Style
of business letters
- Full block style : Full block style is a letter format in which all text is justified to the left margin. In block letter style, standard punctuation is placed after salutations and in other headings. Open punctuation, however, refers to a modification of style where all nonessential punctuation is omitted. A few key factors will help you understand block style format and the difference that open punctuation makes.
- Block style : Block style or block letter is a letter (usually business letter) format where all typed content is aligned with the left margin and no indentation. A block letter typically contains specific components. These include the sender's name, address, phone, the recipient's name and address, the current date, a reference statement (usually beginning with "Re:"), the subject, and the main body.
- Semi block style : Semi-blok fromat: in a format this text parallel left and all paragraphs in the letter is indented. Format shape on this letter on letter head, date, complementary a close, and signature being in a position flattened right. In the layout uneven right, but can dibilangg flattened middle. Other parts on a letter as inside address, subject, salutation, body of letter, and enclosure if terdapatnya attachment letter,Being flattened on the left.
- Indented style : An indented letter style is a letter-writing style where the paragraphs are indented, and the date, closing and signature start at the center of the line. The paragraphs are typically indented by half an inch.
- Simplified style : The simplified style business letter is a variation of the full-block and semi-block letter formats. Business professionals take you more seriously when you format your written communications using one of these formats. A personal letter format is acceptable for writing to a friend, but using this format when you are sending a communication to another business owner can make you look unprofessional.
- Hanging indentation style: Hanging-Indented Format is the style of paragraph composing in which the first line of a text is aligned with the left-margin, and all other linesare indented (moved toward right) by an equal amount of space. Used rarely, except in displaying lists of data. Also called out-denting.The form of this letter on letter head, date, complementary close and signature are in the position of the Middle letters. The other part on letters such as the inside address, salutation, body, subject of letter are in the position of left-align. At the beginning of the paragraph, paragraphs hanging is not space.
The
advantages of each style
- Full block style : 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.
- Block style : A block letter could be used as a template letter, one that is used for all correspondence of a specific nature or type. It could even be turned into a Microsoft Word template, where various components are fed into the document from another source (like an Excel spreadsheet) using macros. This is customary when the same letter needs to be sent out to many people and personalized to each of them.
- Semi block style : Depending on the purpose and content of the letter, a semi-block format may be more desirable for less formal business correspondence, such as thank you messages or announcements of events. Letters to, and dealing with, smaller businesses with less corporate oversight and formality should use the semi-block style to create a more personalized correspondence than a standard corporate business letter.
- Indented style : (1) The letter has balance
appearance as the entire matter is balance on both sides (right and left hand
side) of the paper. (2) The letter has prominent and attractive display as punctuation rules are
strictly followed.
(3) It can be used for business, personal and official use
- Simplified style : Using the simplified style is the most useful at times when you don't have a recipient's contact name. Because the simplified style does not require a salutation, you don't need the person's name. The simplified format does away with unneeded formality while maintaining a professional approach.
- Hanging indentation style: This very useful style places the first words of each paragraph prominently on the page. It is useful for letters that deal with a variety of different topics. However, for normal business communications, this style is very rarely used.
Parts
of business letters
- The Heading (The Retern Address) or Letterhead - 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.
- Date - Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2005 (12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day.
- The 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 's name.The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.
- The Greeting - Also called the salutation. The 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. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).
- The Subject Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. 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."
- The Body Paragraphs - 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.
- The 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. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)
- 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.
- Initials, Enclosures, Copies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.
kinds
of business letters
- Inquiry letter : Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others. The term is common in various business setups as it implies fund request or pre-proposal information.
- Order letter : An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.
- Complaint letter: Complaint letter is a sort letter which we use to help you achieve your goals from your complaint. The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department.
- Payment letter : A payment letter is generally to remind someone about their pending payment. In this busy life, people tend to forget lots of things very easily. In that case a payment letter reminds them of their dues or other pending payments. A payment letter is written in a neat and formal way and conveys the message of pending payment. The letter is more of a reminder and help people do their work in time.
- Application letter: An application letter is a formally written one-page letter that accompanies a resume and other requested documentation in application for a job or academic program. Application letters are often synonymous with cover letters, and in addition to describing what materials are included in the application, an application letter should also take time to highlight the qualifications that prepare the writer for acceptance into the job or academic program.
- Curiculum vitae: CV. A summary of a job applicant's professional experience and educational background, along with other relevant information regarding the candidate's qualifications. The curriculum vitae is similar to a resume, but is used more frequently by candidates who have published works in journals, such as scientists or academic professionals.
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