13 May 2015

How to Mail a Letter (English For Secretary)

How to Mail a Letter (English For Secretary - Politeknik Negeri Jember)

In the age of email and texting, writing a handwritten letter is a thoughtful way to show someone you're thinking about them. However, it takes a little more effort to mail a letter than it does to press "send." If you're unaccustomed to using snail mail, you may be confused as to how to make sure your letter gets to the right place. You can ensure this by writing the address correctly, and using appropriate postage.

1. What to Put in the Heading of a Business Letter
  • This is your name and address
2. How to Write the Date in a Business Letter
  • The date is very important, since it can be useful in determining priorities, for filing and it also can have legal ramifications. Always write the name of the month; if you are dealing with overseas clients or markets, or even with people who were born overseas, you can run into all sorts of problems if you only use numbers: 11-3-09 could be 11 March 2009 OR 3 November 2009, depending on where you come from!

3. How to Write the Opening of a Business Letter
  • Name
  • Title (if any Manager, Principal etc) 
  • Address of the person to whom you are writing and the greeting or salutation. 
This information always goes on the left-hand side of the page, starting one line lower than your business name and address and the date.

4. How to Write the Body of the Business Letter
  • This is like the message in your memo and it follows the same rules in that it should be: clear, concise, courteous. I know I've said that before (a couple of times) - it bears repeating. 
  • What Should Be Included in a Business Letter. When writing a business letter, you must be sure that no part of your letter will be misunderstood. This is why the language you use should be simple. There are no prizes for using the biggest words in a business letter - especially if your reader is not familiar with the words and has to waste time finding out what you mean.
5. How to Write the Closing of a Business Letter and Sign Off
  • This includes the final words to your reader - the bit that tells him or her what action will follow or thanks him or her for any help given. It also includes the 'signing off' and name of the writer. 
  • It is customary to sign off, 'Yours faithfully' if it is a formal business letter or if you don't know the name of the person; you sign 'Yours sincerely' when you do know the name of the person.
  • Your closing signature can be placed on the left-hand side of the letter (which makes it easier on the typist) or on the right-hand side - in line with the address (if the address has been typed in the right-hand corner and / or with the date (if it has been placed in the right-hand corner).
How to Mail a Letter - Catatan Devika


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