A
business letter is a letter made as proof of transaction, agreement or sale of
certain goods between two or more agencies as well as companies that are
carried out in business. A business letter is an official letter that has the
force of law. Business letters are usually made with the aim of being a
cooperation agreement, proof of delivery of goods, meeting invitations,
invitations to conduct business events, etc.
Business
letters have the same form as other official letters, namely the existence of a
letterhead, letter content and letter. The writing of the language also uses
standard language in accordance with the correct and correct EYD spelling.
Likewise, the format uses the official letter format in general. On this
occasion, I will discuss Style of
Business Letters and Part of
Business Letters.
“STYLE
OF BUSINESS LETTERS”
1.
Full
Block Style
Full Block Style
is the most formal and easiest combination of other styles. Full Block Style is
a form of letter in which the Neck Letter, Letter Body, and Letter Foot do not
form a verse that forms a full block from left to right. But the arrangement or
structure of the letter is still valid in the letter. In typing this letter
usually starts from the left edge of the peg. Example:
2. Modified
Block Style
Modified Block
Style or Block Style is almost the same as Full Block Style. All parts of the
letter except the date and greeting cover are typed starting from the same left
edge line. The date and greeting cover are typed right next. Typing paragraphs,
same as Full Block Style. Example:
3.
Semi
Block Style
Semi Block Style
is almost the same as the Modified Block Style, but in the section the contents
of the letter are made a paragraph protruding into each of the first lines.
Example:
4.
Indented
Style
Indented Style
is a form of letter where the letter addressed has paragraph line formation in
the form of stairs down. This curve shape usually has a paragraph paragraph
that curves so that it does not look neat but looks structured especially in
the section of the letter that is addressed in the form of the alignment form
such as the stairs down. It is the oldest style of writing business letters.
This indented letter format, the first word of every paragraph is written
leaving some (two or four) spaces from the left margin. Example :
5.
Hanging
Paragraph Style
The Hanging
Paragraph is a form of letter in which the letter body has an aligned
paragraph. The use of the paragraph node is after the new paragraph, the next
line enters five spaces. So after the first paragraph, the next paragraph must
be spaced around 5 spaces. Usually this form is in certain service. Example :
6.
Simplified
Style
Simple style is
a form of letters that are almost similar to Full Block Style but only without
opening greetings and closing greetings. The recipient's name will usually be
done in the first sentence of the letter. Also, the simplified format does not
include free closing. The signature comes immediately after the body of the
letter, followed by the printed name, which will usually be in all uppercase
letters. Usually this letter is addressed to people who work in the company.
Sometimes writing Simple Style is very simple without the need to see neatness
and order. Example :
There are all about Style
of Business Letters. We can use the style according to business needs or
according to the applicable regulatory standards in your office. Now I want to
move for discuss about Part of Business
Letters.
“PART
OF BUSINESS LETTERS”
An
official letter is a letter that is often used in official, organizational,
institutional, or work. This letter is categorized as the most commonly used in
everyday life when dealing with certain institutions or institutions. But do
not forget to make an official letter always pay attention to the center line
so that the official letter looks neat and accepted by the agency or
institution because this official letter is not messy. Part of the letter in
the form of official business letter sections:
1. Letter
Head
The
head of the letter is often called the Letterhead. Located at the top of a
letter. The function of the letter head is as a self-identity for the relevant
agency. Therefore, the head of the letter should express the agency's identity
clearly and completely, which includes:
a.
Agency name,
b.
Agency logo or logo
c.
Address,
d.
Postal code,
e.
Phone number,
f.
Fax or e-mail number.
2. Date Line
The
date of the letter serves to inform the recipient of the letter when the letter
was written. The date of the letter is located at the top right of the reader
letter. In writing the date the name of the month cannot be abbreviated or
written in numbers. Must be clear and complete. In writing dates are divided
into two types, namely using the style of writing British Style and American
Style. Example:
·
British
style
08th December 2011
British style writing
style is the same as the date writing style in Indonesian style. It's just that
the British style adds suffix numbers such as 1st, 2nd, 3rd, etc. The date
position is located on the top right of the letter.
·
American
style
September 07, 2011
Date writing style American style
month name is placed in the starting position followed by the date ending in
comma and year. Date position is located on the top left of the letter.
3. Number
of Letter
The letter number includes the
serial number of the letter, letter code and year number. Example :
Number
: 026/D2/2006
Number
: 121/OSIS/I/2007
4. Subject
Line
The
letter means the problem or case the letter is talking about. The matter itself
means 'case', 'matter', 'affair', or 'event'. Regarding making the recipient of
the letter easier to find the purpose of the letter, such as Invitation,
Apology, and so forth. This is an optional part of the business letter, meaning
we can list it or not. Writing the subject using British Style: Subject is
placed between salutation and the contents of the letter. Example:
Dear
Mr. Wilson
Subject
: Order No. 123
With
reference to the above order, .....
5. Attachment
Attaching means
including something with another. The attachment is an explanation of the
number of documents included in the letter. Thus, if the document is one sheet,
then one sheet must be mentioned; if the document consists of one file, we need
to state one file. If this attachment is inserted, the sender needs to notify
the recipient by writing ENC., Enc., Or enc.
Example :
Attachment : one paper
Attachment : two papers
6. Insert
Address
Contains
the name and address of the destination, located at the top left of a letter.
