BUSINESS
LETTER
DISUSUN
OLEH :
Ichsan
Arsyad T
25214065
3EB06
FAKULTAS
EKONOMI
JURUSAN AKUNTANSI
UNIVERSITAS GUNADARMA
BUSINESS
LETTER
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.
DEFINITION AND THE ADVANTAGE OF EACH STYLE
1.
Full Block Style
Full block style is a letter format in which
all text is justified to the left margin. In block letter style, standard
punctuation is placed after salutations and in other headings. Open
punctuation, however, refers to a modification of style where all nonessential
punctuation is omitted. A few key factors will help you understand block style
format and the difference that open punctuation makes.
2. Block Style
Block style or block letter is a letter (usually business letter)
format where all typed content is aligned with the left margin and no indentation. A block letter typically contains
specific components. These include the sender's name, address, phone, the
recipient's name and address, the current date, a reference statement (usually
beginning with "Re:"), the subject, and the main body.
3.
Semi Block Style
Semi block style letter is a less formal version of a block or a
full-block letter with the differences being the sender's address, date,
reference or attention line and complimentary closing. In addition, the signature lines are
located direct center or slightly right of center, along with indented
paragraphs. The semi-block style is also called modified semi-block because it
is a modified version of the block or full block style.
4.
Indented Block Style
Indented block style is a letter-writing style where
the paragraphs are indented, and the date, closing and signature start at the
center of the line. The paragraphs are typically indented by half an inch.
5.
Simplified Style
Simplified of Style is an overview of commonly used style guidelines taken from
the Wikipedia:Manual of Style and its subpages (together called the MOS). When a MOS guideline
offers a choice of style, use only one alternative consistently throughout an
article, and do not unreasonably alter a choice that has already been made. The
MOS has too many suggestions to memorize, or even to consult regularly, but
because they are based on consensual discussion, they often settle time-wasting
arguments.
6.
Hanging Indentation Style
Hanging indentation Style is Style of paragraph composing in which the first line of a text is aligned with the left-margin, and all other lines are indented (moved toward right) by an equal amount of space. Used rarely, except in displaying lists of data. Also called out-denting.
Hanging indentation Style is Style of paragraph composing in which the first line of a text is aligned with the left-margin, and all other lines are indented (moved toward right) by an equal amount of space. Used rarely, except in displaying lists of data. Also called out-denting.
PARTS OF BUSINESS LETTER
- The Heading (The Retern Address) or Letterhead - Companies usually use
printed paper where heading or letterhead is specially designed at the top
of the sheet. It bears all the necessary information about the
organisation’s identity
- Date - Date of writing. The
month should be fully spelled out and the year written with all four
digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day. - 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.
The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope. - The Greeting - Also called the 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).
- 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 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."
- 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.
- The Complimentary Close - This short, 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)
- 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.
- Initials, Enclosures, Copies - Initials are to be
included if someone other than the writer types the letter. If you include
other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as
appropriate, two lines below the last entry. cc means a copy or copies are
sent to someone else.
KINDS OF BUSINESS LETTER
1.
Inquiry
Letters
Inquiry letters ask a question or
elicit information from the recipient. When composing this type of letter, keep
it clear and succinct and list exactly what information you need. Be sure to
include your contact information so that it is easy for the reader to respond.
2. Order Letters
Order letters are sent by consumers or
businesses to a manufacturer, retailer or wholesaler to order goods or
services. These letters must contain specific information such as model number,
name of the product, the quantity desired and expected price. Payment is
sometimes included with the letter.
3. Complaint Letters
The words and tone you choose to use
in a letter complaining to a business may be the deciding factor on whether
your complaint is satisfied. Be direct but tactful and always use a professional
tone if you want the company to listen to you.
4.
Payment Letter
Payment Letter can refer to several different letters used during the
payment process between two parties. Usually it accompanies a payment for a
product or service previously acquired. For example, if your business bought 30
new computers, and the payment was due on November 30th, you would send a check
or other form of payment, along with a formal letter of payment, to the
business or individual you bought them from.
5.
Application letter
Application letter is
a formally written one-page letter that accompanies a resume and other
requested documentation in application for a job or academic program. Application letters are often synonymous with cover
letters, and in addition to describing what materials are included in the
application, an application letter should also take time to highlight the
qualifications that prepare the writer for acceptance into the job or academic
program.
6.
Curriculum vitae
Curriculum Vitae is a
written overview of a person's experience and other qualifications for a job opportunity.
In some countries, a CV is typically the first item that a potential employerencounters regarding
the job seeker and is typically used to screen applicants, often followed by an interview.
Referensi
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