Bussiness Letter Outline


1.      Letter Head (Kepala surat)

Letter Head or letter head, is used to simplify the names and address of the office or organization, and other information regarding the governing body or agency that sent the letter. Located at the very top of a letter, this letter applies both to government or corporate official. Head of the letter containing the company name, company address, company logo telephone number, fax, company website, company e-mail, etc.


2.      Date (Tanggal)

The date of the function that the recipients know when the letter was written and created. This letter is dated upper right dipaling exactly one line below the letterhead. In terms of writing the date, name of the month should not be abbreviated or written with numbers but should be written clearly and completely. The format of writing dates to the British and American are different, the following differences:


Example :


British style                   : 10 February 2009


Position: on the right, one line below the sender’s address (in letters with a ready-printed sender’s address, the date can also be put in the top left corner).


American style  : February 10, 2009


Position: top left corner (sometimes centred).


3.      Inside Addres (Alamat tujuan)

The mailing address is used as a direct clue to whom the letter should be delivered or directed. Position mailing address is on the left after writing the date on the letter.

Example :


Ms / Miss / Mrs / Mr / Dr …

house number, street


area code

COUNTRY (in capital letters)


Mr. John Smith

Agency Ariel Rios Building

1200 Pennsylvania Avenue.

Washington, DC 20460



4.      Salutation (Salam pembuka)

A salute greeting the author before the start of talks, is located on the left at the bottom of the address and before writing the letter. The first letter was written the word initial capital letter, while another word written lowercase. To write greeting there is a difference between British style and American style.

Example :

British style:

Dear Sir / Dear Sirs                     for Male addressee

Dear Madam                               for Female addressee

Dear Sir or Madam                     for gender unknown


American style:

Gentlemen                                   for Male addressee

Ladies                                         for Female addressee

Ladies and Gentlemen                  for gender unknown

To whom it may concern  for gender unknown



In British English, don’t use any punctuation mark or use a comma.

         Dear Mr Miller or Dear Mr Miller,

In American English, use a colon:

         Dear Mr. Miller:



5.      Body of the Letter (Isi surat)

Capitalise the first word of the text (even if the salutation ends with a comma). The text is left-justified and a blank line is put after each paragraph. It is not common to indent the first line of a paragraph.


–          first paragraph: introduction and reason for writing.

–          following paragraphs: explain your reasons for writing in more detail, provide background information etc.

–          last paragraph: summarise your reason for writing again and make clear what you want the recipient to do.


6.      Complimentary Close (Salam penutup)

Greetings from a cover letter serves to show respect for the author after ending the conversation. Initial greeting cover letter words written in capital letters, while others said lowercase. After greeting the cover affixed commas. Regards cover usually sentences “Yours Faithfully” ,” Yours Truly”, “Yours Sincerely”. For writing there is a difference between the closing greeting British style and American style.


Britsh style:

–          If you used the recipient’s name in (Dear Ms, Dear Jane), use ‘sincerely’.

–          If you did not use the recipient’s name in (Dear Sir, Dear Madam), use ‘faithfully’.


American style:

Use ‘sincerely’, no matter if you used the recipient’s name in the salutation or not (‘faithfully’ is not common in American English).


7.      Signature (Tanda tangan penulis)

The form of the author’s signature is on the bottom right side of their readers. A long with the name of the letter writer obviously. Signatures listed below beginning with the letter written in capital letters, without any brackets.


8.      Enclosure (Lampiran)

Attachment function for the recipients of the letter to the researching and looking back at the many things attached. Examples of books, certificates, brochures, receipts etc.


9.      Subject (Perihal)

A subject line is not really necessary. You may want to use one, however, so that the reader immediately knows what your letter is about. There are three common methods to distinguish the subject line from the body of the letter.

Example :

British style          : The subject line is usually placed between the salutation and the body of the letter (with a blank line in between).


American style     : In American English, the subject line can also be placed between the recipient’s address and the salutation (with a blank line in between).



10.  Carbon Copy Notation (Tembusan)

Although carbon is now rarely used for copies, the convenient initials c.c.: (or cc:) followed by a colon and the names of the recipients of copies of the letter is still the preferred copy notation. An alternative is Copy to:. It corresponds to the distribution list of documents such as memorandums and minutes, and lets the recipient know who else is receiving the message.


  1. 11.  Postcript (Semacam diskon)

A postscript is useful if the writer wishes to emphasize some point in the letter or if a point worthy of mention arises after the letter has been written. The use of a postscript obviates the need to rewrite the letter. However, if the postscript sheds a completely new light on the message conveyed, the letter should probably be rewritten. Similarly, a postscript should not be used to attempt to compensate for a poorly organized letter. The notation PS: should be placed before the first word of the postscript and be indented if that is the letter format used. The postscript should begin on the second line below a carbon copy notation.


12.  Reference (Referensi)

The initials of the sender and of the transcriber are separated by a colon or oblique. The initials may be all in capital letters, all in small letters, or, most commonly, as follows:



The information is not always needed but may be useful at a later time.