Correspondence Formats or Layouts in Business Communication

Submitted to
Mr. Nadeem Ahmed

Submitted by
Muhammad Sajid (SM13-EX-0069)
Malik Shahzain (SA14-EX-0093)
Business Communication

Date Nov-29-2014

Muhammad Ali Jinnah University Karachi Pakistan

November 29, 2014

Mr. Nadeem Ahmed

Assistant Professor
Muhammad Ali Jinnah University
PECHS Campus
Karachi, Pakistan
Dear Mr. Nadeem Ahmed:
Here is the report that you have asked us on correspondences format or layouts in business
communication. This report explainsthe in depth study of business communication main elements
we believe that you will find this term report useful.
This report covers basic three component of business communication:

Letter
Memos
Email

The starting point of this information was with the book, which is written by Mary Ellen Guffey
(Professor of Business Emerita Los Angeles Pierce College) and another author L. Bovee. Purpose of
study these authors to observe the central idea of the topic.
In this report we have mentioned all main formats of Business communication letters as well as the
sub parts of letters rather it is American or British. Further we have also included memos and
business emails, to accomplish this task our team also meetsMr.Imran (Manager CMI Unilever
Pakistan), UmairYousuf Khan (Manager-Client Service Foresight Research), todiscuss about
professional letters and emails.
We hope that you will find the result of this report as per your requirement.
We will be here to guide in case of any concern and you can also contact us as per any issue.

Sincerely,
Muhammad Sajid
SM13-EX-0069
Shahzain Malik
SA14-EX-0093
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Table of Contents
Synopsis...iv
Introduction...1
Letters.1
Purpose of Business Letter..1
Type of Business Letters...2
a. Sales Letters ............2
b. Order Letters ...2
c. Complaint Letters..2
d. Adjustment Letters.....2
e. Inquiry letters ..........2
f. Follow Up letter ....................2
g. Acknowledgement Letters..3
Format/Layout of Business Letters...................3
American/British Style...3
a. Full Block.............4
b. Modified Block...............5
c. Modified Block with Paragraph Intended....6
d. Simplified/AMS.....7
Memorandum...........................9
Effectiveness of Memo................9
Fundamentals of a Memo.................9
Types of Memo..........................10
Role and advantages of email in business communication..12
a. Faster mode of communication........12
b. Doesnt have geographical barriers.....................................................................12
c. Efficiency through email.12
d. Cost saving...12
Ways of writing an effective email in business communication...................................................13
a. First Know you receive....13
b. Focus on content and formatting style.....13
c. Watch out for information gap.....13
d. Proofread and revise thoroughly.......13
e. Carefully prepare your subject line......13
f. Signature should be checked..........13
Summary.15
Bibliography.......15
Table of figures
KB Production Business Letter (Fig.1.0)....8
Example of Response Memo (Fig.1.1)............11
Emails Example (Fig 1.2)......14

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Synopsis:
Mr. Nadeem Ahmed provide us opportunity to make long report on this project the Purpose
of this report is to know the correspondence format or layout in business communication. In
this report we have mentioned and discussed various type of business letter, Memorandum
and Email. We do not cover the other format of business communication correspondence;
the core of this project is letter, memos and emails. Letter is a specific format that all
business unit use to address other business or individual to transfer of information. Two
different styles of writing letter (for example American and British) has been following in
this age, and these two have four equal parts every part have its own sequential and
essential components. In this report we have discussed all these type of business letter.
Further another important part of business communication is email that is the abbreviation
of electronic mail. Email plays significant role in this electronic generation to save the time
and takes shortest way to convey the message from one place to other place in minimum
time to someone else in the same organization or outside from the organization or between
organizations we have also discussed all section of writing business email according to
selective requirements
Sometime employees sent short messages to someone else in the same organizationthese
type of short messages are called memo which is the abbreviation of memorandum. To
understand how to write these type of business correspondence we have sequenced them
from letter to memos Lets discussed one by one.

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