Letter (English Task)

Definition of Business Letter

Business letter is a media in communication from businessman to company, government, the authorities, organization. But, it have different from private letter. Business letter have standard format. Standard format covers date, style of language, letterhead etc. Beside, business letter usually send a specif person and one topic.

Type of Business Letter

1. Acknowledgement Letter : This type of letter is written when you want to acknowledge someone for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from someone, which is great help to you.
2. Apology Letter : An apology letter is written for a failure in delivering the desired result. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter.
3. Appreciation Letter : An appreciation letter is written to appreciate some one's work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organization, thanking the client for doing business with them.
4. Complaint Letter : A complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader.
5. Inquiry Letter : The letter of inquiry is written to inquiry about a product or service. If you have ordered a product and yet not received it then you can write a letter ti inquiry when you will be receiving it.
6. Order Letter : This letter is as the name suggest is used for ordering product. This letter can be used as a legal document to show the transaction between the customer and vendor.
7. Letter of Recommendation : This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization.
8. Sales Letter : Sales Letters is used to introduce new products to new customers and past clients. It's important to outline an important problem that needs to be solved and provide the solution in sales letters. This example letter provides an outline, as well as important phrases to use when sending out a wide variety of sales letters.

Part of a Business Letter

Writing a business letter is influenced by the style. The style is American style and British style. It can be seen from writing date, salutation, and complimentary close. The following is part of a business letter.

• Letterhead : Letterhead is a part of business that find on the top. Letterhead contain name of company, address of company, telephone number, telex number, facsimile number, cable address, post office box, kind of business activity, address of branch office, and logo of company.So, letterhead is overview profile of company that can be seen by receiver letter.
• Date : British style like 12th February, 2012 or American style like December 16th, 2011
• Reference line (optional), a statement of the main focus of the letter, or number of an account, invoice, or other pertinent quick reference for the recipient to identify the matter about which you are writing.
• Inside address : Inside address consist of four lines. Firts line contains full name,  name of company and position from receiver. Second line contain location from receiver. Third line contains name of city and zip code. Fourth line contains name of country. Fourth line was written, if letter is sent abroad.
• Salutation
• Body of letter : opening paragraph, message of the letter, and closing paragraph.
• Complimentary close
• Signature : This part must use full name, position  and name of company from sender.
• Enclosure (if available)
• Carbon copy notation

Styles Business Letter

1. Fully-Indented Style
2. Semi-Indented Style
3. Hanging-Indented Style
4. Fully-Blocked Style
5. Modified Block Style
6. Simplified Style
7. Memorandum

Fully-Blocked Style, Modified Block Style and Simplified Style are widely used these days among the business houses. Fully-Indented Style, Semi-Indented Style and Hanging-Indented Style are not extensively used. But all can be used by all. There is no restriction in using one style over others. It is only you who should decide which should be the best for you to bring the desired results.