PARTS OF BUSINESS LETTER By: Ismi & Neli (Mahasiswa AKABA)

 

2.1 Parts of Business letter

A business letter consists of several parts. Some parts must be included when you write a business latter, some are optional. The necessary parts can be divided into two main categories: formal parts and body. The optional parts are celled other parts.

1.    Formal parts

2.    Body

3.    Other part

2.1.1   Formal parts

a.    Letterhead

This is usually printed and supplied by your company. it is used only for the first page of letter. it usually contains the name of the company, line of business , and address. Line business is the area in which the company is working. The letterhead may also contain  information about phone number, telex number, telegram and cable address. See and compare the examples below.

b.    Inside  address

Inside address is the name and address of the receiver. It is usually written at the top letter below the references and date. It is typed in the same way as on the envelop. You should write  the country in full and in capital letters if only you send  your letter  overseas.

c.    Signature

The signature gives the letter authority . This part consists of written signature , the name of  the signer, and his or her position or title in the company. ’I’ here should be four lines between the complimentary close ( or the body in the simplified format ) and the signer’s name. Sometimes the name of the company is also inserted before the signature and below complementary close. But it is often omitted in less formal letters.

d.   Salutation

A salutation is a conventional form of greeting and usually correlated with the inside address. It appears below the inside address and above the body.

e.     Complimentary close

Like a salutation , complimentary close is also a conventional form . it comes at the end of the  letter as a formal way to end a letter . The correct form complementary close should be linked with the particular forms of salutation.

2.1.2   Body

The parts of  a letter that contain message is called body . For the sake of convenience , the body is preceded by some opening sentences and ended with some closing.

a.    Opening

Opening sentences are introductory in nature and frequently refer to a previous letter dealing with the same matters . In this place , the references are important . Usually is starts with the phrases like; “ ‘I ‘hank your for your letter … “

b.    Message

This is the actual matter or message of the latter .

c.    Closing

Like the opening, it is often a single sentence. It is used to reestablish the atmosphere of courtesy. It is usually also used to signal the action the writer wants to take in the future.

2.1.3   Other

As stated before, not all letters have these “ additional “ parts The form and location are varied from one letter to another. Let’s discuss them one by one.

a.    Reference

Reference usually consists of initial of the executive who dictates the letter or signs the letter. followed by a slash or colon, and the followed by the typist’s initials. Some companies add certain codes or numbers based on the filling system.

b.    Date

Date is the date on which the letter is being prepared. It is usually typed two paces below the letterhead ( or sometimes reference, if any ). There are many styles of  typing date, but the most widely used is in the order of  day, month, and year with open punctuation.

c.    Attention line

This should be used when the letter is addressed to a company or organization as a whole, but your want it to be handle by a specific person in the company. It should be underlined or typed in capitals. It is optional in nature.

d.   Subject heading ( subject line )

A subject heading is a phrase that tells the reader directly what the what the letter is about. It is inserted after the salutation. It should be underlined or typed in capitals. But, it is after omitted.

e.    Enclosures and copies

Enclosures are any material accompanying a letter. If these are inserted, it is very useful be tell the addressee by typing. ENC, or enc, below the signature block. After the abbreviation Enc, usually we a notation “CC” .This tells the addressee who has been sent a carbon copy the letter.

f.       Postscript

Postscript is additional information that should have been written in the body of the letter but for some reasons it was not. It is usually used in sales letters to entice and motivate the reader. It is written at the bottom of the letter ( or before the mailing instruction, if any ). This part is initiated by “P.S.”.

g.    Mailing instruction

Mailing instruction is used to give the reader deadlines or pertinent information on mailing a reply. All reply coupon should have reached our address before march 1997.

2.2 Punctuation and layout of business letters

2.2.1 Punctuation     

According to the punctuation of the formal parts used in the letters, letters can be differentiated into open punctuation, full or closed punctuation, and .mixed punctuation patterns.

2.2.2 Layouts of letters  

Layouts is the position of the parts on the page ( letter pad ). According to the arrangement or layout, business letters can be identified as full block , block, semi block or modified block, square block, simplified, indented, and hanging indented styles.

a.    Indented form.

Both the formal parts and the body of the letter are indented. This is the traditional layout and now it is not much used anymore.

b.    Hanging indented form

sometime you may find see this style of layout. But, it is seldom used in practice because it is less practical. Its main advantage is that it calls attention to the body and each of the paragraph. The chart below is one of  hanging indented file with mixed punctuation.

c.    Block form

Both formal and body are blocked. Notice that this layout has the formal parts balanced: the information about the receiver ( inside address ) and the salutation are on the left, and the complimentary close and information of the sender is on the right. The date line may end at the right margin ;attestation and subject line may be centered or indented five or ten spaces. This layout increasingly popular everywhere because it saves the typist’s time and looks neat. See example. It is a chart of a blocked letter with mixed punctuation.

d.   Semi block or modified block form

This style is similar with a blocked letter except that the beginning of each paragraph of the body is indented five or ten spaces. This layout is widely used now. The chart below is for a semi block letter with mixed punctuation.

e.    Full block form ( complete block form )

All letter parts begin at the left margin. It is the fastest arrangement to type and mostly used now. The chart below is for a full blocked letter with open punctuation.

f.       Square blocked

This is the same as a full blocked letter with two changes: the date is type on the same line as the stars of the inside address and ends at the right margin; reference initials and enclosures reminder are type on the same line as the signature and signer identification . This arrangement save spaces, allowing longer letters to fit onto a single page. The following is a square block letter chart with open punctuation.

g.    Simplified or AMS ( Administrative management society )

This style was developed to increase to increase the efficiency. Especially on the part of the typist. This style is extremely efficient but a bit impersonal. Therefore, many people dislike it. Besides people do not like its “ impersonalness ”. the also used to the conventional form ( block or indented forms )

2.2.3  The Envelope

When you type the address on the envelope, pay attention to the following points.

1.    An envelope should be addressed to correspond with inside address.

2.    On a standard business-size envelope, the address should begin four inches from the left edge, fourteen lines from the top.

3.    The address should be blocked and single-spacet and should include the post code or ZIP code.

4.    Special instruction (e.g. attention line or “Confidential” sign) shoul be placed four lines below the return address.

5.    The return address should correspond with the letterhead. It is usually already printed on the envelop.

2.2.4 Compliment Slips

A compliment slips is a small piece of paper with the full details very much like the letterhead. Somewhere on the sheet it is printed the words “WITH COMPLIMENT” or “ WITH THE COMPLIMENT OF “.