Structure Of Business Letter Andarsih Ds

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The Structure of Business Letter - The 1st Presentation Material for Business Correspondences subject

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Structure Of Business Letter Andarsih Ds

  1. 1. Andarsih Dwi Sintorowati LP3I Balikpapan September 2009
  2. 2. <ul><ul><li>Company’s name </li></ul></ul><ul><ul><li>Address </li></ul></ul><ul><ul><li>Telephone </li></ul></ul><ul><ul><li>Fax </li></ul></ul><ul><ul><li>Email / Website </li></ul></ul><ul><ul><li>Postal Code </li></ul></ul><ul><ul><li>Kind of Business </li></ul></ul>
  3. 3. <ul><ul><li>Initial of Company </li></ul></ul><ul><ul><li>Initial of Division / Deptartment </li></ul></ul><ul><ul><li>Initial of writer </li></ul></ul><ul><ul><li>Initial of typist (in lowercase) </li></ul></ul><ul><ul><li>Year issued </li></ul></ul><ul><ul><li>Filing reference number </li></ul></ul>
  4. 4. <ul><ul><li>In full type of date </li></ul></ul><ul><ul><ul><li>US standard : month, date, year </li></ul></ul></ul><ul><ul><ul><li>Europe standard : date, month, year </li></ul></ul></ul><ul><ul><li>Avoid date in figures </li></ul></ul>
  5. 5. <ul><ul><li>The addressee is the only reader </li></ul></ul><ul><ul><li>Put also on the envelope </li></ul></ul>
  6. 6. <ul><ul><li>With official title </li></ul></ul><ul><ul><li>Addressing personally </li></ul></ul>
  7. 7. <ul><ul><li>To a particular member of an organisation </li></ul></ul><ul><ul><li>Above the salutation </li></ul></ul>
  8. 8. <ul><ul><li>Very Formal Salutation (rarely in Europe) </li></ul></ul><ul><ul><li>Single or married woman </li></ul></ul><ul><ul><li>Partnership </li></ul></ul><ul><ul><li>General acceptance </li></ul></ul>
  9. 9. <ul><ul><li>Announce the main business of the letter </li></ul></ul><ul><ul><li>Use for a letter identification </li></ul></ul>
  10. 10. <ul><ul><li>The main part of the letter </li></ul></ul><ul><ul><li>4 points: </li></ul></ul><ul><ul><ul><li>Opening </li></ul></ul></ul><ul><ul><ul><li>Purpose </li></ul></ul></ul><ul><ul><ul><li>Action </li></ul></ul></ul><ul><ul><ul><li>Closing / polite expression </li></ul></ul></ul>
  11. 11. <ul><li>A polite way of bringing the letter to close </li></ul><ul><ul><li>Suit with the occasion </li></ul></ul><ul><ul><li>Match with the salutation </li></ul></ul>Informal
  12. 12. Less formal Formal
  13. 13. <ul><ul><li>After complimentary close (4-5 spaces) </li></ul></ul><ul><ul><li>Name of the sender </li></ul></ul><ul><ul><li>Sender’s designation/department </li></ul></ul><ul><ul><li>Must not carry a title *) </li></ul></ul><ul><ul><li>If signed by other, add: </li></ul></ul><ul><ul><ul><li>for </li></ul></ul></ul><ul><ul><ul><li>Pp (per procurationem = on behalf of) </li></ul></ul></ul>
  14. 14. Attachment / Enclosure
  15. 15. Courtesy Copy / Copy Circulated
  16. 16. <ul><ul><ul><li>the recipient doesn’t know that the third person is receiving a copy </li></ul></ul></ul><ul><ul><ul><li>Should be shown only on the file copy and bcc copy/ies </li></ul></ul></ul>Blind Courtesy Copy
  17. 17. <ul><ul><li>Mr, Mrs, Miss </li></ul></ul><ul><ul><li>Messrs, Mmes (abbreviation of Messieurs & Mesdames) </li></ul></ul><ul><ul><li>Special title : use the title only </li></ul></ul>
  18. 18. <ul><ul><li>A woman writing to a stranger </li></ul></ul>

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