What is the letter?

1. Typing a LETTER
Ria Vinola Widia Wati
8143136659
D3 Secretary 2013

2. What is the letter?
It is a means of communication used to convey the
written information from one party to another.
That information can be as follows :
- Notification
- The Statement
- Command
- Request
- Report
Based on it’s form, content and language, the
letter can be categorized into three types, namely personal
letter, formal letter and business letter

3. Things to note in the official letter typing
• The concept of the letter to be typed should be clear,
signed by the director/manager concerned and has been
numbered by the agendaris
• Formal language and effective (simple, clear, respectful
and interesting)
• General use :
- Paper size A4 (29,7 cm x 21,0 cm)
- Setting Margins, Top: 4, Bottom: 3, Left: 4, Right: 3
- Line spacing 1,15
- The type and size of fonts, Times new roman and 12
point

4. • Typing a letter with 10 fingers
• Customize form letters

5. Official letter sections
1. Letter head
2. Date
3. Letter number
4. Subject
5. Enclosures
6. Inside address
7. Salutation
8a. Introduction letter
8b. Explanation of the contents of the
letter
8c. Contents Cover letter
9. Complementary close
10. Title and division
11. Signature
12. Name signature
13. Copies of the letter
14. Attachment page letter/initials
a. Head letter (letter of agency)
b. Neck letter (Identity letter)
c. Body letter (explanation of the
contents of the letter)
d. Foot letters (source letter)

6. The form of a letter

7. 1. Letter head
Official mail must use the letter head. Includes
the company’s logo, name, address, postal code number,
telephone number, fax number, email address and
website of the company.
Example :
UNIQUE COMPANY
Melross Street A100
San Diego, CA 92127
☎ 598 1002 Fax 598 1002

8. 2. Date
The date for a formal letter writing that letter
head wear is not mandatory is prefaced by the name of
the city. Therefore, the name of the town has been listed
on the masthead.
The date of letter was written with digits, directly
followed by the month (without commas) that begins
with a capital letter and the number of years that are not
abbreviated.
Example :
1 January 2015

9. 3. Number letters
Any official letter sent outside environmental
organization should be given a number and a specific
code. Generally, ordinal number, subject code, internal
code, month and year.
Example :
Number : 12/O05/U.09/I/15

10. 4. Enclosures
This line tells the reader to look in the envelope
for more. If you don't enclose anything, skip it.
Example :
Enclosures : One Sheet

11. 5. Subject
Subject serves to give instructions to the
reader about the subject of the letter. The same
function is subject to the title.
Example :
Subject : Order

12. 6. Inside address
To whom the letter is addressed. If the destination address
is the name of your organization or company name, then the
writing of Mr/Mrs is not required, however if the destination is a
person's name or title, recommend that use.
Example :
Mrs.Helen Moss
Director WINTER COMPANY
• Green Paulas Street
– Suite 2, RCBC Building,
Poway, CA 92064

13. 7. Salutation
Salutation to use that letter does not feel stiff.
Theoretically, the greetings to its use is not mandatory.
Written beside the left hand margin, two spaces below
the inside address and two lines above the body of the
letter.
Example :
Dear Madam,

14. 8. The contents of the letter
Divided normally into 3 parts:
1)Introductory paragraph
2)Middle paragraph
3)Closing paragraph

15. 9. Complementary close
It is written two spaces below the last line of the
body. Salutation, such as the wearing of a closing
salutation in the letter is not mandatory. Complementary
close to show respect or attitude familiar senders and
recipients of mail.
Example :
Yours truly,

16. 10. Name, Title, and signature
The name, title and signature have liability for
the contents of the letter.
Example :
Director Secretary
Melati Oktavianti Lina Wahyuni

17. 11. Copies of the letter
Copies is someone considered needs to
know about the contents of the letter.
Example :
Cc :
1. Secretary WINTER COMPANY
2. Marketing Manager WINTER COMPANY

18. 12. Initials
A letter indicating who gave orders,
drafting and typist.
Example :
MO/IJ/lw
MO : Melati Oktavianti (giving the order letter)
IJ : Indah Jenny (drafting)
lw : Lina Wahyuni (typist)

19. Sample Formal Letter

20. Thank You For Your
Attention