Layout of English Business Letter
Information
1. Letter Head
The identity that contains the logo, name, address and phone number of the sender of the letter.
2. Date
Contains the date, month and year of manufacture of the letter. Writing on a date different from the British Style American Style.
Examples of writing date using British Style:
03rd October 2016.
British Style Format writing is similar to writing in Indonesian only on ordinal number suffix added. The position of the British Style date placed on the right over the letter.
Examples of writing date using American Style:
October 03, 2016.
Writing date using American Style is placed in the upper left the letter with the format Month Date, Year.
Contains the date, month and year of manufacture of the letter. Writing on a date different from the British Style American Style.
Examples of writing date using British Style:
03rd October 2016.
British Style Format writing is similar to writing in Indonesian only on ordinal number suffix added. The position of the British Style date placed on the right over the letter.
Examples of writing date using American Style:
October 03, 2016.
Writing date using American Style is placed in the upper left the letter with the format Month Date, Year.
3. Inside Address
Contain location information, the recipient of the letter containing the recipient's name, address, zip code, country.
4. Salutation
Contains a greeting to start the contents of a letter.
If you know the name and sex of the recipient of the letter was written with the format as follows: Dear Ms / Miss / Mrs / Mr / Dr + surname
Example: "Dear Mr. Jonas" or written without gender "Dear Jonas"
5. Body of Letter
Is the content of the letter containing the reason or purpose of the letter.
6. Complentary Close
Contains words that end the cover letter that is placed at a distance of two spaces from the last line of the letter.
Common expression used to close the formal business letter is Thank you, Sincerely, Sincerely yours, and Yours truly.
The expression used for less formal business letter is Regards, Best regards, and Best wishes. It is usually used when sending a business letter to someone you have known or friends.
Complementary close using the comma at the end of the word.
7. Signature
Contains the mailer signature affixed or printed directly.
8. Subject
This section is a line that contains subject matter that represents the contents of the letter. Subject was placed in the top left letter.
9. Reference
9. Reference
In the English-language letter letters usually contain forward names of executives who signed the letter, followed by a slash or colon, and then typing the name of the letter. Some companies add code or specific number based on their file system. Reference is placed on top of the above letter date.
10 Enclosure
Contains the number of attachments enclosed with the letter.
11. PS (Postscript)
Postscript is the additional information written on the letter. Postscript is usually used on a letter - a sales letter to entice and motivate readers. Postsript written at the bottom of the letter and given the initials "P.S".
Example: P.S. We will grant you 40% cash discount before 25 November 2011
12. CC (Carbon Copy)
This section is used to inform the recipient of the letter, that the letter was also sent to the parties who need to know the contents of the letter. CC placed on the left bottom of the letter. Example: CC: Finance Department
Letter of Invitation - Definition
A letter of invitation, or invitation letter, is a key business marketing letter that is typically used to invite clients or customers to participate in special business events.
Because formally written invitation letters are almost always used in business situations, as opposed to personal situations, they are generally classified as business letters.
Note: Invitation letters for personal situations almost always involve one person inviting another/others to a social function. For most of these events (e.g. weddings, parties, baptisms, etc.), ready-made, pre-printed invitations can be purchased at stationery stores, eliminating the need to specifically write personal invitation letters for most of these types of personal situations.
Sample Invitation Letters
The following letter of invitation templates are real-life examples of the types of invitation letters typically written in business situations.
The following letter of invitation templates are real-life examples of the types of invitation letters typically written in business situations.
Invitation Letter - invite someone to speak at a conference.
Letter of Invitation - invite customers to a special event.
So...What is Invitation Letter?
An invitation letter is a document that gives invited persons enough amount of information and details about a particular event or party vital to their planning for the event. A well written invitation with complete details portrays the theme of party or event in front of invitees so they can make appropriate planning to have fun and joy at the event. An invitation letter is just like a personal communication that can make special people know that you are expecting them for the party or event. Information mentioned in an invitation letter may include name of the host of party or event, time, date, venue and dresscode if any etc. invitation letter can be prepared for a wide range of parties, events and celebrations. These can be prepared to announce a birthday party, wedding event, engagement party, graduation party, social event, business meeting, business event or reunion party etc.
