“Business letter”

“BUSINESS LETTER”
Tugas Mata Kuliah
Bahasa Inggris Niaga
Pengampu : Drs. H. Djalal Fuadi, MM.
NAMA : DIAN TRI PRASETYOWATI
NIM : A210120103

PENDIDIKAN AKUNTANSI
FAKULTAS KEGURUAN DAN ILMU PENDIDIKAN
UNIVERSITAS MUHAMMADIYAH SURAKARTA
2013

A. Penjelasan atau Uraian Tentang Business Letter.

A business letter is a letter dealing with business. It is written in formal language, usually
used when writing from one business organization to another, or for correspondence between
such organizations and their customers, clients and other external parties. Business letters are
more formal in writing; follow formats strictly, are concise, clear and direct to
the point.The overall style of letter will depend on the relationship between the parties
concerned. There are many reasons to write a business letter. It could be to request direct
information or action from another party, to order supplies from a supplier, to identify a
mistake that was committed, to reply directly to a request, to apologize for a wrong or simply
to convey goodwill. Even today, the business letter is still very useful because it produces a
permanent record, is confidential, formal and delivers persuasive, well-considered messages.
B. Parts of a Business Letter
1. The heading.
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 reference.
This is typed on the same line as the date, but on the left, and consists of the initial of the
person who sign the letter(in this JAS) and those of the typist (DS).
3. The 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.
4. 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.
5. The salutation.
Bellow the address a double space at least is left, and the word ‘Dear Sirs’ are typed.
6. 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)
7. The signature.
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.
8. 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.
PPPPPaParts of a Business Lette of a Busines

American Style British Style

Heading According to the format but
usually aligned to the left The heading is usually placed
in the top right corner of the letter
(sometimes centred)
Date October 19, 2005 (month-day-year)
According to the format but usually
aligned to the left
(two lines below the heading) 19 October 2005 (day-month-year)
Usually placed directly (or 1 blank line)
below the heading.
Salutation Dear Mr./Ms. Smith:
Dear Sir or Madam:
Gentlemen:
After the salutation there is a colon (:) Dear Mr./Ms. Smith,
Dear Sir or Madam,
Dear Sirs,
After the salutation there is a comma (,)
Complimentary close Sincerely,
Sincerely yours,
Yours truly, Sincerely,
Yours sincerely,
Yours faithfully,
C. Contoh Business Letter
1) Letter No. 123/OC/EA/X/2011
OFFERING COOPERATE
=========================================================
JAYA MEBELINDO, PT
Jl. Pemuda No 312 Semarang
Central Java
Tel: 024-5642100
November 4th 2011

The Vice President,

Overseas Purchase Dept.,
DOBO Garden Center
Hillview Ave.,
New York, U.S.A
Dear Sir,
We thank you for your interest with my furniture products which shown in your email dated
October 28th 2011.
We have a vast variety of garden furniture and we can undertake making furnitures of your
good choice with you company brand.
We earnestly feel that it shall be good for both the companies if you or any authorised person
from your Purchase Dept visit our factory for an on-the-spot assessment.
We shall be glad to receive him to view our products and production method. This will
enable him to order appropriately.

Yours faithfully,

Ginanjar
Overseas Manager

2) 3519 Front Street

Mount Celebres, CA 65286
(602) 555-5555
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,
Bob Powers

Accounts Receivable
3)
123 Corina Blvd.
Flushing, NY 11235

July 27, 1994

Popona Magazine
115 Eiken Street
New York, NY 10009
Attention: Editor
Subject: Article written by Ms. Tutenberg on June 30
Dear Editor:
On June 30, 1994, you published an article by the author Mary Tutenberg, which I found to
be very disturbing. Finally, President Clinton and Hillary Rodham Clinton are getting closer
to providing Americans with an opportunity to receive health care regardless of age, sexual
orientation or economic status. But Ms. Tutenberg does not want to see these health care
reforms take place, and so she makes it her ambition to use the health care issue as an
opportunity to unjustly attack homosexuals with AIDs, claiming that “the health care plan is
nothing but a disguised liberal plot to bring homosexuality and other such deviant behavior
into the main stream.”
Being a homosexual, I find Ms. Tutenberg’s homophobic commentary to be extremely
offensive, misinformed and unenlightened. To blame any disease on a particular group of
people or to punish people for the disease they have contracted is destructive to all Americans
both spiritually and physically. In the past, I have purchased your magazine because I found
it to be very informative: a magazine that views contemporary issues objectively. If you
continue to include such moral majority bigots as Ms. Tutenberg, I will stop buying Popona
— and so will a lot of other people.
Sincerely,

