ENGLISH BUSINESS CORRESPONDENCE

“PARTS OF BUSINESS LATTER”

DISUSUN OLEH
KELOMPOK I

RARA FRANSISCA (22160122)

MIRA WIDIYO NINGRUM (22160316)
HASANNUDIN (22160399)
ROBY RAHMAN ANAS (22160174)
FARUQ LUKMAN HAKIM (22160099)
PANJI HARIYAHYA (22160104)
HEZATULO HULU (22150501)

Program Studi Manajemen Administrasi

Akademi Sekretari dan Manajamen Bina Sarana Informatika
Jakarta
2017
 FOREWORD

Praise and thanks giving to Allah SWT who has given His grace and mercy so that the English
Business Corespondence paper entitled "Parts Of Business Letter" can be completed. Not
forgetting shalawat and greetings, may always be poured to our great prophet Muhammad SAW,
his family, his friends, tabiit-tabiitnya to us as his people.

This paper is a task compiled as one of the tasks of English Business Corespondence course in
Bina Sarana Informatika. In the preparation of this paper there are many obstacles, but thanks to
the help of many parties in the form of motivation direction and information, this paper can be
completed.

With all humility, the author is ready to accept suggestions or constructive criticism from
anyone. Although this paper is still far from perfection, hopefully this paper can benefit all of
you.

Jakarta, March 2018

TABLE OF CONTENTS
 BAB I
PRELIMINARY

1.1. BACKGROUND

A business letter is a letter 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. 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.

1.2. FORMULATION OF THE PROBLEM

In this paper, we will discuss some points about the importance of business letters. As follows :

a. Definition
b. Elements of Official Letters
c. Language Business Letters
 BAB II
DISCUSSION

2.1. DEFINITION

Knowing about the Sections of Letters is one of the terms and conditions of writing a good and
correct letter. In general, the definition and definition of a business letter is a letter used by a
person, organization or institution that delivers business messages in writing to another party
using certain media either in the form of mailing, fax, telephone or internet.

Examples of business letters vary greatly in number, may include work orders, business
introductory letters, product order mailings, office change mailings, billing letters, contracts of
employment, letters of agreement or complaint letter.

2.2. ELEMENTS OF OFFICIAL LETTERS

The parts of the letters I will describe below are the parts of the official letter, the parts of the
official letter are as follows :

a. Head of letter / letterhead

Generally letterhead or letterhead includes some things that have a function to facilitate the
recipient of the letter in knowing the name, type of activity, business, office address or an
institution.

Some of the things that are usually included in letterhead include :

  Logo or symbol of an institution or company
 The name of an institution
 Phone number, fax, email or Agency address
 Especially for the company can be added with the kind of business, activities etc.

b. Date of mail delivery

In date writing, the type of letter with letterhead or head of the letter does not need to include the
address or name of a city, for reasons that are already in the letterhead or head of the letter.

However, when the letter includes a personal letter, it is preferable before the date of delivery is
preceded by the writing of the address or city of the sender of the letter. As appropriate, date
writing should always be followed by the name of the month as well as the year.

c. Number of letters

An official letter representing an agency, agency, company or organization usually uses the
numbering of mails issued or received. The letter number usually includes the serial number of
letter writing, letter code, date, month and year of letter writing. The numbering of the letter
serves to :

 Facilitate the settings, both for storage and reinvention as needed.

 Know the number of letters received and issued by organizations, institutions or
companies.
 Facilitate the classification of letters based on their contents.
 Appropriate appointment of sources in correspondence.

d. Things / Subject

The purpose of the matter or subject in the letter is to facilitate the recipient of the letter in
knowing the content or the main purpose of the letter.
 e. Appendix

The writing of an attachment to a letter lies below the letter number and simply mentioned the
number of sheets, copies, or just one file. When the number of attachments included is less than
ten then it is written with letters.

f. Address to be addressed

In the official letter the destination address is written in two places. The first is on the cover letter
and the second on the letter sheet. Writing the destination address on the cover must be written
completely so that it is easily understood by the sender.

g. Greetings opener

The opening greeting in the letter serves to open a conversation and also to honor.

h. Fill in the letter

 Opener

The opening is the first alenia that serves as an introduction or introduction to the information
presented in the content alenia.

