1. 1 Matakuliah: G0374/Business Writing Tahun: September 2006 Business Letters Rules of good writing Parts of Business letter Categories of business letter Outlook Pertemuan 4

2. 2 1.Remember your ABC 2.Methods of Writing 3.Organize 4.Set tone 5.Ensure quality Rules of good writing

3. 3 Remember your ABC: A: Accuracy B: Brevity C: Clarity

4. 4 Methods of Writing Letters Memo E-mail Reports Proposals Press release etc

5. 5 Organize Format Length Outline

6. 6 Set tone Formal /Informal b. Willingness c. Respect/Directive d. Logic/Feeling

7. 7 Ensure quality Syntax/spelling Grammar Punctuation Appearance

8. 8 Format 1.Letterhead 2.Dateline 3.Inside address 4.Attention line 5.Salutation 6.Subject line 7.Body 8.Complimentary closing 9.Company signature 10.Signer’s identification 11.Reference initials 12.Enclosure reminder 13.‘CC’ notation

9. 9 1 Your address telephone - fax - email Put your address + your telephone number, fax and/or email address at the top in the centre OR on the right. Do NOT put your name here. 1 Your address telephone fax email 2 DateDo not write the date as numbers only, for two reasons: 1.It can be considered too official and therefore impolite All-number dates are written differently in British English (31/12/99) and American English (12/31/99). This can lead to confusion. 3 Destination name and addressThis is the name of the person to whom you are writing, his/her job title, the company name and address. This should be the same as on the envelope. 4 ReferenceThis is the reference number or code given by the employer in their advertisement or previous letter. You write the employer's reference in the form: 'Your ref: 01234'. If you wish to include your own reference, you write: 'My ref: 56789'. 5 Salutation (Dear…)A letter in English always begins with 'Dear…', even if you do not know the person. There are several possibilities:  Dear Sir  Dear Madam  Dear Mr Smith  Dear Mrs Smith  Dear Miss Smith  Dear Ms Smith 6 SubjectThe subject of your letter, which for a job application is normally the Job Title.

10. 10 7 BodyThe letter itself, in 3 to 6 paragraphs. 8 Ending (Yours…)  Yours sincerely  Yours faithfully  Yours truly 9 Your signatureSign in black or blue ink with a fountain pen. 10 Your nameYour first name and surname, for example:  Mary Smith  James Kennedy 11 (Your title)If you are using company headed paper, write your Job Title here. If you are using personal paper, write nothing here. 12 EnclosuresIndicate that one or more documents are enclosed by writing 'Enc: 2' (for two documents, for example).

11. 11 Some very basic letters ConfirmationTo confirm arrangements made between sender and recipient AcknowledgementTo acknowledge receipt of a letter, order or other item EnquiryTo request information or prices ReplyTo respond to an enquiry ComplaintTo criticize poor service or goods. AdjustmentTo respond to the complaint and hopefully make amends Collection lettersTo obtain settlement of a debt Sales letterTo sell goods or services

12. 12 Letter Styles 1.Full-Blocked 2.Blocked 3.Semi-Blocked or Modified Blocked 4.Square-Blocked 5.Simplified or AMS

13. 13 Punctuation Styles * Regardless of punctuation style, the only letter parts (outside of the body) to be followed by punctuation marks are the salutation and complimentary closing. Within the body, the general rules of punctuation apply. * OPEN: No punctuation is used, except in the body. * STANDARD: The salutation is followed by a colon; the complementary closing is followed by a comma.

14. 14 Cover letter It is a sample of your work, and it is, as well, an opportunity to demonstrate, not just talk about, your skills and personality. It is written with flair and understanding and prepared with professional care.

15. 15 Business English

16. 16 Resume It is an OUTLINE of all you have to offer a prospective employer. It a presentation of your qualifications, your background, and your experiences

17. 17 Sample Memo