Notes on Letters

What is a Letter?

  • A letter is a written communication tool used to convey messages, information, or statements from one party to another.
  • Letters can be personal or official, depending on the purpose and content.

Types of Letters

  • Personal Letters: Written by an individual to another person, such as friends, family, or acquaintances.
    • Generally informal and uses casual language.
  • Official Letters: Issued by agencies, institutions, or organizations for official purposes.
    • Used for notifications, requests, invitations, or announcements.

Structure of a Personal Letter

  • Address and Date:
    • Located at the top of the letter.
    • Example: Malang, 29 November 2015
  • Opening Salutation:
    • A greeting to the recipient.
    • Example: Salam kangen (Longing greetings)
  • Opening Paragraph:
    • Initial lines to start the letter.
    • Example: Apa kabar, Aim? (How are you, Aim?)
  • Body of the Letter:
    • The main content and message.
    • Example: Sharing news about school and planning to visit.
  • Closing Paragraph:
    • Concluding remarks.
    • Example: Expressing hope for a reply.
  • Closing Salutation:
    • A farewell.
    • Example: Sahabatmu (Your friend)
  • Name and Signature:
    • The sender's name and signature.
    • Example: Giati

Structure of an Official Letter

  • Letterhead/Header:
    • Includes the institution's name and address.
    • Example: SD Ta'mirul Islam Surakarta details.
  • Date:
    • The date the letter was written.
    • Example: 17 Desember 2019
  • Number, Subject, and Enclosures:
    • Reference numbers, subject of the letter, and any attached documents.
    • Example: No: 17/SDTI/XII/2019, Hal: Permohonan Izin Kunjungan (Request for Visit Permit), Lampiran: 1 lembar (1 sheet)
  • Recipient's Address:
    • The address of the recipient.
    • Example: Yth. Ketua YPAC Surakarta di Surakarta (To the Chairman of YPAC Surakarta in Surakarta)
  • Opening Salutation:
    • A formal greeting.
    • Example: Assalaamualaikum wr. wb.
  • Body of the Letter:
    • The main content, such as a request or notification.
    • Example: Request to conduct a visit to YPAC Surakarta on a specific date and time.
      • Hari, tanggal: Kamis, 19 Desember 2019
      • Waktu: 08.30 -10.00 WIB
  • Closing Paragraph:
    • Concluding remarks expressing gratitude.
    • Example: Expressing thanks for consideration and cooperation.
  • Closing Salutation:
    • A formal farewell.
    • Example: Wassalaamualaikum wr. wb.
  • Sender's Identity:
    • Includes the name, position, and signature of the sender.
    • Example: Kepala Sekolah (Headmaster), Paryanto, S.H.I., M.Pd., NIP-

Purpose of Writing Letters

  • Personal Letters:
    • To convey news, express feelings, or maintain interpersonal relationships.
  • Official Letters:
    • To convey official information related to the activities of an institution or organization.

Linguistic Rules in Letters

  • Personal Letters:
    • Use more relaxed and personal language, adapted to the relationship between sender and recipient.
    • Informal and Subjective Language:
      • Use of non-standard (everyday) language that reflects familiarity.
      • Personal and sometimes emotional tone and style.
      • Example: "Hai Dinda, apa kabar kamu di sana? Aku kangen banget, deh!" (Hi Dinda, how are you? I miss you so much!)
    • Use of First and Second Person Pronouns:
      • Aku – Kamu, Saya – Kamu, Saya – Anda, depending on the level of familiarity.
      • Can also use affectionate nicknames like “Bro,” “Bestie,” “Sobat,” or terms of endearment in certain contexts.
      • Example: "Aku harap kamu sehat terus, ya." (I hope you’re always healthy.)
    • Use of Personal and Emotional Expressions:
      • Emotions like joy, sadness, longing, anger, or hope often appear in sentences.
      • Expressive language: “senang banget” (very happy), “kangen” (miss), “nggak sabar” (can’t wait), etc.
    • Optional Use of Non-Standard Abbreviations and Emoticons:
      • Sometimes used in very familiar contexts (especially modern personal letters via social media/email).
      • Example: "Makasi yaa udah baca surat ini 😊" (Thanks for reading this letter 😊)
  • Official Letters:
    • Use standard and formal language according to the rules of good and correct Indonesian.
    • Standard and Formal Language:
      • Avoid slang, colloquial language, or emotional expressions.
      • The language must be clear, straightforward, and professional.
      • Example: "Dengan ini kami mengundang Bapak/Ibu untuk hadir dalam rapat koordinasi…" (We hereby invite you to attend a coordination meeting…)
    • Effective Sentences:
      • Sentences straight to the point, not verbose.
      • Avoid ambiguous and excessively long sentences.
      • Example: "Rapat akan dilaksanakan pada hari Senin, 10 Juni 2024 pukul 09.00 WIB." (The meeting will be held on Monday, June 10, 2024, at 09.00 WIB.)
    • Use of Formal Pronouns:
      • Avoid pronouns like “aku” or “kamu.”
      • Use “kami,” “saya,” “Bapak/Ibu,” or mention the institutional position.
      • Example: "Kami mohon Bapak/Ibu segera menindaklanjuti surat ini." (We kindly request you to follow up on this letter immediately.)
    • Use of Formal Expressions or Typical Phrases of Official Letters:
      • Example phrases: "Dengan hormat" (Respectfully), "Sehubungan dengan…" (In connection with…), "Demikian surat ini kami sampaikan…" (Thus, we convey this letter…), "Atas perhatiannya, kami ucapkan terima kasih" (Thank you for your attention).
    • No Use of Emoticons or Non-Standard Abbreviations:
      • All linguistic elements must comply with official spelling and grammar.