BUSINESS LETTER
1.
definition of Business Letter
A business letter is a letter written in formal language,
usually used when writing from one business organization to another, or for
correspondence between such organizations and their customers, clients and
other external parties. The overall style of letter will depend on the
relationship between the parties concerned. There are many reasons to write a business
letter. It could be to request direct information or action from another party,
to order supplies from a supplier, to identify a mistake that was committed, to
reply directly to a request, to apologize for a wrong or simply to convey
goodwill. Even today, the business letter is still very useful because it
produces a permanent record, is confidential, formal and delivers persuasive,
well-considered messages.
2.
Types of Business Letter
he
most important element you need to ensure in any business letter is accuracy.
One of the aspects of writing a business letter that requires the most accuracy
is knowing which type of business letter you are writing. A number of options
are available for those looking to trade in business correspondence, and you
will significantly increase your odds for getting a reply if you know the form
you need to send.
1. Letter
of Complaint
A letter of complaint will almost certainly result in an official response if you approach it from a businesslike perspective. Make the complaint brief, to the point and polite. Politeness pays off regardless of the extent of anger you are actually feeling while composing this type of business letter.
2. Resume Cover Letter
A cover letter that accompanies a resume should revel in its brevity. You should take as little time and as few words as possible to accomplish one task: persuading the reader to anticipate reading your resume. Mention the title of the job for which you are applying, as well or one or two of your strongest selling points.
3. Letter of Recommendation
A recommendation letter allows you to use a few well-chosen words to the effect of letting someone else know how highly you value a third party. Resist the temptation to go overboard; approach your recommendation in a straightforward manner that still allows you to get the point across.
4. Letter of Resignation
An official letter of resignation is a business letter that should be fair and tactful. Be wary of burning any bridges that you may need to cross again in the future. Offer a valid reason for your resignation and avoid self-praise.
5. Job Applicant Not Hired
In some cases you may be required to write a business letter that informs a job applicant that he was not chosen for an open position. Offer an opening note of thanks for his time, compliment him on his experience or education and explain that he was just not what the company is looking for at the present time.
6. Declining Dinner Invitation
Declining a dinner invitation is a topic for a business letter that, if not done tactfully, may result in a social disadvantage. Extend your appreciation for the invitation and mention that you already have an engagement for that date. Do not go into detail about what the engagement is.
7. Reception of Gift
It is very polite to return a formal business response letting someone know that you have received her gift. Extend a personalized thanks to let her know that you are exactly aware of the contents of the gift. If possible, it is a good idea to include a sentiment suggesting that you have put the gift to use.
8. Notification of Error
When sending a business letter that lets the receiving party know that an error has been corrected, it is good business sense to include a copy of the error in question if there is paperwork evidence of it. Make the offer of additional copies of material involved in the error if necessary.
9. Thanks for Job Recommendation
A letter of thanks for a party that helped you get a job should be professional and courteous. Above all else, avoid the temptation to go overboard in offering your thanks. Be aware that your skills also helped you land the job and it was likely not handed to you as a result of the third party.
10. Information Request
A business letter that requests information should make the request specific and perfectly understandable. It is also a good idea to state the reason for the information request. Extend advance appreciation for the expected cooperation of the recipient
A letter of complaint will almost certainly result in an official response if you approach it from a businesslike perspective. Make the complaint brief, to the point and polite. Politeness pays off regardless of the extent of anger you are actually feeling while composing this type of business letter.
2. Resume Cover Letter
A cover letter that accompanies a resume should revel in its brevity. You should take as little time and as few words as possible to accomplish one task: persuading the reader to anticipate reading your resume. Mention the title of the job for which you are applying, as well or one or two of your strongest selling points.
3. Letter of Recommendation
A recommendation letter allows you to use a few well-chosen words to the effect of letting someone else know how highly you value a third party. Resist the temptation to go overboard; approach your recommendation in a straightforward manner that still allows you to get the point across.
4. Letter of Resignation
An official letter of resignation is a business letter that should be fair and tactful. Be wary of burning any bridges that you may need to cross again in the future. Offer a valid reason for your resignation and avoid self-praise.
5. Job Applicant Not Hired
In some cases you may be required to write a business letter that informs a job applicant that he was not chosen for an open position. Offer an opening note of thanks for his time, compliment him on his experience or education and explain that he was just not what the company is looking for at the present time.
