Kamis, 29 September 2016

Part of Business Letter

  1. Contents
  2. Letter Head\
  3. Date Line
  4. Inside Address
  5. Attention Line
  6. Salutation
  7. Subject Line
  8. Body of The Letter
  9. Complimentary Closes
  10. Signature Line
  11. Identification Initials
  12.  Enclose Reference
  13. 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



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