 Contents

Alendia content contains information to be submitted.

 Cover

While this covering alenia contains a thank you or hope from the author of the letter to the reader
of the letter.

i. Cover letter
The function of the cover letter is to close a conversation in the letter. In other words, it can be
interpreted that the conversation in the letter has been completed.

j. Sender's signature

The function signed by the letter is to show that the letter came from a reliable, accountable, and
official source.

k. Copies

The main function of the copy in the letter is to facilitate when one day examined by the
interested parties or concerned.

2.3. LANGUAGE BUSINESS LETTERS

a. Language Criteria of Good Letters

The letter language must meet the following criteria :

1) Default language.
2) Clear or non-meaningful language.
3) Straightforward: not redundant, not a lot of lip service, follow the development of the
letter language.
4) Effective and efficient.
5) Coherent language, each idea is poured in 1 paragraph.
6) Reasoning.
7) Attract or contain a sense of language: proper vocabulary, optimism, avoid direct
disclosure of unpleasant things.

b. When Raw Language is Used

1) Official communication: official letter, announcement, legislation, and others.

2) Engineering discourse: minutes, official reports, scientific writing.
3) Public talk: meetings, lectures, lectures, seminars, and more.
4) Talk with a respected person.
 c. EYD Often Used In Correspondence

1) Writing Company Name and Address

2) Position Name Writing
Position names that are prevalent in the corporate environment of the director, manager,
chief, chairman. Capital letters are used as the first letter of the title names if followed by
the company name.

3) Caption Writing and Acronyms

Common abbreviation consisting of two letters, each letter followed by a dot. Example :

 a.n. : On behalf of the

 d.a. : by address
 s.d. : up to you

Common abbreviations consisting of three letters are only followed by a dot, for example :

 Dear. : Dear
Other abbreviations followed by periods are abbreviations of the person's name and the
abbreviation of the title name, either a bachelor's degree, a noble degree, or a religious
degree, for example:
A. Yani: Ahmad Yani (name abbreviation)
H. Saleh: Haji Saleh (religious abbreviation title)
Ir. Shofia: Shofia Engineer (short for bachelor's degree)

Abbreviations of unit size, measure, scales, and currency symbols are not followed by periods,
for example :

 cm: centimeter
 kg: kilogram

Company name abbreviations, government agencies, organizations, and official document names
consisting of initial letters are written in capital letters and not dotted For example :
  MPR: Majelis Permusyawaratan Rakyat
 PT: Limited Liability Company

Writing greetings and closing greetings

The writing of both types of greeting begins with a capital letter and ends with a comma.
Example: Greetings opener Regards closing Dear Sirs, Yours sincerely, Regards reverence,
Greetings cover with the signature and the name of the sender clearly and his position.

d. Writing Words

The foreword to and written is written separately with other words following it when followed
by the place word, while the prefix to and written is coupled with the following word if it is not
followed by the place word.

Combined two or more words are written separately

Example: Thank you Interest rates Combined words that are considered to be united is written a
series.

Combined word that has one element is a word bound, written a series. Example: post-graduate
post-sales clerk

The combination of words followed by a prefix or suffix is written separately, a combination of

prefixes and suffixes are written together.

e. Writing Forms of Details

The punctuation used in the details is a comma. Example: We expect your presence in a board
meeting to be held on Tuesday, August 1, 2006, at 14.00s.d. 16.00 WIB in the conference room
to discuss the stock price decline.
 BAB III
COVER

3.1. CONCLUSION

Business correspondence is an activity of correspondence done in the business world, whether in

the form of letters, memos, agendas, proposals, or business reports. It is also explained that the
letter is a written communication tool delivered by a party to another party by using certain
media. One of the things that distinguishes regular letters and business letters is the purpose of
writing them. Business letters are oriented towards business activities as well as the style of
language used.

In terms of business communication, the letter is very big role to support the process of the
continuity of the company either to establish cooperation between one party with other parties.