Assigment 2
Question
Find the definition and the function of the following
letters
- Inquiry Letter
- Order Letter
- Complaint Letter
- Aplication Letter
- Memo
Find the eample of those 5 Letters !
Answer
1). Inquiry Letter
Inquiry Letter is a letter written to request
information and/or ascertain its authenticity, A document requesting information sent
on behalf of an individual or an organisation for their own respective
purposes, which can be mutually beneficial to the recipient and the sender.
Function of Inquiry letter may take any of
the following forms:
- Solicited Inquiry: An inquiry made in
response to the seller’s advertisement and publicity.
- Unsolicited Inquiry: An inquiry made at the
buyer’s own initiative.
- Inquiry for favor: An inquiry about some
other information which may be about some special price or some favorable
terms.
- Routine inquiry: An inquiry made by an old
buyer in the usual course of business so, A letter of inquiry which asks
valuable information from seller or producer should be:
Ø
Straightforward and courteous
Ø
Positive and confident in tone
Ø
Brief, complete and correct.
Example
Inquiry Letter
PT. MAJU LANCAR
Jl. Bayan Raya Tiga No.57
Kab.Bekasi
2 November, 2014
PT. LAJU MAKMUR
Jl. Tendean Barat No.43
BekasiTimur
Dear Sir or Madam,
We saw your product at International Design of Shoes Fair in
Mega Bekasi on November 2014 and made interested us.
Please send types of sample, the terms and catalogue of the
shoes. If the cost is low and the types of sample are interesting, we will
order your product.
We are looking forward to receiving your reply soon.
Yours faithfully,
Akbar Fadillah
Head of Distributor
2). Order Letter
a
letter of order is a document that confirms the details of a purchase of goods
or services from one party to another. It usually includes more information
about what you are ordering, like quantity, model number, or color, the payment
terms, and the matter in which the products are to be shipped. When the
recipient receives this letter, they will process the order and send the
merchandise, An Order Letter is the one that is written by the person/company
placing the request of purchase from another company. This letter comes into
action only when a detailed study of the desired product has been done in the
market and based on promised service, quality and price of the product, a
decision for a purchase has been made.
Example Order Letter
Jakarta, Nov
02, 2014
Update
Komputer
5th Floor,
Mangga Dua Mall
Blok D27,
Jakarta
Dear Mr. Beny Wicaksono
I am interested in the items contained in the Computer
Magazines November 30 issue of the computer magazine 2014.I want to order :
1 piece external hard drive with a capacity of 2 terabytes
1 internal hard drive with a capacity of 1 terabytes
2 piece external hard drive with a capacity 500 gigabytes
please be sent to the address of Jl kapten sukamto No 45,
Tegal Parang, South Jakarta.
for the payment I will immediately transfer into your
account ..
Yours sincerely,
Dodi
Setiawan
3). Complaint Letter
A letter written by a consumer to a manufacturer or retailer
regarding a problem with a product or service. This type of letter is written
usually with the expectation that corrective action will be taken.
The function of a complaint letter is to change an
unacceptable situation. When someone takes the time to sit down and write a
letter, people take notice. It is much more work to compose a letter than to
make a phone call. People getting complaint letters know this. They actually read
complaint letters, unlike voice mail that is often ignored. Complaint letters
are often written to businesses, organizations, government agencies, schools
and news departments. It is important to write a clear and concise complaint
letter and distribute it to everyone who can make a difference.
Example Complain
Letter
1 Mawar
Street
Losari, Depok 52255
Desember 15, 2014
PT.Indonesia
Garment
Jln.Merdeka
Raya no.30
Jakarta
12300
Dear Sir or Madam,
I have ordered 12 packs consist of 12 clothes of new modeled Trusmi Batik
on your Boutique which I ordered by phone on September 11. I received the order
on September 14. When I received those packs of Batik, there was one
packs missing. I only got 11 packs of 12 packs that I ordered. To know whether
there was one pack missing, you can check the amount of Batik whcih
left your Butique stock.
To resolve
that problem, I would like you to send me one pack of modeled Trusmi Batik like
I ordered before. Or if the pack of modeled Tursmi batik which I ordered had been
ordered by somebody else, I hope you give me back the money for the amount
charge of the Tursmi Batik pack.
I have been your costumer for long time, and you know it as well. This the
first time I get the problem like this relate to your service. If you need to
contact me, you can call me at 0857444449.
Sincerely,
(Ronaldo)
4). Application Letter
Application letter is a document sent with your resume to
provide additional information on your skills and experience. A cover letter
usually give detailed information about why you are interested in the job you
are applying. Effective cover letter explaining the reasons for your interest
in the specific organization and identify your skills.
Example Aplication
Letter
March 3,
2014
Personnel
Department Manager
PT Angin
Ribut
23 Jl.
Kempek-Pegagan
Cirebon,
45161
Dear Sir,
Subject: Application Letter
Reading your advertisement on KOMPAS Daily, dated March 1,
2014, I am interested to apply for the position on Credit Marketing Officer
(CMO) you offer.
I am 29 years of age and I graduated from Mechanical
Technique Faculty, Jenderal Achmad Yani University, Bandung, Majoring in
Metallurgy.
I have an excellent health, high motivation, good
communication skill, computer skill, creative, high loyalty, integrity, I am
ready to work hard, motorcycle, SIM C and highly motivated to works every
where.
Hopefully, you could consider my application and I am
looking forward to hearing from you.
Yours faithfully,
Agus Setiawan
5). Memo
A memo (or memorandum, meaning
“reminder”) is normally used for communicating policies, procedures, or related
official business within an organization. It is often written from a one-to-all
perspective (like mass communication), broadcasting a message to an audience,
rather than a one-on-one, interpersonal communication. It may also be used to
update a team on activities for a given project, or to inform a specific group
within a company of an event, action, or observance.
Function
Memo
A memo’s purpose is often to
inform, but it occasionally includes an element of persuasion or a call to
action. All organizations have informal and formal communication networks. The
unofficial, informal communication network within an organization is often called
the grapevine, and it is often characterized by rumor, gossip, and innuendo. On
the grapevine, one person may hear that someone else is going to be laid off
and start passing the news around. Rumors change and transform as they are
passed from person to person, and before you know it, the word is that they are
shutting down your entire department.
One effective way to address
informal, unofficial speculation is to spell out clearly for all employees what
is going on with a particular issue. If budget cuts are a concern, then it may
be wise to send a memo explaining the changes that are imminent. If a company
wants employees to take action, they may also issue a memorandum. For example,
on February 13, 2009, upper management at the Panasonic Corporation issued a
declaration that all employees should buy at least $1,600 worth of Panasonic
products. The company president noted that if everyone supported the company
with purchases, it would benefit all.
While memos do not normally
include a call to action that requires personal spending, they often represent
the business or organization’s interests. They may also include statements that
align business and employee interest, and underscore common ground and benefit.
Example
Memo
To : Ali
Zafran, S.Pd.
From : Muhammad
Genta, M.Pd.
Date : June
21, 2014
Subject :
Data of School Budget Plan
In the
next three weeks, we will make a special meeting with the parents. The meeting
will discuss the plan management for the school budget. We must give a correct
understanding of the funds in details. It is a must because the funds come from
parents which will be used for a school construction. I personally hope you can
make the data in detail. Your data is based on the financial report for the
last six months.