A letter
head consists of a name and address of a firm that sends a business letter. It
sometimes consists of telephone number, address of branch of offices, names of
CEO. It is usually printed on the top of the paper.
Example:
A.
ENGLET & BROT LTD 115
Downing Street LONDON- ENGLAND
B.
GOOGLE MILLS INCORPORATION 499 NORTH WARREN AVENUE SYRACUSE 2, NEW YORK
It consists
of date, month, year or (month, date, year). If there is no Letter Head, make
sure you put the name of the city before the date line.
Examples :
23rd November,
2013 or November 23rd,
2013
28
July, 2013
or July 28, 2013
If there is
no letter head in a letter, you must write a full address of the sender,
example :
115
Downing Street, London
June
28th, 2009
It usually
consists of 3 or 4 lines, :
The name of
a person or the firm you are writing to.
Number,
the name of the street
The name of
city ( A country when applicable)
Examples :
Mr.
Prana Pramudya
115
Downing Street
London
Mmes.
Robert Thompson & Audrey
112,
Downing Street
London
E.C. 2, England
Business letters are usually more
addressed to companies than to one person. But, sometimes this form of written
communication should take place between company and company or
between company and a person and vice versa. In this situation we need to use
what people call "attention line". We mostly use attention
line for the following three reasons :
- We want the letter directly
delivered to a certain people in a company.
- We do not know the person's
name we are writing to and we decide to write to the company he or she
works in.
- We want the letter to reach a
person we are writing to faster.
Attention
line is usually
put after inside address.
Example:
Gifted Restaurant 16771 Fifteen Avenue New york,
N. Y.
Attention
: Miss Rachel White
British
Style
Examples:
Dear
Sir,
Sir,
Dear
Sirs,
Dear
Madam,
Mesdames,
American
Style
Examples:
Dear
Sir:
Sir:
Gentlemen:
Dear
Madam:
Mesdames:
If you know
the person you are writing to, you can use the style below which is more
personal or informal
Dear
Mr. Brown,
My
dear Madam Tiara,
Subject
Line is usually
capitalized and underlined:
Examples:
A good
letter body should fulfill the following requirements :
- Concise / short : Never make up
sentences just to make a letter look longer.
- Simple : Avoid making up
complex sentences. Try to make up a simple sentence.
- Systematic : Always put your
ideas in order from A to Z. ( From opening paragraph to closing paragraph
there should not be any repetitions)
Body of the
Letter consists of
3 paragraphs :
- the opening paragraph
- the content paragraph
- the closing paragraph
Complementary
Closing usually
consists of 2 lines:
- Closing
Words / Expressions
- Name
of Firm
Examples:
Yours truly,
Wisnu & Ninda LTD
Truly Yours,
Wisnu & Ninda LTD
Business letter signature line
Usually consists of
signature of the person who
writes the business letter. Below the signature we usually
put our name. Below our name, sometimes we put our title
or position in the company or institution
we work in. Mostly, this is just to
inform the person who has not known us before.
Examples :
signature
Adam
Williams
Customer
Relation Manager
|
signature
Adam Williams |
Identification Initials are usually used by large-sized
companies for administrative purposes only.
Identification
Initials mainly have
two functions :
a) to give information about the
secretary or the author of a business letter.
b) to provide data in case of some
incidents or errors.
Identification
Initials are
generally put at the left-hand bottom, just after the signature line. They are
sometimes put at the same line with the date line.
Example :
J.B./m.h.
The identification initials mean that the author is Jack Brown and the secretary/clerk is Meredith Harrison.
J.B./m.h.
The identification initials mean that the author is Jack Brown and the secretary/clerk is Meredith Harrison.
There are
several main sections that are consistent with every business letter format.
When writing a business letter, be sure to include all components:
- The
Heading: common with every business letter format, the heading contains
your address and the date of writing.
- The
Inside Address: included the name of the addressee, that person’s title or
office, the name of the company or institution, and the full address
- The
Salutation: the formal greeting appears two lines lower than the inside
address.
- The
Body: use the body of your letter to explain the situation and to make
your request or response. Make sure it is done in a straightforward and
concise manner.
- The
Complimentary Close: the complimentary close is inserted three lines below
the last line of the body. The most common formulas are: Sincerely,
Sincerely yours, Yours truly, Yours sincerely.
- Your
Typed Name: in all business letters, there are usually four lines between
the complimentary close and the typed name as you intend to sign it.
- Your
Signature: always use blue or black ink. Match your signature and your
typed name.
- Special
Notation: lowest on the page, always flush left. Includes common notations
to indicate: carbon copies,enclosed documents, etc...
Business
Letter Styles
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