A BRIEF DESCRIPTION OF ENGLISH LETTER

2. A BRIEF DESCRIPTION OF ENGLISH LETTER

Definition of Letter There are many definitions of Letter. Djuharie 2001 : 11 states that a letter in general definition is a written means of communication in delivering some information, declaration, or massages to others who have relationship to sender of the letter. Letter has three definitions through the view of content characteristic, announcement form, and function. The content characteristic of view explains that a letter is an explanation composition, because the letter writer proposes hisher purpose, explains what heshe thinks and feels about through the letter. From its announcement is point of view, a letter is a written communication from one to another, or from one institute to another institute. And the point of view its function, a letter is a means of written communication. That communication can be announcement , a declaration, an explanation or a request. Barthos 2000:36 states that a letter is a written communication from one to another to inform a report or news. According to Kogon 2006:53 a letter is a written massage addressed to a person or organization. They also state that a letter is a written or printed communication directed to a person or organization. However, each letter has no difference in meaning; that is a piece or more paper which function as a written means of communication delivered Universitas Sumatera Utara from one to another. The message of letter can be announcement, declaration, request, report, etc. Purposes of Writing Letters There are many purposes of writing letters, they are: a. As a communication instrument . Communication is a report delivery process from one to another. In this case, the function of the letter is to deliver some information. The information can be an announcement, declaration, report and other things. The instrument to deliver this information or news is paper which are written due to the purpose, easy to understand, well arranged, and at last deliver it to another who has necessity to the letter writer. All of these procedures are called writing a letter whose purpose as a communication instrument. If the letter is replied, so there are two directions of written communications. And if this activity continually happens, it is called correspondence. b. As a personal representation. In this purpose, a letter can represent the letter writer’s desire. It means that a letter has a role as bearer of mission. Because of its purpose as a personal representation, a letter should be written carefully, systematically, clearly, and use polite and respectful words. By using a letter as a personal representation, heshe will save hisher energy, money, and time. In other Universitas Sumatera Utara words, the letter writer does not have to get difficultness to meet the recipient of the letter who is probably live far from the writer. c. As a historical evidence. Letter is one of the written communications, so it can be saved as historical evidence. Old archives like Indonesian proclamation document can be as teaching or instructional material for the next generation of Indonesia. d. As an orientation A letter has an orientation as doing jobs. If an organization keeps all letters, that organization does not lose the direction and can study from the last experience. The examples for this purpose are presidential decree, instruction letter, or circular documents. By keeping all letters, the organization will not lose the direction. e. As a reminder Letter can save and secure, so that it can be as a reminder if there is error with the message of the letter. By keeping the letter, the organization can be referred to the old letters. It means that old letters which have already kept can be re-opened to help us finish some problems or jobs. f. As a written evidence Letter’s purpose is also as written evidence, as evidence in black and white, which has law sanction. So, if there is an error or misunderstanding, letter can be as a written evidence. For example, birth certificate, property certificate, marriage certificate, and other certificates. Universitas Sumatera Utara g. As an instrument for shorter distance, economizing energy and time. The letter writer can send a letter to someone who is not too necessary to visit because it can save hisher energy and time. In other words, a letter can be as an information deliver media which boundless on distance; by sending a letter, heshe can economize hisher energy and time without wasting the energy and time because of the long distance. The General Layout of English Letter In writing a letter, the writer should know the layout of the letter, so that the writer can write the letter easily and systematically. An English letter has some parts, but in daily practice, not all the parts are used. It depends on the kinds of the letter that is being written. Commonly, an English letter has the following layout: 1. Heading or Letterhead This part is an identity of sender. If the letter is a personal letter, the heading of the letter is the sender’s address. In a formal or business letter we can also use that. Most of the formal or business letters consist of the name, address, even phone of the company or organization. In short, content of headingletterhead depends on the kinds of letter. Universitas Sumatera Utara 2. The date Date is should be written in a personal letter. However, it is very important to write the date in formal and business letter, as this is a convenient way of referring to the letter later if it is needed. 3. Recipient’s Address In personal letter, recipient must be written on the envelope and the paper of the letter. It is needed to anticipate the letter separated from its envelope. 4. Salutation Salutation is placed below the recipient address. The word “Dear” is usually used and followed by the nickname of the recipient. 5. The Body of the Letter This part shows the problem that is being talked in the letter and has function to give information to the reader or recipient about what it is being talked about. In general, it consists of three or more paragraphs which contain introductory paragraph, main body of letter, and conclusion. 6. The Valediction It is a respecting expression to the recipient of letter. It is written above the signature. 7. Signature Signature is ratification of letter. It is important in writing letter. So the letter can not be abused by another person. Universitas Sumatera Utara

3. A BRIEF DESCRIPTION OF PERSONAL ENGLISH LETTER