Name : Nadia Damayanti
NPM : 26217653
Class : 3EB17
Gunadarma University
Business Letter
A Business Letter is type of letter which serves as a means
of communication written for various commercial purposes. These purposes can be
a business deal, complaint, warning, notice, invitation, declaration,
information, apology and various other corporate matters. Letters of business
are the most popular and the most widely written types of letters. Business
letters are also the oldest form of
official correspondence and perhaps the propagators of mailing system.
Business
Letters are basically of Two Types:
1.
Formal
Business Letter
Formal business letters are the typical or standard business
letters meant for legal or official correspondence. These include letters
regarding business deals, order, claim, dispute settlement, agreements,
information request, sales report and other official matters.
2.
Informal
Business Letter
Informal Business Letter has a laid back approach. It is
used for casual correspondence but doesn’t necessarily has to have a casual
tone of language. These letters include memorandums, appraisals, interview
thanks, reference letters, cover letter, customer complaint letters, e-mails
and others which are less important or regular.
Depending
upon the client, content, motive and other factors, Letters of Business can be
further subdivided into:
1) Application Letter
2) Acceptance Letter
3) Customer Claim Response Letter
4) Demand Letter
5) Information Request Letter
6) Information Response Letter
7) Job Applicant Not Hired
8) Etc
EXAMPLE OF BUSINESS LETTER
Source : www.google.com
Parts of a Business Letter
Like
most of the letters a business letter also has a layout which includes various
divided parts.
These parts are:
These parts are:
Letterhead – A letterhead is topmost heading printed on letter paper.
The heading consists of name, address generally accompanied by a logo of the
organisation. Most professional firms have their own pre-designed letterhead.
Pre printed Letterheads showcase the repute of a company; in terms that that
company can afford to have these and is not miser in using some extra ink.
However smaller firms may not have it. They use their name, address where the
letterhead would be placed.
Date – The date has to written exactly below the letter head.
The date is important part of a letter and is used for reference. The date is
supposed to be written in full with day, month and year. Example – 31st
May 2012 or May 31st, 2012
Recipient – Recipient or Receiver's name and Address is next part of
a business letter. This part included the Name of the Receiver, his Designation
and Full address inclusive of phone and email.
Salutation – Salutation is word of greeting used to begin a
letter. It is courteous gesture and shows respect to the receiver. Dear Sir /
Madam etc. are specifically known as Opening Salutation.
Body – Body is the main part of the letter. The message of the letter is to be clearly mentioned in the first line, itself. The body has the relevant subject matter which is to be divided into a number of paragraphs, mostly 3-4 or more depending upon the matter. If there are instructions etc. these are to be in a bulleted or numerically listed in separate lines. The Last Paragraph should sum up the whole letter and offer any assistance or take a course of action as required or instructed.
Closing (subscription) – Closing refers to the end of the letter. It is courteous and shows a mark of respect towards the recipient. Yours Sincerely or Sincerely etc. are specifically known as Closing Salutations.
Signature – Sign your name after a few spaces. If you have your Printed Name, then sign above the line containing your typed name. Signature is to written in Black or Blue Ink. If you have an electronic signature you can use that too. Scanned image of your signature can also be used, if it confers with rules of your organisation.
Sender’s Name, title and contact information – If not provided in the letterhead, one can include his Name, Title, Address, Phone, Email etc. in separate lines.
Body – Body is the main part of the letter. The message of the letter is to be clearly mentioned in the first line, itself. The body has the relevant subject matter which is to be divided into a number of paragraphs, mostly 3-4 or more depending upon the matter. If there are instructions etc. these are to be in a bulleted or numerically listed in separate lines. The Last Paragraph should sum up the whole letter and offer any assistance or take a course of action as required or instructed.
Closing (subscription) – Closing refers to the end of the letter. It is courteous and shows a mark of respect towards the recipient. Yours Sincerely or Sincerely etc. are specifically known as Closing Salutations.
Signature – Sign your name after a few spaces. If you have your Printed Name, then sign above the line containing your typed name. Signature is to written in Black or Blue Ink. If you have an electronic signature you can use that too. Scanned image of your signature can also be used, if it confers with rules of your organisation.
Sender’s Name, title and contact information – If not provided in the letterhead, one can include his Name, Title, Address, Phone, Email etc. in separate lines.
Enclosure – If you have attached some documents, Type Enclosures few
lines after the Signature of Senders Info. Provide the number and type of
documents attached e.g. ‘Enclosures (2): brochure, resume’.
DAFTAR PUSTAKA
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