A. DEFINITION / DEFINING A LETTER
LETTER is a means of communication used to convey information in writing by
one party to another. That information can be:
- notification
- statement
- command
- Request / petition
- report
B. FUNCTION LETTERS
1. As a means of communication.
2. As a means to give notice / request or requests, thoughts or ideas.
3. As written evidence.
4. As a means to remember.
5. As historical evidence.
6. As a working guideline.
C. TYPES OF LETTERS
In terms of form, content, and language, the letter listed the three types,
namely:
1. personal letter
2. Mail service
3. Letters commercial
1. Letter Head
Called masthead because it is at the very top of the systematics official
letter. Typically contain the name institution / organization, address, phone
number, fax, postal code and logo (if any) is written in the middle of the
paper.
Sample Letter Head:
2. Date
Date is not preceded by the name of the city because information about the
city's name was listed in the Letter Head. Date of the letter should be written
to complete include the date, month, and year.
- British English
Model English British days were prior to the month and year, laying date
could be in the top left corner.
example:
28 September 2012
- American British
British American models in existence prior to the day and the year, and
there is a comma before the year. Location of the date found on the top left
corner.
example:
September 28, 2012
3. Inside Address
Contains information on the company name or the name
of the person to be addressed.
Example Inside Address:
Mr. Zeugin
Werner-Heisenberg-Allee 25
Muncen
Germany
4. Subject
Contains the subject of a letter by a letter writer to
the reader. Subject function is to make the reader letter about what the
contents of the letter.
Example Subject:
Subject: Organizing A Business Letter
5. Salutation
Contains shaped greeting tribute to their readers.
- British English
In British English does not use punctuation or commas.
example:
Dear Mr. Zeugin,
- American British
British American punctuation and commas.
example:
Dear Mr. Zeugin,
Salutation examples:
- Dear Sir, for a man whose name you do not know
- Dear Sirs / Gentlemen, to the company
- Dear Mr. Smith, for the name you know but you do not
know very well
- Dear John, to people you know well
6. Body of Letter
Body of Letter contains the essence of a letter that
was made by the author to the reader which is divided into a few paragraphs.
The first paragraph contains statements about the friendly, second paragraph
contains important information in the letter, concluding paragraph contains a
solicitation or an act of the contents of the letter.
Sample Body of Letter:
7. Complementary Close
Contains Salam shaped cover homage to their readers.
- British English
1. If the recipient's name written on a greeting letter then use Sincerely.
2. If the name of the recipient of the letter was not written on the
greeting then use Faithfully.
- American British
1. If the recipient's name written letter or not it is used Sincerely
greeting.
example:
- Best Wishes,
- Yours Sincerely,
- Kind Regards,
- Best Regards,
- With Appreciation,
- Regards,
- Faithfully,
8. Signature
Signature contains the letter writer
example:
Yours truly,
JHON
Yours faithfully
GLOBAL KINGDOM
Very truly yours,
JHON CO. LTD.
Respectfully yours,
GLOBAL KINGDOM INC.
9. Enclosure
If you want to attach a document, you can list all the documents enclosed
separately, you can write to the ENC. or Encl under the signature block.
example:
- Enclosure
- Enc
10. Carbon Copy
Contains if the letter was also sent to other than recipients. Befungsi to
provide knowledge when the letter was sent more than one person, by giving a
comma (,) as a separator between the first recipient to another recipient
example:
- Cc: Budi Santoso
- Cc: Budi Santoso, Angga Septian
Form And Style of Business English Letter
1. Fullblock Style
Fullblock style no paragraph indentation, and all are on the left side of
the page. Letter Head, Date, Inside Address, Subject, Salutation, Body Of
Letter, Complementary Close, and Signature are all on the left side.
2. Semi-block Style
Semi-block characterized by certain sections that are in the left side of
the page, Letter Head is in the middle, Date and signature are on the right
side. Inside Address, Subject, Salutation, Enclosure is on the left. In Body Of
Letter is on the left but shifted slightly in each paragraphs or given spaces.
3. Modified Block Style
No paragraph indents, but part of a letter will be forwarded to the right
of the page. Letter Head is in the middle, Date and signature are on the right
side. Inside Address, Subject, Salutation, Body Of Letter and Enclosure is on
the left.
4. Indented Style
Mail the form in which a letter to a paragraph in training down the line in
the form of scale. Letter head is in the mail. Date, Complementary Close, and
Signature is on the right letter. Inside Address, Subject, Salutation, Body Of
Letter and Enclosure is in the left side of the letter, but in the Inside
Address and Subject spaces will be more to the right each line, so as to form
steps.
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