DEFINITION BUSINESS LETTER
A business
letter is a letter written in formal language, usually used
when writing from one business organization to another, or for correspondence
between such organizations and their customers, clients and other external
parties. The overall style of letter will depend on the relationship between
the parties concerned. There are many reasons to write a business letter. It
could be to request direct information or action from another party, to order
supplies from a supplier, to identify a mistake that was committed, to reply
directly to a request, to apologize for a wrong or simply to convey goodwill.
Even today, the business letter is still very useful because it produces a
permanent record, is confidential, formal and delivers persuasive,
well-considered messages.
TYPES
The most
important element you need to ensure in any business letter is accuracy. One of
the aspects of writing a business letter that requires the most accuracy is
knowing which type of business letter you are writing. A number of options are
available for those looking to trade in business correspondence, and you will
significantly increase your odds for getting a reply if you know the form you
need to send.
1. Letter
of Complaint
A letter
of complaint will almost certainly result in an official response if you
approach it from a businesslike perspective. Make the complaint brief, to the
point and polite. Politeness pays off regardless of the extent of anger you are
actually feeling while composing this type of business letter.
2. Resume
Cover Letter
A cover
letter that accompanies a resume should revel in its brevity. You should take
as little time and as few words as possible to accomplish one task: persuading
the reader to anticipate reading your resume. Mention the title of the job for
which you are applying, as well or one or two of your strongest selling points.
3. Letter
of Recommendation
A
recommendation letter allows you to use a few well-chosen words to the effect
of letting someone else know how highly you value a third party. Resist the
temptation to go overboard; approach your recommendation in a straightforward
manner that still allows you to get the point across.
4. Letter
of Resignation
An
official letter of resignation is a business letter that should be fair and
tactful. Be wary of burning any bridges that you may need to cross again in the
future. Offer a valid reason for your resignation and avoid self-praise.
5. Job
Applicant Not Hired
In some
cases you may be required to write a business letter that informs a job
applicant that he was not chosen for an open position. Offer an opening note of
thanks for his time, compliment him on his experience or education and explain
that he was just not what the company is looking for at the present time.
6. Declining
Dinner Invitation
Declining
a dinner invitation is a topic for a business letter that, if not done
tactfully, may result in a social disadvantage. Extend your appreciation for
the invitation and mention that you already have an engagement for that date.
Do not go into detail about what the engagement is.
7. Reception
of Gift
It is very
polite to return a formal business response letting someone know that you have
received her gift. Extend a personalized thanks to let her know that you are
exactly aware of the contents of the gift. If possible, it is a good idea to
include a sentiment suggesting that you have put the gift to use.
8. Notification
of Error
When
sending a business letter that lets the receiving party know that an error has
been corrected, it is good business sense to include a copy of the error in
question if there is paperwork evidence of it. Make the offer of additional
copies of material involved in the error if necessary.
9. Thanks
for Job Recommendation
A letter
of thanks for a party that helped you get a job should be professional and courteous.
Above all else, avoid the temptation to go overboard in offering your thanks.
Be aware that your skills also helped you land the job and it was likely not
handed to you as a result of the third party.
10. Information
Request
A business
letter that requests information should make the request specific and perfectly
understandable. It is also a good idea to state the reason for the information
request. Extend advance appreciation for the expected cooperation of the
recipient.
PARTS
1. Letterhead
Companies usually use printed paper
where heading or letterhead is specially designed at the top of the sheet. It
bears all the necessary information about the organisation’s identity.
2. The date of the letter
Date of writing. The month should be
fully spelled out and the year written with all four digits October 12, 2005
(12 October 2005 – UK style). The date is aligned with the return address. The
number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th,
are often omitted in writing. The article before the number of the day is
pronounced but not written. In the body of the letter, however, the article is
written when the name of the month is not mentioned with the day.
3. The Inside Address
In a business or formal letter you
should give the address of the recipient after your own address. Include the
recipient’s name, company, address and postal code. Add job title if
appropriate. Separate the recipient’s name and title with a comma. Double check
that you have the correct spelling of the recipient ‘s name. The Inside Address
is always on the left margin. If an 8 1/2″ x 11″ paper is folded in thirds to
fit in a standard 9″ business envelope, the inside address can appear through
the window in the envelope.
4. The Greeting / Salutation
Also called the salutation. The type
of salutation depends on your relationship with the recipient. It normally
begins with the word “Dear” and always includes the person’s last
name. Use every resource possible to address your letter to an actual person. If
you do not know the name or the sex of of your reciever address it to Dear
Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a
general rule the greeting in a business letter ends in a colon (US style). It
is also acceptable to use a comma (UK style).
5. The Subject Line (optional)
Its inclusion can help the recipient
in dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the word Subject: or Re: Subject
line may be emphasized by underlining, using bold font, or all captial letters.
It is usually placed one line below the greeting but alternatively can be
located directly after the “inside address,” before the “greeting.”
6. The Body Paragraphs
The body is where you explain why
you’re writing. It’s the main part of the business letter. Make sure the
receiver knows who you are and why you are writing but try to avoid starting
with “I”. Use a new paragraph when you wish to introduce a new idea or element
into your letter. Depending on the letter style you choose, paragraphs may be
indented. Regardless of format, skip a line between paragraphs.
