Group 4 XII TKJ 2

GROUP 4 XII TKJ 2

- Adi Anggara
- Gilang Prasetyo K.
- M. Arif Pratama
- M. Ilfan
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WRITE AND REPLY BUSINESS LETTER
- What is Business Letter?
Business letters are formal paper communications between, to or from businesses and
usually sent through the Post Office or sometimes by courier. Business letters are sometimes
called "snail-mail" (in contrast to email which is faster). This lesson concentrates on business
letters but also looks at other business correspondence. It includes:
letter
memo
fax
email

- Why Write Business Letter?
to persuade
to inform
to request
to express thanks
to remind
to recommend
to apologize
to congratulate
to reject a proposal or offer
to introduce a person or policy
to invite or welcome
to follow up
to formalize decisions

- Who Write Business Letter?
Most people who have an occupation have to write business letters. Some write
many letters each day and others only write a few letters over the course of a career.
Business people also read letters on a daily basis. Letters are written from a person/group,
known as the sender to a person/group, known in business as the recipient. Here are some
examples of senders and recipients:
business business
business consumer
job applicant company
citizen government official
employer employee
staff member staff member
Group 4 XII TKJ 2
- Sample of Business Letter
About Shipment


About Meeting

Company, Inc.
123 Alphabet Drive
Los Angeles, California 90002
15 October 2012
Mr. John Doe
Customer Service Representative
Widgets Galore, Inc.
987 Widget Street
Miami, Florida 33111
Dear Mr. Doe:
I am writing you concerning a recent purchase of widgets. Approximately two weeks ago, on October 1, I ordered
a total of 50 widgets for Company, Inc. via the Widgets Galore client webpage. I received an email notification
two days later confirming the receipt of payment and the shipment of the widgets. According to your website,
shipments should reach their destination within 3-5 business days of being sent, but I have yet to receive the
widgets. Do you have any information on what may have happened to delay the shipment or where the shipment
is currently?
I have worked with Widgets Galore, Inc. in the past and have the greatest confidence in your products and
customer service. We need the shipment of widgets soon, however, and I hoped you might be able to provide me
with an idea of when I can expect them. Thank you in advance for any help you might be able to offer.
Sincerely,
Sam Brown
Vice President of Company, Inc.
555-555-5555
s.brown@companyinc.com
Company, Inc.
123 Alphabet Drive
Los Angeles, California 90002
15 November 2012
Ms. Susan Smith
Supervisor of Product Development
Pet Supply Provider, Inc.
472 Canine Road
Los Angeles, California 90002
Dear Ms. Smith:
It was a pleasure meeting you at the conference last week. As we discussed, I sincerely believe that the widget
gizmo produced by Company, Inc. can greatly streamline your production process. If you are still willing, I
would like to bring some of the key members of my team along with me to meet with you at Pet Supply
Provider, Inc. We would like to give you an overview of our services and discuss with you the best plan to
suit your needs.
Meeting in person would allow us to fully evaluate your wants and needs. Our team is available to meet any time
this week or next. Please let me know, at your earliest convenience, when you would be available.
Cordially,
Group 4 XII TKJ 2
About Dissolving Partnership


- Part Of Business Letter
This resource is organized in the order in which you should write a business letter,
starting with the sender's address if the letter is not written on letterhead.

Sender's Address
The sender's address usually is included in letterhead. If you are not using
letterhead, include the sender's address at the top of the letter one line above the
date. Do not write the sender's name or title, as it is included in the letter's closing.
Include only the street address, city, and zip code.

Date
The date line is used to indicate the date the letter was written. However, if your
letter is completed over a number of days, use the date it was finished in the date
line. When writing to companies within the United States, use the American date
format. (The United States-based convention for formatting a date places the month
before the day. For example: June 11, 2001. ) Write out the month, day and year two
inches from the top of the page. Depending which format you are using for your
letter, either left justify the date or tab to the center point and type the date.

Inside Address
The inside address is the recipient's address. It is always best to write to a specific
individual at the firm to which you are writing. If you do not have the person's name,
do some research by calling the company or speaking with employees from the
Company, Inc.
123 Alphabet Drive
Los Angeles, California 90002
15 December 2012
Dr. Kris Johnson
Marketing Representative
Creativity Plus, Inc.
824 Imagination Lane
Miami, Florida 33111
Dear Kris,
Working with Creativity Plus, Inc. for the past four months has been a wonderful experience. Regrettably,
Company, Inc. no longer has need of your services. We have decided to move our company in a different
direction, and that decision requires that we make a number of changes to our infrastructure. To that
end, we have decided to keep all of our current marketing efforts in-house, so we can no longer make
use of your marketing consultation services.
Thank you for the excellent work you have done for us. I hope to remain on good terms with you and Creativity
Plus, Inc., and if we require services similar to what you have provided for us in the past, we would
certainly like to consider you again.
Warm regards,
Group 4 XII TKJ 2
company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's
preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's
preference in being addressed, use Ms. If there is a possibility that the person to
whom you are writing is a Dr. or has some other title, use that title. Usually, people
will not mind being addressed by a higher title than they actually possess. To write
the address, use the U.S. Post Office Format. For international addresses, type the
name of the country in all-capital letters on the last line. The inside address begins
one line below the sender's address or one inch below the date. It should be left
justified, no matter which format you are using.

