MEETING 2

BUSINESS LETTER
SUMMARY

BY:
RIA YULI ANGLIAWATI, S.PD, M.M
 It is a letter written in formal language, used
when writing from one business organization to
another, or for correspondence between such
BUSINESS organizations and their customers, clients and other
external parties.
LETTER
They are used for different purposes; like placing
orders, making inquiries’, making credit request,
requesting claims and adjustment, to apologize for
a wrong or simply to convey goodwill. etc.
For Examples :

Mr. Robert T. Muldon

Finance Manager
Empire Television Company
12 West Point Street Portsmount, Virginia 21101 (4)
Dear Mr. Muldon: (5)
We have just received your two cheques for US$ 125.00 in payment of our invoices No. 23FA of February 14 and No. 21LH of
February 21.
However, we notice that one of the cheques, amounting to US$ 55.00 was not signed. We are returning the cheque No. BA 24000010
for your signature.
Please return the cheque to us in enclosed envelope. (6)
Yours sincerely: (7) Caroline R. Smith
Finance Department (8) Enc. 1 (9)
1. THE LETTER HEAD / THE SENDER’S ADDRESS

INCLUDES THE COMPANY’S LOGO / SYMBOL / PRINTED AT THE TOP CENTER /LEFT OR THE
COMPANY’S NAME, ADDRESS, ZIP, RIGHT SIDE.
TELEPHONE NUMBER, FAX NUMBER, EMAIL
ADDRESS AND WEBSITE OF THE COMPANY.
 Date consists of the date, name of the month and the year.

Date line indicates when the letter was written.

2. DATE
Never send a letter without a date.

The date is written in two styles.

Non US style (ordinal numbers) : 4th August 2012
US style (cardinal numbers) : August 4th , 2012

Never write like 7-2-12 or 7/2/12 because it shows that the writer is
careless or in a great hurry.
3. • Example of the reference line: Ref: WS/LS/C59
REFERENCE • WS is the initial of the person who signs the letter,
William Smith
• LS is the initial of the person who writes the letter.
• C59 is the filling number from the filling system
• When you receive a letter with reference line, you
have to reply that letter by writing you reference line
too. So, it will be:
• Your ref: WS/LS/C59 • Our ref: LH/DC/2D
4. THE INSIDE ADDRESS

Includes the name and address of the firm Use Courtesy titles before names of the The address can also begin with a job title
or the individual to whom the letter is receiver such as Mr., Mrs., Miss, Ms, Dr, or a department (if you don’t know the
written. Prof., Capt.,. etc. name). For e.g. : The Sales Manager, The
Accounts Department etc.
 Subject is used so that the
reader immediately knows what
your letter is about.
5. SUBJECT

Use“Subject”or“Re”.
 • It is that portion of the letter which contains the
message or the information which the writer wants to
6. BODY communicate. It is usually divided into 3 paragraphs;
opening paragraph, message of the letter, closing
paragraph.
7. COMPLIMENTARY CLOSE

This should always agree with salutation and it must always be followed by comma or
colon.
Sir / Madamyour obedient servant,

Dear Sir / Dear Madamyours faithfully, or yours truly,

Dear Sirsyour faithfully, or your truly,

Dear Miss/Mrs/Mryours sincerely,

8. SIGNATURE

The complimentary close will be followed by signature.

Signature will be followed by the name of the person who sign

the letter and his/her position in the company.
9. ENCLOSURES

Enclosure is written if
you enclose any file
Encl (2)
beside of the letter that Enclosure. Catalogue Enc. 2
Enc. Catalogue
you sent. Enclosure can
be written as:

If there is more than

Price list
two attachments, Encl: Catalogue
Terms of payment
enclosure is written:
 • A letter may be sent to another person that needs to
know about the letter. So, the carbon copy notation
needs to be written.
10. CARBON • Written just below the reference initials or the
COPY enclosure whichever is last.
NOTATION • Type “cc” before the names if sending a “carbon copy
notation (to)” and “copies to” for photocopy (to).
CC: Jim Blue, Jennifer Louis Copies to: Jim Blue,
Jennifer Louis
11. POST SCRIPT

Postscript is used to emphasize the important Information of the

letter. Postscript can be written as:

P.S. • PS. • PS: • PS-

Example:

P.S. if you order within 10 days, we can give you 10%

discount.
 • Thank you for your letter of March 15. • Thank you
for contacting us.
Referring to previous contact • Thank you for your letter regarding ... • With

ADDITIONAL
reference to our telephone conversation yesterday...
• It was a pleasure meeting you in London last month.

INFORMATION
•We would appreciate it if you would ...
•In addition, I would like to receive ...
Making a request •It would be helpful if you could send us ...
•I am interested in (obtaining / receiving) ... •Please let me know
what action you propose to take.

.. Offering help
• Would you like us to ...?
• We would be happy to ...
• We are quite willing to ...
• Our company would be pleased to ...

• We are pleased to announce that ... • I am delighted in inform you

Giving good news
that .. • You will be pleased to learn that ...

• We regret to inform you that ...

Giving bad news • I'm afraid it would not be possible to ...
• After careful consideration we have decided (not) to ...

• I am writing to express my dissatisfaction with ...

• Please note that the goods we ordered on ( date ) have not yet
arrived.
Complaining • We regret to inform you that our order n° ----- is now considerably
overdue.
• I would like to query the transport charges which seem unusually
high.
WASSALAM
WR.WB.