EXERCISE
1
1.
Parts
of a business letter
a.
The Heading (The Retern Address) or Letterhead - Companies usually use
printed paper where heading or letterhead is specially designed at the top of
the sheet. It bears all the necessary information about the organisation’s
identity.
b.
Date -
Date of writing. The month should be fully spelled out and the year written
with all four digits October 12, 2005 (12 October 2005 - UK style). The date is
aligned with the return address. The number of the date is pronounced as an
ordinal figure, though the endings st, nd, rd, th,
are often omitted in writing. The article before the number of the day is
pronounced but not written. In the body of the letter, however, the article is
written when the name of the month is not mentioned with the day.
c.
The Inside Address - In a business or formal letter you should give the address of the
recipient after your own address. Include the recipient's name, company,
address and postal code. Add job title if appropriate. Separate the recipient's
name and title with a comma. Double check that you have the correct spelling of
the recipient's name.
The Inside Address is always on the left margin. If an 8 1/2" x
11" paper is folded in thirds to fit in a standard 9" business
envelope, the inside address can appear through the window in the envelope.
d.
The Greeting - Also called the salutation. The type of salutation depends on your
relationship with the recipient. It normally begins with the word
"Dear" and always includes the person's last name. Use every
resource possible to address your letter to an actual person. If you
do not know the name or the sex of of your reciever address it to Dear
Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As
a general rule the greeting in a business letter ends in a colon (US style). It
is also acceptable to use a comma (UK style).
e.
The Subject Line (optional) - Its inclusion can help the recipient in
dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the word Subject: or Re: Subject
line may be emphasized by underlining, using bold font, or all captial letters.
It is usually placed one line below the greeting but alternatively can be
located directly after the "inside address," before the
"greeting."
f. The Body Paragraphs - The body is where you
explain why you’re writing. It’s the main part of the business letter. Make
sure the receiver knows who you are and why you are writing but try to avoid
starting with "I". Use a new paragraph when you wish to introduce a
new idea or element into your letter. Depending on the letter style you choose,
paragraphs may be indented. Regardless of format, skip a line between
paragraphs.
g. The Complimentary Close - This short, polite
closing ends always with a comma. It is either at the left margin or its left
edge is in the center, depending on the Business Letter Style that you use. It
begins at the same column the heading does. The traditional rule of
etiquette in Britain is that a formal letter starting "Dear Sir or
Madam" must end "Yours faithfully", while a letter starting
"Dear " must end "Yours sincerely". (Note: the
second word of the closing is NOT capitalized)
h. Signature and Writer’s
identification - The signature is the last part of the letter. You should sign your
first and last names. The signature line may include a second line for a title,
if appropriate. The signature should start directly above the first letter of
the signature line in the space between the close and the signature line. Use
blue or black ink.
i.
Initials, Enclosures, Copies - Initials are to be included if someone other
than the writer types the letter. If you include other material in the letter,
put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last
entry. cc means a copy or copies are sent to someone else.
2.
Style
of a business letter
a.
Full block style
Writing on full block
style: business letter usually located on flattened left as letter head, date,
inside address, subject, salutation, body of letter, complementary a close,
signature or as a whole of format letter being in a position flattened left.
b.
Block Style
When he was writing a business
letter, for example, a letter a request for work you must pay attention to the
format or style of letters and a typeface ( font ) used. The format of a
business letter most frequently used is the block style. Applying this format
all parts of a letter written flattened left with spaces between lines single /
of a sentence and spaced duple inter-intercity alinea or paragraphs. The image
on the latter part of this article is an example of a business letter with the
format of the block.
c.
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.
d.
This format Indented
Style
On the first line at the beginning
of each paragraph starts with a few spaces from the left side, the distance is
usually 1 cm spacing. the writing inside the address and signature section is
done identasi. The magnitude of the identasi on each line is directly
proportional to the order line. For example the first line does not do
identasi, on the second row done identasi 0, 5 cm, in the third line is also
done identasi 1 cm, etc. On the first line of every paragraph begins a few
spaces from the left side. Usually 1 cm spacing distance from the left border.
e.
Simplifed Style
Format
Simple shapes (Simplified Style) is
a form letter that is almost similar to the shape Straight Full but only
without any greeting and closing greeting. Usually this letter goes to the
people who were working at the company. Sometimes the simple form of letter
writing is very simple without regard neatness and regularity.
f.
Hanging Style Format
Hanging Style is the Format
paragrafnya hang, or leaning more to the left. the form of this letter on
letter head, date, complementary close and signature are in the position of the
Middle letters. The other part on letters such as the inside address, salutation,
body, subject of letter are in the position of left-align. at the beginning of
the paragraph, paragraphs hanging is not spaced.
g.
Information that you can get from inquiry letter
The
letters that are written for collecting information about job seekers, prices,
products, and services before awarding jobs, granting credit, making contracts
and giving promotions are known as letters of inquiry. Reviews These letters
are written to a third party either seeking information about a job or a
company that wishes to the make-business relationship.
4. Complete the
sentences in this letter. Use the word below!
|
·
response
|
·
enclose
|
·
apply
|
·
in
|
·
curriculum vitae
|
|
·
position
|
·
graduated
|
·
forward
|
·
interview
|
·
resource
|
Mikail
Peter
Jl
Malaka I
Jakarta
15670
Tel:
207 856 1199
E-mail:
mpeters@yahoo.com
March
1, 2012
Human
(a) resource Director
Kauffman Equipment, Inc.
Shangrilla
112
Jakarta
Dear
Sir/ Madam:
With
reference to your advertisement (b) in
Today’s issues of Kompas, I would like to (c)
apply for the (d) position
of an Administration staff in your firm. I herewith take the
liberty of tendering my application as
a candidate for the post you offered.
I
am eighteen years old and have (e) graduation
from senior High School. I have fair knowledge of office administration and I
can speak English as well. I also used to take computer course so that I can
use computer with accuracy and speed.
For
you further information, I (f) enclose
a copy of my certificate, (g) curriculum
vitae and a recent photograph.
I
would be very grateful if you could give me an opportunity of an (h) interview I look (i) forward
to having your (j) response.
Yours
faithfully,
Mpeter
Mikail Peter
Sumber :
