English Business Letter

What is business letter? Business letter is type of letter which serves as a means of communication written for various commercial purposes. These purposes can be a business deal, complaint, warning, notice, invitation, apology, information, etc.

Types of Business Letter Application letter Sales letter Complain letter Inquiry letter Memo Refusal letter etc

Part of Business Letter 1. Letterhead (Kop Surat) Name of the company Address of the company Telephone number Telex number Facsimile number Cable address Logo of the company

2.Date of the letter (tanggal surat) The date has to be written exactly below the letterhead. British Style American Style 12th January, 2015 2nd, October 2015 January 12th, 2015 October 2nd, 2015

3. Reference line (Inisial penandatanganan dan pengetik surat) Ex: Ref. WS / LS / C5 WS means William Smith (penandatanganan surat) LS means Linda Smith (Pengetik surat) C5 means filling number in filling system Your ref : LH / DC / 2D = Reference surat masuk Our ref : RM / AM / 21A = Reference surat keluar

4. Inside address ( the recipient's address) 1. baris pertama (nama lengkap dan jelas serta jabatan perusahaan yang dikirimi surat 2. baris kedua (lokasi nama jalan dan nomor / nama perusahaan 3. baris ketiga (nama kota dan kode pos)

5. Salutation (salam pembuka) Ex : Mr. John Smith Sales Manager Dear Sir / Dear Madam British Style American Style Dear Sir, Dear Sirs, Dear Madame, Dear Sir: Dear Sirs: Gentlemen:

6. Subject Line (Perihal Surat) Ex: Subject : Computer Sales Subject – statement – June 2014 Subject : New Credit Policy

7. Body of the letter ( isi surat) Opening paragraph (alinea pembuka) Message of the letter ( isi surat yang sesungguhnya) Closing paragraph (alinea penutup)

8. Complimentary close (salam penutup) 9. Signature Signature Nama jelas Jabatan penandatangan British Style American Style Yours faithfully Sincerely, Yours sincerely, Very truly yours, Sincerely yours, With best regards,

10. Enclosure (Lampiran) Enclosure, catalogue enc. Catalogue copyright from letter of credit order from

11. Carbon copy notation (tembusan surat) CC or CC: cc or cc: copies to: 12. Postscript P.S or PS. PS: PS- ex: If you order within ten days, we can give you a 10 percent discount

Business Letter Styles Full Block Format Semi Block Format Hanging Paragraph Intended Format Modified Block Format

Business Memo

A memorandum, usually called a memo, is a common form of internal communication in business and academia. Memos have many purposes, including informing employees, giving directions, outlining procedures, requesting data, supplying responses, and confirming decisions.

There are three basic reasons to write a memo: To persuade to action (we should do this) To issue a directive (do this) To provide a report (here’s what was done, or here’s what we found out)

Every good memo includes: A clear statement of purpose, stated upfront: I am writing because… Information about what the reader needs to know: The facts are… Statement of any action requested, ordered, or undertaken: I will, or I propose that you…

What to remember? Audience Informative subject line Length Write for your audience and give them what they need: What is their education, background, company status? What do they need to know to understand and act upon your memo Informative subject line Be upfront as to what the memo is about. Length A memo is usually no more than one page long.

4. Coherent 5. Concise 6. Common language Keep the memo structure simple and logical. The memo should focus on communicating about one problem or issue, and each paragraph in the memo should focus on one idea. 5. Concise Check for needless words. Keep the memo to one page or less, and use attachments for additional information. 6. Common language Use accessible language, clear, direct and simple words. Be specific and concrete.

Format of Memo Use an easy-to-read 12-point font. Margins should be 1 inch all around (some memos use 1.25 inch margins), left justified. Leave a 1.5 inch margin at the top (unless using letterhead), and type the word MEMORANDUM, bolded and centered on the first line. Double-space to begin the memo. Paragraphs are block-style (first line not indented) and single spaced. Don't use an opening salutation or a complementary close. Don't sign a memo at the bottom. Add your initials beside your name in the heading. This indicates that you have read and approved the memo.

Example

Inquiry Letter