICE ASSISTANT POSITION 

Thank you for the opportunity to discuss with you your needs for an office assistant and my qualifications for that position. I appreciate your thorough explanation of the objectives of your bank, and Mr. Bashir Ahmed was especially helpful in outlining the details of the job.

After visiting with you and Mr. Bashir Ahmed, meeting your office staff, and seeing your facilities, I am even more enthusiastic about working for you bank. I look forward to the possibility of becoming a part of your office team.

Saleem Ahmed

Enclosure

SIMPLIFIED/AMS (ADMINISTRATIVE MANAGEMENT SOCIETY)

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SIMPLIFIED/AMS (ADMINISTRATIVE MANAGEMENT SOCIETY)