1. Letter Of Head
Letterhead is
a statement that
contains the information of a
company or agency. Letterhead
consists of a name and address, and a logo
or corporate design. Layout of the
letterhead is at the very top of
the letter.
2. Dates
On the Dates,
usually containing the date, month and year of the letter was made. The
format of writing the Dates on the letter
may be positioned on the left or right side of the letter. There are some versions in writing the date.
1. In British Style
In
British Style, the form
of writing dates in this format begins with the day, month and year as well as the writing
of the date that we use.
Example: 22 July, 1999
2.
In American Style
In
the American style,
the form of writing dates in this format begins
with the month, day, year.
Example: July 22,1999
3. Inside Address
In the inside address contains the
name and address of the destination, which is
located on the left after the Dates.
4. Reference
Function of the Reference is for
archiving mail has been
sent a letter or letters have been
received. The reference line on a business letter is a statement
describing the main focus of the letter, a number for an account, invoice, etc.
or a reference to previous correspondence.
Examples:
RE: Request for refund,
order number 12345
Ref: Black Arrow refill
number XF8910
REF: Case Number JFL4321
The reference line is optional but can be important for the
recipient if an account, invoice, claim, proposal, document number of any kind
is the subject of the letter. The reference line is placed between the
recipient address block and the Dear..., leaving blank lines between each.
5. Salutation
Salutation is a greeting to start writing letters. To write Salutation usually include the word "Dear" after the name of the destination.
a. In the British style, is only
permitted to use punctuation comma (,).
Example: Dear Mr.
Derry Fajar Maulana,
Dear
Madam,
Dear
Sir,
b. In
the American style,
using only punctuation colon (:).
Example: Dear Mr. Derry Fajar Maulana:
Dear Madam:
Dear Sir:
6.
Body Of Letter
This section describes
the contents
of the letter in the form of a discussion that contains the intent and purpose of this letter is made. To write the contents of this letter should be written clearly using appropriate language so that the language can be understood by the recipient.
- first paragraph: introduction and reason for writing
- following paragraphs: explain your reasons for writing in more detail, provide background information etc.
- last paragraph: summarise your reason for writing again and make clear what you want the recipient to do.
7. Complimentary Close
Closing expression is a
form of greeting hail
covers a tribute from
the makers of the letter.
Example :
1. American Style
Sincerely,
Sincerely yours,
Yours truly,
2.
British Style
Sincerely,
Yours sincerely,
Yours faithfully,
8. Signature
Is a signature of the sender of the letter. Positioned on the right bottom, or
can also be positioned on the bottom left the cover after writing expressions.
Usually use black or blue ink.
9. The Writer's
Designation
Writing
is intended to tell the author is the person authorized to submit the letter.
In
addition to the parts of the letter above, there are also other parts of the
letter are included into the Business English Letter writing format such as
postscript (PS), Carbon copy notation (CC), and Enclosure.
a. Postcript
(PS)
A business letter should NEVER have a
post-script ("P.S.") -- the content of a business letter should be
carefully planned out, so you should not be adding a "final thought"
after you're finished. If you think of something else to write that is
important enough to include, re-write the letter.
b.
Carbon Copy Notation
Carbon Copy Notation merged when there is a
copy of a letter sent also to other recipient and considered necessary to know the problems presented
in the letter. In his writings, carbon
copy Notation can be truncated to
"cc" a punctuation mark followed by a colon (:), if a copy
of the letter sent to more than one person, in the name of the copy of the letter being removed using punctuation comma (,) for each person.
c. Enclosure
Writing Enclosure or attachments to help authors or recipients to identify and examine the completeness of the included
attachments.
If the attachments are incomplete or not in accordance with written, easy to control. Enclosure written on the bottom left of the letter. Here is an example of writing in a letter enclosure.
If the attachments are incomplete or not in accordance with written, easy to control. Enclosure written on the bottom left of the letter. Here is an example of writing in a letter enclosure.
Example :
·
Enclosure
·
Enclosure: 3
·
Enclosure (3)
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