PARTS AND STYLES OF BUSINESS LETTERS

Nama : Yunita Eka Putri W
Npm : 29113604
Kelas : 4KB02
Tugas Bahasa Inggris Bisnis 1

Part of Business Letter

Contents

1.      Letter Head

2.      Date Line

3.      Inside Address

4.       Attention Line

5.       Salutation

6.      Subject Line

7.      Body of The Letter

8.      Complimentary Closes

9.      Signature Line

10. Identification Initials

11. Enclose Reference

12. 12.Other Business Letters

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
JAKARTA-INDONESIA

b.

GOOGLE MILLS INCORPORATION
499 JAVA WARREN AVENUE
SYRACUSE 2, DEPOK

Phone     : 021 99678687

President: Harry Edward                 Established : 2001

1.    Date Line

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, Jakarta

June 28th, 2009

2.    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

Jakarta

Mmes. Louis Tomlinson & Liam

112, Downing Street

Jakarta E.C. 2, Indonesia

3.    Attention Line

Business letters are usually  more addressed to companies than to one person. But, sometimes this form of written communication should take place between company and  company  or between company and a person and vice versa. In this situation we need to use what people call "attention line". We mostly use attention line for the following three reasons :

• We want the letter directly delivered to a certain people in a company.
• We do not know the person's name we are writing to and we decide to write to the company he or she works in.
• We want the letter to reach a person we are writing to faster.

Attention line is usually put after inside address.

Example :

Gifted Restaurant
16771 Fifteen Avenue
Depok,

Attention  :  Miss Kendal Jenner

4.    Salutation

British Style

Examples:

Dear Sir,                    

Sir,                            

Dear Sirs,                   

Dear Madam,             

Mesdames,

American Style

Examples:

Dear Sir:

Sir:

Gentlemen:

Dear Madam:

Mesdames:

If you know the person you are writing to, you can use the style below which is more personal or informal:

Dear Mr. Brown,

My dear Madam Tiara,

5.              Subject Line

Subject Line is usually capitalized and underlined:

Examples:

CHEAP CRUISE TO SCANDINAVIA

SCANDINAVIAN VACATION

6.              Body of The 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)

Body of the Letter consists of 3 paragraphs :

•  the opening paragraph
•  the content paragraph
•  the closing paragraph

7.    Complimentary Closes

Complementary Closing usually consists of 2 lines:

Closing Words / Expressions

Name of Firm

Examples:

Yours truly,

Wisnu & Ninda LTD

Truly Yours,

Wisnu & Ninda LTD  

8.    Signature Line

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.

Examples :

signature           Niall Horan Customer Relation Manager

         

signature         Niall Horan

9.         Identification Initials

Identification Initials are usually used by large-sized companies for administrative purposes only. Identification Initials mainly have two functions :
a. to give information about the secretary or the author of a business letter.
b. to provide data in case of some incidents or errors.

Identification Initials are generally put at the left-hand bottom, just after the signature line. They are sometimes put at the same line with the date line.

Example :

H.E./l.t.
The identification initials mean that the author is Harry Edward and the secretary/clerk is Louis Tomlinson.

10.       Enclose Reference

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..

Example :
Encl.   : 1 (one) Illustrated price list
Incl.    : 1 (one) Invoice
Enc.    : Our 2010 Catalog
Inc.     : Cheque no. 954646/B

STYLES OF BUSINESS LETTERS

Business letters may be written in any of the following styles: full block or purely block, simplified, modified block, semi-block, hanging-indented, indented, and memorandum style. The full block style has all the letter elements flush with the left margin; it is asymmetrical because there are wide white spaces on the right. It differs from the simplified style in the sense that the salutation and the complimentary close are absent in the latter. The modified block style, the semi-block style, and the hanging-indented style share the same format, that is, all the letter elements, except the salutation, complimentary close, and signature (which are begun at the center) are flush with the left margin. The three differ in paragraph indention: the modified block has no indention, the semi-block style has a normal or standard indention, while the hanging-indented style, as its name suggests, has a hanging indention. The indented style has most of its elements indented. The memorandum style has a unique format. It has a header with the reference line, date line, subject line, TO line, FROM line, and THRU line. A demarcation line divides the header and the body of the letter. Examples of the letter styles are found below. 

1.   FULL BLOCK OR PURELY BLOCK STYLE

1234 Bagong Lipunan St., Tambo
Paranaque City, Metro Manila
August 26, 2008


Fire Department
Paranaque City Hall
Sucat, Paranaque City

Dear Sir:

I, Mr. Juancho Z. Menoy, a Paranaque resident since birth and a representative of my parents, am filing a complaint against our neighbor, Mr. Arsenio Dizon, regarding his apartment which is a fire hazard.

