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Parts of a Business Letter
A business
letter is a formal letter with six parts:
The Heading
The Heading
The heading contains the return address with the date on the last line.
Sometimes it is necessary to include a line before the date with a phone
number, fax number, or e-mail address. Often there is a line skipped between
the address and the date. It is not necessary to type a return address if you
are using stationery with the return address already imprinted, but you should
always use a date. Make sure the heading is on the left margin.
Example:
Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011
Recipient’s
Address
This is the address you are sending your letter to. Be sure to make it as
complete as possible so it gets to its destination. Always include title names
(such as Dr.) if you know them. This is, like the other address, on the left
margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard
9” business envelope, the inside address should appear through the window in
the envelope (if there is one). Be sure to skip a line after the heading and before
the recipient’s address, then skip another line after the inside address before
the greeting. For an example, see the end of this sheet for a sample letter.
The
Salutation
The salutation (or greeting) in a business letter is always formal.
It often begins with “Dear {Person’s name}.” Once again, be sure to include the
person’s title if you know it (such as Ms., Mrs., Mr., or Dr). If you’re
unsure about the person’s title then just use their first name. For example,
you would use only the person’s first name if the person you are writing to is
“Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.
The Body
The body is the meat of your letter. For block and modified block letter
formats, single space and left justify each paragraph. Be sure to leave a blank
line between each paragraph, however, no matter the format. Be sure to also
skip a line between the salutation and the body, as well as the body and the
close.
The complimentary close is a short and polite remark that ends your letter. The
close begins at the same justification as your date and one line after the last
body paragraph. Capitalize the first word of your closing (Thank you) and leave
four lines for a signature between the close and the sender’s name. A comma
should follow the closing.
The Signature Line
Skip at least four lines after the close for your signature, and then type out
the name to be signed. This often includes a middle initial, although it is not
required. Women may put their title before had to show how they wish to be
addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.
Enclosures
If you have any enclosed documents, such as a resume, you can indicate this by
typing “Enclosures” one line below the listing. You also may include the name
of each document.
Format and
Font
Many organizations have their own style for writing a business letter, but
here are some common examples.
Block
The most common layout for a business letter is called a block format. In this
format, the entire letter is justified to the left and single spaced except for
a double space between paragraphs.
Modified block is another popular type of business letter. The body of the
letter and the sender’s and recipient’s addresses are left justified and single
spaced. However, in this format, the date and closing are tabbed to the center
point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented
instead of left justified.
Font
The standard font for business letters is Times New Roman, size 12. However,
fonts that are clear to read such as Arial may be used.
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to be.
Types of Business Letters
Letter
writing is a prized skill in the world of work. The higher you advance in your
career, the more you will need to write letters. Letters are more formal and
official than other types of business communication. They offer personal,
verifiable authorization. Unlike e-mail, letters often must be routed through
channels before they are sent out. Letters are the expected medium through
which important documents such as contracts and proposals are sent to readers.
There are four basic types of business letters: inquiry letters, special
request letters, sales letters, and customer relations letters. Business
letters can be further classified as positive, neutral, or negative. Inquiry
and special request letters are neutral, sales letters are positive, and
customer relations letters can be positive or negative.
Inquiry Letters
An inquiry letter asks for information about a product, service, or procedure.
Businesses frequently exchange inquiry letters, and customers frequently send
them to businesses. Three basic rules for an effective inquiry letter are to
state exactly what information you want, indicate clearly why you must have
this information, and specify exactly when you must have it.
Special Request Letters
Special request letters make a special demand, not a routine inquiry. The way
you present your request is crucial, since your reader is not obliged to give
you anything. When asking for information in a special request letter, state
who you are, why you are writing, precisely what information you need, and
exactly when you need the information (allow sufficient time). If you are
asking for information to include in a report or other document, offer to
forward a copy of the finished document as a courtesy. State that you will keep
the information confidential, if that is appropriate. Finally, thank the
recipient for helping you.
