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Softskill Part Three
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Created By :
Name : FajarMustaqiim
Class : 4 KB 01
NPM : 22112720
UIVERSITAS GUNADARMA
2015
BUSINES LETTERS
A business letter is
a letter written in formal language, usually used when writing from
one business organization to another, or for correspondence between such
organizations and their customers, clients and other external parties. The
overall style of letter will depend on the relationship between the parties
concerned. There are many reasons to write a business letter. It could be to
request direct information or action from another party, to order supplies from
a supplier, to identify a mistake that was committed, to reply directly to a
request, to apologize for a wrong or simply to convey goodwill. Even today, the
business letter is still very useful because it produces a permanent record, is
confidential, formal and delivers persuasive, well-considered messages.
·
Types
The most important element you need to ensure in any
business letter is accuracy. One of the aspects of writing a business letter
that requires the most accuracy is knowing which type of business letter you
are writing. A number of options are available for those looking to trade in
business correspondence, and you will significantly increase your odds for
getting a reply if you know the form you need to send.
1. Letter of Complaint
A letter of complaint will almost certainly result in an
official response if you approach it from a businesslike perspective. Make the complaint
brief, to the point and polite. Politeness pays off regardless of the extent of
anger you are actually feeling while composing this type of business letter.
2. Resume Cover Letter
A cover letter that accompanies a resume should revel in its
brevity. You should take as little time and as few words as possible to
accomplish one task: persuading the reader to anticipate reading your resume.
Mention the title of the job for which you are applying, as well or one or two
of your strongest selling points.
3. Letter of Recommendation
A recommendation letter allows you to use a few well-chosen
words to the effect of letting someone else know how highly you value a third
party. Resist the temptation to go overboard; approach your recommendation in a
straightforward manner that still allows you to get the point across.
4. Letter of Resignation
An official letter of resignation is a business letter that
should be fair and tactful. Be wary of burning any bridges that you may need to
cross again in the future. Offer a valid reason for your resignation and avoid
self-praise.
5. Job Applicant Not Hired
In some cases you may be required to write a business letter
that informs a job applicant that he was not chosen for an open position. Offer
an opening note of thanks for his time, compliment him on his experience or
education and explain that he was just not what the company is looking for at
the present time.
6. Declining Dinner Invitation
Declining a dinner invitation is a topic for a business
letter that, if not done tactfully, may result in a social disadvantage. Extend
your appreciation for the invitation and mention that you already have an
engagement for that date. Do not go into detail about what the engagement is.
7. Reception of Gift
It is very polite to return a formal business response
letting someone know that you have received her gift. Extend a personalized
thanks to let her know that you are exactly aware of the contents of the gift.
If possible, it is a good idea to include a sentiment suggesting that you have
put the gift to use.
8.
Notification
of Error
When sending a business letter that lets the receiving party
know that an error has been corrected, it is good business sense to include a
copy of the error in question if there is paperwork evidence of it. Make the
offer of additional copies of material involved in the error if necessary.
9. Thanks for Job Recommendation
A letter of thanks for a party that helped you get a job
should be professional and courteous. Above all else, avoid the temptation to
go overboard in offering your thanks. Be aware that your skills also helped you
land the job and it was likely not handed to you as a result of the third
party.
10. Information Request
A business letter that requests information should make the
request specific and perfectly understandable. It is also a good idea to state
the reason for the information request. Extend advance appreciation for the
expected cooperation of the recipient.
·
Elements of a Business Letter.
The
elements of a business letter are:
Ø the heading
Ø the inside address
Ø the greeting
Ø the body
Ø the complimentary close
Ø the signature line
1.
The Heading.
This
contains the return address (usually two or three lines) with the date on the
last line. Sometimes it may be necessary to include a line after the address
and before the date for a phone number, fax number, E-mail address, or
something similar. Often a line is skipped between the address and date. That
should always be done if the heading is next to the left margin. It is not
necessary to type the return address if you are using stationery with the
return address already imprinted. Always include the date.
2.
The Inside Address.
This
is the address you are sending your letter to. Make it as complete as possible.
Include titles and names if you know them. This is always on the left margin.
If an 8½" 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. An inside address also helps the recipient route the letter
properly and can help should the envelope be damaged and the address become
unreadable. Skip a line after the heading before the inside address. Skip
another line after the inside address before the greeting.
3.
The Greeting.
Also
called the salutation. The greeting in a business letter is always formal. It
normally begins with the word "Dear" and always includes the person's
last name. It normally has a title. Use a first name only if the title is
unclear--for example, you are writing to someone named "Leslie," but
do not know whether the person is male or female. For more on the form of
titles, see Titles with
Names.The greeting in a business letter always ends in a colon. (You know
you are in trouble if you get a letter from a boyfriend or girlfriend and the
greeting ends in a colon--it is not going to be friendly).
4.
The Body.
