LAYOUTS OF BUSINESS LETTERS AND MEMORANDUM

2. Personal introduction
Group members Roll no
1. Hamza Shoaib : 21
2. Sarwar Ud Din : 24
 Program : BS Commerce
 Semester : 2nd
 Session : (2017-2021)
 Subject : Communication in Commerce
 Quaid-e-Azam College of Commerce University of
Peshawar

3. LAYOUT OF BUSINESS
LETERS & MEMORENDUM

4. Agenda of presentation:
Introduction
Layout Of Business Letters
• Block Form/Modified Block Form
• Semi-block Form
• Full-block Form
Punctuation Style
Memorandum
Parts Of Memo
Conclusion
Question And Answer

5. 1. The Block-form / Modified – Block
2. Full-Block
3. The Semi-Block
4. AMS (Administrative Management
Society)
Layout of a Business
Letter

6. Modified Block Form (1) 6
Heading or Letter
Head
Date
Inside Address
Salutation
Public Bank,
30, The Mall,
Lahore.
March 7,
2002
The General Manager,
Allied Traders,
13, Empress Market,
Karachi.
Dear Mr. Ali,

7. Modified Block Form (con…) 7
Body
Complimentary Close
Signature Area
Reference Initial
________________________
________________________
_________.
________________________
_________.
Yours sincerely,
Ali Hassan
Sale Manager
MA/na

8. Full Block Form (2) 8
Heading or Letter
Head
Date
Inside Address
Salutation
Public Bank,
30, The Mall,
Lahore.
March 7, 2002
The General Manager,
Allied Traders,
13, Empress Market,
Karachi.
Dear Mr. Ali,

9. Full Block Form (con…) 9
Body
Complimentary Close
Signature Area
Reference Initial
________________________
________________________
_________.
________________________
_________.
Yours sincerely,
Ali Hassan
Sale Manager
MA/na

10. Semi Block Form (3) 10
Heading or Letter
Head
Date
Inside Address
Salutation
Public Bank,
30, The Mall,
Lahore.
March 7,
2002
The General Manager,
Allied Traders,
13, Empress Market,
Karachi.
Dear Mr. Ali,

11. Semi Block Form (con…) 11
Body
Complimentary Close
Signature Area
Reference Initial
___________________
________________________
_________.
___________________
_________.
Yours sincerely,
Ali Hassan
Sale Manager
MA/na

12. 12
 It has been in use since 1950, AMS is simple style.
It uses full–block form and open punctuation. No
salutation or complimentary close is used. Reader’s
name, is used in the first and last sentences. Subject
and writer’s name are typed in capitals.
4. AMS (Administrative
Management Society)

13. Punctuation Styles 13
1. Close Punctuation
Parts of heading, date, inside address, salutation and
complimentary close are punctuated.
2. Standard Punctuation
No line of heading or inside address is punctuated.
After salutation and complimentary close a comma
is placed.
3. Open Punctuation
It requires no punctuation even after the salutation
and the complimentary close.

14. What is a Memo?
Memo writing is something of an art form. A
letter is not a memo, nor is a memo a letter.
 A memo is a short, to the point
communication conveying your thoughts,
reactions or opinion on something.
A memo can call people to action or
broadcast a bit of timely news.
With memo writing, shorter is better. (but
you still NEED to get your point across)

15. What to Include in the Heading?
The heading includes important particulars including
who is receiving the memo. This may include a line of
primary recipients as well as a CC line for those who
should be informed but who do not have to take action.
TO: Who the memo is being sent to. This includes TO:
followed by name(s) and title(s)
FROM: Who the memo is from. Place your initials next
to your name as your official "signature."
DATE: The date the memo is sent.
RE: The subject of or reason for the memo.
For an E-mail memo, the subject line works as the
memo's subject line. Keep email memo titles short.

16. Body of the Memo
The body of the memo will include three
components:
• Introduction: This is usually a short paragraph of two or
three senten ces that lets people know the reason for
the memo.
• Recommendations or Purpose: This section gets to the
meat of the message using key points, highlights, or
conclusions. This may include facts, statistics, examples
and reasons for the memo.
• Conclusion: The conclusion will make it clear what action
needs to be taken and when it needs to be completed or
reiterates the timely news included in the memo.

17. Why to Write a Memo
• Most business memos are written for one
of three purposes:
– Persuading readers to do something
– Communicating a directive
– Providing technical information

18. Parts of the Memorandum 18
MEMO TO:
FROM:
DATE:
SUBJECT:
_________________________________________________
_____
_________________________________________________
_____
_________________________________________________
_____
_________________________________________________
_____

19. Parts of the Memorandum
19
INTEROFFICE MEMORADUM
TO: Distribution From:
Dept: Dept:
Floor: Floor & Ext:
Subject: Date:
_______________________________________________
_______________________________________________

20. Parts of the Memorandum
20
Distribution 2 August 14, 2006
_______________________________________________
_______________________________________________
Ka
Distribution:
1.
2.
3.

21. Parts of the Memorandum
21
Memorandum (Company name)
Date: ______________ Form: ____________
To: ________________ Telephone: ________
Dept: ______________
Subject: ____________
For your
Message, comment, or reply Approval Information
Comment
Write it * Date it * Sign
it
Oral message waste time, cause annoying
Interruptions, and are likely to be
misunderstood or forgotten

22. Parts of the Memorandum (1)
22
ABC Company Interoffice Communication
To: _________________________ Plant/department: ________
From: _______________________ Plant/department: ________
Subject: _____________________ Date: ___________________
Message ____________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
Signed ______________________________________________

23. Parts of the Memorandum (1)
23
Reply: ______________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
Date: _____________________ Signed: ___________________
================================================================================
Person receiving communication: retain this copy for your records (1st page white)
================================================================================Originator: detach this copy, send
remaining set, carbon instant, for use for replier
(2nd p yellow)
================================================================================ Replier: return
this copy to sender (3rd page pink)

24. Conclusion
Layout Of Business Letters
• Block Form/Modified Block Form
• Semi-block Form
• Full-block Form
• AMS (Administrative management society)
Punctuation Styles
Close Punctuation
Standard Punctuation
Open Punctuation

25. What is a Memo?
–Memo means memory is to
writing something of an art
form.
Why to Write a Memo
–Persuading readers to do something
–Communicating a directive
–Providing technical information