permata

WHAT DO YOU KNOW ABOUT BUSINESS LETTER ?

BUSINESS LETTER IS A LETTER WRITTEN IN FORMAL LANGUAGE, USUALLY USED WHEN WRITING FROM A CORPORATE / OTHER BUSINESS ORGANIZATIONS, TO HAVE AGREEMENT BETWEEN THE VARIOUS ORGANIZATIONS AND THEIR CUSTOMERS, CLIENTS AND EXTERNAL PARTIES OTHER. OVERALL STYLE OF THE LETTER WILL DEPEND ON THE RELATIONSHIP BETWEEN THE PARTIES BERSANGKUTAN.ADA FEW EXAMPLES OF BUSINESS LETTER SALES LETTER, OFFER LETTER.


PLEASE EXPLAIN BRIEFLY AND CLEARLY ABOUT STYLE OF BUSINESS LETTER (FBS,BS,SBS)
• FULL BLOCK STYLE: WITH THIS BUSINESS LETTER FORMAT, THE BODY OF THE LETTER
IS LEFT JUSTIFIED AND SINGLE-SPACED. THE DATE AND CLOSING, HOWEVER, ARE IN
ALIGNMENT IN THE CENTER OF THE PAGE.


1. RETURN ADDRESS: IF YOUR STATIONERY HAS A LETTERHEAD, SKIP THIS. OTHERWISE, TYPE YOUR NAME, ADDRESS AND OPTIONALLY, PHONE NUMBER. THESE DAYS, IT'S COMMON TO ALSO INCLUDE AN EMAIL ADDRESS.


2. DATE: TYPE THE DATE OF YOUR LETTER TWO TO SIX LINES BELOW THE LETTERHEAD. THREE ARE STANDARD. IF THERE IS NO LETTERHEAD, TYPE IT WHERE SHOWN.


3. INSIDE ADDRESS: TYPE THE NAME AND ADDRESS OF THE PERSON AND/OR COMPANY TO WHOM YOU'RE SENDING THE LETTER, THREE TO EIGHT LINES BELOW THE LAST COMPONENT YOU TYPED. FOUR LINES ARE STANDARD.


4. SUBJECT LINE: TYPE THE GIST OF YOUR LETTER IN ALL UPPERCASE CHARACTERS, EITHER FLUSH LEFT OR CENTERED. BE CONCISE ON ONE LINE. IF YOU TYPE A REFERENCE LINE (3), CONSIDER IF YOU REALLY NEED THIS LINE. WHILE IT'S NOT REALLY NECESSARY FOR MOST EMPLOYMENT-RELATED LETTERS


5. BODY: TYPE TWO SPACES BETWEEN SENTENCES. KEEP IT BRIEF AND TO THE POINT.


6. COMPLIMENTARY CLOSE: WHAT YOU TYPE HERE DEPENDS ON THE TONE AND DEGREE OF FORMALITY. FOR EXAMPLE,
• RESPECTFULLY YOURS (VERY FORMAL)
• SINCERELY (TYPICAL, LESS FORMAL)
• VERY TRULY YOURS (POLITE, NEUTRAL)
• CORDIALLY YOURS (FRIENDLY, INFORMAL)


7. SIGNATURE BLOCK: LEAVE FOUR BLANK LINES AFTER THE COMPLIMENTARY CLOSE TO SIGN YOUR NAME. SIGN YOUR NAME EXACTLY AS YOU TYPE IT BELOW YOUR SIGNATURE. TITLE IS OPTIONAL DEPENDING ON RELEVANCY AND DEGREE OF FORMALITY. EXAMPLES ARE
• JOHN DOE, MANAGER
• P.SMITH DIRECTOR, TECHNICAL SUPPORT
• R. T. JONES - SR. FIELD ENGINEER


8. IDENTIFICATION INITIALS: IF SOMEONE TYPED THE LETTER FOR YOU, HE OR SHE WOULD TYPICALLY INCLUDE THREE OF YOUR INITIALS IN ALL UPPERCASE CHARACTERS, THEN TWO OF HIS OR HERS IN ALL LOWERCASE CHARACTERS. IF YOU TYPED YOUR OWN LETTER, JUST SKIP IT SINCE YOUR NAME IS ALREADY IN THE SIGNATURE BLOCK COMMON STYLES ARE BELOW.


9. FULL BLOCK BUSINESS LETTER FORMAT. THIS IS THE MOST POPULAR BUSINESS LETTER LAYOUT NOWADAYS. IT IS THE EASIEST TO FORMAT AS EVERYTHING STARTS AT THE LEFT MARGIN.

