•After joining the lecturing the students are able to compose letter of business, letter of application, etc.
•A business English correspondent should own the knowledge of;
Formal Letter
nLetter Forms Slide 3 Slide 4 Slide 5
Commercial letters is generally typed, and can be divided into 8 parts; 1.Letterhead 2.Date & Letter-number 3.Inside address 4.Salutation 5.Body 6.Complimentary Closing 7.Signature 8.Superscription /outside address
2. Date & Letter-number
The date of the letter is usually placed at the right top corner under letterhead….”name of the city”
And on the left top corner it’s about 2 lines under the name of city….”No”, the no. of letter is an obligation to the company itself, for it sends and receives letter to /from outers. Each big companies has it own ways in filing system
Example:
LOMBOK, September 17, 2008.
Denpasar, 2 March 1998.
Singapore, 21st July 1999.
Banyuwangi, April 30th 2007. (rarely found)
3. Inside Address
Inside address might be written on the left top corner it’s about 4 to 5 cm from margin.
If the contents of letters are short, it suggested to start your letter in the mid of the paper to avoid too many blanks.
Inside address is no more than 4 lines, notice the examples bellow:
-----------------------, -----------------
-----------------------, -----------------
-----------------------, -----------------
-----------------------. -----------------.
Uses comma and dot no comma only dot at the end
At the end
4. Salutation
The salutation is about 2 to 3 cm under inside address.
Example:
Plural Dear Sirs, or Gentlemen,
Dear Sirs: Gentlemen:
Singular Dear Sir, or Gentleman,
Dear Sir: Gentleman:
5. Body
Opening paragraph
Contents of letter
Closing paragraph
6. Complimentary Closing
Formal Official: Respectfully yours,
Yours respectfully,
Yours very respectfully,
Yours sincerely,
Informal Yours faithfully,
Yours sincerely,
Yours cordially,
Yours gratefully,
etc.
7. Signature
If the signature is unreadable it’s usually rewritten the name or the degree of the sender. E.g. Manager / president
For married or unmarried woman, before the name usually written Mrs. Or Miss, and it should be in brackets.
See you then….
Form of informal or formal letter
1287 West Broadway,
New York City,
Mach 23,2009.
Sir.
____________________________________________________
____________________________________________________
____________________________________________________
Respectfully yours,
(signature)
Secretary
Mr.Tarzan
Jl.Ricak Pinggir Kali
Mataram-NTB 83511
Inside address may be located above the salutation or at the left corner bottom of the page, it’s about several lines under complimentary close.
Letter of Application
Letter of Application may be proposed as:
Self initiative
Information from acquaintances
Newspaper based-advertisement
Radio based-advertisement
DISNAKER
From campus,
Etc.
Basics of Composing and Letters’ organizing
A. Guide lines in composing letter
Letter is a symbol of written communication that leads somebody in giving information to each other. But in making it easier to understand, the composer should mastery some guidelines, here are 5 guidelines:
Well Preparation
Composing good letter needs preparation and planning. Why and to whom the letter is addressed they all should be understood. Letter that business should be well prepared. Four things, which have to prepare whilst composing letter; problem, receiver, purpose, and ways of writing.
Good paper and pen
Standard Form
Grammar and Punctuation
Reading before sending.
B. Frequently-sentences used in composing Letter of application
Salutation / Introducing greeting
a. Dear…(followed by name of recipient)
b. Dear Sir, dear Sirs,
Introducing Paragraph
a. In reference to your advertisement in Lombok Post of….
b. In Lombok Post daily dated…..
c. Denoting your advertisement in Bali Post…
d. I have read your advertisement in Jakarta Post..
e. I am writing to fulfill your advertisement in NTB Post…
f. Referring to your advertisement of Friday 15th March 2009, I should like to apply for the position of…in your company
g. I am graduated from Academy of Foreign Language (ABA) Bumigora Mataram in 2008 and I want to apply for the position you advertise
h. regarding to the qualification stated in the advertisement, I think I could take the position
i. I am (Terune Jaye), male, 23 years old of age and in healthy condition
j. Since I want to improve my English I keen to get a permanent job
3.Body of The Letter
Attached please find my qualification for your consideration
I am qualified in both written and spoken English
I can operate the computer for Microsoft office (Ms. Word and Ms. Excel)
I should like to apply for the job with following qualifications:
Herewith I enclose a curriculum vitae and copies of all my diploma to fulfill your requirements as advertised for your further consideration
Considerate of my capability and working, I expect a salary about Rp. 800.000. Etc.
