Teaching and Thinking

BUSINESS LETTER STYLES

Six letter styles have been established for use in business offices. The two most commonly used of these are the block and semi block styles.

1. Full block

All lines of typing begin on the left hand margin. There are no paragraph indentions. Letters that are typed in the full block style are always single spaced

FULL BLOCK STYLE

Modern Office Equipment Co. Ltd.

98 – 100 Anna Salai
Cennai – 600002
India
Telephone : 044 26152766
Fax : 044 26152767

6th June 2001

The Manager
ABC Computer Stores
23 North Usman Road
T. Nager
Chennai – 600018
Telephone : 044 26156782
Fax : 044 26156780

Dear Sir,

This style is widely used across the globe. This style does not use any indent at all. Every single line is typed from the left-hand side. Since this style demands less number of keystrokes, this style increases the speed of the typist.

Even for computer typing, this style is more convenient. Note that this style does not use comma after every line in the address. This is also reducing the number keystrokes required. But the proper punctuations are added properly.

Yours faithfully,

M.N. Ashok Nathan
Assistant Manager
Production

2. Block

All lines of typing begin on the left hand margin except the date, the complementary close, and the signature line.

BLOCK STYLE

Justrust Insurance Co. Ltd.

WISWA COMPLEX
456, North Usman Road
T.Nager
Chennai 600008
Telephone : 044 67894520
Fax : 044 67894521

10th November 2009

Miss Linda Nancy
3010 Jalal Street
90, Tamara
Chennai 600012
Telephone : 044 67894871
Fax : 044 67894873

Dear Miss Nancy,

This style is similar to the fully-blocked style. It differs in the positioning of few items. The date is typed on the right-hand side of the page rather than the left-hand side of the page as followed in the fully-blocked style. The subject of the letter and the signature and the name and the designation of the sender are centered.

These modifications give the letter a balanced appearance. However this is not the only way to modify the fully-blocked style. You may want to place other items in different places.

Yours Sincerely,

John McDonald

Marketing Executive

3. Semi block

The first line of each paragraph is indented. Otherwise, the semi block style is exactly like the block style.

SEMI BLOCK STYLE

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

August, 7^th 2012

Mr. Gan Kim Hua,
Manager,
Gan Electrical Appliances Co,
356 Lorong 23/12,
Taman Maju Jaya,
70500 Seremban, N.S.

Dear Mr. Gan,

RE : Order for CD Player

            We received your order for 6 sets of the HIVOLTAGE Portable CD Player Model 231 GX. We regret to inform you that the model is at present out of stock as demand has far outstripped supply. Our supplier in Japan has informed us that it will take another 6 months before they can send a new shipment.

            However, may we offer an alternative item that seems to have the potential of being a best-seller as well. This is the TRUSOUND Portable CD Machine Model ZXS 10. This retail for Rs. 349.99 and is the latest on the portable CD range. Terms are as usual.

            Thank you.

                                                                          Yours sincerely,

Mary Lim
Sales Manager

4. AMS Simplified letter

All typing in the Administrative Management Society Simplified Letter begins on the left margin, as in the full block style. This form omits the salutation and the complimentary close.

AMS SIMPLIFIED LETTER

Modern Office Equipment Co. Ltd.

98 – 100 Anna Salai
Cennai – 600002
India
Telephone : 044 26152766
Fax : 044 26152767

6th June 2001

The Manager
ABC Computer Stores
23 North Usman Road
T. Nager
Chennai – 600018
Telephone : 044 26156782
Fax : 044 26156780

SIMPLIFIED STYLE

This is another modification of the fully-blocked style. This style is used when you write a letter and you do not know the name and title of the person to whom you are writing the letter. The salutation and the complimentary closing are not used in this style. The subject is mentioned in capital fonts and that subject need not be underlined.

