Question :
1. Find the definition of
business letter..!
2. Mention the types, the
parts, the styles of business letter..!
3. Example of business
letter..!
Answer :
1. A 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.
2. - Types
· -
Letter
of Complaint
A letter of complaint will almost
certainly result in an official response if you approach it from a businesslike
perspective. Make the complaint brief, to the point and polite. Politeness pays
off regardless of the extent of anger you are actually feeling while composing
this type of business letter.
·
Resume
Cover Letter
A cover letter that accompanies a
resume should revel in its brevity. You should take as little time and as few
words as possible to accomplish one task: persuading the reader to anticipate
reading your resume. Mention the title of the job for which you are applying,
as well or one or two of your strongest selling points.
·
Letter
of Recommendation
·
A
recommendation letter allows you to use a few well-chosen words to the effect
of letting someone else know how highly you value a third party. Resist the
temptation to go overboard; approach your recommendation in a straightforward
manner that still allows you to get the point across.
·
Letter
of Resignation
An official letter of resignation is a
business letter that should be fair and tactful. Be wary of burning any bridges
that you may need to cross again in the future. Offer a valid reason for your
resignation and avoid self-praise.
·
Job
Applicant Not Hired
In some cases you may be required to
write a business letter that informs a job applicant that he was not chosen for
an open position. Offer an opening note of thanks for his time, compliment him
on his experience or education and explain that he was just not what the
company is looking for at the present time.
-
Parts
·
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.
·
The
date of the letter
Date of writing. The month should be
fully spelled out and the year written with all four digits October 12, 2005
(12 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.
·
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.
·
The
Greeting / Salutation
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).
·
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: orRe: 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.”
-
Styles
- Block Style
- Semi Block Style
- Full Block Style
- Indented Style
- Simplified Style
- Hanging indentation Style
3. Example
of business letter
Rama
Konveksi Co&Ltd
Bekasi,
St Numb. 176 Telp. (021) 89290971 Fax. (021) 89290971
Email
: ari_maulana_ug@yahoo.com
BEKASI
October,
17th 2014
Our
Reff : 079/IG/ord/II/2014
OASIS
Co&Ltd
Arjuna,st
Numb. 17
Bekasi
Subject
: Order
Dear
Sirs,
Thank
you for your inquiry about office machines. We have examined your pattern and
decided to choose for your lines.
We
will very pleasure if you supply us :
1.
10 buah punched
“Kenko”
2.
5 buah typewriter
“Canon”
3.
4 buah reproducing
machines “Canon”
4.
60 buah calculating
machines “Casio”
According
to the agreement, payment will be made 50% payed after the order arrived and
50% will be pay with a month. Term of delivery by F.O.B. And we will deliver
the order in one weeks.
We
hope you will arrange our order promptly.
Yours Faithfully,
Rama Konveksi
Co&Ltd
Ari Maulana, AMD
Manager Marketing
