I. Definition of 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.
II. Types of Business Letter
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: orRe: 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.
III. Style of Business
Letter
1. Full block style
Writing
on full block style: business letter usually located on flattened left as
letter head, date, inside address, subject, salutation, body of letter,
complementary a close, signature or as a whole of format letter being in a position
flattened left.
2. Block
Style
When
he was writing a business letter, for example, a letter a request for work you
must pay attention to the format or style of letters and a typeface ( font )
used. The format of a business letter most frequently used is the block style.
Applying this format all parts of a letter written flattened left with spaces
between lines single / of a sentence and spaced duple inter-intercity alinea or
paragraphs. The image on the latter part of this article is an example of a
business letter with the format of the block.
3. 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.
Description:
1.Kop Letter
2. Date of preparation of letters
3. Letter No.
4. attachment
6. The letter addressed
7. a word of salutation
8a. Introduction letter
8b. Explanation letter
8c. The cover letter
9. Greetings Closing
10. Name of office
11. signature
12. Names to approach
13. copy
14. Attachment page letter / initials
JAYA ACCOUNTING FIRM
Roads Abhimanyu 12
JAKARTA CENTRAL
Number: 1.B/IV/2007
7 April 2007
Attachments: -
Subject: Examination Books
CV. "Works Great"
Jalan Raden Saleh 14
BANDUNG
Sirs,
Replying to a letter a week ago sir, do hereby proclaim that the
Report of the Expert Examining Trade Books we have sent to Mr. a month ago. The
report might not come to the Lord.
As it turns out the balance of the year 2003 Mr. profits of Rp 120
million. This advantage is not big enough we think, given the circumstances Mr
CV substantial and memuskan. We dare to ensure that profits in the coming year
could reach 10% if performed more thoroughly. Outposts such costs would be
lowered by several hundred thousand dollars.
Furthermore, we suggest that the capital increase Tuan Tuan
remember Mr. results obtained in the past year was difficult to find the
necessary capital. Accordingly our suggestions briefly, to explore all parts of
the CV. Sir, we invite to read the latest report.
Sincerely,
Your own name
Leadership
4. This format Indented Style
On
the first line at the beginning of each paragraph starts with a few spaces from
the left side, the distance is usually 1 cm spacing. the writing inside the
address and signature section is done identasi. The magnitude of the identasi
on each line is directly proportional to the order line. For example the first
line does not do identasi, on the second row done identasi 0, 5 cm, in the
third line is also done identasi 1 cm, etc. On the first line of every
paragraph begins a few spaces from the left side. Usually 1 cm spacing distance
from the left border.
The parts of the form letter Dent (Indented
Style):
1. letterhead
2. Date of preparation of letters
3. Letter No.
4. Appendix / Page
5. It / Attachments
7. a word of salutation
8a. Introduction letter
8b. Explanation letter
8c. The cover letter
9. Greetings Closing
10. Name of office
11. signature
12. Names to approach
13. copy
14. Attachment page letter / initials
5.
Simplifed Style Format
Simple
shapes (Simplified Style) is a form letter that is almost similar to the shape
Straight Full but only without any greeting and closing greeting. Usually this
letter goes to the people who were working at the company. Sometimes the simple
form of letter writing is very simple without regard neatness and
regularity.
The parts of a letter from Simple Forms (Simplified Style):
1. letterhead
2. Date of preparation of letters
3. Letter No.
4. attachment
5. case
6. The letter addressed
8a. Introduction letter
8b. Explanation letter
8c. The cover letter
10. Name of office
11. signature
12. Names to approach
13. copy
14. Attachment page letter / initials
Modern Office Equipment Co.
Ltd.
98 – 100 Anna Salai
Cennai – 600002
India
Telephone : 044 26152766
Fax : 044 26152767
6th June 2001
The Manager
ABC Computer Stores
23 North Usman Road
T. Nager
Chennai – 600018
Telephone : 044 26156782
Fax : 044 26156780
SIMPLIFIED STYLE
This is another modification of the fully-blocked style. This
style is used when you write a letter and you do not know the name and title of
the person to whom you are writing the letter. The salutation and the
complimentary closing are used in this style. The subject is mentioned din
capital fonts and that subject need not be underlined.
Today around all the business houses, this style is widely used
when the writer of the letters does not want to give importance to formality.
Since the formality is not adopted here, this style goes to the heart of the
addressee. This style give more importance only to the core matter of the
letter.
M.N. Ashok Nathan
Assistant Manager
Production
6. Hanging Style Format
Hanging
Style is the Format paragrafnya hang, or leaning more to the left. the form of
this letter on letter head, date, complementary close and signature are in the
position of the Middle letters. The other part on letters such as the inside
address, salutation, body, subject of letter are in the position of left-align.
at the beginning of the paragraph, paragraphs hanging is not spaced.
Portions of the letter forms hang Alinea (Hanging Paragraph):
1. letterhead
2. Date of preparation of letters
3. Letter No.
4. Appendix / Page
5. It / Attachments
6. The letter addressed
7. a word of salutation
8a. Introduction letter
8b. Explanation letter
8c. The cover letter
9. Greetings Closing
10. Name of office
11. signature
12. Names to approach
13. copy
14. Attachment page letter / initials
DINAS PENDIDIKAN
SMA Terpadu Hayattan Thayyibah
JL. Kramat No. 1 Kota Sukabumi - Jawa Barat
No
: 009/124/SMU/XIII/2009
Attachments : -
Subject : Meeting
Service
Nature :
Very Important
Dear.
Mr / Ms Teachers and Staff Employees SMA Terpadu Hayattan
Thayyibah
at -
Place
Assalamu'alaikum wr. Wb.
In connection with the rise of anarchist action and the more
widespread use of illicit drugs among students, it is very important that we
act together, we hereby invite Mr / Mrs to attend official meetings that we
conduct.
The event, God willing, will be held on :
Day : Saturday August 15
Time : 08.00 s.d 14:00
Venue : Meeting Room
Similarly, we submit this letter, hopefully the father / mother
can understand.For your attention and cooperation father / mother. We give
thanks.Wassalamu'alaikum Wr.Wb.
Knowing,
Dr. Abdullah Khohar.S,Pd
Principal
SMA Terpadu Hayattan Thayyibah
Sumber: http://rendyariesta.blogspot.co.id/2012/11/style-of-business-letter.html
https://wawanoutsider.wordpress.com/2012/10/24/definition-business-letter/