Business Letters
Letter represents one’s character behind. Orally, letter will say, “Talk then I’ll know who you are”. Besides ability in attaching message, it should be suitable to the condition and the purpose.
A. Basic of Writing Letter
The language usage must be brief and short
The contents should be simplicity
Strength
Specific and clear
B. Function of Letter
Replacement of sender
Authentic written document
Documented paper/file
Reminder
Time and energy saver
Advertisement
C. Type of Letter
Kartu Post
is an open letter to inform short and practical information.
Warkat Post
Basically the performance is much alike with an envelop (8x12cm)
Memorandum
Is used to leave an internal message in one company, is usually written by the manager
etc
Contoh Memo
PT. EVIAN SATRIA SEMESTA
JALAN WASTUKENCANA NO. 1 TELP. (022) 3272827
BANDUNG
MEMO
Tanggal : 7 November 2004
Kepada : Manager Personalia : Rian Rahmat Meutia, S. E.
Perihal : Pemberitahuan tentang staf baru
Sehubungan dengan adanya pengembangan PT. EVIAN SATRIA SEMESTA, Saudara diharapkan merekrut 10 orang staf pemasaran
Cek kembali lamaran-lamaran yang telah masuk dan lakukan seleksi, tes, dan wawancara bagi pelamar yang memenuhi syarat. Waktu pelaksanaan paling lambat akhir bulan November 2004 sehingga pelaksanaan kerja dapat dilakukan pada awal December 2004.
Ir. Muhammad Yunus Zakarin
Direktur
Kinds of business letter
Surat perkenalan Usaha
Surat permintaan penawaran
Surat penawaran
Surat pesanan
Surat pengantar
Surat penagihan
Surat perjanjian
Etc.
Surat perkenalan Usaha
SUNIX LTD
TORONOMON 2- CHOMEMINATOKU TOKYO JAPAN
November 7, 2004
Mr. Yudia Anwarudin
General Manager PT GOLDEN STAR
Jalan ABC No. 234 Bandung-Indonesia
Dear Mr. Yudia,
Allow us to introduce our company as one of the largest manufacturers of industry telecommunication in Japan. Our new product is NEWS 92331, an extraordinary hand phone which is designed with full graphic display in many colors to make the users feel suitable in communication. NEWS 92331 giving many advantages for communication. Send facsimile or email. Wherever you make a communication, the sound is very clear.
For this month, we give you special prices with 30% off. We also give a free card and battery.
We have been looking from you very soon.
Sincerely yours,
Robert L. William
Sales Manager
Surat permintaan (Request/inquiry Letter)
Request Letter asks about information from someone. And things you need to ask is un-limited, you’re free to ask anything in your letter. Your request would have responded if you had attached the envelop, postage, and complete address for feed back. (contoh di buku halaman 161-162 korespondensi scientifik dalam binis)
As follow up towards response of the above letter, surely you’ll order goods you need. And the order usually made through order letter. Then you should write your order in tidy, if not it is fault. Some should be included in order letter.
Name of item, catalog number, quality and quantity,
Condition and qualification
Price per item and total
Alternative item to order
Number of down payment should be clearly stated in your cheque.
Number of text service
Number of shipping fee
Address of goods recipient (Customer )
Closing
(contoh di buku halaman 163 korespondensi scientifik dalam binis)
Surat Keluhan (Complaint Letter)
If the supplier gives good service, surely the complaint won’t be appeared. If there are some expected things happened as: indecency, catastrophe, and less of control, etc. If costumer isn’t satisfied he/she may complain. In the complaint letter we have to attach in details about what we complain about. Remember, we also attach the proof to avoid the supplier will ask compensation when they want to have irresponsibility toward the agreement.
we have to compose the complaint letter carefully, the contents of letter are not showing the anger, and rude, which may destroy the relationship.
