A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages.
The following parts of a business letter :
1. Letterhead
Letterhead or masthead is at the top of a sheet of letter. Letterhead usually consists of the name, address and logo of the owner of the letter in question. Sometimes the logo is placed in the background of the letter.
In some countries fundamentally different in layout and composition letterhead. As for color, pattern and style of letterhead designs usually follow or adapt to the type of institutions that use it.
In addition the Head of the letter (Letter Head) there are some elements roomates are :
Includes: company name, address, phone number.
Includes: Logo or symbol, line of business.
2. Date
The date of manufacture is the date of the letter, it must be included in an official letter, because it is a testament autentiknya an official letter. Date of formal letter is useful to facilitate identifying letters, as well as facilitate the filing letter to an agency or an official letter dated organisasi.Posisi be listed under the letterhead or equal to the number the letter. The most commonly used in Indonesia is just below your letterhead.
3. Mailing Address
Address letters written under it is one line. Address letters do not have to begin with the words to and do not need to end with a period. Words are not necessary unless you greeting followed by a proper name. Said road should not be abbreviated, and stands no. for the street number not to be given.
4. References
Contains a reference that makes it easy for senders and recipients conducting documentation or archiving of previous conversations to reference writing can be underlined text, write the reference for the respondent. An example of the format will look like this:
Your Ref: KPS/C3. If you want to add a reference from the delivery, writing format: "Ref: Con/13/1" or "Our Ref: Con/13/1".
5. Greeting
Greeting is the greeting first before we reveal the contents. Greeting is usually with respect to the letter. But can also write greeting besides like greetings, best wishes, and more. A greeting written with initial capital letters and end with a comma.
6. Subject
On the subject of the letter serves to describe the contents of the letter, so that the reader can find a description of the contents of the letter will be read. Usually the subject is written using capital letters and only consisted of one or two sentences.
For example : Subject : Assistant Training of Hardware Laboratory
7. The Body of the Letter
The letter is a place to write things to say. Usually the letter directly to the subject of the letter, it could be an invitation or information. Paragraph in the letter must use single spacing and in the absence of separation between each paragraph. Leave a gap between the end of the contents of the cover. Example :
8. Closing
This section is a marker that you have completed the letter, usually ending with the writing "Sincerely," "Sincerely yours," "Thank you", and others. There is a comma at the end and just use the first letter capitalized. Leave a gap between the cover line 3-4 with the name, which will be used for a signature.
9. Signature
The signature on the letter indicating the authenticity of the author. It is true that those who wrote the letter. Usually the signature using red ink or the ink is thicker.
10. Printed Name (Name of sender)
This section is the name of the author of the letter, and if you want, you can give the position or the position of section bahwah after writing the name. Leave a gap between the writing of the name of the attachment.
11. Enclosure
This section only rendered if there are attachments-attachments will be included in the business. The writing of the Enclosure or attachment helps the author, recipient, and the Secretary to the know-attachment the attachment observe the completeness that is included. If attachments-attachments is incomplete or does not correspond to the written, the control can be Easily done, as for writing variation can be observed on the Enclosure.
12. Carbon Copy of letter
Notation Notation (carbon copy notation) is only written when letter writing was about to deliver a duplicate of the letter to the parties, with the content format, as well as everything is exactly the same as the original letter sheet. In writing it, carbon copy notation can be abbreviated to CC Followed colon or point two, or it could be with a cc (lowercase) that is also Followed by a colon.
And this is the example Business Letter Format :
1. Your Address
The return address of the sender so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)
2. Date
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
3. Inside Address
The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.
4. Salutation
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.
5. Subject Line (optional)
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.
6. Body
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.
7. Closing
Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.
8. Signature
Your signature will go in this section, usually signed in black or blue ink with a pen.
9. Printed Name
The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.
10. Enclosure
If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.
11. Reference Initials
If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.
The following parts of a business letter :
1. Letterhead
Letterhead or masthead is at the top of a sheet of letter. Letterhead usually consists of the name, address and logo of the owner of the letter in question. Sometimes the logo is placed in the background of the letter.
