STYLE AND PART OF BUSINESS LETTERS

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

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 :

1. https://turkibluedexter.wordpress.com/2013/10/01/bahasa-inggris-bisnis-1-part-of-business-letter-and-style-of-business-letter/
2. https://halfizjulian.wordpress.com/2014/10/23/bagian-bagian-surat-bisnis/
3. http://suratcintanovi.blogspot.com/2016/05/pengertian-macam-macam-bagian-bagian.html
4. https://dsmlmdblog.blogspot.com/2010/09/b.html