Salutation in a Business Letter

A letter salutation is a greeting, most often used in formal letters, used to begin the letter.
While choosing the salutations for writing business letters, one has to take into consideration
the seniority of the person being addressed and the relationship they share. Below are some
business letter salutations etiquette's one has to follow, while writing a formal business letter.
One of the most commonly used salutation is 'Dear', followed by the name. For instance,
 Dear Mr. Rogers
 Dear Mrs. Williams
If you know the person's name:
Dear Ms / Miss / Mrs / Mr / Dr + surname
Dear Mr Miller
You can also write the person's full name. In this case, leave out the title (Mr/Mrs). This way
of writing the salutation is very handy if you don't know the gender of the person.
Dear Chris Miller
If you don't know the person's name:
There are several possibilities to address people that you don't know by name:
Salutation when to use
Dear Sir / Dear Sirs male addressee (esp. in British English)
Gentlemen male addressee (esp. in American English)
Dear Madam female addressee (esp. in British English)
Ladies female addressee (esp. in American English)
Dear Sir or Madam gender unknown (esp. in British English)
Ladies and Gentlemen gender unknown (esp. in American English)
To whom it may
gender unknown (esp. in American English)
concern
Business partners often call each other by their first names. In this case, write the salutation
as follows:
 Dear Sue
Punctuation
As far as the punctuation is concerned, in American English a colon (:) is used after the
name, Dear Mr. Miller:
while in British English, don't use any punctuation mark or use a comma (,) after the name.
Dear Mr Miller or Dear Mr Miller,
In informal letters, you can use only the first name sans comma or colon, but in formal letter
you have to include these punctuation marks. If you don't know the person’s name, but are
aware of the gender you can use salutations such as
 Dear Sir
 Dear Madam
Note: Abbreviations for Mister, Misses etc. are usually written without full stops (Mr) in
British English and with full stops (Mr.) in American English.
If you are not aware about the gender of the receiver you should ideally use the non existing
salutation
 To Whom it May Concern
 Dear Sir/Madam
In case you want to refer to more than one person, you can either prefer to write their names
followed by commas or just use 'Gentlemen' or 'Ladies' to address them. If you know the
designation of the person in the company, but you don't know the name, you can use the
designation to address the person. An important part of the formal letter is the closing
salutation. You should avoid using salutations that sound a bit too stuffy or too casual. The
key is, the right mix. Something between too formal and too casual salutations.
 Kind Regards
 Best Regards
 With Appreciation
 Sincerely
 Regards
According to the norms of business letter salutation format if the salutation is followed by a
colon, the closing salutation has to be followed by a colon as well.
 Subject Line in a Business Letter
A subject line is not really necessary. You may want to use one, however, so that the reader
immediately knows what your letter is about. There are three common methods to distinguish
the subject line from the body of the letter:
 Use "Subject:" or "Re:"
 Type the subject in bold letters
 Type the subject in capital letters

British English
The subject line is usually placed between the salutation and the body of the letter (with a
blank line in between).

American English
In American English, the subject line can also be placed between the recipient's address and
the salutation (with a blank line in between).
 JOB APPLICATION

A. WRITING JOB APPLICATION

 Preparation
 Before you start:
 Read the advert closely so that you can tailor your
application to the requirements of the job
 Research the organization: this will show prospective employers that you really are
interested in them.
Composing the letter or email
General points
 Keep it brief. You don’t need to give a lot of detail. What you are
aiming for is a clear and concise explanation of your suitability for
the job.
 Begin your letter or email ‘Dear Mr/Mrs/Ms xxxx’ if you know the
person’s name, or ‘Dear Sir or Madam’ if you don’t know their name.
 Avoid inappropriate language such as slang or technical jargon.
 Use brief, informative sentences and short paragraphs.
 Check your spelling, grammar, and punctuation carefully. Some
employers routinely discard job applications that contain such
mistakes.
 Signature: if you are sending a letter rather than an email, always remember to sign
it and to type your name underneath your signature.

