Communications in Business Williams, Krizan, Logan, & Merrier
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Ch 6 - 1
Message Formats
Formatting letters
Formatting memos
Message Formats
A. Letters
Used for external communication
Used for formal internal messages to employees
Standard Parts of a Letter
HeadingInside addressSalutationBodyComplimentary closeSignature blockReference initials
Standard Parts of a Letter
Heading
Letterhead or keyed return address
DateSpell out the month
Inside Address
Receiver’s name and professional title
Department nameCompany nameStreet addressCity, State, and ZIP code
Salutation
Begins one blank line below the inside address
Dear ________:
Should match the first line of the inside address
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 line of the body
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 signed it
Supplementary Parts of a Letter
Attention lineSubject lineCompany name in signature blockEnclosure or attachment notationCopy notationPostscript
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
Letter Formats
Full Block
Modified Block
Simplified
Personal Business Letters
Written by an individual conducting business of a personal nature
Contain the same elements as a business letter
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 When used for external communication
should be informal, not casual
Memo Format
ToFromDate Subject
Memo Format
Stationery
SizeWeightColorQualityEnvelope Paper
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