Today around all the business houses, this style is widely used when the writer of the letters does not want to give importance to formality. Since the formality is not adopted here, this style goes to the heart of the addressee. This style gives more importance only to the core matter of the letter.

M.N. Ashok Nathan
Assistant Manager
Production

5. Hanging Indented (Inverted)

The hanging indented style is identical the semi block format except that the first line of each paragraph is typed flush with the left margin and all lines following are indented five spaces. This style is usually seen only in advertising letter, where it’s unique paragraphing catches the eye.

HANGING INDENTED STYLE

6. Official (Formal or Personal)

The official letter style is usually prepared in either the block or the semi block format. The inside address, however, is located two to five lines below the typed signature line, not at the top of the page. The official letter is used only when writing to highly placed official or to extend congratulation, appreciation, or sympathy.

OFFICIAL

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

Mr. Dennis Lee,
Regional Manager,
kiddleWorld (M) Sdn Bhd,
8493 Jalan 14/320,
46100 Petaling Jaya,
Selangor Darul Ehsan.

Dear Mr. Lee,

My staff and I would like to congratulate you on your recent promotion to Regional Manager. This is indeed a coveted position and we are sure you will do a good Job.

The Last five years when you were Area Sales Manager, we enjoyed a good turnover of business because of your innovative methods of increasing sales. We believe you can be even more effective in your new position. We look forward to even better years.

Once again, congratulations and best wishes from all of us here.

Yours sincerely,

T. Mohan

Manager

KINDS OF BUSINESS LETTER

This is a sample Recommendation Letter given by a University Professor in support of his student.

19th June 2007

FROM :

Wong Teck Seng, Dr,
Department of Geology,
Universiti Malaya 5,
9200 Kuala Lumpur.

TO :

The Recruiting Officer,
Petrotech SDN BHD,
3020 Japan Raja Darat,
59900 Kuala Lumpur.

Abdul Ahab was one of my honors students last year. He graduated with a First Class Upper Honors Degree early this year.

As a student he was diligent and always showed keen interest in his studies. He helped me finish a very detailed study of a number of limestone formations in the Kinta Valley, Perak. I can say when it comes to doing meticulous work for long hours under less than comfortable conditions, Abdul Ahab rates as one of the best I have known. He is not one to give up when things get rough. He can be relied upon to complete difficult tasks that a normal person would shun.

I recommend him high enough if your company requires a genuinely capable man to do field research and related work. He would be an asset to any company. Give him a challenge and he literally thrives in it. that's Abdul Ahab. Furthermore his easygoing nature would always enable him to work with anyone anywhere. I have confidence that he would be able to perform the most arduous of tasks that he is entrusted with.

With thanks.

(Signature of Wong Teck Seng)

Wong Teck Seng B.Sc., Ph.D.

This is a sample Resume.

Jain Kumar,
12 Birla Street,
Thillai Nager,
Trichy 620012,
India.

Personal Details :

Date of Birth : 12th April 1987

Age : 23 years (as on 20th August 2010)

Marital Status : Single

Sex : Male

Nationality : Indian

Educational Qualifications :

2004 - +2 - St. Joseph’s Higher Secondary School – Trichy – Tamil Nadu – India
2008 - B.Tech. – Indian Institute of Technology - Mumbai – Maharashtra – India
2010 – MBA – Indian Institute of Management – Ahmedabad – Gujarat – Indi

Extra-Curricular Activities :

2002 – 2003 – Represented school and the state at the national level Hockey
2003 – 2004 – The Team Captain of State Level Hockey Team
2003 – 2004 – Member of School Choir

Work Experience :

As part of my B.Tech, I have done a project for Infosys Computer Company Ltd. on the topic of “Software for Educational Institutions’.
As pert of my MBA program, I completed a project for State Bank of Trichy on “Financial Statement Preparation”.
After I completed my MBA in June 2010, I have been working as a Area Sales Manager in Hindustan Company Ltd. at Mumbai.

References :

Dr. Mahalingam,
Head of the Department of Computer Science,
Indian Institute of Technology,
Mumbai,
Maharashtra,
India – 2099091.
Dr. Rajendran,
Head of the Department of System Administration,
Indian Institute of Management,
Ahmedabad,
Gujarat,
India 345621.

This is a sample Letter Asking for Increase in Salary.

12th July 2009

FROM :

James Wong,
34 Jalan Dersatu,
Taman Marg,
Jaya 70400,
Seremban.N.S.

TO :

Mr. Lee Voon Leong,
Manager,
Harmony Music Centre,
4S Jalan Bandar,
72000 Seremban.

Dear Mr. Lee,

Request for increase in salary

I have been with your company for three years now working as a Sales Assistant. My salary has been stagnant at Rs. 830.00 per month for two years. These days, the salary is barely enough to make ends meet and with the cost of living spiralling upwards everyday, soon it will not be sufficient.

So may I request for an increase in salary of Rs. 200.00 per month?

This increase will ease things a bit for the immediate future at least.

Thank YOU.

Yours Sincerely,

James Wong

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

Your ref : VGT / 0091

Our Ref : SAL / 6 / 1425

6 March - 19XX

To :

Mr. K.T. Shan,
Manager,
Syabas Trading Co,
476 Jalan Tamby,
58400 Kuala Lumpur.

Dear Mr. Shan,

RE : WRONG GOODS

We received the goods you sent us via lorry transport (d/o 43290) yesterday. When we checked the goods, we found that you have sent us some wrong goods.

If you would check our order (No. 5987), we had asked for 3 dozen cans of A1 TOMATO PASTE. Instead you sent us 3 dozen bottles of A1 TOMATO SAUCE.

We have ample stock of Tomato Sauce but urgently need the Tomato Paste. So we are returning the Tomato Sauce to you. Could you send us the TOMATO PASTE as soon as possible? Please give us a c/n for the wrong goods.

Thank you.

Hj Jamaludin Md Isa

Manager

Encl. (1)

JMI : fm

Resignation Letter is written when the worker is going out of the company permanently.

Faridah Mohd. Nor,
450 Batu 23,
Jalan Seremban,
72000 Kuala Pilah,
New York 89182,
USA.

10th June 2010

Mr. Gurcharan Singh Manager,
GS Manufacturing Company Ltd.,
775 Kawasan Perindustrian Barn,
70100 Seremban,
New York 89182,
USA.
Phone : 044 25167822
Fax : 044 25167823

Dear Mr. Clinton,

I wish to inform you that I shall be resigning from my job as of 1st July 2010. I have been offered a place in University of New York to study Accountancy. This is an opportunity that I have been waiting for and I am happy to take it.

I must say that I have learned many things working for you.

Thank you for everything.

Yours Sincerely

Faridah Mohd. Nor

This is a sample Letter Warning An Employee.

ETI lLECTRONICS SDN Ltd.

356 Jalan Kemajuan,
41200 Kelang,
Selangor.
Tel : 03 - 657 5674
Fax : 03 - 657 5677

Your Ref : _____________ Our Ref : ____________ Date : 12 June 1998

Mr. N Kuba,
Production Supervisor,
45, Jatan Bawah,
40100 Kelang.

Dear Mr. Kuba

My records show that you have been absent without leave for 4 days this month and 5 days last month. This goes against the rules of the company and it is unacceptable to the management. I must warn you not to do this in future.

Yours Sincerely,

Gary Ng
General Manager

GN : hwk

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

Your ref : VGT / 0091

Our Ref : SAL / 6 / 1425

Mr. Wong Tong Meng,
Sales Manager,
Haw Teng Trading Co. Sdn Bhd,
988 Jalan Ahmad,
30100 Ipoh,
Perak.

Dear Mr. Wong,

We would like to place the following order :

1. Phoenix brand Meehon 1 kg pack - 4 dozen

2. Dragon brand Fragrant Rice 5 kg pack - 3 dozen

3. Horlicks 1 kg bottle - 5 dozen

4. FAb Soap Powder 750 g pack - 4 dozen

These items are urgently needed. Could you send them to us as soon as possible? We are also ordering other goods. Please refer to the enclosed order form. They may be sent later.

Thank you.

Yours sincerely,

Toh Ah Kong

Manager

Encl. (1)

TAK : wkl

This is a sample Letter for Cancellation of Order Because Of Price Increase.

National Limited

191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX

Your ref : VGT / 0091

Our Ref : SAL / 6 / 1425

6 March - 19XX

To :

M/S Quikmove Products Sdn Bhd,
8999 Jalan Pantas,
Taman Cepat Maju,
72220 Seremban. N. S.

Attention : Ms Bellinda Yeo

Dear Ms. Yeo,

RE : Cancellation of order

Thank you for your letter informing us of the hefty price increase of the items.

1. KKK Makanan Snek

2. Minyak Masak Cap Burung Nuri

As the price increase is not acceptable to our customers, please cancel our order for these two items. Please send the other items to us as soon as possible.

Thank you.

Yours sincerely

Noridah Baharom

Manager

This is a sample Letter Requesting for Samples.

CAMAYA BOOK CENTRE

465 Jalan Peraduan,
21600 Marang,
Terengganu.

Tel : 09 8765 4366
Fax : 09 8765 4366

Your Ref :
Our Ref: :

Date : 6 July 19xx

The Manager,
Polygon Publications,
456 Jalan 211,
46200 Petaling,
Jaya Selangor.

Dear Sir / Madam,

Request for specimen copies

Many of my customers are school teachers and they often ask me to give them specimen copies of your publications (and other publications) to show to their pupils. I notice that the specimen copies greatly help to increase sale of the particular titles.

As I do not have extra copies to give as specimen, could you send me some specimen copies of some of your titles in print? I am sure they will prove beneficial in time to come.

Thank you.

Your Faithfully

Ismail Md Nor,
Proprietor

UJIAN TENGAH SEMESTER GENAP

2012-2013

FPBS IKIP PGRI SEMARANG

Mata kuliah : Business Correspondence

Progdi/kelas : PBI/6A, B, E

Hari/tanggal : Mei 2013

Pengampu : Sari Kusumaningrum, SS

TAKE HOME EXAMINATION

Here some guidance for you in doing the examination:

a. Explain briefly!

b. Give references (they can be from books or websites)

c. I don’t give excuse for two or more same answer. Every student must have their own creativity in answering the questions. Same answers in paper means failed!

1 There are 12 rules of good writing (in business letter). Mention the three of them and then explain. Give example for each rule you explain.

2 What are the differences between business letter and personal letter?Explain

3 - Make an example of business letter and mention the part of it.

- Make an example of memo made by finance manager to HRD manager tell that the finance department need new employees

4 There are 3 ways of position to write the enclosure. Where are they?Explain

5 Rewrite these sentences into the good, effective, and concise ones.

a. We hope to give consideration to your request in the very near future.

b. He was granted a loan of 500 US dollar by us.

c. Most of our customers express a preference for short coats.

d. We express regret that we cannot accept responsibility for the delay.

6 Email as business communication is now widely used. Explain about it. What are the advantages and disadvantages of using email as business communication?

77. Mention some points you have to concern in writing bad news letter in business writing. Explain and give your opinion.

Teaching and Thinking

Kamis, 06 Maret 2014

Language, dialect and Varieties PPT

Introduction to Sociolinguistics

Jumat, 03 Januari 2014

Topik UAS Secretaryship

Rabu, 27 November 2013

Mid-term Examination Secretaryship

Selasa, 26 November 2013

Slide presentation for Secretaryship (part 1)

Rabu, 01 Mei 2013

Styles in Business Letter

Take Home Examination