Your job application should let the employer know what position you are applying for, why
the employer should select you for an interview, and how you will follow-up.
When writing a job application, you should include:
 First Paragraph: Why you are writing - mention the job you are applying for and
where you found the listing.
 Middle Paragraph(s): What you have to offer the employer - mention why your
skills and experience are a good fit for the job.
 Last Paragraph: Say thank you to the hiring manager for considering you and note how
you will follow up.
THE SAMPLE SENTENCES

Sample 1: With reference to your advertisement in Sriwijaya Post (other newspaper) on 11 th

October 20xx, I would like to apply for one of the positions as Quality Control
(or other related position you wish to apply).

Sample 2: In response to your advertisement in Sriwijaya Post (other newspaper) on 11 th

October 20xx for an Information Technology or IT (position), therefore I am
interested in applying the position you offered.

Sample 3: I read from your website at www.p&g.com (address) that your company is
looking for employees to hold some positions. I know that your company has a
good reputation. P&G is one of the global leaders in the consumer products
industry, marketing more than 300 brands to nearly five billion consumers in
more than 140 countries, with annual sales of over $79 billion. (or the company
that you wish to apply). So I would like to join with your company as
programmer (position)

I have read from your website at www.p&g.com (address) that your company is looking for
employees to hold some positions. I know that your company has a good
reputation. P&G is one of the global leaders in the consumer products industry,
marketing more than 300 brands to nearly five billion consumers in more than
140 countries, with annual sales of over $79 billion. (or the company that you
wish to apply). So I would like to join with your company as programmer
(position)
Sample 4: Having heard that there is an exciting vacancy for a programmer (position) in
Sriwijaya post on 3rd October 20xx, I am interested in joining at your established
company. Telkomsel is the leading operator of cellular telecommunication
services in Indonesia by market share and revenue share (or the company that
you wish to apply). Therefore, it will be an honor if I can join your company.

Sample 5: I am writing in connection with an exciting vacancy for a programmer (position)

that I have heard from one of your employees, therefore I am interested in joining
at your established organization.

Middle paragraph

My name is Eko Wijaya, I am 21 years old. I graduated from Chemical

Engineering/Informatics Management (or the major that you were in) at State Polytechnic of
Sriwijaya in September 20xx with GPA 3.38. I consider myself that I have qualifications as
you want. I have good command on English, both oral and written.
My personality as a hard worker, fast learner type of person would bring benefit to your
company. I will be very appreciated if you give an opportunity to work in your company.

I am a creative person. I have high motivation, good communication skill, computer skill, and
other chemical engineering/informatics management skills such as industrial process analysis,
pilot plant operation, utility operation, boiler operation, waste treatment, product quality
control, mass and heat balance calculation, refinery and fractionation, chemical laboratory
analysis, Healthy Safety Environment, designing website, android application, or setting
network, creating LAN cable and troubleshooting, inputting data by using Accurate Program,
able to operate Hysys, Mathlab, MYOB, Visual Basic, Photoshop, VISIO, JAVA, FLASH,
knowledgeable in technology, making business correspondence, filing or archiving
documents, and presenting or explaining a financial report.

I am ready to work hard and highly motivated to work everywhere.

Last paragraph

I am available for interview at your convenience.

Herewith I enclose my curriculum vitae which will give details of my qualifications.

I hope my qualifications and experience merit your consideration and look forward to your
reply.

With my qualifications, I confident that I will be able to contribute effectively to your

company.

I would express my gratitude for your attention and I hope I could have the opportunity to
follow your recruitment test.

I would welcome the opportunity to meet you and discuss my qualifications for working at
your company. I look forward to hearing from you soon.
 APPLICATION LETTER

A. DEFINITION

A letter of application, also known as a cover letter, is a document sent with your resume to
provide additional information on your skills and experience.
A letter of application typically provides detailed information on why you are qualified for
the job you are applying for.

