English Business Letter What is business letter Business
English Business Letter
What is business letter? � Business letter is type of letter which serves as a means of communication written for various commercial purposes. � These purposes can be a business deal, complaint, warning, notice, invitation, apology, information, etc.
Types of Business Letter � Application � Sales letter � Complain letter � Inquiry letter � Memo � Refusal letter � etc
Part of Business Letter 1. Letterhead (Kop Surat) ◦ ◦ ◦ ◦ Name of the company Address of the company Telephone number Telex number Facsimile number Cable address Logo of the company
2. Date of the letter (tanggal surat) The date has to be written exactly below the letterhead. British Style American Style 12 th January, 2015 January 12 th, 2015 2 nd, October 2015 October 2 nd, 2015
3. Reference line (Inisial penandatanganan dan pengetik surat) ◦ ◦ Ex: Ref. WS / LS / C 5 WS means William Smith (penandatanganan surat) LS means Linda Smith (Pengetik surat) C 5 means filling number in filling system ◦ Your ref : LH / DC / 2 D = Reference surat masuk ◦ Our ref : RM / AM / 21 A = Reference surat keluar
4. Inside address ( the recipient's address) ◦ 1. baris pertama (nama lengkap dan jelas serta jabatan perusahaan yang dikirimi surat ◦ 2. baris kedua (lokasi nama jalan dan nomor / nama perusahaan ◦ 3. baris ketiga (nama kota dan kode pos)
5. Salutation (salam pembuka) ◦ Ex : Mr. John Smith Sales Manager Dear Sir / Dear Madam British Style Dear Sir, Dear Sirs, Dear Madame, American Style Dear Sir: Dear Sirs: Gentlemen:
6. Subject Line (Perihal Surat) Ex: ◦ Subject : Computer Sales Subject – statement – June 2014 ◦ Subject : New Credit Policy
7. Body of the letter ( isi surat) ◦ Opening paragraph (alinea pembuka) ◦ Message of the letter ( isi surat yang sesungguhnya) ◦ Closing paragraph (alinea penutup)
8. Complimentary close (salam penutup) British Style American Style Yours faithfully Very truly yours, Sincerely yours, Yours sincerely, With best regards, 9. Signature § Nama jelas § Jabatan penandatangan
10. Enclosure (Lampiran) ◦ Enclosure, catalogue enc. Catalogue ◦ Enclosure : copyright from letter of credit order from
11. Carbon copy notation (tembusan surat) CC or CC: cc or cc: copies to: 12. Postscript P. S or PS. PS: PSex: If you order within ten days, we can give you a 10 percent discount
Business Letter Styles 1. FULL BLOCK STYLE 2. INDENTED 3. BLOCK STYLE This layout is called flush left. The Full Block business letter layout is the easiest to format. Here everything starts at the left margin, and no tabs are needed. 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, date, complimentary closing and signature line. The Modified 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.
FULL BLOCK STYLE
BLOCK STYLE
SEMI BLOCK STYLE
Business Memo
�A memorandum, usually called a memo, is a common form of internal communication in business and academia. � Memos have many purposes, including informing employees, giving directions, outlining procedures, requesting data, supplying responses, and confirming decisions.
There are three basic reasons to write a memo: � To persuade to action (we should do this) � To issue a directive (do this) � To provide a report (here’s what was done, or here’s what we found out)
Every good memo includes: �A clear statement of purpose, stated upfront: ◦ I am writing because… � Information know: about what the reader needs to ◦ The facts are… � Statement of any action requested, ordered, or undertaken: ◦ I will, or I propose that you…
What to remember? 1. Audience 2. Informative subject line 3. Length Write for your audience and give them what they need: What is their education, background, company status? What do they need to know to understand act upon your memo Be upfront as to what the memo is about. A memo is usually no more than one page long.
4. Coherent Keep the memo structure simple and logical. The memo should focus on communicating about one problem or issue, and each paragraph in the memo should focus on one idea. 5. Concise Check for needless words. Keep the memo to one page or less, and use attachments for additional information. 6. Common language Use accessible language, clear, direct and simple words. Be specific and concrete.
Format of Memo a. b. c. d. e. f. Use an easy-to-read 12 -point font. Margins should be 1 inch all around (some memos use 1. 25 inch margins), left justified. Leave a 1. 5 inch margin at the top (unless using letterhead), and type the word MEMORANDUM, bolded and centered on the first line. Double-space to begin the memo. Paragraphs are block-style (first line not indented) and single spaced. Don't use an opening salutation or a complementary close. Don't sign a memo at the bottom. Add your initials beside your name in the heading. This indicates that you have read and approved the memo.
Exampl e
Inquiry Letter
�A letter to request information deals with various matter like job vacancies, funding, sales, preproposal, etc. � In the business world, various letters are communicated and among them inquiry letter is a one which seeks information for future decision. � Generally when a buyer sends a letter to a producer or seller of a product or service to know about any product or service in detail such a letter is termed as inquiry letter. � In broad sense, when a buyer wishes to get some information about the quantity, price, quality and availability of goods or about the terms of sale, he writes a letter to the seller known to be inquiry letter. Here you can get definition, forms and content of inquiry letter.
� The term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U. S. and the latter one is more common in U. K. There are some other terms which represent the letters; these are. Letter of Intent, Letter of Interest, Query letter, Prospecting Letter, Preproposal Letter and. Concept Paper.
Complaint Letter
�A Complaint letter is a request for an adjustment. In other words, it is a letter that describes about the damage.
EFFECTIVE COMPLAINT LETTERS SHOULD BE: � Concise - can be understood quickly. � Authoritative - are well written and professionally presented � Factual - enable the reader to see immediately the relevant details, dates, requirements � Constructive - with positive statements, suggesting positive actions - encourage action and quicker decisions. � Friendly - with a considerate, cooperative and complimentary tone because the reader responds positively to the writer and wants to help
Order Letter
� Order letter is business letter which is prepared to give the order of products and some other things from one company to another company. � The required products and demanding services will be written in this order letter. � The product quantity, quality, prices, delivery date and other necessary information about this order written in this letter.
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