In some countries fundamentally different in layout and composition letterhead. As for color, pattern and style of letterhead designs usually follow or adapt to the type of institutions that use it.
In addition the Head of the letter (Letter Head) there are some elements roomates are :
- Main Elements (The main elements)
Includes: company name, address, phone number.
- Additional Element (Additional elements)
Includes: Logo or symbol, line of business.
2. Date
The date of manufacture is the date of the letter, it must be included in an official letter, because it is a testament autentiknya an official letter. Date of formal letter is useful to facilitate identifying letters, as well as facilitate the filing letter to an agency or an official letter dated organisasi.Posisi be listed under the letterhead or equal to the number the letter. The most commonly used in Indonesia is just below your letterhead.
3. Mailing Address
Address letters written under it is one line. Address letters do not have to begin with the words to and do not need to end with a period. Words are not necessary unless you greeting followed by a proper name. Said road should not be abbreviated, and stands no. for the street number not to be given.
4. References
Contains a reference that makes it easy for senders and recipients conducting documentation or archiving of previous conversations to reference writing can be underlined text, write the reference for the respondent. An example of the format will look like this:
Your Ref: KPS/C3. If you want to add a reference from the delivery, writing format: "Ref: Con/13/1" or "Our Ref: Con/13/1".
5. Greeting
Greeting is the greeting first before we reveal the contents. Greeting is usually with respect to the letter. But can also write greeting besides like greetings, best wishes, and more. A greeting written with initial capital letters and end with a comma.
6. Subject
On the subject of the letter serves to describe the contents of the letter, so that the reader can find a description of the contents of the letter will be read. Usually the subject is written using capital letters and only consisted of one or two sentences.
For example : Subject : Assistant Training of Hardware Laboratory
7. The Body of the Letter
The letter is a place to write things to say. Usually the letter directly to the subject of the letter, it could be an invitation or information. Paragraph in the letter must use single spacing and in the absence of separation between each paragraph. Leave a gap between the end of the contents of the cover. Example :
8. Closing
This section is a marker that you have completed the letter, usually ending with the writing "Sincerely," "Sincerely yours," "Thank you", and others. There is a comma at the end and just use the first letter capitalized. Leave a gap between the cover line 3-4 with the name, which will be used for a signature.
9. Signature
The signature on the letter indicating the authenticity of the author. It is true that those who wrote the letter. Usually the signature using red ink or the ink is thicker.
10. Printed Name (Name of sender)
This section is the name of the author of the letter, and if you want, you can give the position or the position of section bahwah after writing the name. Leave a gap between the writing of the name of the attachment.
11. Enclosure
This section only rendered if there are attachments-attachments will be included in the business. The writing of the Enclosure or attachment helps the author, recipient, and the Secretary to the know-attachment the attachment observe the completeness that is included. If attachments-attachments is incomplete or does not correspond to the written, the control can be Easily done, as for writing variation can be observed on the Enclosure.
12. Carbon Copy of letter
Notation Notation (carbon copy notation) is only written when letter writing was about to deliver a duplicate of the letter to the parties, with the content format, as well as everything is exactly the same as the original letter sheet. In writing it, carbon copy notation can be abbreviated to CC Followed colon or point two, or it could be with a cc (lowercase) that is also Followed by a colon.
And this is the example Business Letter Format :
1. Your Address
The return address of the sender so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)
2. Date
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
3. Inside Address
The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.
4. Salutation
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.
5. Subject Line (optional)
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.
6. Body
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.
7. Closing
Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.
8. Signature
Your signature will go in this section, usually signed in black or blue ink with a pen.
9. Printed Name
The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.
10. Enclosure
If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.
11. Reference Initials
If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.
(Sumber : http://www.letterwritingguide.com/businessletterformat.htm , en.wikipedia.org/wiki/Business_letter )
Above post helpful for all. Its really a clear and details tips of business letter format. You can also find more downloadable doc file format from www.letterformats.net/business-letter-format.htm
BalasHapusGood Luck.