iving Bad News:
Unfortunately
I am afraid that
Enclosing Documents:
I am enclosing
Please find enclosed
Enclosed you will find
Closing Remarks:
Thank you for your help Please contact us again if we can help in any way.
there are any problems.
you have any questions.
Reference to Future Contact:
I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.
The Finish:
Yours faithfully, (If you don't know the name of the person you're writing to)
Yours sincerely, (If you know the name of the person you're writing to)
Best wishes,
Best regards, (If the person is a close business contact or friend)
taken from: esl.about.com
Monday, 13 July 2009
Guide to Basic Business Letters
Guide to Basic Business Letters
The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.
The Start
Dear Personnel Director,
Dear Sir or Madam: (use if you don't know who you are writing to)
Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
Dear Frank: (use if the person is a close business contact or friend)
The Reference
With reference to your advertisement in the Times, your letter of 23 rd March,
your phone call today,
Thank you for your letter of March 5 th .
The Reason for Writing
I am writing to inquire about
apologize for
confirm
How to Write a Business Letter
There are many different reasons for writing a business letter. However, most business letters follow some general guidelines as described below.
Here's How:
1. Use block style - do not indent paragraphs.
2. Include address of the person you are writing to at the top of the letter, below your company address.
3. After the address, double space and include date
4. Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Include Mr. for men or Ms for women, unless the recipient has a title such as Dr.
5. State a reference reason for your letter (i.e. "With reference to our telephone conversation..."
6. Give the reason for writing (i.e. "I am writing to you to confirm our order...")
7. Make any request you may have (i.e. "I would be grateful if you could include a brochure..."
8. If there is to be further contact, refer to this contact (i.e. "I look forward to meeting you at...")
9. Close the letter with a thank you (i.e. "Thank you for your prompt help...")
10. Finish the letter with a salutation (i.e. "Yours sincerely,")
11. Include 4 spaces and type your full name and title
12. sign the letter between the salutation and the typed name and title
Tips:
1. Keep the letter brief and to the point
2. Do not use shortened verb forms - write them out (i.e. "don't instead of do not")
3. Always keep a copy of correspondence for future reference
taken from: esl.about.com
Saturday, 31 January 2009
Sample Letter of Interest
421 Liberty St.
Kenyon, MN 55021
June 7, 2007
DTI
111 Riverfront Ste 325
PO Box - Box 157
Wabasha, MN 55946
Attention: Jen Carlson
Dear Ms. Carlson:
Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of DTI. In addition, my close friend, Paula Chavez who is in your employ, suggested that my special talents might benefit your customer service department.
Part of my success is because I place a high value on personal integrity and represent both my employer and myself in an ethical and respectable manner. Added to my diligence in paying close attention to detail, as a representative of your company I would bring focus not only to the value of your services, but also to quality customer service and the ease of doing business with DTI. Furthermore, I am a hard, smart-working, self-starter who works equally well in a team environment or individually.
I will call you on June 15 to answer any questions about this letter or my resume in the hope of scheduling an interview. If you prefer, please contact me by phone (555) 454-1307 or e-mail, ljones@nowhere.com.
Thank you for your time in considering my qualifications.
Sincerely,
Signature
Linda Jones
Writing a Letter of Interest
The letter of interest is also called a “prospecting letter” and with good reason. It’s a type of cover letter you write when you’re searching for a golden job opportunity. The letter of interest is your first chance to make a good impression on a prospective employer.
Letters of interest are written to express your interest in working for a particular company in a specific field. Your letter may be written either in response to a job opening or just to investigate possible employment.
Human resource departments receive dozens of letters of interest each week. However, make your letter stand out from the crowd using the following tips:
- Before you write, do your homework. Research the background of the company and familiarize yourself with their products and/or services.
- Be sure to find out the name of the individual who does the hiring. Address your letter to his/her attention and use her/his name in the salutation. “To Whom It May Concern” and “Dear Sir or Madam” are both outdated and considered to be lazy or even rude.
- Start your introductory paragraph with the reason you are interested in pursuing employment with this company. Try not to start the first sentence with “I”. (See sample letter of interest.) Also, explain what prompted your inquiry, such as a classified advertisement, a media article or interview, or a referral from an employee.
