Part of business letter and the styles of business letters
A.
Part of Business letter
1.
Letter Head
A letter head consists of a name and address
of a firm that sends a business letter. It sometimes consists of telephone
number, address of branch of offices, names of CEO. It is usually printed on
the top of the paper.
Examples :
a.
ENGLET
& BROT LTD
115 Downing Street
LONDON
- ENGLAND
b.
GOOGLE MILLS INCORPORATION
499 NORTH WARREN AVENUE
SYRACUSE 2, NEW YORK
Phone : 1499
President : Francois Carlos Established : 1999
2.
Reference
Some companies,
especially big ones, Dixie says, have a system of tracking letters by chronological
numbers, employee initials, department codes/numbers or whatever else they
choose. This is what they put in the reference line. Or sometimes you can
include the reference line in your letter to refer to the information
specifically requested by the recipient, such as a job reference or invoice
number.
The reference is typed on
one or two lines, immediately below the date. This means it is typed to the
right of the center in
the modified block and indented business letter layouts. Dixie says you can also refer
in the reference line to the letter you are replying to, if you wish.
Examples :
Re: 180/VG
Re: Job # 389-03
Re: Your letter dated 11/15/2006 (this can also be used as a subject
line, see Dixie’s comment under the subject line below)
3. Date
It consists of
date, month, year or (month, date, year). If there is no Letter Head, make sure
you put the name of the city before the date line.
Examples :
- 23rd November, 2013 or November 23rd, 2013
- 28 July, 2013 or July 28,2013
If there is no letter head in a letter, you must write
a full address of the sender, example :
115 downing Street, London
June 28th, 2009
4.
Inside Address
It usually consists of 3 or 4 lines, :
The name of a person or the firm you are
writing to.
Number, the name of the street
The name of city ( A country when
applicable)
Examples :
Mr. Prana Pramudya
115 Downing Street
London
5.
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).
6.
Subject Line
Its inclusion can help the recipient in
dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the wordSubject: or Re: 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."
7.
Body of Letter
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)
- the opening paragraph
- the content paragraph
- the closing paragraph
8. Complimentary close
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)
Complementary Closing usually consists of 2 lines:
- Closing Words / Expressions
- Name of Firm
9.
Signature
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.
Enclosure
When our business letter has one or more
attachments, such as price list, collection letter, brochure, invoice, resume
etc., we must make sure that we state it in the main letter. The statement that
we send another paper other than the main letter is called enclosure reference. This
enclosure reference is usually shortened as Enc. or ENC. or Inc. or Encl. or Incl.
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.
Example Form Letter Full Block Style :
2. Lock 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.
Example :
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.
Example
Form Letter Semi Block Style :
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.
Example :
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.
Example :
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.
Example :
Sumber :
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