Business Letter

A. Parts of Business Letter 

1. The Heading  or Letterhead. Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity.

2. Date. Date of writing. The month should be fully spelled out and the year written with all four digits October 6, 2013. The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day. 

3. Reference Line. Reference lines should be used when the letter refers to several invoices, letters, or telephone conversations. They eliminate the need to include such information in the opening paragraph. Reference lines or blocks appear immediately below or two lines below the date line, depending upon company preference. They can begin with RE or References. If several references are listed, each may be preceded by a number or letter identifier to facilitate ease of referral (by number or letter) within the body of the document. In documents of multiple pages, reference lines may appear under the date in the heading of all pages.

4. The Inside Address - In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient 's name.

5. Attention Line. The attention line in a business letter is an element whose conventions are often misunderstood or unknown when the writer is drafting the letter. Although it is a single formality in light of the entire document, the incorrect format can lead to confusion by the recipient or undercut the sender’s professional appearance.

6. Salutation. Salutation  in a business letter is always formal. It often begins with Dear {Persons name}. Once again, be sure to include the persons title if you know it (such as Ms., Mrs., Mr., or Dr). If you are unsure about the persons title then just use their first name.

7. The Subject Line (optional). Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."

8. The Body Paragraphs. The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

9. Complementary Close. This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does.

10. Signature and Writer’s identification. The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

11. Enclosure. An enclosure notation reminds readers of enclosures and appears directly under reference initials. The following are examples of enclosure notation forms

Types of enclosures may be indicated:

Enclosures

1. Invoice 6234-44

2. Graph of sales activity

3. Letter of authorization

Items “enclosed” but separately sent should be indicated as follows:

Enclosures

1. Invoice 6234-44 Sent separately

2. Letter of authorization

3. Price list

12. Carbon Copy Notation. A carbon copy notation (showing the distribution of the letter) appears two lines below the enclosure notation and flush with the left margin:

example: CC : Mr. Sukma D. Setyadi

B. Format of Business Letter 

1. Format Block (Block Format) : Business Letter

The block format business letter format business letter is the simplest of the three or simple business letter format to another because everything is laid out on the left side of the letter.

Return Address Line 1 1

Return Address Line 2 

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3

Title/Position of Recipient.

Company Name

Address Line 1

Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 

Closing (Sincerely...), 7

Signature 8

Your Name (Printed) 9

Your Title 

Enclosures (2) 10

Typist Initials. 11

2. Modified Block Format: Business Letter

Modified block format on businses letter, writing address, date, closing, signature, and name  is on the right note.

Return Address Line 1 1
Return Address Line 2

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Closing (Sincerely...), 7 Signature 8 Your Name (Printed) 9 Your Title

Enclosures (2) 10
Typist Initials. 11

3. Semi-Block (Indented) Format: Business Letter

 In the semi-block (indented) business letter format, writing format is almost the same as the Modified Block format, but on the contents, paragraphnya made ​​further inside, while the Modified Format Bock.

Return Address Line 1 1
Return Address Line 2

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

          Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

          Body Paragrah 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

          Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Closing (Sincerely...), 7 Signature 8 Your Name (Printed) 9 Your Title

Enclosures (2) 10
Typist Initials. 11

C. Types of Business Letter

The various types of business letters are used by different people to serve their purpose of sending the message across. Let’s take look at the most common types of business letters:

1. Acknowledgement Letter : This type of letter is written when you want to acknowledge some one for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from some one, which is of great help to you.

2. Apology Letter : An apology letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter.

3. Appreciation Letter : An appreciation letter is written to appreciate some one’s work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organization, thanking the client for doing business with them.

4. Complaint Letter : A complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader.

5. Inquiry Letter : The letter of inquiry is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it.

6. Order Letter : This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor.

7. Letter of Recommendation : This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant’s personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization.

D. Example of Business Letter 

Sukma D. Setyadi

26, Girang Sari

Bogor, 16720

06^th October, 2013

Mr. Andre Darwis

President, kaskus

Gedung Menara Palma, HR. Rasuna Said Kav. 6, Blok X-2 Kuningan

South Jakarta

Dear Mr, Andre Darwis,

Invite a board member

                My name Sukma D. Setyadi. I am colleger of Unviersity Gunadarma. Do you still remember me? We have met twice before at Starbucks Coffee. I have heard from a number of board members that you may be interested in staying on for a second term. We would be very pleased to have you stay on for another year.

                If you decide to stay on you will need to be available for the national meeting on 5 November at Starbucks Coffee and board members who stay for two terms are sometimes asked to take on extra duties, taking minutes or hosting social events.

We can provide deadline for response till 1^st September and you can contact me by email or our phone.

Thank you for volunteering Ms. Karen time this year.

Sincerely,

Sukma D. Setyadi