EFFECTIVE METHODS OF
BUSINESS LETTER
PRESENTATION
DRA MERYATI, MM
KINDS OF LETTER
INFORMAL
LETTERS
BUSINES LETTERS
FORMAL LETTERS
EFFECTIVE
METHODS OF
PRESENTATION:
A. STATIONARY
Use good quality, white unruled
paper of standard size, 81/2 by
11 inches, even for long letters.
Do not use colored or usualsized sheet.
your letter if possible, with a
Type Type
fresh black ribbon to ensure legibility.
B. TYPING
Do not Do not allow strikeovers or visible
allow erasures to appear in the final version.
you lack a typewriter, write legible
Write Iflonghand
with black or blue-black ink.
Good business letters
consist of six parts:
C. FORM
•
•
•
•
•
•
The heading
The inside address
The greeting, or salutation
The body
The complimentary close
The signature
The headings contains the sender’s full address –
street, city, state, ZIP code and the date of writing.
1. THE
HEADING
It is placed in the upper- right left-hand part of the
sheet, an inch or more below the top edge.
If it is set in the upper right-hand part, its longest
line should end flush with the right margins.
it is single-spaced
Avoid abbreviations, and don’t use st, nd, rd, or d
after the day.
EXAMPLE OF THE HEADING
Fast-Track Inc.
377 West Main Street
Boston MA 02116
USA
EUROPEAN BUSINESS ASSCOCIATES

Attention : Mr Heinrich von Trotta
Schneemans AG
Hapsburger Platz 1
80333 Munich
April 09,
2. THE
INSIDE
ADDRESS
 the name and address of the person or company you
are writing to should appear from two to four spaces
below the heading and flush with the left margin.
 It is single-spaced
 Again, avoid all but conventional abbreviations, and in
harmony with the heading, use no punctuation at the
ends of lines except abbreviation periods.
 Some title should precede the name of the person
addresses: Mr., Ms., Mrs., Miss
 A person of professional standing may be addressed
as Dr., The Reverend, President, Dean, Senator,
Professor., General.
EXAMPLE
Dear Mr von Trotta
Re: Apply for Sales Manager Position
………… to your recent advertisement on our Infranet, I
………… to apply for the position of Sales Manager for
Central and Eastern Europe
The letter address to the firm:
THE INSIDE
ADDRESS:
CONTINUED
Attention: Mr.____________
Attention: Ms.____________
Attention : Director of Personal
The greeting (salutation) is placed two spaced below
the inside address and flush with the left-hand margin.
3. THE
GREETING,
OR
SALUTATION
It is preferably punctuated with a colon, not a comma,
semicolon, dash, or colon and dash.
Dear Dr. Bard
Dear Mrs. (Ms.,Miss) Lord
My dear Dr. Bard
Mydear Mrs. (Ms.,Miss) Lord
Dear Sir
Dear Madam
4. THE BODY
The body of the letter contains the message and begins two spaces below the
greeting.
Most business letters are single-spaced, although a short message may be
double-spaced for attractive arrangement on a large space.
Paragraph maybe in block form or indented.
Paragraph in business letters are shorter than in most other kinds of prose:
they usually vary in length from two to six lines.
Longer paragraph are rare; one line paragraph are often used
The close is usually placed at the middle or slightly or to the right of the middle
of the page, two spaces below the last line of the body of the letter.
5. THE
COMPLIMENTARY
CLOSE
Your sincerely
Cordially
Your cordially
Very truly yours
Yours Truly
THE COMPLIMENTARY: CONTINUED
 The
close is independent of the last
paragraph of the letter and should not be
linked to it by a participial phrase such as:
a) “ Thanking you in advance.”
b) “I remain.”
c) “Hoping for an early reply.”
6. THE
SIGNATURE
 The signature is placed directly below the
complimentary close.
 If the signature (name) is typewritten, at least four
spaces are allowed for the insertion of handwritten
signature.
Unless a letter is mimeographed or is plainly a circular
letter, it should always have a legible handwritten
signature in ink.
 An unmarried woman may use simply Ms. Or may
place the title Miss in parentheses before her name.
 Ms. Elizabeth West
West
(Miss) Elizabeth
BRUCE T. HUNTER
OAK KNOLL
MOUNTAINS LAKES, NJ 07046
April 10, 2021
Ms Beverly Kiplinger
B Kiplinger & Associates
1107 Kenilworth Drive Ste.208
Baltimore MD 21204
Dear Ms. Kiplinger:
(BLOCK LETTER FORM)
CONTINUED
Enclosed please find my resume.
I posses a significant record of accomplishment in senior-level Marketing/Sales Management positions along with early response to Accounting and
Finance. My experience has been gained in diverse situations ranging from a new ventures and business development/acquisitions, to two highly
successful turnaround.
My objective is to continue progression in the Marketing/Sales Management field or to pursue an opportunity in General Management. I would
appreciate being considered for any opportunity you deem appropriate.
Thankyou in advance for your consideration. I look forward to speaking with you in the near future.
Sincerely, ( four spaces below last paragraph)
Bruce T.Hunter
Bruce T.Hunter ( The name of the sender)
BTH:cab (Initial the sender’s name: initial secretary’s name(Four spaces below the name)
Enclosure ( two spaces below the initial)( Encl.)
INDENTED FORM
•
977 Green Bay Avenue
Milwauke, WI 53201
March 12, 1997
INDENTED FORM
Mr.Vincent D. Campbell
Senior Vice President
Technology Division
Niagra Telecomonications, Inc.
180 Erie Boulevard
New York, NY 10038
INDENTED FORM
Dear Mr. Campbell:
Attached is my resume. I am currently seeking a Director level position in the Technical Services
area. My background is predominantly Telecommunications with areas of expertise in Training
Publications, and Field Service.
If you feel that my resume warrants considerations for opportunities at Niagra
Telecommunications, please contact me at (414) 816-9402 or (414) 635-9576.
Thank you for your time and consideration.
INDENTED FORM
Sincerely,
Owen Djohnsons
Owen D. Johnsons
ODJ/jes
Attachment (Encl.)
TYPES OF BUSINESS
LETTERS
1.
Order letters and acknowledgements of
orders
2.
Letter asking or granting adjustments
3.
Sales letters
4.
Inquiries and replies; also letters of
information
5.
Credit letters
6.
Collection letters
7.
Letters of application
8.
Letters of recommendation or
introduction
LANGUAGE : AVOID USING OVERLY FORMAL
ENGLISH
According to my
records
in receipt of
As soon as possible
As per
At your earliest
convenience
take
the liberty of
past favors
Attached hereto
thank you in
advance
Am pleased to advise
meets your
approval
permit us
Contents noted
we trust