(contoh di buku halaman 166 korespondensi scientifik dalam binis)
The essential things that should be included in the complaint letter
Subject heading will interest the supplier to the contents of complaint,
Introduction the customer will place the humanistic up on the business and commercial case merely,
Complete explanation to the complaint with proof attached,
Asking about reparation based on the item complained.
A. Kinds of sales:
Direct sales no brokers as the bridge between seller and buyer
Sales on Commission selling or transaction via agent or broker between seller and buyer
Sales by auction goods of auction will be sold to the to the highest bidder by auctioneer
The things sold
Conditions as to goods, the conditions of the goods are based on nature (kind) and quality, e.g.
a) Sample or pattern
Sample raw products/materials, liquid, semi-manufactured articles and manufactured articles.
Pattern Textile
b) Standard or type appearance or performance, e.g. mocca for coffee
c) Description or brand
d) On Approval
Condition as to price
this term shows about are the price offered includes to next another payment and who will take the risk then.
here are some terms
a) LOCO ex warehouse
b) At Station
c) On Rail usually called F.o.r (free on rail)
d) Free Alongside -F.a.s
e) Free on Board –F.o.b
f) Cost & freight –C&F
g) Cost & freight inclusive commission- Canfic
h) etc.
Slide 6
•Business English is not as same as a general English. To learn those both languages are also quite different. The case is, in business English needs to mastery on the terms or specific idioms, phrases or opening lines are very characteristic and well-establish form.
–English Grammar
–Commercial Knowledge
–Idioms Business English
•Formal letter isn’t used in trade or by merchant merely but it could be used by others.
•Formal letters can be divided into:
–“Formal Official Letters”, which are addressed to government, parliament and/or people’s consultative congress, in the Army, in trading and the contents of the letters are very formal
–“Informal Official Letters”, those people whose letters are not very formal or half formal
1. Letter head
nIn this part you’ll find: name of company, name of city, name of street/building, name of area, name of country. It is usually stitched at the top of paper.
2. Date & Letter-number
The date of the letter is usually placed at the right top corner under letterhead….”name of the city”
And on the left top corner it’s about 2 lines under the name of city….”No”, the no. of letter is an obligation to the company itself, for it sends and receives letter to /from outers. Each big companies has it own ways in filing system
Example:
LOMBOK, September 17, 2008.
Denpasar, 2 March 1998.
Singapore, 21st July 1999.
Banyuwangi, April 30th 2007. (rarely found)
3. Inside Address
Inside address might be written on the left top corner it’s about 4 to 5 cm from margin.
If the contents of letters are short, it suggested to start your letter in the mid of the paper to avoid too many blanks.
Inside address is no more than 4 lines, notice the examples bellow:
-----------------------, -----------------
-----------------------, -----------------
-----------------------, -----------------
-----------------------. -----------------.
Uses comma and dot no comma only dot at the end
At the end
4. Salutation
The salutation is about 2 to 3 cm under inside address.
Example:
Plural Dear Sirs, or Gentlemen,
Dear Sirs: Gentlemen:
Singular Dear Sir, or Gentleman,
Dear Sir: Gentleman:
5. Body
Opening paragraph
Contents of letter
Closing paragraph
6. Complimentary Closing
Formal Official: Respectfully yours,
Yours respectfully,
Yours very respectfully,
Yours sincerely,
Informal Yours faithfully,
Yours sincerely,
Yours cordially,
Yours gratefully,
etc.
7. Signature
If the signature is unreadable it’s usually rewritten the name or the degree of the sender. E.g. Manager / president
For married or unmarried woman, before the name usually written Mrs. Or Miss, and it should be in brackets.
See you then….
Form of informal or formal letter
1287 West Broadway,
New York City,
Mach 23,2009.
Sir.
