Appearance and Design of Business Messages

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. 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.

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: Stationery quality and size Letterhead and envelope design Letter format 1. 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. 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. Red or green colors are used to project an image of vigor or to attract attention. Pastel suggest warmth or refinement. White is popular and conservative color, traditionally used.

2. 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. Additional features may be:

firms trademarks or logotype slogan or motto cable, fax or Telex II address branch addresses, often telephone number.

3. 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. How to use the Picture-Frame Guide: Position the message so that the margins frame it evenly. Use side and bottom margins in the same width so that the message, under its letterhead, resembles a picture placed in an attractive frame. The parts of the letter are: heading, letter address, greeting, body, complimentary close, signature, and reference initials. They contribute to the writers information exchange and goodwill goals.

Parts of the Message:

Parts of message are:Heading Message Address Salutation The Greetings Body of the Message Complimentary Close Signature Reference Initials

Message Formats:
There

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

1.

Block Format:

 2.

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. 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.

3.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.

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

Parts Of Memorandum To, From & Date Heading Subject Line

For Example:
(Company Name) MEMORANDUM DATE: ______________________ FROM: _____________________ TO: ________________________ TELEPHONE:________________ DEPT: ______________________ SUBJECT:___________________ For your Message, Comment, Or Reply APPROVAL INFO COMMENT _____________________________________________________________________________________ _____________________________________________________________________________________ ________________

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.

The memo body is not centered on the page and is lined up evenly on the left, with a triple space between the last of the memo headings and the first line of the body.

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.

Electronic Mail:
E.mail formats have the similarities to both memo and letter formats, with conventions that are still developing as the use of electronic mail expands.

Special Timesaving Message Media:

Telegrams, Mailgrams, Telexes Teleconferencing Facsimiles (Faxes) (for immediate communication, many organization use a fax, which is the fast growing means if sending and receiving messages.) Teleconferencing (it is often less expensive to bring together people located at distant geographical sites by arranging a teleconference rather than have them physically come together, there are 3 ways of teleconferencing. 1. Audio, 2.Video, 3. Computer to computer.