Example of Order Letter

An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service – are all part and parcel of getting an order.

An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed.

There are two ways to make an order letter:

• Using the form

The contents of the order form letter:
1.Number
2.Item
3.Jumlah
4.Type Product
5.Unit Price
6.Number
7.Delivery date
8.Payment Terms

• Without using forms

Styles / Format of Business Letter

Business letters may be written in any of the following styles: 

• Full block.
• Block. 
• Semi-block.
• Indented.
• Simplified. 
• Hanging-indented.

The full block style has all the letter elements flush with the left margin. It is asymmetrical because there are wide white spaces on the right. 

It differs from the simplified style in the sense that the salutation and the complimentary close are absent in the latter. 

The modified block style, the semi-block style, and the hanging-indented style share the same format, that is, all the letter elements, except the salutation, complimentary close, and signature (which are begun at the center) are flush with the left margin. The three differ in paragraph indention: the modified block has no indention, the semi-block style has a normal or standard indention, while the hanging-indented style, as its name suggests, has a hanging indention. The indented style has most of its elements indented. 

A.   Full Block Format

The Full Block business letter layout is the easiest to format. Here everything starts at the left margin, in the fact that no tabs are needed. This style is efficient and businesslike. No wonder it has become so popular.

Setting up a block style letter is quite simple, since every line starts flush with the left margin.

To format a business letter in block style:

1. Type all lines beginning at the left margin.

2. Center the letter vertically, then type the date.

3. After the date, press Enter 4 times and type the inside address. Leave 1 space between the state and the ZIP code.

4. After the inside address, press Enter 2 times and type the salutation.

5. Press Enter 2 times and begin the body of the letter.

6. Single-space the body, but press Enter 2 times between paragraphs.

7. After the last paragraph, press Enter 2 times and type the complimentary closing.

8. Press Enter 4 times and type the writer's name and address.

B. Block Format

In block letter style, standard punctuation is placed after salutations and in other headings. Open punctuation, however, refers to a modification of style where all nonessential punctuation is omitted. A few key factors will help you understand block style format and the difference that open punctuation makes.

Block Format Headings

In block letter format, all text is flush with the left margin. The sender's address is written at the top of the page, unless the letter is written on letterhead. After the sender's address or logo, a space is entered, followed by the date. After the date, another space is entered, and the recipient's full name and address are typed. For example: Joe Smith 123 Pine Road Fayettville, Georgia 33889 July 16, 2012 Mr. Richard Jones 456 Oak Lane Farmville, Georgia 33888 If you are using open punctuation, omit the punctuation from the address lines and write the addresses in all capital letters. For example: JOE SMITH 123 PINE ROAD FAYETTVILLE GEORGIA 33889

Salutation

In block letter style, the salutation should begin with "Dear" and should be followed with the proper prefix and last name of the recipient. Although many letter writers are used to following a salutation with a comma, the salutation is followed by a colon in block letter format. For example: Dear Ms. Smith: In open punctuation, the colon is omitted because all punctuation is left open on headings and salutations. For example: Dear Ms. Smith Because the colon is not essential after "Smith," the punctuation mark is omitted.

Letter Body

The body of a block letter is written in single-spaced paragraphs aligned to the left margin. A single space is placed between paragraphs. Even in open punctuation, periods and commas are still necessary within paragraphs to separate sentences. However, if you include a list of bullet points in the letter, omit the punctuation. For example: Mrs Smith: Your recent order has been shipped. It will arrive on July 28th. Your order contains the following items: three end tables two dining chairs one lamp one table setting Because punctuation was necessary for meaning within the sentences, it was included. Punctuation was omitted from the list because the spacing makes it clear that the items are separate.

Closing

In the closing of a block style letter, a formal salutation is again aligned against the left margin. In regular block format, a comma is placed after the closing. For example: Sincerely, Mark White In open block style, the comma is omitted because the space indicates the necessary separation between words. For example: Sincerely Mark White

Example :

C. Semi-Block Format

The Semi-Block style's return address, date, complimentary closing and the signature line are at the center of the paper, or rather to the right of center. Everything else is flush with the left margin. Most of us are comfortable with this business letter layout as it has traditionally been the most commonly used. 

Semi-block style is characterized by certain parts of the letter being offset. This is usually the header, where you put your name and address. Also, it includes the date and the signature line at the bottom of the letter. These two elements should be aligned with one another, though they are offset from the rest of the letter.

Example :

D.   Indented Format

In case of the indented/semi-block layout the paragraphs in the body are indented one tab stop. So, you need to use two tabs: one for the indented paragraphs and one for the return address (again, in case no letterhead is used), date, complimentary closing and signature line. Dixie thinks this style is a little outdated. On the other hand, most of us are comfortable with it and a lot of companies still use it. This is how it looks:

E.   Simplified Format

Definition

The simplified style business letter is a variation of the full-block and semi-block letter formats. Business professionals take you more seriously when you format your written communications using one of these formats. A personal letter format is acceptable for writing to a friend, but using this format when you are sending a communication to another business owner can make you look unprofessional.

Comparison

Simplified-style business letters contain all the same elements as the full-block and semi-block letters. Like the full-block format, the simplified format left-justifies every line except for the company logo or letterhead. The date line is either slightly right of center or flush with the center of the page. Letters written in the simplified format have fewer internal sections, such as the body, salutation and date line.

When it is Useful

Using the simplified style is the most useful at times when you don't have a recipient's contact name. Because the simplified style does not require a salutation, you don't need the person's name. The simplified format does away with unneeded formality while maintaining a professional approach.

Formatting

Set up the margins for the simplified format letter. The right and left margins should be 1 1/4 inches and the top and bottom margins should be 1 1/2 inches. The date of the letter should be placed six to 10 spaces under your company's letterhead. Position the recipient's name, if available, the company name and full address two to four spaces below the date of the letter. Two spaces below this address, type in the subject of your letter in all capital letters. Do not include an opening salutation. Begin the first paragraph of your letter two spaces below the subject line. Single-space each paragraph and place a full space between paragraphs. End with a closing salutation, such as "Sincerely yours," then, five spaces below the salutation, type your name in all capital letters. Immediately under your name, write down your title, again, in all capital letters. Two spaces under your title, type your initials. If your office assistant types your correspondence, she should add a forward slash and her initials in lower-case letters. If you are including an enclosure, type "Enclosure" two spaces below the initial block.

The simplified letter is often used for mass mailings.

• Instead of a salutation, use a heading.
• Leave 2 spaces above and below this heading to set it apart.
• Instead of a closing, write your signature.
• Put your name and title on the same line and in capital letters below your signature.

F.   Hanging-Indented Format

Hanging-Indented Format is the style of paragraph composing in which the first line of a text is aligned with the left-margin, and all other linesare indented (moved toward right) by an equal amount of space. Used rarely, except in displaying lists of data. Also called out-denting.

The form of this letter on letter head, date, complementary close and signature are in the position of the Middle letters. The other part on letters such as the inside address, salutation, body, subject of letter are in the position of left-align. At the beginning of the paragraph, paragraphs hanging is not space.

 

Sumber : 

http://smallbusiness.chron.com/simplified-style-business-letter-10318.html

http://www.savvy-business-correspondence.com/FormatofBusinessLetters.html

www.writing.engr.psu.edu/workbooks/letter_format.html 

Business Letter Format

        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 :

• 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 )