- In the next paragraph(s), give specific examples of your qualifications. Don’t hesitate to indicate the reasons why you would be an asset to the company. Illustrate your skills, strengths, and achievements in a professional, yet personable way. Stay away from strings of abbreviated credentials. These, if you have them, should be on the resume you’ll enclose with the letter. Direct the reader to your resume and any other enclosures.
- In your final paragraph, thank the individual for his/her time in considering you as a new employee. Indicate a precise time when you will contact him/her by phone to follow up on your letter. Also, be sure to let the individual know how to contact you.
Sample Letter of Recommendation
562 Banquest Street
Fair Valley, AL 81356
September 28, 2004
To Whom It May Concern:
It is with great pleasure that I am recommending Rose Berdinger to you. I am the Head Sales Manager at Vacuums Plus and Rose has been under my supervision from November of 2000 to August of 2004 as a saleswoman.
Rose would be a great asset to any company. She is one of the brightest employees that I have ever had. She also has a great drive and passion for her work.
Rose is such a quick learner. Within her first two weeks at Vacuums Plus she had learned all the product names, their features, and how they work. It normally takes a new employee at least two months to get familiar with all the products that we sell.
Rose's drive has led her to great success at Vacuums Plus. She has had the honor of receiving the "Top Sales Person of the Month Award" ten times in her last year at Vacuums Plus, which is a feat that no employee has ever achieved here before.
I believe that Rose Berdinger will be an excellent fit for your company. Rose has been nothing short of an exemplary employee. If you have any further questions, feel free to contact me at (555) 555-555 and I'll be happy to answer any questions you have.
Sincerely,
Signature
Peter Ziggad
Head Sales Manager
Requesting a Letter of Recommendation
Getting a good recommendation letter can significantly help you out in your application process so it is important to ask someone who you are in good terms with for a letter. It is also important to ask someone that knows you well for a recommendation and ask them for it in person. If you are seeking a letter for college or graduate schools, then it is recommended that you request letters from your teachers/professors. If you are seeking a letter for a job, business or professional school then it would be ideal if you got one from your current company. If you have not been at your current company long or if you are not currently employed then asking a previous employer is recommended. If that is not possible seek recommendations from respected professionals that you may know, such as doctors, lawyers, politicians, ministers and so on.
Ask for the letters early on, don't wait until the day before the letter is supposed to be sent in to request the letters of recommendation. Instead ask ahead of time. If you are going to apply to school ask your professor at least a month ahead of time. If you are seeking a professional letter, ask for a letter of recommendation whenever you leave a job.
Assist the writer with as much material as necessary, providing the writer with your resume and a list of achievments will make it easier on the writer. You may also want to give him/her any information that will help with the letter including your plans for the future, your strengths, experiences and other qualities you want to be presented in the letter. Be honest about the information you give, if you embellish it'll catch up with you later.
You should provide the writer with a stamped and addressed envelope. Also if there is a guideline that needs to be followed or any other material that needs to be filled out, you should provide that to him/her.
After the letter is sent out, you should send a thank you note to the writer. You can also thank them in person or over the phone as well.
Read More..Sample Apology Letter (Personal)
68 Pine Zaggat Lane
Hampervile, NE 25385
January 5, 2005
Dear Jolene,
I am sorry about forgetting about our lunch date. It was completely my fault; I was so busy at work that it must have slipped my mind. How about I treat you to lunch next Wednesday, at the new Italian restaurant Julie's at 12:30PM? I have marked this date in my planner so I will not forget about it. I'd just like to apologize again for missing the lunch date.
Your Friend,
Signature
Sample Apology Letter (Business)
5868 Maple Wood Street
Fairfield, PA 37626
November 29, 2004
Mr. Joseph Bicman
358 Noncook Road
John's Town, PA 57323
Dear Mr. Bicman:
I apologize for the mix-up of order #: 26429782. We have just implemented a new packaging system that still has a few bugs to be worked out, but we did fix your order and sent it out this morning. For your trouble, we have enclosed a $25 gift certificate which can be used at any of our stores. Once again I would like to apologize for the mix-up in your order and any inconveniences this may have caused you.
