ENGLISH
BUSSINES LANGUAGE
BUSSINES
LETTER
Diah
Ayu Setiani
2D114282
2KB07
SYSTEM
COMPUTER
GUNADARMA
UNIVERSITY
BUSSINES
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.
Components
of Bussines 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.
Differences
Of Full Block Style And Semi Block Style
Full Block Style
Full block style business letters have
a formal appearance, however they can be used in informal business situations
as well as formal ones. If you are looking for a single format that will work
well in every situation, this is a good one to use.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.
Semi-Block Style
The semi-block format business letter
is a little less formal than the block format letter and slightly more formal
than the modified block format letter. It works well in almost all situations
and is a good choice if you find yourself on the fence about which format to
use.
Semi-block business letters differ
from most others in that the first line of each paragraph is indented. Look at
the modified semi-block business letter template if you’d like to try another
format with indentations. It is the least formal of all the formats shown on
this page.
Example Of Full Block Style And Semi
Block Style
Full Block Format Business Letter
Template
Diah Ayu Setiani
Jl. Swasembada barat 4 No.12
09/09 Jakarta Utara
089698845889
April 30, 2016
April 30, 2016
Mrs. Emma Swan
Perfect Company
Jl. Minangkabau Pasar Manggis
Setiabudi No.58 Jakarta Selatan
Dear mrs. Emma,
I received a collection notice from
the Perfect Company on February 13, 2015. The letter states that I owe a past
due balance from the September 16 to October 16 billing period in 2015. The
letter also states that my service will be disconnected unless I act
immediately; however, I am now informing you for the second time that I paid
that bill on January 1st, 2016.
On January 15th, I received a call
from one of your representatives about this matter, and I immediately told him that
approximately two weeks ago I sent a check to your office for the due amount of
$132.57. Unfortunately, I failed to get his
name. I am irritated that you have not
taken care of this matter since I have the canceled check in my possession, and
I am enclosing a copy of it herewith. I hope that this will settle the matter
once and for all.
Sincerely,
Diah Ayu Setiani
Semi-Block Format Business Letter
Template
Diah Ayu Setiani
Jl. Swasembada barat 4 No.12
09/09 Jakarta Utara
089698845889
April 30, 2016
April 30, 2016
Mrs. Emma Swan
Perfect Company
Jl. Minangkabau Pasar Manggis
Setiabudi No.58 Jakarta Selatan
Dear mrs. Emma,
We have to remind you that your
account for television ordered on 12 February has not yet been paid. Discount
cannot be allowed.
A copy of the statement is enclosed
and we shall be glad to receive your cheque by refum.
You will remember that we went to some
trouble to meet your delivery date, and we are sure that you would not wish to
inconvenience us by delaying your payment.
Sincerely,
Diah Ayu Setiani