• BLOCK STYLE: WHEN USING THIS BUSINESS LETTER FORMAT, THE ENTIRE LETTER IS LEFT JUSTIFIED AND SINGLE-SPACED EXCEPT FOR A DOUBLE SPACE BETWEEN PARAGRAPHS.
* THE DATELINE
* THE COMPLIMENTARY CLOSE
* THE SIGNATURE LINE.
THE DATELINE IS PLACED TO THE RIGH OF CENTERT, AND MAY BE MOVED TO COORDINATE WITH THE LETTERHEAD. THE COMPLIMENTARY CLOSE AND THE SIGNATURE LINE ARE TYPED TO THE RIGHT OF THE HORIZONTAL CENTER OF THE PAGE. USE THE EXERCISE THAT FOLLOWS TO EXPLORE BLOCK LETTER STYLE FORMATTING.


• SEMI BLOCK STYLE: SIMILAR TO THE MODIFIED BLOCK BUSINESS LETTER STYLE EXCEPT THAT EACH PARAGRAPH IS INDENTED INSTEAD OF LEFT JUSTIFIED.


1. RETURN ADDRESS: IF YOUR STATIONERY HAS A LETTERHEAD, SKIP THIS. OTHERWISE, TYPE YOUR NAME, ADDRESS AND OPTIONALLY, PHONE NUMBER, FIVE SPACES TO THE RIGHT OF CENTER OR FLUSH WITH THE RIGHT MARGIN. FIVE SPACES TO THE RIGHT OF CENTER IS COMMON. THESE DAYS, IT'S ALSO COMMON TO INCLUDE AN EMAIL ADDRESS.


2. DATE: TYPE THE DATE FIVE SPACES TO THE RIGHT OF CENTER OR FLUSH WITH THE RIGHT MARGIN, TWO TO SIX LINES BELOW THE LETTERHEAD. FIVE SPACES TO THE RIGHT OF CENTER AND THREE LINES BELOW THE LETTERHEAD ARE COMMON. IF THERE IS NO LETTERHEAD, TYPE IT WHERE SHOWN.

3. INSIDE ADDRESS: TYPE THE NAME AND ADDRESS OF THE PERSON AND/OR COMPANY TO WHOM YOU'RE SENDING THE LETTER, THREE TO EIGHT LINES BELOW THE LAST COMPONENT YOU TYPED. FOUR LINES ARE STANDARD.


4. SUBJECT LINE: TYPE THE GIST OF YOUR LETTER IN ALL UPPERCASE CHARACTERS. BE CONCISE ON ONE LINE. IF YOU TYPE A REFERENCE LINE (3), CONSIDER IF YOU REALLY NEED THIS LINE.


5. BODY: INDENT THE FIRST SENTENCE IN PARAGRAPHS FIVE SPACES. TYPE TWO SPACES BETWEEN SENTENCES. KEEP IT BRIEF AND TO THE POINT.


6. COMPLIMENTARY CLOSE: TYPE THIS ALIGNED WITH THE DATE (2). WHAT YOU TYPE HERE DEPENDS ON THE TONE AND DEGREE OF FORMALITY. FOR EXAMPLE,
• RESPECTFULLY YOURS (VERY FORMAL)
• SINCERELY (TYPICAL, LESS FORMAL)
• VERY TRULY YOURS (POLITE, NEUTRAL)
• CORDIALLY YOURS (FRIENDLY, INFORMAL)


7. SIGNATURE BLOCK: ALIGN THIS BLOCK WITH THE COMPLIMENTARY CLOSE . LEAVE FOUR BLANK LINES TO SIGN YOUR NAME. SIGN IT EXACTLY THE SAME AS YOU TYPED IT BELOW YOUR SIGNATURE. TITLE IS OPTIONAL DEPENDING ON RELEVANCY AND DEGREE OF FORMALITY. EXAMPLES ARE
• JOHN DOE, MANAGER
• P.SMITH DIRECTOR, TECHNICAL SUPPORT
• R. T. JONES - SR. FIELD ENGINEER


8. IDENTIFICATION INITIALS: IF SOMEONE TYPED THE LETTER FOR YOU, HE OR SHE WOULD TYPICALLY INCLUDE THREE OF YOUR INITIALS IN ALL UPPERCASE CHARACTERS, THEN TWO OF HIS OR HERS IN ALL LOWERCASE CHARACTERS.



PLEASE FIND OUT THE DEFINITION OF PART OF LETTER AND EXPLAIN ACCURATELY ?