Salutation
Use the same name as the inside address, including the personal title. If you know
the person and typically address them by their first name, it is acceptable to use only
the first name in the salutation (for example: Dear Lucy:). In all other cases, however,
use the personal title and last/family name followed by a colon. Leave one line blank
after the salutation.
If you don't know a reader's gender, use a nonsexist salutation, such as their job title
followed by the receiver's name. It is also acceptable to use the full name in a
salutation if you cannot determine gender. For example, you might write Dear Chris
Harmon: if you were unsure of Chris's gender.

Body
For block and modified block formats, single space and left justify each paragraph
within the body of the letter. Leave a blank line between each paragraph. When
writing a business letter, be careful to remember that conciseness is very important.
In the first paragraph, consider a friendly opening and then a statement of the main
point. The next paragraph should begin justifying the importance of the main point.
In the next few paragraphs, continue justification with background information and
supporting details. The closing paragraph should restate the purpose of the letter
and, in some cases, request some type of action.

Closing
The closing begins at the same vertical point as your date and one line after the last
body paragraph. Capitalize the first word only (for example: Thank you) and leave
four lines between the closing and the sender's name for a signature. If a colon
follows the salutation, a comma should follow the closing; otherwise, there is no
punctuation after the closing.

Enclosures
If you have enclosed any documents along with the letter, such as a resume, you
indicate this simply by typing Enclosures one line below the closing. As an option,
you may list the name of each document you are including in the envelope. For
instance, if you have included many documents and need to ensure that the
recipient is aware of each document, it may be a good idea to list the names.
Typist initials
Typist initials are used to indicate the person who typed the letter. If you typed the
letter yourself, omit the typist initials.
Group 4 XII TKJ 2
- How to Write Business Letter
1. Begining the Letter
2. Composing the Body

Strike the right tone.
The tone of your letter, therefore, should be brief and professional. Make your letter a
quick read by diving straight into the matter and keeping your comments brief in the
first paragraph.
"I am writing you regarding..." and go from there.

Write clearly and concisely.
Let your reader know exactly what you are trying to say. Your reader will only respond
quickly if your meaning is crystal clear. In particular, if there is some result or action you
want taken because of your letter, state what it is. Explain your position in as few words
as possible.

Be conversational when appropriate.
However, stay away from colloquial language or slang such as "you know," "I mean" or
"wanna". Keep the tone business like, but be friendly and helpful.

Be polite
Even if you are writing with a complaint or concern, you must be polite. Consider the
recipient's position and offer to do whatever you can, within reason, to be
accommodating and helpful.

Wrap it up
In the last paragraph, summarize your points and clearly outline either your planned
course of action or what you expect from the recipient.

3. Closing the Letter

Choose a closing.
"Yours sincerely" or "Sincerely, "Cordially," "Respectfully," "Regards" and "Yours
Truly.".

Sign the letter.
Include your typed name and contact information.
If necessary, include "Enclosures."
Enclosures (2): resume, brochure."

4. Finishing the Letter




Group 4 XII TKJ 2
- A Reply of Business Letter
ALTERNATIVE PHRASES
Line 1 I refer to your
Line 1 I am glad to . . .
Line 5 I am sorry to . . .
Line 5 I can assure you, however . . .
Line 9 ... that we use the best quality materials.
Line 10 . . . the most discerning . . .

- Sample of a Reply of Business Letter
Ms. Sandra Jones
The Leather Shop 9
Green Street
Manchester
England
Dear Ms. Jones,
Thank you for your enquiry of 16 July. We are pleased to hear that you are interested in our
products.
We are sending you a copy of our latest catalogues under separate cover, together with samples
of some of the skins we regularly use in the manufacture; of our products.
I regret to say that we cannot send you the full range of samples. You can be assured, however,
that such skins as crocodile and ostrich, not included in the swatch, are of the same high quality.
Mrs. Angela Wane, our European Sales Manager, will be in the UK-next month and will be
pleased to call on you. She will have with her a wide range of our products. When you see them,
we think that you will agree that only the best quality materials are, used, and that the high
standard of workmanship will appeal to the most discriminating buyer.
We also manufacture a wide range of leather belts and gloves in which you may be interested.
They are fully illustrated in our catalogue and are of the same high quality as our handbags. Mrs.
Wane will be able to show you examples when she calls.
We look forward to receiving an .order from you.
Yours sincerely,