· The Types
Sales Letters
Typical sales letters start off with a very strong statement
to capture the interest of the reader. Since the purpose is to get the reader
to do something, these letters include strong calls to action, detail the
benefit to the reader of taking the action and include information to help the
reader to act, such as including a telephone number or website link.
Order Letters
Order letters are sent by consumers or businesses to a
manufacturer, retailer or wholesaler to order goods or services. These letters
must contain specific information such as model number, name of the product,
the quantity desired and expected price. Payment is sometimes included with the
letter.
Complaint Letters
The words and tone you choose to use in a letter complaining
to a business may be the deciding factor on whether your complaint is
satisfied. Be direct but tactful and always use a professional tone if you want
the company to listen to you.
Adjustment Letters
An adjustment letter is normally sent in response to a claim
or complaint. If the adjustment is in the customer’s favor, begin the letter
with that news. If not, keep your tone factual and let the customer know that
you understand the complaint.
Inquiry Letters
Inquiry letters ask a question or elicit information from
the recipient. When composing this type of letter, keep it clear and succinct
and list exactly what information you need. Be sure to include your contact
information so that it is easy for the reader to respond.
Follow-Up Letter
Follow-up letters are usually sent after some type of
initial communication. This could be a sales department thanking a customer for
an order, a businessman reviewing the outcome of a meeting or a job seeker
inquiring about the status of his application. In many cases, these letters are
a combination thank-you note and sales letter.
Letters of Recommendation
Prospective employers often ask job applicants for letters
of recommendation before they hire them. This type of letter is usually from a
previous employer or professor, and it describes the sender’s relationship with
and opinion of the job seeker.
Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses
send them to let others know that they have received a prior communication, but
action may or may not have taken place.
Cover Letter
Cover letters usually accompany a package, report or other
merchandise. They are used to describe what is enclosed, why it is being sent
and what the recipient should do with it, if there is any action that needs to
be taken. These types of letters are generally very short and succinct.
Letters of Resignation
When an employee plans to leave his job, a letter of
resignation is usually sent to his immediate manager giving him notice and
letting him know when the last day of employment will be. In many cases, the
employee also will detail his reason for leaving the company.
Source : http://vkjournal.ru/doc/39046
· The Parts
- The Heading
(The Retern Address) or Letterhead - Companies usually use printed paper where
heading or letterhead is specially designed at the top of the sheet. It bears
all the necessary information about the organisation’s identity.
- Date - Date
of writing. The month should be fully spelled out and the year written with all
four digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the
return address. The number of the date is pronounced as an ordinal figure,
though the endings st, nd, rd, th, are often omitted in writing. The article
before the number of the day is pronounced but not written. In the body of the
letter, however, the article is written when the name of the month is not
mentioned with the day.
- The Inside
Address - In a business or formal letter you should give the address of the
recipient after your own address. Include the recipient's name, company,
address and postal code. Add job title if appropriate. Separate the recipient's
name and title with a comma. Double check that you have the correct spelling of
the recipient 's name.
The Inside Address is always on the left margin. If an 8
1/2" x 11" paper is folded in thirds to fit in a standard 9"
business envelope, the inside address can appear through the window in the
envelope.
- The Greeting
- Also called the salutation. The type of salutation depends on your
relationship with the recipient. It normally begins with the word
"Dear" and always includes the person's last name. Use every resource
possible to address your letter to an actual person. If you do not know the
name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales
Manager or Dear Human Resources Director). As a general rule the greeting in a
business letter ends in a colon (US style). It is also acceptable to use a
comma (UK style).
- The Subject
Line (optional) - Its inclusion can help the recipient in dealing successfully
with the aims of your letter. Normally the subject sentence is preceded with
the word Subject: orRe: Subject line may be emphasized by underlining, using
bold font, or all captial letters. It is usually placed one line below the
greeting but alternatively can be located directly after the "inside
address," before the "greeting."
- The Body
Paragraphs - The body is where you explain why you’re writing. It’s the main
part of the business letter. Make sure the receiver knows who you are and why
you are writing but try to avoid starting with "I". Use a new
paragraph when you wish to introduce a new idea or element into your letter.
