2. Your Turn
Briefly introduce yourself. Include:
- Your name
- Where you are from (origin)
- Which organization you are from
3. OBJECTIVES
Explain the
importance of
business letters
01
Mention several
types of
business letters
02
Comprehend
and apply the
techniques in
writing business
letters
03
Write a
reply/response
letter
04
Upon completion of the course, participants are able to:
4. Why is business
correspondence
/business letter
important?
1. To maintain relationship in business
2. To serve as evidence
3. To create good will
4. To save cost
5. To serve as a formal form of
communication
6. To help expand the business
5. Why do you
write business
letters?
To give information to someone
Asking for some information to a particular person
or a company
Making appointment
Making orders
Making complaints
Conflict resolution
etc.
6. Types of
Business Letters
Most formal letters fall under three categories:
1. Writing ‘yes’ : accepting something, agreeing to
a plan
2. Writing ‘no’ : refusing something or disagreeing
to a plan or offer
3. Writing for action : to move people to do
something, to persuade or to give orders
7. Types of
Business
Letters
1. Letter of Inquiry – request for information
2. Reply/Response Letter – to fulfill a request
3. Sales letter – to persuade the reader to purchase a
product/service
4. Letter of Order – to purchase goods/service
5. Letter of Complaint – to complain/show dissatisfaction
of a purchased product
6. Adjustment letter – a response to a written complaint
7. Letter of apology – to acknowledge a mistake made
and ask for forgiveness
8. Application letter – to apply for a job
9. Recommendation letter – to give recommendation
10. Resignation letter – a written announcement to leave a
position
11. Etc.
9. Components
of a Business
Letter
1. Letterhead/sender’s address
2. Date
3. Inside address
4. Salutation
5. Body of Letter
6. Complementary Close
7. Signature
8. Enclosure (optional, if there is any)
10. Letterhead /
Sender’s
Address
If your company/organization has an official
letterhead, use the the letterhead.
Otherwise, use the following format:
Your address
Your city, State, Zip
Your Phone Number
Your Email Address
Example:
Jl. Raya PLP Curug
Tangerang, Banten, 15820
(021) 598-2203/04/05
ppi@ppicurug.ac.id
11. Date
Example:
November 23, 2022
23 November 2022
Tips:
Do not use slashes (/), 23/11/2022
Write out months (January, February,
March, and so on), not in numbers
(1/2/3/etc.)
12. Inside address
(the letter’s
recipient full
address)
Example:
Ms. Triyani Retno Putri Sari Dewi
Language Unit Building
Politeknik Penerbangan Indonesia Curug
Jl. Raya PLP Curug
Tangerang, Banten, 15820
13. Salutation
For people whose name you do not know:
Dear Sir/Madam,
To Whom It May Concern,
For people whose name you know, use the
title + last name:
Dear Mr. Prasetyo,
Dear Ms. Dewi,
For people whose job position you know:
Dear The Director,
Dear The Personnel Manager,
14. Body of letter
It can be around two to three paragraphs:
- The first paragraph
Introduce yourself and state the main
purpose of the letter
- The second paragraph
State the specific information regarding our
purpose
- The closing paragraph
Briefly restate our purpose and why it is
important. We can also include our contact
information, and thank the reader for their
time.
21. QUICK TIPS
1. Use formal language (full sentences,
correct grammar and vocabulary)
2. Avoid contractions (don’t – do not, isn’t
– is not, can’t – cannot, etc.) and no
abbreviations (ex: asap, btw)
3. Be polite and respectful
4. Don’t use slang, conversational
language, or idioms
5. Know your audience/the reader and
use appropriate tone
22. Proofreading
& Editing
Draft your message, revise, edit,
rearrange, proofread
The following websites/software might be
helpful for non-native English speakers to
proofread and edit their letters:
1. Google Translate (to help translate
your language into English)
2. Grammarly (to check any grammatical
mistake or spelling)
3. Quillbot (to paraphrase/beautify your
sentences)
25. Salutation ?
introducing your reason for writing?
background information?
what went wrong?
what you'd like to happen?
Closing?
25
26. Salutation
introducing your reason for writing
background information
what went wrong
what you'd like to happen
closing
26
Dear sir/madam
I am writing to express my
dissatisfaction at the service i
received
I have been a regular customer of
your shop for many years
After leaving your shop today. I
realised i had been charged €100
instead of €10
I would like a refund of the difference as soon
as possible
Yours faithfully
28. Independent
Practice
Think of a common letter that you usually
receive in your office and write a
reply/response to that letter.
Submit your letter on the following google
form:
https://forms.gle/gLhRYXypfMiiwSMa9