The
body is written as text. A business letter is never hand written. Depending on
the letter style you choose, paragraphs may be indented. Regardless of format,
skip a line between paragraphs.
.
5.
The Complimentary Close.
This short, polite
closing ends 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 block style is
becoming more widely used because there is no indenting to bother with in the
whole letter.
6.
The Signature Line.
Skip
two lines (unless you have unusually wide or narrow lines) and type out the
name to be signed. This customarily includes a middle initial, but does not
have to. Women may indicate how they wish to be addressed by placing Miss,
Mrs., Ms. or similar title in parentheses before their name.
The signature line may include a second line for a title, if
appropriate. The term "By direction" in the second line means that a
superior is authorizing the signer. 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. Business letters should not contain
postscripts. Some organizations and companies may have formats that vary
slightly.
The
elements
of a good letter
1. The
most important elements of writing a good
letter writer is
the ability to identify to
whom the letter was addressed. If the author sends a letter
to the department of human resources, avoid the use Of high technical terms.
2. Assure
that the purpose of
writing the letter should be clear and concise. Do not make the purpose of the letter is not
clear, most people wrote letters
with elements that are not needed in performance
in detail, a letter should
be written only with
the points that will be delivered without further
ado too.
3. Be
professional in the writing, professional attitude here means polite, delicate,
avoid threats and slander, place the problem with the relevant information even if it is a letter of complaint.
Business letter can be write with
different styles, such as:
A.
`Full
Block.
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.
1.
Return
Address: If
your stationery has a letterhead, skip this. Otherwise, type your name, address
and optionally, phone number. These days, it’s common to also include an email
address.
2.
Date: Type the date of your letter
two to six lines below the letterhead. Three are standard. If there is no
letterhead, type it where shown.
3.
Reference
Line: If
the recipient specifically requests information, such as a job reference or
invoice number, type it on one or two lines, immediately below the Date.
4.
Special
Mailing Notations: Type
in all uppercase characters, if appropriate.
5.
On-Arrival
Notations: Type
in all uppercase characters, if appropriate. You might want to include a
notation on private correspondence.
6.
Inside
Address:
Type the name and address of the person and/or company to whom you’re sending
the letter, three to eight lines below the last component you typed. Four lines
are standard.
7.
Attention
Line: Type
the name of the person to whom you’re sending the letter.
8.
Salutation: Type the recipient’s name here. Type
Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender.
9.
Subject
Line: Type
the gist of your letter in all uppercase characters, either flush left or
centered. Be concise on one line.
10. Body: Type two spaces between
sentences. Keep it brief and to the point.
11. Complimentary Close: What you type here depends on
the tone and degree of formality.
12. Signature Block: Leave four blank lines after
the Complimentary Close to sign your name. Sign your name exactly as you type
it below your signature. Title is optional depending on relevancy and degree of
formality.
13. Identification Initials: If someone typed the letter for you,
he or she would typically include three of your initials in all uppercase
characters, then two of his or hers in all lowercase characters.
14. Enclosure Notation: This line tells the reader to
look in the envelope for more. Type the singular for only one enclosure, plural
for more.
15. cc: Stands for courtesy copies
(formerly carbon copies). List the names of people to whom you distribute
copies, in alphabetical order.
B.
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.
Sample
Form Letter Semi Block Style :
1)
Description:
2)
1.Kop Letter
3)
2. Date of preparation of letters
4)
Letter No.
5)
attachment
6)
case
7)
The letter addressed
8)
a word of salutation
9)
8a. Introduction letter
10)
8b. Explanation letter
11)
8c. The cover letter
12)
Greetings Closing
13)
Name of office
14)
signature
15)
Names to approach
16)
copy
17)
Attachment page letter / initials
C.
Simplified-style
D.
Hanging-Indented
Style
Examlpe :
Jl. Raya Parungkuda No 36B
Januari 4, 2016
Attention To :
HRD Manager
PT. Freeport
Dear
Sir/Madam,
I am writing to apply for the
programmer position advertised in the Times Union. As requested, I am enclosing
a completed job application, my certification, my resume and three references.
The opportunity presented in this
listing is very interesting, and I believe that my strong technical experience
and education will make me a very competitive candidate for this position. The
key strengths that I possess for success in this position include:
I have successfully designed,
developed, and supported live use applications
I strive for continued excellence
I provide exceptional contributions
to customer service for all customers
with a computer science degree at
the University Gunadarma, I have a full understanding of the full life cycle of
a software development project. I also have experience in learning and
excelling at new technologies as needed.
Please see my resume for additional
information on my experience.
I can be reached anytime via email at
fajarmustaqiim@email.com or my cell phone, +6281- 763- 444- 10 / +628- 5699- 321-
87.
Thank you for your time and
consideration. I look forward to speaking with you about this employment
opportunity.
Sincerely,
Fajar Mustaqiim
Sources :
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