Softskill business letter

iEXERCISE 1

·         Mention the parts of a business letter! Explain them shortly!

a.      Letter Head, Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity.

b.      Date , Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2016

c.       Inside Address, In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient'sname.

d.      Solutition, he type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. 

e. Subject Line , Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."

f.       Body Of Letter, The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

g.      Complimentary Close, This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does

h.      Signature and Writer’s identification, The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

i.        Encloser, Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.

·         Mention the style of a business letter! Explain then shortly!

1.      Full Block Format 

Full block style business letters have a formal appearance, however they can be used in informal business situations as well as formal ones. If you are looking for a single format that will work well in every situation, this is a good  One to use.
Notice that the following business letter format is laid out so that it is easy to read. It is also a template that is very easy to type, as there are no indents to worry about.

2.      Full Block Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

Recipient’s Name
Company
Address
Address
Address
Dear (Recipient’s Name),
This block format business letter template illustrates how quick and easy communications can be to type. Notice that it looks very much like the semi-block letter format, except the paragraphs are not indented. This is a format you can use for all business occasions.

Notice that all elements in this letter are left justified. This formatting provides a crisp, modern look that many people prefer.

If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.

Sincerely, Your First name, Last name, and Title

     3.  Modified Block Format

Modified block style business letters are less formal than full block style letters. If you are corresponding with someone you already have a good working relationship with, the modified block style letter is a good one to use.
Notice that the following business letter format is written without indents. If you prefer to use indents, try using the semi-block or modified semi-block format instead.

Modified Block Format Business Letter Template

Your Name

Address
Address
Phone
Today’s Date

Recipient’s Name
Company Name
Address
Address
Address

Dear (Recipient’s Name):

This modified block business letter format looks very much like the modified semi-block letter format, except the paragraphs are not indented. Modified block letters are just a little less formal than full block letters.
Notice that the sender’s address, the closing, the signature, and the signature block all start near the center of the page. In some cases, people who prefer to use this format begin these elements five spaces to the right of the center of the page.
If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below the signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.

Sincerely,

Your First name, Last name, and Title

4.       Standard Format

Standard format business letters are quite formal. Because they include an optional subject line, they are ideal for situations in which you need to create a formal response or communicate about an account number or case number.
At the bottom of this template, you’ll see something the other business letter templates don’t contain. Below the signature block are three lines of text indicating that a secretary or assistant typed the letter for the sender, that a copy was sent to another recipient, and that there are enclosures. In other business letter formats, “enclosures” is written out. In standard format, the word is abbreviated.

Standard Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

Recipient’s Name
Company Name
Address
Address
Address

Dear (Recipient’s Name),

This standard business letter format looks very much like the block letter format. Notice that everything is left justified. You will notice that this template contains some elements that are different from those in the other business letter formats on this page. First, there is a subject line. This element is optional, and can be replaced with a “RE:” line that is used to reference something specific like a previous communication or an account number. Be sure to underline this so that it stands out. Additionally, this template has three other elements. On the line located beneath the signature block, you will notice my initials in upper case letters. A colon separates them from my assistant’s initials, which are written in lower case letters. This indicates that my assistant typed the letter for me. If you type a standard business letter yourself, you do not need to include this element.
Beneath the initials, you will see “cc:” followed by my business partner’s name. This indicates that I have sent a copy of this letter to my partner. If you write a letter like this one but don’t cc anyone, there’s no need to include this element.

Finally, you will notice the letters “encl” followed by a colon. This indicates that there are enclosures. Interestingly, the standard business letter is the only one in which you use “encl” instead of writing “enclosure” to show that a brochure, application, invoice, or other item(s) are enclosed. As you may have already guessed, you can skip the “encl” if you haven’t included anything with the letter in the envelope.

Sincerely,

Your First name, Last name, and Title
YN:an
cc: Business Partner, Other entity
encl: Business letter template

5.      Open Format

The open format business letter has a clean, formal look just as the block format letter does. It is suitable for all business communications. There is one major difference between this format and the other business letter formats on this page: It contains no punctuation after the greeting, and no punctuation after the closing.

Semi-Block Format

The semi-block format business letter is a little less formal than the block format letter and slightly more formal than the modified block format letter. It works well in almost all situations and is a good choice if you find yourself on the fence about which format to use. Semi-block business letters differ from most others in that the first line of each paragraph is indented. Look at the modified semi-block business letter template if you’d like to try another format with indentations. It is the least formal of all the formats shown on this page.

Semi-Block Format Business Letter Template

Your Name
Address
Address
Phone
Today’s Date

Recipient’s Name
Company
Address
Address
Address

Dear (Recipient’s Name),

This semi-block business letter format looks very much like the block letter format, except the

Paragraphs have been indented. Semi-block format letters are just a little more formal than modified semi-block business letters.

Notice that the sender’s address, the closing, the signature, and the signature block are left justified.

The only elements of this business letter format that are not left justified are the first lines of each of the paragraphs.

If you have any enclosures to include in this letter, make a note at the bottom left, a few spaces below

The signature block. Just write “enclosures:” and follow up with the names of any items inside the envelope. A brochure, an application, or a copy of an invoice are some of the things you might think about including.

Sincerely,

Your First name, Last name, and Title

3. What kinds of information that you can get from inquiry letter?

a.       Types of goods

b.      The amount of goods

c.       Discount acceptable

d.      way of delivery and payment

e.       warranty of good

f.       services before awarding jobs, granting credit,

g.      making contracts and giving promotions are known as letters of inquiry.

4. Complete the sentences in this letter. Use the word below!

·      response	·     enclose	·    apply	·   in	·     curriculum vitae
·      position	·     graduated	·    forward	·   interview	·     resource

           

Mikail Peter

Jl Malaka I

Jakarta 15670

Tel: 207 856 1199

E-mail: mpeters@yahoo.com

March 1, 2012

Human (a) resource Director

 Kauffman Equipment, Inc.

Shangrilla 112

Jakarta

Dear Sir/ Madam:

With reference to your advertisement (b)in Today’s issues of Kompas, I would like to (c) apply for the (d)position of an Administration staff in your firm. I herewith take the liberty of tendering my application as a candidate for the post you offered.

I am eighteen years old and have (e)graduated  from senior High School. I have fair knowledge of office administration and I can speak English as well. I also used to take computer course so that I can use computer with accuracy and speed.

For you further information, I (f) enclose a copy of my certificate, (g)curriculum vitae, and a recent photograph.

I would be very grateful if you could give me an opportunity of an (h)interview I look (i)forward. to having your (j)response.

Yours faithfully,

Mpeter

 Mikail Peter