It is obvious in previous lines that invitation letter is a document that serves the purpose of inviting guests to an event. Majority of companies and other business organizations also use invitation letters to invite them on parties and events organized by company or business to entertain them on special occasions. Invitation letters can be either printed or handwritten but it is suggested by experts to type them on computer using any word processing program to make a good and professional impression on recipients. Invitation Letter
To:
Mr. Jonas,
Sales Supervisor,
PT Westcon,
MD Place
Jakarta
MD Place
Jakarta
9 October 2016.
Dear Mr. Jonas,
We would like to invite you to attend the (inauguration of our business) located at Pasific Place on November 12, 2016 at 8:00AM. It is our honor to have you as our loyal customer in our other business. We are hoping that we will get the same support from you. We have been in this business for quite some time now yet we have always managed to stay on top of our competitors. This is not possible if not with your support to our business. We have prepared something for you as our patrons as a way of saying thank you. Please come early so that we can find a comfortable seat for you and so that you will be there as we acknowledge our loyal customers and you are definitely in the list.
Please let us know if you are attending the said event or not by November 2, 2016.
Hoping for your presence on that day. We are looking forward to more fruitful business deals with you.
Sincerely Yours,
Amalia
(General Manager)
Starbucks Corp.
Exercise & Examples: Emails of invitation
Read the following two examples of different types of business emails of invitation. When reading them, guess what the meaning and use of the words/phrases in bold are from the context (the sentence) you find them in. For example, what does 'I am writing on behalf of' mean and why is it used in the following sentence?:
'My name is Sue Jenkins and I am writing on behalf of Reef Technologies plc.'
By doing this, it'll help you to both remember them and use them correctly in your own emails. When you have finished reading the examples, do the quiz at the end which will make sure that you do and when you have completed it, give you information on how they are used and why.
Email 1
Hi Ian,
We're holding a meeting on the current problems with the computer systems andI'd appreciate it if you could come. Having somebody like yourself there from the legal department is important because of the problems we've had with the loss of customer data.
The meeting will take place next Thursday at 2pm in meeting room 3 in the Corley Building in Leeds.
If there's anything you would like to discuss in the meeting, send it to me by email and I'll include it in the meeting's agenda.
Let me know as soon as possible if you can attend.
Regards,
David Mitchell
IT Project Manager
We're holding a meeting on the current problems with the computer systems andI'd appreciate it if you could come. Having somebody like yourself there from the legal department is important because of the problems we've had with the loss of customer data.
The meeting will take place next Thursday at 2pm in meeting room 3 in the Corley Building in Leeds.
If there's anything you would like to discuss in the meeting, send it to me by email and I'll include it in the meeting's agenda.
Let me know as soon as possible if you can attend.
Regards,
David Mitchell
IT Project Manager
Email 2
Dear Mr Smith,
My name is Sue Jenkins and I am writing on behalf of Reef Technologies plc.
We are pleased to announce that we are sponsoring a series of presentations on the future of renewable energy. The presentations are going to be performed by world-renowned experts in the field (for example Dr Josh Bartlett from MIT and Mrs Jennifer Woods from Clean Future inc.) and will consider future advances in the technology of renewable technology.
Due to your company having worked with Reef Technologies plc in the past, we would like to invite you to the event. The event will be held at the Randalls Conference Centre in Leeds between 3pm and 8pm on the 12 April 2013. If you require directions to the venue, please let me know.
If you would like to attend, please confirm your attendance by replying to this email by the 18 March 2013.
If you have any questions about the event, please don't hesitate to contact me by email (on sjenkins@reeftech.com) or by mobile/cell (on 07867 7433123).
I look forward to receiving your reply.
Yours faithfully,
Sue Jenkins
PR Manager
Reef Technologies plc
My name is Sue Jenkins and I am writing on behalf of Reef Technologies plc.
We are pleased to announce that we are sponsoring a series of presentations on the future of renewable energy. The presentations are going to be performed by world-renowned experts in the field (for example Dr Josh Bartlett from MIT and Mrs Jennifer Woods from Clean Future inc.) and will consider future advances in the technology of renewable technology.
