STYLE AND PART OF BUSINESS LETTERS

STYLE AND PART OF BUSINESS LETTERS

STYLE OF BUSSINESS
Below is an example of the form of letter. Forms of Letters normally always be worn in the office or the job or organization. In addition, the form of a letter usually has a composition or structure different from the shape of other letters. Below Is an example form letter. I will discuss Style of Business Letters and Part of Business Letters.

• Full block 

This letter style is very modern,it is the simple format and now has become firmly established as the recommended way of setting out letters.its msin feature is that all typing lines ,including those for the date,the inside name and address,the salution,,the subject heading and complimentary closure, begin at the left hand margin.

• Modified block

Like the block,this format has the advantage of separating paragraphs so that each one stands out.the spacing beetwen sections remains the same as in the block ,the signature and the date are placed to the right.the complimentary close and signature are aligned and placed near the center of the letter,two spaces below the las paragraf

Modified semi block
You will recognize the modified semi-block as the format most commonly taught as “the bussiness letter” it is the same as the modified block except that the paragraph is indented five spaces.all spacing remains the same.

PART OF BUSSINESS LETTER 

• The letter head
The  letterhead expresses a firm’s personality. It helps to form an impression of the company.therefore,many firms engage experts to design attractive notepaper headings.it consist of the name of the company ,telephone number and fax , web site and email address , and logo of the company.
• The date
To give the date in figures (for example 12/09/06 is not only in bad taste  but it is sometimes cunfusing in correspondence with other countries.it might be 12th september 24, 2006 or 9th desember 2006..how to write effective bussiness letter 10
• File number
If it is needed you may include the file number of the project,case,order, and other that the letter refers to.the file number should be separated from the date by two spaces and from the part that follows.
• Subject Line
The letter means the problem or case the letter is talking about. The matter itself means 'case', 'matter', 'affair', or 'event'. Regarding making the recipient of the letter easier to find the purpose of the letter, such as Invitation, Apology, and so forth. This is an optional part of the business letter, meaning we can list it or not. Writing the subject using British Style: Subject is placed between salutation and the contents of the letter. Example:
Dear Mr. Wilson
Subject : Order No. 123
With reference to the above order, .....
• Attachment
Attaching means including something with another. The attachment is an explanation of the number of documents included in the letter. Thus, if the document is one sheet, then one sheet must be mentioned; if the document consists of one file, we need to state one file. If this attachment is inserted, the sender needs to notify the recipient by writing ENC., Enc., Or enc.
Example :
• Attachment : one paper
• Attachment : two papers
• Insert Address
Contains the name and address of the destination, located at the top left of a letter. Usually in writing Inside Address other than the name and address of the recipient, also includes the full name along with the position and postal code and destination country. If you are not sure who (name) the letter is intended, do not empty it, but try to use its position, such as "Director of Human Resources". Example:
• Salutation
The opening greeting is located under the address and before the contents of the letter. serves as the opening greeting or author's respect. The opening greeting is written on the left. The first letter of the first word is written in capital letters, while the other word is written in lowercase letters. In this section, the term used is "Dear Mr./Mrs./Ms. (last name of acceptance) ", for example" Dear Mr. Fathoni ". But if the recipient's name is unknown, write the name of the department, for example "Dear Director of Department of Human Resources". Give the distance between the opening greeting and the contents.
For business partners who are already familiar with each other, they usually write with "Dear Sue". The use of punctuation marks on salutation using British Style is written without punctuation (semicolon or comma) and in American Style using a colon.
• Dear Mr. Krisman => example in British Style
• Dear Mr. Krisman: => example in American Style
• Body of Letter
The contents of the letter are the most important part of the entire letter. This is because the part is a container of all the issues that the writer wants to convey.
• Opening
Opening sentences are usually an introduction and often refer to the previous letter relating to the same problem, serving as an introduction or introduction to the subject matter to be conveyed. In this case, references or letter numbers are very important. Usually, the opening sentence starts with phrases like "thank you for your letter ...", "together this ...", "with regard to ......".
• Here are some examples of opening opera often used.
o We hereby let you know that ...
o We hereby declare that ...
o With this letter we explain that ...
o With this letter we convey that ...
o I would like to ask you for help ...
o We are very sorry to say that ...
o I am sending this to you ...
o We send this letter ...
o Based on a circular letter, we hereby assign ...
o With regard to ..., we ask you to ...
o Regarding your letter number ..., I hereby let you know that ...
o In order to implement ... we hereby assign ...
o Reply to your letter dated ...
o Answering your question about ... with this ...
o Following our date letter, we hereby inform you that ...
o In accordance with the letter ... we send it together ...
Because of its function as an introduction, not a few authors ignore this section. The author goes straight to the contents. Here's an example:
We inform you that on June 16, 2005, all department heads must conduct a budget meeting. Therefore,….
The Chair of the Indonesian Language and Literature Education Department, FPBS, Indonesian Education University, gives the task to ...
We announce that on August 16, 2004, all students must follow ...
• Message
This paragraph is a place to accommodate the main purposes of the letter writer. Because of that, it could be the contents of more than one item if the author's intention consists of two or more. Each content zone holds one main purpose with the aim that readers can understand it more easily.
Content must be related to the opening paragraph. In other words, what is stated in this paragraph must be related to the introduction presented earlier in the opening paragraph. For this reason, the content with the opening paragraph requires conjunctions such as in connection with the above, with regard to the above, or relating to it.
• Closing
Like the opening, closing is often a single sentence. The closing is used to re-establish the atmosphere of politeness. The closing is also used to show the actions or steps that the writer wants to do in the future. The closing generally contains a thank you or expression of appreciation. Example:
o Thank you for your attention.
o We thank you for your attendance at our event.
o We hope that you will be present at the event.
o We are happy if you are pleased to attend on time.
o Thank you very much for you orders and we are looking forward to serving you soon.
• Complimentary Close
This section as a sign that your letter has been completed, usually ends with writing "Sincerely", "Sincerely yours", "Thank you", "Best regard", and so forth. There is a comma at the end of the closing and only the first letter uses capital letters. Give 3-4 lines between the cover and the name, which will be used for the signature.
• Position Name
The sender of the letter is the person who wrote or who delivered the letter. In a business letter it will be better if the sender's name is equipped with a personal identity, namely the position, employee's master number, and stamp. Example: Director of PT. Antariksa Sukamaju
• Signature
In the form of the author's signature located on the lower right side of the letter reader as a form of accountability.
• Name of The Writer Identification
Listed below the signature with the initial letter written in capital letters, without parentheses.
• Enclosure or Copies
The writing of this section copies the function to explain other parties or agencies that get the letter. Usually we find the words "cc"
Example:
• Enc.
            cc.President Director
• Page of Letter/Initial
o Head of Letter (Letter Agency)
o Neck Letter (Letter Identity)
o Letter Body (Explanation of Letter)
o Foot Letters (Letter Source)
At the bottom left of the letter is often found abbreviations or initials, for example Jk / AJ. The initials are the names of letter abbreviations and typists. For example, for Jk, the initials of the name of the conceptist named Joko and Aj are the initials of the typist Asep juanda.
The inclusion of such initials is sometimes considered important as an identification if one day there are certain parties who need them. For example, if the letter is wrong or unclear, the official who signed the letter can contact the person whose initials are listed in the letter. Thus, the initials are useful for internal purposes. Therefore, the initials should be simply abbreviated.
• Personal and Confidential
Use these words when the person to whom the letters is addressed is the only one read the letter. Physically separate these words from the rest of the letter by two lines. To assure that is very confidential, include the words “ personal and confidentoal “ on the envelope.

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