TUGAS SOFTSKILL
BAHASA INGGRIS BISNIS
AKBAR
20113542
4KB01
UNIVERSITAS GUNADARMA
2016
Part of Business
Letter
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Business Letter
A 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. A business letter is sometimes useful because it
produces a permanent written record, and may be taken more seriously by the
recipient than other forms of communication.
·
Purpose
v Used as a way to communicate to companies
v Used to request information, send information, give
feedback on products or for dozens of other reasons
·
Why So Picky ?
v Must look professional
v Gives first impression that a potential client or
buyer receives about you
v Shows your maturity and professionalism
Block Style
Format
v In the block format, all parts of the letter are
started at the left margin.
v The body of the letter is single spaced, with one
line left between each paragraph.
v The paragraphs are notindented.
The Parts of the Business Letter
Ø Heading
Ø Inside Address
Ø Salutation
Ø Body
Ø Closing
Ø Signature
Heading
ü Is the address of the sender
ü May have a letterhead with this information already
imprinted
ü Should include the following:
§ The sender’s address
§ The senders mailing address
§ (optional) phone number and e-mail address
§ Date being sent
The Importance of the Date
ü Should be written out in full
§ Example: April 25, 2005
§ If using a company letterhead, date line should be
typed three lines below heading
§ If using a return address, type date line directly below
the return address, leaving no spaces
Inside
Address
ü Is the name and address of the person or business
that you are sending the letter to, otherwise known as the addressee.
ü Type the inside address on the fourth line under the
date line.
ü Should contain the same information that will be
used on the envelope.
Salutation
ü Is the letter's greeting.
ü Typed two returns underneath the inside address.
ü Includes the addressee's name and courtesy title
along with the greeting. Example: Dear Mrs.Pipes
Body
ü Is where you discuss the purpose of the letter
ü Begins two returns below the salutation
ü Should be single spaced with two spaces between each
paragraph
Closing
ü Is a courtesy signal at the end of each letter,
sometimes called the complimentary closing
ü Should be typed two returns below the body of the
letter
ü Must be kept professional
ü Use Sincerely, Cordially, Regards, and Respectfully
to name a few
Typed Name and
Signature
ü Is the writer's name typed on the fourth return
following the complimentary close
§ The writer's title (if any) should be on the line
directly below the name.
§ The space in between the complimentary close and the
typed name, is to be used for the writer's signature
Special
Parts of a Business Letter
ü In addition to the six regular parts of a business
letter, sometimes special or optional parts are necessary or wanted by the
writer:
The Reference
ü This consists of the word Ref (short for Reference)
followed by a colon (:) and specific information, often a serial or reference
number. It is usually placed between the date and the inside address.
The Attention Line
ü When a letter is addressed to a company or
organization rather than an individual, an attention line may be given to help
in mail delivery.
NB An attention line is never given when the inside
address contains a person's name.
ü Attention lines are typically directed to: Sales
Division, Personnel Manager, etc. or it may contain the individual's name. The
attention line contains the word Attention (or Attn) followed by a colon (:)
and the name of the office, department or individual. It is placed between the
inside address and the salutation.
The Subject Line
ü The subject line is used to immediately draw the
reader's attention to the subject of the letter. It consists of the word
Subject followed by a colon (:) and a word or words of specific information.
The position of the subject line is not standardized. It may appear to the
right of the inside address, or centred on the page below the inside address or
below the salutation. It is commonly placed below the salutation, as shown
below.
The Title or Section Name
ü This is placed one space below the typewritten
signature to identify the writer's position and/or the section s/he works in.
The Identification Line
ü When the person whose signature appears on the
letter is not the person who typed the letter, there is an identification line.
It consists of two sets of initials separated by a colon. Usually, the sender's
initials are capitalized and the typist's are in lower case. The identification
line is two spaces below the signature and even with the left margin.
Enclosure
ü When something is enclosed with the letter, an
enclosure line is usually typed one space below the identification line and
even with the left margin. If there is no identification line, the enclosure
line is two spaces below the signature. It is usually written Enc followed by a
colon (:) and information.
Copies to (cc:)
ü When a copy of a letter is sent to another person,
the letters cc followed by a colon (:) and the name of the person to whom the
copy is being sent is typed one space below the enclosure line (or the
identification line if there are no enclosures). If there is no identification
line, it appears two spaces below the signature. The letters ‘cc’ traditionally
stand for ‘carbon copy’.
Reference