Sincerely,
Signature
Scott Mahoney
Customer Service Manager
Sample Friendly Letter
506 Country Lane
North Baysville, CA 53286
July 16, 2007
Dear Susan,
It feels like such a long time since the last time I saw you. I know it's only been several weeks since I saw you. So far my summer has been great!
I spend my all my weekends at the beach. I am getting a nice tan and you can no longer say I am paler than you. I have been playing lots of volleyball, surfing and building a nice collection of sea shells. Just this past weekend I took second place in a sandcastle building contest!
On the weekdays I work. I drive an ice cream truck around and sell ice cream to the kids. It is so cool. It is a combination of the two things I love most, ice cream and kids. The pay isn't too great but I love the job so much.
I hope the summer's been going well for you too. There's only a month and a half left in summer vacation and after that it's back to school. Would you like to meet up some time to before school starts?
Your friend,
Signature
P.S. John Austin says hi.
Friendly Letter Format
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Dear Name of Recipient, 3
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Closing (Sincerely...), 5
Signature 6
P.S. 7
1. Your Address: (Not needed if the letter is printed on paper with a letterhead already on it.): All that is needed is your street address on the first line and the city, state and zip on the second line.
2. Date: Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the salutation.
3. Salutation: Usually starts out with Dear so and so, or Hi so and so. Note: There is a comma after the end of the salutation (you can use an exclamation point also if there is a need for some emphasis).
4. Body: The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip 2 lines between the end of the body and the closing.
5. Closing: Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized.
6. Signature: Your signature will go in this section, usually signed in black or blue ink with a pen. Skip a line after your signature and the P.S.
7. P.S.: If you want to add anything additional to the letter you write a P.S. (post script) and the message after that. You can also add a P.P.S after that and a P.P.P.S. after that and so on.
Read More..Writing an Apology Letter
An apology letter shows that you are sorry and says that you value your relationship with the other party. The sooner an apology letter is written and sent out the better it is for the relationship. Depending on the nature of the letter, it can either be written in the friendly or the business letter format.
Friendly/Personal Apology Letter
If this is a personal letter you should start the letter by saying that you are sorry to the recipient. Next you should admit your fault and take responsibility for your actions. Next you should volunteer or ask if there is any way that you can help out to resolve the situation. Then you should let the recipient that you will try to make sure that the situation will not happen again. To close off the letter you should apologize again. When writing a personal apology letter it should come from the heart and be sincere.
Formal/Business Apology Letter
If this is a business letter you should start the letter by saying that you are sorry to the recipient. Next you should give an explanation as to what went wrong. Then you should try to rectify the problem. To close off the letter you should apologize again.
Sample Interview Thank You Letter
215 Casandle Drive
Middle Brook, FL 32634
December 15, 2004
Mr. Nigel Adams
Director of Human Resources
Nagata Resorts
6528 Castle Point Street
South Port, FL 38625
Dear Mr. Adams:
I would like to thank you for taking the time to interview me for the position of hotel manager on December 14. I was very impressed with the amount of vacationers that you stay at Nagata Resorts every year.
I appreciate the time that you spent discussing the responsibilities of the position. I believe that my credentials make me an ideal candidate for the position. As I mentioned in my interview with you, I already have 7 years experience as a hotel manager. I am very organized and have a high attention to detail. I also believe that the customer is the most important asset, so I always treat them with the utmost respect.
I look forward to hearing your decision about the position. You can contact me at (555) 555-5555, if you have any further questions, I'd be more than willing to come in and discuss them with you. Thanks again for the opportunity to interview with Nagata Resorts.
Sincerely,
Signature
Chad Ulster
Job Interview Thank You Letters
You should write a thank you letter as soon as possible (within 24 hours is recommended) after the job interview, at a minimum this should be done through email but is recommended that you do this through a hard-copy of a letter printed out of your computer which can be sent in through the postal mail or faxed in. Hand written notes on thank you cards are also acceptable and good for short thank you notes.
