Module 1_how to write business letters.pptx
- 1. HOW TO WRITE BUSINESS LETTERS TRIYANI RETNO PUTRI SARI DEWI
- 2. Your Turn Briefly introduce yourself. Include: - Your name - Where you are from (origin) - Which organization you are from
- 3. OBJECTIVES Explain the importance of business letters 01 Mention several types of business letters 02 Comprehend and apply the techniques in writing business letters 03 Write a reply/response letter 04 Upon completion of the course, participants are able to:
- 4. Why is business correspondence /business letter important? 1. To maintain relationship in business 2. To serve as evidence 3. To create good will 4. To save cost 5. To serve as a formal form of communication 6. To help expand the business
- 5. Why do you write business letters? To give information to someone Asking for some information to a particular person or a company Making appointment Making orders Making complaints Conflict resolution etc.
- 6. Types of Business Letters Most formal letters fall under three categories: 1. Writing ‘yes’ : accepting something, agreeing to a plan 2. Writing ‘no’ : refusing something or disagreeing to a plan or offer 3. Writing for action : to move people to do something, to persuade or to give orders
- 7. Types of Business Letters 1. Letter of Inquiry – request for information 2. Reply/Response Letter – to fulfill a request 3. Sales letter – to persuade the reader to purchase a product/service 4. Letter of Order – to purchase goods/service 5. Letter of Complaint – to complain/show dissatisfaction of a purchased product 6. Adjustment letter – a response to a written complaint 7. Letter of apology – to acknowledge a mistake made and ask for forgiveness 8. Application letter – to apply for a job 9. Recommendation letter – to give recommendation 10. Resignation letter – a written announcement to leave a position 11. Etc.
- 8. Techniques Parts of a business letter and formatting
- 9. Components of a Business Letter 1. Letterhead/sender’s address 2. Date 3. Inside address 4. Salutation 5. Body of Letter 6. Complementary Close 7. Signature 8. Enclosure (optional, if there is any)
- 10. Letterhead / Sender’s Address If your company/organization has an official letterhead, use the the letterhead. Otherwise, use the following format: Your address Your city, State, Zip Your Phone Number Your Email Address Example: Jl. Raya PLP Curug Tangerang, Banten, 15820 (021) 598-2203/04/05 ppi@ppicurug.ac.id
- 11. Date Example: November 23, 2022 23 November 2022 Tips: Do not use slashes (/), 23/11/2022 Write out months (January, February, March, and so on), not in numbers (1/2/3/etc.)
- 12. Inside address (the letter’s recipient full address) Example: Ms. Triyani Retno Putri Sari Dewi Language Unit Building Politeknik Penerbangan Indonesia Curug Jl. Raya PLP Curug Tangerang, Banten, 15820
- 13. Salutation For people whose name you do not know: Dear Sir/Madam, To Whom It May Concern, For people whose name you know, use the title + last name: Dear Mr. Prasetyo, Dear Ms. Dewi, For people whose job position you know: Dear The Director, Dear The Personnel Manager,
- 14. Body of letter It can be around two to three paragraphs: - The first paragraph Introduce yourself and state the main purpose of the letter - The second paragraph State the specific information regarding our purpose - The closing paragraph Briefly restate our purpose and why it is important. We can also include our contact information, and thank the reader for their time.
- 15. Complementary Close Example: Sincerely, Sincerely yours, Yours truly, Regards, Best regards, Best wishes, Yours faithfully, (for people whose name we do not know)
- 16. Signature Allow four vertical spaces for our handwritten signature. This should be in blue or black ink. Below, type our name and our job title.
- 17. Enclosure (optional) If there is any attached document, allow two vertical spaces to type the number of enclosures. Example: Enclosure: 1 resume
- 18. Format 1. Block format 2. Semi Block format 3. Modified Block format
- 19. Block Format Semi Block Format Modified Block Format
- 21. QUICK TIPS 1. Use formal language (full sentences, correct grammar and vocabulary) 2. Avoid contractions (don’t – do not, isn’t – is not, can’t – cannot, etc.) and no abbreviations (ex: asap, btw) 3. Be polite and respectful 4. Don’t use slang, conversational language, or idioms 5. Know your audience/the reader and use appropriate tone
- 22. Proofreading & Editing Draft your message, revise, edit, rearrange, proofread The following websites/software might be helpful for non-native English speakers to proofread and edit their letters: 1. Google Translate (to help translate your language into English) 2. Grammarly (to check any grammatical mistake or spelling) 3. Quillbot (to paraphrase/beautify your sentences)
- 23. Quiz Let’s play a Quiz!
- 24. Guided Practice Arrange the following jumbled expressions into a good complaint letter.
- 25. Salutation ? introducing your reason for writing? background information? what went wrong? what you'd like to happen? Closing? 25
- 26. Salutation introducing your reason for writing background information what went wrong what you'd like to happen closing 26 Dear sir/madam I am writing to express my dissatisfaction at the service i received I have been a regular customer of your shop for many years After leaving your shop today. I realised i had been charged €100 instead of €10 I would like a refund of the difference as soon as possible Yours faithfully
- 27. Independent Practice Read the inquiry letter below and write a reply/response letter. See the letter in the word document.
- 28. Independent Practice Think of a common letter that you usually receive in your office and write a reply/response to that letter. Submit your letter on the following google form: https://forms.gle/gLhRYXypfMiiwSMa9
- 29. Thank you