- Contents
- Letter Head\
- Date Line
- Inside Address
- Attention Line
- Salutation
- Subject Line
- Body of The Letter
- Complimentary Closes
- Signature Line
- Identification Initials
- Enclose Reference
- Other Business Letters
- Letter Head
A letter head consists of a name and address of a
firm that sends a business letter. It sometimes consists of telephone number,
address of branch of offices, names of CEO. It is usually printed on the top of
the paper.
Examples :
a.
ENGLET
& BROT LTD
115
Downing Street
LONDON-
ENGLAND
b.
GOOGLE
MILLS INCORPORATION
499
NORTH WARREN AVENUE
SYRACUSE
2, NEW YORK
Phone :
1499
President: Francois Carlos Established : 1999
- Date Line
It consists of date, month, year or (month, date,
year). If there is no Letter Head, make sure you put the name of the city
before the date line.
Examples :
23rd
November, 2013 or November
23rd, 2013
28
July, 2013 or July 28, 2013
If there is no letter head in a letter, you must
write a full address of the sender,
example :
115
Downing Street, London
June
28th, 2009
- Inside Address
It usually consists of 3 or 4 lines, : The name of a
person or the firm you are writing to. Number, the name of the street The name of city ( A
country when applicable)
Examples :
Mr.
Prana Pramudya
115
Downing Street
London
Mmes.
Robert Thompson & Audrey
112,
Downing Street
London
E.C. 2, England
- Attention Line
Business letters are usually more addressed to companies than to one
person. But, sometimes this form of written communication should take place
between company and company or between company and a person and vice
versa. In this situation we need to use what people call "attention
line". We mostly use attention line for the following three reasons :
ü We
want the letter directly delivered to a certain people in a company.
ü We
do not know the person's name we are writing to and we decide to write to the
company he or she works in.
ü We
want the letter to reach a person we are writing to faster.
Attention line is usually put after inside address.
Example :
Gifted Restaurant
16771 Fifteen Avenue
New york, N. Y.
Attention : Miss
Rachel White
- Salutation
British Style American
Style
Examples: Examples:
Dear
Sir, Dear
Sir:
Sir, Sir:
Dear
Sirs, Gentlemen:
Dear
Madam, Dear
Madam:
Mesdames, Mesdames:
If you know the person you are writing to, you can
use the style below which is more personal or informal:
Dear
Mr. Brown,
My
dear Madam Tiara,
- Subject Line
Subject Line is usually capitalized and underlined:
Examples:
CHEAP
CRUISE TO SCANDINAVIA
SCANDINAVIAN
VACATION
- Body of The Letter
A good letter
body should fulfill the following requirements :
Ø Concise
/ short : Never make up sentences just to make a letter look longer.
Ø Simple
: Avoid making up complex sentences. Try to make up a simple sentence.
Ø Systematic
: Always put your ideas in order from A to Z. ( From opening paragraph to
closing paragraph there should not be any repetitions)
Body of the Letter consists of 3 paragraphs :
Ø the
opening paragraph
Ø the
content paragraph
Ø the
closing paragraph
- Complimentary Closes
Complementary Closing usually consists of 2 lines:
·
Closing Words / Expressions
·
Name of Firm
Examples:
Yours
truly, Truly
Yours,
Wisnu
& Ninda LTD Wisnu
& Ninda LTD
- Signature Line
Business letter signature line usually consists of signature
of the person
who writes the
business letter. Below the signature we usually put our name.
Below our name, sometimes we put our
title or position
in the company
or institution we work in. Mostly,
this is just
to inform the person who has not known us before.
- Identification Initials
Identification Initials are usually used by
large-sized companies for administrative purposes only. Identification Initials
mainly have two functions :
a. to give information
about the secretary or the author of a business letter.
b. to provide data in
case of some incidents or errors.
Identification Initials are generally put at the
left-hand bottom, just after the signature line. They are sometimes put at the
same line with the date line.
Example :
J.B./m.h.
The identification initials mean that the author is
Jack Brown and the secretary/clerk is Meredith Harrison.
- Enclose Reference
When our business letter has one or more
attachments, such as price list, collection letter, brochure, invoice, resume
etc., we must make sure that we state it in the main letter. The statement that
we send another paper other than the main letter is called enclosure reference.
This enclosure reference is usually shortened as Enc. or ENC. or Inc. or Encl.
or Incl..
Example :
Encl. : 1 (one) Illustrated price list
Incl. : 1 (one) Invoice
Enc. : Our 2010 Catalog
Inc. : Cheque no. 954646/B
- Other Business Letters
Sumber :
http://www.englet.com/parts
