Resista Vikaliana, S.Si. MM 05/01/2014Resista Vikaliana,S.Si.MM1

05/01/2014Resista Vikaliana,S.Si.MM2

 A messenger It carries what you want to say to its recipient  A messenger It carries what you want to say to its recipient  An Ambassador It carries your image, the image of the firm or organisation or association for which you work  An Ambassador It carries your image, the image of the firm or organisation or association for which you work 05/01/2014Resista Vikaliana,S.Si.MM3

 THE RULE OF THE FIVE QUESTIONS: 1. What are you to say? 2. Are you being logical? 3. What about your paragraphs? 4. Have you identified the subject? 5. Have you shown the way ahead?  THE RULE OF THE FIVE QUESTIONS: 1. What are you to say? 2. Are you being logical? 3. What about your paragraphs? 4. Have you identified the subject? 5. Have you shown the way ahead? 05/01/2014Resista Vikaliana,S.Si.MM4

 LETTER HEAD  LAY OUT  Date  Reference(s)  Inside address  Salutation  Subject heading  Body of letter  Complimentary ending  Signature and conclusion  Enclosure(s)  FRAMEWORK  LETTER HEAD  LAY OUT  Date  Reference(s)  Inside address  Salutation  Subject heading  Body of letter  Complimentary ending  Signature and conclusion  Enclosure(s)  FRAMEWORK 05/01/2014Resista Vikaliana,S.Si.MM5

 Date  This should be written in full, normally in the order of day, month, year, as in  Reference(s)  A way of identifying a letter. In basic form they are initials of the person who dictated the letter and the thypist, e.g.  Our ref: WFM/ OP; WFM/ OP/69 15 October 2011Tuesday 21 May /01/2014Resista Vikaliana,S.Si.MM6

 Inside address  The name and address of the person to whom the letter is being sent. The Manager Fax Merchandising 68 Campbell Street Yaba-Lagos The Secretary Smith and Webb Ltd Smith & Jones Ltd 14 High Street Carlisle For the attention of Mr Thomas Messr Smith and Moodie Messr W. Black &Company PRIVATE CONFIDENTIAL 05/01/2014Resista Vikaliana,S.Si.MM7

 Salutation  The opening words of greeting in a letter  Dear Sir(s); Dear Madam (Mesdames)  Sir, Gentlement  Dear Mr (Mrs/Miss/Ms)  Dear (first name of resipient) 05/01/2014Resista Vikaliana,S.Si.MM8

 Subject heading  Dear Sir, Mr. H.J. Stewart This young man has applied to us for a post in our Advertising Department. He states that /01/2014Resista Vikaliana,S.Si.MM9

 Body of letter  This is the most important section of any business letter.  Beware of too many short paragraphs.  Most of the letters are fully blocked 05/01/2014Resista Vikaliana,S.Si.MM10

 Complimentary ending  The point to remember here is that your ending must conform with your salutation SalutationComplimentary ending Dear Sir/ MadamYours faithfully Dear Mr Dear Mrs Wilson Yours sincerely Sir/ Gentlemen Madam/ Mesdames Your s obedient servant Yours respecfully 05/01/2014Resista Vikaliana,S.Si.MM11

 Signature and conclusion  Enclosure(s) - enc / /01/2014Resista Vikaliana,S.Si.MM12

Three classifications or business letter The formal letterThe semi formal letterThe personal note 05/01/2014Resista Vikaliana,S.Si.MM13

 Quatation  Letter of Reference  Letter of Introduction  Circular letter  Request of Payment   Enquiry  Order, Reply, Complaint  Letter of Applications 05/01/2014Resista Vikaliana,S.Si.MM14

 Quotation  The first step in business transaction is usually about prices, range of goods, availability of goods, etc. In order to discover new sources of supply or to obtain details of quality and price, the buyer sends inquiries to several firms.  Letter of Reference  This is another form of status inquiry where information on a specific point is sought. 05/01/2014Resista Vikaliana,S.Si.MM15