7. The Complimentary Close
This short, polite closing ends
always with a comma. It is either at the left margin or its left edge is in the
center, depending on the Business Letter Style that you use. It begins at the
same column the heading does. The traditional rule of etiquette in
Britain is that a formal letter starting “Dear Sir or Madam” must end “Yours
faithfully”, while a letter starting “Dear ” must end “Yours sincerely”. (Note: the
second word of the closing is NOT capitalized).
8. Signature and Writer’s
identification
The signature is the last part of
the letter. You should sign your first and last names. The signature line may
include a second line for a title, if appropriate. The signature should start
directly above the first letter of the signature line in the space between the
close and the signature line. Use blue or black ink.
9. Initials, Enclosures, Copies
Initials are to be included if someone
other than the writer types the letter. If you include other material in the
letter, put ‘Enclosure’, ‘Enc.’, or ‘ Encs. ‘, as appropriate, two lines below
the last entry. cc means a copy or copies are sent to someone else.
STYLE
OF BUSINESS LETTER
- Full Block.
Full block
style is a letter format in which all text is justified to the left margin. In
block letter style, standard punctuation is placed after salutations and in
other headings. Open punctuation, however, refers to a modification of style where
all nonessential punctuation is omitted. A few key factors will help you
understand block style format and the difference that open punctuation makes.
1. Return Address: If your stationery has a
letterhead, skip this. Otherwise, type your name, address and optionally, phone
number. These days, it’s common to also include an email address.
2. Date: Type the date of your letter
two to six lines below the letterhead. Three are standard. If there is no
letterhead, type it where shown.
3. Reference Line: If the recipient specifically
requests information, such as a job reference or invoice number, type it on one
or two lines, immediately below the Date.
4. Special Mailing Notations: Type in all uppercase
characters, if appropriate.
5. On-Arrival Notations: Type in all uppercase
characters, if appropriate. You might want to include a notation on private
correspondence.
6. Inside Address: Type the name and address of
the person and/or company to whom you’re sending the letter, three to eight
lines below the last component you typed. Four lines are standard.
7. Attention Line: Type the name of the person to
whom you’re sending the letter.
8. Salutation: Type the recipient’s name here. Type
Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender.
9. Subject Line: Type the gist of your letter
in all uppercase characters, either flush left or centered. Be concise on one
line.
10. Body: Type two spaces between
sentences. Keep it brief and to the point.
11. Complimentary Close: What you type here depends on
the tone and degree of formality.
12. Signature Block: Leave four blank lines after
the Complimentary Close to sign your name. Sign your name exactly as you type
it below your signature. Title is optional depending on relevancy and degree of
formality.
13. Identification Initials: If someone typed the letter for you,
he or she would typically include three of your initials in all uppercase
characters, then two of his or hers in all lowercase characters.
14. Enclosure Notation: This line tells the reader to
look in the envelope for more. Type the singular for only one enclosure, plural
for more.
15. cc: Stands for courtesy copies
(formerly carbon copies). List the names of people to whom you distribute
copies, in alphabetical order.
- Semi-block style
Semi-blok
fromat: in a format this text parallel left and all paragraphs in the letter is
indented. Format shape on this letter on letter head, date, complementary a
close, and signature being in a position flattened right. In the layout uneven
right, but can dibilangg flattened middle. Other parts on a letter as inside
address, subject, salutation, body of letter, and enclosure if terdapatnya
attachment letter,Being flattened on the left.
Sample
Form Letter Semi Block Style :
Description:
1.Kop
Letter
2. Date of
preparation of letters
3. Letter
No.
4.
attachment
5. case
6. The
letter addressed
7. a word
of salutation
8. a. Introduction letter
b.
Explanation letter
c.
The cover letter
9.
Greetings Closing
10. Name
of office
11.
signature
12. Names
to approach
13. copy
14.
Attachment page letter / initials
- Simplified-style
Simplified-style
business letters contain all the same elements as the full-block and semi-block
letters. Like the full-block format, the simplified format left-justifies every
line except for the company logo or letterhead. The date line is either
slightly right of center or flush with the center of the page. Letters written
in the simplified format have fewer internal sections, such as the body,
salutation and date line.
Using the
simplified style is the most useful at times when you don’t have a recipient’s
contact name. Because the simplified style does not require a salutation, you
don’t need the person’s name. The simplified format does away with unneeded
formality while maintaining a professional approach.
- Hanging-Indented Style
This very
useful style places the first words of each paragraph prominently on the page.
It is useful for letters that deal with a variety of different topics. However,
for normal business communications, this style is very rarely used. The first
line of the paragraph begins at the left-hand margin. And the other lines of
the same paragraph are indented three to four spaces. This is the reversal of
semi-indented style discussed in other page.
Sumber : http://www.ehow.com/
http://www.effective-business-letters.com/Hanging-Indented-Style.html
http://yodi-adhari.blogspot.com/
http://smallbusiness.chron.com/simplified-style-business-letter-10318.html
http://yodi-adhari.blogspot.com/
http://smallbusiness.chron.com/simplified-style-business-letter-10318.html
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