Mr. Wallace Davis

Registered Nurse

cc: Ms. Tutenberg

4)
123 Winner’s Road
New Employee Town, PA 12345
March 16, 2001
Ernie English
1234 Writing Lab Lane
Write City, IN 12345
Dear Mr. English:
The first paragraph of a typical business letter is used to state the main point of the letter.
Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a
couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.
Beginning with the second paragraph, state the supporting details to justify your purpose.
These may take the form of background information, statistics or first-hand accounts. A few
short paragraphs within the body of the letter should be enough to support your reasoning.
Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the
purpose of your letter is employment related, consider ending your letter with your contact
information. However, if the purpose is informational, think about closing with gratitude for
the reader’s time.
Sincerely,
Lucy Letter

5)
123 Elm Ave.
Treesville, ON M1N 2P3
November 23, 2008
Mr. M. Leaf
Chief of Syrup Production
Old Sticky Pancake Company
456 Maple Lane
Forest, ON 7W8 9Y0
Dear Mr. Leaf:
Let me begin by thanking you for your past contributions to our Little League baseball team.
Your sponsorship aided in the purchase of ten full uniforms and several pieces of baseball
equipment for last year’s season.
Next month, our company is planning an employee appreciation pancake breakfast honoring
retired employees for their past years of service and present employees for their loyalty and
dedication in spite of the current difficult economic conditions.
We would like to place an order with your company for 25 pounds of pancake mix and five
gallons of maple syrup. We hope you will be able to provide these products in the bulk
quantities we require.
As you are a committed corporate sponsor and long-time associate, we hope that you will be
able to join us for breakfast on December 22, 2008.
Respectfully yours,

Derek Jeter
D. Contoh Surat The Inquiry

(1) THOMAS & CO. LTD

Regrent Street 435
London W.I

Ref : DS/RC
25 June 2009
The Krakatau Steel Engineering Co
Cilegon
West Java

Dear Sir or Madam,

Subject : Request for Catalogue

We saw your advertisement in the “Metal Worker” a few days ago and interested in your
steel products.

Please let us have the details of your product together with the sample, terms of payment and
the price list. If the quality is satisfactory and the terms are reasonable, we will place a large
order soon. Could you give us details of discount and the fastest delivery please.

We hope to receive your reply soon.

Yours faithfully,
Mr. John Lennon
Sales Manager

(2) HERJUNO BUSANA & CO

NO. 208 Jl. Cipaganti
Bandung 40131, West Java
INDONESIA
2th November 2011
Ref. KM/LS
Mountleband Corporation.
109 The Fifth Street,
Singapore 009
Dear Sirs,
MOUNTLEBAND MENS SHIRTS MEDIUM SIZE
We are a boutique located in Bandung, and we were interested in your
mountleband mens shirt medium size product.
Therefore, we will appreciate it if you can send us a very detailed explanation of the product
complete with your catalogues, price list, term, sample of design, and payment.
We would also to know if you are offering any trade discounts.
If you can quote us your favorable prices, we would like to place our order
as soon as possible.
We are looking foward to hearing from you.soon.
Yours faithfully,
FOR HERJUNO BUSANA & CO
Karmila
Purchase Manager
(3)
PT. ABDURAHMAN PERSADA
Jl. Ujung Harapan Raya No. 57
Kab.Bekasi
2 December, 2011

PT. PRIMA NUGROHO

Jl. Krakatau Blok A7 No.43
Bekasi Timur
Dear Sir or Madam,
We saw your product at International Design of Shoes Fair in Mega Bekasi on 1 December
2011 and made interested us.

Please send types of sample, the terms and catalogue of the shoes. If the cost is low and the
types of sample are interesting, we will order your product.

We are looking forward to receiving your reply soon.

Yours faithfully,

Deni Soeltoni
Head of Distributor
(4)
CLOUD CLOTHES DISTRO Of INDONESIAN PRODUCT
103 Margonda Street
Depok, West Java, Indonesia

December 21, 2012

Cokro Darmawan Executive Director
PT. INDONESIAN GARMENT
Merdeka Raya Street, No 30
Jakarta 1230
Dear Mr Cokro,

When we attended Jakarta fair, we visited your stand and we are very interested in the results
of garment exhibited.

Associated with it, can we have the details of your products with the sample, and the term of
payment and price list, besides its also can you give us details of discounts, and delivery time
after an order. If the results are satisfactory and the terms can be agreed upon, we will do a
big order as soon as possible.

We look forward to receiving your reply soon.

