Formatting Business Messages

Formatting business messages involves two aspects: determining the content of the message as well as creating the form in which the content will be conveyed.

There are many kinds of documents which can be classed as business documents: letters, referendums, memorandums, emails, reports, circulars and so on. Each of these types has its own formatting needs and these must be maintained rigidly.


Letters: The most common kind of business messages are encoded into letters. [blockquote]Letters follow a strict rule of formatting, including the style of the letter, the kind of accepted format to be followed, the spacing between each line and so on.[/blockquote]

Though templates are available on the internet, they should be well-scanned before being used. They are usually written on the company letterhead.

Reports and Emails: Reports and emails are also extremely important ways in which business messages are conveyed. The direct method is usually followed in the case of emails since they are mainly used for circulation within the company.

They have become an important substitute for memos, and they should be such that the subject heading should immediately intimate the reader of the content of the email.

Reports are formal documents presented to a panel of authorizing personnel and hence must follow accepted formatting practices.


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