Understanding Letters
The letter is a written
communication tool briefly and systematically arranged. Activities exchanging
letters from one person to another or from organization to organization called
correspondence or correspondence. The culprit is called correspondent.
Function Letter
As communication tool, written proof, as a reminder,
the guidelines act, information security, ambassador / representative,
organizations and historical documentation of an activity.
Business Letter
Is a letter that is typically used
by companies for trade or business of buying and selling. Business letters have
varying forms, but remain raw and official.
Types Business Letters
There are many
types of business letters, among others, include:
- Letter of Purchase Order (PO)
- Job Application Letter
- Business License
- Letter of Agreement
- Letter of Agency
- Letter of Assignment
- Letters Minutes
- Notice of Office Move
- Letter of Agreement
- Letter of Agreement
- Etc
Parts
1. 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.
2. The
date of the letter
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.
3. 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.
4. The
Greeting / Salutation
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).
5. 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: orRe: 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.”
6. 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.
7. 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).
8. 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.
9. 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.
Styles
- · Block Style
- · Semi Block Style
- · Full Block Style
- · Indented Style
- · Simplified Style
- · Hanging indentation Style
The
function of a business letter
- Mail serves as a medium of communication between the two parties indirectly which each party does not have to meet face to face but remain in formal circumstances.
- Media that can be used as a communication tool to tangle hospitality and cooperation is still running, although in between two parties are not bound cooperation.
- Tool that can describe the criteria between two sides, so that both can be mutually aware of each criteria may or may not cooperate.
Examples
Of Business Letters
LOGO AND COMPANY LETTERHEAD
LETTER OF AGREEMENT
The undersigned is:
Name : Andri Dwi Nugroho
Address : Jln. Narogong
Sakti 10, Bekasi 17115
No. ID card : 1275584210000851
No. Phone. : 0878-7554-5449
I hereby declare has
received from Maju Jaya, Tbk, 1 (one) Unit Notebook Lenovo IdeaPad G470-9919
with the following details:
Specifications:
- Processor Intel Core i5 2520M (2.5GHz/1333MHz/3MB L3 Cache)
- Memory 4GB DDR3
- 500GB hard drive
- DVD ± RW, NIC, WiFi
- Bluetooth, Camera
- 14 "WXGA
- Interface Provided 4x USB 2.0, VGA, HDMI, LAN, Audio
- Include Carrying Case, 6 Cells Battery, DOS
- Warranty 1 Year
- SN: CB16999564
Total Price IDR. 6.410.000
Down Payment 30% IDR. 1.900.000
The rest credit IDR. 4.510.000
Payment for the above
done Notebook system "Lease-purchase (leasing)," The definition of a
lease (leasing) is a system of rental payments that will be paid each month for
11 months and above Notebook will be my property when the lease payments for 11 (eleven) months along with a fine delay (if any) have me pay off.
I have given down
payment of Rp. 1.900.000, - (one million nine hundred thousand dollars),
and the rest of the payment of Rp. 4.51 million, - (Four million five
hundred and ten thousand dollars) will my installment for 11 times the value of
the credit to the credit of Rp. 410.000, - (Four hundred and ten thousand
dollars) per month. Payment is due on the 22nd of each month, transferred
to the account:
BCABANK
A/C:123.456789.0
A / N: Triyanto
A/C:123.456789.0
A / N: Triyanto
Payment I (First),
began on 22 November 2014 and rental payments to 11 (eleven) maturing on
September 22, 2014 Slip Copy deposit / transfer is a valid substitute proof of
payment receipts. I hereby declare will not sell or transfer the device to
another party Notebook during the lease term has not expired.
When my late rental
payments monthly transfer of a predetermined schedule, then I am willing to be
charged a late fee of Rp. 50.000, - (fifty thousand dollars) per day with
a maximum delay of 14 days. If the monthly lease payment delays exceeding
14 days, then through this letter, I hereby authorize the Indo Maju Hya, Tbk to
pull back 1 unit above Notebook The notebook wherever located, and Down Payment
along with lease payments that have been paid are considered as disposable
lease payments, and not refundable.
Thus the power of this
statement and I made with full awareness of, and without coercion from any
party.
Bekasi, October 22,
2014
That makes the
statement
( Andri Dwi Nugroho )
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