BUSINESS
LETTER
What are business letters ?
The business letter
means an exchange of thoughts and ideas in connection with a monetary dealing
of man and organization. It is the sale or purchase of ideas to the monetary
exchange.
Part of Business Letters
1. Heading
The heading of a business letter should
contain the return address (usually two or three lines) followed by a line with
the date. The heading is indented to the middle of the page in the modified
block and semiblock styles. It begins at the left margin in the block style. If
the stationeryis imprinted with the return address, then the return address may
be omitted. Sometimes a line after the address and before the date may include
a phone number, a fax number, an E-mail address, or the like. Particularly if
the address uses three or more lines, it is good to skip a line before the
date. When using the block style, always skip a line before the date. Always
include the date.
Example :
Acme Explosives, Inc.
100-B Dry Gulch Alley
Lonesome Coyote AZ 85789
(602) 555-5555
2. Date
Put the date on which the letter was
written in the format Month Day Year i.e. August 30, 2003. Skip a line between
the date and the inside address (some people skip 3 or 4 lines after the date).
3. Inside Address
The
address of the person you are writing to along with the name of the recipient,
their little and company name, if you are not sure who the letter should be
addressed to either leave it blank, but try to put in a tittle, i.e. “Director
of Human Resources”. Skip a line between the date and the salutation.
Example :
4. Salutation
Dear Ms./Mrs./Mr. Last Name :, Dear
Director of Department Name: or To Whom It May Concern: if recipient’s name is
unknown. Note that there is a colon after the salutation. Skip a line between
the salutation and the subject line or body.
Example :
5. Body Text
The body is where you write the content of
the letter; the paragraphs should be single spaced with a skipped line between
each paragraph. Skip a line between the end of the body and the closing.
Example :
6. Complementary Close
(Closing)
Let’s the reader know that you are finished
with your letter; usually ends with Sincerely, Sincerely your, Thank you, and
so on. Note that there is a comma after the end of the closing and only the
first word in the closing is capitalized. Skip 3-4 lines between the closing
and the printed name, so that there is room for the signature.
Example :
7. Signature
Your signature will go in this section,
usually signed in black or blue ink with a pen.
Example :
8. Printed Name
The printed version of your name, and if
desired you can put your title or position on the lineunderneath it. Skip a
line between the printed name and the enclosure.
Different
Styles of Writing Business Letters
The words in a business letter and the way in
which they are arranged express the writer’s personally and give the letter
it’s best appearance is called its style.
1. Full Block Style
In full
block style all the elements of the letter, on the page are aligned flush with
the left margin. Full block is the easiest format to use and it produces a
clean-looking page. It’s also common.
Examle :
2. Modified Block Style
A
modified block business letter is a letter that uses a format that is slightly
different from the full block letter. The return address, date, complimentary
closing and the signature line are put slightly to the right of the paper’s
centre. In addition, these letters are the most common in organizations.
Example :
3. Indented Style
Letter
that is justified at the left margin, except for a few elements. These elements
include the return address, the reference line, closing, signature and printed
name. These elements are indented by five spaces to the right.
Example :
4. Hanging Indented Style
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.
Example :
5. Simplified Style
This
style is used when you write a letter and you do not know the name and title of
the person to whom you are writing the letter. The salutation and the
complimentary closing are not used in this style.
Example :
Sumber :
http://www.letterwritingguide.com/businessletterformat.htm
http://www.slideshare.net/seemababbas/business-letter-and-different-styles
http://englishplus.com/grammar/00000151.htm
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