Sincerely,
Marketing Director

(5)
PURNAMA ELECTRONIC LTD.
Jl. Ahmad Yani 67
Sukaraja Bogor
EP/DA
June 7th, 2012
Allwood and Sons Ltd.
22 Highland Way
Ashford Kent
Subject : Inquiry
Dear Sirs:
Our partner, Mr. John William, the chief of William X-nics Company, had noticed us that
you have been producing electronics spare part.
We are electronic distributor of radios and televisions. We need supplier to fulfill customer’s
need.
Please let us have details of your products including sizes, colors, prices also send us the
booklets that had translate in Indonesian language.
Your prompt reply would be appreciated.
Yours faithfully,

Eka Purnamasari
Marketing Manager
E. Contoh Surat Replies Of The Inquiry
(1)
THE BIG CO
Cilegon
West Java

Your ref : DS / RC
2 July 2009
Our ref : DL / RC
Thomas & Co. Ltd.
Regrent Street 435
London W.I

Dear Madam,

Re : Request for Catalogue

Thank you for your inquiry letter of 25 June 2009 and interested in our advertisement.
As requested, we enclose here with the latest illustrated catalogue together with price list and
the terms. Dispatch of product will be sent after we receive your order letter in two weeks and
we could give 3% cash discount in 30 days from invoice date.

We are looking forward to your order soon.

Yours Faithfully,

Mr. Gordon
Marketing Manager

Encl. catalogue

(2)
MOUNTLEBAND CORPORATION.
109 THE FIFTH STREET
SINGAPORE 009
27th September 2011
Your Ref. : KM/LS
Our Ref. : RG/AE
Herjuno busana & Co.
No 208 Jl Cipaganti
Bandung 40131, West Java
Indonesia
Dear Mrs Karmila,
MOUNTLEBAND MENS SHIRTS MEDIUM SIZE
We thanks you for your inquiry about our mountleband mens shirts product.
We are enclosing our catalogue together with prices and terms, for your review and are
confident that this catalogue will provide many of
the answers you have inquired.
We are also pleased to inform you that we will allow you a 9% discount on order of 50
pieces.
We hope you will find our prices and terms satisfactory and expecting your order as soon as
possible.
If there is additional information you would like to know regarding our products, please do
not hesitate to contact us. We will be most happy to be of assistance.
Yours faithfully,
FOR MOUNTLEBAND CORPORATION
Robert Goh
Sales Manager

(3)
PT. PRIMA NUGROHO
Jl. Krakatau Blok A7 No.43
Bekasi Timur
4 December, 2011

PT. ABDURAHMAN PERSADA

Jl. Ujung Harapan Raya No. 57
Kab.Bekasi

Dear Mr Deni Soeltoni,

We thank you for you inquiry of 2 December, 2011. As requested, we enclose our illustrated
catalogue which gives complete details of our shoes, together with the prices and the models.

We expect that our catalogue, prices, and the terms give all information requested.

We are looking forward to receiving your order soon.

Yours sincerely,

Yudha Pradipta
Chief Manager

Encl. illustrated catalogue

(4)
PT. INDONESIAN GARMENT
Merdeka Raya Street, No 30
Jakarta 1230
December 22, 2012

Sugianto, Marketing Director

Cloth Clothes Distro Indonesian Product
103 Margonda Street
Depok, West Java
Dear Mr.Sugianto,

Thanks for your letter inquiry and have been interested of our products.
As requested by you, we here be attach sample of superior products along with our latest
price list and requirements. Product delivery will sent after we received the order from you in
two weeks, and we also give you discount of 5% if you make big orders.

We are looking forward your order immediately.

Sincerely

Executive Director
(5)
ALLWOOD AND SONS LTD.
22 Highland Way
Ashford Kent

Your ref : EP/DA

Our ref : MW/SR
June 11th, 2012
Eka Purnamasari
Marketing Manager
Purnama Electronic Ltd.
Jl. Ahmad Yani 67
Sukaraja Bogor
Re : Giving information
Dears Mrs. Eka:
We thank you for your inquiry of June 7th 2012 asking for detailed information.
We are sending you herewith illustrated catalogue together with pricelist and samples
including the type and price of our products by separate post. We are sorry because the
booklets cannot be in Indonesian.
We also offer 10% discount for each radio and television if your order is more than 100
items. We assure you that that our products’ quality is high and suitable with the market
demand.
I hope to hear from you soon.
Yours sincerely,

Michael Wong
Sales Manager

Encl. Catalogue

Daftar Pustaka

http://agungcadel.blogspot.com/2012/10/the-business-letter.html#!/2012/10/the-business-
letter.
http://en.wikipedia.org/wiki/Business_letter
http://inamona92.blogspot.com/2012/12/inquiry-letter.html#!/2012/12/inquiry-letter.html
http://uniqueworld.blogdetik.com/2011/10/15/contoh-inquiry-letter-dan-balasanya-ala-neng-
lisda-d/
http://babilaut.blogspot.com/2011/12/inquiry-letter-of-english-business.html
http://aangdhonz.blogspot.com/2013/01/bahasa-inggris-bisnis-1-inquiry-letter.html
http://sitirobiahadawiah.wordpress.com/2012/07/28/first-inquiry-and-reply-inquiry/
http://www.studyenglishtoday.net/business-letter-parts.html
http://carapedia.com/surat_penawaran_kerjasama_bahasa_inggris_info948.html
http://jhagfasgfafeue.blogspot.com/