____________________________________________________
____________________________________________________
____________________________________________________
Respectfully yours,
(signature)
Secretary
Mr.Tarzan
Jl.Ricak Pinggir Kali
Mataram-NTB 83511
Inside address may be located above the salutation or at the left corner bottom of the page, it’s about several lines under complimentary close.
Letter of Application
Letter of Application may be proposed as:
Self initiative
Information from acquaintances
Newspaper based-advertisement
Radio based-advertisement
DISNAKER
From campus,
Etc.
Basics of Composing and Letters’ organizing
A. Guide lines in composing letter
Letter is a symbol of written communication that leads somebody in giving information to each other. But in making it easier to understand, the composer should mastery some guidelines, here are 5 guidelines:
Well Preparation
Composing good letter needs preparation and planning. Why and to whom the letter is addressed they all should be understood. Letter that business should be well prepared. Four things, which have to prepare whilst composing letter; problem, receiver, purpose, and ways of writing.
Good paper and pen
Standard Form
Grammar and Punctuation
Reading before sending.
B. Frequently-sentences used in composing Letter of application
Salutation / Introducing greeting
a. Dear…(followed by name of recipient)
b. Dear Sir, dear Sirs,
Introducing Paragraph
a. In reference to your advertisement in Lombok Post of….
b. In Lombok Post daily dated…..
c. Denoting your advertisement in Bali Post…
d. I have read your advertisement in Jakarta Post..
e. I am writing to fulfill your advertisement in NTB Post…
f. Referring to your advertisement of Friday 15th March 2009, I should like to apply for the position of…in your company
g. I am graduated from Academy of Foreign Language (ABA) Bumigora Mataram in 2008 and I want to apply for the position you advertise
h. regarding to the qualification stated in the advertisement, I think I could take the position
i. I am (Terune Jaye), male, 23 years old of age and in healthy condition
j. Since I want to improve my English I keen to get a permanent job
3.Body of The Letter
Attached please find my qualification for your consideration
I am qualified in both written and spoken English
I can operate the computer for Microsoft office (Ms. Word and Ms. Excel)
I should like to apply for the job with following qualifications:
Herewith I enclose a curriculum vitae and copies of all my diploma to fulfill your requirements as advertised for your further consideration
Considerate of my capability and working, I expect a salary about Rp. 800.000. Etc.
Business Letters
Letter represents one’s character behind. Orally, letter will say, “Talk then I’ll know who you are”. Besides ability in attaching message, it should be suitable to the condition and the purpose.
A. Basic of Writing Letter
The language usage must be brief and short
The contents should be simplicity
Strength
Specific and clear
B. Function of Letter
Replacement of sender
Authentic written document
Documented paper/file
Reminder
Time and energy saver
Advertisement
C. Type of Letter
Kartu Post
is an open letter to inform short and practical information.
Warkat Post
Basically the performance is much alike with an envelop (8x12cm)
Memorandum
Is used to leave an internal message in one company, is usually written by the manager
etc
Contoh Memo
PT. EVIAN SATRIA SEMESTA
JALAN WASTUKENCANA NO. 1 TELP. (022) 3272827
BANDUNG
MEMO
Tanggal : 7 November 2004
Kepada : Manager Personalia : Rian Rahmat Meutia, S. E.
Perihal : Pemberitahuan tentang staf baru
Sehubungan dengan adanya pengembangan PT. EVIAN SATRIA SEMESTA, Saudara diharapkan merekrut 10 orang staf pemasaran
Cek kembali lamaran-lamaran yang telah masuk dan lakukan seleksi, tes, dan wawancara bagi pelamar yang memenuhi syarat. Waktu pelaksanaan paling lambat akhir bulan November 2004 sehingga pelaksanaan kerja dapat dilakukan pada awal December 2004.
Ir. Muhammad Yunus Zakarin
Direktur
Kinds of business letter
Surat perkenalan Usaha
Surat permintaan penawaran
Surat penawaran
Surat pesanan
Surat pengantar
Surat penagihan
Surat perjanjian
Etc.
