EYD (Ejaan Yang Disempurnakan)

Part Of Business Letters & Styles Of Busines Letters

Sistem Komputer Nama              : Yessi Herlistiana NPM               : 29113434 Kelas               : 4KB01

Universitas Gunadarma

Fakultas Ilmu Komputer & Teknologi Informasi

2016/2017

The Main Parts of a Business Letter

1. Explain Basic Parts of Business Letter

(1) The Letter Head / The Heading / The Head Address  : The Letter Head is printed at the top center of the letter-sheet. Sometimes it is also written on the left or the right side of the letter-sheet. It consists of the name, the business and the address of the company. It also includes the telephone number, fax number, Email address, and website, if any. It also includes emblem (logo or symbol) of the company. The Letter Head should be simple and dignified. Most companies prefer a simple design in a single colour.  The Heading If you do NOT use letterhead stationery, the heading is located at the top right of the page and includes the writer's complete mailing address and the date.

e.g.

******* Laboratory Technical Development Group

Kobe Steel Ltd

5-5 Takatsukadai 1-chome

Nishi-ku

Kobe

Hyogo Japan 651-2271

 March 21 200

If you DO use letterhead stationery, the address is already printed on the paper; only the date must be added, at least two spaces below. e.g.

(2) The Date :    Generally, The date is written two or three spaces below the last line of the letterhead. It is always on the right hand corner. The date consists of the date, name of the month and the year.  The date is written in two styles.  (a) The British Method  :  4th July, 2011 (b) The American Method  : July 4, 2011 

The British Method is also called the ordinal numbers method and the American Method is called the cardinal numbers method. The date should never be written like 7-2-02 or 7/2/02 because it shows that the writer is careless or in a great hurry. 

(3) The Inside Address :  The inside address is written on the left, beside the margin. It is written two spaces below the date- line. The Inside address contains the name and the address of the firm or the individual to whom the letter is written. Inside Address can be used to make windows envelope. There are two methods of writing inside address. (1) Indented Form (2) Block Form 

The inside address is always placed even with the left margin (left justified) and at least two (2) spaces below the heading. It contains the full name of the person being written to—including a proper title — (see Salutations below) and the complete mailing address.

e.g.

Dr. Frederick Johnston,

Senior Researcher

Materials Research Laboratory

NUCOR

1649 Telegraph Road

Crawfordsville,

IN 58936USA

(4) The Salutation  : All letters begin with a salutation or greeting. It is placed two spaces below the inside address and even with the left margin.. The salutation is followed be a comma (,) or a colon (:). The salutation is a compliment or greeting used to begin the letter. Just as “Good Morning” is used to begin a talk. It is the written equivalent of the conversational “Hello”.  “Dear Sir” “Dear Medam” , “Respected Sir” is salutation.    

• When you have a person’s name in the inside address, use their name.
• When you do not have a name use ‘Dear Sir’ or ‘Dear Madam’.
• When you are addressing a firm or a group of men you can use ‘Gentlemen’.
  
  
  Use of the correct title is important. Look at the chart below

  
• Note that the American style has a period after the title ( Mr. Dr. Ms.). It also uses a colon (:). The British style does not have a period after the title and uses a comma (,). Ms. or Ms (pronounced Miz) is now in common use as a female equivalent to Mr. However, if possible, it is best to find out which title the woman herself prefers (Ms. or Mrs. or Miss). All of the examples above are in formal style which should be used for all business letters. Use of the first name (Dear Tom, Dear Sue, etc) is only for informal, personal letters.

 (5) The Body / The Text / The Script of Letter :  The first line of the body begins two spaces below the salutation. It appears between the salutation at the beginning and complimentary close at the end. It is that part of the letter which contains the message or the information to be communicated. This is the most important part of the letter. The letter is divided in the following parts. (1) Introductory paragraph (2) Main paragraph (3) Closing paragraph 

1) Expressing thanks for a favour done.

(6) The Complimentary Close :  The Complimentary close is written on the right two spaces below the last line of the body. It should not extend into the right hand margin. The Complimentary close is a polite way of saying “ Good bye”. Just as the salutation is the written equivalent of “Good Morning” or “Hello”. So, the complimentary close is the written equivalent of “Good Bye”  “Yours faithfully / Yours sincerely / Yours truly” is complimentary close. 

(7)  The Signature :  The Signature is written just below the complimentary close , near the right hand margin. Sometimes , it consists of only the name of the writer.

