TUGAS SOFTSKIL ( Bahasa Inggris Bisnis 1 ) http://www.gunadarma.ac.id
Nama : Irma Yuningsih
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.
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
Enclosures
Items
“enclosed” but separately sent should be indicated as follows:
Enclosures
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 : Ms. Irma Yuningsih
B. Format
of Business Letter
1. Format
Block (Block Format) : Business Letter
Date
(Month Day, Year) 2
Mr./Mrs./Ms./Dr.
Full name of recipient. 3
Dear
Ms./Mrs./Mr. Last Name: 4
Closing
(Sincerely...), 7
Signature
8
Enclosures
(2) 10
2.
Modified Block Format: Business Letter
Date
(Month Day, Year) 2
Mr./Mrs./Ms./Dr.
Full name of recipient. 3
Enclosures
(2) 10
3.
Semi-Block (Indented) Format: Business Letter
Date
(Month Day, Year) 2
Mr./Mrs./Ms./Dr.
Full name of recipient. 3
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
3519 Front Street
October 5, 2004
Ms. Betty Johnson
Dear Ms. Johnson:
Sincerely,
Signature
Accounts Receivable
sumber :
Closing
(Sincerely...), 7
Signature
8
Your Name
(Printed) 9
Your Title
Closing
(Sincerely...), 7
Signature
8
Your Name
(Printed) 9
Your Title
Closing
(Sincerely...), 7
Signature
8
Your Name
(Printed) 9
Your Title
C. Types of Business Letter
3519 Front Street
Mount Celebres, CA 65286
October 5, 2004
Ms. Betty Johnson
Accounts Payable
The Mitra Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms. Johnson:
It has come to my attention that your company, The Mitra Store has been late with paying their invoices for the past three months.
In order to encourage our customers to pay for their
invoices before the due date, we have implemented a discount model where we'll
give you 2% off your invoice if you pay us within 10 days of receiving the
invoice.
I hope that everything is going well for you and your
company. You are one of our biggest customers, and we appreciate your business.
If you have any questions, feel free to contact me at (555) 555-5555.
Sincerely,
Signature
Irma Yuningsih
Accounts Receivable
sumber :
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