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Selasa, 22 November 2016

The Main Parts of a Business Letter



BAHASA INGGRIS BISNIS





Nama            : Fauzi Nugraha
NPM             : 23113327
KELAS         : 4KB01




The Main Parts of a Business Letter


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.



.******* Laboratory, Technical Development Group, 5-5 Takatsukadai 1-chome

Nishi-ku, Kobe, Hyogo, Japan 651-2271

March 21 200-


When writing the date, it is best to state MONTH, DAY, YEAR, in that order as above. Using the short form of the date i.e. 7/10/2001 can sometimes be confusing. In some countries 7/10/2001 means October 7, 2001.

The heading above is in Semi-Block form. See Layouts to see the Block form.

The Inside Address

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


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. Most people still use ‘Dear____’ to open their letters.


          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:


Addressee
American Style
British Style



Tom Smith
Dear Mr. Smith:
Dear Mr Smith,



Susan Fox. PhD
Dear Dr. Fox:
Dear Dr Fox,



Mary Lane
Dear Ms. Lane:
Dear Ms Lane,




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.

The Body

The body of the letter, or its message, begins two spaces below the salutation. It is structured in paragraphs, which may or may not be indented, depending on the layout used. See Layouts.

Hints on structure:

1) Expressing thanks for a favour done.


to someone who invited you
Thank you for inviting me
somewhere...
to...


to someone who called you...
Thank you for calling me...


to someone who took you to
Thank you for taking me to
dinner...
dinner...


to someone who helped you...
Thank you for helping me

with...




2) Writing about future events.


you plan to meet someone
I look forward to meeting

you...


you want to receive a reply
I look forward to your

reply...


you plan to visit someone
I look forward to my visit...


someone plans to visit you
I look forward to your visit...


you plan to attend a conference
I look forward to the

conference...



3) When writing to someone you have not met, let the person know why you are familiar with him or her.


you saw someone's presentation
I had the pleasure of attending

your presentation at...


you read someone's article
I read your article in the .... with

interest...


you saw someone's poster session
I had the opportunity to see your

poster session at ...


you participated in someone's
I had the pleasure of participating
workshop
in your workshop at ...



4) When asking for a favour, leave the person as much time as possible. Nevertheless, if you expect to have a reply within a certain time, make that request specific.


Please let us know as soon as possible.

Please call by the end of July

Please visit us at your earliest convenience.

Please reply by fax before September 10.


5) Referral Statements


telephone
Please do not hesitate to

telephone us...






get in touch
Please get in touch with our

representative in...






send further enquiries
Please send further enquiries to

... at the following address...






someone plans to visit you
I look forward to your visit...




contact
Please contact... at the

following address...







6) Tone.

A business relationship can often become fairly informal. If you find yourself in this situation, you can alter the tone of your business correspondence from impersonal to personal.


Impersonal
Personal


Thank you very much (for
Thanks a lot (for your help) ...
your help) ...



I appreciated (your
Thanks for (your
recommendations) ...
recommendations) ....


Please give my regards to (your
Tell (your secretary ) I said
secretary) ...
'Hello' ...


I look forward to (seeing you
It'll be good to (see you next
next month) ...
month) ...




The Closing

The closing of a business letter is placed two spaces below the body. It is a conventional expression, indicating the formal close of the letter. The first word is capitalized. Closings end with a comma.



American Style
British Style





Very
Respectfully,



Yours respectfully,

Formal


Respectfully yours,










Sincerely,
Yours faithfully,



(with Dear Sir / Madam)

Formal
Sincerely yours,




Yours sincerely,


Yours truly,
(with Dear Mr.../ Ms...)





Informal
All the best,
Best wishes,





Regards,
All the best,








The Signature

Every letter should have a handwritten signature. Four to six spaces below this is the typewritten signature. A woman may include (Miss), (Mrs.) or (Ms.) to the right of the typewritten signature.



Fujio Yamada

four to six spaces >>

Fujio Yamada



Keiko Suzuki

four to six spaces >>

Keiko Suzuki (Ms)


Special Parts of a Business Letter

In addition to the six regular parts of a business letter, sometimes special or optional parts are necessary or wanted by the writer:

The Reference

This consists of the word Ref (short for Reference) followed by a colon (:) and specific information, often a serial or reference number. It is usually placed between the date and the inside address.

e.g.

Nov 10, 200-

Ref : MHI/KSL/10/90 Soren Construction Co. 4335 Broadway Indianapolis, IN 46305 USA

The Attention Line

When a letter is addressed to a company or organization rather than an individual, an attention line may be given to help in mail delivery.

NB An attention line is never given when the inside address contains a person's name.

Attention lines are typically directed to: Sales Division, Personnel Manager, etc. or it may contain the individual's name. The attention line contains the word Attention (or Attn) followed by a colon (:) and the name of the office, department or individual. It is placed between the inside address and the salutation.

e.g.

Nov 10, 200-

Ref: MHI/KSL/10/90 Soren Construction Co. 4335 Broadway Indianapolis, IN 46305 USA

Attention : Mr Charles Graham

Dear Sirs:


The Subject Line

The subject line is used to immediately draw the reader's attention to the subject of the letter. It consists of the word Subject followed by a colon (:) and a word or words of specific information. The position of the subject line is not standardized. It may appear to the right of the inside address, or centred on the page below the inside address or below the salutation. It is commonly placed below the salutation, as shown below.

e.g.

Soren Construction Co. 4335 Broadway Indianapolis, IN 46305 USA

Attention: Mr Charles Graham

Dear Sirs:

Subject: Rough Terrain Crane RK250-II

The Title or Section Name

This is placed one space below the typewritten signature to identify the writer's position and/or the section s/he works in.

e.g.

Sincerely yours,

Peter Monet

Peter Monet

Sales Representative


The Identification Line

When the person whose signature appears on the letter is not the person who typed the letter, there is an identification line. It consists of two sets of initials separated by a colon. Usually, the sender's initials are capitalized and the typist's are in lower case. The identification line is two spaces below the signature and even with the left margin.

e.g.

Sincerely yours,

Peter Monet

Peter Monet

Sales Representative

PM : dap

Enclosure

When something is enclosed with the letter, an enclosure line is usually typed one space below the identification line and even with the left margin. If there is no identification line, the enclosure line is two spaces below the signature. It is usually written Enc followed by a colon (:) and information.

e.g.

Sincerely yours,

Peter Monet

Peter Monet

Sales Representative

PM :dap

Enc: Brochures


Copies to (cc:)

When a copy of a letter is sent to another person, the letters cc followed by a colon (:) and the name of the person to whom the copy is being sent is typed one space below the enclosure line (or the identification line if there are no enclosures). If there is no identification line, it appears two spaces below the signature. The letters ‘cc’ traditionally stand for ‘carbon copy’.

e.g.

Sincerely yours,

Peter Monet

Peter Monet

Sales Representative PM:dap
Enc: Brochures

cc: Mr. Kevin Walker



















































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