(1) A sole trader will put his signature by writing his own name.

(2) Any partner of a partnership firm can sign letter on behalf of the firm. 

(3) In big business houses, it is not possible for all partners or owner to write or reply all the letters. So, a responsible employee of the firm is given power to sign the letters. Thus, the employee who signs the letter on behalf of the other is said to sign per procurationem (per pro). It means that such a person is legally authorized to sign letters.

Per Pro M. Patel and Company 

Nitin R. Raval  

The signature is proof that the person signing has written that letter. It help to pin point responsibility for the writing of the letter.

II. Discuss Basic Principles for  Business Letter.

(1) Business Letter should be clear and concise.

(2) While writing letter, one should keep in mind the reader’s benefits and advantages for them. It is called “The You Attitude.”

(3) The writer should set down the goal because it help him to decide why is he writing and what does he wants to achieve.

(4) While writing a business letter , one should use a friend tone but not at the cost of efficiency.

(5) Opening lines of business letter are most important because they are read attentively and carefully and conclusion should be courteous.

(6) Apart from all these, business letter must be free from grammatical errors and must be full of courtesy. 

III. Discuss  Occasional / Optional Parts of letter

(1) Subject line : Written space below salutation  

(2) Reference Number: Written in a line with the date.   (3) Enclosures : Written below signature,  It is attachments.  

(4) Identification Line : Below Signature : Any Identification (MPS/RP)   

(5) Attention line :  Between Inside address and salutation Warning (For example : Attention : Chintan Mahida    

(6) Post Script :  Any special line  at the end of letter

IV. IMP FOR EXAM  :  Sample of  Inquiry Letter

Inquiry Letter :  A person / a shop asks for certain information in the form of catalogue/price list/quotation /terms and condition / any inquiry. That letter is known as inquiry letter

Generally in business letter  we  use “WE”. But if it is personal inquiry, Use “I” instead of “We”

Sample Question  :  Gujarat Electrical Store, Anand wants to purchase 100 table fans . Draft a letter of inquiry , asking for their competitive quoatation / catalogue/price list to Hiamalaya ElectronicsPvt. Ltd.

V. Complaint Letter

You have received 100 damaged/defected goods / goods which is not matching with goods that you have ordered / goods which is less in quantity.

 

 

Sample Question : As the Purchase Manager Zenith Computers, 26, Ashram Road, Ahemdabad 388007. You had ordered 25 computers from World Vision Computers Limited, Grant Road, Mumbai : 40002. When the consignment arrived , you found some of the computers in damaged condition. Write a letter of complaint asking for repair , replacement or compensation

 

VI. Adjustment Letter

Adjustment Letter : Adjustment Letter is a reply of complaint letter by company which can suggest some suitable adjustment for your complaint  (They may accept your proposal or They may reject your complaint. However suitable adjustment will be giving discount / replacement /sending goods as early as possible.  

Sample Question :  Write a letter of adjustment / reply of complaint /settlement from Anuj Brothers, Mumbai  for sending saris of inferior quality to the sample chosen by  Chintan & Sons, Surat. 

Styles Of Business Letters

1. Full Block

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.

 

1. Return Address:  If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it’s common to also include an email address. 

2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date.

4. Special Mailing Notations: Type in all uppercase characters, if appropriate.

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence.

6. Inside Address:  Type the name and address of the person and/or company to whom you’re sending the letter, three to eight lines below the last component you typed. Four lines are standard.

 7. Attention Line: Type the name of the person to whom you’re sending the letter.

 8. Salutation: Type the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender.

 9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line.

10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality.

12. Signature Block: Leave four blank lines after the Complimentary Close to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality.

13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters.

14.  Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more.

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order.

B.  Semi-block style

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 :

 

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

C.  Indented Style 

Indented style is somewhat more complicated than other popular styles of business writing. In indented style, new paragraphs in a piece of writing are indented that is, they begin about 1.5 centimeters to the right of the left margin. Other parts of a business letter are moved farther to the right half of the page. Indented style is one of the older formats for business writing currently in use, though other formats are becoming more popular. Indented style is a format that many of today’s business people were trained to use.

 

D.  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.

 

E.  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.

 

Referensi :

https://www.google.com/search?q=styles+of+business+letter&ie=utf-8&oe=utf-8&client=firefox-b#q=letter+styles+format+PDF