The three-storey apartment does not comply with the safety requirements for commercial buildings. First, it has no fire exit and no fire wall. Second, there are no fire extinguishers. Third, it has no electricity; some of the occupants who may be using candles can pose a hazard, especially that there are portions of the apartment that are made of light materials. Fourth, there are some occupants who store their kalakal (used paper, plastic bottles, plastic cups, plastic containers, and easily combustible materials) here and nearby. 

Just recently, a fire which lasted for days hit the Baclaran commercial area. My family and I were once fire victims. I do not want to encounter the same traumatic experience. Concern for my safety and that of my family and my neighborhood prompted me to air this complaint. 

An ounce of prevention is better than a pound of cure; thus, it is best to act upon this matter before another fire in our area breaks out.

Your prompt attention and favorable action on this matter shall be highly appreciated.
Very truly yours,

JUANCHO Z. MENOY

Example Full block style

 

  

2.  MODIFIED BLOCK STYLE

November 22, 2008

MS. JANIRA KAYONNA

Head, Human Resource Development Office

Central Colleges of the Singapore

52 Aurora Boulevard, Quezon City

Dear Ms. Kylie Jenner:

In response to your memorandum dated November 22, 2008 regarding the tea with the CCP President, I would like to inform that I was unable to attend such celebration because I had to attend my classes in the University of the East where I teach part-time.

During the second week of classes, I had my bereavement leave here and in UE in order to attend to the wake of my father. Unfortunately, there were no teachers assigned to substitute for me in all my classes in both schools so I decided to attend my classes there, instead of the tea party, because my students were already behind as far as their lessons are concerned.

I hope that you understand my situation.

Very truly yours,

LIAM PAYNE

CAS-Education Faculty

Example Modified Block style

 

 

3.   SEMI-BLOCK STYLE

College of Arts and Sciences-Education

CENTRAL COLLEGES OF THE SINGAPORE.

52 Aurora Boulevard, Quezon City

October 20, 2008

MS. Briana Jannet

Scholarship Committee

Central Colleges of the Singapore

52 Aurora Boulevard, Quezon City

Dear Briana Jannet:

This serves to inform you that Ms. Ariana Maisha, a freshman Education student enrolled last semester in my English 1 with CAI class, failed to take the final oral examination and, as a consequence, was given a grade of Incomplete. Her failure to take such examination was due to the fact that she had to attend the burial of her grandparent on the day of the examination.

Ms. Adelicia is a community scholar and her Incomplete grade in English 1 would cause her to lose her scholarship. To help her continue her studies, I let her take the oral examination and so she was given a grade of 2.50.

I hope that you reconsider her application for scholarship. Her failure was a result not of her incompetency, but of circumstances beyond her control.

Very truly yours,

LIAM PAYNE

CAS-Education Faculty

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.

Sample Form Letter Semi Block Style :

Example Semi Block style

Description:

1.Kop Letter

2. Date of preparation of letters

3. Letter No.

4. attachment

5. case

6. The letter addressed

7. a word of salutation

8a. Introduction letter

8b. Explanation letter

8c. The cover letter

9. Greetings Closing

10. Name of office

11. signature

12. Names to approach

13. copy

14. Attachment page letter / initials

4.        SIMPLIFIED-STYLE

Simplified-style business letters contain all the same elements as the full-block and semi-block letters. Like the full-block format, the simplified format left-justifies every line except for the company logo or letterhead. The date line is either slightly right of center or flush with the center of the page. Letters written in the simplified format have fewer internal sections, such as the body, salutation and date line.

Using the simplified style is the most useful at times when you don’t have a recipient’s contact name. Because the simplified style does not require a salutation, you don’t need the person’s name. The simplified format does away with unneeded formality while maintaining a professional approach.

5.   HANGING-INDENTED STYLE

This very useful style places the first words of each paragraph prominently on the page. It is useful for letters that deal with a variety of different topics. However, for normal business communications, this style is very rarely used. 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.

 

 

3451, Jalan 13/35,
65/D-76 : Modern Street,
87212 Singapore.
Phone : 5635 78724132
Fax : 5635 78724133

8th April 1988


Mr. John Mark,
152, Bunget Lodge,
23, Jalan Street,
87123 Singapore.


Dear Mr. John Mark,

Yours Sincerely,
Rajan Carpets



M.K. Khoom,
Managing Partner

Sumber:

http://www.englet.com/parts#TOP

https://wikis.engrade.com/formsorstylesofbusinessl

https://hadi27.wordpress.com/style-of-business-letter/