Form of Business Letter
Characteristics:
1.Clear
2.Concise/Brief
3.Complete
4.Courteous/Polite
5.Correct
6.Clean
7.Careful
Parts of Business Letter and the Usage
1.Heading/letterhead
About
sender’s name and address
e.g. P.T Utaba Indo
S. Widjoyo Centre, 3rd floor
Jl. Jendral Sudirman 71
Jakarta 12190, Indonesia
2.Dateline
a)About the date of sending the letter
b)About 3 or 6 spaces under heading.
c)Consists of day, month, and year (do not use number for
month)
e.g.
US Style: 18th January, 2008
UK Style: January 18th, 2008
3.Reference Line
about
the initial name of the person who sign
the
letter and the person who type the letter.
e.g. Ref. HH/AP
HH: Harrison Heywood
AP: Ann Palmer
4.Inside Address
a)About the name and the address of the receiver.
b)About 4 until 6 spaces under the dateline
e.g. The Overseas Trading Co. Ltd
50 Smith Street, Macstown
England MA 12 7QE
5.Attention Line
a)It is used when we would like to reach
a certain person in the company.
b)About 2 spaces under the inside
address.
e.g. For the attention: Mr. Atmadibrata
Purchase Manager
6.Salutation
a)It’s a greeting in a letter.
b)About 3 spaces under the attention line
or 3 space under the inside address (if the letter doesn’t have attention line.
e.g. UK Style: Dear Sir,
Dear Madam,
Dear Sir/Madam,
Dear Mr. Albert,
Dear Ms.
Claire
US
Style:
Dear Sir:
Dear
Madam:
Dear
Sir/Madam:
Dear Mr.
Albert:
Dear Ms.
Claire:
7.Subject
Line
About the
topic of the letter, generally it is underlined.
e.g.
Dear Sir,
TOYOTA FORKLIFT
Would you
like to send us your illustrated catalogue of your Toyota Forklift with price
and term. …………………..
8.Body of
the letter
1.Opening
paragraph
2.Message
of the letter
3.Closing
paragraph
9.Complimentary
Close
1.Yours
truly,
2.Yours
faithfully
3.Yours
sincerely,
10.Signature
11.Enclosure
It is
written with: Encl. or Incl. in the left bottom of the letter.
e.g.
- Encl. catalogue - Encl. three copies
- Incl.
pricelist - Incl. invoice
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