A. PART OF BUSINESS LETTER
1. Letter Heading
The heading of a business letter contains the name of the
enterprise, address, phone number, email number and other information of the communication
or sender at the top of the letter, which may be left or right justified or
centered at the top of the pages.
Examples :
a.
b.
ENGLET
& BROT LTD
115
Downing Street
LONDON - ENGLAND
2. Date or Dateline
Generally, the date line appears at the right or left
side below the sender’s address. This usually typed in one of two ways:
·
(Begin with the day,
no comma)
Examples : 15 December 2013
28 July 2013
·
(Begin with the
month; use a comma)
Examples : December 15, 2013
July 28, 2013
3. References
References number is written at the left portion of the
letter in between the heading and the inside address.
Example :
4. Inside or Recipient’s address
Recipient’s address includes the full address of the
receiver or receiving organization to which the letter is directed. Write
complete name, title and address of the recipient.
Examples :
a. Mr.
Michel
General
Manger
Sonili
Trading Co.
62
New York Road
New
York-1203
b. Mr.
Prana Pramudya
115 Downing Street
London
5. Subject
Adding a subject line
makes it easier for the reader to quickly understand the situation. Normally
the subject sentence follows the word “Subject:” or “Re:” (regarding). Place
the subject after the addressee’s address and before the greeting.
6. Salutation
The salutation is your greeting. Most salutations begin
with “Dear” followed by either the recipient’s first name, or title and last
name. Endeavor to address all letters to an actual person. However, if you
don’t know the person’s name, use Dear Madam/Sir, or the job title, such as
Dear Accounting Manager. The salutation is under the subject headline.
7. The body of the letter
The most important part of the letter is the body which
contains the message or information that the sender wants to convey. The body
of the letter should be formally written. A
good letter body should fulfill the following requirements :
·
Concise / short : Never make up
sentences just to make a letter look longer.
·
Simple : Avoid making up complex
sentences. Try to make up a simple sentence.
·
Systematic : Always put your ideas
in order from A to Z. ( From opening paragraph to closing paragraph there
should not be any repetitions)
Body
of the Letter consists of 3 paragraphs :
·
the
opening paragraph
·
the
content paragraph
·
the
closing paragraph
8. Complementary
close
To close the
letter, insert a phrase such as “sincerely” or “Thank you” or “Yours
faithfully” or “Best regards”, “followed by a comma. The most common closing is
“Sincerely. “Insert four lines between the closing and sender’s name. This
space will be used for your signature once the letter is printed. Sign the name
in the space above your name.
9. Signature
Line
Business letter
signature line usually
consists of signature of the person who writes the business letter. Below the
signature we usually put our name. Below our name, sometimes we put our
title or position in the company or institution we work in. Mostly, this is
just to inform the person who has not known us before.
10. Identifying
Notations
If you type a
letter for someone else, add identifying initials. For example if John Doe
types a letter for Jane Smith, the notation would be JS:jd. Then, if you are
enclosing items in the envelope, add an enclosure notation (Enc:, Encl: or
Enclosures) followed by the title of the enclosures. Add the notation cc:
followed by the names of everyone receiving a copy.
B. THE STYLES OF
BUSINESS LETTERS
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.
Your Name
Address
Phone Number
E-mail (optional)
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
Title
Company Name
Address
Dear __________:
When writing a letter using block form, no lines are indented. Include your
name, address, and phone number where you can be contacted, as well as the
date. You then include the name and address of the person you are sending the
letter to.
With
new paragraphs, just skip a line instead of indenting.
Add
your phone number where you can be contacted in the last paragraph. If the
receiver needs to use a relay service to call you, briefly explain that you are
deaf/ hard-of-hearing and that s/he can call you through relay. Give the
receiver his/her state relay number and explain that s/he will need to give the
operator your number. Then give him/her your number.
Sincerely,
Your
Signature
Your Name
Your Title
Your Title
Example Form Letter Full Block Style:
2.
Indented Paragraphs Style
Date, signature,
and closing begin at the horizontal center of the page. All body paragraphs are
indented.
Your
Name
Address
Phone Number
E-mail (optional)
Address
Phone Number
E-mail (optional)
|
Date
|
Name of Receiver
Title
Company Name
Address
Title
Company Name
Address
Dear
__________:
When writing a letter using indented form,
indent each paragraph. First include your name, address, phone number, and the
date. This information should be located at the top of the page, either in the
center, or indented on the right side of the paper. You then include the name
and address of the person to whom you are sending the letter.
At the end of the letter, place your signature on the right side of the page. Don't forget to provide any relay information if necessary.
At the end of the letter, place your signature on the right side of the page. Don't forget to provide any relay information if necessary.
|
Sincerely,
Your Signature
Your Name
Your Title |
Example Form Letter Indented Paragraphs Style:
3.
Blocked Paragraphs Style
Date, signature, and closing begin at the horizontal center of the page.
All body paragraphs begin at the left margin.
Your
Name
Address
Phone Number
E-mail (optional)
Address
Phone Number
E-mail (optional)
|
Date
|
Name of Receiver
Title
Company Name
Address
Title
Company Name
Address
Dear __________:
When writing a letter using blocked form, indent each paragraph. First include
your name, address, phone number, and the date. This information should be
located at the top of the page, either in the center, or indented on the right
side of the paper. You then include the name and address of the person to whom
you are sending the letter.
At the end of the letter, place your signature on the right side of the page. Don't forget to provide any relay information if necessary.
At the end of the letter, place your signature on the right side of the page. Don't forget to provide any relay information if necessary.
|
Sincerely,
Your Signature
Your Name
Your Title |
Example Form Letter Blocked Paragraphs Style:
4.
Simplified Style
All letter parts
begin at the left margin. This format includes a subject line but omits the
salutation and signature.
Your Name
Address
Phone Number
E-mail (optional)
Address
Phone Number
E-mail (optional)
Date
Name of Receiver
Title
Company Name
Address
SUBJECT LINE (use capital letters)
When writing a letter using simplified style form, put the date on the left. Then, put the receiver's name, and his/her title, company name, and address.
Write a subject line instead of a salutation. The subject
line must be in all capital letters.
At the end of the letter, put your name and title, all in
capital letters.
YOUR NAME
YOUR TITLE
Example Form Letter Simplified Style:
Sumber
:
