Layout Of Business English Letter
1. Letterhead
The
letterhead is located on the most part top of the letter. The contents of the
letter head usually contains company’s address, company’s telephone number, company’s logo, corporate e-mail, the
company’s
webside address, and other information about the company.
Example:
PT.
Computer Systems
Kh.Noer
Ali Road Post Office Box 52 10 Bekasi 43xx
Phone
(021) 423XXX
Facsimile
(021) 456XXX BGNDC
2. Date
Contains
the date, month and year of the letter. Letter date located on the top right
and can be write on the top left of the letter. There was two styles of writing
date on a letter :
·
British
style
Writing
date on the British style the first letter is date and followed the month and
year.
Example:
30 October 2003
·
American style
Writing date on the American style
the first letter is month and followed the date and year.
Example:
October 30, 2003
3. Inside
Address
The
Address of the letter can be written on the top left after writing the date
line.
Example:
Yth Dr.Subrata
Jalan Lele IV.N0.55
Bekasi
JAWA BARAT
4. Salutation
A
sign of respect before committing to send a letter writer who sent a letter to
the person concerned. There was two styles of writing salutation on a letter :
·
British
style
Sign
comma behind the name or no punctuation.
Example
:
Ø Dear Sir
Ø Dear madam
Ø Dear Sir or Madam
Ø Dear Mr Rizki,
Ø Dear Mrs Putri,
·
American style
colons after the name.
Example
:
Ø Gentlemen
Ø Ladies
Ø Ladies and Gentlemen
Ø Dear Mr Rizki:
Ø Dear Mrs Putri:
5. Body of the letter
There
is a letter written content. Body of the letter must be written with clear,
precise, concise and solid. Body of the letter consists of 3 paragraphs :
a. The opening paragraph
opening paragraph as an
introduction to the letter.
b.
Contents of paragraph
Paragraphs are part the
letter containing the author's intent.
c.
Closing paragraph
Closing
paragraph contains conclusions letters.
1. Complimentary close
The
part that contains greetings closing in the letter. There was two styles of
writing complimentary close on a letter :
·
British
style
ü If the recipient’s name imprinted
letter on the greeting then use “Sincerely”
ü If the recipient’s name not
imprinted letter on the greeting then use “Faithfully”
·
American
style
The
recipient's name on the letter included the greeting or not then use
"Sincerely"
2. Signature
Contains
a signature that is located in the bottom right
side letters.
Addition
a. Reference
If
used in the letter, the sender and recipient to make it easier documentation or
archiving of previous conversations.
Example
:
Your Ref : WS/LB, Incoming Letter
Reference
Our Ref : MA/SB, Outgoing Letter
Reference
b. Subject
To
facilitate the readers to know what is discussed in the letter, this letter was
written with the brief. There was two styles of writing subject on a letter :
·
British
style
Located
between the greeting and the contents of the letter.
Example
:
Dear Mr Rizki
Subject: Order No 175/03
With reference to the above
order,...
·
American
style
Located
before the greeting
Example :
Subject: Order No 175/03
Dear Mr Rizki:
With reference to the above
order,...
c. Enclosure
Sections
that contain attachments or documents include in the letter. Writing enclosure on
the bottom left side of the letter.
Example
:
Enclosure : Contact
Enc.: Contact
Encl.: Contact
d. Postscript
Is
a brief note, written when ending a letter. Placed on the left of the letter
and the initials "PS". Postscript or commonly abbreviated P.S. aims to get special attention from the address.
It is advisable to avoid postscript to
Business English letter.
Example
:
P.S.
We will grant you 40% cash discount before 25 November 2011
e. Carbon copy notation
This section is used to inform
the recipients of the letter, that the letter was also sent to those who need
to know the contents of the letter. CC was placed in the left bottom of the
letter.
Example :
CC: Finance Department
Referensi :
http://id.shvoong.com/social-sciences/education/2319608-sistematika-bagian-bagian-surat-dinas/
http://a69014.wordpress.com/2010/10/06/parts-of-the-businessformal-letter/
http://masbadar.com/kop-surat-definisi-dan-jasa-percetakan-kop-surat/
http://basasin.blogspot.com/2009/01/penulisan-tanggal-surat.html
http://yrahmirzn-kreativitas.blogspot.com/2009/08/lanjutan-menulis-surat-dalam-bahasa.html
All
parts of the letter made with this form, type from the left margin. Form
paragraph Full Block style it’s same with Block style. The difference is the
position of the date on the Block style located on the top right.
