BAHASA INGGRIS BISNIS 1# - BUSINESS LETTER
EXAMPLE OF BUSINESS LETTER :
October 28, 2017
Mr.
John Doe
Customer
Service Representative
Widgets
Galore, Inc.
987
Widget Street
Miami,
Florida 33111
Dear
Mr. Doe:
I am
writing you concerning a recent purchase of widgets. Approximately two weeks
ago, on October 1, I ordered a total of 50 widgets for Company, Inc. via the
Widgets Galore client webpage. I received an email notification two days later
confirming the receipt of payment and the shipment of the widgets. According to
your website, shipments should reach their destination within 3-5 business days
of being sent, but I have yet to receive the widgets. Do you have any
information on what may have happened to delay the shipment or where the
shipment is currently?
I
have worked with Widgets Galore, Inc. in the past and have the greatest
confidence in your products and customer service. We need the shipment of
widgets soon, however, and I hoped you might be able to provide me with an idea
of when I can expect them.
Thank
you in advance for any help you might be able to offer.
Sincerely,
Sam Brown
Sam Brown
Vice President of Company, Inc.
555-555-5555
s.brown@companyinc.com
Enclosures
: Warehouse Section & Finance Section
STRUCTUR OF BUSINESS LETTER
:
Part
1. Letterhead – Formal Letter Format
Most professional
business letters include a letterhead, which is comprised of your name company
and your address company. Letterheads are meant to make your letter unique, as
well as help verify its authenticity to the recipient. Likewise, you can
include your company’s logo on the letterhead for brand recognition and a more
trustworthy appearance.
Part
2. Date
The date should be the
day on which you completed the letter, written in standard U.S. format (eg.
October 28, 2017). It should be written underneath the letterhead, or
underneath the address on the top left of the page.
Part
3. Addressee – How to Address a Letter in 4 Steps
Write the recipient’s
(or “addressee’s”) address on the top left side underneath the date. Begin with
the name of the addressee on the first line.
·
Step 1: Address them properly
as Ms., Mrs., or Mr. Also, make sure to include their title
— such as Dr. — if it applies.
·
Step 2: Beneath their name, write
their current title. If you are unsure what their title is, do the necessary
research to find out if possible. If they have no title, leave it blank.
·
Step 3: Include the name of their
company underneath their title.
·
Step 4: Write out their company’s
street address, city, state, and zip code.
Part
4. Salutation
The salutation you will
use depends on the title of your addressee, your familiarity with them, and
also the context of the letter. The salutation section is to whom the letter is
for, beginning with "Dear," followed by the recipient name (colon
after the person's name). And you can also write the person's full name. In
this case, leave out the title (Mr/Mrs). This way of writing the salutation is
very handy if you don't know the gender of the person.
Part
5. Body
The body of the letter
is located underneath the salutation, and is the field where you get down
to business and discuss the reason you’re reaching out to this person.
Usually, the body includes several strategic paragraphs meant to inform,
persuade, and convey gratitude.
·
In the first paragraph, get to your
point quickly and state it concisely in the first line. Do not wait until the
second paragraph to tell your audience what your main point is – they most
likely won’t get that far.
·
In the second paragraph, use evidence
and persuasive reasoning to justify your main point. If needed, use an extra
paragraph to further support your point via empirical evidence.
·
The closing paragraph should
restate the point of the letter, and most importantly, include a call to
action. A call to action is a passage that compels your reader to do
something. Ask yourself, “what do I want my reader to do right after reading
this letter?”
Part
6. Closing
You should always close
with a positive sign-off, such as “Thank you,” “Sincerely,” or “Respectfully.”
Remember to only capitalize the first word of this closing line, and to
leave four lines of space between the closing line and your typed name to make
room for your signature.
Part
7. Signature
For the signature
section, leave 4 blank lines after closing (the space for you to write your
signature) and write the name of the sender under that space.
Part
8. Enclosure
An enclosure note is an
often neglected aspect of letter writing in the digital era. In fact, not many
people actually know what ‘enclosure’ means. When you write “enclosure” in
any letter you’re implying that another document is attached to the file. Or if
you send a copy of the letter to someone else.
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