resista vikaliana, s.si. mm 05/01/2014resista vikaliana,s.si.mm1
TRANSCRIPT
Resista Vikaliana,S.Si.MM 1
PART AND STYLE OF BUSINESS LETTER
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Planning a Business Letter
Two purposes of a letter
A messenger
An ambassad
or
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A messenger
It carries what you want to say to its recipient
An Ambassador
It carries your image,
the image of the firm
or organisation orassociation for
whichyou work
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THE RULE OF THE FIVE QUESTIONS:1. What are you to say? 2. Are you being logical?3. What about your paragraphs?4. Have you identified the subject?5. Have you shown the way ahead?
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Lay out of a Business Letter LETTER HEAD LAY OUT
Date Reference(s) Inside address Salutation Subject heading Body of letter Complimentary ending Signature and conclusion Enclosure(s)
FRAMEWORK05/01/2014
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Date This should be written in full, normally in the
order of day, month, year, as in
Reference(s) A way of identifying a letter. In basic form
they are initials of the person who dictated the letter and the thypist, e.g.
Our ref: WFM/ OP; WFM/ OP/69
15 October 2011
Tuesday 21 May1977
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Inside address The name and address of the person to
whom the letter is being sent.The ManagerFax Merchandising68 Campbell StreetYaba-Lagos
The SecretarySmith and Webb Ltd
Smith & Jones Ltd14 High StreetCarlisle
For the attention of Mr Thomas
Messr Smith and Moodie
Messr W. Black &Company
PRIVATECONFIDENTIAL
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Salutation The opening words of greeting in a letter Dear Sir(s); Dear Madam (Mesdames) Sir, Gentlement Dear Mr (Mrs/Miss/Ms) Dear (first name of resipient)
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Subject heading Dear Sir,
Mr. H.J. StewartThis young man has applied to us for a post in our Advertising Department. He states that.........
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Body of letter This is the most important section of any
business letter. Beware of too many short paragraphs. Most of the letters are fully blocked
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Complimentary ending The point to remember here is that your
ending must conform with your salutationSalutation Complimentary
ending
Dear Sir/ Madam Yours faithfully
Dear MrDear Mrs Wilson
Yours sincerely
Sir/ GentlemenMadam/ Mesdames
Your s obedient servantYours respecfully
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Signature and conclusion Enclosure(s)
- enc/---
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Types of Business Letter
Three classifications or business letter
The formal letter
The semi formal letter
The personal note05/01/2014
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Formal Business Letter
Quatation Letter of Reference Letter of Introduction Circular letter Request of Payment Email
Enquiry Order, Reply, Complaint Letter of Applications
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Quotation The first step in business transaction is
usually about prices, range of goods, availability of goods, etc. In order to discover new sources of supply or to obtain details of quality and price, the buyer sends inquiries to several firms.
Letter of Reference This is another form of status inquiry where
information on a specific point is sought.
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Letter of Introduction A letter to introduce the representative of a firm
to business houses in towns or districts to be visited. In such a letter the representative’s name, his connection with the firm, and his reason for travelling
Circular letter The purpose of this letter is to give information,
e.g. Change of address, introduction of new lines, announcement of a particular event to be held-conference, exhibitions,opening new brand, ets.
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Request of Payment A first letter requesting payment of an
account is generally very short. With it is enclosed the statement of account, and reference should be made to any terms of discount
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CO2 H2O
70 Michael Lane Coulson
May 15 1985 The Manager Northeren Bank plc Coulson Dear Sir/Madam,
Deposit Account No. 123456 Please accept this letter as authority to transfer £250 from the above account
to my current account (No. 654321).
▪ Yours faithfully, A.F.M. Harry (Mrs)
W. Jones &Sonc Ltd Hermes House Singapore
May 15 1985 The Manager W. Jones &Sonc Ltd Hermes House 12 Battery Road Singapore
Ref: The Manager Dear Sir/Madam,
I have seen your advertisement in yesterday’s Daily Standard, and I am writing to ask you to send me more information about your Students’ Note Taking Kit
I would be grateful if you could send me your catalogue. I and some friends are particularly interested in the wallet containing a ring file, extra sheets of paper coloured ball point pens.
I look forward to seeing your catalogue and I will appreciate if you could let me know by return if you supply these kits.
▪ Yours faithfully,
Heidi Braun
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Semi Formal Letter
Semi formal letters are sent to people you do’t know very well or when you want to be more polite and respectful (e.g. A pen friend’s parent, a school teacher, etc)
For this reason the are written in a more polite tone than informal letters.
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Semi Formal Letter
Dear Mr Strickland,
I am writing to you to request that you allow me to pay my rent late this month.
I’ve been a tenant with you for a number of years now, and, as you know, I have always paid my rent on time. However, I am having a few financial problems at the moment, therefore leaving me short of money this month.
I can assure you that I will be acceptable to you, but please contact me if it is a problem.
Yours sincerely,
John Streetham 05/01/2014
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Compare!
INFORMAL
Why not phone the secretary and ask her?
I’m sorry, but I can’t come on Friday night
SEMI FORMAL
It would be good if you phoned the secretary and ask her
I’m afraid I won’t be able to come on Friday in the evening
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33 Red Streed London Phone 07106789
22 December 2013
Dear John and Ann Thanks a lot for a great weekend. We really enjoyed
ourselves.
Bill and I were talking about the holidays. We thougt it might be nice to go camping in Scotland for a couple of weeks. Are you interested? Let me know if you are, and we can talk about dates.
See you soon, I hope. Thanks again.
Love, Alice
PS: Did I leave a pair of jeans behind in the bedroom? If so, do you think you could send them on?
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Style of Letter
Indented Style
• British Style
• American Style
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Exercise
Make the informal letter of your vacation planning. The recipient is your friend who lives in the city where you will visit. Tell your friend about the day you will go on vacation, how long will you be there and the places you want to visit
Make the semi formal letter to your mother’s friend. You are telling him/ her about your parent’s health. Pretend that your mother is staying in hospital for taking some treatments of her cancer. You hope your mother’s friend will visit your mother.
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