PART AND STYLE OF

BUSINESS LETTER

Novita Anggraeni, S.Pt, M.Si

Bahasa Inggris Niaga (Sesi 2)
2 Planning a Business Letter
3 Planning a Businenss Letter

● A messenger ● An Ambassador

It carries what you It carries your image,

want to say to its the image of the firm
recipient
or organisation or
association for which
you work for
4 The Five Cs of Writing Business
Letter :
1. Clear
= Make sure your purpose and intent is clear to the reader.
2. Complete
= Include all the information the reader needs to have.
3. Concise
= Make sure your letter is not too wordy.
4. Courteous
= Address the reader politely.
5. Correct
= Edit and proofread your letter so that it has no grammar,
spelling and punctuation errors.
5 Lay out of a Business Letter
● LETTER HEAD
● LAY OUT
 Reference (s)
 Date
 Inside address
 Salutation
 Subject heading
 Body of letter
 Complimentary ending
 Signature
 Enclosure(s)
● FRAMEWORK
6
FRAME WORK
7 LAY OUT :
 Date
- This should be written in full, normally in the order of day, month,
year, as in.

15 October 2011 Tuesday

21 May
1977
 Reference(s)
- A way of identifying a letter. In basic form they are initials of the person
who dictated the letter and the typist, e.g.
Example :
Our ref: HH/ AP; HH/ AP/69
8 LAY OUT :
 Inside address
- The name and address of the person to whom
the letter is being sent.
Example :
The Manager
Smith and Webb Ltd
14 High Street Carlisle,
NY 10947
Ms. Gabriella Meiscova
9 LAY OUT :
 Salutation
- The opening words of greeting in a letter.
Example :
● Dear Sir,/ Dear Madam, (male/female addressee, esp. In
British English).
● Gentlemen,/ Ladies, (male/female addressee, esp. In
American English).
● Dear Mr./Mrs./Ms.
● Dear (first name of resipient)
- for familiar business partners.
Example :
Dear Mr Audrey (British Style)
Dear Mr. Audrey: (American style)
10
LAY OUT :

 Subject heading
● Example :
Dear Mr Stewart
Subject: Order No 142/03
With reference to the above order, ...
11
LAY OUT :
 Body of letter
- This is the most important section of any
business letter.

Note :
● Beware of too many short paragraphs.
● Paragraphs in the body of the letter must
use single space and without any
separation betwen each paragraph..
12 LAY OUT :
 Complimentary ending
- The point to remember here is that your ending must
confirm with your salutation.
Salutation Complimentary ending
Dear Sirs/ Madam Yours faithfully,
(British Style)
Dear Mr/ Miss Yours sincerely,
Dear Mrs Wilson
(British style)
Sir/ Gentlemen Your obedient servant,
Madam/ Mesdames Yours respecfully,
(American style)
13
LAY OUT :

Signature.
Enclosure(s).
Example :
“Enclosure (6)”
14 Types of Business Letter

Three classifications of
business letter

The formal letter

The semi formal letter

The personal note

15 Formal Business Letter
 Quotation
 Letter of Reference
 Letter of Introduction
 Circular letter
 Request of Payment
 Inquiry letter
 Complaint letter
 Ordering letter
 Application letter
 Etc.,
16 Formal Business Letter
 Quotation
 Quotation is an offer letter given to
customers after a request.
 It’s function is as an offer about the price
or service the company offers to
customers.
 Letter of Reference
 Is a letter of recommendation thet
describes the qualities of individual
characteristics and capabilities
recommended by “the author”.
17 Formal Business Letter

 Letter of Introduction
 An introductory letter contains information about
the company profile and what items are sold by
the company, so that prospective buyers can get
to know the company more and do not hesitate to
make transactions.
 Circular letter
 Is a written notification that is circulated and
addressed to various parties, usually sent by an
agency or letter subject whose position is higher
than the object of the letter.
18
Formal Business Letter

Request of Payment
 Is a payment request letter that is
sent when the payment has passed
the predetermined time limit.
- This means that the client has
not paid within the agreed
period.
19
EXERCISE !

Make an application letter :

1. Job Position : Finance Manager.
2. PT. Graha Indonesia.
3. Explain your brief work
experience & skills that could
benefit the company.
20

THANK YOU