Professional Documents
Culture Documents
Introduction
A. Background
As a social creature people need to interact one each other, to
communicate one each other there are some method such as spoken
communication, written communication, gesture, visual, signal, or by multi
media. We use spoken communication, gesture; signal if the receiver is near with
us, so we can exactly give them message without any mediator. But what we have
to do, if the receiver is far away from us, separated by time and distance. There
are three ways to send receiver the message by written communication, visual and
multimedia; nonetheless, there is just one model of communication that can
deliver a formal message, it is written communication.
Students and professional now a day realize that written communication is
important, because it can bring them into a success. There are many kinds of
letter, such as letters, reports, proposal, case analysis, resumes, etc. in this paper
the writer going to explain one of model written communication; it is letter,
especially in business letter.
B. problem formulation
1. What are business letters?
2. How to make good business letters?
3. What should we do to write business letters?
C. Destination
1. To know the definition of business letter.
2. To know the format, and part of business letter
3. To know steps to make good business letter.
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CHAPTER II
Discussion
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to inform
to request
to express thanks
to remind
to recommend
to apologize
to congratulate
to reject a proposal or offer
to introduce a person or policy
to invite or welcome
to follow up
to formalize decision
4. How to make effective business letters
1. Clarity
Clarity demands the use of simple language and easy sentence structure in
composing the message. When there is clarity in presenting ideas, its easy for the
receiver/decoder to grasp the meaning being conveyed by the sender/encoder.
2. Conciseness
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A concise message saves time of both the sender and the
receiver. Conciseness, in a business message, can be achieved by avoiding wordy
expressions and repetition. Using brief and to the point sentences, including
relevant material makes the message concise. Achieving conciseness does not
mean to loose completeness of message.
3. Courtesy
4. Completeness
5. Correctness
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Correct use of grammar, spelling and punctuation
Accuracy in stating facts and figure
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indicate the size of envelope you are using and type the correct information in the
appropriate fields, for example:
Postage
stamp
Ms. Maggie Jones
Angel Cosmetics Inc.
110 East 25th Street
New York
NY 10021
USA
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Instead of a signature, include your typed name, and below it
include your email address, business name and address, phone and
fax number, and website if appropriate.
Remember that people often print out emails, so your own email
address and the subject line would be lost if you had not included
them in the body of the email.
Internal electronic mail may be formatted more like a memo than a
formal letter.
Repeat the subject line in the body of the email, beneath the
salutation (as with a letter).
Use the "cc" address line to copy more than one person with your
correspondence.
You can request a receipt for important letters. The system will
automatically let you know when someone has opened your email.
Instead of a signature, include your typed name, and below it
include your email address, business name and address, phone and
fax number, and website if appropriate.
Remember that people often print out emails, so your own email
address and the subject line would be lost if you had not included
them in the body of the email
Internal electronic mail may be formatted more like a memo than a
formal letter.
Memos are short internal business letters, sent to other staff within the
same company. A memo (or memorandum) may also be posted somewhere inside
a company for all to see. Memos are becoming less common as electronic mail
becomes more common. In contrast to letters, memos do not usually contain
salutations or closings, and may be typed or hand-written. The text portion of the
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memo is generally in block format. Memos should include "From", "To", "Date",
"Subject" and the message itself, like this:
Company logo
MEMORANDUM
Date:
often
with
bullet
points
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for some question. jot down your answer to create an outline before you start
writing.
Who am I writing this letter to?
Identifying your audience always comes first. Are you writing to more
than one person, to someone you dont know, or someone you have known
for a long time? This will help you determine how formal the letter needs
to be, you need to introduce yourself briefly in the letter if the recipient
doesnt know you. you may also to find out the up dated address and title
of the recipient. This is the good time to confirm the correct spelling of
first and last name.
Remember that each reader has an attitude. How can you turn your
readers attitude to your advantages?
Take into account your reader level of knowledge. Are writing to
someone you have known for years or to someone you may never meet?
Every reader has needs and expectations. Try to full fill these as well as
you can. Do they need everything spelt out to the letter, or will clear
explanations and straightforward language be best?
Is your reader from different culture?
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To offer sympathy
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How past experiences matches company specific needs.
RESPONSE
Availability for interview
When can meeting be arranged
ORGANIZATION
Return address of our home
Repi Pramuja diansyah title and address
Salutation : Dear Mr. Repi
First paragraph: introduce myself briefly remind Repi where you know
the announcement. Provide your reason for writing: recent article in the
wall street journal and other publications that the great formula solution is
planning a new English teacher.
Second paragraph: Explain about your curriculum Vitae or resume, how
do you past your experiences indicate general abilities, and then make it
more specific by giving explanation how your past experiences match with
companys specific needs.
Third paragraph: provide deadline for response and how to contact me.
2. writing business letters
The term business letter makes people nervous, many people with
English as a second language worry that their writing is not advanced enough for
business writing. The easier letter is to read, the better. You will need to use
smooth transition so that your sentences do not appear too choppy.
1. salutation
First and foremost, make sure that you spell the recipient name correctly.
you should also confirm the gender and proper title. Use Ms. for woman and Mr.
for men. if you are 100% sure that women is married. If you dont know the name
of person and cannot find this information out you may write to whom it may
concern. it is standard to use a comma after the salutation. it is also possible to
use no punctuation mark at all. here is some common ways to address the
recipient:
Dear Mr Powell,
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Dear Frederick Hanson:
Dear Madam
Gentleman:
2. first paragraph
In most type of business letter it is common to use friendly greeting in the
first sentence of the letter. Here are some examples:
I hope you enjoying a fun summer
Thank you for kind letter of January 5th.
I appreciate your patience in waiting for response.
After your short opening, state the main point of your letter in one or two
sentence.
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Here are some common ways to close a letter. Use a comma between the
closing and your handwritten name. If you do not use a comma or colon in your
salutation, leave out the comma after the closing phrase.
your truly,
your sincerely,
Best Wishes.
The example:
Dear
Vice-President of Sales
PT. Loker Seni
Jl. Cinta
Jakarta Selatan
Sincerely,
Youre Name
3. writing tips
Here are some tips to make a good business letter
Use a conversational tone
Ask direct question
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Double-check gender and spelling of names
Use active voice whenever possible
Use polite modals
Always refer to your self
Dont use we, unless its clear exactly who the pronoun refers to.
Rewrite any sentence or request that sounds vague
Dont forget to include the date.
4. proofreading
Proofreading means to read a text carefully, to check it for errors and general tone.
You should always proofread a business letter before sending it.
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CHAPTER III
Closing
A. Summary
Business letter is kind of some written communications that very
important for all students and professional which have occupation. Business letter
should be clear and concise. Thats way we have to plan it well. There are some
types of letter such as letter of inquiry, information letter, persuasive letter,
sample sales letter, and the job inquiry letter.
Every business letter-writer needs to process a good vocabulary. That term
refers to the number of words which a person knows well, and can use correctly in
speaking and writing. A good vocabulary should be enabling you to write
business letter in language which is clear and interesting. And which will
encourage each address to read letter. If an address became bored and distracted,
he or she might not continue his reading.
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Reference
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