Writing business letter
• Strike
the right tone. Time is money, as the saying goes, and most business people
hate to waste time. The tone of your letter, therefore, should be brief and
professional. Make your letter a quick read by diving straight into the matter
and keeping your comments brief in the first paragraph. For instance, you can
always start with "I am writing you regarding..." and go from there.
• Use
personal pronouns. It is perfectly fine to use “I,” “we,” and “you” in your
business letter. Refer to yourself as “I” and your reader as “you.”
• Write
clearly and concisely. Let your reader know exactly what you are trying to say.
Your reader will only respond quickly if your meaning is crystal clear. In
particular, if there is some result or action you want taken because of your
letter, state what it is. Explain your position in as few words as possible.
• Use the
active voice. When describing a situation or making a request, make sure to
choose the active voice, rather than the passive voice. The passive voice can
make your writing ambiguous or impersonal. In addition, the active voice is
more streamlined and straight to the point.
• Be
conversational when appropriate. Letters are written by people to people. Avoid
form letters if possible. You cannot build a relationship with canned
impersonal letters. However, stay away from colloquial language or slang such
as "you know," "I mean," or "wanna." Keep the
tone businesslike, but be friendly and helpful.
• Be
courteous. Even if you are writing with a complaint or concern, you can be
courteous. Consider the recipient's position and offer to do whatever you can,
within reason, to be accommodating and helpful.
• Use
“second page” letterhead for additional pages. Most business letters should be
concise enough to be one page in length only. But if you have something
lengthier, such as a contract or legal findings, you may need additional pages.
Use “second page” letterhead, which usually has an abbreviated address and is
made of the same type of paper as the first page letterhead.
• Wrap it
up. In the last paragraph, summarize your points and clearly outline either your
planned course of action or what you expect from the recipient. Note that the
recipient may contact you with questions or concerns, and say thank you for his
or her attention to the letter/matter at hand.
Sample of Business Letter :
Arjuna Rahayu, Inc.
123 Alphabet Drive
Cilegon, Banten
15 Oktober 2016
Mr. Krisna
General Manager
Maspion, Inc.
Jakarta
Dear Ms. Smith:
It was a pleasure meeting you at the conference last week.
As we discussed, I sincerely believe that the widget gizmo produced by Arjuna
Rahayu, Inc. can greatly streamline your production process. If you are still
willing, I would like to bring some of the key members of my team along with me
to meet with you at Electronic Supply Provider, Inc. We would like to give you
an overview of our services and discuss with you the best plan to suit your
needs.
Meeting in person would allow us to fully evaluate your
wants and needs. Our team is available to meet any time this week or next.
Please let me know, at your earliest convenience, when you would be available.
Cordially,
Thomas Pamuji Jaya
Vice President of Arjuna Rahayu, Inc.
555-555-5555
thomas.pamuji@gmail.com
Member name :
Thomas Pamuji Jaya (28113871)
Hadyan Milzam (23113821)
Zhafril Trisna (29113671)
Yayang Puji (29113414)
