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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 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.
Style Of Business Letter
Business letter can be written with different styles, such
as:
- 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
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
- 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 :
https://wawanoutsider.wordpress.com/2012/10/24/definition-business-letter/
https://hadi27.wordpress.com/style-of-business-letter/
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