PART AND STYLE OF BUSINESS LETTER Resista Vikaliana

PART AND STYLE OF BUSINESS LETTER Resista Vikaliana, S. Si. MM 05/01/2014 Resista Vikaliana, S. Si. MM 1

Planning a Business Letter Two purposes of a letter 05/01/2014 Resista Vikaliana, S. Si. MM A messenger An ambassador 2

� A messenger It carries what you want to say to its recipient 05/01/2014 Resista Vikaliana, S. Si. MM � An Ambassador It carries your image, the image of the firm or organisation or association for which you work 3

�THE RULE OF THE FIVE QUESTIONS: 1. What are you to say? 2. Are you being logical? 3. What about your paragraphs? 4. Have you identified the subject? 5. Have you shown the way ahead? 05/01/2014 Resista Vikaliana, S. Si. MM 4

Lay out of a Business Letter � LETTER HEAD � LAY OUT Date Reference(s) Inside address Salutation Subject heading Body of letter Complimentary ending Signature and conclusion Enclosure(s) � FRAMEWORK 05/01/2014 Resista Vikaliana, S. Si. MM 5

�Date This should be written in full, normally in the order of day, month, year, as in 15 October 2011 Tuesday 21 May 1977 �Reference(s) A way of identifying a letter. In basic form they are initials of the person who dictated the letter and the thypist, e. g. Our ref: WFM/ OP; WFM/ OP/69 05/01/2014 Resista Vikaliana, S. Si. MM 6

�Inside address The name and address of the person to whom the letter is being sent. The Manager Fax Merchandising 68 Campbell Street Yaba-Lagos The Secretary Smith and Webb Ltd Messr Smith and Moodie Messr W. Black &Company 05/01/2014 Smith & Jones Ltd 14 High Street Carlisle For the attention of Mr Thomas Resista Vikaliana, S. Si. MM PRIVATE CONFIDENTIAL 7

�Salutation The opening words of greeting in a letter Dear Sir(s); Dear Madam (Mesdames) Sir, Gentlement Dear Mr (Mrs/Miss/Ms) Dear (first name of resipient) 05/01/2014 Resista Vikaliana, S. Si. MM 8

�Subject heading Dear Sir, Mr. H. J. Stewart This young man has applied to us for a post in our Advertising Department. He states that. . 05/01/2014 Resista Vikaliana, S. Si. MM 9

�Body of letter This is the most important section of any business letter. Beware of too many short paragraphs. Most of the letters are fully blocked 05/01/2014 Resista Vikaliana, S. Si. MM 10

�Complimentary ending The point to remember here is that your ending must conform with your salutation 05/01/2014 Salutation Complimentary ending Dear Sir/ Madam Yours faithfully Dear Mrs Wilson Yours sincerely Sir/ Gentlemen Madam/ Mesdames Your s obedient servant Yours respecfully Resista Vikaliana, S. Si. MM 11

�Signature and conclusion �Enclosure(s) - enc / --- 05/01/2014 Resista Vikaliana, S. Si. MM 12

Types of Business Letter Three classifications or business letter The formal letter The semi formal letter The personal note 05/01/2014 Resista Vikaliana, S. Si. MM 13

Formal Business Letter �Quatation �Letter of Reference �Letter of Introduction �Circular letter �Request of Payment �Email �Enquiry �Order, Reply, Complaint �Letter of Applications 05/01/2014 Resista Vikaliana, S. Si. MM 14

�Quotation The first step in business transaction is usually about prices, range of goods, availability of goods, etc. In order to discover new sources of supply or to obtain details of quality and price, the buyer sends inquiries to several firms. �Letter of Reference This is another form of status inquiry where information on a specific point is sought. 05/01/2014 Resista Vikaliana, S. Si. MM 15

�Letter of Introduction A letter to introduce the representative of a firm to business houses in towns or districts to be visited. In such a letter the representative’s name, his connection with the firm, and his reason for travelling �Circular letter The purpose of this letter is to give information, e. g. Change of address, introduction of new lines, announcement of a particular event to be heldconference, exhibitions, opening new brand, ets. 05/01/2014 Resista Vikaliana, S. Si. MM 16

�Request of Payment A first letter requesting payment of an account is generally very short. With it is enclosed the statement of account, and reference should be made to any terms of discount �Email 05/01/2014 Resista Vikaliana, S. Si. MM 17

CO 2 H 2 O 70 Michael Lane � � � � Coulson May 15 1985 The Manager Northeren Bank plc Coulson Dear Sir/Madam, � � � Deposit Account No. 123456 Please accept this letter as authority to transfer £ 250 from the above account to my current account (No. 654321). � ▪ � � � Yours faithfully, A. F. M. Harry (Mrs)

� P&G Company � Jalan Jenderal Sudirman no 23 � Jakarta � Indonesia � � � � � May 15 1985 The Manager W. Jones &Sonc Ltd Hermes House 12 Battery Road Singapore � � � � Ref: The Manager � I would be grateful if you could send me your catalogue. I and some friends are particularly interested in the wallet containing a ring file, extra sheets of paper coloured ball point pens. � I look forward to seeing your catalogue and I will appreciate if you could let me know by return if you supply these kits. Dear Sir/Madam, I have seen your advertisement in yesterday’s Daily Standard, and I am writing to ask you to send me more information about your Students’ Note Taking Kit � ▪ � � Yours faithfully, Heidi Braun

Semi Formal Letter �Semi formal letters are sent to people you do’t know very well or when you want to be more polite and respectful (e. g. A pen friend’s parent, a school teacher, etc) �For this reason the are written in a more polite tone than informal letters. 05/01/2014 Resista Vikaliana, S. Si. MM 20

Semi Formal Letter � Dear Mr Strickland, � I am writing to you to request that you allow me to pay my rent late this month. � I’ve been a tenant with you for a number of years now, and, as you know, I have always paid my rent on time. However, I am having a few financial problems at the moment, therefore leaving me short of money this month. � I can assure you that I will be acceptable to you, but please contact me if it is a problem. � Yours sincerely, � John Streetham 05/01/2014 Resista Vikaliana, S. Si. MM 21

Compare! INFORMAL SEMI FORMAL � Why not phone the � It would be good if you secretary and ask her? � I’m sorry, but I can’t come on Friday night 05/01/2014 Resista Vikaliana, S. Si. MM phoned the secretary and ask her � I’m afraid I won’t be able to come on Friday in the evening 22

� � � 33 Red Street London Phone 07106789 � 22 December 2013 � � Dear John and Ann Thanks a lot for a great weekend. We really enjoyed ourselves. � Bill and I were talking about the holidays. We thougt it might be nice to go camping in Scotland for a couple of weeks. Are you interested? Let me know if you are, and we can talk about dates. � See you soon, I hope. Thanks again. � � Love, Alice � PS: Did I leave a pair of jeans behind in the bedroom? If so, do you think you could send them on? 05/01/2014 Resista Vikaliana, S. Si. MM 23

Style of Letter Indented Style The Full Block Style • British Style • American Style The Semi Block Style The Modified Block Style 05/01/2014 Resista Vikaliana, S. Si. MM 24

Exercise � Make the informal letter of your vacation planning. The recipient is your friend who lives in the city where you will visit. Tell your friend about the day you will go on vacation, how long will you be there and the places you want to visit � Make the semi formal letter to your mother’s friend. You are telling her about your mother’s health. Pretend that your mother is staying in hospital for taking some treatments of her cancer. You hope your mother’s friend will visit your mother. 05/01/2014 Resista Vikaliana, S. Si. MM 25