6. Declining Dinner Invitation
Declining a dinner invitation is a topic for a business letter that, if not done tactfully, may result in a social disadvantage. Extend your appreciation for the invitation and mention that you already have an engagement for that date. Do not go into detail about what the engagement is.
7. Reception of Gift
It is very polite to return a formal business response letting someone know that you have received her gift. Extend a personalized thanks to let her know that you are exactly aware of the contents of the gift. If possible, it is a good idea to include a sentiment suggesting that you have put the gift to use.
8. Notification of Error
When sending a business letter that lets the receiving party know that an error has been corrected, it is good business sense to include a copy of the error in question if there is paperwork evidence of it. Make the offer of additional copies of material involved in the error if necessary.
9. Thanks for Job Recommendation
A letter of thanks for a party that helped you get a job should be professional and courteous. Above all else, avoid the temptation to go overboard in offering your thanks. Be aware that your skills also helped you land the job and it was likely not handed to you as a result of the third party.
10. Information Request
A business letter that requests information should make the request specific and perfectly understandable. It is also a good idea to state the reason for the information request. Extend advance appreciation for the expected cooperation of the recipient
3.
The Parts of Business Letter
1. Letterhead
This
part includes :
-
Name
of the company
-
Address
of the company
-
Telex
number
-
Faximile
number
-
Post
office box
-
Kind
of business activity
-
Address
of branch office
-
Bank
account number
-
Logo
of the company
2. The
date of letter
-
City
address is omitted
-
Do
not use numbers to represent the month
-
There
are two kinds :
o
British
style : 12th January, 1993
or 12 January 1993
o
American : January 12th, 1993 or
January 12, 1993
3. Reference
line / number
Reference
is the initial name of the person who reads or signs the letter and the name of
the typist. Reference line of the incoming letter should be used along with the
reference of the replying letter.
Example
: ref. WS/LS/C5
WS = is the initial of the sender/signer, William Smith
LS = is the initial of the typist, Linda Smith
C5 = show the filling number
4. Inside
address
-
The
name and address of the company should be clear
-
The
organization :
o
Full
name of the receiver’s name/position
o
Location/address
of the receiver’s company
o
The
city and the postal code
-
Do
not abbreviate the city unless understandable
-
Do
not abbreviate title
-
Mr,
Mrs, Miss and Messis are used before the names
-
Esq
is theshort for esquire, it is used after the name of a well-known people who
don’t have title
5. Attention
line
It is
used if the sender wants a particular receiver to get the letter as soon as
possible.
6. Salutation
-
It
is the greeting of the letter
-
It
shows the relationship between the sender and the receiver
-
There
are formal and informal salutations
7. Subject
line
-
It
gives the general idea of the letter
-
It
can be substitute with the word “Re”
8. Body
of the letter
-
The
body is divided into 3: Opening paragraph, Message of the letter and Closing
paragraph.
o
Opening
paragraph attracts the receiver’s attention
o
The
message contains all the messages
o
The
closing paragraph shows the gratitude and expectation
9. Complimentary
close
10. Signature
-
It
is accompanied by the sender’s full name and title
11. Enclosure
-
To
inform enclosure
12. Carbon
copy notation
-
To
confirm other people who need to receive the letter
13. Postscript
-
It
gives additional message
P.S PS PS: PS-
P.S.
if you order within seven days, we can give you a 10 percent discount
4.
Styles of Business Letter
1.
Full
block style
2.
Block
style
3.
Semi
block style
4.
Indented
style
5.
Simplified
style
6.
Hanging
indentation style
5.
One example of Business Letter
ATLAS COLUMBIA CORPORATION
231 East Main Street
Portsmouth, Virginia 23001
|
Ref : CS/FI/12B
12th March, 1993
Mr. Robert T. Muldon
Finance Manager
Empire Television Company
12 West Point Street
Portsmouth, Virginia 21101
Dear Mr. Muldon
We have just received your two
cheques for US$ 125.00 in payment of our invoices No. 23FA of 14 February and
No. 21 Lh of 21 February. However, we notice that one of the cheque,
amounting to US$ 55.00 was not signed.
We are returning the cheque to
us in enclosed envelope.
Yours sincerely,
Jamaludin
Finance
Dept.
|
Example of Full Block Style
Sumber :
-
Book
of Practical Business Correspondence
