3. Reference Line. Reference lines should be used when the
letter refers to several invoices, letters, or telephone conversations. They
eliminate the need to include such information in the opening
paragraph. Reference lines or blocks appear immediately below or two lines
below the date line, depending upon company preference. They can begin
with RE or References. If several references are listed,
each may be preceded by a number or letter identifier to facilitate ease of
referral (by number or letter) within the body of the document. In documents of
multiple pages, reference lines may appear under the date in the heading of all
pages.
4. 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.
5. Attention Line. The attention line in a business letter is
an element whose conventions are often misunderstood or unknown when the writer
is drafting the letter. Although it is a single formality in light of the
entire document, the incorrect format can lead to confusion by the recipient or
undercut the sender’s professional appearance.
6. Salutation. Salutation in a business letter is always formal.
It often begins with Dear {Persons name}. Once again, be sure to include the
persons title if you know it (such as Ms., Mrs., Mr., or Dr). If you are unsure
about the persons title then just use their first name.
7. 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.
It is usually placed one line below the greeting but alternatively can be
located directly after the "inside address," before the
"greeting."
8. 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.
9. Complementary Close. This short, polite closing ends 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.
10. 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.
11. Enclosure. An enclosure notation reminds readers of
enclosures and appears directly under reference initials. The following are
examples of enclosure notation forms
Types of enclosures may be indicated:
Enclosures
1. Invoice 6234-44
2. Graph of sales activity
3. Letter of authorization
Items “enclosed” but separately sent should be indicated as
follows:
Enclosures
1. Invoice 6234-44 Sent separately
2. Letter of authorization
3. Price list
12. Carbon Copy Notation. A carbon copy notation (showing the distribution of the
letter) appears two lines below the enclosure notation and flush with the left
margin:
example: CC : Mr. Willden Dwi
B. Format of Business Letter
1. Format Block (Block Format) : Business Letter
The block format business letter format business letter is
the simplest of the three or simple business letter format to another because
everything is laid out on the left side of the letter.
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: 4
Subject: Title of Subject 5
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . .
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . .
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . .6
Closing (Sincerely...), 7
Signature 8
Your Name (Printed) 9
Your Title
Enclosures (2) 10
Typist Initials. 11
2. Modified Block Format: Business Letter
Modified block format on businses letter, writing address,
date, closing, signature, and name is on
the right note.
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: 4
Subject: Title of Subject 5
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . .
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . .
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . .6
Closing
(Sincerely...), 7
Signature 8
Your
Name (Printed) 9
Your Title
|
Enclosures (2) 10
Typist Initials. 11
3. Semi-Block (Indented) Format: Business Letter
In the semi-block (indented) business letter format, writing
format is almost the same as the Modified Block format, but on the contents,
paragraphnya made further inside, while the Modified Format Bock.
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: 4
Subject: Title of Subject 5
Body
Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body
Paragrah 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body
Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Closing
(Sincerely...), 7
Signature 8
Your
Name (Printed) 9
Your Title
|
Enclosures (2) 10
Typist Initials. 11
C. Types of Business Letter
The
various types of business letters are used by different people to serve their
purpose of sending the message across. Let’s take look at the most common types
of business letters:
1. Acknowledgement Letter
: This type of letter is written when you want to
acknowledge some one for his help or support when you were in trouble. The
letter can be used to just say thanks for something you have received from some
one, which is of great help to you.
2. Apology Letter : An apology letter is
written for a failure in delivering the desired results. If the person has
taken up a task and he fails to meet the target then he apologizes and asks for
an opportunity to improve in this type of letter.
3. Appreciation Letter : An
appreciation letter is written to appreciate some one’s work in the
organization. This type of letter is written by a superior to his junior. An
organization can also write an appreciation letter to other organization,
thanking the client for doing business with them.
4. Complaint Letter : A complaint letter is written to show one that an
error has occurred and that needs to be corrected as soon as possible. The
letter can be used as a document that was used for warning the reader.
5. Inquiry
Letter : The letter of inquiry is written to inquire about a
product or service. If you have ordered a product and yet not received it then
you can write a letter to inquire when you will be receiving it.
6. Order Letter : This
letter is as the name suggests is used for ordering products. This letter can
be used as a legal document to show the transaction between the customer and
vendor.
7. Letter
of Recommendation : This type of letter is written to recommend a person
for a job position. The letter states the positive aspects of the applicant’s
personality and how he/she would be an asset for the organization. Letter of
recommendation is even used for promoting a person in the organization.
D. Example of Business Letter
Willden Dwi Utama
64, Taman mini street
Jakarta, 13880
06th October, 2013
Mr. Andre Darwis
President, kaskus
Gedung Menara Palma, HR. Rasuna Said Kav. 6, Blok X-2
Kuningan
South Jakarta
Dear Mr, Andre Darwis,
Invite a board member
My
name Willden Dwi Utama. I am colleger of Unviersity Gunadarma. Do you still
remember me? We have met twice before at Starbucks Coffee. I have heard
from a number of board members that you may be interested in staying on for a
second term. We would be very pleased to have you stay on for another year.
If you decide to
stay on you will need to be available for the national meeting on 5 November at
Starbucks Coffee and board members who stay for two terms are sometimes asked
to take on extra duties, taking minutes or hosting social events.
We can provide deadline for response till 1st September and you can contact me by email or our phone.
Thank you for
volunteering Ms. Karen time this year.
Sincerely,
Willden Dwi Utama
sumber :
http://www.studyenglishtoday.net/business-letter-parts.html
http://www.belajarbahasainggris.us/2011/11/sample-of-business-letter.html
http://ci-muetz.blogspot.com/2011/11/english-business-letter.html
http://bimahapidzwibawa.blogspot.com/2013/04/format-penulisan-business-letter-surat_7268.html
