STYLE AND PART OF BUSINESS LETTER
- DEFINITION OF BUSINESS
LETTER
Business
letters is a formal communication from an organization to its customers, the
general public for their information, another Company or the Authorities. It is
often written in a standard format, and in formal language, compared to a
private letter between two people who are well known to each other. The
business letter will show things like the address and best way to communicate
with the business – by return letter , e-mail or telephone. In general, the
letter will be directed to a specific person and be about one topic. Sometimes,
the business letter will be looking for a response, but might be to give
important information about an up-coming change of address or telephone number.
The letter might give information about new developments – a new website;
launch of a new product. To allow the sender to handle any response more
efficiently, the business letter might contain key information such as an
internal reference from the sender or related to the product in question.
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.
- TYPE OF
BUSINESS LETTER
The
term “business letters” refers to any written communication that begins with a
salutation, ends with a signature and whose contents are professional in
nature. Historically, business letters were sent via postal mail or courier,
although the internet is rapidly changing the way businesses communicate. There
are many standard types of business letters, and each of them has a specific
focus.
·
Sales Letters
Typical sales
letters start off with a very strong statement to capture the interest of the
reader. Since the purpose is to get the reader to do something, these letters
include strong calls to action, detail the benefit to the reader of taking the
action and include information to help the reader to act, such as including a
telephone number or website link.
·
Order Letters
Order letters
are sent by consumers or businesses to a manufacturer, retailer or wholesaler
to order goods or services. These letters must contain specific information
such as model number, name of the product, the quantity desired and expected
price. Payment is sometimes included with the letter.
·
Complaint Letters
The words and
tone you choose to use in a letter complaining to a business may be the
deciding factor on whether your complaint is satisfied. Be direct but tactful
and always use a professional tone if you want the company to listen to you.
·
Adjustment Letters
An adjustment
letter is normally sent in response to a claim or complaint. If the adjustment
is in the customer’s favor, begin the letter with that news. If not, keep your
tone factual and let the customer know that you understand the complaint.
·
Inquiry Letters
Inquiry letters
ask a question or elicit information from the recipient. When composing this
type of letter, keep it clear and succinct and list exactly what information
you need. Be sure to include your contact information so that it is easy for
the reader to respond.
·
Follow-Up Letters
Follow-up
letters are usually sent after some type of initial communication. This could
be a sales department thanking a customer for an order, a businessman reviewing
the outcome of a meeting or a job seeker inquiring about the status of his
application. In many cases, these letters are a combination thank-you note and
sales letter.
·
Letters of Recommendation
Prospective
employers often ask job applicants for letters of recommendation before they
hire them. This type of letter is usually from a previous employer or
professor, and it describes the sender’s relationship with and opinion of the
job seeker.
·
Acknowledgment Letters
Acknowledgment
letters act as simple receipts. Businesses send them to let others know that
they have received a prior communication, but action may or may not have taken
place.
·
Cover Letters
Cover letters
usually accompany a package, report or other merchandise. They are used to
describe what is enclosed, why it is being sent and what the recipient should
do with it, if there is any action that needs to be taken. These types of
letters are generally very short and succinct.
·
Letters of Resignation
When an
employee plans to leave his job, a letter of resignation is usually sent to his
immediate manager giving him notice and letting him know when the last day of
employment will be. In many cases, the employee also will detail his reason for
leaving the company.
- STYLES OF
BUSINESS LETTER
Business letter can be written with different styles, such as:
·
Full
Block.
Full block
style is a letter format in which all text is justified to the left margin. 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.
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.
2.
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.
3.
Special
Mailing Notations: Type
in all uppercase characters, if appropriate.
4.
On-Arrival
Notations: Type in all
uppercase characters, if appropriate. You might want to include a notation on
private correspondence.
5.
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.
6.
Attention
Line: Type the
name of the person to whom you’re sending the letter.
7.
Salutation: Type the recipient’s name here. Type
Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender.
8.
Subject
Line: Type the
gist of your letter in all uppercase characters, either flush left or centered.
Be concise on one line.
9.
Body: Type two spaces between
sentences. Keep it brief and to the point.
10. Complimentary Close: What you type here depends on
the tone and degree of formality.
11. 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.
12. 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.
13. Enclosure Notation: This line tells the reader to
look in the envelope for more. Type the singular for only one enclosure, plural
for more.