Sales Letters
A sales letter is written to persuade the reader to buy a product, try a
service, support a cause, or participate in an activity. No matter what
profession you are in, writing sales letters is a valuable skill. To write an
effective sales letter, follow these guidelines: (1) Identify and limit your
audience. (2) Use reader psychology. Appeal to readers' emotions, pocketbook,
comfort, and so on by focusing on the right issues. (3) Don't boast or be a
bore. Don't gush about your company or make elaborate explanations about a
product. (4) Use words that appeal to readers' senses. (5) Be ethical.
The "four A's" of sales letters are attention, appeal, application,
and action. First, get the reader's attention. Next, highlight your
product's appeal. Then, show the reader the product's application. Finally, end
with a specific request for action.
In the first part of your sales letter, get the reader's attention by asking a
question, using a "how to" statement, complimenting the reader, offering
a free gift, introducing a comparison, or announcing a change. In the second
part, highlight your product's allure by appealing to the reader's intellect,
emotions, or both. Don't lose the momentum you have gained with your
introduction by boring the reader with petty details, flat descriptions,
elaborate inventories, or trivial boasts. In the third part of your sales
letter, supply evidence of the value of what you are selling. Focus on the
prospective customer, not on your company. Mention the cost of your product or
service, if necessary, by relating it to the benefits to the customer. In the
final section, tell readers exactly what you want them to do, and by what time.
"Respond and be rewarded" is the basic message of the last section of
a sales letter.
Customer Relations Letters
These deal with establishing and maintaining good working relationships. They
deliver good news or bad news, acceptances or refusals. If you are writing an
acceptance letter, use the direct approach-tell readers the good news up front.
If you are writing a refusal letter, do not open the letter with your bad news;
be indirect.
Follow-up Letters. A follow-up letter is sent to
thank a customer for buying a product or service and to encourage the customer
to buy more in the future. As such it is a combination thank-you note and sales
letter. Begin with a brief expression of gratitude. Next, discuss the benefits
already known to the customer, and stress the company's dedication to its
customers. Then extend this discussion into a new or continuing sales area, and
end with a specific request for future business.
Complaint Letters. These require delicacy. The right tone
will increase your chances of getting what you want. Adopt the "you"
attitude. Begin with a detailed description of the product or service you are
complaining about. Include the model and serial numbers, size, quantity , and
color. Next, state exactly what is wrong with the product or service. Briefly
describe the inconvenience you have experienced. Indicate precisely what you
want done (you want your money back, you want a new model, you want an apology,
and so on). Finally, ask for prompt handling of your claim.
Adjustment Letters. Adjustment letters respond to complaint
letters. For an adjustment letter that tells the customer "Yes,"
start with your good news. Admit immediately that the complaint was justified.
State precisely what you are going to do to correct the problem. Offer an
explanation for the inconvenience the customer suffered. End on a friendly,
positive note. For adjustment letters that deny a claim, avoid blaming or
scolding the customer. Thank the customer for writing. Stress that you
understand the complaint. Provide a factual explanation to show customers
they're being treated fairly. Give your decision without hedging or
apologizing. (Indecision will infuriate customers who believe they have
presented a convincing case.) Leave the door open for better and continued
business in the future.
Refusal of Credit Letters. Begin on
a positive note. Express gratitude for the applicant for wanting to do business
with you. Cite appropriate reasons for refusing to grant the customer credit:
lack of business experience or prior credit, current unfavorable or unstable
financial conditions, and so on. End on a positive note. Encourage the reader
to reapply later when his or her circumstances have changed.
Style
Of Business Letter
Full Block.
Full block style is a letter format in which all text
is justified to the left margin. In block letter style, standard punctuation is
placed after salutations and in other headings. Open punctuation, however,
refers to a modification of style where all nonessential punctuation is
omitted. A few key factors will help you understand block style format and the
difference that open punctuation makes.