Due to your company having worked with Reef Technologies plc in the past, we would like to invite you to the event. The event will be held at the Randalls Conference Centre in Leeds between 3pm and 8pm on the 12 April 2013. If you require directions to the venue, please let me know.
If you would like to attend, please confirm your attendance by replying to this email by the 18 March 2013.
If you have any questions about the event, please don't hesitate to contact me by email (on sjenkins@reeftech.com) or by mobile/cell (on 07867 7433123).
I look forward to receiving your reply.
Yours faithfully,
Sue Jenkins
PR Manager
Reef Technologies plc
1.A formal way of saying 'will take place', is...
a. We are pleased to announce
b. We would like to invite you to
c. The event will be held
The event will be held:
(phrase) This phrase is used when you want to tell a person where and when something (a conference, meeting etc...) will happen. It is commonly used in formal invitations ('will take place' is used in less formal emails) and is followed by details of the location, date and the time of the event. For example, 'the event will be held at the Ringtree Hotel on the 12 January from 10am'. It doesn't matter if you say the date or the location first, but the time should always be the last thing you write.
'Event' is used in English to mean a large social/public occasion like a concert, ceremony, conference/congress, presentation etc... If you want you to be more specific, you can replace 'event' with the actual thing you are inviting them to, e.g. 'the concert will be held...' 'Event' is not used to mean business meetings or meals (which are generally not large or public), so in these cases, you should use 'meeting' or 'meal' instead.
2. A polite way of saying 'I want you to come' or 'you should come', is...
a. We would like to invite you to
b. I'd appreciate it if you could come
c. Let me know as soon as possible
I'd appreciate it if you could come:
(phrase) This polite phrase is used to recommend/request that the person receiving the invitation goes to the event or meeting. It's a politer way of saying 'I want you to come'. You normally use this phrase as part of the invitation (e.g. 'there's a meeting on tuesday and I'd appreciate it if you could come'). You can also replace 'come' in this phrase with 'make it' (sounds informal) or 'attend' (sounds more formal) with no change in meaning.
Although you can use this in formal invitations, I would only use this phrase in informal or less formal invitations. For formal ones, I would use 'I would be delighted if you could come' instead.
3. A formal phrase which is used to say which company you work for/represent, is...
(phrase) This polite phrase is used to recommend/request that the person receiving the invitation goes to the event or meeting. It's a politer way of saying 'I want you to come'. You normally use this phrase as part of the invitation (e.g. 'there's a meeting on tuesday and I'd appreciate it if you could come'). You can also replace 'come' in this phrase with 'make it' (sounds informal) or 'attend' (sounds more formal) with no change in meaning.
Although you can use this in formal invitations, I would only use this phrase in informal or less formal invitations. For formal ones, I would use 'I would be delighted if you could come' instead.
3. A formal phrase which is used to say which company you work for/represent, is...
a. I am writing on behalf of
b. We are pleased to announce
c. We would like to invite you to
I am writing on behalf of:
(phrase) If you are writing a formal invitation and have never had any contact with the person before, you need to explain who you are and who you work for in the first line of the email. This is not just used for politeness but so the person receiving it will know it's an authentic invitation and not just spam. 'I am writing on behalf of' is very formal and used to do this.
You would start the email by saying who you are, followed by 'and' and then 'I am writing on behalf of' and then by the name of the company/organisation. For example, 'my name is Chris Green and I am writing on behalf of UNESCO'. You can also use the name of a person instead of a company/organisation.
A less formal way of saying this phrase is 'has asked me'. But when using this, you need to use the name of a person and place it in front of the phrase, e.g. 'my name's Chris Green and Peter Smith has asked me to invite you to...'.
(phrase) If you are writing a formal invitation and have never had any contact with the person before, you need to explain who you are and who you work for in the first line of the email. This is not just used for politeness but so the person receiving it will know it's an authentic invitation and not just spam. 'I am writing on behalf of' is very formal and used to do this.