Usually in writing Inside Address other than the name and address of the
recipient, also includes the full name along with the position and postal code
and destination country. If you are not sure who (name) the letter is intended,
do not empty it, but try to use its position, such as "Director of Human
Resources". Example:
7. Salutation
The opening greeting is located under
the address and before the contents of the letter. serves as the opening
greeting or author's respect. The opening greeting is written on the left. The
first letter of the first word is written in capital letters, while the other
word is written in lowercase letters. In this section, the term used is
"Dear Mr./Mrs./Ms. (last name of acceptance) ", for example"
Dear Mr. Fathoni ". But if the recipient's name is unknown, write the name
of the department, for example "Dear Director of Department of Human
Resources". Give the distance between the opening greeting and the
contents.
For
business partners who are already familiar with each other, they usually write
with "Dear Sue". The use of punctuation marks on salutation using
British Style is written without punctuation (semicolon or comma) and in American
Style using a colon.
Dear Mr. Krisman
=> example in British Style
Dear Mr. Krisman: => example in
American Style
8. Body of Letter
The
contents of the letter are the most important part of the entire letter. This
is because the part is a container of all the issues that the writer wants to
convey.
a. Opening
Opening
sentences are usually an introduction and often refer to the previous letter
relating to the same problem, serving as an introduction or introduction to the
subject matter to be conveyed. In this case, references or letter numbers are
very important. Usually, the opening sentence starts with phrases like
"thank you for your letter ...", "together this ...",
"with regard to ......".
Here
are some examples of opening opera often used.
1) We hereby let you know that ...
2) We hereby declare that ...
3) With this letter we explain that ...
4) With this letter we convey that ...
5) I would like to ask you for help ...
6) We are very sorry to say that ...
7) I am sending this to you ...
8) We send this letter ...
9) Based on a circular letter, we hereby
assign ...
10) With regard to ..., we ask you to
...
11) Regarding your letter number ..., I
hereby let you know that ...
12) In order to implement ... we hereby
assign ...
13) Reply to your letter dated ...
14) Answering your question about ...
with this ...
15) Following our date letter, we hereby
inform you that ...
16) In accordance with the letter ... we
send it together ...
Because
of its function as an introduction, not a few authors ignore this section. The
author goes straight to the contents. Here's an example:
1) We
inform you that on June 16, 2005, all department heads must conduct a budget
meeting. Therefore,….
2) The
Chair of the Indonesian Language and Literature Education Department, FPBS,
Indonesian Education University, gives the task to ...
3) We
announce that on August 16, 2004, all students must follow ...
b.
Message
This
paragraph is a place to accommodate the main purposes of the letter writer.
Because of that, it could be the contents of more than one item if the author's
intention consists of two or more. Each content zone holds one main purpose
with the aim that readers can understand it more easily.
Content
must be related to the opening paragraph. In other words, what is stated in this
paragraph must be related to the introduction presented earlier in the opening
paragraph. For this reason, the content with the opening paragraph requires
conjunctions such as in connection with the above, with regard to the above, or
relating to it.
c.
Closing
Like the opening, closing is often a single sentence. The
closing is used to re-establish the atmosphere of politeness. The closing is
also used to show the actions or steps that the writer wants to do in the
future. The closing generally contains a thank you or expression of
appreciation. Example:
1) Thank you for your attention.
2) We thank you for your attendance at our event.
3) We hope that you will be present at the event.
4) We are happy if you are pleased to attend on time.
5) Thank you very much for you orders and we are looking forward
to serving you soon.
9. Complimentary
Close
This
section as a sign that your letter has been completed, usually ends with
writing "Sincerely", "Sincerely yours", "Thank
you", "Best regard", and so forth. There is a comma at the end
of the closing and only the first letter uses capital letters. Give 3-4 lines
between the cover and the name, which will be used for the signature.
10. Position Name
The
sender of the letter is the person who wrote or who delivered the letter. In a business
letter it will be better if the sender's name is equipped with a personal
identity, namely the position, employee's master number, and stamp. Example: Director
of PT. Antariksa Sukamaju
11. Signature
In the form of the
author's signature located on the lower right side of the letter reader as a
form of accountability.
12. Name of The Writer
Identification
Listed
below the signature with the initial letter written in capital letters, without
parentheses.
13. Enclosure or Copies
The
writing of this section copies the function to explain other parties or
agencies that get the letter. Usually we find the words "cc"
Example:
Enc.
cc.President Director
cc.President Director
14. Page of
Letter/Initial
a. Head of Letter (Letter Agency)
b. Neck Letter (Letter Identity)
c. Letter Body (Explanation of Letter)
d. Foot Letters (Letter Source)
At
the bottom left of the letter is often found abbreviations or initials, for
example Jk / AJ. The initials are the names of letter abbreviations and
typists. For example, for Jk, the initials of the name of the conceptist named
Joko and Aj are the initials of the typist Asep juanda.
The
inclusion of such initials is sometimes considered important as an
identification if one day there are certain parties who need them. For example,
if the letter is wrong or unclear, the official who signed the letter can
contact the person whose initials are listed in the letter. Thus, the initials
are useful for internal purposes. Therefore, the initials should be simply
abbreviated.
Reference :
- https://turkibluedexter.wordpress.com/2013/10/01/bahasa-inggris-bisnis-1-part-of-business-letter-and-style-of-business-letter/
- https://halfizjulian.wordpress.com/2014/10/23/bagian-bagian-surat-bisnis/
- http://suratcintanovi.blogspot.com/2016/05/pengertian-macam-macam-bagian-bagian.html
- https://dsmlmdblog.blogspot.com/2010/09/b.html