1. THE HEADING (THE RETERN ADDRESS) 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 2, 2005
(2 OCTOBER 2005 - UK STYLE). 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. 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. THE INSIDE ADDRESS IS
ALWAYS ON THE LEFT MARGIN. IF AN 8 1/2" X 11" PAPER IS FOLDED IN THIRDS TO
FIT IN A STANDARD 9" BUSINESS ENVELOPE, THE INSIDE ADDRESS CAN APPEAR
THROUGH THE WINDOW IN THE ENVELOPE.


4. THE GREETING - ALSO CALLED THE SALUTATION. THE TYPE OF SALUTATION DEPENDS ON
YOUR RELATIONSHIP WITH THE RECIPIENT. IT NORMALLY BEGINS WITH THE WORD
"DEAR" AND ALWAYS INCLUDES THE PERSON'S LAST NAME. USE EVERY RESOURCE
POSSIBLE TO ADDRESS YOUR LETTER TO AN ACTUAL PERSON. IF YOU DO NOT KNOW THE
NAME OR THE SEX OF OF YOUR RECIEVER ADDRESS IT TO DEAR MADAM/SIR (OR DEAR
SALES MANAGER OR DEAR HUMAN RESOURCES DIRECTOR). AS A GENERAL RULE THE
GREETING IN A BUSINESS LETTER ENDS IN A COLON (US STYLE). IT IS ALSO
ACCEPTABLE TO USE A COMMA (UK STYLE).


5. 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."


6. 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.


7. THE COMPLIMENTARY CLOSE - THIS SHORT, POLITE CLOSING ENDS ALWAYS 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. THE TRADITIONAL RULE OF ETIQUETTE IN BRITAIN IS
THAT A FORMAL LETTER STARTING "DEAR SIR OR MADAM" MUST END "YOURS
FAITHFULLY", WHILE A LETTER STARTING "DEAR " MUST END "YOURS SINCERELY".
(NOTE: THE SECOND WORD OF THE CLOSING IS NOT CAPITALIZED)


8. 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.


9. INITIALS, ENCLOSURES, COPIES - INITIALS ARE TO BE INCLUDED IF SOMEONE OTHER
THAN THE WRITER TYPES THE LETTER. IF YOU INCLUDE OTHER MATERIAL IN THE
LETTER, PUT 'ENCLOSURE', 'ENC.', OR ' ENCS. ', AS APPROPRIATE, TWO LINES
BELOW THE LAST ENTRY. CC MEANS A COPY OR COPIES ARE SENT TO SOMEONE ELSE.




FULL BLOCK STYLE
[YOUR NAME]
[STREET • CITY • STATE • ZIP CODE] (1)
[PHONE # • FAX PHONE # • MESSAGES PHONE # • EMAIL]

[DATE TODAY] (2)
RE: [TO WHAT THIS LETTER REFERS] (3)
[CERTIFIED MAIL] (4)
[PERSONAL] (5)
[RECIPIENT’S NAME] &NB SP; (6)
[COMPANY NAME]
[ADDRESS]
[ADDRESS]
ATTENTION [RECIPIENT’S NAME] (7)
DEAR [RECIPIENT'S NAME] (8)
[SUBJECT] (9)
THE MAIN CHARACTERISTIC OF MODIFIED BLOCK BUSINESS LETTERS IS THAT EVERYTHING IS FLUSH WITH THE LEFT MARGIN, EXCEPT AS SHOWN. MODIFIED BLOCK LETTERS ARE A LITTLE LESS FORMAL THAN FULL BLOCK LETTERS. &NB SP; (10)
IF YOUR LETTER IS ONLY ONE PAGE, TYPE THE COMPLIMENTARY CLOSE AND OPTIONAL COMPONENTS AS SHOWN BELOW. OTHERWISE, TYPE THEM ON THE LAST PAGE OF YOUR LETTER.

SINCERELY, &NB SP; (11)

[SIGNATURE] (12)
[YOUR NAME, TITLE]
[IDENTIFICATION INITIALS] (13)
ENCLOSURES: [NUMBER] (14)

CC: [NAME FOR COPY] (15)
[NAME FOR COPY]

PICTURE OF FULL BLOCK STYLE





BLOCK STYLE
[YOUR NAME]
[STREET • CITY • STATE • ZIP CODE] (1)
[PHONE # • FAX PHONE # • MESSAGES PHONE # • EMAIL]

&NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; [DATE TODAY] (2)

