1.
What are the definitions of business letter? Explain
more than one definition!
Answer:
· According
to J. H. Hanson, Business Letter is the letters which are exchanged among business
in connection with business affairs.
· Business Letters are formal letters used for
business-to-business, business-to-client, or client-to-business correspondence.
· Business
Letter is usually a
letter from one company to another, or between such organizations and their
customers, clients and other external parties. The overall style of letter
depends on the relationship between the parties concerned. Business letters can
have many types of contents, for example to request direct information or
action from another party, to order supplies from a supplier, to point out a
mistake by the letter's recipient, to reply directly to a request, to apologize
for a wrong, or to convey goodwill.
2.
Mention the types of business letter?
Answer:
·
Inquiry Letter
Inquiry
Letter is a kind of business letter requesting specific information or details
on perhaps a product, a promo or something significant and useful to the
sender. So, The inquiry letter needs to be somehow courteous and polite. Thus,
it’s also important that the inquires and request should be made clears so that
it could be answered promptly.
·
Collection Letter
Collection
Letter is a letter which is used to politely demand payment without losing the
goodwill and good relations with the customers. Needless to say, the collection
letter is the most delicate kind of business letter. It should appeal to the
customers and at the same time display
proper authority.
·
Sales Letter
Sales
Letter is a letter that are used by companies to generate sales, introduce a
particular product or to entire customers to buy from the company. The conflict
in a sales letter is to blend the criterion of professionalism and personal
appeal. Sales letter must be written in a friendly way without sacrificing the
guidelines of formality. It should suggest positive result and convey facts and
figures for it to be effective.
·
Order Letter
Order letter is sent by consumers or
businesses to a manufacturer, retailer or wholesaler to order goods or
services. This letter must contain specific information such as model number,
name of the product, the quantity desired and expected price. Payment is
sometimes included with the letter.
·
Complaint Letter
Complaint
Letter is a letter which is written by the customers to the sellers about their
inconveniences created by some unexpected situations are known as complaint
letter. However efficient an organization may be in running a business,
everything does not go all the time according to plan. There will be some
mistake and some accidents. Important service are sometimes rendered
unsatisfactorily; goods are consigned to wrong destinations, sometimes too
late, sometimes in less than the required quantities, sometimes in damaged
condition.
·
Adjustment Letter
Adjustment letter is normally sent in
response to a claim or complaint. If the adjustment is in the customer’s favor,
begin the letter with that news. If not, keep your tone factual and let the customer
know that you understand the complaint.
·
Acknowledgment Letter
Acknowledgment
Letter is letter which is written when you want to acknowledge someone for
his/her help or support when you were in trouble. This letter can be used to
just say thanks for something you have received from someone, which is of great
help to you.
·
Follow-Up Letter
Follow-up letter is usually sent after some
type of initial communication. This could be a sales department thanking a
customer for an order, a businessman reviewing the outcome of a meeting or a
job seeker inquiring about the status of his application. In many cases, this
letter are a combination thank-you note and sales letter.
·
Recommendation Letter
Prospective employers often ask job
applicants for recommendation letter before they hire them. This type of letter
is usually from a previous employer or professor, and it describes the sender’s
relationship with and opinion of the job seeker.
·
Cover Letter
Cover letter usually accompany a package,
report or other merchandise. Cover Letter used to describe what is enclosed,
why it is being sent and what the recipient should do with it, if there is any
action that needs to be taken. Cover Letter is generally very short and
succinct.
·
Resignation Letter
When an employee plans to leave his job, a
resignation letter is usually sent to his immediate manager giving him notice
and letting him know when the last day of employment will be. In many cases,
the employee also will detail his reason for leaving the company.
·
Apology Letter
Apology
Letter is written for a failure in delivering the desired result. If a 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.
How many styles are there in business letter?
Explain them!
Answer:
·
Standard
The standard-format letter uses a colon after
the salutation and a comma after the complimentary closing.
·
Open
The open-format letter does not use
punctuation after the salutation and no punctuation after the complimentary
closing.
·
Block
In a block-format letter, all text is left
aligned and paragraphs are not indented.
·
Semi-Block
In a semi-block format letter, all text is
left aligned, paragraphs are indented, and paragraphs are separated by double
or triple spacing.
·
Modified Block
In a modified-block format letter, all text
is left aligned (except the author's address, date, and closing), paragraphs
are not indented, and the author's address, date, and closing begin at the
center point.
·
Modified Semi-Block
In a modified semi-block format letter, all
text is left aligned (except the author's address, date, and closing),
paragraphs are indented, and the author's address, date, and closing are
usually indented in same position.
References:
·
https://en.wikipedia.org/
·
http://bizcommunicationcoach.com/
Name : Mochamad Ardiyanto Muslih
NPM : 25113531
Class : 4KB08
Subject : Business English 1# (Softskill)