Depending on the letter style you choose, paragraphs may be indented.
Regardless of format, skip a line between paragraphs.
- The
Complimentary Close - This short, polite closing ends always with a comma. It
is either at the left margin or its left edge is in the center, depending on
the Business Letter Style that you use. It begins at the same column the
heading does. The traditional rule of etiquette in Britain is that a formal
letter starting "Dear Sir or Madam" must end "Yours
faithfully", while a letter starting "Dear " must end
"Yours sincerely". (Note: the second word of the closing is NOT
capitalized)
- Signature
and Writer’s identification - The signature is the last part of the letter. You
should sign your first and last names. The signature line may include a second
line for a title, if appropriate. The signature should start directly above the
first letter of the signature line in the space between the close and the
signature line. Use blue or black ink.
- Initials,
Enclosures, Copies - Initials are to be included if someone other than the
writer types the letter. If you include other material in the letter, put
'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last
entry. cc means a copy or copies are sent to someone else.
American Style
British Style
Heading
According to the format but
usually aligned to the left
The heading is usually placed
in the top right corner of the letter
(sometimes centred)
Date
October 19, 2005 (month-day-year)
According to the format but usually
aligned to the left
(two lines below the heading)
19 October 2005 (day-month-year)
Usually placed directly (or 1 blank line)
below the heading.
Salutation
Dear Mr./Ms. Smith:
Dear Sir or Madam:
Gentlemen:
After the salutation there is a colon (:)
Dear Mr./Ms. Smith,
Dear Sir or Madam,
Dear Sirs,
After the salutation there is a comma (,)
Complimentary close
Sincerely,
Sincerely yours,
Yours truly,
Sincerely,
Yours sincerely,
Yours faithfully,
Source : http://www.studyenglishtoday.net/business-letter-parts.html
· The Types
Sales Letters
Typical sales letters start off with a very strong statement
to capture the interest of the reader. Since the purpose is to get the reader
to do something, these letters include strong calls to action, detail the
benefit to the reader of taking the action and include information to help the
reader to act, such as including a telephone number or website link.
Order Letters
Order letters are sent by consumers or businesses to a
manufacturer, retailer or wholesaler to order goods or services. These letters
must contain specific information such as model number, name of the product,
the quantity desired and expected price. Payment is sometimes included with the
letter.
Complaint Letters
The words and tone you choose to use in a letter complaining
to a business may be the deciding factor on whether your complaint is
satisfied. Be direct but tactful and always use a professional tone if you want
the company to listen to you.
Adjustment Letters
An adjustment letter is normally sent in response to a claim
or complaint. If the adjustment is in the customer’s favor, begin the letter
with that news. If not, keep your tone factual and let the customer know that
you understand the complaint.
Inquiry Letters
Inquiry letters ask a question or elicit information from
the recipient. When composing this type of letter, keep it clear and succinct
and list exactly what information you need. Be sure to include your contact
information so that it is easy for the reader to respond.
Follow-Up Letter
Follow-up letters are usually sent after some type of
initial communication. This could be a sales department thanking a customer for
an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring
about the status of his application. In many cases, these letters are a
combination thank-you note and sales letter.
Letters of Recommendation
Prospective employers often ask job applicants for letters
of recommendation before they hire them. This type of letter is usually from a
previous employer or professor, and it describes the sender’s relationship with
and opinion of the job seeker.
Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses
send them to let others know that they have received a prior communication, but
action may or may not have taken place.
Cover Letter
Cover letters usually accompany a package, report or other
merchandise. They are used to describe what is enclosed, why it is being sent
and what the recipient should do with it, if there is any action that needs to
be taken. These types of letters are generally very short and succinct.
Letters of Resignation
When an employee plans to leave his job, a letter of
resignation is usually sent to his immediate manager giving him notice and
letting him know when the last day of employment will be. In many cases, the
employee also will detail his reason for leaving the company.
Source : http://vkjournal.ru/doc/39046
UNIVERSITAS GUNADARMA
www.gunadarma.ac.id
www.studentsite.gunadarma.ac.id
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