Business Letter

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 :

IHAQI, Inc.
123 Alphabet Drive
Los Angeles, California 90002

15 November 2012

Ms. Susan Smith
Supervisor of Product Development
Electronic Supply Provider, Inc.
472 Canine Road
Los Angeles, California 90002

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 IHAQI, 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,




Ibnu Hafizh Baihaqi
Vice President of IHAQI, Inc.
555-555-5555
ibnu@ihaqi.net

Member name :

• Ibnu Hafizh Baihaqi (24113169)
• Arum Tiara Sari (21113407)
• Nora Oktavia Silitonga (26113494)

Reference : 

Sumber 1

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