A hard-copy thank you letter should be written in the business letter format, while an email should be sent in the same format but without the heading (your return address, their address, and the date).
Thank you letter writing
The first paragraph should consist of thanking the interviewer for the interviewing you (remind him/her about the position you interviewed for and the date of your interview). You can also include information about your impressions about the company.
The second paragraph should state your interests in the company and include any additional information about yourself that was not brought up in the interview which would make you a good candidate for the position. You can also emphasize your qualifications that were already discussed during the interview (don't make this paragraph too long, try to keep it between 3-5 sentences, pick the traits that you think were most important to the interviewer and emphasize them).
The last paragraph should let the recruiter know that you expect to hear from them soon. Also let them know that you are available to come in again and are willing to discuss the job further. Write down your contact information again and what the best method and/or time to contact you is. To finish up the letter, thank them again for the interview.
Notes/Tips
Sample Cover Letter
527 West Ave.
Elmswood, CT 23865
October 28, 2004
Mr. Michael Black
Directory of Human Resources
Global Answers
6542 Sioux Falls, NY
Dear Mr. Black:
It is with great interest that I am applying for the position of chief accountant. When I read the job description in your ad on the New York Times on August 12th, I felt that it was an ideal match with my career aspirations. I have always wanted to work for a Fortune 500 company such as Global Answers.
I believe that I am the ideal candidate for the position due to my extensive experience as an auditor for KPMG. At my current position at KPMG, I perform all of the same tasks that are described in your ad for the chief accountant position. In addition to that I have a reputation for being a hard worker who makes sure the job is done right the first time. My reports are always completed well ahead of the deadline.
Feel free to contact me and setup an interview at your earliest convenience. You can reach me by way of e-mail at KenJacobs@nadate.com or by way of phone at (555) 555-5555. I look forward to discussing with you my future with Global Answers. Thanks for your time and consideration.
Sincerely,
Signature
Ken Jacobs
Enclosure: resume
Cover Letter Writing
What is a cover letter?
A cover letter is a brief one page letter sent along with the resume to potential employers. The purpose of the cover letter is to present yourself to potential employers and to let them know what position you are interested in and why you'd be a good fit for their company.
Cover Letter Format
The cover letter format should be almost identical to the regular business letter format.
Cover Letter Writing
Generally the cover letter will consist of three paragraphs. The first paragraph is an introductory one which introduces yourself. You want to include information on the position you are looking for and how you heard about and why you are interested in the position and/or company.
The second paragraph should provide information on your skill, strengths, education, qualifications and/or experience. This paragraph should be concise and give specific examples of why you are the ideal candidate and not simply restate your resume.
The final paragraph should close up the letter by requesting an interview and possibly suggestion times that are convenient for you or stating that you can come in at a time that's convenient for the employer. Also you should let the recipient know what the best way and/or time to contact you is (you should let them know both your contact email and phone number so that they can contact you in their preferred method). Or you can let them that you'll follow up on this letter with a phone call in several days. You should thank them for their time to close up the letter.
Each cover letter that you send out should be unique and tailored to the specific company and position you are applying to. Using one cookie cutter cover letter will lessen your chances for landing an interview. Also be sure to check for grammar and spelling and keep the letter to one page in length.
Read More..Business Email Writing
The following are some tips to help you when you are writing business letters through email.
Sample Resignation Letter
483 Spring Road
Ft. Berliner, VA 58265
October 21, 2004
Mr. Jack Wilkins
Head of Inventory Control
Widgets Unlimited, Inc.
16 Ferris Blvd.
Clinton, VA 58763
Dear Mr. Jenkins:
I am formally notifying you that I'll be tendering my resignation from Widgets Unlimited, Inc. My last day will be on November 12, 2004
I never imagined that I would have to leave Widgets Unlimited, but due to the relocation of my wife's work to New York, I have made the decision with my wife to move up to New York as a family.
If there is anything that I can do to make this transition easier for the company, let me know and I'd be more than willing to help out.
I have truly enjoyed my work here and I would like to thank you for the opportunity that you have given me to work here at Widgets Unlimited.
