What is a
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.
Style of business
letter
1. Full block style
This style is widely used across the globe. This style
does not use any indent at all. Every single line is typed from the left-hand
side. Since this style demands less number of keystrokes, this style increases
the speed of the typist.
Even for computer typing, this style is more convenient. Note that this style does not use comma after every line in the address. This is also reducing the number keystrokes required. But the proper punctuations are added properly.
Even for computer typing, this style is more convenient. Note that this style does not use comma after every line in the address. This is also reducing the number keystrokes required. But the proper punctuations are added properly.
2. Modified block style
This style is similar to the fully-blocked style. It
differs in the positioning of few items. The date is typed on the right-hand
side of the page rather than the left-hand side of the page as followed in the
fully-blocked style. The subject of the letter and the signature and the name
and the designation of the sender are centered.
These modifications give the letter a balanced appearance. However this is not the only way to modify the fully-blocked style. You may want to place other items in different places.
These modifications give the letter a balanced appearance. However this is not the only way to modify the fully-blocked style. You may want to place other items in different places.
3. Semi block style
Semi-block format or style is frequently called modified
semi-block because it is a slightly less formal modification of full block
format. This letter style places the date line in alignment with, or slightly
to the right of dead center. Another option for placing the date line in
semi-block is flush right. Similar to full block, semi-block places the inside
address, salutation and any end notations flush with the left margin. However,
unlike full block, each body paragraph of semi-block is indented five spaces.
The complimentary close and signature block are aligned under the date.
4. 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.
5. Simplified style
Simplified format or style unlike full block and semi-block
has fewer internal parts. This format is also the most widely used format in
professional correspondence. Simplified format is focused and professional
without unnecessary formality. Simplified format places all internal parts in
left alignment; however, the traditional salutation is replaced with an
all-caps subject line that is also placed flush with the left margin. Body
paragraphs are left aligned and single spaced within and double spaced between.
In simplified style, the writer’s name and title, if necessary, are aligned
with the left margin and typed in all caps at least five spaces below the last
line of the body or message of the letter.
6. Hanging paragraph
style
The shape of the letter hanging typing in the first line of
each paragraph, typed on the left. Whereas later, for the next row enter five
spaces until the paragraph changes. The Alinea Hanging (Hanging Paragraph) form
is a letter in which the Letter Body has a hanging paragraph. The purpose of
the hanging paragraph is after the new paragraph, the next line enters five
spaces. So after the first paragraph, the next paragraph must be spaced around
5 spaces. Usually this form of letter is in certain service.
Part of business
letter
Business
letters are formal communication between paper, or business and are usually
sent through the Post Office or sometimes by couriers. Business letters are
sometimes called "mail" (as opposed to faster emails).
1.
Letter head
An identity
that contains the logo, name, address and telephone of the sender of the
letter.
2.
Reference
In an English
letter usually containing the letter in front of the name of the executive who
signed the letter, followed by a slash or a colon, then the name of the letter
typer. Some companies add certain codes or numbers based on their archive
system. Reference is placed at the top of the letter above date.
Example: Your
ref: 22 March 2004
Our Ref: BS /
KF
3.
Date
This is the
part of the letter making date. While the writing format for the date is month
/ day / year, for example August 30, 2012.
a.
Example writing date using British Style
3 rd April
1990
British Style
writing format is almost the same as writing in Indonesian, only on the date added
by the suffix number. The date position on the British Style is placed on the
right of the letter.
b.
Example writing date using American Style
April 03, 1990
Writing date
using American Style is placed in the upper left of the letter in the format of
Month Date, Year.
4.
Inside address
This section
contains the name of the receipt of the letter, the office, and the name of the
company accompanied by the address. If you are not sure who (name) the letter
is intended, do not empty it, but try to use its position, such as "Director
of Human Resources". Give the distance between the date and the recipient.
5.
Salutation
In this
section, the term used is "Dear Mr./Mrs./Ms. (last name of acceptance)
", for example" Dear Mr. Fathoni ". But if the recipient's name
is not acknowledged, write the name of the department, for example "Dear
Director of Department of Human Resources". Give the distance between the
opening greeting and the contents.
For business
partners who are familiar with each other, usually write with "Dear
Sue". The use of punctuation marks on salutation using the British Style
is written without punctuation (semicolons or commas) and in American Style
using a colon.
Dear Mr.
Krisman => example in British Style
Dear Mr.
Krisman: => example in American Style
6.
Subject line
Regarding
making the recipient of the letter easier to find the purpose of the letter,
such as Invitation, Apology, and so forth. This is an optional part of the
business letter, meaning that we can include it or not.
a.
Writing the subject using British Style: The subject
is placed between salutation and the contents of the letter.
b.
Writing subject using American Style: Subject is
placed above salutation.
7.
Body of letter
The contents
of the letter is a place where you write down what you want to convey.
Paragraph in the contents of the letter must use single space (single space)
and without any separation between each paragraph. Give the distance between
the end of the contents with the cover.
8.
Complimentary close
This section
as a sign that your letter has been completed, usually ends with the writing
"Sincerely", "Sincerely yours", "Thank you", and
so on. Note, There is a comma at the end of the closing and only the first
letter uses capital letters. Give 3-4 lines between the cover and the name,
which will be used for the signature.
9.
Signature
This part is
the author's signature, usually using black or blue ink.
10. Enclosure
If a letter
contains documents or attachments other than the letter, the author must
display the number of attachments by using "Enclosure (number of
attachments)", for example "Enclosure (6)".
11. Carbon copy natation
This section
is used to inform the recipient of the letter, that the letter is also sent to
those who need to know the contents of the letter. CC is placed in the bottom
left of the letter.
Example: CC: Finance
Section
Reference :
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