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MAKALAH
PART
OF BUSINESS LETTERS
Nama : Ferdo Eko Christanto
NPM : 23113421
Matkul : Bahasa Inggris Bisnis
JURUSAN
SISTEM KOMPUTER
FAKULTAS
ILMU TEKNOLOGI INFORMASI
UNIVERSITAS
GUNADARMA
2016
Que-1 : Explain Basic Parts of
Business Lette
(1)
The Letter Head / The Heading / The Head Address :
The
Letter Head is printed at the top center of the letter-sheet. Sometimes it is
also written on the left or the right side of the letter-sheet. It consists of
the name, the business and the address of the company. It also includes the
telephone number, fax number, Email address, and website, if any. It also
includes emblem (logo or symbol) of the company. The Letter Head should be
simple and dignified. Most companies prefer a simple design in a single colour.
(2)
The Date :
Generally,
The date is written two or three spaces below the last line of the letterhead.
It is always on the right hand corner. The date consists of the date, name of
the month and the year. The date is written in two styles. (a) The British
Method : 4 th July, 2011 (b) The American Method : July 4, 2011 The British
Method is also called the ordinal numbers method and the American Method is
called the cardinal numbers method. The date should never be written like
7-2-02 or 7/2/02 because it shows that the writer is careless or in a great
hurry.
(3)
The Inside Address :
The
inside address is written on the left, beside the margin. It is written two
spaces below the date- line. The Inside address contains the name and the
address of the firm or the individual to whom the letter is written. Inside
Address can be used to make windows envelope. There are two methods of writing
inside address.
(1)
Indented Form
(2)
Block Form
(4)
The Salutation :
The
salutation is written beside the left – hand margin, two spaces below the last
line of the inside address. The salutation is followed be a comma (,) or a
colon (:). The salutation is a compliment or greeting used to begin the letter.
Just as “Good Morning” is used to begin a talk. It is the written equivalent of
the conversational “Hello”. “Dear Sir” “Dear Medam” , “Respected Sir” is
salutation.
(5)
The Body / The Text / The Script of Letter :
The
first line of the body begins two spaces below the salutation. It appears
between the salutation at the beginning and complimentary close at the end. It
is that part of the letter which contains the message or the information to be
communicated. This is the most important part of the letter. The letter is
divided in the following parts.
(1)
Introductory paragraph
(2)
Main paragraph
(3)
Closing paragraph
(6)
The Complimentary Close :
The
Complimentary close is written on the right two spaces below the last line of
the body. It should not extend into the right hand margin. The Complimentary
close is a polite way of saying “ Good bye”. Just as the salutation is the
written equivalent of “Good Morning” or “Hello”. So, the complimentary close is
the written equivalent of “Good Bye” “Yours faithfully / Yours sincerely /
Yours truly” is complimentary close.
(7)
The Signature :
The
Signature is written just below the complimentary close , near the right hand
margin. Sometimes , it consists of only the name of the writer.
(1)
A sole trader will put his signature by writing his own name.
(2)
Any partner of a partnership firm can sign letter on behalf of the firm.
(3)
In big business houses, it is not possible for all partners or owner to write
or reply all the letters. So, a responsible employee of the firm is given power
to sign the letters. Thus, the employee who signs the letter on behalf of the
other is said to sign per procurationem (per pro). It means that such a person
is legally authorized to sign letters. Per Pro M. Patel and Company Nitin R.
Raval The signature is proof that the person signing has written that letter.
It help to pin point responsibility for the writing of the letter.
Que -2 : Discuss Basic Principles
for Business Letter.
(1)
Business Letter should be clear and concise.
(2)
While writing letter, one should keep in mind the reader’s benefits and
advantages for them. It is called “The You Attitude.”
(3)
The writer should set down the goal because it help him to decide why is he
writing and what does he wants to achieve.
(4)
While writing a business letter , one should use a friend tone but not at the
cost of efficiency.
(5)
Opening lines of business letter are most important because they are read
attentively and carefully and conclusion should be courteous.
(6)
Apart from all these, business letter must be free from grammatical errors and
must be full of courtesy.
Q-3 : Discuss Occasional / Optional
Parts of letter
(1)
Subject line : Written space below salutation
(2)
Reference Number: Written in a line with the date.
(3)
Enclosures : Written below signature, It is attachments.
(4)
Identification Line : Below Signature : Any Identification (MPS/RP)
(5)
Attention line : Between Inside address and salutation Warning (For example :
Attention : Chintan Mahida
(6)
Post Script : Any special line at the end of letter
FOUR
COMMON FORMAT OF BUSINESS LETTER
Inquiry
Letter : A person / a shop asks for certain information in the form of
catalogue/price list/quotation /terms and condition / any inquiry. That letter
is known as inquiry letter
Generally
in business letter we use “WE”. But if it is personal inquiry, Use “I” instead
of “We”
Sample
Question : Gujarat Electrical Store, Anand wants to purchase 100 table fans .
Draft a letter of inquiry , asking for their competitive quoatation /
catalogue/price list to Hiamalaya Electronics Pvt. Ltd.
Complaint Letter
You
have received 100 damaged/defected goods / goods which is not matching with
goods that you have ordered / goods which is less in quantity
Sample
Question : As the Purchase Manager Zenith Computers, 26, Ashram Road, Ahemdabad
- 388007. You had ordered 25 computers from World Vision Computers Limited,
Grant Road, Mumbai : 40002. When the consignment arrived , you found some of
the computers in damaged condition. Write a letter of complaint asking for
repair , replacement or compensation
Example Complain Letter
Adjustment Letter
Adjustment
Letter : Adjustment Letter is a reply of complaint letter by company which can
suggest some suitable adjustment for your complaint (They may accept your
proposal or They may reject your complaint. However suitable adjustment will be
giving discount / replacement /sending goods as early as possible.
Bibliography
http://chintanmahida.weebly.com/uploads/9/5/8/2/9582002/unit-8_to_unit-13.pdf
https://en.wikipedia.org/wiki/Business_letter