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
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...
|
|
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.
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 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)
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 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
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
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
cc: Mr. Kevin
Walker
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