Assignment II ( Bahasa Inggris Bisnis 1 )

Assigment 2

Question

Find the definition and the function of the following letters

1. Inquiry Letter
2. Order Letter
3. Complaint Letter
4. Aplication Letter
5.  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.