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 � Full Block Format � Semi Block Format � Hanging Paragraph � Intended Format � Modified Block Format
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
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