BUSINESS LETTERS
A business letter is usually a letter
from one company to another, or between such organizations and their customers,
clients and other external parties. The overall style of letter depends on the
relationship between the parties concerned. Business letter can have many type
of contents, for example to request direct information or action from another
party, to order supplies from a supplier, to point out a mistake by the letter’s
recipient, to reply directly to a request, to apologize for a wrong, or to
convey goodwill. A business letter is sometimes useful because it produces a
permanent written record, and may be taken more seriously by the recipient than
other forms of communication. A simple format of a help deliver messages it
clear to readers. Based on identasi and penyelarasan paragraph, there are five
formats is used in writing letters business. Namely :
1.
Style of Business Letter :
Ø Full Block Style
Business
letter usually located on flattened left as letter head, date, inside address,
subject, salutation, body of letter, complementary a close, signature or as a
whole of format letter being in a position flattened left.
Ø Block Style
When
he was writing a business letter, for example, a letter a request for work you
must pay attention to the format or style of letters and a typeface (font)
used. The format of a business letter most frequently used is the block style. Applying
this format all parts of a letter written flattened left with spaces between
line single/ of a sentence and spaced duple inter-intercity alinea or
paragraphs. The image on the latter part of this article is an example of a
business letter with the format of the block.
Ø Semi-block style
Semi-blok
format in a format this text parallel left and all paragraphs in the letter is
indented. Format shape on this letter head, date, complementary a close, and
signature being in a position flattened right. In the layout uneven right, but
can flattened middle. Other parts on a letter
as inside address, subject, salutation, body of letter, and enclosure if
attachment letter, being flattened on the left.
Ø Indented Style
An
indented letter style is a letter-writing style where the paragraph are
indented. The position of the date, closing and signature start at the center
of the line. The paragraphs are typically indented by half an inch.
Ø Simplified Style
Simplified
style is almost similar as the full block and semi block style but without any
salutation and closing greeting. The simplifiedn format left justifies every
line except for the company logo or letterhead. Simplified style is the most
useful at times when you dont have a recipients contact name. The simplified
format does away with unneeded formalty while maintraining a professional
approach.
Ø Hanging Identation Style
Hanging
identation style is a from letter in which the body of the letter has a hanging
paragraph. The first line of the paragraph begins at the left hand margin and
the other lines of the same paragraph should be about three to five space.
2.
PART OF BUSINESS LETTERS
Ø The
Heading or Letterhead
Ø Date
Ø The
Inside Address
Ø The
Greeting
Ø The
Subject Line (optional)
Ø The
Body Paragraphs
Ø The
Complimentary Close
Ø Signature
and Writer’s Identification
Ø Initials,
Enclosures, Copies
3.
Types of Business Letter
Ø Sales Letters
Typical
sales letters start off with a very strong statment to capture the interest of
the reader. Since the purpose is to get the reader to do something, these
letters include strong calls to action, detail the benefit to the reader of
taking the action and include information to help the reader to act, such as
including a telephone number or website link.
Ø Order Letters
Order
letters are sent by consumers or business to a manufacturer, retailer or
wholesaler to order goods or service. These letters must contain specific
information such as model number, name of the product, the quantity desired and
expected price. Payment is sometimes included with the letter.
Ø Complaint Letters
The
words and tone you choose to use in a letter complaining to a business may be
the deciding factor on whether your complaint is satisfied. Be direct but a
actful and always use a professional tone if you want the company to listen to
you.
Ø Adjustment Letters
An
adjustment letters is nomally sent in response to a claim or complaint. If the
adjustment is in the customers favor, begin the letter with that news. If not,
keep your tone factual and let the customer know you understand the complaint.
Ø Inquiry Letters
Inquiry
letters ask a question or elicit information from the recipient. When composing
this type of letter, keep it clear and succinct and list exactly what
information you need. Be sure to include your contact information so that is
easy for the reader to respond.
Ø Follow-Up Letters
Follow-Up
letters are usually sent after some type initial communication. This could be a
sales departement thanking a customer for an order, a businessman reviewing the
outcome of a meeting or a job seeker inquiring about the status of his
application. In many cases, these letters are a combination thank you note and
sales letter.
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