 Letter of Introduction  A letter to introduce the representative of a firm to business houses in towns or districts to be visited. In such a letter the representative’s name, his connection with the firm, and his reason for travelling  Circular letter  The purpose of this letter is to give information, e.g. Change of address, introduction of new lines, announcement of a particular event to be held- conference, exhibitions,opening new brand, ets. 05/01/2014Resista Vikaliana,S.Si.MM16

 Request of Payment  A first letter requesting payment of an account is generally very short. With it is enclosed the statement of account, and reference should be made to any terms of discount  05/01/2014Resista Vikaliana,S.Si.MM17

CO2 H2O 70 Michael Lane  Coulson   May   The Manager  Northeren Bank plc  Coulson   Dear Sir/Madam,   Deposit Account No   Please accept this letter as authority to transfer £250 from the above account to my current account (No ).  ▪ Yours faithfully,   A.F.M. Harry (Mrs)

  W. Jones &Sonc Ltd  Hermes House  Singapore   May   The Manager  W. Jones &Sonc Ltd  Hermes House  12 Battery Road  Singapore  Ref: The Manager   Dear Sir/Madam,   I have seen your advertisement in yesterday’s Daily Standard, and I am writing to ask you to send me more information about your Students’ Note Taking Kit  I would be grateful if you could send me your catalogue. I and some friends are particularly interested in the wallet containing a ring file, extra sheets of paper coloured ball point pens.  I look forward to seeing your catalogue and I will appreciate if you could let me know by return if you supply these kits.  ▪ Yours faithfully,   Heidi Braun

 Semi formal letters are sent to people you do’t know very well or when you want to be more polite and respectful (e.g. A pen friend’s parent, a school teacher, etc)  For this reason the are written in a more polite tone than informal letters. 05/01/2014Resista Vikaliana,S.Si.MM20

 Dear Mr Strickland,  I am writing to you to request that you allow me to pay my rent late this month.  I’ve been a tenant with you for a number of years now, and, as you know, I have always paid my rent on time. However, I am having a few financial problems at the moment, therefore leaving me short of money this month.  I can assure you that I will be acceptable to you, but please contact me if it is a problem.  Yours sincerely,  John Streetham 05/01/2014Resista Vikaliana,S.Si.MM21

INFORMAL  Why not phone the secretary and ask her?  I’m sorry, but I can’t come on Friday night  Why not phone the secretary and ask her?  I’m sorry, but I can’t come on Friday night SEMI FORMAL  It would be good if you phoned the secretary and ask her  I’m afraid I won’t be able to come on Friday in the evening  It would be good if you phoned the secretary and ask her  I’m afraid I won’t be able to come on Friday in the evening 05/01/2014Resista Vikaliana,S.Si.MM22

 33 Red Streed  London  Phone  22 December 2013  Dear John and Ann  Thanks a lot for a great weekend. We really enjoyed ourselves.  Bill and I were talking about the holidays. We thougt it might be nice to go camping in Scotland for a couple of weeks. Are you interested? Let me know if you are, and we can talk about dates.  See you soon, I hope. Thanks again.  Love,  Alice  PS: Did I leave a pair of jeans behind in the bedroom? If so, do you think you could send them on? 05/01/2014Resista Vikaliana,S.Si.MM23

Indented Style The Full Block Style The Semi Block Style The Modified Block Style British Style American Style 05/01/2014Resista Vikaliana,S.Si.MM24

 Make the informal letter of your vacation planning. The recipient is your friend who lives in the city where you will visit. Tell your friend about the day you will go on vacation, how long will you be there and the places you want to visit  Make the semi formal letter to your mother’s friend. You are telling him/ her about your parent’s health. Pretend that your mother is staying in hospital for taking some treatments of her cancer. You hope your mother’s friend will visit your mother. 05/01/2014Resista Vikaliana,S.Si.MM25