A business
letter is more formal than a personal letter. It should have a margin of at
least one inch on all four edges.
Parts
of business letter :
1. The Heading.
This contains the
return address (usually two or three lines) with the date on the last line.
Sometimes it may
be necessary to include a line after the address and before the date for a
phone number, fax number, E-mail address, or something similar.
Often a line is
skipped between the address and date. That should always be done if the heading
is next to the left margin.
It is not
necessary to type the return address if you are using stationery with the
return address already imprinted. Always include the date.
2. The Inside
Address.
This is the
address you are sending your letter to. Make it as complete as possible.
Include titles and names if you know them.
This is always on
the left margin. If an 8½" 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.
An inside address
also helps the recipient route the letter properly and can help should the
envelope be damaged and the address become unreadable.
Skip a line after
the heading before the inside address. Skip another line after the inside
address before the greeting.
3. The
Greeting.
Also called the
salutation. The greeting in a business letter is always formal. It normally
begins with the word "Dear" and always includes the person's last
name.
It normally has a
title. Use a first name only if the title is unclear--for example, you are
writing to someone named "Leslie," but do not know whether the person
is male or female.
The greeting in a
business letter always ends in a colon. (You know you are in trouble if you get
a letter from a boyfriend or girlfriend and the greeting ends in a colon--it is
not going to be friendly.)
4. The Body.
The body is
written as text. A business letter is never hand written. Depending on the
letter style you choose, paragraphs may be indented. Regardless of format, skip
a line between paragraphs.
Skip a line
between the greeting and the body. Skip a line between the body and the close.
5. The
Complimentary Close. This short, polite closing ends 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 block style is
becoming more widely used because there is no indenting to bother with in the
whole letter.
6. The
Signature Line. Skip two lines (unless you have unusually wide or narrow
lines) and type out the name to be signed. This customarily includes a middle
initial, but does not have to. Women may indicate how they wish to be addressed
by placing Miss, Mrs., Ms. or similar title in parentheses before their
name.
Format
of business letter :
Block
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
Modified Block
Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.
Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.
Styles of business
letter :
1. Full
Block Style
2. Block Style
2. Block Style
3. Semi
Block Style
4. Idented Style
5. Simplified
4. Idented Style
5. Simplified
6.
Hanging Idented Style
Example
of business letter :
3519 Front
Street
Mount Celebres, CA 65286
October 5, 2004
Ms. Betty Johnson
Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms. Johnson:
Mount Celebres, CA 65286
October 5, 2004
Ms. Betty Johnson
Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms. Johnson:
It has come
to my attention that your company, The Cooking Store has been late with paying
their invoices for the past three months.
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555.
Sincerely,
Signature
Bob Powers
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555.
Sincerely,
Signature
Bob Powers
Accounts Receivable
sumber :