B. THE SAMPLES OF APPLICATION LETTER WITH NAME OR WITHOUT

NAME IN THE SALUTATION

Palembang, 24th September 20xx

HR Department
PT. Pertamina
Jl. Sudirman 19
Palembang

Dear Sir or Madam,

Thank you for posting your need for Programmer at Polsri.ac.id.  I am available to fill this
opening and can begin to work immediately after hiring. Everybody knows that Pertamina is
an established well-known oil and gas company since 1971. Therefore, it will be the greatest
achievement for me if I can work here.

My name is Khansa. I am 21 years old. I recently obtained my degree from State Polytechnic
of Sriwijaya with GPA 3.38. As a graduate in Informatics Management, I have acquainted
myself with a range of skills that would allow me to blend with your company.

From your advertisement, I can see that you are looking for candidates who also have
excellent computer skills. I have already demonstrated those skills as I was involved
computer works such as in word processing or MS Office, MYOB, financial report
presentation power point, email application, and inputting financial data during my job
training/internship at PT. Bukit Asam. I am able to make or explain financial reports, balance
sheet, or journal. I have a problem solving skill. I am also able to expain programming and
familiar with technology.
I have attached my resume for your review and this should give you some idea of my
educational qualifications and experiences. However, I look forward to having an opportunity
to meet with you and further discuss my qualifications. I look forward to hearing from you.

Yours Faithfully,

Khansa
Khansa, S.S.T

Palembang, 24th October 20xx

Ms. Naifah Azzahra

Manager
HR. Department
PT. Pertamina
Jl. Sudirman 19
Palembang

Dear Ms. Azzahra:

Thank you for posting your need for Programmer at Polsri.ac.id.  I am available to fill this
opening and can begin to work immediately after hiring. Everybody knows that Pertamina is
an established well-known oil and gas company since 1971. Therefore, it will be the greatest
achievement for me if I can work here.

My name is Khansa. I am 21 years old. I recently obtained my degree from State Polytechnic
of Sriwijaya with GPA 3.38. As a graduate in Informatics Management, I have acquainted
myself with a range of skills that would allow me to blend with your company.

From your advertisement, I can see that you are looking for candidates who also have
excellent computer skills. I have already demonstrated those skills as I was involved
computer works such as in word processing or MS Office, MYOB, financial report
presentation power point, email application, and inputting financial data during my job
training/internship at PT. Bukit Asam. I am able to make or explain financial reports, balance
sheet, or journal. I have a problem solving skill. I am also able to expain programming and
familiar with technology.

I have attached my resume for your review and this should give you some idea of my
educational qualifications and experiences. However, I look forward to having an opportunity
to meet with you and further discuss my qualifications. I look forward to hearing from you.

Sincerely yours,

Khansa
Khansa, S.S.T

Palembang, 23 May 20XX

HR Department
Bank Sumsel Babel
Palembang

To whom it may concern:

Having read your advertisement posted at polsri.ac.id., I have willingness to apply the
position as  a programmer. I am available to fill this opening and can begin to work
immediately after hiring.

My name is Eko Wijaya. I am 20 years old. I am a sixth semester student in Informatics

Management, State Polytechnic of Sriwijaya with last GPA 3.36. As a student in Informatics
Management, I have acquainted myself with a range of computer skills that would allow me
to blend with your company.

From your advertisement, I can see that you are looking for candidates who also have
excellent computer skills. I have already demonstrated those skills as I was involved
computer works such as in word processing or MS Office, MYOB, financial report
presentation power point, email application, and inputting financial data during my job
training/internship at PT. Bukit Asam. I am able to make or explain financial reports, balance
sheet, or journal. I have a problem solving skill. I am also able to expain programming and
familiar technology.
Besides computer skills, I also have archiving or filing skill and business correspondence
skill. I can work under pressure and I believe my good communication skill will contribute
effectively in your company.

I have attached my curriculum vitae for your review and this should give you some idea of my
educational qualifications and experience. I would express my gratitude for your attention and I
hope I could have the opportunity to follow your recruitment test. I look forward to hearing from
you.

Faithfully yours,

Eko Wijaya
Eko Wijaya

B. SEARCH JOB VACANCY AND MAKE YOUR OWN JOB APPLICATION

BASED ON JOB VACANCY!