Surat perkenalan Usaha
SUNIX LTD
TORONOMON 2- CHOMEMINATOKU TOKYO JAPAN
November 7, 2004
Mr. Yudia Anwarudin
General Manager PT GOLDEN STAR
Jalan ABC No. 234 Bandung-Indonesia
Dear Mr. Yudia,
Allow us to introduce our company as one of the largest manufacturers of industry telecommunication in Japan. Our new product is NEWS 92331, an extraordinary hand phone which is designed with full graphic display in many colors to make the users feel suitable in communication. NEWS 92331 giving many advantages for communication. Send facsimile or email. Wherever you make a communication, the sound is very clear.
For this month, we give you special prices with 30% off. We also give a free card and battery.
We have been looking from you very soon.
Sincerely yours,
Robert L. William
Sales Manager
Surat permintaan (Request/inquiry Letter)
Request Letter asks about information from someone. And things you need to ask is un-limited, you’re free to ask anything in your letter. Your request would have responded if you had attached the envelop, postage, and complete address for feed back. (contoh di buku halaman 161-162 korespondensi scientifik dalam binis)
As follow up towards response of the above letter, surely you’ll order goods you need. And the order usually made through order letter. Then you should write your order in tidy, if not it is fault. Some should be included in order letter.
Name of item, catalog number, quality and quantity,
Condition and qualification
Price per item and total
Alternative item to order
Number of down payment should be clearly stated in your cheque.
Number of text service
Number of shipping fee
Address of goods recipient (Customer )
Closing
(contoh di buku halaman 163 korespondensi scientifik dalam binis)
Surat Keluhan (Complaint Letter)
If the supplier gives good service, surely the complaint won’t be appeared. If there are some expected things happened as: indecency, catastrophe, and less of control, etc. If costumer isn’t satisfied he/she may complain. In the complaint letter we have to attach in details about what we complain about. Remember, we also attach the proof to avoid the supplier will ask compensation when they want to have irresponsibility toward the agreement.
we have to compose the complaint letter carefully, the contents of letter are not showing the anger, and rude, which may destroy the relationship.
(contoh di buku halaman 166 korespondensi scientifik dalam binis)
The essential things that should be included in the complaint letter
Subject heading will interest the supplier to the contents of complaint,
Introduction the customer will place the humanistic up on the business and commercial case merely,
Complete explanation to the complaint with proof attached,
Asking about reparation based on the item complained.
A. Kinds of sales:
Direct sales no brokers as the bridge between seller and buyer
Sales on Commission selling or transaction via agent or broker between seller and buyer
Sales by auction goods of auction will be sold to the to the highest bidder by auctioneer
The things sold
Conditions as to goods, the conditions of the goods are based on nature (kind) and quality, e.g.
a) Sample or pattern
Sample raw products/materials, liquid, semi-manufactured articles and manufactured articles.
Pattern Textile
b) Standard or type appearance or performance, e.g. mocca for coffee
c) Description or brand
d) On Approval
Condition as to price
this term shows about are the price offered includes to next another payment and who will take the risk then.
here are some terms
a) LOCO ex warehouse
b) At Station
c) On Rail usually called F.o.r (free on rail)
d) Free Alongside -F.a.s
e) Free on Board –F.o.b
f) Cost & freight –C&F
g) Cost & freight inclusive commission- Canfic
h) etc.
Contoh Surat
April 2, 2009
PT.CENDANA WANGI
Jl. Datu Locong No. 008 Mataram
Dear Ms. Zahabiah Nafilla:
With reference to your advertisement in the NTB Post dated March 29, 2009. I would like to apply for the position of Assistant Manager. Attached is my transcript of records and my resume.
I am a woman 21 years old of age. I am recent graduate of ABA Bumigora Mataram where I finished in English Department. I have some experience working as trainee in the Tour&Travel department of PT.Sindo Surya Cemerlang Asri, where I assisted in the office administration. I am good in spoken and written English, I have a good performance and able to operate computer.
I am interested to be an Assistant Manager in your company and I feel qualified to fill your position. I enclose my photograph and my curriculum vitae that give details of my qualification and experience.
I am available anytime for an interview. My address is:
Jl. Nuri No. 61 Monjok Baru Mataram 83122
Sincerely yours,
Your Name
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