You would start the email by saying who you are, followed by 'and' and then 'I am writing on behalf of' and then by the name of the company/organisation. For example, 'my name is Chris Green and I am writing on behalf of UNESCO'. You can also use the name of a person instead of a company/organisation.
A less formal way of saying this phrase is 'has asked me'. But when using this, you need to use the name of a person and place it in front of the phrase, e.g. 'my name's Chris Green and Peter Smith has asked me to invite you to...'.
4. An informal phrase used to ask somebody to confirm quickly if they can attend/go to the event/meeting, is...
a. We would like to invite you to
b. If you would like to attend, please confirm your attendance by
c. Let me know as soon as possible
Let me know as soon as possible:
(phrase) This informal phrase is like a polite order (because of 'as soon as possible') and is commonly used to ask somebody to confirm something. It's not only used for invitations but also if you want somebody to confirm some information. For invitations, it should be followed by 'if you can attend/come/make it'. It is always used at the very end of the email.
I wouldn't recommend that you use it in formal invitations. In formal writing, it is not polite to make orders (even if they are polite). Instead you should use 'if you would like to attend, please confirm your attendance by the 13 March', which basically does the same thing but is a request and sounds a lot more politier.
(phrase) This informal phrase is like a polite order (because of 'as soon as possible') and is commonly used to ask somebody to confirm something. It's not only used for invitations but also if you want somebody to confirm some information. For invitations, it should be followed by 'if you can attend/come/make it'. It is always used at the very end of the email.
I wouldn't recommend that you use it in formal invitations. In formal writing, it is not polite to make orders (even if they are polite). Instead you should use 'if you would like to attend, please confirm your attendance by the 13 March', which basically does the same thing but is a request and sounds a lot more politier.
5. A phrase at the very end of an email which tells the person that you are waiting for them to confirm, is...
a. If you would like to attend, please confirm your attendance by
b. I look forward to receiving your reply
c. I'd appreciate it if you could come
I look forward to receiving your reply:
(phrase) This formal phrase is used at the end of the email as a polite way to remind the person reading it that they should/have to confirm the invitation or contact you. For invitations you can replace 'receiving your reply' with 'hearing from you' with no change in meaning (e.g. 'I look forward to hearing from you').
These phrases are common in both formal and less formal emails (like emails to work colleagues), but are not used in informal emails.
These phrases are always written at the end of the email or letter, just before 'yours sincerely', 'regards,'etc...
(phrase) This formal phrase is used at the end of the email as a polite way to remind the person reading it that they should/have to confirm the invitation or contact you. For invitations you can replace 'receiving your reply' with 'hearing from you' with no change in meaning (e.g. 'I look forward to hearing from you').
These phrases are common in both formal and less formal emails (like emails to work colleagues), but are not used in informal emails.
These phrases are always written at the end of the email or letter, just before 'yours sincerely', 'regards,'etc...
6. A less formal way of saying where the event 'will be held', is...
a. We are pleased to announce
b. We are holding
c. Will take place
Will take place:
(phrase) This phrase is used when you want to tell a person where and when something (a conference, meeting etc...) will happen. It is commonly used in less formal invitations ('will be held' is used in formal emails). This phrase follows the name of the thing you are inviting them to (e.g. 'the meeting', 'the presentation' etc...) and is then followed by details of the location, date and the time of the event. For example, 'the event will take place at the Ringtree Hotel on the 12 January from 10am'. It doesn't matter in which order you write the date, the location or the time.
7. An formal phrase used to ask somebody to confirm if they can attend/go to the event/meeting, is...
a. If you require directions to the avenue, please let me know
b. If you would like to attend, please confirm your attendance by
c. Let me know as soon as possible
If you would like to attend, please confirm your attendance by:
(phrase) This formal and polite phrase is used in invitations to ask somebody to confirm with you if they can attend an event or meeting. It's polite because it only asks them to confirm if they want to go (they don't have to do anything if don't).
This phrase can be followed by saying either 'replying to this email by' and then the date (with no time) that you need a confirmation by (e.g. '...replying to this email by the 13 March') or just by the date (e.g. 'the 13 March'). For example, 'if you would like to attend, please confirm your attendance by 13 March'. It is always used at the end of the email.