Sincerely,
Signature
Scott Nelson
Inventory Specialist
Writing a Resignation Letter
Writing a Resignation Letter
Before sitting down and writing a resignation letter, you should be almost 100% certain that you want to leave your current job, if not many complications can arise.The resignation letter should be written in the business letter format and be directed towards your supervisor or manager.
At a minimum the letter should state that you are leaving, when you are leaving, and thank them for the time that they have employed you. It is common courtesy to give at least two weeks notice before you leave your job, but sometimes you'll have no control over it.
It is important that you keep your letter positive, you want to maintain a good relationship with your employer and co-workers, and they can be potential future references or business associates. If you feel like your reason for leaving is honorable, you can include the reason for leaving in your letter, but if you think your reason for leaving may rub your employer the wrong way, there is no need to put the reason in your letter.
Resignation Letter Writing
The first paragraph of your letter should state that you are leaving and when you are leaving.
The second paragraph should explain your reason for leaving the company. (This paragraph is optional.)
In the third paragraph you can offer to make your resignation go smoothly for the company. For example, you can offer to help train a replacement with the time you still have left. (This paragraph is also optional.)
The last paragraph should thank the employer for the opportunity to work for, wish them well and/or express interest in maintaning your professional relationship.
Read More..Sample Complaint Letter
65 Market Street
Val Haven, CT 95135
June 30, 2004
Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435
Dear Sir or Madam:
I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156.
To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats.
Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.
Sincerely,
Signature
Ken Thomas
Writing a Complaint Letter
The complaint letter should be written in the business letter format. When writing a complaint letter you want to keep it short and to the point to help ensure that your letter will be read in its entirety, if you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages.
The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website.
Complaint Letter Writing
In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.
The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.
The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.
You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary.
Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.
Read More..Business Letter Formats (2)
Mr./Mrs./Ms./Dr. Full name of recipient. 3 Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Signature 8 Your Name (Printed) 9 |
Mr./Mrs./Ms./Dr. Full name of recipient. 3 Title/Position of Recipient. Company Name Address Line 1 Address Line 2 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Signature 8 Your Name (Printed) 9 |
Business Letter Format
| Return Address Line 1 1 Return Address Line 2 Date (Month Day, Year) 2 Mr./Mrs./Ms./Dr. Full name of recipient. 3 Dear Ms./Mrs./Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Signature 8 Your Name (Printed) 9 |
Other Business Letter Formats
1. Your Address: (Not needed if the letter is printed on paper with the company letterhead already on it.): The return address of the sender of the letter so the recipient can easily find out where to send a reply to. Skip a line between your address and the date.
2. Date: Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).
3. Inside Address: The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.
4. Salutation: Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.
5. Subject Line (optional): Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.
6. Body: The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.
7. Closing: Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.
8. Signature: Your signature will go in this section, usually signed in black or blue ink with a pen.
9. Printed Name: The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.
10. Enclosure: If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed that doesn't include the letter itself.
11. Reference Initials: If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.
Read More..Writing a Complaint Letter
The complaint letter should be written in the business letter format. When writing a complaint letter you want to keep it short and to the point to help ensure that your letter will be read in its entirety, if you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages.
The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website.
Complaint Letter Writing
In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.
The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.
The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.
You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary.
Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.
Read More..Bentuk-Bentuk Surat
- Full block style - Bentuk Lurus Penuh
- Block style - bentuk lurus
- Semi block style - bentuk setengah lurus
- Indented style - bentuk bertakuk
- Simplified style - bentuk yang disederhanakan
- Hanging Indentation style - bentuk alinea menggantung
Part of a Business Letter
- Letterhead-Kop surat
- The date of the letter- Tanggal Surat
- Reference line/numer - Initial penandatanganan dan pengetik surat
- Inside address- nama dan alamat pasa surat
- Attention line-baris nama orang yang dituju
- Salutation - Salam Pembuka
- Subject line - Perihal surat
- Body of the letter - Isi Surat
- Complimentary close - salam penutup
- Signature - tanda tangan
- Enclosure - lampiran
- Carbon copy notation - tembusan surat
- Postcript
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