BUSINESS
LETTER
Business letter is usually a letter from one
company to another, or between such organizations and their customers, clients
and other external parties. The overall style of letter depends on the
relationship between the parties concerned. Business letters can have many types
of contents, for example to request direct information or action from another
party, to order supplies from a supplier, to point out a mistake by the
letter's recipient, to reply directly to a request, to apologize for a wrong,
or to convey goodwill.
STYLE BUSINESS LETTER
·
Full
block style
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.
·
Block
style
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.
·
Semi
block style
The Semi-Block
style's return address, date, complimentary closing and the signature line are
at the center of the paper, or rather to the right of center. Everything else
is flush with the left margin.
·
Indented
style
In
case of the indented/semi-block layout the paragraphs in the body are indented
one tab stop. So, you need to use two tabs: one for the indented paragraphs and
one for the return address (again, in case no letterhead is used), date,
complimentary closing and signature line. Dixie thinks this style is a little
outdated.
·
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.
·
Hanging
indentation 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.
PARTS OF BUSINESS LETTER
- The Heading (The Retern Address) or 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.
- Date - 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 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.
- The Greeting - 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.
- 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.
- 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.
- 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.
- 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.
- 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.
KINDS OF BUSINESS LETTER
·
Inquirty
letter
Inquiry
letters ask a question or elicit information from the recipient. When composing
this type of letter, keep it clear and succinct and list exactly what
information you need. Be sure to include your contact information so that it is
easy for the reader to respond.
·
Order
letter
Order
letters are sent by consumers or businesses to a manufacturer, retailer or
wholesaler to order goods or services. These letters must contain specific
information such as model number, name of the product, the quantity desired and
expected price. Payment is sometimes included with the letter.
·
Complaint
letter
The
words and tone you choose to use in a letter complaining to a business may be
the deciding factor on whether your complaint is satisfied. Be direct but
tactful and always use a professional tone if you want the company to listen to
you.
·
Payment
letter
A
letter of payment can refer to several different letters used during the
payment process between two parties. Usually it accompanies a payment for a
product or service previously acquired.
·
Application
letter
An application letter is a formally written one-page
letter that accompanies a resume and other requested documentation in
application for a job or academic program. Application letters are often synonymous with cover
letters, and in addition to describing what materials are included in the
application, an application letter should also take time to highlight the
qualifications that prepare the writer for acceptance into the job or academic
program.
·
Curriculum
vitae
is
a written overview of a person's experience and other qualifications for a job
opportunity. In some countries, a CV is typically the first item that a
potential employer
encounters regarding the job seeker and is typically used to screen applicants,
often followed by an interview.
Referensi
:
