FORMAL LETTER
1.
Letterhead (heading)
A
letterhead is the heading at the
top of a sheet of a letter paper. That heading usually consists of a
name and an address, and a logo
or corporate design, and sometimes a
background pattern.
2.
Date
A
date contains the day, the month and the year when the
letter was written.
British
style : dd/mm/yyyy
Example
: 20th November 2011
American
Style : mm/dd/yyyy
Example
: December 20th, 2012
3.
Inside Address
An
inside address contains a place of recipients, where the recipients live. An address is a collection of
information, presented in a mostly fixed format, used for describing the
location of a building, apartment, or other structure or a plot of land,
generally using political boundaries
and street names as references, along with other
identifiers such as house or apartment
numbers. Some addresses also contain special codes to aid routing of mail
and packages, such as a ZIP code or post code.
Example :
|
Example
|
Format
|
|
Mr. I.M.
A. Payne
ARAMARK Ltd.
30 Commercial Rd.
Fratton
PORTSMOUTH
Hampshire
PO1 1AA
|
Name
Company Name
Street
City Area/District
City/Town/Village
County
Postal Code
|
4.
Salutation
A
salutation is a greeting
used in a letter or other written communication,
such as an email.
Salutations can be formal or informal. The most common form of salutation in a
letter is Dear
followed by the recipient's given name or title.
Example
: Dear Sir / Madam
To Whom It May Concern
-
If you know the person's name:
Dear Ms / Miss / Mrs / Mr / Dr +
surname
Example : Dear Mr Miller
You can also write the person's full
name. In this case, leave out the title (Mr/Mrs). This way of writing the
salutation is very handy if you don't know the gender of the person.
Example : Dear Chris
Miller
-
If you don't know the person's name:
There are several possibilities to
address people that you don't know by name:
|
salutation
|
when to
use
|
|
Dear Sir /
Dear Sirs
|
male addressee (esp. in British
English)
|
|
Gentlemen
|
male addressee (esp. in American
English)
|
|
Dear Madam
|
female addressee (esp. in British
English)
|
|
Ladies
|
female addressee (esp. in American
English)
|
|
Dear Sir or
Madam
|
gender unknown (esp. in British
English)
|
|
Ladies and Gentlemen
|
gender unknown (esp. in American
English)
|
|
To whom it
may concern
|
gender unknown (esp. in American
English)
|
Business partners often call each other by their first names. In this case,
write the salutation as follows:
Example : Dear Sue
-
Punctuation
In British English, don't use any punctuation mark or use a comma.
Example : Dear Mr Miller or Dear Mr Miller,
In American English, use a colon:
Example : Dear Mr. Miller:
5.
Body of the Letter
A body of a letter is the part
between the greeting and the closing. It contains the message of the letter. It
is the reason for writing the letter and contains the main ideas that the writer
wants to convey to the recipient.
6.
Complimentary Close
A complimentary close is an expression
used to say farewell, especially a word or phrase
used to end a letter or message, or the act of saying parting words, whether
brief, or extensive. A complimentary close shows your respect and appreciation
for the person who is considering the request in your letter.
British
Style
Example
: "Yours faithfully", "Yours truly", "Yours
sincerely"
American
Style
Example
: "Sincerely yours"
7.
Signature
A
signature is a handwritten (and
often stylized) depiction of someone's name, nickname, or even a simple handwritten
that a person writes on documents as a proof of identity and intent.
8.
Reference
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.
If you're replying to a letter, refer to it here. For example,
·
Re: Job #
625-01
·
Re: Your
letter dated 1/1/200x.
9.
Enclosure
Enclosure tells the reader to
look in the
envelope
for more. Type the singular for only one enclosure, plural for more. If you
don't enclose anything, skip it. Common styles are below.
·
Enclosure
·
Enclosures:
3
·
Enclosures
(3)
10.
Subject
Type the gist of your letter in all
uppercase characters, either flush left or centered. Be concise on one line. If
you type a reference, consider if you really need this line. While it's not
really necessary for most employment-related letters, examples are below.
·
SUBJECT:
RESIGNATION
·
LETTER OF
REFERENCE
·
JOB INQUIRY
11.
Carbon Copy Notation
cc: Stands for courtesy
copies (formerly carbon copies).
List the names of people to whom you distribute copies, in alphabetical order.
If addresses would be useful to the recipient of the letter, include them. If
you don't copy your letter to anyone, skip it.
Carbon copying, abbreviated
cc or
c.c., is the
technique of using
carbon paper to produce one or more copies
simultaneously during the creation of paper documents. With the advent of
email, the term has also
come to refer to simultaneously sending copies of an electronic message to
secondary recipients.
Before invention of the
photocopier, carbon paper was used to create duplicates of documents by placing
it between the original document and a blank piece of paper so that an image of
the original was transfered to the blank piece of paper as a document was
written or typed. A notation was placed at the bottom of the original document
indicating for whom a "carbon copy" was created. This notation was
typed, for example, as follows:
cc: John Smith
Even with the advent of
photocopiers, this traditional notation has carried on, but in recent years
some have begun to refer to this notation as a "courtesy copy"
notation or even recommend the use of a single "c" to indicate a
"copy" is being created to send to someone else. Some reference
guides even explain that "cc" also means "copies," in the
same way that "pp" means "pages." Regardless of the method
used to generate a dupicate of a document, "cc" is still the most
commonly used method to indicate copies are being made.
12.
Postcript
A
postscript, abbreviated
PS
or
P.S., is writing added after
the main body of a letter (or other body of writing). The term comes from the
Latin post scriptum,
an expression meaning "written after"(which may be interpreted in the
sense of "that which comes after the writing").
A postscript may be a
sentence, a paragraph, or occasionally many paragraphs added to, often hastily
and incidentally, after the signature of a letter or (sometimes) the main body
of an essay or book. In a book or essay, a more carefully composed addition
(e.g., for a second edition) is called an
afterword.
An afterword, not usually called a postscript, is written in response to
critical remarks on the first edition. The word "postscript" has,
poetically, been used to refer to any sort of addendum to some main work, even
if it is not attached to a main work. Sometimes, when additional points are
made after the first postscript, abbreviations such as PPS (post-post-scriptum,
or postquam-post-scriptum) and PPPS (post-post-post-scriptum, and so on,
ad infinitum)
are used, though only PPS has somewhat common usage.
Sumber
:
en.wikipedia.org/wiki/Letterhead
englishplus.com/grammar/00000152.htm
http://en.wikipedia.org/wiki/Carbon_copy
http://en.wikipedia.org/wiki/Postscript
Nama : Nugroho N.A
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Kelas : 4KB02
