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 :
We want
the letter directly delivered to a certain people in a company.
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.
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
Examples:
Dear
Sir,
Sir,
Dear
Sirs,
Dear
Madam,
Mesdames,
American
Style
Examples:
Dear
Sir:
Sir:
Gentlemen:
Dear
Madam:
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 :
Concise
/ short : Never make up sentences just to make a letter look longer.
Simple :
Avoid making up complex sentences. Try to make up a simple sentence.
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 :
the opening paragraph
the content paragraph
the closing paragraph
Complimentary
Closes
Complementary
Closing usually consists of 2 lines:
Closing
Words / Expressions
Name of
Firm
Examples:
Yours
truly,
Wisnu
& Ninda LTD
Truly
Yours,
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.
Examples
:
signature
Adam Williams
Customer
Relation Manager
signature
Adam Williams
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
Member's
name :
1. Aji
Agung / 20113521
2. M.
Zhahir Arief T. / 25113610
3. M.
Nur Almufarid / 26113051
4. Yhony
Andjar E. S / 29113439
Link :
http://www.englet.com/parts
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