1. Return Address: If your
stationery has a letterhead, skip this. Otherwise, type your name, address and
optionally, phone number. These days, it’s common to also include an email
address. 2. Date: Type the date of your letter two to six lines below
the letterhead. Three are standard. If there is no letterhead, type it where
shown.
3. Reference Line: If the recipient
specifically requests information, such as a job reference or invoice number,
type it on one or two lines, immediately below the Date.
4. Special Mailing Notations: Type in all
uppercase characters, if appropriate.
5. On-Arrival Notations: Type in all uppercase
characters, if appropriate. You might want to include a notation on private
correspondence.
6. Inside Address: Type the name and
address of the person and/or company to whom you’re sending the letter, three
to eight lines below the last component you typed. Four lines are standard.
7. Attention Line: Type the name of the
person to whom you’re sending the letter.
8. Salutation: Type the recipient’s name
here. Type Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or
gender.
9. Subject Line: Type the gist of your
letter in all uppercase characters, either flush left or centered. Be concise
on one line.
10. Body: Type two spaces between sentences.
Keep it brief and to the point.
11. Complimentary Close: What you type here
depends on the tone and degree of formality.
12. Signature Block: Leave four blank lines after
the Complimentary Close to sign your name. Sign your name exactly as you type
it below your signature. Title is optional depending on relevancy and degree of
formality.
13. Identification Initials: If someone
typed the letter for you, he or she would typically include three of your
initials in all uppercase characters, then two of his or hers in all lowercase
characters.
14. Enclosure Notation: This line tells the
reader to look in the envelope for more. Type the singular for only one
enclosure, plural for more.
15. cc: Stands for courtesy copies (formerly
carbon copies). List the names of people to whom you distribute copies, in
alphabetical order.
Semi-block style
Semi-blok fromat: in a format this text parallel left
and all paragraphs in the letter is indented. Format shape on this letter on
letter head, date, complementary a close, and signature being in a position
flattened right. In the layout uneven right, but can dibilangg flattened
middle. Other parts on a letter as inside address, subject, salutation, body of
letter, and enclosure if terdapatnya attachment letter,Being flattened on the
left.
Sample Form Letter Semi Block Style :
Description:
1.Kop Letter
2. Date of preparation of letters
3. Letter No.
4. attachment
5. case
6. The letter addressed
7. a word of salutation
8a. Introduction letter
8b. Explanation letter
8c. The cover letter
9. Greetings Closing
10. Name of office
11. signature
12. Names to approach
13. copy
14. Attachment page letter / initials
Simplified-style
Simplified-style business letters contain all the same
elements as the full-block and semi-block letters. Like the full-block format,
the simplified format left-justifies every line except for the company logo or
letterhead. The date line is either slightly right of center or flush with the
center of the page. Letters written in the simplified format have fewer
internal sections, such as the body, salutation and date line.
Using the simplified style is the most useful at times
when you don’t have a recipient’s contact name. Because the simplified style
does not require a salutation, you don’t need the person’s name. The simplified
format does away with unneeded formality while maintaining a professional
approach.
Hanging-Indented Style
This very useful style places the first words of each
paragraph prominently on the page. It is useful for letters that deal with a
variety of different topics. However, for normal business communications, this
style is very rarely used. The first line of the paragraph begins at the
left-hand margin. And the other lines of the same paragraph are indented three
to four spaces. This is the reversal of semi-indented style discussed in other
page.
3519
Front Street
Mount Celebres, CA 65286
October 5, 2013
Ms. Betty Johnson
Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms. Johnson:
Mount Celebres, CA 65286
October 5, 2013
Ms. Betty Johnson
Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms. Johnson:
It has
come to my attention that your company, The Cooking Store has been late with
paying their invoices for the past three months.
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555.
Sincerely,
Signature
Andreas Lugas
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555.
Sincerely,
Signature
Andreas Lugas
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