RE: [TO WHAT THIS LETTER REFERS] (3)
[CERTIFIED MAIL] (4)
[PERSONAL] (5)
[RECIPIENT’S NAME] (6)
[COMPANY NAME] &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP;
[ADDRESS]
[ADDRESS]
ATTENTION [RECIPIENT’S NAME] (7)
DEAR [RECIPIENT'S NAME] (8)
[SUBJECT] (9)
THE MAIN CHARACTERISTIC OF MODIFIED BLOCK BUSINESS LETTERS IS THAT EVERYTHING IS FLUSH WITH THE LEFT MARGIN, EXCEPT AS SHOWN. MODIFIED BLOCK LETTERS ARE A LITTLE LESS FORMAL THAN FULL BLOCK LETTERS. &NB SP; (10)
IF YOUR LETTER IS ONLY ONE PAGE, TYPE THE COMPLIMENTARY CLOSE AND OPTIONAL COMPONENTS AS SHOWN BELOW. OTHERWISE, TYPE THEM ON THE LAST PAGE OF YOUR LETTER.

&NB SP; &NB SP; &NB SP; &NB SP; &NB SP; SINCERELY, (11)

&NB SP; &NB SP; &NB SP; [SIGNATURE] (12)
&NB SP; &NB SP; &NB SP; [YOUR NAME, TITLE]

[IDENTIFICATION INITIALS] (13)
ENCLOSURES: [NUMBER] (14)

CC: [NAME FOR COPY] (15)
[NAME FOR COPY]



PICTURE OF BLOCK STYLE




SEMI BLOCK STYLE
[YOUR NAME]
[STREET • CITY • STATE • ZIP CODE] (1)
[PHONE # • FAX PHONE # • MESSAGES PHONE # • EMAIL]

&NB SP; &NB SP; &NB SP; &NB SP; &NB SP; [DATE TODAY] (2)

RE: [TO WHAT THIS LETTER REFERS] (3)
[CERTIFIED MAIL] (4)
[PERSONAL] (5)
[RECIPIENT’S NAME] &NB SP; (6)
[COMPANY NAME]
[ADDRESS]
[ADDRESS]
ATTENTION [RECIPIENT’S NAME] (7)
DEAR [RECIPIENT'S NAME] (8)
[SUBJECT] (9)
THE MAIN CHARACTERISTIC OF MODIFIED BLOCK BUSINESS LETTERS IS THAT EVERYTHING IS FLUSH WITH THE LEFT MARGIN, EXCEPT AS SHOWN. MODIFIED BLOCK LETTERS ARE A LITTLE LESS FORMAL THAN FULL BLOCK LETTERS. (10)
IF YOUR LETTER IS ONLY ONE PAGE, TYPE THE COMPLIMENTARY CLOSE AND OPTIONAL COMPONENTS AS SHOWN BELOW. OTHERWISE, TYPE THEM ON THE LAST PAGE OF YOUR LETTER.
&NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; SINCERELY, (11)

&NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; &NB SP; [SIGNATURE] (12)
&NB SP; &NB SP; &NB SP; [YOUR NAME, TITLE]
[IDENTIFICATION INITIALS] (13)
ENCLOSURES: [NUMBER] (14)

CC: [NAME FOR COPY] &NB SP; (15)
[NAME FOR COPY]




PICTURE OF SEMI BLOCK STYLE



PLEASE FIND OUT THE DEFINITION OF PART OF LETTER AND EXPLAIN ACCURATELY?
LEGEND :


1. HEAD OF LETTER : IF YOUR STATIOnery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an email address.


2. Date Line : Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.


3. Reference Line : If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you're replying to a letter, refer to it here. For example,
• Re: Job # 112-05
• Re: Your letter dated 18/11/2007.


4. Special Mailing Notations : Type in all uppercase characters, if appropriate. Examples include
• SPECIAL DELIVERY
• CERTIFIED MAIL
• AIRMAIL


5. On-Arrival Notations : Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are
• PERSONAL
• CONFIDENTIAL


6. Inside Address : Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.


7. Attention Line : Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.


8. Salutation : Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:


9. Subject Line : Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.
• SUBJECT: RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY


10. Body of Letter : Type two spaces between sentences. Keep it brief and to the point.


11. Complimentary Close : What you type here depends on the tone and degree of formality. For example,
• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)


12. Signature Block : Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
• Doni , Manager
• Ratna
Director, Technical Support
• R. T. James - Sr. Field Engineer
13. Identification Initials : If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.
• JAD/cm
• JAD:cm
• clm
14. Enclosure Notation : This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.
• Enclosure
• Enclosures: 5
• Enclosures (5)
15. cc : Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.


PICTURE OF STANDART LETTER BUSINESS




PICTURE OF PROFESIONAL LETTER BUSINESS