14. cc: Stands for courtesy copies (formerly carbon
copies). List the names of people to whom you distribute copies, in
alphabetical order.
·
Semi-block
Style
Semi-blok
fromat: in a format this text parallel left and all paragraphs in the letter is
indented. Format shape on this letter on letter head, date, complementary a
close, and signature being in a position flattened right. In the layout uneven
right, but can dibilangg flattened middle. Other parts on a letter as inside
address, subject, salutation, body of letter, and enclosure if terdapatnya attachment
letter,Being flattened on the left.
Sample Form
Letter Semi Block Style :
Description:
1.
Kop
Letter
2.
Date
of preparation of letters
3.
Letter
No.
4.
Attachment
5.
Case
6.
The
letter addressed
7.
a
word of salutation
8a.
Introduction letter
8b. Explanation
letter
8c. The cover letter
9. Greetings Closing
10. Name of office
11. Signature
12. Names to
approach
13. Copy
14. Attachment
page letter / initials
·
Simplified-Style
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.
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.
·
Hanging-Indented
Style
This very
useful style places the first words of each paragraph prominently on the page.
It is useful for letters that deal with a variety of different topics. However,
for normal business communications, this style is very rarely used. The first
line of the paragraph begins at the left-hand margin. And the other lines of
the same paragraph are indented three to four spaces. This is the reversal of
semi-indented style discussed in other page.
- PARTS OF
BUSINESS LETTER
1) The
Heading
The heading
contains the return address with the date on the last line. Sometimes it is
necessary to include a line before the date with a phone number, fax number, or
e-mail address. Often there is a line skipped between the address and the date.
It is not necessary to type a return address if you are using stationery with
the return address already imprinted, but you should always use a date. Make sure the heading is on the left margin.
Example:
Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
2) Recipient’s
Address
This is the
address you are sending your letter to. Be sure to make it as complete as
possible so it gets to its destination. Always include title names (such as
Dr.) if you know them. This is, like the other address, on the left margin. If
a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9”
business envelope, the inside address should appear through the window in the
envelope (if there is one). Be sure to skip a line after the heading and before
the recipient’s address, then skip another line after the inside address before
the greeting. For an example, see the end of this sheet for a sample letter.
3) The
Salutation
The salutation
(or greeting) in a business letter is always formal. It often begins with “Dear
{Person’s name}.” Once again, be sure to include the person’s title if you know
it (such as Ms., Mrs., Mr., or Dr). If
you’re unsure about the person’s title then just use their first name. For example,
you would use only the person’s first name if the person you are writing to is
“Jordan” and you’re not sure if he or she is male or female.
The salutation
always ends with a colon.
4) The
Body
The body is the
meat of your letter. For block and modified block letter formats, single space
and left justify each paragraph. Be sure to leave a blank line between each
paragraph, however, no matter the format. Be sure to also skip a line between
the salutation and the body, as well as the body and the close.
5) The
Complimentary Close
The
complimentary close is a short and polite remark that ends your letter. The
close begins at the same justification as your date and one line after the last
body paragraph. Capitalize the first word of your closing (Thank you) and leave
four lines for a signature between the close and the sender’s name. A comma
should follow the closing.
6) The
Signature Line
Skip at least
four lines after the close for your signature, and then type out the name to be
signed. This often includes a middle initial, although it is not required.
Women may put their title before had to show how they wish to be addressed
(Ms., Mrs., Miss).
The signature should
be in blue or black ink.
7) Enclosures
If you have any
enclosed documents, such as a resume, you can indicate this by typing
“Enclosures” one line below the listing. You also may include the name of each
document.
8) Format
and Font
Many
organizations have their own style for writing a business letter, but here are some common examples.
9) Block
The most common
layout for a business letter is called a block format. In this format, the
entire letter is justified to the left and single spaced except for a double
space between paragraphs.
10) Modified
Block
Modified block
is another popular type of business letter. The body of the letter and the
sender’s and recipient’s addresses are left justified and single spaced.
However, in this format, the date and closing are tabbed to the center point.
11) Semi-Block
The least used
style is called a semi-block. In it each paragraph is indented instead of left
justified.
12) Font
The standard
font for business letters is Times New Roman, size 12. However, fonts that are
clear to read such as Arial may be used.