8. A formal phrase used to ask somebody to attend/go to an event, is...
a. I am writing on behalf of
b. We are pleased to announce
c. We would like to invite you to
We would like to invite you to:
(phrase) This phrase is used to actually invite somebody to something. It's basically a very polite and formal way of saying 'do you want to go/come to'. It is followed by the name of the event/thing you are inviting them to (e.g. 'the car markers conference', 'the presentation', 'opening' etc...). For example, 'we would like to invite you to the U2 concert at Wembley Stadium'.
This phrase is only used when the invitation is for an event which is something special or large (e.g. an opening of something, an art exhibition, a presentation etc...). It shouldn't be used for invitations to business meetings or business meals, where you don't have to be so formal and you can use 'are you available to come' or 'can you make' instead.
(phrase) This phrase is used to actually invite somebody to something. It's basically a very polite and formal way of saying 'do you want to go/come to'. It is followed by the name of the event/thing you are inviting them to (e.g. 'the car markers conference', 'the presentation', 'opening' etc...). For example, 'we would like to invite you to the U2 concert at Wembley Stadium'.
This phrase is only used when the invitation is for an event which is something special or large (e.g. an opening of something, an art exhibition, a presentation etc...). It shouldn't be used for invitations to business meetings or business meals, where you don't have to be so formal and you can use 'are you available to come' or 'can you make' instead.
9. A not very formal phrase used to introduce what type of event/meeting you are going to have, is...
a. I look forward to receiving your reply
b. We're holding
c. Will take place
We're holding:
(verb) This commonly used phrase is used to introduce the type and name of the event you are having. In fact, 'we're holding' in this context has the same meaning as 'we're having' or 'we've organised' (both of which can be used instead).
For meetings and most non-formal business invitations (sent to work colleagues or suppliers/customer you know well), it is very common to start the email with this phrase and then follow it by the name/type of the event and sometimes its date and time. For example, 'we're holding a department meeting at 3pm on Friday'. This is then followed by the sentence where you invite the person.
You can use 'I' instead of 'we' if appropriate.
10. A phrase used to offer to send the person directions to get to the place/location, is...
a. If you require directions to the avenue, please let me know
b. If you would like to attend, please confirm your attendance by
c. Let me know as soon as possible
If you require directions to the venue, please let me know:
(phrase) This formal phrase is used for politeness and for people who you think haven't visited the location of the event before. A less formal way to say the same is 'let me know if you need directions'.
To be honest, as most people now have smart phones, it is not really necessary to send directions. As long as they have the address of the place (which you should include in the email), they'll be able to find it. Even so, I would still include this type of phrase in formal invitations, because it is still polite to offer directions.
11. A very formal phrase used to introduce what type of event you are inviting the person to, is...
a. We are pleased to announce
b. We're holding
c. I'd appreciate it if you could come
We are pleased to announce:
(phrase) This phrase is used to introduce the name/type of event you are inviting somebody to. It is very formal and should only be used for special or important events (e.g. a charity event, a large party, an important presentation etc...) that you or your company have organised or sponsored. It shouldn't be used for invitations to business meetings or to events that you have just bought tickets or seats for (like a concert). In these cases 'we would like to invite you to' is sufficient.
'We are pleased to announce' is followed by 'that we have sponsored/organised' and then by details of the event. For example, 'we are pleased to announce that we have organised a charity casino night on the evening of Friday 13 March'. This is then followed by a sentence where you then invite the person.
A less formal way of saying the above example is 'we're holding a charity casino night on the evening of Friday 13 March'.
Essay
Forward in this sentence are meaning to...
to pass on a letter or message to someone else
2. They haven’t replied to our invitation so I assume they are not coming.
reply means ...
to write back to someone who has written to you
3. A copy of the invoice is attached.
Please attach a recent photograph to your application form.
attach means...
To join one thing to another; to add a file to an email
4. I am enclosing our latest price list.
Our price list is enclosed.
enclose means...
To put something inside an envelope with a letter
To put something inside an envelope with a letter
Youtube link:
https://youtu.be/MNVLAdRT8Ew
https://youtu.be/MNVLAdRT8Ew
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